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Policy 45: Governance Councils

1. Purpose of the Policy 

This policy establishes academic governance structures, communication, decision-making, and reporting requirements to the Toronto Metropolitan University Senate. To accomplish this purpose as effectively and efficiently as possible, the policy addresses two overarching aims:

  1. to clarify roles and responsibilities of members of councils; and
  2. to articulate the relationship between and among councils, members of councils, and the Senate.

2. Application and Scope

As per the Toronto Metropolitan University Act, the Senate Bylaw, university policy, and collective agreements, regulation of academic matters is the primary scope of this policy. This policy establishes the requirements and procedures for governance councils and their relationship and reporting requirements to the Senate. Such councils may not make recommendations or establish policies or procedures that contravene the Toronto Metropolitan University Act and the powers assigned therein to the Board of Governors, or any university policy or collective agreement.

2.1. Councils governed under this policy:

2.1.1. Undergraduate Program Councils;

2.1.2. Department/School/Program Councils;

2.1.3. Faculty Councils;

2.1.4. Graduate Program Councils;

2.1.5. Yeates School of Graduate and Postdoctoral Studies Council;  

2.1.6. G. Raymond Chang School of Continuing Education Council

2.1.7. School of Medicine Council and its subsidiary councils

2.1.7.1. School of Medicine, Education Section Council

2.1.7.2. School of Medicine, Undergraduate Medical Education Program Council

2.1.7.3. School of Medicine, Undergraduate Medical Education Admissions Council.

3. Definitions

3.1. Chair is the Chair of a Department or School.  

3.2. Clinical Academic Department Head is the lead of a clinical academic Department in the School of Medicine.

3.3. Clinical Faculty Member includes all members appointed to the School of Medicine in accordance with the Board’s Clinical Faculty Policy.

3.4. Continuing Education Contract Lecturer includes all part-time, sessional Continuing Education instructors who are represented by Unit 2 of CUPE Local 3904.

3.5. Continuing Education Student is an individual registered in a Chang School course, and not simultaneously registered in an undergraduate/graduate program at Toronto Metropolitan University.

3.6. Contract Lecturer includes all part-time and sessional instructors who are represented by Unit 1 of CUPE Local 3904.

3.7. Council Chair is the elected or ex officio chair of a Council.

3.8. Dean is the Dean and head of a Faculty. 

3.9. Dean of Record is a Dean named by the Provost and given decanal authority over an interdisciplinary program.

3.10. The Associate Dean of a Faculty is appointed according to Board policy and has a range of Faculty-wide responsibilities assigned by the Dean.

3.11. Department/School/Program is an academic unit, headed by a Chair or Director, that resides in a Faculty and has responsibility for the development, delivery and administration of academic programs, Chang School degree credit courses, and department-based Chang School Certificates.

3.12. Department in the School of Medicine is a clinical academic Department, led by a Head and organized into Divisions, that is responsible for the delivery of the School’s academic programs and has clinical faculty members who engage in delivering clinical services.

3.13. Director is the Director of a School, Department, or Program. 

3.14. Division is an academic unit within a clinical academic Department in the School of Medicine responsible for a specific discipline or domain.

3.15. Division Director is the leader responsible for a Division within a clinical academic department in the School of Medicine.

3.16. Faculty is an overarching academic unit, headed by a Dean, that may comprise Departments and/or Schools or be structured according to a specific function. For the purpose of this policy, Faculty also includes: The G. Raymond Chang School, the School of Medicine, The Creative School, the Lincoln Alexander School of Law, the Yeates School of Graduate and Postdoctoral Studies and The Ted Rogers School of Management. 

3.17. F(f)aculty Member includes all current tenure streams and limited term faculty members represented by the Toronto Metropolitan University Faculty Association (TFA).

3.18. Postgraduate Medical Education Trainee is an individual registered in a Postgraduate Medical Education (PGME) program at Toronto Metropolitan University.

3.19. Staff are personnel associated with the unit who are designated as MAC or are represented by OPSEU.

3.20. Student is an individual registered in a program or course of study at the University that leads to a degree, diploma or certificate of the University.

3.21. Vice Dean is a role within the School of Medicine that leads an academic section (e.g. Education Section) and encompasses several offices and subsidiary units within the School of Medicine.

4. Values and Principles 

The values stipulated in the Toronto Metropolitan University Academic Plan are applicable and fundamental to this policy.

4.1.  Transparency in the consideration of academic matters and in collegial decision-making.

4.2. Collaborative processes to ensure that all parties relevant to the matter at hand, and their respective roles, responsibilities, and views are taken into account in deliberation, decision-making, and resultant action.

4.3. Responsiveness to facilitate the proactive and timely consideration of, and action on academic matters.

4.4. Accountability to the Institution, and its stakeholders.

4.5. Inclusive Academic Excellence by embedding the principles of EDI and accessibility into academic decision making to leverage the diversity of knowledge, perspectives and experiences that enrich every aspect of the community.

5. Roles and Responsibilities

5.1.  Deans

Deans are responsible for the overall effective and transparent leadership and governance of a respective Faculty in accordance with the provisions of the Toronto Metropolitan University Act, university policies and procedures, and collective agreements, under the authority of the Provost. 

As per Toronto Metropolitan University’s bicameral governance structure, decanal authority vis-à-vis councils is specific to academic matters, which includes, but is not limited to, approving Department/School/Program Council recommendations and reports prior to submission to any body external to the Faculty, including Senate; and reporting to Senate on approved policies that pertain to the Faculty as a whole (e.g., major curriculum revision, new program development, matters with resource or human resource implications).

Deans are expected to consult and communicate with one another, and with Faculty/Department/School/Program colleagues to ensure effective and transparent leadership.

5.2. Deans of Record

Deans of Record are responsible for the overall leadership and governance of an interdisciplinary (or multi-disciplinary) graduate or undergraduate program in accordance with the provisions of the Toronto Metropolitan University Act, university policies and procedures, and collective agreements. 

As per Toronto Metropolitan’s bicameral governance structure, decanal authority vis-à-vis councils is specific to academic matters, which includes, but is not limited to, approving program council recommendations and reports prior to submission to any body external to the program, including Senate; and reporting to Senate on approved policies that pertain to the program as a whole (e.g., major curriculum revision, new program development, matters with resource or human relations implications). 

Deans of Record are expected to consult and communicate with one another, and with Faculty/Department/School/Program colleagues to ensure effective and transparent leadership.

5.3. Chairs/Directors (C/D)

Chairs/Directors are appointed as per the collective agreement between the TFA and the University, and are responsible for academic and administrative leadership within the respective Department/School/Program in accordance with the collective agreement, and Department/School/Program, Senate, and University approved policies and procedures.

5.4. Clinical Academic Department Heads

Clinical Academic Department Heads are appointed in accordance with the Appointment of Clinical Academic Portfolio Leaders Policy for the School of Medicine and are responsible for leadership of a clinical academic Department.

