Procedure 20-6 - Submitting Requests to the Administration Committee

Date effective: 2013-04-01

Authorized by: Administration Committee

SUBMITTING REQUESTS TO THE ADMINISTRATION COMMITTEE

1. PURPOSE

This procedure aims to establish standards and a process to prepare and submit requests to the Administration Committee.

2. ADMINISTRATION COMMITTEE AUTHORITIES

2.1. TERMS OF REFERENCE

Under the direction of the President, the Administration Committee is the committee responsible for the internal management of the University and for the general administration of University business according to applicable laws and regulations. Among other duties, this committee is responsible for duly managing the strategic plan, implementing the administrative and strategic support that the University of Ottawa requires to fulfill its academic and research mission, optimizing resources and assets, maintaining an institutional communications framework and developing a fundraising strategy. The Administration Committee answers to the President, who is responsible for making the necessary recommendations to the Board of Governors.

The terms of reference for the Administration Committee are available at: http://www.uottawa.ca/administration-and-governance/internal-governance/administration-committee

2.2. ADMINISTRATION COMMITTEE MATRIX OF DECISION-MAKING AUTHORITY

The Administration Committee matrix of decision-making authority describes the types of decisions that arise from the Administration Committee’s terms of reference and specifies the consultation and approval processes required for each decision.

2.3 TEMPLATES TO SUBMIT A REQUEST

Depending on the type of request, one of the two following templates may be used to submit requests to the Administration Committee.

2.3.1. Administration Committee submission form

The Administration Committee submission form is used to submit major requests of significant institutional scope or appreciable financial impact. The submission form will necessarily be issued by the Office of the President or by the office of a vice-president, and must contain information on the following:
• prior consultations (professors, students, unions, faculties, services, vice-presidents);
• compliance with regulations;
• risk-benefit analysis;
• one-time and recurring costs;
• funding source;
• if applicable:
- implementation and communications plan;
- impact on the achievement of Strategic Plan objectives.

The Administration Committee submission form is available at: http://www.uottawa.ca/administration-and-governance/policies-and-regulations/forms-and-other-documents

2.3.2. T form

The T form will be used for a human resources request concerning an individual that is beyond the scope of applicable laws and regulations or within the provisions of collective agreements.

2.4. PREPARATION AND SUBMISSION OF REQUESTS

The Administration Committee meets every Wednesday morning. All requests that are submitted to the University Secretariat by end-of-day Monday may be presented to the Administration Committee on the Wednesday of the following week. The approval of the Vice-President, Governance or the President is required for any document to be added after Monday for the meeting taking place the following week. Documentation is sent to members on the Wednesday that precedes the meeting.

Requests submitted to the Administration Committee must include all the required information and must be accompanied by all relevant documentation, which must be signed by the individual submitting the request and by the vice-president concerned. Requests that do not meet these criteria will be returned to the individual submitting the request.

In the case of requests that use the Administration Committee submission form, both an original signed copy and an electronic copy must be sent to the University Secretariat.

In the case of requests that use the T form, two (2) signed copies (the original and a copy) must be sent to the University Secretariat.

In the case of T forms, the University Secretariat is tasked with obtaining the approvals within senior central administration.

2.5. NOTIFICATION OF DECISIONS

Once the minutes have been approved, the University Secretariat will notify the individual submitting the request of the Administration Committee’s decision by electronic means.

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