Board Information

General Information

SSCL Board members commit to a term of 2 or 3 years performing their specific role and attend SSCL’s Board Meetings (monthly except July and December) and the Annual General Meeting (AGM), which is held in September. Board members can expect to spend 2-3 hours per meeting.

Board members also serve on Committees and take turns volunteering at various SSCL events (Winter luncheon, Virtual Winter Gathering Event, Spring Bus Tour, etc.). Each Board member has defined responsibilities including specific tasks and reporting on their activities at meetings.

Chair/Vice Chair/Past Chair Team

• Incumbents serve for one year each as Vice Chair, Chair and Past Chair, learning the tasks (Vice Chair), presiding (Chair) and offering insight and information (Past Chair).
  • The Chair leads the Board and chairs the monthly board meetings and the AGM.
  • The Vice Chair’s role is to become familiar with the board, learn about SSCL and support/assist the Chair as required.
  • The Past Chair’s role is to provide organizational history, advice, support and assistance to the Chair and Vice Chair as required.
• This structure provides continuity in the leadership team.

Key Responsibilities

• Develops, leads, assists and prepares recommendations on Board governance, documentation, strategy, organizational priorities, policies, etc.
• Prepares for and participates in meetings.
• Serves as members of:
• Executive Committee (Chair, Past Chair, Vice Chair, Secretary, and Treasurer)
• Program Committee (Chair, Past Chair, Vice Chair, and Program Manager) - pre-screens and brings recommendations to the Board for proposed course offerings; provides direction to the Program Manager for course offerings, reports to the Board regarding course selections
• Nomination Committee (Chair, Past Chair, and Vice Chair) - solicits, pre-screens and brings recommendations to the Board for proposed new Board members.
• Assists with Board special events as required.
• Other duties, as required.

Chair Duties

• Provides leadership and overall direction to the Board and the organization.
• Consults/strategizes with Vice Chair and Past Chair.
• Prepares and distributes agenda for each Board meeting.
• Chairs meetings.

Vice Chair Duties:

• Supports the Chair and performs the Chair’s duties when he/she is absent or unable to act.
• Consults/strategizes with Chair and Past Chair.

Past Chair Duties:

• · Consults/strategizes with Chair and Vice Chair.
• Provides advice and assistance and fills in for absences as required.
• Supports the Chair and VP.
• At the AGM, the Past Chair presents the current slate of Board Members and conducts the election of new Board members.

Qualifications

• Organizational, leadership and teamwork skills are essential for these positions.
• Must be familiar with and/or willing to learn SharePoint (online file storage system).
• Prior Board experience would be an asset.

Two-year term

General Information

SSCL Board members commit to a term of 2 or 3 years performing their specific roles and attend SSCL’s Board Meetings (monthly except July and December) and the Annual General Meeting (AGM), which is held in September. Board members can expect to spend 2-3 hours per meeting.

Board members also serve on Committees and take turns volunteering at various SSCL events (Winter luncheon, Virtual Winter Gathering Event, Spring Bus Tour, etc.). Each Board member has defined responsibilities including specific tasks and reporting on their activities at meetings.

Key Responsibilities:

• Attends and takes minutes of Board meetings and the Annual General Meeting. (2 – 3 hours per meeting)
• Prepares and circulates draft minutes to Board members and files official minutes online. (3 - 4 hours per month)
• Records, maintains, organizes, updates and keeps track of other official SSCL documents and records.
• Assists the Treasurer by providing second approval for payments, primarily at the end of each semester.
• Updates the list of the new Board members and forwards these to the Program Manager for posting on the USask website.
• Organizes the SSCL’s Archives file and annually prepares and transmits a digital report for University Archives and Special Collections at University of Saskatchewan 

Qualifications

• Excellent oral/written communication and teamwork skills
• Must be comfortable with, and/or willing to learn technology including word processing, e-mail and online (cloud-based) file storage system.
• Prior Board experience would be an asset

3 year term

General Information

SSCL Board members commit to a term of 2 or 3 years performing their specific roles and attend SSCL’s Board Meetings (monthly except July and December) and the Annual General Meeting (AGM), which is held in September. Board members can expect to spend 2-3 hours per meeting.

