[The AWC Terms of Reference were drafted in Spring 2015 by the AWC Chair, Victoria Wyatt, and the 2014-2015 AWC Steering Committee: Janni Aragon, Heather Dean, Margo Matwychuk, Kim Nayyer, Kathy Teghtsoonian, and Jin-Sun Yoon. We sought to document and formalize usual practices. As noted in the final section, the Terms of Reference will be reviewed regularly.]
TERMS OF REFERENCE FOR THE UNIVERSITY OF VICTORIA
ACADEMIC WOMEN’S CAUCUS (AWC)
AWC MISSION STATEMENT
The Academic Women’s Caucus is a forum for discussion of issues of interest and concern to academic women at the University of Victoria and for the development of initiatives and strategies to address those interests. The AWC maintains regular communication with the Vice-President, Academic & Provost concerning issues of interest to AWC members. AWC representation on University committees brings a gender equity lens to discussions of policies and procedures. Regular AWC contact with the Office of Equity and Human Rights, the Advisor to the Provost on Equity and Diversity, and the pertinent unions on campus contributes to discussions of policy, procedures, and practice. Through formal and informal channels, the AWC provides social and political networks for academic women at UVic. The AWC sponsors speakers and educational workshops about matters of interest to AWC members. It has a formal relationship with MIWIN, the Minority and Indigenous Women Instructor’s Network. Through such activities, the AWC advocates for positive change and a supportive working environment for AWC members.
AWC MEMBERSHIP
Membership of the AWC comprises female-identified members of the Faculty Association (includes librarians, limited term appointments, research-stream and teaching-stream faculty), and sessional instructors (CUPE 4163).
AWC CHAIR
The AWC Chair will usually serve for one term of two years, running from July 1 to June 30. The expectation is that a Chair will not serve more than one consecutive term, although they may serve again at a later date.
The AWC Chair has 3.0 units of course release annually, or the equivalent in work reduction for librarians, from the AWC budget provided by the Office of the Vice President Academic & Provost.
The responsibilities of the AWC Chair include the following:
AWC Steering Committee: The AWC Chair organizes and consults with the AWC Steering Committee, in accordance with the Terms of Reference. (The composition and roles of the AWC Steering Committee are discussed below.)
University Committees: The AWC Chair or designate is expected to serve on the University Human Rights Committee and its subcommittees the President’s Employment Equity Advisory Committee and the President’s Educational Equity Advisory Committee; and the Provost’s Diversity and Equity Advisory Committee. The Chair is expected to play an active role on such committees, bringing an equity lens to discussions of policy and procedure. The AWC Chair or designate may serve on additional committees that may be struck by the administration, unions, or others to address specific issues.
Website: The AWC Chair maintains the AWC WordPress site on the Online Academic Community.
Purple Prose: The publication Purple Prose is distributed electronically at least once per year. The publication is usually distributed by the AWC Chair, who may seek contributions from AWC members. The fall publication often introduces recently hired AWC members.
Listserv: The AWC Chair maintains the AWC listserv and adds new members with their permission. They use the listserv to keep Members informed of events, news and issues between editions of Purple Prose. They authorize Member posts to the listserv upon request, as appropriate.
Buddy System: The AWC runs a Buddy System for recently hired AWC members who wish to participate. The matches are organized by the Chair prior to start of classes in September, and usually involves AWC members hired in the past 12 months. The Chair puts out a call for volunteers among the AWC membership if a new faculty member requests a buddy. The goal is to provide an immediate, friendly contact on campus, usually in a unit outside that of the new member. The buddy may help the member learn about resources on campus and in Victoria. She is not intended to be a formal mentor assisting with tenure and promotion, although some relationships may develop in that direction.
AWC Reception: The AWC usually holds one reception, in the fall term. It is scheduled by the AWC, when possible at a time when the Vice President Academic & Provost is able to attend. Other people on campus who may serve as resources people for AWC members are usually invited, including the Director of Equity and Human Rights, the Advisor to the Provost on Equity and Diversity, and Member Services Officers from the respective unions.
Regular Contact with Vice-President Academic & Provost: The AWC Chair usually will meet once per term with the Vice-President Academic & Provost. Such meetings may be used both to note positive developments and to flag on-going issues of interest to AWC members. Meetings may be arranged more often in response to issues that may arise of interest to AWC members.
