FACULTY OF SCIENCE - University of Regina · a copy of the member’s CV. If the Dean of Science...

October

FACULTY OF SCIENCE

POLICIES & PROCEDURES MANUAL

REVISED - October 2012

Faculty of Science Policies and Procedures Manual Revised: October 2012

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Table of Contents SECTION 1 - GENERAL Important Deadlines 4 Accreditation 6 Adjunct Professor 7 Archives (Library Digital Archive) 8 Budget - Department 9 Canadian Cancer Society (Student Assistantship Grant) 10 Committees: 11

• Admissions and Studies Committee 11 • Dean’s Executive Committee 12 • Faculty Review Committee 13 • Laboratory Instructors’ Review Committee 14 • Library Committee 15 • Nominating Committee 16 • Safety Committee 17 • Scholarship Committee 18 • Science Budget and Space Advisory Committee 19 • Student Appeals Committee 20

Conference Funding 21 Email (Distribution Lists) 22 Emeritus Status 26 Graduate Teaching Fellowships 27 Leave of Absence 28 Market Supplement 29 Meetings 30

• Department Meetings 30 • Executive of Council Meetings 30 • Faculty of Science Council Meetings 30 • Room Bookings 30

New Faculty Matching Funds 34 Postdoctoral Fellows and Research Associates 35 President (Requesting Attendance) 37 E-Recruitment 38 Recruitment and Appointment Procedures 39

• Department Heads 39 • Faculty Appointments -Tenure Track and Terms 40 • Instructors and Laboratory Instructors 43

Representatives 46 • From Science to Executive of Council 46 • From Science to the Board of Governors 46 • From Science to Other Units 47 • From Other Units to Science 48 • Senate Representatives 48

Research Handbook 49 Sabbaticals 50


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Science Operations 52

• Keys (Lab Building and Research and Innovation Centre) 52 • Science Stores (Chemical Purchases) 53

Sessionals 54

• Sessional Lecturers (including CCE, NORTEP & SUNTEP) 54 • Selection Procedures for Appointment 55 • Evaluation of Teaching – Procedures 56

Staff Travel Guidelines (Faculty of Science Funds) 57 Visiting Graduate Research Students / Scholars 59

• Visiting Graduate Research Students 59 • Visiting Scholars 61 • University of Regina Policies and Procedures 62

SECTION 2 – FACULTY REVIEW • Deadline Date; Quick Reference 65 • Performance Review Forms 66 • Department Head and Associate Dean Performance Review 68 • Renewal of Tenure Track Appointment – Faculty Members 69 • Renewal of Tenure Track Appointment – Laboratory Instructors 70 • Request for Tenure – Faculty Members 71 • Request for Tenure – Lab Instructors 72 • Request for Promotion to Instructor II or III 73 • Request for Promotion to Assistant Professor 75 • Request for Promotion to Associate Professor 77 • Request for Promotion to Professor 79 • Request for Promotion to Lab Instructor II 80 • Request for Promotion to Lab Instructor III 81 • Request for Merit – Faculty Members 83 • Request for Merit – Lab Instructors 84 • All other faculty reviewed this year (tenured and term) 85 • All other lab instructors reviewed this year (tenured and term) 86 • Faculty members not reviewed this year 87 • Lab Instructors not reviewed this year 88

SECTION 3 – FORMS & TEMPLATES Postdoctoral Fellow or Research Associate Checklist 89 Postdoctoral Fellow Appointment Letter 90 Research Associate Appointment Letter 91 President’s Attendance Request Form 92 Vacation Entitlement and Leave Record – Faculty and Lab Instructors 93


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ACCREDITATION OF FACULTY MEMBERS Supervision of graduate students, or instruction of graduate courses, is restricted to persons who are accredited as members of the Faculty of Graduate Studies and Research by the Dean (FGSR). Accreditation is available to faculty members of the academic units of the University of Regina and members of other institutions/agencies who can provide students with expert direction and background through their research and knowledge of the field. ACCREDITATION CATEGORIES (minimum qualifications required for accreditation) Accreditation with FGSR is open to any faculty member (i.e., rank of Lecturer and above) at the University of Regina holding a full-time continuing or probationary appointment. It is also open to individuals in the Instructor III category who have achieved a terminal degree in the discipline. The highest level that Instructor IIIs, or persons on term appointments, can be assigned is the “B” category. In these cases, the individual is in addition to the required minimum supervisory committee membership and cannot serve as a replacement for an accredited faculty member. 1. Category A (Master’s Committee Member)

• New faculty member not having been accredited previously and without previous experience on graduate supervisory committees.

• Must have a Master's degree or equivalent from an accredited institution. 2. Category B (Master’s Co-Supervisor)

• Faculty member with marginal qualifications for “C”, either because of limited research experience, or limited graduate supervisory experience. Most often this category is employed for new faculty members with promising research records, but with little, if any, previous experience in graduate supervision.

3. Category C (Master’s Supervisor/PhD Committee/PhD Co-Supervisor)

• Faculty member, normally with a Ph.D., an established research record, and typically with some previous experience in graduate supervision.

4. Category D (PhD Supervisor)

• Faculty member with a Ph.D. degree, or equivalent. • Is normally expected to have participated in the supervision of one or more master’s students. • Must be currently active in research and scholarly production relevant to the research program

of the student(s) proposed to be supervised. A member whose research or creative activity record showed no publications or related productivity in the last five years would be considered ineligible for this category.

• FGSR will monitor, on a case-by-case basis, when a PhD supervisor (level “D” accreditation) doesn’t graduate students.

PROCEDURE AT TIME OF APPOINTMENT When a faculty member is appointed to a tenure-track position the accreditation level “C” must be indicated on the Academic Appointment Form. When a faculty member is appointed to a term position the accreditation level indicated on the Academic Appointment Form is “A”. Term appointments cannot have their accreditation level reviewed by the Dean of Graduate Studies and Research unless their appointment changes to tenure-track. Note: The accreditation level on the Academic Appointment Form is a recommendation only; The Dean

of the Faculty of Graduate Studies and Research has final approval. PROCEDURE TO CHANGE ACCREDITATION LEVEL The Department Head recommends a change of accreditation level to the Dean of Science. The Department Head sends a memo recommending the change and the reason for the change along with a copy of the member’s CV. If the Dean of Science agrees a supporting memo is sent to the Dean of Graduate Studies and Research recommending the change with a copy to the Department Head. Note: The Dean of Graduate Studies and Research has final approval.


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ADJUNCT PROFESSOR 1. ADJUNCT PROFESSOR (UNDERGRADUATE)

Adjunct Professors serving at the undergraduate level are appointed by the Dean of Science and perform various functions in the academic unit at the undergraduate level only. They may teach undergraduate courses, provide expertise or perform other duties in the area as required.

The Department Head recommends the appointment in writing to the Dean of Science including the reason for the appointment along with: • Academic Appointment Form signed by Department Head • Up-to-date CV

2. ADJUNCT PROFESSOR (GRADUATE STUDIES AND RESEARCH)

Adjunct Professors (Graduate Studies and Research) are appointed by the Dean of Graduate Studies and Research and are qualified to take an active role at the graduate level. They must be active researchers and normally have a PhD (or equivalent). Appointees may supervise graduate students, teach graduate courses, conduct research and provide specialized expertise. Adjunct appointments are normally for three to five years (July through June), and are renewable, subject to mutual agreement and ongoing eligibility. No accreditation level is assigned to Adjuncts, but the expectation is that in a committee or co-supervisory role, the Adjunct will hold the level of degree that is being sought by the candidate. Procedure for Appointment: The Department Head recommends the appointment in writing to the Dean of Science including the reason for the appointment along with: • Academic Appointment Form signed by Department Head • A statement/rationale of the benefits to the graduate activities (graduate teaching or co-supervision of graduate students) of the department/faculty. • Up-to-date CV The Dean of Science recommends the appointment to the Dean of Graduate Studies and Research.

Note: Adjunct Professors are compensated only when asked to teach, and must then be

appointed as sessional lecturers. 3. RENEWAL OR EXTENSION OF ADJUNCT APPOINTMENT

Procedure for Renewal or Extension of Appointment: The Department Head recommends renewal or extension of the appointment in writing to the Dean of Science including the reason for renewal/extension of the appointment along with: • Academic Appointment Form signed by Department Head • Up-to-date CV


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ARCHIVES (LIBRARY DIGITAL ARCHIVE) UNIVERSITY OF REGINA LIBRARY DIGITAL ARCHIVE The Campus Digital Archive has a new name: oURspace - the University of Regina's Institutional Repository located at http://ourspace.uregina.ca/ oURspace is an Open Access Institutional Repository created and maintained by Archives & Special Collections in the Dr. John Archer Library for University of Regina faculty, researchers, administrators, students and other members of the campus community. In this repository, members store research, publications, presentations, and other materials in digital form. Agendas and Minutes of previous Faculty of Science Council Meetings are posted here. Also posted are Faculty of Science Annual Reports, Criteria Documents, etc.

Procedure for Submitting Digital Archives: • Materials for posting are submitted to the Dean’s Office electronically • Once approved by the Dean, materials are submitted by the Dean’s Office to the

Digital Collections Administrator at the Library for posting

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BUDGET - DEPARTMENT Each department receives an annual budget from the Dean’s Office. The funds are allocated in two categories: 1. Discretionary Salaries

These funds are usually used to hire departmental Teaching Assistant(s) (per the CUPE 2419 agreement) to support and assist teaching activities of the department.

2. Discretionary Expenses These funds are usually used to purchase departmental stationery supplies and other

items to support the activities of the department. The Dean and the Faculty Administrator will meet with each Department Head annually to review expenditures and plan for the future. Annually (usually November) the Dean will contact the Heads to submit their budget for the next fiscal year. The Dean will ask for your submission with respect to requests to fill permanent positions, new positions and equipment requests. The Dean submits the budget for the Faculty of Science to the Office of the Vice President (Academic) in January.


