Arts & Science

Bylaws

Faculty of Arts and Science Council Bylaws

1.0 Rationale

These bylaws are a set of rules governing Arts and Science Faculty Council. Faculty Council is the senior academic governance body of the Faculty, and its purpose is to provide a forum in order to exercise self-governance in academic matters.

2.0 Definitions

2.1 Academic Staff: Employees of MacEwan University whose primary assignment is instruction or similar engagement in academic programming.

2.2 Ex-Officio Member: One who holds membership on Faculty Council by virtue of an office or position held. Ex-Officio members have all the privileges of other members, unless specifically limited in the bylaws.

2.3 Non-Voting Member: One who participates fully in the activities of Faculty Council but who does not have voting privileges.

2.4 Standing Committee: A Committee with formal status, terms of reference, unlimited lifespan, and a fixed cycle of membership change and renewals. Standing Committees are subsidiary to Faculty Council.

2.5 Ad Hoc Committee: A Committee established for a limited period in order to execute a specific task or deal with a specific issue.

2.6 Quorum: Percentage of voting members required to be present to render as valid those decisions made.

3.0 Functions

3.1 Faculty Council:
3.1.1 Provides a forum for discussion and considers endorsements of relevant academic matters;
3.1.2 Recommends to Academic Governance Council actions on program and curriculum items;
3.1.3 Reviews and responds to program evaluations and similar reports;
3.1.4 Acts on business brought forward from its committees;
3.1.5 Addresses matters of governance referred to it by other University bodies.

4.0 Membership

4.1 Faculty Council is composed of the following voting members:
4.1.1 The Dean of the Faculty, as Chair;
4.1.2 The Associate Dean, Administration, Faculty of Arts and Science
4.1.3 The Associate Dean, Students, Faculty of Arts and Science
4.1.4 All academic staff holding probationary, continuing, or full-time limited term appointments in the Faculty of Arts and Science;
4.1.5 All other academic staff holding continuing appointments in the Faculty of Arts and Science but serving administrative secondments;
4.1.6 One librarian, on a one-year, renewable term, chosen by the University Library;
4.1.7 One MacEwan Staff Association member from the Faculty of Arts and Science, on a one-year renewable term, chosen by the MacEwan Staff Association;
4.1.8 Up to four students enrolled in any program offered by the Faculty of Arts and Science, on one-year renewable terms, chosen by the Students’ Association of MacEwan University;
4.1.9 A cohort of sessional instructors from the Faculty of Arts and Science, serving one-year renewable terms, chosen by sessional instructors in the Faculty of Arts and Science. Rounded down to the nearest whole number, the size of this cohort will be equivalent in number to 10% of the academic staff identified in 4.1.4.

4.2 Quorum for Faculty Council will be one-third of the academic staff identified in 4.1.4.

4.3 The following ex-officio members will be non-voting and have Faculty Council membership on the basis of their office or position:
4.3.1 The President;
4.3.2 The Provost and Vice-President Academic;
4.3.3 The Deans of all other Faculties, Schools, and the University Library;
4.3.4 The University Registrar;
4.3.5 The Director, Aboriginal Education Centre;
4.3.6 The Director, Finance and Business Operations, Faculty of Arts and Science;
4.3.7 The Director, Programs and Curricular Planning, Faculty of Arts and Science.

4.4 Members in 4.3. may each delegate membership, on an annual basis, or choose to send an alternate to individual meetings. Delegates or alternates must be members of the University community.

5.0 Chair and Vice-Chair

5.1 The Chair of Faculty Council:
5.1.1 Prepares the agenda for Faculty Council meetings, in collaboration with Arts and Science Executive Committee;
5.1.2 Presides over all meetings of the Faculty Council;
5.1.3 Provides Faculty Council, at each meeting, a detailed report of work undertaken from the Dean’s Office;
5.1.4 Represents Faculty Council and acts as liaison with Academic Governance Council and with other Faculties, Schools, and the Library.

