Board of Undergraduate Studies

Committee Bylaws

Senate Approved: November 27, 2017

1.       The Board of Undergraduate Studies shall consist of:

  • Associate Vice-President Academic
  • Associate Vice-President Student Affairs or designate
  • Executive Director of Open Learning and Educational Support
  • Assistant Vice-President (IRP) & Registrar
  • one Dean
  • five faculty
  • four students (one of whom shall be the CSA Academic Commissioner and three shall be student Senators)

Non-voting members:

  • Chief Information Officer & Chief Librarian or designate
  • Director Academic Programs and Policy
  • Vice-Provost Guelph-Humber or designate

2.         The Board of Undergraduate Studies has the responsibility to:

a)  formulate policy and offer advice to Senate consistent with that body’s responsibilities for development and oversight of educational policy as it relates to undergraduate education;
b)  assist Senate in overseeing the implementation of educational policy as it concerns undergraduate education at the University;
c)  support the priorities of Senate;
d)  make contributions that will enhance the overall academic reputation of the University and reflect the full range of Senate’s responsibility for the educational policy of the University;
e)  identify strategic priorities for the coming academic year and submit them annually through the Priorities and Planning Committee to Senate along with a report outlining the Board’s accomplishments for the current year.

3.       The Board of Undergraduate Studies shall:

a)    In general, advise and, where apppropriate, make recommendations to Senate concerning:

i.     statements of academic and educational goals, and standards pertaining to undergraduate and associate diploma education at the University, including the University’s Learning Outcomes; matters pertaining to internationalism and educational policy; and matters arising in connection with the awarding of academic scholarships, bursaries, and prizes at the undergraduate and associate diploma level;
ii.    policies pertaining to academic and educational plans, priorities, and developments affecting undergraduate and associate diploma education at the University;
iii.   the implementation of Senate-approved statements, policies and programs affecting undergraduate and associate diploma education and matters that bear on the formulation or further development of Senate policy.

b)      For undergraduate degree and associate diploma programs, and undergraduate degree credit diplomas and certificates, consider and make recommendations to Senate concerning:
i.     proposals for the addition or elimination of undergraduate degree or associate diploma programs, or undergraduate degree credit diplomas and certificates, taking into consideration the academic philosophy of the institution, its planned directions, Learning Outcomes, the coherence of proposed programming, and the relevant internal and external criteria for the evaluation of such programs;
ii.    the addition or elimination of degree program specializations (majors, minors, Areas of Concentration, Areas of Emphasis).
 

c)    For undergraduate degree and associate diploma courses, acting on Senate’s authority and subject to subsequent report to Senate, decide upon:
i.     proposals for undergraduate and associate diploma course changes, additions and deletions, taking into consideration the academic philosophy of the institution, its planned directions, the program’s Learning Outcomes, the coherence of proposed programming changes, and the relevant internal and external criteria for the evaluation of such programs;
ii.    proposals for changes to the degree or associate diploma program Schedules of Study.

d)     For academic standards, admissions, examinations, and graduation requirements for undergraduate and associate diploma programs, advise and make recommendations to Senate concerning relevant policies.

e)     For Scholarships, Awards, and Bursaries, advise and make recommendations to Senate concerning:
i.     policies affecting undergraduate and associate diploma scholarships, awards and bursaries.

f)      Acting on Senate’s authority, approve candidates for undergraduate degrees and associate diploma programs in a manner consistent with Senate-approved policies for undergraduate and associate diploma programs.

4.     In all cases, policy and program decisions made by the Board of Undergraduate Studies or recommended by the Board and approved by Senate, shall be reflected in the text of relevant University publications, including program calendars.

5. The Board may elect to delegate routine decisions within its authority to the Associate Vice-President Academic and/ or the Registrar who shall provide periodic reports to the Board of Undergraduate Studies about actions taken so that all such matters may be considered and reported by the Board to Senate, as appropriate. All such delegated decision-making shall be consistent with relevant policies established by the Board and/ or Senate.

6.      The Board has the authority to establish sub-committees and working groups with such duties and delegated authority as deemed necessary. Such decisions will be taken with due regard to any Senate guidelines concerning the establishment and operation of such subcommittees and working groups.

7.       The Board has the following Sub-Committees (descriptions of each committee found below):

  • Calendar Review Committee (CRC)
  • Joint Editorial Awards Committee (JEAC)
  • Program Committees
    • Undergraduate Program Committees:
      • Academic Review Committee
      • Admissions Committee
      • Curriculum Committees
    • Associate Diploma Program Committees
      • Curriculum Committees
    • Guelph-Humber Academic Management and Programs Committee
      • Curriculum Committees

7.1     Calendar Review Committee (CRC)

The Calendar Review Committee is a subcommittee of the Board of Undergraduate Studies.

