Faculty Handbook 2009

HANDBOOK OF RULES AND PROCEDURES
(COMMITTEE STRUCTURE, TERMS OF REFERENCE

AND PROCEDURAL RULES)
FACULTY OF ENGINEERING
Revised June, 2009
TABLE OF CONTENTS.................................................................................................... ii
I. COMPOSITION OF THE FACULTY OF ENGINEERING COUNCIL
A.
Membership ...................................................................................................5
B.
Chair ..............................................................................................................5
C.
Recording Secretary ......................................................................................5
II. MEETINGS
A.
Regular Meetings ..........................................................................................7
B.
Special Meetings ...........................................................................................7
C.
Quorum ..........................................................................................................7
D.
Access ............................................................................................................7
III. AGENDA, REPORTS, MINUTES
A.
Preparation.....................................................................................................8
B.
Agenda of Regular Meetings .........................................................................8
C.
Agenda of Special Meetings..........................................................................8
D.
Distribution of Agenda ..................................................................................8
E.
Reports...........................................................................................................8
F.
Minutes ..........................................................................................................8
IV. PROCEDURES
A.
Chart on Parliamentary Motions ...................................................................9
B.
Guideline to Effective Parliamentary Procedure .........................................11
C.
Informal Consideration of a Question
(1) Rules .............................................................................................13
(2) Establishment and Termination ....................................................13
V.
OFFICERS OF THE FACULTY OF ENGINEERING

A.
Dean.............................................................................................................14
B.
Associate Dean, Undergraduate Studies and Associated Universities ........14
C.
Associate Dean, Graduate Studies and Research ........................................14
D.
Assistant Dean .............................................................................................14
E.
Assistant Dean for Student Affairs ..............................................................14
F.
Heads of Departments .................................................................................14
G.
Programme Chairs .......................................................................................14
H.
Directors of Centres.....................................................................................14
I.
Director, School of Biomedical Engineering ..............................................14
J.
Director, Internetworking Programme ........................................................14
K
Academic Program Director, Interdisciplinary/Interdepartmental
Graduate Programmes .................................................................................14
L.
Director, Core Division ...............................................................................14
VI. CONDITIONS FOR DECLARATION OF VACANCIES FOR THE

OFFICERS, FACULTY OF ENGINEERING ......................................................15
ii
VII. FACULTY COMMITTEES

A.
Establishment ..............................................................................................16
B.
Terms of Reference .....................................................................................16
(a) Composition .................................................................................16
(b) Procedures...................................................................................17
(c) Reports ........................................................................................17
VIII. RESEARCH CENTRES AND INSTITUTES
Engineering Research Directors Committee ......................................................................18
IX. DISTRIBUTION OF PROCEDURAL RULES ..........................................................18
X. APPENDICES
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
Dean - Appointment and terms of reference ..............................................X1

Associate Dean, Undergraduate Studies and Associated Universities Appointment and terms of reference ..........................................................X2
Associate Dean, Graduate Studies and Research Appointment and terms of reference ..........................................................X4
Assistant Dean Appointment and terms of reference ..........................................................X6
Assistant Dean for Student Affairs Appointment and terms of reference ..........................................................X7
Heads of Departments Appointment and terms of reference ..........................................................X9
Academic Programme Chairs Appointment and terms of reference ........................................................X12
Directors of Centres Appointment and terms of reference ........................................................X14
Director of the Biomedical Engineering School
Procedure ..................................................................................................X16
Director of Internetworking Programme Appointment and terms of reference .......................................................X19
Academic Programme Directors Interdisciplinary/Interdepartmental Graduate Programmes
X21
Director of Core Division .........................................................................X23
iii
APPENDICES L: FACULTY COMMITTEES CONSTITUTION, TERMS OF REFERENCE,

AND RULES OF OPERATION
L1.
L1a
L2.
L3.
L3a
L4.
L5.
L6.
L7.
L8.
L9.
L10.
L11.
L12.
Administrative Heads Committee

Space Committee
Faculty Steering Committee
Undergraduate Studies Committee..
Undergraduate Recruitment Committee
Graduate Studies Committee...
Appeals Committee.
Tenure and Promotions
Engineering Research Centres Directors Committee..
Associated Universities Directors of Engineering Committee
Scholarships and Awards Committee..
Co-operative Education
2004/2005 composition of faculty Committees and faculty
representatives.
Programme Academic Committees for Interdisciplinary/
Interdepartmental Graduate Programmes................................................
L18
L21
L22
L23
L25
L26
L28
L29
L36
L38
L39
L40
L41
L47
APPENDIX M
Emeritus Faculty - Appointment and terms of reference.
L48
APPENDIX N
Adjunct Faculty - Appointment and terms of reference..
L49
APPENDIX O
Terms of Reference of Unit Review Committees
L50
APPENDIX P
Centres and Institutes Review Committees.
L53
APPENDIX R
Post Doctoral Fellows, Research Associates and Visiting

Scholars - Appointment and terms of reference...
L57
Industrial Advisory Council Terms of Reference.
L58
APPENDIX S
iv
Handbook of Rules and Procedures
I.
COMPOSITION OF THE FACULTY OF ENGINEERING COUNCIL
The Faculty of Engineering Council is the ruling body of the Faculty of Engineering. The
meeting of the Faculty of Engineering Council is the vehicle through which the Faculty
affairs are conducted.
A. Membership
The membership of the Faculty of Engineering Council shall consist of:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
all full-time professors, associate professors, assistant professors and lecturers in

the Faculty of Engineering
the Associate University Librarian appointed to the Sexton Design and Technology
Library
two undergraduate engineering students duly registered in the Faculty of
Engineering and elected by the Engineering Undergraduate Society
one graduate engineering student duly registered in the Faculty of Engineering and
elected by the Engineering Graduate Society
the Faculty members of the Engineering Programmes of the Associated
Universities
a representative from the Faculty of Architecture
ex-officio - Dean, Associate Deans, Assistant Deans.
The Faculty of Engineering Administrator shall participate as a resource person.

Non-voting invitees may also participate as speakers on specific issues of the agenda.
B. Chair
The Chair of the Faculty of Engineering Council is elected by its membership for a oneyear term. Normal practice is that the Recording Secretary from the previous year
becomes the Chair for the current year. In the absence of the Chair, the meeting will be
chaired by the Recording Secretary of the Faculty of Engineering. In the absence of the
Recording Secretary, the meeting will be chaired by the Dean or the Deans appointee
until a temporary Chair and a temporary Recording Secretary are elected.
C. Recording Secretary
The Recording Secretary of the Faculty of Engineering Council reports the minutes of the
meeting and keeps the attendance and the records. The Recording Secretary of the
5
Faculty of Engineering Council is elected by its membership for a one-year term. The
office of the Dean maintains all records of the Council.
II. MEETINGS
A. Regular Meetings
These are normally held every month at times agreed upon by the Faculty for the full
academic year.
B. Special Meetings
These are held at appropriate times. The Dean of the Faculty may at any time call a
meeting of the Faculty of Engineering Council, and must do so when ten or more
members of the Faculty of Engineering Council shall so request in writing.
C. Quorum
The quorum for the meeting is set at 20. Representation by proxy or voting by proxy is
not permitted.
D. Access
The Meetings of the Faculty of Engineering are open to all interested persons unless the
Faculty of Engineering Council shall, with respect to specific items of business, decide
otherwise. Non-members may be recognized by the Chair to speak, provided that there is
no objection by a member of the Faculty of Engineering Council. In certain cases the
Chair should decide if the Council is to hold a session In Camera .
The Chair declares that: The (Faculty of Engineering Council) session will now go In
Camera. Would all non-Council members please leave the meeting. The purpose of this
In Camera session is to (e.g.: consider a motion to ......). Again, I remind the Members of
the Council that all discussion and comments are confidential and will not be minuted.
Comments made during this In Camera session therefore, should not be transmitted to
anyone who is not a member of the (Dalhousie Faculty of Engineering Council). Council
members are expected to respect the confidentiality of their colleagues= views or to leave
the meeting for the duration of the In Camera session.
III. AGENDA, REPORTS, MINUTES

A. Preparation
The agenda for each meeting shall be prepared by the Dean. Any Faculty Committee or
any member of the Faculty of Engineering Council may at any time place items of
business on the agenda. To be placed in the agenda, items must be submitted to the Dean
at least a week prior to the meeting.
B. Agenda of Regular Meetings
These shall include reports of committees as called for in their terms of reference,
motions for which notice has been given, unfinished business, new business and other
business. The agenda shall clearly state the starting time and the duration of the meeting.
C. Agenda of Special Meetings
These shall include new business, deferred routine business from regular meetings and
other business. The agenda shall clearly state the starting time and the duration of the
meeting.
D. Distribution of Agenda
The Agenda for regular meetings shall be delivered to Departments in the faculty four
working days before each meeting. The agendas for special meetings shall normally be
distributed in like manner, but in exceptional circumstances delivery to departments two
working days in advance of the meeting shall suffice.
E. Reports
Copies of all reports shall accompany the agenda of the relevant meeting. Otherwise the
report shall not be considered, except with the consent of two-thirds of those present.
F. Minutes
Minutes shall be distributed to Faculty of Engineering Council members no later than
fifteen working days after the meeting.
IV. PROCEDURES
A. Chart on Parliamentary Motions
The attached Chart on Parliamentary Motions" is a summary of Privileged, Subsidiary,
Main and Incidental Motions.
10
B. Guideline to Effective Parliamentary Procedure

The attached AA Guideline to Effective Parliamentary Procedure@ describes the rules of
Making of Motions, of Debate and the Principles Underlying Parliamentary law.
If requested by a member of the Faculty of Engineering Council, the Chair shall state the
rule applicable to the point of order. Should these procedural rules not cover the case,
Robert=s Rules of Order Newly Revised, 10th Edition, William J. Evans, Daniel H.
Honemann, Thomas J. Balch, Henry M. Robert III (Editors), shall govern.
11
12
C. Informal Consideration of a Question

The Faculty of Engineering Council may at any time consider a question informally.
(1) Rules
Informal consideration applies only to the debate on the main questions and amendments
thereto. The limit on frequency and duration of members= speeches is withheld except
that no member may speak a second time to any question until every member desiring to
speak shall have spoken.
(2) Establishment and Termination
Informal consideration is introduced by a motion, That this Faculty consider informally
a certain question respecting (a specified subject)". Informal consideration terminates
automatically without vote or motion when the main question under informal
consideration is temporarily or permanently disposed of.
13
V. OFFICERS OF THE FACULTY OF ENGINEERING

A.
Dean - appointment procedures and the terms of reference are given in Appendix
A.
B.
Associate Dean, Undergraduate Studies and Associated Universities appointment procedures and the terms of reference are given in Appendix B.
C.
Associate Dean, Graduate Studies and Research - appointment procedures and

the terms of reference are given in Appendix C.
D.
Assistant Dean - appointment procedures and the terms of reference are given in
Appendix D.
E.
Assistant Dean for Student Affairs - appointment procedures and the terms of
reference are given in Appendix E.
F.
Heads of Departments - appointment procedures and the terms of reference are

given for the Head of Departments in Appendix F.
G.
Academic Programme Chairs - appointment procedures and the terms of

reference are given for the Academic Chairs of Programmes in Appendix G.
H.
Directors of Research Centres - appointment procedures and the terms of

reference for Directors of Centres are given in Appendix H.
I.
Director, School of Biomedical Engineering- appointment procedures and the

terms of reference for Director, School of Biomedical Engineering are given in
Appendix I.
J.
Director, Internetworking Programme- appointment procedures and the terms

of reference for Director, Internetworking Programme are given in Appendix J.
K.
Academic Programme Director Interdisciplinary/Interdepartmental

Graduate Programmes- appointment procedures and the terms of reference for
Academic Programme Director Interdisciplinary/Interdepartmental Graduate
Programmes are given in Appendix K.
L.
Director, Core Division- appointment procedures and the terms of reference for
Director, Core Division are given in Appendix L.
14
VI.
CONDITIONS FOR DECLARATION OF VACANCIES FOR THE

OFFICERS, FACULTY OF ENGINEERING
A.
A vacancy occurs in the position of a Faculty Officer, Faculty of Engineering,

when:
(a)
(b)
(c)
(d)
(e)
(f)
B.
the Faculty Officers term expires; or

the Faculty Officer resigns and his/her resignation is accepted; or
the Faculty Officer is dismissed for cause; or
the Faculty Officer dies; or
the Faculty Officer is granted leave for a period greater than one (1) year or
is required to resign as a condition of a leave; or
the Faculty Officer is incapable of carrying out the duties of Faculty Officer
for a period greater than one (1) year.
In the event of a vacancy and until the position is filled through the appropriate
procedure, the Dean, after consulting with the appropriate Faculty committee or
the personnel affected by the vacancy, shall recommend or appoint, as
appropriate, an Acting or Interim Faculty Officer.
15
VII.
FACULTY COMMITTEES
A. Establishment
The Faculty of Engineering Council may at any time establish a committee by motion
regularly seconded and passed. Committees shall be of two types:
(1) Standing Committees deal with recurring business; once established they serve until
abolished by the Faculty of Engineering Council.
(1) Ad Hoc Committees deal with specific questions; if the life of a committee of this
type is not defined in its terms of reference, it shall become defunct when it has failed to
report to the Faculty of Engineering Council for a period exceeding one year.
B. Terms of Reference
(1) A committee is bound by its terms of reference. The first task of a newly formed
committee is to draft precise terms of reference and submit them to the Faculty of
Engineering Council for approval. Should a committee believe it desirable that its terms
of reference be modified, explicit approval of the Faculty of Engineering Council must be
sought and secured for any change.
(2) Terms of reference of existing standing committees are given in Appendix L.
(3) The following general terms of reference apply except where the terms of reference of
a committee include explicit provisions to the contrary:
(a) Composition
The membership and chair of standing committees shall be subject to progressive change.
New members normally start their term on a committee on July 1 of the year in which
they are elected. The membership and the chairs of ad hoc committees normally shall be
fixed by the Faculty of Engineering Council for the life of such committees. Except
where there is a specific exclusion, the Dean shall, ex-officio, be a member of all
committees of the Faculty of Engineering Council and shall have discretion to delegate
this responsibility. Ex-officio members are full voting members of the committees.
16
(b) Procedures
1.
Meetings of a committee are called by the Chair of the Committee.
2.
Unless otherwise stated, a quorum shall consist of 50% of the membership of a

committee.
3.
Each committee shall take care to ensure appropriate access to its deliberations by
interested individuals, departments, and students.
(c) Reports
A standing committee shall submit written reports directly to the Faculty of Engineering
Council once annually. If necessary, it may report more frequently.
17
VIII. RESEARCH CENTRES AND INSTITUTES

