Policy 1: Membership
Changes to this policy require approval of the Members of the Society at the Annual General Meeting of Members. The Canada Not-for-profit Corporations Act requires Special Resolutions, approval of a 2/3 majority of members (1.1(p) Definitions – Special Resolution) for many matters that relate to membership and the meeting of members the details of which are included in this Policy and require approval by the membership at the Annual General Meeting. These are described in 12.2 Amendments Requiring a Special Resolution of the by-laws and include:
- 12.2(d) Create a new class or group of members;
- 12.2(e) Change in condition required for being a member;
- 12.2(f) Change the designation of any class or group of Members or add, change or remove any rights and conditions of any such class or group;
- 12.2(g) divide any class or group of Members into two or more classes or groups and fix the rights and conditions of each class or group;
- 12.2(l) change the manner of giving notice to Members entitled to vote at a meeting of the Members; and
- 12.2(m) change the method of voting by Members not in attendance at a meeting of Members.
The Bylaws of the Society recognize two classes of members: Individual (Article 10.1(a)(i)) and Institutional (Article 10.1(a)(ii)). Individual memberships are a rolling one-year membership from the date of payment of the membership fee and have voting rights at Meetings of members (Article 11 – Meetings of Members). Institutional memberships are for the calendar year, January 1 until December 31, are not prorated and do not have voting rights at Meetings of Members. (Any changes to these conditions require approval by Special Resolution.)
The STLHE Membership Centre is an adjunct to the STLHE Website and is the main database for institutional and individual members of the Society and is used for providing Notice to Members (14.1 Method of Giving Notice). Members are responsible for updating their membership profiles and reminders are sent when a membership is up for renewal. Occasionally the Society email communications includes reminders for membership renewal. Membership lists are maintained for all members of the Society and Affiliated Groups (Article 6 Affiliated Groups and Policy 6 Affiliated Groups), and these lists are the official means for communicating information to the Society and Affiliated Group Members with email, 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. Memberships classes and fees
a. Individual Members of the Society
All individual members (Article 10.1(a) Membership) have the same rights, privileges and a vote at meetings of members. The Society recognizes different types of individual members but not as separate classes or groups. Some of these membership types may be eligible for a discount on their membership fees (Policy 1(d) Membership fees). These types include the following:
- Lifetime members: In addition to the 3M National Teaching Fellowship award winners, 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 are eligible for the student members discounted rate
- Retiree members are eligible for the retired members discounted rate.
b. Institutional Members of the Society
Institutional Memberships (Article 10.1(b) Membership) 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. There are two types of Institutional members, but these do not represent separate classes or groups within the Society. The two types of Institutional Members have identical rights, privileges but do not vote and meetings of 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, 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.
Founding Institutional Members:
Acadia University, Brock University, Carleton University, Concordia University, College of Alberta, Dalhousie University, Durham College, Fanshawe College, Fleming College, Kwantlen University College, Lakehead University, Lambton College, Malaspina University-College, McMaster University, Memorial University of Newfoundland, Mohawk College, Mount Allison University, Mount Saint Vincent University, Niagara College, Northern Lights College, Nova Scotia Agricultural College, Queen’s University, Ryerson University, Saint Mary’s University, Sheridan College, Simon Fraser University, St. Jerome’s University, Thompson Rivers University, Trent University, Université du Québec à Montréal, University College of the Fraser Valley, University of Alberta, University of British Columbia, University of Calgary, University of Guelph, University of Manitoba, University of New Brunswick, University of Ontario Institute of Technology, University of Ottawa, University of Prince Edward Island, University of Saskatchewan, University of Toronto, University of Victoria, University of Waterloo, University of Western Ontario, University of Windsor, University of Winnipeg, and Wilfrid Laurier University
c. Affiliated Group Membership
In addition to the individual Membership fee of the Society, Affiliated Groups (Article 6 – Affiliated groups) may levy additional membership fees from their constituents.
d. Membership fees
STLHE membership fees are approved by Members of the Society.
2. Meetings of STLHE Members
Bylaws Article 11
This section of the bylaws addresses meetings of the entire membership of the Society of which there are two types: the Annual General Meeting (Article 11.1 Annual Meetings) and Special Meetings (Article 11.2 Special Meetings and Requisition 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. If the notice of meeting is sent by email the call must be delivered to the members 21-35 days prior to the meeting (Article 11.5(ii) Notice of Meetings). Quorum (Article 11.8 Quorum) is met when 5% of the membership entitled to vote 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. Note that 11.5(c) Notice of Meetings gives the impression that the Officers may not vote at a meeting of members, this would only be the case if an Officer was also not a Director. Our use of Director and Officer allows a vote at the meeting.
The Board of Directors must call a Special Meeting (Article 11.2 Special Meetings and Requisition Meetings) of the members if there is a request for a meeting from 5% of the membership that is eligible to vote; if the Board fails to call the meeting within 21 days of the request having been made, the members themselves can call the meeting.
a. Annual General Meeting of Members
The Annual General Meeting (Article 11.1 Annual Meetings) 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 directors (Article 11.1(b)), approval of the audited financial statements (Article 11.1(a)), and the appointment of the public accountant (Article 11.1(c)) for the upcoming 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 (Article 11.1 (a) – (d) and Article 11.5(b)) 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.
Revisions of this policy to remove: 1) specific details about membership fees charged was and 2) affiliate group membership classes was approved at the September 2018 Board Meeting. Now approved by the board, these revisions will come into effect until approved by Members at the 2019 Annual General Meeting, as per policy 1.
This policy was approved by the Board at its June 20, 2016 meeting
This policy was updated in June 2016 to make appropriate reference to proposed changes to STLHE by-laws. Founding Institutional membership list was also included. The requirement for members approval was also added.
This policy was approved at the December 10, 2015 Board meeting with a unanimous vote.
This policy was revised on April 27, 2015 to accommodate changes associated with new constituencies of CSEC and SoTL Canada.