Guiding Essentials Standards at a Glance

Transcription

1 Guiding Essentials Standards at a Glance November 2017 page 1

2 Table of Contents Table of Contents... 2 Introduction... 8 Philosophy, Membership Philosophy Statement... 8 All-Female Organization Girl Guides of Canada Motto... 9 Motto... 9 Brownie Motto Vision, Mission and Values... 9 Vision... 9 Mission... 9 Values Promise, Law, Motto and Sign... 9 The Promise...10 Brownie Law...10 Brownies:...10 Structure, Branches in Guiding...11 Branches in Guiding Other Program Options...11 Extraordinary Options...11 Girl Assistants...11 Lones Units...12 Unit...12 Special Interest Units...13 Units in Institutions...13 Canadian Units on Foreign Soil (CUFS)...13 Unit Guider...13 Unit Administration...13 Opening and Closing Units...14 Transfers from One Unit to Another...14 Transfers from Other Countries...14 Temporary Residents of Canada...14 Members Residing Outside of Canada Trefoil Guild Overview of Councils...15 Commissioners and Administrative Community Leaders (ACL)...16 Council Positions...16 Council Secretary...17 Support Roles and Activities...17 Sharing Positions...17 November 2017 page 2

3 Appointment...17 Committees...18 Campsites and Properties Districts...18 District Commissioner...18 District Council...19 District Guider...19 Chart of District Council Structure Areas...20 Area Commissioner...20 Area Council...21 Community Contact...21 Chart of Area Council Structure Community Model of Guiding (administrative model in Ontario)...22 Introduction...22 Types of Communities...22 Positions Provinces...23 Provincial Commissioner...23 Provincial Council...24 Provincial Committees...24 Chart of Provincial Council Structure National...27 Introduction...27 Board of Directors...27 Committees of the Board...27 Operations Delivering Guiding Across the Country...28 Chart of National Structure...30 International, World Association of Girl Guides and Girl Scouts (WAGGGS)...31 Introduction...31 Operations...31 World Centres...32 Trefoil and World Flag Girl Guides of Canada s Involvement with WAGGGS...32 Director International Commissioner...32 World Thinking Day...33 Canadian World Friendship Fund (CWFF)...33 Twinning Contact with Other Countries...33 Invitations to International Events...33 International Travel...33 Uniform and International Travel...34 Canadian Friendship Pin and Patch...34 November 2017 page 3

4 Membership Administration, Inclusivity and Accessibility...35 Inclusivity in Guiding...35 Accessibility at GGC Membership Types, Activities, Roles and Positions...36 Girl Membership Types...36 Girl Membership Activities...36 Adult Membership Types...37 Adult Membership Activities...37 Overview of Other Opportunities for Adults Membership Application and Registration Process...38 Girl Member Registration...38 Adult Member Application and Registration...38 Refusal of Membership...39 Annual Membership and Registration Fees...39 Adult Member Screening Membership Renewal...40 Girl Members...40 Adult Members Enrolment Non-member Volunteers...41 Introduction...41 Non-Member Registration...41 Unit Assistant...42 Support Persons...42 Males...42 Non-member Youth...42 Re-registration or Cancellation for Non-Member Volunteers Temporary Residents of Canada...42 Enrolment Pin...42 Adult Positions or Roles Police Records Check...43 Introduction...43 Criminal Convictions That Preclude Membership and Volunteering with GGC...43 PRCs From Other Organizations...44 PRC Renewal for Adult Members...44 PRC Exemptions Uniform and Insignia...45 Introduction...45 Uniform of Other Countries...46 Girls Insignia and Badges...46 Adult Members Insignia...46 Wearing External Medals Performance and Conduct...47 Code of Conduct...47 Code of Conduct Renewal...48 November 2017 page 4

5 Code of Conduct Renewal Exemption...48 Refusal of Appointment...48 Termination of Appointment...48 Investigative Suspension of Membership or Relationship...49 Member Resignation...49 Termination of Membership or Relationship with GGC...49 Appeal Process...49 Criminal Investigation and Legal Defence Girl Protection...49 Introduction...49 Procedures...50 Reporting Suspected Child Abuse...50 Girl Protection Report (GP.01)...50 Girl Protection Report for Incidents Involving Adult Members or Non-Member Volunteers (GP.02)...50 Girl Misconduct and Bullying...51 Girl Protection Lead Training...51 Training and Enrichment for Adult Members...51 Mandatory Training...52 Mandatory Training: Accommodations and Exemptions...53 Rangers and Adult Trainings...54 Safe Guide Training and Rangers...54 Awards & Recognition, Awards...55 Introduction...55 Application...55 National Awards...55 Area / Provincial Awards Recognition of Years in Guiding...56 Membership Pin Years of Membership...56 New Unit Guider Appreciation Pin Special Awards Scholarships...57 Scholarships Girl Greatness Awards...57 Program, Program Overview...58 Introduction...58 Program Elements...58 Girl Engagement...59 Program Activities and Badges...59 Members with Disabilities...60 Guides Own...60 Reflections...60 November 2017 page 5

