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Terms of Reference

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University of Saskatchewan
Regional Advisory Councils
Terms of Reference
October 4, 2007 

Preamble

In order to promote increased communication and feedback between the University of Saskatchewan and the communities it serves, Regional Advisory Councils have been created to facilitate the process.

Background

The University of Saskatchewan's Foundational Document on Outreach and Engagement (OEFD), outlines the University's commitment to a mutually beneficial university-community engagement model. Regional Advisory Councils are identified as one of the institution-level networks that will connect the University more closely to Saskatchewan communities:

“These will be incorporated under University Advancement, specifically the Communications Office, to reflect their key role in shaping communication between the University, educational partners, business and community leaders. They would also provide an important place for the University to discuss engagement opportunities with community participants. The Regional Advisory Councils could potentially have a closer connection to the University’s Alumni Association and might provide a focal point for the development of alumni groups within Canada and beyond. Additionally, while the print medium has been the traditional means to communicate our achievements, the Regional Advisory Councils might also be effectively supported through digital Telecommunications given the resources and expertise now available, particularly those in the Division of Media and Technology Services.” (Foundational Document on Outreach and Engagement, P. 28, January 26, 2006)

Regional Advisory Councils, as a university-community engagement model, will interface with the Round Table on Outreach and Engagement (described in the OEFD), now known as the Senate Round Table on Outreach and Engagement (Senate Minutes, April, 2007). The name “Senate Round Table on Outreach and Engagement” reflects the central role of Senate in outreach and engagement. The relationship with Senate will ensure appropriate communication and collaboration and reinforce Senate‟s role as the University's ‟window on the province.‟ Representation on the Round Table on Outreach and Engagement could include: four Regional Advisory Council chairs; four community leaders; four staff; and four faculty members.

“The Round Table would be drawn from both the University and external communities with provincial representation (at least). Its members would include people who have knowledge of and experience in outreach and engagement: highly involved faculty, staff, and student representatives from widely spread parts of the University; administrators responsible for major initiatives; and leaders in community and professional organizations. If colleges have designated individuals responsible for leading outreach and engagement, those individuals should be part of the Round Table. The role of the Round Table should be to nurture and support the University’s outreach and engagement efforts. It should provide advice and guidance on areas of need and emphasis, reflect on outreach and engagement initiatives on campus, and foster university-community relationships to help generate new and ongoing partnerships that provide opportunities for involvement of diverse segments of the University in outreach and engagement. Its meetings should provide opportunities to consider institutional policies and structures that affect outreach and engagement, develop new strategies and approaches, and ensure that best practices are shared.” (Foundational Document on Outreach and Engagement, P. 28, January 26, 2006)

1. Status

1.1 The University Council Committee on Extension and Public Service proposed the creation of the
Regional Advisory Councils to University Council and University Senate in 2000. Both bodies
approved the concept leaving the details of the work and the terms of reference to be worked out by
the elected Senators and relevant University officials from the Extension Division, Alumni and
Development, Communications, the University Secretary's Office and the President's Office.
1.2 In 2006, the Outreach and Foundational Document recommended the Regional Advisory Councils
be incorporated under University Advancement, specifically the University Communications Office,
to reflect their key role in shaping communication between the University and its educational
partners, and business and community leaders.
1.3 University Advancement will provide an annual summative report compiled from the individual
Regional Advisory Council reports for information/action to Senate at its spring meeting and to the
Senate Round Table

2. Purpose

2.1 To provide the Senate a means to carry out its central role in promoting enhanced communication
with the public and in assisting the University to identify and implement strategies to respond to the
communities it serves.
2.2 To connect the Senate Round Table and the University more closely to Saskatchewan communities.
2.3 To advise the University on matters pertaining to policies, procedures, programs, initiatives, etc.
2.4 To act as an advocate for University programming and activities throughout each region.
2.5 To provide a vehicle for consultation related to University programs and activities in order to
encourage and provide a linkage between the University and the people throughout each region.
2.6 To increase public awareness and understanding of University programs and activities.

