Standard Operating Procedures s15

Standard Operating Procedures for The BCS – The Chartered Institute for IT

Upper Canada (BCSinUC) Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

Introduction...... 1 Start Date...... 1 Our Name...... 1 Committee...... 2 Objective:...... 2 Scope:...... 2 Activities:...... 2 Creating Committee Roles...... 2 Roles:...... 3 Sources of Meetings...... 9 Professional Development:...... 9 Social:...... 9 Other Professional Societies:...... 9 Topic:...... 9 Meeting Process Ownership:...... 10 Objective:...... 10 Scope:...... 10 How:...... 10 Meeting Deliverables...... 12 Meeting Notices to Membership:...... 12 Agenda:...... 12 The Meeting:...... 12 Minutes:...... 12 Finances...... 13 Overview...... 13 Duties...... 13 Account...... 13 Sample documents...... 14 Membership...... 15 Duties...... 16 Canada Inquiries from Worldwide Membership...... 17 Web-site...... 20 How to Use...... 20 Events...... 20 Registration...... 22 Member Profile...... 22 Publishing...... 22 Links to the Portal...... 23 Links from the Portal...... 23 Hosting Service...... 23 Media Liaison...... 25 Media contacts...... 25 Year-End...... 26 Example of Minutes and AGM Presentation...... 26 Year-End Financials...... 26 Year-End Meeting Summary Template...... 26

i Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

Appendix...... 27 Equipment & Supplies Inventory – 2009 September 18th...... 28 BCS Notice & Stand...... 28 BCS Ties...... 28 BCS Promotional Material...... 28 BCS Badges...... 28 Example of Notices...... 29 How to Send a Notice...... 29 General Notice...... 29 AGM...... 30 Speaker...... 31 Dinner Meeting...... 32 Minutes Template...... 33 Receipt Template...... 34 Nominations Form...... 35 Change Log...... 36

ii Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

Introduction This document is a supplement to the BCS rules and guidelines for a Branch or Overseas Section.

The BCS in the UK defines what needs to happen, and in some cases, how it needs to happen.

This document is concerned with practical advice for the Upper Canada committee members, to ensure that the focus of the group is maintained, and that the planning and execution of events happen as professionally (and enjoyably) as possible.

Start Date We received official recognition from HQ on May 16th, 2003, which took a while

 1999Apr24 - Initial contact with HQ started, but in those days there was no list server, just huge reports. Limited electronic contact points. People were just starting to use the Internet. So no traction.  2002 Dec12 - Started again by getting HQ to notify people within Ontario that we were trying to start an Overseas Section.  2003Jan12 - Our very first meeting was held at the GTAA building hosted by Jim Burke. Attendees were George Mok, Jonathan Ward, Frank Boesche, David Batchelor, Albert Bissember and LJ Lahodynskyj. Not enough for a quorum. But enough to get a working name (BCS-YYZ), and plan our next meeting, a Chinese New Year’s Banquet.  2003Jan15 - On the official side, Mike Stranks (Chair of the Overseas Members Committee) put us in touch with the Rideau section for guidance as they had just gone through the process. We notified CIPS of our intention to setup a BCS chapter in the GTA, via a paper letter sent from HQ.  2003Apr07 - We held our very first AGM at Whelan’s Gate, where we confirmed our “Upper Canada” name. This gave us the necessary quorum to enable official recognition by HQ. Invitations had been sent by HQ to everyone in Ontario.  2003Apr24 – HQ sent that CIPS was OK with our setting up a section: “we have now received an email from CIPS confirming their approval of the creation of your Section so we are able to go to MSB for the final approval”.  2003May16 – Received official approval of our section via Susan Gay

Our Name To keep things simple and consistent1, we have these names:- (a) Full name: British Computer Society in Upper Canada (b) Usual name: BCS in Upper Canada (c) Abbreviation: BCSinUC

1 which prevents confusion when communicating, and ensures that we keep the name right to use the names 1 Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

Committee

Objective: Define the activities of the ‘British Computer Society in Upper Canada’ Section.

Our direction is laid out on the home page of the BCS portal: http://home.bcsuppercanada.ca/

Scope: The aim of the Section is to support the membership of the area and the aims of the BCS. Being an Overseas Section, we act with regards to the "host" society CIPS (Canadian Information Processing Society).

Activities: We currently have these meeting types:  Professional Development Lecture Series  Awards Dinner Planning Committee  AGM  Committee meetings for planning purposes

Creating Committee Roles There are documents on the BCS web-site that define the roles within a Section (or Branch).

Upper Canada is a small group, numbering less than a hundred, whereas a normal BCS Branch may have hundreds or even thousands. Also, Upper Canada is also a young branch, receiving formal recognition only in May 2003.

For these reasons some roles within a BCS Section have been merged as it is easier to reach decisions with a small group, thus facilitating the understanding and development of policies and procedures and reducing the effort required to set activities.

The position of Chair and Secretary were combined in the first year, and split for 2004.

New roles can be added to the Committee, as the needs arise.

The roles of Chair, Treasurer and Secretary have to be formally proposed and seconded. All roles have to be approved at each AGM.

Current roles are shown overleaf…………..

2 Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

Roles:2 This describes what each person on the committee does. The list is based on the general list of roles created for Branches, which typically have thousands of people. Consequently we have adjusted the list to fit our particular environment and needs.

ROLE QUALIFICATIONS ROUTE TO DESCRIPTION ROLE

These Roles have been in filled since the Section started……..

Chair MBCS/FBCS Proposed & Seconded Responsible for the supervision of all matters concerning the effective administration of the Branch. Ensures the formulation of strategies for the Committee and implements appropriate actions to achieve the strategic goals. Chairs all General (AGMs and EGMs) and Committee meetings. Prepares and issues agenda for all AGMs and Committee meetings. Giving due notice of committee vacancies to all Branch members. Handles BCS HQ correspondence.

