National Policy Advisory Committee (NPAC)

Category: 
1. Organization & Governance
Policy Number: 
1.3.1
Policy Section: 
Committees
Approved by: 
Executive Director
Date Approved: 
Thu, Dec 1, 2005
Date Effective: 
Immediately
Date Last Amended: 
Tue, Sep 29, 2015
Date of Next Review: 
Wed, Sep 20, 2017
Contact: 
Executive Director

1 Mandate

1.1 The purpose of the National Policy Advisory Committee (NPAC) is to represent the affiliated Regional Science Fair (RSF) organizations in matters relating to the policies of the Regional and Canada-Wide Science Fair programs.

1.2 The NPAC advises the Executive Director on operational policy matters affecting the successful implementation of regional science fairs and the Canada-Wide Science Festival. Conversely, the NPAC supports the RSFs on the interpretation and application of Youth Science Canada policy and ensures that there is compliance at RSFs.

2 Organization

2.1 Chair: Elected by the delegates and assumes the role of Chair in his/her second year of a three-year team.

2.2 Vice-Chair: Elected by the delegates and acts as Vice-Chair in his/her first year of a three-year term.

2.3 Past Chair: Elected by the delegates and acts as Past Chair in his/her third year of three-year term.

2.4 Zone Representatives: Elected by the zone delegates for a three-year term from the following zones: Atlantic, Ontario South, Ontario North and East, Central Canada and Western Canada. The Zone representative for Quebec is appointed by the Conseil de développement du loisir scientifique (CDLS).

2.5 NJC-NPAC Liaison: Appointed to the National Judging Committee and NPAC (ex officio) for a three year term as described in policy 1.3.2.3.

2.6 A RSF may have a maximum of two elected representatives on the NPAC at any one time (only one of whom may be on the Executive Committee).

2.7 The Executive Director is an ex-officio member.
 
2.8 The Safety Check Coordinator will sit as an ex-officio member.
 

3 Meetings

3.1 NPAC Meetings

  1. Meetings of the NPAC are held at various times during the year.
  2. Notes and reports from NPAC meetings shall be made available to delegates and/or RSF Chairs. Requests should be received in writing to the NPAC Chair.

4 Subcommittees and task groups

4.1 The National Policy Advisory Committee has an Executive Committee comprised of the Chair, the Vice-Chair and the Past Chair to guide its affairs. The Executive Committee works with the Executive Director to plan NPAC activities. The committee may create task groups to address specific issues and to recommend solutions.

5 Elections

5.1 NPAC Vice-Chair

  1. This elected position is for one three-year term. The first year is served as Vice-Chair, the second as Chair and the third as Past Chair.
  2. All candidates must be nominated by a Regional Coordinator. NPAC Vice-Chair nomination information will be sent out to all regions each year.
  3. The deadline for nominations and election dates shall be set by the NPAC Chair by January 31 of the election year. 
  4. Nominations and dissemination of election nominee information will be distributed to the regions by a date determined by the NPAC. It is expected that the regions will discuss the nominees and the delegates will vote for the nominee of the choice of the regions. The election shall be held by electronic ballot and administered by Youth Science Canada in advance of the CWSF. Each region in the zone will have one vote. 
  5. Nominees for election as Vice Chair must have attended at least three CWSFs in an adult role, including at least two as a Delegate, Alternate Delegate, or Zone Rep.
  6. In the event of a single nomination the candidate shall be elected by acclamation.
  7. The winning nominee must receive a simple majority of the votes. If necessary, additional rounds of voting will occur, with the nominee receiving the fewest votes in a round being dropped from the ballot, until one candidate receives a simple majority of the votes. In the event of a tie, the Chair of the election meeting shall cast the deciding ballot.

5.2 Zone Representative

  1. This elected position is for one three-year term, which is not renewable. A person may run again for election as Zone Rep provided three years have lapsed since they served in the position.
  2. All candidates must be nominated by a Regional Coordinator in the zone. Zone Representative nomination information will be sent out each year.
  3. The deadline for nominations and elections shall be set by the NPAC Chair and announced by January 31 of the election year.
  4. Nominees for election as Zone Representatives must have attended at least two CWSFs in an adult role, including at least one as a Delegate or Alternate Delegate.
  5. In the event of a single nomination the candidate shall be elected by acclamation.
  6. Nominations and dissemination of election nominee information will be distributed to the regions by a date determined by the NPAC. It is expected that the regions will discuss the nominees and the regional coordinator will vote for the nominee of choice for their regions. 
  7. The election of Zone Representatives shall be held by electronic ballot and administered by Youth Science Canada. Each region in the zone will have one vote.
  8. The candidate with a simple majority of the votes will win. If a simple majority cannot be reached, a run-off election will be held. In the event of a tie, the Past Chair of the NSFC will cast the deciding ballot.
  9. The results of this vote will be final.