5.5. Division Directors

Divisional Directors are appointed in accordance with the School of Medicine’s Appointment of Clinical Academic Portfolio Leaders Policy and are responsible for leading a Division within a clinical academic Department responsible for one or more specialties or subspecialties or areas of focused competency recognized by the Royal College of Physicians and Surgeons of Canada or the College of Family Physicians of Canada.

5.6. Graduate Program Directors (GPDs)

Graduate Program Directors are, in the case of department/school-based graduate programs, recommended by the Chair/Director of the respective Department/School, in consultation with the Graduate Program Council (GPC) and the respective Dean, for appointment by the respective Dean. 

In the case of Faculty-based graduate programs, are recommended by the respective Dean in consultation with the Graduate Program Council (GPC), for appointment by the respective Dean. 

In the case of interdisciplinary graduate programs, GPDs are recommended by the Dean of Record, in consultation with the members of the GPC, for appointment by the Vice-Provost and Dean of the Yeates School of Graduate and Postdoctoral Studies (YSGPS) following a transparent process agreed upon by the two Deans. Such a process may be detailed in the Bylaw of the program council. 

GPDs are responsible for ensuring that all aspects of their graduate program function as per policies, procedures, and requirements of YSGPS. 

GPDs shall communicate and consult with the relevant Chairs/Directors on matters that have broader implications for the Department/School (e.g., curriculum revision, new program/field development, advisor/supervisor student relations).

5.7. Undergraduate Program Directors (UPDs),

Undergraduate Program Directors, in the case of departmentally-based programs, are recommended by the Chair/Director of the Department/School, who may consult with the members of the UPC or D/SC, for appointment by the Dean of the relevant Faculty. In the case of interdisciplinary programs, UPDs are appointed by the Dean of Record, who may consult with the members of the UPC. 

UPDs have a range of responsibilities assigned by their Chair/Director or, in the case of interdisciplinary programs, by their Dean, which include, but are not limited to, overseeing the development, implementation, and assessment of academic programs and facilitating student success.

6. General Regulations 

6.1. Undergraduate Program Councils 

Undergraduate Program Councils (UPC’s) will be constituted in a manner most appropriate for the needs of the respective Department(s)/ School(s)/ Faculty(/ies)/Program(s) providing undergraduate education. Such Councils are mandatory for all interdisciplinary programs, but not required where a D/SC has jurisdiction over a program. The structure and membership will be determined by a Bylaw approved by the relevant Dean and by the Senate. The initial Bylaw of any UPC will be established via a consultative process involving the Undergraduate Program Director.

6.2. Department/School Councils

Department/School Councils (D/SCs) will be constituted as appropriate with a structure and membership and recordkeeping as determined by Bylaws approved by the relevant Dean and Senate. 

6.3. Faculty Councils

There will be a Faculty Council for each Faculty except the Yeates School of Graduate and Postdoctoral Studies (see Section 6.5), the G. Raymond Chang School of Continuing Education (see Section 6.6) and the School of Medicine (see Section 6.7). 

*Note: where no formal Faculty Council currently exists within a Faculty, the Dean will have a period of two academic years from the most current date of Senate approval of this policy to constitute a formal Faculty Council and its necessary Bylaws.

6.4. Graduate Program Councils 

Graduate Program Councils will be constituted in the manner most appropriate for the needs of the respective Department(s)/School(s)/Faculty(/ies)/Program(s) providing graduate education, with a structure and membership determined by Bylaws submitted for approval to the Vice-Provost and Dean of Yeates School of Graduate and Postdoctoral Studies (YSGPS), who shall consult with affected Faculty Deans before submitting Bylaws for Senate consideration. The initial Bylaws of GPCs will be established via a consultative process involving the Graduate Program Director (GPD), affected Chair(s)/Director(s), affected Faculty Dean(s) or designate(s), and the Vice-Provost and Dean of YSGPS or designate.

6.5. The Yeates School of Graduate and Postdoctoral Studies Council 

The Yeates School of Graduate and Postdoctoral Studies (YSGPS) Council, with approval of the Vice-Provost and Dean of YSGPS, reports to Senate on matters pertaining to graduate education including, but not restricted to, major graduate curriculum changes, new graduate program development (fields, areas of emphasis), graduate certificates and/or diplomas, graduate program reviews and YSGPS policies with university-wide effect.

6.6. The G. Raymond Chang School of Continuing Education (hereafter “Chang School”) Council 

The Chang School of Continuing Education Council (CSC), with approval of the Chang School Dean, reports to the Senate on new certificate, microcertificate, microcredential proposals, certificate program reviews, course series and other programs, and on academic policies pertaining to the Chang School.

6.7. The School of Medicine and its subsidiary councils:

6.7.1. The School of Medicine Council. The School of Medicine Council, with the approval of the School of Medicine Dean, reports to the Senate on matters pertaining to medical education.

6.7.2. The School of Medicine Education Section Council. This is a subsidiary council of the School of Medicine Council that will be constituted in a manner most appropriate for supporting the needs of the academic programs within the School of Medicine. 

6.7.3. The School of Medicine Undergraduate Medical Education (UGME) Program Council (UPC) supports the needs of the Doctor of Medicine (MD) program. This is a subsidiary council to the School of Medicine Education Section Council (ESC). 

6.7.4. The School of Medicine Undergraduate Medical Education Admissions Council (UAC) supports the admissions-related needs of the MD program. This is a subsidiary council to the School of Medicine Education Section Council (ESC) that determines and revises admissions criteria and procedures. 

7. Dispute Resolution 

7.1. In the event of a disagreement between a Department/School/Program Council and a Chair or Director, the relevant Dean, in consultation with the parties involved, shall decide how to proceed. 

7.1.1. In the School of Medicine, in the event of a disagreement between the UPC and the Associate Dean, UGME, the School of Medicine Dean and Vice-Provost Medical Affairs, in consultation with the parties involved, shall decide how to proceed.

7.2. In the event of a disagreement between Deans or between a Dean and a Department/School/Program Council, the Vice-Provost Academic for undergraduate or the Vice-Provost and Dean, YSGPS for graduate, will facilitate a negotiated solution. If a negotiated solution is not possible, the Provost will resolve the issue. (see Procedures Section 8) 

Bylaws and Policies Related to Policy 45

Senate Bylaw #1  Articles 8.1, 8.2, 8.3 (external link) 


RELATED POLICIES 

Policy 21 Academic Jurisdiction

Policy 76 Development and Review of Continuing Education Offerings

Policy 103 Mission and Aims of Toronto Metropolitan University

Policy 110 Institutional Quality Assurance Process

Policy 112 Development of New Graduate and Undergraduate Programs

Policy 126 Periodic Program Review of Graduate and Undergraduate Programs

Policy 127 Curriculum Modifications: Graduate and Undergraduate Programs 

Policy 158 Program Advisory Councils 

Policy 166 Course Management Policy

 

PROCEDURES - Policy 45: Governance Councils 

1. Undergraduate Program Councils (UPCs)

1.1. Roles and Responsibilities

1.1.1. UPCs are the consultative and collegial bodies responsible for academic matters specific to the interdisciplinary undergraduate program or, in cases where they are created to manage departmentally-based undergraduate programs, to the Department/School/Faculty.