Treasurer CITP Proposed & Seconded Responsibility to the Branch Committee for the Branch funds. Administers annual budget. Reports at fixed intervals to Branch Committee. Takes responsibility for any other financial business appropriate to the Committee's work. Prepares the statement of receipts and payments, submitted at the Annual General Meeting One-half of the signatory for Section chequing account. The other is another CITP and part of the Committee.

Secretary MBCS/FBCS

2 Roles, as defined by the BCS are in the Member Area of the BCS site. 3 Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

ROLE QUALIFICATIONS ROUTE TO DESCRIPTION ROLE Volunteer Manages all meetings. See the detailed description to meeting tasks and timings, in the Standard Operating Procedures (SOPs). Keeps the Standard Operating Procedures up to date.

Membership Secretary CITP Volunteer Complies with the BCS Data Protection Guidelines. See the latest Data Protection Guidelines held in the SecureArea, under Branches/ReferenceManual/BranchEvents. Keeps a current and accurate list of membership in Ontario. That enables our section to draw on the appropriate resources when needed, and to run statistical analysis. Can access the list of our membership via the BCS.org.uk via the UpperCanadaCommitteeArea, Reports and download the allmembers.csv Co-ordinates the recruitment of IT professionals at Branch events and through other methods. NOTE: We do not actively recruit as we are "guests". Directs individuals who have enquired about joining, to the main BCS site where there is a "Join" link. Welcomes new local members and issues information on forthcoming Branch events.

Email Co-ordinator Volunteer or Co-opted Issues emails to Branch members notifying forthcoming events using the BCS list server facility. Can be asked to send emails to own Branch members by other Branches. NOTE: Only two people can use the BCS list server from the Section.

Continuous Professional Development (CPD) Officer Volunteer or Co-opted Ensures that events are eligible and correctly assessed for CPD/ Career Builder scheme.

ROLE QUALIFICATIONS ROUTE TO DESCRIPTION ROLE Webmaster Volunteer or Co-opted Creates and maintains the Branch website, liaising with HQ over the various methods.

CIPS Liaison Officer Volunteer or Co-opted

Provides a link between the BCS and our "host society" CIPS. The aim is to help each other promote and advance the profession of IT. NOTE: CIPS and BCS have a relationship extending back many years. CIPS is using BCS material and processes, and is part of the same umbrella organization.

Branch Communications Officer Volunteer or Co-opted Co-ordinates the mailing of any notices, newsletters, etc., to members. Prepares the Branch Programme Card. Edits a newsletter to advise members of activities within the branch. NOTE: This is managed by the Secretary and Treasurer in our Section.

Branch Meetings (Events) Officer Volunteer or Co-opted Organises and staffs Branch events to ensure their smooth operation. Corresponds with speakers re travel, equipment, meals and expenses. Writes to thank speakers. Books venues and arranges special equipment. NOTE: This is managed by the Secretary in our Section.

Branch Programme Officer Volunteer or Co-opted Prepares a programme of suitable speakers for the coming year of Branch events. NOTE: This is managed by the Secretary in our Section.

ROLE QUALIFICATIONS ROUTE TO DESCRIPTION ROLE Canada Officer Volunteer or Co-opted Respond to inquiries about working and living conditions in Canada. NOTE: This post does not exist for the Branches. NOTE: This has been managed by the Committee with a couple of inquiries per year.

Publicity Officer Volunteer or Co-opted Ensures maximum coverage of branch events, both before and after they occur. Writes copy for media on Branch activities. Liaises with BCS Editor over diary entries in 'Computing', 'Computer Weekly' and 'e-Bulletin'. Liaises with local press and radio. Organises mail shots, programme cards, posters, etc.

Committee member Volunteer or Co-opted Helps run Branch generally. Deputises for other officers as required. Particularly required for suggestions for the season's programme. NOTE: We have an annual Chinese Banquet organized by such a person.

Education Liaison Officer Volunteer or Co-opted Corresponds with colleges and schools. Organises suitable events to represent the BCS in local schools/colleges, such as careers evenings or attends those organised by local schools and Careers Offices.

These Roles have not been filled for our Section……………………

Branches Congress Representative Volunteer or Co-opted Attends the twice yearly Branches Congress and reports to Branch Committee.

ROLE QUALIFICATIONS ROUTE TO DESCRIPTION ROLE NOTE: Overseas sections do not receive funding for the trips to the UK. There is discretionary funding available, but with the cost of flights this is quickly spent. There is a move to bring new Sections to a Congress, and then every other year. However, this has not been approved, because of the huge costs involved.

Young Professional Group (YPG) Representative Volunteer or Co-opted Liaises between the Branch Committee and the YPG national Committee, as well as representing the views of the young professionals within the Branch and liaising with local University Liaison Officers. Arranges and publicises YPG events, provides details of special offers and YPG Projects. Sometimes takes on Education Liaison Officer role (see above) or Student Representative role (see below). NOTE: Applies to Branches more than Sections, as this is part of a "soft-sell" strategy.

Disability Support Officer Volunteer or Co-opted Acts as a focus for local initiatives and actions where the use IT is to the benefit of disabled people. Identifies and organises events to increase the awareness and understanding of the IT industry towards the needs of the disabled.

Group Address Administrator n/a n/a Not required. Branch members can update their own contact details on the BCS central database, i.e. address, phone number, email.

Moderator Volunteer or Co-opted Not Required. Committee small enough that the group can self-manage the placement of documents and committee discussions via the Committee Discussion area on the secure site.

Social Events Officer 7 Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

ROLE QUALIFICATIONS ROUTE TO DESCRIPTION ROLE Volunteer or Co-opted Organises suitable social events for the Branch. NOTE: Managed by the Secretary

Special Projects Officer Volunteer or Co-opted Identifies and organises suitable prestige events for the Branch. NOTE: Currently we are organizing an Awards Dinner. There are little, medium and large jobs available.

