Fine Arts & Communications

Bylaws

Faculty of Fine Arts and Communications Council Bylaws

1.0 Rationale
These Bylaws have been prepared to provide structure and set out the rules for the proceedings of the Faculty of Fine Arts and Communications Council.

2.0 Definitions
2.1 Academic Staff
Refers to employees of Grant MacEwan University whose primary assignment is instruction and/or engagement with academic programming (B3000: AGC Bylaws, 3.0).
2.2 Ad Hoc Committee
A committee established for a limited time frame to deal with a specific task or issue; will have formal status (including Terms of Reference); reports and recommends to Faculty Council.
2.3 Ex-Officio Member
A member who holds membership by virtue of an office or position he or she holds. Ex-officio members are afforded the same rights as other members, unless specifically stated in these Bylaws (such as whether the ex-officio member is non-voting).
2.4 Non-Voting Member
A member who participates fully in the activities of the Faculty Council, but who does not have the right to vote.
2.5 Quorum
The number or percentage of voting members required to be present to render decisions valid.
2.6 Standing Committee
A committee with formal status, unlimited lifespan, and a fixed cycle of membership change and renewal; will report routinely and formally to the Faculty Council.

3.0 Purpose
3.1 The Faculty of Fine Arts and Communications Council is the senior academic governance body of the Faculty of Fine Arts and Communications. The purpose of the Council is to foster discussion, share information, approve recommendations from its members and committees, and make recommendations related to the Faculty of Fine Arts and Communications to Academic Governance Council.

4.0 Functions
4.1 The Faculty Council has the responsibility to:
 4.1.1   Provide a forum for discussion of relevant academic matters
 4.1.2   Recommend to AGC new certificate, diploma and degree programs in the Faculty
 4.1.3   Recommend to AGC actions on program and curriculum items
 4.1.4   Receive, review, and respond to program evaluations
 4.1.5   Review and provide feedback on policy matters to AGC and other bodies
 4.1.6   Approve recommendations from its committees regarding academic issues within the Faculty
 4.1.7   Submit suggested honourary degree recipients to the appropriate committee or recommendation body
 4.1.8   Address matters of governance referred to it by other University bodies
 4.1.9   Provide advice to the Dean regarding strategic planning initiatives


5.0 Membership
5.1 The Faculty of Fine Arts and Communications Council comprises:
 5.1.1   The Dean of the Faculty;
 5.1.2   The Associate Dean(s) of the Faculty;
 5.1.3   All academic staff holding probationary, tenured, or full-time limited term appointments in the Faculty;
 5.1.4   A student member from each department. The Students’ Association of MacEwan University will conduct the selection process for student members;
 5.1.5   Up to three sessional faculty members elected by Faculty Council for two-year, renewable terms;
 5.1.6   One MacEwan Staff Association (MSA) member from the Faculty of Fine Arts and Communications for a two-year, renewable term, selected in accordance with the MSA Collective Agreement.
5.2 Ex-Officio Members (Non-Voting)
 5.2.1   The President;
 5.2.2   The Provost and Vice-President Academic;
 5.2.3   The Deans of all other Faculties, Schools, and the University;
 5.2.4   The Dean of Libraries
 5.2.5   The University Registrar
 5.2.6   The Director, Finance and Business Operations;
 5.2.7   The Director, kihêw waciston.
   (a) These members will be non-voting and will not count against quorum.
   (b) These members 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.
5.3 The majority of the membership of the Faculty Council shall be probationary and tenured academic staff of the Faculty.

6.0 Chair and Vice-Chair
6.1 The Dean will chair the Faculty of Fine Arts and Communications Council
6.2 The duties of the Chair include:
 6.2.1   Ensuring that the agenda is prepared and distributed
 6.2.2   Presiding over all meetings of the Faculty Council
 6.2.3   Representing the Faculty Council and acting as liaison with AGC and other Faculty Councils
6.3 The Vice-Chair of the Faculty Council will be elected from the members of the Faculty Council for a two-year term. The Vice-Chair may serve two continuous terms.
6.4 The Vice-Chair shall fulfill the duties of the Chair in the Chair’s absence and shall assist the Chair in the performance of his or her duties.