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COMMITTEES SCIENCE ADMISSIONS AND STUDIES COMMITTEE

Updated: July 4, 2012 Chair:

Associate Dean (Academic)

Current Members:

Biology: Britt Hall (2015) Chemistry and Biochemistry: Brian Sterenberg (2014)* Computer Science: Robert Hilderman (2015)* Geology: Ian Coulson (2015)* Mathematics and Statistics: Karen Meagher (2014)* Physics: George Lolos (2015) Campion: Katherine Arbuthnott Luther: Mary Jesse(2013)* Alternate: Dr. Volker Greifenhagen * indicates a second term ** indicates a third term

Ex-Officio Member: [Ex-officio members are non-voting and serve as a resource person]

Dean of Science Registrar (or designate)

Membership:

6 faculty members, one from each of the 6 Departments elected by the Faculty of Science One representative from each of the three Federated Colleges:

• Dean (or designate), Luther College • Dean (or designate), Campion College • Department Head (Science) (or designate), First Nations

University of Canada

Membership Procedure:

The Nominating Committee recommends new Department Committee members at the Faculty of Science Meeting held in May.

Term:

3 year term

Mandate:

To provide advice to the Faculty regarding: • science admission requirements; • student academic performance regulations and criteria; • recipients for degrees and certificates; • requirements for degrees and certificates; • new class and program proposals received from the Departments; • web course proposals


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SCIENCE DEAN’S EXECUTIVE COMMITTEE

Updated: July 4, 2012

Chair:

Dean of Science

Current Members:

Dean of Science: Daniel Gagnon Associate Dean (Academic) Science: Nader Mobed Associate Dean (Research & Graduate Studies) Science: Cory Butz Faculty Administrator: Audrey Perra Biology Department Head: Mark Brigham Chemistry & Biochemistry Department Head: Lynn Mihichuk Computer Science Department Head: Xue Dong Yang, Howard Hamilton Geology Department Head: Hairuo Qing Mathematics & Statistics Department Head: Doug Farenick Physics Department Head: Neil Ashton


N/A

Membership:

10 members consisting of: Dean of Science Associate Dean (Academic) Science Associate Dean (Research) Science Faculty Administrator Department Head Biology Department Head Chemistry & Biochemistry Department Head Computer Science Department Head Geology Department Head Mathematics & Statistics Department Head Physics


TBA

Term:

Each member will serve the committee for the duration of their appointment.

Mandate:

TBA


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SCIENCE NOMINATING COMMITTEE


Chair:

Faculty member serving 3rd year on the Committee

Current Members:

Chemistry and Biochemistry: Tanya Dahms (2013) Computer Science: Lisa Fan (2015) Mathematics and Statistics: Patrick Maidorn (2013)* * indicates a second term ** indicates a third term


Dean of Science

Membership:

3 faculty members


Elected by peers at May Faculty meeting

Term:

3 years

Mandate:

At the Spring (May) Faculty Meeting: • Recommends nominees for Science Committees to replace outgoing

members. • Recommends nominees willing to serve as representatives from the

Faculty of Science to other faculties.


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SCIENCE SAFETY COMMITTEE Updated: November 16, 2011

Chair: Faculty Administrator is permanent chair and a voting member of the committee. Current Members:

Biology Faculty Member: Britt Hall Chemistry and Biochemistry Faculty Member: Scott Murphy Geology Faculty Member: Stephen Bend Lab Instructor Representative: Henry Yee Graduate Student Representative: Elizabeth Vanderlinde Biology Technician: N/A Chemistry and Biochemistry Technician: Chuan Wang Geology Technician: Mets Ritsema Coordinator, Science Operations: Lee Aument Storekeeper, Science Stores: Joe Zieger Program Coordinator (Computer Science): Wendy Preikchat Program Coordinator (Math & Stats): Ara Steininger


Dean of Science Human Resources, Health and Safety Consultant: Chris Dehm

Membership:

14 members consisting of: 1 faculty member from Biology 1 faculty member from Chemistry and Biochemistry 1 faculty member from Geology 1 lab instructor 1 graduate student 1 technician from Biology 1 technician from Chemistry and Biochemistry 1 technician from Geology Faculty Administrator Coordinator, Science Operations Storekeeper, Science Stores Program Coordinator (Computer Science) Program Coordinator (Math & Stats)

Membership Procedure: Department Head for each respective department will nominate individuals. Membership will be such that representation from all areas and levels of activity within Science has participation

Term: 3 year term effective September 1st, may be appointed for a second or subsequent term

Mandate: • Under the auspices of the University of Regina Occupational Health Committee (OHC) and advisory to the Dean, this committee will play a significant role in the identification and resolution of local health and safety issues.

• Provide an internal work group that will respond to the objectives of the University of Regina Safety Policy and other issues pertinent to Science activities.

• Initiate action with respect to all occupational health and safety matters. • Promote a safe and healthy work environment. • Develop safety policies and procedures. • Receive, consider and respond to local safety concerns. • Identify, eliminate and/or control hazards within the area covered by the committee. • Schedule and conduct regular workplace inspections. • Maintain a minimum standard. • Make recommendations on policy and reduction of accidents/incidents. • Each member acts as a liaison between the committee and the group they represent.


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SCIENCE SCHOLARSHIP COMMITTEE


Chair:

Associate Dean (Academic)

Current Members:

Biology: Chris Somers (2014)* Computer Science: Daryl Hepting (2015)* Mathematics and Statistics: Yang Zhao (2015)* Campion: Allison Fizzard Luther: Dr. Dorothy Lane (2013) Registrar: Karen Barton * indicates a second term ** indicates a third term

Ex-Officio Members: [Ex-officio members are non-voting and serve as a resource person]

Dean of Science Dean (or designate), Campion College Dean (or designate), Luther College First Nations University of Canada, Science Dept: Registrar (or designate)

Membership:

3 faculty members elected by the Faculty of Science at the May Faculty meeting


The Nominating Committee recommends Committee members at the May Faculty Meeting

Term:

3 year term

Mandate:

• Make recommendations to the Faculty regarding degree and

certificate recipients for Spring and Fall Convocation. • Make recommendations to the Faculty regarding candidates for

scholarships, bursaries and other awards and prizes. • Make recommendations regarding the terms and conditions of

awards.


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SCIENCE BUDGET AND SPACE ADVISORY COMMITTEE


Chair:

TBA

Current Members:

Dean of Science: Daniel Gagnon Associate Dean (Academic) Science: Nader Mobed Associate Dean (Research & Graduate Studies) Science: Cory Butz Faculty Administrator: Audrey Perra Biology Department Head: Mark Brigham Biology Faculty Member: John Stavrinides Chemistry & Biochemistry Department Head: Lynn Mihichuk Chemistry & Biochemistry Faculty Member: Renata Raina Computer Science Department Head: Xue Dong Yang Computer Science Faculty Member: Sandra Zilles Geology Department Head Hairuo Qing Geology Faculty Member: Kathryn Bethune Mathematics & Statistics Department Head: Doug Farenick Mathematics & Statistics Faculty Member: Dianliang Deng Physics Department Head: Neil Ashton Physics Faculty Member: Zisis Papandreou


Membership:

16 members consisting of: Dean of Science Associate Dean (Academic) Science Associate Dean (Research) Science Faculty Administrator Department Head Biology 1 faculty member from Biology Department Head Chemistry & Biochemistry 1 faculty member from Chemistry & Biochemistry Department Head Computer Science 1 faculty member from Computer Science Department Head Geology (substitute) 1 faculty member from Geology Department Head Mathematics & Statistics 1 faculty member from Mathematics & Statistics Department Head Physics 1 faculty member from Physics


TBA

Term:

TBA

Mandate:

TBA


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SCIENCE STUDENT APPEALS COMMITTEE


Chair:

Elected annually from the continuing members of the Committee

Current Members:

Biology: Richard Manzon (2014)** Chemistry and Biochemistry: Renata Raina (2015)* Computer Science: David Gerhard (2013)* Geology: Guoxiang Chi (2015)* Mathematics and Statistics: Chun-Hua Guo (2015) Physics: Mauricio Barbi (2013)*(Pierre Ouimet for July 1/12 – Dec 31/12) Campion: Katherine Arbuthnott Luther: Mary Jesse(2013)* Alternate: Dr. Volker Greifenhagen First Nations University of Canada, Science Dept: Fidji Gendron * indicates a second term ** indicates a third term


Dean of Science Associate Dean (Academic) Science One representative from each of the three Federated Colleges:

• Dean (or designate), Luther College • Dean (or designate), Campion College • Department Head (Science) (or designate), First Nations

University of Canada

Membership:

6 faculty members, one from each of the Departments elected by the Faculty of Science One representative from each of the three Federated Colleges (Campion, Luther and First Nations University of Canada, Science Department)


The Nominating Committee recommends new committee members at the May Faculty of Science Meeting

Term:

3 year term

Mandate:

• All appeals and applications by students in connection with decision of

the Faculty of Science will be heard by the Faculty of Science Student Appeals Committee, except for disciplinary appeals (which are already within the purview of the University Discipline Committee).

• Appeals by students on academic matters e.g., student required to discontinue from the Faculty.

• Students have the right to a fair hearing in accordance with the rules and natural justice before this committee. This includes the right to be notified of hearings, the right to present arguments and the right to question representatives about the matter in question.


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CONFERENCE FUNDING In 2011 - 2012, up to $30,000 will be available to support academic conferences hosted by the University of Regina and taking place in Saskatchewan. FUNDING LEVEL

• Allocations from this fund will be no more than $3,000. Conferences should take place within two years of application. For large international conferences, funding may be provided over two years (with application each year). It is required that in all cases conferences will also be supported by other funding sources such as registration fees, external grants and support from the Dean’s Office.

APPLICATION

• Applications will be at most three pages in length. The first two pages will describe the conference, the organizers, the expected participants and the dates on which it will take place. The third page will outline the budget in detail and include all sources of revenue and all expenses.

CRITERIA FOR AWARDING FUNDING

• Quality of the proposal • Alignment with University strategic objectives as set out in mâmawohkamâtowin, • Contribution to the University’s local, provincial, and national profile; breadth of

impact • Appropriateness of the budget • Benefit to students • Community involvement • Collaboration with other institutions and relevant organizations

TIMELINE

• Applications will be submitted to the Dean (or Director) of the unit, which is hosting the conference. Those applications which have the support of the Dean will then be forwarded by the Dean to the Provost’s Office indicating the level of financial support being provided by the Dean. Conferences which do not have financial support from the Dean will not be funded.

