Statement of Purpose 2
Responsibility for Educational Programming 3
Education Committee Policy Development and Revision 4
Education Center Management and Scheduling 4
Orientation & Training 4
Other Training 5
Board of Directors Training and Retreat (BoD) 5
Coordinating Committee Training (CoCo) 5
Cooperative Leadership Training (CLT) 6
New House Officer Training (NHOT) 6
Attendance and Makeup Training 7
Training Fine Procedures and Timeline 7
Other Responsibilities 8
Strategic Planning 8
Co-op Month is October 8
NASCO Institute in November 8
Board Audit in January 9
Host Co-op Spring Break 9
Host Winter Annual Meeting in March 9
Addendum: Policy Governing the Use of the Moses Coady/Paulo Freire Cooperative Education Center 9
Purpose of the Inter-Cooperative Council Education Center 9
Who Can Use the Building 9
Space Use Priority 9
How to Reserve the Education Center 10
Rental Fee, Damage Deposit and User Liability Information 10
Keys & Access 10
Statement of Purpose
The purposes of education in the ICC and thus the goals of EdCom (as adopted by the Board of Directors in June of 1975) are to promote and/or give:
- A general understanding of our co-op: Share information about the general characteristics of cooperatives as well as specific details about our co-op's purpose, structure and operations.
- Information to facilitate operations and decisions: This includes providing technical data relevant to house, committee and board decisions and past experience that might be useful in coping with periodically recurring problems. Ideally, this info provides better resources to solve everyday immediate problems as well as more complex, long term issues.
- Analysis and observations that will stimulate thought: Education to generate new ideas and proposals to encourage consideration of current and long term issues relevant to the co-op.
- A sense of spirit and pride: The co-op’s accomplishments and mission should be conveyed to all members.
- A sense of history and tradition: To counter the feeling of "What's the use?" or "Who cares?" that often accompanies a short stay, the co-op gives its members a feeling of connection to the past and a responsibility towards the future by passing along the history of the organization.
- An awareness of the larger co-op movement: Members are told about other local area co-ops and the network of national and international cooperatives.
See the Standing Rules Chapter 4.5, here, for the Education Committee (EdCom) statement of purpose, and membership as revised Summer 2016.
Our program can be categorized into three distinct educational efforts:
- Education for successful management of our co-op houses and organization as a whole which includes trainings for all house officers, new member orientation, Board of Directors (BoD) training and Coordinating Committee (CoCo) training.
- Education to improve and enhance knowledge and skills in conflict resolution and problem solving, handling issues of sexual harassment, mental health and disabilities, and understanding of ICC policies and procedures. These educational efforts most often take the form of workshops, but can be found in all officer trainings, special presentations at house and board meetings, or in private consultations.
- Education to promote the cooperative principles and practices and a better understanding of the cooperative movement. We provide scholarships/funds for attendance at NASCO Institute as well as information and networking about and with other cooperatives.
Responsibility for Educational Programming
Most trainings occur when the Education Committee is not fully formed; therefore the VP for Education and the Member Services Department (MSD), particularly the Member Services Coordinator (MSC), play the largest role in developing and implementing programs in keeping with these purposes outlined above.
- The VP for Education, President, and MSD will evaluate the need for an EdCom at the beginning of every term, and appoint BoD Reps only as needed.
- Social Chairs, beginning Fall 2019, will be responsible for one in-house workshop each term Fall and Winter in collaboration with the VP for Education. (See SR 4.22)
- Escher may designate the Escher Ed Chair or the Social Chair as the liaison with the VP for Education.
- Since the MSD often handles the back-end data collection / dissemination of information in partnership with the VP, any changes made to the RSVP forms, Evaluation, attendance logs, fining, or other educational program forms should be made in partnership with the MSD as it will have a direct impact on the work they are entrusted to carry out.
- The VP for Education, and the MSC shall provide assistance to the houses in developing and implementing programs in keeping with these purposes and other community building activities which promote member understanding of cooperatives and cooperation.
Education Committee Policy Development and Revision
- All EdCom policies are voted on by the active committee members; the Vice President (VP) for Education votes only when a tie occurs.
