SCSR Terms of Reference

The name of the committee shall be the Standing Committee on Student Recruitment (SCSR). It is a Standing Committee of the Ontario University Registrars’ Association (OURA).

The SCSR is an Executive Committee that represents and acts on behalf of the General Committee on Student Recruitment (GCSR) – the community of practice for Ontario University student recruitment professionals.

The SCSR represents the GCSR and reports to the OURA. OURA is an affiliate of the Council of Ontario Universities (COU) that reports to the Ontario Council of Academic Vice-Presidents (OCAV) and oversees all OURA Standing Committees.

The Ontario Universities’ Application Centre (OUAC) also reports to COU and manages the budget for GCSR operations, initiatives and publications.

The GCSR provides advice and information to both OURA and the OUAC through regular reporting and as otherwise requested.

The mission of the SCSR and GCSR is to expand the awareness of and access to the educational opportunities that exist at Ontario’s publicly funded universities.

As a collective, we engage a diverse audience of future students, their supporters, the guidance community and the broader public to showcase our individual institutions as premier destinations in the global postsecondary education marketplace.

The GCSR values:

• Collaboration – We recognize the importance of partnership, and cooperation to achieve mutually beneficial outcomes for both GCSR members and the future students we serve, while respecting the autonomy of each member institution.
• Stewardship – We strive to be exceptional stewards of the relationships and resources we are entrusted with by delivering on clear mandates developed through extensive consultation and collaboration with all key interested parties.
• Accessibility – We acknowledge that access to university is not, but should be, equal for every student in Ontario. Our collective will strive to understand and facilitate accessibility in its many forms for as many students as possible.
• Inclusion – We embrace our role in removing barriers for anyone and everyone who is seeking postsecondary education in Ontario. Celebrating diversity and championing equality are shared values across all our member institutions and therefore will be reflected in all our collective efforts.

1. The SCSR will, in cooperation with the secondary schools in the Province of Ontario, annually organize and supervise the Ontario Universities’ Regional Fairs (OURF), as defined in Articles V and VI.
2. The SCSR will annually chair the Ontario Universities’ Fair Steering Committee (OUF-SC), as defined in Articles VII and VIII.
3. The SCSR will annually organize and supervise the Ontario Universities’ Guidance Dialogues (OUGD), as defined in Articles IX and X.
4. The SCSR will annually organize and supervise the Ontario Universities’ Information Sessions (OUIS), as defined in Articles XI and XII.
5. The SCSR will conduct workshops and professional development initiatives for the exchange of information, and the development of new procedures, as defined in Article XIII.
6. The SCSR will provide advisory support and representation for the Ontario Universities’ Application Centre (OUAC) online recruitment resources, such as the Postsecondary Information Events (PIE) Calendar, as defined in Article XIV, and Ontario Universities’ Info (OUInfo), as defined in Article XV.
7. The SCSR will annually chair the Data Collection Steering Committee (DC-SC), as defined in Article XVI and Article XVII.
8. The SCSR will conduct research and studies on matters related to effective communication with secondary school counsellors and students.

Universities who are recognized by the Council of Ontario Universities (COU) are considered eligible to participate actively in the work of the GCSR.

It is expected that Universities who choose to participate in the work of the GCSR will participate in all outreach activities, including but not limited to, the OURF, the OUF, OUGD, and OUIS.

Should a member university, under extraordinary circumstances, determine that they will not participate in some/all outreach activities, they are required to inform the GCSR, SCSR and OURA Executive. Failure to meet the expectation of participation can result in the removal of the university from the planning of and participation in GCSR activities, at the discretion of the OURA Executive.

Communication to the GCSR, SCSR and OURA Executive is necessary to facilitate dialogue among all interested parties and to ensure that the SCSR can appropriately address an institutional absence in the operationalization of outreach events. Should this situation arise, the following process will be followed:

1. The institution will notify the SCSR Chair and OURA Chair of their decision not to participate in an/all outreach event(s). They can include rationale for their decision at their own discretion.
2. The SCSR Chair will inform the SCSR and GCSR of this notice and rationale (if applicable).
3. Comment and feedback from the GCSR should be channeled through the SCSR Chair who will provide feedback and/or a recommendation to the OURA Executive.
4. The OURA Executive will inform the SCSR if the institution is to be removed from any other GCSR activities.
5. The SCSR will operationalize the decision of the OURA Executive, inform the GCSR as they pertain to recruitment outreach activities, and inform the GCSR of these actions as appropriate.

All participating universities, as defined in Article I, Section 5, are Institutional Members. Each Institutional Member has 1 vote on all matters brought before the GCSR.

Institutional Members may designate as many individual members to the GCSR as they wish. A membership list shall be administered by the OUAC and will be updated regularly throughout the year on behalf of the SCSR.

1. The GCSR shall consist of 1 voting member from each participating university. This will be the person responsible for student recruitment within the university or the person to whom they delegate that authority.
2. Other individual members may attend and participate in GCSR meetings, in accordance with Article I, Section 6.