5.3 Vacancies

  1. If the Chair position becomes vacant, the Past Chair shall fill the vacancy.
  2. If the Past Chair’s position becomes vacant, a former Past Chair or a member of the Committee may be asked to fill the vacancy until the next election.
  3. If the Vice-Chair’s position becomes vacant, the Committee shall appoint a suitable replacement until the next election.
  4. If a Zone Rep’s position becomes vacant, the Committee shall appoint a suitable replacement from the zone until the next CWSF, at which point an election shall be held to fill the position for the remainder of the original term. Persons elected or appointed to serve a partial term shall be eligible for election to the next full term.

6 Responsibilities

6.1 General

  1. The NPAC monitors the activities of the Regional Science Fairs with respect to policy, procedures and guidelines, and reports progress to the Executive Director and to affiliated Regional Science Fairs.
  2. The Committee shall be a resource to Youth Science Canada.
  3. In collaboration with the Executive Director, the Committee handles issues of accreditation and disqualification of Regional Science Fairs participating in the Canada-Wide Science Festival.
  4. In collaboration with the Executive Director, the Committee is responsible for the development and regular review of Youth Science Canada policies related to Regional and Canada-Wide Science Festivals.
  5. The committee can provide input to an evaluation survey of Delegates and Alternate Delegates at each CWSF. A committee member will be appointed as recording secretary each year.
     

6.2 Chair

  1. Provide leadership to the NPAC.
  2. Act as a resource to  the Executive Director to identify strategic directions for the enhancement of the regional and Canada-Wide Science Festivals.
  3. Ensure that the workload to achieve goals is spread appropriately among NPAC members.
  4. Represent the NPAC in discussions with other committees and at official functions.
  5. Establish and coordinate task groups as required.
  6. Evaluate the functioning of the NPAC in consultation with the NPAC Executive Committee and the Executive Director.
  7. Prepare regular reports to the Executive Director and affiliated regions.
  8. Maintain regular communication with the Executive Director.
  9. Prepare agendas and chair meetings of the NPAC and the Delegates Meetings at the CWSF.
  10. Work with Zone Representatives to facilitate their development and to ensure their effectiveness.
  11. Provide support to the Vice-Chair to ensure the continuity and consistency of NPAC activity and a smooth transition of leadership.
  12. Provide support and guidance to regional organizations and, when requested, act as a mediator/arbitrator in issues between regions.

6.3 Past Chair

  1. Provide support to the Chair, Vice-Chair and new committee members to ensure the continuity and consistency of NPAC activity and a smooth transition of leadership.
  2. Act as an advisor to the Chair on policy and procedures.
  3. Oversee the election of the Vice-Chair.
  4. Oversee the election process for Zone Representatives.
  5. Will review and organize updates for policies that are due (policies reviewed every two years). 

6.4 Vice-Chair

  1. Provide support to the NPAC Chair and be actively engaged in the activities of the NPAC to ensure the continuity and consistency of NPAC activity and to facilitate a smooth transition of leadership.
  2. Work closely with the NPAC Chair on all matters to develop the broadest possible knowledge base prior to assuming the Chair.
  3. Carry out additional duties assigned by the Chair.
  4. Become familiar with Youth Science Canada Policy for the Regional and Canada-Wide Science Festivals.
  5. Lead the selection of recipients of the Youth Science Canada Distinguished Service Awards (DSA). Specifically, ensure that:
    1. Nominations are in order, deadlines have been met and proper procedure has been followed.
    2. Each candidate meets criteria for the award
    3. The names of DSA recipients are submitted to the Youth Science Canada Executive Director.
  6. Read and check all motions before they are presented to the regions for voting at the Delegates Meeting.
  7. To work with the Executive Director in the preparation of an evaluation survey of Delegates and Alternate Delegates with regard to their experience at the CWSF.
  8. Act as Chair of the NPAC in the event that neither the Chair nor the Past Chair is available.

6.5 Zone Representative

  1. Contribute to the development and review of operational policy related to the Regional and Canada-Wide Science Festivals by the NPAC.
  2. Gather input and feedback from regions on issues related to Regional Science Fairs and the Canada-Wide Science Festival.
  3. Encourage discussion between regions and act as a liaison, with respect to policy, for the regions in their zone and Youth Science Canada.
  4. Engage in regular communication with each Regional Coordinator in the zone with respect to policy.
  5. Provide support and guidance to regional organizations and, when requested, act as a mediator in issues between regions in the zone.
  6. Promote Youth Science Canada and its programs with emphasis on the National Science Fair Program. Examples include presentations to increase science fair participation, workshops and seminars at conferences and professional development days to create new science fairs and affiliated regions in the zone.
  7. Assist in the establishment of new RSFs in the zone.
  8. Pass on all relevant files, documents, correspondence, etc. to the incoming Zone Representative, at the conclusion of term of office.

6.6 NJC-NSFC Liaison

  1. Duties are described in policy 1.3.2.3.
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