Committees

Method of Appointment:

Appointments to committees (including chairs) are made by the Department Head, with the exception of the Merit Committee and the Promotions, Appointments, Reappointments and Tenure Committee, where membership is by election (see below). In making committee assignments, the Head takes into account the other obligations including teaching and research of the faculty members, as well as their history of service.

Elections:

Election to the Promotions, Appointments, Reappointments and Tenure Committee occur in two stages. During the first stage, ballots containing the names of all eligible for election are circulated to all regular faculty with a request to vote for as many members as need to be elected at a given time. Eligible for election are all regular faculty members. Excluded are the Head, those who will be on sabbatical leave for the subsequent year, and continuing members (who will be specifically mentioned on the ballot).

The second stage consists of a run-off election. The ballot will list the names of those receiving the highest number of votes in stage 1. The number of names appearing in the second ballot equals twice the number to be elected for a given committee at a given time. In case there are any ties with any names so selected, the faculty member(s) so tied shall also appear on the run-off ballot. The candidate(s) with the highest number of votes is (are) elected. If there are ties in the run-off election, the winner will be selected by lot.

In order to ensure that the Promotions, Appointments, Reappointments and Tenure Committee contain at least one woman each, the principle of plurality in the elections is modified as follows. If the names selected for the second ballot do not contain at least two women, the two women receiving the highest number of votes in stage 1 are included in the list in stage 2. If the list of winners from stage 2 does not include a woman, the male winner with the least number of votes is replaced by the woman with the highest number of votes.

The Department Manager and the Administrative Secretary will act as scrutineers for each election. Ballots should be returned to the Administrative Secretary. The ballots will be kept until counted in such a way as not to identify the person who cast the ballot. Ballots shall be counted jointly by the Administrative Secretary and the Department Manager who shall inform the Department Head of the overall results of the election.

Quorum on Departmental Committees:

The quorum at meetings of Departmental committees (excluding Social/Personality, and Clinical) shall be a majority of eligible members. For the purpose of establishing a quorum, the chair shall count as a member. For the Clinical, Social/Personality, and the Cognitive Neuroscience (COG-NEURO) Program Committees, there is not a fixed quorum.

Making Motions and Voting by Committee Chairs:

Committee members, but not the chair, are entitled to make motions. Should the chair wish to make a motion, the chair should invite a member to do so. The chair enjoys the same right as any other member to participate in discussion and vote on any issue.

Reporting to Department:

Each standing Committee must make a report to the Departmental Committee at least once a year normally during the final meeting of the year.

Members:

Membership in the Departmental Committee shall consist of the members of the academic staff of the Department of Psychology. Members of the academic staff are those who hold a term or tenured appointment as lecturer, assistant, associate or full professor, as defined in the Collective Agreement. As well, the Director of the Psychology Clinic shall also have full membership (rev. 2006).

There shall be two members elected annually each September from among the adjunct faculty and clinical supervisors appointed for that academic year. Adjunct and clinical supervisor elections to the Departmental Committee occur in two stages. During the first stage, letters shall be sent to all eligible members of the Department asking whether they are willing to stand for election.

If only two affirmative responses are received they will be declared elected by acclamation. If fewer than two members indicate their willingness to stand, all eligible members will be contacted, the situation will be explained, and they will be asked to reconsider whether they are willing to stand for election. If, after this, two or fewer members have indicated their willingness to stand election will be by acclamation, otherwise the position or positions will remain vacant for that academic year.

If more than two members indicate their willingness to stand, ballots shall be prepared with the names of those willing to serve. Ballots shall be sent to all adjunct and clinical supervisors for their vote. The candidates with the highest number of votes will be declared elected; if there are ties, the winner will be selected by lot.

The Department Manager and the Administrative Secretary will act as scrutineers for each election. Ballots should be returned to the Administrative Secretary. The ballots will be kept until counted in such a way as not to identify the person who cast the ballot. Ballots shall be counted jointly by the Administrative Secretary and the Department Manager who shall inform the Department Head of the overall results of the election.

