In 1990, the membership adopted the first Constitution and created officer positions. Changes were made over the years; this current version of the Constitution was adopted in 2026 by the general membership.

 

1.THE NAME OF THE ASSOCIATION
 

The English name of the Association is the Association of Canadian College and University Ombudspersons (1). The French name is Association des ombudsmans des universités et collèges du Canada. The acronym is ACCUO (English) and AOUCC (French). 

 

2. VISION AND MISSION
 

The Association of Canadian College and University Ombudspersons (ACCUO) is a bilingual (English and French), independent association of ombudspersons in post-secondary institutions in Canada. ACCUO strives for the promotion of fairness and respectful learning and working environments in post-secondary institutions in Canada through the establishment of ombudsperson services. In support of its members and the development of the ombuds profession, ACCUO promotes the principles of independence, impartiality, confidentiality, and accessibility in the practice of ombuds work. 
 

The mission of ACCUO is to: 

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• Promote the role of ombudsperson and foster its understanding;

• Act as a central resource on ombudsperson theory and practice; 

• Promote the presence of ombuds services within post-secondary institutions; 

• Provide professional development opportunities to current and potential members; 

• Promote the ACCUO Standards of Practice for its members; 

• Share information about best practices among its members; 

• Sponsor research on issues of interest and concern to its members; and

• Encourage cooperation with other organizations dedicated to ombudspersonship. 

 

3. THE FUNCTION OF OMBUDSPERSON
 

An ombudsperson operating within a Canadian post-secondary institution is someone who: 

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• Fosters respectful, fair and equitable policies, practices and treatment of individuals;

• Functions independently of the administrative structures of the institution and of the staff, faculty and student associations;

• Operates in an impartial and objective manner;

• Respects confidentially;

• Provides information, advice and intervention; 

• Investigates and/or informally resolves complaints through access to persons, records, files and information; 

• Makes recommendations on individual and systemic issues without decision-making authority to implement the recommendation; and

• Reports publicly and/or issues an annual report to the authority designated in the terms of reference of the Office. 

 

4. MEMBERSHIP
 

Persons fulfilling an Ombudsperson function as described in Section 3, above, at any post-secondary institution in Canada, or those interested in the Ombuds profession, are eligible for membership. Members, as per their category, are required to pay an annual fee which is established at the Annual General Meeting (AGM). The membership year runs from July 1 to June 30. 

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Categories of Membership
 

Individual Members are full or part-time ombuds practitioners who work in Canadian post-secondary educational institutions who meet all or most of the criteria included in Section 3 above. Individual Members are eligible for the following: 

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• attendance and voting rights at ACCUO AGM; 

• ability to run for executive offices, e.g. President, Treasurer, Secretary, Member; 

• ability to participate on committees;

• participation in ACCUO list-serve;  and

• attendance at ACCUO conference and sponsored events.

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 Institutional Members will carry the same criteria, benefits and rights as Individual members, but will be limited to one vote. Institutional membership is open to offices with three or more employees that provide Ombudsperson services within Canadian post-secondary educational institutions.

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 Associate Members are full or part-time ombuds practitioners affiliated with organizations which are not post-secondary institutions; are affiliated with entities other than Canadian post-secondary educational institutions; are non-voting, are anyone interested in the ombuds profession and is not working in the field currently e.g. retired Ombudsperson, student, aspiring ombudsperson. Associate members are eligible for the following:

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• attendance at ACCUO AGM

• attendance at ACCUO conference;

• participate in ACCUO Associate member list-serv;

• participate in volunteer opportunities of the committees; and

• attendance at relevant ACCUO sponsored events; 

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5. EXECUTIVE COMMITTEE

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The executive committee is guided by principles of good governance and is committed to fostering a sense of belonging while creating inclusive conditions that enable all members to thrive. There shall be an executive committee composed of the association officers, namely, a President, Secretary, Treasurer (one or two), and two to four Members-at-Large. Whenever possible, the executive committee will include at least one francophone member/institution, and representation from across Canada. The immediate past President will be an ex officio member of the executive committee. Officers will be elected from the membership normally by electronic voting taking place at the latest 20 days before the AGM and serve a two-year term beginning July 1. Officers may be re-elected, but may normally not serve more than two consecutive terms in a particular position. In the event of a vacancy on the executive committee, the remaining officers may appoint a replacement to serve until the position is filled normally by electronic voting before the next AGM. 