To encourage research activities, the Faculty of Engineering is associated with several
research institutes and centres:
(1).
Canadian Institute of Fisheries Technology (CIFT);
(2).
Centre for Marine Vessel Design and Research (CMVDR);
(3).
Centre for Water Resources Studies (CWRS);
(4).
Minerals Engineering Centre (MEC);
(5).
Nova Scotia CAD/CAM Centre; and
(6).
Vehicle Safety Research Team (VSRT).
The Centres are administered by Directors. The duties and the terms of reference of the
Directors of Research Centres and Institutes are described in Appendix H. New centres
are established by the procedures developed by the Dalhousie Senate.
The Engineering Research Directors Committee comprises the Directors of the
Research Centers and Institutes, and the Dean of Engineering. The constitution and the
terms of reference are given in Appendix L.
The Faculty of Engineering Research Centres are reviewed periodically by the Dalhousie
Senate according to the procedures described in Appendix O.
IX. DISTRIBUTION OF PROCEDURAL RULES
The office of the Dean of the Faculty of Engineering shall maintain a current revised
version of the Handbook of Rules and Procedures of the Faculty of Engineering,
distribute copies of these rules from time to time as required, and ensure that the new
members receive a copy upon joining the Faculty of Engineering.
18
X. APPENDICES
DALHOUSIE UNIVERSITY
APPENDIX A: DEAN - APPOINTMENT AND TERMS OF REFERENCE
______________________________________________________________________________
The procedure for the Appointment, Review and Reappointment of the Dean, Faculty of
Engineering is described in the document Administrative Appointments, approved by the
Dalhousie University Senate, November 24, 1997 (revised June 26, 2001).
COMPOSITION OF THE REVIEW/SEARCH COMMITTEE FOR DEAN, FACULTY
OF ENGINEERING
(1)
(2)
(3)
(4)
(5)
(6)
Representative from Graduate Student Society, Faculty of Engineering

Representative from Undergraduate Student Society, Faculty of Engineering
Five faculty representatives elected by the Faculty of Engineering Council
Representative from another Faculty appointed by the President
Representative from the Association of Professional Engineers of Nova Scotia (APENS),
elected by the Faculty of Engineering Council from at least three representatives
proposed by the Association of Professional Engineers of Nova Scotia (APENS)
Vice President Academic and Provost (Chair)
B.
TERMS OF REFERENCE FOR DEAN, FACULTY OF ENGINEERING
The Dean of the Faculty of Engineering is the senior officer of the Faculty. The Dean shall be
responsible for the academic and financial administration of the Faculty. He/she shall chair the
Steering Committee, and the Administrative Heads Committee.
X1
APPENDIX B:
ASSOCIATE DEAN (UNDERGRADUATE STUDIES AND

ASSOCIATED UNIVERSITIES) - APPOINTMENT AND
TERMS OF REFERENCE
________________________________________________________________________
The procedure for the Appointment, Review and Reappointment of the Associate Dean,
(Undergraduate Studies and Associated Universities), Faculty of Engineering is described
in the document Administrative Appointments, approved by the Dalhousie University
Senate, November 24, 1997 (revised June 26, 2001). Appointment is normally for four
years. At the conclusion of a second term there will be an open search.
A.
COMPOSITION OF THE REVIEW/SEARCH COMMITTEE FOR

ASSOCIATE DEAN (UNDERGRADUATE STUDIES AND ASSOCIATED
UNIVERSITIES), FACULTY OF ENGINEERING
(1)
(2)
(3)
(4)
(5)
(6)
Representative from the Faculty of Engineering

Representative from Undergraduate Studies Committee, Faculty of Engineering
Representative from Associated Universities Directors of Engineering Committee
Representative from Administrative Heads Committee
Representative from Undergraduate Student Society, Faculty of Engineering
Dean of Engineering as non-voting Chair
B.
DUTIES OF THE ASSOCIATE DEAN (UNDERGRADUATE AND

ASSOCIATED UNIVERSITIES)
(1)
(2)
Reports to the Dean of the Faculty of Engineering;

Shares in developing philosophies, policies, and plans for the Faculty of
Engineering regarding all aspects of the administration of the undergraduate
studies;
Provides leadership for the advancement of undergraduate programmes;
Provides liaison between the Faculty of Engineering and the Associated
Universities;
Engages in teaching at reduced load and normal research load or as otherwise
stipulated;
Undertakes such other duties and responsibilities as the Dean may assign. These
currently include the following:
(3)
(4)
(5)
(6)
X2
a.
b.
c.
d.
e.
f.
g.
h.
j.
i.
k.
l.
Represents the Dean in his/her absence unless prearranged otherwise,

and acts for the Associate Dean (Graduate Studies and Research) in
his/her absence;
Shares in budget preparation and resource allocation of the Faculty of
Engineering;
Helps with the preparation of several annual surveys of Faculty
statistics;
Takes the lead in preparing for Accreditation review submission;
Chairs the Scholarships & Awards Committee, and administers all
undergraduate awards including the NSERC Undergraduate Research
Awards, Canada Scholars, & the Nova Scotia Women in Engineering
Scholarship;
Coordinates admissions from the associated Universities to Faculty of
Engineering;
Chairs the Undergraduate Student=s Appeals Committee and the
Faculty Disciplinary Committee;
Is responsible for mounting and staffing all Complementary Studies
courses for the Faculty:
Represents the Administration on the Undergraduate Studies
Committee and
Cooperative Education Committee;
Represents the Faculty on the Directors of Engineering Committee;
Is responsible for course and examination scheduling for the Faculty.
He/she is an ex-officio member of the Faculty of Engineering
Undergraduate Studies Committee.
X3
APPENDIX C:
ASSOCIATE DEAN (GRADUATE STUDIES AND

RESEARCH) - APPOINTMENT AND TERMS OF
REFERENCE
________________________________________________________________________
The procedure for the Appointment, Review and Reappointment of the Associate Dean
(Graduate Studies and Research), Faculty of Engineering is described in the document
Administrative Appointments, approved by the Dalhousie University Senate,
November 24, 1997 (revised June 26, 2001). Appointment is normally for four years. At
the conclusion of a second term there will be an open search.
A.

ASSOCIATE DEAN (GRADUATE STUDIES AND RESEARCH)
(1).
(2).
(3).
(4).
(5).
(6).
Representative from Graduate Studies Committee, Faculty of Engineering

Representative from Research Centres
Representative from Faculty of Engineering
Representative from Graduate Student Society, Faculty of Engineering
B.
DUTIES OF THE ASSOCIATE DEAN (GRADUATE STUDIES AND

RESEARCH)
(1)
(2)
Reports to the Dean of the Faculty of Engineering

Fosters development of philosophies, policies, strategies, and plans for the
Faculty;
Provides leadership for the advancement of graduate studies and research
including recruitment of research personnel;
Has Faculty-wide responsibility to assist in developing proposals for research
initiatives;
Collaborates with the Registrar and Faculty of Graduate Studies to ensure
effective administration of graduate studies and graduate policies;
Responsible for the Graduate Studies Handbook, the Thesis Format and Style
Guide, and Graduate Forms;
Engages in teaching at reduced load and a normal research load or as otherwise
stipulated;
(3)
(4)
(5)
(6)
(7)
X4
(8)
Undertakes such other duties and responsibilities as the Dean may assign. These
currently include the following:
a.
b.
c.
d.
e.
f.
g.
(9)
Shares in budget preparation and resource allocation;

Helps with the preparation of annual surveys of Faculty statistics;
Takes the lead in preparing for external review of graduate programmes;
Represents the Administration on the Senate Graduate Studies Committee,
administers Faculty graduate scholarships and awards, and chairs the
Graduate Scholarships and Awards Committee;
Coordinates graduate admissions and admission policy for the Faculty;
Chairs the Graduate Student Appeals Committee and chairs the Faculty
Disciplinary Committee when graduate students are involved;
Takes the lead in preparation of Research Policies and Procedures for the
Faculty, and in defining and maintaining ethics and integrity in research
including definitions of conflicts of interest.
Duties will also include responsibility of the Office of Research Services
X5
APPENDIX D:
ASSISTANT DEAN - APPOINTMENT AND TERMS OF

REFERENCE
The procedure for the Appointment, Review and Reappointment of the Assistant Dean,
faculty of Engineering is described in the document Administrative Appointments,
approved by the Dalhousie University Senate, November 24, 1997 (revised June 26,
2001).
Since this is an administrative assistant to the Dean, performing specified tasks assigned
by the Dean the appointment is left entirely to the Dean (though as a matter of courtesy
and in the interest of good relations the Administrative Heads Committee, and the Faculty
Council should be kept fully informed on this matter).
X6
APPENDIX E:
ASSISTANT DEAN FOR STUDENT AFFAIRS APPOINTMENT AND TERMS OF REFERENCE
The procedure for the Appointment, Review and Reappointment of the Assistant Dean
for Student Affairs, faculty of Engineering is described in the document Administrative
Appointments, approved by the Dalhousie University Senate, November 24, 1997
(revised June 26, 2001). Appointment is normally for four years. At the conclusion of a
second term there will be an open search.
A.
(1).
(2).
(3).
(4).
(5).
(6).
B.

ASSISTANT DEAN FOR STUDENT AFFAIRS
President of the Undergraduate Student Society, Faculty of Engineering
President of the Graduate Student Society, Faculty of Engineering
Representative from the Undergraduate Studies Committee, Faculty of Engineering
Representative from the Graduate Studies Committee, Faculty of Engineering
Representative from Administrative Heads Committee, Faculty of Engineering
Dean of Engineering as non-voting Chair.
DUTIES OF THE ASSISTANT DEAN FOR STUDENT AFFAIRS
This position is designed to fulfill the requirement for a student advocate or

ombudsman in the Faculty of Engineering, and is designated as Assistant Dean or
Engineering for Student Affairs. The Assistant Dean is expected to perform the
following functions:
(1)
Reports to the Dean of the Faculty of Engineering
(2)
Act as advisor for students in the Faculty of Engineering on matters that affect
their academic performance and well being which cannot be resolved at the
Departmental level.
(3)
When he/she deems justifiable, will intercede on behalf of a student or a group of

students with academic units and/or course instructors to resolve issues that
adversely affect academic performance of the group concerned.
(4)
Offers to students counseling and the appropriate referral advice to deal with
X7
matters that require specialized expertise from Dalhousie University Student

Services.
(5)
Act as member of the Faculty of Engineering Appeals Committees (undergraduate

and graduate) and, having made an independent assessment of the appeals=
subject, will undertake to represent the students interests at appeals hearings.
(6)
Act as an advocate for the students interests at Faculty and academic unit
deliberations.
(7)
Act as liaison with student groups to convey, when appropriate and the point of
view to the faculty administration, through, for example, attendance at
engineering student society executive meetings.
(8)

stipulated.
X8
APPENDIX F:
DEPARTMENT HEADS - APPOINTMENT AND TERMS OF

REFERENCE
Procedure
Presently the procedure for the Appointment, Review and Reappointment of the
Department Heads within the Faculty of Engineering has been developed by the Faculty
of Engineering as described in the document Administrative Appointments, approved
by the Dalhousie University Senate, November 24, 1997 (revised June 26, 2001).
Within the last year of an initial appointment (normally four years) of a Department Head
the Dean should ask the incumbent whether he/she wishes to be considered for
reappointment. If the incumbent wishes to stand for reappointment the Dean shall ask the
appropriate bodies to select representatives for the review/search committee with the
purpose to review the performance of the incumbent. In case the incumbent does not wish
to re-offer, the committee shall review the office. The Dean shall be its chair and the
committee shall appoint its own secretary. At the conclusion of a second term there will
be an open search.
The committee shall publicize its existence and make known that it is prepared to receive
comments from any member of the Faculty community concerned with the
appointment/reappointment; and it shall consult with the Administrative Heads
committee of the Faculty of Engineering. After considering the comments made to it and
seeking any outside advice as it considers necessary, the committee shall decide and
recommend or not recommend reappointment of the incumbent. The person reappointed
must be acceptable to the Dean.
If the committee recommends reappointment, the Dean shall recommend his or her
reappointment to the President.
If the committee does not recommend reappointment of the incumbent, the committee
shall publicize that it is prepared to receive nominations for the position of the Head in
the concerned Department. The consultation procedure is the same as with the review of
the incumbent. After considering all nominations and the comments made to it and
seeking any outside advice as it considers necessary, the committee shall decide upon the
most appropriate candidate and the Dean shall recommend his or her appointment to the
President.
The person appointed must be acceptable to the Dean.
X9
A.

DEPARTMENT HEADS, FACULTY OF ENGINEERING
(1)
(4)
Representative from Administrative Heads Committee, Faculty of Engineering,

who is not under consideration for appointment/reappointment the same year.
Two representatives from Faculty members of the Department
Representative from the Faculty at large selected by the Administrative Heads
Committee from three names submitted by the Department.
B.
DUTIES OF THE DEPARTMENT HEAD
(1)
The Head provides leadership for the Department and its programmes and is
generally responsible to the Dean for the organization and administration of
his/her Department.
Supervises the academic programmes of the Department;
Makes known to the Academic Programme Chairs and/or carry out Faculty
policies as appropriate as they affect the Department,
Advises Members of the Department on their teaching, research, and other
responsibilities, and brings to the attention of colleagues concerning any reported
neglect of such responsibilities;
stipulated;
Reports in writing to the Dean as required, with a copy to the Member concerned,
on the performance of the Member=s duties. This report shall be discussed with
the Member, who shall have the right of written comment;
Prepares, after consultation with the Academic Programme Chairs where
appropriate of the Department, a written recommendation to the Dean concerning
allocation of teaching responsibilities;
Calls and chairs meetings of the Academic Programme Chairs and the
Department as need arises;
Makes arrangements, agreeable to the Dean, for the discharge of his/her duties as
a Head during annual vacations and other casual absences;
He/she is responsible for Department budgets and receives a stipend calculated as
per University policy.
Initiates selection/recruitment of Faculty and Staff in collaboration with
appropriate search committees and the Office of Human Resources.
Provides coordination of research and teaching efforts of the Department
including securing funds for scholarships, bursaries, grants, and contracts.
Ensures that University regulations and guidelines in areas of research and
academics are respected within the Department.
(2)
(3)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
(11)
(12)
(13)
X10
(14)
The Dean may assign further reasonable duties and responsibilities to a

Department Head, after consultation with the affected Head
X11
APPENDIX G:
ACADEMIC PROGRAMME CHAIR - APPOINTMENT AND

TERMS OF REFERENCE
Procedure
Presently the procedure for the Appointment, Review and Reappointment of the
Academic Programme Chairs within the Faculty of Engineering has been developed by
the Faculty of Engineering as described in the document Administrative Appointments,
approved by the Dalhousie University Senate, November 24, 1997 (revised June 26,
2001).
Within the last year of an initial appointment (normally four years) of an Academic
Programme Chair the Dean should ask the incumbent whether he/she wishes to be
considered for reappointment. If the incumbent wishes to stand for reappointment the
Dean shall ask the appropriate bodies to select representatives for the review/search
committee with the purpose to review the performance of the incumbent. In case the
incumbent does not wish to re-offer, the committee shall review the office. The
Department Head shall be its chair and the committee shall appoint its own secretary. At
the conclusion of a second term there will be an open search.
The committee shall publicize its existence and make known that it is prepared to receive
comments from any member of the Faculty community concerned with the
appointment/reappointment; and it shall consult with the Administrative Heads
committee of the Faculty of Engineering. After considering the comments made to it and
seeking any outside advice as it considers necessary, the committee shall decide and
recommend or not recommend reappointment of the incumbent. The person reappointed
must be acceptable to the Dean and the Department Head .
If the committee recommends reappointment, the Dean shall recommend his or her
If the committee does not recommend reappointment of the incumbent, the committee
shall publicize that it is prepared to receive nominations for the position of the Academic
Programme Chair in the concerned Department. The consultation procedure is the same
as with the review of the incumbent. After considering all nominations and the
comments made to it and seeking any outside advice as it considers necessary, the
committee shall decide upon the most appropriate candidate and the Dean shall
recommend his or her appointment to the President.
The person appointed must be acceptable to the Dean and the Department Head.
X12
A.

