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Authority, Rules & Procedures Handbook

A. Introduction

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The Rules and Procedure of Faculty Board and resolutions to constitute a constellation of Standing Committees and Delegations of Faculty Board were drafted in 1970 and approved at a Special Meeting of Faculty Board on January 9, 1971 arising from a Dean’s Committee on Committees. Amendments to terms of reference of committees, and new committees have been established from time to time, these changes are incorporated into this document, as the changes become official.

Basic Principles:

  1. The Faculty Board is pre-eminent in academic affairs of the Faculty of Health Sciences, subject only to the authority of the Senate as authorized by the Board of Trustees in 1913 and changes since then on the recommendation of Senate. Faculty Board must therefore be privy to matters of academic concern in order to exercise its responsibility for the formation of academic policy and to make decisions affecting the academic work of its members. Faculty Board may choose to delegate certain functions to committees, if it believes that a committee would be more competent to reach a first and final decision, but such decisions are to be reported to Faculty Board.
  1. The Dean derives their authority to administer the affairs of the Faculty from the Board of Trustees on the recommendation of the Principal, and on academic matters or other policy issues regularly seeks the advice and support of Faculty Board.
  1. Committees of Faculty Board are subject to direction by the Board, and report to Board regularly or as required, and are responsible within the stated terms of reference, which may be amended by Board from time to time.
  1. Committees should be small in number, the membership by election or appointed by the Dean or delegate as stated, should change regularly by stages, and should reflect the views of a broad segment of the Faculty of Health Sciences through consultation. Membership on committees is encouraged, towards promoting broad participation in Faculty affairs.
  1. The Faculty Board is pre-eminent in academic affairs of the Faculty of Health Sciences, subject only to the authority of the Senate as authorized by the Board of Trustees in 1913 and changes since then on the recommendation of Senate. Faculty Board must therefore be privy to matters of academic concern in order to exercise its responsibility for the formation of academic policy and to make decisions affecting the academic work of its members. Faculty Board may choose to delegate certain functions to committees, if it believes that a committee would be more competent to reach a first and final decision, but such decisions are to be reported to Faculty Board.
  1. The Dean derives their authority to administer the affairs of the Faculty from the Board of Trustees on the recommendation of the Principal, and on academic matters or other policy issues regularly seeks the advice and support of Faculty Board.
  1. Committees of Faculty Board are subject to direction by the Board, and report to Board regularly or as required, and are responsible within the stated terms of reference, which may be amended by Board from time to time.
  1. Committees should be small in number, the membership by election or appointed by the Dean or delegate as stated, should change regularly by stages, and should reflect the views of a broad segment of the Faculty of Health Sciences through consultation. Membership on committees is encouraged, towards promoting broad participation in Faculty affairs.

Note: Unless otherwise specified reference “Faculty” or “Faculty of Health Sciences” includes the Schools of Medicine, Nursing and Rehabilitation Therapy and reference to “faculty&rdquo includes members in Medicine, Nursing and Rehabilitation Therapy

B. Faculty Board - Draft

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For the Faculty of Health Sciences, the members of Faculty Board are the Professors, Associate Professors, Assistant Professors, Lecturers, and Professor Emeritus who have a full-time or Adjunct 1 appointment in the Faculty of Health Sciences. Also the Presidentand a Vice-President of the Aesculapian Societythe Rehabilitation Therapy Student Society and the Nursing Society; the Student Senators representing the Schools of Medicine, Rehabilitation Therapy, and Nursing. The Presidents or a representative of each year class in Medicine, Nursing and Rehabilitation Therapy (MScOT, MScPT); and two representatives of the medical postgraduate students registered in the Facultyas well as two representatives of Queen's University Staff Association and the Chief Librarian of Bracken Library. The Principal is an ex-officio member of the Faculty Board.

The members of Faculty Board for the Faculty of Health Sciences have power to meet as a separate Board and to administer the affairs of the Faculty under such regulations as the Board of Trustees may prescribe. (Queen's University at Kingston, A Consolidation of the Laws Constituting and Governing the University, October, 1963.)

