TOR NAME
Responsible Owner
Effective date
Human Resources Committee (HRC)
Terms of Reference (TOR)
Human Resources Committee
November 26, 2015
TOR number
Approval Body
Review dates
H R C 2 0 1 5 T O R
College Board
BEGC: 2015-11-12 Board: 2015-11-26
Category
Replaces
Prior Revisions
College Board
HRC TOR approved by the Board
2013-11-21
2015-02-19, 2013-11-21,
2012-09-20, 2008-03-20
TABLE OF CONTENTS
1. PURPOSE 2. COMPOSITION3. DUTIES AND RESPONSIBILITIES 4. ACCOUNTABILITY
5. COMMITTEE TIMETABLE
6. ROLES AND RESPONSIBILITIES 7. APPENDIX: HR POLICIES
1. PURPOSE
The mandate of the Human Resources and Safety Committee (the "Committee") is to assist the Board in
providing effective oversight of human resource and compensation issues, as well as health and safety issues
across Douglas College. The Committee is responsible for overseeing the College’s human resources strategy,
and ensuring its culture, compensation programs, succession and development plans, performance evaluation
processes, and related policies align effectively with the College’s strategic goals and priorities. The Committee
is also responsible for ensuring that principal risks associated with these issues are appropriately identified,
monitored and managed.
2. COMPOSITION
The Committee will be composed of not less than three and not more than five Directors appointed by the Board
Chair. Two ex-officio members also form part of the committee: the College Board Chair and the College
President and CEO, who are non-voting. Participation of the majority shall constitute a quorum. The College
Secretary shall be secretary to the Committee and, together with the College AVP Human Resources, is a
non-voting resource. Annually, the Committee shall elect a Chair.
3.
DUTIES AND RESPONSIBILITIES
Subject to the powers and duties of the Board, the Committee shall be responsible for addressing the issues and
tasks described in the following Committee Timetable according to the schedule identified. The table entitled
Roles and Responsibilities is incorporated into these Terms of Reference to provide clarity as to the levels of
review and approval required for human resources-related functions of the President, the Board Chair, the
Committee and the Board. Subject to approval by the Board Chair, the Committee may engaged independent
consultants as required to assist with its duties.
4. ACCOUNTABILITY
At every meeting of the Board, or more often if required, the Committee shall provide a report on its deliberations
and recommendations since its last such report. All meeting minutes of the Committee shall be retained.
Please note: All Committee and Board of Director approvals outlined herein are subject to all necessary Public
Sector Employer’s Act, the Public Sector Employers’ Council (PSEC), and Post-Secondary
Employers’ Association (PSEA) approvals.
5.
COMMITTEE CALENDAR
HUMAN RESOURCES COMMITTEE (HRC) CALENDAR
JAN FEB MAR MAY JUN JUL,AUG SEP NOVDEC AS NEEDED
EXECUTIVE APPOINTMENTS AND AGREEMENTS
1. Review and approve any proposed Executive appointments (other than the
President).
2. Review and approve all individual agreements between the College and the Executives (other than the President), including those dealing with employment, retirement, termination, post-employment restrictions, and any other special circumstances.
Ensure agreements are consistent in all material respects with Board-approved templates, plans and policies.
3. Review and make recommendations to the Board in respect of all agreements between the College and the President, including those dealing with
employment, retirement, termination, post-employment restrictions, and any other special circumstances.
4. Review the job description for the role of President, and recommend changes
to the Board as appropriate.
COMPENSATION STRUCTURE AND ANNUAL INCREMENTS JAN MAR MAY JUN J-A SEP NOV As Needed
5. Review the College's total compensation philosophy annually, and recommend changes to the Board as appropriate. Consider alignment with overall College
strategy, financial and operating performance, and PSEC requirements.
6. Review the Terms & Conditions of Employment for Exempt Employees and recommend changes to the Board as appropriate. Review shall include the overall compensation structure, the levels and types of benefits, and associated policies/guidelines.
7. Review templates for Executive employment agreements; recommend material
changes for Board approval as appropriate.
8. Review the President's total compensation annually; recommend changes to the Board for approval after taking into consideration the President's evaluation, relevant market data, college finances, and PSEC restrictions.
9. Review proposed increments to exempt employee salary bands, with such review to be informed by relevant market data, College finances, and PSEC restrictions. Recommend changes for Board approval.
10. Review and approve annual compensation increments for each member of the Executive team (other than the President), after taking into consideration the evaluation and recommendation of the President.
