SENATE AND FACULTY COUNCIL STANDING COMMITTEES:
TERMS OF REFERENCE & MEMBERSHIP
Approved by Senate, May 2002

A. GUIDELINES
B. GENERAL REGULATIONS
C. SPECIFIC DETAILS

SENATE COMMITTEES

• ACADEMIC MATTERS
• ADMISSIONS
• COMMITTEES
• DISABILITIES
• EMERITI APPOINTMENTS
• ETHICS
• GRADUATE STUDIES
• INTERNATIONAL PROGRAMMES
• LATE GRANTING OF DEGREES
• LIBRARY (disbanded - see explanatory note)
• PLANNING
• READMISSIONS APPEALS
• RESEARCH AND CREATIVE ACTIVITY
• SCHOLARSHIPS AND BURSARIES
• TEACHING AND LEARNING

 
JOINT BOARD-SENATE COMMITTEE

• HONORARY DEGREES

 

 

COMMITTEES ESTABLISHED UNDER POLICIES AND PROCEDURES FOR STUDENT GOVERNANCE
 

• ACADEMIC APPEALS
• ACADEMIC JUDICIAL

 

 

FACULTY COUNCIL COMMITTEES

• FACULTY COUNCIL EXECUTIVE
• DEGREE REVIEW COMMITTEE

     (b)    If the above can be more effectively achieved without the need for a committee, serious consideration should be given to disbanding the
     committee.

     (c)    The terms of reference should clearly outline the purpose and mandate of the committee, and how this can be achieved.

     (d)     The membership should reflect the function of the committee. This refers to the number of members, the balance between ex-officio
     and elected members, the number and distribution of faculty members and librarians, and the participation of students.

     (e)     In general, the balance of members on committees should reflect the composition of the Senate (and Faculty Council where appropriate). That is, normally, there should be more elected members than ex-officio members. Also, students should be on all committees unless there is a compelling argument to exclude them.

     (f)     Workload should not become excessive. This particularly applies to the participation of the Vice-President (Academic and Research) and the Academic Deans.

     (g)    Committees should be as small as possible, commensurate with their function.

     (h)    Wherever feasible, similar rules of procedure should apply to all committees.

B. GENERAL REGULATIONS

     (b)    The normal term for an elected student member is one year, starting on July 1st.

     (c)    A member going on leave will be replaced, and the replacement will be given a three year term.

     (d)    Ex-officio members may delegate a replacement for any meeting of the committee.

     (e)    Student members should be proposed by the S.A.C. and ratified by the Senate (or Faculty Council where appropriate).

     (f)    If at all possible, the Chair of the Committee on Committees will ensure that Senate or Faculty Council (as appropriate) receive nominations for all vacancies on Senate and Faculty Council committees by May for the subsequent year.

     (g)    The Chair of all committees should be determined before the start of the new academic year. Where the Chair is an ex-officio member, the Vice-President (Academic and Research) will name the chair. In other cases the chair will be determined either by the Committee on Committees, or by the committee in question, as dictated by the terms of reference. The Chair will be appointed or elected for a one year, renewable, term.

     (h)    All members of all Senate or Faculty Council Committees shall be voting members.

     (i)    The voting privileges of the Chair will be the same as for all other voting members of the committee.

     (j)    A quorum will be established for all committees. Normally this will be more than half the elected members, plus more than half the ex-officio members.

     (k)    Each committee will submit a written report to Senate at least once a year, at a time determined by the Chair of the committee and the Secretary of Senate (or Secretary of Faculty Council). This report will be circulated with the agenda, and the Chair of the committee will be present at the Senate meeting (or Faculty Council meeting) to discuss this report.

     (l)    All committees will keep formal minutes. These minutes, together with other relevant documents, are to be transmitted to the Secretary of Senate at the end of each academic year.

     (m)    If the revised composition of committees is approved, the reduction in elected members will be achieved through attrition.