6 6.2 GGC Group Trips and Travel...60 International Travel Objectives...60 Nationally-Sponsored International and Domestic Events...61 Risk Management, Safe Guide...62 Introduction...62 Waivers Insurance...62 Introduction...62 Limitations...62 Incident Report Form...62 Not permitted and Conditional Activities...63 International Travel...63 Domestic Travel...63 Property Child Custody...63 Finance, Financial Record Keeping...64 Introduction...64 Policy...64 Management...64 Responsibilities of the Commissioners...64 Bank Accounts...65 PayPal Accounts...65 Credit Accounts...65 Interac e-transfers...65 Electronic Funds Transfer (EFT)...65 Bank Signing Officers...66 Accounting Records...66 Statements/Reports...66 Audit/Review...66 Financial Volunteer Resigns...66 Unit or Council Disbands...67 Unit Funds...67 Grants...67 Investments...67 Real Property and Leases...67 Contracts (Borrowing and Indebtedness)...67 Contracts (Short-Term for the Use of Third Party Facilities)...68 Electronic Contracts Fundraising...69 Donations and Charitable Receipts...69 Administration, imis (integrated Membership Information System)...70 Introduction...70 Member Information Management...70 November 2017 page 6

7 Locating Individuals...70 Reports Available...70 Role of imis Sites Privacy...71 Introduction...71 Personal Information...71 Disclosure...71 Special Considerations for Girl Members...71 Security...71 Privacy Concerns Canadian Anti-Spam Legislation (CASL) Records Retention...72 Retention Schedule...72 Public Image, Public Image...73 Public Image - Standards...73 External Use of Uniform and Insignia...73 Media Contact and External Communications...73 Crisis Communication Publications...73 Brand Standards...73 GGC Style Guide...74 Graphic Standards...74 Copyright...74 Cookies, Cookies...75 Introduction...75 Campaign Information...75 Cookie-Selling Efforts...75 Sales Aids and Selling Resources...76 Cookie Ordering...76 Delivery Guidelines...76 Glossary, November 2017 page 7

8 Introduction Guiding Essentials: Standards at a Glance is essential information for members of Girl Guides of Canada Guides du Canada (GGC) who are responsible for administration and/or program delivery. It provides information about policies, their implementation and related procedures as they affect members of GGC. Guiding Essentials provides basic answers to simple, frequently-asked questions and refers to additional documents for more detailed information. Most secondary documents are available on Member Zone, girlguides.ca or from your provincial office. An explanation of terms, names and abbreviations is provided in a glossary at the end of this document. Philosophy, 1.0 The GGC philosophy has its roots in the World Association of Girl Guides and Girl Scouts (WAGGGS) philosophy as expressed in the Promise and Law. Membership Philosophy Statement Girl Guides of Canada Guides du Canada (GGC) values all girls and women, believes in their potential, and welcomes them to join GGC for the benefits of the Guiding experience. To sustain and grow membership, GGC is committed to: Maintaining an all-female environment Reaching out to girls and women in their communities Developing girl-centric programming that is relevant, dynamic, engaging and inclusive to Canada s diverse communities Delivering programming that is flexible and responsive to the needs and interests of girls and their families Maintaining a safe space for all members Fostering a volunteer model that is flexible and enables different ways of involvement Recognizing the achievements and contributions of members Ensuring the Guiding experience remains financially accessible All-Female Organization Excerpt from the "Statement on the Girl Guides of Canada as an Organization for Girls and Women," 1987, reconfirmed every year by the Board of Directors: We believe strongly that the girls of Canada are best served by programming designed specifically for girls. November 2017 page 8

9 We believe Guiding is uniquely suited to the needs and aspirations of girls and young women today. It inspires an ethic of cooperation while encouraging leadership potential; it fosters in girls a sense of self-esteem and pride in their own gender and equips them to function as persons in their own right in these complex competitive times. Guiding gives girls opportunities during their formative years to experiment with various roles, and develop skills and capabilities free from negative or stereotyped attitudes. Allfemale organizations create opportunities for women to take executive and leadership positions and thus provide role models for girls. Our goal is to help expand girls' and young women's expectations of themselves by enabling them to develop in a female environment free from sexual stereotyping. Women and girls take positions of leadership, use their talents and abilities in planning and policy making, and are encouraged to take these skills into their lives. 1.2 Girl Guides of Canada Motto Motto Be prepared. Brownie Motto Lend a hand. 1.3 Vision, Mission and Values Vision Girl Guides of Canada Guides du Canada, the organization of choice for girls and women, makes a positive difference in the life of every girl and woman who experiences Guiding, so she can contribute responsibly to her communities. Mission Girl Guides of Canada Guides du Canada enables girls to be confident, resourceful and courageous, and to make a difference in the world. Values The stated values for Girl Guides of Canada Guides du Canada are stipulated in the Promise and Law. 1.4 Promise, Law, Motto and Sign The Promise, Law, Motto and Sign are statements of Girl Guides of Canada s values. They vary according to the branch of Guiding. Sparks do not have a Law or Motto. Members say the Promise during their enrolment. The Promise is also said at the opening of many Guiding events. November 2017 page 9

