Operating Principles
Policies Guiding the Quality Council and its Committees
1. Introduction
The mandate and mission of the Ontario Universities Council on Quality Assurance (Quality Council) are defined in the Quality Assurance Framework (approved in 2021). The Quality Council and its two committees, Appraisal Committee and Audit Committee, operate under this Framework. Changes to the Quality Assurance Framework’s Part One: Quality Assurance Principles for Ontario Universities and Quality Council are subject to approval of both the Quality Council and OCAV. For the Quality Assurance Framework Part Two: Protocols for Ontario Universities, changes may be made at any time by the Quality Council and reported subsequently to the Ontario Council of Academic Vice-Provosts (OCAV).
This document includes policies that have been developed and approved by the Quality Council) to govern it and its two Committees in their operations.
2. Scope of Authority
The policies in this document apply to the members of the Quality Council and its Committees. The work produced by the Council and its Committees is the property of the Quality Council.
Members of the Quality Council and its Committees do not speak for the Council. All communication of the decisions of the Quality Council and its Committees and responses to inquiries from any source take place through the Quality Assurance Secretariat. The Secretariat will communicate with the institutional contacts that are identified by each university in its Institutional Quality Assurance Process (IQAP) and to other appropriate individuals and groups including the Ministry of Colleges and Universities as directed in the Quality Assurance Framework. The Council and its Committees do not intervene to settle disputes at universities or communicate directly with individuals at universities who have not been designated as the institutional contact. All public statements and communications by any means related to the Quality Council and its Committees are the responsibility of the Executive Director, Quality Assurance and the Chair of the Quality Council. All inquiries should be directed to the Quality Assurance Secretariat.
3. Responsibility of Members of Quality Council and its Committees
Members are committed to the principles and practices of quality assurance in the post- secondary education sector. All members are thoroughly knowledgeable about the Quality Assurance Framework and are guided by it in their decision-making. Members of the Quality Council and its Committees represent the system rather than their own institution while they undertake their work related to the Quality Council and its Committees.
Recommendations are made by the Appraisal Committee and the Audit Committee to the Quality Council which has the final authority to approve recommendations, as mandated in the Quality Assurance Framework. The Appraisal Committee has final authority to make decisions related to expedited approvals.
Decisions of the Quality Council and its Committees take place by consensus or vote following a full discussion of the relevant issues. All members of the Quality Council and its Committees are responsible for preparing for meetings and participating with respectful, open and honest communication, and ethical conduct. Members are committed to respecting issues of gender, race, religion and culture. Members of the Quality Council and its Committees are committed to responding to University submissions as expeditiously as possible.
4. Confidentiality
All submissions from the universities to the Quality Council are treated as confidential by the Quality Assurance Secretariat, the Quality Council, and its Committees. Furthermore, members of the Quality Council, its Committees and its auditors agree to conform to the requirements of the Freedom of Information and Protection of Privacy Act (FIPPA). All materials from the Universities, agendas and other meeting materials are provided electronically, and are available through the Quality Assurance Management System (QAMS). Only authorized members of the Quality Council/Appraisal Committee/Audit Committee/Auditors will have access to this material, as appropriate. Members of the Council and its Committees understand that these materials are provided for their consideration for program and IQAP approvals or for audit purposes. Members agree not to share, copy, or use any information provided by the universities for any purpose other than mandated by the program and IQAP approval and audit processes. Members also agree to keep confidential all discussion of university submissions that occurs at Committee and Council meetings. Communication with the universities will be through the Quality Assurance Secretariat.
5. Conflict of Interest
Members of the Quality Council and its Committees must avoid conflicts of interest in carrying out their responsibilities. To that end, no member of Council or its Committees who currently is employed by an Ontario university will participate in a discussion or decision on a submission from their own institution. Members shall not participate in any discussion or decision with respect to any matter in which they believe their impartiality may be affected by personal interest, financial interest or by a recent personal or professional relationship with one of the parties. Members who believe they may have, or be seen to have, a conflict of interest on any matter before the Council or its Committees shall declare it to the Chair in advance of the discussion.
6. Quorum
Quorum at meetings of the Quality Council and its Committees is 50% plus one eligible voting member. If a member is not voting because of a conflict of interest, the determination of what constitutes quorum will not include that member. The Chair shall have a vote.