The Board is responsible for deciding all academic policies and regulations but may delegate certain on going function to committees that may be more efficient and appropriate. “*”

The functions of the Board are:

  1. To recommend to the Senate programs of study leading to a degree, and the conditions of admission.
  2. To decide upon requirements for admission or for change of program, subject to the academic regulations of the Senate.
  3. To submit to the Senate names for both ordinary and honorary degrees.
  4. To arrange for the time-tabling of classes, conducting of examinations, and for the editing of the calendar, subject to the approval of the Senate*.
  5. To control registration, subject to the approval of the Senate*.
  6. To deal with class failures*.
  7. To exercise academic supervision over students*.
  8. To award Faculty Scholarships, Medals, and Prizes*.
  9. To pass such regulations and by-laws as may be necessary for the exercise of the functions of the Faculty.
  10. To review its membership, terms of reference and policies every three years or as necessary.

The Faculty shall elect as Chair a member of the Faculty. Election shall be made from names presented by the Nominating and Procedures Committee and will rotate between the three schools. The Chair shall serve for three calendar years. In the absence of the Chair, the Chair and Secretary shall invite a senior member of the Faculty to preside. Duties are: to preside at Faculty Board meetings and assist the Secretary and Dean in preparation of the agenda.

The duties of Secretary shall be performed by a person or persons appointed by the Dean for a period of years to be determined by the Dean. The Secretary shall serve as Secretary to Faculty Board, and will chair the Nominating and Procedures Committee and may attend but shall not be a member of the other committees of Faculty Board. It shall be the duty of the Secretary to:

  1. Be responsible for supervising the proceedings of Faculty Board, and the Nominating and Procedures Committee, and to advise on the proceedings of the other Committees of Faculty Board.
  2. Arrange for contacting, at the direction of the Nominating and Procedures Committee, potential nominees in order to determine their willingness to stand for the elective positions within the jurisdiction of Faculty Board.
  3. Ensure maintenance of a current list of those eligible for membership in Faculty Board.
  4. Be a member of the Faculty Board Executive Committee.

The Dean will appoint a staff member from the Faculty Office to provide administrative support for Faculty Board and the Chair. It shall be the duty of the administrator to:

  1. Ensure circulation of the agenda, minutes, reports and resolutions of Faculty Board, and, if necessarytransmittal to the Secretary of the Senate.
  2. Maintain an official and permanent record of all agenda, minutes, reports, resolutions, and like documents of Faculty Board.
  3. Ensure that a current copy of the Rule and Procedure for Faculty Board are available on the website.

Regular Meetings

The regular meeting of Faculty Board shall be held on the first Thursday of the month of February, at 1630 hours (4:30 p.m.), unless otherwise ordered by the Dean.

Special Meetings

The Chair of Faculty Board, may call for additional meeting(s) to deal with substantive issues that impact upon the entire Faculty that may not be School specific.

The Chair of Faculty Board, in consultation with the Dean, will call a special meeting of Board to discuss a specific issue on condition that a significant number of faculty (25) have written the Dean requesting a meeting of Board.

Duration of Meetings

No meeting shall exceed ninety minutes duration unless two-thirds of the members present agree to a continuation of the meeting. If a meeting is not continued, a special meeting may be summoned within ten days of the discontinued meeting in order to complete the agenda.

Attendance

  1. Regular attendance shall be expected of the members of Faculty Board and normally speaking shall be restricted to the members.
  2. At the Chairperson's discretion visitors may be invited to the meeting of Faculty Board; visitors may speak only at the invitation of the Chairperson, and may not vote.

Quorum

Twenty-five members of Faculty Board shall constitute a quorum at regular meetings of Faculty Board.

Agenda

The agenda shall be prepared by the Chairperson and the Dean and shall include notices of motion given at the previous meeting of Faculty Board. The Chairperson shall distribute the agenda by electronic mail to each member of Faculty Board at least 48 hours before the forthcoming meeting.