5.2 The Chair has voting privileges but, customarily, makes limited use of them.

5.3 The Vice-Chair of Faculty Council will be the Co-Chair of Executive Committee, chosen for a one-year, non-renewable term by voting members of Executive Committee.
5.3.1 The Vice-Chair will bring to Faculty Council material on behalf of Executive Committee;
5.3.2 The Vice-Chair will fulfill the duties of the Chair, at the Chair’s request, and will assist the Chair in the performance of these duties.

5.4 The Faculty Governance Coordinator will serve as Secretary of Faculty Council and its Standing Committees.

6.0 Meetings of the Council

6.1 Meetings will be guided by Robert’s Rules of Order, except where otherwise provided in these bylaws.

6.2 Faculty Council will meet at least five times each academic year, normally three times in Fall Semester and twice in Winter Semester.
6.2.1 Notice of meetings, agendas, and supporting materials will be circulated, normally at least one week in advance, so as to ensure Faculty Council members have an opportunity to prepare for meetings;
6.2.2 Meetings will be called by the Chair, on the advice of Executive Committee. In exceptional circumstances, a special meeting may be called if the Chair considers matters to be of sufficient urgency or if a meeting is requested by one-third of the members in 4.1.4;
6.2.3 Faculty Council members and other members of the University community may bring business to the attention of Faculty Council by writing the co-Chairs of Executive Committee.

6.3 Faculty Council membership numbers will be established on July 1, in anticipation of the academic year beginning September 1.

6.4 A membership roster will be prepared and updated each year. Attendance at Faculty Council meetings will be registered, formally, by a member’s signature. Members of Faculty Council who are unable to attend a meeting should provide regrets to the Secretary of Faculty Council at least twenty-four hours in advance.

6.5 Motions are carried by a simple majority of voting members present and voting. Accordingly, abstentions will be accommodated.
6.5.1 Voting is normally conducted by a show of hands, unless a ballot is requested by any member of Faculty Council;
6.5.2 Amendments to these bylaws require a two-thirds majority of voting members present and voting.

6.6 In the interests of transparency, meetings of Faculty Council will normally be open to all members of the University community.
6.6.1 The Chair may recognize visitors to Faculty Council on any item of business;
6.6.2 When a matter deemed confidential by Faculty Council is to be considered, the part of the meeting concerning the confidential matter will be held in-camera, and any visitors will be required to leave. Material distributed to members for in-camera items will remain confidential. In all instances, discussions at Faculty Council meetings will be conducted in accordance with the Freedom of Information and Protection of Privacy Act.

6.7 Minutes of Faculty Council meetings will be recorded, distributed to members, and approved at the next meeting. Approved minutes will be published to the University website.

7.0 Committees of Council

7.1 The following Standing Committees of Faculty Council are established:
7.1.1 Executive Committee;
7.1.2 Program and Curriculum Committee;
7.1.3 Committee on Teaching, Research, and Professional Development;
7.1.4 Sabbatical Leave Committee.

7.2 Elections to Standing Committees for the next academic year will be held in Winter Semester, using a secret ballot in a process approved, annually, by Executive Committee and outlined in advance to Faculty Council members.

7.3 Eligible members of academic staff will have access to a Faculty-wide nomination process for Standing Committees, unrestricted by any formal or informal process adopted in an Academic Unit.

7.4 Eligible members of academic staff will be appointed by Executive Committee to serve terms vacated by members elected to Standing Committees.

7.5 Terms of Reference of all Standing Committees will be determined by Faculty Council, in accordance with the following principles:
7.5.1 Committees will have equal numbers of elected members from the Humanities, the Social Sciences, and the Natural Sciences;
7.5.2 Members voted to Standing Committees will have two-year terms, and membership from each constituency will be staggered, in order to maintain continuity;
7.5.3 The Dean will appoint a member of academic staff to each Standing Committee for a one-year, non-renewable term. The purpose of these appointments is to encourage professional development, and each appointee is usually drawn from a list of candidates who stood, unsuccessfully, for election to that committee.