One member of the support staff will be elected annually to the Departmental committee by support staff. There shall also be two graduate student members, elected annually by the Association of Graduate Students in Psychology (AGSIP), and two undergraduate student member selected by the Departmental Student Council (DSC).

Observers:

There is a category of observers with speaking (but not voting) privileges. These include postdoctoral fellows and visiting professors, those with cross and adjunct appointments and clinical supervisors (excepting those adjunct members or clinical supervisors who have been elected to serve as members of the Departmental Committee), professors emeritus and any other individual invited by the chair for a particular meeting.

Functions:

1. Approve changes and amendments to the rules and procedures of the Departmental Committee.

2. Approve all new proposals and changes in undergraduate and graduate courses, curricula and curriculum policy.

3. Approve terms of reference and policy of various committees.

4. Approve policy for admissions to undergraduate and graduate programs.

5. Approve long-term development plans for the Department.

6. Approve the undergraduate degree list and the major undergraduate awards.

7. Monitor the quality and effectiveness of academic programs.

Chair:

The Head of the Department shall act as chair of the Departmental Committee. In the absence of the Head, the Head shall make arrangements to designate a chair from the members of the Departmental Committee.

Secretary:

The Department Manager shall serve as Secretary of the Departmental Committee.

The Secretary shall:

1. Record the proceedings of the Departmental Meeting and shall circulate appropriately its agenda, minutes and reports.

2. Keep copies of official minutes in the office of the Department Manager.

3. Receive proxy votes and notice of motions.

4. Monitor the quorum.

Regular Meetings:

Regular meetings will normally be held at 3:30 p.m. on every third Thursday of each month during the academic year. Meetings may be held at different times in the period from April to June. There will not be regular meetings in July and August.

Special Meetings:

Special meetings can be called by the Head of the Department and must be called when requested in writing by at least 6 members.

Quorum:

One-third of the total number of members will constitute a quorum. Members of faculty on sabbatical leave will not normally count towards the total number of members, unless they are present at the meeting, when they will count both towards the total membership and towards the one-third necessary to establish the quorum. A quorum must be present when a question is called.

Visitors:

Visitors may be invited to attend meetings at the discretion of the Head of the Department and should be introduced at the commencement of the meeting.

Order of Business:

1. Approval of agenda.

2. Approval of minutes.

3. Remarks from the chair.

4. Business arising from the minutes.

5. Committee reports containing motions.

6. Other committee reports.

7. Other business.

Points of Order:

1. The chair may speak on points of order in preference to other members and shall decide on all questions of order.

2. When called upon to decide on a point of order or practice, the chair shall, if requested by any member of the meeting, state the rule applicable to the case; and where the rules governing the procedure do not cover the point of order or procedure raised, Bourinot's Rules of Order (in its most recent edition) shall be the authority and shall govern. The chair's ruling is not debatable and it is usually accepted. It may be challenged, however, on a duly seconded motion to dissent from the ruling of the chair. If such a motion receives majority support the chair's ruling is overturned.

Duration of Meetings:

Meetings will last no more than two hours unless two-thirds of the members present agree to continue for additional ½ hour periods.

Notice of Motion:

All motions shall be preceded by a Notice of Motion. The minimum notice consists of the motion appearing on the Agenda of the meeting. Notice of Motion at the meeting preceding that on which the motion will be called is encouraged for regular substantive motions, and required for motions to repeal and amend these Rules of Procedures. In order to appear on the agenda, motions must be submitted in writing to the Secretary four days before the meeting. Otherwise, the Departmental Committee shall not proceed with the motion except with the consent of two-thirds of the members present to suspend this rule. Procedural motions do not require Notice of Motion.