11. Review proposed strategy for bargaining with the College's unions. Ensure compliance with PSEC mandate. Pre-approve any potential changes to collective agreements that may affect management rights. Report material bargaining issues to the Board.
12. Review and recommend for Board approval any tentative agreements reached
with the College's unions.
HUMAN RESOURCES COMMITTEE (HRC) CALENDAR
JAN FEB MAR MAY JUN JUL,AUG SEP NOVDEC AS NEEDED
14. Review succession and development plans for the Executive team and other key roles (CIO, Registrar and Director, IR). Ensure organisational risk is appropriately identified and mitigated. Report key succession issues to the Board in-camera.
15. Recommend the CEO succession plan for Board approval.
16. In consultation with the Board Chair, review and recommend the President's
annual goals and objectives for Board approval.
17. Lead the President's performance review, including both annual and
comprehensive multi-year reviews. Together with the Board Chair, report back to the Board in-camera at the conclusion of the review cycle and recommend Board approval.
18. On a semi-annual basis, review Executive team and key role performance with
the President. Review plans to address any performance issues.
HR STRATEGY, RISK MANAGEMENT, POLICY, AND REPORTING JAN MAR MAY JUN J-A SEP NOV As Needed
19. Oversee the development and execution of HR strategy. Review and monitor timely reports from management regarding: progress against HR strategic priorities, relevant HR performance metrics, engagement measures, and significant HR issues. Provide advice and direction as appropriate.
20. Review and monitor the College's risk profile in respect of those risks relevant to the Committee's mandate. Assess the effectiveness of the College's HR and health and safety risk mitigation policies and strategies, and report key findings to the Board.
21. Monitor the College's health and safety performance; receive and review regular
reports regarding the College's health and safety programs, policies, and results. Review major incident investigations and findings of safety audits.
22. Conduct an annual review of all significant HR policies, including HR components of the Code of Conduct; recommend changes for Board approval as
appropriate.
23. Receive and review reports regarding HR related issues/incidents reportable
under the College's Code of Ethics as well as the Protected Disclosure
(Whistleblower) Policy.
24. Review the annual Executive Compensation Disclosure report prepared by
management and recommend to the Board for approval.
OTHER JAN MAR MAY JUN J-A SEP NOV As Needed
25. Elect Committee Chair.
26. On an annual basis, review the Committee's Terms of Reference and
recommend changes to the Board for approval.
27. On an annual basis, review the Board Expense Policy, and recommend
changes to the Board for approval.
28. Review and/or oversee any other human resource or health and safety related
issues as delegated to the Committee by the Board.
29. Undertake other activities as requested by the Board Chair.
6. ROLES
AND
RESPONSIBILITIES
ROLES AND RESPONSIBILITIES
PRESIDENT and CEO BOARD CHAIR HUMAN RESOURCES COMMITTEE BOARD
RECOMMENDS RECOMMENDS REVIEWS APPROVES RECOMMENDS APPROVES
EXECUTIVE APPOINTMENTS AND AGREEMENTS
1. Executive appointments, except CEO
2. Agreements between the College and Executives, except CEO
3. Agreements between the College and CEO
4. CEO job description
5. Executive agreements in compliance with PSEC requirements
COMPENSATION STRUCTURE AND ANNUAL INCREMENTS
6. Compensation philosophy
7. Terms & Conditions of Employment for Exempt Employees
8. Templates for Executive employment agreements
9. CEO’s total compensation
10. Proposed increments to exempt employee salary bands
11. Compensation increments for Executive team, other than CEO
12. Collective Bargaining strategy
13. Collective agreements
SUCCESSION PLANNING AND EXECUTIVE DEVELOPMENT
14. Organisational structure, and any significant changes
15. Succession/development plans for Executive team
16. CEO succession plan
PERFORMANCE EVALUATION
17. CEO’s annual goals and objectives
18. CEO performance reviews, both annual and multi-year
19. Review of Executive team and key role performance and plans
HR STRATEGY, RISK MANAGEMENT, POLICY, AND REPORTING
20. HR strategy development, execution, and performance
21. Risk management oversight (HR / Health & Safety)
22. Health and safety programs, policies, and performance
23. Significant HR policies, including Code of Conduct
24. HR issues reported under Code of Conduct/Whistleblower Policy
25. Executive Compensation Disclosure: annual report
7. APPENDIX: HR POLICIES