Sponsorship Officer Volunteer or Co-opted Raises sufficient sponsorship to meet budgeted requirements.

Student Representative Volunteer or Co-opted Represents student members from an individual college or university.

We also have the Role of ‘Past President’. This is open to previous Chairs of the BCS in Upper Canada. The aim is to have someone with experience available to the Committee. One additional part of the role is to organize the AGM. NOTE: This is not a standard BCS position, but volunteer boards use this type of function.

Sources of Meetings It can be daunting when looking for a topic to set for a meeting. There are the following sources for non-Committee meetings. NOTE: When deciding if the meeting is to be posted on our portal, the simple rule is that all meetings on the portal have to have the deliverables described below.

Professional Development: These are designed to further the aims of our membership. Topics are sourced from what people would like to hear.

Social: These are designed for internal networking i.e. The Chinese New Year banquet

Other Professional Societies: There are British Engineering societies all over the world, with higher membership levels then the BCS. This gives them more resources to organize meetings and events. As part of the Engineering Council, the BCS is part of the engineering family, and should work together. Especially as the societies such as the IEE do work that is very closely related to ours. IMechE has shown leadership in getting a themed set of meetings together with the BCS, ICE and IEE. NOTE: Engineering is a provincial responsibility in Canada. There is still work to be done to get the PEng and CEng designations together.

Each country has its own computing society. Canada has CIPS, so it makes sense to combine meetings where possible. Or at least attend each other’s meetings. There are many other groups that represent computing interests, e.g. IEEE, ACM. At this stage in our development it is easiest to attend their meetings.

Check with the Upper Canada membership, to see who belongs to which other groups.

Topic: Very hard to define where these come from. Basically Committee members, or the general group hear about a meeting. The rules for the topics are that they must relate to one or more of the following:  our Mission statement  BCS subject matter  Fundamental science relating to computing  Laws or regulations that apply to computing

Meeting Process

Ownership: The Secretary is responsible for managing the meetings. People may volunteer to host a meeting, and the work can be delegated, but the overall responsibility is that of the Secretary.

Objective: There are three prongs to the overall advancement of the society:  provide opportunities for individual CPD  promote the professionalism of BCS membership  provide networking opportunities.

Scope: Meetings must promote our objective. As professionals, we need to ensure that we uphold the aims of the BCS, and act as a centre of excellence. To that end, meetings must be well targeted, well researched, well presented, and efficiently run.

How: Previously a minimum of 3 months in advance of the meeting date. However, now the committee formulates a three year rolling strategy. Each year is centralized around a theme. Lecture dates are communicated prior to the AGM for the forthcoming year and posted to the portal.

 Post meeting schedule to HQ via http://www.bcs.org.uk/forms/bcsevents.htm  The venue is booked ahead for the lecture series

Approximately 2 months in advance of the meeting date.  Promotion of event via BCS UC membership, portal, facebook, LinkedIn and @twitter  Supporting documentation entered onto the BCS portal by the Secretary  Post meeting to HQ via http://www.bcs.org.uk/forms/bcsevents.htm

1 month, or more, in advance of the meeting date.  Arrangements confirmed with speaker, venue and continued promotion

Approximately 1 week in advance of the meeting date.  Final checks for, speaker, multi-media and other requirements.  Send a complete/full notice to Upper Canada membership  Purchase a gift, IF the speaker is not a BCS member. NOTE: This is around $60

The day before the meeting date.  Final reminder is sent to the BCS in Upper Canada membership and via all promotional routes

The day of the meeting date.  Host, Secretary, or designate, takes minutes, and runs the meeting. Running the meeting means arriving early enough to ensure the facility is setup as required, and that all of the technology works correctly.

Within 3 days of the meeting date.  Minutes3 sent to Attendees for review/correction via e-mail

Approximately 1 week after the meeting date.  Approval of Minutes via e-mail. NOTE: Best to use the “If no responses by xxxx - then you concur with the minutes” approach.  Minutes uploaded to DropBox as Word doc or PDF NOTE: Minutes before March 2013 are available at http://bcs.resultsoriented.ca/Committee/committee.htm

3 Using the portal, we can post Reviews of each event. This is open to everyone registered on the portal. This is an effective alternative to creating minutes, and easier to see then opening a Word document. This also allows multiple points of view to be entered. HTML can be used to link to other sites for supplemental information. 11 Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

Meeting Deliverables

Meeting Notices to Membership: Should contain:  Specific goal of the meeting  Topic  Venue (include address, telephone number, directions and map)  Speaker Details  Agenda  Leaflet for advertising the event to colleagues, etc. (Only for open meetings)

Agenda:  Recording of attendees. (Introductions if new members are present).  Topic  Summary  Next Meeting Details

The Meeting:  30mins before membership arrive o Host to ensure room setup, coffee, etc… o Lead (could be the Host/Speaker) to ensure all facilities necessary for the speaker are ready.  Host, Secretary or Chair take attendance and run the meeting. o Ensures the Speaker knows the topic, audience, venue and facilities available o Provides the "Thank You" at the end of the presentation . For people outside of the BCS we provide a small gift, approximately $60 in value, often something that has the name 'BCS in Upper Canada' o Ensures the Speaker departs with all items that they brought o Ensures the room is checked for lost articles, etc.  Treasurer, Secretary or Chair ensure the $10 one-time fee is paid by new members

Minutes:  Drawn up by Secretary, Host or Chair o See prior meeting for template. o Approval of previous minutes o Topic o Summary o Next Meeting Details  Draft sent to attendees for review/comment  Draft uploaded to DropBox for review/approval  Final replaces draft to DropBox

Finances

Overview HQ sends funds based on the budget created by the Section. The process is to send a budget request to HQ; they approve the amount and send funding to the BCS in Upper Canada bank account.