- To remove or edit a policy the committee members must read the meeting minutes that approved the policy, attach them to the proposed changes and document their decision and notes in the active meeting minutes document.
- EdCom will adopt the policy annually, and update as needed.
Communication & Meetings
- In the absence of extenuating circumstances or holidays, meetings are to be held regularly, generally weekly for an hour or biweekly for two hours. The agenda is compiled by the VP for Education prior to the meeting, and meetings are facilitated by the VP for Education or their delegate. Meeting times are set by the VP for Education and every attempt should be made to accommodate the schedules of the other members of the committee.
- Decision Making: Decisions are made by Kwunsensus. Board of Directors representatives, Member Assistance Program participants, the VP for Education, Staff Advisors, and general ICC members are full participants in this process.
- Spring/Summer - DivEd: It is a more effective use of time and resources for Divcom and Edcom to work together as a team during the spring/summer term. From time to time they may break off into their own groups.
- To continue brainstorming and enacting Annual Objectives (AO) that fall under both Diversity and Education.
- Both Div and Ed VP’s present at meetings
- Meetings consisting of a combination of Education Committee and Diversity Committee goals and agendas--compromise
Education Center Management and Scheduling
- The Education Committee has developed the policy governing the use of the ICC Education Center, 1522 Hill Street, behind Luther House. Please see the Addendum below for the current policy).
- EdCom is responsible for developing, maintaining, evaluating, and, if necessary, revising policies regarding the use and care of the Education Center.
- EdCom entrusts the Member Services Department (MSD) to carry out the day-to-day tasks to keep the building in good standing. Those tasks often include: scheduling cleaning, maintenance repairs, and updates to layout/furniture, in addition to maintaining the reservation system.
- Both the Member Services Department and the Maintenance Staff will oversee the physical upkeep of the Education Center. Specific maintenance tasks may be delegated to the appropriate house labor or work crew persons. The MSD will have a Member Assistant assigned to regular cleaning.
- All reservation information is available to active members in the Education Committee’s google drive folders; the current schedule is available online here.
Orientation & Training
- At the start of each term, an orientation will be provided for all incoming new members. It is required for all new members.
- Generally, the VP for Education and the MSD offer orientations in Fall, Winter, and Spring/Summer.
- If a member returns to the ICC and has already completed orientation within the previous three years, it is not required again
- In an effort to alert new members as early as possible as to the dates of orientation, EdCom will work to include a notice in Rent Manager.
- An orientation program is to include background on cooperative philosophy, history (of the ICC and/or the cooperative movement as a whole) and coverage of their rights and responsibilities as co-owners of a student housing co-op.
- Orientation can take various forms, including the Fall Annual Meeting (FAM) or a more subdued New Member Orientation (NMO).
- Given the scarcity of members who sign at midterm or non-standard contract, orientation will be handled at the house level at the start of the contract period. EdCom will be responsible for providing resources to the House President to help them organize or to assist them in finding someone else to organize an orientation for newly signed members.
- Houses are strongly encouraged to offer a welcome to the house to their new members which might include information about using the kitchen and other facilities, house culture, house meeting, and work and training expectations.
- This welcome may be included as part of the first house meeting, but it might be most effective to give new house members a chance to meet without returning members. Social Chairs might be charged with this event, in collaboration with House Presidents.
Board of Directors Training and Retreat (BoD)
All members of the Board of Directors shall attend BoD training. Board training is required of all Board Representative as well as members of CoCo.
- Board trainings are the responsibility of the current Coordinating Committee with input from the General Manager, the Member Services Coordinator and others as needed.
- The board retreat is key to developing a well functioning board by fostering relationships and community within the board which is why it’s important for new and returning Reps to attend.
- Training should provide opportunities for board members to become familiar with the organization chart, position functions and responsibilities, glossary of common acronyms and facts and figures (budget, income, expenses, awards, milestones, strategic plan, responsibilities, etc). They should get to know each other, meet key individuals and understand how board meetings will work. These steps will help ensure that things are done appropriately and derail any potential confusion throughout the term.
