Terms of Reference

Nipissing University Alumni Advisory Board

TERMS OF REFERENCE

1.0 PURPOSE

1.1 The purpose of the Nipissing University Alumni Advisory Board (NUAA) is to provide advice and feedback to the Board of Governors of Nipissing University on its directions, policies, and services as they affect the Nipissing University community.

2.0 OBJECTIVES

2.1 The objectives of the Nipissing University Alumni Advisory Board are:

• to act as a resource to the Board of Governors on planning, implementation and evaluation of University services and activities.

• to serve as a formal mechanism to exchange ideas and concerns related to Nipissing University, as identified by board members and their constituents in the alumni community.

• to serve as a communications vehicle to the alumni community on the work and plans of Nipissing University and its impact on the alumni community.

3.0 RIGHTS

3.1 In the event that the NUAA determines its membership or terms of reference not to be appropriate, it shall have the power to recommend and implement amendments to these Terms of Reference.

• The NUAA will maintain two active sub-committees. One dedicated to events and sponsorship and the second to recruitment. The NUAA may establish additional sub-committees to plan and address specific issues and to report thereon to the Nipissing University Board of Governors.

4.0 MEMBERSHIP

4.1 The NUAA shall consist of a minimum of 10 representatives of the Nipissing University alumni community. Each member will have voting rights with the exception of the Advancement Advisor.

4.2 Membership shall include, but not be limited to, the following representatives:

• Nipissing University Alumni* - 5
• Nipissing University Student Ambassadors (NUSA) - 1
• Nipissing University Student Union (NUSU) - 1
• Nipissing University Faculty and/or Staff - 2
• Brantford Campus Representative - 1
• Muskoka Campus Representative - 1
• Board of Governor Representative - 1
• Community Representative - 2
• Advancement Advisor Ex-officio (Who will act as the Secretary)  – 1

*Nipissing University Alumni can include graduates from North Bay Normal School, North Bay Teachers’ College,

Nipissing University College, and Nipissing University.

4.3  Members serve a two-year term and may elect to remain on the NUAA for a maximum of three consecutive terms.

4.4 An Executive consisting of a President and Treasurer will be nominated and elected at the last regular meeting of the NUAA. The Executive positions must be held by an alumnus. The Executive may be re-elected for a maximum of three consecutive terms.

4.5 Membership shall be offered annually based on the recruitment plan of the NUAA.

4.6 Responsibilities of Board Members:

• Attend the scheduled 4 meetings per year
• Attend the Annual Retreat
• Represent either the Events/Sponsorship or Recruitment sub-committee
• Be available and offer service and support at alumni events
• Initiate outreach to alumni and bring questions or suggestions raised by alumni to the NUAA for discussion

4.7 Meeting Etiquette:

• Members will abide by time guidelines, stick to the agenda, and make an effort to guide themselves using the philosophy of “principles before personalities”. Each member will maintain a positive, friendly and open environment where all contributions are welcomed. Members are expected to listen to others without interruption and to speak in turn.

5.0 QUORUM

5.1 A majority of all members in attendance or via proxy shall constitute a quorum for the meetings of the NUAA.

6.0 PROCESS

6.1 The Nipissing University Alumni Advisory Board shall meet four times per year plus an annual retreat meeting will be held in September of each year.  Succession planning and critical path will be determined at the annual retreat. An agenda for each meeting shall be sent prior to the meeting.  Members of the Board will be encouraged to contribute to the agenda.

7.0 REPORTING

7.1 The Alumni Relations Officer, as part of University Advancement, will maintain and update the website of all relevant events, services, and information pertaining to the NUAA.

7.2 The NUAA reports monthly to the Nipissing University Board of Governors and Senate.

7.3 The NUAA reports twice annually to the Nipissing University Alumni through the Review.

8.0 BOARD MEMBER JOB DESCRIPTIONS

President

• Represents the Alumni population at alumni events
• Ensures meeting stays on topic, on time and that all members have opportunity in discussion
• Creates agendas with the assistance of the Advancement Advisor
• Attend the monthly Board of Governors meetings each month (arranges for a replacement from within the Board if attendance is not possible)

Treasurer

• Provides budget guidelines and financial reports

Advancement Advisor

• Acts as the Recording Secretary for the NUAA. Responsible for the organization of meeting logistics including taking and distributing meeting agendas and minutes
• Update and advise on Alumni Relations activities and events
• Coordinate the Review magazine submission with the President and Treasurer
• Assist with event planning
• Coordinate promotional materials
• Coordinate Distinguished Alumni and Alumni Achievement Award nominations and bring forward to the NUAA for review and selection