The Standing Committee shall consist of GCSR members in the following positions:

1. The Chair
2. The immediate Past Chair
3. The Chair of the OUF-SC
4. The Chair of the DC-SC
5. The Chair of the OUInfo Editorial Board (ex officio)
6. OUAC Representative (ex officio, non voting)
7. Aboriginal Post-Secondary Information Program (APSIP) representative (ex officio, non voting)
8. Provincial Equity and Outreach Recruitment Committee (EORC) representative (ex officio, non voting)
9. 8 members-at-large for the following positions:
   1. Vice Chair, SCSR
   2. Secretary, SCSR
   3. Chair, OURF Working Group
   4. Chair, OUGD Working Group
   5. Chair, OUIS Working Group
   6. Chair, Professional Development Working Group
   7. General Member-at-Large (2)

1. The election of the SCSR members shall take place at the AGM.
2. Nominations for the position of SCSR members should be presented to the SCSR Chair at least 2 weeks prior to the date of the AGM. Nominees must be sanctioned by their institutions to stand for election. The SCSR Chair shall inform all members of the GCSR, prior to the AGM, of those who will stand for election. Nominations may be made from the floor for all positions if a two-thirds majority of institutions present so approve. Such nominees must have the prior consent of their institution to stand for election. Any member of the GCSR is eligible to nominate candidates for any position.
3. When nominations have been closed, the officer(s) shall be chosen by a 50% plus 1 majority of those participating universities present and voting.
4. The term of office begins with the adjournment of the AGM at which a member was elected. Each elected member may stand for re-election.
5. The terms for each member will be:
   1. Vice Chair, SCSR will serve a 3-year term in the following roles: Vice Chair, Chair, Past Chair
   2. Secretary will serve a 1-year term
   3. Vice Chair, OURF Working Group will serve a 2-year term, first as the Vice Chair, and then as the Chair in the second year, as referenced in Article VI, Section 2. They will serve as a member at large of the SCSR during their 1-year term as OURF-WG Chair.
   4. Chair, OUGD Working Group will serve a 2-year term
   5. Chair, OUIS Working Group will serve a 2-year term
   6. Chair, Professional Development Working Group will serve a 2-year term
   7. General Members-at-Large will serve a 1-year term
   8. Vice Chair of the OUF-SC will serve a 3-year term in the following roles on the OUF-SC: Vice Chair, Chair, Past Chair, as referenced in Article VIII, Section 5. They will serve as an member of the SCSR during their 1-year term as OUF-SC Chair.
   9. Chair of the DC-SC will serve a 2-year term as referenced in Article XVII, Section 2.
   10. Chair of the OUInfo Editorial Board (ex officio) will serve a 3-year term, as referenced in Article XV, Section 2.
   11. OUAC Representative (ex officio, non voting) will not be an elected position, but rather will be appointed by the OUAC each year.
   12. APSIP Representative (ex officio, non voting) will not be an elected position, but rather will be appointed by the APSIP Co-Chairs each year. The representative will be a GCSR member.
   13. EORC Representative (ex officio, non voting) will not be an elected position, but rather will be appointed by EORC leadership each year.
6. If any office is left vacant, the Chair shall have the discretion as to whether the vacancy is filled via (1) a by-election, or (2) appointment, or (3) is left unfilled until a new election is conducted at the AGM.

The following shall be the functions of the Standing Committee and all the members thereof:

1. To act on behalf of the GCSR; to establish study committees, prepare reports, working papers, and recommendations for consideration by the GCSR.
2. To prepare an annual budget in collaboration with the OUAC, establish workshops on business related to the GCSR and to report decisions of the GCSR to the appropriate bodies.
3. To create and maintain documentation related to the core function of the GCSR and SCSR functions and initiatives including the Terms of Reference, Critical Paths and Core Initiative Summaries, as applicable.
4. To report to OURA, as required.

Additionally, each individual Member of the Standing Committee will be responsible for the following:

