Administrative Committees 2023-2024

School Council

The School Council is responsible for all official School policy and direction. All members of Council, including all members of faculty, are expected to attend all meetings of the Council.

The Council normally meets on the first Thursday of each month at 2:30pm in the School Conference Room. All members of the School may attend, but only members of the Council may vote.

Undergraduate Committee

The Undergraduate Committee:

• plans and implements all curriculum design, evaluation and implementation for all undergraduate programs and courses of the School;
• brings all proposed changes to the School Council and does not act on any change without Council approval;
• ensures that all programs are up to date and meet the standards of accrediting and evaluation bodies such as CIPS and QUQAPs;
• compares programs with those offered by other schools and departments;
• maintains and makes publicly available up to date descriptions for all courses and programs; and
• seeks the advice of the area caucuses on specialized programs.

All members of the School may attend, but only members of the Committee may vote.

Undergraduate Advisors and Coordinators

Graduate Committee

The Graduate Committee:

• plans and implements all graduate programs of the School;
• brings all proposed changes to the School Council for approval, and does not act on any change without Council approval;
• plans graduate program steps and procedures, including admissions, funding patterns and comprehensive examinations;
• ensures that graduate programs are up to date and meet the standards of accrediting and evaluation bodies such as the School of Graduate Studies and Research, OCGS, and QUQAPs;
• compares programs with those offered by other schools and departments;
• maintains and makes publicly available up to date descriptions for all programs, steps and procedures;
• plans and coordinates graduate admissions as a designated sub-committee; and
• seeks the advice of the area caucuses on specialized research areas such as BMCO, COGS, SODE, and computing theory.

All members of the School may attend, but only members of the Committee may vote.

Graduate Sub-committees and Coordinators

Executive Committee (ex officio)

The Executive Committee is responsible for considering matters of the day-to-day administrative direction of the School including advising the School Manager and School Technical Manager on matters such as staff assignment and budget issues. It identifies the need for changes in School administrative, technical and budget policy, and brings policy changes to the School Council for approval.

The committee meets on an impromptu basis as the need arises.

Renewal, Tenure, and Promotion Committee (elected)

The RTP Committee:

• coordinates and considers all renewal, tenure and promotion cases in the School including both regular and adjunct faculty;
• ensures that all renewal, promotion and tenure procedures and schedules are followed, including both those explicitly specified in the Collective Agreement and those set by the Faculty;
• ensures that all equity procedures are followed;
• coordinates selection and solicitation of appropriate referees; and
• considers and reports in writing to the Director all decisions as specified in the Collective Agreement.

Faculty members are elected as specified in the Collective Agreement. All members, including student members, are required to have equity training. The committee meets as necessary to meet the RTP process schedule.

Appointments Committee (elected)

The Appointments Committee:

• coordinates and considers all appointments of faculty positions in the School, including sessional and term adjunct positions, adjunct 1 appointments and cross-appointments;
• brings all recommendations to the School Council for approval;
• ensures that all appointment procedures and schedules are followed, including both those explicitly specified in the Collective Agreements and those set by the Faculty.

Faculty members are elected as specified in the Collective Agreement, augmented with the Director ex officio. All members, including student members, are required to have equity training. The committee meets as necessary to consider appointments and sessional re-appointments.

Resources and Space Committee

The committee is responsible for all issues of undergraduate, graduate and research facilities, including space, environment, shared equipment and shared infrastructure. It:

• proposes priorities and formulates strategies on these issues for approval by the School Council;
• identifies and documents the needs of the School on a day-to-day basis in the current environment;
• responds quickly to opportunities, assess alternatives and provide shorter term priorities to staff as required within the broader priorities and strategies approved by the School; and
• seeks input from other committees and area caucuses as affected by resource issues.

Research Committee

The committee is responsible for peer review of all research grant applications and initiatives in the School. It:

• normally includes all former NSERC committee members and successful senior NSERC researchers of the School;
• promotes research image and quality of the School as a whole;
• considers and suggests research directions, policies and initiatives of the School as a whole; and
• brings proposed changes to the School Council for approval.

Library Committee

The committee is responsible for considering matters related to University library collections, acquisitions and services affecting the School.

Awards Committee

The committee responsible for calling for nominations for School of Computing Awards to faculty, staff, and graduate students. It also selects the recipients of these awards.

The committee normally meets online or on an impromptu basis as the need arises.

Marketing Committee

Reporting to the School Council, the focus of the Marketing Committee is on undergraduate and graduate enrolment. The committee is responsible for:

• developing recruitment initiatives and ensuring that they are carried out;
• initiating the development of, and approving, promotional materials, including brochures, flyers, poster, web pages, videos, etc.;
• liaising with University Admissions in establishing targets, processing applications, etc.;
• ensuring that the School is well represented at University recruitment events; and
• dealing with other issues as requested by the School Council or the Director.

Strategic Planning Committee

• identifying opportunities to improve technology infrastructure and systems;
• implementing measures to ensure information security and data privacy;
• driving the adoption of digital transformation in academic processes;
• optimizing resource allocation;
• facilitating effective collaboration and communication among academic departments; and
• closely monitoring and evaluating the outcomes of strategic initiatives.

Fundraising Committee

The purpose of the committee is to oversee the fundraising activities of the School of Computing, including developing a fundraising strategy and its implementation, and identifying & maintaining a list of existing and potential sponsors and funders. The Fundraising Committee will work closely with the Strategic Planning Committee and the Functional Planning and Visioning Committee.

Privacy and Ethics Committee

The committee:

• considers all internal matters requiring privacy or ethics approval, such as access to contents of accounts when students have left, and so on;
• considers matters of individual privacy in the School, including requests to access an individual's research files or account in timely fashion when the individual is unavailable to grant permission;
• oversees the application of privacy ethics policy in the School; and
• ensures School compliance with University privacy and ethics policy and legislation.

It does not consider research ethics approvals - these are submitted directly to the University research ethics board (GREB).

Equity, Diversity and Inclusion & Outreach Committee

The mandate of the committee is to promote and implement initiatives that foster equity, diversity, and inclusion. The committee works to create an inclusive environment by addressing barriers and biases, developing policies and recommending training programs, and engaging in outreach activities. It monitors progress, assesses impact, and recommends adjustments to advance EDI efforts.

Social Committee

The Social Committee is responsible for organizing social activities and events that promote community engagement and well-being. Their mandate includes planning gatherings, celebrations, team-building activities, and recreational events to foster a positive and supportive environment for faculty, staff, and students. The committee aims to enhance social connections and create a sense of belonging within the School.

TA Selection/Hiring Working Group

The committee:

• addresses ongoing challenges in the hiring process;
• develops best practices for mapping TA's to courses;
• improves the process of TA evaluation and develop strategies to identify TAs who are not meeting performance expectations; and
• explores flexible contract formats to better suit larger courses (e.g., 40, 80, 120 hours).

Endowment Funds Management Working Group

The working group develops comprehensive policies and establishes limits for the utilization of endowment funds to ensure prudent and sustainable management. It also explores innovative ways to use the endowment funds to enhance student experience.

Electrical and Computer Engineering Liaison

The liaisons are responsible for maintaining regular contact and good relations with the Department of Electrical and Computer Engineering and the Faculty of Applied Science in general.

Faculty Liaison

The liaisons:

• maintain regular contact and good relations with the Faculties of Arts & Science and Engineering and Applied Science, as well as the School of Graduate Studies and Research;
• represent the School at Faculty Board and Graduate Council meetings; and
• keep abreast of matters affecting or of interest to the School and report to the Director, faculty members and School Council as appropriate.

University and Faculty Level

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