ACADEMIC PROGRAMME CHAIR
(1)
(2)
(3)
The Department Heads as non-voting Chair

Two representatives from Faculty members of the Programme
One representative from any other accredited programme within the Department
determined at a Departmental meeting.
B.
DUTIES OF THE ACADEMIC PROGRAMME CHAIR
The Academic Programme Chair shall:

(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
be responsible for co-ordinating and preparing the accreditation report for, and
advising the Head on relevant issues related to the assigned academic programme;
work with the Head to ensure the quality and reputation of the programme;
report annually to the Department Head upon the progress and efficiency of the
work of the academic programme and make such recommendations thereon as
he/she considers necessary;
provide counseling to students on their academic programmes as the undergraduate
studies coordinator;
make recommendations to the Department Head on programme teaching and
assigning of teaching duties;
promote the well-being and orderly conduct of the programme;
perform such other duties as assigned by the Department Head.
not have Departmental fiscal responsibilities.
X13
APPENDIX H:
DIRECTORS OF RESEARCH CENTRES - APPOINTMENT AND

TERMS OF REFERENCE
______________________________________________________________________________
Procedure
Presently the procedure for the Appointment, Review and Reappointment of the Directors of
Research Centres within the Faculty of Engineering has been developed by the Faculty of
Engineering as described in the document Administrative Appointments, approved by the
Within the last year of an initial appointment (normally four years) of a Director of a Centre the
Dean should ask the incumbent whether he/she wishes to be considered for reappointment. If the
incumbent wishes to stand for reappointment the Dean shall ask the appropriate bodies to select
representatives for the review/search committee with the purpose to review the performance of the
incumbent. In case the incumbent does not wish to re-offer, the committee shall review the office.
The Dean shall be its chair and the committee shall appoint its own secretary. At the conclusion of a
The committee shall publicize its existence and make known that it is prepared to receive comments
from any member of the Faculty community concerned with the appointment/reappointment; and it
shall consult with the Research Directors committee of the Faculty of Engineering. After
considering the comments made to it and seeking any outside advice as it considers necessary, the
committee shall decide and recommend or not recommend reappointment of the incumbent. The
person reappointed must be acceptable to the Dean.
If the committee recommends reappointment, the Dean shall recommend his or her reappointment
to the President.
If the committee does not recommend reappointment of the incumbent, the committee shall
publicize that it is prepared to receive nominations for the position of the Director of the Centre.
The consultation procedure is the same as with the review of the incumbent. After considering all
nominations and the comments made to it and seeking any outside advice as it considers necessary,
the committee shall decide upon the most appropriate candidate and the Dean shall recommend his
or her appointment to the President.
X14
A.
(1).
(2).
(3).
(4).
(5).
B.
COMPOSITION OF THE REVIEW/SEARCH COMMITTEE FOR DIRECTORS OF

CENTRES, FACULTY OF ENGINEERING
Two representatives from the personnel involved in the operation of the Centre
Representative from Research Centres Directors Committee
Representation from the Advisory Board of the Research Centre if appropriate
DUTIES OF THE DIRECTORS OF CENTRES, FACULTY OF ENGINEERING
The Director of the Research Centre, Faculty of Engineering is the senior officer of the Centre. The
Director shall be responsible for the financial administration of the Centre. The Director shall chair
the Centre meeting.
C.
ADVISORY BOARDS
In most instances, the Research Centres use Advisory Boards to advocate research direction and to
suggest new opportunities for research and collaboration with industry and government
associations. The Advisory Board consists of individuals from industry, professional associations
and government agencies with specific interests in the research and development activities of the
Centres. Each Advisory Board member is appointed by the Dean upon the recommendation of the
Director in consultation with the Board for a period of three years.
The Advisory Boards elect their own Chair and meet on a regular basis (generally twice each year)
to review the activities and financial reports of the individual Centres.
X15
APPENDIX I:
DIRECTOR OF SCHOOL - APPOINTMENT AND TERMS OF

REFERENCE
______________________________________________________________________________
Procedure
Presently the procedure for the Appointment, Review and Reappointment of the Directors of
Schools within the Faculty of Engineering has been developed by the Faculty of Engineering as
described in the document Administrative Appointments, approved by the Dalhousie University
Senate, November 24, 1997 (revised June 26, 2001).
Within the last year of an initial appointment of a Director of a School, the Designated Dean1 shall
ask the incumbent whether he/she wishes to be considered for reappointment. If the incumbent
wishes to stand for reappointment the Designated Dean shall ask the appropriate bodies to select
representatives for the review/search committee with the purpose to review the performance of the
incumbent. In case the incumbent does not wish to re-offer, the committee shall review the office.
The Deans shall propose a Chair of the committee for approval by the Faculty Councils of both
Engineering and Medicine. The committee shall appoint its own secretary. At the conclusion of a
from any member of the Faculties concerned with the appointment/reappointment; and it shall
consult with the Administrative Heads committee of the Faculty of Engineering. After considering
the comments made to it and seeking any outside advice as it considers necessary, the committee
shall decide and recommend or not recommend reappointment of the incumbent. The person
reappointed must be acceptable to the Designated Dean.
If the committee recommends reappointment, the Designated Dean shall recommend his or her
publicize that it is prepared to receive nominations for the position of the Director of a School. The
1 In the case of the School of Biomedical Engineering, the Dean of the Faculty of Engineering and
the Dean of the Faculty of Medicine will decide which one of them will be the Designated Dean
who will have the responsibility to conduct the search and appointment process of the Director. The
Designated Dean will also have the responsibility of consulting with and receiving the approval of
the other Dean at every step of the process.
X16
consultation procedure is the same as with the review of the incumbent. After considering all
nominations and the comments made to it and seeking any outside advice as it considers necessary,
the committee shall decide upon the most appropriate candidate and the Dean shall recommend his
or her appointment to the President.
The person appointed must be acceptable to the Dean of Engineering and the Dean of Medicine.
Presently there are no Schools wholly within the Faculty of Engineering. The School of Biomedical
Engineering is an academic unit shared by the Faculties of Engineering, Medicine and Dentistry.
A. COMPOSITION OF THE REVIEW/SEARCH COMMITTEE FOR DIRECTOR OF
THE SCHOOL OF BIOMEDICAL ENGINEERING
The Director of the School of Biomedical Engineering (for normally a five year term) will be
selected following procedures in accordance with the regulations of the Faculties of Medicine
and Engineering.
The Director will hold an academic appointment in either the Faculty of Engineering or the
Faculty of Medicine.
B. DUTIES OF DIRECTOR OF THE SCHOOL OF BIOMEDICAL ENGINEERING
The Director shall report to the Deans of Medicine and Engineering.
The Director must:
Ensure that the goals and objectives of the School are consistent with those of the Faculties of
Engineering and Medicine and those of the University;
(1)
Meet at least semi-annually with the Deans of Medicine and Engineering;
(2)
The Director provides leadership for the School and is generally responsible to the Deans for
the organization and administration of his/her School.
(3)
(4)
(5)
Supervise the academic programmes of the School;

Make known and carry out Faculty policies as they affect the School;
Advise Members of the School on their teaching, research, and other responsibilities, and
bring to the attention of colleagues concerned any reported neglect of such responsibilities;
Engages in teaching at reduced load and normal research load or as otherwise stipulated;
Report in writing to the appropriate Dean as required, with a copy to the Member concerned,
on the performance of the Members duties. This report shall be discussed with the Member,
(6)
(7)
X17
(8)
(9)
(10)
(11)
(12)
(13)
(14)
(15)
(16)
who shall have the right of written comment;

Prepare, after consultation with the Members of the School, a written recommendation to the
appropriate Dean concerning allocation of teaching responsibilities;
Call and chair meetings of the School as need arises;
Make arrangements, agreeable to the Dean, for the discharge of his/her duties as a Director
during annual vacations and other casual absences;
He/she is responsible for Department budgets;
Initiates selection/recruitment of Faculty and Staff in collaboration with appropriate search
committees and the Office of Human Resources;
Provides coordination of research and teaching efforts of the School including securing funds
for scholarships, bursaries, grants, and contracts;
Ensures that University regulations and guidelines in areas of research and academics are
respected within the School;
Prepare periodic reports on the activities and programs of the School,
The Dean may assign further reasonable duties and responsibilities to the Director, after
consultation with the Director.
X18
APPENDIX J:
DIRECTOR, INTERNETWORKING PROGRAMME - APPOINTMENT

AND TERMS OF REFERENCE
______________________________________________________________________________
The Internetworking Programme is administered by the Director as a business unit that depends
upon the teamwork of the Internetworking Team and the support of partner companies. Partner
companies are comprised of major supporters (those that provide support for the facility and
scholarships), and those that hire the students.
Procedure
Presently the procedure for the Appointment, Review and Reappointment of the Director of
Internetworking Programme within the Faculty of Engineering has been developed by the Faculty
of Engineering as described in the document Administrative Appointments, approved by the
Within the last year of an initial appointment (normally four years) of a Director of the
Internetworking Programme the Dean should ask the incumbent whether he/she wishes to be
considered for reappointment. If the incumbent wishes to stand for reappointment the Dean shall
ask the appropriate bodies to select representatives for the review/search committee with the
purpose to review the performance of the incumbent. In case the incumbent does not wish to reoffer, the committee shall review the office. The Dean shall be its chair and the committee shall
appoint its own secretary. At the conclusion of a second term there will be an open search.
shall consult with the Administrative Heads committee of the Faculty of Engineering. After
to the President.
publicize that it is prepared to receive nominations for the position of the Director of the
Internetworking Programme. The consultation procedure is the same as with the review of the
incumbent. After considering all nominations and the comments made to it and seeking any outside
X19
advice as it considers necessary, the committee shall decide upon the most appropriate candidate
and the Dean shall recommend his or her appointment to the President.
A.
COMPOSITION OF THE REVIEW/SEARCH COMMITTEE FOR OF DIRECTOR,

INTERNETWORKING PROGRAMME, FACULTY OF ENGINEERING
(1)
(2)
(3)
(4)
(5)
Representative from the major supporters of the laboratory facility

Representative from instructors of the Internetworking Programme
Representative from non-Faculty complement of the Internetworking Programme
B.
DUTIES OF THE PROGRAMME DIRECTOR, INTERNETWORKING

PROGRAMME, FACULTY OF ENGINEERING
(1)
Responsible for the administration and fiscal matters of the full fee-paying programme
Master of Engineering in Internetworking, and any outgrowths from the programme.
Student recruitment, admissions, and programme enrollment growth planning and
implementation.
Industrial liaison, partnership building, fund raising, marketing of the programme,
recruitment of faculty and staff placement, and recruitment of part-time instructors.
Academic responsibility for programme content, programme facilities, and for running
the programme in a business-like manner.
All faculty and staff report directly to the Director.
The Director reports to the Dean of Engineering.
(2)
(3)
(4)
(5)
(6)
X20

APPENDIX K:
ACADEMIC PROGRAMME DIRECTORS:

INTERDISCIPLINARY/INTERDEPARTMENTAL GRADUATE
PROGRAMMES - APPOINTMENT AND TERMS OF REFERENCE
______________________________________________________________________________
Procedure
Presently the procedure for the Appointment, Review and Reappointment of the Academic
Programme Directors Interdisciplinary/Interdepartmental Graduate Programmes within the
Faculty of Engineering has been developed by the Faculty of Engineering as described in the
document Administrative Appointments, approved by the Dalhousie University Senate,
November 24, 1997 (revised June 26, 2001).
Within the last year of an initial appointment (normally four years) of an Academic Programme
Director, the Dean shall ask the incumbent whether he/she wishes to be considered for
reappointment. If the incumbent wishes to stand for reappointment the Dean shall ask the
appropriate bodies to select representatives for the review/search committee with the purpose to
review the performance of the incumbent. In case the incumbent does not wish to re-offer, the
committee shall review the office. The Dean shall be its chair and the committee shall appoint its
own secretary. At the conclusion of a second term there will be an open search.
shall consult with the Administrative Heads committee of the Faculty of Engineering. After
to the President.
publicize that it is prepared to receive nominations for the position of the Academic Programme
Director for the concerned Programme. The consultation procedure is the same as with the review
of the incumbent. After considering all nominations and the comments made to it and seeking any
outside advice as it considers necessary, the committee shall decide upon the most appropriate
candidate and the Dean shall recommend his or her appointment to the President.
X21

A.
COMPOSITION OF THE REVIEW/SEARCH COMMITTEE FOR ACADEMIC

PROGRAMME DIRECTOR - INTERDISCIPLINARY/INTERDEPARTMENTAL
GRADUATE PROGRAMMES
(1)
(2)
Representative from Administrative Heads Committee, Faculty of Engineering

Two representatives from the Faculty members directly involved in the Programme (i.e.
from the members of the Programme Academic Committee of the Programme).
Representative from the Faculty at large selected by the Administrative Heads Committee
from three names submitted by the Faculty members directly involved in the Programme.
(3)
(4)
B.
DUTIES OF THE ACADEMIC PROGRAMME DIRECTOR INTERDISCIPLINARY/INTERDEPARTMENTAL GRADUATE PROGRAMMES

The Academic Programme Director shall:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
be responsible for overseeing, supervising and coordinating the assigned Programme;

be responsible for the quality and reputation of the Programme;
report annually to the Associate Dean, Graduate Studies and Research and to the Dean upon
the progress and efficiency of the work of the Programme and make such recommendations
thereon as he/she considers necessary;
provide counseling to students on their academic programmes;
review the applications for admission, circulate them to the appropriate Faculty members for
consideration, and forward recommendations regarding admission of candidates to the
Associate Dean, Graduate Studies and Research;
assign teaching responsibilities for the core courses of the Programme in consultation with
instructors, Department heads and the Dean;
promote the well-being and orderly conduct of the Programme;
call and chair the Programme Academic Committee meetings of the Programme.
perform such other duties as assigned by the Dean and Associate Dean, Graduate Studies
and Research.
NOTE: As of February 2003, there are two interdisciplinary/interdepartmental graduate

programmes in the Faculty of Engineering. These are: Petroleum Engineering and
Environmental Engineering.
X22
APPENDIX L:
DIRECTOR CORE DIVISION: APPOINTMENT AND TERMS

OF REFERENCE
Appointment is normally for four years followed by a review should the incumbent wish
to reoffer. At the conclusion of the second term there will be an open search
A.