1.1.2. UPCs will collaborate in a transparent manner with related D/SC(s), Chair(s)/Director(s), relevant Dean(s) or designate(s), and with relevant Faculty Council(s) and standing committees thereof.

1.1.3. UPCs will approve policy and procedure with significance and effect exclusive to the program. Consultation with, and endorsement by, the UPD, and the relevant Dean or designate is required before implementation of significant changes.

1.1.4. UPCs may formulate and communicate recommendations regarding policies and procedures with implications beyond the program to the UPD and/or relevant Dean and/or designate. Endorsement or such recommendations by the UPD and the relevant Dean and/or designate(s) is required before submission to any body beyond the program. If there are no ramifications beyond the Faculty, the matter may be settled there. If there are broader ramifications, the matter shall be submitted to the Senate, its standing committees (e.g., ASC) or, where relevant, to the Chang School or YSGPS Councils.

1.1.5. UPCs may report to the Senate through the Academic Standards Committee (ASC) for undergraduate matters that affect academic programming and/or other academic matters of general interest.

1.2. Membership 

In Department/School/Faculty based programs, the UPC should include:

1.2.1. The Department/School Chair/Director;

1.2.2. The Undergraduate Program Director (UPD), where one has been appointed;

1.2.3. Faculty members who teach regularly in, or are active in the administration of, the undergraduate program. Normally all these faculty members will be UPC members but, where impractical (e.g., size), representation may be otherwise stipulated by the Bylaw. 

1.2.4. Where a Bylaw defines a UPC membership that is any subset of the faculty participating actively in the program, the Bylaw shall provide justification for the chosen structure, and shall ensure that the subset is elected by all faculty participating actively in the program;

1.2.5. Students elected by and from undergraduate students in the program(s) should be representative of the relevant stakeholder groups for example; 

1.2.5.1. by program (where multiple programs reside within one department or school), 

1.2.5.2. by year of study, (1 - 4+), 

1.2.5.3. at-large positions that may be held by any classification of student, and

1.2.5.4. students with an equity and community inclusion perspective.

At a ratio of not less than one-fourth and not more than one-third of the total voting faculty members on the UPC, as stipulated in the Bylaw.

1.2.6. Other voting members, as specified in the UPC Bylaw, which may include, but is not necessarily restricted to, contract lecturers representatives, faculty members from related programs, adjunct faculty, postdoctoral fellows, staff, and alumni.

1.2.7. The UPC may specify, in its Bylaw, any non-voting members entitled to attend meetings of the Council.

In Interdisciplinary programs, the UPC should include:

1.2.8. the Undergraduate Program Director (UPD);

1.2.9. Department/School Chairs/Directors from programs with direct involvement in the program, as determined by the Dean of Record;

1.2.10. Faculty members who teach regularly in, or are active in the administration of, the undergraduate program. These faculty members will be UPC members but, where impractical (e.g., size), representation may be otherwise stipulated in the Bylaw; 

1.2.1.1. Where a Bylaw defines a UPC or GPC membership that is any subset of the faculty participating actively in the program, the Bylaw shall provide justification for the chosen structure, and shall ensure that the subset is elected by all faculty participating actively in the program;

1.2.12. Students elected by and from undergraduate students in the program, should be representative of the relevant stakeholder groups for example; 

1.2.12.1. by program (where multiple programs reside within one department or school), 

1.2.12.2. by year of study, (1- 4+), 

1.2.12.3. at-large positions that may be held by any classification of student, and; 

1.2.12.4. students with an equity and community inclusion perspective.

at a ratio of not less than one-fourth and not more than one-third of the total voting faculty members on the UPC, as stipulated in the Bylaw.

1.2.13. Other voting members, as specified in the UPC Bylaw, which may include, but is not necessarily restricted to, faculty/contract lecturer representatives, faculty/contract lecturers from related programs, adjunct faculty, postdoctoral fellows, staff, and alumni.

1.2.14. The UPC may specify, in its Bylaw, any non-voting members entitled to attend meetings of the Council.

1.3. Meetings 

UPCs should meet at least twice a year, once in each of the Fall and Winter semesters. Between meetings of the UPC, less formal meetings of faculty (and others, depending on program tradition) may advise the UPD. Gathering of the membership may be held either hybrid or in person, synchronously.

1.4. Bylaw

Each UPC will function according to a Bylaw, which must be approved by the Senate. Such Bylaw must address matters including, but not necessarily restricted to:

1.4.1. membership (see Part 1.2 above);

1.4.2. a mechanism for the selection of a Council Chair;

1.4.3. the mechanism by which tied votes will be resolved (e.g., deemed lost; or Council Chair voting to break a tie);

1.4.4. the circumstances under which the Council Chair may vote (e.g., always, perhaps with a second, ‘casting’ vote to break a tie; or only to break a tie);

1.4.5. quorum, which must specify;

1.4.5.1. the minimum number or percentage of council members required to conduct business;

1.4.5.2. that a majority of those present must be faculty; and 

1.4.5.3. that faculty members on leave will not be counted in the quorum calculation unless present at the meeting either personally or via such other media as Council may permit;

1.4.6. the establishment of standing committees (e.g., curriculum) and sub- committees, if desired and the structure and operational rules of committees or subcommittees so created;

1.4.7. rules regarding the creation and operation of any ad hoc committees. The UPC may establish such ad hoc committees as it deems necessary but must, at the creation of the committee, specify the committee membership, mandate and timeline, committee chair, quorum, and reporting relationship; and

1.4.8. the process, and percentage of affirmative votes necessary, to amend the Bylaw.

2. Department/School Councils (D/SC's) 

2.1. Roles and Responsibilities 

2.1.1. D/SCs are the consultative and collegial bodies responsible for academic matters specific to the Department/School and its programs, courses and service teaching courses. Depending on the nature of the matter, they approve, report, or make recommendations to Chairs/Directors and/or the Dean or designate, and/or Senate.

2.1.2. D/SCs will approve policy and procedure with significance and effect exclusive to the Department/School. Endorsement by the Chair/Director, and consultation with, and endorsement by, the Dean or designate is required before implementation of significant changes.

2.1.3. D/SCs may formulate and communicate recommendations regarding policies and procedures with implications beyond the Department/School to the Chair/Director and/or the relevant Dean and/or designate. Endorsement of such recommendations by the Chair/Director and the relevant Dean or designate is required. If there are no ramifications beyond the Faculty, the matter may be settled there. If there are broader ramifications, the matter shall be submitted to the Senate, its standing committees (e.g., ASC) or, where relevant, to the Chang School or YSGPS Councils.

2.1.4. D/SCs may report directly to the Senate on information items that affect only the Department/School, and/or on matters of general interest.

