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Structure, rules and procedures

  1. Responsibilities of Council of the Faculty of Graduate Studies
  2. Membership of Council
    1. Graduate Program Representatives
    2. Other Faculty Members
    3. Student Members
    4. 4. Ex-Officio Voting Members
  3. Officers of Council
  4. Procedures of Council
  5. Standing Committees
    1. Five Standing Committees of Council
    2. Composition of Standing Committees
    3. Procedures of Standing Committees
    4. Academic Planning and Policy Committee
    5. Petitions Committee
    6. Appeals & Academic Honesty Committee
    7. Awards Committee
    8. Nominating Committee
  6. Amendments to Rules and Procedures of Council

APPENDIX

  1. Subcommittees to the Committee on Academic Planning and Policy
    1. Academic Affairs Subcommittee
    2. 2) Graduate Programs Subcommittee
    3. 3) Appointments/Re-appointments Subcommittee
  2. Subcommittee to the Awards Committee
    1. Graduate Development Fund Subcommittee
    2. Other Subcommittees

A. Responsibilities of Council of the Faculty of Graduate Studies

As the Committee of Senate responsible for graduate studies, the council will:

  1. promote and coordinate graduate studies in the University;

  2. establish and maintain uniformly high standards of graduate education and graduate student research within the University; these standards to be achieved by the assessment of graduate teaching faculty, curriculum and resources and by the adoption of regulations governing standards of admission, examinations, and degree requirements;

  3. provide for the discussion and evaluation both of established and proposed programs;

  4. coordinate planning across FGS and encourage cooperation between units and consultation with interested parties;

  5. enact such procedures, regulations and policies as are necessary to conduct the affairs of the Faculty.

B. Membership of Council:

The Council will consist of four categories of members, as follows:

1. Graduate Program Representatives:

  1. the graduate program director and one other member of the graduate program representing each graduate program that does work at the doctoral and master's level. Such member to be determined by the members of the graduate program;

  2. the graduate program director representing each graduate program that does work to the master's level only;

  3. coordinators of graduate diploma programs not embedded in a single graduate program.

2. Other Faculty Members:

  1. members of Standing Committees of Council;

  2. members of the Faculty representing FGS on Senate and Senate Committees;

  3. members of the Faculty representing FGS and York on the Appraisals Committee of OCGS.

3. Student Members:

  1. one student member for each program, and student members of FGS Standing Committees.

    Arrangements for the annual election of graduate students to serve as Council members will be the concern only of the graduate students enrolled in each program. Council's participation in this process will be limited to a formal request made by the Council Secretary prior to September each year to each graduate program director that arrangements be made for the election of a student from each program to serve as Council member from October 1 - September 30

4. Ex-Officio Voting Members:

  1. The Dean of FGS, the Associate Dean or Deans, the Secretary of Council, the Executive Officer, the Student Affairs/Admissions Officer, the Academic Affairs Officer, and the Research and Communications Officer.

  2. the President, the Vice-President (Academic Affairs), the Deans of Faculties, the Principal of Glendon College, Vice-President (Research & Innovation), the Chair of Senate, the Director of Libraries, the two Associate Directors of Libraries;

  3. the Presidents of:

    1. the Graduate Students Association,
    2. Environmental Studies Graduate Students' Association,
    3. Graduate Business Council.

  4. Directors of Organized Research Units;

  5. Distinguished Research Professors.

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C. Officers of Council

  1. The officers of Council are:

    1. Chair of Council
    2. Vice-Chair of Council
    3. Secretary of Council
    4. Recording Secretary

  2. The Chair of Council is appointed annually by the Academic Planning and Policy Committee on recommendation of the Dean. The Chair will preside over meetings and represent Council as needed and undertake other duties as required.

  3. The Vice-Chair of Council is appointed annually by the Academic Planning and Policy Committee on recommendation of the Dean. The Vice-Chair will serve in the place of the Chair in the Chair's absence and undertake other duties as required by Council.