Special funding can be applied for. HQ has a form on their site that is filled in, and sent. The budget spreadsheet is updated with all planned meetings, events and expenditures.

Once funding is received, payments are made based on agreed spending as per the budget. The Treasurer and one-other must sign all cheques. The other person is the Secretary, Chair or Past- Chair.

Occasionally, HQ may fund attendance at the Branches Congress. While Branches have their travel expenses paid for two people, with International Sections, this is a lot more expensive. Hence only occasional funding. HQ will cover expenses, and this is done directly by HQ with the individual who is travelling. Usually the Chair or Secretary goes to the congress. A special funding form needs to be filled in.

Duties The following are the main duties  Keeping track of all revenues and expenses. Ensuring receipts are provided for all cheques issued.  Completing and submitting budgets and special funding requests.  Providing a summary at the AGM, this is then sent to HQ of our financial status.  Ensuring bank account details up-to-date for the Committee and HQ  Providing any supporting information as requested by the bank.

Account Our account is currently with TD Canada Trust For historical reasons (the first treasurer lived in Oakville) the branch is based in Oakville. Phone: 905-815-8565 Address: 231 North Service Rd. W., Oakville, Ontario, L6M 3R2 SWIFT: TDOMCATTTOR Branch#: 0714

Changing Signatures When there is a change in either the Treasure or the Chair then the following steps need to be taken  Treasurer contacts the bank and informs them of the change. Sets up a meeting with all parties involved. NOTE: If the Treasurer is changing, then the departing Treasurer takes this role  Treasurer brings along supporting documentation, preferably a notice on BCS letterhead  Bank reviews documents, and takes new signatures. NOTE: This can be done at any TD branch upon request to the Oakville branch. They will fax the necessary documents, and the other branch will review the information and execute the changes.

Sample documents Record keeping spreadsheet that generates the Balance Sheet =

Doc00_StandardOpe ratingProcedures_Financials_2012-2013_20130514.xls The year-end copy of the balance sheet is included as a slide in the AGM. The whole AGM presentation deck is sent to HQ.

Budget spreadsheet =

budgets-proforma_B CSinUC_20130319.xls

This is sent in February/March to the following  [email protected] - main email address for all BCS groups  [email protected] - Financial Accountant  [email protected] - Head of Member Groups (filling in for the Overseas representative) A reply should arrive by June, and then the monies will be paid in September.

Notice of Change of Signatories or Information =

SignatoriesChange_2 0120216.doc

Membership A Membership Secretary is in charge of membership details.

The EU does impose policies that we are obliged to follow. The BCS has reviewed these policies and created guidelines. The full description is held on the BCS site, in the secure area, under Branches/Reference Manual/Branch Events. Look for a link to Data Protection, which has the guidelines in PDF format.

A précis of the guidelines is:-

Membership: o Can be assured that their data outside of the EU is treated just as securely. o Can object to their info being used for a secondary purpose. o Can object to direct marketing, and the BCS has no recourse. o Will have personal data treated as confidential e.g.: ethnicity, age, sex, BCS#, contact details o Will have their personal data deleted upon death, or 10yrs after leaving the BCS.

Non-Members can: o Be assured their data is treated in a similar way. o This applies especially to those who enter data in our portal.

BCS can: o List the membership for the public (Name, first&last) (Grade) (Date of New Grade). o Use all details for statistical analysis, but not release any personally identifiable info. o Use the contact details to facilitate meetings. o NOTE: Those on the Committee can expect to have their contact details made more generally available.

Duties Membership Keep a current list of our membership via the BCS HQ site. o Login o Go to the Upper Canada Committee Area o Click on Reports o Download the "all members" list o Open the downloaded membership list using Excel o Compares the download to the main copy. Checks for: o new people o updated details (upgraded membership, new contact info). o needs to make a judgment call as to whether it is easier to . update MasterList . replace MasterList . have the membership correct their address. Since the conversion in 2005 address details have not been in the correct fields.

Keep an list of others who have registered on the BCSinUC portal, for meeting notifications. To access who has registered on the BCSinUC portal, you will need suitable permission from the Webmaster. Then you can: o Login o Go to the Management area o In the REPORTING section, click on Membership Report o From the page listing all people who have registered, click on the EXPORT CSV button o Open the downloaded membership list using Excel o Compares the download to the main copy. Checks for: o new people o updated details (upgraded membership, new contact info). o needs to make a judgment call as to whether it is easier to . update MasterList . replace MasterList . have the membership correct their address. Since the conversion in 2005 address details have not been in the correct fields.

Canada Inquiries from Worldwide Membership Overview Canada is a big country. Checkout http://atlas.nrcan.gc.ca/site/english/maps/topo/map if you need to see this in colour! By way of comparison, the U.K. is rated as 244,820 sq km whereas Canada is 9,984,670 sq km. In other words Canada is 40 times the size of the UK. Or to put it another way, if you can drive from London to John O'Groats and back in 24hrs (as per the 2003 episode of Top Gear), it would take you over a month to do the equivalent in Canada.

Canada is always voted as one of the top countries of the world due to: being democratic; having sound institutions/infrastructure; creating a good social net. Do checkout http://www.gc.ca/ and http://en.wikipedia.org/wiki/Canada for yourself.

Major cities are  Toronto = biggest city, and the financial centre for Canada. Hugely diverse population. The Greater Toronto Area also has much in the way of automotive and supporting industries. There is a saying that "How automotive sales go, so goes Ontario". By the way, this is the city that the rest of the country loves to hate.  Ottawa = capital of Canada, a government town, "silicon-valley north", and very cold in winter. Has the longest skating rink in the world.  Montreal = first city of the Francophonie and a lot more fun than Toronto. Varied manufacturing industries from aircraft to clothing.  Vancouver = twice the rain of the UK, but the weather enables you to go skiing and sailing on the same day.  Calgary = oil-patch central, so is booming due to the oil-sands projects.

