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					FACULTY OF SCIENCE



POLICIES & PROCEDURES
        MANUAL




     REVISED November 1, 2010
                                       Table of Contents


SECTION 1 - GENERAL

Important Deadlines                                        4
Accreditation                                              6
Adjunct Professor                                          7
Archives (Library Digital Archive)                         8
Budget - Department                                        9
Canadian Cancer Society (Student Assistantship Grant)      10
Committees:                                                11
    •    Admissions and Studies Committee                  11
    •    Dean’s Executive Committee                        12
    •    Faculty Review Committee                          13
    •    Laboratory Instructors’ Review Committee          14
    •    Library Committee                                 15
    •    Nominating Committee                              16
    •    Safety Committee                                  17
    •    Scholarship Committee                             18
    •    Science Budget and Space Advisory Committee       19
    •    Student Appeals Committee                         20
Conference Funding                                         21
Email (Distribution Lists)                                 22
Emeritus Status                                            24
Graduate Teaching Fellowships                              25
Leave of Absence                                           26
Market Supplement                                          27
Meetings                                                   28
     •    Department Meetings                               28
     •    Executive of Council Meetings                     28
     •    Faculty of Science Committee Meetings             28
     •    Faculty of Science Council Meetings               29
     •    Room Bookings
                                                           29
New Faculty Matching Funds                                 30
Postdoctoral Fellows and Research Associates               31
President (Requesting Attendance)                          33
Recruitment and Appointment Procedures                     34
    •   E-Recruitment                                      34
    •   Faculty Appointments -Tenure Track and Terms       35
    •   Instructors and Laboratory Instructors             38
Representatives                                            39
    •    From Science to Executive of Council               39
    •    From Science to Other Units                        40
    •    From Other Units to Science                        41
    •   Senate Representatives                              41
Research Handbook                                           42
Sabbaticals                                                 43
Science Operations                                          45
    •   Science Stores (Chemical Purchases)                 45




Faculty of Science Policies and Procedures Manual          2
Revised: November 1, 2010
Sessionals                                                                  46
     •    Sessional Lecturers (including CCE, NORTEP & SUNTEP)              46
     •    Selection Procedures for Appointment                              47
     •    Evaluation of Teaching – Procedures                               48
Staff Travel Guidelines (Faculty of Science Funds)                          49
Visiting Graduate Research Students / Scholars                              51
     •    Visiting Graduate Research Students                               51
     •    Visiting Scholars                                                 52
     •    University of Regina Policies and Procedures                      54




SECTION 2 – FACULTY REVIEW

 •       Deadline Date; Quick Reference                                    57
 •       Performance Review Forms                                          58
 •       Department Head and Associate Dean Performance Review                 60
 •       Renewal of Tenure Track Appointment – Faculty Members                 61
 •       Renewal of Tenure Track Appointment – Laboratory Instructors          62
 •       Request for Tenure – Faculty Members                              63
 •       Request for Tenure – Lab Instructors                                  64
 •       Request for Promotion to Instructor II or III                         65
 •       Request for Promotion to Assistant Professor                          66
 •       Request for Promotion to Associate Professor                          67
 •       Request for Promotion to Professor                                    69
 •       Request for Promotion to Lab Instructor II                            70
 •       Request for Promotion to Lab Instructor III                           71
 •       Request for Merit – Faculty Members                                   72
 •       Request for Merit – Lab Instructors                                   73
 •       All other faculty reviewed this year (tenured and term)               74
 •       All other lab instructors reviewed this year (tenured and term)       75
 •       Faculty members not reviewed this year                                76
 •       Lab Instructors not reviewed this year                            77




SECTION 3 – FORMS & TEMPLATES
Postdoctoral Fellow or Research Associate Checklist                        78
Postdoctoral Fellow Appointment Letter                                     79
Research Associate Appointment Letter                                      80
President’s Attendance Request Form                                        81
Vacation Entitlement and Leave Record – Faculty and Lab Instructors        82




Faculty of Science Policies and Procedures Manual                          3
Revised: November 1, 2010
IMPORTANT DEADLINES – JANUARY 2010- DECEMBER 2011

JANUARY
EARLY JANUARY
Deadline for Departments to enter Spring/Summer and Fall schedules for upcoming year in Banner.
After security closes in Banner, all requests must be submitted to the Registrar’s Office by the
Departments.

JANUARY 7TH
Deadline for Department to submit the review information for tenure-track members to the
Dean’s Office.

JANUARY 31ST
Academic staff members with term or tenured appointments to submit completed Annual Information
Forms and Statistical Summary (faculty only) and supporting documentation to Department Head.

Academic staff members not reviewed this year to submit completed Annual Information Forms and
Statistical Summary (faculty only) to Department Head.

FEBRUARY
EARLY TO MID FEBRUARY
Deadline for the Departments to submit review information for all other faculty and lab
instructors to be reviewed this year to the Dean’s Office. Deadlines vary for each Department,
depending on the number of members to be reviewed.

FEBRUARY 18TH
Deadline for Departments to submit review information for faculty and lab instructors not
reviewed this year to the Dean’s Office

LAST MONDAY IN FEBRUARY
Spring/Summer Textbook Adoption Forms due in Bookstore. Department Deadlines may be set earlier.

MARCH
LAST MONDAY IN MARCH
Fall Textbook Adoption Forms due in Bookstore. Department Deadlines may be set earlier.

MARCH 31ST
Academic staff members with tenure-track appointments to be informed concerning renewal of
appointment or granting of tenure.

APRIL 30TH
                                                       th
Within 30 days of notification and no later than April 30 , Academic staff members are to file notice
of appeal with the Faculty Association of the non-renewal of a tenure-track appointment or the denial of
tenure.

MAY

JUNE 30TH
Academic staff members to be informed about granting of CGIs, merit increments, and promotion.

JULY 1ST
Decision on career progress takes effect.

CGIs awarded to academic staff members not being reviewed.


Faculty of Science Policies and Procedures Manual                                                      4
Revised: November 1, 2010
Dean or equivalent to inform academic staff members not normally due to be reviewed that they are
going to be reviewed.

AUGUST 15TH
Academic staff members may appeal career-progress decisions using the process described in
Article18.8 of the 2008-2011 URFA Collective Agreement. The notice of appeal must be filed on or
                  th
before August 15 .

SEPTEMBER
EARLY SEPTEMBER
Deadline for Departments to enter Winter schedule for upcoming year in Banner. After security closes in
Banner, all requests must be submitted to the Registrar’s Office by the Departments.

LAST MONDAY IN SEPTEMBER
Winter Textbook Adoption Forms due in Bookstore. Department Deadlines may be set earlier.

OCTOBER 1ST
Application for a sabbatical in the ensuing academic year due in the Dean’s Office.

NOVEMER
EARLY NOVEMBER
Dean’s Office to provide Department Heads with the names of members to be reviewed. Copy provided
to Department Administrative Assistant(s).

NOVEMBER 30TH
Application for written request of promotion, merit, or tenure and submission of supporting
documentation (for promotion and/or tenure only) to the Department Head with a copy to
the Dean.

Application for submitting the names of 3 referees for academic staff members applying
for promotion to Professor or applying or being considered for tenure. Due in the Dean’s Office.

Academic staff members not due for a performance review to submit a written request for a
performance review to the Department Head, with a copy to the Dean.

DECEMBER 15TH
Academic staff members with tenure-track appointments to submit completed Annual Information
Forms and Statistical Summary (faculty only) and supporting documentation to the Department Head.


DECEMBER 31ST
Dean or equivalent to notify academic staff members of decision re: Sabbatical Application.




Faculty of Science Policies and Procedures Manual                                                    5
Revised: November 1, 2010
ACCREDITATION OF FACULTY MEMBERS
Instruction of graduate courses or supervision of graduate students is restricted to persons who are
accredited as members of the Faculty of Graduate Studies and Research by the Dean of Graduate
Studies.

ACCREDITATION CATEGORIES (minimum qualifications required for accreditation)
Accreditation is open to all faculty members (i.e. rank of Lecturer and above) and to persons in the
Instructor III category who have achieved a terminal degree in the discipline. The highest level that an
Instructor III can be assigned is a “B” category.

1. Category A (Master’s Committee Member)
    •   New member not having been accredited previously, and without previous experience on
        graduate supervisory committees.
    • Member must have a Master’s degree or equivalent from an accredited institution.

2. Category B (Master’s Co-Supervisor)
    • Member with marginal qualifications for “C”, either because of limited research experience or
        limited experience as a member on a committee for a successfully completed Master’s thesis.
        Most often this category is employed for new faculty members with promising research
        records, but with little, if any, previous experience in graduate supervision.

3. Category C (Master’s Supervisor/PhD Committee/PhD Co-Supervisor)
    • Member should have a full-time tenure or tenure-track appointment and an established
        research record.

4. Category D (PhD Supervisor)
    •   Member should have a full-time tenure or tenure-track appointment and a PhD degree or
        equivalent from an accredited institution.
    •   Member must be currently active in research and scholarly production relevant to the research
        program of the student(s) proposed to be supervised. A member whose research record
        showed no publications or related productivity in the last five years would be considered
        inactive, and the member’s level of accreditation will be downgraded.
    •   Member is normally expected to have participated in the supervision of one or more Master’s
        students.

PROCEDURE AT TIME OF APPOINTMENT

When a faculty member is appointed to a tenure-track position the accreditation level “C” must be
indicated on the Academic Appointment Form.

When a faculty member is appointed to a term position the accreditation level indicated on the
Academic Appointment Form is “A”. Term appointments cannot have their accreditation level reviewed
by the Dean of Graduate Studies and Research unless their appointment changes to tenure-track.

Note: The accreditation level on the Academic Appointment Form is a recommendation only; The Dean
      of the Faculty of Graduate Studies and Research has final approval.

PROCEDURE TO CHANGE ACCREDITATION LEVEL

The Department Head recommends a change of accreditation level to the Dean of Science. The
Department Head sends a memo recommending the change and the reason for the change along with
a copy of the member’s CV. If the Dean of Science agrees a supporting memo is sent to the Dean of
Graduate Studies and Research recommending the change with a copy to the Department Head.

Note: The Dean of Graduate Studies and Research has final approval.




Faculty of Science Policies and Procedures Manual                                                     6
Revised: November 1, 2010
ADJUNCT PROFESSOR - RECRUITMENT AND APPOINTMENT PROCEDURES
An Adjunct Professor is an individual from outside the University of Regina including faculty
members on leave, resigned or retired from the University. This is an honorary position and
there is no remuneration or voting privileges.

There are two categories of Adjunct Professor depending on whether they are serving at the
undergraduate or graduate level. Both have library and other campus privileges and are
appointed for 5 years.

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

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

2. ADJUNCT PROFESSOR (GRADUATE STUDIES AND RESEARCH)
   Adjunct Professors (Graduate Studies and Research) are appointed by the Dean of
   Graduate Studies and Research and are qualified to take an active role at the graduate
   level. They must be active researchers and normally have a PhD (or equivalent).
   Appointees may supervise graduate students, teach graduate courses, conduct research
   and provide specialized expertise.

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

    The Dean of Science recommends the appointment to the Dean of Graduate Studies and
    Research.

Note: Adjunct Professors are compensated only when asked to teach, and must then be
      appointed as sessional lecturers.


3. RENEWAL OR EXTENSION OF ADJUNCT APPOINTMENT

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




Faculty of Science Policies and Procedures Manual                                          7
Revised: November 1, 2010
ARCHIVES (LIBRARY DIGITAL ARCHIVE)


UNIVERSITY OF REGINA LIBRARY DIGITAL ARCHIVE

The Campus Digital Archive has a new name: oURspace - the University of Regina's
Institutional Repository located at http://ourspace.uregina.ca/

oURspace is an Open Access Institutional Repository created and maintained by Archives &
Special Collections in the Dr. John Archer Library for University of Regina faculty,
researchers, administrators, students and other members of the campus community. In this
repository, members store research, publications, presentations, and other materials in digital
form.

Agendas and Minutes of previous Faculty of Science Council Meetings are posted here. Also
posted are Faculty of Science Annual Reports, Criteria Documents, etc.

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




Faculty of Science Policies and Procedures Manual                                             8
Revised: November 1, 2010
BUDGET - DEPARTMENT


Each department receives an annual budget from the Dean’s Office. The funds are allocated
in two categories:

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

2. Discretionary Expenses
   These funds are usually used to purchase departmental stationery supplies and other
   items to support the activities of the department.

The Dean and the Faculty Administrator will meet with each Department Head annually to
review expenditures and plan for the future. Annually (usually November) the Dean will
contact the Heads to submit their budget for the next fiscal year. The Dean will ask for your
submission with respect to requests to fill permanent positions, new positions and equipment
requests.

The Dean submits the budget for the Faculty of Science to the Office of the Vice President
(Academic) in January.




Faculty of Science Policies and Procedures Manual                                          9
Revised: November 1, 2010
CANADIAN CANCER SOCIETY STUDENT ASSISTANTSHIP GRANT

Administered by the Associate Dean (Research) through the Dean’s Office.

    •    In December or January, the Canadian Cancer Society, Saskatchewan Division
         sends a letter advising the Dean if they will be offering the grant and the amount of
         the grant available.
    •    The Dean’s Office sends a letter to the Canadian Cancer Society, Saskatchewan
         Division, acknowledging receipt of grant along with copy of “Program Criteria and
         Guidelines”.
    •    The Associate Dean (Research) establishes a deadline date for applications, usually
                    th
         March 15 .
    •    The Dean’s Office sends a memo to the Department Heads along with “Notice” and
         “Program Criteria and Guidelines”.
    •    The Dean’s Office collects applications.
    •    The Associate Dean (Research) will preview applications after the deadline date and
         make recommendation to the Science Scholarship Committee at their meeting in
         March.
    •    In April the Dean’s Office advises the recipients. Recipients must confirm
         acceptance of award in writing to the Dean’s Office.
    •    Once acceptance of award is confirmed the Dean’s Office sends a letter to other
         applicants who received grants.
    •    Dean’s Office processes payroll in Banner for recipients.
    •    Dean’s Office advises the Canadian Cancer Society of recipients names along with
         copies of their proposals and budgets. This letter also requests the Society to forward
         the grant money.
    •    If they forward a cheque directly to Dean’s Office give to the Faculty Administrator.
    •    In August the Dean’s Office sends a reminder to recipients with copy to their
         supervisor of the deadline date for submission of their report and “thank you for
         award” letter.
    •    Once reports are received and the Associate Dean (Research) has approved (via
         memo to the Dean), copies are forwarded to the Canadian Cancer Society along with
                                                                                  th
         a memo from the Dean. Reports to be forwarded prior to September 30 .
    •    An updated list of recipients is kept in the Dean’s Office.




Faculty of Science Policies and Procedures Manual                                            10
Revised: November 1, 2010
    COMMITTEES


    ADMISSIONS AND STUDIES COMMITTEE

                                                                     Updated: October 1, 2010

Chair:                            Associate Dean (Academic)


Current Members:                  Biology: Harold Weger (2012)
                                  Chemistry and Biochemistry: Brian Sterenberg (2011)
                                  Computer Science: Robert Hilderman (2012)
                                  Geology: Ian Coulson (2012)
                                  Mathematics and Statistics: Karen Meagher (2011)
                                  Physics: Edward Mathie (2012)
                                  Campion: Frank Obrigewitsch
                                  Luther: Mary Jesse
                                  First Nations University of Canada, Science Dept: Leeanne Stricker



Ex-Officio Member:                Dean of Science
[Ex-officio members are           Registrar (or designate)
non-voting and serve as a
resource person]


Membership:                       6 faculty members, one from each of the 6 Departments elected by the
                                  Faculty of Science
                                  One representative from each of the three Federated Colleges:
                                      • Dean (or designate), Luther College
                                      • Dean (or designate), Campion College
                                      • Department Head (Science) (or designate), First Nations
                                           University of Canada


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


Term:                             3 year term


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




    Faculty of Science Policies and Procedures Manual                                            11
    Revised: November 1, 2010
    DEAN’S EXECUTIVE COMMITTEE

                                                                      Updated: October 1, 2010


Chair:                            Dean of Science

Current Members:                  Dean of Science: Brien Maguire
                                  Associate Dean (Academic) Science: Nader Mobed
                                  Associate Dean (Research) Science: Scott Wilson
                                  Faculty Administrator: Audrey Perra
                                  Biology Department Head: Harold Weger
                                  Chemistry & Biochemistry Department Head: Lynn Mihichuk
                                  Computer Science (Acting) Department Head: Howard Hamilton
                                  Geology Department Head Hairuo Qing
                                  Mathematics & Statistics Department Head: Allen Herman
                                  Physics Department Head: Neil Ashton


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


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


Membership Procedure:              TBA


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

Mandate:
                                  TBA




    Faculty of Science Policies and Procedures Manual                                              12
    Revised: November 1, 2010
    FACULTY REVIEW COMMITTEE

                                                                      Updated: October 1, 2010

Chair:                            Elected annually from the continuing members of the Committee.


