CONSTITUTION
Newfoundland and Labrador Counsellors’ and Psychologists’ Association
I. NAME
1:01 The official name of this organization shall be the Newfoundland and Labrador Counsellors’ and Psychologists’ Association (NLCPA).
II. AFFILIATION
2:01 NLCPA is a special interest council of the Newfoundland and Labrador Teachers’ Association (NLTA) and will maintain a close affiliation with the NLTA. NLCPA is free to affiliate with other associations of professional counsellors and psychologists as deemed desirable with the consent of the general membership.
III. DEFINITION
3:01 COUNSELLOR as defined by the Department of Education.
3:02 PSYCHOLOGIST as defined by the Department of Education.
3:03 SCHOOL DISTRICTS will refer to both the French and English districts as defined by the Department of Education.
IV. OBJECTIVES
4:01 To work in accordance with the aims, objectives and the terms of affiliation as a special interest council with the Newfoundland and Labrador Teachers’ Association (and as an affiliate of the Canadian Counselling and Psychotherapy Association).
4:02 To further the professional growth of counsellors and psychologists.
4:03 To act as a voice for counsellors and psychologists in Newfoundland and Labrador in matters relating to training, certification, promotion of high standards of professional competency and improvement of counselling and psychological services for all stakeholders within the Newfoundland and Labrador public K-12 school system.
4:04 To support active and on-going liaison with business, industry, educational institutions, agencies and government departments.
4:05 To foster a close relationship amongst all student support agencies.
4:06 To promote a better understanding of the philosophy, objectives and services related to counselling and psychology.
4:07 To foster the development of these services in educational institutions in Newfoundland and Labrador.
4:08 To promote and encourage research in counselling and psychology.
4:09 To develop, reassess and make recommendations regarding standards of practice in counselling and psychology.
4:10 To promote and encourage professional development for counsellors and psychologists in Newfoundland and Labrador.
4:11 To make recommendations to the Newfoundland & Labrador Teachers’ Association Professional Development Committee and/or Provincial Executive of the Association.
V. MEMBERSHIP
5:01 Types of membership: The Association shall include five types of memberships – full, associate, student, retired and honorary.
REQUIREMENTS OF MEMBERSHIP: The following requirements must be met to qualify for the respective types of membership:
(A.) Full Membership – Must have membership in the NLTA and at least one of the following:
(i.) a Master’s or equivalent degree in Professional Counselling or Psychology from a recognized university,
OR
(ii.) possession of Certified Canadian Counsellor status with CCPA,
OR
(iii.) registration with the Newfoundland and Labrador Psychology Board.
(B.) Associate Membership – An associate member is one who is interested in the field of counselling and psychology, supports the objectives of the Association, and is granted affiliation without meeting the requirements of full membership in the Association.
(C.) Student Membership – Student membership shall be for any person registered in a full-time program of studies leading to a degree in counselling and / or psychology. Student members are not eligible to attend or vote in the AGM (Annual General Meeting).
(D.) Retired Membership – Must have held membership in the NLTA and otherwise meets the criteria of Full Membership. Retired members are not eligible to attend or vote in the AGM (Annual General Meeting).
(E.) Honorary Membership – Honorary membership may be bestowed on persons for whom the Association desires such recognition.
VI. EXECUTIVE
6:01 The officers of the Association shall include a President, Vice-President, Past-President, President Elect, Secretary, Treasurer, Provincial Membership Coordinator and Communications Officer.
6:02 If no member of the executive is a registered psychologist, then a psychology representative shall be elected at the AGM if one is not nominated, one shall be appointed by the executive.
6:03 If no member of the executive is a counsellor, then a counsellor representative shall be elected at the AGM if one is not nominated, one shall be appointed by the executive.