Action on Motions:

1. All motions of substance shall be in writing.

2. No question or motion shall be debated or put forth unless it has been seconded.

3. When the motion is seconded, it shall be stated by the chair before debate.

4. All motions may be debated except for a Motion to Adjourn.

Procedures:

1. The chair shall put all motions and amendments under discussion in reverse order to that in which they are moved.

2. When a motion is under debate, no motion shall be received unless:

   • to amend;

   • to refer to committee or to waive the rules of reference;

   • to postpone (table);

   • to adjourn.

3. Ordinarily no member shall speak more than once to the same question until all others have had a chance to speak once. Members may at any time, with the permission of the chair, explain a material part of their remarks which may have been misunderstood.

4. No rule governing the procedure of the Departmental Committee shall be suspended unless two-thirds of the members present shall consent thereto. Nor shall any rule be repealed or amended without Notice of Motion given during a previous meeting.

Method of Voting:

The method of voting used at the Departmental Meeting shall be by show of hands. When a vote or division is taken, any member may require that the numbers be recorded in the minutes.

Voting by Proxy:

It is, in general, desirable that members only vote on an issue after having heard the arguments on both sides of the question. However, there may be extraordinary circumstances in which a member wishes to cast a vote on an issue and can not be present at the meeting at which the issue is debated. When the member judges such circumstances to exist, the absent member may either designate a present member as a proxy or cast a vote in writing. Notice of either form of proxy by the absent member must be given in writing to the Secretary prior to the meeting. If a present member is designated as a proxy, then the proxy vote is valid at the discretion of the designate on the issue for which the proxy is given. The designate can not transfer the proxy to another member. If the proxy vote is in writing, it shall apply only to the original unamended motion. Proxy votes do not contribute to the quorum. This rule may not be suspended nor may it be altered except by notice of motion given in advance of the meeting.

Voting by the Chair:

The chair has no vote except to break a tie. The chair may not be designated as a proxy.

Decisions on Motions:

A motion shall be decided by a majority of those casting votes for or against (i.e. excluding abstentions). A simple majority shall decide all substantive motions. A two-thirds majority shall be required for the following cases:

• to waive notice of motion;

• to add items to the agenda;

• to suspend a rule;

• to repeal or amend the written rules of procedures.

Under certain circumstances, a matter may be deemed sufficiently important to require more wide-spread agreement than a simple majority. In that case, the rule specifying a simple majority to decide substantive motions can be suspended and replaced by a rule requiring a two-thirds majority. The motion to suspend the simple majority rule and replace it with a two-thirds majority rule would itself require a two-thirds majority.

Agenda:

1. The agenda for each meeting shall be prepared by the Secretary for approval by the Head. The Secretary shall make available a copy of the Agenda to each member of the Departmental Committee at least one day before the meeting.

2. Notice of regular meetings, together with a request for items for the Agenda shall be made available to the members at least one week before each meeting. Notice of special meetings, together with the Agenda, shall be in the hands of the members at least forty-eight hours before the meeting.

Minutes to be Circulated:

Minutes of any meeting shall be made available to all members of the Departmental Committee at least one week prior to the next meeting.

Confidential Material:

All reports on individual students are to be treated as confidential documents at all times. Student members of the Departmental Committee shall be asked to withdraw from the meeting during the discussion of such confidential material.

Membership:

1. Chair

2. All faculty involved in the program

3. Two Graduate Student representatives, chosen by AGSIP

Chair:

The chair is appointed by the Department Head for a period of three years.

Secretary:

The Graduate Studies Assistant acts as secretary.

Meetings and Procedures:

Meetings are held at least twice a year.

Terms of Reference:

Consider curriculum and related matters for the program's graduate program.

Membership:

Membership on the Clinical Program Committee shall be all academic staff who are currently affiliated with the Clinical Program as well as two elected clinical adjunct staff regularly teaching in the Clinical Program and two graduate student representatives from the Clinical Program, one MA and one PhD.

