COMMITTEES
The Academic Affairs Committee is a standing committee of the Board.
The Committee reviews and advises the Board on issues and topics relating to academic affairs as they fall within or affect the general scope of the Board's mandate and responsibilities.
Terms of Reference:
The Academic Affairs Committee shall have the following terms of reference.
| 1. | examine and review the academic affairs of the University so as to inform the Board of Regents on academic matters which the Committee considers would be of general interest to the Board of Regents and provide advice to the Board including recommendations regarding policy and action when the Committee deems it necessary and appropriate. |
| 2. | review and monitor the implementation of or adherence to any strategic statement, objective or plan of the University as it relates to academic affairs and report to the Board accordingly; |
| 3. | support the Vice-President, Academic & Research in addressing academic issues and academic initiatives; |
| 4. | review such other issues and topics as the Board or the Executive Committee may from time to time refer to the Committee; and |
| 5. | meet at least three times per year. |
- the Chairperson
- six members, at least one of whom shall be a student and at least one of whom shall be a faculty member;
- the Vice-President, Academic & Research (ex-officio);
- the Chancellor (ex-officio);
- the Chair (ex-officio);
- the Chair of the Executive Committee (ex-officio); and
- the President (ex-officio)
| a) | Each
member of the Committee will be independent of the University and
will have the ability to read and understand financial statements. |
| b) | None
of the five members of the Committee appointed by the Board shall
be a member of the Executive Committee. |
| c) | The
Committee shall meet at least three times each year. |
| d) | The
Committee will recommend to the Board, on an annual basis, the appointment
or reappointment of the external auditor and will recommend the compensation
of the external auditor. |
| e) | The
Committee will ensure that arrangements with respect to the timing
and scope of the annual audit are appropriate. |
| f) | The
Committee will be responsible for overseeing the work of the external
auditor and for the resolution of disagreements, if any, between University
management and the external auditor concerning financial reporting;
the Committee will ensure that any matters that the external auditor
wishes to bring to the attention of the Board are addressed and brought
to the attention of the Board. |
| g) | The
Committee will review the annual financial statements with University
management and the external auditor to gain reasonable assurance that
they are fairly presented in accordance with generally accepted accounting
principles. |
| h) | Through
discussion and other communication with University management and
the external auditor, the Committee will obtain reasonable assurance
that adequate systems of internal control relating to financial reporting
are in place and are functioning effectively. |
| i) | The
Committee will have the authority to engage the external auditor and/or
third-party specialists and to conduct special investigations where
it believes such action to be warranted; the Committee will have the
authority to set the compensation/cost for such actions to a maximum
of $20,000 in any one year; should it be anticipated that the total
compensation/cost will exceed $20,000 in any one year, the Committee
will request the approval of the Executive Committee. |
| j) | The
Committee will pre-approve non-audit services to be provided by the
external auditor in accordance with the Committee’s policy for
the approval of such services. In particular, the Committee will pre-approve
any non-audit engagement where the fee is, or is reasonably anticipated
to be, in excess of 10% of the University’s financial statement
audit fee. Between meetings the Chair may pre-approve engagements
on behalf of the Committee. |
| k) | The
Committee will approve the annual Review of Operations and recommend
it to the Board of Regents for its approval. |
| l) | The
Committee will obtain reasonable assurance that adequate procedures
are in place for the receipt and treatment of complaints about accounting
matters, audit matters and internal controls and for the confidential,
anonymous submission by employees of concerns about accounting, auditing
and/or other financial or ethical matters. |
| m) | The
Committee will obtain reasonable assurance that adequate procedures
are in place to assess and manage the University’s financial
and other risks. |
| n) | The three ex-officio members of the Committee (refer to the composition of the Committee set out below) will not have voting rights; should the voting on any motion made at a meeting of the Committee result in a tie, the Chair, in addition to his/her vote as a member of the Committee, will have the deciding vote |
- the Chairperson, a Regent appointed by the Board;
- four Regents appointed by the Board;
- the Chancellor (ex-officio);
- the Chair (ex-officio);and
- the Chair of the Executive Committee (ex-officio);
- brand and reputation management;
- marketing and communications;
- development and fundraising;
- alumni relations;
- media and public relations;
- government relations; and
- such other issues and topics as the Board or the Executive Committee may from time to time refer to the Committee or which the Committee may from time to time deem to fall within the general scope of its mandate and responsibilities.
| a) | advise and assist the Board with Development of policy regarding the University's external relations and public affairs; |
| b) | identify opportunities for the University related to fund raising, special project development, communications, and alumni affairs; |
| c) | plan and execute, as required, major fund raising campaigns; |
| d) | assist with the preparation of a long term plan for all activities in University Advancement and annual operating plans; |
| e) | monitor the performance of University Advancement as required; |
| f) | ensure policy, procedures and plans are implemented as intended; |
| g) | provide advice and support to the President and Vice-President (University Advancement). |
Composition:
- the Chairperson;
- eight members, at least one of whom shall be a student and at least one of whom shall be a faculty member;
- the Chancellor (ex-officio);
- the Chair (ex-officio);
- the Chair of the Executive Committee(ex-officio); and
- the President (ex-officio).