The French, then the British and more recently the USA cultures have hugely influenced the country. However, the country and Toronto in particular, has moved a long way from those 3 groups. There is a vibrant Native (Indian) and Inuit (Eskimo) population that are at various stages of having their land and other claims settled. The Hong Kong handover saw a big influx of people from there. And immigration is still the main driver of population increase. In 2007 births were stated at 1.5 per women, where 2.1 is necessary for a stable population. Coming to Canada is straightforward though it will take time. Be aware that "points" awarded for your education and experience may not translate into anything useful once you arrive in Canada. See http://www.cic.gc.ca/english/immigrate/index.asp

The economy is tied to the USA as 80% of sales go there. There is a free-trade agreement between the Canada, the USA and Mexico. There are various versions as to whether this has been a benefit to Canada or not. Some point to the hollowing out of companies, such that only distribution centres are left in Canada, and all head-offices moved into the USA. Others point to the greater purchase of USA companies by Canadian companies.

On the political front, there is quite the split between the Municipal, Provincial the Federal governments. It can be simpler to work in the USA then in one of the other provinces. This is 17 Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

compounded by professional designations being a provincial responsibility. Canadian Professional Engineers (PEng) have to "get a letter" if they are to work in another province. The CEng designation has to be negotiated with each province.

BCS Certification First the bad-news. Your CITP is worth nothing over here. The good-news?  To put things into perspective the Canadian Information Processing Society (CIPS), has an Information Systems Professional (ISP) designation, which has limited recognition. See http://www.cips.ca/ Now BCS is in the same global organization (IFIP) as CIPS. There is work underway to create a global standard. One of our group (BCS in Upper Canada) is on that working party as of 2007. CIPS is already making use of some of the BCS structures, so hopefully we will be aligned within the 50 years that it took in the UK.  You will get a discount on CIPS membership dues, if you maintain your BCS membership because of the IFIP relationship.  BCS Exams have standing in Canada if you are interested in a degree.  Also checkout the Foreign Credential Recognition Program at http://www.hrsdc.gc.ca/en/ws/programs/fcr/overview.shtml  ITIL has quite the growing standing in North America and is aligned with BCS-ISEB.  With us all over here in Canada, there is a network ready for you to plug into.  Professionalism in IT is an expanding movement, around the world and will reach North America. The BCS is driving that initiative, and is already recognized in the UK, Europe and Asia.

Advancement within the BCS is quite straightforward. Typically you start at the MBCS level, and then move to MBCS CITP. There is a scoring system used for the CITP that counts education and experience. Typically the easiest route is through  a recognized degree  experience at large companies such as IBM which have a known formal training program  and sponsors that already have their CITP. HQ may ask for a panel to interview the prospective CITP. Interviews can take place in Canada. To gain your FBCS you need to demonstrate either  leadership in a branch of IT  senior management expertise HQ may ask for a panel interview, which can take place in Canada.

Getting Started The agencies that connect you with contracts or full-time work are called "headhunters" or "Employment Agencies". You can find these in the telephone book, the YellowPages, which list companies.

You can get a list of companies that have employed immigrants by going through this government supported site http://www.labourmarketinformation.ca/

As of 2007 the "hot jobs" seem to be networks, security and project management.

Advancement General The ISEB exams are available in Canada. Best to go to the BCS main site and look for ISEB International to find a provider closest to you.

There are specific courses available through the community colleges, such as Centennial, Humber and Seneca in Toronto. These are most cost effective. And some of the courses can contribute towards a degree at the associated university. Plus you can enhance your network.

Vendor qualifications are available here in Canada as elsewhere.

There are some designations that seem to have been well marketed here. The top 3 appear to be  ITIL from many vendors such as HP, IBM, etc....  PMP from http://www.pmi.ca/  CDRP/ CBCP from http://www.dri.ca/

Keeping In Contact The main BCS site lists all overseas sections, more commonly called Chapters over here, as per the Hells Angles, not the book store. (That's a Canadian joke). They will hold meetings on a regular basis. Most are free to attend. You can elect to belong to THREE chapters.

Canada has two chapters as of 2007, approximately 450km apart:- (1) Rideau, based in Ottawa. This was the first North American chapter in 2002. It is called Rideau after the residence of the Governor General, Rideau Hall. Membership is drawn from a wide area around Ottawa. (2) Upper Canada based in the GTA. It is called Upper Canada after the old name for this area, when ships used to sail up the St. Lawrence Seaway. Membership is drawn from a wide area around Toronto. You can access our portal at www.bcsuppercanada.ca

Web-site The BCS Upper Canada Website is fully controlled by an intelligent portal engine that generates content and provides services to the user.

How to Use The Portal distinguishes between Public and Member content and services. Public content and services are available to every site visitor. Member content is only available after successful login. The screens available to a member are controlled based on Membership Level and Section Role.

Events Events can be of any type including but not limited to . Meetings . Seminars . Joint Events Events management (create and update) rights are granted to committee members that are assigned “Event Manager” role. Roles are assigned by the Portal Administrator (aka Webmaster). To request event manager authority contact the Webmaster stating your name. To manage events 1. Go to MANAGEMENT 2. Check the list of MANAGE VENUES to see if the one you need is listed. 3. Go to MANAGE EVENTS to setup the event details. 4. Click on CREATE NEW EVENT button on the right to create a new event. 5. Enter all required details. Mandatory fields are in Red. a. The EVENT entry has two tabs: Schedule; & Contents. i. Schedule tab has......  Terms&Conditions = Pricing/Restrictions for the event. Select from the list or add a new one  Category = Type of event. Select from the list or add a new one  Event Manager = Contact person. Defaults to person making the entry, or add another name+email  Venue/Location = Select from the list or add a new one. Further information such as website or map can be added And additional text can be added to help identify/locate the venue. Can be useful to add "Click on 'Website' above to see the map" or similar, because when most people see the term "Website" under the location, it does not appear as an obvious link in that area. When people look at the "Further Information" box under the Venue area, they need to be clear that information applies to the venue, not the event.  SAVE CHANGES button = Must click on this before moving off this tab, else all entry data disappear ii. Contents tab has......  PUBLISH THIS EVENT check-box = Must set this ON, else event will not appear. Sometimes it appears that you have to go back and set this ON after the changes have been saved 20 Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