1. The Chair of the SCSR shall preside over all meetings of the SCSR and GCSR and is an ex officio member of all GCSR committees. They shall appoint individual members to serve on committees, boards or commissions that request participation from the GCSR and shall be the GCSR representative on the OURA Executive Committee. The Chair shall be the treasurer of the GCSR and shall have supervision over all monies belonging to, or managed by, the GCSR. The Chair shall keep accurate financial records and shall annually present a financial statement to the GCSR as part of their Annual Report presented at the AGM.
2. The Past Chair of the SCSR, in the absence of the Chair, shall preside and perform the duties of the Chair or appoint a member of the Standing Committee to fulfill those duties. They shall act as an onboarding resource for new GCSR members, take the lead on developing and providing relevant presentations and sessions at the OURA Conference and carry out additional duties and tasks as assigned by the Chair. Activities carried out by the Past Chair will be detailed in an annual report presented to the GCSR at the AGM.
3. The Vice Chair of the SCSR shall, in accordance with Article II, Section 3, Subsection e) i., assume the role of Chair in the year following their appointment as Vice Chair. The Vice Chair will work with Standing Committee Members to complete biannual reviews to be presented as part of their Strategic Mandate Report at the AGM prior to them assuming the role of Chair. The Vice Chair shall also carry out additional duties and tasks as assigned by the Chair.
4. The Secretary shall keep a record in minutes of the proceedings of all meetings of the SCSR and GCSR and cause those records to be circulated to the institutional members at the appropriate times. They shall, in partnership with the OUAC, maintain, update and distribute the GCSR membership lists and shall ensure that all relevant Terms of Reference deadlines are brought to the attention of the Chair and Standing Committee in good time.
5. The Chair, OURF Working Group, is responsible for the execution of the Ontario Universities’ Regional Fairs (OURF), including chairing OURF Working Group meetings, as referenced in Article V and Article VI.
6. The Chair, OUGD Working Group, is responsible for the execution of the Ontario Universities’ Guidance Dialogues (OUGD) and chairing OUGD Working Group meetings, as referenced in Articles IX and X.
7. The Chair, OUIS Working Group, is responsible for the execution of the Ontario Universities’ Information Sessions virtual events and chairing OUIS Working Group meetings, as referenced in Articles XI and XII.
8. The Chair, Professional Development Working Group, is responsible for the execution of the annual professional development opportunities and/or conference(s), including chairing PD Working Group meetings, as referenced in Article XIII.
9. The General Member-at-Large (2) shall attend and actively participate in all SCSR and GCSR meetings, providing insight and opinions on committee decisions. They shall also carry out additional duties and tasks as assigned by the Chair, which may include filling vacant Standing Committee positions, as required.
10. The Chair, OUF Steering Committee (OUF-SC), will, in collaboration with the OUAC, report to the GCSR on all matters related to the management of the affairs of the OUF-SC and the Ontario Universities’ Fair as referenced in Article VII and Article VIII.
11. The Ex Officio Member, Chair of the OUInfo Editorial Board, serves as the chair of the editorial board that is responsible for the content of the Ontario Universities’ Info website, as referenced in Article XV.
12. The Chair, DC-SC, will, in collaboration with the OUAC, report to the GCSR on all matters related to the management of collected data, and chair DC-SC meetings as referenced in Article XVI.
13. The Ex Officio Member, OUAC Representative, will report to the SCSR and GCSR on all OUAC matters related to the functions of the GCSR, including but not limited to website and email listserve administration, and management of the PIE Calendar as referenced in Article XIV. As an appointed member, they are non-voting.
14. The Ex Officio Member, APSIP Representative serves as a communication link between the SCSR and APSIP, keeping each group informed of the activities of the other. They will work to identify, propose and implement opportunities for mutually beneficial outcomes that will further the shared vision and mission of each group. As an appointed member, they are non voting.
15. The Ex Officio Member, EORC Representative serves as a communication link between the SCSR and the EORC, keeping each group informed of the activities of the other. They will work to identify, propose and implement opportunities for mutually beneficial outcomes that will further the shared vision and mission of each group. As an appointed member, they are non voting.

1. Date and Place of the AGM
   1. The AGM shall be held between January 1 and March 1 each year.
   2. The date and place of the AGM shall be designated by the Standing Committee, with consideration given to the date and place of the annual OURA AGM.
2. Members and Quorum
   All members of the GCSR shall be invited to attend the AGM. At the AGM, 50% plus 1 of the institutional members shall form a quorum.
3. Agenda
   An agenda shall be forwarded to the institutional members at least 2 weeks prior to the date of the AGM and shall include:
   1. Chair’s Annual Report
   2. Annual Financial Report
   3. Past Chair’s Annual Report
   4. Vice Chair’s Strategic Mandate Report
   5. Nominations for the offices of the Standing Committee received to date
4. Voting
   Each participating university shall have 1 vote.

1. There will typically be 5 meetings of the SCSR each year, which are typically scheduled as follows:
   1. February – the first meeting of the newly elected SCSR
   2. April – prior to the first GCSR meeting of the new cycle to seek a mandate and confirm priorities with GCSR for the upcoming year
   3. May/June – prior to the GCSR meeting to consult on planning direction and objectives for the cycle’s initiatives
   4. August – prior to the end of summer GCSR update meeting to confirm plans for executing core initiatives (e.g., OURF, OUF and OUGD)
   5. December – prior to the GCSR year-end meeting to review and report on the results from SCSR’s term, typically on a date that coincides with other year-end committee meetings
2. Additional meetings of the SCSR can be called at the discretion of the Chair
3. At all meetings, 50% plus 1 of the members shall form a quorum
4. Each member of the SCSR, except for ex officio members, shall have 1 vote
5. For a motion to pass, a two-thirds majority of members present must vote in favour of the motion, unless a motion is passed in advance to redefine “majority” for a particular vote
6. Meetings of the SCSR shall normally be held in a central location in Ontario and/or via video conference