- personnel;
- legal affairs;
- budget;
- accounting;
- fiscal management;
- such other issues and topics as the Board or the Executive Committee may from time to time refer to the Committee or which the Committee may from time to time deem to fall within the general scope of its mandate and responsibilities.
| a) | advise and assist the Board with developing policies regarding the University's financial and administrative affairs and with reviewing these policies periodically to ensure their continued appropriateness; |
| b) | review, annually, the budget proposed by the President for the ensuing fiscal year, advising the President where appropriate; recommend that budget, as and if amended by the Committee, to the Executive Committee for approval; |
| c) | monitor financial results through the year as compared to budget and advise the Executive Committee or the President as appropriate; |
| d) | review recommendations on other matters of a significant financial impact proposed by the President, and forward appropriate recommendations to the Executive Committee; |
| e) | review, periodically, the administrative structures, policies, and practices in place regarding the following matters: |
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| advise the Executive Committee or the President, as appropriate, on matters arising from the review | |
| f) | advise the President and Executive Committee on matters related to collective agreements. |
- the Chairperson appointed by the Board;
- six members, at least one of whom shall be a student and at least one of whom shall be a faculty member;
- the Vice-Chair;
- the Vice-President (Administration and Finance);
- the Chancellor (ex-officio);
- the Chair (ex-officio);
- the Chair of the Executive Committee(ex-officio); and
- the President (ex-officio).
| a) | advise and assist the Executive Committee in developing policies, related to the University's investments, and in reviewing these policies periodically, to ensure the long-term health of the funds; |
| b) | make recommendations to the Executive Committee on the appointment of investment managers and custodians and review these arrangements on a bi-annual basis; |
| c) | monitor the performance of the investment managers and make recommendations with respect thereto, as deemed appropriate, to the Executive Committee. |
- the Chairperson;
- six members, at least one of whom shall be a student and at least one of whom shall be a faculty member;
- the Chairperson of the Finance and Administration Committee (ex-officio)
- the Chancellor (ex-officio);
- the Chair (ex-officio);
- the Chair of the Executive Committee (ex-officio); and
- the President (ex-officio).
| a) | The Nominating and Governance Committee shall from time to time make nominations to the Board or to the Executive Committee in connection with: | ||||||||
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| b) | The Nominating and Governance Committee shall be advisory to the Board of Regents, and shall: | ||||||||
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- the Chancellor, who shall be the Chairperson thereof;
- the Chair;
- the Chair of the Executive Committee:
- two members of the Executive Committee to be appointed by the Executive Committee; and
- one member of the Board to be appointed by the Board.
- real estate;
- leased property;
- buildings;
- grounds;
- physical plant infrastructure;
- related health and safety; and
- such other topics as the Executive Committee may from time to time refer to the Committee or which the Committee may from time to time deem to fall within the general scope of its mandate and responsibilities.
| a) | advise and assist the Executive Committee in developing policies related to the University's real property, leased property and physical plant (grounds, buildings and infrastructure), and in reviewing these policies periodically, to ensure their appropriateness; |
| b) | review, from time to time as the Property Committee deems appropriate, the University's real property, its leased property and its property needs and recommend to the Executive Committee any actions deemed appropriate in the short or long range interests of the University; |
| c) | review, from time to time as the Property Committee deems appropriate, the administrative structures, policies and practices in place to ensure the ongoing health and safety of the physical plant (grounds, buildings and infrastructure) and recommend to the Executive Committee or the President, as appropriate, changes in policy or practices arising from this review; |
| d) | provide advice to the Finance and Administration Committee, where appropriate, on matters related to collective agreements as they affect the physical plant issues; |
| e) | review recommendations from the President, and forward appropriate recommendations to the Executive Committee, related to: |
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| f) | review each year the plan for deferred maintenance projects for the coming year and subsequent years and make recommendations to the President and the Executive Committee concerning the University's deferred maintenance needs and the resources which should be dedicated to meeting those needs. |
- the Chairperson;
- six members, at least one of whom shall be a student and at least one of whom shall be a faculty member;
- the Chairperson of the Finance and Administration Committee (ex-officio);
- the Chair (ex-officio);
- the Chair of the Executive Committee (ex-officio); and
- the President (ex-officio).
- student health;
- athletics;
- residence;
- counseling;
- discipline;
- student government;
- spiritual; and
- such other issues and topics as the Board or the Executive Committee may from time to time refer to the committee or which the Committee may from time to time deem to fall within the general scope of its mandate and responsibilities.
| a) | support the Vice-President, International & Student Affairs in addressing student life initiatives and issues. |
| b) | examine and review the student affairs of the University so as to inform the Board of Regents on student life matters which the Committee considers would be of general interest to the members and provide advice to the Board when the Committee deems it necessary and important. |
| c) | review and monitor the implementation of and adherence to the University’s strategic statement in any student affairs matters and report to the Board accordingly. |
| d) | review such other issues and topics as the Board or the Executive Committee may from time-to-time refer to the Committee. |
| e) | meet at least three times a year |
| f) | report, at each regular Board meeting, on activities of the Student Affairs committee. |
- the Chairperson;
- three students and one faculty member;
- three Regents;
- the Chancellor (ex-officio);
- the Chair (ex-officio);
- the Chair of the Executive Committee (ex-officio);
- the President (ex-officio);
- the Vice-President (International and Student Affairs) (ex-officio); and
- the Provost and Vice-President, Academic and Research (ex-officio).
- the Chancellor;
- the President
- the Chair of the Board of Regents;
- the Vice-Chair of the Board of Regents;
- and One of the Regents, appointed by the Board of Regents, and
- The Chairperson of each of the Standing Committees (other than the Audit Committee).
| a) | make recommendations to the Board, through the Executive Committee, concerning the senior administration of the University, including the President, Vice-Presidents, and any other persons deemed by the Executive Committee, on the recommendation of the President, to be members of the senior administration; | ||||||||||||||||
| b) | make recommendations to the Board on procedures to ensure the proper selection of the President; | ||||||||||||||||
| c) | assist in the transition from one president to another; | ||||||||||||||||
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The Human Resources Committee shall consist of :
- the Chair of the Board;
- the Vice-Chair of the Board;
- the Chair of the Executive Committee; and
- the Chair of the Finance and Administration Committee.
Ron Outerbridge, Chair
Craig Brett
Pat Joyce
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February 21, 2013