• Applications are to be forwarded to the Provost’s Office ([email protected]) by Friday, October 28, 2011. Deans and applicants will be informed of successful applications by Friday, November 18, 2011.

• Requests for conference funding will normally not be considered outside this time

frame. Requests for conferences which occur on an annual basis will not be eligible if they have received previous funding for two years or more. To view the web page concerning the Conference Fund go to: http://www.uregina.ca/presoff/vpacademic/conferencefund.shtml

• Please note: Requests for administrative conferences hosted by the University of

Regina and taking place in Saskatchewan will be vetted through the Office of the Vice-President (Administration). Please visit: http://www.uregina.ca/presoff/vpadmin/conference/funding.shtml for information regarding application process, criteria and time lines.

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EMAIL DISTRIBUTION LISTS The following is a list of Science Shared Email Distribution Lists on Groupwise:

Name of List Who is included? Who is responsible for keeping list up to date?

Name

BASAC Budget and Space Advisory Committee Faculty Administrator Audrey Perra

Biol All ALL folks in Biology: faculty members, lab instructors, sessionals, postdocs, graduate students, others

Administrative Assistant, Biology Nicole Stark

Biol Faculty Biology Faculty Members Administrative Assistant to the Dean Michelle Kowbel

Biol LIs Biology Lab Instructors Administrative Assistant to the Dean Michelle Kowbel

Chem All ALL folks in Chemistry: faculty members, lab instructors, sessionals, postdocs, graduate students, others

Administrative Assistant, Chemistry & Biochemistry Teri Dibble

Chem Faculty Chemistry Faculty Members Administrative Assistant to the Dean Michelle Kowbel

Chem LIs Chemistry Lab Instructors Administrative Assistant to the Dean Michelle Kowbel

CS All ALL folks in Computer Science: faculty members, lab instructors, sessionals, postdocs, graduate students, others

Administrative Assistants, ACSC, CS, Math, Stats

Marilyn Hepp Pamela Sparvier

CS Faculty CS Faculty Members Administrative Assistant to the Dean Michelle Kowbel

CS LIs CS Lab Instructors Administrative Assistant to the Dean Michelle Kowbel

Dark Room Science Dark Room Faculty Administrator Audrey Perra

Deans & Directors

Deans and Directors of other units on campus

Administrative Assistant to the Dean Michelle Kowbel

Dean’s Administrative Assistants

Admin Assistants to Deans and Directors of other units on campus


Geol All ALL folks in Geology: faculty members, lab instructors, sessionals, postdocs, graduate students, others

Administrative Assistant, Geology Van Tran


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Geol Faculty Geology Faculty Members Administrative Assistant to the Dean Michelle Kowbel

Geol LIs Geology Lab Instructors Administrative Assistant to the Dean Michelle Kowbel

Grad Student Coordinators

Grad Student Coordinators within Science departments Faculty Administrator Audrey Perra

LB Occupants All Science members in the Lab Building Faculty Administrator Audrey Perra

Math All ALL folks in ACSC, Math, Stats: faculty members, lab instructors, sessionals, postdocs, graduate students, others

Administrative Assistants, ACSC, CS, Math, Stats

Marilyn Hepp Pamela Sparvier

Math Faculty ACSC, Math, Stats Faculty Members Administrative Assistant to the Dean Michelle Kowbel

Math LIs ACSC, Math, Stats Lab Instructors Administrative Assistant to the Dean Michelle Kowbel

New Grad List In process Faculty Administrator Audrey Perra Phys All

ALL folks in Physics: faculty members, lab instructors, sessionals, postdocs, graduate students, others

Administrative Assistant, Physics Jacqui Lockert

Phys Faculty

Physics Faculty Members Administrative Assistant to the Dean Michelle Kowbel

Phys LIs Physics Lab Instructors Administrative Assistant to the Dean Michelle Kowbel

Post Docs In process

RIC Occupants All Science personnel in RIC Faculty Administrator Audrey Perra

SAAD Science Administrative Assistants, including Faculty Administrator Faculty Administrator Audrey Perra

Scholarship Contacts

Scholarship Information, Science Dean’s Executive and Science Dept Offices Faculty Administrator Audrey Perra

Scholarship Information

Science dept contacts for Scholarship information Faculty Administrator Audrey Perra

Science Admissions & Studies Comm.

Science Admissions & Studies Committee members


Science All Biol All, Chem All, CS All, Geol All, Math All, Phys All, Science Dean's Executive, Science Sessionals, Science Staff


Science Class Climate Science Class Climate by semester Faculty Administrator Audrey Perra


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Science Dean's Executive

Members of the Faculty of Science Dean's Executive Committee Faculty Adminstrator Audrey Perra

Science Dept Offices

All administrative staff in All Science department offices Faculty Administrator Audrey Perra

Science Eikenberry Science Eikenberry Teleseminar members Faculty Administrator Audrey Perra

Science EPP Phone

Emergency Preparedness Plan Phone Master List Faculty Administrator Audrey Perra

Science Faculty All Faculty members in Science Administrative Assistant to the

Dean Michelle Kowbel

Science Faculty Council Meetings

Dean’s Admin Assistants, Deans & Directors, Reps from Other Faculties, Science Dept Offices, Science Faculty, Science LIs, Science Staff, Senate Reps


Science Faculty Review Committee

Science Faculty Review Committee members


Science Heads Science Department Heads Faculty Adminstrator Audrey Perra Science Lab Instructor Review Comm.

Science Lab Instructor Review Committee members


Science Lab Managers Science Lab Managers Faculty Adminstrator Audrey Perra

Science LIs All Science Lab Instructors Administrative Assistant to the Dean Michelle Kowbel

Science Nominating Committee

Science Nominating Committee members Administrative Assistant to the Dean Michelle Kowbel

Science Phone Drill Science Phone Drill Committee Faculty Administrator Audrey Perra

Science Pub Series Science Pub Series members Faculty Administrator Audrey Perra

Science Rendezvous Science Rendezvous members Faculty Administrator Audrey Perra

Science Reps FROM Other Faculties

Faculty members from other units on campus serving as reps to Science


Science Reps to Exec of Council

Faculty members from Science serving as reps to Executive of Council


Science Reps TO Other Faculties

Faculty members from Science serving as reps to other units on campus


Science Safety Committee Science Safety Committee Faculty Administrator Audrey Perra

Science Safety Distribution

Biol ALL, Chem ALL, CS ALL, Geol ALL, Math ALL, Phys ALL, Science Dean’s Executive, Science Sessionals, Science Staff

Faculty Administrator Audrey Perra

Science Scholarship Committee

Science Scholarship Committee members Administrative Assistant to the Dean Michelle Kowbel

Science Senate Reps

Faculty members from Science serving as reps to Senate



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Science Sessionals Science Sessionals by semester Administrative Assistant to the


Science SI Leaders Science SI Leaders by semester Administrative Assistant to the


Science Staff ALL Science Administrative, Technical and Scientific Staff Faculty Adminstrator Audrey Perra

Science Student Appeals Comm

Science Student Appeals Committee members


Science Summer Camp Science Summer Camp members Faculty Administrator Audrey Perra

Science Website Science Website Committee Faculty Administrator Audrey Perra


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EMERITUS STATUS Emeritus is an honorary title and is granted by the President when a faculty member retires. This can be Professor Emeritus, Associate Professor Emeritus, Assistant Professor Emeritus, Laboratory Instructor Emeritus.

Procedure for Appointment: • After consultation with the Department, the Department Head recommends Emeritus

status by sending a memo to the Dean of Science along with an up-to-date CV of the faculty member.

The Dean recommends Emeritus status by sending a memo to the President along with the Department Head’s recommendation and the up-to-date CV of the faculty member. The Dean’s Office keeps a spreadsheet of all Emeritus members. Effective November 2012, the Provost’s Office will begin coordinating an annual reception to recognize Professors Emeriti. The Dean’s Office will forward the names and contact information for new appointments to the Provost’s Office ([email protected])



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GRADUATE TEACHING FELLOWSHIPS Refer to the site below for current information from Faculty of Graduate Studies and Research http://www.uregina.ca/gradstudies/scholarships/FGSR_awards.shtml QUALIFICATIONS Holders of these appointments must have current status as a fully-qualified student in a Master's or Ph.D. degree program in the Faculty of Graduate Studies and Research (FGSR) at the University of Regina. In the case of the Teaching Assistantships and Teaching Fellowships, applicants must have appropriate qualifications to participate in the instructional program in the assigned Academic Unit. TA recipients who have not already completed the TA workshops regularly offered by the university through the Teaching Development Centre will be required to do so. Applicants for teaching assistantships may be required to provide evidence that they have sufficient command of the English language for carrying out the prescribed responsibilities.

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MEETINGS DEPARTMENT MEETINGS Held at the discretion of the Department Head. EXECUTIVE OF COUNCIL MEETINGS

• Meetings are scheduled monthly except July, August and December. • The Student Services Office will provide the Dean’s Office with the list of graduands

for approval. (One original, single sided and not stapled, plus 20 copies, double sided).

• The Dean’s Office will forward the graduand list and the required copies to the President’s Office.

• The President’s Office forwards a ‘Follow Up Action Report’ to the Faculty Offices after the meeting.

• The Dean’s Office forwards this report to the Dean, Associate Deans, Department Heads and Student Services Office in Science.

• Future meeting dates, agendas and minutes are located at: http://www.uregina.ca/presoff/council/executive/index.shtml

FACULTY OF SCIENCE COUNCIL MEETINGS

• The Dean’s Office is the office of record. • Meetings are normally held 3 times a year, in January, May and September, to

accommodate convocation. Meetings must also be scheduled in advance of Executive of Council Meetings in order to have graduand lists approved. Additional meetings are called at the discretion of the Dean. Dean’s Office consults with the Associate Dean (Academic) and the Program Advisor before setting a date.

• Dean’s Office reserves a room for the meeting. Meetings are usually held at 2:30 in AH 527 or later to accommodate as many faculty and instructors as possible.

• The Dean’s Office distributes a Notice of Meeting and Call for Agenda Items to the Faculty of Science as well as to representatives from other units, Senate members, Deans and their Administrative Assistants, and the President’s Office.

