Constitution – Revised May 2016

CONSTITUTION OF THE ONTARIO ASSOCIATIONpdf-file
OF STUDENT FINANCIAL AID ADMINISTRATORS
HELD OCTOBER 20, 1978

AS ENACTED AT A GENERAL MEETING
WITH BYLAWS
AMENDED MAY 8, 1980
AMENDED MAY 16, 1985
AMENDED MAY 1986
AMENDED MAY 18, 1989
AMENDED NOVEMBER 15, 1995
AMENDED NOVEMBER 15, 1996
AMENDED MAY 15, 1998
AMENDED MAY 22, 2002
AMENDED MAY 27, 2004
AMENDED NOVEMBER 26, 2004
AMENDED MAY 17, 2007
AMENDED MAY 14, 2009
AMENDED MAY 11, 2011
AMENDED NOVEMBER 7, 2012
AMENDED May 21, 2015
AMENDED May 13, 2016
AMENDED MAY 1981
AMENDED MAY 1982
AMENDED MAY 16, 1985
AMENDED MAY 1986
AMENDED NOVEMBER 13, 1986
AMENDED NOVEMBER 19, 1987
AMENDED NOVEMBER 17, 1988
AMENDED MAY 18, 1989
AMENDED NOVEMBER 15, 1995
AMENDED MAY 15, 1998
AMENDED MAY 22, 2002
AMENDED MAY 27, 2004
AMENDED NOVEMBER 26, 2004
AMENDED MAY 26, 2006
AMENDED MAY 17, 2007
AMENDED MAY 14, 2009
AMENDED MAY 11, 2011
AMENDED NOVEMBER 7, 2012
AMENDED MAY 21, 2015
AMENDED MAY 13, 2016

Ontario Association of Student Financial aid Administrators – Constitution – May 2016

ONTARIO ASSOCIATION OF STUDENT FINANCIAL AID ADMINISTRATORS

CONSTITUTION

ARTICLE 1: NAME

The name of the Association shall be the Ontario Association of Student Financial Aid Administrators.
ARTICLE II: OBJECTIVES

1. The Association shall be concerned with scholastic and need-based assistance programs available to the students of its member institutions, and their effect upon the financial well-being of students.

2. It shall work collaboratively with the Student Financial Assistance Branch of the Ministry of Training, Colleges and Universities.

3. It shall conduct studies and workshops for the exchange of information and professional development.

4. It shall co-operate and maintain effective liaison with other agencies, councils and committees, as appropriate.

5. It shall act as a lobby group on issues related to scholastic or need-based assistance programs for our students.
ARTICLE III: MEMBERSHIP AND VOTING

1. Institutional Membership and Designation

i) All publicly funded post-secondary educational institutions and other post-secondary institutions in Ontario recognized by the Ministry of Training, Colleges and Universities – Student Financial Assistance Branch are eligible for membership. McGill University and Concordia University are included because of their high Ontario residence constituency.

ii) Each member institution in good standing shall have one vote at meetings of the Association. The Designated member or his/her appointee will be responsible for this voting privilege.

iii) The Association shall be divided into four Regions: Northern, Eastern, Central,
Western

iv) Only designated and regular members are entitled to subscribe to the OASFAA (Ontario Association of Student Financial Aid Administrators) Listserv and website.

2. Regular Members

i) Each Designated member may appoint additional regular members for his/her institution.

ii) All regular members are entitled to the rights, privileges and responsibilities of belonging to the Association, however, do not have voting privileges unless appointed as noted in Item
1.ii) above.

3. Associate Members

i) Other institutions/associations/organizations that have a direct role in student financial assistance programs open to Ontario residents may apply to the Executive for associate membership in the Association.

ii) Associate members may attend Association conferences and work-shops, but may not attend the regional or business meetings of the Association. Associate members may not hold an Executive office.

iii) Associate members may post messages but not receive messages from the OASFAA listserv.

ARTICLE IV: EXECUTIVE COMMITTEE

1. Composition/Terms

i) The Executive Committee shall consist of the following:

• Chair/Co-Chairs (herein referred to as Chair)
• Past Chair/Co-Chairs (herein referred to as Past Chair)
• Chair of the Policy Committee
• Chair of the Procedures Committee
• Chair of the Professional Development Committee
• Chair of the Communications Committee
• A Representative from each Region
• Secretary
• Treasurer
ii) In the case where Co-Chairs represent the Association, the Co- Chairs shall consist of one College and one University Representative where possible.

iii) No more than two members from one institution may hold a seat on the OASFAA Executive and/or any Committee (excluding the Professional Development Committee).

