Operations Manual

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OPERATIONS MANUAL

In this section you will find the National Council's Operations Manual. The documents that can be downloaded are marked with the Acrobat symbol. You need only click on the document to download it. Some documents are not available to everyone. Other documents are still to come.

Operations Manual - Table of content

SECTION 1 INTRODUCTION

1.1 Mission and Values Statement
1.2 Logo
1.3 Organizational Chart

SECTION 2 NATIONAL COUNCIL OFFICIAL DOCUMENTS (ON FILE IN OTTAWA OFFICE)

2.1 Letter of Institution of the council of Canada dated September 27, 1971
2.2 Certificate of Incorporation, 1982, (Canada Corporations Act); Letters Patents.
2.3 The National Council of Canada Charitable Registration- CRA #132410671 RR0001.
2.4 Society of Saint Vincent de Paul National Council Bylaws

SECTION 3 NATIONAL COUNCIL BOARD OF DIRECTORS

3.1 Board of Directors - Directory
3.2 Board of Directors - Code of Conduct

SECTION 4 NATIONAL COUNCIL BOARD COMMITTEES

4.1 NC Board Committees - Table of Contents
4.2 Role of Board Committees

4.3 Standing Committees and Terms of References

4.3.1  National Executive Committee
4.3.2  National Emergency Relief Committee
4.3.3  International Emergency Relief Committee
4.3.4  National Strategic Planning Committee
4.3.5  Statutes, Rule and Policy Committee
4.3.6  National Twinning Committee
4.3.7  Spirituality Committee
4.3.8  Finance Committee
4.3.9  Training Committee (Updated: 04-2017)
4.3.10 Social Justice Committee
4.3.11 By-Laws Review Committee
4.3.12 Human Resource/Personnel Committee
4.3.13 Property Management Committee
4.3.14 Youth and Young Vincentians Committee
4.3.15 Public Relations/Media Committee
4.3.16 Stores Committee (to come)

4.4 Ad hoc Committees and Terms of References

4.4.1  Mediation/Arbitration Committee

SECTION 5 NATIONAL COUNCIL STAFF JOB DESCRIPTIONS (ON FILE IN OTTAWA OFFICE)

5.1 Administrative Assistant - Part time (Ottawa)
5.2 Administrative Assistant - Part time (Montreal)

SECTION 6 NATIONAL COUNCIL POLICIES AND ADMINISTRATIVE PROCEDURES

6.1 Policies & Procedures - Table of Content
6.2 Admnistrative (ADM)
6.2.1   ADM-001 New Incorporations & By-Laws
6.2.2   ADM-002 Addressing Social Justice Issues
6.2.3   ADM-003 Dispute Resolutions Among Members of the Society
6.2.4   ADM-004 Member Screening (Updated: 04-2017)
6.2.5   ADM-005 Conflict of Interest
6.2.6   ADM-006 Public Communications on behalf of the Society
6.2.7   ADM-007 Abuse/Harassment/Discrimination

6.3 Financial (FIN)

6.3.1  FIN-001 Fundraising Events- Respect for Boundaries
6.3.2  FIN-002 Expenditure of Society Funds and Issues of National Concern
6.3.3  FIN-003 Special Works - Stores Operations - Allocations of Funds
6.3.4  FIN-004 Special works - Non Incorporated Stores Operations
6.3.5  FIN-005 Reimbursement of Expenses when on travel status - National Council (Updated: 04-2017)
6.3.6  FIN-006 Annual Contributions to the International Council General
6.3.7  FIN-007 Financial Contributions to the National Council of Canada

6.4 Twinning (TW)

6.4.1  TW-001 Twinning External - Designated Countries
6.4.2  TW-002 Twinning External - Contributions
6.4.3  TW-003 Pre AggregationTwinning (PAT)

6.5 Administrative Procedures (ADMIN PR)

6.5.1  ADMIN/PR-001 Policy Development
6.5.2  ADMIN/PR-002 Closing of Conferences/Councils
6.5.3  ADMIN/PR-003 Removal of a Member or Officer
6.5.4  ADMIN/PR-004 Existing Corporate By Law - Review/Approval Process
6.5.5  ADMIN/PR-005 Change of name of a Conference or Council
6.5.6  ADMIN/PR-006 Applying for a CRA Charities Business Number
6.5.7  ADMIN/PR-007 Application for Member Recognition Certificates (pins) (Updated: 04-2017)
6.5.8  ADMIN/PR-008 Support to Conferences/Councils within Canada (Updated: 04-2017)

SECTION 7 STRATEGIC PLAN DOCUMENTS

7.1 Strategic Planning

SECTION 8 NATIONAL GUIDELINES

8.1 Guidelines for social justice activities
8.2 Conflict of Interest Guidelines
8.3 Screening and Duty of Care Guidelines (Updated: 04-2017)
8.4 Twinning Guidelines (Updated: 04-2017)
8.5 Communications on Behalf of the SSVP Guidelines
8.6 Financial Guidelines (Updated: 04-2017)
8.7  Abuse Prevention Guidelines      (Updated: 04-2017)
       → Slides for Awareness Training : Abuse Awareness Training Slides (To come)

8.8 Discrimination and Harassment Prevention Guidelines
8.9 Starting a New Conference Guidelines

SECTION 9 OFFICIAL FORMS

9.1  Aggregation Application (Conference)
       Guide: 9.1B AGA-Application -Explanatory note

9.2  Institution Application (Council)
9.3  Annual Statistical Report Form / Annual Statistical Report Guidelines
9.4  Annual Financial Report Form / Annual Financial Report Guidelines
9.5  Application for a Conference Name Change AND/OR Merger of Conferences
9.6  Application for a Particular/Central Council Name Change AND/OR Merger of Councils
9.7  Charity number Application
9.8  Expense Reimbursement Form
9.9  Screening - Membership Application
9.10 Screening - Interview checklist/Reference Check Report
9.11 Screening - Member Service Covenant/Confidentiality Agreement (Updated: 04-2017)
9.12 Screening - Member role description (Updated: 04-2017)
9.13  Annual Declaration Related to Criminal Offences
9.14  Voting Members Proxy form
9.15 Twinning - Application Form
9.16 Twinning - Annual Report to National Council
9.17 Twinning - External Transmittal Form
9.18 Twinning - Internal Transmittal Form
9.19 Catalog Order Form
9.20 Letter of Application for Certificates (Pins)
9.22 By-Law Approval/Signature Page
9.23 Abuse Prevention Checklist and Acknowledgment Form
9.25 Home Visitations Form (SAMPLE)
9.26 Letter requesting nominations for Conference or Council President
9.27 Nomination Form for the Election of a Conference or Council President