Roles and responsibilities
Roles
President is primary contact
The president is the senior government relations official of Memorial University and the principal contact between politicians and the university.
Memorial’s vice-presidents serve as primary government relations contacts in areas of specific responsibility. For example, the vice-president (academic) regularly interacts with senior officials in the Department of Education and elsewhere in government. The vice-president (research) is the principal contact with federal granting agencies. The vice-president (finance and administration) will be in direct contact with senior government budgeting officials.
Areas of mutual interest
Similarly, some deans and directors have high-level contacts with governments and departments in areas where there are mutual interests (e.g. innovation, culture, etc.).
The director of public affairs in the Division of Marketing and
Communications supports and enhances the president’s and
vice-presidents’ roles and supports the government relations
roles of other senior university leaders in their interactions with
government through the development and execution of a comprehensive
government relations plan and program for Memorial University.
Formal invitations to politicians (premier, ministers, mayors,
councilors and other elected representatives) in particular, should
be issued by the Office of the President.
The Office of the President should be alerted to all interactions
with senior government officials (both elected and non-elected)
officials, particularly formal visits to campuses and facilities,
requests for government funding or support, etc.
Responsibilities
Regulatory and legislative
The university is obliged to submit reports on a regular basis,
mostly to the provincial government, though there are also some
federal expectations. Public Affairs provides support for and
co-ordinates the processes through which are prepared various
reports to government. Responsibility for preparing the reports
remains with the units where it currently rests. However, Public
Affairs will assist with themes and messages, approvals and
production of final documents.
Activities:
- Annual report (provincial)
- Strategic Plan (provincial)
- Financial reports and audited statements (with F&A)
- Lobbying reports (federal)
Relationship building and
sustaining:
Connecting politicians and senior
government officials regularly with the people and activities of
Memorial University will enhance bilateral understanding. The
public affairs office will facilitate two-way flow of information
between the university and government.
Activities:
- Facilitating meetings between university and government officials (e.g. regularly scheduled briefings between senior university leaders and politicians; annual meetings with senior government officials at federal, provincial, municipal, aboriginal levels; periodic visits/speaking engagements by senior university officials throughout the province; meetings between senior university officials and Ottawa-based politicians and officials.
- Enhancing access of govt. officials to university facilities, campuses (e.g. tours of facilities use of facilities for government activities, etc.).
- Supporting president and SEC in community outreach activities (e.g. speech/presentation support, logistics)
Communications
- Direct communications (e-mail, telephone, letters) between Public Affairs and politicians on student success (e.g. scholarships, awards) and institutional success, university activities in areas of interest (topically and geographically), policy
- Regular e-newsletters to politicians and senior officials (with focus specifically on provincial, federal and municipal beats, and aboriginal issues)
- Regular reporting back of government decisions/debates/discussions to senior university leaders (e.g. Hansard monitor)
- Government Relations website
Internal stakeholder support
- Provide strategic advice on interaction with government to senior administration, including assisting with the development of proposals, as appropriate, to government and related agencies
- Develop and maintain a positive working relationship and network of contacts politicians, political support staff and civil service at the federal, provincial, municipal, aboriginal levels
- Identify opportunities for the university to participate in the development of public policy, government initiatives and programs in areas central to its mandate
- Ensure the university is aware of government initiatives and programs in areas central to the university's mandate
External stakeholder support
- Provide information to politicians and civil servants in all levels of government about the university's activities, achievements, needs, concerns, proposals
- Co-ordinate/organize meetings for senior university administration with elected officials and civil servants in NL, Ottawa, elsewhere
- Assist identifying and communicating about non-traditional sources of government funding for university initiatives
- Co-ordinate visits to campus by elected officials and government representatives
- Liaise with AUCC on national legislation and policy issues
related to the university's mandate