2.2. Membership 

2.2.1. All faculty in the Department/School are voting members of the D/SC, except faculty above the level of Chair/Director (e.g. Associate Dean, Dean, Vice Provost, Provost, Vice President, President), who are excluded from D/SC membership;

2.2.2. Students elected by and from the students in the Department/School program(s), should be representative of the relevant stakeholder groups for example,

2.2.2.1. Graduate vs Undergraduate positions, 

2.2.2.2. Within Graduate: 

2.2.2.2.1. PhD vs Masters, 

2.2.2.2.2. by Program where multiple graduate programs are within one department; 

2.2.2.3. Within undergraduate: 

2.2.2.4. representation by Program (where multiple programs reside within one department or school), 

2.2.2.5. by year of study, (1- 4+), 

2.2.2.6. at-large positions that may be held by any classification of student, 

2.2.2.7. students with an equity and community inclusion perspective

in a ratio of not less than one-fourth and not more than one-third of the total voting faculty members on the D/SC, as specified in the D/SC Bylaw;

2.2.3. Other voting members as specified in the D/SC Bylaw which may include, but are not necessarily restricted to, contract lecturer representatives, faculty representatives from other related programs, adjunct faculty, postdoctoral fellows, staff, and alumni.

2.2.4. The D/SC may specify, in its Bylaw, any non-voting members entitled to attend meetings of the Council.

2.3. Meetings 

D/SCs should meet at least twice a year, once in each of the Fall and Winter semesters. Between meetings of the D/SC, less formal meetings of faculty (and others, depending on Departmental/School tradition) may advise the Chair/Director. Gathering of the membership may be held either hybrid or in person, synchronously.

2.4. Bylaw

Each D/SC will function according to a Bylaw, which must be approved by the Senate. Such a Bylaw must address matters including, but not necessarily restricted to:

2.4.1. membership (see Part 2.2 above);

2.4.2. a mechanism for the selection of a Council Chair;

2.4.3. the mechanism by which tied votes will be resolved (e.g., deemed lost; or Council Chair voting to break a tie);

2.4.4. the circumstances under which the Council Chair may vote (e.g., always, perhaps with a second, ‘casting’ vote to break a tie; or only to break a tie);

2.4.5. quorum, which must specify:

2.4.5.1. the minimum number or percentage of council members required to conduct business;

2.4.5.2. that a majority of those present must be faculty; and

2.4.5.3. that faculty members on leave will not be counted in the quorum calculation unless present at the meeting either personally or via such other media as Council may permit;

2.4.6. the establishment of standing committees (e.g., curriculum) and sub- committees, if desired and the structure and operational rules of committees or subcommittees so created;

2.4.7. rules regarding the creation and operation of any ad hoc committees. The D/SC may establish such ad hoc committees as it deems necessary but must, at the creation of the committee, specify the committee membership, mandate, committee chair, quorum, and reporting relationship; and

2.4.8. the process, and percentage of affirmative votes necessary, to amend the Bylaw.     

3. Faculty Councils 

3.1. Roles and Responsibilities

3.1.1 The role and responsibilities of a Faculty Council shall be specified by the Bylaw, but may include matters such as:

3.1.1.1. coordination of the development, modification, and submission of undergraduate, graduate, and Chang School Certificate programs.

3.1.1.2. academic policy affecting the Faculty; and

3.1.1.3. the Academic Plan of the Faculty.

3.1.2. The Bylaw of a Formal Faculty Council must specify:

3.1.2.1. the purpose of the Council, and the nature of its relationship with other Councils;

3.1.2.2. a process to elect or appoint a membership that is representative of the Faculty's Departments/ Schools/ Programs, and to establish the terms of office of such members;

3.1.2.3. provisions for regular meetings, normally at least once in each of the Fall and Winter terms;

3.1.2.4. the quorum required to conduct business, expressed as a minimum number or as a percentage of Faculty Council members and including that a majority of those present must be faculty;

3.1.2.5. a mechanism for the selection of a Council Chair;

3.1.2.6. the mechanism by which tied votes will be resolved (e.g., deemed lost; or Council Chair voting to break a tie);

3.1.2.7. the circumstances under which the Chair may vote (e.g., always, perhaps with a second, ‘casting’ vote to break a tie; or only to break a tie);

3.1.2.8. the establishment of standing committees – and sub-committees, if desired – and the structure and operational rules of committees or subcommittees so created;

3.1.2.9. rules regarding the creation and operation of any ad hoc committees. The FC may establish such ad hoc committees as it deems necessary but must, at the creation of the committee, specify the committee membership, mandate, chair, quorum, and reporting relationship; and

3.1.2.10. the process and percentage of affirmative votes necessary to amend the Bylaw.

4. Graduate Program Council (GPC's) 

4.1. Roles and Responsibilities 

4.1.1. GPCs are the consultative and collegial bodies responsible for academic matters specific to the graduate program. GPCs collaborate in a transparent manner with related D/SC(s), Chair(s)/Director(s), affected Faculty Dean(s) or designate(s), the Vice-Provost and Dean of YSGPS, the YSGPS Council and its standing committees to bring forward the policy and procedure recommendations of the GPC.

4.1.2. GPCs will approve policy and procedure with significance and effect exclusive to the program. Consultation with the GPD, affected Faculty Dean(s) or designate(s), Faculty Council(s) where appropriate, the Dean of Record, and the Vice-Provost and Dean of YSGPS must take place before implementation. Endorsement by the Vice-Provost and Dean of YSGPS – who shall ensure that all consultations have occurred – is necessary before implementation.

4.1.3. GPCs may formulate and communicate recommendations regarding policies and procedures with implications beyond the program. Endorsement by the affected Faculty Dean(s), and/or designate(s) and/or the Dean of Record is required before submission to the Vice-Provost and Dean of YSGPS. The YSGPS Council makes recommendations for approval to the Senate.

4.1.4. GPCs will report directly to YSGPS Council on issues specific to the respective graduate program, and/or matters of general interest. Department/School based programs should copy their respective D/SCs on such reports.

4.2. Membership 

4.2.1. In Department/School/Faculty based programs, the GPC should include:

4.2.1.1. The Graduate Program Director (GPD);

4.2.1.2. The Department/School Chair/Director;

4.2.1.3. Faculty members who are active YSGPS members and currently teaching regularly in, supervising students of, or active in the administration of the graduate program. These faculty members will be GPC members but, where impractical (e.g., size), representation may be otherwise stipulated in the Bylaw; 

4.2.1.4. Where a Bylaw proposes a GPC membership that is any subset of the faculty participating actively in the program, the Bylaw shall provide justification for the chosen structure, and shall ensure that the subset is elected by all faculty participating actively in the program; and

4.2.1.5. Graduate student(s) representatives selected by and from graduate students in the program, as specified in the Bylaw.