• Dean’s Office prepares the agenda, usually at least two weeks before the meeting. • Dean’s Office posts the Agenda on the Science website (as a pdf file), and notifies

all the faculty, representatives from other units, Senate members, Deans and their Administrative Assistants, and the President’s Office.

• Dean’s Office will bring attendance sheets to the Faculty meeting. • Dean’s Office is responsible for taking minutes of the meeting. • After the minutes of the meeting have been approved by the Dean, Associate Deans

and Faculty Administrator, they are posted on the Faculty of Science website, and Donald Johnson posts them on the University’s Digital Archives. *Excluding any confidential information.

• Dean’s Office notifies the Faculty of Science, Representatives from other units, Senate members, Deans and their Administrative Assistants, and the President’s Office.

ROOM BOOKINGS The Faculty of Science has five rooms available for meetings, seminars, thesis defenses as well as other faculty functions. All room requests are received by the Dean’s Office and we will match the request with the most appropriate resource.

• General external use (eg. other faculties) is permitted at the Dean’s discretion.

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Availability for each room can be viewed in GroupWise at the addresses listed below. *Please view Groupwise schedule prior to contacting the Dean’s Office to reserve a room. No bookings will be accepted outside normal weekday office hours of 8:15am to 4:30pm, or on weekends and University Holidays. DEAN’S BOARDROOM (LB 237)

• Booked through the Dean’s Office, reserved schedule is posted on the door weekly. • Seats up to 14 people around a board-table, speakerphone, data projector available. • GroupWise Address: Deans_Boardroom_LB_237

SCIENCE COMMON ROOM (LB 239) This is a general-purpose room for use by members of the Faculty of Science only. The purpose of this room is to provide a dedicated space for professional and social activity and to provide a congenial location for interaction.

• The room can be used casually for lunch or coffee breaks, or as a casual lounge. • For events other than casual use, the room must be booked through the Dean’s

Office, reserved schedule is posted on the door weekly. • Please note that these bookings take precedent over casual use, and may not be

available from time to time. • The refrigerator and kitchenette area are for your use and convenience. Please use

the provided cleaning supplies and leave the facilities as you found them. Use of any other cooking appliance (eg. Toaster oven or crock-pot) is not permitted. A microwave is provided. Any foods left stored in the fridge overnight must be identified.

• The Student Services Office or the Dean’s office may be asked to open this room for those (non-staff) persons that have booked the room. The Student Services Office will check the door for security at the close of each day.

• Please report any deficiencies or needed repairs to the Dean’s office. • Seats up to 25 people, no board-table, speakerphone, data projector available. • GroupWise Address: Science_Common_Room_LB239

SCIENCE SEMINAR ROOM (RIC 215)

• Booked through the Dean’s Office. • Key is to be picked up and returned to the Dean’s Office (LB 225). • Seats up to 16 people around a board-table, speakerphone, no data projector. • Windows based PC. • GroupWise Address: Science_Seminar_Room_RIC_215 • There is a wall mounted Sony 55” TV. Connected to the TV is a Windows XP

Professional PC that can be accessed using U of R Novell login. The PC has a wireless keyboard and mouse. There are options to connect other devises to the TV such as laptop using the supplied VGA or HDM cable. WIFI coverage for the room is fair. There is an Ethernet cable available to connect to a laptop (that has been registered with Information Services). There is a VOIP telephone.

• Instructions for use: If using available PC:

• Power on the PC. • Select “INPUT” on TV remote and using the arrow keys highlight “HDMI 1” on

the screen. • Verify that the wireless keyboard and mouse are operational • Press CTRL-ALT-DEL on the keyboard and login to Novell. • Please power off the PC and return the mouse to its charging cradle when

finished.


32

If using a laptop: • Unroll cables hanging behind TV. • Connect laptop to cable (VGA or HDMI). • If you need sound you can connect the 3.5mm stereo cradle when finished. • Select “INPUT” on remote and using the arrow keys

o Highlight “PC” if using VGA Or

o Highlight “HDMI 2” if using HDMI (3.5mm stereo plug not needed if using HDMI).

• Please power off the TV when finished. • Contact support by phone at: (306) 585-4685 or email at

[email protected] and please indicate that this room is managed by SCIENCE so the Science Techs will be notified.


• Booked through the Dean’s Office. • Key is to be picked up and returned to the Dean’s Office (LB 225). • Seats up to 4 people, no board-table, no speakerphone, no data projector. • GroupWise Address: Science_Seminar_Room_RIC_216


• Booked through the Dean’s Office. • Key is to be picked up and returned to the Dean’s Office (LB 225). • Seats up to 12 people around a board-table, speakerphone, no data projector. • Windows based PC. • GroupWise Address: Science_Seminar_Room_RIC_314 • There is a wall mounted Sony 55” TV. Connected to the TV is a Windows XP





finished.




• Please power off the TV when finished.



33

• Contact support by phone at: (306) 585-4685 or email at [email protected] and please indicate that this room is managed by SCIENCE so the Science Techs will be notified.

• SCIENCE SEMINAR ROOM (RIC 330)

• Booked through the Dean’s Office. • Key is to be picked up and returned to the Dean’s Office (LB 225). • Seats up to 8 people around a board-table, no speakerphone, no data projector. • GroupWise Address: Science_Seminar_Room_RIC_330

• There is a wall mounted Sony 55” TV. Connected to the TV is a Windows XP





finished.




• Please power off the TV when finished. • Contact support by phone at: (306) 585-4685 or email at

[email protected] and please indicate that this room is managed by SCIENCE so the Science Techs will be notified.




34

NEW FACULTY MATCHING FUNDS New Faculty Members in Science may apply for matching funds from the Vice President (Research) in the amount of $2,000. This is not a formalized program, and is offered as limited budget is available.

Procedure for Applying:

• The faculty member submits a memo of request to the Department Head with a summary of the research proposal.

• The Department Head submits a memo of support to the Dean, along with the faculty member’s memo and the research proposal.

• The Dean submits a memo of support to the Vice President (Research) in support of the request, along with the Department Head’s memo, faculty member’s memo and the research proposal. The Dean’s Office keeps a record of all requests.

• The Vice President (Research) will notify the Dean’s Office if the matching funds have been approved, and process a journal voucher to transfer funds to the faculty member’s account.


40

RECRUITMENT AND APPOINTMENT PROCEDURES FOR FACULTY APPOINTMENTS – TENURE TRACK AND TERM The following procedures govern the appointment of instructors and lab instructors in the Faculty of Science. 1. The Department in which the appointment is to be made will establish a Search

Committee whose membership shall be composed of: • the Department Head; • three tenured or tenure-track faculty elected from the Department, one of whom is to

act as Committee Chair (all academic staff members, with continuing or probationary appointments and instructors in rolling appointments are eligible to participate in the departmental electoral process);

• one tenured or tenure-track faculty member external to the Department, approved by the Dean after the three Department members have been elected;

• the Associate Dean (Research) of Science, or designate, ex officio, non-voting. 2. The Search Committee will draft an appropriate advertisement, which is to be submitted

to the Faculty Administrator for approval prior to placement. The advertisement should include the following information: • the title of the position and term (e.g., tenure-track Assistant Professor of Physics),

and a brief description of duties; • the area(s) of expertise sought; • the name/address to whom the applications are to be sent; • the closing date; • a stipulation that at least three letters of reference be sent directly to the Head; • regulatory information (e.g., immigration restrictions, gender/racial equality).

3. The Search Committee will work with the Faculty Administrator to determine where and

when the advertisement will be placed. The Dean’s Office submits the posting using the University e-recruitment system to the Provost & Vice President (Academic) for approval. Once approved Human Resources will post the advertisement on the University’s website. The Dean’s Office will provide the Guest User information to the Department Head and Administrative Assistant in order to review applications.

4. After the closing date for applications has passed, the Search Committee will review the

applications and produce a shortlist of three candidates to be invited for interviews. The Department Head must discuss the shortlist with the Dean to receive approval for interview travel expenses. Members of the Department, or those affected, who are not on the Search Committee should be given the opportunity to view the files of any or all applicants.

5 Each candidate must present a lecture on a topic in the undergraduate curriculum to

evaluate the teaching potential of the candidates. All members of the Department should have the opportunity to meet with the candidates. In addition, the candidates must also meet formally with the following individuals and groups:

• the Search Committee and Department Head; • the Dean of Science or designate and Associate Dean (Research) of Science;

6. After all the interviews have been conducted, the Search Committee will decide to whom

the position should be offered, and will prepare a list of alternates, if any, in descending order of preference. The Search Committee shall then report to the Department and submit their report to the Department Head. After submission of the Search Committee report, members of the Department who so desire will have 24 hours to submit to the Dean, in writing, any additional comments that they may wish to make. The Department Head notifies the Dean of the Selection Committee’s recommendation.


41

7. A conditional offer is prepared by the Dean in consultation with the Provost & Vice-

President (Academic). 8. The Dean’s Office will contact the Department Head when the candidate accepts the

conditional offer. The Department prepares and submits the following appointment package to the Dean’s Office: • Memo from Department Head to the Dean that includes:

- type and duration of appointment; - need for appointment; - why candidate was chosen; - statement that references were checked.

• Academic Appointment Form signed by the Department Head. • Candidate’s curriculum vitae • Original letters of reference (usually 3) • Official Transcripts (Department will contact candidate to make arrangements for

transcripts of all degrees to be sent from the originating institution directly to the Dean. Transcripts “issued to student” are not considered official transcripts.