 

The functions of the executive committee include but are not limited to: 

 

• ​Working with the Secretary, to plan the AGM; 

• Considering any matters which, in its opinion, are of concern to the membership; 

• Managing association funds; 

• Developing association plans; consulting the membership whenever appropriate;

• Delegating particular tasks among themselves, or where appropriate, seeking volunteers for tasks from the membership at large (e.g., election officer); 

• Maintaining the elections guidelines (procedures), for implementation by the elections officer;

• Establishing special and ad hoc committees to consider particular issues, if issue cannot be accommodated by an existing Committee;

• Maintaining communication with the Committees and receiving their annual reports;

• Designating an individual or institutional member or Committee to organize and/or host conferences (e.g., regional, virtual, or in collaboration with partner associations).​
   

Duties of the Officers: 
 

• President:  The President will chair meetings of the executive committee, as well as the AGM; will communicate with membership, will coordinate the efforts of the association; will act as spokesperson for the association (or delegate). 

• Secretary:  The Secretary will prepare and distribute agendas and minutes, as well as receive documents needed for meetings or for the membership (e.g., copies of the financial report.); The Secretary will act as key point for the AGM, maintaining a mailing list of voting and non-voting members, and be responsible for maintaining the governance records of the association. 

• Treasurer:  The Treasurer, together with one other officer (co-treasurer), will have signing authority for the association accounts and will have primary responsibility for the preparation of budgetary recommendations, financial reports, payments, and collection of membership fees. The Treasurer(s) will ensure that signing authority is transferred to the appropriate member upon conclusion of their term.

• Member-at-Large:  The two to four Members at Large will provide general assistance to the other officers (President, Secretary, and/or Treasurer) and in the performance of specific duties and will have a particular responsibility for ensuring that the interests of all members are adequately reflected in process and decisions. 

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6. ANNUAL GENERAL MEETING (AGM)

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ACCUO will hold an AGM of its members once per year, typically prior to the fiscal year-end. The Secretary shall provide advance Notice and may provide governance documentation via electronic means (e.g., e-mail) or hard copy. The AGM will serve as the primary forum for:

 

• Presentation of reports, including the President’s annual report and other informational updates (e.g., committee activity);

• Approval of financial statements;

• Governance matters, including confirmation of elected Executive Committee members, and consideration of new and amended policies; and

• Any other matters requiring membership approval (e.g., fees; amendments to the Constitution).

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Quorum for the AGM will be one-third of all eligible voting members of the association. Motions shall be passed by a simple majority of members present, except amendments to the Constitution which require the approval of two-thirds of voting members present. Amendments to this constitution can be proposed at any time. Proposed amendments should be sent to the Secretary in sufficient time so that the proposed amendments are circulated to all members at least 30 days prior to the AGM.

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Passed at the Annual General Meeting: 10 June 1990, Québec. 

 

• Amended 19 June 1993, Winnipeg, Manitoba 

• Amended 12 June 1994, Ottawa, Ontario 

• Amended 11 June 1995, Waterloo, Ontario 

• Amended 17 May 1996, St. Louis, Missouri 

• Amended 9 May 2002, Winnipeg, Manitoba 

• Amended 28 May 2004, Montreal, Quebec 

• Amended 21 May 2010, Vienna, Austria 

• Amended 8 June 2012, Edmonton, Alberta 

• Amended 12 May, 2015 Vancouver, British Columbia

• Amended 15 June, 2016 Teleconference AGM

• Amended 17 June, 2020 Teleconference AGM

• Amended 26 May, 2026, Virtual AGM.

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