SECTION 1 – NAME
The name of the committee shall be the Ontario Universities’ Fair Steering Committee, herein after referred to as OUF-SC.
SECTION 2 – PURPOSE
Its mandate is to ensure that Ontario universities are effectively marketed in order to provide information to prospective students and their families through the Fair.
The OUF-SC is appointed by the Ontario University Registrars’ Association (OURA) Executive. It reports on the OUF to the OURA Executive and the Ontario Universities’ Application Centre (OUAC) Advisory Board who ensures that OUF meets the needs of the registrarial and liaison communities as is practical.
SECTION 3 – RELATIONSHIP TO THE COUNCIL OF ONTARIO UNIVERSITIES
The OUF-SC is responsible for directing the OUF as a service to Council of Ontario Universities’ (COU) members and associate members.
SECTION 4 – OUF-SC RESPONSIBILITIES
The following shall be functions of the OUF-SC and the members thereof:
To formulate a strategic plan for the OUF every three years and present it for consideration to the OUAC Advisory Board and to the OURA Executive.
To monitor the OUF’s performance against the strategic plan.
To maintain the OUF Policy Manual in order to meet the objectives of the strategic plan and good business practice. Contents of the manual will include, but are not limited to: OUF policies and compliance – including regulating sponsorship, space allocation, booths, pricing and signage; budgeting and budget compliance; operations management; relations with universities; marketing; contracting; risk management and human resources management.
To establish goals for organizational performance and direction prior to each OUF.
To evaluate each OUF on its completion against the set goals.
To submit timely reports to the OUAC Advisory Board, the OURA Executive, the Standing Committee on Student Recruitment (SCSR) and to the COU. An annual report will include an evaluation of the most recent Fair; plans for the upcoming Fair and periodic strategic plans.
As a senior member of the General Committee on Student Recruitment (GCSR), the appointed Chair will bring the best information and expertise in liaison to bear on the direction of the OUF. The Chair of the OUF-SC will report on the OUF to the OURA Executive and the OUAC Advisory Board whereby he/she will solicit advice and information.
The OUF-SC Chair will report to the SCSSL and GCSSL on all matters related to the management of the affairs of the OUF Steering Committee and the Ontario Universities’ Fair. The OUF-SC Chair will manage the affairs of the OUF-SC and the OUF in order to fulfill the mandate of the OUF; review and recommend on contracts and budgets to the OUAC; manage the event contractor in partnership with the OUAC; liaise effectively with OUAC administrators and manage processes and timelines.
The OUF-SC shall have the discretion to delegate responsibilities and accountabilities to the OUAC, contractors and volunteers in order to fulfill its mandate.
SECTION 5 – MEMBERSHIP
The OUF-SC shall consist of eight members from institutions which are recognized by the Council of Ontario Universities. Each member shall have one vote on all matters brought before the OUF-SC. It is important that the election/appointment process for OUF-SC membership encourage and facilitate broad geographic and institutional representation from within the Ontario university community.
The OUF-SC composition shall consist of the following representation:
Four members named by the OURA General Committee on Student Recruitment. Of these, a senior member of the liaison community shall be elected as Steering Committee Chair by the General Committee on Student Recruitment Committee for a term of one year. The executive positions of Vice-Chair and Past Chair will also be drawn from this group, serving for one year in each position.GCSSL.
Two members named by the OURA Executive. Of the two, one shall be a registrar. The second shall be a senior administrator responsible for their Institution’s Fair budget.
Two members named by COU and OUAC.
SECTION 6 – OUF-SC ELECTIONS
The election of two new GCSSL OUF-SC members shall take place at the GCSSL Annual General Meeting. One will be elected as Vice-Chair, and the second will serve a one-year term. (Once elected as Vice-Chair, it is intended that this member will remain a member of the OUF-SC for three terms.)
The SCSSL Chair is responsible for inviting nominations for each of the two GCSSL positions. Nominees must be sanctioned by their institution to stand for election. It is expected that nominees for the Vice-Chair role be drawn from the senior level of the liaison collective, and have sufficient knowledge and experience to become OUF-SC Chair following their term as Vice-Chair.
The Chair of the SCSSL shall inform members of the GCSSL, prior to the General Meeting, of those who will stand for election. Nominations may be made from the floor for the three positions if a two-thirds majority of institutions so approve. Such nominees must have the prior consent of their institution to stand for election. Any member of the GCSSL is eligible to nominate candidates for any position. Of these three positions, one must to be a senior member in the Liaison collective, who has the experience and knowledge to be considered appropriate for appointment by the GCSSL to the role of the Chair of the OUF-SC.
The representatives from the OURA Executive, COU and the OUAC shall be appointed or elected by their constituency in a manner appropriate to them.
SECTION 7 – OPERATING YEAR
The operating year for the OUF-SC shall be from March 1 to the end of February.
SECTION 8 – MEETINGS
The OUF-SC shall meet on a regular and on-going basis throughout the year as deemed necessary by the OUF-SC Chair. Bourinot’s Rules of Order shall apply in the conduct of any meeting. Members desiring to speak on any point shall ask the Chair for the floor and may not speak more than three times on any one subject without the special permission of the Chair.
SECTION 9 – TERM- OF OFFICE
Members drawn from outside the GCSSL shall normally be appointed for two-year terms. Members from the GCSSL will serve as indicated in Section 5.
SECTION 10 – VOTING
Each member of the OUF-SC shall be a voting member. Quorum shall be a majority of members within OUF-SC.
SECTION 11 – VACANCIES
Should a vacancy occur on the OUF-SC, the committee shall have discretion as to whether the vacancy will be filled by appointment by the OUF-SC or by requesting appointments from the OURA Executive, COU or the Standing Committee on Student Recruitment. In all instances, appointments shall honour the proportionality as defined in Section 5 – MEMBERSHIP.