     (n)    Normally, newly appointed faculty members and librarians would not be expected to serve on University committees in their first year. During the next three years committee service should be limited to one or two University committees.

     (o)    All full and part time faculty and librarians on continuing appointments are eligible to be elected to serve on Senate Committees.

        (a)    The purpose of this Committee is to preserve the integrity of the academic programs and regulations.

        (b)    The Committee will review and make recommendations to Senate on the following:

                (1)    proposed changes in courses, including changes in prerequisites, and new courses;

                (2)    proposed program changes with respect to minor, major and honours requirements;

                (3)    proposed changes in degree regulations;

                (4)    any other academic regulations .

(c)    Factors to be taken into account when reviewing proposals include the academic rationale and need for the proposal, the impact on existing programs, and the viability of the proposal in terms of current resources.

(d)    The Committee will refer proposals to the University Planning Committee if they affect long range planning or involve significant additional costs.

(e)    The Committee will refer matters to Faculty Council when appropriate.

(f)    If the Committee rejects a proposal, it may be modified and re-submitted to the Committee, or it may be taken directly to the Senate.

2 ex-officio members

An Academic Dean [Chair] - K. Hamer
The Registrar [Secretary] - C.P. Hunter

4 faculty or librarians elected by the Senate, with representation from each of the three faculties
R. Beattie
C. MacMillan
A. Nurse
M. Tucker

One student elected by the Senate
D. MacDonald

The University Librarian is to be invited on a consultative basis to all meetings at which new courses and programs are discussed.

2 ex-officio members

At least 3 elected members

(a)    The Committee will review and make recommendations to Senate on standards and policies for the admission and re-admission of students.

(b)    The Committee will review and assess special cases of applications for re-admission.

Note: If the application is rejected the Committee must advise the student in writing of the possible grounds for appeal (see terms of reference for the Readmissions Appeals Committee) and the available process to be followed. Students appealing a decision must make their appeal within three weeks of the date of the letter from the Committee. The appeal is to be made to the Chair of the Readmissions Appeals committee.

3 ex-officio members

An Academic Dean [Chair] - P. Baker
The Registrar - C. P. Hunter
The Manager of Admissions, Financial Aid and Scholarships - S. Brygadyr

3 faculty or librarians elected by the Senate
M. Blagrave
R. Majithia
L. Michaelis

One student elected by the Senate
A. Wasylishen

The Dean of Students is to be invited on a consultative basis to all meetings at which applications for re-admission are considered.

At least 2 ex-officio members
At least 3 elected members

(i)    Terms of Reference:

(a)    The Committee is the nominating committee for all Senate and Faculty Council committees.

(b)    The Committee will act as the nominating committee for Presidential committees when requested.

(c)    When nominating members to committees the Committee will consider:

(1)    the fair distribution of committee work among elected members;

(2)    the nominee's experience, knowledge and interest in the specific mandate of the committee.

(d)    The Committee will keep under general review the committee structure of the University. It will review the terms of reference and composition of all standing committees of the Senate, the Faculty Council and the President, and make recommendations for changes where appropriate. In particular, it should consider which committees have served their purpose and should be disbanded.

(e)    The Secretary of Senate will call for nominations to fill vacancies on this Committee, and Senate will elect the members. Nominations will not be made by members of the Committee.

(f)    The members of the Committee may not nominate themselves for any Senate or Faculty Council committees.

5 faculty or librarians, of whom at least 3 will be Senators, elected by the Senate
J. Read
C. Baker
B. Fleming
W. Godfrey
R. Lapp

- The Chair will be a Senator, elected from among the Committee members, determined by a vote by the Committee itself.

At least 3 members

(i)    Terms of Reference:

(a)    The mandate of the Committee is to review the Senate Policy on Students with Disabilities and make suggestions to the Senate for changes as appropriate.

(b)    The Committee will review the services available to students with disabilities and make recommendations to the appropriate bodies concerning improvement in these services.