Current Members:                  Biology: Chris Yost (2012)
                                  *proxy n/a
                                  Chemistry and Biochemistry: Andrew Freywald (2012)
                                  *proxy Dae-Yeon Suh (2012)
                                  Computer Science: David Gerhard (2012)
                                  *proxy Sandra Zilles (2012)
                                  Geology: Guoxiang Chi (2011)
                                  *proxy n/a
                                  Mathematics and Statistics: Martin Argerami (2011)
                                  *proxy Dianliang Deng
                                  Physics: Mauricio Barbi (2012)
                                  *proxy Garth Huber (2012)


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



Membership:                       6 members consisting of:
                                  1 faculty representative from each Department.


Membership Procedure:             Up to three nominations from each Department shall be submitted to
                                                                                              th
                                  the Dean, via the Department Head, prior to September 10 of the
                                  calendar year in which that Department’s representative completes the
                                  term of office. The Dean will arrange for the academic staff members of
                                  the Faculty of Science (excluding Laboratory Instructors) to elect by
                                                                 st
                                  mail ballot, prior to October 1 , one representative and one proxy for
                                  each Department.


Term:                             2 year term


Mandate:                          • Advisory to the Dean.
                                  • Annually reviews Sabbatical applications and makes
                                    recommendations to the Dean;
                                  • Annually reviews faculty performance in accordance with the URFA
                                    Agreement and Science Criteria Documents and makes
                                    recommendations to the Dean regarding renewal of tenure-track and
                                    term appointments, tenure, promotion, merit awards and career
                                    growth increments.




    Faculty of Science Policies and Procedures Manual                                              13
    Revised: November 1, 2010
    LABORATORY INSTRUCTORS REVIEW COMMITTEE


                                                                           Updated: October 1, 2010

Chair:                            Laboratory Instructor member elected annually.

Current Members:                  Laboratory Instructors:
                                  Biology: Lauri Lintott (2011)
                                            Heather Dietz (2013)
                                  *proxy Alex Clarke (Computer Science, 2013)
                                  Physics: Shaun Szymanski (2012)

                                  Faculty Members:
                                  Geology: Ian Coulson (2011)
                                  Physics: Pierre Ouimet (2011)
                                  *proxy Brian Sterenberg (Chemistry and Biochemistry)


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



Membership:                       5 members consisting of:
                                  3 laboratory instructors and 2 faculty members.



Membership Procedure:             Up to three nominations from the laboratory instructors shall be
                                                                                  th
                                  submitted to the Dean prior to September 10 . The Dean will arrange
                                  for the laboratory instructors in the Faculty of Science to elect by mail
                                  ballot, prior to October 1, one representative and one proxy.
                                                                                                           th
                                  The Dean will nominate three faculty members prior to September 10 .
                                  The Dean will arrange for the laboratory instructors in the Faculty of
                                  Science to elect by mail ballot, prior to October 1, one representative
                                  and one proxy.


Term:                             3 year term for laboratory instructors
                                  2 year term for faculty members




    Faculty of Science Policies and Procedures Manual                                                 14
    Revised: November 1, 2010
    LIBRARY COMMITTEE

                                                                        Updated: October 1, 2010

Chair:                            Selected on a rotating basis according to alphabetical order of the
                                  Departments.


Current Members:                  Biology: Britt Hall
                                  Chemistry and Biochemistry: Allan East
                                  Computer Science: Boting Yang
                                  Geology: Stephen Bend
                                  Mathematics and Statistics: Richard McIntosh
                                  Physics: Garth Huber


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



Membership:                       6 members consisting of:
                                  1 faculty member from each Department.



Membership Procedure:             Appointed by Department


Term:                             1 year


Mandate:                          •    Advise the Faculty on rationalization and coordination of the holds
                                       of Science periodicals and serials; deliberate and recommend
                                       policies for acquisition of library material.




    Faculty of Science Policies and Procedures Manual                                                15
    Revised: November 1, 2010
    NOMINATING COMMITTEE

                                                                     Updated: October 1, 2010

                                                           rd
Chair:                            Faculty member serving 3 year on the Committee

                                  Chemistry and Biochemistry: Tanya Dahms (2013)
Current Members:                  Computer Science: Cory Butz (2012)
                                  Mathematics and Statistics: Patrick Maidorn (2013)


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



Membership:                       3 faculty members



Membership Procedure:             Elected by peers at May Faculty meeting


Term:                             3 years


Mandate:                          At the Spring (May) Faculty Meeting:
                                  • Recommends nominees for Science Committees to replace outgoing
                                     members.
                                  • Recommends nominees willing to serve as representatives from the
                                     Faculty of Science to other faculties.




    Faculty of Science Policies and Procedures Manual                                         16
    Revised: November 1, 2010
    SAFETY COMMITTEE
                                                                         Updated: October 1, 2010
Chair:                         Faculty Administrator is permanent chair and a voting member of the committee.
                               Biology Faculty Member: Britt Hall
Current Members:               Chemistry and Biochemistry Faculty Member: Brian Sterenberg
                               Geology Faculty Member: Stephen Bend
                               Lab Instructor Representative: Henry Yee
                               Graduate Student Representative: Elizabeth Vanderlinde
                               Biology Technician: Angela Marcia
                               Chemistry and Biochemistry Technician: Chuan Wang
                               Geology Technician: Mets Ritsema
                               Coordinator, Science Operations: Lee Aument
                               Storekeeper, Science Stores: Joe Zieger
                               Program Coordinator (Computer Science): Wendy Preikchat
                               Program Coordinator (Math & Stats): Ara Steininger

Ex-Officio Member:             Dean of Science
[Ex-officio members are        Human Resources, Health and Safety Consultant: Chris Dehm
non-voting and serve as a
resource person]
Membership:                    14 members consisting of:
                               1 faculty member from Biology
                               1 faculty member from Chemistry and Biochemistry
                               1 faculty member from Geology
                               1 lab instructor
                               1 graduate student
                               1 technician from Biology
                               1 technician from Chemistry and Biochemistry
                               1 technician from Geology
                               Faculty Administrator
                               Coordinator, Science Operations
                               Storekeeper, Science Stores
                               Program Coordinator (Computer Science)
                               Program Coordinator (Math & Stats)

Membership Procedure:          Department Head for each respective department will nominate individuals. Membership
                               will be such that representation from all areas and levels of activity within Science has
                               participation
                                                                 st
Term:                          3 year term effective September 1 , may be appointed for a second or subsequent term

Mandate:                       • Under the auspices of the University of Regina Occupational Health Committee
                                 (OHC) and advisory to the Dean, this committee will play a significant role in the
                                 identification and resolution of local health and safety issues.
                               • Provide an internal work group that will respond to the objectives of the University of
                                 Regina Safety Policy and other issues pertinent to Science activities.
                               • Initiate action with respect to all occupational health and safety matters.
                               • Promote a safe and healthy work environment.
                               • Develop safety policies and procedures.
                               • Receive, consider and respond to local safety concerns.
                               • Identify, eliminate and/or control hazards within the area covered by the committee.
                               • Schedule and conduct regular workplace inspections.
                               • Maintain a minimum standard.
                               • Make recommendations on policy and reduction of accidents/incidents.
                               • Each member acts as a liaison between the committee and the group they represent.




    Faculty of Science Policies and Procedures Manual                                                      17
    Revised: November 1, 2010
    SCHOLARSHIP COMMITTEE
                                                                      Updated: October 1, 2010


Chair:                            Associate Dean (Academic)


Current Members:                  Biology: Chris Somers (2011)
                                  Computer Science: Daryl Hepting (2012)
                                  Mathematics and Statistics: Yang Zhao (2012)
                                  Campion: Robert Piercey
                                  Luther: Iqbal Husain
                                  First Nations University of Canada, Science Dept: Leeanne Stricker
                                  Registrar: Donnell Schoenhofen (Financial Aid Office)



Ex-Officio Members:               Dean of Science
[Ex-officio members are           Dean (or designate), Campion College
non-voting and serve as a         Dean (or designate), Luther College
resource person]                  First Nations University of Canada, Science Dept:
                                  Registrar (or designate)


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



Membership Procedure:             The Nominating Committee recommends Committee members at the
                                  May Faculty Meeting


Term:                             3 year term


Mandate:                          • Make recommendations to the Faculty regarding degree and
                                    certificate recipients for Spring and Fall Convocation.
                                  • Make recommendations to the Faculty regarding candidates for
                                    scholarships, bursaries and other awards and prizes.
                                  • Make recommendations regarding the terms and conditions of
                                    awards.




    Faculty of Science Policies and Procedures Manual                                            18
    Revised: November 1, 2010
    SCIENCE BUDGET AND SPACE ADVISORY COMMITTEE

                                                                        Updated: October 1, 2010

Chair:                            TBA

                                  Dean of Science: Brien Maguire
Current Members:                  Associate Dean (Academic) Science: Nader Mobed
                                  Associate Dean (Research) Science: Scott Wilson
                                  Faculty Administrator: Audrey Perra
                                  Biology Department Head: Harold Weger
                                  Biology Faculty Member: TBA
                                  Chemistry & Biochemistry Department Head: Lynn Mihichuk
                                  Chemistry & Biochemistry Faculty Member: Renata Raina
                                  Computer Science Department Head: Howard Hamilton
                                  Computer Science Faculty Member: Sandra Zilles
                                  Geology Department Head Hairuo Qing
                                  Geology Faculty Member: Kathryn Bethune
                                  Mathematics & Statistics Department Head: Allen Herman
                                  Mathematics & Statistics Faculty Member: Dianliang Deng
                                  Physics Department Head: Neil Ashton
                                  Physics Faculty Member: Zisis Papandreou


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

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

Membership Procedure:             TBA


Term:                             TBA


Mandate:                          TBA




    Faculty of Science Policies and Procedures Manual                                        19
    Revised: November 1, 2010
    STUDENT APPEALS COMMITTEE

                                                                       Updated: October 1, 2010

Chair:                            Elected annually from the continuing members of the Committee


Current Members:                  Biology: Richard Manzon (2011)
                                  Chemistry and Biochemistry: Andrew Freywald (2012)
                                  Computer Science: David Gerhard (2013)
                                  Geology: Guoxiang Chi (2012)
                                  Mathematics and Statistics: Remus Floricel (2011)
                                  Physics: Mauricio Barbi (2013)
                                  Campion: Katherine Arbuthnott
                                  Luther: Mary Jesse
                                  First Nations University of Canada, Science Dept: Fidji Gendron


Ex-Officio Members:               Dean of Science
[Ex-officio members are           Associate Dean (Academic) Science
non-voting and serve as a         One representative from each of the three Federated Colleges:
resource person]                     • Dean (or designate), Luther College
                                     • Dean (or designate), Campion College
                                     • Department Head (Science) (or designate), First Nations
                                         University of Canada


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


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


Term:                             3 year term


Mandate:                          • All appeals and applications by students in connection with decision of
                                    the Faculty of Science will be heard by the Faculty of Science Student
                                    Appeals Committee, except for disciplinary appeals (which are already
                                    within the purview of the University Discipline Committee).
                                  • Appeals by students on academic matters e.g., student required to
                                    discontinue from the Faculty.
                                  • Students have the right to a fair hearing in accordance with the rules
                                    and natural justice before this committee. This includes the right to be
                                    notified of hearings, the right to present arguments and the right to
                                    question representatives about the matter in question.




    Faculty of Science Policies and Procedures Manual                                               20
    Revised: November 1, 2010
CONFERENCE FUNDING
In 2010 - 2011, up to $30,000 will be available to support academic conferences hosted by
the University of Regina and taking place in Saskatchewan.

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

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

CRITERIA FOR AWARDING FUNDING
    •    Quality of the proposal, specificity of the budget, benefit to students, community
         involvement, collaboration with institutions outside the university, breadth of impact
         and proven success.

TIMELINE
    •    Applications will be submitted to the Dean (or Director) of the unit, which is hosting
         the conference. Those applications which have the support of the Dean will then be
         forwarded by the Dean to the Vice President (Academic) indicating the level of
         financial support being provided by the Dean. Conferences which do not have
         financial support from the Dean will not be funded. Applications are to be forwarded
         to the Vice President (Academic) by Friday, October 29, 2010 (electronic
         submissions may be e-mailed to Melissa.Normandin@uregina.ca). Deans and
         applicants will be informed of successful applications by Friday, November 26, 2010.

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

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




Faculty of Science Policies and Procedures Manual                                                 21
Revised: November 1, 2010
EMAIL DISTRIBUTION LISTS

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

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


 BASAC              Budget and Space Advisory Committee           Faculty Administrator               Audrey Perra


                    ALL folks in Biology: faculty members, lab
 Biol All           instructors, sessionals, postdocs, graduate   Administrative Assistant, Biology   Susie Munro
                    students, others
                                                                  Administrative Assistant to the
 Biol Faculty       Biology Faculty Members                                                           Michelle Kowbel
                                                                  Dean
                                                                  Administrative Assistant to the
 Biol LIs           Biology Lab Instructors                                                           Michelle Kowbel
                                                                  Dean
                    ALL folks in Chemistry: faculty members,
                                                                  Administrative Assistant,
 Chem All           lab instructors, sessionals, postdocs,                                            Teri Dibble
                                                                  Chemistry & Biochemistry
                    graduate students, others
                                                                  Administrative Assistant to the
 Chem Faculty       Chemistry Faculty Members                                                         Michelle Kowbel
                                                                  Dean
                                                                  Administrative Assistant to the
 Chem LIs           Chemistry Lab Instructors                                                         Michelle Kowbel
                                                                  Dean
                    ALL folks in Computer Science: faculty
                                                                  Administrative Assistants, ACSC,    Marilyn Hepp
 CS All             members, lab instructors, sessionals,
                                                                  CS, Math, Stats                     Pamela Sparvier
                    postdocs, graduate students, others
                                                                  Administrative Assistant to the
 CS Faculty         CS Faculty Members                                                                Michelle Kowbel
                                                                  Dean
                                                                  Administrative Assistant to the
 CS LIs             CS Lab Instructors                                                                Michelle Kowbel
                                                                  Dean
                    ALL folks in Geology: faculty members,
 Geol All           lab instructors, sessionals, postdocs,        Administrative Assistant, Geology   Van Tran
                    graduate students, others
                                                                  Administrative Assistant to the
 Geol Faculty       Geology Faculty Members                                                           Michelle Kowbel
                                                                  Dean
                                                                  Administrative Assistant to the
 Geol LIs           Geology Lab Instructors                                                           Michelle Kowbel
                                                                  Dean


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


                    ALL folks in ACSC, Math, Stats: faculty
                                                                  Administrative Assistants, ACSC,    Marilyn Hepp
 Math All           members, lab instructors, sessionals,
                                                                  CS, Math, Stats                     Pamela Sparvier
                    postdocs, graduate students, others




Faculty of Science Policies and Procedures Manual                                                          22
Revised: November 1, 2010
                                                                  Administrative Assistant to the
 Math Faculty       ACSC, Math, Stats Faculty Members                                                 Michelle Kowbel
                                                                  Dean
                                                                  Administrative Assistant to the
 Math LIs           ACSC, Math, Stats Lab Instructors                                                 Michelle Kowbel
                                                                  Dean

 Phys All
                    ALL folks in Physics: faculty members, lab
                    instructors, sessionals, postdocs, graduate   Administrative Assistant, Physics   Jacqui Lockert
                    students, others


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

 RIC Occupants      All Science personnel in RIC                  Faculty Administrator               Audrey Perra

                    Biol All, Chem All, CS All, Geol All, Math
                                                                  Administrative Assistant to the
 Science All        All, Phys All, Science Dean's Executive,                                          Michelle Kowbel
                                                                  Dean
                    Science Sessionals, Science Staff
 Science Class
                    Science Class Climate by semester             Faculty Administrator               Audrey Perra
 Climate
 Science Dean's     Members of the Faculty of Science Dean's
                                                                  Faculty Adminstrator                Audrey Perra
 Executive          Executive Committee
 Science Dept       All administrative staff in All Science
                                                                  Faculty Administrator               Audrey Perra
 Offices            department offices
 Science EPP        Emergency Preparedness Plan Phone
                                                                  Faculty Administrator               Audrey Perra
 Phone              Master List
 Science                                                          Administrative Assistant to the
                    All Faculty members in Science                                                    Michelle Kowbel
 Faculty                                                          Dean
 Science Heads      Science Department Heads                      Faculty Adminstrator                Audrey Perra
                                                                  Administrative Assistant to the
 Science LIs        All Science Lab Instructors                                                       Michelle Kowbel
                                                                  Dean
 Science Phone
                    Science Phone Drill Committee                 Faculty Administrator               Audrey Perra
 Drill
 Science Safety
                    Science Safety Committee                      Faculty Administrator               Audrey Perra
 Committee
 Science                                                          Administrative Assistant to the
                    Science Sessionals                                                                Michelle Kowbel
 Sessionals                                                       Dean
                    ALL Science Administrative, Technical and
 Science Staff                                                    Faculty Adminstrator                Audrey Perra
                    Scientific Staff
 Science Lab
                    Science Lab Managers                          Coordinator, Science Operations     Lee Aument
 Managers
 Science Safety
                    All Science personnel                         Faculty Administrator               Audrey Perra
 Distribution
 Science
                    Science Website Committee                     Faculty Administrator               Audrey Perra
 Website




Faculty of Science Policies and Procedures Manual                                                         23
Revised: November 1, 2010
EMERITUS STATUS

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


      Procedure for Appointment:
      • After consultation with the Department, the Department Head recommends Emeritus
        status by sending a memo to the Dean of Science along with an up-to-date CV of the
        faculty member.