Regular Contact with Unions: The AWC Chair will maintain regular contact with the respective unions to share information about issues of interest to AWC members and to remain aware of efforts to effect changes in policies and procedures. Where the AWC Chair sees a need for policy changes or education, she may communicate this need to the unions
Individual Member Support: The AWC Chair serves as a resource person for AWC members, directing them to appropriate resources on campus to answer questions and assist with issues. (Such resources may include, but are not limited to, the Office of Equity and Human Rights and Member Services Officers of the respective unions.) The AWC Chair may accompany members to meetings upon request, but should not act as an individual advocate in place of Union representation.
Workshops and Speakers: The AWC Chair organizes workshops/panels and sponsors speakers on topics of interest to AWC members. The AWC Chair may collaborate with other organizations or departments on campus in sponsoring such events.
Relationship with MIWIN: The AWC Chair works with the chair(s) of the Minority and Indigenous Women Instructor’s Network (MIWIN), to provide budgetary support for MIWIN activities. Usually this consists of a lunch/workshop per term.
Award Nominations: The AWC Chair may play an active role in nominating AWC members for appropriate awards and recognition.
Supervision of work-study student: The AWC Chair usually supervises a work-study student. The Chair applies for the position through the Office of the Vice President Academic & Provost, who directly deals with the Office of Student Awards and Financial Aid. The student may assist with the AWC WordPress site on the Online Academic Community, help with organizing events, gather material for Purple Prose, do research related to issues of interest to AWC members, and aid various other ways to support the AWC’s mission.
Transition to new AWC Chair: The AWC Chair will follow the procedures outlined below regarding the selection of the incoming AWC Chair.
AWC STEERING COMMITTEE
The AWC Chair will be assisted by an AWC Steering Committee (AWCSC). The AWCSC should have as widespread representation across campus, to maintain a broad understanding of issues and circumstances across campus, to represent its constituents credibly, and to give people interested in AWC leadership an opportunity to familiarize themselves with AWC leadership roles. The AWCSC will bring matters of interest to the attention of the AWC Chair, advise her on how issues affect women in their areas, offer ideas about workshops/speakers, act as a sounding board for the Chair, and provide other consulting support. The AWCSC is usually not expected to perform the duties of the Chair as outlined above.
When feasible, the AWCSC will include people holding each of the types of appointments represented under the umbrella of the AWC.
Terms for the AWCSC will normally be for two years. Terms among the membership should be staggered, to ensure continuity.
When feasible, outgoing AWC chairs will serve on the AWC Steering Committee for at least one year.
When feasible, the AWCSC will include a representative from MIWIN.
SELECTION OF AWC CHAIR
The incoming AWC Chair should have served on the AWC Steering Committee for a minimum of one year, so that they are familiar with AWC activities. Around February of a transition year (if not sooner), the current AWC Chair should send a call out to recent AWC Steering Committee members, asking for expressions of interest. If feasible, Chairs should rotate between Faculties, although a familiarity with the AWC should be the priority.
When there is more than one expression of interest, the Membership will vote on the incoming Chair. The vote, arranged by the current Chair, will be conducted electronically using Webvote or other secret ballot software, with a list of all regularized female-identified faculty members, librarians, limited-term appointments and sessional instructors provided by the University Secretary’s office. [It is understood that not all women on the list may consider themselves AWC members, but using this list ensures that everyone who wants to be included in the vote is included.] This list will unavoidably include names of people who do not consider themselves among the AWC membership, but there is no obligation to vote.] The incoming Chair will be selected by a majority of votes cast.
Preferably the vote will take place by the end of April, allowing the incoming Chair time to arrange job responsibilities before starting the term on July 1.
SELECTION OF AWC STEERING COMMITTEE
At the beginning of each academic year, the Chair will send a call for volunteers for the AWC Steering Committee to the AWC membership. To encourage people with leadership interests to join the AWC Steering Committee, the call for volunteers should state explicitly that the AWC Chair is expected to have recent experience on an AWC Steering Committee. If feasible, the AWC Steering Committee should comprise members from each Faculty and at least one librarian. If too few volunteers come forward, the existing AWC Steering Committee will actively seek other members. There is no specific size for the AWC Steering Committee, as interested women are encouraged to participate. The expectation is that all interested members can participate, but a chair may use her discretion to limit size under the unlikely circumstance that too many volunteers come forward.
POSTING AND REGULAR REVIEW OF AWC TERMS OF REFERENCE
The AWC Terms of Reference will be posted on the AWC website. The AWC Terms of Reference should be reviewed by the AWC Chair and AWC Steering Committee at least once every four years, and earlier if circumstances indicate. (The first review should take place two years after implementation, in Spring 2017.) AWC Members may be invited to submit comments or suggestions for revision to the AWC Chair and the AWC Steering Committee as part of the reviews.
Updated May 24, 2017