Become an Executive Member

Responsibilities:

• Booking a room for the meetings (in the case that the EGSA office is unavailable – LMX431) and/or creating online meeting link (e.g. Google Meet, Microsoft Teams, Adobe Connect, Zoom)
• Notifying members of the date and time of a meeting (through email for the Association Committee and the newsletter for all graduate students at the Faculty of Education)
• Creating an agenda document that can be edited
• Preparing and sharing the agenda document for members to add points
• Guiding the flow of the discussion (to ensure the meeting ends at the agreed-upon time)
• If the Administrative Officer is absent, the chair must ask for a volunteer from the Association Committee or designate a person responsible for taking the meeting minutes.

Responsibilities include but are not limited to:

• Taking notes during meetings including detailed notes of any decisions made

Responsibilities: 

• Serving as the primary person of contact for finance-related emails
• Managing the Finance Committee’s online (i.e., Google Drive) and physical records
• Organizing, verifying, and updating Requests for Funding, Reimbursement Forms, Student Academic Support Grants (SASG) and other documents
• Organizing and chairing Finance Committee meetings
• Serving as a co-signer and issuing cheques

The Finance Officer must have been an active member of the Association Committee for a minimum of one year prior to accepting the portfolio.

Responsibilities:

• Bookkeeping using the accounting software, Wave
• Managing the Petty Cash box and updating the cash records
• Depositing cheques and money from the cash box
• Serving as the debit card holder
• Serving as a co-signer and issuing cheques

Responsibilities:

• Organizing locker sales at the beginning of each term
• Maintaining the Locker Tracking form and emailing Locker Agreements and Eviction notices
• Acts as a liaison to the Faculty to enact evictions following proper notice
• Maintaining an up-to-date inventory of sweaters
• Serving as a co-signer and issuing cheques

Responsibilities:

• Printing and depositing physical documents in appropriate folders in the EGSA office. Documents include event posters, details about ongoing programs, finances, allocated support grants, etc.
• Organizing and updating digital documents for the EGSA
• Every 5 years, deposit physical and digital documents in the University of Ottawa Archives.

Responsibilities:

• Acting as the EGSA representative at GSAÉD meetings, which requires attendance at monthly meetings
• Reporting back to EGSA what occurs at GSAÉD meetings and how it affects Association Members
• Registering financial information with GSAÉD each semester in order to receive EGSA direct deposits or disbursement cheques.
• Communicating with the finance team to ensure that we have received the direct deposit from GSAÉD or picking up disbursement cheques from the GSAÉD office (when necessary).
• Requesting and obtaining the list of new graduate students (name, program, email address) as soon as it is available (ideally before the start of each term). Transfer this information to the Newsletter Editor.
• Liaising with Association Members to discuss issues/concerns to bring to GSAÉD

Responsibilities:

• Attending CUPE 2626 General Assembly meetings and acting as the EGSA representative
• Attending CUPE 2626 Stewards Council meetings (providing a proxy when the Steward is unable to attend) and acting as the EGSA representative
• Reporting back to EGSA what occurs at CUPE 2626 meetings and how it affects Association Members
• Acting as a liaison between CUPE 2626 and Association members to inform CUPE 2626 of general issues arising for Education graduate students in relation to Teaching and Research Assistantships (TA and RAships); and ensuring that Association members are informed of any updates or changes to their rights and obligations for TA and RAships, as outlined in the Collective Agreement
• Fielding any TA and RAship-related inquiries from Association members by either providing appropriate responses of information or directing the Association member to the CUPE 2626 and/or University of Ottawa personnel who holds the information that is being sought

• There is one Anglophone and one Francophone position, and the individual must have been an active member of the Association Committee for a minimum of one year before being elected for this position.
• Each term is two-years, and the election for the Anglophone or Francophone representative typically alternate each year (Next election Francophone term 2020-2022, 2022-2024; Anglophone term 2021-2023, 2023-2025)
• The Faculty Council meets once a month, typically 3-hours on a Friday afternoon.
• The Faculty Council representatives may be asked to sit on other faculty-led, ad hoc committees; a designate from the Association may be identified.
• The representatives are responsible for preparing a monthly Association report, which includes upcoming events, current events and recently held events. Details for these events should be provided (i.e. number of participants).
• The representatives must be present at Faculty Council meetings to present the details of the report and answer any questions from the Faculty Council members.

• There is one Anglophone or Francophone position.
• The term is one year.
• The Education Policy Committee typically meets at least once per year, in September/October.

• There is one Anglophone or Francophone position.
• The term is one year.
• The Education Research Units Committee typically meets at least once per year, in the summer months.
• You receive the ERU reports to review prior to the meeting; your task is to comment on several criteria, keeping in mind how students are currently being involved in ERU activities and how students could better be involved (e.g., opportunities for professional development, opportunities for publications, leadership, etc.).

• There is one Anglophone and one Francophone position.
• The term is one year.
• Committee is responsible for recruitment and courses offered and to ensure the programs meet the quality standards set by the Ontario Council on Graduate Studies.
• The Committee reviews, comments on and makes recommendations to the Faculty Council.

Responsibilities:

• Monitoring the EGSA email inbox and responding to student inquiries
• Liaising with other contacts in order to support inquiries
• Forwarding, connecting, and referring emails to the correct contact if the inquiry is outside of the EGSA’s purview

Responsibilities: 

• Updating the EGSA website with event information, mentor availability, contact information
• Posting relevant resources (association memberships, conferences) 
• Ensuring both French and English content is current and updated

Responsibilities:

• Posting in English and French on Twitter, Instagram and Facebook information related to EGSA activities (events, workshops, other opportunities)
• Accepting submissions via email for posts
• Retweeting or sharing information from other relevant sources (Faculty of Education communications, GSAÉD newsletters, University of Ottawa communications) that are applicable to graduate students

Responsibilities: 

• Drafting and sending a weekly newsletter to graduate students in English and French
• Accepting submissions via email for the newsletter
• Collecting information from other relevant sources (Faculty of Education communications, GSAÉD newsletters, University of Ottawa communications) that are applicable to graduate students
• Maintaining the contact list (Audience) in MailChimp. This includes liaising with the GSAÉD representative at the beginning of each term to receive an updated list of graduate students enrolled in the Faculty of Education.

Responsibilities:

• Providing opportunities for member to connect through social activities (at minimum 2 per semester, excluding the Spring/Summer term)
  • At least one of the events per semester should center themes of Equity, Diversity and/or Inclusion.
• Participating in the organization of Orientation Week with the Association Committee
• Presenting budget requests and seeking Association’s approval
• Liaising with partners should there be a request for catering and food or materials  needing to be ordered in advance
• Booking campus space where appropriate for organized event

Responsibilities:

• Advertising the Mentorship program to recruit mentors and mentees at the beginning of each Fall and Winter semester
• Updating the EGSA website with new mentor information
• Coordinating a meeting with mentors during the month of November to discuss lessons learned. Hold a similar meeting in March.
• Reviewing activity reports submitted by mentors
• Writing and submitting a report to the graduate studies co-directors

Responsibilities:

• Connecting with mentees once every two weeks
• Committing an average of one hour of effort per week for two mentees. This should cover any time spent exchanging emails, doing face-to-face meetings and reporting on activities.
• Submitting two activity reports per semester to the program administrators.

Responsibilities:

• Attend EGSA meetings
• Advertising EGSA events in classes, both in person and online (pending professor approval)
• Requesting and reporting feedback from colleagues in their program 
• Maintaining professionalism and anonymity regarding all feedback
• Meeting with the Dean of the Faculty of Education when meetings are called (~1/semester