    The Dean recommends Emeritus status by sending a memo to the President along with
    the Department Head’s recommendation and the up-to-date CV of the faculty member.




Faculty of Science Policies and Procedures Manual                                        24
Revised: November 1, 2010
GRADUATE TEACHING FELLOWSHIPS


Refer to the site below for current information from Faculty of Graduate Studies and
Research

http://www.uregina.ca/gradstudies/scholarships/FGSR_awards.shtml

QUALIFICATIONS
Holders of these appointments must have current status as a fully-qualified student in a
Master's or Ph.D. degree program in the Faculty of Graduate Studies and Research (FGSR)
at the University of Regina.

In the case of the Teaching Assistantships and Teaching Fellowships, applicants must have
appropriate qualifications to participate in the instructional program in the assigned Academic
Unit. TA recipients who have not already completed the TA workshops regularly offered by
the university through the Teaching Development Centre will be required to do so.

Applicants for teaching assistantships may be required to provide evidence that they have
sufficient command of the English language for carrying out the prescribed responsibilities.




Faculty of Science Policies and Procedures Manual                                              25
Revised: November 1, 2010
LEAVE OF ABSENCE

    Refer to Article 24 in the 2008-2011 URFA Collective Agreement

1. GENERAL LEAVE OF ABSENCE WITHOUT PAY (ARTICLE 24.6)

    Article 24.6.1 “An academic staff member may be granted a leave of absence without pay
    for good and sufficient reason. Such leaves shall not be withheld unreasonably”.

    Procedure
       • An application in writing shall normally be submitted to the Dean or equivalent at
          least six months in advance of the semester in which the leave shall commence,
          stating the purpose of the leave. For leaves of short duration, those outside of the
          fall and winter semester periods, or in the case of emergencies, these time
          requirements may be waived, but in any case the application should be made as
          early as possible.
       • The Dean’s Office will respond in writing to the academic member, copying the
          Department Head, Human Resources, URFA, and the Faculty Administrator in
          Science.
       • Human Resources will use this copy to update payroll in Banner. There is no
          need for the Departments to process and EPAF in Banner.




Faculty of Science Policies and Procedures Manual                                          26
Revised: November 1, 2010
MARKET SUPPLEMENT

         Procedure:

    •    The Department Head submits a memo of support to the Dean.
    •    The Dean submits the Market Supplement recommendation to the Vice President
         (Academic) with copies to Human Resources and URFA.




Faculty of Science Policies and Procedures Manual                                      27
Revised: November 1, 2010
MEETINGS

DEPARTMENT MEETINGS
Held at the discretion of the Department Head.

EXECUTIVE OF COUNCIL MEETINGS
    •    Meetings are scheduled monthly except July, August and December.
    •    The Student Services Office will provide the Dean’s Office with the list of graduands
         for approval. (One original, single sided and not stapled, plus 20 copies, double
         sided).
    •    The Dean’s Office will forward the graduand list and the required copies to the
         President’s Office.
    •    The President’s Office forwards a ‘Follow Up Action Report’ to the Faculty Offices
         after the meeting.
    •    The Dean’s Office forwards this report to the Dean, Associate Deans, Department
         Heads and Student Services Office in Science.
    •    Future meeting dates, agendas and minutes are located at:
         http://www.uregina.ca/presoff/council/executive/index.shtml


FACULTY OF SCIENCE COMMITTEE MEETINGS
    •    All committee meetings booked through the Dean’s Office are done using
         GroupWise, and updated in the GroupWise calendar ‘Science_Meetings’. This
         calendar is maintained by the Dean’s Office.

FACULTY OF SCIENCE COUNCIL MEETINGS
    •    The Dean’s Office is the office of record.
    •    Meetings are normally held 3 times a year, in January, May and September, to
         accommodate convocation. Meetings must also be scheduled in advance of
         Executive of Council Meetings in order to have graduand lists approved. Additional
         meetings are called at the discretion of the Dean. Dean’s Office consults with the
         Associate Dean (Academic) and the Program Advisor before setting a date.
    •    Dean’s Office reserves a room for the meeting. Meetings are usually held at 2:30 or
         later to accommodate as many faculty and instructors as possible.
    •    The Dean’s Office distributes a Notice of Meeting and Call for Agenda Items to the
         Faculty of Science as well as to representatives from other units, Senate members,
         Deans and their Administrative Assistants, and the President’s Office.
    •    Dean’s Office prepares the agenda, usually at least two weeks before the meeting.
    •    Dean’s Office posts the Agenda on the Science website (as a pdf file), and notifies
         all the faculty, representatives from other units, Senate members, Deans and their
         Administrative Assistants, and the President’s Office.
    •    Dean’s Office will bring attendance sheets to the Faculty meeting.
    •    Dean’s Office is responsible for taking minutes of the meeting.
    •    After the minutes of the meeting have been approved by the Dean, Associate Deans
         and Faculty Administrator, they are posted on the Faculty of Science website, and
         Donald Johnson posts them on the University’s Digital Archives.
    •    Dean’s Office notifies the Faculty of Science, Representatives from other units,
         Senate members, Deans and their Administrative Assistants, and the President’s
         Office.




Faculty of Science Policies and Procedures Manual                                            28
Revised: November 1, 2010
ROOM BOOKINGS
The Faculty of Science has five rooms available for meetings, seminars, thesis defenses as
well as other faculty functions:

BOARDROOM (LB 237)
    •    Booked through the Dean’s Office, reserved schedule is posted on the door daily.
    •    Seats up to 14 people.
    •    Data projector available.

COMMON ROOM (LB 239)
    •    Booked through the Dean’s Office, reserved schedule is posted on the door daily.
         The “Science Common Room” (LB239) is a general-purpose room for use by
         members of the Faculty of Science only. The purpose of this room is to provide a
         dedicated space for professional and social activity and to provide a congenial
         location for interaction.
    •    The Common Room is available to faculty and staff of the Faculty of Science.
         General external use (eg. other faculties) is not permitted, unless under special
         permission from the Dean.
    •    For events other than casual use, the room must be booked through the Dean’s
         Office. A schedule will be posted daily outside the Common Room by the Student
         Services staff. Availability can be checked on the calendar whiteboard in the Dean’s
         Office or viewed on GroupWise at Science_Common_Room_LB239. No bookings
         will be accepted outside normal weekday office hours of 8:15am to 4:30pm, or on
         weekends and University Holidays.
    •    The room can be used casually for lunch or coffee breaks, or as a casual lounge. It
         must be booked for presentations, small meetings, or as an event location. Please
         note that these bookings take precedent over casual use, and may not be available
         from time to time.
    •    The refrigerator and kitchenette area are for your use and convenience. Please use
         the provided cleaning supplies and leave the facilities as you found them. Use of any
         other cooking appliance (eg. Toaster oven or crock-pot) is not permitted. A
         microwave is provided for heating purposes. Any foods left stored in the fridge
         overnight must be identified.
    •    Please report any deficiencies or needed repairs to the Dean’s office.
    •    The Student Services Office or the Dean’s office may be asked to open this room for
         those (non-staff) persons that have booked the room. The Student Services Office
         will check the door for security at the close of each day.

SEMINAR ROOM (RIC 215)
    •    Seats up to 12 people.
    •    Please email the Dean’s Office for bookings.
    •    Key is to be picked up and returned to the Dean’s Office (LB 225).

SEMINAR ROOM (RIC 314)
    •    Seats up to 16 people.
    •    Please email the Dean’s Office for bookings.
    •    Key is to be picked up and returned to the Dean’s Office (LB 225).

SEMINAR ROOM (RIC 330)
    •    Seats up to 8 people.
    •    Please email the Dean’s Office for bookings.
    •    Keys is to be picked up and returned to the Dean’s Office (LB 225).



Faculty of Science Policies and Procedures Manual                                           29
Revised: November 1, 2010
NEW FACULTY MATCHING FUNDS

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

        Procedure for Applying:

    •     The faculty member submits a memo of request to the Department Head with a
          summary of the research proposal.
    •     The Department Head submits a memo of support to the Dean, along with the faculty
          member’s memo and the research proposal.
    •     The Dean submits a memo of support to the Vice President (Research) in support of
          the request, along with the Department Head’s memo, faculty member’s memo and
          the research proposal. The Dean’s Office keeps a record of all requests.
    •     The Vice President (Research) will notify the Dean’s Office if the matching funds
          have been approved, and process a journal voucher to transfer funds to the faculty
          member’s account.




Faculty of Science Policies and Procedures Manual                                        30
Revised: November 1, 2010
POSTDOCTORAL FELLOWS / RESEARCH ASSOCIATES

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

A Postdoctoral Fellow (PDF) is hired by a faculty member and is funded by the faculty
member’s research grant. The faculty member may request monies from other sources
including their Department and the Dean's Office.

PROCEDURE FOR APPOINTMENT:
• The faculty member recommends the appointment in writing to the Department Head
   indicating how the appointment will be funded, the proposed research plan and duration
   along with the candidate’s curriculum vitae, official transcripts and original letters of
   reference (usually 2 or 3).
• The Department Head completes the Checklist for the Appointment of a Postdoctoral
   Fellow or Research Associate, recommends the appointment to the Dean of Science in
   writing confirming the duration of the appointment, office space and funding and attaches
   the recommendation package from the faculty member.
   (The Checklist is available under SECTION 3 – Forms and Templates)
• The Dean’s Office advises the Department Head (with a copy to the faculty member) that
   the faculty member can proceed with the appointment.
• The appointment letter is prepared by the faculty member and copied to the Dean’s
   Office and the Department Head.
   (Appointment Letter Template is available under SECTION 3 – Forms and Templates)
• The original signed acceptance is retained in the Dean’s Office office and a copy is
   provided for the Department Head.
• The Department processes the EPAF payroll in Banner. The faculty member’s Research
   Account is used as the FOAPAL. Monies requested from the Dean’s Office will be
   transferred into the member’s Research Account via Journal Voucher prior to processing
   payroll.
• Postdoc: The Approval Category is Scholarly Award (SCHOLR), the Position Number is
   Post Doctoral Fellowship (PDOCFE).
• Research Associate: The Approval Category is Non-Union Monthly (NUMNH), the
   Position Number is Research Associate (RESACT).

PROCEDURE FOR RE-APPOINTMENT:
• The Department Head recommends the re-appointment to the Dean of Science in writing
   confirming the duration of the appointment, office space and funding.

•   The Dean’s Office advises the Department Head (with a copy to the faculty member) that
    the faculty member can proceed with the re-appointment.

The Dean’s Office is the official office of record and retains the original documents, as well
as s spreadsheet of all Postdocs and Research Associates.

Note:
Faculty member to check with Human Resources to determine which documents will be required for a
Postdoctoral or Research Associate from outside Canada.

    •    No benefits for post-docs
    •    Labour Market Opinion not needed. Check with HR for latest version.
    •    For work permit and Visa, letter of appointment is required
    •    For University ID letter of appointment required
    •    Appointment letter must indicate
         - start date, length of term


Faculty of Science Policies and Procedures Manual                                                31
Revised: November 1, 2010
         - funding source
         - salary
         - individual responsible for obtaining medical insurance, no benefits are provided by the U of R
         - indicate an acceptance by a particular date
         - copy of Ph.D. degree or an official transcript




Faculty of Science Policies and Procedures Manual                                                    32
Revised: November 1, 2010
PRESIDENT – REQUESTING ATTENDANCE

Effective June 1, 2010, the President’s Office requires a form be submitted for reviewing the
President’s preliminary availability, confirming the President’s attendance, developing
itinerary and booking travel.


         Procedure:

    •    The Attendance Request form is completed and submitted to the President’s Office,
         Attention: Rozanne Tennent or submitted via email to rozanne.tennent@uregina.ca

    •    This form is available under SECTION 3 – Forms and Templates.




Faculty of Science Policies and Procedures Manual                                         33
Revised: November 1, 2010
Recruitment – E-Recruitment Procedures

Human Resources has implemented the e-recruitment tool, PeopleAdmin, in order to
automate many of the paper-driven aspects of the employment application process.

As of June 2010 the e-recruit PeopleAdmin software will be used for posting and hiring CUPE
1975, APT and URFA employees.


What is E-recruitment?
The term e-recruitment means using information technology to enhance faculty and staff
recruitment processes. E-recruitment gives the organization real cost savings plus increased
ease and efficiency in the recruitment process. It also gives the candidates a significantly
improved experience that allows us to attract exceptional people.

E-recruitment will:
    • Enhance the applicant experience
    • Communicate the U of R brand and image better
    • Make the recruitment process faster and more efficient for both the individuals doing
       the hiring and the applicants
    • Provide more comprehensive information to the individuals doing the hiring by quickly
       identifying qualified candidates
    • Allow you to easily communicate with applicants regarding the status of their job
       search through automated e-mail processes.

You will use the system to:
   • Create and submit Postings to HR
   • View Applicants to your Postings
   • Notify HR of your decisions regarding the status of each applicant

The system is designed to benefit you by facilitating:
   • Faster processing of employment information
   • Up-to-date access to information regarding all of your Postings
   • More detailed screening of Applicants’ qualifications – before they reach the interview
       stage


Within the Faculty of Science, the Dean’s Office creates and submits postings for approval.

The Dean’s Office also creates Guest User accounts that search committee members use for
reviewing applications. Guest users are only able to view the applicants to the posting(s) to
which they are assigned, and are not permitted to take action on any of the applicants. When
the posting is filled, the guest user name and password are automatically deactivated.




Faculty of Science Policies and Procedures Manual                                             34
Revised: November 1, 2010
RECRUITMENT AND APPOINTMENT PROCEDURES FOR
FACULTY APPOINTMENTS - TENURE-TRACK AND TERM

The following procedures govern tenure-track and term academic faculty appointments in the
Faculty of Science.

1. The Department in which the appointment is to be made will establish a Search
    Committee whose membership shall be composed of:
   • the Department Head;
   • three tenured or tenure-track faculty elected from the Department, one of whom is to
      act as Committee Chair (all academic staff members with tenure-track appointments
      are eligible to participate in the departmental electoral process);
   • one tenured or tenure-track faculty member external to the Department, approved by
      the Dean after the three Department members have been elected;
   • the Associate Dean (Research) of Science, or designate, ex officio, non-voting.

