COORDINATING COMMITTEE OF VICE PRESIDENTS

STUDENTS

Terms of Reference

1.0 Introduction

The following Terms of Reference pertain to the Coordinating Committee of Vice Presidents Students (CCVPS).

2.0Mandate

The CCVPS is responsible for providing leadership to the Ontario College system onstrategic enrolment managementincluding but not limited to student access, experience and success.

CCVPS will ensure that meetings, strategic planning, work plans and Executive as well as Committee membership considers the unique needs of Ontario’s regions, official languages, urban and rural issues and college size (small, medium, large). The CCVPS membership will make every effort to ensure that the Executive is representative of these issues on a rotating basis.

Objectives:

  • Provide leadership and advice to Colleges Ontario and the Committee of Presidents on system-wide issues, strategies, and policies pertaining to the mandate.
  • Promote a holistic view of students and their experience, respecting the diversity of learners and learner needs.
  • Promote and support the work of the CCVPS Operating and Networking groups.
  • Facilitate communication across colleges and the college system and provide a forum fordiscussion for the purposes of issue identification, problem-solving and decision-making relative to student access and success.
  • Develop and promote an evidence-based framework of research on the role and value of services and programs to support student access and success.
  • Develop and promote professional development opportunities for college staff on best practices and future directions for student access and success.
  • Develop partnership and collaboration across coordinating committees reporting through CAAT and other affinity groups atboth the provincial and national levels.
  • Advocate in support of sustainable student centered programs and services that enhance student access and success.

3.0Reporting Structure

CCVPS reports to the Committee of Presidents through the CAAT Coordinating Committee.

CCVPS has 29 members in total, including 24 voting members (one member per college) and 5 ex-officio members.

Voting members are typically determined by virtue of their position at the college (Vice-President Student Services/Affairs/Enrolment Management or the most senior position in the College responsible for student access and success functions appointed by the College President). There are no set terms of office for voting members; they remain members by virtue of their position at the college.

Ex officio membership is comprised of the Chairs of the CCVPS Operating Committees.

CCVPS is co-chaired by the elected Chair,who functions as lead, and the ChairElect who serves as Co-chair. Both are assisted by the Past Chair who acts as a resource (see section 3.1).

The secretariat function is arranged and provided by the presiding Chair.

CCVPS Purpose and Responsibilities:

The CCVPS is responsible for:

a)Setting strategic direction and vision for CCPVS, and its Operating and Networking groups.

b)Identifying issues and strategic opportunities related to student access and success that have system-wide impact and developing germane programs, solutions, or recommendations, ensuring consultation and communication with relevant CCVPS stakeholder members and groups, other Colleges Ontario Coordinating Committees, or the CAAT CoordinatingCommittee as are appropriate and expeditious.

c)Ensuring that recommendations forwarded to the CAAT Coordinating Committee have been vetted by all appropriate Operating Committees and/or other relevant groups within the CCVPS structure.

d)Ensuring the development, implementation and management of communication tools designed to convey information effectively and encourage two-way dialogue among the members and groups within the CCVPS structure.

e)Appointing/designating members to sit on relevant Provincial Governance Boards or Task Forces such as OCAS Advisory Committees or Colleges Ontario Task Forces.

f)Establishing operating committees, networking groups, and task forces as needed to fulfill its mandate.

g)Approvepolicies and protocols that support the operations of CCVPS and its Operating and Networking groups.

h)Approving operating guidelines and/or Terms of Reference, or revisions to same, of Operating Committees.

i)Electing the CCVPS Executive Committee Members.

j)Approving CCVPS meeting agendas and minutes and follow through action items.

k)Developing and approving the meeting schedule at the spring Annual General Meeting.

l)Planning the Annual Professional Development Conference.

m)Ensuring fiduciary responsibilities are upheld within CCVPS, the Operating Committee and Networking Groups

n)Commissioning and approving research initiatives that support student access and success.