4.2.2. In Interdisciplinary Programs, the GPC should include:

4.2.2.1. The Graduate Program Director (GPD);

4.2.2.2. Department/School Chairs/Directors from programs with direct involvement as determined by the Dean of Record or in consultation with the Vice-Provost and Dean of YSGPS, in cases where they not the Dean of Record;

4.2.2.3. Faculty members who are active YSGPS members and currently teaching regularly in, supervising students of, or active in the administration of the graduate program.Typically these faculty members will be GPC members but, where impractical (e.g., size), representation may be otherwise stipulated in the Bylaw. Where a Bylaw proposes a GPC membership that is any subset of the faculty participating actively in the program, the Bylaw shall provide justification for the chosen structure, and shall ensure that the subset is elected by all faculty participating actively in the program and;

4.2.2.4. Graduate student(s) representatives selected by and from graduate students in the program, as stipulated in the Bylaw.

4.2.3. For both Department/School/Faculty-based and interdisciplinary graduate programs, Council membership may include others as determined by Bylaw, including, but not necessarily restricted to, faculty members from related departments/schools and adjunct faculty, as long as they are active or associate members of the YSGPS. Staff, who provide administrative support to the Council and its committees, are non-voting.

4.3. Meetings 

GPCs will meet at minimum, twice a year, once in each of the Fall and Winter semesters. Gathering of the membership may be held either hybrid or in person, synchronously.

4.4. Bylaw

Each GPC will develop a Bylaw that must be endorsed by the Vice-Provost and Dean of YSGPS, and YSGPS Council for Senate approval. For the purpose of creation and adoption of the initial GPC Bylaw, the GPD will designate a preliminary GPC in consultation with the Vice-Provost and Dean of YSGPS. Such Bylaws must address matters including, but not necessarily restricted to:

4.4.1. membership (see Part 4.2 above);

4.4.2. a mechanism for the selection of a Council Chair;

4.4.3. a mechanism by which tied votes will be resolved (e.g., deemed lost; or Council Chair voting to break a tie);

4.4.4. the circumstances under which the Council Chair may vote (e.g., always, perhaps with a second, ‘casting’ vote to break a tie; or only to break a tie);

4.4.5. quorum, which must specify:

4.4.5.1. the minimum number or percentage of council members required to conduct business;

4.4.5.2. that a majority of those present must be faculty; and

4.4.5.3. that faculty members on leave will not be counted in the quorum calculation unless present at the meeting either personally or via such other media as Council may permit;

4.4.6. the establishment of standing committees (e.g., curriculum, scholarships and awards, admissions that are included in the YSGPS governance structure) – and sub-committees, if desired – and the structure and operational rules of committees or subcommittees so created;

4.4.7. rules regarding the creation and operation of any ad hoc committees. The D/SC may establish such ad hoc committees as it deems necessary but must, at the creation of the committee, specify the committee membership, mandate, council chair, quorum, and reporting relationship; and

4.4.8. the process, and percentage of affirmative votes necessary, to amend the Bylaw.

5. Yeates School of Graduate and Postdoctoral Studies (YSGPS) Council

5.1 Roles and Responsibilities

5.1.1. Makes recommendations to the YSGPS Dean on GPC Bylaws, which are then submitted to the Senate for approval.

5.1.2. Receives reports on policy and procedures approved by GPCs that only have significance and effect at the program level. For example Bylaw, policy and curriculum changes.

5.1.3. Receives reports and recommendations from YSGPSC sub-committees, and makes recommendations on policy and procedure that are specific to YSGPS functions. Consultation with, and approval of, the Vice-Provost and Dean of YSGPS or designate is required before enacting these recommendations.

5.1.4. Recommends policies and procedures with university-wide implications to the Senate. Consultation with, and endorsement by, the Dean of the YSGPS and/or designate is required before submission to the Senate.

5.1.5. In keeping with the scope and authority of Councils, the YSGPSC may make recommendations to the Vice-Provost and Dean of YSGPS on any matter pertaining to graduate education.

5.1.6. Collaborates, communicates, and consults as necessary with GPCs, GPDs,D/SCs and others as necessary to ensure effective and proactive leadership and development in graduate education.

5.2. Membership

5.2.1. The Vice-Provost and Dean of YSGPS, ex-officio, non-voting, and Council Chair;

5.2.2. Associate Dean(s) of YSGPS;

5.2.3. One representative who is an active YSGPS member from each Faculty, appointed by the Vice-Provost and Dean of YSGPS in consultation with the Dean of the relevant Faculty;

5.2.4. Graduate Program Directors (GPDs) selected by and from GPDs in a manner specified in the YSGPSC Bylaw;

5.2.5. Two graduate students, one master’s and one doctoral, elected by and from masters and doctoral graduate students, respectively; and

5.2.6. Other members as determined by the YSGPSC Bylaw.

5.3. Meetings 

The YSGPS Council must meet at least twice per semester. Gathering of the membership may be held either hybrid or in person, synchronously.

5.4. Bylaw

The YSGPS Council will develop a Bylaw that must be endorsed by the Vice-Provost and Dean of YSGPS for Senate approval. Such Bylaw must address matters including, but not limited to:

5.4.1. Membership (see Section 5.2 above);

5.4.2. Meetings: (see Section 5.3 above);

5.4.3. Voting Members: Only faculty and student members of YSGPSC are voting members. Staff representatives to YSGPSC are non-voting, and the Chair votes only in the event of a tie;

5.4.4. Quorum: Quorum, which shall not be less than fifty percent of members, where a majority of those present are faculty members;

5.4.5. Committees:

5.4.5.1. the establishment of standing committees (e.g., Program and Planning, Membership, Scholarships and Awards, and Appeals) and sub-committees, if desired and the structure and operational rules of committees or subcommittees so created including, but not necessarily restricted to, the responsibilities, powers, authority, membership, regulations,and reporting relationship of any such committee;

5.4.5.2. rules regarding the creation and operation of any ad hoc committees. The YSGPSC may establish such ad hoc committees as it deems necessary but must, at the creation of the committee, specify the committee membership, mandate, Committee Chair, quorum, reporting relationship, duration of the committee; and

5.4.5.3. . the process, and percentage of affirmative votes necessary, to amend the Bylaw.

6. The G. Raymond Chang School of Continuing Education (hereafter “Chang School”) Council (CSC)

6.1 Roles and Responsibilities

6.1.1. The CSC may make academic policy and procedure recommendations to the Dean, in keeping with the scope and authority of Councils, on any matter pertaining to the Chang School and all certificates, course series and other programs associated with the Chang School.

6.1.2. If such Chang School programs or policies have significance and effect only within the Chang School, then approval by the CSC and Dean are needed. These shall be reported to the Senate for information.

6.1.3. Where such Chang School programs or policies are related to undergraduate or graduate degree credit or certificate credit courses or programs that are the responsibility of an academic program/department/school, approval is required by the program/department/school and by the relevant Dean, Dean of Record, or designate, in consultation with other programs/departments/schools whose courses are affected.

6.1.4. In the case of programs or policies related to graduate certificates and/or diplomas, approval of the Vice-Provost and Dean of the Yeates School of Graduate and Postdoctoral Studies is also required.

