STLHE Administrative Services RFP

Request for Proposals For an Administrator/Administration Centre
for the Society for Teaching and Learning in Higher Education (STLHE)

Date: November 21, 2015.

The Society for Teaching and Learning is seeking proposals from consultants or organizations to provide administrative support for the activities and initiatives of the Society.

Closing Date: Proposals must be received before 4:00 p.m. on January 5, 2015 and the successful Proposal will be notified by February 1, 2015.

Email Proposals to: secretary@stlhe.ca

Index: Background, Deliverables, Timeline Requirements, Proposed Fee, Relationship and Reporting Requirements, Contingency Plan, Property Rights, and Evaluation of Proposals.

Background:

The Society for Teaching and Learning in Higher Education (STLHE) is a national association dedicated to the improvement of teaching and learning in higher education. Our Society was created in 1981 and has evolved to include the following goals that guide all of our work:

  • to support and advance teaching and learning in higher education
  • to provide a forum for the exchange of ideas and networking opportunities
  • to provide opportunities for professional development
  • to facilitate and disseminate research on teaching and learning
  • to recognize and reward contributions to teaching excellence, educational leadership, innovation, service and mentorship in higher education
  • to collaborate with like-minded teacher and student groups and organizations in Canada and abroad
  • to shape, influence and lead policy decisions that enhance teaching and learning in higher education at local, national and international levels
  • to carry out the work of the Society in Canada’s two official languages
  • to actively engage student participation in all aspects of the Society’s work.

To find out more about our Society please visit our website: https://www.stlhe.ca/

Deliverables:

Governance: STLHE is governed by a Board of 12 Directors and contains two constituencies (Council of 3M National Teaching Fellows and Education Developers Caucus) and three special interest groups: College Sector Educators Community, Teaching Assistant and Graduate Student Advancement, and Scholarship of Teaching and Learning (SoTL) Canada. Responsibilities include:

  • Coordinating the flow of information between the Board, Constituencies and Special Interest groups;
  • Assisting the President, Vice-President, Treasurer and Secretary with organization, distribution and preparation of supporting documents and minutes for the monthly Board of Directors meetings and the Annual General Meeting of STLHE;
  • Preparation of the annual report that includes annual reports from the constituencies and special interest groups;
  • Assisting the Nominations committee in filling vacant positions on the Board by calling for elections at the Annual General Meeting; and
  • Meeting all legal requirements for filing information with government departments in a timely fashion; obtaining written rulings/interpretations when necessary; and preparing and distributing by-law and governance changes to the membership the Annual General Meeting of the Society.

Awards: STLHE currently has 8 annual awards with a combined operating budget of approximately $250,000. Each award has an award coordinator elected from the STLHE Membership. Responsibilities include:

  • Assisting the nominations committee with the election of coordinators; and
  • Assisting the awards coordinators with notification and publicity for awards, collation of nomination packages and their distribution to the adjudication committees, distribution of the results and suitable publicity associated with the winners.

Publications: In addition to the annual report and newsletter that is distributed to all members, STLHE currently publishes two journals and occasional green guides. Responsibilities include:

  • Assisting the chair of the publications in coordination, election, and administration of editorial boards; and
  • Coordinating the call for submissions to STLHE publications, receipt of submissions, review and correspondence with authors and coordinates printing and publicity of STLHE journals and publications on the STLHE web site.

Finances: The overall operating Budget of STLHE is $450,000. Responsibilities include:

  • Supervising/approving accounting transactions, preparing recommendations for the annual budget for the Treasurer of the Society;
  • Receiving, maintaining, disbursing the Society’s monies in accordance with Society policies, and reconciling transactions, bank statements, salary, accounts payable and receivable;
  • Ensuring the safety of all financial records, preparing monthly, quarterly and annual reports as required and consulting with the Society’s Auditors as required; and
  • Supervising employees, implementing Human Resource policies and preparing monthly payroll for employees of the Society.

Memberships: The current membership of the Society is 750 members. Responsibilities include:

  • Maintaining on-line membership system that includes members profile, email distribution system, renewal notices, reminders, payments and acknowledgements of payment;
  • Opening and responding to email and mail requests from the membership;
  • Supporting efforts of the Board to maintain and increase the size of the Society’s membership; and
  • Maintaining additional distribution lists of University and College Vice Presidents/Vice provost Academic or the equivalent.

General Responsibilities include:

  • Being the point of first contact for the Society;
  • Responding to all correspondence, maintaining DropBox online filing system (or its equivalent) and records of the Society;
  • Assigning and maintaining access privileges of the Board members and Award coordinators to folders related to their role within the Society;
  • Maintaining the online presence of the Society through its website and coordinating URL and web support contracts; and
  • Providing advice on procedures concerning the Society and reviewing and implementing office procedures.

Timeline requirements

We anticipate an agreement of five years unless terminated by either party prior to end of contract upon 90 days’ prior written notice to the other in which event this Agreement shall be terminated prior to June 30, 2020.

Proposed Fee

Candidates are required to provide a breakdown of the administrative fee on an annual basis. Payments will be paid quarterly unless negotiated. The STLHE is not responsible for any travel, meal or accommodation expenses incurred by the Consultant/Organization that are not pre-approved in writing by the STLHE Board.

Relationship and reporting requirements

There is an expectation that work will be done in collaboration with the STLHE Board Executive Committee and approval for all work will be directed by the STLHE Board of Directors.

During the course of the contract, the Consultant/Organization will report to the President (currently Robert Lapp). This reporting may also occur through the Vice-President, Treasurer or Secretary.

The Consultant/Organization will be required to provide a minimum of bi-weekly updates on Society business. There will be a requirement to attend some face-to-face meetings and reasonable travel costs will be reimbursed by the STLHE.

Contingency Plan

Proposals should include a contingency plan in the event that the individual/organization is no longer available to work or is unable to fulfill this role. This replacement resource is subject to STLHE approval.

Property rights

All aspects of the STLHE administration will be the intellectual property of the STLHE.

Selection Process

A selection committee representing the STLHE Board will evaluate proposals. The STLHE Board reserves the right to modify or cancel this solicitation at any time prior to making an award based on this solicitation. The Society reserves the right to reject any or all proposals in whole or in part, with or without cause, and/or to accept the proposal that, in the Society’s sole judgment, will be in the best interest of the Society.

Evaluation of Proposals

The evaluation of all proposals will be based on a rating system that includes:

  • Consultant/Organization Qualifications/Experience (50 marks):
  • Proposed Operational plan for the Administrative Support for the STLHE (40 marks)
  • Project Management and Budget (10 marks)