Minutes

Minutes of a regular meeting shall be circulated to all members of Faculty Board at least 48 hours before the next regular meeting. Minutes in whole or part may be distributed to those who are not members of Faculty Board, at the discretion of the Chair or the Dean.

Confidential Material

  1. All material contained in minutes, reports, or agenda which is declared to be confidential by the Chairperson shall be so marked and is to be treated as confidential material at all times.
  2. All Members serving on Faculty Board shall maintain confidentiality on the academic progress of individual students or similar matters.
  3. All members of Faculty Board must declare conflicts of interest regarding issues under consideration.

Reports

Copies of all reports of Committees and Delegations shall accompany the agenda of the relevant meeting. Otherwise a report shall not be considered except by consent of two- thirds of the members of Faculty Board present.

Question Period

At each regular meeting there shall be a question period which shall not exceed fifteen minutes. Notice of questions requiring detailed information to be given in answer shall normally be submitted in writing to the Chair at least 24 hours prior to the meeting at which the questions will be asked.

Rules of Order and Procedure

  1. Unless otherwise specified in the Rules of Procedure for the Faculty of Health Sciences, those rules of order and procedure in the current Rules of *Procedure of the Senate of Queen's University which the Chairperson rules applicable to Faculty Board shall prevail.
    * at present Bourinot Rules. If points of order are raised which are not covered by Bourinot, reference shall be made to Beauchesne's Rules and Forms of the House of Commons of Canada, in its most recent edition, and in that event Beauchesne shall govern.
  2. Any rule governing the procedure of Faculty Board may be suspended if two-thirds of the members present consent to such suspension.
  3. Any rule governing the procedure of Faculty Board or governing the composition or functions of the Committees of Faculty Board may be repealed or amended provided that a notice of motion has been given via email to the Chair prior to the meeting in February and will be voted on at the meeting. Prior to decision at Faculty Board all motions regarding rules of governance or procedure must be reviewed by the Nominating and Procedures Committee.

Notice of Motion

All motions and resolutions of substance shall be preceded by a notice of motion given during the previous meeting or submitted in writing to the Chair in time to be included in the agenda circulated before the meeting at which the motion is to be considered. Motions not preceded by a notice of motion shall be proceeded with only if two-thirds of the members of Faculty Board present give consent.

Action on Motions

All motions of substance shall be in writing and shall be seconded; they shall be stated clearly by the Chairperson before debate and again before being put to a vote. Motions of substance may be subject to prior review by Academic Councils of School of Medicine, School of Nursing or School of Rehabilitation Therapy and when proposed in Faculty Board, may be referred to Committee, in which case the Secretary shall inform Faculty Board of the state of such motions until they have been reported.

Procedure

  1. The Chairperson shall put all motions and amendments under discussion in reverse order to that in which they are moved.
  2. When a motion is under discussion, no motion shall be received unless, (a) to amend, (b) to refer to Committee, (c) to postpone, or, (d) to adjourn.
  3. Ordinarily no member shall speak more than once or for longer than ten minutes to the same question except to explain, with the permission of the Chairperson, a material part of his/her remarks which may have been misunderstood. The mover shall have the right to speak a second time after all others who choose to speak have spoken.

Voting

Voting shall normally be by show of hands, no tally being kept unless ordered by the Chairperson. The Chairperson may direct that a vote be taken by a standing count or by written ballot.

Definition and Procedure

Faculty Board may, on a motion not requiring notice of motion, form itself into a Committee of the whole body to consider a specified subject. A motion made in Committee of the whole need not be seconded and any member may speak more than once on any question provided that all others who choose to speak have had an opportunity to do so. The Chairperson shall report consideration of the referred subject to Faculty Board.

C. Faculty Board Executive Committee Draft

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Membership is comprised of the Director’s, or their delegate, of the Schools of Medicine, Nursing and Rehabilitation Therapy; one student representative, or their delegate, from each of the three Schools, the Chair of Faculty Board, and the Secretary to Board will serve as Secretary to Executive.

