The UBC Physics Society’s Annual General Meeting takes place in March or April in the evening after class. At this meeting, the elections for next year’s council will take place.
This year, elections will take place at 5:30 PM on Friday, March 15th, in HENN 307.
If you would like to run for a position, you must state your intent to run 24 hours in advance. You must do this by emailing firstname.lastname@example.org. Below are the positions available, and their responsibilities. Please feel free to email us any questions about the roles and the elections.
The co-presidents maintain oversight on all UBC Physics Society operations. They serve as the main liaison to PHAS, the AMS, and SUS. Within their portfolio, co-presidents are also responsible for the continuation of the Physics Help Center, implementing the start-of-term retreat, and assisting with PHAS’s Careers Night event. The presidents are leaders within their community, maintain regular communication and leadership among all council members, and promoting a supportive and inclusive community for the students of UBC. The co-presidents are encouraged to provide focus and direction to the council, growing the Physics Society as they envision. While it is possible to run as an individual, it is highly encouraged to run as a pair.
(Co-)VP Academic (1-2)
The VP Academic maintains oversight on the UBC Physics Society’s academic operations. They actively organizes initiatives for the promotion of academic achievement and research involvement amongst students of UBC PHAS. Within their portfolio, they are responsible for planning Midterm Review Sessions, Final Review Sessions, and offering Exam Packages for first year physics courses. They also assist with planning the semesterly Beef & Meeting. In addition, the VP Academic is encouraged to focus and direct the council to provide unique academic events, such as Python & LaTeX Help Sessions. The VP Academic directly reports to the co-presidents, and provides leadership to the Academic Coordinators, who have the role of assisting VP Academic within their portfolio.
(Co-)VP Social (1-2)
The VP Social maintains oversight on all social UBC Physics Society operations. Within their portfolio, VP Social is responsible for planning and implement the start-of-term BBQ, the semesterly Wine & Cheese event, and the end-of-year dinner. In addition to these annual events, the VP Social is encouraged to focus and direct the council to provide unique social events. The VP Social directly reports to the co-presidents, and provides leadership to the Social Coordinators and the Sports Rep, who have the role of assisting VP Social within their portfolio. The VP Social promotes a social atmosphere that is supportive and inclusive.
The VP Finance maintains oversight on the UBC Physics Society’s finances. They ensure that the appropriate funds are in line with Physics Society’s priorities through the form of budgeting. Within their portfolio, the VP Finance is responsible for reimbursing council members when necessary, and actively seeking funding opportunities, such as grants. In particular, the VP Finance is responsible for filing an annual report to SUS to obtain their Operations Grant. The VP Finance reports to the co-presidents.
The secretary coordinates and moderates Council meetings. They are responsible for taking Meeting Minutes, and sending them to council members via email. Within their portfolio, they are responsible for finding a time for council meetings, creating annual t-shirts, and leading the Annual General Meeting. The secretary is also encouraged to ensure strong organization within the council, and keep to agreed timelines (both within meetings and on a year-long scale).
Academic Coordinators (2)
The academic coordinators report to the VP Academic, and assist the VP Academic with their portfolio. In particular, the academic coordinators are expected to help plan and implement Midterm Review Sessions, Final Review Sessions, offering Exam Packages for first year physics courses. They also assist with planning the semesterly Beef & Meeting. In addition, the academic coordinators are encouraged to focus and direct the council to provide unique academic events, such as Python & LaTeX Help Sessions.
Social Coordinators (2)
The social coordinators report to the VP Social, and assist the VP Social with their portfolio. In particular, they responsible for assisting with the Welcome Back BBQ, the semesterly Wine & Cheese event, and the year-end dinner. In addition to these annual events, the social coordinators are encouraged to focus and direct the council to provide unique social events.
The SUS Rep. sits on both the Physics Society Council and the SUS Council. They act as a regular liason between the two councils, with the aim of facilitating effective communication between the Physics Society and SUS. The SUS Rep. is expected to sit on SUS’ academic committee, as well as one other committee of their choosing, for example, the finance committee. The SUS Rep. is expected to the represent the opinions of the UBC Physics Society and all PHAS students.
Lecture Series Coordinator
The Lecture Series Coordinator is responsible for providing monthly guest lectures for physics students. Within this role, they are responsible for finding relevant and interesting members of the academic community and inviting them to give guest lectures. Additionally, the Lecture Series Coordinator is encourage to collaborate with Engineering Physics’ own Lecture Series Coordinator, and plan events together.
Graduating Student Rep
The Graduating Student Rep. is responsible for student input for matters of graduation. This includes the accurate representation of student leaders of UBC PHAS, creating feedback surveys, and liaising between Artona and UBC Physics Society, which includes arranging the council-wide photo with Artona.
The Mentorship Coordinator is responsible for the continuation of UBC Physics Society’s Mentorship Program. This involves setting up the program at the beginning of the year, matching mentors to mentees, maintaining regular contact with the program’s members, and planning periodic events for the mentors and mentees. The Mentorship Coordinator is also encouraged to communicate Professsional Development opportunities to the mentors and mentees. The Mentorship Coordinator maintains contact with the Faculty of Science’s Student Development Coordinator, who plays a mentor-like role to the Mentorship Coordinator.
The media coordinator is responsible for all advertising and media relations. In particular, they are responsible for designing and printing posters for the numerous social and academic events by an agreed time. In addition, the advertising coordinator is encouraged to design advertisements for the club at large, that promote using the space of the UBC Physics Society, develop a sense of community in the hallways of Hennings, and communicate on physics topics in general.
The Conference Coordinator is responsible for promoting undergraduate conferences to PHAS’ students. In particular, they should promote the Canadian Undergraduate Physics Conference (CUPC), Women In Physics Conference, and the American Physics Conference Northwest. The Conference Coordinator is responsible for liasoning with conference delegates, providing any assistance they may need, and also assessing their need for financial assistance, and seeing if the funds are available within the UBC Physics Society. In addition, the Conference Coordinator of 2016 is highly encouraged to seek out the possibility of creating conferences here at UBC for PHAS’s students. In this situation, the Conference Coordinator would be encouraged to collaborate with the Astronomy Club as well as URO.
The Lounge Manager is responsible for opening up the Physics Society lounge every weekday morning. They a responsible for maintaining general tidiness and cleanliness of the lounge, as well as ensuring the furniture and any equipment is in good shape.
Culinary Coordinators (2)
The Culinary Coordinator is in charge of restocking the vending machines and providing snacks at the council meetings. Within their portfolio, the Culinary Coordinators are responsible for replacing the Society’s broken vending machine. Any expenses incurred by the Culinary Coordinator are reimbursed by the club.