10 The Promise Girls Brownie age and older and adult members: I promise to do my best, To be true to myself, my beliefs and Canada. I will take action for a better world And respect the Guiding Law. (Brownies say: And respect the Brownie Law) Sparks: I promise to share and be a friend. The Law: Girls Guide age and older and adult members: The Guiding Law challenges me to: Be honest and trustworthy Use my resources wisely Respect myself and others Recognize and use my talents and abilities Protect our common environment Live with courage and strength Share in the sisterhood of Guiding Brownie Law As a Brownie I am honest and kind; I help take care Of the world around me The Motto Girls Guide age and older and adult members: Be Prepared Brownies: Lend a Hand The Sign The sign is usually made while saying the Promise. It is made with the right hand raised to shoulder height, elbow down, fingers upright, thumb bent and touching fingers as illustrated: Girls Brownie age and older and adult members: The three fingers of the Sign made with the right hand, represent the three parts of the Promise. Sparks: The Spark sign is made with the first two fingers of the right hand to represent the two parts of the Sparks Promise. November 2017 page 10

11 Structure, Branches in Guiding Branches in Guiding Guiding for girls is divided into five age groups: Sparks 5 and 6 Brownies 7 and 8 Guides 9 to 11 Pathfinders -12 to 14 Rangers 15 to 17 In some cases, mixed units are formed that include various age groups. These are called multibranch units. Girl Guiding begins with the Spark program, but girls can join at any age, without completing prior branches. Generally, girls move through the branches with their peer group. The term peer group refers to girls in the same grade in school. Because of this, girls who have a birthday later in the year will be the age of some girls in a younger branch; and those who have a birthday earlier in the year will be the same age as some girls in an older branch. Girls joining Guiding for the first time or moving up a branch are not considered part of that branch until the start of the Guiding year, which is September 1. A girl may register as a Ranger as long as she has not yet turned 18 by the start of the Guiding year (September 1 st ). A Ranger turning 18 during the Guiding year may complete the year as a youth member. 2.2 Other Program Options Extraordinary Options Extraordinary Options or Extra Ops is an innovative way to deliver Girl Guiding to more girls. Girls in Extra Ops participate in programs that relate to a single activity or theme, such as camping, sports, travel, or the arts. They do not earn badges and use only basic insignia. Girls can choose to be members of both a branch unit and an Extra Ops unit. Trex is an Extra Op for girls 12 to 17 that focuses on camping and the outdoors. Girl Assistants Girl Assistants are girls who assist Guiders in units. Girl Assistants cannot assist in branches of their own age group or the branch immediately below their age group. For example, a Guideaged assistant can only assist a Spark unit. Non-member girls or youth cannot be Girl Assistants. November 2017 page 11

12 Girl Assistants may be: Registered as Guides, or Pathfinders or Rangers. They wear the uniform and insignia of their own branch and are registered in their branch unit, not the unit where they are helping. OR Girls 9 to 17 years old who are not registered with a unit in their branch. They are registered in the unit in which they are helping. They can participate in all Guiding activities (camps, international trips, etc.) suitable for their age group. They are placed in units in collaboration with the Unit Guider and the District Commissioner/Administrative Community Leader. They wear the gold Enrolment pin and are enrolled using the Guide Promise. These Girl Assistants are counted as girls for ratio purposes. They wear the Guide, Pathfinder, or Ranger uniform without the tie and any relevant badges or pins for this branch with the exception of those earned through the Guide or Pathfinder program. OR Transitioning members who work with a unit until they become of legal age in their province, at which time they register as an adult member and complete the screening process. Lones Lones are girls who are unable to attend regular meetings because of distance, health, work or studies. This may include Canadian girls living outside of Canada on a temporary basis. Lones are generally Guides, Pathfinders and Rangers. However, arrangements can be made for Lone Sparks or Brownies. Girls in Lones do their program primarily through correspondence. s, video calls, and other modes of communication are used by the Lone Guider to communicate with the Lone girl who is expected to remain in communication with the Guider. If it is at all possible for a girl to attend a meeting with a nearby unit at least once a month she should be registered in the unit instead of in the Lones program. Whenever possible, a Lone should be attached to an active unit to take part in camps and other special events. Lone Guiding is managed by the provincial program committee. Lone Guiders are responsible for the registration of members, their enrolment, correspondence with members and the unit records. Lones have a Lone pin that they can wear with other insignia and badges on their badge sash or pin tab. 2.3 Units Unit Units meet on a regular basis and are comprised of girls and Guiders, usually in a branchspecific program: i.e. Sparks, Brownies, Guides, etc. They can also be made up of girls from different branches (multi-branch units). Adult members in units are in ratio to the girls as November 2017 page 12

