Terms of Reference
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Academic Appeals Committee
TERMS OF REFERENCE
The Undergraduate Academic Appeals Committee (“Committee”) is an adjudicative body of Academic Council responsible for conducting and determining the outcome of undergraduate academic appeals in accordance with the university’s Undergraduate Academic Appeals Policy and Undergraduate Academic Appeals Procedures.
MEETINGS
The Committee will meet as needed throughout the year. In accordance with the university’s Act and By-laws, the Committee will conduct only Non-Public meetings as the Committee considers matters of a personal nature concerning individuals.
MEMBERSHIP
- The Committee will be composed of:
• At least four (4) and not more than six (6) Tenured, Tenure-Track, or Teaching faculty members with a continuing appointment, elected from the constituency. The term of appointment shall be three (3) years
• Three (3) undergraduate student representatives elected from the student body. The term of appointment shall be one (1) year with the option to renew for one (1) additional year
• The University Registrar, or Designate, in an advisory capacity
A Chair will be appointed from among the Tenured, Tenure-Track, or Teaching faculty members of the Committee. The Chair will be selected in accordance with the relevant process established by the Governance and Nominations Committee. The Chair’s role and responsibilities are set out in the Undergraduate Academic Appeals Procedures.
A Vice-Chair will be selected by the Committee each year from among the members of the Committee.
When required, members of the Committee will hear appeals in accordance with the Undergraduate Academic Appeals Procedures.
- The Committee will be composed of:
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Governance & Nominations Committee
1. TERMS OF REFERENCE
The Governance & Nominations Committee (“Committee”) is a standing committee of the UOIT Academic Council and is responsible for providing advice to Academic Council on its governance structure and processes, the nomination and election of new members, and Academic Council performance.
Specifically, the Committee will have the following responsibilities:
(a) Governance
- Advise Academic Council on operations, efficient and effective structures supporting good governance, and Academic Council’s relationship with other bodies at the university as established in the UOIT Act and By-Laws;
- Advise Academic Council on the establishment, terms of reference, composition, membership and retirement of its committees, including its own;
- Propose, oversee, and periodically review the governance policies of Academic Council and its committees and make recommendations to Academic Council for development and revision when appropriate;
- Establish, oversee, and periodically review the governance procedures, guidelines, and directives of Academic Council and revise when appropriate;
- Develop, implement and monitor procedures for assessing and/or improving the effectiveness of Academic Council and its committees; and
- Oversee the delivery of programs for the orientation and ongoing education of members of Academic Council and its committees on good governance practices.
(b) Nominations
- Review and monitor the membership needs of Academic Council and its committees;
- Oversee the process of recruitment, selection, and election of new members of Academic Council and its committees and recommend appointments for approval by Academic Council in accordance with the UOIT Act and By-laws. In doing so, the Committee shall strive to achieve a balance of skills, expertise, and knowledge among its membership, while reflecting the demographic and cultural diversity of the communities served by the university; and
- Oversee the nomination and selection of Academic Council’s Vice-Chair from among the members of Academic Council.
2. MEETINGS
The Committee shall meet between six (6) and eight (8) times per year, or otherwise at the Committee’s discretion. In accordance with the UOIT Act and By-laws, the Committee shall conduct two types of meetings as part of its regular administration: Public and Non-Public.
3. MEMBERSHIP
The Committee shall be composed of:
- One (1) elected Academic Council member, being a Teaching Faculty member or Tenured/Tenure Track member, from each Faculty
- One (1) Dean
- One (1) student member from Academic Council
Ex-officio
- President & Vice-Chancellor (Chair)
- Provost & Vice-President, Academic
- Staff member of Academic Council (since there is only 1)
- Secretary of Academic Council (non-voting)
4. NOMINATION
The Academic Council Executive Committee will nominate members through expressions of interest from Academic Council members. When nominating candidates, the Academic Council Executive Committee should ensure the Committee members represent the diverse perspectives of the different constituencies within the UOIT community, including a balanced representation of tenured/tenure-track faculty and teaching faculty.
5. QUORUM
Quorum requires that a majority of the Committee members entitled to vote be present.
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Graduate Studies Committee
I. MEETING DATES AND TIMES
Meetings shall be held monthly from September to June unless otherwise determined by the Chair.
