Policy 9 – Administrative unit (draft)

The STLHE administrative unit carries out the day-to-day operations of the Society by responding to correspondence; maintaining the records of the Society, including the Dropbox online filing system, membership system, distribution lists, financial records and filings required by government agencies; and maintaining the Society website (STLHE.ca). The Administrative unit reports to the President and provides advice on membership recruitment; office procedures; flow of information between the Board, Constituencies, Special Interest Groups, and the membership of the Society.

9.01 Administrative assistance to the Board and Executive Committee

The administrative unit attends the Annual general meeting, Special meetings, Board meetings and Executive Committee meetings and, in consultation with the President and Secretary, prepares meeting schedules; distributes notices of meeting, meeting agendas, supporting documents; and assists the Secretary in preparing minutes for these meetings. In consultation with the Treasurer the administrative unit assists with the preparation of the budget, audit of the Society’s financial records, monthly or quarterly statements as required, and manages the day-to-day financial operations of the Society. In consultation with the Secretary the administrative unit maintains and keeps current the membership list, coordinates membership renewals, and updating of members’ profiles; maintains the files and records of the Society; and assists with preparation of the Society and Affiliated group Annual reports for the Annual General Meeting of the Society.

The administrative unit assists:

  • the Awards chair and Awards coordinators with the call for nominations, collation and distribution of nomination packages to Awards coordinators, and publicity of the Society’s awards;
  • the Publication Chair with the election and administration of Editorial Boards, publication and publicity of STLHE journals and miscellaneous publications; and
  • the (3) Nominations committee with filing positions, by appointment or election, on the Board, Executive Committee or of Awards co-ordinators and the preparation, distribution, and counting of ballots for election or ratification of positions.

9.02 Administrative assistance to Affiliated groups

The administrative unit coordinates any of the following resources for Affiliated groups:

  • Preparing ballots and email notification for election of the Executive of the Affiliated group.

  • Providing a mailing list and distributing email notifications to members of the Affiliated group. (Individual members are required to identify themselves as a member of the Affiliated group in their membership profile in the STLHE Membership Centre.)
  • STLHE.ca mailing address for the Affiliated group
  • Creating a STLHE Dropbox for the Affiliated group. (Affiliated groups are encouraged to maintain all documents of the Group within their Dropbox.)
  • Providing access to the system for online meetings of the Executive of the Affiliated Group.
  • Creating a web presence for the Affiliated group on the STLHE Website. This may be as a link within the site or, as required, a separate website in the STLHE.ca domain, (The Affiliated group is responsible for addition, update and the content of its web presence.)
  • A time slot at the Annual STLHE conference for an AGM or plenary session of the Affiliated groups’ members.
  • As required and with the Treasurer, the preparation of a Affiliated group’s budget – for inclusion in the STLHE budget, and the recording of revenue and expenses of the Affiliated group.