DIRECTOR, CORE DIVISION, FACULTY OF ENGINEERING
(1)
(2)
(3)
(4)
(5)
Representative from Undergraduate Studies Committee, Faculty of Engineering

Representative from Department Heads Committee
Representative from the Undergraduate Student Society, Faculty of Engineering
Associate Dean, Undergraduate and Associated Universities, Faculty of
Engineering
C.
DUTIES OF THE DIRECTOR, CORE DIVISION
(1)
Reports to the Associate Dean, Undergraduate and Associated Universities of the

Faculty of Engineering;
(2)
Provides day to day management of Core Division Office, including personnel;
(3)
Shares in developing philosophies, policies, and plans for the Core Division,
Faculty of Engineering (Years 1 and II);
(4)
Provides leadership for the advancement of the Core Division, including the
Annual AU Workshop;
(5)
Provides liaison between Faculty of Engineering, Core Division and the

Associated Universities;
(6)

stipulated;
(7)
Undertakes such other duties and responsibilities as the Associate Dean,

Undergraduate and Associated Universities, may assign. These may include the
following:
X23
a.
b.
c.
d.
e.
Provides leadership for the Core Division (Years I and II), Faculty of
Engineering
Recommends teaching responsibility and class sectioning requests to the
Associate Dean, Undergraduate and Associated Universities
Represents the Core Division at meeting of the Directors of Engineering
Committee
Represents the Core Division at the weekly meetings of the Department
Heads Committee
Helps with the preparation of annual surveys regarding Faculty statistics
X24
L. APPENDICES
APPENDIX L1:
ADMINISTRATIVE HEADS COMMITTEE - CONSTITUTION AND

TERMS OF REFERENCE
______________________________________________________________________________
A.
ADMINISTRATIVE HEADS COMMITTEE
The Administrative Heads Committee (AHC) shall be a standing committee of the Faculty of
Engineering subsidiary to and responsible to the Faculty.
B.
COMPOSITION OF THE ADMINISTRATIVE HEADS COMMITTEE
(1)
(2)
(3)
(4)
(5)
(6)
(7)
The Department Heads of each of the Departments in the Faculty of Engineering

The Dean (Chair)
The Associate Deans
The Assistant Deans (one of them recording the minutes)
The Chair of the Engineering Research Centres Council
The Director, School of Biomedical Engineering
The Administrator of the Faculty of Engineering
C.
FUNCTIONS OF THE ADMINISTRATIVE HEADS COMMITTEE
(1)
The Administrative Heads Committee shall have standing authority to recommend the
appointment of Adjunct and FGS status faculty members.
The Administrative Heads Committee shall have standing authority to recommend the
appointment of Emeritus faculty.
The Administrative Heads Committee shall have the standing authority to distribute the
travel funds as is required of it by the Articles of the Collective Agreement.
The Administrative Heads Committee shall have standing authority to approve the NSERC
Undergraduate Research Awards.
The Administrative Heads Committee shall meet as Planning Committee of the Faculty of
Engineering to discuss matters that are predominantly concerned with the finance and
budget of the Faculty of Engineering.
The Administrative Heads Committee shall be an authoritative body whose opinion and
advice the Dean may seek on any matter.
On its own initiative, the Administrative Heads Committee may engage in financial and
academic planning. This activity includes:
(2)
(3)
(4)
(5)
(6)
(7)
L18
a. Advice to the Dean, and, where appropriate, Faculty of Engineering Council, on matters
concerning the Faculty relating to: the optimizing of revenue, the means of increasing
efficiency in the operations of the Faculty, the financial implications to the Faculty of
Engineering of all proposed new or altered programmes of study and matters relating to
financial constraint or exigency.
b. An examination of the long-range or wide-range implications of significant trends that
are currently underway and of particular decisions that may be taken.
c. The proposal of specific measures from which long-range advantages might be expected
to accrue to the Faculty of Engineering, or by which impending problems might be
averted or alleviated.
d. The Administrative Heads Committee may create sub-committees to examine and advise
upon business, which does not fall under the jurisdiction of other standing or ad hoc
committees of the Faculty of Engineering. Such subcommittees may include Faculty
members and others. The Administrative Heads Committee shall receive reports of its
subcommittees and it may take such action with respect to these reports as does not
significantly change, conflict with, or involve questionable interpretations of policy
established by the Faculty of Engineering Council.
e. On the direction of the Faculty of Engineering Council, an ad hoc committee of the
Faculty may report to the Administrative Heads Committee. Unless Faculty of
Engineering Council instructs otherwise all such reports shall be transmitted without
delay to all members of the Faculty of Engineering. The Administrative Heads
Committee may take such action with respect to such reports as is consistent with the
terms of reference establishing the ad hoc committee.
f. The Faculty of Engineering Council may refer any business to the Administrative Heads
Committee for consideration, reformulation, redrafting, or other purpose.
D. PROCEDURES OF ADMINISTRATIVE HEADS COMMITTEE
(1)
(2)
(3)
(4)
The Administrative Heads Committee shall meet every week. The Dean of the Faculty of
Engineering shall be responsible for providing the agenda for each Administrative Heads
Committee meeting.
There shall be a quorum of 50% plus 1 voting members.
Faculty of Engineering standing and ad hoc committee chairs may seek advice from and
confer with the Administrative Heads Committee whenever the need arises.
If the Administrative Heads Committee is considering a request or proposal from a
committee, members of the committee in addition to the chair may be present and express
their views.
L19
E. REPORTING BY THE ADMINISTRATIVE HEADS COMMITTEE

The minutes of the Administrative Heads Committee shall be prepared promptly by the Recording
Secretary. The minutes shall be distributed to any member of Faculty of Engineering who so
requests. One copy of the minutes shall be sent to each member of the Administrative Heads
Committee.
L20
APPENDIX L1a:
SPACE COMMITTEE: CONSTITUTION AND TERMS OF

REFERENCE
______________________________________________________________________________
A.
SPACE COMMITTEE
The Space Committee shall be an advising committee of the Faculty of Engineering subsidiary to
and responsible to the Dean.
B.
COMPOSITION OF THE SPACE COMMITTEE
The committee shall be composed of three members, elected by the Administrative Heads
Committee and the appropriate person from the Facilities Management as a resource person. The
Committee shall be chaired by the Assistant Dean.
C.
FUNCTIONS OF THE SPACE COMMITTEE
The Space Committee shall be an advisory committee to the Dean with responsibility for
formulating guidelines governing the allocation, utilization and development of space in Sexton
Campus, for the needs of the Faculty of Engineering. Copies of current guidelines should be
available in the Deans Office.
E. REPORTING BY THE SPACE COMMITTEE
The Space Committee shall report, in writing, to the Dean of Engineering and the Administrative
Heads Committee.
L21
APPENDIX L2:
FACULTY STEERING COMMITTEE
______________________________________________________________________________
A. COMPOSITION
Membership
The Committee shall consist of the Dean of Engineering (ex-officio), two tenured members elected
annually from Faculty of Engineering Council and the Chair and the Recording Secretary of the
Faculty of Engineering Council. The committee may also call upon the Associate and Assistant
Deans as needed. The Chair of Steering Committee is selected annually by and within the
membership of the Committee.
B. TERMS OF REFERENCE
The Faculty Steering Committee shall:
(1)
(2)
(3)
(4)
(5)
Approve the agenda for the Faculty of Engineering Council meetings;

Act as the nominating committee;
Refer issues of concern to the appropriate committee of the Faculty;
When appropriate, bring recommendations regarding Faculty issues to Faculty of
Engineering Council meetings for approval.
The Committee is directly responsible to Faculty of Engineering Council.
L22
APPENDIX L3:
UNDERGRADUATE STUDIES COMMITTEE - CONSTITUTION

AND TERMS OF REFERENCE
______________________________________________________________________________
A. COMPOSITION
The committee shall consist of
(1)
The Dean of Engineering (ex-officio)
(2)
One faculty member from each academic program
(3)
An undergraduate student named by the Engineering Undergraduate Society
(4)
The Associate Dean (Undergraduate and Associated Universities)
(5)
The Assistant Dean for Students Affairs
(6)
A representative of the Registrar (ex-officio)
(7)
A representative of the Associated Universities Directors Committee (ex-officio)
(8)
The Chair and Secretary are to be elected by the members of the Committee for a two-year
term.
(9)
There shall be a quorum of 50% plus 1 voting members
(10) The Committee may establish sub-committees or ad hoc committees as the need arises.
The Undergraduate Studies Committee (USC) shall receive and review recommendations from the
Departments of the Faculty of Engineering, and make recommendations to Faculty Council
concerning the following areas of Undergraduate Education:
(1)
(2)
(3)
(4)
(5)
(6)
Forward planning for all academic undergraduate programs;

Academic Regulations;
Approval and evaluation of academic programs;
Changes in content of courses;
Teaching and learning.
The Undergraduate Studies Committee (USC), with a quorum of 100% of its membership
shall have standing authority to approve the student marks and the lists of graduation.
C.
REPRESENTATION AT FACULTY MEETINGS
(1)
The Committee is directly responsible to the Faculty of Engineering.
L23
(2)
(3)
The chair, secretary or designated substitute has the responsibility to represent the USC at
faculty meetings and present USC submissions and respond to faculty questions as required.
The Faculty of Engineering has the final say on any issue presented by USC and has the
right to reject submissions approved by USC or send them back for further review.
D.
MEETING TIMES
(1)
The USC will meet once a month. Special meetings may be called by the chair to discuss
urgent matters.
The days and time of the meetings will be decided by the members of the committee at the
beginning of each term in order to avoid conflicts.
(2)
E.
SUBMISSIONS
(1)
(2)
The deadline for submissions to USC is one week (7 days) before the next committee
meeting.
Members are strongly requested to respect this deadline.
F.
SPECIFIC ISSUES
(1)
(2)
Specific agenda items may be postponed if the issue representative is absent.

The minutes of USC meetings will be sent to the DHC for information
L24
APPENDIX L3a:
UNDERGRADUATE RECRUITMENT COMMITTEE CONSTITUTION AND TERMS OF REFERENCE
A. COMPOSITION
The committee shall consist of one member from each academic program, two undergraduate
students as nominated by the EUS, the Associate Dean (Undergraduate Studies and Associated
Universities), and resource people as appropriate. The Chair and Secretary are to be elected by the
members of the Committee for a two-year term. The committee may establish sub-committees or
ad hoc committees as the need arises.
The Recruitment Committee shall review, develop, and update policies, and make
recommendations to Faculty Council concerning the following areas:
(1)
(2)
(3)
(4)
Forward planning for all undergraduate academic recruiting programs;

Recruiting visits at all levels.
Develop publicity material to promote the Faculty of Engineering undergraduate programs.
Coordinate with bodies involved in student recruiting for Engineering.
L25
APPENDIX L4:
GRADUATE STUDIES COMMITTEE - CONSTITUTION AND

TERMS OF REFERENCE
______________________________________________________________________________
A.
COMPOSITION
The Graduate Studies Committee (GSC) membership shall consist of:

(1)
The Dean of Engineering (ex-officio)
(2)
Graduate Co-ordinators of all Graduate Programmes or Departments as appropriate
(3)
Associate Dean of Engineering for Graduate Studies and Research (ex-officio),
(4)
The Graduate Studies Administrator will serve as non-voting (ex-officio) member of the
committee.
(5)
The Committee will elect its own Chair and Secretary for a two-year term.
(6)
Normally, the secretary will move to the chair position.
(7)
There shall be a quorum of 50% plus 1 voting members.
(8)
The Committee may establish sub-committees or ad hoc committees as the need arises.
B.
TERMS OF REFERENCE
This Graduate Studies Committee shall receive and review recommendations from the Departments
of the Faculty of Engineering and shall be responsible for all matters pertaining to the planning and
implementation of graduate courses and graduate students programmes of study. In particular, the
Committee shall act on and make recommendations to Faculty of Engineering concerning the
following:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
(11)
Consideration of new graduate courses.

Changes in contents of graduate courses.
Regulations and working rules.
Course credits, special leaves and extensions.
Supervisors.
Thesis titles.
Graduate standards and academic regulation.
Faculty of Engineering graduate scholarships and awards.
Forward plans for graduate studies within the Faculty of Engineering.
Library acquisitions of journals, monographs, and books.
Programme evaluation.
Note: Items 3-6 will normally be handled by the Office of Associate Dean of Engineering
for Graduate Studies and Research except in special circumstances.
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C.
REPRESENTATION AT FACULTY MEETINGS
(1)
(2)
The Committee is directly responsible to the Faculty of Engineering.

The chair, secretary or designated substitute has the responsibility to represent the GSC at
faculty meetings and present GSC submissions and respond to faculty questions as required.
The Faculty of Engineering has the final say on any issue presented by GSC and has the
right to reject submissions approved by GSC or send them back for further review.
(3)
D.
MEETING TIMES
(1)
The GSC will meet once a month. Special meetings may be called by the chair to discuss
urgent matters.
The days and time of the meetings will be decided by the members of the committee at the
beginning of each term in order to avoid conflicts.
(2)
E.
SUBMISSIONS
(1)
(2)
The deadline for submissions to GSC is one week (7 days) before the next committee
meeting.
Members are strongly requested to respect this deadline.
F.
SPECIFIC ISSUES
(1)
(2)
Specific agenda items may be postponed if the issue representative is absent.