6.1.5. If such policies have ramifications outside the Chang School, they must be approved by the Senate.

6.2. Membership:

6.2.1. Chang School Dean, ex-officio, non-voting, and Chair;

6.2.2. Assistant Dean or designate, Programs of the Chang School

6.2.3. Three (3) representatives elected by and from the Chang School Program Directors;

6.2.4. A Chair or Director or Associate Dean from each of the Faculties appointed by the relevant Faculty Dean;

6.2.5. Five (5) students each of whom has taken courses through the Chang School in the last eighteen months, and are not simultaneously registered in an undergraduate/graduate program at Toronto Metropolitan University, as recommended by the Toronto Metropolitan Association of Part Time Students (TMAPS) for one year terms.

6.2.6. Three (3) faculty/continuing education contract lecturers, each of whom has extensive Continuing Education teaching experience, appointed by the Chang School Dean, for one-year terms; and

6.2.7. Other members as specified in the CSC Bylaw.

6.3. Meetings:

The CSC will meet at least twice a year, once in each of the Fall and Winter semesters, as prescribed by the CSC Bylaw. Gathering of the membership may be held either hybrid or in person, synchronously. Meetings shall be open to all members of the TMU community

6.4 Bylaw: 

The CSC will develop a Bylaw that must be endorsed by the Chang School Dean before submission to the Senate for approval. Such Bylaw must address matters including, but not limited to:

6.4.1. Membership: (see Section 6.2 above);

6.4.2. Meetings: (see Section 6.3 above);

6.4.3. Voting Members: All members of the CSC, except the Dean and Secretary, are voting members;

6.4.4. Quorum: Quorum, which shall not be less than fifty percent of members, where a majority of those present are faculty, continuing education contract lecturers, or program directors;

6.4.5. Committees:

6.4.5.1. the establishment of standing committees and sub-committees, if desired ,and the structure and operational rules of them including, but not necessarily restricted to, the responsibilities, powers, authority, membership, regulations, and reporting relationship of any such committee;

6.4.5.2. rules regarding the creation and operation of any ad hoc committees. The CSC may establish such ad hoc committees as it deems necessary but must, at the creation of the committee, specify the committee membership, mandate, committee chair, quorum, and reporting relationship; and

6.4.5.3. the process, and percentage of affirmative votes necessary, to amend the Bylaw.

7.  The School of Medicine Council and Subsidiary Councils 

7.1. School of Medicine Council (SoMC) 

7.1.1. Roles and Responsibilities 

7.1.1.1. Coordination of the development, modification, and submission of undergraduate, graduate, and Chang School Certificate programs, and School of Medicine postgraduate training and continuing medical education programs, as well as their associated certificates or attestations of training completion.

7.1.1.2. Makes recommendations to the School of Medicine Dean on SoMC Bylaws, which are then submitted to the Senate for approval.

7.1.1.3. Receives reports on policy and procedures approved by its subsidiary councils (SoM Education Section Council; Undergraduate Medical Education Program Council; Undergraduate Medical Education Admissions Council) that only have significance and effect at the program level (e.g., policy and curriculum changes).

7.1.1.4. Receives reports and recommendations from School of Medicine subsidiary councils and committees, and makes recommendations on policy and procedure that are specific to SoMC functions. Consultation with, and approval of, the School of Medicine Dean or designate is required before enacting these recommendations.

7.1.1.5. Recommends policies and procedures with university-wide implications to the Senate. Consultation with, and endorsement by, the Dean of the School of Medicine and/or designate is required before submission to the Senate.

7.1.1.6. In keeping with the scope and authority of Councils, the SoMC may make recommendations to the SoMC Dean on any matter pertaining to medical education including, but not limited to; major MD program curriculum changes, new postgraduate medical education programs, and academic policies pertaining to the School of Medicine. At times, the School of Medicine Council may delegate specific reporting to Senate to the academically-focused Education Section Council.

7.1.1.7. Collaborates, communicates, and consults as necessary with SoM administrative and clinical faculty leaders and others as necessary to ensure effective and proactive leadership and development in medical education.

7.1.2. Membership

7.1.2.1. The Dean, ex-officio, non-voting;

7.1.2.2. Secretary of the Council (Chair);

7.1.2.3. Vice Dean(s), Associate Dean(s), Assistant Dean(s) of School of Medicine.

7.1.2.4. Clinical Faculty Members (at least three from each Clinical Academic Departments);

7.1.2.5. At least four learner representatives from the Doctor of Medicine program;

7.1.2.6. At least four learner representatives from the Postgraduate Medical Education programs;

7.1.2.7. At least two representatives, one of which should represent the Brampton/Peel region or surrounding areas and one of which should represent the SoM’s affiliate hospitals or clinics.

7.1.2.8. At least 1 staff member; and

7.1.2.9. Other members as determined by the SoMC Bylaw.

7.1.3. Meetings 

The SoM Council must meet at least four times per year. Gathering of the membership may be held either hybrid or in person, synchronously.

7.1.4. Bylaw

The SoMC will ratify a Bylaw that must be endorsed by the Dean of the SoM for Senate approval. Such Bylaw must address matters including, but not limited to:

7.1.4.1. Membership:(see Section 7.1.2. above);

7.1.4.2. Voting Members: All members of the SoMC, except the Dean and Secretary, are voting members;

7.1.4.3. Quorum: Quorum, which shall not be less than fifty percent of members, where a majority of those present are clinical faculty members;

7.1.4.4. Subsidiary Councils:

7.1.4.4.1. Education Section Council.

7.1.4.4.2. Undergraduate Medical Education Program Council.

7.1.4.4.3. Undergraduate Medical Education Admissions Council.

7.1.4.4.4. Any other Councils as determined by the SoMC Bylaws.

7.1.4.5. Committees:

7.1.4.5.1. the establishment of standing committees (e.g., Nominating Committee) and sub-committees, if desired and the structure and operational rules of committees or subcommittees so created including, but not necessarily restricted to, the responsibilities, powers, authority, membership, regulations,and reporting relationship of any such committee;

7.1.4.5.2. rules regarding the creation and operation of any ad hoc committees. The SoMC may establish such ad hoc committees as it deems necessary but must, at the creation of the committee, specify the committee membership, mandate, Committee Chair, quorum, reporting relationship, duration of the committee; and

7.1.4.6. the process, and percentage of affirmative votes necessary, to amend the Bylaw.

7.2. School of Medicine Education Section Council (SoM ESC)

7.2.1. Roles and Responsibilities

7.2.1.1. Makes recommendations to the School of Medicine Council (SoMC) on the SoM ESC Bylaws, which are then submitted to the Dean of the School of Medicine and Senate for approval.

7.2.1.2. Undertakes delegated tasks, as per the School of Medicine Council Bylaws, and per these Bylaws, reports directly to the Senate, with the approval of the School of Medicine Dean, on certain academic matters.