Membership

  • Director Academic Programs and Policy (Chair), or designate
  • Associate Registrar, Enrolment Services
  • Manager, Operations and Records, Enrolment Services
  • one Program Counsellor; three-year term
  • a representative from Open Learning and Educational Support
  • CSA Vice President Academic
  • Secretary to the Committee

Mandate
The Calendar Review Committee is responsible for the editorial oversight of proposals submitted from the Program Committees (see below) for the approval of the Board, or for the Board’s recommendation to Senate for approval, and subsequent inclusion in the Undergraduate Calendar. Such proposals include the addition of new programs and courses, the discontinuation of programs and courses, and the modification of existing programs and courses. In undertaking its responsibilities, the Calendar Review Committee ensures proposals align with the Strategic Framework of the University; with institutional priorities; and adhere to academic policies and procedures. In addition, the committee ensures all proposals provide evidence the appropriate consultation has been undertaken when such changes affect the Schedule of Studies for other programs, specializations, or academic units. The Director Academic Programs and Policy has authority to approve calendar copy submissions of an editorial nature, consulting as necessary.

7.2    Joint Editorial Awards Committee (JEAC)

The Joint Editorial Awards Committee is a joint subcommittee of the Board of Undergraduate Studies and the Board of Graduate Studies.

Membership

  • a member from a College Awards Committee
  • Associate Registrar, Student Financial Services or designate
  • a representative from the Office of Graduate Studies
  • a representative of the Department of Alumni Affairs and Development
  • Manager, Student Business Services, (non-voting) who shall be the recording secretary.

Mandate
The Joint Editorial Awards Committee reviews the terms and conditions of student awards (new and revised) based on Senate-approved policies and regulations. Subject to a report to each Board each year, the committee may approve terms and conditions of awards that meet established policies and regulations. Undergraduate, associate diploma, or graduate awards whose terms and conditions contain exceptions to established policies and regulations, or which have unusual features, or are of significant value must be forwarded to the Board of Undergraduate Studies or Board of Graduate Studies, as appropriate, for final approval. In reviewing the terms and conditions of an award, the committee shall take into consideration the wishes of the donor or donors, but may refer any proposed terms and conditions to the donor or donors and the college in which the award is to be established (if a college award) for review or consideration. The committee may recommend to the Boards that an award not be approved if, in the opinion of the committee, the proposed terms and conditions are contrary to University policies.

7.3.1 Undergraduate Program Committees

Program Committees are sub-committees of the Board of Undergraduate Studies. Academic Review, Admissions, and Curriculum Committees are sub-committees of Program Committees (see more information below).

Membership
The voting membership shall consist of:

  • three to five faculty members who are also chairs of undergraduate Curriculum Committees (selected according to the guidelines below)
  • one Program Counsellor
  • one external representative (selected according to the process below)
  • two undergraduate students (selected according the process below)
  • a Chair of the Committee, normally the Associate Dean Academic or Director of a School (selected according to the process below)
    The non-voting membership shall consist of:
  • a member of the Office of Registrarial Services
  • a committee secretary who shall be a representative of the appropriate College/School

Undergraduate student members shall be permitted to send voting alternates if they are unable to attend. In such circumstances, the student member must notify the committee secretary in advance of the name and affiliation of the student alternate.

The Associate Dean(s) Academic or the Director(s) of Schools from any other college that contribute(s) to the degree program’s curriculum, the Deans of all Colleges, and the chair of the Board of Undergraduate Studies shall have the right to attend and speak at Program Committee meetings and to receive meeting materials and minutes upon request.

Speaking privileges are granted to non-members only through a motion duly made and seconded by voting committee members following advance notification to the Secretary of their desire to speak to an item(s) on the agenda. All other guests must have speaking rights extended to them by the committee.

Meetings shall be scheduled each semester after polling the members for available times.