• Recruitment/Selection Report –signed by the Chair of the Search Committee. • CV for alternate candidate(s) • Copy of Ad

9. The Dean’s Office submits a memo addressed to the Provost & Vice President

(Academic) along with the appointment package. 10. The Office of the Provost & Vice President (Academic) presents appointment request to

the President’s Advisory Group on Faculty Appointments (PAGFA). 11. Human Resources prepares the appointment letter signed by the President and the

Dean. TERM APPOINTMENTS Less than a 3 Year Term:

• Term Appointments 3 years or less are appointed by the Dean. • The Faculty Administrator requests a position number from Human Resources and

advises the Dean’s Office. • Package submitted by Department to Dean’s Office consisting of:

Memo recommending appointment from Department Head Academic Appointment Form (prepared in Department and signed by Head) Recruitment/Selection Report (prepared and signed by Chair of Search Committee) Original Transcripts CV Original letters of reference (2 to 3) CV for Alternate candidates (2) Copy of Ad

• Dean’s Office prepares Appointment letter for candidate • Dean’s Office submits package to the Dean, Faculty of Graduate Studies and

Research if incumbent is seeking accreditation. • Dean’s Office submits package to Human Resources if not seeking accreditation. • Candidate to sign Appointment letter and return to Human Resources indicating

acceptance • Dean’s Office process EPAF in Banner for payroll


42

More than a 3 Year Term: Term Appointments over 3 years are appointed by the Provost & Vice-President (Academic) Link to the Appointment Authority for Academic Appointments is available at http://www.uregina.ca/presoff/vpacademic/PoliciesAndProcedures/Administrative/100.47.shtml

REAPPOINTING A TERM APPOINTMENT • Reappointments that go beyond 3 consecutive years are appointed by the Provost &

Vice-President (Academic) • Academic Appointment Form (prepared in Department and signed by Head)

submitted to the Dean’s Office • Dean’s Office prepares Appointment letter for candidate • Dean’s Office submits package to the Dean, Faculty of Graduate Studies and

Research if incumbent is seeking accreditation. • Dean’s Office submits package to Human Resources if not seeking accreditation. • Dean’s Office submits package to the Provost & VP Academic • If approved Provost & VP Academic forwards package to Human Resources • Human Resources send the employee the letter of offer • Once the acceptance is received by Human Resources and all conditions are met,

Human Resources will forward copies of the acceptance letter in accordance to the distribution list on the letter

http://www.uregina.ca/presoff/vpacademic/PoliciesAndProcedures/Administrative/100.47.shtml�


43

RECRUITMENT AND APPOINTMENT PROCEDURES FOR INSTRUCTORS AND LAB INSTRUCTORS (Updated May 2006) The following procedures govern the appointment of instructors and lab instructors in the Faculty of Science. 1. The Department in which the appointment is to be made will establish a Search

Committee whose membership shall be composed of: • the Department Head; • three tenured or tenure-track faculty elected from the Department, one of whom is to

act as Committee Chair (all academic staff members, with continuing or probationary appointments and instructors in rolling appointments are eligible to participate in the departmental electoral process);

• one tenured or tenure-track faculty member external to the Department, approved by the Dean after the three Department members have been elected;

• the Associate Dean (Research) of Science, or designate, ex officio, non-voting. 2. The Search Committee will draft an appropriate advertisement, which is to be submitted

to the Faculty Administrator for approval prior to placement. The advertisement should include the following information: • the title of the position and term (e.g., tenure-track Assistant Professor of Physics),

and a brief description of duties; • the area(s) of expertise sought; • the name/address to whom the applications are to be sent; • the closing date; • a stipulation that at least three letters of reference be sent directly to the Head; • regulatory information (e.g., immigration restrictions, gender/racial equality).

3. The Search Committee will work with the Faculty Administrator to determine where and

when the advertisement will be placed. The Dean’s Office submits the posting using the University e-recruitment system to the Provost & Vice President (Academic) for approval. Once approved Human Resources will post the advertisement on the University’s website. The Dean’s Office will provide the Guest User information to the Department Head and Administrative Assistant in order to review applications.

4. After the closing date for applications has passed, the Search Committee will review the

applications and produce a shortlist of three candidates to be invited for interviews. The Department Head must discuss the shortlist with the Dean to receive approval for interview travel expenses. Members of the Department, or those affected, who are not on the Search Committee should be given the opportunity to view the files of any or all applicants.

5 Each candidate must present a lecture on a topic in the undergraduate curriculum to

evaluate the teaching potential of the candidates. All members of the Department should have the opportunity to meet with the candidates. In addition, the candidates must also meet formally with the following individuals and groups:

• the Search Committee and Department Head; • the Dean of Science or designate and Associate Dean (Research) of Science;

6. After all the interviews have been conducted, the Search Committee will decide to whom

the position should be offered, and will prepare a list of alternates, if any, in descending order of preference. The Search Committee shall then report to the Department and submit their report to the Department Head. After submission of the Search Committee report, members of the Department who so desire will have 24 hours to submit to the Dean, in writing, any additional comments that they may wish to make. The Department


44

Head notifies the Dean of the Selection Committee’s recommendation

8. A conditional offer is prepared by the Dean in consultation with the Provost & Vice-President (Academic).

8. The Dean’s Office will contact the Department Head when the candidate accepts the

conditional offer. The Department prepares and submits the following appointment package to the Dean’s Office: • Memo from Department Head to the Dean that includes:

- type and duration of appointment; - need for appointment; - why candidate was chosen; - statement that references were checked.

• Academic Appointment Form signed by the Department Head. • Candidate’s curriculum vitae • Original letters of reference (usually 3) • Official Transcripts (Department will contact candidate to make arrangements for

transcripts of all degrees to be sent from the originating institution directly to the Dean. Transcripts “issued to student” are not considered official transcripts.

• Recruitment/Selection Report –signed by the Chair of the Search Committee. • CV for alternate candidate(s) • Copy of Ad

9. The Dean’s Office submits a memo addressed to the Provost & Vice President

(Academic) along with the appointment package. 10. The Office of the Provost & Vice President (Academic) presents appointment request to

the President’s Advisory Group on Faculty Appointments (PAGFA). 11. Human Resources prepares the appointment letter signed by the President and the

Dean. TERM APPOINTMENTS Less than a 3 Year Term:

• Term Appointments 3 years or less are appointed by the Dean. • The Faculty Administrator requests a position number from Human Resources and

advises the Dean’s Office. • Package submitted by Department to Dean’s Office consisting of:

Memo recommending appointment from Department Head Academic Appointment Form (prepared in Department and signed by Head) Recruitment/Selection Report (prepared and signed by Chair of Search Committee) Original Transcripts CV Original letters of reference (2 to 3) CV for Alternate candidates (2) Copy of Ad

• Dean’s Office prepares Appointment letter for candidate • Dean’s Office submits package to the Dean, Faculty of Graduate Studies and

Research if incumbent is seeking accreditation. • Dean’s Office submits package to Human Resources if not seeking accreditation. • Candidate to sign Appointment letter and return to Human Resources indicating

acceptance • Dean’s Office process EPAF in Banner for payroll


45

More than a 3 Year Term: Term Appointments over 3 years are appointed by the Vice-President (Academic) Link to the Appointment Authority for Academic Appointments is available at http://www.uregina.ca/presoff/vpacademic/PoliciesAndProcedures/Administrative/100.47.shtml

REAPPOINTING A TERM APPOINTMENT • Reappointments that go beyond 3 consecutive years are appointed by the Vice-

President (Academic) • Academic Appointment Form (prepared in Department and signed by Head)

submitted to the Dean’s Office • Dean’s Office prepares Appointment letter for candidate • Dean’s Office submits package to the Dean, Faculty of Graduate Studies and

Research if incumbent is seeking accreditation. • Dean’s Office submits package to Human Resources if not seeking accreditation. • Dean’s Office submits package to the Provost & VP Academic • If approved Provost & VP Academic forwards package to Human Resources • Human Resources send the employee the letter of offer • Once the acceptance is received by Human Resources and all conditions are met,

Human Resources will forward copies of the acceptance letter in accordance to the distribution list on the letter

http://www.uregina.ca/presoff/vpacademic/PoliciesAndProcedures/Administrative/100.47.shtml�


46

REPRESENTATIVES

FROM SCIENCE TO EXECUTIVE OF COUNCIL Updated: October 19, 2011

Current Members:

Biology: Richard Manzon (2012) John Stavrinides (2012) Peter Leavitt (2013) Chemistry and Biochemistry: Scott Murphy (2012) Brian Sterenberg (2012) Tanya Dahms (2013) Computer Science: Daryl Hepting (2012) Geology: Mathematics and Statistics: Donald Stanley (2012) Physics: George Lolos (2012)

Membership:

Faculty members as needed to fill vacant positions


University Secretary sends Call for Nominations to the Faculty of Science to forward nominations. An election is held, and those elected serve as representatives.

Term:

2 year term, July 1st to June 30th

Mandate:

Attends faculty meetings on behalf of Science

FROM SCIENCE TO THE BOARD OF GOVERNORS

Updated: October 14, 2011

Current Members:

Mark Brigham (2014)

Membership:


University Secretary sends Call for Nominations to the Faculty of Science to forward nominations. An election is held, and those elected serve as representatives.

Term:


Mandate:

Attends faculty meetings on behalf of Science


47

FROM SCIENCE TO OTHER UNITS


Current Members:

Arts: Allan East (Chemistry and Biochemistry)** Robert Hilderman (Computer Science) Business Administration: Larry Miller (Mathematics and Statistics)** Campion College: Allen Herman (Mathematics and Statistics) Centre for Continuing Education: Patrick Maidorn (Math and Stats)** Education: Chris Yost (Biology) Samira Sadaoui-Mouhoub (Computer Science)* Engineering: Richard McIntosh (Mathematics and Statistics)** Garth Huber (Physics) Fine Arts: Sarah Carnochan-Naqvi (Mathematics and Statistics) Graduate Studies & Research: (reps serve 2 year term for this faculty) Cory Butz (Computer Science, 2nd term) Remus Floricel (Mathematics and Statistics, 2nd term) Kinesiology & Health Studies: Orland Hoeber (Computer Science) Luther: Daryl Hepting (Computer Science) Social Work: Janis Dale (Geology) * indicates a second one-year term ** indicates a third one-year term

Membership:

1 representative from Science to each Faculty, Unit, Campion College and Luther College


The Nominating Committee recommends new representatives at the Faculty of Science Meeting held in May.

Term:


Mandate:

Attends faculty meetings on behalf of Science The right to voice, without vote


48

FROM OTHER UNITS TO SCIENCE Updated: July 4, 2012

Current Members:

Arts: Kyle Hodder, Ulrike Hardenbicker Business Administration: Bill Bonner Campion College: Ben Fiore (President) , Frank Obrigewitsch (Dean) Centre for Continuing Education: Kathryn Buitenhuis Education: Warren Wessel Engineering: Thomas Conroy Fine Arts: Rachelle Viader Knowles First Nations University: Doyle Anderson (President) Kinesiology & Health Studies: Patrick Neary Library: Charles Phelps Luther: Bryan Hillis (President) , Mary Vetter (Dean), Iqbal Husain, Fotini Labropulu Nursing: Glenn Donnelly Social Work: vacant

Membership:

1 member from each Faculty, Unit and Federated College


Individual units notify Dean’s Office of representatives.