2. The Search Committee will draft an appropriate advertisement, which is to be submitted
    to the Faculty Administrator for approval prior to placement. The advertisement should
    include the following information:
   • the title of the position and term (e.g., tenure-track Assistant Professor of Physics),
        and a brief description of duties;
   • the area(s) of expertise sought;
   • the name/address to whom the applications are to be sent;
   • the closing date;
   • a stipulation that at least three letters of reference be sent directly to the Head;
   • regulatory information (e.g., immigration restrictions, gender/racial equality).

3. The Search Committee will work with the Faculty Administrator to determine where and
   when the advertisement will be placed.

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

5. During the interview, each candidate will present at least one seminar on his/her
   research. For some departments, it may be appropriate to have each candidate present
   a lecture on a topic in the undergraduate curriculum to evaluate the teaching potential of
   the candidates. All members of the Department should have the opportunity to meet with
   the candidates. In addition, the candidates must also meet formally with the following
   individuals and groups:
   • the Search Committee and Department Head;
   • the Dean of Science or designate and Associate Dean (Research) of Science;
   • a member of the President’s Office usually the Vice President (Academic);
   • the Dean of Graduate Studies, if available.

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


Faculty of Science Policies and Procedures Manual                                           35
Revised: November 1, 2010
7. A conditional offer is prepared by the Dean in consultation with the Vice-President
   (Academic).

8. The Dean’s Office will contact the Department Head when the candidate accepts the
   conditional offer. The Department prepares and submits the following appointment
   package to the Dean’s Office:
   • Memo from Department Head to the Dean that includes:
       - type and duration of appointment;
       - need for appointment;
       - why candidate was chosen;
       - statement that references were checked.
   • Academic Appointment Form signed by the Department Head.
   • Candidate’s curriculum vitae
   • Original letters of reference (usually 3)
   • Official Transcripts (Department will contact candidate to make arrangements for
     transcripts of all degrees to be sent from the originating institution directly to the Dean.
     Transcripts “issued to student” are not considered official transcripts.
   • Recruitment/Selection Report –signed by the Chair of the Search Committee.
   • CV for alternate candidate(s)
   • Copy of Ad

9. The Dean’s Office submits a memo addressed to the Vice President (Academic) along
   with the appointment package.

10. The Office of the Vice President (Academic) presents appointment request to the
    President’s Advisory Committee on Faculty Appointments (PAGFA).

11. Human Resources prepares the appointment letter signed by the President and the
    Dean.

TERM APPOINTMENTS
      Less than a 3 Year Term:
   • Term Appointments 3 years or less are appointed by the Dean.
   • The Faculty Administrator requests a position number from Human Resources and
      advises the Dean’s Office.
   • Package submitted by Department to Dean’s Office consisting of:
      Memo recommending appointment from Department Head
      Academic Appointment Form (prepared in Department and signed by Head)
      Recruitment/Selection Report (prepared and signed by Chair of Search Committee)
      Original Transcripts
      CV
      Original letters of reference (2 to 3)
      CV for Alternate candidates (2)
      Copy of Ad
   • Dean’s Office prepares Appointment letter for candidate
   • Dean’s Office submits package to the Dean, Faculty of Graduate Studies and
      Research if incumbent is seeking accreditation.
   • Dean’s Office submits package to Human Resources if not seeking accreditation.
   • Candidate to sign Appointment letter and return to Human Resources indicating
      acceptance
   • Dean’s Office process EPAF in Banner for payroll




Faculty of Science Policies and Procedures Manual                                             36
Revised: November 1, 2010
         More than a 3 Year Term:
         Term Appointments over 3 years are appointed by the Vice-President (Academic)

         Link to the Appointment Authority for Academic Appointments is available at
         http://www.uregina.ca/presoff/vpacademic/PoliciesAndProcedures/Administrative/100.47.shtml


REAPPOINTING A TERM APPOINTMENT
   • Reappointments that go beyond 3 consecutive years are appointed by the Vice-
     President (Academic)
   • Academic Appointment Form (prepared in Department and signed by Head)
     submitted to the Dean’s Office
   • Dean’s Office prepares Appointment letter for candidate
   • Dean’s Office submits package to the Dean, Faculty of Graduate Studies and
     Research if incumbent is seeking accreditation.
   • Dean’s Office submits package to Human Resources if not seeking accreditation.
   • Dean’s Office submits package to the VP Academic
   • If approved VP Academic forwards package to Human Resources
   • Human Resources send the employee the letter of offer
   • Once the acceptance is received by Human Resources and all conditions are met,
     Human Resources will forward copies of the acceptance letter in accordance to the
     distribution list on the letter




Faculty of Science Policies and Procedures Manual                                               37
Revised: November 1, 2010
Recruitment and Appointment Procedures for
Instructors and Lab Instructors
(Updated May 2006)

The following procedures govern the appointment of instructors and lab instructors in the
Faculty of Science.
1. The Department in which the appointment is to be made will establish a Search
   Committee whose membership shall be composed of:
   • the Department Head;
   • three tenured or tenure-track faculty elected from the Department, one of whom is to
        act as Committee Chair (all academic staff members, with continuing or probationary
        appointments and instructors in rolling appointments are eligible to participate in the
        departmental electoral process);
   • one tenured or tenure-track faculty member external to the Department, approved by
        the Dean after the three Department members have been elected;
   • the Associate Dean (Research) of Science, or designate, ex officio, non-voting.

2. The Search Committee will draft an appropriate advertisement, which is to be submitted
   to the Faculty Administrator for approval prior to placement. The advertisement should
   include the following information:
   • the title of the position and term (e.g., tenure-track Assistant Professor of Physics),
        and a brief description of duties;
   • the area(s) of expertise sought;
   • the name/address to whom the applications are to be sent;
   • the closing date;
   • a stipulation that at least three letters of reference be sent directly to the Head;
   • regulatory information (e.g., immigration restrictions, gender/racial equality).

3. The Search Committee will work with the Faculty Administrator to determine where and
   when the advertisement will be placed.

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

5   Each candidate must present a lecture on a topic in the undergraduate curriculum to
    evaluate the teaching potential of the candidates. All members of the Department should
    have the opportunity to meet with the candidates. In addition, the candidates must also
    meet formally with the following individuals and groups:
    • the Search Committee and Department Head;
    • the Dean of Science or designate and Associate Dean (Research) of Science;

6. After all the interviews have been conducted, the Search Committee will decide to whom
    the position should be offered, and will prepare a list of alternates, if any, in descending
    order of preference. The Search Committee shall then report to the Department and
    submit their report to the Department Head. After submission of the Search Committee
    report, members of the Department who so desire will have 24 hours to submit to the
    Dean, in writing, any additional comments that they may wish to make. The Department
    Head notifies the Dean of the Selection Committee’s recommendation.
7. A conditional offer is prepared by the Dean in consultation with the Vice-President
   (Academic).




Faculty of Science Policies and Procedures Manual                                            38
Revised: November 1, 2010
   REPRESENTATIVES


   FROM SCIENCE TO EXECUTIVE OF COUNCIL
                                                                     Updated: October 1, 2010


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


Membership:                      Faculty members as needed to fill vacant positions

Membership Procedure:            University Secretary sends Call for Nominations to the Faculty of
                                 Science to forward nominations. An election is held, and those elected
                                 serve as representatives.
                                                       st      th
Term:                            2 year term, July 1 to June 30


Mandate:                         Attends faculty meetings on behalf of Science




   Faculty of Science Policies and Procedures Manual                                              39
   Revised: November 1, 2010
   FROM SCIENCE TO OTHER UNITS

                                                                         Updated: October 1, 2010


Current Members:                 Arts: Allan East (Chemistry and Biochemistry)**
                                       Lisa Fan (Computer Science) *

                                 Business Administration: Larry Miller (Mathematics and Statistics)

                                 Campion College: Allen Herman (Mathematics and Statistics)

                                 Centre for Continuing Education: Patrick Maidorn (Math and Stats)

                                 Education: Robert Hilderman (Computer Science)*
                                            Renata Raina (Chemistry and Biochemistry)**

                                 Engineering: Richard McIntosh (Mathematics and Statistics)
                                              Boting Yang (Computer Science)*

                                 Fine Arts: Dianliang Deng (Mathematics and Statistics)*

                                 Kinesiology & Health Studies: Zisis Papandreou (Physics)*

                                 Social Work: Dae-Yeon Suh (Chemistry and Biochemistry)*

                                 * indicates a second one-year term
                                 ** indicates a third one-year term

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


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


                                                       st          th
Term:                            1 year term, July 1 to June 30


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




   Faculty of Science Policies and Procedures Manual                                                  40
   Revised: November 1, 2010
   FROM OTHER UNITS TO SCIENCE
                                                                       Updated: October 1, 2010

Current Members:                 Arts: Kyle Hodder, Ulrike Hardenbicker
                                 Business Administration: Bryan Austin
                                 Campion College: TBA
                                 Centre for Continuing Education: Kathryn Buitenhuis
                                 Education: Paul Hart
                                 Engineering: Paul Laforge
                                 Fine Arts: Christine Vanderkooy (Music)
                                 First Nations University: TBA
                                 Kinesiology & Health Studies: Patrick Neary
                                 Library: Charles Phelps
                                 Luther: Mary Vetter, Iqbal Husain, Fotini Labropulu
                                 Social Work: vacant


Membership:                      1 member from each Faculty, Unit and Federated College

Membership Procedure:            Individual units notify Dean’s Office of representatives.


                                                       st        th
Term:                            1 year term, July 1 to June 30


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


   SENATE TO SCIENCE
                                                                       Updated: October 1, 2010

Current Members:                 Ms. N. Jeanne Caswell ** (District 5 Maple Creek-Rosetown-Lloydminster)
                                 Dr. Ed McCall ** (Sask Veterinary Medical Association)
                                 Ms. Shirley McNeil ** (Sask Registered Nurses Association)
                                 Mr. Brian Saunders ** (Sask Association of Architects)
                                 Mr. Peter Stroh * (District representative for Saskatoon)

                                 * to June 30, 2011
                                 * * to June 30, 2010


Membership:                      5 senate representatives to the Faculty of Science.


Membership Procedure:            University Secretary’s office provides names in June.

                                                        st        th
Term:                            2 year terms, July 1 to June 30


Mandate:




   Faculty of Science Policies and Procedures Manual                                               41
   Revised: November 1, 2010
RESEARCH HANDBOOK

The Offices of the Vice-President (Research) and Research Services have revised the
Research Handbook for 2010-11, a document designed to be a resource to members of the
University of Regina in providing information on pre- and post-award administration of
research-related activities.

The Handbook covers a range of topics including:
   • Thematic Research Areas
   • Organization and Research Structure
   • Research and Scholarly Activity
   • Contracts
   • Grants
   • International Research
   • Research Compliance
   • Finances
   • Facilities
   • Equipment
   • Hazardous Materials (forthcoming)
   • Research Personnel (forthcoming)
   • Travel
   • Library Resources
   • Canada Foundation for Innovation
   • Canada Research Chairs
   • Commercialization
   • Communication
   • Glossary

The electronic version is available for download from the following URL:
http://www.uregina.ca/research/handbook/1_Organization_and_Research_Structure10.pdf




Faculty of Science Policies and Procedures Manual                                     42
Revised: November 1, 2010
SABBATICALS

PROCEDURE FOR FACULTY MEMBERS
•   Per University of Regina Policy 100.70 available at:
    http://www.uregina.ca/presoff/vpacademic/PoliciesAndProcedures/Faculty/100.70.shtml
•   The faculty member submits the following to the Department Head:
    • Completed Application for Sabbatical form located at
    •    http://www.uregina.ca/hr/assets/files/hr_forms/sabbatical/Application%20for%20sabbatical.doc
    •    Proposed sabbatical plan (including a list of graduate students currently being
         supervised and provisions for supervision of graduate students)
    •    Copy of report from the last sabbatical
    •    CV
    •    Statement of the anticipated short and long term benefits for the University, Faculty
         and Department.

    The Department Head completes and signs the “Department Head Recommendation”
    section.
•
                      st
    By October 1           The completed application form and attachments are submitted to the
    Dean’s Office.
•   The Dean’s Office prepares a chart listing the applicant’s names, department, sabbatical
    dates requested, eligibility, etc. Located at
    T:\science\A Dean\A Dean\Faculty Review\Sabbaticals
•   Before mid-November the Dean’s Office schedules a meeting of the Faculty Review
    Committee to review the applications. Two sets of Sabbatical applications and a chart are
    placed in the cabinet in the Faculty Review Room for the committee. Originals are kept in
    the Dean’s Office.
•   The Faculty Review Committee reviews all applications and the Chair of the Committee
    completes the “Peer Review Recommendation” section of the form.
•
                           st
    By December 1 The Dean completes the “Dean’s Comments” section and notifies the
    member in writing whether or not sabbatical has been granted at least six months prior to
    the commencement of the academic year in which the sabbatical was proposed to
                                                                 st
    commence (letters must be dated and distributed December 1 ). A copy of the letter and
    a copy of the applications are sent to the Department Head.
•   The Dean’s Office forwards a summary of approved sabbaticals (including any in the
                                                                                    st
    current year which were previously approved) to Human Resources by December 1 .
    Human Resources will then in turn notify the VP Academic, the Office of Research
    Services, and the Dean of Graduate Studies.
•   Beginning November 2009, FGSR has requested a chart indicating the Supervision of
    Graduate Students be submitted by the Dean’s Office, instead of copies of the letters of
    approval and applications. The Dean’s Office emails the chart to the Executive Secretary
    to the Dean of Graduate Studies and Research. This information provides FGSR with the
    supervisor’s plans for graduate students while they are on sabbatical.

PROCEDURE FOR LAB INSTRUCTORS
•   Per University of Regina Policy 100.70 available at:
    http://www.uregina.ca/presoff/vpacademic/PoliciesAndProcedures/Faculty/100.70.shtml
•   The faculty member submits the following to the Department Head:
    • Completed Application for Sabbatical form located at
    •    http://www.uregina.ca/hr/assets/files/hr_forms/sabbatical/Application%20for%20sabbatical.doc
    •    Proposed sabbatical plan (including a list of graduate students currently being
         supervised and provisions for supervision of graduate students)



Faculty of Science Policies and Procedures Manual                                                 43
Revised: November 1, 2010
    •   Copy of report from the last sabbatical
    •   CV
    •   Statement of the anticipated short and long term benefits for the University, Faculty
        and Department.
    The Department Head completes and signs the “Department Head Recommendation”
    section.
•
                      st
    By October 1           The completed application form and attachments are submitted to the
    Dean’s Office.
•   The Dean’s Office prepares a chart listing the applicant’s names, department, sabbatical
    dates requested, eligibility, etc. Located at
    T:\science\A Dean\A Dean\Faculty Review\Sabbaticals
•   Before mid-November the Dean’s Office schedules a meeting of the Lab Instructors
    Review Committee to review the applications. Two sets of Sabbatical applications and a
    chart are placed in the cabinet in the Faculty Review Room for the committee. Originals
    are kept in the Dean’s Office.
•   The Lab Instructors Review Committee reviews all applications and the Chair of the
    Committee completes the “Peer Review Recommendation” section of the form.
•
                           st
    By December 1 The Dean completes the “Dean’s Comments” section and notifies the
    member in writing whether or not sabbatical has been granted at least six months prior to
    the commencement of the academic year in which the sabbatical was proposed to
                                                                 st
    commence (letters must be dated and distributed December 1 ). A copy of the letter and
    a copy of the applications are sent to the Department Head.
•   The Dean’s Office forwards a summary of approved sabbaticals (including any in the
                                                                                    st
    current year which were previously approved) to Human Resources by December 1 .
    Human Resources will then in turn notify the VP Academic, the Office of Research
    Services, and the Dean of Graduate Studies.
•   Beginning November 2009, FGSR has requested a chart indicating the Supervision of
    Graduate Students be submitted by the Dean’s Office, instead of copies of the letters of
    approval and applications. The Dean’s Office emails the chart to the Executive Secretary
    to the Dean of Graduate Studies and Research. This information provides FGSR with the
    supervisor’s plans for graduate students while they are on sabbatical.



SABBATICAL REPORT FORM
•   Within 3 months of returning from Sabbatical the member must submit a Sabbatical
    Report form to the Dean’s Office with a copy to Human Resources. The form is available
    at: http://www.uregina.ca/hr/forms/Sabbatical/Sabbatical_Report.doc
•   The Dean’s Office maintains a chart of reports.
•   The member must attach a copy of the Sabbatical Report form to their Annual
    Information Form for the next calendar year they are reviewed.