Meetings of the Executive Committee will occur biannually, or as required.

  • An agenda and attachments will be forwarded to all Board Executive members prior to the meeting of Executive. 
  • Minutes will be kept of all meetings of Executive. 
  • The agenda, attachments, and minutes will be posted on the Faculty Board website for all faculty, staff and students to view. 
  • The Committee may invite visitors to attend if it is felt that their attendance would help in the deliberations of the Committee. 

Acting upon the delegated authority of Faculty Board, Faculty Board Executive can consider: 

  1. Any itemapproved by the Academic Council of Medicine, Nursing, Rehabilitation Therapy or Graduate Council. 
  2. Any itemsof anemergency nature that requires a time sensitive decision of Faculty Board.

D. Committees and Delegations Draft

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A Committee is bound by its terms of reference. Express permission by motion of Faculty Board is required for a Committee to reduce or extend an enquiry beyond the terms of reference provided by Faculty Board.

A Delegation shall comprise those individuals elected or appointed to represent the Faculty of Health Sciences in any capacity and particularly on Committees, Councils and other groups which contain representation from other Faculties/Schools or groups as well as the Faculty of Health Sciences and which do not report in the first instance to Faculty Board of the Faculty of Health Sciences.

Unless otherwise provided, the Dean shall appoint the chairperson of each Committee or Delegation from the membership after consultation with the Nominating and Procedures Committee. Normally, a chairperson shall serve for a one-year term and shall be eligible for re-appointment.

Secretarial support shall be provided by the appropriate office. 

Normally each member of Faculty Board shall be eligible to serve as an elected member on no more than two Faculty of Health Sciences Committees or Delegations. Normally each member shall serve no more than two consecutive terms on a particular Committee or Delegation.

  1. Standing Committees are formed to recommend on recurring business of direct concern to Faculty Board and to report such recommendations to Faculty Board. Reports on activity from July 1 to June 30 are due to Faculty Board Executive October 1st.
  2. Standing Delegations are formed to represent the Faculty on Committees and other groups serving to recommend on recurring business of concern to the Faculty of Health Sciences as one of several groups together forming a wider constituency; Standing Delegations shall report to and request direction of Faculty Board as circumstances warrant and in any case not less than annually.
  3. Standing Committees and Delegations are established, and their membership and terms of reference determined, by resolution of Faculty Board; the membership shall change progressively and each Standing Committee or Delegation shall serve continuously.
  4. Standing committees are to review their membership, terms of reference, rules and policies as necessary and at least every three years, and to advise Faculty Board (through the Secretary) the results of the review.

Special Committees and Delegations are formed to deal with specific questions originating in Faculty Board in the case of Committees, and asked of Faculty Board in the case of Delegations. A special Delegation may also represent the Faculty on a specific occasion or to report on a particular topic. A special Committee or Delegation is formed to report within a specified period not to exceed six months unless specifically extended by motion of Faculty Board; its membership and terms of reference are determined by resolution of Faculty Board.

Unless otherwise provided, Committees of Faculty Board may establish Subcommittees and may co-opt to them members not on the present Committees.

The administrative support for the Nominating and Procedures Committee shall provide the Secretary with a report of vacancies to all Standing Committees and Delegations and the Senate (other than Senators elected by students) by February. The Secretary will contact all individuals eligible for reappointment to access their willingness to server another term. A call for nominations to vacant positions will be circulated to all faculty members. The Nominating and Procedures Committee Student members shall be elected or appointed under the auspices of the Aesculapian, Nursing Science and Rehabilitation Therapy Societies

Wherever a regular member of a Committee resigns or is unable to participate in the affairs of the Committee in a continuing manner, for whatever reason, the member shall be replaced by another member to complete the term of appointment.

One-half of the membership plus the Chair of a Committee shall constitute a quorum except at times other than during the academic term when one-half of the number of members of Faculty on a Committee shall constitute a quorum.