The minutes of GSC meetings will be sent to the FGS for information.
L27
APPENDIX L5:
APPEALS COMMITTEES - CONSTITUTION AND TERMS OF

REFERENCE
______________________________________________________________________________
I.
UNDERGRADUATE
A. COMPOSITION
The Appeals Committee shall consist of the Associate Dean (Undergraduate and Associated
Universities) as Chair, the Head of the Department of the student concerned, and the Assistant Dean
of Student Affairs.
(1)
(3)
An Appeals Committee will be initiated by the Associate Dean when a request is received
from the student for academic action which can not be handled by the normal application of
the Faculty regulations;
An Appeals Committee may be formed to deal with a request for:
a. An examination re-read,
b. A special examination.
II.
GRADUATE
(2)
A. COMPOSITION
The Appeals Committee shall consist of the Associate Dean (Graduate and Research) as Chair, the
Head of the Department of the student concerned, and the Assistant Dean of Student Affairs.
(1)
(2)
(3)
An Appeals Committee will be initiated by the Associate Dean when a request is received
from the student for academic action, which cannot be handled by the normal application of
the Faculty regulations;
An Appeals Committee may be formed to deal with a request for:
a. An examination re-read,
b. A special examination.
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APPENDIX L6:
TENURE AND PROMOTIONS COMMITTEES - RULES AND

PROCEDURES OF OPERATION
______________________________________________________________________________
(1)
Relevant Documents
These terms of reference conform to the 2004 2007 Collective Agreement between the Board of
Governors and the Dalhousie Faculty Association. Key sections of the Collective Agreement are
Article 15 (Tenure, Continuing Appointment and Appointment Without Term), Article 16
(Promotion), Article 18 (Personal Files), Clause 20.04 (Workloads), and Article 36 (Fairness and
Natural Justice). Information has also been obtained from the Dalhousie Faculty Association (DFA)
document Under the Microscope: TENURE, PROMOTION and REAPPOINTMENT (as revised
from time to time).
(2)
Principles of Operation
(2a) Natural Justice

This principle has several ramifications, as specified by the DFA document Under the Microscope:
TENURE, PROMOTION and REAPPOINTMENT and listed below. They could be summarized
in the phrase Open Process:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
all candidates have the right to receive notices of all meetings which they should attend or
have the right to attend.
all candidates have the right to see and/or hear all evidence presented in their case. To this
end, if any person wishes to make a presentation to any committee (formally known as a
hearing), the candidate shall have the right to be present (Clause 36.03).
all candidates have the right to confront and challenge negative witnesses or evidence.
all anonymous evidence is excluded (e.g. student evaluations as per Clauses 18.08 and
18.09).
all candidates have the right to be assisted by a person of their choice.
all candidates have the right to be given detailed reasons for a committees decision, if the
decision is to not recommend tenure or promotion.
(2b) No Individual Can Make More than One Recommendation

No individual Faculty Member, Department Head or Dean may have more than one opportunity to
make a recommendation regarding a given candidate (Clause 36.04). Thus, for example, neither the
candidates Department Head nor any member of the Faculty Committee can also be on the
candidates Departmental Committee.
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(3)
Timing
The timing for applications for tenure and/or promotion is specified in Clauses 16.10 and 16.11.
Because the date of submission by the candidates for both tenure (Clause 15.19(a)) and promotion
(Clause 16.01) is September 15, and because the same information is normally used in both tenure
and promotion considerations by both the Departmental and Faculty Committees, the deadlines for
recommendations will be the same for both tenure and promotion; i.e., the Departmental Committee
recommendations must be made by November 15, the Faculty Committee recommendation must be
made by December 15, and the Deans recommendation must be made by January 15. These
deadlines have been set to ensure that the Collective Agreement deadlines can be met (see Clauses
15.12, 15.24(b), 16.01, 16.02, 16.03).
If there are difficulties in meeting these earlier deadlines so that the Collective Agreement deadlines
might not be met, the Dean should be immediately advised, as an extension of the Collective
Agreement deadlines may have to be requested under Clause 15.34. A request for extension is made
by the Vice-President Academic and Provost to the Association-Board Committee.
(4)
Members from Assistant Professor Rank Eligible for Tenure
Faculty members at the rank of Assistant Professor who are being considered for tenure may also
request to be considered for promotion to the rank of Associate Professor at the same time.
(5)
Criteria and Standards
(5a) Criteria and Standards for Tenure

The criteria for tenure are given in the Collective Agreement (Clause 15.03). Additional Faculty
criteria are allowed (Clause 15.04). In the areas where no standards have been established, past
practice prevails. For the Faculty of Engineering, more specific criteria and standards are:
(i) The candidate should normally hold a doctoral degree or equivalent. By equivalent it is meant
that the candidate has produced written works or engaged in other confirmed professional
activities that have contributed in a substantial manner to the advancement of knowledge or
practice in the candidates discipline. In the recognition of the equivalent of a doctorate, the
positive written opinions of three external referees who hold doctoral degrees should be
obtained.
(ii) The candidate has demonstrated a teaching performance at or above the average of a relevant
group of peers for at least three years. In assessing a candidates teaching performance, the
following aspects are considered: (A) nature of the teaching, such as introductory and advanced
courses, new and existing courses, class sizes, compulsory and elective courses, diversity of the
courses taught, course grades students receive, and innovations in teaching; (B) written
evaluations by students, Departmental Head, applicable committees and the Dean, although
such evaluations may only serve as an indication of the candidates performance when a pattern
emerges over a period of at least three years and other relevant information does not contradict
L30
that pattern; and (C) teaching awards or recognitions given by a faculty or university or
national or international organizations. A balance of strong performance in some of these
aspects against relatively weaker performance in others may be considered.
(iii) The candidate has produced since his/her first professorial appointment scholarly or
professional works which are deemed of good quality or have had demonstrable impact in a
particular field or discipline and have been recognized both internally and externally. The
following aspects will be considered in assessing a candidates scholarly performance: (A)
knowledge dissemination in the public domain, such as books, presentations and publications
in recognized conferences and reputable peer-reviewed journals; (B) potential for establishing
independent research programs, as evidenced by graduate students supervised and completed,
research funding secured, collaboration with others, publications made independently or in
leading roles, and patents granted; (C) recognized contributions to a high-impact engineering
project, design or technology development; and (D) awards for scholarly works. A balance of
strong performance in some of these aspects against relatively weaker performance in others
may be considered.
(iv) The candidate has been involved in either academic service or administrative activities. Any
involvement at a Departmental, Faculty or University level, or outside communities or
professional organizations may be considered.
(5b) Criteria and Standards for Promotion to the Rank of Associate Professor
The criteria are given in general in Clause 16.06(a): Except for instructor Members, the criteria for
promotion of Members of the teaching and research staff shall be the same as those for tenure.
Promotion is based upon positive evidence of actual achievement and accomplishment in those
duties and responsibilities, which in accordance with Clause 20.04 constitute the individual
Members workload and not on years of service. In other words, criteria and standards for the
promotion to the rank of Associate Professor are the same as those for tenure, except with the
emphasis on positive evidence of actual achievement and accomplishment.
(5c) Criteria and Standards for Promotion to the Rank of Professor
Clause 16.11 states: Subject to Clause 16.06(a), promotion to the rank of Professor shall be
recommended only when solid evidence is established that the Member has attained standards of
competence in both teaching and scholarship appropriate to a new full Professor and that the
Member has attained and is likely to maintain a high level of effectiveness in teaching and/or
scholarship and that his or her teaching or scholarship represents a significant contribution to
his/her discipline or to the University.
The Faculty may establish more specific criteria and standards (Clauses 16.06(b) and 16.06(c)). For
the Faculty of Engineering, for promotion to the rank of Professor, these are:
(i)
The candidate holds a doctoral degree or equivalent. By equivalent it is meant that the
candidate has produced written works or engaged in other confirmed professional activities
that have contributed in a substantial manner to the advancement of knowledge or practice in
L31
the candidates discipline. In the recognition of the equivalent of a doctorate, the positive
written opinions of three external referees who hold doctoral degrees should be obtained.
(ii) The candidate has demonstrated, since appointment or promotion to the rank of Associate
Professor, a teaching performance as described in (5a)(ii) above.
(iii) The candidate has produced, since appointment or promotion to the rank of Associate
Professor, scholarly or professional works which are deemed to have a significant and valuable
impact in a particular field or discipline, and that has been recognized both internally and
externally. This recognition must be confirmed by a majority of the external referees. The
following aspects will be considered in assessing a candidates performance in the continuous
and significant expansion of knowledge or technological developments: (A) knowledge
dissemination in the public domain, such as books, publications in reputable peer-reviewed
journals, and presentations at recognized conferences; (B) establishment of independent
research programs, as evidenced by Masters students, doctoral students and postdoctoral
fellows supervised and completed, research funding secured, collaboration with others,
publications made independently, patents granted and research facilities developed; (C)
recognized significant contributions or leadership to a high-impact engineering project, design
or technology development; and (D) major awards or honors for scholarly works, such as
involvements in learned societies or professional organizations, presentations at major
conferences or platforms. A balance of outstanding performance in some of these aspects
against relatively weaker performance in others may be considered.
(iv) The candidate has made recognized contributions to the administration and development of
his/her Department, Faculty or University, based upon evaluations by peers, senior Faculty
members and administrative personnel. Any significant and major involvement or role in
outside communities or professional organizations may also be considered; for example, a long
service or administration record and a significant contribution in establishing a high-impact
university program.
(6)
Information
(6a) At the beginning of the tenure and/or promotion application process, the candidate shall
submit the following documents:
(i)
(ii)
A letter of application highlighting how the candidate believes he/she has met the
criteria and standards.
Five copies of a complete Curriculum Vitae including all information that he/she feels is
relevant (Clauses 15.19(a) and 16.01) and bears directly on the established criteria (four
of these copies are for the external referees). The Curriculum Vitae should include the
candidates educational background, papers published and presented, patents applied for
and awarded, training of highly qualified personnel, students graduated, funding
secured, interaction with industry and government, evidence of recognition of his/her
work (awards etc.), professional activities, and administrative responsibilities or services
to communities.
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(iii)
(iv)
(v)
One set of a teaching dossier or information that demonstrates the candidates teaching
ability. All courses taught by the candidate in each year of the candidacy period, along
with course syllabus, number of registered students, average grades the students
received for each course, number of student failures, and an evaluation summary report
for each course should be provided. For each course, sample comments by three students
who gave high appraisal and sample comments by three students who were critical
should also be provided if available.
NSERC Form 100 or written explanations of a maximum of the five most significant
pieces of scholarly or research work produced by the candidate.
Any other evidence showing the impact of the candidates teaching, research or service
activities; for example, the significance of research or design activities or leadership in a
particular field as recognized by others, or economic activities as the result of a
discovery or patent.
(6b) The candidate may submit any additional information in writing at any time during the
process. However, the information will be considered only by those Committees and/or persons
who have not already submitted their recommendations.
(6c) The candidate may also make a verbal presentation to any Committee or person, for the
purpose of adding insight and information not already in the file. Such presentations shall be noted
in the report submitted by the Committee.
(6d) The Committees have the right to seek additional information on the candidate. They do not,
however, have the right to seek verbal input, unless the candidate is present to hear it (Clause
36.03).
(6e) The candidate shall submit names of up to four potential referees. For tenure and/or
promotion to the rank of Associate Professor, all referees shall have (or have had) a full-time
Associate or Full Professorial appointment at an academic institution. For promotion to the rank of
Professor, all the referees shall have (or have had) a full-time Full Professorial appointment at an
academic institution. These referees must be at arms length, following the most current NSERC
guidelines, reproduced here:
A Referee must not:
(i) be from the same university as the applicant;
(ii) have been a research supervisor or graduate student of the applicant within the past six
years;
(iii) have collaborated with the applicant within the past six years or have plans to collaborate
in the immediate future;
(iv) be an employee of an non-academic organization with which the applicant has had
collaboration within the past six years;
(v) be in any potential conflict of interest (e.g. personal, financial).
L33
The candidate should not contact any potential referees prior to and during his/her tenure and
promotion process for his/her case.
Relevant sections of the Collective Agreement concerning referees are Clauses 15.19(b), 16.10,
16.11 and 18.12.
(6f)
For the benefit of prospective applicants, aggregated data will be kept, in statistical form, for
the previous four years' successful candidates in the Faculty. These data will be available to
candidates, enabling them to rate their own chances of success. To capture any changes of standards
over time, the approach of four-year moving averages is chosen. Aggregating data over all
successful candidates in the Faculty for four years is intended to preserve the anonymity of
individual candidates
(7)
Process
The full process is provided for in the Collective Agreement (Articles 15 and 16). The following
points have been extracted and interpreted to clarify the process for simplicity. Candidates,
committees and other persons involved in making recommendations are encouraged to read the full
text of the Collective Agreement.
(7a)
(7b)
(7c)
(7d)
The Dean shall advise all members who are eligible for promotion by August 15 of the year
specified in Clauses 16.10 and 16.11.
The candidate shall submit to the Dean by September 15, in the year specified in Clauses
15.19(a), 16.01, 16.10 and 16.11, his/her letter of application with supporting information
and documents (see above), as well as the names of at least four potential referees who
currently have an arms length relationship to the candidate.
The Dean shall request the Department Head to consult formally, at a meeting convened for
that purpose, with all the members of the candidates Department, excluding those under
consideration for tenure and/or promotion. The purpose of the meeting is to establish the
Departmental Committee that shall select two names from the list of referees supplied by the
candidate and also draw up a list of at least two other names. These two or more other
referees should not be from the list supplied by the candidate and should have at least one
from the list suggested by the Dean. The candidate has the right to refuse any potential
referee with written justification. The Chair of the Departmental Committee will contact
four referees, advising them of the policy of openness and noting their right to withhold
their name from the candidate.
After all the referee reports have been received, the Departmental Tenure and Promotions
Committee will deliberate. The candidate has the right to make a presentation to the
Committee. If other Faculty members wish to make a presentation to the Committee, the
candidate shall have the right to be present (Clause 36.03). (Written assessments of a
member by other Faculty members shall be in accordance with Clause 18.12(d).) The
L34
(7e)
(7f)
(7g)
Departmental Committee shall then make its report and send it to the candidate and to the
Department Head, who will then make his/her independent report. In the case of promotion,
the report should delineate specifically reference to how the Member stands with respect
of the criteria for promotion (Clause 16.04(a); i.e. meeting the same standard as required
of the President) and with sufficient particularity to assist the Member to understand the
decision... (Clause 16.04(a)). A copy of the Department Heads report should also be sent
to the Departmental Committee. The two reports, from the Departmental Committee and
from the Department Head, will then be sent to the Dean, with a copy to the candidate. A
copy of each of the two reports will be included with the candidates application and
materials, which will then be sent to the Faculty Tenure and Promotions Committee. The
Departmental Committee and the Department Head are required to carefully maintain the
file and to update a file inventory sheet, which describes the content of the file of
information submitted by the candidate, along with any additions to or deletions from the
file.
When the Faculty Tenure and Promotions Committee receives the information, the files will
be examined individually before the Committee meets as a whole to discuss the case and
deliberate. Again, the candidate has the right to make a presentation to the Committee as a
whole. If other Faculty members wish to make a presentation to the Committee, the
candidate shall have the right to be present (Clause 36.03). (Written assessments of a
candidate by other Faculty members shall be in accordance with Clause 18.12(d).) Care will
be exercised to give particular reasons for the decisions for promotion; and to maintain the
file and update the file inventory sheet. The Faculty Tenure and Promotions Committee will
forward its recommendations to the Dean, with copies to the candidate, the Departmental
Committee and the Department Head.
The Dean shall make his/her own recommendation and forward it to the President or
Vice-President Academic and Provost, with copies to the candidate, the Departmental
Committee, the Department Head and the Faculty Tenure and Promotions Committee.
Appeals are permitted as per the Collective Agreement, Clauses 15.27-30 and 16.13-17.
DEPARTMENTAL TENURE AND PROMOTION COMMITTEE: COMPOSITION AND

