Tuesday, June 16, 2015

UMAE's Bylaws and Terms of Reference - 2015 versions

The UMAE executive has been working hard to update and re-articulate the UMAE's Bylaws and Terms of Reference.  Please find both documents below.  If you have any questions or concerns, please be sure to email the President, Christine Adams at christine.adams@umanitoba.ca or the Communications Chair, Sarah Bector at sarah.bector@umanitoba.ca.  We look forward to hearing your constructive feedback and professional support of UMAE's ongoing vision.


University of Manitoba Advisor Exchange Bylaws
(Updated May 2015)

Name and Acronym
The name of this association is the University of Manitoba Advisor Exchange. The official acronym of this association is UMAE.



Purpose
The University of Manitoba Advisor Exchange has been created to provide a forum where advisors at the U of M can meet to engage in the exchange of experiences, ideas, information, and solutions to common problems. Additionally, the Advisor Exchange will provide members with leadership and professional development opportunities. Equally important is the promotion of Academic Advising as a profession and the impact Advising has on the overall student experience as well as the larger University Community.

National Academic Advising Association (NACADA)
The University of Manitoba Advisor Exchange aligns their values with the core values of NACADA. It also relies on NACADA as an external resource for knowledge and information.

Membership in the Advisor Exchange
Active membership is open to student advisors, faculty members, administrators, counsellors and staff at The University of Manitoba whose interests are in the area of academic advising.
Membership and opportunities for leadership positions are open to all members and there shall be no discrimination for reasons of gender, religion, age, race or ethnicity, color, sex, marital status, national origin, disability, or sexual orientation.
An eligible individual shall become a regular member upon enrollment in the Advisor Exchange. This is achieved by contacting the Membership Chair or other member of the Advisor Exchange Executive.
All members are eligible to vote, hold office, and attend meetings of the Advisor Exchange and are entitled to all of the services and benefits provided by the Advisor Exchange.

Executive Committee – Composition, Tenure, and Responsibility
The Executive Committee of the Advisor Exchange shall be comprised of the President, Vice-President, Communications Chair, and Membership Chair.
An election for the Vice-President, Communications Chair, and the Membership Chair will be held every two years. The length of each term is two years. To ensure consistency among the Executive Committee the Vice-President will move in to the position of President after the two year Vice-President term is complete. The Communications and Membership Chair cannot be held by the same person for more than two consecutive terms (4 years).
If there are no nominations for Executive Committee positions that are up for election, the Executive Committee will solicit volunteers from the Advisor Exchange membership.

Executive Committee Responsibilities:
a. manage the affairs of the Advisor Exchange
b. represent the Advisor Exchange Group on University committees / working groups
c. when canvassed, provide input to the Advisor Exchange group / University Community
d. act as directed by the membership of the Advisor Exchange
e. responsible for arranging meetings of the Advisor Exchange
f. communicate pertinent information to the membership of the Advisor Exchange in a timely manner
g. perform duties outlined in the Bylaws

Executive Committee Positions
 

President
The President will preside over all meetings of the Advisor Exchange Group and the executive committee. The incumbent is responsible for overseeing all of the Association’s activities. The President may call special meetings of the executive and will serve as an ex-officio member of all standing and ad hoc committees as they form. The President represents the Advisor Exchange Group on the university’s Advising Council, and shares information between the two groups. The President shall oversee Executive Committee elections.
The outgoing President will serve as an ex-officio member of the Executive Committee and will be available for consultation upon request.

Vice-President
The Vice-President performs the duties and responsibilities of the President in the President’s absence. The Vice-President also performs the duties of the University of Manitoba Advisor Exchange historian. The Vice President supports the activities and efforts of the Communications and Membership Chairs.

Communications Chair
The Communications Chair shall keep records of all meetings of the Advisor Exchange and the Executive Committee. The Communications Chair maintains the Advisor Exchange website(s) and will update the website with a summary of the General Meetings.

Membership Chair
The Membership Chair maintains accurate membership records, manages meeting attendance (in conjunction with the Communications Chair), and aids in the recruitment of new members and the promotion of the Advisor Exchange. The Membership chair will represent the interests of Advisors and guide programming to address Advisor needs.

Advisor Exchange Group Terms of Reference
Updated May 2015

1. TITLE

The name of the Committee will be the University of Manitoba Advisor Exchange (UMAE).

2. PURPOSE

To provide a forum for advisors at the University of Manitoba to engage in the exchange of experiences, ideas, information, solutions to common problems, and the opportunity obtain professional development.

3. MEMBERSHIP

The Membership of the UMAE will be open to all staff currently working in an advisory role at the University of Manitoba. Other organizations/groups/individuals that may have an interest in the development of the UMAE may be invited to join the committee/group at any time with the agreement of the listed members.

The UMAE will be led by four Executive Membership positions (President, Vice President, Communications Chair, and Membership Chair). The positions of Vice-President, Communications Chair & Membership Chair will be nominated and elected by membership vote. The terms of the positions are two years. The Vice-President will become the President after the completion of the two-year term. The Communications & Membership Chairs can be reelected for a 2nd consecutive term. The outgoing President will serve as an ex-officio member of the Executive Committee and will be available for consultation upon request.

4. THE ROLE OF PRESIDENT

The president will call the meetings, notify members of the meetings, solicit items of business for the agenda and invite resource people to make presentations as suggested by members of UMAE.

5. MEETINGS

Meetings will take place at minimum four times per year between September and June.
The venue for each meeting will be decided by the Executive members and will, in as far as possible, be reflective of the membership of the group.
A record of each meeting will be kept by the Communications Chair. It is the responsibility of the Communications Chair of the UMAE to update the UMAE website with a summary of the General Meeting.

6. TERMS OF REFERENCE

Amendments to these Terms of Reference may be made at any time with the agreement of the committee.

May 25, 2015

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