 SAVE CHANGES button= Must click on this before moving off this tab, else all entry data disappear  Subject = Title of the event  Detailed Description / Summary / Agenda = where the details of the event are placed 6. By default, the person setting up the event is considered the CONTACT (Event Manager) for the event. This information can be changed by providing alternate contact (name, email address) details. 7. Once you have setup the event, you can attach flyers prior to the meeting, so that people can download and advertise the event at their location. Presentation decks, and minutes are attached after the meeting. You have to be in the event list. 1. Click the ATTACHMENTS option for event in question. Attachment can only be uploaded sequentially (one at a time). 2. Select the TYPE, add a DESCRIPTION and browse for the FILE. Once you have all three, press the SUBMIT button. Attachment are distinguished by file uploads and external (web) links. Saving an attachment as LINK type without or w/o uploading a file changes from an upload option to a text option. Enter the URL in the text field. 3. NOTE: There are only certain types of files accepted. There is a maximum file size. The restrictions are displayed in the attachments dialog. 4. To display attachments the “Show Attachment” checkbox has to be ticked. By default this option is unchecked if no files or URLs are specified.

Posting events to the BCS HQ calendar This option is available through the Post Event tab when modifying event details. This option is provided only to committee members with full event Management rights (as opposed to Event Managers that have rights to Add/Modify Venue and Events only). This function will open a new dialog as popup window and is equivalent to the original Event Posting form. On successful submission this dialog will display the BCS HQ event mailer response. Management of Event reservations This screen is available to all committee members with rights to add/modify events and venues. . In Event Management click on Bookings for the event in question to see current reservations for the particular event . Under Bookings & Reservations you can manage all registered bookings Bookings of registered users link directly into the person’s details under Membership. Bookings submitted by visitors display their details in the “Bookings & Reservations” screen. Registration & Booking Visitors and logged-in members register for an event either from the event list (annual view, monthly view) or from the event details. Two options are available for registration . A 2-step process, allowing users to take advantage of a WISHLIST prior to registering. Click on “Add to Wishlist” button. An option on the top left displays the registrations on “hold”. See the next option for booking and completion of reservations. . A 1-step process. Click on “Book Now” to enter the Booking dialog right away. Here you can adjust the number of people showing up for the event and make any comments about dietary requirements, names of guest, etc. The “remove” option will remove the entire event

from the wish list. Click on “Update Reservation” to ensure that the changes are updated in the wish list. This is a great feature for people who are organizing events and wish to know how many to cater for.

Event Reviews Visitors and logged-in members can post event reviews such as commentaries or highlighting key items. This is useful for the Secretary, where minutes are not required, but key items not in the presentation deck should be brought out. These key items are typically through the Q&A portion of a meeting. Furthermore this provides attendees with the opportunity to voice their impression on educational events including seminars and lectures.

Registration Visitors can REGISTER on our site. Primarily intended to serve the BCS membership community, it enables them to receive information about upcoming events. HOWEVER, this does require that the Secretary add their name to an address book. There is no easy way to extract the list. You have to match the names in the MEMBERSHIP list on this site, with the list from HQ’s site, and create a 3rd list with the difference.

Member Profile Registered visitors have the option to maintain their profile including address, contact and professional. Latter enables them to post an on-line CV, their biography, any expertise, etc.... Professional profiles can be submitted in plain text and HTML. NOTE: There might be issues with the use of HTML tables resulting into large white-space generated preceding a table. Registered individuals can specify their credentials in “Salutation” and “Post Nominal Letters” in accordance with their country of origin (i.e. most European countries apply credentials as pre- nominal or salutation).

Publishing The Upper Canada portal now allows registered members to publish content. BCS members from MBCS and higher grade can publish content. Content is classified into categories (news, newsletters, papers, research, etc.) allowing reader to easily navigate by interest. New categories can be requested from the portal administrator. Content is not automatically published but must be specifically marked for publication. NOTE: The Portal Administrator has also Moderator rights allowing him to review and reject content as well as delegate author ship. ”Upper Canada” reserves the right to refuse content that is not in line with BCS professional standards. 1. Access publications under PUBLICATIONS / My Publications. Member must be logged-in to access this area. 2. Select from the list of existing personal publications or create new content using the blank form. NOTE:Content Type and Headline are mandatory 3. Click Create & add Content 4. Click on the Content tab to compile the publication 5. To publish your work check the “Publish this article” checkbox

Authors will also find their event reviews (submitted under events, see Events) under “My Publications” (category “Event Reviews”). However this is only available for reviews written by logged-in members. “What’s New” section of the Home Page. Authors can also contribute to the “What’s New” section on the homepage by completing the “Summary/Hotspot” section under the Summary tab. Again, also here check “Publish this summary” in order to make this content visible. The Date/Time stamp of each publication is automatically updated. BLOGS Blogs are authored under “My Publications” and must be categorized as “Blog”. Following the pilot period all Blogs will be available as public content or member only content subject to Upper Canada decision. The “Blogs” area provides visitors and logged-in members to post their comments and views to individual Blog entries.

Links to the Portal4 There are these main links  from the main BCS website. Have HQ’s webmaster update this as necessary  North London branch with whom we are twinned has a link Check on a monthly basis to make sure that these links still work. If HQ sends out a notice of change, as they did in February 2006, check immediately after the change.