13 outlined in Safe Guide and Unit Guiders must have completed Safe Guide training and all screening requirements. All units are registered in the national membership database, imis. Special Interest Units Occasionally units are established in association with a specific religious faith or cultural or linguistic heritage. This can only happen in communities that can support more than one GGC unit. In communities where only one unit is practical, membership must not be restricted. Units in Institutions Units can operate out of institutions such as hospitals, correctional centres or care facilities. This service is provided in consultation with the staff of the institution, the Area (Administrative Community Leader in Ontario) and Provincial Commissioner. Canadian Units on Foreign Soil (CUFS) When GGC units are formed in other countries they are known as Canadian Units on Foreign Soil. Unit Guider The Unit Guider has the responsibility for the leadership and management of the unit and is both accountable to, and supported by, her Commissioner or Administrative Community Leader (ACL) for her personal performance and for meeting the requirements of her appointment. The Unit Guider represents the organization to the girls, their parents/guardians and to the greater community. While there is no defined term of appointment, a Unit Guider will participate in regular evaluation of her leadership role with her Commissioner/ACL or designate. See Member Zone for the Unit Guider position description. Unit Administration Guiders are responsible for the administration of the unit by: Following the policies of GGC and delivering programming according to the policies and procedures of GGC. These are primarily found in this document, the girls and/or Guiders program books and Safe Guide. Providing information on the members of their unit for entry into imis, the membership database. Maintaining current and accurate unit records, including girls program records. Maintaining appropriate financial records and submitting financial statements for review/audit as required. Responsibly budgeting for the year s activities (program, outings, camps, special events). Ensuring that at least one Guider from the unit attends each district meeting, where applicable. Planning all unit activities according to Safe Guide procedures. November 2017 page 13

14 Sections 7, 8 and 9 of this document contain information about Safe Guide, finance and administration. Opening and Closing Units New Units are only opened with the approval of the District Commissioner or Administrative Community Leader (ACL) and the support of the Provincial or local Girl Guide office. Each province has guidelines to support Commissioners/ACLs in registering new units in imis, organizing meeting space, setting up bank accounts and ensuring Guiders are supported in getting the unit functioning. A unit can be opened but must not start meetings until at least one of the unit s Guiders has completed the Safe Guide training module. See Safe Guide for further information. If a unit is closing the District Commissioner or ACL must notify her local or provincial office who will close the unit in imis. See 8.1 Financial Record Keeping - Unit or Council Disbands for more information on how to handle the assets of a closed unit or council. The Unit/Council Form (B.1) may be used to document these changes. Transfers from One Unit to Another When a girl transfers from one unit to another, she should be given a copy of her program record sheet to give to her new Guider. A girl who has been registered in one unit must be accepted by a unit in the community to which she is transferring. The girl will not be expected to pay her annual membership fee again in her new unit if the transfer takes place is during the Guiding year. Transfers from Other Countries A girl transferring to GGC from another country may continue to wear her own badges and Enrolment pin or she can be given Canadian badges if the requirements are comparable. If she wishes to complete a badge started in another country, credit will be given towards a comparable Canadian badge if information about her work to date is provided by her former association. Girls must pay their annual membership fees. Adult members transferring from other countries are required to go through the member screening process and pay annual membership fees. Members transferring from other countries are encouraged to also check in with their provincial council to understand the registration process. Temporary Residents of Canada A member living temporarily in Canada may continue to wear the uniform, Enrolment pin and badges of her home country while participating in Canadian Guiding. Members Residing Outside of Canada Canadian girls moving to another country on a temporary basis are encouraged to participate in Girl Guiding/Girl Scouting in that country. Upon returning to Canada, their Guiding experiences while they were away will be equated to the Canadian programs. In some instances there may November 2017 page 14

15 be an opportunity for them to participate in a Canadian Unit on Foreign Soil (CUFS). If neither option is feasible, a member may remain part of Canadian Guiding as a Lone member. An adult member living in another country may maintain her GGC membership. To do so she contacts either her provincial office or the national office and requests to be made a member-atlarge and pays the appropriate annual fee. A member-at-large living outside of Canada is required to follow GGC screening, and if her PRC expires while she is out of Canada she may apply for a temporary PRC exemption, and agree to the Code of Conduct. Those with PRC exemptions cannot have any contact with girl members or hold any positions or role. Fully screened (have a valid PRC) adult members living outside of Canada may work with or set up CUFS units for Canadian girls. 2.4 Trefoil Guild Members of Trefoil Guild are registered at the Area or Provincial level, as determined by each province. Trefoil Guilds are administered according to GGC s policies and procedures. As the role of a Guild is a support activity, Guilds do not have any representation on councils. Each province may appoint a Provincial Trefoil Guild Liaison and she reports to the council on the Guild activities as explained in her position description. A Trefoil Guild may include the following roles to manage the Guild. Each has a specific term: Guild President term is 1-3 years. Guild Vice-President term is 1-3 years. Treasurer - Elected annually; term is a maximum of 5 years The Trefoil Guild Secretary role has no definite term. A minimum of every three years the Trefoil Guild President must conduct a review to ensure that she is working effectively in her role. 2.5 Overview of Councils Provincial councils have been established by the Board of Directors to promote the Mission and Vision, and administer the business and programming of GGC within a geographic region. British Columbia Alberta (which is comprised of Alberta, the Yukon and the Northwest Territories) Saskatchewan Manitoba Ontario (which is comprised of Ontario and Nunavut) Quebec New Brunswick (which is comprised of New Brunswick and Prince Edward Island) Nova Scotia Newfoundland and Labrador Each province is further organized into smaller councils (Communities in Ontario) that support the delivery of GGC s programs; promote the organization to the public and manage GGC within November 2017 page 15

