3: Standing Committee Terms of Reference

3.1. Appointments Committee

3.1.1. Duties

The committee shall review applications to all faculty positions in the Department, including sessional teaching instructors and adjunct professors, and make recommendations to the Department concerning the merits of the applicants.

3.1.2.
The membership of the committee shall consist of the Chair of the Department and of five members, preferably including a representative from each subfield. Additional members may be appointed by the Chair, subject to ratification by the members of the Department. Membership shall also consist of one representative each of undergraduate and graduate students.

3.2. Computing Committee

3.2.1. Duties

1. Establish Departmental computing objectives and budget to meet the needs of faculty, staff, graduate and undergraduate students

2. Recommend and supervise the type, nature and distribution of Departmental computing acquisitions.

3. Ensure integration of Departmental and University computing resources.

4. Establish and supervise Departmental instructional computing facilities.

5. Relay information from, and Departmental concerns to, University computing services.

6. Represent the Department on Faculty of Arts and other University computing committees.
 
 

3.2.2. Membership

The membership of the committee shall consist of three members of the Department, one graduate student, one undergraduate student, and one member of staff.


3.3. Graduate Studies Committee

3.3.1. Duties

1. Advise graduate students (this responsibility shall normally be carried out by the Chair of the committee).

2. Select qualified applicants to the graduate programme and recommend their admission to the University.

3. Award graduate scholarships and fellowships.

4. Assign Teaching Assistant positions.

5. Liaise with University bodies with respect to graduate matters and represent the Department (through the Chair of the committee) to the Faculty of Arts Graduate Studies Committee and the Senate Graduate Studies Committee.

6. Make recommendations on course offerings via semester reviews of yearly course scheduling.

7. Review all aspects of the graduate curriculum.

8. Approve Directed Readings course proposals.

9. Arrange for the administering of Field examinations taken by students who have opted for the all-course Master of Arts degree programme.



3.3.2. Membership

The committee shall consist of a Chair duly elected by the Department, the Chair of the Department as an ex officio member, and five members of the Department--insuring that each of the five Fields is represented either by the Chair or by at least one other member of the committee--and two graduate students.

Additional members may be appointed by the Chair, subject to ratification by the members of the Department. The graduate student representatives shall not participate in meetings concerning the admission of new students or the assignment of Teaching Assistant positions, or in discussions concerning individual students.


3.4. Library Representative

3.4.1. Duties

1. Receive faculty recommendations and concerns about the Library.

2. Vet Library purchase profiles as they concern Political Science.

3. Serve on the Library Users Committee of the Faculty of Arts and act as liaison for the Department with the Library.

3.4.2.
The library representative is elected by the Department in accordance with Bylaw 2.2.


3.5
Tenure and Promotion Committee

Composition and responsibilities of this committee are determined by University policy A11.01, A11.02, A11.03 and A11.04. The following subsections elaborate on the manner in which this University policy shall be implemented in the Department.

3.5.1. Establishment of the Tenure and Promotion Committees

The Tenure and Promotion Committee (T.P.C.) will be elected each April by the faculty of the Department. All members will serve one year terms from May 1 to April 30 of the following year.

3.5.2. Membership

1. Membership in the T.C.P. shall consist of the Chair of the Department and six full-time tenure track Faculty members, normally including one Assistant Professor, at least one and no more than three Associate Professors and at least one and no more than three Professors Both genders must be represented. The Chair of the Department chairs the TCP. In the absence of the Chair of the Tenure and Promotion Committee, the remaining members shall elect an ad hoc Chair.

2. Subject to the general regulations and rules of the University, the composition of the TPC and its election in the Department should include representation for the various Fields (as defined in subsection 6.3.5 below).

3. A faculty member (other than the Department Chair) whose renewal, tenure or promotion case is being considered by the Committee, is not eligible to serve on the Committee. If the Chair is being considered by the Committee, he or she shall not take part in the consideration of his or her case.

4. The University regulations stipulate that external members be appointed to the T.P.C., in consultation with the Dean, when the Department cannot meet the above listed requirements. However, the Department wishes external members be appointed from cognate disciplines in the Social Sciences.

3.5.3. Duties

1. For renewal of contract and tenure cases, the Departmental Chair takes the responsibility of informing the candidate in writing of the upcoming review and requesting submissions of documents.

2. For promotion or early tenure cases, the initiative may come from either the candidate or the Chair, or the Committee itself.

3. The deliberations of the Committee shall be strictly confidential. Consistent with the provisions of University Policy 11.03, the candidate has the right to anonymized versions of the original letters and of the covering letter sent to the referees.

4. Committee decisions on contract and tenure and promotion cases shall be by secret ballot. Other than where required by university regulations, the Chair shall have the discretion to ask for the Committee to make decisions by secret ballot.

5. No quotas for the numbers of faculty to be promoted, tenured or renewed are to be set by the Committee. University policy sets no quota for promotion, tenure or renewal of contract.


6. The Committee advises the Chair on the allocation of Career Progress Increments, using the decision criteria listed in subsection 3.5.4 below.

