Learn more about the Terms of Reference, Constitution, and By-Laws that govern COED. A glossary of terms and acronyms is available below.
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Terms of Reference: Council of Ontario Educational Developers (COED) General Membership
Purpose
The General Membership of COED forms the core of the organization’s community of practice. Members contribute to the advancement of educational development primarily in Ontario post-secondary institutions through active participation, collaboration, and governance. Members from outside of Ontario or those who are not affiliated with post-secondary institutions yet share this common purpose are welcome. The membership collectively guides the strategic direction of COED and ensures its activities reflect the needs and values of the educational development community.
Responsibilities
Members of COED are responsible for:
- Upholding and promoting the aims and objectives of COED as outlined in the Constitution.
- Participating in meetings, consultations, and votes on organizational matters including governance, elections, and strategic initiatives as they arise.
- Engaging in professional development and collaborative activities with fellow members.
- Sharing resources, practices, and insights to support educational development across institutions.
- Providing feedback on proposed changes to governance, programming, and organizational priorities.
Authority
The General Membership holds the authority to:
- Vote on the adoption, amendment, suspension, or rescindment of By-Laws.
- Vote on amendments to the Constitution.
- Elect Chairs to the Executive Committee.
- Approve major organizational decisions, including dissolution, as outlined in the Constitution.
- Initiate meetings through formal request, as per By-Law 2.
Composition
Membership is open to individuals who:
- Have current, former, or imminent responsibility for planning, organizing, or delivering educational development programs or activities within post-secondary education, industry, or independent consultations.
- Support the aims and objectives of COED.
- COED defines itself as a community of practice, welcoming university, college, and independent consulting personnel.
Budget
Presently, COED does not have a formal budget. A nominal registration fee is collected at registration for the Fall Meeting to cover the costs of hosting the meeting (including tech-related costs and speaker stipends), and annually the cost of hosting the COED website.
Meetings
- An annual meeting is held in the Fall term, if feasible.
- Additional meetings may be called by the Executive Committee or upon written request by six members.
- Members are encouraged to attend Town Halls, consultations, and other events organized by COED.
Reporting
- Members receive regular updates from the Executive Committee through distribution of the newsletter or other listserv communications.
- Members may submit feedback, proposals, or concerns to the Executive Committee.
- Outcomes of votes and decisions are communicated transparently to all members.
Terms of Reference: Council of Ontario Educational Developers (COED) Executive Committee
Executive Committee Purpose
The Executive Committee of the Council of Ontario Educational Developers (COED) is established to provide leadership and direction to the organization. The committee ensures that COED’s activities align with its aims and objectives, as outlined in the constitution, and facilitates the effective operation of the organization.
Executive Committee Responsibility
The Executive Committee is responsible for:
- Arranging and conducting meetings.
- Liaising with relevant organizations.
- Overseeing the election process and ensuring the continuity of leadership.
- Maintaining communication with COED members and managing organizational records.
- Supporting the aims and objectives of COED through strategic planning and decision-making.
Executive Committee Authority
The Executive Committee has the authority to:
- Establish and initiate amendments to by-laws and the constitution.
- Appoint committees or task forces to fulfill COED’s purposes.
- Make operational decisions on behalf of COED membership.
- Represent COED in interactions with external organizations and stakeholders.
Executive Committee Composition
The Executive Committee shall consist of the following officers, each serving a non-renewable three-year term:
- Chair(s): Responsible for arranging meetings, preparing agendas, and liaising with relevant organizations.
- Immediate Past-Chair(s): Chairs the Nominating Committee and oversees elections.
- (Co-)Chair(s)-Elect: Performs secretarial and communication duties, maintains records, and steps in for the Chair(s) as needed.
Executive Committee Budget
Presently, COED does not have a budget. A nominal registration fee is collected at registration for the Fall meeting to cover the costs of hosting the meeting (including tech-related costs and speaker stipends), and the annual cost of hosting the COED website.
Executive Committee Meetings
The Executive Committee shall meet monthly, as feasible, through virtual means.
Executive Committee Reporting
The Executive Committee shall:
- Report to the membership at the annual meeting.
- Provide regular updates on activities and decisions to COED members.
Constitution
Updated October 2025
Article 1: Name
The name of the organization shall be the Council of Ontario Educational Developers (COED).
Article 2: Aims and Objectives
The aim of COED shall be to act as a forum and space of collaborative activity for university, college, and independent consulting personnel charged with the design, delivery, and assessment of educational development programming in higher education in Ontario. COED shall:
- Promote educational development, that is, the training of post-secondary educators in principles and best practices of course design, delivery, and assessment, the pedagogically sound use of learning technologies, and the theorizing of this growing field of practice and inquiry, as an essential function in tertiary education in Ontario.
- Represent and advocate for educational development and developers in Ontario post-secondary education.
- Concern itself with the quality of educational development in Ontario.
- Facilitate communication among members for purposes of professional development and common understanding.
- Coordinate the sharing of resources useful to the work of educational development.
- Collaborate with, and support the work of, other postsecondary affiliates and counterparts in the University and College systems as necessary and appropriate.
- Collaborate with, and support the work of, individuals not affiliated with Higher Education institutes as necessary and appropriate, including those in the private sector or who are in a career transition.