TERMS OF REFERENCE
______________________________________________________________________________
A.
COMPOSITION
Membership
All members of a Department who are not going to be considered for tenure and/or promotion in
the current year shall be consulted formally at a meeting for all the tenure and/or promotion
applications. These members are eligible to be members of the Departmental Tenure and
Promotions Committee, which must have at least three members. In order that the sentiments of
untenured Faculty members be expressed, an untenured Faculty member must be on the Committee.
L35
Whenever there is no eligible untenured Faculty member in the Department concerned, an

untenured Faculty member of a cognate Department should be selected by the members of the
Committee prior to its first meeting.
The Committee will be limited to those members who are present at the first and every meeting
where the candidates are interviewed. If there is a resignation from the Committee after it has begun
to interview candidates, the resulting vacancy shall remain unfilled, as long as a quorum of twothirds of the members of the initial committee still remains (See Clause 15.26 concerning tenure
decisions and Clauses 16.01 and 16.02 concerning promotion decisions). The Committee should
therefore ensure, as far as possible, the availability of its members before the process begins.
Exclusions
As stated above, no Departmental member who is to be considered for tenure and/or promotion in
the current year may sit on the Committee. Also excluded are any Departmental members who will
participate in any other forum to express their opinion on the candidate - e.g., the Department Head
or any member of the Faculty Tenure and Promotions Committee (Clause 36.04).
Chair
The Committee elects its own Chairperson for an indefinite period until the Chair steps down from
the position, or the Committee completes its process.
B.
TERMS OF REFERENCE
(1)
to follow the principles of operation set out in the Collective Agreement and the Faculty of
Engineering Guidelines for Tenure and Promotions;
to select external referees appropriate for each candidate and to confer with the candidate to
determine which referees are acceptable;
to contact acceptable referees and to provide them with the appropriate documentation;
to evaluate the candidates performance, based on the documents provided by the candidate
and other written or confirmed evidence;
to listen to presentations by the candidate or other Faculty members on the candidates own
application. If evidence is presented to the Committee by another Faculty member, the
candidate shall have the right to be present (Clause 36.03);
to forward its recommendation to the Department Head, with a copy to the candidate;
to maintain the candidates file and update the file inventory sheet.
(2)
(3)
(4)
(5)
(6)
(7)
L36
FACULTY TENURE AND PROMOTION COMMITTEE: COMPOSITION AND

TERMS OF REFERENCE
______________________________________________________________________________
A.
COMPOSITION
Membership
All members of the Faculty of Engineering who are not going to be considered for tenure or
promotion in the current year and who hold a tenured appointment as Associate Professor or
Professor are eligible to be members of the Faculty Tenure and Promotions Committee, which must
have at least five members. The Faculty has the responsibility to elect the five members of the
Faculty of Engineering Tenure and Promotion Committee, with a majority of them being in the rank
of Professor, and with no more than one member from any particular Department.
The Committee will be limited to those members who are present at the first and every meeting
where candidates are interviewed. If there is a resignation from the Committee after it has begun to
interview candidates, the resulting vacancy shall remain unfilled, as long as a quorum of two-thirds
of the members of the initial committee still remains (See Clause 15.26 concerning tenure decisions
and Clauses 16.01 and 16.02 concerning promotion decisions). The Committee should therefore
ensure, as far as possible, the availability of its members before the process begins.
Exclusions
As stated above, no Faculty member who is to be considered for tenure and/or promotion in the
current year may sit on the Committee. Also excluded are any Faculty members who will
participate in any other forum to give their opinion on the candidate - e.g., the Department Head or
any member of the Departmental Tenure and Promotions Committee.
Chair
The Committee elects its own Chairperson for an indefinite period until the Chair steps down from
the position, or the Committee completes its process.
B.
TERMS OF REFERENCE
(1)
to follow the principles of operation set out in the Collective Agreement and the Faculty of
Engineering Guidelines for Tenure and Promotions;
to evaluate the candidates performance, based on documentation provided by the candidate
and other written or confirmed evidence;
to listen to presentations by the candidate or other Faculty members on the candidates own
application. If evidence is presented to the Committee by another Faculty member, the
candidate shall have the right to be present (Clause 36.03);
(2)
(3)
L37
(4)
(5)
to forward its recommendation to the Dean, with copies to the candidate, to the
Departmental Committee and to the Department Head;
to maintain the candidates file and update the file inventory sheet.
SAMPLE LETTER FOR EXTERNAL REFEREES

It is strongly recommended that the following sample letter be used by the Departmental Tenure
and Promotions Committee to obtain the assessments of external referees for applications for tenure
and promotions. The letter is based on the Appendix VI of the Collective Agreement and contains
more specific questions on the assessment of the candidates scholarly performance.
Date:XX
Dear XXXX:
Thank you for agreeing to act as an external referee in Dr. (insert candidates name) consideration
for (insert tenure and/or promotion as appropriate). As I previously indicated to you, we will
require your input into our deliberations by (insert required return date).
I would also remind you that the provisions of Dalhousies Collective Agreement provide that your
letter of reference will be made available to the candidate; however you can request that your
identity be concealed, in which event the identifying letter-head and signature block will be
removed. In addition, a referee must be at arms length, following the most current NSERC
guidelines, reproduced here:
A Referee must not:
(i) be from the same university as the applicant;
(ii) have been a research supervisor or graduate student of the applicant within the past six
years;
(iii) have collaborated with the applicant within the past six years or have plans to collaborate
in the immediate future;
(iv) be an employee of an non-academic organization with which the applicant has had
collaboration within the past six years;
(v) be in any potential conflict of interest (e.g. personal, financial).
The candidate is required not to contact any potential referee prior to and during his/her tenure and
promotion process for his/her case.
I am enclosing the following documentation to assist you in giving your assessment of the
candidate to us:
(List details of all enclosures, including:
L38
the curriculum vitae of the candidate

NSERC Form 100 and/or sample copies of the most significant articles published in journal
and papers presented to conferences as submitted by the candidate
other evidence that demonstrates the quality and impact of the candidates scholarly work
Copies of the relevant criteria and standards from Dalhousies Collective Agreement and
our Faculty guidelines)
Of the several criteria that are relevant in tenure and promotion consideration, we would expect that
your assessment would focus primarily on the candidates scholarly and external professional
activities, as they are most likely the ones about which you have information. Please note that the
candidate has had an average teaching load of xx undergraduate and xx graduate course per year in
the past xx years. This may be a factor in your assessment of the candidates scholarly work. We
would request that you comment on the following particular aspects:
1) What is your connection or relationship with the candidate?
2) What, in your opinion, is the general quality of the candidates work? Quality considerations
include the degree of originality and creativity of the candidates work, and its significance
or impact in his or her special area. Were you aware of, and have you read the candidates
publications before?
3) Have you known about the candidates external professional activities in Canada and
elsewhere (e.g., conference organizing) and the significance of these activities?
We are, of course, not restricting you from commenting on any other aspects of the candidates
abilities or performance, or on any other relevant criteria if this is possible. Your assessment is of
vital importance to us in determining whether the candidate has met the relevant criteria.
If you require any further clarification, we would prefer that you communicate with us in writing or
by fax us rather than by telephone, since the substance of any material communication with regard
this matter will be disclosed to the candidate; however, your identity can be concealed if you
request it.
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APPENDIX L7:
ENGINEERING RESEARCH CENTRES DIRECTORS COMMITTEE

- COMPOSITION AND TERMS OF REFERENCE
______________________________________________________________________________
A.
COMPOSITION
The Engineering Research Centres Directors Committee is composed of the Directors of the
following research centres:
(1).
(2).
(3).
(4).
(5).
(6).
(7).
Canadian Institute of Fisheries Technology (CIFT)

Canadian Residential Energy End-use Data and Analysis Center (CREEDAC)
Centre for Marine Vessel Design and Research (CMVDR)
Centre for Water Resources Studies (CWRS)
Minerals Engineering Centre (MEC)
Nova Scotia CAD/CAM Centre (NSCCC)
Vehicle Safety Research Team (VSRT)
(1) TERMS OF REFERENCE
The Directors of the research centres elect a Chairperson for a term of 3 years and report to the
Dean of Engineering. The directors normally meet at least twice per year to discuss current issues
affecting all or some of the centres. The structure and function of each centre has developed in
response to the circumstances of its origin and the needs of the constituency which it serves. The
common elements shared by all of the centres include:
(1)
all centres currently in existence were established by the TUNS Board of Governors
(2)
all centres report to the Dean of Engineering and receive support services from the
Engineering Research Office and Associate Dean, Graduate Studies and Research
(3)
all centres have financial accountability and operate on a cost-recovery basis
(4)
all centres receive research accounting and financial services provided by a Faculty of
Engineering Research Centres Administrator
(5)
all centres share an entrepreneurial approach to identification and development of
opportunities to apply technical solutions to problems of concern to the industries with
which each identify
(6)
although all centres contribute to the academic activities of the Faculty, none have any
direct academic mandate or responsibility
(7)
all centres have established and rely upon Industry Advisory Boards for guidance and
advice
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The duties and responsibilities of the Faculty of Engineering Research Directors Committee is
summarized as follows:
(1) to advise the Dean of Engineering on problems or issues facing the research Centres
and to assist the Faculty in pursuing emerging new technologies related to research
in the Centres
(2) to work together with the Dean, Associate Dean, Graduate Studies and Research and
the Faculty Research Office to solve common problems facing or involving the
Centres
(3) to provide Nova Scotia and Canada with specialized technical R & D capabilities
(4) (to provide a forum for planning and collaboration in multi-disciplinary research
(5) to advocate and provide mentoring for graduate students in the Faculty of
Engineering
(6) wherever possible, to coordinate the marketing of the research services provided by
the Centres
L41
APPENDIX L8:
ASSOCIATED UNIVERSITIES DIRECTORS OF ENGINEERING

COMMITTEE -COMPOSITION AND TERMS OF REFERENCE
______________________________________________________________________________
A. COMPOSITION
The Committee shall consist of the Director of Engineering from each Associated University, the
Dean of Engineering and the Associate Dean (Undergraduate and Associated Universities) at
Dalhousie (or their designates).
The Chair and a Secretary shall be elected by the members of the Committee, to serve a two-year
term.
The Committee shall meet at least twice per year; the Chair shall call the meetings.
The Committee shall be the forum where matters of common interest to the Associated Universities
and Dalhousie are discussed. The Committee may meet jointly with Dalhousie Faculty Committees
or other bodies as appropriate.
Examples of the Committees areas of interest could include but not be limited to:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
Consideration, in consultation with the Faculty Undergraduate Studies Committee, of the

curriculum for the first two years of the undergraduate degree programme, and
recommendations for changes thereto;
Faculty interchange among the Associated Universities, and/or between the Associated
Universities and Dalhousie;
Participation by the Associated Universities faculty in Dalhousie Committees;
Cooperation among the Associated Universities and Dalhousie in areas of Research and
Development;
Communication among the Associated Universities and Dalhousie;
Recruitment programmes in conjunction with Dalhousie and APENS.
The Committee is directly responsible to the Faculty of Engineering Council but may also
forward recommendations to other appropriate officials or bodies.
L42
APPENDIX 9:
A.
SCHOLARSHIPS AND AWARDS COMMITTEE
COMPOSITION
The committee shall consist of one member from each academic program and is chaired by the
Associate Dean (Undergraduate and Associated Universities). For the awarding of scholarships for
which students from the Faculties of Architecture and Computer Science are also eligible to apply,
the Committee is augmented by one representative from each Faculty. Members of the Committee
are appointed by the Department Heads. For the awarding of the Nova Scotia Women in
Engineering Scholarship, the Committee is augmented by a member of the public.
B.
TERMS OF REFERENCE
The Scholarships and Awards Committee is responsible for recommending terms of reference for
new scholarships, shall review the scholarship applications, and make the awards based on the
specific criteria for each award.
L43
APPENDIX 10: CO-OPERATIVE EDUCATION COMMITTEE
A.
COMPOSITION
The committee shall consist of one representative (faculty) from each accredited undergraduate
program, two representatives (staff) from the Technical Co-Operative Education Office (designated
by the Director of the Technical Co-Operative Education Office), two representatives (student)
from the undergraduate student community in the Faculty of Engineering (designated by the
Engineering Undergraduate Society), one representative (professional engineer) from the profession
of engineering (designated by the Association of Professional Engineers of Nova Scotia), preferably
a Co-Op employer external to the university and the Associate Dean of Engineering, Undergraduate
and Associated Universities (ex officio).
Other Co-Op advisors may participate as non-voting members (designated by the Department Head
responsible for that program; preferably the representative will be the Co-Op Faculty Advisor for
the program, where applicable).
B.
TERMS OF REFERENCE
The Committee will elect its own Chair and Vice Chair. The length of office for the Chair and Vice
Chair is two (2) years. One member of the Co-Op office will be the secretary. The quorum is 50%
plus one of all voting members, including at least one Co-Op Office representative.
The linkage between the Undergraduate Studies Committee and the Co-Op Committee is seen as
being very important. The respective Chairs will maintain close contact by exchange of minutes,
highlighting relevant issues that each sees to be important.
The Co-op Education committee is responsible to advise the Faculty of Engineering on academic
matters, requirements and regulations pertaining to co-operative education programs; advise the
Faculty of Engineering on the formulation, implementation and operation of co-operative education
programs; advise the Faculty of Engineering and the Technical Co-operative Education Office on
matters related to the placement of students in co-op work terms; assist the Technical Co-operative
Education Office in the design and implementation of programs aimed at the professional
development of co-operative education students; interact with the engineering profession in matters
pertaining to the relationship between co-operative education and fulfillment of the engineering
experience requirements for professional registration.
L44
APPENDIX L11:
2008/2009 COMPOSITION OF FACULTY COMMITTEES AND

FACULTY REPRESENTATIVES
Appeals Committee (Undergraduate)
Associate Dean, Undergraduate and

Associated Universities (Chair)
Appropriate Department Head
Assistant Dean (Student Affairs)
Appeals Committee (Graduate)
Associate Dean, Graduate Studies and Research (Chair)

