Policy & Transition Manager
The Central Student Association (CSA) is the undergraduate students’ union at the University of Guelph. We
advocate on behalf of our membership, representing collective interests on a diverse range of issues such as
public transit, housing, student rights and the accessibility of education. In addition we offer numerous
services and programs such as the universal bus pass, health and dental plan, and an advocacy centre.
The position is responsible for advising and assisting the Executive in maintaining and improving the
organisation’s responsiveness to, advocacy for, and representation of its membership. The overall position
focuses on the training and transition of the Executive Committee, Board of Directors, and staff, with a focus
on the democratic structure of the students’ union, the logistics of a non-profit, non-share-capital corporation,
strategic planning, skills development, the administrative and governing structure of the organization and
University, and other policies and legislations related to post-secondary education. The Policy and Transition
Manager will be the primary contact for aid in managing, understanding, facilitating and interpreting any
policy within the CSA, including but not limited to: CSA Bylaws, CSA Policies, and Operating Manuals for the
various services (including the Bullring).
Term:
Hours:
Supervisor:
Salary:
Benefits:
September 29, 2014
35 hours per week, to be completed on site
Human Resources & Operations Commissioner
$34,580 per annum (pro-rated)
3% RESP/RRSP Contribution, Employee Medical Plan, Parking Pass
Bylaw & Policy Management:
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To be a resource for any CSA member regarding interpreting, writing, and editing bylaws and policies.
To coordinate and act as chair for the Policy and Bylaw Review Committee (PBRC) and adhere to committee terms of
reference
To write, edit and review bylaws and policies as organized by PBRC
To establish a regular and comprehensive review of all CSA bylaws and policies on no more than a three-year rotation.
To identify any policies or bylaws that require immediate review, and inform the responsible parties.
To update and maintain bylaws and policies within two weeks of board approved changes
To keep an updated list of bylaw changes to be approved at the next Annual General Meeting (AGM). All bylaw changes for
the AGM must be clearly formatted with highlighted insertions and deletions since the last successful AGM
To develop and maintain an archive of bylaws & policies
Transition Management:
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To develop, facilitate and coordinate the year-end Executive Transition for both incoming and outgoing executive members.
These transition sessions must be scheduled on the last five business days of the executive contractual term and continue
on, for incoming executive, through the first five business days of the new fiscal year. Transition sessions should include (at
a minimum): conflict resolution, anti-oppression, policy and bylaws, human resources management, permanent/full-time
staff, CSA Budget Orientation, payroll and executive benefit information, , Board relations, executive reports, manuals,
UofG Committee involvement, University and Student Leader Structure, , and a Year-in-Review session for outgoing
Executives.
To help guide the Executive in updating and completing their respective Executive Position Transition Manuals
To develop, and coordinatea timeline and process for staff training workshops (including: Anti-Oppression, Workplace
Harassment, Workplace Violence, Accessibility Provision Services Course), transition, operating manuals and job description
reviews
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To ensure all contract staff have reviewed and updated the duties listed in their job description. This must be done in
consultation with the programme coordinator and respective executive supervisor. These revisions must be forwarded to
the Human Resources & Operations Commissioner and the Business Manager no later than end of the fall semester
To develop, facilitate, and coordinate the Board training for each semester. Training will include resources, sections and
modules on the following topics: student union purpose and structure, CSA membership outreach (campaigns, services,
etc.), anti-oppression, Roberts Rules, Board responsibilities, Executive Responsibilities, Staff, Human Resources & HR
structure, overview of bylaws and policies, a board year in review, Board Committees, Finances, and drafting motions.
To present all the components of board training (board resource manual, course link website, deadlines & timelines) at the
first board meeting of the summer and fall semester,
To prepare annual board transition document highlighting/summarizing key motions, bylaw and policy changes and
structural changes over the last academic year
Board Administration:
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To be present at all board meetings and various committees as requested, and to act as a resource to the chair with matters
regarding policies, bylaws, and Robert’s Rules
To follow practices of accessibility in regards to new motions such as typing non-presented motions or amendments on a
projector to be visible to all voting board members.
To develop a board meeting schedule (including AGM, GMM) and book respective space and equipment (with CSA
Programmer and Administrative Assistant), communicating finalized details with the Communications & Corporate Affairs
Commissioner
To compile the agenda/board packages 3 business days before each Board of Directors meeting
To submit a report at each Board of Directors meeting that contains pertinent organizational information such as: details
regarding training and transitioning, upcoming annual events (i.e., AGM, Elections), health and safety updates, and any
other general corporate responsibilities the Board of Directors should be aware of .
To compile the AGM packages for board approval at least 10 days before the AGM
To review board minutes for accuracy and inconsistencies and flagging issues to the Board Scribe and/or Communications &
Corporate Affairs Commissioner before submission to the Board for approval
To ensure all minutes and meeting documents are uploaded onto the electronic archiving system once approved without
further amendments.
