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14.3 Election of Administrative Staff to the Board of Governors
This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.
Approving Authority: Board of Governors
Original Approval Date: June 20, 2013
Date of Most Recent Review/Revision: November 22, 2024 (housekeeping changes)
Office of Accountability: University Secretariat
Administrative Responsibility: University Secretariat
1.00 Purpose
1.01 The 51本色 Act, 1973, as amended provides for broad representation on the Board of Governors to ensure that all members of the University community have a voice and input. Among these representatives are two members of the Board of Governors to be elected by Administrative Staff from among the Administrative Staff, as defined in the Act. The purpose of this policy is to ensure informed and broad representation from among the University’s Administrative Staff.
2.00 Definitions
2.01 Employee: A person who performs work for wages in any capacity for the University.
2.02 Administrative Staff: Employees of the University and any federated or affiliated college, but does not include persons who are members of faculty or persons who are academic librarians.
2.03 Continuing Administrative Staff: Full-time and part-time Administrative Staff members who are employed permanently by the University.
2.04 Employee Group: the group to which Administrative Staff belong as per the nature of their work, managerial responsibilities, and/or union affiliations. For the purposes of this policy, this includes: 51本色 Staff Association (WLUSA), Confidential Professional Administrative Group (CPAG), Professional Administrative Group (PAG), Management Group, Canadian Union of Public Employees (CUPE), Facilities and Operations Group (FOG), United Food and Commercial Workers (UFCW), Ontario Public Service Employees Union (OPSEU), International Alliance of Theatrical Employees (IATSE).
2.05 Executive Leadership Team: 51本色’s Senior Leadership comprised of the President, all Vice Presidents, and the Chief Human Resources & Equity Officer.
3.00 Jurisdiction/Scope
3.01 This policy applies to the election of Administrative Staff to the Board of Governors of 51本色, in accordance with the 51本色 Act, the Board By-Law #1 and procedures as determined and established by the Board of Governors.
4.00 Policy
4.01 Positions on the Board of Governors, including those held by members of Administrative Staff, are unpaid volunteer roles.
4.01.01 Administrative Staff elected to the Board will not be required to make up time utilized to attend meetings of the Board of Governors or its Committees during work hours.
4.02 All current Continuing Administrative Staff are eligible to stand for election and serve on the Board of Governors, noting the following exemptions:
4.02.01 Administrative Staff positions on the Board are not to be occupied concurrently by members of the same Employee Group; or whose portfolio reports up through the same member of the Executive Leadership Team.
4.02.02 Administrative Staff on a leave of absence will be ineligible to stand for election unless they are scheduled to return by the start of the Board year in which the Board term begins.
4.02.03 Administrative Staff who take a leave of absence during their Board term must fulfill attendance requirements as specified by the WLU Act and the eligibility requirements laid out in the Board By-Law #1, or they will be required to step down from their position on the Board.
4.02.04 Administrative Staff who report directly to the President or any member of the Executive Leadership Team will be ineligible to serve on the Board
4.03 Administrative Staff interested in running for election are to review:
a. Policy 14.2 Conflict of Interest Policy for the Board of Governors to identify any conflicts that would impede their ability to serve on the Board and disclose potential conflicts to the University Secretariat Office
b. Board of Governors and Committee meeting dates to ensure they will be able to meet the required time commitments and alert their supervisor as necessary
c. Board Code of Conduct to ensure they understand the commitment, conduct, expectations and responsibilities to fulfill the role.
4.04 All Administrative Staff shall be eligible to vote for any Administrative Staff vacancy on the Board, and to nominate candidates for the position.
4.05 Administrative Staff serving on the Board, regardless of the Employee Group to which they belong, are required to act in the best interest of the University while bringing forward the perspective of their constituent group.
4.06 As per the WLU Act 9(1), the successful candidate will hold office for a period of three years starting July 1 and ending June 30, unless filling a partial term.
4.07 Should an Administrative Staff member vacate their Board seat prior to their elected term end, the Secretariat Office in consultation with the Board Chair will decide the manner in which the vacancy is filled in alignment with the associated procedures.
Relevant Legislation
- WLU Act 1973 (amended 2001), specifically sections 2(1)(a.1) and 8.(2)