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Line 80: − + − * four (2) Co-chairs (two from CIRNAC and two from ISC) − * two (2) Vice-Chairs (in the NCR or Regions, minimum 1 CIRNAC, 1 ISC) − * two (2) Treasurers (1 CIRNAC, 1 ISC) + − * multiple Communications Representatives (minimum 1 CIRNAC, 1 ISC) − * one (1) Head of YPN Affairs − * one (1) Head of CIRNAC Affairs − * one (1) Head of ISC Affairs − * multiple Regional Representatives + − * two (2) Student Representatives from each Student Network (1 CIRNAC, 1 ISC) − * multiple Indigenous Advisor/Representative − * as required Initiative Leads − ===== ''Co-Chairs (two from CIRNAC, two from ISC)'' =====+ − Responsibilities: − * Identify current and potential network priorities. − * Set the agenda for and lead general meetings (see Section 6.1) − * Report on recent developments, initiatives and issues/challenges to the Employee Co-Champion of Youth (CIRNAC), Senior Advisor to the ADM Next Gen Champion (ISC). − * Represent ''CIRNAC/ISC-YPN'' at meetings of the National Capital Region (NCR) YPN, and bring updates from those meetings to the ''CIRNAC-ISC-YPN'' general meetings. − ===== ''Vice Chair'' =====+ − Responsibilities: − * Assist the Chair in all related responsibilities. − * Act as the Chair upon their request or absence. − * Act as the primary backup for either the Treasurer or Head of Comms (one each). − * Organize bi-weekly Executive Committee Meetings (prepare the Agenda, facilitate the meeting, organize who will take minutes) + − * Manage the shared e-mail inbox (forward e-mails to the appropriate person, add members to the distribution list, organize the CIRNAC-ISC distribution lists) − ===== ''Treasurer'' =====+ − Responsibilities: − * Develop and maintain a Master Budget. − * Know and understand the resources made available by the Champions, CIRNAC or ISC. − * Prepare hospitality and other financial requests for presentation to YPN Advisors with signing authority. − * Prepare a budget for the discussion and approval of the Executive Committee for the upcoming calendar year based on current resources and priorities. − ===== ''Communications Representatives (multiple)'' =====+ − Responsibilities: − * Be the lead/organizer for proposed advertisements to the Express. − * Manage YPN Facebook group − * Manage YPN Instagram page (to be created) − * Manage YPN Twitter (to be created) − * Draft and disseminate the bi-weekly Newsletter (ensuring that the messages remain consistent with what’s posted on the Facebook, Instagram and Twitter pages) + − * Collaborate with the Co-Chairs, Vice-Chairs and other Communications Representatives to ensure messaging is fulsome, representative and consistent − ===== ''Head of YPN Affairs'' =====+ − Responsibilities: − * Develop and maintain relations with other YPNs in the federal family. − * Identify and pursue opportunities for collaboration with these communities. − ===== ''Head of CIRNAC Affairs'' =====+ − Responsibilities: − * Report on developments, initiatives and issues/challenges to the DG-level Champion and Senior Management Table at CIRNAC along with the Co-Chairs and Vice-Chairs − * Liaises with other departmental networks and communities at CIRNAC to find opportunities for collaboration − * Collaborates with Canada Roots Exchange, along with the Head of ISC Affairs − * Can be a member of the Diversity and Inclusion Working Group/the Youth Portfolio Employee Co-Champion, but is not limited to this position − ===== ''Head of ISC Affairs'' =====+ − Responsibilities: − * Report on developments, initiatives and issues/challenges to the ADM-level Champion at ISC, along with the Co-Chairs and Vice-Chairs − * Liaises with other departmental networks and communities at ISC to find opportunities for collaboration − * Collaborates with Canada Roots Exchange, along with the Head of CIRNAC Affairs − ===== ''Regional Representative(s)'' =====+ − Responsibilities: − * Attend YPN committee meetings with the purpose of reporting on activities taking place in the regions, while also staying informed on what is taking place in HQ and other regions. − * Develop relationships with peers in the region, while promoting and recruiting for the CIRNAC/ISC-YPN. − * Identify how HQ and regions can collaborate on initiatives. + − * Ideally, there would be one Regional Representative per ISC and CIRNAC regions, however in the interim, we can instead have ‘Contact People’ in each region that the Executive Committee can easily correspond with to disseminate information and to receive information. − ===== ''Student