Term:


Mandate:

Attends faculty meetings on behalf of each Faculty, Unit or Federated College. The right to voice, without vote

SENATE TO SCIENCE

Updated: October 19, 2011 Current Members:

Michele Arscott (Institute of Chartered Accountants of Sask.) Margaret Dagenais (U of R Alumni Association) Gerald Kleisinger (Sask. Library Trustees’ Association) Robert Krismer (District 9 – North Battleford – Price Albert) Peter Stroh (District representative for Saskatoon) July 1, 2011 to June 30, 2013

Membership:

5 senate representatives to the Faculty of Science.


University Secretary’s office provides names in June.

Term:

2 year terms, July 1st to June 30th

Mandate:


52

SCIENCE OPERATIONS – KEYS (LAB BUILDING AND RESEARCH & INNOVATION CENTRE) This policy does NOT refer to keys for the Science Boardroom and Common Room in the Lab Building, or the Seminar rooms in RIC. Refer to “Meetings” for information on requesting a key for these rooms. The purpose of this policy is to provide guidelines for the issuance, use and accountability of all keys that control access to the Faculty of Science spaces in the Lab Building and the Research and Innovation Centre. Keys will be issued to Faculty of Science personnel (staff and students) with adherence to this policy and with approval of the Dean’s Office. Our Key Coordinator is Angela Dohms in the Science Student Services Office

Policy: • Keys are the property of the University of Regina • Keys are the responsibility of the holder • Individual keys will be issued one key per room – No Duplicates • Keys must be returned to the Student Services Office LB 238 upon leaving Science • It is the responsibility of the Supervisor to ensure individuals turn in their keys when

they leave Science

Requesting a key: • To obtain a key Science occupants in these buildings will send an email request to

[email protected] with the following information: • First Name and Last Name, Banner ID number and Position (choose from: Faculty,

Staff, Graduate Student, Undergrad Student, Research Associate, Postdoc) • Email address, campus phone number and doors requiring access • Department and Name of Supervisor

Keys for Students: • ALL students are required to provide a $25.00 deposit. A refund will be issued when

the keys are returned. • If keys are not returned the deposit is the property of the Faculty of Science

Keys Lost: • Lost keys must be reported to the Science Student Office LB 238 • Lost keys are subject to rekeying charges and there is a charge per key for the keys

that need to be replaced. These charges will be reviewed with the Supervisor on a case-by-case basis

Keys Transfer: • Transferring of keys is NOT permitted • Unauthorized keys will be subject to confiscation and loss of key privileges. If you

have keys in your possession which are not signed out to you, or keys that you no longer require, please notify the Student Services Office LB 238

University Key Policy:

• This policy dovetails the University of Regina key and key card procedures which can be found at: http://www.uregina.ca/physplnt/docs/FM_Key_Procedure_May17_2010.pdf


http://www.uregina.ca/physplnt/docs/FM_Key_Procedure_May17_2010.pdf�


53

SCIENCE OPERATIONS – SCIENCE STORES CHEMICAL PURCHASES According to University Policy 40.03, University purchasing cards cannot be used to make inappropriate purchases and hazardous and controlled materials fall into that category. The policy itself can be read here: http://www.uregina.ca/presoff/vpadmin/policymanual/purchasing/4003.shtml The Faculty of Science must be compliant with University policy. This means as of November 2nd, 2009, Science staff buying chemicals are required to use Science Stores for ordering and receiving. The procedure to follow for placing chemical orders in person or online: http://www.uregina.ca/science/index.php?page=technicalservices/Stores Process for Buying Chemicals from Science Stores Complete a Science Stores Requisition Form: using paper form at the Science Stores counter or on-line at: http://www.uregina.ca/science/index.php?page=technicalservices/Stores (If you have problems opening this link from here, please copy and paste it into your browser.) The required information on the requisition form follows: • Date order is placed • Name (or name the person to contact when shipment arrives) • Phone (lab and office) • Email address (to contact for arrival or in case of problems) • Account (university FOAPAL) • Date materials are required (enter the date you need to receive the order) • Quantity (size and number of containers) • Catalogue # and Description (using Supplier’s catalogue; include size [e.g. 500g]

in the description) • Unit price (if known or if you have been given a quotation or quoted price) • Supplier (preferred source and if sole supplier) • Notes and additional information (e.g. quotation #, specific notes about the order, or Supplier

contact person and extension/email/phone # etc.) • Authorization (signature on paper form – direct email also acceptable) Whenever possible, orders from a supplier will be combined to save on shipping and handling fees. Supplier/Vendor Information: Delivery times are based on the item being in stock and closest warehouse to Regina • Sigma Aldrich

• Standard delivery is 1 to 3 business days • Direct on-line ordering by researcher can be arranged with Science Stores • Shipping costs are normally $20 per order + ice if needed

• Fisher

• Standard delivery is 1 to 5 business days • Direct on-line ordering by researcher can be arranged with Science Stores • No shipping costs except for small freight surcharge, possible ice charges

• VWR

• Standard delivery is 1 to 5 business days • Science Stores pursuing direct on-line ordering; will be announced when available • No shipping costs except for small freight surcharge, possible ice charg

http://www.uregina.ca/presoff/vpadmin/policymanual/purchasing/4003.shtml�

http://www.uregina.ca/science/index.php?page=technicalservices/Stores�

http://www.uregina.ca/science/index.php?page=technicalservices/Stores�


54

SESSIONAL LECTURERS (Including CCE, NORTEP & SUNTEP Science Classes) The following procedures govern sessional appointments in the Faculty of Science. 1. Three months prior to each semester the Associate Dean (Academic) will contact the

Department Heads to submit a list of their sessional requirements for the upcoming semester. For each sessional required the Department Head must provide: • Course number(s) • Section • Days and times for each class • Location (CCE Sessions only)

2. Each sessional position will be posted on the Human Resources website using E-

Recruitment. This is mandatory. 3. Following the deadline of the posting, the Department Head reviews the applications and

based on the “Selection Procedures for Appointment” outlined on the next page, recommends the appointment in a memo to the Associate Dean (Academic). The memo must include the following information: • recommended sessional's name (for each course posted) • address • city • postal code • BANNER ID# • Application for Employment (see Human Resources website) • CV

Note: a CV must be included for each sessional recommendation, regardless of the number of times a candidate has been appointed as a sessional.

(Teaching dossiers, etc. are to be kept in the department offices.)

4. The Dean’s Office updates the status in E-Recruitment so the unsuccessful applicants

receive a system generated notice. Note: If no applications are received for a posting, and someone is found to teach the class

after the deadline, a recommendation must be made to the Associate Dean (Academic) following the above procedures.


55

SESSIONAL LECTURERS AND SESSIONAL LAB INSTRUCTORS SELECTION PROCEDURES FOR APPOINTMENT The minimum academic qualification for appointment as a sessional lecturer in the Faculty of Science is a B.Sc. degree in the relevant discipline. In some disciplines there is also the provision for a B.A. degree. For example, in the Department of Mathematics and Statistics, either a B.Sc. or a B.A. in Mathematics, Statistics, or Actuarial Science would meet the minimum qualifications.

Once the deadline for receipt of applications has passed, the Department Head will determine which applicants meet the minimum academic qualifications. From the pool of applicants that meet the minimum academic qualifications, those that qualify for preference as defined in article 13.7 of the University of Regina/Faculty Association Collective Agreement will be identified. The Department Head will first evaluate the applicants that meet the minimum academic qualifications and qualify for preference. These applicants will be evaluated as either suitable or unsuitable. The evaluation will be based on the following:

i) the strength of the applicant’s discipline specific background; ii) the appropriateness of that background for the course that the sessional lecturer

would be appointed to; iii) the strength of the applicant’s teaching record particularly for the Department.

Those applicants determined to be suitable by the Head will then be ranked according to the factors listed above. The top-ranked suitable applicant will then be recommended as a sessional for that class.

In the event of a tie for the top-ranked applicant, priority will be given to the candidate that belongs to the higher category in the following list (given in descending order of priority): Retired faculty members from the Department; Postdoctoral Fellows in the Department; Graduates of the Department’s PhD program who have completed their degree within the last 12 months; Graduate of the Department’s MSc program who have completed their degree within the last 12 months; current graduate students; those who have, over the last three years, taught at least 10 courses as sessionals for the Department.

In the event there are no suitable applicants that meet the minimum academic qualifications and qualify for preference, the Department Head will evaluate and rank only those candidates that meet the minimum academic qualifications, according to the process described above and recommend that the top-ranked suitable applicant be appointed as the sessional lecturer for that course.

In the event there are no suitable candidates that meet the minimum academic qualifications listed in the advertisement for the sessional position, the Department Head may consider other applicants. In doing so, the Department Head may request further information from one or more of the applicants, and may interview one or more of the applicants. If, in the Department Head’s view, one or more of these candidates is suitable as a sessional lecturer for the course, the Head will rank the suitable candidates according to the process described above. The top-ranked candidate will then be recommended to be appointed as sessional lecturer for that course. This however, does not confer upon the applicant the qualifications needed to teach the course in subsequent competitions. If none of the candidates are deemed to be suitable by the Head, the Head will recommend no sessional lecturer be appointed to teach the course.