(c)    From time to time the Committee will consult with other resource people, within and outside the University community, for advice on improving the environment for students with disabilities.

(d)    At least one member of the Committee should have professional expertise in the area of disabilities.

4 ex-officio members

An Academic Dean - P. Baker
The Director of the Meighen Centre - L. Wilson
The Dean of Students - C. Hunter
The Manager of Admissions, Financial Aid and Scholarships -

2 faculty or librarians elected by the Senate
S. Claxton-Oldfield
A. Koval

One student with a learning disability (selected by the Director of the Meighen Centre)
J. Barrowman

One student with a disability other than a learning disability (selected by the Dean of Students)
K. Goguen

Before the start of the next academic year, the Committee will elect one of its members to be chair of the Committee, and the Committee on Committees will be informed.

At least 3 ex-officio members
2 elected faculty or librarians
2 students

The purpose of this policy is

(a)    to establish criteria and procedures for awarding certain honorific academic titles to faculty members and librarians after their retirement in order to recognize sustained scholarly work and service to the University, and

(b)    to delegate to the Senate the power to award certain such titles as provided in this Policy.

The titles that will be awarded pursuant to this Policy are 'Professor Emeritus/Emerita', 'Librarian Emeritus/Emerita', 'Associate Professor Emeritus/Emerita' and 'Associate Librarian Emeritus/Emerita'.

Faculty members and librarians who retired at the rank of 'Professor/Librarian' will be eligible for the title 'Professor Emeritus/Emerita' or 'Librarian Emeritus/Emerita', as the case may be.

Faculty members and librarians who retired at the rank of "Associate Professor/Associate Librarian' will be eligible for the title of 'Associate Professor Emeritus/Emerita' or 'Associate Librarian Emeritus/Emerita', as the case may be.

These titles will be awarded in accordance with this Policy to eligible faculty members and librarians who on retirement had at least 10 years of continuous service at Mount Allison as a faculty member or librarian.

5.0 Committee on Emeriti Appointments (with current membership)

        There shall be a Committee on Emeriti Appointments made up of

(a)    two persons with Emeriti appointments nominated by the Committee on Committees and approved by Senate, E. Tory, W. Cunningham

(b)    three faculty or librarian members of Senate nominated by the Committee on Committees and approved by Senate, P. Bryden, I. Cohen, R. Thompson

(c)    two Regents or Senators appointed by the Board of Regents, J. Laidlaw, R.Winters

(d)    one student member of Senate nominated by the Committee on Committees and approved by Senate, J. Bourque, and

(e)    the Secretary of Senate, who shall chair the Committee, R. Summerby-Murray.

The Committee on Emeriti Appointments shall meet before March each year to draw up a list of those who satisfy the criteria in the first paragraph of section 4 above, and to consider possible recommendations to Senate on others who do not satisfy those criteria but who might satisfy the criteria under the second paragraph of section 4, without in either case being limited in any way by the date on which a faculty member or librarian retired.

Once the Committee approves the list of those who satisfy the criteria in the first paragraph of section 4 above, the Secretary of Senate shall write to those on the list to advise them of the honour they will receive, and shall advise the Senate, the President, and the Executive Committee of the names of those who will be so honoured.

If the Committee recommends that emeriti appointments be made to persons who do not satisfy the criteria in the first paragraph of section 4, those recommendations shall be made to Senate before its March meeting. The Senate shall vote on each recommendation by secret ballot. The decision of Senate shall be final. The Secretary of the Senate shall write to each of those the Senate has decided to honour in this way, and shall advise the President and the Executive Committee of the Board of Regents of the names of those who will be so honoured.

The names of those to receive this honour will be announced at the regular Spring Convocation and their honorific titles will be effective when they are so announced.

The honour is the most important aspect of these titles and the title does not imply that any allocation of University resources will be made.