7.6 Should a Standing Committee fail to execute its mandate, its responsibilities may be assumed by Executive Committee for the remainder of the Academic Year; should Executive Committee fail to execute its mandate, its responsibilities may be assumed by Faculty Council, acting as Committee of the Whole.

7.7 Standing Committees will, when requested, report their activities to Faculty Council.

7.8 Standing Committees will, in general, follow the same meeting procedures as Faculty Council.

7.9 The Dean may strike ad hoc committees, as needed, and for specific lengths of time, in order to help conduct Faculty business. Terms of Reference for ad hoc committees will be reported to Faculty Council.

8.0 Department Councils

8.1 Each Academic Unit in the Faculty of Arts and Science will create a Department Council that is subsidiary to Faculty Council.

8.2 The Terms of Reference of a Department Council will be determined by that Academic Unit and approved by Faculty Council.

9.0 Review of Council Bylaws

9.1 Faculty Council bylaws will be reviewed, at minimum, every five years or at the request of Executive Committee.

9.2 At least three weeks’ written notice of proposed amendments to the bylaws is required.

9.3 Following approval by Faculty Council, amendments to the Bylaws are subject to the approval of Academic Governance Council.


Approved by Academic Governance Council
May 17, 2016 (motion AGC-15-05-17-2016)

Meetings

2019-2020 Meeting Schedule

Those attending Arts and Science Faculty Council as members of the public can contact FASGovernance@MacEwan.ca to receive meeting materials.

Council Meeting Schedule document (.pdf)

September 18, 2019
October 17, 2019
February 4, 2020
April 28, 2020
June 11, 2020

2018-2019 Approved Minutes

September 5, 2018
October 23, 2018
December 11, 2018
February 5, 2019
April 24, 2019
June 13, 2019

2017-2018 Approved Minutes

September 20, 2017
October 26, 2017
February 7, 2018
April 24, 2018

2016-2017 Approved Minutes 

September 21, 2016
October 27, 2016
December 6, 2016
February 8, 2017
April 26, 2017

2015-2016 Approved Minutes

September 24, 2015
October 27, 2015
December 2, 2015
February 9, 2016
April 25, 2016

2014-2015 Approved Minutes

September 26, 2014
December 5, 2014
February 11, 2015
April 27, 2015

2013-2014 Approved Minutes

September 30, 2013
December 17, 2013
February 27, 2014
April 29, 2014

2012-2013 Approved Minutes

October 3, 2012
December 6, 2012
February 13, 2013
April 4, 2013
June 3, 2013

Members

 

Committees

Executive Committee

Terms of Reference

Mandate

The Arts & Science Executive Committee attends to agenda matters for Council meetings and acts for the Council in emergency situations and where delegated by Faculty Council

Accountability

The Arts & Science Executive Committee is a Standing Committee of the Arts & Science Faculty Council and is accountable to the Faculty Council. In the circumstances referred to in Sections 2 and 3 in the Roles, the Executive Committee shall possess all power and authority of the Faculty Council. Decisions of the Executive Committee as referred to in Section 2 in the Roles are subject to review and confirmation by the Faculty Council at its next regularly scheduled meeting.

Composition

The Executive Committee shall consist of the following members of Faculty Council:

a) The Dean of Arts and Science (Chair)

b) The Vice-Chair of Faculty Council

c) 4 additional Faculty members

d) The Associate Dean for the area complementary to that of the Vice-Chair

The faculty members referred to in c) shall serve one-year renewable terms.

Roles

1. To set the agenda for meetings of Faculty Council and to ensure that relevant background materials are available to members prior to meetings.

2. To make decisions on behalf of the Faculty Council in the event of an emergency or the inability of the Faculty Council to meet in a timely manner.

