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By-laws

The University of Waterloo Mathematics Faculty Council (hereinafter called "The Council")

By-laws
Effective September 1, 2009

(as amended March 19 and October 15, 2002; March 15, 2005; September 19, 2006; March 17, 2009)

I. Meetings

Faculty Council will meet at least four times a year, normally in September, November, February and April. Special meetings of Faculty Council may be called by a petition signed by 15% of the membership of Faculty Council.

The tenure of standing committees of the Faculty will be from September 1 to August 31. At a Council meeting in the Winter term the slate of nominations concerning the standing committees and other appointments shall be presented to Council and elections held.

The agenda for Faculty Council meetings will be drafted by the Administrative Committee. Any member of Council may, by notice in writing to the Chair of the Administrative Committee not less than 8 days before a regular meeting of Council, request that any item be placed on the agenda.

The quorum for all meetings of Faculty Council, regular and special, shall be not fewer than 25 members.

Except in cases of extreme emergency, no motion of major policy significance may be debated or voted upon in any meeting unless prior notice of that motion is included in the agenda of that meeting. In cases of dispute, the Chair's ruling on whether or not a motion shall be admitted shall be final. Normally, reference to committees, questions of procedure, tabling and requests for information are among the matters not requiring notice of motion.

II. Amendment

Any proposed amendments must appear on the agenda circulated for the next meeting of Faculty Council. Amendments shall be adopted by a two-thirds vote of those present at the Faculty Council meeting.

III. Minutes

The Secretary of the Council will maintain a complete and permanent record of the minutes of Faculty Council and of its various committees. With the exception of the Promotion and Tenure Committee, these records shall be open to inspection by any member of Faculty Council upon request. The Secretary will distribute copies of the minutes of Faculty Council meetings to all Faculty Council members, and make these available to the public electronically. The Secretary will also maintain a continually updated copy of the complete Constitution and By-Laws, and make this available to the public electronically.

IV. Approval of Candidates for Degrees at Convocation

The Dean, on the recommendation of the Standings and Promotions Committee and the Graduate Studies Committee, has the authority to submit the names of candidates meeting all requirements for all the degrees offered by the Faculty to the University Senate for approval.

V. Committees

NOTE: The Dean is a member of all committees, but is listed only when serving as Chair.

(a) Administrative Committee:

Membership:

  • the Chair of Council, who shall be Chair;
  • the Secretary of the Council;
  • the Associate Dean, Undergraduate Studies;
  • the Associate Dean, Graduate Studies and Research;
  • one member of Council from each Department and School, chosen by the Department or School;
  • one full-time undergraduate student representative on Council elected by the full-time undergraduate students in the Faculty of Mathematics through a procedure authorized by the Dean;
  • one full-time graduate student representative on Council elected by the full-time graduate students in the Faculty of Mathematics through a procedure authorized by the Dean;

Duties and Powers:

  1. Drawing up the Agenda for Council meetings.
  2. Appointing ad hoc Council Committees and receiving reports from committees of the Council.
  3. Assigning matters to appropriate committees and handling material that does not fall within the purview of other committees.
  4. Serving as a Nominating Committee for Faculty representatives to other bodies, and for any other committees to which the Faculty may from time to time elect representatives.
  5. Appointing members to the above committees or bodies as required to fill vacancies which occur between elections.
  6. Monitoring all motions submitted Council via the Agenda in order to ensure that such motions are accompanied by adequate statements outlining the reasons for the motion, and its expected consequences.

(b) Undergraduate Affairs Committee (UAC):

Membership:

  • the Associate Dean, Undergraduate Studies, who shall be Chair;
  • the Associate Dean, External Relations, as a non-voting member;
  • the Associate Dean, Co-op Studies (non-voting)
  • the Assistant Registrar, Mathematics (non-voting)
  • one person from each Department, chosen by the members of that Department through a procedure approved by that Department;
  • two persons from the School of Computer Science, chosen by the members of the School of Computer Science through a procedure approved by the School of Computer Science;
  • one representative of the Math/Business, Math/Accounting, and double degree programs appointed by the Director of Math/Business.
  • one full-time undergraduate student representative, chosen by the full-time undergraduates in the Faculty of Mathematics through a procedure authorized by the Associate Dean, Undergraduate Studies;
  • one full-time undergraduate student representative majoring in Computer Science, chosen by the full-time undergraduates majoring in Computer Science through a procedure authorized by the Director of the School of Computer Science;
  • the elected representative of the Faculty on the Senate Undergraduate Council;
  • a representative of the Software Engineering program, appointed by the Director of Software Engineering, as a non-voting member;
  • a representative of the General program, appointed by the Associate Dean, Undergraduate Studies, as a non-voting member;
  • the Assistant Director (Mathematics) of the Department of Cooperative Education and Career Services, as a non-voting member;
  • such additional (non-voting) persons as the Committee shall from time to time appoint.