The privileges of the title include being

(a)    recognized by the University on certain special occasions,

(b)    listed in the University Calendar,

(c)    granted full faculty library borrowing privileges,

(d)    entitled to use the University as a mailing address for scholarly purposes,

(e)    eligible for administrative support in applying for external research grants, and

(f)    eligible for internal research grants where appropriate.

Access to additional support services (office space, laboratory space, secretarial assistance) are not automatic privileges although they may be granted on a low priority basis. If granted, such privileges shall be reviewed at least annually.
 

(i)     Terms of Reference:

The Board will approve, reject, propose modifications to, or terminate any proposed or ongoing research involving human subjects which is conducted within, or by members of, Mount Allison University, using the considerations set forth in the Tri-Council (NSERC, SSHRC, CIHR) Policy Statement as the minimum standard.

6 faculty elected by the Senate
S. Claxton-Oldfield (Chair)
F. Black
W. Burnett
O. Gould
S. Law
A. Walsh

One member elected by the Senate, who has no affiliation with the institution but is recruited from the community served by the institution.
D. Mercer

-    At least two members must have broad expertise in the methods or in the areas of research that are covered by the ethics board.

-    At least one member must be knowledgeable in ethics.

-    For biomedical research, at least one member must be knowledgeable in the relevant law.

-    Both men and women must be represented.

-    The Committee will provide a list of nominees to the Senate, after consulting with the Research and Creative Activity Committee.

-    Before the start of the next academic year, the Committee will elect one of the faculty or librarians to be chair of the Committee, and the Committee on Committees will be informed.

At least 4 elected faculty or librarians.

The member not affiliated with the institution.

(i)    Terms of Reference:

(a)    The Committee will:

(1)    make recommendations to the Senate on programmes, course offerings and general standards in the area of graduate work undertaken at the University;

(2)    receive applications for graduate studies and accept candidates for admission into graduate studies, after discussion with the appropriate department;

(3)    approve the program of studies for graduate work;

(4)    oversee the supervision of students.

(b)    On receipt of satisfactory evidence of the completion of studies, the Committee will make a recommendation to the Senate through the Faculty Council concerning the awarding of the degree.

One ex-officio member

Dean of Science - F. Baerlocher

5 faculty elected by the Senate, with representation from each of the three faculties, including three from the Science Faculty with at least one member from the Chemistry department and at least one member from the Biology department.
M. Beaton (Chair)
P. Berry
M. Boehringer
S. Duffy
A. Grant

Before the start of the next academic year, the Committee will elect one of its members to be chair of the committee. The chair may be reappointed, but when a new chair is appointed, this position must alternate between a member of the Biology department and a member of the Chemistry department and the Committee on Committees will be informed.

One ex-officio member

At least 3 elected members.

(i)    Terms of Reference:

The Committee will:

(a)    oversee international programs and develop new programs and exchanges;

(b)    develop guidelines for faculty, student and staff international exchanges, and for other programs that involve studying abroad;

(c)    coordinate the operation of international programs.

Academic Dean Responsible for International Programs [Chair] - P. Baker

Coordinator of International Programs - A. Semple

International Student Advisor - A. Broadbent

plus

The faculty Coordinators of the International Programs
D. Campbell
K. Hamer
R. Hempel
M. McCullough
R. Polegato
F. Strain
R. Summerby-Murray
J. Weiss
W. Wilson

One student elected by the Senate
J. Stone

At least half of the members

(a)    The Committee has the authority to grant degrees on the occasion of an academic course grade forthcoming after the formal meeting of Senate when degrees are granted.

(b)    The Committee will inform Senate at its next meeting of any degrees that are, in fact, granted.

