Terms of Reference

Purpose and Mandate

The York University Community Safety Council (CSC) is an advisory body with a focus on safety outcomes, practices and policies. Reporting to the President, the Council will be inclusive of all parties in the communities in and around York University who share a concern for safety broadly defined (including, but is not limited to, issues specifically relating to women and transpeople, concerns about the physical environment and violence prevention). The Council will work collaboratively and proactively to amplify issues, facilitate coordination of safety related activities, focus attention of relevant administrative bodies and provide a forum for discussion of emerging challenges relating to safety. The Council has the purpose of being a check and balance on all groups and departments that have formal and informal accountability for safety in order to ensure that these issues are always top of mind, that nothing falls through the cracks and that tough questions and meaningful discussions are facilitated. The goal is to enhance a culture of safety and respect within York University.


Council Operations

  • The Council will invite the President to its first meeting of each academic year. If issues requiring Presidential attention arise during the year the Chair will draw these to the President’s attention and he/she will respond in a timely fashion.
  • The Chair of the Council will be appointed by the President for a two year term.
  • The Council will elect a Vice-Chair at its first meeting of the academic year and preference will be given to a student member. The Vice-Chair’s term is one year renewable once.
  • The Council will meet in person a minimum of three times each academic year.
  • Additional meetings can be held at the call of the Chair, the President or through a written request signed by five members of the Council.
  • The Agenda for each meeting will be set by the Chair and Vice-Chair and will be disseminated, with supporting materials, to the Council in advance of the meetings. Normally new items for the agenda will be sent to the Secretary at least a week before the meeting but time will be made available at meetings for new items to be discussed.
  • Administrative and academic departments and groups within the University (including those responsible for implementing recommendations from safety audits) with responsibility and accountability for safety can be invited to report to the Council on specific issues, trends and best practices. Experts and other resource people can be invited by the Chair to present to Council.
  • Members of Council are expected to attend all meetings (designates are not permitted) and to let the secretary know if they will be absent. They are also expected to come prepared for the discussions and to proactively listen to members of the community they interact with about safety issues. In addition, if they are a member from a specific group or club, members are expected to be a liaison in order to facilitate two way communications between the Council and their relevant groups (e.g. share minutes and relevant discussion and decisions of the Council with their groups)
  • Recommendations to the President will be made on the basis of consensus where ever possible. If required a vote can be held and a simple majority of the votes of those present will determine the outcome. All meetings will be collegially conducted in the spirit of democratic cooperation, equity and inclusion.
  • A quorum for any meetings is one-third of the membership.
  • In all matters under discussion members of the Council are expected to declare conflicts of interest, to act in the best interests of York University as a whole and to maintain confidentiality as appropriate.
  • In order to facilitate information flow the Chair will serve on the Management Safety Committee for as long as it exists as a formal body within the University.
  • The University will provide appropriate levels of secretarial support to the Council and any ad hoc committees. Such support will include, but not be limited to, booking rooms, sending out meeting materials and agendas, minute taking and other forms of communication.
  • The Council will prepare a short annual report to the President in May of each year. The report should contain a summary of themes and issues that the CSC discussed over the year as well as any recommendations for changes to University programs, policies or procedures.

Members

The following shall be standing members of the CSC. The President may from time-to-time appoint other individuals to join the CSC either as permanent or as temporary (time/issue specific) members. Where an organization, department, or office is indicated, they shall appoint one (1) representative to attend CSC meetings.

  • Chair, appointed by the President
  • Vice-Chair, elected by the Community Safety Council
  • Two Faculty Members, One must be from LA& PS
  • Director, Security Services
  • College Master appointed by Council of Masters
  • Associate Principal, Glendon College
  • Director, Housing
  • Director, Grounds, Fleet, Waster, Glendon
  • Manager, Maintenance
  • Senior Manager, Planning, Design and Transportation
  • AVP Human Resources
  • Chief of Staff, Office of the President
  • Senior Executive Officer, VP Finance and Administration
  • Senior Executive Officer, VP Academic and Provost
  • Director, Occupational Health and Safety Representative from the Division of University Relations Director, Centre for Human Rights
  • Director, Student Community and Leadership Development
  • Director, Student Conduct and Dispute Resolution
  • Residence Life Coordinator (coordinated through SCLD)
  • Residence Council Chair (coordinated through SCLD)
  • 2 Staff representatives to the Board of Governors
  • YFS President
  • GSA President
  • GCSU President
  • 4 Student representatives (coordinated through SCLD)
  • York is U Chair
  • 1 College Student Council President (coordinated through SRR)
  • 1 Faculty Student Council President (coordinated through SRR)
  • SASSL
  • Centre for Women and Transpeople
  • ACCESS York
  • TBLGAY
  • York University Black Students Association
  • 2 Students at Large
  • 1 representative from campus Daycares to be appointed by the President’s Office
  • Harry Crowe Co-op Association
  • 1 representative to be chosen from campus commercial vendors
  • YUSA
  • YUFA
  • CUPE 3903
  • CUPE MAIN
  • CUPE 1356 units 1 & 2
  • IOUE
  • OPSEU
  • CPM President
  • Osgoode Hall Faculty Association
  • Toronto Police Services (coordinated through SCLD)
  • 1 representative from the Black Creek Capacity building Group appointed by the President’s Office
  • Executive Director, Counselling and Disability Services
  • Associate University Librarian
  • 1 representative from Glendon Women and Trans Centre
  • 1 representative from YUSC – York University Student Centre
  • 1 representative from ISAY – International Students Association at York University
  • 1 representative from Aboriginal Students Association
  • Management Safety Council Representative
  • Manager Community Relations

Sub-Committee

A CSC Audit sub-committee will liaise with the Management Safety Audit Implementation Committee and monitor the implementation of the METRAC Audit report. The sub-committee will be chaired by a faculty member and will be made up of members from the CSC. The sub-committee will provide an update to the CSC and may make recommendations if further follow-up is required. The mandate of this sub-committee will be reviewed in five years.


Task Forces, working groups and Ad Hoc Committees

As needed the Council Chair may establish Ad Hoc Committees, Working Groups or Task Forces. Each will be created with a specific and time limited mandate and will report back regularly at Council meetings. The Chair and majority of the members of such bodies must be members of Council.


Community Forums

The Council may hold an open forum to enable input and discussion around key issues with members of the community.


February 2011