Selection of Members
Members shall be selected by the Associate Dean(s) Academic of the College(s) or the Director(s) of the School(s) involved for their ability to contribute to the Committee, bearing in mind the following provisions:
 

  • Normally the “chairs of the undergraduate curriculum committees” shall be the current chair of a curriculum committee or past chair
  • The external representative shall be a member external to the program, but from within the university community
  • Normally the two student members shall be selected from the undergraduate student senators representing the degree program and selected on the recommendation of Student Senate Caucus.
    • In the case where there are not two student senators from the degree program willing and able to serve on the program committee:
      • Prior to October 1st, the Associate Dean(s) Academic or Director(s) shall be responsible for inviting the appropriate college student government or college student government affiliate to name the student representatives
      • Should the college student government not respond (either with the names of the representative or with an indication of when they will be named) by November 1st, the Associate Dean(s) Academic or Directors(s) will consult with Student Senate Caucus who, in collaboration with the CSA, shall name the student representatives.
  • Normally the chair of the Program Committee shall be the Associate Dean Academic or the Director of the School. In the event that there is more than one Associate Dean(s) Academic or Director(s) of a School associated with the program, the chair will be appointed by the Deans of the Colleges involved
  • The chairs of Program and Curriculum Committee meetings shall conduct meeting proceedings in accordance with relevant Senate bylaws, policies, and procedures.

It is recognized that, for some programs involving a large number of departments, and schools, not every constituency can be represented if the committee is to remain effective. Members of Program Committees are appointed with the expectation that they will be required to represent and be familiar with more areas than their own. Additional effort will be made to consult interdisciplinary groups when appropriate.

Mandate
Each Program Committee is responsible for:

  1. the curricular integrity of the program(s) and specializations within their purview;
  2. reviewing the program and specializations(s) for which it is responsible, assessing the realization of the academic goals of the program against the University’s Learning Outcomes, and proposing changes as appropriate to better achieve these goals;
  3. recommending for approval to the Board of Undergraduate Studies modification of the program and specializations(s) for which it is responsible;
  4. striking an Academic Review Subcommittee;
  5. striking an Admissions Subcommittee.

Academic Review Subcommittee (ARC)

Each Program Committee shall establish an Academic Review Subcommittee that includes the following minimum membership:

  • Associate Dean Academic or Chair of Program Committee (Chair)
  • at least two faculty members and one alternate (appointed by the Chair of the relevant Program Committee, normally for a three-year term, renewable once)
  • one Program Counsellor (non-voting)
  • one representative from Enrolment Services who shall record the decisions on the student information system (non-voting)

The Academic Review Subcommittee shall:

  1. review and decide upon students’ status pertaining to continuation of study regulations (e.g. probationary status; “required to withdraw”);
  2. review and decide upon student requests regarding the fulfilment of graduation requirements;
  3. decide on requests for academic consideration of final course grade results based on medical, psychological, or compassionate grounds (e.g. late drop of a course(s) with or without failure, deferred or supplemental privileges and credit status).

At the discretion of the Chair of the Academic Review Committee, the review of      incomplete course results and application of Continuation of Study regulations, as         well as requests for deferred privileges based on appropriate supporting      documentation may be delegated to the program counsellor(s).

Admissions Subcommittee
Each Program Committee shall establish an Admissions Subcommittee that includes the following minimum membership:

  • Associate Dean Academic or Chair of Program Committee (Chair)
  • one faculty member (appointed by the Chair of the relevant Program Committee, normally for a three-year term, renewable once)
  • one Program Counsellor (non-voting)
  • one representative from Admissions Services who shall record the decisions on the student information system (non-voting)

The Admissions Subcommittee shall:

  1. recommend admissions policies and procedures for the program(s) to the Program Committee for recommendation to the Board;
  2. review and make recommendations regarding the admissibility of applicants according to information provided in the Supplementary Information Form;
  3. review and make recommendations for the re-admission of students who were formerly Required to Withdraw.

Curriculum Committees
Curriculum Committees are subcommittees of the Program Committees, and are established by departments and/ or interdisciplinary programs. Each   undergraduate specialization, including secondary areas of study (i.e. minors),   shall be under the oversight of a departmental or interdisciplinary curriculum committee.

Membership
The membership shall consist of:

  • at least three faculty members from the relevant department(s) or school(s) or interdisciplinary program, selected by the Chair of the department, Director of the School, or Coordinator of the Interdisciplinary Program. In the case of interdisciplinary programs, where possible, membership should include representation from all contributing departments and/ or schools
  • at least two undergraduate students (selected according to the process below)
  • one secretary(non-voting) from the relevant department or school

The Chair of the Curriculum Committee shall be appointed by the Chair, Director, or Coordinator of the Interdisciplinary Program from amongst the faculty members      on the committee.

Selection of Members
Undergraduate student members shall be selected according to the following process:

  • Prior to October 1st, the Chair of the Undergraduate Curriculum Committee shall be responsible for inviting the most appropriate student association to name the student representatives
  • Should the student association not respond (either with the names of the representative or with an indication of when they will be named) by November 1st, the chair will consult with the responsible College Government who, in collaboration with Student Senate Caucus, shall name the student representatives.