1. There will typically be 4 meetings of the GCSR each year, which are typically scheduled as follows:
   1. April – typically immediately following the April SCSR meeting where a mandate and priorities for the upcoming year will be determined
   2. May/June – typically immediately following the May/June SCSR meeting to consult on planning direction and objectives for the cycle’s initiatives
   3. August – typically immediately following the August SCSR meeting to confirm plans for core initiatives (e.g., OURF, OUF and OUGD) prior to execution
   4. December – at the conclusion of the OUF and OURF, typically on a date that coincides with other year-end committee meetings to review outcomes and map out future directions
2. Additional meetings of the GCSR can be called at the discretion of the SCSR Chair
3. At all meetings, 50% plus 1 of the members shall form a quorum
4. Each member of the GCSR, except for ex officio members, shall have 1 vote
5. For a motion to pass, a two-thirds majority of members present must vote in favour of the motion, unless a motion is passed in advance to redefine “majority” for a particular vote
6. Meetings of the GCSR shall normally be held in a central location in Ontario and/or via video conference

Meetings shall be open to any individual from a member institution. In the instance that an individual outside the GCSR is present, only GCSR members will be permitted to participate in debate unless recognized by the Chair.

Meetings may move into closed session to consider a specific item of business at the request of a majority of the institutional members present and voting.

The OURF is a vehicle for communication between Ontario’s universities and the province’s secondary school students, outside the GTA. All Ontario secondary school students and their families should be able to reasonably access an OURF or the OUF from where they live.

The SCSR is responsible for organizing the OURF, with individual OURF Regions organized by Members of the OURF Working Group (OURF-WG), described in Article VI. The SCSR and OURF-WG shall endeavour to include all school boards in the visit schedule within reasonable bounds of geography, time and budget.

The OURF will normally be held from September to November each year, and the dates set for the upcoming year are typically determined at the December GCSR meeting.

1. All postsecondary institutions that are voting members of the GCSR, as defined in Article I, Section 5, must participate in the OURF.
2. Affiliate institutions of Ontario universities, as defined in Article I, Section 5, are permitted to participate under the auspices of the COU membership. Affiliate institutions must share the COU members’ space during the OURF.
3. The participation of other postsecondary institutions in the OURF is not permitted.

1. No institution shall organize an event that directly conflicts with an OURF event (i.e., occurs at the same time, or in the same timeframe, as an OURF event in the same region).
2. No institution shall request additional space at a venue hosting an OURF.
3. Institutions are expected to conduct themselves in a professional manner that will support the general operation and overall success of the OURF and is in keeping with our mission and values as outlined in Article I, Section 3.

1. The mandate of the OURF Working Group (OURF-WG) is to effectively organize regional OURF events across Ontario, excluding the GTA, which is served by the OUF, to make personal connection to Ontario’s universities as accessible to as many students as possible.
2. The OURF-WG is comprised of recommended members from the GCSR and chaired by the Chair, OURF Working Group, with the support of the Vice Chair, as described in Article II, Section 4e. The Chair will make every effort to appoint working group members that reflect the diversity of the collective.

The OURF-WG shall consist of these members:

1. The Chair; 1-year term – Provides oversight for the current year’s OURF.
2. The Vice Chair; 1-year term – Provides support to the Chair in preparation to provide oversight for the following year’s OURF.
3. Coordinators; 1-year terms – Charged with coordinating events within specific OURF regions, as determined by the end of the OURF-WG’s first meeting.
4. Member-at-Large; 1-year term, cross-appointed with the DC-SC, as defined in Article XVII, Section 2. This role may be filled by one of the OURF Coordinators.
5. 1 member named by the OUAC: ongoing.

The roles of Vice Chair and Chair are sequential; the incumbent would be a member of the OURF-WG for 2 years.

1. The election of the new OURF-WG Vice Chair shall take place at the GCSR AGM.
2. Once elected as Vice Chair, this member will remain a member of the OURF-WG for 2 years, as indicated in Section 2.
3. The SCSR Chair is responsible for inviting nominations for the Vice Chair position. Nominees must be sanctioned by their institution to stand for election. It is expected that nominees for the Vice Chair role be drawn from the senior level of the recruitment collective and have sufficient knowledge and experience to become OURF-WG Chair following their term as Vice Chair.
4. One month prior to the AGM, the Chair of the SCSR shall inform members of the GCSR of those who will stand for election in each of the available positions. At the AGM, nominations may also be made from the floor for available positions, if two-thirds of the institutions approve. (Such nominees must have the prior consent of their institution to stand for election.) Any member of the GCSR is eligible to nominate candidates for the positions. The Vice Chair shall be chosen by a 50% plus 1 majority of the universities that are present and voting.
5. Coordinators and the Member-at-Large of the Working Group will be appointed by the Chair.
6. The representative from the OUAC shall be appointed by their constituency in a manner appropriate to them.

