ISC/CIRNAC YPN Terms of Reference

CIRNAC Young Professionals Network

Terms of Reference

1.0 WHO WE ARE

Crown-Indigenous Relations and Northern Affairs Young Professionals Network (CIRNAC-YPN), is an open and inclusive network, consisting primarily of young professionals but open to all employees interested in continuing their professional development. As employees of this department, we acknowledge with gratitude and respect that the Headquarters office is located on the traditional and unceded Algonquin and Anishinaabe territory. In alignment with the Truth and Reconciliation Commission’s Calls to Action and the United Nations Declaration on the Rights of Indigenous Peoples, we strive to ensure this network is inclusive of all young professionals, in particular for Indigenous employees, considering the nature of our work, and that our events recognize the history and legacy of the department. Our membership includes CIRNAC employees at all stages of their career, some new to the department, or to the government, but with a shared vision of an open and collaborative public service with opportunities for new ideas and initiatives.

2.0 MISSION STATEMENT

CIRNAC-YPN works to…

• Give young professionals a voice and increase their visibility within CIRNAC and the larger public service;
• Enable a broader understanding of the public service in young professionals and newcomers to the public service through opportunities for learning, leadership and networking;
• Encourage interdepartmental and inter-sectoral communication, coordination and collaboration; and
• Provide opportunities for CIRNAC employees to learn about the history of Indigenous peoples, including the history and legacy of residential schools, the United Nations Declaration on the Rights of Indigenous Peoples, Treaties and Aboriginal rights, Indigenous law, and Indigenous–Crown relations, in alignment with the Truth and Reconciliation Commission’s Call to Action #57.

3.0 VISION STATEMENT

CIRNAC-YPN will be a sustainable, vital element of CIRNAC that fosters a growing culture of: 1) learning and career development, 2) leadership, and 3) networking. Through these efforts, CIRNAC will become the workplace of choice for young professionals.

4.0 MANDATE
4.1 Learning and career development

• Offer training and professional development events and opportunities geared specifically towards our membership, ensuring that events in particular provide opportunities for employees to learn about the legacy of the department and how this affects the work we do (ex: Cultural Safety Training, etc). These events can also be done in collaboration with the Employee Communities Group.
• Encourage and support our members’ participation and consultation in departmental and interdepartmental communities, and other ad hoc committees.

4.2 Leadership

• Bring forward the objectives, ideas and challenges of the YPN as a body and of young employees generally, to CIRNAC management and executive communities. This will be done via the Diversity and Inclusion Team, and specifically through the Employee Co-Champion for Youth.
• Support and encourage innovative leadership, in particular within young Indigenous employees, through various YPN-led events and initiatives. This could be done in collaboration with the Indigenous Voices and Innovation Group.

4.3 Networking

• Maintain representation in other local and/or departmental communities (e.g. YPNs in the National Capital Region, Diversity & Inclusion Team, Employee Communities Group, Student Networks, Wellness Committee, etc)
• Enable networking both departmentally and interdepartmentally by identifying and contributing to various opportunities in each domain.
• In particular, work to make connections with and learn from Indigenous youth organizations, such as Canada Roots Exchange.

5.0 STRUCTURE

5.1 Membership – What is a Young Professional?

Membership in CIRNAC-YPN is open to all employees of CIRNAC in the National Capital Region and the regional offices. Membership is not required to participate in events held by CIRNAC-YPN, but it comes with certain benefits and responsibilities, as described below.

General Members

Any CIRNAC employee who joins the distribution list becomes a general member. General members can…

• Lead and suggest new events and initiatives of CIRNAC-YPN;
• Learn about unique opportunities through the newsletter and announcements;
• Provide input to the Executive Committee through surveys and polls;
• Be appointed to roles on the Executive Committee, and
• Put their name forth for roles on the Executive Committee.

Membership will lapse if that member…

• requests removal from the distribution list; OR
• is no longer employed by CIRNAC. 

5.2 Executive Committee Positions on the Executive Committee are filled by election or appointment (see Section 6.3).

The YPN Executive Committee will consist of…

• two (2) Co-chairs (at least one in the NCR)
• one (1) Vice-Chair (in the NCR or Regions)
• one (1) Treasurer
• one (1) Head of Communications
• one (1) Head of YPN Affairs
• one (1) Head of CIRNAC Affairs/Diversity & Inclusion Employee Co-Champion

for Youth of CIRNAC

• as required Regional Representatives
• one (1) Student Representative from each Student Network (NAO, ISC, etc)
• one (1) Indigenous Advisor/Representative
• as required Initiative Leads

Chairs

Assigned by: election

Minimum term: 1 year

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.
• Represent CIRNAC-YPN at meetings of the National Capital Region (NCR) YPN, and bring updates from those meetings to the CIRNAC-YPN general meetings.

