> CO-ORDINATING COMMITTEE ON STUDENT SERVICES

COORDINATING COMMITTEE OF VICE PRESIDENTS

STUDENTS

Terms of Reference

1.0 Introduction

The following Terms of Reference pertain to the Coordinating Committee of Vice Presidents Students (CCVPS).

2.0 Mandate

The CCVPS is responsible for providing leadership to the Ontario College system on strategic enrolment management including but not limited to student access, experience and success.

CCVPS will ensure that meetings, strategic planning, work plans and Executive as well as Committee membership considers the unique needs of Ontarios regions, official languages, urban and rural issues and college size (small, medium, large). The CCVPS membership will make every effort to ensure that the Executive is representative of these issues on a rotating basis.

Objectives:

Provide leadership and advice to Colleges Ontario and the Committee of Presidents on system-wide issues, strategies, and policies pertaining to the mandate.

Promote a holistic view of students and their experience, respecting the diversity of learners and learner needs.

Promote and support the work of the CCVPS Operating and Networking groups.

Facilitate communication across colleges and the college system and provide a forum for discussion for the purposes of issue identification, problem-solving and decision-making relative to student access and success.

Develop and promote an evidence-based framework of research on the role and value of services and programs to support student access and success.

Develop and promote professional development opportunities for college staff on best practices and future directions for student access and success.

Develop partnership and collaboration across coordinating committees reporting through CAAT and other affinity groups at both the provincial and national levels.

Advocate in support of sustainable student centered programs and services that enhance student access and success.

3.0 Reporting Structure

CCVPS reports to the Committee of Presidents through the CAAT Coordinating Committee.

CCVPS has 29 members in total, including 24 voting members (one member per college) and 5 ex-officio members.

Voting members are typically determined by virtue of their position at the college (Vice-President Student Services/Affairs/Enrolment Management or the most senior position in the College responsible for student access and success functions appointed by the College President). There are no set terms of office for voting members; they remain members by virtue of their position at the college.

Ex officio membership is comprised of the Chairs of the CCVPS Operating Committees.

CCVPS is co-chaired by the elected Chair, who functions as lead, and the Chair Elect who serves as Co-chair. Both are assisted by the Past Chair who acts as a resource (see section 3.1).

The secretariat function is arranged and provided by the presiding Chair.

CCVPS Purpose and Responsibilities:

The CCVPS is responsible for:

a) Setting strategic direction and vision for CCPVS, and its Operating and Networking groups.

b) Identifying issues and strategic opportunities related to student access and success that have system-wide impact and developing germane programs, solutions, or recommendations, ensuring consultation and communication with relevant CCVPS stakeholder members and groups, other Colleges Ontario Coordinating Committees, or the CAAT Coordinating Committee as are appropriate and expeditious.

c) Ensuring that recommendations forwarded to the CAAT Coordinating Committee have been vetted by all appropriate Operating Committees and/or other relevant groups within the CCVPS structure.

d) Ensuring the development, implementation and management of communication tools designed to convey information effectively and encourage two-way dialogue among the members and groups within the CCVPS structure.

e) Appointing/designating members to sit on relevant Provincial Governance Boards or Task Forces such as OCAS Advisory Committees or Colleges Ontario Task Forces.

f) Establishing operating committees, networking groups, and task forces as needed to fulfill its mandate.

g) Approve policies and protocols that support the operations of CCVPS and its Operating and Networking groups.

h) Approving operating guidelines and/or Terms of Reference, or revisions to same, of Operating Committees.

i) Electing the CCVPS Executive Committee Members.

j) Approving CCVPS meeting agendas and minutes and follow through action items.

k) Developing and approving the meeting schedule at the spring Annual General Meeting.

l) Planning the Annual Professional Development Conference.

m) Ensuring fiduciary responsibilities are upheld within CCVPS, the Operating Committee and Networking Groups

n) Commissioning and approving research initiatives that support student access and success.

3.1 CCVPS Executive

The CCVPS Executive is comprised of 6 voting members and 5 ex-officio members.

Voting members are elected positions from the CCVPS voting membership and include the following positions:

Chair1 year term

Chair Elect1 year term

(Experience as small, medium or large college representative or on operating committee for one year or more strongly preferred).

Past Chair1 year term

Three college representatives, representing 1 small, 1 medium and 1 large college

Election and Vacancies of Chair and Chair-elect (Co-chairs) and Past Chair

Elections will be held by secret ballot.

The Chair Elect position is elected by all the CCVPS voting members annually at the spring Annual General Meeting beginning a three year commitment, moving to Chair in the second year and Past Chair in the third year.

The Chair and Chair-Elect shall serve as co-chairs of CCVPS.

In the event that the Chair role becomes vacant, the Chair-elect will automatically assume the role of Chair.

In the event that the Past-Chair role becomes vacant, it will not be replaced.

The Chair-elect vacancy will be communicated to the CCVPS membership. The Past Chair will request nominations and intent to stand for the Chair-elect role. Intent to stand will normally be forwarded to the Past-Chair two-weeks in advance of the election. In the event that no one has stated an intent to stand for the role, nominations will be taken from the floor.

Elections will normally be held at the next meeting of the membership. Where the next meeting of the membership is more than one month away, an electronic vote may be held and conducted by the Past Chair.

Election and Vacancies of Elected Representatives (Small, medium and large college representatives)

The Executive positions will be voted on by all members of CCVPS (small, medium and large representatives). The term for a representative (small, medium, large) is normally two years unless moving into the Chair-elect role. The Executive members will not normally hold an executive position for more than 5 consecutive years.

Small, medium and large college representatives will be elected from among their peer group of institutions of similar size as recognized by Colleges Ontario. The representatives will be brought forward for ratification at the AGM.

Any Executive representative vacancies will be communicated to the CCVPS membership. The Past Chair will request nominations and intent to stand for the Executive positions. Intent to stand will normally be forwarded to the Past-Chair two-weeks in advance of the election. In the event that no one has stated an intent to stand for the role, nominations will be taken from the floor.

Elections will normally be held at the next meeting of the membership. Where the next meeting of the membership is more than one month away, an electronic vote may be held and conducted by the Past Chair.

Ex-officio Members

Ex-officio members have no set term of office, as their membership is retained by virtue of their position as current Chair of one of the following Operating Committees:

Committee of Registrars, Admissions and Liaison Officers (CRALO)

Heads of Student Affairs (HOSA)

Heads of Libraries and Learning Resources (HLLR)

Heads of Institutional Research (HIR)

Heads of Marketing (HOM)

CCVPS Executive Purpose and Responsibilities:

a) Chair & Chair Elect (Co-Chairs):

Develop the agenda and work plan, meeting schedules and coordinate with partners for the CCVPS and CCVPS Executive meetings.

Represent CCVPS on the CAAT Coordinating Committee.

Maintain the Board Effects portal for members and groups within the CCVPS structure

Ensure administrative support is provided for Executive and General Meetings

Ensure an annual meeting schedule is developed and that meeting notices, minutes, and reports are circulated and posted in a timely manner

Establish and represent CCVPS in partnerships/collaborations

b) The Past Chair will facilitate the nomination and selection process of the annual Art King Award (Appendix 5) and facilitate executive elections as needed

c) Small, medium and large college Representatives: (Appendix 3)

Maintains communication and on an as needed basis, host a college dialogue with CCVPS committee members and encourage dialogue within their peer grouping (small, medium, large) to address perspectives when required

Act as CCVPS executive liaison to affinity groups or corporate bodies wherever needed

Participate in