for Bids to Host the 2nd (2005) and 3rd (2006) Canadian National Undergraduate
National Undergraduate Bioethics Conference Bidding
Policy - Canada
Originally drafted by the International
Student Bioethics Initiative; used and modified with the permission
of ISBI. The St. F.X.U. BioethiX Society offers its sincere thanks to
ISBI for their permission
to use and modify these guidelines to guide the organization of Canadian
National Undergraduate Bioethics Conferences, and selection of future
a. The growing interest in bioethics has prompted student-oriented
national conferences. Beginning with Princeton University in the spring
of 1999, followed by the University of Virginia in 2000, and the University
of Notre Dame in 2001, national bioethics conferences are following
a rich tradition. A method of selecting future conferences was started
at the University of Virginia to consolidate resources so that there
will not be multiple conferences competing for attendance. The International
Student Bioethics Initiative (ISBI), in conjunction with the planning
committee chairmen of the third, fourth and fifth national undergraduate
bioethics conferences, organized a committee structure within its organization
in order to respond to the need to streamline the bidding process. The
goals of this committee structure were to make the bidding process less
time consuming, more organized, and conducive to student involvement
in bioethics. St. Francis Xavier University, the host of the First Canadian
National Undergraduate Bioethics Conference, modified this committee
structure and the conference bidding guidelines. Current Canadian National
Undergraduate Bioethics Conference hosts, following the guidelines laid
out in this document, now facilitate this bidding process.
2. Conference Coordination Operations
a. The purpose of Conference Coordination is to review the format
for selecting host institutions for undergraduate bioethics conferences.
Conference Coordinators shall:
i. Draft, approve, and publish standard guidelines for submitting
hosting proposals and a fair method of selecting host institutions.
ii. Facilitate communication between host candidate institutions,
current host institutions and others interested in student bioethics
iii. Publish selection guidelines the host conference websites
and conference packets 2 months before the selection meeting.
iv. Email any conference listserves notifying all interested
in attending the current conference of the opportunity and guidelines
hosting a future conference.
v. Be present at any bioethics-related meeting to communicate
the hosting guidelines to interested institutions and facilitate consultation
regarding subsequent improvement of conference planning and hosting.
vi. Provide the content for a web page hosted by ISBI
with all of the official conferences with dates and contact information.
vii. Have the authority to amend these guidelines, but must publicize
these amendments at least five months before hosting proposals are due.
3. Selection Committee
a. The purpose of the selection committee is to assemble at every
official spring conference, review hosting proposals, and to vote to
select the hosts of future conferences according to the criteria and
procedures outlined in this document.
b. Selection committee composition
i. Conference coordinators shall facilitate and direct the selection
ii. Representatives for proposal presentation from host-candidate
institutions shall not serve on the selection committee but should be
present for proposal presentation.
iii. Only one voting delegate from a host-candidate institution
shall have the opportunity to serve on the selection committee.
iv. One non-voting representative from the current host institution
shall be present at the selection meeting and shall be responsible for
the final tabulation of votes and reporting of results.
4. Selection Process
a. The proposals shall be submitted at each official spring conference.
b. Host institutions shall be selected no more than two years
c. Institutions are not required to have a representative present
at the conference in order to submit a proposal, but should [please]
keep in mind this is their chance to answer questions and promote their
i. Absentee bidders should be aware that they will need a very
strong proposal to be competitive. Such institutions may designate a
surrogate representative from another institution who will be attending
the conference, or may elect for a representative from the conference
coordination committee to present their proposal in a fair and objective
d. The selection committee (described in section 3) will meet
at a session at the spring conference to vote and select the future
host institution based on the criteria established in this document.
e. Individuals who are not on the selection committee may observe
the session, but only selection committee delegates may participate
by asking questions and making comments.
f. At least one non-voting representative from the current host
institution, preferably from the conference coordination committee,
shall be present at the selection session to ensure that everyone understands
the criteria established in this document.
a. Requirements for host institutions
i. Must be located in Canada.
ii. Be a strong undergraduate education institution or have
a strong undergraduate education vision and mission.
b. Proposals should include and describe the following:
i. A letter from the provost or a dean at the institution acknowledging
the institution is undertaking the planning process. This is a letter
acknowledging that students are undertaking the planning process.
