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ISC/CIRNAC YPN Terms of Reference (view source)
Revision as of 14:54, 5 August 2021
, 14:54, 5 August 2021→General Members
== CIRNAC/ISC Young Professionals Network Terms of Reference ==
== CIRNAC/ISC Young Professionals Network Terms of Reference ==
=== 1.0 Who We Are ===
=== 1.0 Who We Are ===
Our membership includes CIRNAC AND ISC employees at all stages of their career with a shared vision of an open and collaborative public service with opportunities for new ideas and initiatives.
Our membership includes CIRNAC AND ISC employees at all stages of their career with a shared vision of an open and collaborative public service with opportunities for new ideas and initiatives.
=== 2.0 Mission Statement ===
=== 2.0 Mission Statement ===
''CIRNAC-ISC-YPN'' works to…
''CIRNAC-ISC-YPN'' works to…
* Give young professionals, paying particular attention to Indigenous young professionals, a voice and increase their visibility within CIRNAC and ISC and the larger public service;
* Give young professionals, paying particular attention to Indigenous young professionals, a voice and increase their visibility within CIRNAC and ISC 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;
* 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;
* Encourage interdepartmental and inter-sectoral communication, coordination and collaboration;
* Provide opportunities for CIRNAC and ISC 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;
* Provide opportunities for CIRNAC and ISC 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;
* Provide a space for informal youth engagement on files of priority for the departments; and
* Provide a space for informal youth engagement on files of priority for the departments; and
* Allow for an organized space in which young professionals in the departments can be contacted and reached.
* Allow for an organized space in which young professionals in the departments can be contacted and reached.
=== 3.0 Vision Statement ===
=== 3.0 Vision Statement ===
* Cultural competence.
* Cultural competence.
Through these efforts, CIRNAC and ISC will become ''the'' workplaces of choice for young professionals.
Through these efforts, CIRNAC and ISC will become ''the'' workplaces of choice for young professionals.
=== 4.0 Mandate ===
=== 4.0 Mandate ===
* Promote the sharing of Indigenous ways of knowing and doing through storytelling (internal and external partners).
* Promote the sharing of Indigenous ways of knowing and doing through storytelling (internal and external partners).
* Incorporate a two-eyed seeing approach in all work that is done by the YPN, especially with ISC specific work.
* Incorporate a two-eyed seeing approach in all work that is done by the YPN, especially with ISC specific work.
=== 5.0 Structure ===
=== 5.0 Structure ===
==== ''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)
● multiple Regional Representatives to be part of the Advocacy – Internal team
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.
===== 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:
Responsibilities:
* Draft and disseminate the bi-weekly Newsletter (ensuring that the messages remain consistent with what’s posted on the Facebook, Instagram and Twitter pages)
* Organize Lunch n Learn Sessions (minimum bi-monthly)
* Collaborate with the Co-Chairs, Vice-Chairs and other Communications Representatives to ensure messaging is fulsome, representative and consistent
* 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)
===== ''Head of YPN Affairs'' =====
====== Vice-President – Networking (2 – 1 CIRNAC, 1 ISC) ======
Responsibilities:
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)
* Lead in the delivery of a particular event or service — these may be ongoing or recur on a regular basis (i.e. annually).
* 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
* Recruit other YPN members to advance the initiative, including at least one (1) backup Initiative Lead.
====== Vice-President – Cultural Competency (2 – 1 CIRNAC, 1 ISC) ======
* Report to the Executive Committee on developments, resource requirements and issues/challenges.
VP Responsibilities:
● Lead in the delivery of Cultural Competency initiatives.
''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.
● 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.
==== ''5.3 YPN Coordinator'' ====
Here are the Student Sub-Committee’s [https://gcdocs.intra.pri/aanc-inac/llisapi.dll/Overview/96166283 Terms of Reference] for your information. Please contact: [[Mailto:trinity.choiniere-hamilton@canada.ca|trinity.choiniere-hamilton@canada.ca]] if you would like to join!
'''''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.
====''5.3 YPN Coordinator''====
The Coordinators are student/casual employees of CIRNAC and ISC who are hired by ''CIRNAC/ISC-YPN'' to perform the following duties:
The Coordinators are student/casual employees of CIRNAC and ISC who are hired by ''CIRNAC/ISC-YPN'' to perform the following duties:
* Act as the Secretary of the Executive Committee
* Act as the Secretary of the Executive Committee
* 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 ===
* YPN Social Leadership Committee(volunteering opportunities and social activities)
* YPN Social Leadership Committee(volunteering opportunities and social activities)
* YPN Official Languages Group (“Parler”)
* YPN Official Languages Group (“Parler”)
=== 7.0 Amendments ===
=== 7.0 Amendments ===
Proposed amendments should be identified in “track changes” to the Terms of Reference in current use, and submitted to the all co-chairs for discussion and decision by the Executive team.
Proposed amendments should be identified in “track changes” to the Terms of Reference in current use, and submitted to the all co-chairs for discussion and decision by the Executive team.
== Appendix A: Election Process (if needed) ==
== Appendix A: Election Process (if needed) ==