3.1CCVPS Executive

The CCVPS Executive is comprised of 6 voting members and 5ex-officio members.

Voting members are elected positions from the CCVPSvoting membership and include the following positions:

  • Chair1 year term
  • Chair Elect1 year term

(Experience as small, medium or large college representative or on operating committee for one year or more strongly preferred).

  • Past Chair1 year term
  • Three college representatives, representing 1 small, 1 medium and 1 large college

Election and Vacancies of Chair and Chair-elect (Co-chairs) and Past Chair

Elections will be held by secret ballot.

The Chair Elect position is elected by all the CCVPS voting members annually at the spring Annual General Meeting beginning a three year commitment, moving to Chair in the second year and Past Chair in the third year.

The Chair and Chair-Elect shall serve as co-chairs of CCVPS.

In the event that the Chair role becomes vacant, the Chair-elect will automatically assume the role of Chair.

In the event that the Past-Chair role becomes vacant, it will not be replaced.

The Chair-elect vacancy will be communicated to the CCVPS membership. The Past Chair will request nominations and intent to stand for the Chair-elect role. Intent to stand will normally be forwarded to the Past-Chair two-weeks in advance of the election. In the event that no one has stated an intent to stand for the role, nominations will be taken from the floor.

Elections will normally be held at the next meeting of the membership. Where the next meeting of the membership is more than one month away, an electronic vote may be held and conducted by the Past Chair.

Election and Vacancies of Elected Representatives (Small, medium and large college representatives)

The Executive positions will be voted on by all members of CCVPS (small, medium and large representatives). The term for a representative (small, medium, large) is normally two years unless moving into the Chair-elect role. The Executive members will not normally hold an executive position for more than 5 consecutive years.

Small, medium and large college representatives will be elected from among their peer group of institutions of similar size as recognized by Colleges Ontario. The representatives will be brought forward for ratification at the AGM.

Any Executive representative vacancies will be communicated to the CCVPS membership. The Past Chair will request nominations and intent to stand for the Executive positions. Intent to stand will normally be forwarded to the Past-Chair two-weeks in advance of the election. In the event that no one has stated an intent to stand for the role, nominations will be taken from the floor.

Elections will normally be held at the next meeting of the membership. Where the next meeting of the membership is more than one month away, an electronic vote may be held and conducted by the Past Chair.

Ex-officio Members

Ex-officio members have no set term of office, as their membership is retained by virtue of their position as current Chair of one of the following Operating Committees:

  • Committee of Registrars, Admissions and Liaison Officers (CRALO)
  • Heads of Student Affairs (HOSA)
  • Heads of Libraries and Learning Resources (HLLR)
  • Heads of Institutional Research (HIR)
  • Heads of Marketing (HOM)

CCVPS Executive Purpose and Responsibilities:

a)Chair & Chair Elect (Co-Chairs):

  • Develop the agenda and work plan, meeting schedules and coordinate with partners for the CCVPS and CCVPS Executive meetings.
  • Represent CCVPS on the CAAT Coordinating Committee.
  • Maintain the Board Effects portal for members and groups within the CCVPS structure
  • Ensure administrative support is provided for Executive and General Meetings
  • Ensure an annual meeting schedule is developed and that meeting notices, minutes, and reportsare circulated and posted in a timely manner
  • Establish and represent CCVPS in partnerships/collaborations

b)The Past Chair will facilitate the nomination and selection process of the annual Art King Award (Appendix 5) and facilitate executive elections as needed

c)Small, medium and large college Representatives: (Appendix 3)

  • Maintains communication and on an as needed basis, host a college dialogue with CCVPS committee members and encourage dialogue within their peer grouping (small, medium, large) to address perspectives when required
  • Act as CCVPS executive liaison to affinity groups or corporate bodies wherever needed
  • Participate in working groups and task forces as appropriate

d)Operating Committee Chairs:

  • Act as liaison between their respective Committees and Networking Groups and CCVPS and its Executive
  • Bring forward recommendations and requests for decisions or support to CCVPS from their respective Operating Committees and Networking Groups for approval by CCVPS, the groups Terms of Reference (as well as any subsequent revisions)
  • Present and obtain approval from CCVPS to collect an annual membership fee.
  • Present and obtain approval from CCVPS for an annual report and a summary of revenues and expenses.
  • Provide an Operating Committee Report at CCVPS General Meetings and Operating Committee Updates at CCVPS Executive meetings.
  • Ensure collection of fees and budget oversight

e)The Executive Committee as a whole:

  • IdentifiesCCVPS members to participate on task forces or working groups that are struck during the year.
  • Approves Executive meeting agendas and minutes
  • Assists in the development of CCVPS meeting agenda-setting and organization as required
  • Assists with the development of the CCVPS strategic plan and annual work plans
  • Provides input and approves annual PD activity proposal and liaises with the PD planning committee. The Conference Host will not serve on the Executive but will provide regular communication updates as needed.

3.2 Operating Committees and Networking Groups

Operating committees and networking groups under the CAAT Coordinating Committee structure are designed to foster collaboration, communication and carry out work on behalf of the Ontario college system. The groups are organized around a particular affinity or community of practice but do not necessarily have a reporting relationship at the local college level.

Five Operating Committees report to CCVPS.Networking Groups report to Operating Committees.

  1. Committee of Registrars, Admissions and Liaison Officers (CRALO)

Chair: Registrar/Head of Enrolment Services as elected by membership.

Membership includes:

  1. Registrars/Heads of Enrolment Services
  2. Admissions representatives
  3. Records and Information Systems representatives
  4. Liaison and Recruitmentrepresentatives

Networking Groups include:

  • Admission Issues and Policies Sub-Committee (AIPSC)
  • Registrarial and Informations Services Sub-Committee (RISSC)
  • Liaison and Recruitment Sub-Committee (LRSC)
  • Professional Development Sub-Committee (PDSC)
  1. Heads of Student Affairs (HOSA)

Chair: Head of Student Services as elected by the Membership

Membership includes:

  • Heads of Student Services (one representative per college)

Networking Groupsinclude:

  • College Committee on Disability Issues (CCDI)
  • Ontario College Counsellors (OCC)
  • Heads of Coop (HOC)
  • Ontario College Career Educators (OCCE)
  • College Committee on Athletics and Recreation (CCAR)
  • Health Services Committee (HSC)
  • Student Life Network (SLN)
  1. Heads of Institutional Research (HIR)

Chair: Head of Institutional Research as elected by the Membership

Membership includes:

  • Heads of Institutional Research (one representative per college)
  1. Heads of Libraries and Learning Resources (HLLR)

Chair: Head of Library/Learning Resources as elected by the Membership

Membership includes:

  • Heads of Library and Learning Resources (one representative per college)
  1. Heads of Marketing (HOM)

Chair: Head of Marketing as elected by the Membership

  • Heads of Marketing (one representative per college)

Purpose and Responsibilities:

a)All Operating Committees and Networking Groups must establish Terms of Reference to be approved by CCVPS using the approved template (see Appendix4)

b)All Operating Committees and Networking Groups must follow the scope of authority in relationship of one to the other as outline in Appendix 1 and 2.

c)Each committee or group is responsible to identify policy gaps in their respective areas and bring them forward to CCVPS according to the organizational structure (Appendix 2).

d)The Chair of the Operating Committee is responsible for providing reports at CCVPS meetings and keeping the CCVPS Executive updated on issues and activity.

e)Each Operating Committee and Networking Group is responsible for understanding the objectives of CCVPS and attempt to align their annual plans to those. The plans will be shared with CCVPS for feedback.

In addition to the Operating and Networking groups within CCVPS, the Indigenous Peoples’ Education Circle (IPEC) has a communications role with CCVPS as well as CCVPA. Other Operating and Networking groups may have functional reporting at the institution and therefore, communication between CAAT Coordinating Committees is also very important.