16 a geographic region. Members take on council positions and/or other roles to support Unit Guiders and administration of the organization. Ontario has a separate structure. See below Community Model of Guiding National Board and Committees Provincial Councils Area Councils (Excluding Quebec and Ontario) Communities (Ontario only) District Councils (Excluding Ontario) Units (Sparks, Brownies, Guides, Pathfinders, Rangers) Commissioners and Administrative Community Leaders (ACL) Commissioners and ACLs are appointed for a maximum of 3 years. The position may be shared. See below Sharing Positions. The Deputy Commissioners (ACLs) position is optional and there are no more than three depending on the size of the jurisdiction. Deputy Commissioners (ACLs) have a vote on council. Council Positions Only those appointed or elected to a council position sit on a council. For details on council positions see the information for each level of council. Those in support roles and activities for the administration of Guiding report to their Commissioner, but do not sit on council. All members who accept a position will receive appropriate training and support to assist them with their role within the organization. Each position has its own position description which outlines to whom the position is accountable, position responsibilities and term. Unless otherwise designated in the Bylaws or in approved Terms of Reference, position terms are as follows: No specified term for Unit Guiders November 2017 page 16

17 Treasurers Provincial, Area, District and Trefoil Guild one year which must be renewed annually; total term in position cannot exceed five years All other positions where the individual is elected or appointed maximum three years Provincial positions end at the annual general meeting in their third year (fifth year for treasurers). There must be at least one year between serving a term in a different position on the same council unless moving within the council to Commissioner, Deputy Commissioner or Treasurer. Any exceptions in a District or Area must be approved by the Provincial Commissioner. Any provincial council position extensions must be approved by the Director of Provincial Operations. Council Secretary The Secretary is a support activity to the council. She has no voice or vote (except if she is also a Unit Guider representative on a District Council). At a minimum of every three years the Commissioner must conduct a review to ensure she is working effectively in her role. Support Roles and Activities Adults can take on additional management and administrative functions such as Trainer, Safe Guide Assessor, Cookie Order (as examples). In addition, members may be involved in other support activities such as awards, a newsletter editor or participate on teams to support special events. Please see examples listed under each level of Council. These roles and activities may or may not have specified terms, as this is dependent on the function or activity. Continuity in the role is based on performance which should be reviewed every three years at a minimum by the Commissioner of the council to which they report. (See below for information on each level of council.) As these role roles are a support activity, individuals only attend council if invited by the Commissioner in order to provide information or address a specific issue(s). Sharing Positions Commissioners at the Area and District level and ACLs may share a position on a council. For administrative purposes, one of the members will be designated as the contact but responsibilities for the position are shared. Both may attend council meetings; however, only one may vote and only one vote is recorded in the council minutes. Appointment Individuals are appointed to a positon or activity by a Commissioner or an Administrative Community Leader. Any member (girl or adult) who serves on a committee or in a position is eligible to receive an appointment pin for that committee or position (if one exists). A member may be appointed to different positions at the same time. She may be presented with an appointment pin for each position (e.g., Brownie Guider could be presented with Brownie Guider Appointment pin and a Commissioner Appointment pin). November 2017 page 17

18 District and Area Appointments All District and Area (Communities in Ontario) positions start in May/June. New terms should start no later than July 1st in any given year. All terms must not extend beyond three years. A vacant position may be filled at any time of year but will end by the 1 st of July in the third year (fifth year for Treasurers). Committees At the discretion of the Provincial councils committees may be set up at the Provincial and/or Area level for Program, Training, Camping, International, PR/Communications and Membership. As well some provinces may establish a committee to manage a property or campsite or a special activity (e.g. archives). Campsites and Properties If a Council is responsible for a campsite or property, the Chair reports to the council through the Commissioner, but does not have a position on Council. She may be invited to the council to speak to provide information or address issues as required. The chair has a maximum three year non-renewable term. A minimum of every three years the Commissioner must conduct a review of committee members to ensure that they are working effectively in their role. When a council manages a large camp and/or other property, there may be a Property Committee that is responsible for its administration (for example a camp bookings, maintenance, etc.) The role and responsibilities of the committee are monitored by the Commissioner through the committee s terms of reference. 2.6 Districts Districts are typically made up of a minimum of 6 units and/or 85 members. District Commissioner The District Commissioner is the leader of a District Council and provides strong and positive support to the members in her District. This position is supported by the Area and/or Provincial Councils. Training for the Commissioners role is also available. (See above Overview of Councils.) The District Commissioner is appointed by the Area Commissioner. Co-Commissioners have a voice, but only one may vote. The deputy Commissioner has voice and vote. As part of her role in providing leadership and support, a District Commissioner has administrative responsibilities including: Supporting and mentoring Guiders in the District to be effective in their work with the girls Liaising with others in Guiding Being a link to the community Administration of local Guiding Managing volunteers Member of Area Council November 2017 page 18