Representative(s)'' =====+ − Responsibilities: − * Attend YPN committee meetings with the purpose of reporting on activities of the various student networks at CIRNAC/ISC. − * Share information learned at YPN Committee meetings with their respective student networks at CIRNAC/ISC. − * Share event schedules − * Engage in cross-promotion of YPN events across the student networks, ensuring that students in the department are aware of YPN events and activities. − ===== ''Indigenous Advisors/Representatives (4-6 people minimum)'' =====+ − Responsibilities: − * Provide an Indigenous lens to all YPN events and initiative, including providing feedback and advice on how events could be more inclusive and respectful of Indigenous employees, cultures and knowledge. − * Act as a liaison between the Kumik and the Executive Committee. − * Play an informal advisory role on the inclusion of cultural practices in meetings (e.g. Opening by an Elder / Elders for certain meetings); facilitate and liaise with Elders if appropriate − * Provide advice and guidance on how the YPN will assist with implementing various Calls to Actions. + − ===== ''Initiative Lead(s)'' =====+ − Responsibilities: − * Lead in the delivery of a particular event or service — these may be ongoing or recur on a regular basis (i.e. annually). − + − + − + − + − + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + 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ISC/CIRNAC YPN Terms of Reference (view source)
Revision as of 14:29, 21 July 2021
, 14:29, 21 July 2021no edit summary
==== ''5.2 Executive Committee'' ====
==== ''5.2 Executive Committee'' ====
The YPN Executive Committee will consist of, at a minimum…
The YPN Executive Committee will consist of, at a minimum…
'''Corporate Services'''
● four (2) Co-chairs (two from CIRNAC and two from ISC)
● two (2) Vice-Chairs (in the NCR or Regions, minimum 1 CIRNAC, 1 ISC)
● two (2) Treasurers (1 CIRNAC, 1 ISC)
● multiple Indigenous Advisor/Representatives
● multiple Communications Representatives (newsletter, social media, distribution list/email management)
'''Pillar Teams'''
● two (2) Vice-Presidents of Career Development (1 CIRNAC, 1 ISC)
● two (2) Vice-Presidents of Learning (1 CIRNAC, 1 ISC)
● two (2) Vice-Presidents of Networking (1 CIRNAC, 1 ISC)
● two (2) Vice-Presidents of Cultural Competency (1 CIRNAC, 1 ISC)
● multiple Team Members (for Career Development, Learning, Networking and Cultural Competency teams)
'''YPN Affairs Teams'''
● two (2) Vice-Presidents of Advocacy – Internal (1 CIRNAC, 1 ISC)
● two (2) Vice-Presidents of Advocacy – External (1 CIRNAC, 1 ISC)
● two (2) Vice-Presidents for Students (1 CIRNAC, 1 ISC)
● multiple Team Members (for Advocacy – Internal, Advocacy – External and Students)
* Recruit other YPN members to advance the initiative, including at least one (1) backup Initiative Lead.
● multiple Regional Representatives to be part of the Advocacy – Internal team
* Report to the Executive Committee on developments, resource requirements and issues/challenges.
* Be prepared to present on the initiative at general or special meetings.
* Set the agenda for and lead any sub-committee meetings, as appropriate.
All members of the Corporate Services team, as well as the Vice-Presidents for the Pillar and YPN Affairs teams are expected to attend bi-weekly Executive Committee meetings. Team members within Pillar and YPN Affairs teams are welcome to join Executive Committee meetings as well.
''Note:'' We take an informal approach to the designated roles of the Executive Committee, an approach which adequately takes into account that young professionals in CIRNAC and ISC have fluctuating workloads and will have limited capacity to contribute to the YPN during some weeks or months of the year. Much of this is dependent on our respective jobs. We also want to ensure that YPN members will have the opportunity to serve and support different Executive roles in order to diversify their skillset.
=== CORPORATE SERVICES ===
=== Co-Chairs (two from CIRNAC, two from ISC) ===
Responsibilities:
● Identify current and potential network priorities.
● Set the agenda for and lead general meetings (see Section 6.1)
● Report on recent developments, initiatives and issues/challenges to the Employee Co-Champion of Youth (CIRNAC) and Senior Advisor to the ADM Next Gen Champion (ISC).
● Represent '''''CIRNAC/ISC-YPN''''' at Senior-level meetings in both departments and bring updates from those meetings to the '''''CIRNAC-ISC-YPN''''' general and Executive Committee meetings.