7.0 Meetings of the Faculty Council
7.1 Meeting protocols will be governed by Robert’s Rules of Order, except where otherwise provided for in the Bylaws.
7.2 The Faculty Council shall meet at least four times per year, normally twice per term in the Fall and Winter sessions.
7.3 Notice of meetings, agendas and associated materials shall be sent to members seven days in advance of meetings.
7.4 Meetings will be called by the Chair. In exceptional circumstances, a special meeting is called if a) the Chair considers a matter to be of sufficient urgency or b) a meeting is requested by 1/3 of the membership of the Faculty Council.
7.5 Quorum for the Faculty Council shall be 50 per cent of the members entitled to vote.
7.6 A voting member may participate in a meeting of the Faculty Council by means of telephone, videoconference, or other means of communication that permits all persons participating in the meeting to hear each other. A member so participating is considered to be present at the meeting.
7.7 Motions shall be carried by a simple majority of those present and voting except as specified below.
7.8 Amendments to these Bylaws shall require a 2/3 majority of those present and voting.
7.9 The Executive Committee may determine if electronic voting is allowable in certain circumstances. Proxy voting is not permitted.
7.10 Meetings of Faculty Council shall normally be open to the University. When a matter deemed confidential by the Faculty Council is to be considered, the part of the meeting concerning the confidential matter may be held in camera. Material distributed to members for in camera portions of the meetings shall remain confidential.
7.11 The Chair may recognize non-members on any matter of business.
7.12 Minutes of Faculty Council meetings shall be recorded and distributed to members. Minutes of open meetings shall be available to the University.

8.0 Committees of Faculty Council
8.1 The following committees will be established:
 8.1.1   Executive Committee;
 8.1.2   Curriculum Committee;
 8.1.3   Faculty Development Committee;
 8.1.4   Research Committee;
 8.1.5   Department Councils.
8.2 Elections of Standing Committees for the next academic year will be held using a secret ballot or a process approved, annually, by Executive Committee and outlined in advance to Faculty Council members.
8.3 The Faculty may strike other standing committees and ad hoc committees as needed to conduct its business
8.4 The Terms of Reference of all committees, including membership, mandate, and meeting procedures, shall be approved by the Faculty Council.
8.5 Committees of the Faculty Council are accountable to the Faculty Council. Committees shall report regularly to the Faculty Council.
8.6 Committees of Faculty Council shall in general follow the same meeting procedures as the Faculty Council.

Approved by Academic Governance Council
April 17, 2018 (motion AGC-07-04-17-2018)

Meetings

Members

 

Committees

Executive Committee

Terms of Reference

Mandate

To ensure effective functioning of the FFAC Council.

ROLES

  • Develop policies and procedures for the Faculty Council

  • Ensure regular review and revision of Council Bylaws and Committee Terms of Reference

  • Make minor, time-sensitive or ‘housekeeping’ decisions on behalf of the Faculty Council

  • Review agenda items submitted by sub-committees or Council members to ensure that they are in keeping with FFAC Council’s roles and responsibilities

  • Organize the Faculty Council agenda

  • Oversee the nominations process for committee memberships

ACCOUNTABILITY

  • The FFAC Council Executive Committee is a standing committee of the FFAC Council

  • Executive Committee minutes will be distributed to the Faculty Council for information

COMPOSITION

  • Dean: Chair, ex-officio voting member

  • Vice-Chair: a tenured or tenure-track faculty member elected by the Faculty Council (from among eligible departmental representatives who are interested in the position). The Vice-Chair will chair Executive and Faculty Council meetings in the absence of the Chair

  • Department representatives: one tenured or tenure-track instructional faculty member from each department. If a department does not have a candidate, the position will remain vacant until filled