Faculty of Science Policies and Procedures Manual                                          44
Revised: November 1, 2010
SCIENCE OPERATIONS – SCIENCE STORES
CHEMICAL PURCHASES

According to University Policy 40.03, University purchasing cards cannot be used to make inappropriate
purchases and hazardous and controlled materials fall into that category. The policy itself can be read
here: http://www.uregina.ca/presoff/vpadmin/policymanual/purchasing/4003.shtml

The Faculty of Science must be compliant with University policy. This means as of November 2nd,
2009, Science staff buying chemicals are required to use Science Stores for ordering and receiving.
The procedure to follow for placing chemical orders in person or online:
http://www.uregina.ca/science/stores/index.shtml

Process for Buying Chemicals from Science Stores

Complete a Science Stores Requisition Form: using paper form at the Science Stores counter or
on-line at:
  http://www.uregina.ca/science/stores/forms/requisition.xls
(If you have problems opening this link from here, please copy and paste it into your browser.)

The required information on the requisition form follows:
•   Date order is placed
•   Name (or name the person to contact when shipment arrives)
•   Phone (lab and office)
•   Email address (to contact for arrival or in case of problems)
•   Account (university FOAPAL)
•   Date materials are required (enter the date you need to receive the order)
•   Quantity (size and number of containers)
•   Catalogue # and Description (using Supplier’s catalogue; include size [e.g. 500g]
     in the description)
•   Unit price (if known or if you have been given a quotation or quoted price)
•   Supplier (preferred source and if sole supplier)
•   Notes and additional information (e.g. quotation #, specific notes about the order, or Supplier
    contact person and extension/email/phone # etc.)
•   Authorization (signature on paper form – direct email also acceptable)


Whenever possible orders from a supplier will be combined to save on shipping and handling
fees.


Supplier/Vendor Information:
Delivery times are based on the item being in stock and closest warehouse to Regina
•   Sigma Aldrich
        •    Standard delivery is 1 to 3 business days
        •    Direct on-line ordering by researcher can be arranged with Science Stores
        •    Shipping costs are normally $20 per order + ice if needed

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

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




Faculty of Science Policies and Procedures Manual                                                     45
Revised: November 1, 2010
SESSIONAL LECTURERS
(Including CCE, NORTEP & SUNTEP Science Classes)

The following procedures govern sessional appointments in the Faculty of Science.

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

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

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

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

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

4. It is the responsibility of each department to contact their unsuccessful applicants.


Note:    If no applications are received for a posting, and someone is found to teach the class
         after the deadline, a recommendation must be made to the Associate Dean
         (Academic) following the above procedures.




Faculty of Science Policies and Procedures Manual                                           46
Revised: November 1, 2010
SELECTION PROCEDURES FOR APPOINTMENT
SESSIONAL LECTURERS AND SESSIONAL LAB INSTRUCTORS

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

Once the deadline for receipt of applications has passed, the Department Head will
determine which applicants meet the minimum academic qualifications. From the pool of
applicants that meet the minimum academic qualifications, those that qualify for preference
as defined in article 13.7 of the University of Regina/Faculty Association Collective
Agreement will be identified. The Department Head will first evaluate the applicants that
meet the minimum academic qualifications and qualify for preference. These applicants will
be evaluated as either suitable or unsuitable. The evaluation will be based on the following:
  i)    the strength of the applicant’s discipline specific background;
  ii)   the appropriateness of that background for the course that the sessional lecturer
        would be appointed to;
  iii) the strength of the applicant’s teaching record particularly for the Department.

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

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

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

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




Faculty of Science Policies and Procedures Manual                                            47
Revised: November 1, 2010
EVALUATION OF TEACHING – PROCEDURES
SESSIONAL LECTURERS AND SESSIONAL LAB INSTRUCTORS

Since the Faculty of Science requires good teaching of all academic staff members including
sessional lecturers, it follows that teaching by sessional lecturers must be evaluated. The
following procedures are intended to ensure the courses taught by sessional lecturers meet
the Faculty's pedagogical standards and provide input into decisions regarding appointment.

Courses taught by sessional lecturers will be evaluated in accordance with Faculty of Science
practice as described in the Guide for Academic Staff Members. This document is available
from the Dean’s Office or is available on the Faculty of Science website at
http://www.uregina.ca/science/faculty/Guide_for_Academic_Members_Sept06.pdf
In addition, for each on-campus course taught by a sessional lecturer in the Faculty of
Science, the Department Head or designate will visit at least one lecture, and prepare a
written report on that visit. A copy of the report will be provided to the sessional lecturer and
the Department Head will meet with the sessional lecturer to discuss the report. A copy of
the report will be kept on file in the Department. Normally, the assessment by the
Department Head or designate will be completed within the first half of the semester. In
accordance with Faculty of Science procedures (Section III, Guide for Academic Staff
Members) all courses taught by sessional lecturers shall be subject to student evaluations.

If there are serious concerns regarding the sessional lecturer’s performance, the sessional
lecturer will be invited to meet with the Department Head. The purpose of this meeting is to
discuss the concerns and to agree on a process to rectify the problem. The sessional
lecturer may be referred to a senior faculty member who acts as a mentor. The sessional
lecturer will prepare a written report, outlining the steps taken and how successful they have
been in addressing the concern. This report will be submitted to the Department Head and
kept on file in the Department. If the concern cannot be resolved satisfactorily in the
Department, the Department Head will notify the Associate Dean (Academic). The sessional
lecturer will be required to write a self-evaluation outlining the steps taken to resolve the
teaching concern and how successful these measures have been. This self-evaluation is to
be submitted to the Department Head, who will keep the document on file, with a copy to the
Associate Dean (Academic).

All applications for a sessional appointment in the Faculty of Science shall include, as part of
their teaching dossier, copies of teaching evaluations for all courses taught at the University
of Regina in the preceding three years. For courses taught for the Faculty of Science, the
teaching evaluation will include the statistical summary sheets from the student evaluations
and the reports on classroom visits made by the Department Head or designate, as well as
any other documentation that may have resulted from the evaluation process.




Faculty of Science Policies and Procedures Manual                                             48
Revised: November 1, 2010
STAFF TRAVEL GUIDELINES (FACULTY OF SCIENCE FUNDS)

The Faculty of Science provides financial assistance to faculty members travelling for
research or teaching conferences. The maximum award is $800, although an award of a
lesser amount may be granted (even if the travel costs meet or exceed $800). At most, one
grant will be made to a faculty member per fiscal year (May 1 to April 30).

As part of the application process, the faculty member must submit a Travel Authorization
Form and appropriate documentation to support the claim.

Staff Travel (Research)
Financial support from the Staff Travel Fund (Research) will be provided for faculty members
who present their work at conferences (in the form of a paper or poster), or who participate at
a conference in some other significant manner (as a chair of a session or as an executive
member of a scientific organization).

A small number of Staff Travel Fund (Research) awards will be reserved for faculty who wish
to attend a conference but do not intend to present a paper or poster. Such awards will apply
only to faculty who do not hold a Tri-Council grant (NSERC, SSHRC, CIHR).

Faculty members on sabbatical are eligible for support from the Staff Travel Fund
(Research).

Staff Travel (Teach)
Financial support from the Staff Travel Fund (Teach) will be provided for faculty members
who participate in a workshop or seminar pertaining to teaching. As part of the application
process, the faculty member must clearly indicate the level of his/her participation, explain the
reasons for attending the conference in question, and describe the anticipated benefits to the
member’s teaching activities.

Award Criteria
The following guidelines will be used in assessing individual applications for Staff Travel
support. Awards will not be made simply on the basis of the date of receipt of the application.
Consideration will be based upon:
• Extent to which participation contributes to the faculty member’s career growth;
• Scope of activities in which the applicant will be participating at the conference;
• Benefits to be derived by the Faculty of Science and the University of Regina.

Application Procedure
Faculty members are required to complete and submit a Travel Authorization Form to the
appropriate Associate Dean in the Dean’s Office at least two weeks prior to departure. This
Travel Authorization Form must include:
• Departure and Return Date;
• Banner ID #;
• Purpose of the travel and appropriate documentation (program brochures, letter of
    invitation, etc.);
• Title of the paper or poster (if applicable), the name and dates of the conference;
• Science Staff Travel FOAPAL (10000-2510-6242 RES or 10000-2510-6242 TEACH) and
    other proposed sources of funding;
• Applicant’s signature and Department Head signature.




Faculty of Science Policies and Procedures Manual                                             49
Revised: November 1, 2010
Allowable Expenses
Staff Travel Funds will be approved for the following:
    • Return economy airfare, car rental, or other ground transportation.

Staff Travel Funds will not cover the following:
    • Registration fees, general accommodation and meals, purchase of conference
         proceedings, entertainment costs, etc.

Using the University’s Corporate Travel Agent
Marlin Travel - Percy Hunt Travel Group Inc., has been contracted as the University's
"preferred" corporate travel agent (See Policy #30.05.05.01 - University Corporate Travel
Agent). Marlin Travel - Percy Hunt Travel Group Inc. has been awarded the University's
contract from May 1, 2009 until April 30, 2010, with the option to extend the term of contract
for an additional one year period.

Supply Management Services is responsible for the maintenance of the contract with Marlin
Travel - Percy Hunt Travel Group Inc. and we ask that any problems that are being
experienced with your travel arrangements be directed to our office for quick resolution.
(Phone - 585-5003, Fax - 585-4985 or email purchase@uregina.ca)

Reimbursement Procedures
The Reimbursement Claim Form must be sent to the Dean’s Office within one month of the
return date. The portion of the expenses covered by the Staff Travel Fund is to be claimed
using the Science Staff Travel FOAPAL 10000-2510-6242 (under Activity Code write RES or
TEACH, as appropriate for a Research or Teaching travel award). The Dean’s Office will
forward the original Reimbursement Claim Form to Financial Services and provide a copy of
the approved form for the faculty member.

Cancellation
Faculty members must immediately advise the Dean’s Office if they do not, or are unable to,
attend a conference for which a grant is approved.

Associate Deans and Department Heads
Associate Deans and Department Heads should not apply for Staff Travel funding for
assistance regarding conferences relating to their administrative duties. Applications for such
travel support are to be sent directly to the Dean of Science for consideration.

Term Appointments
Individuals holding appointments of 12 months or less are not eligible for support from this
fund.




Faculty of Science Policies and Procedures Manual                                            50
Revised: November 1, 2010
VISITING GRADUATE RESEARCH STUDENTS

The visiting graduate research student category is available to graduate students who are
enrolled in a degree program at an accredited university. An accredited faculty member at
the University of Regina must agree to supervise and take responsibility for the visiting
graduate research student during their stay. Visiting graduate research students will be
afforded access to basic research services and to basic student services. Please note that
visiting graduate research students may not enroll in, or audit, courses at the University
during their stay.

Procedure for Application and Admission:
In keeping with the attached policies and procedures of the Faculty of Graduate Studies and
Research, the Faculty of Science has developed the following criteria for recommending
visiting graduate research students. Please review the entire policy and procedure before
requesting admission.

1. An accredited faculty member requests the admission of a visiting graduate research
   student by sending a memo to the Department Head that includes:
   • A research plan along with a letter of permission from the home institution
   • Confirmation that the applicant is an enrolled graduate student
   • Completed Visiting Graduate Research Student Application form signed by the
       student and supervisor
   • Duration of stay
   • Funding arrangements
   • Funding certificate from sponsoring institution
   • Space requirements

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

3. The Dean sends a memo of support along with the package of information to the Dean of
   the Faculty of Graduate Studies and Research. Admission as a visiting graduate
   research student is at the discretion of the Dean of the Faculty of Graduate Studies and
   Research.

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

        Visiting Students. Visiting Students are in one of three categories: visiting in
        conjunction with a formal transfer agreement; by a letter of permission; by a formal
        exchange agreement.

        Visiting Graduate Research Student. Research has become increasingly
        interdisciplinary and networked, and as well, research equipment has become more
        specialized and costly. Accordingly, graduate students from one university may seek
        opportunities to spend time at another university in order to complete or enhance their
        research. The Faculty of Graduate Studies and Research (FGSR) encourages



Faculty of Science Policies and Procedures Manual                                              51
Revised: November 1, 2010
        graduate student mobility nationally and internationally in order to foster the exchange
        of ideas, specialized training, research collaboration, and interdisciplinary.

        The visiting graduate research student category is available to graduate students who
        are enrolled in a degree program at an accredited university. Students register in
        GRST 995AG each semester, and other than incidental fees, including the $100 fee
        for international students, no other fees apply. Visiting graduate research students will
        be afforded access to basic research services and to basic student services. Access to
        health and other benefits plans, transit passes, etc. will need to be arranged
        separately.

        Please note that visiting graduate research students may not enrol in, or audit, courses
        at the University during their stay.

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


    Notes:
    There should be written agreements between the visiting graduate research students,
    home supervisors and host supervisors concerning issues such as intellectual property,
    stipend and benefits, travel costs, access to research equipment and supplies, research
    ethics, space etc.
    1.    There should be written agreements between the visiting graduate research
          students, home supervisors and host supervisors concerning issues such as
          intellectual property, stipend and benefits, travel costs, access to research
          equipment and supplies, research ethics, space etc.
    2.    Admission as a visiting graduate research student is at the discretion of the Dean of
          the Faculty of Graduate Studies and Research.
    3.    The category of visiting graduate research student is not intended to replace any
          existing arrangements between institutions




Faculty of Science Policies and Procedures Manual                                             52
Revised: November 1, 2010
VISITING SCHOLAR

Visiting Scholars are usually funded by their institution/country, however, funding may be
provided or supplemented by a faculty member(s) and/or department.

Procedure for Appointment:
Before a visiting scholar is appointed in the Faculty of Science the policies and procedures of
the University of Regina Visiting Scholar Program must be complied with. When this has
been completed the steps below explain the internal criteria for a Faculty of Science
Appointment

1. A faculty member requests the appointment of a visiting scholar by sending a memo to
   the Department Head that includes:
   • An explanation of the funding arrangements
   • Funding certificate from sponsoring institution
   • Duration of the appointment
   • Candidate’s CV

2. The Department Head recommends the appointment by sending a memo to the Dean
   that includes:
   • Confirmation of space
   • The faculty member’s request for the appointment
   • Explanation of the funding arrangements
   • Funding certificate from sponsoring institution
   • Duration of appointment
   • Candidate’s CV.

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




Faculty of Science Policies and Procedures Manual                                           53
Revised: November 1, 2010
UNIVERSITY OF REGINA GENERAL POLICIES AND PROCEDURES FOR
VISITING SCHOLARS

Visiting Scholar Program
For more information see
http://www.uregina.ca/international/visitingscholarprogram.shtml

Visiting Scholar Program Purpose
The purpose of the Visiting Scholar Program is to provide academic and professional
development opportunities for international scholars that are mutually beneficial to the
Scholar, their home institution, and the University of Regina. The intent of the Visiting Scholar
Program is also to contribute to the international mission of the University of Regina through
the exchange of research, scholarship and education.

Administration of Visiting Scholar Program
This program is administered by UR International, in consultation with the academic units.

Visiting Scholar Appointments
Visiting Scholars are appointed by the Vice-President (Research and International) (VP –
R&I) and can be initiated by the following:
     1. Host Faculty member - providing support documentation
     2. International scholar –sending a letter of request, with appropriate documentation
     3. Sponsoring international institution or organization
     4. OICD requests a yearly nomination by partner organizations (NPC, SAFEA, Hunan
         University, Shandong University, Jilin Province)

General Procedures
   1. The appropriate documentation should be sent to UR International, from the host
       faculty member, the candidate, or the sponsoring institution. This would include:
            ●   a current CV
            ●   research/study plan/goals for time here
            ●   letter(s) of recommendation (two are preferred)
            ●   a current picture
            ●   confirmation of funding (if provided from an outside source)
            ●   letter of approval from the Dean and appropriate Head (if applicable)
            ●   name of contact person from the faculty (UR International will ensure that someone
                has been appointed)
   2. UR International prepares and sends out the invitation letter.
   3. UR International and/or the appointed faculty member will follow up on the file to determine date of
       arrival.