3 ex-officio members

The Vice-President (Academic & Research) [Chair] - M. Fox
The Registrar - C.P. Hunter
The Secretary of Senate - R. Summerby-Murray

• The full membership

• Comments and Rationale

(i)    Terms of Reference:

(a)    The Committee will:

(1)    advise and make recommendations to Senate on university planning through a regular review of the goals and priorities of the University, in particular its academic departments and programs;

(2)    assess and recommend options to Senate for major changes in academic programs and in the size and distribution of student enrolments;

(3)    assess and recommend to the appropriate body on the efficient use of the University's human, physical and financial resources, having due regard for academic, financial and other implications;

(4)    undertake studies into any matters which have implications for the University's educational objectives and long range plans, and recommend to Senate on appropriate strategies to respond to such issues. Such studies may arise from a review of any unit within the University, or from developments in the field of higher education at the provincial and national levels;

(5)    review any issues referred from the Academic Matters Committee in the context of long-term resource availability and program planning, and make recommendations to the appropriate bodies;

(6)    consider any other issue referred to it by the President, the Senate, or the Faculty Council through Senate;

(7)    report at each meeting of the Senate, and at least once each term this report shall be in writing, with a copy to be sent to the Secretary of the Faculty Council.

(b)    As appropriate, resource personnel will be invited to attend meetings of the committee.

(c)    The faculty members and librarians of the Committee will form part of the President's Budget Advisory Committee, and in this role will consider and comment on the draft budget.

5 ex-officio members

President [Chair] - A.W. MacKay
Vice-President (Academic & Research) - M. Fox
The three Academic Deans - F. Baerlocher, P. Baker, K. Hamer

6 faculty or librarians elected by the Senate, with representation from each of the three faculties
A. Fancy
B. Fleming
R. Hawkes
R. Polegato
H. vanderLeest
S. Westcott

2 students elected by the Senate
B. Seamone
A. Wasylishen

At least 3 ex-officio members
At least 4 elected faculty or librarians
At least 1 student

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READMISSIONS APPEALS

(a)    Students appealing a decision of the Admission and Readmission Committee must make their appeal within three weeks of the date of the letter from that committee.

(b)    The Committee shall decide whether to uphold or reject an appeal of a decision of the Admissions and Readmissions Committee. Appeals will be considered on the following grounds only:

(1)    the Admissions and Readmissions Committee was biased;

(2)    the Admissions and Readmissions Committee made an error in interpreting a regulation;

(3)    new information has been provided subsequent to the decision of the Admissions and Readmissions Committee;

(4)    the decision of the Admissions and Readmissions Committee imposes undue or unreasonable hardship.

(c)     If the Committee upholds the appeal it shall consider the application for re-admission and its decision shall be final.

2 ex-officio members

The Secretary of Senate [Chair] - R. Summerby-Murray
An Academic Dean who does not chair the Admissions and Readmissions Committee - F. Baerlocher

One faculty member or librarian elected by the Senate who is not a member of the Admissions and Readmissions Committee.
B. Dekster

All members

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RESEARCH AND CREATIVE ACTIVITY

The Committee will:

(a)    encourage research and creative activity at the University;

(b)    advise the Director of Research Development and will make recommendations to the appropriate bodies with regard to policies and procedures concerning research or creative activity;

(c)    be responsible for establishing and reviewing guidelines with regard to the funding of research and creative activity, and will make recommendations to Senate;

(d)    make recommendations to the appropriate bodies with regard to the general allocation of research and creative activity funds available to the University;

(e)    make decisions with respect to the allocation of funds at its disposal for student stipends for research and creative activity;

(f)    make decisions with respect to the allocation of funds at its disposal for the support of faculty research and creative activity;

(g)    advise the Marjorie Young Bell Faculty Fund Committee on the purposes and procedures it considers appropriate for the administration of funds related to research and creative activity;

(h)    provide an assessment of the applications to the Marjorie Young Bell Faculty Fund Committee for support of research and creative activity.