7.2.1.3. Receives reports and recommendations from School of Medicine committees, and makes recommendations on policy and procedure that are specific to SoM ESC functions. Consultation with, and approval of, the School of Medicine Dean or designate is required before enacting these recommendations.

7.2.1.4. Recommends policies and procedures with SoM Education Section-wide implications to the SoMC and/or Senate. Consultation with, and endorsement by, the Dean of the School of Medicine and/or designate is required before submission to the Senate.

7.2.1.5. In keeping with the scope and authority of Councils, the SoM ESC may make recommendations to the SoMC Dean on any matter pertaining to medical education.

7.2.1.6. Collaborates, communicates, and consults as necessary with SoM administrative and clinical faculty leaders and others as necessary to ensure effective and proactive leadership and development in medical education.

7.2.2. Membership:

7.2.2.1. The Vice Dean, Clinical Education, ex-officio, non-voting;

7.2.2.2. SoM Education Section Associate Dean(s), Assistant Dean(s). Clinical Faculty Director(s);

7.2.2.3. Clinical Faculty Members (at least three from each Clinical Academic Department);

7.2.2.4. At least two learner representatives from the Doctor of Medicine program;

7.2.2.5. At least two learner representatives from the Postgraduate Medical Education programs;

7.2.2.6. At least two representatives, one of which should represent the Brampton/Peel region or surrounding areas and one of which should represent the SoM’s affiliate hospitals or clinics.

7.2.2.7. At least one SoM staff member;

7.2.2.8. Other members as determined by the SoM ESC Bylaw.

7.2.3. Meetings

The SoM ESC must meet at least four times per year. Gathering of the membership may be held either hybrid or in person, synchronously.

7.2.4. Bylaw

The SoM ESC will ratify a Bylaw that must be endorsed by the SoMC and the Dean of the SoM for Senate approval. Such Bylaw must address matters including, but not limited to:

7.2.4.1. Membership: (see Section 7.2.2. above);

7.2.4.2. Voting Members: All members of the SoM ESC, except the Vice Dean, Clinical Education, are voting members;

7.2.4.3. Quorum: Quorum, which shall not be less than fifty percent of members, where a majority of those present are clinical faculty members;

7.2.4.4. Subsidiary Councils.

7.2.4.4.1. Undergraduate Medical Education Program Council;

7.2.4.4.2. Undergraduate Medical Education Admissions Council;

7.2.4.4.3. And other Councils as determined by the SoMC or SoM ESC Bylaws.

7.2.4.5. Committees

7.2.4.5.1. the establishment of standing committees (e.g., Nominating Committee) and sub-committees, if desired, and the structure and operational rules of committees or subcommittees so created including, but not necessarily restricted to, the responsibilities, powers, authority, membership, regulations,and reporting relationship of any such committee;

7.2.4.5.2. rules regarding the creation and operation of any ad hoc committees. The SoM ESC may establish such ad hoc committees as it deems necessary but must, at the creation of the committee, specify the committee membership, mandate, Committee Chair, quorum, reporting relationship, duration of the committee; and

7.2.4.6. the process, and percentage of affirmative votes necessary, to amend the SoM ESC Bylaw.

7.3. School of Medicine Undergraduate Medical Education Program Council (SoM UPC) 

7.3.1. Roles and Responsibilities:

7.3.1.1. The UPC is a Standing Subsidiary Council of the School of Medicine Education Section Council and is the consultative and collegial governance body responsible for curriculum and other program-related learning in the Doctor of Medicine (MD) Program. The UPC also provides oversight of student learning. The UPC is responsible for:

7.3.1.2. Maintaining a consultative process involving the School of Medicine Associate Dean, UGME and other relevant approval bodies as set forth within the School of Medicine’s governance process, including its standing committees and working groups, and overseeing the key committees within the MD Program;

7.3.1.3. evaluating, deliberating and deciding on UPC standing committees’ recommendations related to the governance, coordination, and implementation of the MD program, including but not limited to curriculum, assessment model, evaluation and quality improvement processes, student progression, and program policies and procedures;

7.3.1.4. reviewing and approving recommendations for strategic initiatives and resources to enhance curriculum quality and to achieve educational goals;

7.3.1.5. recommending to the SoMC, through the Education Section Council, changes to the MD Program, and, where necessary, reporting to Senate through the Academic Standards Committee (ASC) for MD Program matters that affect academic programming and/or other academic matters of general interest;

7.3.1.6. reviewing and approving policies and procedures that apply to the MD Program and its stakeholders, submitting new and amended policies to the School of Medicine Council, through the Education Section Council, for approval; 

7.3.1.7. reviewing and endorsing recommendations and action plans developed by the Undergraduate Medical Education Program (UGME) Quality and Standards Committee and ensuring their recommendations align with institutional priorities, accreditation requirements, and the strategic goals of the MD program;

7.3.1.8. reviewing and responding to reports from the UGME Quality and Standards Committee on a regular basis including: program performance indicators; outcomes of curriculum health monitoring as provided by the UGME Learning Integration Committee; updates on accreditation compliance and standards; and progress and results of quality improvement initiatives.

7.3.1.9. addressing potential actions required in response to new guidance or recommendations from external university/provincial/national and/or international entities regarding medical student evaluation and curriculum.

7.3.2. Membership

7.3.2.1. The Associate Dean, Undergraduate Medical Education, ex-officio, non-voting;

7.3.2.2. Doctor of Medicine (MD program) Assistant Dean(s), Clinical Faculty Director(s), and/or Clinical Faculty Associate Director(s);

7.3.2.3. Clinical Faculty Members (at least two from each Clinical Academic Department);

7.3.2.4. At least one learner representative from the Doctor of Medicine program;

7.3.2.5. At least two representatives, one of which should represent the Brampton/Peel region or surrounding areas and one of which should represent the SoM’s affiliate hospitals or clinics.

7.3.2.6. At least one SoM staff member;

7.3.2.7. Other members as determined by the SoM UPC Bylaw.

7.3.3. Meetings 

The SoM UPC must meet at least four times per year. Gathering of the membership may be held either hybrid or in person, synchronously.

7.3.4. Bylaw 

The SoM UPC will ratify a Bylaw that must be endorsed by the SoMC and the Dean of SoM for Senate approval. Such Bylaw must address matters including, but not limited to:

7.3.4.1. Membership (see Section 7.3.2. above);

7.3.4.2. Voting Members: All members of the SoM UPC, except the Associate Dean, Undergraduate Medical Education, are voting members;

7.3.4.3. Quorum: Quorum, which shall not be less than fifty percent of members, where a majority of those present are clinical faculty members;

7.3.4.4. Committees

7.3.4.4.1. the establishment of standing committees (e.g., UGME Competence Committee) and sub-committees, if desired and the structure and operational rules of committees or subcommittees so created including, but not necessarily restricted to, the responsibilities, powers, authority, membership, regulations, and reporting relationship of any such committee;

7.3.4.4.2. rules regarding the creation and operation of any ad hoc committees. The SoM UPC may establish such ad hoc committees as it deems necessary but must, at the creation of the committee, specify the committee membership, mandate, Committee Chair, quorum, reporting relationship, duration of the committee; and

7.3.4.5. the process, and percentage of affirmative votes necessary, to amend the UPC Bylaw.

