Policy 1. – Membership

Bylaws section 2 The Bylaws of the Society recognize two classes of members: Individual and Institutional. Both classes include different categories. Individual memberships are a rolling one-year membership from the date of payment of the membership fee. Institutional memberships are for the calendar year, January 1 until December 31and are not prorated.

The Canada Not-for-profit Corporations Act requires Special Resolutions for many matters that relate to membership including: 21-35 day notice for any changes to the Bylaws; conditions surrounding notice of meetings of members; and any changes affecting rights and conditions of membership, including setting of membership fees. Special resolutions require a two-thirds majority of votes cast on resolution to be enacted (Bylaws 1.01(n)).

The STLHE Membership Centre is an adjunct to the STLHE Website and is the main database for institutional and individual members of the Society. Members are responsible for updating their membership profiles and reminders are sent when a membership is up for renewal. Occasionally the Society email blast includes reminders for membership renewal. Membership lists are maintained for all members of the Society and Affiliated Groups (Bylaw section 9), and these lists are the official means for communicating information to the Society and Affiliated Group Members with email blasts, notifications, announcements, and discussion forums. The Membership Centre is, with the assistance of the Administrative unit, the responsibility of the Secretary of the Society.

1.01 Memberships types and fees

a. Individual Members of the Society

The following are categories of individual members of the Society:

  • Lifetime members: In addition to the 3M National Teaching Fellows, the Board may set up an adjudication committee composed of a minimum of three members to evaluate teaching dossiers of Society members nominated or suggested for a lifetime membership in the Society.
  • Preferred members: Regular members who are employees of post-secondary institutions that are institutional members of the Society are eligible for the preferred members discounted rate
  • Regular members.
  • Student members.
  • Retiree members.

b. Institutional Members of the Society

Institutional Memberships were created in 2007, and reflect a commitment to teaching excellence and reflective practice. An institutional membership publicizes the climate of the institution as positive and nurturing for teaching and learning. Sixty-five universities and colleges represent our founding members.

There are two categories of Institutional members:

  • Category 1: Colleges and primarily undergraduate universities
  • Category 2: Comprehensive and medical doctoral universities

Each fall, usually in October/November, renewal notices from the President of the Society are sent to existing Institutional Members and invitations to become Institutional members are sent to colleges and universities across Canada. Information packages for renewal and joining STLHE typically include the following items: STLHE Annual Report, STLHE brochure, current STLHE Newsletter and an invoice for membership. Two copies of Green Guides published in the last year are included for founding members and one for other packages.

c. Affiliated Group Membership

In addition to the individual Membership fee of the Society, Affiliated Groups may levy additional membership fees from their constituents. The EDC has three membership classes: Regular, Student, and Retiree. The 3M Council has a closed membership that includes all recipients of the 3M National Teaching Award and does not have an additional membership fee.

d. Membership rates

The following membership rates apply and were current when this policy was approved.

  • Institutional Member: Category 1 – $1,000
  • Institutional Member: Category 2 – $2,500
  • Individual Member: Lifetime – $0
  • Individual Member: Preferred – $95
  • Individual Member: Regular – $125
  • Individual Member: Student – $35
  • Individual Member: Retiree – $45
  • Constituency Member: EDC Regular – $50
  • Constituency Member: EDC Student – $25
  • Constituency Member: EDC Retiree – $25
  • Constituency Member: 3M Fellows Regular- $0

1.02 Meetings of STLHE Members

Bylaws Section 2 & 4

This section of the bylaws addresses meetings of the entire membership of the Society of which there are two types: the Annual General Meeting and Special Meetings which are described in more detail below. For both types of meetings, a call to meet can be made by the Board of Directors. Such a call must be delivered to the members by 21-35 days prior to the meeting (Section 2.02). Quorum is met when 5% of the membership is in attendance within 30 minutes after the scheduled start of the meeting. If, after quorum has been met, attendance falls below 5%, the meeting may continue with discussions of a general nature and be provided in a summary at the next meeting of the Board. No decisions or business may be made if quorum is lost; although recommendations may be made for the next meeting of the Board. Normally the President is chair of the meeting, but in the absence of the President, the Vice-President will take over the chair. The chair of the meeting does not cast a vote unless there is a tie in the vote.

The Board of Directors must call a Special Meeting of the members if there is a request for a meeting from 5% of the membership; if the Board fails to call the meeting within 21 days of the request having been made, the members themselves can call the meeting (Section 2.03).

a. Annual General Meeting of Members

The Annual General Meeting is required by the Canada Not-for-profit Corporations Act and is held during the Society’s Annual Conference in June of each year. The following business items must be completed at the Annual General Meeting: election of officers and directors, approval of the audited financial statements (Bylaw 1.07), and the appointment of the public accountant for the upcoming year. The Society holds its Annual General Meeting at the Annual Conference in June of each year.

The following additional items are usually included in the Annual General Meeting: President’s report, budget, recognition of incoming and outgoing members of the Board and Affiliated Group Executives, and a period for questions from the Floor.

b. Special Meetings of Members

Items that must be included in the Agenda of the Annual General Meeting (Policy 1 section 4a) cannot be items of business at a Special Meeting of members where agenda items can include amendments to bylaws; removal of a director, officer, or public accountant; changes to notification requirements; or any other business.

This policy was approved at the December 10, 2015 Board meeting with a unanimous vote.