Links from the Portal  On the Home page Period: Monthly Committee members with “Publisher” rights can update these links under MANAGEMENT / Links & Resources. Links can be prioritized in display order. The order displayed in the console is equivalent to the order on the Home Page.  For a Venue Period: As required. Primarily to be checked by the author/event manager, primarily committee member; must have Event Management rights.  For Events Period: As required. Primarily to be checked by the author/event manager, primarily committee member; must have Event Management rights.

Hosting Service The BCS Upper Canada Portal has been built by e2bis, owned by Frank Boesche. The underlying engine belongs to Frank, while the content belongs to Upper Canada. The domain BCSUPPERCANADA.CA that points to the Portal is owned by Frank. Both are provided free of charge.

Site Problem? If there is an issue with the hosting, checkout http://www.webserve.ca/aboutus/netstats/

4 The first site was setup as www.bcs.resultsoriented.ca This site links to our portal, on a pass-through basis. We can use this as a back-up site, such as when the ISP upgraded their servers in 2005 without notification, and caused the programming within our site to fail. 23 Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

This shows the situation at the hosting company, WebServe. Please take a screenshot, including time stamp, ensuring the ‘NS1 Web Server’ status shows, and send it to the webmaster.

Media Liaison To promote the virtues and the values of the BCS, a media watch will be instituted, and where appropriate, contact made. For example: In reference to an article or letter about professionalism, a note can be sent about the SFIA scheme, as well as the Code of Ethics and Code of Conduct that our membership adheres to.

Media contacts 1. Computing Canada: Magazine in newspaper format that covers the IT area. CIPS often has an article or two describing some topic related to professionalism. - Editor: Shane Schick: [email protected], 416-227-8310 - Associate Editor: Poonam Khanna: [email protected], 416-733-7600, Ext. 4707 2. The Globe and Mail: Canada’s national newspaper, with a business slant. - Technology Editor: Michael Snider: [email protected] 3. Toronto Sun: Canada’s national newspaper, with a focus on sports - Letters to editor: [email protected] 4. Toronto neighborhood newspapers: i. Mirror-Guardian ii. Etobicoke Guardian iii. Villager/Annex Guardian iv. Scarborough, North York Mirrors - Letters to the editor: [email protected] 5. Ryerson University - The Eye Opener: Ryerson student newspaper i. Editor: [email protected] - The Ryersonian: ??? i. ???????? [email protected]

Year-End This used to be tied to the financial year. However, many of the offices at BCS were filled by academics, so the year-end was moved to the end of August. The AGM is held in September, as Canada has a tradition of summer holidays, which end on Labour Day. The AGM is best held a week or two after Labour Day. This gives everyone a chance to get back into their work/school routine, catch up, and prepare for the AGM.

Example of Minutes and AGM Presentation

Doc00_YearEndRepo 20070529_Introducti rt_AGM_Minutes_20070529_Draft_20070605.doc onAndAGM_20070529.ppt

Year-End Financials

See the Finance section.

Year-End Meeting Summary Template

This is a real-live example that HQ requests each year.

Doc00_YearEndSum mary_20060517.doc

Appendix

Equipment & Supplies Inventory – 2009 September 18th

BCS Notice & Stand Quantity: 1 Keeper: Desmond Alvares Comments: Weighs 20lbs. approximately 2metres tall and 1metre wide. Free standing.

BCS Ties Quantity: 5 Keeper: Lahodynskyj Comments: Everyone in the Upper Canada Section gets one. Speakers can be presented with one.

BCS Promotional Material Quantity: At. least 30 sets Keeper: Mark Sear Comments: Use to spread the name BCS.

BCS Badges Quantity: One per person who is or has served on the Committee.

New badges are obtained from "Steve Richmond" [email protected] As of 2008 July 4, there is no on-line process. *** Start of Process *** o Secretary sends in a list of names to Recognition Express West. o With the list is a scan of the front of the credit card, to include the security code (which is sometimes on the reverse of the card). o Recognition Express West will confirm receipt of request and the charges to be applied. o Typically . £4.40 Pounds Sterling per badge . Shipping at £8.00 Pounds Sterling whether one or more badges o When badges are shipped, a notification is sent to the Secretary o Secretary will confirm receipt of the badges. o Secretary submits receipt for reimbursement. *** End of Process ***

Example of Notices

How to Send a Notice We use the BCS List Server to send notices. However, use ONLY one address, no “cc”, no “bcc”, just the ucmem or the uccom list server address. And the subject line must be 53 characters, or less. Your e-mail address5 has to be registered at BCS HQ.

We have two addresses (1) [email protected] for all those who have put the Upper Canada section as their primary branch. Can only be accessed by TWO members of the Committee. No attachments. (2) [email protected] for the Committee. Can be accessed by all members of the Committee and will accept attachments.

General Notice Sent out on a monthly basis. Meeting details are entered onto the BCS portal

NEXT MEETING – Wednesday, 2004Feb09 Chinese New Year Banquet and Preparation for 2005

A topical comment...... can be entered here......

FUTURE MEETINGS

Wednesday, 2004Mar09 A qualification for people responsible for implementing the new UK Freedom of Information Act in their organization has been launched by the BCS Information Systems Examinations Board.

Wednesday, 2004Apr12 Annual General Meeting < http://www.bcs.org/uppercanada/agm >

The following notices are sent out a few weeks prior to the actual event.

5 For UCCOM, this is the email address that you have entered into the main BCS site. The one to which they send their messages. You can change this by going into ‘Manage your Membership’ and go to “Update my contact details”. However, for UCMEM this is the email address set up separately by BCS HQ. 29 Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

Reminder: AGM forms need to be in by May 3rd. All positions are open. Feel free to volunteer for any of the MANY roles available. Most positions just require an e-mail to one of the committee via the link off our website. If you wish to apply for the position of Chair, Treasurer or Secretary, but do not know sufficient people in the general membership, contact the existing or past, committee members.