19 A Commissioner should continue to have contact with the girls through visits to units for activities such as enrolment ceremonies, camps and World Thinking Day. See: Overview of Councils Member Zone for the District Commissioner position description in So Now You re a District Commissioner District Council A District Council consists of the following positions: Commissioner(s) has vote Unit Guiders one vote per unit Treasurer has vote The Secretary is a support activity to the council. (See Council Secretary) Districts do not have Executive or Finance committees. See Overview of Councils Council Support Activities Individuals may work individually, in task groups or work teams on activities that support shortterm projects. These groups disband when no longer needed. Individuals doing support activities report to the District Commissioner. Examples of activities that members may take on to support the work of the District Council are (but not limited to): Screening Guider mentoring and training Cookie Ordering Communications Awards Membership recruitment Special events such as camps or rallies Secretary District Guider The District Guider is a resource to Unit Guiders and/or supports the administration of Guiding in the District in collaboration with the council s Commissioner. For example she may: Be an informal mentor to other Guiders Take on the Guider role in those circumstances when a unit temporarily needs a Guider Do a specific task to support the work of the council She must maintain relevant skills and knowledge for her tasks or role by: Being familiar with the girls programs and training available to adult members Participating in relevant trainings The District Guider does not have a defined term of appointment. However, to continue in her role she must be actively supporting the work of the council. A minimum of every three years November 2017 page 19

20 the District Commissioner must conduct a review to ensure that she is working effectively in her role. Chart of District Council Structure District Commissioner * Maximum term 3 years Co-Commissioner or Deputy Commissioner Maximum term is 3 years District Secretary No voice, no vote No term limit Treasurer Maximum term is 5 years Unit Guiders No term limit *In a support role and accountable to Council through the District Commissioner Short term task groups or work teams Campsite chair (Campsites and Properties) District Guider 2.7 Areas Areas are typically made up of a minimum of six Districts and/or minimum of 500 members. There are Districts in Quebec but no Areas. For Ontario, please see Community Model of Guiding. Area Commissioner The Area Commissioner is the leader of an Area Council and provides strong and positive support to Council team. This position is supported by Provincial Councils. Training for the Commissioner role is also available. The Area Commissioner is appointed by the Provincial Commissioner. Co-Commissioners have a voice, but only one may vote. The Deputy(ies) Commissioner have voice and vote. As part of her role in providing leadership and support, an Area Commissioner has administrative responsibilities including: Supporting her Area team members in fulfilling their responsibilities Promotes and encourages special events for girls Liaising with others in Guiding Being a link to the community Member of provincial council Monitors and supports compliance with GGC policies and procedures November 2017 page 20

21 See Overview of Councils Area Council An Area Council consists of the following positions: Area Commissioner(s) has vote District Commissioners has vote Treasurer has vote Advisers (as approved by provincial council) has vote The Secretary is a support activity to the council. (See Council Secretary) Areas do not have executive committees. An Area finance committee may be established with the permission of the Provincial Council and approval of the Director, Provincial Operations. Area Committees Area committees for Program, Training, Camping, International, PR/Communications and Membership may be established to assume responsibility for the consistent and ongoing needs of the council. Each provincial council determines: Whether the Area chairs of these committees are advisers and as such hold a position on the area council. Whether there is a need for a deputy adviser position. Council Support Activities Individuals may work individually, in task groups or work teams on activities that support shortterm projects. These groups disband when no longer needed. Individuals doing support activities report to the Area Commissioner. Examples of tasks that individuals may take on to support the work of the Area Council are (but not limited to): Awards Special events such as camps or rallies Membership recruitment Newsletter Community Contact In communities where membership is not sufficient to sustain a District Council and at the discretion of the province a member in the community may be appointed as the Community Contact. She reports to and is supported by an Area Commissioner. Financial management of the community is through their Area. See Overview of Councils November 2017 page 21

22 Chart of Area Council Structure Area Commissioner * Maximum term 3 years Co-Commissioner or Deputy Commissioner Maximum term is 3 years Area Secretary No voice, no vote No term limit Treasurer Maximum term is 5 years District Commissioners Maximum term 3 years Area Advisers As approved by province Maximum term 3 years *In a support role and accountable to Council through the Area Commissioner Short term task groups or work teams Property and/or Campsite committee (see above) Community Contact (if applicable) 2.8 Community Model of Guiding (administrative model in Ontario) Introduction The Community Model of Guiding consists of Members with common goals who come together in communities to support the delivery of the Guiding program in Ontario. Units and the provincial council operate as in other provinces. Types of Communities Types of communities include units, provincial council, administrative and specialty communities. a) Administrative Community: Administrative Communities are established to provide administrative support to a group of units. This support is provided by an Administrative Community Leader (member) and a Unit Administrator (staff). b) Specialty Communities: Local Specialty Community: A group of members with skills and resources in specific areas who unify to implement a specific project to support girls and/or adults. The specialty activity may be offered to members in a particular locale or may be open to those across the province. The Local Specialty Community will continue as long as there is interest. Examples may include program days, Guider gatherings and cookie blitzes. November 2017 page 22