VII. DUTIES AND FUNCTIONS OF THE EXECUTIVE
7:01 President
1. Be responsible for the effective functioning of the Provincial Executive Committee, Standing and Ad Hoc Committees.
2. Call and chair all executive meetings and arrange for agendas for each meeting.
3. Preside over the Annual General Meeting and submit the Annual Report at that time.
4. Maintain liaison with the NLTA and other NLTA Special Interest Councils.
5. Act as official representative of the Association to outside committees requiring representation.
6. Attend all Special Interest Council Presidents’ meetings.
7. Encourage active regional branches and projects.
8. Provide the Communications Officer with a “message from the President” for publication in the Newsletter.
9. Be one of the signing officers of the Association.
10. Carry out other duties as may be designed at the Annual General Meeting.
11. Maintain liaison with Canadian Counselling and Psychotherapy Association and the Association of Psychology in Newfoundland Labrador, as well as the Newfoundland and Labrador Psychology Board.
12. The term of office shall be for two years.
7:02 Vice President
1. Assume such duties and responsibilities as may be delegated by the president.
2. Attend all executive meetings.
3. Work with the President in encouraging active regional branches and projects.
4. Assist other executive member with duties.
5. Be responsible for liaison with Branch Presidents.
6. If the President is unable to perform their duties, the Vice President assumes their duties.
7. The term of office shall be for two years.
7:03 Past-President
1. As required, the Past-President shall:
• Provide advice and information to the executive members.
• Attend meetings of the executive.
• Assist in setting up necessary committees.
• Assist in liaison with the NLTA, School Districts, and other institutions and agencies.
2. The term of office shall be for one year, commencing immediately after the new executive is formed.
7:04 President Elect
1. As required the President-Elect shall:
• Provide advice information to the executive members.
• Attend meetings of the executive.
• Assist in setting up necessary committees.
• Assist and liaison with the NLTA, School Districts, and other institutions and agencies.
2. The term of the office shall be for one year, commencing immediately after the AGM in which the President-Elect is voted in.
7:05 Secretary
1. Keep accurate minutes of each executive meeting and AGM.
2. Send a copy of the minutes to each member of the executive.
3. Bring before the executive all official correspondence.
4. Dispose of confidential and sensitive information, whether in physical or electronic format, shall be disposed of in a secure and timely manner to protect privacy and maintain confidentiality, as directed.
5. Send a copy of all correspondence to the president.
6. Work closely with the President in the planning of various meetings.
7. Carry out other duties as may be designated by the executive.
8. Maintain a record of all executive meetings and Annual General Meetings (AGM) to be forwarded to the incoming executive.
9. Term of office shall be two years.
7:06 Treasurer
1. Keep an accurate record of the financial affairs of the Association.
2. Attend all executive meetings.
3. Ensure that the executive maintains a bank account with a recognized financial institution. All withdrawals, payments, and other financial transactions shall require the signature of at least two designated signing officers (President and Treasurer).
4. Make the necessary disbursement of funds of the Association as authorized by the provincial executive.
5. Prepare and present to the provincial executive an annual budget in consultation with the President.
6. Prepare and present an annual financial report at the Annual General Meeting.
7. Term of office shall be two years.
7:07 Provincial Membership Coordinator
1. Prepare and send notices calling all regular or executive membership.
2. Maintain Association WEB page or assign someone to do so.
3. Maintain a current data base of all members.
4. Liaison with the NLTA to coordinate annual membership fee deductions at source.
5. Be accessible to receive new members not specified in clause 4.
6. Liaison with the Communications Officer in production and disbursement of the Association’s newsletter.
7. Term of office shall be two years.
7:08 Communications Officer
1. Maintain ongoing communications with all Branch Presidents.
2. Coordinate newsletter article submissions.
3. Promote the Association through the use of social media through appropriate channels.
4. Coordinate receipt and disbursement of information as deemed necessary.
5. Liaison with Provincial Membership Coordinator in the production and disbursement of the Association’s newsletter.
6. Term of office shall be two years.
7:09 School Psychologist Representative (if applicable)
1. Bring forth the concerns of school psychologists in Newfoundland and Labrador to the executive.
2. To consult with other school psychologist members of the NLCPA
3. To ensure that professional learning meets the criteria and needs of school psychologist members of the NLCPA
4. The term of office shall be two years.
7:10 School Counsellors Representative (if applicable)
1. Bring forth the concerns of school counsellors in Newfoundland and Labrador to the executive.
2. To consult with other school counsellor members of the NLCPA
3. To ensure that professional learning meets the criteria and needs of school counsellor members of the NLCPA
4. The term of office shall be two years.
VIII. ELECTIONS
8:01 Candidates shall be formally nominated at the AGM. Only Full Members of the Association shall be eligible for Executive positions.