Board members also serve on Committees and take turns volunteering at various SSCL events (Winter luncheon, Virtual Winter Gathering Event, Spring Bus Tour, etc.). Each Board member has defined operational responsibilities including specific tasks and reporting on their activities at meetings.

Treasurer

• Manages and oversees SSCL’s financial affairs in line with good practice and in accordance with its governing documents and legal requirements.
• Regularly informs the Board of important financial events, trends, and other relevant issues regarding the organization’s financial health to ensure good decision-making.
• Has overall responsibility for the organization’s finances and provides appropriate oversight to any contracted financial service providers.
• Time commitment varies throughout the year, with peak activity at the start and end of each term and at year-end.

Key Responsibilities:

• Works with the bookkeeper in the externally contracted accounting firm using the online accounting software (currently Xero) to ensure the completeness and accuracy of transactions, and the resulting reports.
• Develops/implements effective communications processes for Board and management.
• Controls/processes all financial transactions including deposits and payments of bills; establishes and regularly reviews financial controls to protect SSCL’s assets.
• Ensures appropriateness/accuracy of accounts and bank reconciliations.
• Acts as a counter-signatory for organization’s payments.
• Develops/maintains/retains the organization’s financial records.
• Prepares/reviews monthly and annual financial and statistical statements, budget, cash flow and financial forecasts, and monitors actual results to budgets/forecasts.
• Establishes/reviews effective financial systems/measures, internal controls, and procedures and documents same.
• Works with the contracted bookkeeper to ensure records are adequate and accurate for the year-end compilation or review of annual financial statements.
• Recommends any changes that might be needed to the bookkeeping and accounting arrangement with the contracted accounting firm.
• Develops/implements financial, reserves and investment policies.
• Ensures compliance with all legal and regulatory requirements; keeps current on regulatory reporting changes that affect SSCL and reports to the Board regarding their impact on the organization.

Qualifications:

• Understanding of and experience with good financial management/reporting practices and of the financial information needed by the Board to support effective decision making.
• Significant training/experience in accounting; professional designation preferred.
• Must be comfortable with/willing to learn technology including spreadsheets, electronic accounting (currently Xero online) and word processing software, e-mail, SmartRec online registration system and cloud-based file storage system (SharePoint) (training on SmartRec and SharePoint will be provided).
• Good organizational and communications skills.
• Knowledge/experience working with non-profit organizations would be as asset.

3 year term

General Information

SSCL Board members commit to a term and attend SSCL’s Board Meetings (monthly except July and December) and the Annual General Meeting (AGM), which is held in September. Board members can expect to spend 2-3 hours per meeting. 

Board members also serve on Committees and take turns volunteering at various SSCL events (Virtual Winter Gathering Event, Spring Bus Tour, etc.). Each Board member has defined responsibilities including specific operational tasks and reporting on their activities at meetings. 

Zoom Squad Team

The positions of Assistant Zoom Squad Director and Past Zoom Squad Director are being added to the SSCL Board.

• Incumbents will serve for one year each as Assistant Director, Director and Past Director, learning the tasks (Assistant), managing all in-class and zoom monitor processes (Director) and offering information, advice and assistance (Past Director).
• Recruit and train volunteer In-Class Monitors and Zoom Monitors to support SSCL on-line programming.
• Work with the Zoom Squad to Ensures that In-Class Monitors and Zoom Monitors are assigned to each course and that all on-line courses are supported throughout each term.
• Oversee/Coordinate the set-up of SSCL on-line classes in Zoom; ensure that Zoom is configured to send weekly class reminders and Zoom links to registered students.
• Arrange for Zoom training sessions for new instructors with university IT staff. Serve on the Zoom Squad as an In-Class or Zoom Monitor or both (optional) /li>
• Distribute and collate online course evaluations/comments and submit to the Program Manager and Chairperson of the SSCL Board.

Qualifications

• Excellent organizational, Directorship, communication and teamwork skills
• Must be comfortable working with, and/or willing to learn a variety of technology platforms including Zoom, SmartRec, Gmail, SharePoint (training will be provided)
• Prior Board experience would be an asset.

3 year term

General Information

SSCL Board members commit to a term and attend SSCL’s Board Meetings (monthly except July and December) and the Annual General Meeting (AGM), which is held in September. Board members can expect to spend 2-3 hours per meeting. 

