Proposed Committees 2019-10-10T08:41:50+00:00

Proposed Functional Committees

In effort to move forward with our Strategic Plan, Creating a Culture of Opportunity, Science Atlantic is calling for participants in our new functional committees. These committees, which fall under our strategic priorities, will serve to strengthen our organization, expand our reach, and propel us to the forefront of science in Atlantic Canada.

Each committee is further divided into working groups, which are described below.

If you have skills or interest in these areas, or know someone who does, please contact lois@scienceatlantic.ca.

Full purpose and description for each committee and proposed working group are listed below along with an organizational diagram.

Committees

Purpose: The Strategic Planning Committee’s purpose is to assist the Board and Executive Director in setting and maintaining the strategic direction for Science Atlantic.

Functions:

  • Ensuring that Science Atlantic has a current and relevant strategic plan
  • Auditing the successful implementation of the plan
  • Ensuring that measurable goals and objectives are established to enable assessing progress
  • Making recommendations to the Board in order to achieve the goals of the plan
  • On a quarterly basis, assessing the achievements and activities of the organization against the goals in the
  • Preparing a brief, annual (October) written report summarizing the achievements and setbacks of the year and presenting at the annual general meeting (November)
  • Updating the plan as necessary, for review by the Board, based on previous outcomes and emerging trends
  • Ensuring the coordination of broader strategic planning activities every five years

Maintain a sustainable and inclusive governance that embraces an engaged and diverse community and includes the resources needed to ensure the organization’s future.

Cultivate partnerships inside and outside the organization that will strengthen the regional scientific community and provide opportunities for our various stakeholders.

Empower our membership community, students, and alumni to become leaders both within the organization and in the greater community.

Working Groups

Purpose:  The purpose of the Governance Committee is to ensure that the Board fulfills its legal, ethical, and functional responsibilities through adequate policy development, recruitment strategies, training programs, monitoring of Board activities, and evaluation of Board members’ performance.

Functions:

  • Annually administer member skills matrix to ensure diversity of expertise
  • Manage annual nomination process
  • Provide orientation to Board members
  • Periodically review the adequacy and effectiveness of governance documents including by-laws and committee terms of reference
  • Ensure active engagement of the Institutional Representatives on governance issues
  • Ongoing governance activities (e.g., Board self-assessment)

Purpose:  The Membership Committee is responsible for ensuring the active engagement of members at both the institutional and individual level.

Functions:

Note: Most activities of this committee will require partnership with staff for both information and implementation.

  • Develop and implement MOU
  • Review institutional member applications and renewals (USteA, NSCC, etc.)
  • Onboarding and communicating with Institutional Representatives and Committee Chairs
    • Code of Conduct
    • Position job descriptions
    • Holding members accountable
  • Onboarding individual committee members (staff implementation)
    • Code of Conduct
    • Orientation
  • Hall of Fame/service pins criteria and nominee review (staff implementation)

Purpose:  The purpose of the Finance and Resources Committee is to ensure adequate resources to allow the organization to thrive.

Functions:

  • Develop and oversee implementation of annual budget
  • Ensure adequate funding for staff and other resources
  • Establish income generation strategy, including:
    • Reviewing annual fee structure periodically
    • Conference surplus going back into SA operational budget
    • Developing partnerships (sponsors)
    • Fundraising/personal donations strategy
    • Grant writing

Purpose:  The purpose of the Human Resources committee is to maximize the successful delivery of the mission through its employees and to make recommendations about appropriate job descriptions, work conditions, and compensation and benefits.

Functions:

  • With the Policy Oversight Committee, establish human resources policies
  • Oversee and implement human resources policies as needed
  • Establish and regularly review the job description and compensation for the Executive Director
  • Oversee the hiring and evaluation of the Executive Director
  • With the Executive Director, review and amend job descriptions for all positions
  • Recommend compensation for all positions that commensurate with duties
  • Encourage professional development activities for staff
  • Investigate alternative solutions for office space

Purpose: is to identify required policies, review and give feedback on draft policies prepared by staff, present new and revised policies to the Board for approval, and provide recommendations to the Board on policy decisions that go beyond the scope of the Executive Director’s authority.

Functions:   

  • Review and revise policies drafted by the staff
  • Recommend policies or edits to policies for approval by the Board
  • Review existing policies no less than once every three years
  • Interpret policies as requested to facilitate effective Board decision-making

Examples of duties:

  • Biology Committee/Crandall inclusiveness statement – great engagement of committee members but needs governance level approval
  • Approving Holding Account uses outside established policy (could be a finance committee task)
  • Determining consistency between SA policies and institutional policies when applicable

Purpose: Promote Science Atlantic at events and to networks; demonstrate the value of Science Atlantic to those outside the organization and leverage the internal Science Atlantic community, i.e. alumni and students.

Functions:

  • Promote Science Atlantic at institutional events
  • Promote Science Atlantic at industry/networking events
  • Identify events/channels for promotion of Science Atlantic
  • Work with Finance and Resource Committee on partnerships and sponsors
  • Connect with Science Atlantic community to identify potential donors

Purpose:  The AFRED Advisory Committee is an ad hoc group of interested stakeholders offering ideas and providing feedback and advice to AFRED staff, the Science Atlantic Executive Director and the Science Atlantic Board regarding the development and implementation of the Atlantic Facilities and Research Equipment Database (AFRED).

Functions:

  • Identifying and discussing key issues that may impact the purpose and direction of AFRED
  • Identifying opportunities for partnership and collaboration
  • Discussing potential business models for sustaining AFRED
  • Serving as a sounding board for staff
  • Making recommendations to the Board as they relate to the overall direction of AFRED
  • Soliciting new members

Purpose:  To establish a clearinghouse of best practices and initiatives for faculty and students in disciplines supported by Science Atlantic.

Functions:

  • Develop new programs and tools to facilitate teaching and learning
  • Plan teaching and learning workshops for faculty
  • Attend annual regional science teaching and learning conferences, i.e. AAU Teaching Showcase, Dal LTC, etc.
  • Conduct surveys to understand learners needs and interests

Purpose: The Science Atlantic Working Group on Research seeks to enhance scientific research capacity and collaboration in the Atlantic region by building on the collective strengths of the Science Atlantic member institutions and the Science Atlantic committees.

Potential broader purpose: To use our collective voice to address regional science issues.

Functions:

  • Advising the Science Atlantic Executive and Council on matters that may affect scientific research capacity in the region, including relationships with agencies that support research in the sciences.
  • Acting as a knowledge exchange for member institutions in matters related to scientific research policy.
  • Fostering multi-institutional initiatives on science research.
  • Publicizing the economic and societal benefits of science research for the region, including the benefits of training highly qualified personnel.
  • Inclusive of (former) Animal Care Committee
  • Standardized research ethics agreement

Purpose:  to ensure consistent delivery of student conferences in keeping with the mission and principles of Science Atlantic; to provide suggestions and feedback to organizers, to discuss and determine solutions for issues that are outside the scope of staff decision-making authority.

Possible functions:

  • Collecting and sharing best practices (e.g., planning, awards guidelines)
  • Providing updated CIAB content to staff
  • Encourage the development of value-added initiatives or activities that can be adopted by some or all conferences
  • Ensuring judging guidelines are consistent and appropriate
  • Decision making outside staff scope e.g., What aspects of Science Atlantic conference support are an option vs mandatory? (e.g., using our registration software)
  • Managing a centralized student travel fund

Structure