Appropriate Department Head
Assistant Dean (Student Affairs)
Faculty Steering Committee
Dean of Engineering
Dr. E. El-Masry (Chair)
Dr. E. Gunn
Faculty Chairman
Faculty Recording Secretary
Associate and Assistant Deans (as required)
Undergraduate Studies Committee

(Members designated by Head)
Dr. P. Cyrus, Associate Dean,

Undergraduate and Associated Universities
TBA, Director, Core Division
Dr. K. Wilkie, Biological Engineering
Dr. W. J. Phillips, Engineering Math
Dr. J. Blake, Industrial Engineering (Chair)
Dr. D. Hansen, Civil Engineering
Dr. J. Blake, Industrial Engineering
Dr. S. Nugent, Electrical & Computer Engineering
Dr. Jason Gu, Electrical & Computer Engineering
Dr. T. Hubbard, Mechanical Engineering
Dr. P. Bishop, Metallurgical Engineering
Dr. I. Flint, Mining Engineering
Dr. S. Budge, Food Science and Technology
Dr. A. Mitchell, Chair, Associated Universities Director of
Engineering Committee
Mary MacGillivray, Registrars Office
Dr. C. Watts, Assisant Dean, Student Affairs
Scott Wetton, Student Representative
Co-op Committee
Dr. Rob Jamieson (Environmental Option)(non-voting)

Dr. K. C. Watts (Biosystems Option)
Pak Yuet (acting) Chemical Engineering
L45
Dr. Y. Liu, Civil Engineering

Dr. J. Ilow, Electrical & Computer Engineering
Dr. R. Pelot, Industrial Engineering (Chair)
Dr. P. Basu, Mechanical Engineering
Dr. Farhat Zoheir, Metallurgical Engineering
Dr. Ian Flint, Mining Engineering
Ms. A. M. Coolen, Co-op Office
Ms. Linda Burke, Co-op Office
APENS- one professional engineer (co-op employer external
to Faculty) C. Zinck
EUS - two student representatives
Dr. M. E. El-Hawary, Associate Dean (ex-officio)
Scholarships and Awards Committee
(Members designated by Head)
Dr. P. Cyrus, Associate Dean (Chair)

Dr. P. Cyrus, Associate Dean (Chair)
Dr. R. Jamieson, Biological Engineering
Dr. M. Pegg, Chemical Engineering
Dr. J. Thorburn, Civil Engineering
Dr. L. Hughes, Computer Engineering
Dr. T. Little, Electrical Engineering
Dr. S.Iakovlev, Engineering Math
Dr. R. Jamieson, Environmental Engineering
Dr. E. Truelstrup-Hansen, Food Science
Dr. J. Blake, Industrial Engineering
Dr. Z. Farhat, Materials Engineering
Dr. R. Bauer, Mechanical Engineering
Dr. M. Rockwell, Mineral Resource Engineering
Additional Representatives:
Dr. S. Brooks, Faculty of Computer Science
Dr. T. Galvin, Faculty of Architecture and Planning
Meeting Chairman
Dr. G. Gagnon, July, 2007-2008
Recording Secretary
Dr. S. Brooks, July, 2007-2008
Promotion and Tenure Committee
TBA, 2008 - 2011

Dr. N Ali, 2007 - 2010
Dr. P. Gregson 2006 2009
Dr. J. Militzer, 2006 2009
Dr. Abdel Ghaly , 2007 - 2010
Administrative Department Heads

(Advisory Committee to the Dean
Engineering)
Dr. J. Leon, Dean of Engineering

Dr. P. Cyrus, Associate Dean Undergraduate Studies and
Associated Universities
Dr. M. Satish, Associate Dean Graduate Studies
and Research
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Dr. S. Kuzak, Assistant Dean Planning

Dr. C. Watts, Assistant Dean Student Affairs
Dr. George Jarjoura, Director, Core Division
Dr. M. Pegg, Process Engineering and Applied Science
Dr. W. J. Phillips, Engineering Mathematics & Networking
Dr. S, Zou, Resource and Civil Engineering
Dr. E. I. El-Masry, Electrical and Computer Engineering
Dr. E. Gunn, Industrial Engineering
Dr. I. Ugursal, Mechanical Engineering
Dr. C. Kosey, Biomedical Engineering
Ms. R. Murray, Administrator
Ms. Cathy Wood, Admin Assistant
Personal Computer Infrastructure
Committee
Dr. J. Chuang, Mechanical Engineering

Dr. P. Cyrus, Industrial Engineering
Dr. J. Ilow, Electrical and Computer Engineering
Mr. E. Jones, Academic and Computing Services
Mr. P. Jones, Mechanical Engineering
Mr. R. Peters, Faculty of Engineering
Dr. W. Phillips, Engineering Math (Chair)
Dr. Andrew Warkentin, Mechanical Engineering
Mr. Robert Warner, CAD/CAM Centre
Dr. K. Wilkie, Biological Engineering
Mr. John Robertson. Academic Computing
Graduate Studies Committee
Dr. M. Satish, Associate Dean, Graduate Studies and Research

Dr. A. Ghaly, Process Eng & Applied Science (Chair)
Dr. G. Kember, Engineering Mathematics
Dr. J. Hill, Environmental Engineering
Dr. C. Lake, Civil and Resource Engineering
Dr. M. Cada, Electrical and Computer Engineering
Dr. Q. He, Industrial Engineering
Dr. A. Warkentin, Mechanical Engineering
Dr. W. Robertson, Internetworking
Dr. M. Pegg, Petroleum Engineering
Dr. A. French, Biomedical Engineering GSS
Dean of Engineering (Ex-Officio)
Graduate Studies Administrator (Ex-Officio)
Recruitment Committee
Dr. K. C. Watts, Biological Engineering (Chair)

TBA, Chemical Engineering
TBA, Civil Engineering
TBA, Electrical and Computer Engineering
TBA, Engineering Math
TBA, Industrial Engineering
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TBA, Mechanical Engineering

TBA, Metallurgical Engineering
TBA, Mining Engineering
TBA, Food Science and Technology
Dr. P, Cyrus
Space Committee
Assistant Dean (Chair)

Dr. W. Phillips
Dr. Y. Gupta
Dr. N. Ben-Abdallah
Dr. D. Retallack
Ms. Lynn Brimble
Engineering Research Directors Committee
Dr. T. Gill, Canadian Institute of Fisheries Technology
Dr. J. Militzer, Centre for Marine Vessel Development &
Design
Dr. W. Hart, Centre for Water Resources Studies
Dr. G. J. Kipouros, Minerals Engineering Centre
Dr. J. F. Trottier, Nova Scotia CAD/CAM Centre (Chair)
Dr. C. R. Baird, Vehicle Safety Research Team
Standing Committee for Review
of Research Chairs
Associated Universities'
Directors of Engineering Committee
Dr. M. Satish, Associate Dean of Graduate

Studies and Research (Chair)
Amyl Ghanem
Yi Liu
Dr. Andrew Mitchell (Chair)
Acadia University
Dr. Emeka Oguejiofor
St. Francis Xavier University
Dr. Kevin Sibley, Head of Engineering
Nova Scotia Agricultural College
Prof. E. MacLellan
University College of Cape Breton
Dr. Andrew T. Seaman
Saint Mary's University
Dr. Don MacEwen
University of Prince Edward Island
Dr. T. Little, Director, Core Division
Dr. P. Cyrus Associate Dean, Undergraduate and Associated
Universities
Dr. J. Leon
Dean of Engineering
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FACULTY REPRESENTATIVES
ASEE Representative
Dr. J. Gu, Nominated October, 2002
Senate
Dr. I. Ugursal, July 1, 2008- June 30, 2009

Dr. M. E. El-Hawary, July 1, 2007 June 30, 2010
Dr. M. Pegg, July 1, 2008 - June 30, 2011
Dr. El-Masry, July 1, 2008 - June 30, 2011
Senate Academic Appeals Committee
Dr. P. Bishop, July 1, 2007- June 30, 2010
Senate Committee on Academic

Administration
Senate Committee on the Environment
Dr. Jose Gonzalez-Cueto
Senate Computing & Information

Technology Planning
Dr. Pemberton Cyrus, July, 1, 2007 June 30, 2010

Dr. S. Iakovlev, July, 1, 2007 June 30, 2010
Honorary Degrees Committee

Senate Committee on Learning and
Teaching
Dr. T. Little, July 06 June 09
Senate Library Committee

University Librarian Review Committee
Dr. D. Chen
Senate Nominating Committee

Senate Physical Planning Committee
Dr. M. Cada, July 07 June 09
University Tenure and Promotions Panel Dr. W. J. Phillips, July 05 - June 08

Dr. K. WIlkie, July 06 - June 09
Dr. P. Gregson, May 14, 2007 June 30, 2009
Budget Advisory Committee
Dr. P. Amyotte, Presidents Rep./Engineering
Senate Discipline Committee

University Security & Parking Committee Peter Jones, July 1, 2008 June 30, 2009
Senate Representative on External Bodies
Scotia Agricultural College Faculty
Council
Dr. N. Ben-Abdallah, July, 2004 - July, 2007
L49
APPENDIX L12:
PROGRAMME ACADEMIC COMMITTEES FOR

INTERDISCIPLINARY/INTERDEPARTMENTAL GRADUATE
PROGRAMMES
COMPOSITION AND TERMS OF REFERENCE

Each interdisciplinary/interdepartmental graduate programme in the Faculty of Engineering shall
have a Programme Academic Committee with the composition and terms of reference as prescribed
below.
As of February 2003, there are two interdisciplinary/interdepartmental graduate programmes in the
Faculty of Engineering. These are Petroleum Engineering and Environmental Engineering.
A. COMPOSITION
(1).
(2).
(3).
(4).
All faculty members of the Faculty of Engineering with an active commitment to education
and research relating to the particular Programme shall be eligible for membership in the
Programme Academic Committee of that Programme.
Members shall be appointed to the Programme Academic Committee by the Associate Dean
of Engineering, Graduate Studies and Research, in consultation with the Programme
Academic Committee.
The Director of the Programme, the Dean of Engineering, and the Associate Dean for
Graduate Studies and Research shall be ex-officio members of the Programme Academic
Committee.
The Programme Academic Committee shall be chaired by the Director of the Programme.
(1).
(2).
(3).
In its interdisciplinary/interdepartmental area of focus, the Programme Academic

Committee shall provide a regular forum for review of matters relating to the conduct of
education and research activities in the Faculty of Engineering.
The Programme Academic Committee shall develop policies and recommendations
pertaining to the Programme.
The Programme Academic Committee shall communicate formal recommendations
concerning graduate courses and graduate student programmes of study to the Graduate
Studies Committee.
L50
APPENDIX M: EMERITUS FACULTY
The procedure for the Appointment of Emeritus faculty is described in the Senate Policy on
Academic Titles as approved by the Senate of Dalhousie University on February 24, 1997 and by
the Board of Governors on April 15, 1997.
L51
APPENDIX N: ADJUNCT FACULTY
The procedure for the Appointment, Review and Reappointment of Adjunct faculty of Engineering
has been developed by the Faculty of Engineering and involves the nomination of qualified
individuals by the Department concerned to the Administrative Heads Committee, which decides
on the appointment. If the adjunct appointee is to perform duties related to graduate studies the
Dean of Engineering submits the file to the Faculty of Graduate Studies for approval.
L52
APPENDIX O:
TERMS OF REFERENCE OF UNIT REVIEW COMMITTEES
Introduction
The Senate APC document of 23 May 1985 sets the main objectives of the unit review mechanism
as the improvement of the quality of the University's academic offerings and the provision of
information for academic planning and subsequent budgetary activities. The success of a review
process depends on the departments assessing for themselves their own strengths and weaknesses
and the departments and review committees seeking to work closely together in order to initiate a
fruitful exchange of information and ideas. Reviews should provide a comprehensive appraisal of
all aspects of a department's activities.
The Faculty of Graduate Studies according to its own review process reviews graduate
programmes. The reviews in the Faculty of Engineering have been integrated into this process.
From financial perspective, the link between graduate and undergraduate programmes is close. The
joint nature of the process is reflected in the requirement, set out below, that Graduate Studies
appoint two of the members of the review committee.
Review Procedures
1. Overseeing the Reviews
An Associate/Assistant Dean shall serve as non-voting resource member to each review committee
and in this capacity can aid the development of procedures, and assist the Dean and Faculty to
assess the review process.
2. Review Committees
(a)
Composition
The Committee shall consist of seven members, as follows: one undergraduate student selected by
their society, one graduate student selected by their society, an Associate/Assistant Dean as nonvoting resource member, and four faculty members. After appointment, members of Unit Review
Committees no longer represent any particular constituency, but are bound to apply their own
independent judgment to the task at hand.
L53
(b)
Selection
Two of the four faculty members shall be nominated by the Steering Committee of the Faculty of
Engineering and selected from a list of at least eight names submitted by the Department under
review. The remaining two members will be nominated by Faculty Council of Graduate studies and
selected from the same list. In the case where there is no graduate programme in the Department
under review, all four faculty members shall be nominated by the Steering Committee of the
Faculty of Engineering. Their respective Engineering Societies shall nominate the student members.
The undergraduate nominee should have successfully completed five full credits beyond the second
year in a programme in the Faculty and should not be currently registered in a programme in the
Department under review. The nominees must be ratified by Faculty.
The Committee, selected as indicated above, must be agreeable to the Faculty of Engineering.
For obvious reasons, the following criteria ought to govern the selection of faculty nominees:
(i) they shall not be members of the unit under review; (ii) they shall be tenured members of
Faculty; and (iii) one nominee from another Faculty or appropriate institution may be selected.
3. External Reviewers
There shall normally be two external reviewers for each unit under review.
(a) Selection The Review Committee will solicit names of potential external reviewers put forward
by the unit under review. Names from Industry shall also be included. It will select the name(s)
from these lists and the final choice requires the agreement of the unit under review, the Dean and,
where appropriate, the Dean of Graduate Studies. The invitation letters to conduct the review shall
come from the Dean or Deans as appropriate.
(b) The external reviewer(s) is/are meant to provide a broad and objective evaluation, including an
assessment of the relationship of the Dalhousie Unit with those elsewhere. At the same time, he or
she is/are required to work with the Committee in order that a final report of considerable authority
be produced. Any external reviewer, or any Committee member, is free to write a dissenting
opinion.
(c) The report(s) of the external reviewer(s) shall be forwarded to the Committee as
soon as each reaches the Dean's Office. A copy of each report shall be sent to the
Dean of Engineering and, where the unit has a graduate programme, to the Dean of Graduate
Studies.
4. Review Committee Responsibilities