3. To make decisions on behalf of the Faculty Council in matters specifically delegated to it by the Faculty Council.

4. To consider all major reports to be submitted to the Faculty Council prior to distribution to Faculty Council.

5. To consider and report on policy matters relating to the Faculty Council.

6. To review the committee structure of Faculty Council as required and make recommendations for the consideration of Faculty Council.

7. To seek candidates for standing committees and organize the election process for committee membership.

Program and Curriculum Committee

Terms of Reference

Mandate

The Committee reviews and co-ordinates all program and curriculum matters for the Faculty. It recommends proposals to Arts and Science Council, except where Council has delegated authority to the Committee to act on its behalf.

Accountability

The Committee is a Standing Committee of Arts and Science Faculty Council. The Committee Chair will provide an annual report to Council and submit further recommendations as required for Council consideration.

Composition

The Committee will consist of the following members:

(a) The Dean of Arts and Science (or designate) ex-officio

(b) The Director of Program Services ex-officio

(c) Three faculty members from the Arts and Social Sciences and three faculty members from the Natural Sciences

(d) One faculty member appointed by the Dean

Members in (c) will serve two-year renewable terms, with half of the members retiring in any given year. The member in (d) will serve a one-year term and is ineligible to serve consecutive terms.

The Committee Chair is to be elected, for a one-year term, by the Committee from amongst its members.

Quorum is a majority of Committee members, though the Committee will seek to ensure robust participation in its meetings.

All Committee members may vote on any motion, though the Dean (or designate) normally exercises this right only in the event that a Committee vote is tied.

Roles

(a) To examine proposals for new programs and changes to existing programs and to recommend their approval, as appropriate, to Arts and Science Faculty Council;

(b) To review and to co-ordinate additions, deletions, and revisions to the Faculty’s curriculum;

(c) To ensure that Master Course Syllabi are updated, at the departmental level, to reflect most recent iterations of a course;

(d) To facilitate and to co-ordinate program evaluation reports and program self-studies;

(e) To review and to recommend program admission standards.

The Committee looks for evidence that recommendations have emerged from Faculty planning processes; are aligned with mission, mandate, strategic directions, and academic policies; and meet the standards established by relevant external bodies.

Cooperation and Consultation

The committee will seek expert feedback within and outside the Faculty. The committee will solicit input from others in the Faculty who may be affected by a recommendation, and a representative from any area submitting a recommendation to the committee may attend the initial meeting when it is discussed. When appropriate, consultation will be sought with other units across the University.

Program and Curriculum Guidelines

1. Proposed changes to program of study, majors, minors, and individual courses will normally be recommended to the Arts and Science Program and Curriculum Committee from individual Departments. These proposals will, in turn, be recommended to Arts and Science Faculty Council by the Committee.

2. The Program and Curriculum Committee, working with Council Executive and with Academic Governance Council, will develop forms and templates to facilitate more easily these proposed changes.

3. Arts and Science Council may delegate to the Program and Curriculum Committee its authority on some changes, as it sees fit. These changes would, in turn, come to Council for information only.

4. Changes to “Course Content,” “Learning Outcomes,” “Methods of Student Evaluation,” and“Textbooks/Learning Materials” will be made at the discretion of individual instructors or determined by departmental consensus.

5. Proposed changes to any of the other 26 fields on the Master Course Syllabus may be recommended to the Program and Curriculum Committee through a vote of Department Council.

6. Departments will make every effort to build consensus amongst its colleagues before making recommendations. Where significant differences of opinion remain, these will be noted as part of its submission materials.

7. New course proposals will be recommended to the Program and Curriculum Committee with a completed Master Course Syllabus.

8. The Program and Curriculum Committee will ensure that proposed changes affecting other units, within and beyond the Faculty of Arts and Science, have been shared. Where appropriate, motions of endorsement or recommendation will be secured. Departments proposing changes will be responsible for starting these conversations, as well as for engaging Institutional Analysis and Planning, when required.

