STUDENT AFFAIRS SUBCOMMITTEE

Transcription

1 Terms of Reference Approved: July 2017 STUDENT AFFAIRS SUBCOMMITTEE 1. Authority The Student Affairs Subcommittee is a subcommittee of the Membership Committee, which is a standing committee of the Canadian Institute of Planners. As such, the subcommittee is accountable to the Membership Committee. Please refer to the CIP Committee Manual for detailed information on policies and procedures. 2. MANDATE The Student Affairs Subcommittee will encourage, facilitate, monitor, and report on initiatives to support national project work and cooperation; increase the number of stakeholder groups working with CIP; encourage CIP student membership through outreach to accredited university planning programs; and increase the development of planning tools and resources made available to the student community through the CIP website and other resources. The subcommittee will also provide advisory input and assistance with the advancement and enabling of student engagement initiatives and ensure that the student initiatives are aligned with CIP s Strategic Plan and that their planning and execution demonstrates: partnership excellence; capacity development; financial and operational sustainability; knowledge advancement; and intergenerational knowledge transfer. SUBCOMMITTEE FUNCTIONS/RESPONSIBILITIES Support knowledge sharing, networking, and research related to the student planning community, including potential incoming high school and undergraduate students; Monitor and develop an online presence, including active social media platforms for the CIP Student Representative, all in keeping with the subcommittee s mandate; Advise and help the subcommittee Chair identify priority areas (i.e. student presence at the National Conference) for CIP to focus its student engagement efforts;

2 Advocate for fee structures which encourage greater CIP student membership and participation; Develop a quarterly communication piece to be distributed to student members of CIP for knowledge dissemination and feedback; Liaise with student representatives on other CIP committees and initiatives; and Promote student opportunities within CIP and PTIAs. 3. APPOINTMENT Members of the subcommittee will be appointed in accordance with the CIP committee policies, as approved by the Board of Directors in accordance with the Institute s bylaws. 4. COMPOSITION The Chair of the committee shall be appointed by the Membership Committee. All committees and subcommittees will strive to include members of diverse backgrounds and actively seek applicants from under-represented groups. The subcommittee will aim to have a balance between Graduate and Undergraduate students, as well as a regional balance. (1) Chair of the subcommittee; (1) Membership Committee Liaison (preferably the Student Representative); (1) Representative from a Planning School Student Society (e.g. SCARP, GPS); Subcommittee members: (6-8) student members in good standing; and 5. TERMS Chair: Planning School Society Delegate: Members: 2-year term (non-renewable) 2-year term (once renewable to a maximum of 4 years) 2-year term (once renewable to a maximum of 4 years) Terms will only be renewed for those individuals who continue to be registered as students, contingent upon satisfactory completion of a first term. 6. ACTIVITIES AND WORKPLAN Reflective of the Membership Committee mandate letter, the Student Affairs Subcommittee will develop and carry out an annual work plan and budget, subject to its approval by the CIP Board of Directors. Work of the subcommittee may only commence upon approval of the Board. Generally, work plans and budgets will be developed in September-November, for the following year. The Board and Membership Committee may from time to time assign the subcommittee with additional, specific undertakings.

3 7. MEETINGS The Student Affairs Subcommittee shall meet at least four times a year. A meeting can mean an where specific decisions are agreed upon, teleconference, or in-person (where budgets allow). Additional meetings will be scheduled as required. Each meeting shall have an agenda, prepared by the Chair or their designate, distributed five days in advance of the meeting. Each meeting will include a review and declaration of any real or perceived conflicts of interest. Annually, the subcommittee will review its mandate and terms of reference. A record of actions and decisions will be recorded by a subcommittee designate. This will be maintained in the committee SharePoint folder. 8. GUESTS, ADVISORS, AND OBSERVERS Subcommittees may invite guests, advisors, and observers to their meetings, who participate at the discretion of the subcommittee. 9. QUORUM A majority of the subcommittee members shall constitute a quorum for the transaction of business at all meetings of the subcommittee. 10. VOTING Each subcommittee member shall have one vote at all subcommittee meetings, and all questions shall be decided by a simple majority of votes cast. 11. LEVEL OF COMMITMENT The minimum level of effort required by volunteer members of this subcommittee averages out to 5 hours per month (some months more than others). Participate in quarterly teleconference call meetings and, if possible, 1 in-person meeting (to occur in conjunction with the CIP conference); Prepare reports as required by the Chair; Follow up on assigned projects within deadlines; Collectively agree upon initiatives to meet the subcommittee s annual work plan; Where appropriate, lead a subsidiary working group; Use the CIP intranet (SharePoint) to collaborate on subcommittee related initiatives; and Participate in training for use of technology when applicable (i.e. web conferencing, SharePoint, etc.). CHAIR S RESPONSIBILITY The minimum level of effort required by the Chair of the subcommittee averages out to 8 hours per month (some months more than others).

4 Maintains clear communications amongst subcommittee members; Maintains regular communication with CIP s Membership Committee; Prepares and submits the following reports to the CIP staff liaison, which will be shared with the Membership Committee: Activities report quarterly; Proposed budget and work plans by September for following year Chair any in-person and/or teleconference meetings; Ensures ongoing dialogue and coordination between CIP/ PTIAs / Planning Student Societies on topics of mutual interest; and Other responsibilities as applicable, where identified in other rules and procedures, or as delegated. Subcommittees will be required to develop their own agenda and document action items. 12. Financial and Human Resources The budget and staffing requirements of the subcommittee will be developed by the Chair of the subcommittee, in consultation with CIP staff, the Chair of the Membership Committee, and subject to approval by the Board. 13. REPORTING The subcommittee will regularly provide reports (quarterly) to the Membership Committee, including details of meetings and work plan progress, including activities, issues, action items, knowledge and information transfer deliverables, and accomplishments. This information will also be shared with the Board of Directors. These documents will be kept in the committee SharePoint folder. A statement for the annual report must also be issued to the Executive Director. Communication to and from the CIP Board of Directors is through the Membership Committee. Recommendations for significant changes in direction or policy will require Board approval for implementation. On matters related to CIP office support, communication is through the CIP staff liaison. SHAREPOINT The SharePoint site can be accessed through the CIP membership portal using your CIP login credentials. Each committee has a personalized site. Committee members are responsible for updating and maintaining the site. CLARITY CONFERENCING Each committee has its own tele-conference dial-in codes. Subcommittee members are responsible for scheduling/initiating meetings, circulating meeting material and taking notes (posted on the SharePoint page). Please ensure coordination with the Membership Committee, as the call-in information is the same for both:

5 Dial-in: Conference Access Code: August 2017 POLICIES CIP GOVERNANCE POLICY AND PROCEDURE MANUAL CIP CODE OF ETHICS CONFLICT OF INTEREST POLICY CIP COMMITTEE MANUAL AND PROCEDURES CIP EXTERNAL REPRESENTATIVE POLICY TEMPLATES PROJECT CHARTER (TO BE USED TO SUPPORT MEMBERSHIP COMMITTEE REQUIREMENTS) WORK PLAN (WBS) AGENDAS MEETING NOTES