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Training and Careers

Terms of Reference


ALLERGEN STUDENTS AND NEW PROFESSIONALS NETWORK
Terms of Reference

The AllerGen Students and New Professionals Network (ASNPN) is a student-led organization composed of AllerGen research trainees and new research professionals from across the country in all fields of allergic and immune disease related research. 

Mandate
The mandate of the AllerGen Students and New Professionals Network (ASNPN) is to enhance research and professional networking opportunities for AllerGen research trainees and new professionals by:

  • Fostering relationships through regular communications among and between AllerGen students and new professionals;
  • Facilitating professional information exchange among trainees and new professionals and other Network participants and partner organizations; and
  • Promoting excellence in research and professional skill development through the development and delivery of annual events.*

* conditional upon prior approval of the AllerGen Administrative Centre

Role
In performance of its advisory role and consistent with AllerGen’s mandate and strategic plan, the ASNPN is expected to:

  • Promote students and new professionals’ participation and engagement in AllerGen NCE Inc.;
  • Develop and implement information and knowledge exchange strategies to facilitate professional information sharing among AllerGen students and new professionals; and
  • Organize and implement training and networking activities that build research and professional skills and capacity in the areas of allergic and related immune disease.

Members
ASNPN voting members will include all undergraduate, masters, MD, doctoral and post-doctoral students working on AllerGen projects or holding AllerGen awards. Membership is automatic for all AllerGen-supported trainees. Requests for termination of membership in the ASNPN must be received in writing by the Administrative Centre (email is acceptable).

Network Duration
The ASNPN will endure so long as AllerGen NCE Inc. is in operation.

Governance Structure
The ASNPN will be expected to elect the following as its operational Leadership Committee:

  • Network President
  • Vice President
  • Past President (three-month term following election of new President)
  • Secretary/Treasurer
  • Communications Director
  • Events Director
  • Regional Directors (Pacific, West-Central, Ontario, Quebec, Atlantic)

Appointments and Terms
The ASNPN Leadership Committee members will be nominated and elected by the ASNPN body. Leadership Committee members are elected for a one-year term, renewable once (except for the position of President). The President of the Network remains on the committee as Past President (for a maximum of three months) to assist the incoming President in the first quarter of their service.

Composition
The ASNPN Leadership Committee shall have up to 10 elected members.

Ideally, the ASNPN Leadership Committee will have a mixture of geographical representation, national language fluency, educational levels, themes and programmes. Selection of the Leadership Committee is based on elected nominates from the AllerGen HQP body.

Inaugural Leadership Committee
The inaugural Leadership Committee shall be formed by solicited nomination or volunteer and subsequent appointment by the Research Management Committee (RMC). First elections will be held six months after the appointment of the inaugural Leadership Committee. The AllerGen Administrative Centre shall solicit all active students and new professionals for nominations. Upon receipt of nominations the AllerGen Administrative Centre shall circulate, electronically, the list of nominees for election. 

Elections
There will be an annual election. The ASNPN Leadership Committee will issue a call for nominations to the ASNPN body. The voting process will be electronic and will last a maximum period of two weeks.

Reporting
The ASNPN reports, through its President, to the RMC.

Quorum
A majority of the Leadership Committee shall constitute a quorum.

Remuneration and Time
Members of the ASNPN Leadership Committee may not receive any remuneration from AllerGen NCE Inc.

Budget
In consultation with the Managing Director of AllerGen NCE Inc., an annual operating and programme delivery budget will be developed and approved by the RMC in support of the fulfillment of the objectives of the ASNPN.

Meetings
The ASNPN Leadership Committee shall hold quarterly teleconferences (initiated and confirmed by the President).  The Committee will meet in person, once per year, at AllerGen’s annual conference.

Annual General Meeting
The ASNPN will assemble at the annual general meeting of AllerGen NCE Inc. During this meeting, the ASNPN Leadership Committee will present a detailed report of the past year (financial, operational outcomes and impacts; learnings, best practices; and recommendations for future practices, initiatives) and compare results to goals for the ASNPN.