Board members also serve on Committees and take turns volunteering at various SSCL events (Virtual Winter Gathering Event, Spring Bus Tour, etc.). Each Board member has defined responsibilities including specific operational tasks and reporting on their activities at meetings.

Registrar/Assistant Registrar/Past Registrar Team

• Incumbents serve for one year each as Assistant Registrar, Registrar and Past Registrar, learning the tasks (Assistant Registrar), managing all registration-related processes (Registrar) and offering information, advice and assistance (Past Registrar).
  • The Registrar leads the team, manages the registration system, the annual cycle of registration activities and delegates registration tasks to the Program Manager. The Registrar creates a report for each board meeting, compiles relevant statistics regarding the course/session registrations, creates/updates the Registration Calendar and updates the Registrar Guide as necessary.
  • The Assistant Registrar’s role is to become familiar with the registration systems, processes and activities. They will assist with member registration; help troubleshoot any system errors and suggest updates to the Registrar Guide.
  • The Past Registrar’s role is to provide advice, support and assistance to the Registrar’s Team as required. They will assist with member registration; help troubleshoot any system errors and suggest updates to the Registrar Guide.
  • The workload is shared by the three people on the team; the specific division of duties is determined by the team or as assigned by the Registrar. This structure provides continuity in the leadership team. 

Key Responsibilities:

• Develops/maintains an annual calendar of registration events and deadlines, oversees the configuration of the SmartRec (Amilia) online registration system by the Program Manager, monitors the registration process for all courses and special events, assists members who experience registration/payment problems, reconciles payments, and maintains the Registrar’s Guide.
• Registrars must be available for two weeks in each of the three major registration periods: August, December and February. The work associated with each registration period is shared by the three team members.

Qualifications:

• Computer skills are essential for these positions as the work involves configuring our online registration system and helping our members when they encounter problems.
• Good organizational and teamwork skills
• Prior Board experience would be an asset.

One Year Term

General Information

The Member at Large is an entry level position that the SSCL Board has created to provide an opportunity for volunteers to join the Board and learn about SSCL and the Board’s functions and operations without having to carry a specific set of operational responsibilities. The Member at Large is appointed for a one-year term, but it is hoped that after the initial “learning” year, he/she will be interested in and willing to move into another Board position, with more specific responsibilities. 

Key Responsibilities:

• Learns about SSCL’s various functions, activities, operations and the roles/responsibilities of other Board members.
• Attends SSCL’s Board Meetings (monthly except July and December) and the Annual General Meeting (AGM), which is held in September. Board members can expect to spend 2-3 hours per meeting.
• Participates in Board discussions and decision-making.
• May serve on various Committees; takes turns volunteering at various SSCL events (Virtual Winter Gathering Event, Spring Bus Tour, Spotlight on Seniors, etc.).
• Assists with other roles and responsibilities, including helping other Board members with their responsibilities as needed.
• Other duties as assigned. 

Qualifications

• A positive outlook and desire to serve the SSCL community and learn whether/which other Board position(s) might be of interest to them in the future
• Organizational, leadership, communication and teamwork skills
• Must be comfortable working with, and/or willing to learn a variety of technology platforms (e.g. Zoom, Smart Rec, Gmail, SharePoint). Training will be provided.
• Previous Board experience not a necessity.

In-Class Monitors are Volunteer positions, but are not Board members term one class (usually eight weeks)

Key responsibilities of these positions include:

• Communicate with Zoom monitor by cellphone if any issues arise in the classroom e.g. dead batteries in microphone, instructor delayed, etc.

Note: In-Class monitors will receive a $10 Tim Horton’s gift certificate as a thank you.

Zoom Monitors (Volunteer positions, but are not Board members) - term one class (usually eight weeks)

Key responsibilities of these positions include:

• Open the webinar in Zoom each week a half hour before the class starts
• Check that everyone who joins the webinar is registered on Amilia; removes anyone who is not registered for the course
• Monitor Zoom Chat and the SSCLmonitors email during the class and respond to technical questions
• Monitors Q&A and move questions to Answered once the instructor has responded
• Unmutes participants if the instructor wants oral questions

Zoom Monitors need to be comfortable working with technology, especially Zoom (training is provided by SSCL)

Note: Zoom monitors are able to take the course(s) they are supporting AT NO COST