3.3Working Groups/Task Forces:

Working groups and task forces are established by CCVPSas required to address new or emerging issuesand will meet the terms as defined in the Colleges Ontario Committee/Group Structure (see Appendix 1) pertaining to purpose, membership, reporting relationships, and decision-making.

3.4Additional Relationships:

In addition to the operating and networking groups within the CAAT Coordinating Committee and CCVPS structure, there are a number of additional important relationships to maintain effective communication and collaboration as an education system. In some cases, CCVPS, operating and networking group members may serve on these bodies or corporations based on membership within the CCVPS structure. CCVPS, operating and networking groups will foster ongoing formal and informal dialogue with these and other relevant groups. These include but are not limited to:

  1. Ontario College Application Service (OCAS)
  2. Ontario College Library Service (OCLS)
  3. Ontario College Athletics Association (OCAA)
  4. Ontario Association of Student Financial Aid Administrators (OASFAA)
  5. Centre for Innovation in Campus Mental Health (CICMH)
  6. Ontario Council for Student Affairs (OCSA)
  7. College Student Alliance (CSA)
  8. Canadian Federation of Students (CFS)

4.0 CCVPS Meetings

  1. Notice of meeting / schedule: A schedule of meetings dates for the year will be determined at the spring general meetingfor the following 12-month period. There are typically threeregular meetings per year (November, February, May/June). Additional meetings or teleconferences may be called as required.(Note: Executive Committee meetings will be held more frequently as determined by the co-chairs.)
  1. Agendas: Meeting agendas are set by members of the Executive Committee. The Chair will circulate the final agenda and relevant background materials to the Committeetwoweeks prior to the meeting.
  1. Voting: Questions arising at any meeting shall be decided by the majority of the votes.
  1. Quorum: Quorum for the committee equals 2/3ofthe voting members.
  1. Meeting Minutes: Will be circulated and posted in a timely manner.

5.0 Annual Meetings and Conferences

1)The CCVPS Executive will normally hold up to 3 business meetings annually

2)Spring Annual General Meeting:

  1. Elections by secret ballot
  2. The Chair Elect position is elected by the CCVPS voting members beginning a three year commitment, moving to Chair in the second year and Past Chair in the third year.
  3. The Chair and Chair-Elect shall serve as co-chairs of CCVPS.
  4. Regional representatives are elected by the CCVPS voting members and typically hold a two-year term.

3)The transition between the Chair and the Past Chair will take place following the spring meeting and prior to September each year

6.0 Budget and Fees

1)Fees need to be transparent and provide value for money to the public

2)The fees for membership will be determined annually by the Executive Committee and will be voted upon by the membership each year at the spring AGM

3)The CCVPS Executive will provide a budget update each year at the spring AGM All operating group and networking group fees and budget overview will be presented to the CCVPS membership at the spring AGM

4)Fees will be reviewed by the membership and any concerns will be forwarded to the Chair of the Operating or Networking group

5)No Operating or Networking Group fee will be greater than the central membership fee for the CCVPS unless the Group can demonstrate a significant value for money or project that justifies increased fees

7.0 Communication

1)CCVPS and its Operating and Networking Groups are internal committees of the CAAT Coordinating Committee and are not public facing entities

2)Colleges Ontario will provide a portal for communication amongst members

3)Inward facing communication methods (I.e. List servs, social media, blogs, web sites) may be used by operating and networking groups to facilitate communication among members

4)Public facing information will be done through Colleges Ontario, its corporate entitiesor individual collegesbut not by CCVPS, operating and networking groupsthrough public facing web sites

5)CCVPS, operating and networking groups will use conferencing technology wherever possible to ensure maximum participation in a cost effective manner

6)Colleges Ontario will be the sole spokesperson for issues addressed through the CAAT Coordinating Committee

7)All Operating and Networking Groups will communicate regularly with the CCVPS Executive and membership to ensure alignment with CAAT Coordinating Committee and Colleges Ontario

8.0 Annual Report