23 Provincial Specialty Community: A group of members who provide support to a provincial adviser and her section or to provincial council. These groups will continue as long as there is a need. Extreme Specialty Community: A group of members and/or non-members with specialized skills/expertise to support the work of the Ontario Council and the Provincial Commissioner. These groups will continue as long as there is a need. Examples may include Property, or Conflict Resolution Communities. Positions a) Administrative Community Leader: A member who provides leadership and support to the Unit Guiders within a specific administrative community. This support includes: Adult membership recruitment and placement Adult membership retention through mentoring, training supports, unit management support and implementation of the Performance and Conduct Management procedures should the need arise b) Unit Administrator: An employee who provides administrative support to units within a specific administrative community. This support includes: Responding to girl and adult membership inquiries Administering imis program for local needs Managing waitlists for online registrations Processing paper girl registrations as needed Supporting Unit Guiders with: Processing communications Processing financial requirements Knowledge of appropriate resources and how to engage them c) Community Guider: A member who acts as an informal mentor to other Guiders and is able to support Unit Guiders in implementing the program and in the general management of the unit. d) Resource Guider: A member with specialized skills who offers programs/activities to units to support the Unit Guiders. These activities are generally offered in the usual meeting time and location. 2.9 Provinces Provincial Commissioner The Provincial Commissioner is the leader of her province and chair of the provincial council. She provides leadership in the design and implementation of the provincial operational plans that support GGC s Strategic Plan. She is a member of the National Operations Committee and as such she supports the Board to promote the Vision, Mission and Values of GGC within the provinces; contributes to developing and sustaining membership; and responds to the requests and directions from the Board and Operations Committee in support of the development and implementation of initiatives to meet strategic priorities. She is also a member of the Council of Provincial Commissioners. November 2017 page 23

24 Appointment Provincial Commissioners are appointed at the provincial Annual General Meeting for a threeyear term. Accountability A Provincial Commissioner is accountable to the Board of Directors, through the Director of Provincial Operations and the vice-chair of the Board of Directors for the administration and implementation of Guiding within her province. She ensures a provincial action plan is in place to implement the provincial components of the GGC Strategic Plan and other initiatives assigned to the provincial council. She is responsible for ensuring decisions are made according to the policies and strategic priorities of the organization. She is supported in her role by the Director of Provincial Operations. The Provincial Commissioners are members of the electorate that have the responsibility to vote in the Board of Directors elections and at the National Annual General Meeting. See: Overview of Councils Member Zone for the Provincial Commissioner position description. Provincial Council The Provincial Commissioner is the chair of the Provincial Council. For membership of Provincial Councils see Chart of Provincial Council Structure. Provincial Advisers report to council as follows: Finance (Treasure) Cookie Adviser Others members Risk and Compliance: Safe Guide Adviser Girl protection Girl Engagement Coordinator: International Adviser Program Adviser Camping Adviser Member Services Coordinator: Training Adviser Membership Adviser PR/Communications Adviser Provincial Committees Committees may be formed by a provincial council to promote and administer specific aspects of the organization. They work in close cooperation with each other within the provincial jurisdiction. November 2017 page 24

25 In addition, each provincial council determines whether their Program, Camping, International, Training, Membership, or PR/Communications Advisers may have a committee made of up of area advisers. See: Member Zone for Bylaws Overview of Councils November 2017 page 25

26 Chart of Provincial Council Structure Provincial Commissioner Deputy Provincial Commissioner(s) Senior Staff / Secretary Finance (Treasurer) Risk & Compliance Adviser Elected Member Youth Youth Forum 1 2 Elected Members at Large Girl Engagement Coordinator Member Services Coordinator Commissioner or Commissioner Representative November 2017 page 26

27 2.10 National Introduction The national level includes the Board of Directors, committees of the Board, Operations Committee and the national office. The national level of GGC serves the needs of girl and adult members by: Governing the organization and stewarding GGC resources Developing and monitoring long-term strategic directions to ensure the country-wide vitality and viability of Guiding Liaising with, and actively supporting participation in, WAGGGS Developing and maintaining relevant programming for girls Managing risk mitigation in GGC Ensuring succession planning for key leadership roles The national level works in close cooperation with provincial councils and committees. National level activity is guided by the Vision, Mission and Values of GGC and the strategic plan established by the Board of Directors. Board of Directors The Board of Directors (the Board) is responsible for the governance of GGC and is accountable to its membership. The Chair of the Board is the most senior spokesperson and ambassador of Girl Guides of Canada Guides du Canada. As the Chair of the Board and an officer of the corporation, she is responsible and accountable for the activities of the organization through the authorities delegated to her. She is elected for a three-year term. The Chair of the Board appoints the vice-chair of the Board and the Chair of the Council of Provincial Commissioners. See GGC website for list of Board members Committees of the Board The purpose of Committees and Task Groups is to ensure that the business and mandate of the Board of Directors (Board) is completed in a legal and timely manner in accordance with the Bylaws and legislation. Although different in timeline and composition, Committees are intended to help alleviate the work of the Board. The standing committees of the Board are: Appeals Committee Audit and Finance Committee Council of Provincial Commissioners Executive Committee Governance Committee National Youth Council November 2017 page 27

