Committees

Most of the deliberation, decision-making, and project work at CAUL-CBUA occurs in the context of CAUL-CBUA’s committees.  CAUL-CBUA committees are advisory to, or act under the authority of, the CAUL-CBUA Board of Directors, and regularly report to the Board and membership.

From time to time, the Board, the Manager, or committees will strike sub-committees or working groups to give greater focus to a given area of concern or to a project.

Definitions

Standing Committee: A standing committee is formed as a governance committee that aids in running the organization.  Each standing committee is comprised primarily of CAUL-CBUA members and their terms of reference are reviewable at the discretion of the Board.

Committee: A committee is formed to drive activities in areas that CAUL-CBUA is interested in pursuing on behalf of its membership.  Each committee is comprised primarily of CAUL-CBUA members and their terms of reference are reviewable as activities are completed and/or the focus shifts.

Sub-Committee: A sub-committee is formed subordinate to a standing committee or committee to drive activities in areas CAUL-CBUA is interested in pursuing on behalf of its membership.  They are comprised primarily of CAUL-CBUA members and their terms of reference are reviewable as activities are completed and/or the focus shifts.

Working Group: A working group exists for a specific duration and is formed to drive projects in areas CAUL-CBUA is interested in pursuing on behalf of the membership.  Each working group is comprised primarily of CAUL-CBUA members and once the project is complete, the working group is typically disbanded.

  1. Formation
    1. Standing Committees, Committees, and Sub-Committees
      These are formed by the Board, which approves their terms of reference and appoints a Board of Director representative as a voting member.  The terms of reference should reflect, but are not limited to, priorities identified in the CAUL-CBUA Strategic Plan.  The Board is also responsible for annually reviewing the terms of reference for each committee.
    2. Working Groups
      With Executive Committee approval, these are formed by standing committees, committees, sub-committees after consultation with the Manager.  The Manager may also form working groups with Executive Committee approval.  The Executive Committee may form working groups with Board approval.  The formation shall be accompanied by a statement of purpose and a defined project time-line, which can be extended at the discretion of the Executive Committee.
  2. Length of Service
    The term of service for members of standing committees, committees, and sub-committees may vary, but is generally two years.  A member can serve no more than two terms in succession; but may serve again on the same committee in a non-consecutive term.  Exceptions to this limit on consecutive terms may be made at the discretion of the Board.  Attempts should be made to stagger terms to provide continuance.  For newly formed standing committees, committees, and sub-committees, staggered terms will be achieved during the initial formation, with half of the members having an initial term of three years, and the remainder with the standard two-year term.  The term of service for members of working groups is defined by the project term.
  3. Representation
    Generally, although with exceptions (document delivery), standing committees, committees, sub-committees, and working groups will not be representative (one member per institution).  Instead they will be open to those with expertise, or expressed interest, in the area.  Standing committees, committees, and sub-committees shall normally consist of 6-8 members.  Working groups shall consist of the number of members defined by the needs of the project.
  4. Populating
    1. Standing Committees, Committees and Sub-Committees
      Once the terms of reference have been approved by the Board, the Manager shall put out an open call for interested members.  The Board representative for each entity is determined by the Board.  For Standing Committees, the membership is determined by the Board.  Each call shall contain the terms of reference and a statement of the expected commitment for each member.  Each response received must include a statement of support from the institution’s Director.  If more expressions of interest are received than are needed, the Manager in consultation with the Board representative for that entity shall determine the final membership, keeping in mind existing representation from institutions on the committee and the individuals’ relevant expertise.
  5. Working Groups
    Once the terms of reference have been approved by the Executive Committee, the owning entity shall populate the group through an open call and/or one directed at specific individuals.  The working group shall include a representative from the owning entity.  If an open call, it shall contain the terms of reference and a statement of the expected commitment for each member.  If more expressions of interest are received than are needed, the Manager in consultation with the representative for that entity shall determine the final membership, keeping in mind existing representation from institutions on the working group and the individuals’ relevant expertise.  Each response, whether through an open or directed call, must include a statement of support from the institution’s Director.
  6. Chairing
    1. Standing Committees, Committees, and Sub-Committees
      Unless otherwise determined by the Board at the time of formation, the committee/sub-committee members shall choose the Chair.
    2. Working Groups
      The Chair shall be a representative of the owning entity.
  7. Replacing Members
    1. Standing Committees, Committees, and Sub-Committees
      If a member cannot fulfill his/her term, a replacement will be determined through an open call.  The Manager shall normally be responsible for coordinating the replacement call, using the same criteria as the initial call.
    2. Working Groups
      If a member cannot fulfill his/her term, the Chair will determine whether a replacement is needed.  If a replacement is needed, the replacement will be determined through an open call. The Manager shall normally be responsible for coordinating the replacement call, using the same criteria as the initial call.
  8. Disbanding
    The Board can, at any time, disband a standing committee, committee, sub-committee, or working group.  In addition, if all members are in agreement, the working group membership can request that the Board disband the group or change its terms of reference.  This request will normally come to the Board by way of a formal report at a Board of Directors meeting.
     
  9. Oversight
    Oversight of activities shall normally be done in several ways:
    1. Standing Committees and committees shall be required to provide a written summary of activities in advance of each Board of Directors meeting.  Sub-Committees shall be required to provide a written summary of activities to each Board of Directors meeting through the Chair of the Committee to which it is subordinate.  Working groups shall be required to provide a written summary of activities to each Board of Directors meeting through entity under whose auspices they were formed.
    2. A Board of Director liaison will sit on each standing committee and committee.
    3. The Manager shall serve as support person to each standing committee, committee, sub-committee, and working group.
  10. Communication
    The committee communicates using the CAUL-CBUA teleconference system and the committee’s designated mailing list.

When committee membership is not fully representative of all member institutions, it is crucial that communication mechanisms be in place to ensure that all member institutions have a voice in the committee’s activities and deliberations.  To facilitate this bi-directional communication, committee members must actively engage in regular dialogue with institutions not represented in the committee membership.  This communication includes, but is not limited to, ensuring that committee meeting agendas and minutes are regularly posted to the CAUL-CBUA website in a timely manner.  An example of a method for ensuring bi-directional communication with non-represented members would be for each member of the committee to be responsible for communicating the work of the committee to specified non-represented members, to answer their questions, and to collect their feedback and comments and bring these back to committee discussions.

Created May 6, 2016; Revised July 11, 2016; Revised August 15, 2016