Visiting Scholar Responsibilities
    1. Documentation:
        Prior to any appointment, each Visiting Scholar candidate is required to provide:
            ●     Letter of introduction stating purpose and academic plan
            ●     Current resume
            ●     Research/study plan
            ●     Current identification photo
            ●     Statement of financial support
            ●     Sufficient background information to allow the host unit to assess the
                  research interests and needs of the Visiting Scholar and to determine the
                  compatibility with the research programs of Faculty members.
            ●     Prior to departure from their home country, the visiting scholar should ensure
                  that s/he has sufficient international life insurance.


Faculty of Science Policies and Procedures Manual                                             54
Revised: November 1, 2010
    2. The Visiting Scholar will make application for a visa (for country entrance) and work
       permit (in order to obtain Saskatchewan Health coverage upon arrival) through the
       closest Canadian Embassy or Consulate office in their country of origin.
    3. Upon arrival at the University of Regina, if the Visiting Scholar wishes to audit a class,
       he should speak with his advisor about the procedure to obtain permission for non-
       credit and participatory-audit status, which will allow him/her to attend university
       course(s). Both the faculty member and the Visiting Scholar should keep track of what
       courses s/he audits over his/her time here.
    4. The Visiting Scholar should work with the faculty advisor to develop his/her research
       plan.
    5. If the scholar wishes to take English as a Second Language courses, the fees will be
       waived; however, s/he is required to participate fully in all classes and programs.
    6. Visiting Research Scholars should to participate in as many academic seminars and
       cultural experiences as possible.
    7. The Visiting Scholar should be prepared to make a presentation or a lecture on
       his/her area of expertise.
    8. The scholar will provide mid-point and final assessment reports to UR International.

UR International Responsibilities
   1. Serve as a resource for all inquiries related to visiting scholar matters.
   2. Ensure that the correct procedures are followed and that all documentation has been
       received.
   3. Provide the host faculty member with a copy of the Visiting Scholar procedure.
   4. Prepare the letter of invitation that will be signed by the VP (R&I) and then send that
       letter to the candidate (by fax and by mail), so that they can begin to apply for their
       visa.
   5. Send copy of the invitation letter to the Dean, Head, faculty member and appropriate
       Canadian Embassy.
   6. Maintain communication with the visiting scholar to as to visa process and arrival date
   7. Provide the visiting scholar with contact information for the UR International office and
       any other contact persons on campus.
   8. Provide each new visiting scholar with a folder of information on the University of
       Regina, and tourism information from Tourism Regina and Sask Tourism.
   9. Enter each new visiting scholar on Banner and note the ID number for inclusion in the
       letter of introduction.
   10. Prepare a letter of introduction for each Visiting Scholar for use in obtaining University
       identification and access to campus facilities.
   11. Arrange for welcoming Visiting Scholars at the airport.
   12. Arrange for a welcome lunch with OICD and others that might be appropriate as soon
       after arrival as possible.
   13. Arrange for appointments for Visiting Scholars with the International Student Success
       Office to facilitate the process for obtaining Saskatchewan Health coverage and a
       Canadian Social Insurance number and with assigned faculty member.
   14. Maintain Visiting Scholar files that will include contact information (temporary and
       permanent addresses, telephone and office locations etc.) and copy of documents (all
       application and faculty support documents, course audit information, passport, visa,
       work permit and all reports).
   15. Provide HR with copies of documents and a payroll change form, along with a copy of
       their passport, visa, and social insurance number if they are to receive a scholarship
       from the U of R. (A specific request should be included, asking that the final payment
       be combined with the second last payment, because scholars usually leave before the
       end of the their last month here).
   16. Maintain regular communication with Visiting Scholars.
   17. Arrange joint meetings with all Visiting Scholars.
   18. Provide assistance where necessary (e.g. invitation of family members to visit).



Faculty of Science Policies and Procedures Manual                                            55
Revised: November 1, 2010
    19. Provide gifts for Visiting Scholar on appropriate occasions (e.g. Christmas and upon
        pending departure).
    20. Provide Visiting Scholar Program assessment forms to all Visiting Scholars and Host
        Faculty member advisors (semi-annual and final).
    21. Provide official University of Regina certificates signed by the VP (R&I), a letter of
        commendation recognizing the Visiting Scholar's research/study experience prior to
        departure.
    22. Send an official letter of commendation to the Visiting Scholar's country of origin
        Embassy or Consulate located in Canada (Education Office), detailing their research
        and study activities while here.
    23. Arrange for a farewell lunch with the Visiting Scholar and appropriate U of R
        personnel prior to his/her departure and present him/her with an appropriate gift, the
        certificate and letter(s) in a U of R presentation folder (in UR International office).

Faculty Responsibilities
   1. Each faculty will develop internal criteria for selecting visiting scholar candidates.
   2. Provide UR International with a letter supporting the visiting scholar’s nomination,
       indicating the academic field, appointment time period, host faculty member’s name,
       source of support, arrangements for office, computer, lab facilities (if necessary),
       telephone, etc.
   3. Identify a particular faculty member with relevant expertise and interest as host
   4. Make arrangements to:
           ●     Assist in locating appropriate housing (prior to arrival)
           ●     Meet the Visiting Scholar upon arrival at the airport
           ●     Assist the Visiting Scholar as s/he settles in
           ●     Provide appropriate office space and resources including computer, phone,
                 fax, e-mail account, laboratory facilities, etc.
   5. Provide an orientation to the academic unit
   6. Introduce the Visiting Scholar to the:
           ●     Director of UR International, if they have not met already
           ●     Vice-President (Research and International), if they have not met already
           ●     Faculty, students, and staff in the host faculty
           ●     General University of Regina community (this could include arranging
                 meetings with the City, Province, Federal government, businesses, STEP,
                 etc. depending on the visiting scholar’s experience and interests)
   7. The appointed faculty member should work with the Visiting Scholar to develop an
       appropriate research plan.
   8. Allocate sufficient time for discussion and consultation.
   9. Encourage the Visiting Scholar to participate in day-to-day activities (e.g., committee
       meetings, host faculty functions/meetings, seminars, research activities, etc.).
   10. When appropriate, include the VP (R&I) and the Director of UR International in
       meetings with the visiting scholars.
   11. Help the Visiting Scholar obtain permission to participate (on a participatory-audit
       basis) in courses that fit the Scholar’s research plan, if appropriate.
   12. Provide a time for the Scholar to give a public presentation on their area of expertise
       or work.
   13. Arrange for the Scholar to provide a lecture or team teach a course, if appropriate.
   14. As appropriate, arrange for joint research collaboration.
   15. Communicate any concerns or questions to UR International.
   16. Provide mid-point and final visiting scholar program evaluations. The final evaluation
       should include: a list of courses audited, activities engaged in, courses observed or
       taught, writing or collaboration in writing articles or conference presentations, a
       description of research engaged in or whatever else may be appropriate.




Faculty of Science Policies and Procedures Manual                                          56
Revised: November 1, 2010
SECTION 2 – FACULTY REVIEW

FACULTY REVIEW
DEADLINE DATE QUICK REFERENCE (FOR 2010-2011)

Note: In early November the Dean’s Office will provide the Department Head with the names
      of their members to be reviewed this year. A copy will be provided for the Department
      Administrative Assistant(s).
                   th
November 30
Deadline for Faculty and Lab Instructors to submit written request for tenure, promotion, or
merit to Department Head with a copy to the Dean. [for faculty *see pages 11,13-16,19; for lab
instructors **see pages 12, 17,18,20].

                   th
December 15
Deadline for tenure-track faculty and lab instructors to submit completed Annual Information
Form and Statistical Summary (faculty only), CV and teaching dossier to Department Head.
[for faculty *see page 9; for lab instructors **see page 10].
            th
January 7
Deadline for Department to submit the review information for tenure-track members to the
Dean’s Office.
              st
January 31
Deadline for tenured and term faculty and lab instructors to be reviewed this year to submit
Annual Information Form and Statistical Summary (faculty only) to Department Head. [see
page 21].

Deadline for faculty and lab instructors not reviewed this year to submit Annual Information
Form and Statistical Summary (faculty only) to Department Head. [see page 22].
             th
February 7
Deadline for the Departments of Geology, Mathematics & Statistics and Physics to submit
review information for all other faculty and lab instructors to be reviewed this year to the
Dean’s Office.
                 th
February 11
Deadline for the Departments of Biology and Chemistry & Biochemistry to submit review
information for all other faculty and lab instructors to be reviewed this year to the Dean’s
Office.
                 th
February 14
Deadline for the Department of Computer Science to submit review information for all other
faculty and lab instructors to be reviewed this year to the Dean’s Office.
                 th
February 18
Deadline for Departments to submit review information for faculty and lab instructors not
reviewed this year to the Dean’s Office.


Refer to the relevant sections in the:
 * Criteria for Granting Sabbaticals, Promotions, Continuing Appointments, Career Growth Increments and Merit
    Increments to Faculty Members and Instructors revised September 2006 (hereafter called Criteria Document).

 ** Laboratory Instructors’ Terms of Reference for Sabbaticals, Promotions, Continuing Appointments, Career
    Growth Increments and Merit Increments revised September 2006 (hereafter called Lab Instructors Terms of
    Reference).




Faculty of Science Policies and Procedures Manual                                                         57
Revised: November 1, 2010
PERFORMANCE REVIEW FORMS

Note: The Annual Information Form for Academic Staff Members (AIF), Annual Laboratory
Instructor Information Form, Annual Performance Review Form (APR), Statistical Summary
of University Career form, Criteria Document and Lab Instructor Terms of Reference can be
accessed on the Science website at http://www.uregina.ca/science/faculty/review.shtml

------------------------------------------------------------------------------------------
Annual Information Form for Academic Staff Members (AIF)

Every year Science faculty members must complete an Annual Information Form and
Statistical Summary and submit it to their Department Head whether they will be reviewed or
not.

The completed Annual Information Form must not exceed 4 pages. Additional pages may be
attached. If the attachment is more than 4 pages the information should be placed in a folder
or binder clearly marked with the member’s name.

---------------------------------------------------------------------------------------------
Annual Laboratory Instructor Information Form

Every year Science laboratory instructors must complete an Annual Laboratory Instructor
Information Form and submit it to their Department Head whether they will be reviewed or
not.

The completed Annual Laboratory Instructor Information Form must not exceed 4 pages.
Additional pages may be attached. If the attachment is more than 4 pages the information
should be placed in a folder or binder clearly marked with the member’s name. Lab
Instructors do not complete the Statistical Summary sheet.

----------------------------------------------------------------------------------------------
Statistical Summary of University Career Form

This form is completed by faculty members only. Lab Instructors do not complete this form.

--------------------------------------------------------------------------------------------
Annual Performance Review Form (APR)

Note: Page 1 of the Annual Performance Review form is prepared by Human Resources
and sent to the Dean’s Office in November/December. The Dean’s Office forwards the page
to the department secretaries to distribute to their faculty members. A copy is kept in the
Dean’s Office. Faculty members should check this page for errors or omissions and indicate
any corrections on the page. The page is submitted with their package to the Department
Head. At the end of the review process the Dean’s Office will advise Human Resources of
any corrections.

This form is completed and signed by the Department Head for faculty members and
laboratory instructors. The completed form must not exceed 4 pages. If the member is being
reviewed the Department Head completes the Annual Performance Review form and the
initial reviewer recommendation section on page 4. Note: A recommendation must be
indicated for each line as applicable (see following examples). The faculty member signs that
he/she has read the form.

If the faculty member is not to be reviewed this year the Department Head completes the
Annual Performance Review Form but leaves the initial reviewer recommendation section on
page 4 blank.


Faculty of Science Policies and Procedures Manual                                                58
Revised: November 1, 2010
Example 1: Department Head recommending tenure-track renewal.                      Member did not
request tenure, promotion or merit.

                        INITIAL REVIEWER (DEPARTMENT HEAD OR APPROPRIATE PERSON)

RECOMMENDATION RE:
1. CGI [IF ELIIGIBLE]                                YES    NO         N/ A

2. RENEWAL OF TENURE-TRACK (IF APPLICABLE)           YES    NO         N/ A

3. GRANTING OF TENURED APPOINTMENT (IF APPLICABLE)   YES     NO            
                                                                        N/ A

4. MERIT INCREMENT (IF APPLICABLE)                   YES     NO            
                                                                        N/ A

5. PROMOTION (IF APPLICABLE)                         YES     NO         N/A




Example 2: Tenure requested. Department Head recommends tenure. Member did not
request promotion or merit.

                        INITIAL REVIEWER (DEPARTMENT HEAD OR APPROPRIATE PERSON)

RECOMMENDATION RE:
1. CGI [IF ELIIGIBLE]                                YES    NO         N/ A

2. RENEWAL OF TENURE-TRACK (IF APPLICABLE)           YES    NO         N/ A

3. GRANTING OF TENURED APPOINTMENT (IF APPLICABLE)   YES    NO         N/ A

4. MERIT INCREMENT (IF APPLICABLE)                   YES     NO            
                                                                        N/ A

5. PROMOTION (IF APPLICABLE)                         YES     NO         N/A




If the faculty member is not reviewed this year the Department Head completes the Annual
Performance Review Form but leaves the initial reviewer recommendation section on page 4
blank.




Faculty of Science Policies and Procedures Manual                                             59
Revised: November 1, 2010
DEPARTMENT HEAD PERFORMANCE REVIEW

Each Department Head submits an Annual Information Form and Statistical Summary to the
Dean’s Office. If the Department Head is to be reviewed this year the forms are to be
                                             st
submitted to the Dean’s Office by January 31 . If the Department Head is not reviewed this
                                                                      th
year the forms are to be submitted to the Dean’s Office by February 18 . The Dean’s Office
completes the Annual Performance Review Form. The Associate Dean (Academic) and
Associate Dean (Research) complete the Annual Performance Review form and signs the
initial reviewer recommendation section on page 4. The Associate Dean (Academic) reviews
teaching performance and the Associate Dean (Research) reviews the research. The
Department Head signs page 4 to indicate they have read the form.
                                 st
On or before January 31 – if reviewed this year the Department Head submits their
                                                            st
completed forms to the Dean’s office on or before January 31 .
                                 th
On or before February 18 – if not reviewed this year the Department Head submits their
                                                             th
completed forms to the Dean’s office on or before February 18 .




ASSOCIATE DEAN (ACADEMIC) AND ASSOCIATE DEAN (RESEARCH) PERFORMANCE
REVIEW

The Associate Deans submit an Out-of-Scope Performance Review Form to the Dean’s
Office. Associate Deans are not peer reviewed unless the Associate Dean requests to be
peer reviewed. [as of 2007 review period].




Faculty of Science Policies and Procedures Manual                                      60
Revised: November 1, 2010
RENEWAL OF TENURE-TRACK APPOINTMENT - FACULTY MEMBERS


                                                        st
Note:    Tenure-track faculty members appointed July 1 are not reviewed until the second
         year of their appointment but must complete the Annual Information Form and
                                                                                   th
         Statistical Summary and submit it to their Department Head by December 15 .
                                                                st
         Tenure-track faculty members appointed prior to July 1 are reviewed the same year
         as their appointment.

         All tenure-track faculty members must include a copy of their current Curriculum
         Vitae and Teaching Dossier until tenure is awarded [Criteria Document page 15].

         Teaching for each tenure-track faculty member is to be evaluated by the Department
         Head (or designate) and the comments are to be included with the initial review.

PROCEDURE:
1. What the faculty member submits to the Department Head:
                                 th
   On or before December 15 tenure-track faculty members submit the following to the
   Department Head:
   • Annual Information Form
   • CV
   • Teaching Dossier
   • Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the
   “initial reviewer recommendation” section on page 4. The faculty member signs page 4 to
   indicate he/she has read the form.

2. What the Department submits to the Dean’s Office:
                            th
   On or before January 7 the Department submits the following to the Dean’s Office for
   each tenure-track faculty member:

   Original package (do not staple or 3-hole punch). The original package for each member
   is to be submitted in the following order:
   • Annual Performance Review Form and teaching evaluation from Department Head
   • Annual Information Form
   • Statistical Summary
   • CV
   • Teaching Dossier
   • Additional Information (if applicable)


   PLUS
   1 copy to be submitted in the following order for each tenure-track member. Copy is to be
   single-sided, 3-hole punched and not stapled.
   • Annual Performance Review Form and teaching evaluation from Department Head.
   • Annual Information Form
   • Statistical Summary
   • CV




Faculty of Science Policies and Procedures Manual                                         61
Revised: November 1, 2010
RENEWAL OF TENURE-TRACK APPOINTMENT - LAB INSTRUCTORS


                                                       st
Note:    Tenure-track lab instructors appointed July 1 are not reviewed until the second year
         of their appointment but must complete the Lab Instructor Annual Information Form
                                                                  th
         and submit it to their Department Head by December 15 .
                                                               st
         Tenure-track lab instructors appointed prior to July 1 are reviewed the same year as
         their appointment.