Ex-officio (non-voting)
II. MEMBERSHIP- Provost
- Deans
- Librarian
- Office of the Registrar representative
- Centre for Institutional Quality Enhancement representative
- Secretary of Academic Council (or designate)
- VP, Research and Innovation
- Graduate Program Directors
- Dean (Chairing, voting only in the event of a tie)
- Associate Dean and Assistant Dean (voting)
- Manager (non-voting)
- 1 representative from Graduate Student Council
- 1 elected graduate student
Academic Council members (voting)- 2 members from among elected faculty members of Academic Council who have graduate faculty appointments
III. TERMS OF REFERENCE
The Graduate Studies Committee has the responsibility for the academic quality of graduate studies in each Faculty. It represents Faculty-wide concerns about graduate students to Academic Council, and provides advice to Faculty and Academic Council on issues related to graduate studies.
Specifically, the Graduate Studies Committee will:- Maintain the academic standards set by Academic Council
- As needed, appoint sub-committees to deal with issues related to graduate These may include, but are not limited to scholarships, policy and regulations, appeals, etc.;
- Examine proposals for new graduate degree and diploma programs, major changes to existing programs and to recommend their approval, as appropriate, to Academic Council;
- Approve minor program adjustments and changes to individual graduate
- In reviewing the proposals under (c) and (d), the committee will:
- Take responsibility for ensuring the academic quality of the proposal;
- Look for evidence that the proposal has emerged from unit planning processes and will meet the standards established by relevant external bodies including the Quality Assurance Framework;
- Encourage, wherever possible, cooperation and consultation among academic units including the promotion of complementary programming; and
- Flag for Academic Council’s attention matters bearing on academic policy.
- Approve Final Assessment Reports (FARs) and action plans arising from the cyclical review of graduate programs and report to Academic Council on the outcomes of reviews conducted during the academic year, the implementation of recommendations from previous reviews, and the schedule of reviews for the next academic year;
- Review approved nominations for graduate faculty appointments for supervision and teaching Make decisions on appeals related to graduate faculty appointments.
- Review and recommend for approval graduate student admissions requirements;
- Review and recommend for approval graduate program regulations;
- Review and recommend for approval graduate scholarship policy;
- Review and approve terms of reference for all graduate scholarships, bursaries and other academic awards and prizes and to report its decisions on these matters to Academic Council;
- Provide advice to Academic Council on student financial support issues;
- Review and recommend for approval student and registrarial policies related to financial support, admission, transfer of credits, ;
- Render a decision with respect to cases of graduate students' misconduct of research, appeals and any other issues related to unsuccessful completion of a graduate
- Establish, oversee, and periodically review the graduate academic, admissions, and scholarship procedures, guidelines, and directives; and revise when appropriate; and provide regular updates to Academic Council; and
- to review and recommend to Academic Council changes to graduate academic, admissions, and scholarship.
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Honorary Degrees Committee
1. TERMS OF REFERENCE
The Honorary Degrees Committee is the body responsible for recommending honorary degree recipients to the President and Vice-Chancellor. The Committee’s responsibilities include:
- reviewing honorary degree submissions;
- considering submissions against the criteria set out in the Honorary Degrees Procedures;
- recommending to the President and Vice-Chancellor a list of names of potential honorary degree recipients and the type of degree appropriate; and
- recommending to the President and Vice-Chancellor the convocation at which the degree should be conferred and the convocation speaker.
In rare instances, the Committee will review requests to revoke an honorary degree and will make a recommendation on such requests to the President and Vice-Chancellor.
2. MEETINGS
The Honorary Degrees Committee will meet at least once per year at the call of the Chair. The meeting(s) will be scheduled at such time as best supports the deliberative work of the Committee.
3. MEMBERSHIP
- The President and Vice-Chancellor (Chair)
- The Chancellor
- The Provost and Vice-President Academic
- The Vice‐President, Advancement
- Three elected faculty members
- One elected student representative
- The Secretary, Academic Council (ex‐officio, non‐voting)
4. QUORUM
Quorum requires that a majority of the Committee members entitled to vote be present.