Duties and Powers:

  1. Providing general academic oversight on proposals concerning curricula, courses, academic policies, academic standards, continuation conditions, and general undergraduate affairs, and making recommendations on them to the Council. Council need not approve any recommendations of the Undergraduate Affairs Committee that are changes to courses or plan requirements, or the creation or deletion of courses, unless a voting or non-voting member of UAC requests that such approval be sought.
  2. Defining and overseeing the functioning of the core curriculum in the Faculty, and making recommendations on it to the Council.
  3. Establishing and overseeing policies relating to admission of undergraduates to the Faculty, including those governing advanced standing.
  4. Overseeing and coordinating the preparation of calendar and other informational material relating to undergraduate programs and plans in the Faculty.
  5. Receiving and considering proposals from the Undergraduate Standings and Promotions Committee.
  6. Consulting representatives of groups that do not have permanent representation on UAC when they may be affected by proposals to UAC, and inviting them to attend meetings at which these proposals are discussed.

(c) Undergraduate Standings and Promotions Committee:

Membership:

  • the Associate Dean, Undergraduate Studies who shall be appointed Chair by the Dean;
  • the Assistant Registrar, Mathematics (non-voting), who shall be secretary;
  • one or two academic advisors appointed by each of the Department Chairs and the Director of the School of Computer Science, and one or two advisors to the Business/Accounting programs appointed by the Dean;
  • a Mathematics instructor appointed by St. Jerome's University;
  • the Assistant Director (Mathematics) of the Department of Cooperative Education and Career Services;
  • a representative of the General program, appointed by the Associate Dean, Undergraduate Studies;
  • such additional (non-voting) persons as the Committee shall from time to time appoint.

Duties and Powers:

  1. To implement existing policies concerning examination results, standings, promotions, withdrawals, and related matters.
  2. To receive and deal with all petitions for special consideration related to standings and promotions.
  3. To report, and make recommendations, to the Undergraduate Affairs Committee on policies related to standings and promotions.
  4. To recommend to the Dean candidates meeting all requirements for the B.Math. degree.

(d) Graduate Studies Committee:

Membership:

  • the Associate Dean, Graduate Studies and Research, who shall be Chair;
  • the Graduate Officers from all Departments and Schools;
  • one additional member from each Department and School chosen from among the Approved Doctoral Dissertation Supervisors, in a manner to be determined by the Department or School, for a 2-year term;
  • the Dean of Graduate Studies;
  • the Faculty Graduate Office Administrative Assistant (non-voting), who shall be secretary;
  • two full-time graduate students in Mathematics, elected for 2-year terms (except for 1-year terms when needed to provide for retirement in alternate years) by the graduate students of the Faculty;
  • the representatives of the Mathematics Faculty on the Senate Graduate Council, who shall be elected by the Faculty Council from among the Approved Ph.D. Supervisors;
  • the representative of the Mathematics Faculty on the Senate Research Council, who shall be elected by Faculty Council.

Duties and Powers:

The Graduate Studies Committee (GSC) shall be responsible for the development and operation of graduate studies, and shall oversee the promotion of research within the Faculty; these functions shall be subject to the approval of Faculty Council, the Senate Graduate Council, the Dean of Graduate Studies, the Graduate Studies Office, the Senate Research Council, and the Senate, where required by the terms of reference of these bodies.

In particular, but without limiting the generality of the foregoing, the powers and duties of the GSC shall include the following:

  1. To consider all proposed new graduate courses and programs and all proposed changes in existing graduate courses and programs, and to make recommendations to the Faculty Council thereon. Council need not approve any recommendations of the Graduate Studies Committee that are changes to courses or plan requirements, or the creation or deletion of courses, unless a voting or non-voting member of the Graduate Studies Committee requests that such approval be sought.
  2. To determine who shall be Approved Doctoral Dissertation Supervisors within the Faculty.
  3. To approve the Committees and External Examiners for Ph.D. thesis examinations.
  4. To recommend to the Dean candidates meeting all requirements for the post-baccalaureate degrees offered by the Faculty.
  5. To oversee the preparation of calendar, and other informational material related to the graduate program of the Faculty, and to coordinate such material prepared by the Departments and School.
  6. To make recommendations to the appropriate bodies on the financial requirements for graduate student support, and for the promotion of research.
  7. To have responsibility for the admissions policies and procedures for graduate students, subject to review by the Mathematics Faculty Council.

(e) Library Committee:

Membership:

  • One faculty member from each Department and School, appointed by the respective Department Chairs and School Director - one of whom shall be elected Chair by the Committee, and one of whom shall be elected by the Committee as its representative on the Senate Library Committee;
  • the Liaison Librarians for the Faculty of Mathematics;
  • one graduate student representative elected by the graduate students in the Faculty;
  • one undergraduate student representative nominated by the Mathematics Society and appointed by the Dean.