The Review Committees shall send all members of the unit under review a copy of these guidelines;
L54
The Review Committees shall inform both faculty (including those on sabbatical or other leave) and
students of the unit under review that members of the Committee are willing to meet with them,
individually or in groups, will arrange for such meetings and are also willing to receive written or
oral input;
The Review Committees shall produce a report within six months of commencement of the review'
The Review Committees shall submit their report(s), the report(s) of the external reviewers and any
attached documents (see 5 below) to the chair of the Unit under review on a confidential basis. The
chair shall first consult, in confidence, with all those in the unit whose work is the subject of
comment in the report. The chair shall then report within three weeks to the Committee on any
errors detected in the reports and any portion of the reports, which may be unwittingly harmful to
the department, or members of the department
In the light of the report of the chair, the Committee may modify its report and shall then submit the
Committee report(s), the external reviewer(s) report(s) and any supporting documents to the Dean,
to Faculty and to the Faculty for information and discussion. For units with a graduate programme,
copies of all the submissions to Faculty shall, at the same time, be sent to the Dean of Graduate
Studies.
Specific recommendations arising out of the reports and needing Faculty action, can be approved at
any time once the report has been presented to Faculty. At least six months after, and no more than
ten months after the report has been submitted to Faculty, the unit under review must report to
Faculty what actions it has taken concerning the reviews and concerning each recommendation in
the reviews.
5. Obligations of Units Under Review
In the first instance any unit under review shall examine and prepare an assessment of its own
activities. This assessment shall be submitted to the Unit Review Committee. It should take into
account, but not be restricted to, such matters as staffing, curriculum, research, library and other
facilities and proposed developments. Review Committees may request additional information and
will have made them selves available to meet with staff and students. Units are expected to
cooperate fully with the Committees, especially on organizational and information matters.
6. Cycle of Review
The Science reviews, combined with Graduate Studies' reviews, shall run on an approximately
seven year cycle with one, or occasionally two, departments in the Faculty of Engineering being
reviewed each year.
L55
APPENDIX P:
(A)
CENTRES AND INSTITUTES REVIEW COMMITTEES
Objectives and Scope
The general objectives of the Facultys review process of the centres/institutes are:
(i)
To improve the Facultys service, academic and research support

activities.
and
(ii)
To provide information for planning, budgeting, and other decisionmaking processes.
The principal focus of the review of a centre/institute is the role and the functioning of the
centres and institutes. The review of a centre/institute should consider and where
appropriate make explicit recommendations to the Faculty on the following matters:
(1)
(2)
(3)
(4)
(5)
(6)
The appropriateness of the mission and priorities of a centre/institute in the light

of the Faculty and the University Mission Statement and academic, financial, and
other relevant factors.
The performance of the centre/institute particularly in light of its mission and
academic plans. The review should address such issues as the extent and quality
of the activities of the centre/institute; the quality, performance and satisfaction of
personnel, clients and students involved in the activities of the centre/institute; the
appropriateness of academic and support workloads; the plans for the research and
development activities of centres and institutes and the satisfaction of other
clients.
The organizational structure, effectiveness, and efficiency of the centre/institute
including governance, administration, and resource management.
Opportunities for change within the centre/institute particularly for reduction in
resource use and increased revenue generation, and opportunities taken since the
last review.
The relationships between the centre/institute and programs and units at the
Faculty of Engineering and with the University, particularly opportunities for
improvements for increased cooperation and interaction, and for cost reduction.
The overall positioning of the centre/institute and its role and activities with
regard to recent and anticipated developments in Nova Scotia, Atlantic Canada,
L56
(7)
(8)
(9)
(10)
(11)
(12)
(13)
(14)
(15)
(16)
(17)
(B)
(1)
(2)
(3)
(4)
(5)
Canada and the world. The potential contribution of the centre/institute within this
public policy and private sector environment and means of increasing this
contribution are also reviewed.
The current state and potential future development of continuing education;
relations with the Dalhousie College of Continuing Education.
The quality of research activities within the centre/institute and, if appropriate, the
means of achieving improvements.
The involvement of the centre/institute in interprofessional and interdisciplinary
collaboration in service, teaching, learning, and research activities.
Issues and strategies related to the maintenance and enhancement of student
projects, co-op placements, and similar field work experience.
The quality and cost of service both provided to the centre/institute from other
units in the Faculty of Engineering and provided by the centre to other units.
The application of the Universitys equity policies within the centre/institute.
Physical facilities (adequacy, suitability, anticipated needs) of the centre/institute.
The implications of labour market conditions affecting clients of the
centre/institute, and current or anticipated government policy for the size of
activities in the various programs of the centre/institute.
Current and prospective finances of the centre/institute including benefits to other
Faculty of Engineering units or Dalhousie at large;
Future plans (objectives for the next five years) of the centre/institute.
Any other issues which arise during the deliberations of the Review Committee.
Procedure
The Dean shall request from each Director of a centre/institute a name for
potential Chair(s) of the Review Committee(s) for the centres/institutes. For cost
effective reasons the Dean will decide which centres/institutes should be reviewed
by a particular review committee.
After appropriate consultation with the Directors of the centres/institutes the Dean
shall select the Chair(s) for the Review Committee(s) for the centres/institutes.
The Dean of Engineering and the Chair of the Review Committee for the
centres/institutes will approve the names of the prospective committee members.
Normally each committee shall comprise three members plus the Chair, none of
which shall have a principal appointment in the Centre under review.
Each Review Committee shall consult with the Dean (or Deans in the case of
reviews of inter-Faculty centres/institutes), the President, the Vice-President
(Academic & Research) and the Vice-President of Research to identify any
specific issues which should be addressed in the review.
The Review Committee shall select one external reviewer from outside the
University with the agreement of the Director of the Centre (or Directors if
L57
(6)
(7)
(8)
(9)
appropriate). If the Review Committee and the Director(s) are unable to reach an
agreement on the selection of external reviewers, the Dean shall select reviewers
from lists of names proposed separately by the Review Committee and by the
Director.
The Committee shall request and receive from the centre or institute, the
following information:
(a.)
A self-study report which includes a new or revised plan;
(b.)
Responses on specific issues identified above and
(c.)
Identification of and commentary on issues about which
centre/institute would welcome the advice of the Committee or the
external reviewer, or both.
The external reviewer shall review his/her Terms of Reference and the material
prepared by the centre/institute. The external reviewer shall then visit the campus
and interview appropriate individuals and groups, and shall independently prepare
and submit to the Review Committee reports containing commentary and explicit
recommendations. In those reports reviewers are asked to avoid references to
identifiable individuals. The reports shall be submitted within six weeks of the
site visit. External reviewers shall be paid an honorarium of $500 from the budget
of the Deans Office and be reimbursed for reasonable travel expenses.
In addition to the information provided by the centre/institute the Review
Committee is free to collect other pertinent information, including written and oral
input from individuals and groups within and outside the University. The Review
Committee must contact all Faculty members in the centre/institute (individually
by letter) to indicate its existence and purpose and its willingness to meet with
members ( and receive written submissions, at the option of the member). The
Review Committee shall also normally meet with the Director, staff, students
(graduate and undergraduate), the President, Vice Presidents and representatives
of external constituencies. It shall widely advertise its existence and its
receptiveness to submissions from concerned individuals and groups.
For the review to succeed and gain full cooperation from the participants, it should
be seen to be conducted fairly. Therefore, the Review Committee should
communicate as openly and regularly as possible with the centre/institute
throughout the process, and shall treat all submissions as confidential. For
confidentiality reasons, the names of a specific client of centres and institutes in
the Faculty of Engineering may be withheld from the Review Committee and the
external Reviewer. In that case the name of the client shall be replaced by the
expression Name withheld, client # . The nature of some activities of the
centres and institutes may, at the discretion of the Director, also be withheld from
the Review Committee and the external Reviewer and be replaced by the
expression Name of activity withheld, project # . In both cases the validity of
the financial transactions shall be verified in in-camera sessions that the Review
Committee and the external reviewer have with the Faculty of Engineering
Administrator.
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(10)
(11)
(12)
(13)
(14)
The Review Committee shall prepare a confidential draft report based on the
information available to it. This draft report should address all matters identified
in these Terms of Reference and shall contain explicitly-identified
recommendations to the Faculty. Before finalizing its recommendations, the
review committee shall discuss with other relevant units at Dalhousie their
potential impact that implementation of the recommendations might have on those
units.
The Review Committee shall transmit its draft report, along with the external
reviewers to the Director who shall respond within two weeks with corrections to
errors of fact, and any concerns regarding personal references.
The Review Committee shall revise the draft report as appropriate to produce the
final report, and shall black out any personal references contained in any external
reviewers reports. It shall submit this final report along with the external
reviewers report, amended necessary, to the Dean.
The final composite report (including external reviewers reports) will be copied
to the Director or Directors as appropriate who shall make it available to all
members of the Centre or Institute, and shall arrange for the units response to be
submitted to the Dean as soon as possible. The Director (or Directors) and
members of the Review Committee will be invited to meet with the Dean when
the report is to be discussed. The Dean will discuss the report, paying particular
attention to any Faculty wide implications of the report. The Dean will forward to
Faculty any recommendations resulting from the discussion of the report which
require action by Faculty Council. A copy of the final report will also be sent to
the external reviewer.
Members of the Faculty Council will be informed that the report is complete and
that it is available for reading in the Deans Office. Any recommendations by
Faculty Council coming from the report or related to it, will be discussed and
voted on by the Faculty Council. The Dean of Engineering will inform the Senate
as to the status of the recommendations contained in the Review Committees
report from or related to that report that were adopted by the Faculty Council.
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APPENDIX R:
POST DOCTORAL FELLOWS, RESEARCH ASSOCIATES AND

VISITING SCHOLARS - APPOINTMENT AND TERMS OF
REFERENCE
The conditions of appointment and terms of reference for all Post Doctoral Fellows, Research
Associates and Visiting Scholars in the Faculty of Engineering including those who do not receive
funding from or through the University (for the sake of brevity, collectively referred to as
VISITOR in the rest of this document) shall be according to the current policies and procedures
in effect at Dalhousie University with the additional requirements noted herein.
The current policies and procedures in effect at Dalhousie University are stated in the Dalhousie
University document Policies and Procedures for Administration of Postdoctoral Fellows, at the
Research Office - http://www.dal.ca/~research/PDFJune24,2003.pdf. Faculty Members who are
planning to hire or host a VISITOR must familiarize themselves with this document and must
follow the policies and procedures described therein.
In addition to the policies and procedures stated in the current Policies and Procedures for
Administration of Postdoctoral Fellows document, the Faculty of Engineering requires that:
-
Details of the proposed VISITOR appointment, including duration, salary, funding source,
research focus, and duties, along with a copy of the curriculum vitae, should be provided to
the Faculty Administratorss Office, with the approval of the Department Head.
The Faculty Administrators Office will confirm through the Office of Graduate Studies and
Research, Faculty of Engineering, that the research account(s) have sufficient funds, or
satisfactory confirmation of funding, to cover the salary commitment and associated
expenses for the duration of the VISITORs term of appointment.
A draft letter of invitation will be prepared for the Faculty Members signature and
submitted for the Deans Approval. Copies must be sent to the Dean, Department Head, and
Faculty Administrator. Because the letter is sent under the signature of the faculty member,
the member bears full financial responsibility of the VISITOR.
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APPENDIX S:
INDUSTRIAL ADVISORY COUNCIL - TERMS OF REFERENCE
The Advisory Committee shall:

(1)
(2)
(3)
(4)
(5)
Provide input on the performance of Dalhousie Engineering students in industry.

Assess the relevance of the Engineering education at Dalhousie to the present needs of
industry.
Critique and evaluate specific elements of the Engineering education at Dalhousie and their
relevant emphasis in the timetable of courses.
Identify emerging industrial needs and provide guidance to incorporate them in the
education programme in the form of courses, designs or projects.
Provide overall advice to the direction of Engineering education at Dalhousie.
L61

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HANDBOOK OF RULES AND PROCEDURES

(COMMITTEE STRUCTURE, TERMS OF REFERENCE

OFFICERS OF THE FACULTY OF ENGINEERING

VI. CONDITIONS FOR DECLARATION OF VACANCIES FOR THE

VII. FACULTY COMMITTEES

Dean - Appointment and terms of reference ..............................................X1

APPENDICES L: FACULTY COMMITTEES CONSTITUTION, TERMS OF REFERENCE,

Administrative Heads Committee

Emeritus Faculty - Appointment and terms of reference.

Adjunct Faculty - Appointment and terms of reference..

Terms of Reference of Unit Review Committees

Centres and Institutes Review Committees.

Post Doctoral Fellows, Research Associates and Visiting

Industrial Advisory Council Terms of Reference.

Handbook of Rules and Procedures

COMPOSITION OF THE FACULTY OF ENGINEERING COUNCIL

all full-time professors, associate professors, assistant professors and lecturers in

The Faculty of Engineering Administrator shall participate as a resource person.

Handbook of Rules and Procedures

Handbook of Rules and Procedures

Handbook of Rules and Procedures

III. AGENDA, REPORTS, MINUTES

Handbook of Rules and Procedures

Handbook of Rules and Procedures

Handbook of Rules and Procedures

B. Guideline to Effective Parliamentary Procedure

Handbook of Rules and Procedures

Handbook of Rules and Procedures

C. Informal Consideration of a Question

Handbook of Rules and Procedures

V. OFFICERS OF THE FACULTY OF ENGINEERING

Associate Dean, Graduate Studies and Research - appointment procedures and

Heads of Departments - appointment procedures and the terms of reference are

Academic Programme Chairs - appointment procedures and the terms of

Directors of Research Centres - appointment procedures and the terms of

Director, School of Biomedical Engineering- appointment procedures and the

Director, Internetworking Programme- appointment procedures and the terms

Academic Programme Director Interdisciplinary/Interdepartmental

Handbook of Rules and Procedures

CONDITIONS FOR DECLARATION OF VACANCIES FOR THE

A vacancy occurs in the position of a Faculty Officer, Faculty of Engineering,

the Faculty Officers term expires; or

Handbook of Rules and Procedures

Handbook of Rules and Procedures

Meetings of a committee are called by the Chair of the Committee.

Unless otherwise stated, a quorum shall consist of 50% of the membership of a

Handbook of Rules and Procedures

VIII. RESEARCH CENTRES AND INSTITUTES

Handbook of Rules and Procedures

Handbook of Rules and Procedures

Representative from Graduate Student Society, Faculty of Engineering

TERMS OF REFERENCE FOR DEAN, FACULTY OF ENGINEERING

Handbook of Rules and Procedures

ASSOCIATE DEAN (UNDERGRADUATE STUDIES AND

COMPOSITION OF THE REVIEW/SEARCH COMMITTEE FOR

Representative from the Faculty of Engineering

DUTIES OF THE ASSOCIATE DEAN (UNDERGRADUATE AND

Reports to the Dean of the Faculty of Engineering;

Handbook of Rules and Procedures