         All tenure-track lab instructors must include a copy of their current Curriculum Vitae
         and Teaching Dossier until tenure is awarded. [Lab Instructor Terms of Reference
         page 13].

         Teaching for each tenure-track lab instructor is to be evaluated by the Department
         Head (or designate) and their comments are to be included with the initial review.

PROCEDURE

1. What the lab instructor submits to the Department Head:
                               th
   On or before December 15 tenure-track lab instructors submit the following to the
   Department Head:
   • Annual Laboratory Instructor Information Form
   • CV
   • Teaching Dossier
   • Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the
   “initial reviewer recommendation” section on page 4. The lab instructor signs page 4 to
   indicate he/she has read the form.

2. What the Department submits to the Dean’s Office:
                            th
   On or before January 7 the Department submits the following to the Dean’s Office for
   each tenure-track lab instructor:

   Original package (do not staple or 3-hole punch). The original package for each lab
   instructor is to be submitted in the following order:
   • Annual Performance Review Form and teaching evaluation from Department Head
   • Annual Laboratory Instructor Information Form
   • CV
   • Teaching Dossier
   • Additional Information (if applicable)

   PLUS
   1 copy to be submitted in the following order for each tenure-track lab instructor. Copy is
   to be single-sided, 3-hole punched and not stapled.
   • Annual Performance Review Form and teaching evaluation from Department Head
   • Annual Laboratory Instructor Information Form
   • CV




Faculty of Science Policies and Procedures Manual                                             62
Revised: November 1, 2010
REQUEST FOR TENURE - FACULTY MEMBERS

Refer to URFA Article 17.9 and page 21 of the Criteria Document.

Note: The faculty member may request consideration for tenure and promotion at the same
time or in separate review periods. However no tenure-track appointment may normally
continue for more than 5 years.

PROCEDURE
1. What the faculty member submits to the Department Head:
                                 th
   On or before November 30 - the faculty member submits a written request to be
   considered for tenure to the Department Head with a copy to the Dean. The request must
   be accompanied by:
   • Names of three referees with a short biography for each including contact information
   • Member’s CV
   • 3 of the member’s articles

   The Dean’s Office will solicit letters from the referees.
                        th
   By December 15 the faculty member submits the following to the Department Head:
   • Annual Information Form
   • Statistical Summary
   • CV
   • Teaching Dossier
   • Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the
   “initial reviewer recommendation” section on page 4. The faculty member signs page 4 to
   indicate he/she has read the form.

2. What the Department submits to the Dean’s Office:
               th
   By January 7 the Department submits the review information and copies to the Dean’s
   Office.

   Original package (do not staple or 3-hole punch). The original package is to be submitted
   in the following order:
   • Annual Performance Review Form and teaching evaluation from Department Head.
   • Annual Information Form
   • Statistical Summary
   • Request for Tenure
   • CV
   • Teaching Dossier
   • Additional information (if applicable)

   PLUS
   1 copy of the original package submitted in the following order. Copy is to be single-sided,
   3-hole punched and not stapled.
   • Annual Performance Review Form and teaching evaluation from Department Head.
   • Annual Information Form
   • Statistical Summary
   • Request for tenure
   • CV




Faculty of Science Policies and Procedures Manual                                           63
Revised: November 1, 2010
REQUEST FOR TENURE - LAB INSTRUCTORS

Refer to URFA Article 17.9 and page 19 of the Lab Instructors’ Terms of Reference

Note: The lab instructor may request consideration for tenure and promotion at the same
time or in separate review periods. However no tenure-track appointment may normally
continue for more than 5 years.

PROCEDURE
1. What the lab instructor submits to the Department Head:
                                  th
   On or before November 30 – the tenure-track lab instructor submits a written request to
   be considered for tenure to the Department Head with a copy to the Dean. The request
   must be accompanied by:
   • Names of 3 referees with a short biography for each including contact information
   • Member’s CV
   The Dean’s Office will solicit letters from the referees.

                                    th
   On or before December 15 tenure-track lab instructors submit the following to the
   Department Head:
   • Annual Laboratory Instructor Information Form
   • CV
   • Teaching Dossier
   • Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the
   “initial reviewer recommendation” section on page 4. The lab instructor signs page 4 to
   indicate he/she has read the form.

2. What the Department submits to the Dean’s Office:
               th
   By January 7 the Department submits the review information and copies to the Dean’s
   Office.

   Original package (do not staple or 3-hole punch). The original package is to be submitted
   in the following order:
   • Annual Performance Review Form and teaching evaluation from Department Head.
   • Annual Laboratory Instructor Information Form
   • Request for tenure
   • CV
   • Teaching Dossier
   • Additional information (if applicable)

PLUS
1 copy of the original package submitted in the following order. Copy is to be single-sided, 3-
hole punched and not stapled.
 • Annual Performance Review Form and teaching evaluation from Department Head.
 • Annual Laboratory Instructor Information Form
 • Request for tenure
 • CV




Faculty of Science Policies and Procedures Manual                                           64
Revised: November 1, 2010
REQUEST FOR PROMOTION TO INSTRUCTOR II OR III - FACULTY MEMBERS

Refer to URFA Article 17.9 and pages 22-24 of the Criteria Document.

PROCEDURE
1. What the faculty member submits to the Department Head:
                                   th
   On or before November 30 - the faculty member submits a written request to be considered for
   promotion to Instructor II or Instructor III that includes a clear statement of the basis for the promotion
   request to the Department Head with a copy to the Dean. The request must be accompanied by:
   •   Member’s CV
   •   Teaching Dossier
   •   2 letters of reference
                        th
   By December 15 tenure-track faculty members submit the following to the Department Head:
   • Annual Information Form
   • Statistical Summary
   • CV
   • Teaching Dossier
   • Additional information (if applicable)
                   st
   By January 31 the faculty members with tenure submit the following to the Department Head:
   • Annual Information Form
   • Statistical Summary
   • CV
   • Teaching Dossier
   • Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the “initial
   reviewer recommendation” section on page 4. The faculty member signs page 4 to indicate he/she
   has read the form.

2. What the Department submits to the Dean’s Office:
   If the faculty member holds a tenure-track appointment the following must be submitted to the
                               th
   Dean’s Office by January 7 .

   If the faculty member has tenure the following must be submitted to the Dean’s Office by February
     th
   7 .

   Original package (do not staple or 3-hole punch). The original package is to be submitted in the
   following order:
     •   Annual Performance Review Form
     •   Annual Information Form
     •   Statistical Summary
     •   Request for promotion
     •   CV
     •   Teaching Dossier
     •   Additional information (if applicable)

    PLUS
    1 copy of the original package submitted in the following order. Copy is to be single-sided, 3-hole
    punched and not stapled.
    •   Annual Performance Review Form
    •   Annual Information Form
    •   Statistical Summary
    •   Request for promotion
    •   CV




Faculty of Science Policies and Procedures Manual                                                         65
Revised: November 1, 2010
REQUEST FOR PROMOTION TO ASSISTANT PROFESSOR - FACULTY MEMBERS

Refer to URFA Article 17.9 and pages 22-25 of the Criteria Document.

PROCEDURE
1. What the faculty member submits to the Department Head
                               th
   On or before November 30 - the faculty member submits a written request to be considered for
   promotion to Assistant Professor that includes a clear statement of the basis for the promotion
   request to the Department Head with a copy to the Dean. The request must be accompanied by:
   •   Member’s CV
   •   1 published peer evaluated article
   •   3 letters of reference
                        th
   By December 15 tenure-track members submit the following to the Department Head:
   •    Annual Information Form
   •    Statistical Summary
   •    CV
   •    Teaching Dossier
   •    Additional information (if applicable)
                   st
   By January 31 the members with tenure submit the following to the Department Head:
   •    Annual Information Form
   •    Statistical Summary
   •    CV
   •    Teaching Dossier
   •    Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the “initial
   reviewer recommendation” section on page 4. The faculty member signs page 4 to indicate he/she
   has read the form.

2. What the Department submits to the Dean’s Office:
   If the faculty member holds a tenure-track appointment the following must be submitted to the
                               th
   Dean’s Office by January 7 .

   If the faculty member has tenure the following must be submitted to the Dean’s Office by February
     th
   7 .

   Original package (do not staple or 3-hole punch). The original package is to be submitted in the
   following order:
   •     Annual Performance Review Form
   •     Annual Information Form
   •     Statistical Summary
   •     Request for promotion
   •     CV
   •     Teaching Dossier
   •     Additional information (if applicable)

   PLUS
   1 copy of the original package submitted in the following order. Copy is to be single-sided, 3-hole
   punched and not stapled.
   •    Annual Performance Review Form
   •    Annual Information Form
   •    Statistical Summary
   •    Request for promotion
   •    CV




Faculty of Science Policies and Procedures Manual                                                        66
Revised: November 1, 2010
REQUEST FOR PROMOTION TO ASSOCIATE PROFESSOR - FACULTY MEMBERS
Refer to URFA Article 17.9 and pages 22-25 of the Criteria Document.

 PROCEDURE
1. What the faculty member submits to the Department Head
                                  th
   On or before November 30 - the faculty member submits a written request to be
   considered for promotion to Associate Professor that includes a clear statement of the
   basis for the promotion request to the Department Head with a copy to the Dean. The
   request must be accompanied by:
   • Member’s CV
   • 3 published peer evaluated articles
   • List of 3 external referees with a short biography for each including contact information
       may be provided by the faculty member. If a list of external referees is provided the
       Dean’s Office will solicit letters.
                          th
   By December 15 tenure-track faculty members submit the following to the Department
   Head:
   •   Annual Information Form
   •   Statistical Summary
   •   CV
   •   Teaching Dossier
   •   Additional information (if applicable)
                     st
   By January 31 the members with tenure submit the following to the Department Head:
   •    Annual Information Form
   •    Statistical Summary
   •    CV
   •    Teaching Dossier
   •    Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the
   “initial reviewer recommendation” section on page 4. The faculty member signs page 4 to
   indicate he/she has read the form.

2. What the Department submits to the Dean’s Office
   If the faculty member holds a tenure-track appointment the following must be submitted
                                     th
   to the Dean’s Office by January 7 .

   If the faculty member has tenure the following must be submitted to the Dean’s Office in
   February (see Deadline Date Quick Reference).

   The Department Head completes the Annual Performance Review Form including the
   “initial reviewer recommendation” section on page 4. The faculty member signs page 4 to
   indicate he/she has read the form.

   Original package (do not staple or 3-hole punch). The original package is to be submitted
   in the following order:
   • Annual Performance Review Form
   • Annual Information Form
   • Statistical Summary
   • Request for promotion
   • CV
   • Teaching Dossier
   • Additional information (if applicable)


Faculty of Science Policies and Procedures Manual                                          67
Revised: November 1, 2010
   PLUS
   1 copy of the original package submitted in the following order. Copy is to be single-sided,
   3-hole punched and not stapled.
   • Annual Performance Review Form
   • Annual Information Form
   • Statistical Summary
   • Request for promotion
   • CV




Faculty of Science Policies and Procedures Manual                                           68
Revised: November 1, 2010
REQUEST FOR PROMOTION TO PROFESSOR - FACULTY MEMBERS

Refer to URFA Article 17.9 and pages 22-25 of the Criteria Document

Note: Requests for promotion to Professor are reviewed by the Faculty Review Committee and the
      Campus Promotion Committee.

PROCEDURE
1. What the faculty member submits to the Department Head
                                 th
   On or before November 30 - The faculty member submits a written request to be considered for
   promotion to Professor that includes a clear statement of the basis for the promotion request to the
   Department Head with a copy to the Dean. The request must be accompanied by:
   •   List of 6 external referees with a short biography of each including contact information
   •   Member’s CV
   •   5 published peer evaluated articles.
   The Dean’s Office will solicit letters from the referees.
                   st
   By January 31 the member submits the following to the Department Head:
   •    Annual Information Form
   •    Statistical Summary
   •    CV
   •    Teaching Dossier
   •    Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the “initial
   reviewer recommendation” section on page 4. The faculty member signs page 4 to indicate he/she
   has read the form.

2. What the Department submits to the Dean’s Office
                th
   By February 7 the Department submits the review information and copies to the Dean’s Office.

   The Department Head completes the Annual Performance Review Form including the “initial
   reviewer recommendation” section on page 4. The faculty member signs page 4 to indicate he/she
   has read the form.

   Original package (do not staple or 3-hole punch). The original package is to be submitted in the
   following order:
   •     Annual Performance Review Form
   •     Annual Information Form
   •     Statistical Summary
   •     Request for promotion
   •     CV
   •     Teaching Dossier
   •     Additional information (if applicable)

   PLUS
   1 copy of the original package submitted in the following order. Copy is to be single-sided, 3-hole
   punched and not stapled.
   •    Annual Performance Review Form
   •    Annual Information Form
   •    Statistical Summary
   •    Request for promotion
   •    CV




Faculty of Science Policies and Procedures Manual                                                        69
Revised: November 1, 2010
REQUEST FOR PROMOTION TO LAB INSTRUCTOR II - LAB INSTRUCTORS

Refer to URFA Article 17.9 and page 20 of the Lab Instructors’ Terms of Reference:

Note: A synopsis of the laboratory instructor’s teaching (laboratories taught and statistical
summary) of the career up to a five-year period must be provided by the Department Head.

 PROCEDURE
1. What the lab instructor submits to the Department Head
                                 th
   On or before November 30 – The lab instructor submits a written request for promotion
   that includes a clear written statement of the basis for the promotion request to the
   Department Head with a copy to the Dean. The request must be accompanied by:
   •     CV
   •     2 letters of reference
                          th
   By December 15 tenure-track lab instructors submit the following to the Department
   Head:
   •   Annual Laboratory Instructor Information Form
   •   CV
   •   Teaching Dossier
   •   Additional information (if applicable)
                     st
   By January 31 the lab instructors with tenure submit the following to the Department
   Head:
   •    Annual Laboratory Instructor Information Form
   •    CV
   •    Teaching Dossier
   •    Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the
   “initial reviewer recommendation” section on page 4. The lab instructor signs page 4 to
   indicate he/she has read the form.

2. What the Department submits to the Dean’s Office
   If the lab instructor is tenure-track the Department submits review information and copies
                                       th
   to the Dean’s Office by January 7 .

   If the lab instructor has tenure the Department submits the review information and
                                                                  th
   appropriate number of copies to the Dean’s Office by February 7 .

   Original package (do not staple or 3-hole punch). The original package is to be submitted
   in the following order:
   • Annual Performance Review Form
   • Annual Laboratory Instructor Information Form
   • CV
   • Teaching Dossier
   • Additional information (if applicable)

   PLUS
   1 copy of the original package submitted in the following order. Copy is to be single-sided,
   3-hole punched and not stapled.
   • Annual Performance Review Form
   • Annual Laboratory Instructor Information Form
   • Request for promotion
   • CV



Faculty of Science Policies and Procedures Manual                                           70
Revised: November 1, 2010
REQUEST FOR PROMOTION TO LAB INSTRUCTOR III - LAB INSTRUCTORS
Refer to URFA Article 17.9 and page 20 of the Lab Instructors’ Terms of Reference

Note: A synopsis of the laboratory instructor’s teaching (laboratories taught and statistical summary)
career up to a five-year period must be provided by the Department Head.