iv) A minimum two year term be implemented for the Chair of the Association, Chair of Policy Committee, Chair of Procedures Committee, Chair of Professional Development Committee, Chair of Communications Committee, Secretary and Treasurer.

v) A maximum consecutive term limit will be three (an exception to this term limit may be considered if no other member has been nominated.

vi) An OASFAA member may serve on one committee per year to provide maximum exposure to all members.
2. Meetings of the Executive Committee

Quorum: In order for an Executive Meeting to proceed at least 50% plus one Executive member must be present.
3. Election

i) Annually, prior to February 1, the Executive will strike a Nominating Committee consisting of three members of the Association, at least one of whom will be the Past Chair of the association who shall chair the Committee.

ii) The Nominating Committee shall request nominations biennially for the positions of Chair of the Association, Chair of Policy Committee, Procedures Committee, Professional Development Committee, Communications Committee, Secretary and Treasurer. Nominations shall close no later than February 28. Any regular member of the Association may be nominated or nominate themselves.

iii) Nominations for Co-Chair positions shall include both parties as part of the nomination.

iv) The Nominating Committee shall request nominations annually for the positions of Regional Representatives. Nominations shall close no later than February 28. Any regular member of the Association may be nominated or nominate themselves.

v) The Nominating Committee shall conduct an election by email, which shall be concluded by March 31. Only the designated member is allowed a vote during the election.

vi) The candidate with the most number of votes cast shall be elected to the appropriate position. In the event that the Nominating Committee presents only one candidate for a position, that position shall be filled by acclamation. In the event of a tie, a second ballot will be emailed prior to the Annual General Meeting.

vii) The retiring Chair of the Association will automatically fill the position of Past Chair.

viii) The term of office of the incoming Executive Committee shall commence at the conclusion of the Spring Annual General Meeting.

4. Vacancies on the Executive Committee

i) Should the position of Chair of the Association become vacant, the Past Chair will resume the position and the position of Past Chair will remain open.

ii) Should the Chair be unable to assume or decline the role as Past Chair the previous past Chair will continue in that role.

iii) Should a vacancy occur among the Regional Representatives, the Executive shall appoint a designated/regular member to the fill the position.

iv) Should the position of Chair of the Policy Committee, Procedures Committee, Professional Development Committee, Communications Committee, Secretary or Treasurer become vacant, the Executive shall appoint a designated/regular member to fill the position.

v) Should any member of the Executive Committee and/or a Standing Committee require a leave of absence of less than three months, his/her position will not be filled. In the case of an extended absence, of three months or more, the position will be replaced by appointment by the Executive.
5. Functions of the Executive Committee

i) The following shall be the functions of the Executive Committee:

a) to act on behalf of the Association;
b) to fulfill the objectives of the Association;
c) to ensure that effective communication is maintained with the Student Financial
Assistance Branch of the Ministry of Training, Colleges & Universities and other agencies, councils and committees;
d) to maintain the minutes of the meetings of the Association and of the Executive Committee and to circulate the minutes of meetings to members, electronically within a reasonable time frame prior to the next scheduled meeting;
e) with the approval of the Executive, represent the Association on external organizations, committees, task forces and the like;
f) the chairs of the committees, Regional Representatives and other Executive members are to prepare and distribute the semi-annual and annual reports to the membership at least two weeks prior to the business meeting.

ii) The following shall be the functions of the Chair:

a) to co-ordinate the activities of the Association;
b) to chair all meetings of the Association and the Executive Committee;
c) to call regular meetings of the Executive Committee;
d) to act as spokesperson on behalf of the Association to outside agencies, councils and committees;
e) shall be an ex-officio member of the Policy Committee, Procedures Committee, Professional Development Committee and Communications Committee;
f) to develop and circulate the Agenda for all Executive meetings, Joint Executive and Student Financial Assistance Branch meetings and semi-annual and Annual Business meetings;
g) to assume responsibilities for internal and external communications of the Association.

iii) The following shall be the functions of the Past Chair:

a) to assume all responsibilities of the Chair in the Chair’s absence;
b) to assist in the transition of the new Executive and to provide continuity;
c) to work co-operatively with the Chair to carry out the objectives of the Association;
d) to perform duties as requested by the Chair;
e) to fulfill the position of Chair of the Association should the current Chair not be able to complete the term of office;
f) to serve as Chair of the Nominating Committee;
g) to assume responsibility for organizing the recognition of members.

iv) The following shall be the functions of the Chair of the Policy Committee:

a) to chair all meetings of the Policy Committee;
b) to report to the Executive Committee on the proceedings of the Policy Committee.