28 Appeals Committee In the event that an individual s membership with GGC is terminated, she has the right to appeal. The Appeals Committee is responsible for considering any appeal from a member in accordance with the appeal process approved by the Board of Directors. The decisions of the Appeals Committee are final. Audit and Finance Committee The Audit and Finance Committee supports and advises the Board on the financial management and financial viability of GGC nationwide, including ensuring that all financial reporting requirements (internal and external) are being met. Council of Provincial Commissioners The Council of Provincial Commissioners consults with the Board and its committees on issues impacting the current and future state of Guiding, and undertakes work as delegated by the Board. Executive Committee The Executive Committee is comprised of the Chair of the Board of Directors, the Vice-Chair of the Board of Directors, the Director-Treasurer, and the Chief Executive Officer. In the event that the Director-Treasurer is appointed Vice-Chair, the Chair will appoint another Board Director as a member of the Executive Committee. Chaired by the Chair of the Board of Directors, the Executive Committee is given authority by the Board to make decisions outside of the Board meetings to ensure continuity of activity. Governance Committee The Governance Committee provides support and recommendations to the Board in the areas of Bylaws and governance policy. The Governance Committee provides oversight of the Nominating Committee including the Board election process. National Youth Council The National Youth Council consults with the Board and its committees on issues impacting the current and future state of Guiding, in order to enable the engagement of girl members to influence decision-making and facilitate leadership development opportunities. Operations Delivering Guiding Across the Country While the Board of Directors approves the strategic direction and the priorities for the organization, staff at the national office, together with Provincial Commissioners, develop plans to deliver specific activities and services supporting Guiding on the ground. To bring the staff and provincial leaders together, the Operations Committee collaborates on work delegated by the Board that is required to implement Guiding. The committee consists of Provincial Commissioners and the national office management team, and the committee is cochaired by the Director, Member Relations(staff) and the Director of Provincial Operations (volunteer). November 2017 page 28

29 Supporting the Operations Committee and/or the National management team are several committees with representatives selected from across the country: Safe Guide Committee Cookie Committee Programming Committee See Member Zone for By Laws, Committee Terms of Reference and relevant position descriptions. November 2017 page 29

30 Chart of National Structure November 2017 page 30

31 International, World Association of Girl Guides and Girl Scouts (WAGGGS) Introduction GGC is one of 26 charter members of the World Association of Girl Guides and Girl Scouts (WAGGGS). Founded in 1928, WAGGGS is a worldwide Movement of 150 member countries and serves approximately 10 million Girl Guides and Girl Scouts. Together, they impact their friends, families and the wider communities in which they live. WAGGGS is the official umbrella organization for all national Girl Guide and Girl Scout organizations in the world. Through its Member Organizations (MOs), WAGGGS provides a high quality, non-formal educational program that delivers dynamic, flexible and values-based training in life skills, leadership and decision making. WAGGGS provides girls and young women with an international family joined by common bonds of understanding, friendship, the Promise and Law and their aspirations to make the world a better place. The Member Organizations (MOs) are organized into five regions: Africa Europe Arab Western Hemisphere Asia Pacific (of which Canada is a part) WAGGGS holds regular, cooperative meetings with other non-governmental organizations (NGOs), addressing world issues and contributing to the formation of global policies. Through WAGGGS, girls and young women have the opportunity to meet their peers around the world and to participate in exciting international projects with major international, United Nations and non-governmental organization partners. WAGGGS website Operations Every three years, WAGGGS holds a World Conference in a selected member country. There, leaders of all Member Organizations join together to discuss and debate issues that affect girls and women and to set strategic priorities for the World Board, which will oversee the operations of WAGGGS during the next three years. The 12 members of the World Board are elected for a six-year term. The terms are staggered, so that six new members for the Board are nominated and elected to their positions at each World Conference. In the year before the World Conference, each region holds a Regional Conference, where the governing body of the region meets to plan for the World Conference. Canada is invited to the Western Hemisphere Regional Conference, held in a different member country each time. At each Regional Conference six members are elected to the regional committee for a three-year term. Members can be re-elected for a total of six years. The role of the committee members is to further the Mission and policies of WAGGGS through the work of the region. Operations for WAGGGS and its regions are run from the World Bureau in London, England. November 2017 page 31

32 World Centres WAGGGS operates five World Centres : Sangam in Pune, India Our Chalet in Adelboden, Switzerland Pax Lodge in London, UK Our Cabaña in Cuernavaca, Mexico Kusafiri in Africa has no fixed site but changes location at every event. Each centre is a warm and comfortable "home away from home," where Girl Guides and Girl Scouts from around the world can stay and feel part of a family of new and old friends. There, they will develop leadership and life-skills through international friendship, challenge, adventure and self-development. Trefoil and World Flag The Trefoil, used on the World flag, is the unifying symbol of WAGGGS. Every part of the Trefoil has a meaning: The golden Trefoil on a bright blue background represents the sun shining over all the children of the world. The three leaves represent the three-fold Promise as originally laid down by the Founder. The base of the stalk represents the flame of the love of humanity. The vein pointing upward through the centre of the Trefoil represents the compass needle pointing the way. The two stars represent the Promise and Law. The flag is used at the World Centres, World Bureau, WAGGGS gatherings and by all Member Organizations. Its design also has specific meaning: The white blaze in the lower, right-hand corner of the flag represents WAGGGS' commitment to peace. The three golden blocks that crown the blaze symbolize the three-fold Promise. 3.2 Girl Guides of Canada s Involvement with WAGGGS Director International Commissioner Each Member Organization of the World Association of Girl Guides and Girl Scouts has an International Commissioner. At GGC our International Commissioner (IC) is a member of the November 2017 page 32