- Build partnerships with external groups and institutions for the betterment of our provincial tertiary education system and where possible, that of other provinces and nations.
Article 3: Membership
COED as a whole defines itself as a grassroots body intended to support various communities of practice and scholarly conversations. Invited to join are those who have current, former, or imminent responsibility for planning, organizing, designing, facilitating, or delivery of educational development programmes or related teaching activities within post-secondary education in Ontario, and who support the aims of COED. Active employment is not a requirement to join COED.
Article 4: Powers
COED shall have power to establish its own By-Laws and to appoint committees or task forces in order to fulfill its purposes.
Article 5: By-Laws
By-Laws may be adopted, amended, suspended or rescinded by a simple majority of members of COED voting through secure and accessible electronic means (1). Voting on By-law adoptions, amendments, suspensions or rescindments by secure and accessible electronic means is acceptable with at least two weeks notice followed by two weeks in which to vote. A simple majority of votes cast shall be considered equivalent to a simple majority of members present.
Article 6: Constitutional Amendments
This constitution may be amended by a two-thirds majority of members of COED voting through secure and accessible electronic means. Voting on Constitutional adoptions, amendments, suspensions or rescindments by secure and accessible electronic means is acceptable with at least two weeks notice followed by two weeks in which to vote.
Article 7: Dissolution of the Council
COED may be dissolved by a 50% +1 of active members of COED voting through secure and accessible electronic means, provided that written notice of the proposed dissolution be sent to the entire membership not less than two weeks prior to the date of the vote followed by two weeks in which to vote. Dissolution of COED is to be determined by 50% +1 of the votes of the full active membership, not simply by votes cast (2).
By-Laws
Updated October 2025
By-Law 1. Chairs Constituting the Executive Committee
In this document, Chair may refer to a single person or two or more people acting as Co-Chairs. The Chairs of COED, who shall each serve a three-year term (non-renewable) as they rotate through specific positions, shall be:
- The Chair(s), who shall arrange meetings, consult with members in the preparation of agendas, distribute agendas in advance of meetings, liaise with relevant organizations, and organizing and maintaining communications with the membership, including through emails, listserv, and website.
- Immediate Past-Chair(s) who shall chair the Nominating Committee, oversee elections, and maintain a current list of members.
- Chair-Elect(s) who shall maintain minutes of meetings, plan and organize the annual Fall Meeting, and who shall fulfill the Chair’s duties should the Chair(s) be unable to or absent.
By-Law 2. Meetings
Meetings of the full membership shall be called by the Chair(s) or the Executive Committee in the Fall term of each year, if feasible, at any national events, or at other times as required, or upon the written request of six members. The purpose of the meeting shall be stated in the call. The Fall meeting shall be the annual meeting.
Meetings of the Executive shall be monthly, held virtually, and any meetings of Committees and/or Task Forces shall be set as needed.
Meetings of the individual Action Learning Sets/Communities of Practices/Inquiries shall be set by their respective leaders or representatives as needed.
By-Law 3. Elections
The election of Chairs shall take place by secure and accessible electronic means and passed with a simple majority of votes cast prior to the annual meeting, as per By-Law 2. A Nominating Committee, consisting of the Immediate Past-Chair(s), as chair(s), and two other volunteering members, shall present a slate of nominees reflecting the various regions and sizes of institutions. No one shall be nominated without their consent.
By-Law 4. Replacements
A Chair, including one of any Co-Chairs, who finds it necessary to relinquish office, shall be replaced by a successor elected within two months of the vacated role for the unexpired term of the current role. Should at least one of the Co-Chairs agree to continue as a Chair, either solely or with an existing Co-Chair, no election is necessary.
By-Law 5. Voting
Each individual member of COED shall be entitled to one vote. Members of the Executive Committee may vote. Voting on all matters shall occur by secure and accessible electronic means. A simple majority of votes cast shall be binding for regular business, including By-Law changes and elections.
By-Law 6. Rules
The functions of COED and the conduct of its members shall be governed by the regulations contained in the Terms of Reference, Constitution, and By-Laws of COED.
By-Law 7. Governance Review
Every five (5) years the COED Executive Committee shall review the COED Governance (Terms of References, Constitution, and By-Laws). If deemed necessary, the process to make changes shall be followed as outlined in Articles 5 and 6 of the Constitution. Changes may also be brought forward within the 5-year period if required.
Terms & Acronyms Glossary
- Secure and Accessible Electronic Means: The “secure” piece refers to a system by which each active member will receive a link via email to the voting platform. This ensures the voting form is not simply open to anyone online and that each member shall only vote one time. The “accessible” piece refers not only to access to the vote (e.g., formally voting online as opposed to any in-person requirements), but also the voting platform itself (e.g., accounting for font size and contrast, screen-reader ability, use of alt-text where appropriate, etc.).
- Dissolution of COED is to be determined by 50% +1 of the votes of the full active membership, not simply by votes cast: Though an unlikely scenario, this clause is put into place to protect COED from unnecessary dissolution brought forward by a small faction of members. For example, if COED at the time has 410 active members, as determined through the membership list, it will require 206 members to agree to dissolve COED.