v) The following shall be the functions of the Chair of the Procedures Committee:

a) to chair all meetings of the Procedures Committee;
b) to report to the Executive Committee on the proceedings of the Procedures Committee.

vi) The following shall be the functions of the Chair of the Communications Committee:

a) to chair all meetings of the Communications Committee;
b) to report to the Executive Committee on proceedings of the Communications Committee;
c) to manage and oversee the activity, access and content of the OASFAA website;
d) to appoint a minimum of one additional website administrator who can serve as a back-up in the absence of the Chair;
e) to ensure that updates are posted within 5 business days from the date of request;
f) to ensure that there is an effective flow of communication between the Executive and members using the most up-to-date communication tools that are available;

g) to manage and oversee the activity and access to software or alternative platforms used for teleconferencing

vii) The following shall be the functions of the Regional Representatives:

a) to serve as members of the Executive Committee of the Association;
b) to ensure that there is effective two-way communication between the Executive and members within their region;
c) to promote participation in OASFAA Conferences;
d) to perform other duties as assigned by the Chair.

viii) The following shall be the functions of the Secretary:

a) to be responsible for taking and distributing the minutes of regular and special membership meetings electronically within a reasonable timeframe after each meeting;
b) to be responsible for taking and distributing the minutes of Executive meetings electronically within a reasonable timeframe after each meeting;
c) to provide an abbreviated summary of OASFAA Executive/Student Financial Aid Branch meetings electronically within a reasonable timeframe after each meeting.

ix) The following shall be the functions of the Treasurer:

a) to be responsible for maintaining accurate and detailed financial records and to present an audited financial statement to the Spring Annual General Meeting;
b) to be responsible for preparing a projected budget for the fiscal year following the Spring AGM;
c) to be responsible for notifying the Listserv Manager of additions and deletions to/from the listserv;
d) to be responsible for notifying the Regional Representatives of new members within their region;
e) to assume responsibility for all financial transactions of the Association;
f) to be responsible for publishing the annual directory of members by August 30.
x) The following shall be the functions of the Chair of the Professional Development Committee:

a) to chair all meetings of the Professional Development Committee;
b) to report to the Executive Committee on proceedings of the Professional Development Committee;
c) to plan the Fall and Spring Conferences and present recommendations regarding content and duration to the executive within three months/90 days of the proposed dates;
d) to present a balanced conference budget for approval to the executive within three months/90 days of the proposed dates.

xi) The CASFAA Representative is elected by CASFAA and is an ex- officio member of the OASFAA executive as long as he/she is also a member of OASFAA and will attend Executive meetings only.

ARTICLE V: MEETINGS OF THE ASSOCIATION

1. General Meetings

i) General meetings shall be held twice yearly, in the Spring and Fall, and the dates and places of these meetings shall be announced at least three months in advance. The Annual General Meeting shall be held at the OASFAA Spring Conference.

ii) Individuals with an interest in the field of student aid may
attend the OASFAA Spring and Fall Conference with the exception of the Regional and Annual General Meetings, upon payment of the established Conference fee.

iii) The Agendas of the Conference shall provide for Business meetings to be held. The Agenda for the Business meeting will include:

a) Fall Meeting
• report of the Chair;
• reports and recommendations of Committees;
• items of current and topical interest;
• allow for universities and colleges to meet amongst themselves to discuss items of interest to their respective groups.
b) Spring Meeting
• report of the Chair;
• the Executive Committee’s Audited Financial Statement;
• the Executive Committee’s Projected Financial Statement; reports and recommendations of Committees;
• items of current and topical interest;
• introduce the members of the incoming Executive Committee;
• allow for universities and colleges to meet amongst themselves to discuss items of interest to their respective groups.

iv) The electronic circulation of the Business Meeting Agenda by the Chair thirty (30) days before the date of the meeting shall constitute due notice.

2. Regional Meetings

The Regional Representatives should meet at least once during the year with representatives of the member institutions of their Region to determine their views on matters affecting their Region, the Association or its member institutions.

3. Quorum

Representatives of 50% plus one of the member institutions in good standing in attendance shall constitute a quorum at any business meeting.

ARTICLE VI: CONDUCT OF MEETINGS

The purpose of the Association is to provide a free exchange of ideas among its members and discussion should be as informal as possible. The Chair and the individuals present shall be guided by Robert’s Rules of Order.

ARTICLE VII: MEMBERSHIP FEES

Annual membership fees shall be assessed to each institutional, designated, regular and associate member. Membership fees are regulated by By-Law #1. Payment of the annual institutional membership fee shall be required within two months of the date of the Annual General Meeting in order that an institution remain in good standing.