=== Vice Chair (minimum 1 CIRNAC, 1 ISC) ===
Responsibilities:
● Assist the Chair in all related responsibilities.
● Act as the Chair upon their request or absence.
● Organize bi-weekly Executive Committee Meetings (prepare the Agenda, facilitate the meeting, organize who will take minutes)
● Manage the shared e-mail inbox (forward e-mails to the appropriate person, add members to the distribution list, organize the CIRNAC-ISC distribution lists)
=== Treasurer ===
Responsibilities:
● Develop and maintain a Master Budget.
● Know and understand the resources made available by the Champions, CIRNAC or ISC.
● Prepare hospitality and other financial requests for presentation to YPN Advisors with signing authority.
● Prepare a budget for the discussion and approval of the Executive Committee for the upcoming calendar year based on current resources and priorities.
=== Indigenous Advisors/Representatives (4-6 people minimum) ===
Responsibilities:
● Provide an Indigenous lens to all YPN events and initiative, including providing feedback and advice on how events could be more inclusive and respectful of Indigenous employees, cultures and knowledge.
● Act as a liaison between the Kumik and the Executive Committee.
● Play an informal advisory role on the inclusion of cultural practices in meetings (e.g. Opening by an Elder / Elders for certain meetings); facilitate and liaise with Elders if appropriate
● Provide advice and guidance on how the YPN will assist with implementing various Calls to Actions.
=== Communications Representatives (multiple) ===
Responsibilities:
● Be the lead/organizer for proposed advertisements to the Express.
● Manage YPN Facebook group
● Manage YPN Instagram page (to be created)
● Manage YPN Twitter (to be created)
● Draft and disseminate the bi-weekly Newsletter (ensuring that the messages remain consistent with what’s posted on the Facebook, Instagram and Twitter pages)
● Collaborate with the Co-Chairs, Vice-Chairs and other Communications Representatives to ensure messaging is fulsome, representative and consistent
=== '''PILLAR TEAMS''' ===
=== Vice-President – Career Development (2 – 1 CIRNAC, 1 ISC) ===
VP Responsibilities:
● Lead in the delivery of Career Development initiatives.
● Recruit other YPN members to advance the initiatives.
● Report to the Executive Committee on developments, resource requirements and issues/challenges.
● Be prepared to present on the initiative at general or special meetings.
● Set the agenda for and lead any sub-committee meetings, as appropriate.
Team Member Responsibilities:
* Organize the Q&A with Senior Executives Mentorship Series (monthly)
* Co-ordinate YPN Representation on departmental committees (keeping track of observers and rotations)
* Connect YPN members with Career Development opportunities (working with the Employee Community Group)
=== Vice-President – Learning (2 – 1 CIRNAC, 1 ISC) ===
VP Responsibilities:
● Lead in the delivery of Learning initiatives.
● Recruit other YPN members to advance the initiatives.
● Report to the Executive Committee on developments, resource requirements and issues/challenges.
● Be prepared to present on the initiative at general or special meetings.
● Set the agenda for and lead any sub-committee meetings, as appropriate.
Team Responsibilities:
* Organize Lunch n Learn Sessions (minimum bi-monthly)
* Invite non-governmental guests for Lunch n Learn sessions (honoraria needed)
* Invite departmental teams/guests for Lunch n Learn sessions
* Co-ordinate with YPN members for Lunch n Learn sessions
* Co-ordinate the Mental Health Initiative (Rachelle Hawthorn & Julia Martini as leads)
=== Vice-President – Networking (2 – 1 CIRNAC, 1 ISC) ===
VP Responsibilities:
● Lead in the delivery of Networking initiatives.
● Recruit other YPN members to advance the initiatives.
● Report to the Executive Committee on developments, resource requirements and issues/challenges.
● Be prepared to present on the initiative at general or special meetings.
● Set the agenda for and lead any sub-committee meetings, as appropriate.
Team Responsibilities:
* Organize Social Events (minimum quarterly)
* Organize YPN Chats (minimum bi-monthly)
* Canvas and seek views from the network on their needs and seek feedback on types of networking activities they may want
* Liaise with Advocacy (Internal and External) VPs and teams as needed, given linkages
=== Vice-President – Cultural Competency (2 – 1 CIRNAC, 1 ISC) ===
VP Responsibilities:
● Lead in the delivery of Cultural Competency initiatives.
● Recruit other YPN members to advance the initiatives.
● Report to the Executive Committee on developments, resource requirements and issues/challenges.
