National Committees Terms and Conditions

Composition:

Committees shall have a maximum of 6 regular members (i.e. 4 regional representatives the chair and the Board Liaison).  Up to 3 additional members can be added on an annual basis based on demonstrated need such as new initiatives, particular skill or competency required, etc and on available funding.

Term:

A first term of three years with the possibility of one regular renewal (i.e. max of 6 years) except if someone were to be asked to chair a committee at the end of the 6 years, at which time an additional 2 years could be allowed.  It is normally expected that the chair’s term would normally start at some time within the 6 years.

An exception to the maximum term may be made by the Board:

• if it can be demonstrated that an individual brings a particular expertise required on the committee which is difficult or impossible to replace; the recommendation would be made by the Executive Director after consultation with the Chair of the Committee.  Under such circumstances, the individual will not be counted within the maximum number of regular members but will be considered an additional member.  Membership of such members will be reviewed annually by the Board 
• if it can be demonstrated that a volunteer could not be found AFTER significant efforts were made to find a replacement.  Under such circumstances, the individual will be renewed on a year-to-year basis; the Board will be asked to assist in finding a replacement.  Should the vacancy recur a second year,  volunteers from other regions can be asked to fill the vacancy.

Minimum number of meetings:

Committees shall hold regular meetings at least three times per year, with one of the meetings being held at the time of the Annual Conference.  The Board funds travel for one in-person meeting per year.  Additional meetings may be funded on an exceptional basis, with the approval of  the Executive Director, if warranted by the extent and complexity of the agenda .  Funding for additional meetings may also be approved by the Executive Director during the development of major initiatives where in-person meetings may be considered more appropriate.  There is no limit on the number of teleconference meetings.  Universities are encouraged to subsidize the travel of CAUBO committee members where possible.

The roles of the National Committees:
 

Generally:
Meet its Committee-specific mandate as developed by the Committee and endorsed by the Board.

It is the role of the National Committees to review, discuss and prioritize issues on which analytical or training support should be provided to members.  Projects undertaken by the Committees should however support the attainment of the goals set out in CAUBO’s Strategic Plan, which include the following overarching objectives:

Analytical Support:

• Provide universities with information to support management decisions
• Plan and undertake analytical projects that will respond to member needs for practical management information. This can take the form of a Report, a Survey or an in-depth Article on emerging issues and/or best practices.

Training and Development:

• Promote and contribute to content development for CAUBO’s educational programs and at the Annual Conference
• Assist CAUBO in identifying training and development needs of university members that are not currently addressed. Prioritize and develop an appropriate response to one of these needs; this may take the form of a Webinar, a “Conversation with a national expert”, a Workshop. This activity may be in collaboration with other like-minded Committees, Associations or groups.
• Plan the track sessions for the conference within the timelines and broad theme established by the CAUBO Conference Program Committee;
• Plan the pre-conference seminars within the timelines established by CAUBO

Networking and Collaboration:

• Provide networking opportunities, at the national level, to identify opportunities for collaboration that could contribute to greater operational efficiencies, increase operational effectiveness, as well as meet common compliance objectives;
• Initiate discussions on issues of interest to encourage participation in the CAUBO Cyber-Community;
• Identify and encourage submissions for the Q&P and Recognition awards;

Advocacy:

• Monitor emerging legislation which could affect higher education institutions and ensure that university needs and peculiarities are taken into account by providing input into the process.
• Oversee the response to regulatory proposals, national standards and other amendments

Committee Operations:

• Create taskforces for each approved project and recruit subject matter experts to undertake projects in accordance with agree-upon scope and timelines. Recruitment of Task force members in the general CAUBO membership is strongly encouraged.
• Assist the Executive Director in the identification of skills and competencies required for the effective functioning of the Committee.  Identify potential nominees for memberships.
• Establish committee meeting dates at least 6 months in advance.

The role of the Chairs:

•  Report to the CAUBO Board in person or in writing at least annually indicating the Committee’s strategic directions, proposed activities and accomplishments;
• Provide leadership; identify and advance Committee priorities;
• Oversee the work of Task Forces and liaise with the Project Leader to help keep projects on schedule.
• Determine agenda items for upcoming meetings and lead discussion at the meeting
• Review and approve meeting minutes.
• Assist CAUBO in scheduling meetings at least 6 months in advance

The role of the Board Liaisons: This role is abolished. Board members participation on taskforces will be encouraged.

The role of the CAUBO National Office:

• Provide support in the organization of Training and Development activities in the form of advice related to learning activities and as it pertains to event planning and logistical support (program outline, speaker confirmation, minutes, etc)
• Provide secretarial services for the meeting (i.e. assist the Chair with the preparation of the agenda, post agendas and back-up materials);
• Prepare meeting minutes, with a focus on action items except for meetings occurring at the Annual Conference. Given the number of committee meetings occurring simultaneously, a committee member should be delegated the task of taking minutes.
• Follow-up with Project Leaders, Committee Chair and Committee members to prompt/remind of actionable items.
• Provide staff or consulting support for follow-up activities as appropriate within Board-approved budget; it is generally expected that committee members will carry-out all of the professional follow-up required on committee initiatives unless otherwise agreed to at the meeting.
• Where appropriate, provide guidelines and membership profiles to regional groups who may be asked to make regional nominations to CAUBO Committees.
• Schedule meetings for conference and pre-conference planning;
• Provide logistical support for regular meetings (i.e. provide room, coffee, meals);

The role of the CAUBO Board:

• Review, comment and approve Committee mandates, roles and responsibilities, creation of new taskforces and related project budgets.
• Review, comment and approve the renewal of taskforces on an as required basis. Establish priorities as required.
• Propose projects that would support VP’s based on current issues (i.e. request that a task force be created to take on a project).
• Review CAUBO’s strategic plan on an ongoing basis to ensure it remains relevant to the current business environment within universities.