TERMS OF OFFICE

  • Terms for faculty members are two (2) years in length with a maximum of two (2) consecutive terms. Following two (2) consecutive terms, a member may return to the committee after an absence of one (1) year

  • Terms will be staggered with approximately half of the members retiring each year

COMMITTEE OPERATIONS

  • Meetings will precede each Faculty Council meeting with additional meetings as warranted

  • Support provided by the Office of the Dean

  • Meetings are normally open and confidential matters may be considered in camera

  • Ad hoc sub-committees or working groups may be established as needed. Any such committees or groups will report back to the Executive

  • Substitutes are not permitted on this committee

  • If a member has unexcused absences for three (3) regular meetings within the academic year, the FFAC Executive Committee may declare the member’s position vacant, except for ex-officio members. A faculty member will be elected to fill the remainder of the member’s term in accordance with the committee Terms of Reference

Approved by FFAC Council on October 23, 2018 (motion FFACFC-04-10-23-2018).

Curriculum Committee

Terms of Reference

Mandate

To review curriculum endorsed by the Faculty of Fine Arts and Communications’ (FFAC) departments and explore other curriculum related issues of interest.

ROLES

  • Review and recommend new program proposals to the FFAC Council

  • Review and recommend significant changes to programs of study and program regulations to the FFAC Council

  • Review and recommend changes to admission criteria to the FFAC Council

  • Consult, or recommend consultation, with external bodies or reviewers as required

  • Review and approve Master Course Syllabi (MCS)

  • Review and recommend transfer agreements to the Dean for which FFAC programs are receivers

  • Identify and facilitate opportunities for cross-curricular learning for students

  • Discuss institutional or faculty curricular themes

  • Provide feedback and advice to members and the Dean(s) on curricular issues

  • Other curricular issues that may emerge

ACCOUNTABILITY

The FFAC Curriculum Committee is a standing committee of the FFAC Council.

COMPOSITION

  • Dean and/or Associate Dean: ex-officio voting members

  • Department representatives: one (1) tenured or tenure-track member from each department. If a department does not have a candidate, the position may be filled with a member-at-large on a one- (1) year interim basis

  • Members-at-large: one to three (1-3) additional tenured or tenure-track faculty members elected by Council

  • Chair: a tenured or tenure-track faculty member of the committee selected by the voting membership of the committee

  • Vice-Chair: a tenured or tenure-track faculty member elected by the committee (from among eligible members who are interested in the position). The Vice-Chair will chair meetings in the absence of the Chair

  • Resource staff: as required, non-voting members

TERMS OF OFFICE

  • Terms for faculty members are two (2) years in length with a maximum of two (2) consecutive terms. Following two (2) consecutive terms, a member may return to the committee after an absence of one (1) year

  • Terms will be staggered with approximately half of the members retiring each year

COMMITTEE OPERATIONS

  • Typically, eight to ten (8-10) meetings throughout the year as required

  • Support provided by the Office of the Dean

  • Meetings are normally open and confidential matters may be considered in camera

  • Ad hoc sub-committees or working groups may be established as needed. Any such committees or groups will report back to the Curriculum Committee

  • A member who is unable to attend a meeting may send a substitute, however, substitutes will not have voting privileges

  • If a member has unexcused absences for three (3) regular meetings within the academic year, the FFAC Executive Committee may declare the member’s position vacant, except for ex-officio members. A faculty member will be elected to fill the remainder of the member’s term in accordance with the committee Terms of Reference

Approved by FFAC Council on October 23, 2018 (motion FFACFC-05-10-23-2018).

Research Adjudication Committee

Terms of Reference

To adjudicate research funding at the Faculty of Fine Arts and Communications (FFAC).

ROLE

Adjudicate and recommend to the Dean the awarding of other related FFAC funding when made available, including the Student Undergraduate Research Fund (SURF).

ACCOUNTABILITY

The FFAC Research Adjudication Committee is a sub-committee of the FFAC Research Committee and an official standing committee of the FFAC Council.