 PROCEDURE
1. What the lab instructor submits to the Department Head
                                 th
   On or before November 30 – The lab instructor submits a written request for promotion that
   includes a clear written statement of the basis for the promotion request to the Department Head
   with a copy to the Dean. The request must be accompanied by:
   •     CV
   •     2 letters of reference
                        th
   By December 15 tenure-track lab instructors submit the following to the Department Head:
   •    Annual Laboratory Instructor Information Form
   •    CV
   •    Teaching Dossier
   •    Additional information (if applicable)
                   st
   By January 31 lab Instructors with tenure submit the following to the Department Head:
   •    Annual Laboratory Instructor Information Form
   •    CV
   •    Teaching Dossier
   •    Additional information (if applicable)

   Department Head completes the Annual Performance Review Form including the “initial reviewer
   recommendation” section on page 4. The lab instructor signs page 4 to indicate he/she has read the
   form.
2. What the Department submits to the Dean’s Office
   If the lab instructor is tenure-track the Department submits review information and copies to the
                                th
   Dean’s Office by January 7 .

   If the lab instructor has tenure the Department submits review information and appropriate number
                                               th
   of copies to the Dean’s Office by February 7 .

   Original package (do not staple or 3-hole punch). The original package is to be submitted in the
   following order:
   •    Annual Performance Review Form
   •    Annual Laboratory Instructor Information Form
   •    Request for promotion
   •    CV
   •    Teaching Dossier
   •    Additional information (if applicable)

   PLUS
   1 copy of the original package submitted in the following order. Each set is to be single-sided, 3-hole
   punched and not stapled.
   •   Annual Performance Review Form
   •   Annual Laboratory Instructor Information Form
   •   Request for promotion
   •   CV




Faculty of Science Policies and Procedures Manual                                                        71
Revised: November 1, 2010
REQUEST FOR MERIT - FACULTY MEMBERS
Refer to URFA Articles 17.9 and 18.3 and page 28 of the Criteria Document.

 PROCEDURE
1. What the faculty member submits to the Department Head
                                th
   On or before November 30 – The faculty member submits a written request to be
   considered for a merit increment that includes a clear statement of the basis of the merit
   request to the Department Head with a copy to the Dean.
                          th
   By December 15 tenure-track faculty members submit the following to the Department
   Head:
   •   Annual Information Form
   •   Statistical Summary
   •   CV
   •   Teaching Dossier
   •   Additional information (if applicable)
                     st
   By January 31 the faculty members with tenure submit the following to the Department
   Head:
   •    Annual Information Form
   •    Statistical Summary
   •    CV
   •    Teaching Dossier
   •    Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the
   “initial reviewer recommendation” section on page 4. The faculty member signs page 4 to
   indicate he/she has read the form.

2. What the Department submits to the Dean’s Office
   If the faculty member is tenure-track the Department submits the review information to the
                               th
   Dean’s Office by January 7 .

   If the faculty member has tenure the Department submits the review information and
   copies to the Dean’s Office in February (see Deadline Date Quick Reference).

   Original package (do not staple or 3-hole punch). The original package is to be submitted
   in the following order:
   • Annual Performance Review Form
   •    Annual Information Form
   • Statistical Summary
   • Request for merit
   • CV
   • Teaching Dossier
   • Additional information (if applicable)

   PLUS
   1 copy of the original package submitted in the following order. Copy is to be single-sided,
   3-hole punched and not stapled.
   • Annual Performance Review Form
   • Annual Information Form
   • Statistical Summary
   • Request for merit
   • CV




Faculty of Science Policies and Procedures Manual                                               72
Revised: November 1, 2010
REQUEST FOR MERIT - LAB INSTRUCTORS

Refer to URFA Article 17.9 and page 24 of the Lab Instructors’ Terms of Reference

 PROCEDURE
1. What the lab instructor submits to the Department Head
                                th
   On or before November 30 – The lab instructor submits a written request to be
   considered for a merit increment that includes a clear statement of the basis for the merit
   request to the Department Head with a copy to the Dean.
                          th
   By December 15 tenure-track lab instructors submit the following to the Department
   Head:
   •   Annual Laboratory Instructor Information Form
   •   CV
   •   Teaching Dossier
   •   Additional information (if applicable)
                     st
   By January 31 Lab Instructors with tenure submit the following to the Department Head:
   •    Annual Laboratory Instructor Information Form
   •    CV
   •    Teaching Dossier
   •    Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the
   “initial reviewer recommendation” section on page 4. The lab instructor signs page 4 to
   indicate he/she has read the form.

2. What the Department submits to the Dean’s Office
   If the lab instructor is tenure-track the Department submits review information and copies
                                       th
   to the Dean’s Office by January 7 .

   If the lab instructor has tenure the Department submits review information and copies to
                                     th
   the Dean’s Office by February 7 .

   Original package (do not staple or 3-hole punch). The original package is to be submitted
   in the following order:
   •     Annual Performance Review Form
   •     Annual Laboratory Instructor Information Form
   •     Request for merit
   •     CV
   •     Teaching Dossier
   •     Additional information (if applicable)

   PLUS
   1 copy of the original package submitted in the following order. Copy is to be single-sided,
   3-hole punched and not stapled.
   •    Annual Performance Review Form
   •    Annual Laboratory Instructor Information Form
   •    Request for merit
   •    CV




Faculty of Science Policies and Procedures Manual                                            73
Revised: November 1, 2010
ALL OTHER FACULTY TO BE REVIEWED THIS YEAR


 PROCEDURE
1. What the faculty member submits to the Department Head
                   st
   By January 31 all other tenure and term faculty members to be reviewed this year
   submit the following to the Department Head:
   •    Annual Information Form
   •    Statistical Summary
   •    Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the
   “initial reviewer recommendation” section on page 4. The faculty member signs page 4 to
   indicate he/she has read the form.

2. What the Department submits to the Dean’s Office

                      th      th
    By February 7 – 14 the Department submits the review information and copies to the
    Dean’s Office. Refer to the Deadline Date Quick Reference for specific Department
    deadline, as these vary depending on how many members are reviewed in each
    Department.

    Original package (do not staple or 3-hole punch). The original package is to be
    submitted in the following order:
    • Annual Performance Review Form
    • Annual Information Form
    • Statistical Summary
    • Additional information (if applicable)

    PLUS
    1 copy to be submitted in the following order for each tenured and term member. Copy is
    to be single-sided, 3-hole punched and not stapled.
    • Annual Performance Review Form
    • Annual Information Form
    • Statistical Summary




Faculty of Science Policies and Procedures Manual                                        74
Revised: November 1, 2010
ALL OTHER LAB INSTRUCTORS TO BE REVIEWED THIS YEAR

 PROCEDURE
1. What the lab instructor submits to the Department Head
                   st
   By January 31 all other tenure and term lab instructors to be reviewed this year submit
   the following to the Department Head:
   • Annual Laboratory Instructor Information Form
   • Additional information (if applicable)

   The Department Head completes the Annual Performance Review Form including the
   “initial reviewer recommendation” section on page 4. The lab instructor signs page 4 to
   indicate he/she has read the form.


2. What the Department submits to the Dean’s Office

                      th      th
    By February 7 – 14 the Department submits the review information and copies to the
    Dean’s Office. Refer to the Deadline Date Quick Reference for specific Department
    deadline, as these vary depending on how many members are reviewed in each
    Department.

   Original package (do not staple or 3-hole punch). The original package is to be submitted
   in the following order:
   •     Annual Performance Review Form
   •     Annual Laboratory Instructor Information Form
   •     Additional information if applicable

   PLUS
   1 copy to be submitted in the following order for each lab instructor. Copy is to be single-
   sided, 3-hole punched and not stapled.
   • Annual Performance Review Form
   • Annual Laboratory Instructor Annual Information Form




Faculty of Science Policies and Procedures Manual                                             75
Revised: November 1, 2010
FACULTY MEMBERS NOT REVIEWED THIS YEAR


 PROCEDURE
1. What the faculty member submits to the Department Head
                  st
   By January 31 faculty members not formally reviewed this year submit the following to
   the Department Head:
   • Annual Information Form
   • Statistical Summary
   • Additional information (if applicable)

   NOTE: The Department Head completes the Annual Performance Review Form but does
   not complete the “initial reviewer recommendation” section on page 4.


2. What the Department submits to the Dean’s Office
                 th
   By February 18 the Department submits the review information and copies to the Dean’s
   Office.

   Original package (do not staple or 3-hole punch). The original package is to be submitted
   in the following order:
   • Annual Performance Review Form
   • Annual Information Form
   • Statistical Summary
   • Additional information (if applicable)

   PLUS
   1 copy in the following order – single-sided, do not 3 hole punch or staple.
   • Annual Performance Review Form
   • Annual Information Form
   • Statistical Summary




Faculty of Science Policies and Procedures Manual                                          76
Revised: November 1, 2010
LAB INSTRUCTORS NOT REVIEWED THIS YEAR


 PROCEDURE
1. What the lab instructor submits to the Department Head
                  st
   By January 31 lab instructors not reviewed submit the following to the Department Head:
   •    Annual Laboratory Instructor Information Form
   •    Additional information (if applicable)

   NOTE: The Department Head completes the Annual Performance Review Form but does
         not complete the “initial reviewer recommendation” section on page 4.

2. What the Department submits to the Dean’s Office
                 th
   By February 18 the Department submits the review information and copy to the Dean’s
   Office.

   Original package (do not staple or 3-hole punch). The original package is to be submitted
   in the following order:
   •     Annual Performance Review Form
   •     Annual Laboratory Instructor Information Form
   •     Additional information (if applicable)

   PLUS
   1 copy in the following order - single-sided do not 3 hole punch or staple.
   •    Annual Performance Review Form
   •    Annual Laboratory Instructor Information Form




Faculty of Science Policies and Procedures Manual                                        77
Revised: November 1, 2010
Faculty of Science Checklist for the Appointment of a Postdoctoral Fellow or Research
                                       Associate

    •    A Postdoctoral Fellow has recently completed the requirements for a Doctoral degree and is
         increasing research experience by engaging in research work in collaboration with a faculty
         member.
    •    A Postdoctoral Fellow (PDF) is hired by a faculty member and usually funded by the faculty
         member’s research grant.
    •    Complete procedures available on the Faculty of Science Website at:
         http://www.uregina.ca/science/files/Science%20Policies%20&%20Procedures%20Manual.pdf#
         page=28
         (page 28 of the Faculty of Science Policies & Procedures Manual).

This form must be completed and submitted with accompanying documentation to the
Dean’s Office, Faculty of Science.

Name of Candidate: __________________________________

Department :_________________________________________

                           COMPLETED


         Written recommendation of appointment from the faculty member to the
           Department Head indicating how the appointment will be funded, the
           proposed research plan and duration of appointment

         The candidate’s curriculum vitae

         Official transcripts

         Original letters of reference (usually 2 or 3)

         Written recommendation of appointment from the Department Head to the
           Dean of Science confirming funding, space and duration of
           appointment

         Copy of appointment letter (prepared by faculty member, after approval by
           the Dean)
         *This document may be submitted to the Dean’s Office at a later date

•   The Dean’s Office advises the Department Head (with a copy to the faculty member) that the
    faculty member can proceed with the appointment.
•   The appointment letter is prepared by the faculty member and copied to the Dean’s Office and the
    Department Head.
•   The original signed acceptance is retained in the Dean’s Office and a copy is provided for the
    Department Head.
•   The Dean’s Office is the official office of record and retains the original documents.


Department Head or Designate:_______________________________ Date:___________________



Faculty of Science Policies and Procedures Manual                                                78
Revised: November 1, 2010
                   INSERT DEPARTMENT LETTERHEAD HERE


Date

Name
Address

Dear Name:

On behalf of the University of Regina I am pleased to confirm your appointment as a Post
Doctoral Fellow in the (insert department here). By accepting this position you will be
joining a dynamic community of almost 15,000 students, faculty, and staff working together
to make the University of Regina one of Canada’s best comprehensive universities.

You will be paid at a monthly salary of (insert rate monthly pay) (plus holiday pay or specify
time off in lieu) for the period (insert start date here) to (insert end date here) based on (insert
number of hours here) hours per month at an hourly rate of (insert hourly rate before any
applicable holiday pay here), subject to availability of work and provision of funds.

The Employment Insurance Regulations require a person to apply for a Social Insurance
Number (SIN) and to present the SIN card to his or her employer within three days of
receiving it. However, the legislation does not prevent people from working in insurable
employment if they have not yet received their SIN and card. If you do not have a SIN you
must apply for one right away. Please visit the main office of Department to pick up the
required forms to be submitted in application for your SIN.

If this is your first appointment with the university, please complete the enclosed forms and
return to Human Resources:

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


Sincerely,




Name
Title
Department

cc:       Name, Head, Department of
          B. Maguire, Dean of Science
          Human Resources




Faculty of Science Policies and Procedures Manual                                                79
Revised: November 1, 2010
                   INSERT DEPARTMENT LETTERHEAD HERE


Date

Name
Address

Dear Name:

On behalf of the University of Regina I am pleased to inform you that you are the successful
candidate for the casual, non-union Research Associate (position number RESAST) position
in (insert department here). By accepting this position you will be joining a dynamic
community of almost 15,000 students, faculty, and staff working together to make the
University of Regina one of Canada’s best comprehensive universities.

You will be paid at a monthly salary of (insert rate monthly pay) plus holiday pay for the
period (insert start date here) to (insert end date here) based on (insert number of hours here)
hours at an hourly rate of (insert hourly rate before holiday pay here), subject to availability
of work and provision of funds.

The Employment Insurance Regulations require a person to apply for a Social Insurance
Number (SIN) and to present the SIN card to his or her employer within three days of
receiving it. However, the legislation does not prevent people from working in insurable
employment if they have not yet received their SIN and card. If you do not have a SIN you
must apply for one right away. Please visit the main office of Department to pick up the
required forms to be submitted in application for your SIN.

If this is your first appointment with the university, please complete the enclosed forms and
return to Human Resources:

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


Sincerely,




Name
Title
Department or Faculty

cc:       Name, Head, Department of
          B. Maguire, Dean of Science
          Human Resources




Faculty of Science Policies and Procedures Manual                                             80
Revised: November 1, 2010
                                   President’s Attendance Request Form
                                             Forward to the President’s Office, attn: Rozanne Tennent


Date of event: xxxx

Time requirements: xxxxx                               To arrive by (specific time): xxxx

Key contact: xxxx

Contact’s phone numbers: work: _________cell: ____________

Location: (including specific room): __________

Address: ___________________________________________________________

Parking availability: __________________________________________________

DETAILS FOR THE EVENT:

Audience
 Include detail – special interests; number of guests anticipated



  Insert role – is event general welcome, opening remarks, keynote address, other?

  If President is unable to participate, are you seeking a designate? _____

  Summary of organization:

  Anticipated dignitaries in attendance, pronunciations and formal titles, if applicable:

  Length of remarks:


INTERNAL USE ONLY:
    o Accompaniment required? _______________________________________
    o Pre-event briefing for event required? ______________________________
    o Designate required? _____________________________________________




Faculty of Science Policies and Procedures Manual                                                 81
Revised: November 1, 2010
                                      FACULTY OF SCIENCE

                  VACATION ENTITLEMENT AND LEAVE RECORD (2010-11)

The purpose of this form is to track vacation usage as per Article 23.2.2 of the 2008-2011
URFA Collective Agreement. Please forward the completed copy of this form to the Dean’s
                       th
Office prior to June 30 .

NAME: ______________________________                    EMPLOYEE ID# __________________

VACATION BALANCE AS OF July 1, 2010:
[total of carry forward from previous year
and vacation entitlement for 2010/11]                                                  (a)

*Please indicate the number of vacation days taken in the past year in the “Vacation
Used (Days)” column below, and enter the total number of days in “Total Vacation
Used” (b):

                                                MONTHS                 VACATION USED (DAYS)

                                                July 2010              __________________

                                                August 2010            __________________

                                                September 2010         __________________

                                                October 2010           __________________

                                                November 2010          __________________

                                                December 2010          __________________

                                                January 2011           __________________

                                                February 2011          __________________

                                                March 2011             __________________

                                                April 2011             __________________

                                                May 2011               __________________

                                                June 2011              __________________

VACATION USED TO JUNE 30, 2011                                                         (b)

VACATION BALANCE AS OF JUNE 30, 2011 (a - b)                                           (c)

VACATION ENTITLEMENT JULY 1, 2011 TO JUNE 30, 2012:                                    (d)
(Accrual advanced July 2011 to June 2012)

CARRY OVER PLUS ANNUAL ENTITLEMENT (c + d)                             _________________


Signature:_______________________________               Date:______________________________


Department Head:__________________________              Dean of Science: _____________________



Faculty of Science Policies and Procedures Manual                                                82
Revised: November 1, 2010

				
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