AllerGen NCE Inc. and ASNPN Code of Conduct
If an ASNPN member conducts themselves in an unprofessional manner constituting harassment, disturbance or causing harm or potential harm to the professional reputation of AllerGen NCE Inc. or the ASNPN, or individual members thereof, the ASNPN Leadership Committee has the power to expel the individual from the Network following three written warnings and consultation with the AllerGen Research Management Committee. AllerGen has a zero tolerance policy towards sexual, racial or cultural-based harassment and discrimination and these are grounds for immediate expulsion from the ASNPN. In addition, misuse of AllerGen funding or release of confidential information are also grounds for expulsion from the ASNPN.

Modification of this Agreement.
Changes to this agreement must originate from the ASNPN members and must be reviewed and approved by the Leadership Committee and the RMC before coming into effect.

AllerGen Students and New Professionals Network (ASNPN)

Leadership Committee Roles and Responsibilities

President
The President of the ASNPN will be elected by the ASNPN body. The President shall:

  • Oversee the operation and functioning of the Allergen Students and New Professionals Network (ASNPN).
  • Promote HQP communications and networking among AllerGen students and new professionals.
  • Ensure information of upcoming activities/opportunities is shared with ASNPN members.
  • Be an active member of the Network Centres of Excellence Trainee Association (NCETA).
  • Attend the NCE annual meeting as the AllerGen NCETA representative.
  • Chair the annual meeting of the ASNPN at the AllerGen Annual Conference.
  • At the completion of term, serve as Immediate Past President, for a period of three months, to facilitate the transition and orientation of the incoming ASNPN President.
  • Hold quarterly teleconferences with the Leadership Committee to develop priorities and implementation strategies for the ASNPN for the year ahead and regularly assess progress towards key deliverables.
  • Present the annual action plan to the RMC for approval.
  • Present an assessment of annual accomplishments to the RMC for approval.

Vice-President
The Vice-President of the ASNPN will be elected by the ASNPN body.  The Vice-President shall:

  • Ensure proper management of ongoing initiatives.
  • Assist President in ensuring that the ASNPN fulfills its mandate.
  • Act as the ASNPN representative for RMC, NCETA and annual NCE meetings if the President is unable to attend.

Secretary
The Secretary/Treasurer will record accurate meeting minutes, distribute minutes to the committee, copy AllerGen Administrative Centre on correspondence, develop budgets and track expenses as necessary and follow-up with any/all action items arising from Leadership Committee Meetings.

Communications Director
The Communications Director shall:

  • Support the priority initiatives of the President.
  • Lead ASNPN communication initiatives – email, quarterly newsletter development and circulation, etc.
  • Coordinate with Regional Programme Representatives to develop and implement regional communication materials, generate news and articles, examples of research, skill development and professional development information.
  • Coordinate with the Events Coordinator to ensure timely dissemination of information related to ASNPN events and opportunities.
  • Prepare and/or finalize all information to be disseminated to ASNPN via the AllerGen Administrative Centre.

Events Director
The Events Director shall:

  • Support the priority initiatives of the President.
  • Lead ASNPN event planning and delivery initiatives – i.e. annual conference poster competition, annual trainee day event.
  • Coordinate with Regional Programme Representatives to develop and implement regional initiatives.
  • Coordinate with the Communications Officer to ensure timely dissemination of information related to ASNPN events and opportunities.

Regional Programme Director (5)
These positions facilitate information sharing and feedback from the HQP body (in their respective programmes and regions) and relay information to the ASNPN Leadership Committee.

The Regional Programme Directors shall:

  • Communicate regularly with the Communications Officer and Events Coordinator in support of their efforts.
  • Contribute to the quarterly ASNPN newsletter.
  • Promote AllerGen events to ASNPN in their region /programme.
  • Attend Leadership Committee meetings and teleconferences.