1. The Chair, with the support of the Vice Chair, shall preside over all meetings of the OURF-WG and is responsible for the central coordination of all OURF events, including the contracting of collective transportation and communication of updates to GCSR members during events. They shall appoint OURF-WG Members to a specific OURF region, support each Member’s efforts in organizing OURF events and provide regular updates on OURF-WG activities to the SCSR and GCSR. At the conclusion of each year’s OURF events, the Chair will submit an annual report for review and approval at the SCSR and GCSR December meetings.
2. At the first meeting, the Members of the OURF-WG will be assigned an OURF region as determined and documented in the Core Initiative Summary.
3. Each Member of the OURF-WG is responsible for liaising with all interested parties to organize OURF events that are accessible to all students within that region. Each Member will coordinate travel logistics for staff participating in their region’s OURF and create schedules and itineraries to circulate to the GCSR in advance of the events. Each Member is expected to attend the events in their assigned region and assume the leadership role of Coordinator. The OURF Coordinator is responsible for all components of the week, including travel, accommodations, event execution and attendance collection. In exceptional circumstances, a Working Group Member may appoint a designate Coordinator to attend regional events with the approval of the Chair.
4. At the conclusion of the OURF, the Coordinator shall prepare a final report to be submitted to the Chair for the purposes of reporting at the SCSR and GCSR December meetings.
5. If the assigned OURF-WG Member is unable to attend their Region’s OURF, the Chair shall have the discretion to assign a new Coordinator as they see fit.

The Ontario Universities’ Fair (OUF) is a vehicle for communication between Ontario’s universities and prospective students from across the province. The in-person OUF effectively serves as the Greater Toronto Area’s (GTA’s) Ontario Universities’ Regional Fair (OURF).

The Ontario Universities’ Fair Steering Committee (OUF-SC) is responsible for ensuring the organization of the OUF on behalf of the General Committee on Student Recruitment (GCSR).

The OUF will normally be held at the end of September.

1. All postsecondary institutions that are voting members of the GCSR, as defined in Article I, Section 5, must participate in the OUF.
2. Affiliate institutions of Ontario universities, as defined in Article I, Section 5, are permitted to participate under the auspices of the Council of Ontario Universities (COU) membership. Affiliate institutions must share the COU members’ space during the OUF.
3. The participation of other postsecondary institutions in the OUF is not permitted.
4. All participating universities shall follow the policies outlined in the OUF Operations Manual.

The name of the committee shall be the Ontario Universities’ Fair Steering Committee, herein after referred to as the OUF-SC.

1. The mandate of the OUF-SC is to ensure that Ontario universities are effectively marketed in order to provide information to prospective students and their families through the OUF.
2. The OUF-SC reports on the OUF to the Ontario University Registrars’ Association (OURA) Executive, Standing Committee on Student Recruitment (SCSR) and the Ontario Universities’ Application Centre (OUAC) Budget and Advisory Committee, which ensures that the OUF meets the needs of the registrar and recruitment communities, as is practical.

The OUF-SC is responsible for directing the OUF as a service to the members and associate members of the COU.

The following shall be functions of the OUF-SC and the members thereof:

1. To annually update the OUF’s Core Initiative Summary, which serves as strategic direction for the OUF and to present key aspects to the SCSR, GCSR and the OURA Executive.
2. To monitor the OUF’s performance against the Core Initiatives Summary.
3. To maintain the OUF Operations Manual in order to meet the objectives outlined in the Core Initiatives Summary and good business practices. Contents of the manual will include, but are not limited to: OUF policies and compliance – including regulating partnership/sponsorship, space allocation, booths, pricing, and signage; budgeting and budget compliance; operations management; relations with universities; marketing; contracting; risk management and human resource management.
4. To establish goals for organizational performance and direction prior to each OUF.
5. To evaluate each OUF on its performance against the set goals.
6. To submit timely reports to the SCSR, GCSR, OURA Executive and the COU. An annual report will include an evaluation of the most recent OUF and plans for the upcoming OUF as outlined in the Core Initiative Summary.
7. As a senior member of the GCSR, the Chair of the OUF-SC will contribute valuable recruitment information and expertise to the direction of the OUF.
8. The OUF-SC Chair will manage the affairs of the OUF-SC and the OUF in order to fulfill the mandate of the OUF; make recommendations on contracts and budgets to the OUAC; manage the event contractor in partnership with the OUAC; liaise effectively with OUAC administrators; and manage processes and timelines.
9. The OUF-SC shall have the discretion to delegate responsibilities to the OUAC, contractors and volunteers in order to fulfill its mandate.

The OUF-SC shall consist of 8 members from institutions that are recognized by the COU. Each member shall have 1 vote on all matters brought before the OUF-SC. It is important that the election/appointment process for OUF-SC membership encourage and facilitate broad geographic and institutional representation from within the Ontario university community.