  1. A Committee may, by its own decision, have closed or open meetings. In the case of closed meetings, only those who are elected or appointed or ex officio member, or are authorized to attend under the rule of procedure, or those who are specifically invited by the Chairperson, may attend
  2. All Committees and Delegations may receive, directly or through the Secretary of Faculty Board, written submissions from members of Faculty and students.

E. Animal Care TOR

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The Queen’s University Animal Care Committee (UACC) was originally established in 1971 pursuant to the Animals for Research Act, 1968-69 and Regulations 1971, and its Terms of Reference were published in the Queen’s Gazette, Volume 3, No. 20 (June 9, 1971). The Terms of Reference were amended in 1980 to reflect a change in administrative responsibility to the Dean of the Faculty of Health Sciences. The Terms of Reference reflecting this change were published in the Queen’s Gazette, Volume 12, No. 23 (June 10, 1980). The Terms of Reference were subsequently revised in September 1993, September 1997, August 2000, November 2003, and March 2005 (to revise the Committee’s Appeals Process), September 2006 (to reflect the revised CCAC policy statement on: the Terms of Reference for Animal Care Committees.), January 2008 (to revise membership terms and quorum), February 2009 (to revise membership terms), August 2010 (to revise the protocol renewal review process); January 2013 (to include university sanctioned events involving live animals and clarify the role of the quality assurance program and QA Coordinator); June 2015 (to reduce biology representation supporting the Faculty of Arts & Science from two to one and to change the process regarding level D protocol renewal reviews) and in September 2015 to provide direct links to existing UACC policies where appropriate; to further emphasize the communication lines between the UACC and the Senior Administration and to clarify the areas covered in the Policies and Procedures of the UACC document (as per the recommendation of the CCAC). The current terms were revised in June 2016 to reduce Faculty of Health Sciences representation from six to four. These Terms of Reference are subject to review every three years.

The office of the University Animal Care Committee is a service oriented office, reporting to the Vice Principal, Research which strives to provide leadership and to support and encourage the highest standards of animal welfare regarding the use of animals in research, teaching, testing and events or demonstrations sanctioned by the University.

Objectives:

  1. To assure that the use of animals at Queen’s University follows all guidelines and legislation of the Animals for Research Act (Ontario). And to assure that the welfare of the animals in their procurement, care, and use be of the highest ethical standards, as defined by the Canadian Council on Animal Care.
  2. To teach and promote the ethical use and management of animals in research, by providing training opportunities to personnel engaged in the care and research of animals.
  3. To encourage good communication between the investigators and instructors at Queen’s University and the University Animal Care Committee and to work with investigators and instructors to create a research and teaching environment that promotes animal welfare.
  4. To work with the Canadian Council on Animal Care (CCAC) and the Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) to assure that all animal care facilities meet or exceed all guidelines and legislation, and to report accurate numbers of animals used in research and teaching to these agencies.

The University Animal Care Committee shall consist of the following:

  • A Chairperson who shall be appointed by the Principal on the advice of the Vice-Principal, Research. The Chair shall not be directly involved in the management of the animal care facilities, nor be the consulting veterinarian for Queen’s University nor be involved in the preparation of a significant number of the protocols to be reviewed by the UACC, in order to avoid potential conflicts of interest.
  • An ex-officio UACC Coordinator to be provided by the Vice Principal, Research.
  • Four members of the Faculty of Health Sciences, elected by the Faculty Board, supporting a range of research fields and models.
  • At least two members of the Faculty of Arts and Science, including one from the Department of Psychology and one from the Department of Biology, selected by the respective Department Heads.
  • Four members-at-large and/or representatives of other Faculties, Groups, or Institutions as may be appointed by the Principal on the advice of the Vice-Principal, Research. At least one shall be an institutional non-animal user. At least one shall be a member of the community having no conflicting affiliation with the University and who is not involved in animal use for research, teaching or testing thus compromising their role.
  • One member representing technical staff (an animal care technician, or animal research technician).
  • Ex-officio members consisting of the Director of Veterinary Services; the Director of Environmental Health & Safety (or delegate); and a representative of the Vice-Principal, Research; and at least one animal facility manager. Exofficio members shall be voting members.
  • At least one graduate student appointed in consultation with the Graduate Student Society.