COMPOSITION

  • Dean and/or Associate Dean: ex-officio voting members

  • Department representatives: one (1) tenured or tenure-track faculty member from each department. If a department does not have a candidate, the position may be filled with a member-at-large on a one- (1) year interim basis

  • Chair: a tenured or tenure-track faculty member of the committee selected by the voting membership of the committee

  • Vice-Chair: a tenured or tenure-track faculty member elected by the committee (from among eligible members who are interested in the position). The Vice-Chair will chair meetings in the absence of the Chair

  • Resource staff: as required, non-voting members

TERMS OF OFFICE

  • Terms for faculty members are two (2) years in length with a maximum of two (2) consecutive terms

  • Following two (2) consecutive terms, a member may return to the committee after an absence of one (1) year

  • Terms will be staggered with approximately half of the members retiring each year

COMMITTEE OPERATIONS

  • Meetings are typically held soon after application deadlines, with additional meetings as needed

  • Support provided by the Office of the Dean

  • Due to the confidential nature of adjudication meetings, all meetings are held in camera

  • Ad hoc sub-committees or working groups may be established as needed. Any such committees or groups will report back to the Research Adjudication Committee

  • Substitutes are not permitted on this committee

  • If a member has unexcused absences for three (3) regular meetings within the academic year, the FFAC Executive Committee may declare the member’s position vacant, except for ex-officio members. A faculty member will be elected to fill the remainder of the member’s term in accordance with the committee Terms of Reference

Approved by FFAC Council on October 23, 2018 (motion FFACFC-07-10-23-2018).

Research Committee

Terms of Reference

Mandate

  • Supports FFAC faculty in making a contribution to their disciplines locally, provincially, regionally, nationally, and internationally

  • Consults with the MacEwan Research Council on matters related to research (as defined in the Collective Agreement), as required

  • Supports the relationship between FFAC and external governance, policy, funding, and research organizations

  • Develops an undergraduate research strategy

  • Supports the Scholarship of Teaching and Learning (SoTL)

  • Advocates for the dissemination of all forms of research

  • Provides oversight to the FFAC Research Adjudication Committee, including guidelines for adjudication

ROLE

To develop, implement, maintain, and assess the FFAC Research Strategic Plan.

ACCOUNTABILITY

The FFAC Research Committee is a standing committee of the FFAC Council.

COMPOSITION

  • Dean and/or Associate Dean: ex-officio voting members

  • Department representatives: one (1) tenured or tenure-track faculty member from each department. If a department does not have a candidate, the position may be filled with a member-at-large on a one- (1) year interim basis

  • Members-at-large: one to three (1-3) additional tenured or tenure-track faculty members elected by Faculty Council

  • Chair: a tenured or tenure-track faculty member of the committee selected by the voting membership of the committee

  • Vice-Chair: a tenured or tenure-track faculty member elected by the committee (from among eligible members who are interested in the position). The Vice-Chair will chair meetings in the absence of the Chair

  • Research Adjudication Committee Chair: ex-officio voting member

TERMS OF OFFICE

  • Terms for members are two (2) years in length with a maximum of two (2) consecutive terms. Following two (2) consecutive terms, a member may return to the committee after an absence of one (1) year

  • Terms will be staggered with approximately half of the members retiring each year

COMMITTEE OPERATIONS

  • Meetings are typically held four to six (4-6) times per academic year

  • Support provided by the Office of the Dean

  • Meetings are normally open and confidential matters may be considered in camera

  • Ad hoc sub-committees or working groups may be established as needed. Any such committees or groups will report back to the Research Committee

  • A member who is unable to attend a meeting may send a substitute, however, substitutes will not have voting privileges

  • If a member has unexcused absences for three (3) regular meetings within the academic year, the FFAC Executive Committee may declare the member’s position vacant, except for ex-officio members. A faculty member will be elected to fill the remainder of the member’s term in accordance with the committee Terms of Reference

Approved by FFAC Council on October 23, 2018 (motion FFACFC-06-10-23-2018)