- In addition, new BoD Reps should attend Cooperative Leadership Training during their first term as a Rep (if they have not attended in the last two years).
Coordinating Committee Training (CoCo)
All members of the Coordinating Committee shall attend at least one Coordinating Committee training. CoCo training is to ensure a smooth transfer of information from existing members to new members and should include: accomplishments, current projects & outstanding issues.
- Outgoing CoCo will be responsible for training the new committee starting in April (or at any time there are transitions) with input from the General Manager, the Member Services Department and other staff members, and the Board of Directors.
- CoCo will assist with the Fall (September) and Winter (March) Annual Meetings, as well as the New House Officer training (September, January, & May).
- CoCo should attend Cooperative Leadership Training during their first term as a VP (if they have not attended in the last two years).
Cooperative Leadership Training (CLT)
The purpose of Cooperative Leadership Training is to equip new Officers with the skills and resources to create and foster a safe and inclusive space for all ICC members. Cooperative Leadership Training is planned by the Diversity Committee, with assistance and input from the Education Committee, the Dispute Assistance and Resolution team, along with the Member Services Department. See the Diversity Committee Policy for fuller explanation. (Will be updated Summer 2019)
New House Officer Training (NHOT)
All new House Officers are required to attend one new House Officer training in relation to their elected House Officer position.
- All new house officers (as specified below) are required to attend training when they are elected to serve in a new position if they have not completed it in the past:
- The following officers are required to attend New House Officer Training as of 9/1/19:
- Food Steward, Kitchen Manager, Treasurer, and Work Manager.
- House Presidents and Escher Vice Presidents are required to attend separate training managed and tracked by the Member Services Department.
- Maintenance Managers are required to attend separate regular training managed and tracked by the Maintenance Department.
- The Member Services Coordinator and the VP for Education will be available to consult on all trainings offered by the ICC.
- They will assist the Housing Department and VP for Operations Management with Spring Turnover or Interim training as needed (See SR 18.104.22.168.D.2. as well as Ch 14)
- They will assist the Finance Department and VP for Finance with training as needed (See SR 22.214.171.124.D.)
- They will assist the Maintenance Department and VP for Facilities Management with training as needed (See SR 126.96.36.199.D.)
Attendance and Makeup Training
Since education is a core value of the Inter-Cooperative Council members will be fined for missing required training. Attending training is considered required work for the house and is a contractual obligation.
- Houses are responsible for communicating required training information to members.
- Training calendars will be published at least three months in advance to the ICC website, https://icc.coop/education-training/training-calendar/.
- Members must complete the RSVP form, https://icc.coop/my-membership/member-forms/.
- Members will be notified that this is the only way to get information about any potential makeup opportunities.
- Members who do not complete the RSVP by the date of the training will receive the $100 fine automatically against the member’s house.
- If the member has notified the MSD through the RSVP form, members may be excused from the required training for the following reasons:
- Work, school, or religious obligations.
- Members may also be excused from required training on a case-by-case basis by the MSD.
- If a member is excused from a required training for a given term and they have not been to the training before, they must complete a makeup or future offering during that term.
- Makeups may not be offered for all trainings.
- Makeups can take a variety of forms.(e.g. repeated training, one-on-one meeting, electronic quiz, and so forth)
- Makeups will include a deadline.
- If no makeup is offered, the fine will be halved.
- Attendance at orientation and training will be monitored by the MSD and the VP for Education or VP for Diversity and reported as needed. (e.g., to House Presidents, Finance Department, CoCo, Operations Management Committee for Key Performance Indicators).
Training Fine Procedures and Timeline
- Houses are responsible for communicating required trainings to members.
- The MSD will collate attendance information, review with the VP for Education, as well as send a notice to the the House Presidents and CoCo.
- Failure of each member to attend a required training or makeup will result in a $100 fine assessed to the member’s house.
- The fine should be assessed by the end of the member’s current contract period.
- If a fine cannot be processed by the end of the contract period, the fine will be figured into assessments/rebates of the house at closing. In the future, we may wish to explore charging against house amenities.