To maintain and act as the archivist with both board and committee meeting minutes and supplements
Health & Safety:
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To act as the Health & Safety coordinator and to ensure the CSA complies with the Occupational Health & Safety Act jointly
with the Human Resources & Operations Commissioner
To receive Health & Safety Certifications every three years
To co-chair the CSA’s Joint Health & Safety committee on behalf of the Human Resources & Operations Commissioner
To maintain health and safety records, committee minutes, inspections, checklists, reports, manuals and to ensure this
information is readily available to all staff, volunteers and inspectors
To work with the Human Resources & Operations Commissioner and Bullring General Manager to develop Health & Safety
policies, programs, training and protocols
To develop and/or update a Health and Safety Plan for review by the committee by the end of the summer semester. The
plan must include monthly objectives for both the CSA and Bullring
To update and review inspection checklists for approval by the Joint Health & Safety Committee
To develop an inspection schedule of the entire CSA for approval by the committee. This schedule must ensure that
inspections are completed monthly and that each area of the CSA is inspected at least once every academic year. Areas
include the Main Office, Bullring, Club and Staff offices, FoodBank, Bike Centre, and the SafeWalk Volunteer Office.
To review completed inspection checklists and to ensure the Health & Safety Committee reviews the completed checklists
To prepare recommendations to the Human Resources & Operations commissioner and/or Bullring General Manager on
behalf of the Health & Safety committee
To coordinate the review of Health & Safety policies on a yearly basis.
Elections:
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To meet with the Communications & Corporate Affairs Commissioner and the Chief Electoral Officer (CEO) to develop an
election timeline for each semester in accordance to election bylaws and policies
To meet with the Chief Electoral Officer and the Communications & Corporate Affairs Commissioner to review Election
bylaws and policies in August and late November.
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To book the space and equipment (with the CSA Programmer) for the all-candidates forum(s)
To review the final draft of the CEO’s elections reports and ensure copies are submitted to the Board of Directors,
Executive, Business Office, and Student Affairs
To create and maintain an archive of the election results for all Elections.
Bus Pass Distribution:
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To brief the Local Affairs Commissioner on the timeline and scope of Bus Pass Distribution and maintain regular
communication
To call the a Bus Pass Distribution Planning meeting at least one month prior to the start of a semester and invite: Local
Affairs Commissioner, Business Manager, Bookkeeper, Administrative Assistant, Human Resources & Operations
Commissioner, Promotional Services & Graphic Designer, Communications & Corporate Affairs. Topics for discussion
include distribution logistics, budget, temporary help, promotion, distribution days and hours, and location. The meetings
for Summer Distribution will take place in March.
To update the Bus Pass Assistant Application form and review training modules and submit it to the Local Affairs
Commissioner for review
To schedule Bus Pass Assistant Training session(s), at the discretion of the Local Affairs Commissioner
To schedule the Bus Pass Assistants for the distribution days and to contact successful assistants
To forward wage information to the Business Office
To organize a debrief meeting and prepare recommendations for the next distribution
General Responsibilities & Duties:
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To assist, advise, and support the Executive, Directors, and committees of the union and any subsidiary or affiliated
organizations.
To assist the Executive in long-range and strategic planning, establishing accountability measures of the corporation, setting
annual goals and objectives, designing programs to meet future needs
To develop and maintain an Operations Manual, and annual organizational calendar of deadlines and important dates as
relevant to the CSA and each Executive’s responsibilities
To develop and implement office policies to aid in the day-to-day operations and service delivery, as well as maintaining
compliance to legislation, of both the CSA and any service-related offices
To ensure the CSA website has the most up-to-date: bylaws and policies (within two weeks of board approved changes),
board meeting schedule (including AGM, GMM), AGM package, board minutes (after board approval).
To be a member of the Policy & Transition Manager review committee to enhance, build upon and fine tune the current job
description and ensure the proper growth of this position. This committee will be composed of one other permanent staff
member, the Communications & Corporate Affairs Commissioner, Human Resource & Operations Commissioner and a CSA
Board Member.
Any other duties mutually agreed upon as assigned by the Executive
To provide 30 hours of training to the incoming Policy & Transition Manager prior to the end of their contract.
Qualifications and Skills:
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Post-Secondary Education and/or relevant experience
Experience with policy analysis and policy development
Strong oral and written communication skills relevant to a work environment with an emphasis on conciseness and clarity
Exceptional organizational, time-management, strategic planning, project management and prioritizing skills
Familiarity with the objectives and operations of students’ unions, and the history and goals of the student movement.
Demonstrated ability to problem solve and work under pressure
Ability to lead and mentor by facilitating group consensus and by fostering a team-oriented work environment
Ability to act as a resource and strive to provide unbiased input
Experience with Microsoft Office Programs (specifically Word and Excel)
Knowledge of Robert’s Rules of Order
Strong understanding of and commitment to anti-oppression
Knowledge of the Occupational Health and Safety Act or Health and Safety certification(s) is an asset
Familiarity working in a students’ union and/or not-for-profit, particularly in an environment where management and staff
changes annually is an asset.
General knowledge of the CSA and how it runs is an asset
Ability to work flexible hours
Deadline for applications is October 1, 2014 by 12pm (noon)
Resumes and cover letters accepted at the CSA Front Office UC 274 or by e-mail to csajobs@uoguelph.ca (one PDF document
preferred)
For a complete copy of the CSA Hiring Policy, visit http://www.csaonline.ca. The CSA hiring policy is found in Appendix D of the
Policy Manual, Section 4.0.
The Central Student Association is committed to employment equity and encourages applications from
members of diverse communities including: Aboriginal people, racialized persons, persons with disabilities,
queer-identified individuals, trans people and women. Please note that the CSA is an independently
incorporated students’ union operating within the University of Guelph community; this is not a University of
Guelph position.