7.4. School of Medicine Undergraduate Medical Education Admissions Committee (SoM UAC)

7.4.1. Roles and Responsibilities

7.4.1.1. The UAC is a Standing Subsidiary Council of the School of Medicine Education Section which is responsible for oversight and decisions related to the criteria for admission to the MD Program and related operational matters. The UAC will create, implement and monitor to improve processes and procedures for MD Program admissions while ensuring alignment with the mission, vision and values of the School of Medicine. The UAC is accountable to the SoM Education Section Council, and subsequently to the School of Medicine Council, for all recommendations and will advise/work in collaboration with the UGME Program Council (UPC). The UAC is responsible for:

7.4.1.2. Ensuring that the MD program adheres to the national Committee on Accreditation of Canadian Medical Schools (CACMS) standards on admissions and maintains a suitable process to mitigate conflicts of interest or procedural interference for all clinical faculty, staff, and other University employees.

7.4.1.3. Making recommendations for approval to the SoM Education Section Council on all aspects of MD Program Admission;.

7.4.1.4. Establishing, communicating and continually reviewing all MD Program Admissions guidelines and procedures;

7.4.1.5. Continually monitoring MD Program Admissions processes and comparing to evolving new standards in Canada and TMU while ensuring alignment with the School’s strategic goals and vision; 

7.4.1.6. Monitoring compliance with MD Program Admissions standards within Ontario and nationally; and

7.4.1.7. Reviewing annual admissions data and student achievement, for all admissions pathways and processes in the MD Program.

7.4.2. Membership

7.4.2.1. The SoM Assistant Dean, Recruitment & Admissions, ex-officio, non-voting (Chair);

7.4.2.2. The Associate Dean, Undergraduate Medical Education, ex-officio, non-voting;

7.4.2.3. At least one other SoM Associate or Assistant Dean(s), Doctor of Medicine (MD program), Clinical Faculty Director(s) or Clinical Faculty Associate Director(s);

7.4.2.4. Clinical Faculty Members (at least two from each Clinical Academic Department);

7.4.2.5. At least one learner representative from the Doctor of Medicine program;

7.4.2.6. At least one representative, one of which should represent the Brampton/Peel region or surrounding areas;

7.4.2.7. At least one SoM staff member; and

7.4.2.8. Other members as determined by the SoM UAC Bylaw.

7.4.3. Meetings:

The SoM UAC must meet at least four times per year. Gathering of the membership may be held either hybrid or in person, synchronously.

7.4.4. Bylaw

The SoM UAC will ratify a Bylaw that must be endorsed by the SoMC, and the Dean of SoM for Senate approval. Such Bylaw must address matters including, but not limited to:

7.4.4.1. Membership (see Section 7.4.2. above);

7.4.4.2. Voting Members: All members of the SoM UAC, except the SoM Assistant Dean, Recruitment and Admissions, are voting members;

7.4.4.3. Quorum: Quorum, which shall not be less than fifty percent of members, where a majority of those present are clinical faculty members;

7.4.4.4. Committees

7.4.4.4.1. the establishment of standing committees (e.g., Admissions Awards Committee) – and sub-committees, if desired – and the structure and operational rules of committees or subcommittees so created including, but not necessarily restricted to, the responsibilities, powers, authority, membership, regulations,and reporting relationship of any such committee;

7.4.4.4.2. rules regarding the creation and operation of any ad hoc committees. The SoM ESC may establish such ad hoc committees as it deems necessary but must, at the creation of the committee, specify the committee membership, mandate, Committee Chair, quorum, reporting relationship, duration of the committee.

7.4.4.5. the process, and percentage of affirmative votes necessary, to amend the UAC Bylaw.

8. Dispute Resolution  

8.1. Disagreement between a Department/School/Program Council and a Chair or Director or Head; 

8.1.1. Should a disagreement arise that can not be resolved informally between the Department/School/Program Council and a Chair, the matter shall be directed to the relevant Dean by both parties in writing.

8.1.1.1. In the School of Medicine, in the event of a disagreement between the UPC and the Associate Dean, UGME, the School of Medicine Dean and Vice-President Medical Affairs, in consultation with the parties involved, shall decide how to proceed.

8.1.2. Upon review of the disagreement, the Dean, in consultation with the parties involved, shall decide how to proceed, for example, through a facilitated discussion between members of both parties.

8.1.3. The Dean will then make a decision on how to proceed within a reasonable timeline.

8.1.4. If the negotiated decision by the Dean is not accepted by the Department/School/Program Council or the Chair/Director/Head, the matter will be referred to the Vice-Provost, Academic in the case of undergraduate and Chang School programs or the Vice-Provost and Dean (YSGPS) in the case of graduate programs.

8.2. Disagreement between Deans or between a Dean and a Department/School/Program Council

8.2.1. Should a disagreement arise that can not be resolved informally between the Dean or between a Dean and a Department/ School/ Program Council the matter shall be directed to the Vice-Provost Academic in the case of undergraduate, Chang School, or the Vice-Provost and Dean of YSGPS in the case of graduate programs, by both parties in writing. Submissions should include all previous supporting communication/documentation submitted by both parties at the previous level. 

8.2.2. Upon review of the disagreement, the Vice-Provost Academic or the Vice-Provost and Dean of YSGPS, in consultation with the parties involved, shall decide how to proceed, for example;

8.2.2.1. through a facilitated discussion between members of both parties; or 

8.2.2.2. in writing where both parties may present their differing perspectives.

8.2.3. The Vice-Provost, Academic, or the Vice-Provost and Dean of YSGPS will review all submissions and in consultation with the parties, make a decision on how to proceed within reasonable timelines that are relevant to the complaint being raised and its resolution.

8.2.4. If the decision by the Vice-Provost, Academic, or the Vice-Provost and Dean of YSGPS is not accepted by the Deans or the Dean and the Department/School/Program Council Chair, the matter will be referred to the Provost. If a negotiated solution is not possible, the Provost will resolve the issue.

8.2.5. At any stage of the complaint resolution process, either party may choose to withdraw their concerns or complaint. A desire to withdraw the dispute should be communicated to all parties, including the decision maker at the highest level of dispute.

Related Policies 

Policy 21 Academic Jurisdiction

Policy 76 Development and Review of Continuing Education Offerings

Policy 103 Mission and Aims of Toronto Metropolitan University

Policy 110 Institutional Quality Assurance Process

Policy 112 Development of New Graduate and Undergraduate Programs

Policy 126 Periodic Program Review of Graduate and Undergraduate Programs

Policy 127 Curriculum Modifications: Graduate and Undergraduate Programs 

Policy 158 Program Advisory Councils 

Policy 166 Course Management Policy