7. In accordance with Bylaw 6.4.1., the Committee shall serve as the Departmental Grievance Committee.


3.5.4. Decision Criteria

1. Decisions on promotion, tenure and renewal are, of necessity, a matter of judgment. In exercising this judgment, the Committee will attempt to act in good faith. The Committee will not be bound by a rigid application of mechanical procedures.

2. The categories in which potential and performance of a faculty member will be considered for promotion, tenure and renewal are the following:

a) teaching;
b) scholarly research;
c) administration;
d) University and community service.

3. The Committee will apply the decision criteria in relation to the position for which a Department member was appointed, having due regard for the areas of specialization in which the Department member is expected to have competence and the level of performance expected in relation to his or her appointment.

4. The Committee will judge the teaching ability and performance of a faculty member from teaching evaluations, personal observations, informal "feedback," course records, course critiques, curriculum outlines, and any other information received, including any evidence presented by the faculty member. Faculty members shall have the opportunity to comment on all teaching survey information considered by the Committee. The Committee will exercise due caution in considering the information received with respect to its reliability. Any faculty member may request at any time in advance of his or her consideration for promotion, tenure or renewal that the Committee assign an observer to attend his or her lecture to assist in evaluation.
 
5.
a) The category of scholarly research includes published works, research funding, papers presented at professional meetings, seminar presentations at Department Seminars or public lectures.

b) Other professional activities such as chairing meetings, acting as discussant, evaluating manuscripts for academic journals, professional organizations and universities should also be taken into account.

c) Activity as a consultant or advisor where this reflects positively on the individual's scholarly stature should be recognized.

The emphasis will be more on quality than quantity in assessing the aforementioned scholarly activities.


6. Evaluation of administrative contributions will be based upon all administrative and committee work done in the Department and the University. These activities will be evaluated by informal communication and formal discussions with individuals where the Committee considers this necessary.

7. University and community activities will include all activities of an individual which do not fall within the three other categories but which reflect on the person's contribution to the person's Department, discipline, University and community.

8. In considering a Department member for promotion, tenure or renewal, the Committee will judge the totality of the academic qualifications and performance of the member, without attempting any formal weighting system as to separate decision categories. However, the Committee will recommend for promotion or tenure only those Department members whose qualifications and performance in both teaching and research are considered adequate--except where the terms of appointment of an individual have limited his or her duties explicitly in respect to one or the other of these activities. The Committee will place less emphasis in its consideration on "contributions to the University and the community" than on the other criteria listed.
 

3.6. Scholarship, Awards and Student Funding Committee

3.6.1. Duties

1. Recommend to the Department objectives and policies regarding departmental scholarships, awards and student funding.

2. Relay departmental student funding concerns to University authorities and work with University and community bodies to encourage funding of Political Science students at the graduate and undergraduate levels.

3.
Make recommendations to the Department concerning the establishment of new awards, scholarships and bursaries.

4. Represent the Department on Faculty of Arts and other university scholarship funding bodies.
 

3.6.2.
Membership

The membership of the committee shall include three members of the Department, one graduate, and one undergraduate student.

3.7.
Speakers Committee

3.7.1. Duties

The Speakers Committee shall consult members of the Department about their preferences concerning topics which they would like to be discussed by visiting scholars or public personalities, and make the necessary arrangements for inviting guest speakers to address such topics.


3.7.2. Membership

The membership of the committee shall consist of three faculty, including past chair, and one MA, one Ph.D. and one undergraduate student.


3.8. Undergraduate Studies Committee

3.8.1. Duties

1. Advise undergraduate students (this duty shall be carried out by the Chair of the committee or his or her designate).

2. Approve Honours students into the programme.

3. Approve directed readings course proposals.

4. Award undergraduate scholarships.

5. Evaluate course transfer credits.

6. Liaise with other University bodies with respect to undergraduate matters and represent the Department (through the Chair of the committee) to the Faculty of Arts Curriculum Committee.

7. Liaise with colleges with respect to undergraduate matters and represent the Department at Political Science Articulation meetings. Consults with Field Committees prior to Articulation meetings.

8. Make recommendations on course offerings via semester reviews of yearly course scheduling.

9. Review the curriculum and make curriculum and teaching recommendations to the Department.

10. Co-ordinate the activities of the Field Committees regarding undergraduate matters.


3.8.2. Departmental Assistant


The committee is assisted by the Departmental Assistant who plays the following roles vis-a-vis the Undergraduate Studies Committee:

1. undertake most of the day-to-day advising of students on their programme requirements;

2. refers applications to enter the Honours programme;

3. refers applications to take Directed Reading courses;

4. submits yearly sources offerings for USCC review.



3.8.3. Membership


The committee shall consist of a Chair duly elected by the Department, the Chair of the Department as ex-officio, and three members of the Department, insuring that each of the five Fields is represented either by the Chair or by at least one other member of the committee, and one undergraduate student to be selected by the Political Science Students Union. Additional members may be appointed by the Chair, subject to ratification by the members of the Department.

 

3.9. Executive Committee

3.9.1. Duties

Meet regularly to advise the Chair on administrative matters.

3.9.2. Membership

 

The Department Chair, Undergraduate Program Chair, and Graduate Program Chair.