8:02 The office of President-Elect shall be filled one year prior to the expiration of the term of office for the current President. The election of the position for President-Elect shall be conducted by the Past-President, or in the absence of the Past-President, a person designated by the current executive.
8:03 Candidates for executive positions other than President, will be nominated in the year the President-Elect takes office. This election will be conducted by the out-going President.
8:04 The right to vote on all association business is granted exclusively to members who possess a full membership and are current members of the NLTA.
IX. ETHICAL GUIDELINES
9:01 Members of the Association who are Certified Counsellors accept the Code of Ethics adopted by the Canadian Counselling and Psychotherapy Association.
9:02 Members of the Association who are Registered Psychologists accept the Code of Ethics of the Canadian Psychological Association.
9:03 Members outlined in 9:01 and 9:02 plus all other members not formally defined by these clauses, shall abide by the Act, By-Laws and Code of Ethics as established by the NLTA.
9:04 If necessary, an “Ethical Standards Committee” will be appointed by the Executive, composed of one executive member and two other Association members.
9:05 Duties of the Ethical Standards Committee:
- To report on its deliberation to the Executive.
- To consider any questions about ethical standards which have come to the attention of the Association.
- To consider any reported breaches of the ethical standards and to suggest possible action(s) to be taken to the Executive.
X. COMMITTEES
10:01 The Provincial Executive will appoint committees as may be deemed necessary. All committees shall submit a written report to the Annual General Meeting.
XI. LIAISON
11:01 Any representation which the Provincial Association wishes to make to any organization, government department, or other agency shall be conducted with the approval of the Provincial Executive (during an Executive meeting).
XII. ANNUAL REPORT
12:01 The Association shall present to the Annual General Meeting a written report of its programs, activities and finances for the preceding fiscal year.
XIII. FISCAL YEAR
13:01 The fiscal year of NLCPA shall commence September 01 and end August 31 to correspond with the NLTA’s fiscal year.
XIV. AMENDMENTS
14:01 Notice of motion to attend this Constitution must be presented to the membership not less than one month before such amendments are to be voted upon at the Annual General Meeting. A 50% plus one majority of the membership present at the Annual General Meeting is required before the proposed amendments can be approved.
14:02 Quorum at the AGM is defined by the NLTA By Laws as being all those present at the AGM.
XV. BRANCHES
15:01 Branches are determined by geographical area and may include and are limited to:
- Labrador Branch
- North West Branch
- South West Branch
- Central Branch
- Burin Vista Branch
- Avalon West Branch
- Avalon East Branch
- Please refer to the NLCPA website for listing of schools for each branch.
15:02 Branches MUST hold a minimum of three executive meetings a year (in person or virtual) to remain viable.
15:03 The minutes of branch executive meetings must be submitted to the NLCPA provincial executive vice-president within 7 days of meeting.
15:04 Branch Executives must include, at minimum, the following three positions: President, Secretary and Treasurer.
15:05 Branch Executives must include a minimum of three individuals in order to be deemed a viable branch. In the event that three executive members are not available, branches may merge to remain active or dissolve.
- The NLCPA executive will reach out within 6 months when a branch is at risk of dissolve, and email all members of that branch to see what they can do to help the branch remain viable. branch will have a period of a year, from AGM to AGM, to do this was accepted. If a branch is at risk of dissolving,
- If within 6 months, the NLCPA Executive do not hear from any member from the branch, then at the next AGM we would have to vote to either dissolve or to merge with another branch based on geographical location
- Within a minimum of 30 days before the AGM members of that branch would have to propose the reestablishment of the previously dissolved branch to the executive and it would be voted at the AGM
15:06 Branch Executives MUST reach out to the NLCPA provincial executive membership coordinator to obtain an updated branch membership list annually.
15:07 Branch Executives MUST complete and submit a Branch viability statement to the NLCPA Provincial Vice-President by October 1st annually.
15:08 Branch Executive elections MUST be held every 2 years. Election date and results MUST be sent to the NLCPA Vice-President.