Duties and powers:

  1. To review the Library acquisitions budget for the Faculty of Mathematics and to make recommendations to appropriate bodies.
  2. To formulate and periodically revise the policies for collections development.
  3. To advise the Library on storage and shelving for the mathematics collection.
  4. To participate in the Davis Centre Library Group via its five elected faculty members who shall serve as the Faculty representatives on the Group.
  5. To review all aspects of library resources, facilities and policies.

(f) Mathematics Faculty Tenure and Promotion Committee:

Membership:*

(a)

  • According to University Policy 77, the following shall be exofficio members of the Committee:
  • the Dean, who shall be Chair;
  • a faculty member holding a tenured appointment, from another Faculty, appointed by the Vice-President, Academic and Provost (voting);
  • a member of the University Tenure and Promotion Advisory Committee (UTPAC) from another Faculty, appointed by the UTPAC Chair (non-voting).

(b)

  • one member from each academic Department or School elected by the Department or School;

The membership under (b) shall satisfy the following constraints;

  1. they shall hold tenured appointments in the Faculty; a majority shall be full professors;
  2. they shall not serve simultaneously on a Departmental/School Tenure & Promotion Committee in the same
  3. Faculty, or on the University Tenure & Promotion Advisory Committee;
  4. it is desirable that the Committee include both men and women;
  5. they shall serve 3-year non-renewable terms, except for shorter terms as needed in order to provide for 2 retirements each year.

Nominations and Elections:

The electorate for the Committee shall consist of the members of the Faculty who hold tenured or probationary-term appointments in the professorial ranks. The nominations shall be in writing and must be signed by five members of the electorate. The election shall be by a secret mail ballot and shall be conducted by the Faculty on behalf of the department or school.

Duties:

  • To serve as the Faculty Tenure and Promotion Committee as outlined in University Policy #77.

* Membership requirements are specified by University Policy 77. Should this policy be amended, changes will be reflected in the Faculty By-Laws without requiring formal amendment.

(g) Honorary Degrees Committee:

Membership:

  • the Associate Dean, Graduate Studies and Research, who shall be Chair;
  • one member from each Department and School, appointed by the respective Department Chairs and School Director for 3-year terms, except for shorter terms when needed to provide for rotation.

Duties and Powers: (amended March 2005)

  1. To consider issues of policy concerning honorary degrees and Distinguished Professor Emeritus appointments, and to make recommendations on these matters to the appropriate bodies.
  2. To recommend candidates for honorary degrees, and to refer suitable nominees to the Senate Nominating Committee for Honorary Degrees, according to the criteria for these honours established by that Senate committee.
  3. To advise the Dean on recommendations from the Departments/School for Distinguished Professor Emeritus appointments. In considering nominations, the Chair/Director will first consult with and seek the advice of the Departmental/School Tenure and Promotion Committee before deciding to forward a recommendation to the Dean. The Dean in turn will consult with the Faculty Honorary Degrees Committee, consider its advice in his/her final decision, and forward approved nominations to the Senate Nominating Committee for Honorary Degrees.

(h) Computing Advisory Committee:

Membership:

  • The Associate Dean, Computing, who shall be Chair;
  • one faculty member from each Department and School, appointed by the respective Department Chairs and School Director for 2-10 year terms, except for shorter terms when needed to provide for rotation;
  • one graduate student representative, elected by the graduate students in the Faculty;
  • one undergraduate student representative nominated by the Mathematics Society, and appointed by the Dean.

Duties and Powers:

  1. To advise the Associate Dean, Computing on procedures and priorities for the use of computing resources within the Faculty.
  2. To participate in continuous long-term planning for the renewal of computing resources in the Faculty, including attention to the relationship with central university computing resources.

(i) Faculty Committee on Student Appeals (FCSA)*:

Membership:

  • Two faculty members from each Department and School appointed by the respective Department Chairs and School Director for two-year terms, half retiring each year;
  • three undergraduate student representatives nominated by the Mathematics Society and appointed by the Dean, for two-year terms, with at least one retiring each year;
  • two graduate student representatives, appointed by the Dean for a one-year term;
  • The Chair of the Committee shall be a faculty member, appointed by the Dean for a two-year term.

Duties and Powers:

  1. To deal with student appeals of decisions on the judgment or assessment of students' academic work, according to the procedures set out in the University of Waterloo Student Appeal Policy and Procedures.
  2. To conduct hearings on charges pertaining to academic offences, as described in the University of Waterloo Student Academic Discipline Policy and Procedures.
  3. To advise the Faculty on matters concerning such appeals and hearings.

* Insofar as membership on this committee and its duties and powers are specified by the University Student Appeals Policy and the Student Academic Discipline Policy, any changes to those policies will be reflected in this by-law without requiring formal amendment.