The OUF-SC shall consist of these members:

1. 4 members named by the GCSR in the following positions:
   1. The Chair; 1-year term – Provides oversight for the current year’s OUF.
   2. The Past Chair; 1-year term – Provides historical context from past OUFs to aid in future planning.
   3. The Vice Chair; 1-year term – Supports the Chair and Past Chair in preparation to provide oversight for the following year’s OUF.
   4. Member-at-Large; 1-year term, cross-appointed with the DC-SC, as defined in Article XVII, Section 2.
2. 2 members named by the OURA Executive with the following portfolios:
   • A registrar; 2-year term
   • A senior administrator responsible for their institution’s OUF budget; 2-year term
3. 2 members named by COU and the OUAC: ongoing

The roles of Vice Chair, Chair and Past Chair are sequential; the incumbent would be a member of the OUF-SC for 3 years.

1. The election of new OUF-SC members shall take place at the GCSR AGM. An election will take place annually for the Vice Chair and Member-at-Large position.
2. Once elected as Vice Chair, this member will remain a member of the OUF-SC for 3 terms as indicated in Section 5a) iii.
3. The SCSR Chair is responsible for inviting nominations for each of the GCSR positions. Nominees must be sanctioned by their institution to stand for election. It is expected that nominees for the Vice Chair role be drawn from the senior level of the recruitment collective and have sufficient knowledge and experience to become OUF-SC Chair following their term as Vice Chair.
4. One month prior to the AGM, the Chair of the SCSR shall inform members of the GCSR of those who will stand for election in each of the available positions. At the AGM, nominations may also be made from the floor for available positions, if two-thirds of the institutions approve. (Such nominees must have the prior consent of their institution to stand for election.) Any member of the GCSR is eligible to nominate candidates for the positions. When nominations have been closed, the election for Vice Chair will be conducted first, followed by the election for the Member-at-Large positions. Each shall be chosen by a 50% plus 1 majority of the universities that are present and voting.
5. The representatives from the OURA Executive, COU and the OUAC shall be appointed or elected by their constituency in a manner appropriate to them.

The operating year for the OUF-SC shall be from March 1 to the end of February.

The OUF-SC shall meet on a regular and ongoing basis throughout the year, as deemed necessary by the OUF-SC Chair. Bourinot’s Rules of Order [PDF] shall apply in the conduct of any meeting.

1. Each member of the OUF-SC shall be a voting member. Quorum shall be a 50% plus 1 majority of members within the OUF-SC.
2. For a motion to pass, a two-thirds majority of members present must vote in favour of the motion, unless a motion is passed in advance to redefine “majority” for a particular vote.

Should a vacancy occur on the OUF- SC, the committee shall have discretion to determine whether the vacancy will be filled by appointment by the OUF-SC or by requesting appointments from the OURA Executive, COU or the GCSR.

In all instances, appointments shall honour the proportionality, as defined in Section 5.

These Terms of Reference may be amended at any meeting of the GCSR by a two-thirds vote of the institutional members present, providing the notice of such amendment has been given at least 2 weeks in advance of the meeting.

In an effort to foster open communication with the Ontario guidance community, the SCSR coordinates, in collaboration with the OUAC, the planning and execution of the Ontario Universities’ Guidance Dialogues (OUGD) events for Ontario guidance counsellors.

OUGD are intended to serve as a professional development opportunity for those who advise students who have applied or intend to apply to Ontario universities.

As the efficacy of virtual events becomes clearer with technological advances and growing intelligence on user behaviours, virtual events are recognized by the SCSR as initiatives that improve accessibility to our collective. Virtual events are defined as primarily synchronous, with any asynchronous elements existing solely to support the synchronous event(s).

The OUGD-WG Chair, as referenced in Article II, Section 4f, is responsible for overseeing coordination of all OUGD events and chairing OUGD Working Group meetings. The Chair also serves as the liaison between the OUAC, the SCSR and other operational parties.

These parties determine elements of OUGD events that should be consistent across all events. Examples may include the following, but are not limited to the following, as defined in the Core Initiative Summary:

• platform and format of events
• event promotion
• communications to the guidance community
• registration and collection of registrant data
• the program and schedule
• plenary speaker(s)
• resource guides and packages
• feedback collection from attendees

The position is also responsible for providing regular reports to the GCSR and incorporating GCSR members’ feedback into the planning and execution of OUGD events.

1. The mandate of the OUGD Working Group (OUGD-WG) is to effectively organize OUGD virtual events that are accessible online across Ontario, and advise and support the OUGD-WG Chair.

1. In addition to the Chair, the OUGD-WG will consist of at least 1 individual member from the GCSR, a representative cross-appointed with the Data Collection Steering Committee (selected by either committee chair) and a representative from the OUAC.
2. Members of the Working Group will be recommended by the GCSR and will be appointed by the Chair. The Chair will make every effort to appoint working group members that reflect the diversity of the collective.

The Ontario Universities’ Information Sessions (OUIS) offer the opportunity for communication between Ontario’s universities and prospective students from across the province. The SCSR coordinates, in collaboration with the OUAC, the planning and execution of the OUIS virtual events.