  4. The Secretary of Council shall be appointed by the Dean of the Faculty. Duties of the Secretary will include: maintaining the Council records and procedures; attending all meetings of Council and Council Committees; preparing resolutions and reports; acting as a Returning Officer for elections, and other duties required by Council.

  5. The Recording Secretary is appointed by the Secretary with duties assigned by the Secretary.

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D. Procedures of Council

  1. Meetings will normally be held at least once per term (fall, winter, summer) or as often as business requires.

  2. A special meeting of Council on the request of not fewer than twelve members of Council will be called by the Chair of Council on not less than twenty-four hours notice, solely for the transaction of such business as may be specified in the notification of such meeting.

  3. At all regular or special meetings, twelve voting members of the Council will form a quorum.

  4. Proceedings of Council and its Committees will be governed by The Senate Handbook: Rules, Procedures and Guidelines.

  5. The Chair may vote on any question, but no member will have more than one vote.

  6. In the case of equality of votes, if the Chair has not voted, he or she will be required to cast the deciding vote.

  7. All questions which come before the Council will be decided by a majority of the members present, but in the case of equality of votes, the question will be deemed to be lost.

  8. The Chair will declare the result of every vote, and on any question except the motion to adjourn the Council or a debate, any member may require the number of yeas and nays to be recorded.

  9. When a motion has been made and seconded, it will be disposed of, unless the mover and seconder, with the consent of the Council, withdraw it or allow it to stand over.

  10. When a question is under debate, no motion will be received by the Chair except for one of the following purposes:

    1. to adjourn the Council;
    2. to adjourn the Debate;
    3. to put the question;
    4. to refer the matter to an appropriate Committee; or,
    5. to amend.

  11. A motion to adjourn the Council or to adjourn a debate will always be in order but no member may speak to such a motion for more than five minutes.

  12. A motion to refer a question to an appropriate Committee will, unless it is defeated, preclude all amendments to the main questions.

  13. All members of the Faculty of Graduate Studies may attend meetings of Council. They may, on invitation by the Chair, participate in Council discussion. They may not vote.

  14. The Chair will invite members of the Faculty of Graduate Studies to meet on a Faculty-wide basis if such a meeting is requested by at least ten members of the Faculty of Graduate Studies; such a meeting will be chaired by the Chair.

  15. Minutes of all meetings of Committees of Council will be filed with the Secretary of Council.

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E. Standing Committees

1. There will be five Standing Committees of Council:

  1. Academic Planning and Policy Committee
  2. Petitions Committee
  3. Appeals and Academic Honesty Committee
  4. Awards Committee
  5. Nominating Committee

2. Composition of Standing Committees

  1. Each graduate faculty member elected to the standing committees will be elected by the Council to serve as voting members for two-year terms from July 1st to June 30th, one-half to retire each year.

  2. Each voting graduate student member will be elected annually by the Graduate Students' Association.

  3. The Dean of FGS, the Chair of Council and the Secretary of Council will be ex-officio non-voting members of every Standing Committee.

  4. Vacancies occurring on any standing committee may be filled by vote of the Council at any regular meeting of the Council for the remainder of the current term of the vacant seat.

3. Procedures of Standing Committees

  1. The Chair of the Academic Planning and Policy Committee will be the Dean or designate. The voting members of each of the other Standing Committees will elect their own chairs at the first meeting of each academic year.

  2. Each Standing Committee will fix the time and place of its meetings.

  3. The quorum for decisions by each Standing Committee will consist of at least half of its voting members.

  4. Each Standing Committee will have the authority to delegate business to sub-committees but such sub-committees must report to the parent committee.

  5. If an elected faculty member of any Standing Committee fails to attend three consecutive meetings of the Committee, the Chair of the Committee may declare the position vacant.

  6. Every member of the Council will have the right to be present at any meeting of any Standing Committee but will not take part in the committee's proceedings, except by invitation of the Chair.