ARTICLE VIII: REPRESENTATION ON OTHER BODIES

The Executive Committee may recommend regular members of the Association to serve on related councils, commissions, external organizations, committees, task forces and the like. Recommendations from these councils, commissions, external organizations, committees, task forces, etc. are to be referred to the OASFAA Executive via the appropriate Chair or Executive member.
ARTICLE IX: BY‐LAWS

It shall be the responsibility of the Executive Committee to draft and present to a duly called meeting of the Association such By-Laws as may be necessary and consistent with the Constitution. A majority of the member institutions voting is required to pass a By- Law.

ARTICLE X: AMENDMENTS TO THE CONSTITUTION

1. After one month’s notice the Constitution may be amended by 50% plus one of the member institutions voting at a duly called meeting of the Association.

2. By-Laws may be amended by a majority of the member institutions voting at a duly called meeting of the Association.

ARTICLE XI: DISSOLUTION OF THE ASSOCIATION

1. If, for any reason, the Association finds it necessary to terminate its affairs, it shall determine the disposition of its assets and files at the final meeting of the Association.

2. If it should not be known at the time, that the last meeting of the Association was the final one, the Executive Committee shall:

i) dispose of the files of the Association as it deems best;
ii) convert all assets of the Association into cash and distribute such assets evenly among the member institutions in good standing.
BY‐LAWS

BY‐LAW #1

The annual membership fee shall be $125.00 for each Designated or Associate Member and $25.00 for each additional member.

BY‐LAW #2

The Executive Committee shall appoint two persons or delegate the authority to the Treasurer to appoint two persons, not members of the Executive Committee, to audit the financial records of the Association prior to the Annual Meeting each year.

BY‐LAW #3

The fiscal year of the Association shall commence May 1 and end April 30.
BY‐LAW #4

As part of the registration package for the Spring Annual General Meeting, designated and regular members may indicate their committees of interest. The structure of the committees will be announced at the beginning of the conference. The Secretary shall circulate to all regular members a list of committee members with the minutes of the Spring Annual General Meeting.

BY‐LAW #5

There shall be a Standing Committee on Professional Development to carry out the continuing business activities related to professional development, in accordance with the following terms of reference.

TERMS OF REFERENCE

1. To co-ordinate, initiate or otherwise be involved in studies, research and workshops on matters related to the professional activities and functions of Association members.

2. To serve as a resource for Association members.

3. To undertake other duties as requested by the Executive Committee.
MEMBERSHIP

1. The Chair of OASFAA shall be an ex-officio member/s of the Professional Development Committee.

2. There shall be no less than three members.

3. All Designated and Regular members shall be represented on this Committee.
BY‐LAW #6

There shall be a Standing Committee on Policy to conduct activities related to the policy aspect of financial aid programs, in accordance with the following terms of reference:

TERMS OF REFERENCE

1. To analyze and evaluate the effectiveness of existing government student assistance programs.

2. To provide policy input to governments, OASFAA, and related agencies and to appoint members to meet with the Student Financial Assistance Branch.

3. To undertake other duties as requested by the Executive Committee.

MEMBERSHIP

1. The Chair of OASFAA shall be an ex-officio member/s of the Policy Committee.

2. There shall be no less than six members and no more than fifteen members.

3. All Designated and Regular members shall be represented on this Committee.

BY‐LAW #7

There shall be a Standing Committee on Procedures to conduct activities related to aspects of procedure of interest to members of OASFAA, in accordance with the following terms of reference.

TERMS OF REFERENCE

1. To analyze and evaluate the effectiveness of the procedures and the application and other forms used in the administration of government aid programs.

2. To solicit, receive and react to individual concerns within OASFAA which touch on procedural matters.

3. To provide input on procedural matters to government and OASFAA; to appoint member(s) to meet with the Student Financial Assistance Branch.

4. To undertake other duties as requested by OASFAA Executive.

MEMBERSHIP

1. The Chair of the Association shall be an ex-officio member/s of this Committee.

2. There shall be no less than six members and no more than fifteen members.

3. All Designated and Regular members shall be represented on this Committee.
BY‐LAW #8

There shall be a Standing Committee on Communications to manage the OASFAA Website on behalf of the members of OASFAA, in accordance with the following terms of reference.