- To submit an appeal to have the fine rescinded, the House President has ten business days from the MSD notice date. This should allow time for houses to consider and assign the fine if necessary.
- The house may choose to charge the fine directly to the member based on the House Constitution or precedent. This is between the House and the member. (SR 188.8.131.52.)
- Fines may be rescinded before they are sent to the Finance Department for processing if:
- The member does not have an active contract for the training period.
- Several short-term contracts are exempt from required training, including, but not limited to: ICPSR, CUFE, CUEB and other short-term programs.
- The member completes makeup requirements for the training.
- The member has received the training previously (if they have not attended in the last three years).
- The member has already been fined for missing that particular training.
- EdCom has a budget for its educational programming.
- The MSD and VP for Education are responsible for managing the budget within the guidelines of the Standing Rules.
- The MSD will utilize, in partnership with EdCom, the funds from training fines to provide further support to the Educational Committee’s goals.
- This support may include compensation for outside facilitators, leadership liaisons, as well as merchandise and supplies to incentivise or reward outstanding cooperation.
- Funds and expenditures will be reviewed with VP of Education annually. EdCom can request expense/income or other budget information at any time.
- The MSD will facilitate an application process for the hiring of any persons using EdCom funds.These positions will be available for review upon request of active EdCom members.
- At the beginning of every term (Fall, Winter, and Spring/Summer) EdCom should review and tier their Strategic Plan Annual Objectives. The SP is can be found here.
October is Co-op Month
- EdCom is responsible for hosting one or more events during Co-op Month (e.g., karaoke, movie nights, presentations).The goal is to celebrate co-operatives and the co-op movement. Materials are here.
NASCO Institute in November
- When NASCO Institute is hosted in Ann Arbor, EdCom and the MSD should organize housing for visiting co-opers. This should include, reaching out to ICC members to facilitate awareness of Institute scholarships, and subsequently awarding and tracking scholarships. Specific procedures may be found here, NASCO Institute Hosting Guide.
- In alignment with the ICC’s cooperative values, ICC Houses are expected to host visitors to assist in keeping costs low and accessible. The Members of EdCom, including the VP for Education, are expected to attend Institute.
- EdCom will subsidize registration costs for members of the Education Committee.
- Procedures are yet to be developed for when Institute is not hosted in Ann Arbor, Michigan.
Board of Directors Audit in January
- EdCom will administer the annual Board Audit . The Board Audit provides an opportunity for the Board of Directors to reflect on functioning, effectiveness, and suggestions for the remainder of the year. Materials may be found here.
- The questions should remain consistent from year to year for comparison and reflection purposes. A pool of additional survey questions have also been drafted.
- The Board is responsible for completing the survey at a December Board meeting.
- The results should be compiled, collated, and subsequently reported on by EdCom and/or the VP for Education to the Board in January.
Host Co-op Spring Break
- If budget money is allocated for a co-op spring break in a given fiscal year, the Education Committee may elect to host an ICC Spring Break trip.
Host Winter Annual Meeting (WAM) in March
- The Winter Annual Meeting (WAM) is the only annual full-membership meeting of the ICC, and is required for the ICC to maintain its nonprofit 501 C(3) status.;The WAM should take place in mid-March. The WAM is intended to celebrate the accomplishments of the preceding year, and host any required membership-wide referenda. All members of the ICC are invited to attend this coop-wide educational event. The project plan for WAM and all other planning and organizing materials are here.
- Changes to the Bylaws can only be made through referendum review and vote at WAM.
- The ICC president for the coming year shall be installed at WAM.
Addendum: Policy Governing the Use of the Moses Coady/Paulo Freire Cooperative Education Center
Purpose of the Inter-Cooperative Council Education Center
The Moses Coady/Paulo Freire Cooperative Education Center (ICC Ed Center) shall be used for business, education, training and social activities of the Inter-Cooperative Council (ICC). It shall also be made available to other community & nonprofit organizations as a public service of the ICC.
Who Can Use the Building
- All ICC members (ICC houses, individual members, groups of members, committees and the Board of Directors (BoD)) who are in good standing, ICC staff and the NASCO staff.