● Be prepared to present on the initiative at general or special meetings.
● Set the agenda for and lead any sub-committee meetings, as appropriate.
Team Responsibilities:
* Connect YPN members with existing Cultural Competency resources
* Organize a yearly YPN-specific Cultural Competency event/learning session
* Liaise with other employee groups and their events around competency
* Conduct research and develop recommendations about innovative cultural learning mechanisms. For example, in a pre-COVID world there would be student field trips to nearby communities. Regions also practice this more regularly, given their proximity to various communities in their region.
=== '''YPN AFFAIRS TEAMS''' ===
=== Vice-President – Advocacy – Internal (2 – 1 CIRNAC, 1 ISC) ===
VP Responsibilities:
● Lead in the delivery of Advocacy – Internal initiatives.
● Recruit other YPN members to advance the initiatives.
● Report to the Executive Committee on developments, resource requirements and issues/challenges.
● Be prepared to present on the initiative at general or special meetings.
● Set the agenda for and lead any sub-committee meetings, as appropriate.
Team Responsibilities:
* Promote the YPN with other departmental groups, internally (presentations at All-Staffs, events, management meetings, Senior Management tables, connect to other departmental groups including the 2SLGTBQIA+ Network)
* Represent the YPN at consultation tables, when asked (ie EXCOMM Return to the Workplace panel, ISC Next Gen Consultation sessions, ISC Diversity and Inclusion Taskforce)
* Regional Representatives are the main contacts between the YPN Exec and Regions (they will develop relationships with peers in the region, while promoting and recruiting for the CIRNAC/ISC-YPN and they will attend YPN Executive Committee meetings to report on activities taking place in the region)
=== Vice-President – Advocacy – External (2 – 1 CIRNAC, 1 ISC) ===
VP Responsibilities:
● Lead in the delivery of Advocacy – External initiatives.
● Recruit other YPN members to advance the initiatives.
● Report to the Executive Committee on developments, resource requirements and issues/challenges.
● Be prepared to present on the initiative at general or special meetings.
● Set the agenda for and lead any sub-committee meetings, as appropriate.
Team Responsibilities:
* Promote the YPN with other departmental groups, externally (through the NCRYPN, other YPNs)
* Connect with external organizations (such as CRE)
* Work with the national Federal Youth Network
* Attend meetings with the National Capital Region Young Professionals Network as a representative and report back to the Executive Committee (every 6 weeks)
=== Vice-President – Students (2 – 1 CIRNAC, 1 ISC) ===
VP Responsibilities:
● Lead in the delivery of Student initiatives.
● Recruit other YPN members to advance the initiatives.
● Report to the Executive Committee on developments, resource requirements and issues/challenges.
● Be prepared to present on the initiative at general or special meetings.
● Set the agenda for and lead any sub-committee meetings, as appropriate.
Team Responsibilities:
* Connect with existing Student Networks in the departments
* Organize events that would be useful for students (bridging information, etc)
* Work in collaboration with the Corporate Student Initiative
''Note:'' We take an informal approach to the designated roles of the Executive Committee, an approach which adequately takes into account that young professionals in CIRNAC and ISC have fluctuating workloads and will have limited capacity to contribute to the YPN during some weeks or months of the year. Much of this is dependent on our respective jobs. We also want to ensure that YPN members will have the opportunity to serve and support different Executive roles in order to diversify their skillset.
In this regard, we welcome you to put forward your name forward for an Executive committee role of interest, on the caveat that your commitment will be flexible and we expect each role to have a team of people working on the activities in its purview. For ease of communication, we would ask teams to designate one lead / contact person per department for each role at any given time, as outlined above (in most cases). This will ensure that both departments are adequately represented in the work of each Executive Committee role at all times.
In this regard, we welcome you to put forward your name forward for an Executive committee role of interest, on the caveat that your commitment will be flexible and we expect each role to have a team of people working on the activities in its purview. For ease of communication, we would ask teams to designate one lead / contact person per department for each role at any given time, as outlined above (in most cases). This will ensure that both departments are adequately represented in the work of each Executive Committee role at all times.
* Maintain an integrated calendar of all YPN events and meetings.
* Maintain an integrated calendar of all YPN events and meetings.
* Provide support to Initiative Leads and other Committee Members as needed.
* Provide support to Initiative Leads and other Committee Members as needed.
=== 6.0 Execution ===
=== 6.0 Execution ===
