Policy 6: Affiliated groups

Article 6: Affiliated Groups

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.

1. Rules and Regulations

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 (Article 6.3 – Dissolution of Affiliated Groups) if its Annual Report doesn’t demonstrate active progress in the pursuit of its objectives and purposes.

2. 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.

3. Constituencies

(Article 6.2 (a) – Categories of Affiliated Groups) The Society currently has the following constituencies: the Educational Developers Caucus, the Council of 3M Fellows for Teaching and Learning in Higher Education, College Sector Educators Community, and Scholarship of Teaching and Learning Canada. Chairs of the Constituencies are ex officio members of the Board Executive Committee of the Society and their duties to the Society are described in Policy 5 – Board of Directors. Appointing the Chair of a Constituency to the Board is in conflict with the Act. This is because a a subset of Society members in a constituency is electing a Director to the Board that should be elected by all members. The work around is that members ratify the constituency representative at the AGM – essentially voting with the result of acclaiming them as members of the Board.

a. Creating a new constituency

This part of the policy is being developed and will be approved by the Board at a later date.

4. Special Interest Groups (SIGs)

(Article 6.2(b) – Categories of Affiliated Groups) The Society currently recognizes the Teaching Assistant and Graduate Student Association (TGSA) as a Special Interest group. Unless stated otherwise, the Chair 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.

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This policy was approved by the Board June 20, 2016 with the exception of 3a which requires additional work by the Board.
This policy was updated on June 10, 2016 to be compliant with the proposed by-laws of the Society.
With exception of 3a, this policy was approved by the Board at is February 19, 2016 meeting with unanimous approval.
This policy was revised on April 27, 2015 to accommodate changes associated