9. The Master Course Syllabus provides guidance to instructors, especially new instructors, and allows colleagues to seek consistency in course delivery and to encourage best pedagogy. But
rather than serving as the ideal against which an individual offering of a course is measured for approval, the Master Course Syllabus is the institutional record of a course’s recent iterations.

10. The Program and Curriculum Committee will ensure that Master Course Syllabi are reviewed and updated in departments to reflect recent changes. Departments may review this material by any appropriate means, consistent with the discretion granted them through Department Council Terms of Reference.

Approved April 29, 2014

Teaching, Research and Faculty Development Committee

Terms of Reference

Faculty of Arts and Science Committee on Teaching, Research1 and Faculty Development

1. Mandate

The Faculty of Arts and Science Committee on Teaching, Research and Faculty Development supports and promotes the integration of faculty research and student learning. Its goal is to support faculty development by developing programs and activities that assist in the realization of this integration.

2. Accountability

The Committee on Teaching, Research and Faculty Development is a Standing Committee of the Arts and Science Faculty Council. The Committee Chair will provide an annual report to the Faculty Council and submit recommendations as required for the Faculty Council’s consideration.

2.1 The Committee will develop a work plan, to be updated annually, which defines the Committee’s new and ongoing activities.

3. Composition

The Committee will consist of the following members:

a) Associate Dean, Administration [ex-officio];

b) Two representativesfrom the Humanities [Alternating Two-Year Terms];

c) Two representativesfrom the Social Sciences [Alternating Two-Year Terms];

d) Two representativesfrom the Natural Sciences [Alternating Two-Year Terms]; and,

e) One Decanal Appointee [One-Year-Term; and, is ineligible to serve consecutive terms].

3.1 The Chair will be elected by the Committee from amongst its members for a one-year term.

3.2 There are seven (7) voting members. There are seven (7) voting members, though the Chair normally does not vote.

3.3 Quorum is the Chair and at least four other members, though every effort will be made to encourage the robust participation of all.

3.4 The Decanal Appointee is chosen for the purpose of professional development and is usually drawn from the most recent list of candidates who stood, unsuccessfully, for election to the Committee.

4. Roles

The Committee on Teaching, Research and Faculty Development will, within the scope of its mandate:

a) Identify potential funding opportunities, and, adjudicate or allocate any funds made available;

b) Participate in the development of training or other professional development activities;

c) Support the dissemination of mentored student research;

d) Strengthen the integration of faculty research into curriculum and the engagement of students in research with faculty;

e) Identify and implement events or other activities to showcase the achievements of members of the Faculty of Arts and Science; and,

f) Collaborate with other institutional partners, where applicable.


1 The term “research” as used in this document may include a range of scholarly activity, including, but not limited to, production of creative works.

Sabbatical Leave Committee

Terms of Reference

Mandate

The Arts & Science Sabbatical Leave Committee reviews applications for sabbaticals in the Faculty of Arts and Science and forwards recommendations to the MacEwan Sabbatical Committee.

Accountability

The Arts & Science Sabbatical Leave Committee is a Standing Committee of the Arts & Science Faculty Council. The Committee Chair will provide an annual report to the Faculty Council once each year.

Composition

The Sabbatical Leave Committee shall consist of the following members of Faculty Council:

a) The Dean of Arts and Science, who chairs

b) 4 continuing faculty members from Arts and Science, with at least one member being from an Arts and one from a Science discipline

c) The members in b) shall serve two-year renewable terms, with one half retiring in any given year.

Roles

1. To review applications for sabbatical leave of members of the Faculty of Arts and Science and to rank the applicants.

2. To forward recommendations to the MacEwan Sabbatical Leave Committee.

3. In consultation with the faculty council, provide feedback to the Academic Governance Council sabbatical leave committee on policy development relating to sabbatical leave.

4. In consultation with the faculty council, develop the principles and guidelines for sabbatical leave adjudication.