ANNUAL GENERAL MEETING (AGM), Wednesday, MAY 17th, Ontario Club, Downtown Toronto Come, relax and choose your new committee. Forms are available on our site for you to JOIN the committee. http://bcs-uc.e2bis.biz/app/Publish/Calendar.php?ev=33&year=2006&type=247

Speaker

TOPIC Quantum physics and the implications for software development SPEAKER E.I.N. Stein

DATE February 9, 2025, Wednesday TIME 6:30pm for 7:00 p.m. LOCATION GTAA 3555 Don Mills North York Ontario, M2H 3N3

COST Free to everyone.

YOUR ACTION

Checkout the details and RSVP through our portal at http://bcsuppercanada.ca/ Put up a notice on your office bulletin board (available on the portal) Bring people along.

Special Notes: The building is secured, at 6pm, so you will need to call x2233 and have someone from the company bring you up to the meeting room.

Dinner Meeting

Happy New Year everyone. We will be having our traditional Chinese New Year banquet.

DATE February 9, 2005, Wednesday TIME 6:30pm for 7:00 p.m.

RESTAURANT Grass Mountain Villa Restaurant 3555 Don Mills North York Ontario, M2H 3N3

NEAREST INTERSECTION Don Mills and Finch (- just north of Finch)

COST Only $25 for BCS members. $35 for Guests

YOUR ACTION

Checkout the details on our portal at http://bcs-uc.e2bis.net/app/Publish/Calendar.php?ev=25&year=2005&type=26

The website link will take you to a food-site, where there is a link to MapQuest.

Use our Registration process, or e-mail your RSVP to George from the meeting page. Remember to state if you have special dietary needs, e.g.: vegetarian

THANK YOU

A big Thank You to George for organizing this again.

Minutes Template

This is a sample minutes in Word. Double-click on the icon to open the document.

Doc00_YearEndRepo rt_AGM_Minutes_20070529_Draft_20070605.doc

Receipt Template

This is a sample receipt in PowerPoint. Double-click on the icon to open the document.

Receipt_Template.pp t

Nominations Form

This is a sample form to be used for one of the three positions that require nominations: Chair; Secretary; and Treasurer. Double-click on the icon to open the document.

Microsoft Word Document

Change Log

Date6 Author Description of Change 2014 Sep 23 LJ Lahodynskyj Expanded on the dates leading to the formation of BCSinUC Updated roles and the route required to obtain the position, based on May 2014 changes Removed HQ Treasurer from list of people to be notified 2014 Aug 21 LJ Lahodynskyj Added Nominations Form 2014 Feb 19 LJ Lahodynskyj Added details to Event entry 2014 Feb 07 LJ Lahodynskyj Correction to the abbreviation of the group’s name on the title page 2013 Sep 19 LJ Lahodynskyj Added a little history to the INTRODUCTION section., to capture our Anniversary date. Put in the URL for old minutes (before March 2013) 2013 Sep 18 Mark Sear Updated cover graphic and title, reformatted Removed reference to one $10 fee Updated objective hyperlink, activities, scope and roles Source of Meeting updated Meeting process updated Meeting deliverables updated Finance section reformatted Equipment and Supplies inventory updated Various spell check / grammatical changes Table of contents updated Updated Change Log 2013 May 18 LJ Lahodynskyj Major update to the Finance section Reviewed Membership section – no change Updated Equipment & Supplies Inventory Updated opening paragraph to Year-End – to highlight the change to the BCS end of year and the reason. Updated Change Log 2008 Jul 22 Thomas Ting Adjusted document format. Updated Roles section. Updated BCS Badges section in Appendix. Deleted an incorrect WORD document in Receipt Template section in Appendix. 2008 Jan 08 LJ Lahodynskyj Made Canada inquiries section visible in the index. Added receipt template. 2007Oct21 Shane O'Neill Reviewed and made minor grammatical corrections. 2007Oct18 LJ Lahodynskyj Added Canada inquiries to the Membership Secretary Duties.

6 Most recent change is on top 36 Standard Operating Procedures (SOPs) for the BCS in Upper Canada Version: 20140821

Date Author Description of Change 2007Jun27 LJ Lahodynskyj Included process for obtaining BCSinUC badges 2007Jun06 LJ Lahodynskyj Clarification from BCS HQ that the sender’s email address is handled differently for UCCOM and UCMEM. Added AGM meeting notice and minutes templates. 2007Jun05 LJ Lahodynskyj Created the “Year-End” section. Updated how the sender’s email address is handled for UCCOM and UCMEM. 2007May23 LJ Lahodynskyj Added definition of our Section name and acceptable abbreviations. 2007Mar24 Elena Pevzner Add media contact list 2007Feb22 LJ Lahodynskyj Add “what to do” if BCSinUC site is down. 2007Feb09 LJ Lahodynskyj Add Membership Secretary duties. Update the Roles&Responsibilities section, to match current usage. 2006Oct22 Frank Boesche Updated the Web-Site section to add details and corrections. 2006Oct06 LJ Lahodynskyj Updated the Web-Site section to incorporate the changes made in the Summer. 2006Aug27 LJ Lahodynskyj Add limit of Subject line via ListServer 2006Jul27 LJ Lahodynskyj Updated meeting notification to use URL rather than emailing HQ. Change log sequence to date-descending, so that the most recent change is on top. 2006Jul06 LJ Lahodynskyj Corrected link to BCS International Section page for Upper Canada Add comment about importance of e-mail address to ListServer. 2006May05 LJ Lahodynskyj Added Meeting Summary template. Included IMechE as source of meetings. And updated meeting setup section, to identify the long lead-time used by the engineering group. Include sample financial documents. Various LJ Lahodynskyj Created and updated