- ICC-sponsored groups, that is, a group that is sponsored by an individual living or boarding in the ICC and who is a member of the sponsored group and participating in the scheduled event.
- No individual or group using the building may charge a fee for the event or activity they are presenting.
Space Use Priority
The ICC Board of Directors and the Standing committees have priority use of this space over any other group's use of the building, particularly during their regularly scheduled meetings. They will try to give at least two weeks notice of necessary cancellation and assist in rescheduling another time for any event they “bump”. Otherwise, scheduling is maintained on a first-come, first-serve basis.
How to Reserve the Education Center
Prospective users of the ICC Ed Center are requested to complete the online application on the ICC website, http://www.icc.coop/structure/office/.
The Member Services Dept (MSD), in consultation with the Education Committee (EdCom) as needed or required, receives the application. The Member Services Coordinator (MSC) reviews, approves, and follows-up with the prospective user with next steps.
Rental Fee, Damage Deposit and User Liability Information
There is no rental fee for using this space, but there may be a damage deposit required.
ICC members in good standing are exempt from making a damage deposit as their shares shall be considered sufficient deposit.
All other users must advance a damage deposit. The ICC will only accept damage deposits in the form of checks.
The damage deposit check will be destroyed within two weeks of their last event upon the return of the building key and verification that no damages or expenses have been incurred to the ICC as a direct result of the group's use of the Education Center.
- Damage deposit for building use - $100
- If a group has permission to use the building on a weekly or monthly basis, the deposit will be kept on file for one year. If the group is still using the Education Center at that time, a new deposit check will be required.
While ICC members who use the building will advance no damage deposit, they nonetheless will be fully responsible for any repairs required as a direct consequence of their use of the Education Center.
- All other groups will also be fully responsible for any repairs required or damage incurred as a direct consequence of their use of the Education Center.
More than two instances of damage by any individual or group will result in their revocation of Education Center use privileges.
Keys & Access
Keys to the Education Center shall be available to those person(s) who are scheduled and authorized to use the building. For any group or individual who uses the building, the key may be picked up from the ICC Office during regular business hours.
The key may be picked up no earlier than the day before the scheduled event and must be returned within 24 hours after the event. For weekend use, the key should be picked up on Friday and returned immediately after the event to the lock box in the back of the Rochdale Office Building, 337 E William, Ann Arbor, Michigan 48104.
All users must sign out the key.
Scheduling of the Education Center and signing out of the key shall be done by the Front Desk staff, the Member Services Department or, when necessary, other staff or ICC Member Assistance.
Access keys shall also be held by the following people:
- Coordinating Committee members who serve as Committee Chairs (VPs for Diversity, Education, Facilities, Marketing, and Operations thru the Member Services Department).
- Team Chairs might also need a key for a term.
- ICC Staff, (GM, DMS, DHS, MSC, AOC)
- Maintenance Staff (Director and additional staff) and potential Contractors
- Member Assistance Facilities Support
- Fire Code regulates that no more than 90 people shall occupy the building at any time.
- No alcohol is allowed in the building.
- No smoking of any kind, no vaping, no e-cigarettes, are allowed in the building.
- No open flame, candles or incense may be used in the building.
- No shoes are to be worn beyond the front door.
- No loud activities after 10 PM can occur from Sunday through Thursday.
- Parking is limited to one space to the left of and one space in front of building.
- All garbage & food items must be disposed of properly; no perishables should be left in the building.
- The kitchen area and equipment must be left clean.
- At the end of an event, all lights & electronics must be turned off. Additionally, all devices plugged into wall plugs should be removed in order to reduce energy usage at the center.
- Observe posted signs regarding thermostats and adjust as needed.
- The building must be left secure: all windows and doors should be closed and locked.
- Failure to abide by these guidelines may result in revocation of Education Center use privileges.
Previous Education Center policy
Drafted by Member Services Director, 7/5/16
Approved by the Education Committee, 4/8/19
Reviewed by Staff, 6/25/19
Reviewed by BoD, 7/14/19
 In conjunction with ICC Maintenance staff
 Once a year the MSD will review the use of the funds with the VP for Education