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SESSIONAL LECTURERS AND SESSIONAL LAB INSTRUCTORS EVALUATION OF TEACHING PROCEDURES Since the Faculty of Science requires good teaching of all academic staff members including sessional lecturers, it follows that teaching by sessional lecturers must be evaluated. The following procedures are intended to ensure the courses taught by sessional lecturers meet the Faculty's pedagogical standards and provide input into decisions regarding appointment. Courses taught by sessional lecturers will be evaluated in accordance with Faculty of Science practice as described in the Guide for Academic Staff Members. This document is available from the Dean’s Office or is available on the Faculty of Science website at http://www.uregina.ca/science/index.php?page=faculty/fsinfor In addition, for each on-campus course taught by a sessional lecturer in the Faculty of Science, the Department Head or designate will visit at least one lecture, and prepare a written report on that visit. A copy of the report will be provided to the sessional lecturer and the Department Head will meet with the sessional lecturer to discuss the report. A copy of the report will be kept on file in the Department. Normally, the assessment by the Department Head or designate will be completed within the first half of the semester. In accordance with Faculty of Science procedures (Section III, Guide for Academic Staff Members) all courses taught by sessional lecturers shall be subject to student evaluations. If there are serious concerns regarding the sessional lecturer’s performance, the sessional lecturer will be invited to meet with the Department Head. The purpose of this meeting is to discuss the concerns and to agree on a process to rectify the problem. The sessional lecturer may be referred to a senior faculty member who acts as a mentor. The sessional lecturer will prepare a written report, outlining the steps taken and how successful they have been in addressing the concern. This report will be submitted to the Department Head and kept on file in the Department. If the concern cannot be resolved satisfactorily in the Department, the Department Head will notify the Associate Dean (Academic). The sessional lecturer will be required to write a self-evaluation outlining the steps taken to resolve the teaching concern and how successful these measures have been. This self-evaluation is to be submitted to the Department Head, who will keep the document on file, with a copy to the Associate Dean (Academic). All applications for a sessional appointment in the Faculty of Science shall include, as part of their teaching dossier, copies of teaching evaluations for all courses taught at the University of Regina in the preceding three years. For courses taught for the Faculty of Science, the teaching evaluation will include the statistical summary sheets from the student evaluations and the reports on classroom visits made by the Department Head or designate, as well as any other documentation that may have resulted from the evaluation process.

http://www.uregina.ca/science/index.php?page=faculty/fsinfor�


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VISITING GRADUATE RESEARCH STUDENTS The visiting graduate research student category is available to graduate students who are enrolled in a degree program at an accredited university. An accredited faculty member at the University of Regina must agree to supervise and take responsibility for the visiting graduate research student during their stay. Visiting graduate research students will be afforded access to basic research services and to basic student services. Please note that visiting graduate research students may not enroll in, or audit, courses at the University during their stay. Procedure for Application and Admission: In keeping with the attached policies and procedures of the Faculty of Graduate Studies and Research, the Faculty of Science has developed the following criteria for recommending visiting graduate research students. Please review the entire policy and procedure before requesting admission. 1. An accredited faculty member requests the admission of a visiting graduate research

student by sending a memo to the Department Head that includes: • A research plan along with a letter of permission from the home institution • Confirmation that the applicant is an enrolled graduate student • Completed Visiting Graduate Research Student Application form signed by the

student and supervisor • Duration of stay • Funding arrangements • Funding certificate from sponsoring institution • Space requirements

2. The Department Head recommends the admission of the visiting graduate research

student by sending a memo to the Dean that includes: • The supervising faculty member’s request and research plan • Letter of permission from the home institution • Confirmation student is an enrolled graduate student • Explanation of funding arrangements • Funding certificate from sponsoring institution • Completed Visiting Graduate Research Student Application form signed by the

student, supervisor and Department Head • Confirmation of space.

3. The Dean sends a memo of support along with the package of information to the Dean of

the Faculty of Graduate Studies and Research. Admission as a visiting graduate research student is at the discretion of the Dean of the Faculty of Graduate Studies and Research.

4. From the Faculty of Graduate Studies – Classification of Students

Visiting Students. Visiting Students are in one of three categories: visiting in conjunction with a formal transfer agreement; by a letter of permission; by a formal exchange agreement. Visiting Graduate Research Student. Research has become increasingly interdisciplinary and networked, and as well, research equipment has become more specialized and costly. Accordingly, graduate students from one university may seek opportunities to spend time at another university in order to complete or enhance their research. The Faculty of Graduate Studies and Research (FGSR) encourages


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graduate student mobility nationally and internationally in order to foster the exchange of ideas, specialized training, research collaboration, and interdisciplinary.

The visiting graduate research student category is available to graduate students who are enrolled in a degree program at an accredited university. Students register in GRST 995AG each semester, and other than incidental fees, including the $100 fee for international students, no other fees apply. Visiting graduate research students will be afforded access to basic research services and to basic student services. Access to health and other benefits plans, transit passes, etc. will need to be arranged separately. Please note that visiting graduate research students may not enrol in, or audit, courses at the University during their stay.

5. Application and Admission: An accredited faculty member at the University of Regina must agree to supervise and take responsibility for the visiting graduate research student during his/her stay. It is the responsibility of the prospective visiting student to find a supervisor who is willing to host the stay. A research plan along with a letter of permission from the home institution and confirmation that the applicant is an enrolled graduate student must be part of the application materials. Application is made to the prospective supervisor who in turn seeks approval from the head of the academic unit, and the corresponding Dean of the faculty as may apply. The Visiting Graduate Student Research Application Form and corresponding materials (including all required approval) are then sent to the FGSR office for processing.

Notes: There should be written agreements between the visiting graduate research students, home supervisors and host supervisors concerning issues such as intellectual property, stipend and benefits, travel costs, access to research equipment and supplies, research ethics, space etc. 1. There should be written agreements between the visiting graduate research

students, home supervisors and host supervisors concerning issues such as intellectual property, stipend and benefits, travel costs, access to research equipment and supplies, research ethics, space etc.

2. Admission as a visiting graduate research student is at the discretion of the Dean of the Faculty of Graduate Studies and Research.

3. The category of visiting graduate research student is not intended to replace any existing arrangements between institutions

http://www.uregina.ca/gradstudies/forms/visiting_research_student_app.doc�


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VISITING SCHOLARS Visiting Scholars are usually funded by their institution/country, however, funding may be provided or supplemented by a faculty member(s) and/or department. Procedure for Appointment: Before a visiting scholar is appointed in the Faculty of Science the policies and procedures of the University of Regina Visiting Scholar Program must be complied with. When this has been completed the steps below explain the internal criteria for a Faculty of Science Appointment 1. A faculty member requests the appointment of a visiting scholar by sending a memo to

the Department Head that includes: • An explanation of the funding arrangements • Funding certificate from sponsoring institution • Duration of the appointment • Candidate’s CV

2. The Department Head recommends the appointment by sending a memo to the Dean

that includes: • Confirmation of space • The faculty member’s request for the appointment • Explanation of the funding arrangements • Funding certificate from sponsoring institution • Duration of appointment • Candidate’s CV.

3. The Dean sends a memo of support along with the package of information to UR

International with a copy to the Department Head and faculty member. UR International checks the information provided, puts visa process in motion and prepares appointment letter for Vice President (Research) to sign. UR International mails the letter to the candidate and sends a copy to the appropriate Canadian Embassy, the Dean’s Office, Department Head and faculty member(s).


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UNIVERSITY OF REGINA GENERAL POLICIES AND PROCEDURES FOR VISITING SCHOLARS

Visiting Scholar Program For more information see http://www.uregina.ca/international/for-faculty-staff/hosting.html

Visiting Scholar Program Purpose The purpose of the Visiting Scholar Program is to provide academic and professional development opportunities for international scholars that are mutually beneficial to the Scholar, their home institution, and the University of Regina. The intent of the Visiting Scholar Program is also to contribute to the international mission of the University of Regina through the exchange of research, scholarship and education. Administration of Visiting Scholar Program This program is administered by UR International, in consultation with the academic units. Visiting Scholar Appointments Visiting Scholars are appointed by the Vice-President (Research) (VPR) and can be initiated by the following:

1. Host Faculty member - providing support documentation 2. International scholar –sending a letter of request, with appropriate documentation 3. Sponsoring international institution or organization 4. OICD requests a yearly nomination by partner organizations (NPC, SAFEA, Hunan

University, Shandong University, Jilin Province) General Procedures

1. The appropriate documentation should be sent to UR International, from the host faculty member, the candidate, or the sponsoring institution. This would include:

● a current CV ● research/study plan/goals for time here ● letter(s) of recommendation (two are preferred) ● a current picture ● confirmation of funding (if provided from an outside source) ● letter of approval from the Dean and appropriate Head (if applicable) ● name of contact person from the faculty (UR International will ensure that someone

has been appointed) 2. UR International prepares and sends out the invitation letter. 3. UR International and/or the appointed faculty member will follow up on the file to determine date of

arrival. Visiting Scholar Responsibilities

1. Documentation: Prior to any appointment, each Visiting Scholar candidate is required to provide:

● Letter of introduction stating purpose and academic plan ● Current resume ● Research/study plan ● Current identification photo ● Statement of financial support ● Sufficient background information to allow the host unit to assess the

research interests and needs of the Visiting Scholar and to determine the compatibility with the research programs of Faculty members.

● Prior to departure from their home country, the visiting scholar should ensure that s/he has sufficient international life insurance.

http://www.uregina.ca/international/for-faculty-staff/hosting.html�


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2. The Visiting Scholar will make application for a visa (for country entrance) and work permit (in order to obtain Saskatchewan Health coverage upon arrival) through the closest Canadian Embassy or Consulate office in their country of origin.

3. Upon arrival at the University of Regina, if the Visiting Scholar wishes to audit a class, he should speak with his advisor about the procedure to obtain permission for non-credit and participatory-audit status, which will allow him/her to attend university course(s). Both the faculty member and the Visiting Scholar should keep track of what courses s/he audits over his/her time here.

4. The Visiting Scholar should work with the faculty advisor to develop his/her research plan.

5. If the scholar wishes to take English as a Second Language courses, the fees will be waived; however, s/he is required to participate fully in all classes and programs.