Vice Chair

Assigned by: election

Minimum term: 1 year

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).

Treasurer

Assigned by: election

Minimum term: 1 year

Responsibilities:

• Develop and maintain a Master Budget.
• Know and understand the resources made available by the Champion or CIRNAC.
• 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.

Head of Communications

Assigned by: election

Minimum term: 1 year

Responsibilities:

• Develop and maintain a Communications Plan.
• Be the lead for ongoing advertising campaigns (e.g. “Take Me With You”).
• Be the gatekeeper for proposed advertisements to the Express.
• Make recommendations to the Executive Committee for the upcoming calendar year based on member feedback (i.e. surveys).

Head of YPN Affairs

Assigned by: appointment / self-identified

Minimum term: 1 year

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/Diversity & Inclusion Employee Co-Champion for Youth

Assigned by: appointment / self-identified through the Diversity & Inclusion Team

Minimum term: 1 year

Responsibilities:

• Report on developments, initiatives and issues/challenges to the DG-level Champion and Senior Management Table at CIRNAC.
• Develop and maintain relationships with other networks and communities at CIRNAC.
• Identify and pursue opportunities for collaboration with these communities.

Regional Representative(s)

Assigned by: appointment / self-identified

Minimum term: 1 year

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-YPN.
• Identify how HQ and regions can collaborate on initiatives.

Student Representative(s)

Assigned by: appointment / self-identified

Minimum term: 1 year

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 Advisor/Representative

Assigned by: appointment / self-identified

Minimum term: 1 year

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.
• Provide support to ensure that traditional elders are incorporated when needed.
• Provide advice and guidance on how the YPN will assist with implementing various Calls to Actions.

Initiative Lead(s)

Assigned by: appointment / self-identified

Minimum term: 4 mths

Responsibilities:

• Lead in the delivery of a particular event or service — these may be ongoing or recur on a regular basis (i.e. annually).
• Recruit other YPN members to advance the initiative, including at least one (1) backup Initiative Lead.
• 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.

5.3 Coordinator

• The Coordinator is a student/casual employee of CIRNAC who is hired by CIRNAC-YPN to perform the following duties:
• Act as the Secretary of the Executive Committee
• Act as primary point of contact for CIRNAC-YPN (Chairs CC’d on correspondence).
• Provide administrative support (i.e. email communications, meeting bookings, setup and minutes) to the Executive Committee and initiative-driven subcommittees.
• Maintain an integrated calendar of all YPN events and meetings.
• Provides support to Initiative Leads and other Committee Members as needed.

6.0 EXECUTION

6.1 General Meetings

• Ideally, general meetings will be held biweekly, for one hour each.
• At minimum, general meetings will be held once a month, for one hour each.

6.2 Quorum and Decision-making

• Any decisions related to Executive Committee positions or financial decisions will be taken by simple majority vote of the Executive Committee.

6.3 Elections & Appointment Election

• An election is called whenever an elected position becomes vacant.
• Any YPN member, if seconded by another YPN Member, is eligible for elected positions.
• Only YPN Members are eligible to cast a vote in the election.
• Simple majority is required to complete the election.
• The elected officer holds the position until stepping down or losing member status.

Appointment

• The Chair can make an appointment whenever an appointed position becomes vacant, or whenever a position is created for a new initiative, committee, etc.
• Any YPN Member, if seconded by a YPN Member, is eligible to self-identify their interest for appointed positions.
• With the support of at least one Vice Chair, the Chair can appoint that member.
• The appointed officer holds the position until stepping down or losing member status.

6.4 Network Funds and Delegation of Authority

• Decisions taken in relation to finances will be taken in accordance with Section 6.2. The Chairs of the network will have final approval on all fund expenditures.
• Any use of funds will be conducted in compliance with the Values & Ethics Code for the Public Service.

6.5 Core Events & Initiatives

These event ideas are for discussion at this time, and will be amended following the first few meetings of the YPN. Events

• Spend A Day with Senior Management (Spend-a-Day)
• Face-to-face Orientation (FTFO)
• Breakfast with Senior Management
• Kumik Visit
• Event with Canada Roots Exchange

Initiatives

• Job shadowing/Mentorship
• Lunch & Learns (1 potentially with Canada Roots Exchange?)
• YPN Representatives on Departmental Committees
• YPN Social Leadership Committee(volunteering opportunities and social activities)
• YPN Official Languages Group (“Parler”)

7.0 AMENDMENTS

Proposed amendments should be identified in “track changes” to the Terms of Reference in current use, and submitted to the Chair and Vice Chairs for decision at the next general meeting. The Chair or Vice Chairs must send copies of the proposed amendments to all Voting Members no less than three (3) days prior to that meeting.

These Terms of Reference may be amended by a successful simple majority vote.