OUIS are intended to serve a broad student-centred audience in the same vein as the OURF and the OUF.

As the efficacy of virtual events becomes clearer with technological advances and growing intelligence on user behaviours, virtual events are recognized by the SCSR as initiatives that improve accessibility to our collective. Virtual events are defined as primarily synchronous, with any asynchronous elements existing solely to support the synchronous event(s).

The OUIS-WG Chair, as referenced in Article II, Section 4g, is responsible for overseeing coordination of all OUIS virtual events and chairing OUIS Working Group meetings. The Chair also serves as the liaison between the OUAC, the SCSR and other operational parties.

These parties determine elements of OUIS events that should be consistent across all events. Examples may include the following, but are not limited to the following, as defined in the Core Initiative Summary:

• platform and format of events
• event promotion
• communications to the target audiences
• registration and collection of registrant data
• schedule
• feedback collection from attendees

The position is also responsible for providing regular reports to the GCSR and incorporating GCSR members’ feedback into the planning and execution of OUIS virtual events.

1. The mandate of the OUIS Working Group (OUIS-WG) is to effectively organize OUIS virtual events that are accessible online across Ontario, and advise and support the OUIS-WG Chair.

1. In addition to the Chair, the OUIS-WG will consist of at least 1 individual member from the GCSR, a representative cross-appointed with the Data Collection Steering Committee (selected by either committee chair) and a representative from the OUAC.
2. Members of the Working Group will be recommended by the GCSR and will be appointed by the Chair. The Chair will make every effort to appoint working group members that reflect the diversity of the collective.

In keeping with the mission and values outlined in Article I, Section 3, a Professional Development Working Group (PD-WG) will be struck each year to coordinate professional development for the GCSR membership.

Professional development initiatives include, but are not limited to, the following objectives:

1. Exchange of information among GCSR Member institutions.
2. Development and communication of common procedures, where desirable, applicable to the recruitment function.
3. Introduction of new recruitment staff to their colleagues across the province and the organizational structure of the GCSR and SCSR.
4. Provide opportunity for professional development though various means, including, but not limited to: Webinars, sessions at the annual OURA conference and networking opportunities.

1. The mandate of the Professional Development Working Group (PD-WG) is to advise and support the Chair’s efforts to plan, coordinate and execute professional development opportunities for GCSR members.
2. The Chair of the PD-WG will represent the SCSR on the OURA-PD working group for the duration of their term.
3. In addition to the Chair, the PD-WG will consist of at least 2 individual members from the GCSR and a representative from the OUAC.
4. Members of the Working Group will be recommended by the GCSR and will be appointed by the Chair. The Chair will make every effort to appoint working group members that reflect the diversity of the collective.

The Postsecondary Information Events (PIE) Calendar is a resource hosted by the OUAC Guidance website and managed by the OUAC to centralize information regarding PIE Events scheduled and organized by the guidance community.

The intent of the calendar is to allow both the guidance community and GCSR Members to understand the timing and location of events scheduled as it relates to the ability of universities to send staff to attend the events.

The GCSR acknowledges that while PIE continue to increase in popularity in the guidance community, they present significant and growing staffing and scheduling challenges for Member institutions.

With that in mind, the PIE Calendar and associated communication plans exist in an effort to achieve the following strategic aims on behalf of the GCSR:

1. Advocate that counsellors avoid scheduling PIE in conflict with the OUF and/or their region’s OURF.
2. Encourage counsellors to organize joint events with multiple schools to maximize ROI for attending institutions and minimize the creation of new PIE and/or reduce the total number year-over-year.
3. Encourage counsellors to schedule events on dates with as few other competing events as possible.
4. Educate the guidance community on the staffing challenges faced by universities and inform their expectations on university attendance based on the volume of competing events.
5. Ensure that all Ontario universities are invited to attend the event before it is posted to the calendar.

The PIE Calendar Coordinator is responsible for managing the content and operation of the PIE Calendar, website, and communication channels (e.g., email).

The Coordinator acts as the primary liaison with PIE organizers within the guidance community on behalf of the SCSR and GCSR. The position is also responsible for providing regular reports to SCSR and GCSR and incorporating Members’ feedback into the management of the PIE Calendar.

In order for a PIE to be posted to the calendar, all Ontario universities must be invited to attend the event.

OUInfo is a bilingual website that provides information about university undergraduate programs, admission requirements, scholarships and additional resources designed primarily for Ontario high school students, parents/guardians/supporters, and guidance counsellors.

The university application service fee funds a portion of this publication. Information relevant to non-secondary school students may also be included in the website/publication.

The Editorial Board Chair and the GCSR member will be appointed by the SCSR for a 3-year term in accordance with Article II, Section 3e. The appointment of an Editor and all functions relating to the Editor’s duties shall be the responsibility of the OUAC. All other members shall be appointed or elected by their constituencies in a manner deemed appropriate by them.