Undergraduate student members shall be permitted to send voting alternates if they are unable to attend. In such circumstances, the student member must notify the committee secretary in advance of the name and affiliation of the student alternate.

Meetings of curriculum committees shall be scheduled each semester after polling the members for available times.

Proposals for modifications to courses or Schedules of Study to be submitted to the Program Committees must include documentation of consultation with those programs, specializations, or departments affected by the change.

Mandate
Each department or school shall establish a Curriculum Committee, responsible for keeping under review the curriculum which it provides for programs and specializations. The committee will:
a)  assess the degree of achievement of its academic goals and outcomes for the undergraduate programs and specializations;
b)  initiate and respond to proposals for change in the curriculum;
c)  advise the Chair/ Director/ Coordinator therein;
d)  submit proposals for modifications through the Program Committee to the Board of Undergraduate Studies for approval or recommendation to Senate.

7.3.2  Associate Diploma Program Committees

The Associate Diploma Program Committee is responsible for the curriculum of all associate diploma programs offered through the University of Guelph or regional campus(es).

Membership
The committee shall be comprised of:

  • Associate Dean Academic, OAC (Chair)
  • the Associate Director from the regional campus(es)
  • Director of the Associate Diploma in Turfgrass Management program (Guelph campus)
  • a member of the Office of Registrarial Services (non-voting)
  • one instructor teaching in any associate diploma program
  • one second year associate diploma student from any program

Mandate
The Associate Diploma Program Committee is responsible for:

  1. the curricular integrity of the program(s) and specializations within their purview;
  2. reviewing the program and specializations(s) for which it is responsible, assessing the realization of the academic goals of the program against the University’s Learning Outcomes, and proposing changes as appropriate to better achieve these goals;
  3. recommending for approval to the Board of Undergraduate Studies modification of the program and specializations(s) for which it is responsible.

Associate Diploma Curriculum Committee

Each specialization in an associate diploma program will establish a Curriculum Committee comprised of instructors teaching in the specialization. Membership will also include student representation from years one and two of the specialization. The students will be appointed in consultation with local student government. The committee shall:

  1. assess the degree of achievement of its academic goals and outcomes for the associate diploma specialization;
  2. initiate and respond to proposals for change in the curriculum;
  3. advise the Chair/ Director/ Coordinator therein;
  4. submit proposals for modifications through the Program Committee to the Board of Undergraduate Studies for approval or recommendation to Senate.

7.3.3   Guelph-Humber Academic Management and Programs Committee

The University of Guelph-Humber Academic Management and Programs Committee (AMAP) functions as the Program Committee for programs offered through the University of Guelph-Humber.

Membership
The voting membership shall consist of:

  • Vice-Provost of University of Guelph-Humber (Chair)
  • each Program Head of a program offered on the University of Guelph-Humber campus
  • four undergraduate students (selected according to the process outlined below)
  • Manager, Library Services (University of Guelph faculty position)

The non-voting membership shall consist of:

  • University of Guelph-Humber Campus Registrar
  • Department Head, Student Services
  • Department Head, Academic Services
  • Department Head, Finance & Administration
  • a committee secretary to be appointed by the Office of the Vice-Provost
  • Vice-President, Guelph-Humber, IGNITE Student Union

Normally the chair of the Academic Management and Programs Committee shall be the Vice-Provost of University of Guelph-Humber.

Undergraduate student members shall be permitted to send voting alternates if they are unable to attend. In such circumstances, the student member must notify the committee secretary in advance with the name and affiliation of the student alternate.

Any Dean, Associate Dean Academic, or Department Chair at the University of Guelph, or any Dean of a School, or their designate, at Humber College, contributing to University of Guelph-Humber programs; shall have the right to attend and speak at Committee meetings and to receive the meeting materials and minutes upon request, as will the Chair of the Board of Undergraduate Studies.

Speaking privileges are granted to non-members only through a motion duly made and seconded by voting committee members, following advance notification to the secretary of their desire to speak to an item(s) on the Agenda. All other guests must have speaking rights extended to them by the committee.

Meetings shall be scheduled each semester after polling the members for available times.