Terms of Reference:

1. Review the curriculum of the clinical training program and make recommendations to the Graduate Committee.

2. Consider issues related to accreditation.

3. Approve practicum and internship supervisors and settings.

4. Review standards and issues concerning supervision of clinical work.

5. Review issues related to student progress and evaluation in the Clinical Program.

Chair:

The Committee is chaired by the Chair of the Clinical Program, who is appointed by the Head of the Department for a three year term.

Secretary:

The Graduate Studies Assistant acts as secretary.

Meetings and Procedures:

Meetings should be held once every two months during the fall and winter terms. Committee decisions will be reported to the Graduate Committee and the Clinical Committee.

Membership:

1. Chair

2. PSYC 501 Chair. (Ex officio.)

3. PSYC 501 Member. (Ex officio.)

4. Faculty member

5. Graduate student

Terms of office are three years except for the graduate student member for who the term of office is one year. All members are appointed by the Head of Department except for the graduate student who is nominated by AGSIP. In the event that a member of the Committee has a conflict interest, a replacement will be appointed by the Head of Department.

Meetings:

As required.

Terms of reference:

1. To implement the University's ethic policies as determined by the General Research Ethics Board.

2. To examine all proposals originating within the Psychology Department for research involving human subjects.

3. To keep and safeguard records of all proposals submitted to it and all decisions made about the proposals.

4. To prepare and submit quarterly reports of all decisions to the General Research Ethics Board.

5. To educate members of the Department about the ethical concerns arising when conducting projects involving humans and strive to ensure that members of the unit conducting research with human subjects are aware of the ethics review process of the Department and of the University.

6. To perform Ethical Audits for previously approved research projects that extend beyond one year.

Procedures:

Every research proposal, whether funded or not, that involves humans must be reviewed by an ethics board and receive ethics approval. It is also a Departmental and University requirement that all student research, whether associated with a thesis or not, be conducted under the supervision of a faculty member.

The necessary forms including the Submission for Ethics Review and the Ethics Checklist are available at the University Research Services website.

The procedures for applying for ethics review vary depending on the origin of the proposal and are described below. The Psychology Ethics Review Board has the power to make decisions about some applications and recommendations to the General Ethics Review Board about others depending on the nature of the submission, the degree of risk posed to those involved, and the level of ethical concern associated with the proposal.

Membership:

1. Chair, Graduate Studies

2. Head of the Department or Delegate.

3. Chair, Social/Personality Program

4. Chair, Clinical Training Program

5. Chair, Cognitive Neuroscience Program

6. Clinical Practica Coordinator (only during admissions meetings.)

7. Two AGSIP representatives (for matters related to curriculum policy).

The committee members are appointed by the Head and the term is usually for 3 years.

Secretary:

The Graduate Studies Assistant acts as secretary to the Committee.

Meetings and Procedures:

The committee meets as required.

Terms of Reference:

1. Make recommendations to the Department on graduate admissions policy.

2. Select applicants to be recommended to the School of Graduate Studies for admission to the graduate program, or as qualifying, or special students.

3. Monitor student progress according to departmental guidelines on satisfactory progress.

4. Study and make recommendations to the Department on policy and practice regarding graduate studies including curriculum, examinations and student progress.

5. Approve substantial requests for departmental funding of graduate student research.

Membership:

Four faculty members, one from each program, and the Head of Department. Each member is elected annually by the members of each of the four programs. The principle of election by plurality is modified, according to procedures described above, to ensure at least one female member on the committee.

Chair:

The Head of the Department chairs the Committee.

Meetings and Procedures:

Each member of the Merit Committee examines the Report to the Dean submitted by every departmental faculty member. The committee member then completes a "Performance Appraisal Form" as supplied by the Dean for each colleague. The Department Head collates the ratings given by the member of the committee and then completes his/her own appraisal for submission to the Dean.

In addition, each member of the committee assigns "merit points" to each colleague. The merit points assigned to Department members must average to 100. The Department Head takes the average of the merit points assigned by the committee as advice and makes his/her own recommendation to the Dean.