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Research Committee
1. TERMS OF REFERENCE
The Research Committee of the Academic Council (“Committee”) is a standing committee of the university’s Academic Council and is responsible for providing advice on research-related policy, procedures and strategy.
Specifically, the Committee will have the following responsibilities:- Advise and make recommendations to Academic Council on policies and programs that promote, support and celebrate high‐quality research, scholarly work and innovation and their dissemination;
- Advise and make recommendations to Academic Council on issues related to the conduct of research and scholarly work and any such practices that violate the university's mission and respect for academic freedom;
- Advise and make recommendations to Academic Council on policies, procedures, practices and issues related to the ethical, regulatory, etc., conduct of research and scholarly work and its dissemination;
- Examine proposals for the establishment of research entities at the university, and recommend to Academic Council the establishment or discontinuation of such entities;
- Review annually the activities of the university’s research entities;
- Report annually to Academic Council on the university’s research and scholarly activities;
- Advise the Vice‐President, Research and Innovation on matters related to research, scholarship and innovation policy, strategy and implementation;
- Advise the Vice‐President, Research and Innovation on matters related to research agencies and other partners that sponsor research at the university;
- Recommend the recipients of the university Research Excellence Award to the Vice‐President, Research and Innovation;
- Inform faculties of the current standards, policies and guidelines that have an impact on research, scholarship and innovation;
- Establish such working groups as needed to fulfill the Committee’s responsibilities; and
- Perform other duties as assigned by Academic Council.
2. MEETINGS
The Committee shall meet monthly from September to May, except December, unless otherwise determined by the Chair.
3. MEMBERSHIP
The Committee will be composed of:- One (1) faculty member from each Faculty
- Where there is a Faculty with an Associate/Assistant Dean Responsible for Research, s/he will assume the representative role for that Faculty on the Committee as an ex officio
- Where there is a Faculty without an Associate/Assistant Dean Responsible for Research, the VPRI will consult with the Dean to find a suitable representative using determining factors such as, but not exclusive to, upcoming leaves of absence, and service commitments.
- Faculty members may submit expressions of interest to their Dean.
- Committee members will be nominated by the Vice-President, Research and Innovation, in consultation with Faculty Deans, and approved by Academic Council.
- Two (2) members from among elected faculty members of Academic Council
- Vice-President, Research and Innovation (Chair)
- Dean, School of Graduate and Post-doctoral Studies
- Executive Director, Research Services (non-voting)
- University Librarian (non-voting)
- Manager, Research and Trust Accounting (non-voting)
Vice-Chair
The Chair may choose to nominate a Vice-Chair for the academic year from the existing members of the Committee with approval by the members of the Committee by secret ballot. Nomination consideration will be given to experience, leadership, and diversity. The Vice-Chair shall represent the Chair at Committee meetings and in other stead, at the Chair’s discretion, should the Chair be unable to attend.
Administrative Support
Administrative support is provided by the Office of the Vice-President, Research and Innovation.4. TERM OF APPOINTMENT
Committee members will normally be appointed for a three-year term that is renewable.5. QUORUM
Quorum requires that a majority of the Committee members entitled to vote be present. -
Undergraduate Studies Committee
1. TERMS OF REFERENCE
The Undergraduate Studies Committee (“Committee”) is a standing committee of the university’s Academic Council whose mandate is to consider and make recommendations to Academic Council on matters pertaining to the appropriateness, merit and quality of the university’s undergraduate academic programs. The context for the Committee’s mandate is provided by the university’s strategic and academic plans as these may from time to time be established by the Academic Council and/or the university’s Board of Governors.
Specifically, the Committee will have the following responsibilities:
- to examine proposals for new undergraduate degree programs and major changes to existing programs and to recommend their approval, as appropriate, to the Academic Council;
- to approve minor program adjustments and report them to Academic Council for information;
- to be informed of changes to individual undergraduate courses;
- in reviewing the proposals, the Committee:
- will ensure the academic quality of the proposal;
- will ensure that the proposal has emerged from unit planning processes and will meet the standards established by relevant external bodies including the Quality Assurance Framework;
- should encourage cooperation and consultation among academic units including the promotion of complementary programming; and
- should flag for the Academic Council’s attention matters bearing on academic policy.