3. Membership

3.1 Normally, there will be a Regional Advisory Council for each Senate district, but other arrangements
may be warranted in special circumstances.
3.2 Elected Senators who represent the various Senate districts will play a visible and significant role in
the Regional Advisory Councils and will serve as chair at the Regional Advisory Council meetings.
3.3 Each Regional Advisory Council will normally have a minimum of seven and a maximum of twelve
members. Exceptions may be warranted based on conditions in specific Senate districts and will be
determined by the University in consultation with the elected Senator who represents the district.
3.4 Invitations will be sent by the University and each elected Senator to appropriate individuals,
institutions and organizations from a Senate district in order to select representatives to serve on the
Regional Advisory Councils. Examples of such institutions and organizations would be Regional
Colleges, local First Nations and Métis groups, SIAST, University of Saskatchewan Alumni
Association branches, Local/Regional School Boards, Regional Health Boards, Agriculture and
Professional Organizations (Medicine, Law, Education, Accounting, etc.), Chambers of Commerce,
Governmental (Municipal and Provincial representatives) groups, and student and parent groups.
3.5 In addition, the University may designate individuals to serve as members of each Council. Regional
Advisory Council members will be recommended by the elected Senator and confirmed by the
President.
3.6 The University may also request participation of additional community members with expertise
relevant to specific meeting agendas.
3.7 Each Council chair will normally be the elected member of Senate for the district in question.
3.8 Ex officio members of each Regional Advisory Council will include all members of the Regional
Advisory Council Liaison Committee, the University Secretary, the Chancellor as Chairperson of
University Senate, and the President.

4. Term of Office

4.1 During the initial pilot year of a new Regional Advisory Council, membership will be for a one-year
term.
4.2 In the first operational year of a new Regional Advisory Council, following the pilot year, one-third of
the new appointments will be for one-year terms, one-third for two-year terms, and one-third for
three-year terms.
4.3 Membership of an elected Senator on a Regional Advisory Council will coincide with their term as
Senator. An elected Senator may continue on an Regional Advisory Council as a regular Regional
Advisory Council member after the Senator's term on the Senate has ended.
4.4 Otherwise, membership on the Councils will be for a three-year term. Terms are renewable up to
three terms.

5. Meetings

5.1 Each Regional Advisory Council will meet a minimum of once each year.
5.2 The President of the University of Saskatchewan or other university representatives will meet with
each of the Regional Advisory Councils at least once per year.
5.3 Every effort will be made to coordinate visits of the President to locations outside of Saskatoon with
meetings of the Regional Advisory Council.

6. Operation

6.1 The Chair of each Regional Advisory Council will provide annual written reports to the University-.
6.2 The University's Senate as „the window on the community,‟ will be the body responsible for
governance sponsorship of the Regional Advisory Councils thus connecting communities to the
university. The University Communications office as the campus unit charged with implementing
and maintaining the Regional Advisory Councils will provide central coordination and administration
for the Councils.
6.3 A Regional Advisory Council Liaison Committee of University personnel will ensure communications
and information sharing among the Regional Advisory Councils and with appropriate committees,
colleges, divisions and offices of the University.

6.4 The liaison committee will be chaired by a representative of the University Communications Office
and will normally include representatives from University Council, Alumni Relations, the Centre for
Continuing and Distance Education, the President‟s Office, the University Secretary's Office, and
the Senate Round Table.
6.5 All ex officio members of the Regional Advisory Councils will have access to copies of minutes of
Regional Advisory Council meetings. Each Regional Advisory Council will have access to minutes
from Regional Advisory Council meetings in other Senate regions in order to keep abreast of all
Regional Activity Council discussions.

Amendments

Excerpt from the June 20, 2001 minutes of the Regional Advisory Council Coordinating Committee:
Laura Rossnagel pointed out that the reference to “Alumni Affairs” in Clause 6 should be changed to read “Alumni and Development.”
**********
Excerpt from the April 28, 2001 minutes of University Senate (4.6 Regional Advisory Councils Pilot
Project):
THOMPSON/GUSTAFSON: That article 3.3 of the U of S Regional Advisory Council's terms of reference be amended to read as follows: In addition, the University may designate individuals to serve as members of each council. Regional Advisory Committee members will be recommended by the elected Senator and confirmed by the President.
(Original Terms of Reference October 6, 2000. Amended on April 28, 2001 and June 20, 2001.)