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4. AcademicPlanning and Policy Committee

Mandate:

  1. advises the Dean on academic policy and planning for the Faculty by developing, reviewing, and/or assessing planning documents, including but not limited to: program academic plans, OCGS documentation, or gists thereof; and monitors that adjustments occur where called for; or advises the Dean on any matters as requested by the Dean or Council;

  2. initiates and refers major policy issues to the Council or its appropriate Committee, and reviews policy submitted from other Faculty Committees before transmitting to Council for approval;

  3. reviews proposals for new Graduate Programs or fields within existing Graduate Programs; reviews the academic standards of FGS; recommends changes to the general regulations, rules and procedures of the Faculty as considered desirable; and refers them to Council and Senate for approval;

  4. reviews annually the Senate-mandated curriculum overview statement of individual Graduate Programs regarding new, revised or deleted graduate courses and program changes, approves them in the name of Council and transmits them to the Senate;

  5. reviews and makes recommendations respecting the criteria and procedures for appointment of faculty members to FGS, and recommends to the Dean the appointment and reappointment of faculty members to FGS.

Structure:

Voting Members:

  • Chair of Council
  • Vice-Chair of Council
  • four faculty members
  • two graduate students

Ex-officio Non-Voting Members:

  • Dean
  • Secretary of Council and Associate Dean (Academic Affairs)
  • Associate Dean (Student Affairs)
  • Vice-President (Research & Innovation)
  • University Librarian
  • Vice-President (Academic)
  • Academic Affairs Officer
  • Assistant Secretary of Council

The Dean, or designate, will serve as chair. All elected members of this committee will have a vote. The Dean or designate will vote when necessary to break a tie.

5. Petitions Committee

Mandate:

  1. reviews petitions and advises the Dean concerning extensions of full-time or part-time status, extensions for time to finish incomplete grades, leave of absence, maternity leave, advanced standing, no course available, grade change, reinstatement, or any other petition at the request of the student;

  2. reviews from time to time FGS' policies relating to petitions, makes recommendations on changes to such policies, advises the Dean and Associate Deans on such matters, and reports regularly to Faculty APPC on such matters of policy;

  3. undertakes other responsibilities as may from time to time be delegated by Council.

Structure:

Voting Members:

  • four faculty members
  • two graduate students

Ex-Officio Non-voting Members:

  • Dean
  • Chair of Council
  • Associate Dean (Student Affairs)
  • Student Affairs/Admissions Officer
  • Assistant Secretary of Council

6. Appeals and Academic Honesty Committee

Mandate:

  1. adjudicates cases involving academic honesty and appeals, grade reappraisal appeals, and appeals of petitions according to the Faculty of Graduate Studies’ Petitions and Appeals Policy, Grade Reappraisals Policy, and Academic Honesty Policy;

  2. reviews from time to time FGS' policies relating to academic honesty and appeals, makes recommendations on changes to such policies, advises the Dean and Associate Deans on such matters, and reports to Faculty Academic Planning & Policy Committee on such matters of policy;

  3. undertakes other responsibilities as may from time to time be delegated by Council.

Structure:

Voting Members:

Appeals

  • three faculty members
  • one graduate student
  • Chair may vote in the event of a tie

Academic Honesty

  • above-named Appeals Committee
  • plus two faculty members and one graduate student from the program of the student
  • Chair may vote in the event of a tie

Ex-Officio Non-voting Members:

  • Associate Dean (Academic)
  • Academic Affairs Officer

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7. Awards Committee

Mandate:

  1. recommends terms and conditions of new scholarships for FGS in consultation with affected units;

  2. disburses the monies of the Graduate Development Fund according to guidelines which it will determine and publish each year;
  3. selects the recipients of the annual FGS thesis and dissertation prizes, and the President's Dissertation Awards;

  4. recommends nominations for external student awards (such as NAGS, CAGS/UMI, etc.), and advises the Dean concerning nominations for external faculty teaching awards, as required;
  5. reviews nominations for the FGS Teaching Award according to guidelines established by the Council and may make a recommendation to the Dean to confer a teaching award on not more than two individual graduate faculty members annually;

  6. reviews from time to time FGS policies relating to teaching awards, advises the Dean and Associate Dean (Academic Affairs) such matters, and reports regularly to Council;

  7. undertakes other responsibilities as may from time to time be delegated by the Council.