- to approve Final Assessment Reports (FARs) and action plans arising out of the cyclical review of undergraduate programs and report to Academic Council on the outcomes of reviews conducted during the academic year, the implementation of recommendations from previous reviews, and the schedule of reviews for the next academic year;
- to coordinate and oversee matters in the university relating to undergraduate academic standards;
- to examine policy issues related to undergraduate curriculum and instructional development;
- to establish, oversee, and periodically review the undergraduate academic, admissions, and scholarship procedures, guidelines, and directives, and revise when appropriate, and provide regular updates to Academic Council; and
- to review and recommend to Academic Council changes to undergraduate academic, admissions, and scholarship policy, including terms of reference for all undergraduate scholarships, bursaries, and awards.
2. MEETINGS
Meetings will be held monthly from September to June unless otherwise determined by the Chair.
3. MEMBERSHIP
The Committee will be composed of:
Ex-officio (voting)
- Senior academic administrator responsible for Quality Enhancement (or designate) as Chair (voting only in the event of a tie)
- Chair of the undergraduate curriculum committee for each Faculty (or equivalent)
- Registrar (or designate)
Academic Council members (voting)
- Two (2) members from among elected faculty members of Academic Council
Elected (voting)
- Two (2) undergraduate students elected from the student body
Non-Voting
- Representative from the School of Graduate and Postdoctoral Studies (or successor)
- Manager from the Office of the Registrar, as designated by the Registrar
- Manager of the Centre for Institutional Quality Enhancement (or designate)
- Secretary of Academic Council (or designate)
4. QUORUM
Quorum requires that a majority of the Committee members entitled to vote be present.
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Steering Committee
1. TERMS OF REFERENCE
- The Steering Committee (“Committee”) is the body responsible for facilitating the work of Academic Council (“AC”). The Committee’s responsibilities include:
- coordinating the business of AC by reviewing and approving the agendas of AC meetings;
- assigning all matters deemed routine and uncontroversial to the consent agenda;
- reviewing the reports and proposals being presented to AC to ensure that relevant background material is available to AC members prior to meetings;
- receiving and reviewing suggested agenda topics from the community and determining whether they are appropriate topics for discussion by AC;
- considering, preparing and scheduling discussions of broad academic interest between 2 – 4 times per academic year; and
- coordinating annual reports from the subsidiary bodies of AC.
b. AC may approve a temporary delegation of its authority to the Committee because of an emergency or extraordinary circumstance, as declared by AC:
- The AC must grant the temporary delegation of authority by resolution.
- The AC may also limit the scope of this delegation.
- The delegation of authority will take effect as of a date to be determined by AC or will be triggered by the inability of AC to reach quorum.
- The delegation of authority will remain in effect until the emergency or other extraordinary circumstance has ended, or until amended or revoked by AC by resolution, whichever is earlier.
- The Committee will make all efforts to arrange Academic Council meetings such that this delegation of authority is reviewed monthly, or as quickly thereafter as possible.
- The Committee will report all actions taken on behalf of AC to AC for information as soon as is reasonably possible.
2. MEETINGS
The Committee will meet at least 2 weeks before each meeting of AC, or otherwise at the Committee Chair’s discretion. In accordance with the UOIT Act and By-laws, the Committee shall conduct two types of meetings as part of its regular administration: Public and Non-Public.
3. MEMBERSHIP
The Committee shall be composed of:
Ex-officio- President & Vice-Chancellor (Chair)
- Provost & Vice-President, Academic
- Chair of the Academic Council committee responsible for undergraduate curriculum
- Chair of the Academic Council committee responsible for graduate curriculum
- Chair of the Academic Council committee responsible for research
- Secretary of Academic Council (non-voting)
Elected Representatives from Academic Council
- Between three (3) and six (6) elected representatives of Academic Council (Teaching Staff, Administrative Staff and Students) to ensure the Committee benefits from a balance of skills, expertise, and knowledge among its membership, while reflecting the demographic and cultural diversity of the communities served by the university.
- One of the elected representatives will also serve as Vice-Chair of Academic Council and the Agenda Committee. The Vice-Chair will be selected in accordance with the relevant procedure established by the Governance and Nominations Committee.
4. QUORUM
Quorum requires that a majority of the Committee members entitled to vote be present.