Selection of Members
Members shall be selected by the Vice-Provost for their ability to contribute to the Committee, bearing in mind the following provisions:

  • University of Guelph-Humber Program Heads are appointed in consultation with appropriate departments and Colleges at University of Guelph and Schools at Humber College
  • Normally the four student members shall be selected from the University of Guelph-Humber undergraduate student senators. In the case where there are not four student senators willing and able to serve on the committee:
    • Prior to October 1st, the Vice-Provost shall be responsible for inviting University of Guelph-Humber student representatives on IGNITE Student Union to name the student representatives
    • Should the University of Guelph-Humber student representatives on IGNITE Student Union not respond by November 1st (either with the names of the representatives or with an indication of when they will be named) the Vice-Provost will consult with Student Senate Caucus who, in collaboration with the current elected Guelph-Humber Student Senators, shall name the student representatives.

It is recognized that, for some programs involving a large number of academic units, not every constituency can be represented if the committee is to remain effective. Members of program committees are appointed with the expectation that they will be required to represent and be familiar with more areas than their own. Additional effort will be made to consult interdisciplinary groups when appropriate.

University of Guelph-Humber Curriculum Committee

Each University of Guelph-Humber program shall establish a Curriculum Committee.

Membership
The voting membership shall consist of:

  • Program Head
  • at least three instructors  from the University of Guelph with teaching responsibility in the program, selected by the Program Head
  • at least three instructors from Humber College with teaching responsibility in the program, selected by the Program Head
  • at least two undergraduate students, selected according to the process below

The non-voting membership shall consist of:

  • Academic Advisor for the program
  • Faculty Support Officer who will act as the secretary for the committee
  • A University of Guelph-Humber Librarian

Normally, the Chair of the Curriculum Committee shall be the Program Head.

Selection of Members
In selecting instructors to serve on the Curriculum Committees, the Program Head shall consult with the Vice-Provost, and with appropriate departments at the University of Guelph and Schools at Humber College.

Undergraduate student members shall be selected according to the following process:

  • Prior to October 1st, the Program Head shall be responsible for inviting the University of Guelph-Humber student representatives on IGNITE Student Union to name the student representatives
  • Should the University of Guelph-Humber student representatives on IGNITE Student Union not respond by November 1st (either with the names of the representatives or with an indication of when they will be named) the Program Head will consult with Student Senate Caucus who, in collaboration with the current elected Guelph-Humber Student Senators, shall name the student representatives.

Undergraduate student members shall be permitted to send voting alternates if they are unable to attend. In such circumstances, the student member must notify the committee secretary in advance with the name and affiliation of the student alternate.

Meetings of curriculum committees shall be scheduled each semester after polling the members for available times.

Proposals for modifications to courses or Schedules of Study submitted to the University of Guelph-Humber Academic Management and Programs Committee must include documentation of consultation with those degree programs, specializations, or academic units affected by the change.

University of Guelph-Humber Academic Review Subcommittee (ARC)

The Academic Management and Programs Committee shall establish an Academic Review Subcommittee.

The membership of the Academic Review Subcommittee at University of Guelph-Humber shall consist of:

  • the Chair of the Academic Management and Programs Committee (AMAP) or designate
  • at least two instructors and one alternate (appointed by the Chair of the Academic Management and Programs Committee, normally for a three year term, renewable once)
  • at least one Academic Advisor (non-voting)
  • at least one representative from the Office of the Campus Registrar who shall record the decisions on the student information system (non-voting)

The Academic Review Subcommittee shall:

  1. review and decide upon students’ status pertaining to continuation of study regulations (e.g. probationary status; “required to withdraw”);
  2. review and decide upon student requests regarding the fulfilment of graduation requirements;
  3. decide on requests for academic consideration of final course grade results based on medical, psychological, or compassionate grounds (e.g. late drop of a course(s) with or without failure, deferred or supplemental privileges and credit status).

At the discretion of the Chair of the Academic Review Committee, the review of incomplete course results and application of Continuation of Study regulations, as well as requests for deferred privileges based on appropriate supporting documentation may be delegated to the program advisor(s).

University of Guelph-Humber Admissions Subcommittee

The Academic Management and Programs Committee shall establish an Admissions Subcommittee.

The membership of the Admissions Subcommittee at University of Guelph-Humber shall consist of:

  • the Chair of the Academic Management and Programs Committee (AMAP) or designate
  • at least two instructors and one alternate (appointed by the Chair of the Academic Management and Programs Committee, normally for a three year term, renewable once)
  • at least one Academic Advisor (non-voting)
  • at least one representative from the Office of the Campus Registrar who shall record the decisions on the student information system (non-voting)

The Admissions Subcommittee shall:

  1. recommend admissions policies and procedures for the program(s) to the Program Committee for recommendation to the Board;
  2. review and make recommendations regarding the admissibility of applicants according to information provided in the Supplementary Information Form;
  3. review and make recommendations for the re-admission of students who were formerly Required to Withdraw.