TERMS OF REFERENCE

1. To manage the OASFAA website to ensure an effective flow of communication between the Executive and members.

2. To undertake other duties as requested by the OASFAA Executive.

MEMBERSHIP

1. The Chair of the Association shall be an ex-officio member/s of this Committee.

2. There shall be no less than five members.

3. All Designated and Regular members shall be represented on this Committee.
BY‐LAW #9

Recognizing the additional costs associated with the portfolios of the OASFAA Executive Chairs, the Secretary and the Treasurer an annual allocation will be made each year to the institution of the OASFAA Chair ($1,500 or $750 each in the event of Co-Chairs) and to the institutions of the OASFAA Policy, Procedures, Professional Development and Communication Chairs, Secretary, and Treasurer ($500 each).

BY‐LAW #10

Executive Members with “required travel” expenses in excess of $100.00 (per trip) will be subsidized by OASFAA to a maximum of $1,000.00 per year. The total funds disbursed for travel subsidies in the year may not exceed the proposed travel costs in the current year’s budget. (per Motion of October 2002).

BY‐LAW #11

OASFAA will provide two complementary conference registrations for every
$1,000 in sponsorship funding received for the spring or fall conferences.

BY‐LAW #12

CONFERENCE LATE FEES, CANCELLATION AND REFUND POLICY
All conference cancellations and requests for refunds MUST be submitted in writing to the Chair, Professional Development Committee and are subject to the following refund schedule:
• A late fee of $50 will be charged to members that do not submit Conference fee payments by the stipulated deadline;
• At least one month in advance of the conference – full refund less a $50 administrative fee;
• Less than one month and at least two weeks in advance of the conference – 50% refund, which includes administrative fee;
• Less than two weeks in advance of the conference – No refund of any kind (including medical emergencies).

Conference registration may be transferred to another person from your institution. Refunds will be processed and issued within four to six weeks following the conference.

BY‐LAW #13

MEMBER RECOGNITION

1. Recognition of OASFAA Executive Involvement:

It is a policy of the OASFAA Executive to recognize members of the Executive who have recently served as Chair of a Committee and/or Chair/Co-Chair/Past Chair of the Association.

(a) Chair of a Committee

A Committee Chair/Past Chair shall receive a Certificate of Appreciation at the end of his/her term. As well, the Past Chair will send the President of the member’s institution a letter (copied to the Chair of the Committee) stating appreciation of the person’s involvement with OASFAA.

(b) Chair/Co‐Chair of the Association:

The Chair/Co-Chair of the OASFAA Association shall receive a token of appreciation from the membership at the end of his/her term. This token of appreciation can be in the form of a plaque, picture or some other form of memento to recognize the year(s) of service in that position. The value of the token(s) of appreciation shall not exceed
$200.00. As well, the Past Chair will send the President of the member’s institution a letter stating the person’s involvement with OASFAA and some of the highlights that the Association has been involved with.

(c) Past Chair of the Association:

The Chair/Co-Chair of the OASFAA Association will send the President of the Past Chair’s institution a letter at the end of his/her term stating the person’s involvement with OASFAA and some of the highlights that the Association has been involved with.

2. Exit or Retirement of Financial Aid Administrator:

It is the policy of the OASFAA Executive that a person be recognized for their years of association with OASFAA as a Financial Aid Administrator or other appropriate title and, if applicable their year(s) of contribution to the OASFAA membership by serving on a Committee or the Executive.

(a) Any member – no OASFAA Committee/Executive involvement:

Any member in good standing with no OASFAA Committee/Executive involvement will receive a letter from the Past Chair congratulating them on their recent retirement/promotion/etc.

(b) 0 – 10 years with OASFAA Committee/Executive involvement:

The past Chair will present a Certificate of Appreciation along with a letter to the member in good standing expressing the Association’s sincere appreciation for the involvement of the Financial Aid Administrator.

(c) 11+ years or with OASFAA Committee/Executive involvement:

The past Chair will present a Certificate of Appreciation along with a letter to the member in good standing expressing the Association’s sincere appreciation for the involvement of the Financial Aid Administrator. The Past Chair shall arrange for a gift certificate for the Financial Aid Administrator up to a maximum of $150.00

BY‐LAW #14

Members of OASFAA with concerns, questions or issues will email their concern, question or issue to their Regional Representative to bring forward to the monthly Executive teleconference for discussion. In the case of an urgent issue that may impact other member institutions, members are asked to contact the Chair of the applicable Standing Committee or the Chair of OASFAA before making contact with MTCU directly. This ensures that all members are aware of issues not just individual members of the Association.

BY-LAW #15

Vendor participation will be encouraged at both the Fall and Spring conferences, however vendors will be required to secure and cover the cost of renting space directly with the venue.

Password Reset
Please enter your e-mail address. You will receive a new password via e-mail.