The Chair shall be responsible for informing all interested parties referenced in the previous table that the Editorial Board seeks their organization’s involvement and shall request that representatives be appointed in accordance with the table.

1. OUInfo is the responsibility of the Standing Committee on Student Recruitment (SCSR).
2. The operation and maintenance of OUInfo is the responsibility of the OUAC.
3. The Editor shall have control of copy and in the event of a dispute will consult with the Chair of the Editorial Board, who will discuss with appropriate members of the SCSR.
4. The Editorial Board shall meet at least once a year and is fully responsible for the content of the website, and associated publications.
5. One person from each institution will be responsible as the “institutional contact”. That person will manage the institution’s access to the OUInfo database and be solely responsible for contact with the Editor.

“Data Collection” is the practice of collecting contact and identifying information of prospective university students, parents/guardians/supporters, counsellors, and other influencers of prospective university students. The data collected is volunteered by the registrant through a channel managed by the OUAC or the Ontario universities (“Collective universities”).

View a list of all the channels subject to the “Data Collection” terms.

The primary purpose of “Data Collection” is to facilitate email communication by the Collective universities with constituents – which include prospective university students, parents/guardians/supporters, counsellors, and other influencers of prospective university students. Communications include, but are not limited to, university recruitment information, application information, and relevant event communications.

Collected data can also be used for statistical analysis, performance review, OUAC promotional messages and surveys, and database consolidation.

Read more about communicating with constituents and how the OUAC may communicate with these constituents.

Standardized information necessary to effectively communicate with constituents will be collected by the OUAC and the Collective universities’ channels. See the Data Collection Reference for core data points.

The collection of non-standardized data points is outside of the primary “Data Collection” scope and collection may not be supported. Exceptions can be made if: it does not affect the integrity or collection of core standardized data points; the user experience is not affected; and the platform/channel allows for the collection natively. The collection of additional non-standardized data points must be approved by the Data Collection Steering Committee (“DC-SC”).

Metadata will accompany collected data whenever possible. Metadata is the information that provides context for the collected data and can include: Date and time; event/location; channel/mechanism; user; and other contextual information.

For more information about collecting data, view the Data Collection Reference Document.

It is the responsibility of the OUAC and each of the Collective universities that every effort is made to ensure the security of the collected data, protect the privacy of the constituents, and that proper policy is followed. When accessing, storing, and using the collected data, the Collective universities will follow all appropriate privacy and data policy guidelines.

In addition:

1. Data may not be sold or transferred to a third party.
2. Collected data may only be shared with the OUAC or the Collective universities.
3. “Data Collection” practices must meet CASL and other international standards.
4. Communications using collected data must meet FIPPA and other international standards.
5. Collective universities must follow appropriate data retention policies.

The name of the committee shall be the Data Collection Steering Committee, hereinafter referred to as the DC-SC.

1. The DC-SC membership will include an elected Chair, plus additional members from other established GCSR committees or working groups who have “Data Collection” responsibilities, as defined in Article XVI, Section 1, and appointed representatives from the OUAC.
2. Each committee or working group within the GCSR may appoint up to 1 member with “Data Collection” responsibilities to the DC-SC.
3. Committee or working group appointments are subject to the approval of the DC-SC Chair.
4. The election of the DC-SC Chair shall take place at the GCSR AGM. Additional member appointments shall take place after the GCSR AGM.
5. The Chair of the DC-SC is a 2-year term.
6. Additional member appointments are a 1-year term and may be renewed for an additional year, subject to the approval of the DC-SC Chair.
7. Nominations for the Chair of the DC-SC should be presented to the SCSR Chair at least 2 weeks prior to the date of the AGM. Nominees must be sanctioned by their institution to stand for election. The SCSR Chair shall inform all members of the GCSR, prior to the AGM, of those who will stand for election. Nominations may be made from the floor if a two-thirds majority of institutions present so approve. Such nominees must have the prior consent of their institution to stand for election. Any member of the GCSR is eligible to nominate candidates for the DC-SC.
8. When nominations have been closed, the officer shall be chosen by a majority of those participating universities present and voting.

The DC-SC is responsible for:

1. Providing guidance and oversight of “Data Collection” efforts through the OUAC and Collective universities’ channels.
2. Providing expertise while being members of other steering/standing committees or working groups.
3. Organizing data collection efforts between committees and working groups.
4. Advocating for good data practices and keeping privacy and policy considerations at the forefront.
5. Reviewing collected data in aggregate.
6. Making suggestions to optimize and refine future “Data Collection” efforts.
7. Exploring additional opportunities to collect prospective students’ data and improve processes.
8. Managing and updating the “Data Collection Reference Document”.

The Chair of the DC-SC will be responsible for the Data Collection mechanism on OUInfo and related websites.

In regard to “Data Collection,” the following are core considerations of the DC-SC:

1. Privacy – Protect collected data.
2. Policy – Ensure data is collected appropriately and used accordingly.
3. Integrity – Provide clean and standardized data collection, regardless of channel.