Policy 6 – Affiliated Groups (Draft)

Bylaws Section 9

The 2015 revision of the Society Bylaws recognized similarities between Constituencies (2012 Bylaws Article 15) and Special Interest Group (2012 Bylaws Article 17) in terms of their Bylaws for governance, membership and reporting to the STLHE Board. In recognition of these similarities the two groups were combined as “Affiliated Groups” in the 2015 revision of the Bylaws.

6.01 Rules and Regulations

Bylaws Section 9.03

All members of an Affiliated Group must be members of the Society and the Affiliated Group must hold at least one annual general meeting, often, but not necessarily, at the same time as the Annual General Meeting of the Society. The executive of the Affiliated Group would normally include a Chair, Vice-Chair, Secretary, and Treasurer, or Secretary-Treasurer instead of the separate executive positions of Secretary and Treasurer. Subject to the approval of the Board, the Affiliated Groups may add additional officers to their executive. Executive members are elected at the Annual General Meeting of the Affiliated Group and hold office for two years, with the possibility of a second two years; re-election is required for terms longer than four years. Subject to approval by the Board, and under the control of the Board, Affiliated Groups may raise funds by a membership fee, and may raise funds, again subject to approval of the Board, from outside the Society to carry out their activities.

All affiliated groups are required to prepare an annual report of their activities during the calendar year (January 1 – December 31), plans for the coming year, and financial statements for the previous year and budget for the next. Annual reports are submitted to the Chair of the Standing Committee for Partnerships who forwards them to the Secretary of the Society no later than January 31 following the year being reported. Bylaws for an affiliated group are submitted to the Secretary of the Society and are posted on the STLHE website of the affiliated group. The Board may withdraw its recognition of an affiliated group if its Annual Report doesn’t demonstrate active progress in the pursuit of its objectives and purposes.  

6.02 Administrative support

The following is a summary of administrative support from the Society for its Affiliated Groups. Additional, and more detailed information is included in Policy 9 – STLHE Administrative unit. Affiliated Groups will receive administrative support for a web site on the STLHE.ca domain that the Group will maintain; access to mailing lists for the affiliated groups; access to online meeting resources and discussion forums; publication of notices from Affiliated Groups in Society publications; and, as required, assistance with accounts associated with an Affiliated Group. Through approval of the Board, the Society may provide special funds to Affiliated Groups and controls any funds raised by the Affiliated Group through membership fees, membership events, and from sources outside of the Society.

6.03 Constituencies

Bylaws section 9.01

The Society currently has the following constituencies: the Educational Developers Caucus and the Council of 3M National Teaching Fellows. Chairs of the Constituencies are ex officio members of the Executive Committee of the Society and their duties to the Society are described in Policy 4 – Executive Committee.

a. Creating a new constituency

The STLHE Board is currently discussing the process and requirements for the change of a constituency. In part, these discussions include how a Special Interest Group would become a Constituency.

4. Special Interest Groups (SIGs)

Bylaws section 9.02

The Society currently recognizes the following Special Interest Groups: College Sector Educators Community (CSEC), Teaching Assistant and Graduate Student Association (TAGSA), and Scholarship of Teaching and Learning Canada (SoTL Canada). Unless stated otherwise, the Chairs of the Special Interest Groups report to the Board of the Society through the Chair of the Standing Committee for Partnerships.

With the assistance of the Chair of the Standing Committee for Partnerships each SIG prepares an annual report of its activities as described in Policy 6.1, a summary of which appears on the Society Annual Report. The Chair for the Standing Committee for Partnerships arranges events at the Annual Conference of the Society including: a meeting space and time for the SIG’s annual general meeting; a presentation (preferably peer-reviewed) in the Conference or pre-Conference program and scheduled to not run concurrent with any other SIG presentations. These SIG presentations will be identified as such in the conference program.

a. Creating a Special Interest Group.

An application to create a new Special Interest Group is made by filing a petition to the Secretary of Board with a minimum of ten signatures of Society Members who will be responsible for the creation of the new SIG until the election of its first Executive. In addition to the petition the Board requires objectives for the SIG, and a constitution and Bylaws for the proposed SIG. On approval by the Board, the SIG will then prepare for the election of Executive Officers, as described for Affiliated groups, at its first Annual General Meeting. A SIG that has lost its recognition by the Board must meet the same requirements as for the creation of a new SIG for reinstatement.