6. Visiting Research Scholars should to participate in as many academic seminars and cultural experiences as possible.

7. The Visiting Scholar should be prepared to make a presentation or a lecture on his/her area of expertise.

8. The scholar will provide mid-point and final assessment reports to UR International.

UR International Responsibilities 1. Serve as a resource for all inquiries related to visiting scholar matters. 2. Ensure that the correct procedures are followed and that all documentation has been

received. 3. Provide the host faculty member with a copy of the Visiting Scholar procedure. 4. Prepare the letter of invitation that will be signed by the VPR and then send that letter

to the candidate (by fax and by mail), so that they can begin to apply for their visa. 5. Send copy of the invitation letter to the Dean, Head, faculty member and appropriate

Canadian Embassy. 6. Maintain communication with the visiting scholar to as to visa process and arrival date 7. Provide the visiting scholar with contact information for the UR International office and

any other contact persons on campus. 8. Provide each new visiting scholar with a folder of information on the University of

Regina, and tourism information from Tourism Regina and Sask Tourism. 9. Enter each new visiting scholar on Banner and note the ID number for inclusion in the

letter of introduction. 10. Prepare a letter of introduction for each Visiting Scholar for use in obtaining University

identification and access to campus facilities. 11. Arrange for welcoming Visiting Scholars at the airport. 12. Arrange for a welcome lunch with UR International and others that might be

appropriate as soon after arrival as possible. 13. Arrange for appointments for Visiting Scholars with the International Student Success

Office to facilitate the process for obtaining Saskatchewan Health coverage and a Canadian Social Insurance number and with assigned faculty member.

14. Maintain Visiting Scholar files that will include contact information (temporary and permanent addresses, telephone and office locations etc.) and copy of documents (all application and faculty support documents, course audit information, passport, visa, work permit and all reports).

15. Provide HR with copies of documents and a payroll change form, along with a copy of their passport, visa, and social insurance number if they are to receive a scholarship from the U of R. (A specific request should be included, asking that the final payment be combined with the second last payment, because scholars usually leave before the end of the their last month here).

16. Maintain regular communication with Visiting Scholars. 17. Arrange joint meetings with all Visiting Scholars. 18. Provide assistance where necessary (e.g. invitation of family members to visit). 19. Provide gifts for Visiting Scholar on appropriate occasions (e.g. Christmas and upon

pending departure).


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20. Provide Visiting Scholar Program assessment forms to all Visiting Scholars and Host Faculty member advisors (semi-annual and final).

21. Provide official University of Regina certificates signed by the VPR, a letter of commendation recognizing the Visiting Scholar's research/study experience prior to departure.

22. Send an official letter of commendation to the Visiting Scholar's country of origin Embassy or Consulate located in Canada (Education Office), detailing their research and study activities while here.

23. Arrange for a farewell lunch with the Visiting Scholar and appropriate U of R personnel prior to his/her departure and present him/her with an appropriate gift, the certificate and letter(s) in a U of R presentation folder (in UR International office).

Faculty Responsibilities

1. Each faculty will develop internal criteria for selecting visiting scholar candidates. 2. Provide UR International with a letter supporting the visiting scholar’s nomination,

indicating the academic field, appointment time period, host faculty member’s name, source of support, arrangements for office, computer, lab facilities (if necessary), telephone, etc.

3. Identify a particular faculty member with relevant expertise and interest as host 4. Make arrangements to:

● Assist in locating appropriate housing (prior to arrival) ● Meet the Visiting Scholar upon arrival at the airport ● Assist the Visiting Scholar as s/he settles in ● Provide appropriate office space and resources including computer, phone,

fax, e-mail account, laboratory facilities, etc. 5. Provide an orientation to the academic unit 6. Introduce the Visiting Scholar to the:

● Director of UR International, if they have not met already ● Vice-President (Research), if they have not met already ● Faculty, students, and staff in the host faculty ● General University of Regina community (this could include arranging

meetings with the City, Province, Federal government, businesses, STEP, etc. depending on the visiting scholar’s experience and interests)

7. The appointed faculty member should work with the Visiting Scholar to develop an appropriate research plan.

8. Allocate sufficient time for discussion and consultation. 9. Encourage the Visiting Scholar to participate in day-to-day activities (e.g., committee

meetings, host faculty functions/meetings, seminars, research activities, etc.). 10. When appropriate, include the VPR and the Director of UR International in meetings

with the visiting scholars. 11. Help the Visiting Scholar obtain permission to participate (on a participatory-audit

basis) in courses that fit the Scholar’s research plan, if appropriate. 12. Provide a time for the Scholar to give a public presentation on their area of expertise

or work. 13. Arrange for the Scholar to provide a lecture or team teach a course, if appropriate. 14. As appropriate, arrange for joint research collaboration. 15. Communicate any concerns or questions to UR International. 16. Provide mid-point and final visiting scholar program evaluations. The final evaluation

should include: a list of courses audited, activities engaged in, courses observed or taught, writing or collaboration in writing articles or conference presentations, a description of research engaged in or whatever else may be appropriate.


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Faculty of Science Checklist for the Appointment of a Postdoctoral Fellow or Research

Associate

• A Postdoctoral Fellow has recently completed the requirements for a Doctoral degree and is increasing research experience by engaging in research work in collaboration with a faculty member.

• A Postdoctoral Fellow (PDF) is hired by a faculty member and usually funded by the faculty member’s research grant.

• Complete procedures available on the Faculty of Science Website at: http://www.uregina.ca/science/files/Science%20Policies%20&%20Procedures%20Manual.pdf#page=32 (page 32 of the Faculty of Science Policies & Procedures Manual).

This form must be completed and submitted with accompanying documentation to the Dean’s Office, Faculty of Science. Name of Candidate: __________________________________ Department :_________________________________________ COMPLETED

Written recommendation of appointment from the faculty member to the

Department Head indicating how the appointment will be funded, the proposed research plan and duration of appointment

The candidate’s curriculum vitae

Official transcripts

Original letters of reference (usually 2 or 3)

Written recommendation of appointment from the Department Head to the

Dean of Science confirming funding, space and duration of appointment

Copy of appointment letter (prepared by faculty member, after approval by

the Dean) *This document may be submitted to the Dean’s Office at a later date

• The Dean’s Office advises the Department Head (with a copy to the faculty member) that the

faculty member can proceed with the appointment. • The appointment letter is prepared by the faculty member and copied to the Dean’s Office and the

Department Head. • The original signed acceptance is retained in the Dean’s Office and a copy is provided for the

Department Head. • The Dean’s Office is the official office of record and retains the original documents. Department Head or Designate:_______________________________ Date:___________________

http://www.uregina.ca/science/files/Science%20Policies%20&%20Procedures%20Manual.pdf#page=32�

http://www.uregina.ca/science/files/Science%20Policies%20&%20Procedures%20Manual.pdf#page=32�


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INSERT DEPARTMENT LETTERHEAD HERE Date Name Address Dear Name: On behalf of the University of Regina I am pleased to confirm your appointment as a Post Doctoral Fellow in the (insert department here). By accepting this position you will be joining a dynamic community of almost 15,000 students, faculty, and staff working together to make the University of Regina one of Canada’s best comprehensive universities. You will be paid at a monthly salary of (insert rate monthly pay) (plus holiday pay or specify time off in lieu) for the period (insert start date here) to (insert end date here) based on (insert number of hours here) hours per month at an hourly rate of (insert hourly rate before any applicable holiday pay here), subject to availability of work and provision of funds. The Employment Insurance Regulations require a person to apply for a Social Insurance Number (SIN) and to present the SIN card to his or her employer within three days of receiving it. However, the legislation does not prevent people from working in insurable employment if they have not yet received their SIN and card. If you do not have a SIN you must apply for one right away. Please visit the main office of Department to pick up the required forms to be submitted in application for your SIN. If this is your first appointment with the university, please complete the enclosed forms and return to Human Resources:

• TD1 forms (federal and provincial) • authorization for direct bank deposit form • copy of student work/Visa or permanent resident card (if applicable) and SIN

Sincerely, Name Title Department cc: Name, Head, Department of D. Gagnon, Dean of Science Human Resources


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INSERT DEPARTMENT LETTERHEAD HERE Date Name Address Dear Name: On behalf of the University of Regina I am pleased to inform you that you are the successful candidate for the casual, non-union Research Associate (position number RESAST) position in (insert department here). By accepting this position you will be joining a dynamic community of almost 15,000 students, faculty, and staff working together to make the University of Regina one of Canada’s best comprehensive universities. You will be paid at a monthly salary of (insert rate monthly pay) plus holiday pay for the period (insert start date here) to (insert end date here) based on (insert number of hours here) hours at an hourly rate of (insert hourly rate before holiday pay here), subject to availability of work and provision of funds. The Employment Insurance Regulations require a person to apply for a Social Insurance Number (SIN) and to present the SIN card to his or her employer within three days of receiving it. However, the legislation does not prevent people from working in insurable employment if they have not yet received their SIN and card. If you do not have a SIN you must apply for one right away. Please visit the main office of Department to pick up the required forms to be submitted in application for your SIN. If this is your first appointment with the university, please complete the enclosed forms and return to Human Resources:

• TD1 forms (federal and provincial) • authorization for direct bank deposit form • copy of student work/Visa or permanent resident card (if applicable) and SIN

Sincerely, Name Title Department or Faculty cc: Name, Head, Department of D. Gagnon, Dean of Science Human Resources


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FACULTY OF SCIENCE

VACATION ENTITLEMENT AND LEAVE RECORD (2011-12)

The purpose of this form is to track vacation usage as per Article 23.2.2 of the 2008-2011 URFA Collective Agreement. Please forward the completed copy of this form to the Dean’s Office prior to June 30th. NAME: ______________________________ EMPLOYEE ID# __________________ VACATION BALANCE AS OF July 1, 2011: [total of carry forward from previous year and vacation entitlement for 2011/12] (a) *Please indicate the number of vacation days taken in the past year in the “Vacation Used (Days)” column below, and enter the total number of days in “Total Vacation Used” (b):

MONTHS VACATION USED (DAYS)

July 2011 __________________

August 2011 __________________

September 2011 __________________

October 2011 __________________

November 2011 __________________

December 2011 __________________

January 2012 __________________

February 2012 __________________

March 2012 __________________

April 2012 __________________

May 2012 __________________

June 2012 __________________ VACATION USED TO JUNE 30, 2012 (b) VACATION BALANCE AS OF JUNE 30, 2012 (a - b) (c) VACATION ENTITLEMENT JULY 1, 2012 TO JUNE 30, 2013: (d) (Accrual advanced July 2012 to June 2013) CARRY OVER PLUS ANNUAL ENTITLEMENT (c + d) _________________ Signature:_______________________________ Date:______________________________ Department Head:__________________________ Dean of Science: _____________________

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