Terms of Reference:

Make recommendations to the Department Head regarding performance appraisal and merit award for departmental faculty.

Secretary: Administrative Secretary to the Head

Membership:

1. Coordinator, Graduate Studies.

2. Chair, Cognitive Neuroscience Program Committee.

3. Chair, Clinical Training Program Committee.

4. Chair, Social/Personality Program Committee.

5. Space Officer.

6. Associate Head.

7. Chair, Undergraduate Studies Committee.

The term of office is co-extensive with the term as chair of the respective committee.

Chair:

Department Head.

Secretary:

Department Manager.

Meeting and Procedures:

To meet monthly or when necessary.

Terms of Reference:

1. Advise the Head on priorities and budget matters, academic programs, staffing plans and other departmental matters.

2. Prepare development plans for adoption by the Department.

3. Review the Departmental Rules and Procedures, organization and policies and propose amendments and additions if necessary.

See the Collective Agreement for Information on Personnel Committee, Procedures for Personnel Decisions (Article 24), Promotion (Article 30), Equity (Article 24) and Tenure/Continuing Appointment (Article 30).

Please find full details at the Queen’s University Faculty Association website

Definition:

The Department of Psychology Animal Advisory Group is the planning and advisory committee to the Head of Department regarding the Animal Care operation in Humphrey Hall.

Composition:

The Head of the Department of Psychology appoints the chair of the Animal Advisory Group (AAG). All animal user(s) will be members of the AAG. Depending on the issues at hand, or at the discretion of the Chair, additional members may be appointed to form subcommittees for dealing with specific issues. One graduate student, (normally supervised by an animal user) will be designated to serve on the AAG. The Psychology Animal Health Technician will serve as Secretary to the AAG. The Facility Manager, the University Veterinarian, and the Departmental UACC Representative are ex officio members of the AAG.

Meeting Schedule and Format:

The AAG meets a minimum of four times per year at the call of the Chair. Additional meetings can be requested by any member of the committee by writing to the Chair of the AAG. Minutes of the meetings are circulated within 10 days of a meeting to all members of the AAG.

Mandate:

The responsibilities of the Psychology AAG include but are not limited to advice on:

• Space allocation and usage

• Budgets
  • Operational costs
  • Investments
  • Contingency

• Planned maintenance and infrastructure

• Response to regulatory issues

• Response to user input

Membership:

1. Head of Department

2. Space Allocation Officer.

3. Department Manager.

4. One representative from the AAG Committee when issues regarding Humphrey 4th floor arise.

Secretary:

The Department Manager shall act as the secretary.

Meetings and Procedures:

The Space Committee shall meet at least once a year to review the state of Space and Services in the Department. Other meetings can be scheduled as the need arises.

Terms of Reference:

1. Set policy regarding the use of all space allocated to the Department.

2. Establish procedures, based on policy, by which space may be allocated for individual use.

3. Consider future requirements for space and services, and to recommend necessary change.

Membership:

1. Chair of Undergraduate Studies (chair).

2. Head of Department ex officio or delegate.

3. Current Academic Advisers (3-4).

4. Four undergraduate students representing each year of the program.

The faculty members are the honours adviser and academic adviser appointed by the Head of the Department. The four undergraduate students are selected by the DSC. Normally each of these students "represents" a different year of the program. The Chair of Undergraduate Studies and the other committee members serve for three year terms but may be reappointed. The undergraduate student members of the Committee serve for one year.

Chair:

The Committee is chaired by the Chair of Undergraduate Studies.

Secretary:

The Undergraduate Studies Assistant acts as secretary.

Meetings and Procedures:

The Committee meets monthly or as required during the academic year.

Terms of Reference:

Review and recommend changes to the Department in:

• Undergraduate psychology courses and curricula
• Undergraduate academic standards
• Evaluation of teaching and courses