Staff Excellence Fund Committee

1. Purpose

The Staff Excellence Fund Committee administers the Staff Excellence Fund (SEF), in accordance with the approved objectives, principles, and funding guidelines.

The SEF supports the wellbeing and professional growth of USG staff at the University of Waterloo by investing in initiatives that support a healthy and engaged workplace and creating opportunities for staff to contribute ideas and initiatives that strengthen the university community.

2. Mandate

The Committee will:

• establish application, review, reporting, and communication processes for all funding streams;
• review proposals and make funding decisions for all funding streams in accordance with the funding guidelines;
• provide guidance to applicants and request additional information where required to support the review process;
• monitor fund utilization, applicant demand, and outcomes of funded initiatives;
• promote awareness of the fund among staff by communicating about funding opportunities, application processes, funded initiatives, and program outcomes;
• prepare reports, applicant resources, and other communications that support transparency, accountability, and awareness of the fund;
• conduct periodic reviews of the fund and provide recommendations to the Staff Relations Committee (SRC); and
• ensure funded initiatives comply with applicable University policies and processes, including procurement requirements.

3. Reporting relationships

The Staff Excellence Fund Committee reports through the UWSA President to the Staff Relations Committee (SRC).

The Committee will provide monthly status updates to SRC summarizing recent funding approvals, project outcomes, fund utilization, emerging issues, or other matters relevant to the administration of the fund, or indicating that no relevant activity has occurred.

The Committee will report annually to SRC in accordance with the SEF Framework, summarizing funding decisions, fund utilization, project outcomes, applicant demand, and any recommendations or requests for SRC input. In a year in which a review of the fund is required to support a subsequent Memorandum of Settlement, the annual report will serve as a formal review of the fund and provide recommendations to SRC regarding the fund's objectives, principles, funding streams, allocations, governance, and overall effectiveness.

4. Membership

The Staff Excellence Fund Committee consists of:

• Six staff members appointed through the UWSA appointments process (all USG staff are eligible)
• One UWSA Operations Team member (non-voting)
• The UWSA president (non-voting)
• One staff member from Human Resources, appointed by the Chief Human Resources Officer (non-voting)

5. Chair

The UWSA Operations Team member will serve as chair and is responsible for coordinating meetings, coordinating the application and review process, screening applications for eligibility, maintaining records, and ensuring reporting obligations are fulfilled.

6. Records

The UWSA Operations Team will be responsible for maintaining records of committee meetings, decisions, reports, and other committee documentation.

7. Meetings and decision making

The committee will meet as required to fulfill its mandate, including reviewing applications, making funding decisions, monitoring outcomes, and preparing reports and recommendations. The committee is expected to meet approximately two to four times per term.

A quorum shall be three voting members.

Decisions of the committee will normally be made by consensus. Where consensus cannot be achieved, decisions will be made by a majority vote of voting members present. In the event of a tie, the chair will cast a vote.

8. Appointment

The voting committee members shall be appointed by the UWSA Appointments Committee. Appointments are normally for a two-year term, renewable for up to six years at the discretion of the committee chair. Appointments may be extended for up to two additional years in extenuating circumstances, such as high turnover of members.

9. Conflicts of interest

Members must declare any actual, potential, or perceived conflict of interest. The committee chair will determine an appropriate course of action, which may include restricting participation in discussion, recusal from decision-making, or full recusal from consideration of the matter. Participation in a proposal as an applicant, project lead, sponsor, or contributor will normally constitute a conflict of interest.

11. Review and amendments

These Terms of Reference may be amended by the UWSA Operations Team, provided any amendments remain consistent with the approved SEF Framework. Amendments that would materially alter the committee's mandate, authority, reporting relationships, or governance structure require approval by SRC.

Last updated: October 8, 2026