5 ex-officio members

Vice-President (Academic and Research) [Chair] - M. Fox
Director of Research Development - A. Paskauskas
The three Academic Deans - F. Baerlocher, P. Baker, K. Hamer

6 faculty or librarians elected by the Senate, with representation from each of the three faculties.
K. Bamford
S. Currie
O. Gould
L. Ricker
B. Robertson
E. Steuter
 

Two students, one from the Science faculty and one from the Arts/Social Science faculties, elected by the Senate (to participate in all meetings except those involving the adjudication of faculty wards).
M. Belding
T. Shaw

At least 3 ex-officio members
At least 4 elected members

(i)       Terms of Reference:

The Committee will:

(a)    be responsible for recommending to Senate policies, guidelines and general criteria for the awarding of scholarships and bursaries;

(b)    make recommendations with regard to the general allocation of funds, taking into consideration the university's policies and procedures, and any special conditions associated with the funds;

(c)    give advice on individual awards, especially with respect to "in course" scholarships, when appropriate.

3 ex-officio members

Vice-President (Academic & Research) [Chair] - M. Fox
Manager of Admissions, Financial Aid and Scholarships -
Financial Aid and Awards Counselor - S. Bellefleur

4 faculty or librarians elected by the Senate
N. Farooqi
J. Ollerhead
J. Rogers
S. Wetmore

One student elected by the Senate
T. Shaw

At least 2 ex-officio members
At least 3 elected members

(i)    Terms of Reference:

The Committee will:

(a)    review and promote appropriate models for the encouragement and support of effective teaching and learning;

(b)    provide opportunities (both on site and off) for the improvement of teaching and learning;

(c)    review and make recommendations to the appropriate body concerning the expenditure of general University funds for the support of teaching and learning;

(d)    review applications for financial support of special projects in teaching and learning and make decisions or recommendations, as appropriate, for the disposal of funds;

(e)    be responsible for the dissemination of information pertaining to teaching and learning at the undergraduate level;

(f)    review periodically teaching and learning evaluation methods and processes.

One ex-officio member

An Academic Dean [Chair] - K. Hamer

7 faculty or librarians elected by the Senate, with representation from each of the three faculties, including at least one librarian.
J. Code
S. Gullikson
R. Hempel
R. Lapp
J. Rogers
P. Varma
B. Walters

2 students elected by the Senate
J. Bourque
J. Stone

One ex-officio member
At least 5 elected members

i)      Terms of Reference:

The Committee will make recommendations to the Senate on the awarding of honorary degrees.

4 ex-officio members

President [Chair] - A. W. MacKay
Chancellor - J. Keith
Chair of the Board - R. Winters
Vice President (Academic and Research) - M. Fox

2 members appointed by the Board
F. Bentley
J. Bragg

4 faculty or librarians elected by the Senate
H. Pridmore
B. Robertson
J. Stewart
F. Strain

One student elected by the Senate
M. Belding

At least 3 ex-officio members
At least 1 Board member
At least 3 elected members

(i)      Terms of Reference:

The Faculty Council Executive Committee shall prepare the work of Faculty Council, receive reports, make recommendations, and have general supervision of the affairs of Faculty Council between meetings.

2 ex-officio members

President (Chair - and also chairs Faculty Council) - A. W. MacKay
V-P (Academic and Research), non-voting - M. Fox

3 elected members of Faculty Council including a non-voting Secretary
M. Fancy (Secretary)
R. Polegato
H. vanderLeest

(i)       Terms of Reference:

The Committee will:

(a)    consider cases of graduating students who are likely to be prevented from receiving their degrees or certificates by reason of low averages, failure in a course, or some special circumstance, and recommend to Faculty Council the action that should be taken;

(b)    consider students whose G.P.A. falls slightly below the required minimum for Honours or Distinction, and recommend to Faculty Council the action that should be taken;

(c)    work in close cooperation with instructors and department heads when making these decisions.

5 members of Faculty Council, one of whom will be chair, elected by the faculty council.
V. Hammock (Chair)
N. Farooqi
I. Kaczmarska
D. Mossman
D. Torrance

1 student elected by Faculty Council.
D. MacDonald

(iii)    Quorum:

At least 4 elected members

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Updated 4 February 2003