Structure:

Voting Members:

  • six faculty members
  • two graduate students

Ex-officio Non-voting Members:

  • Dean
  • Secretary of Council and Associate Dean (Academic Affairs)
  • Chair of Council
  • Executive Officer
  • Assistant Secretary of Council

8. Nominating Committee

Mandate:

  1. nominates graduate faculty members for election to Committees of Council and FGS seats on Senate;

  2. advises the FGS representative on the Senate Nominating Committee with regard to nominations for election to Committees of Senate;

  3. makes other nominations and undertakes other responsibilities as may from time to time be delegated by Council;

Structure:

Voting Members:

  • FGS representative on Senate Executive Committee
  • Chair of the Academic Planning and Policy Committee
  • Chair of the Petitions Committee
  • Chair of the Appeals and Academic Honesty Committee
  • Chair of the Awards Committee

Ex-officio Non-voting Members:

  • Dean
  • Secretary of Council and Associate Dean (Academic Affairs)
  • Associate Dean (Student Affairs)
  • Chair of Council
  • Vice-chair of Council
  • Academic Affairs Officer
  • Assistant Secretary of Council

Before any meeting at which nominations are to be made, the Nominating Committee will invite Graduate Program Directors to suggest nominees for the positions to be filled.

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F. Amendments to Rules and Procedures of Council

These rules and procedures may be amended at regular meetings provided all proposed amendments have been reviewed by the Academic Planning and Policy Committee and submitted to members of Council at least two weeks prior to the meeting.

  • Approved by Council, December 2, 1996
  • Editorial revision, January 30, 1997
  • Further Revisions approved at the October 7, 1999, meeting of Faculty Council
  • Received for information by Senate Executive Committee on November 11, 1999
  • Further revisions approved at the March 5, 2009, meeting of Faculty Council
  • Change from Bourinot's Rules to Senate Handbook approved at the October 7, 2010, meeting of Faculty Council

APPENDIX

  1. There will be at least three subcommittees to the Committee on Academic Planning and Policy, with individual mandates:

  2. 1. Academic Affairs Subcommittee

    • reviews and approves new course proposals, revised and deleted courses, and reports on these matters to the full Committee for information only;
    • reviews revised program, degree or Faculty regulations in the first instance before passing to full Committee for approval.
    • suggested composition could include Associate Dean (Academic Affairs), Chair or Vice Chair of Council, one student, one faculty member, Academic Affairs Officer.

    2. Graduate Programs Subcommittee

    • reviews proposals for new, deletedor changed Graduate Programs, (e.g., additional fields) before passing these on to full Committee for approval;
    • suggested composition could include Associate Dean (Academic Affairs), Chair or Vice-Chair of Council, one student, one faculty member, Academic Affairs Officer.

    3. Appointments/Re-appointments Subcommittee

    • reviews recommendations for appointments and reappointments to the Faculty.
    • the composition would be as is currently formed, i.e., the Associate Dean (Academic Affairs) reviews all recommendations and bring to the subcommittee (two other faculty members, one of whom is Chair of Council) any which are contentious.

  3. There will be at least one subcommittee to the Awards Committee:
  4. 1. Graduate Development Fund Subcommittee

    • makes recommendations, as a block, for approval by the entire Committee. Issues which are deemed more complex and all policy matters would be considered by the entire Committee.
    • composition could consist of the Chair of the Awards Committee, Associate Dean (Academic Affairs), and Executive Officer.

    2. Other Subcommittees as deemed necessary

    • to deal with more routine administrative matters.
    • composition could consist of one faculty, one student, Associate Dean (Academic Affairs) and Assistant Secretary of Council.

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