Information regarding the costs, facilities, and involvement required
for hosting previous conferences will be available by request from previous
conference host institutions.
ii. Facilities available for hosting the conference at the institution.
iii. Major objectives of the conference. The proposal should
explicitly state that the conference is geared toward undergraduate
students and those who work with undergraduate students. The main focus
or theme of conference should be clearly stated.
iv. Letters of student/faculty support.
v. A 30-day window within which the conference will be held.
vi. Contact information and names and years of student coordinators
(must be more than 3 students).
vii. The proposal should be no more than 2 pages, single-sided
for the above information, and may contain up to 1 extra page single-sided
with whatever additional information the prospective host would like
viii. Proposals are required to address these components in
order to be reviewed.
ix. Proposals must be received by the conference planning committee
in Microsoft Word format no later than midnight 1 week before the start
of the conference.
x. Signed permission for proposals to be posted on the current
conference website so that students who cannot attend may view other
proposals for future reference.
xi. Potential host institutions are required to provide enough
copies of their proposals for each member of the selection committee,
and may simply bring these copies to the conference or mail them to
an address posted on the conference planning website if said potential
institution cannot send a representative.
xii. Two representatives for proposal presentation from host-candidate
institutions may present their proposal for no more than 5 minutes at
the selection meeting (28/02/2003) and should be present to answer any
questions. The order in which the presentations are given shall be randomly
xiii. Potential host institutions must submit information to
the current conference host about bioethics activities and/or student
interest in bioethics at their institutions.
a. After reviewing proposals, the selection committee shall vote
on the future host institution.
b. In order to vote, selection committee members must be present
at the selection session described in section 3c.
c. Each institution shall have the opportunity to select a maximum
of two selection committee delegates.
d. Each selection committee delegate shall have one vote.
e. A host-candidate institution shall have the opportunity to
be represented by only one voting delegate on the selection committee.
f. Conference coordinators present may have one vote each and
may choose to decline the opportunity to vote. Voting conference coordinators
represent the conference coordination committee and may not also serve
as a selection committee delegate representing their institution. (They
have only one vote, and may not have their vote count as more than one)
g. The presence of at least three voting delegates is required
for a decision.
a. Representatives for proposal presentation from a host-candidate
institution shall not be present during discussion or voting by the
b. The institution whose proposal receives the most votes shall
host the future conference.
c. In the event of a tie, the selection committee and conference
coordinators present shall use its discretion to select the host institution(s)
in a manner that optimizes the opportunities and resources available
for undergraduate bioethics education development.
d. In the event that only one post-secondary institution submits
a bid, the selection committee and conference coordinators present shall
use its discretion to select the host institution(s) in a manner that
optimizes the opportunities and resources available for undergraduate
bioethics education development. If the selection committee is not satisfied
with the submitted conference bid, or if there are no bids from other
post-secondary institutions to host future conferences, the selection
committee will re-open the bidding competition for future Canadian National
Undergraduate Bioethics Conference hosts, and will meet at a later date
to determine future host(s).
8. Inability to fulfill hosting responsibilities
a. The hosting university is responsible for effectively planning,
obtaining funding for and executing the conference in the designated
thirty-day time range determined in their proposal. (please refer to
b. In the event that a chosen institutional host is unable to
fulfill its responsibilities of effectively planning, obtaining funding
for and executing the national conference, they are required to notify
the previous Canadian National Undergraduate Bioethics Conference coordinators
as soon as possible and at least one year in advance of the proposed
c. Alternative hosts will be determined by a meeting administered
by the conference coordination committee.
Hosting provided by FireProof Solutions
© 2002-2003, St.
Francis Xavier University BioethiX Society