    3.1 Members shall take all reasonable efforts to protect the confidentiality of the nature and purpose of the research it oversees except in the case of documented willful or repeated neglect of responsibilities.

    3.2 Members serve for a period of three years (unless otherwise stated in their appointment letter) and may be reappointed for a second term (no more than 6 consecutive years).

    3.3 A quorum is established when 50% of members, including at least 2 animal using faculty members excluding the Chair, at least one community member, and the University Veterinarian (or delegate) are present. Decisions are made by consensus. Meetings shall be scheduled on a monthly basis at times that are convenient for all members, especially community representatives.

    3.4 Appeals of negative decisions made by the UACC may be made according to the procedure outlined in the Policies and Procedures document of the UACC.

The University Animal Care Committee (UACC) is an animal ethics committee reporting to the Principal through the Vice Principal, Research, which is mandated by the Animals for Research Act (OMAFRA), and the Canadian Council on Animal Care (CCAC). The UACC has the authority, on behalf of the Vice Principal, Research who is responsible for animal care and use for the institution, to:

  1. Stop any objectionable procedure if it considers that unnecessary distress or pain is being experienced by an animal.
  2. Stop immediately any use of animals, which deviates from the approved use, any non-approved procedure, or any procedure causing unforeseen pain or distress to the animals.
  3. Have an animal killed humanely if pain or distress caused to the animal is not part of the approved protocol and cannot be alleviated.

4.1) The Chair of the UACC and the Veterinarian(s) must have access at all times to all areas where animals are or may be held or used.

4.2) The UACC in conjunction with the Quality Assurance/Training Coordinator is responsible for determining and working to correct breaches of compliance with approved animal use protocols and standard operating procedures (SOPs). Breaches of compliance that cannot be corrected by the UACC working with the concerned animal users, the Veterinarian, Quality Assurance /Training Coordinator and animal care staff must be referred to the Senior Administration (Vice Principal, Research), who must inform all members of the animal care and use program about sanctions that will be taken by the administration in the event of serious breaches of compliance. Please see the UACC Policy on the Quality Assurance Program at Queen’s for more information.

4.3) The UACC recognizes that the University Veterinarian is often the major operational figure in the work of the UACC. Therefore, the UACC delegates to the University Veterinarian the ongoing authority to act on behalf of the institution and the UACC to ensure proper care and treatment of animals, and is given the authority to intervene whenever necessary. The University Veterinarian will advise the UACC of emergency actions taken on its behalf.

As detailed in the CCAC’s Terms of Reference for Animal Care Committees (Revised March 2006), it is the responsibility of the UACC to:

  1. Ensure that no research or testing project or teaching program (including field studies) involving animals be commenced without prior UACC approval of an animal use protocol (AUP); further to this, that no animals be acquired or used before such approval. This includes work carried out by all members of Queen’s University who use animals for research, teaching or testing. Therefore, a Queen’s researcher who wishes to carry out animal based work within a host institution’s facilities must first submit an animal use protocol to the UACC. The UACC can then review and approve the protocol in principle, conditional to the approval of the protocol by the host institution’s ACC. The host institution’s ACC must approve the protocol before the protocol can begin, and normally before animals are acquired. The UACC must be informed of the host institution’s decision and of any relevant conditions or details accompanying the decision. Researchers from other institutions who apply to use the Queen’s University Biological Station (QUBS) or another Queen’s animal care facility must provide the UACC with copies of their approved protocols (by home institution) for review and approval by the UACC. See the UACC Policy on Research Involving Two or More Institutions.
  2. Ensure that no animals be held for display or breeding purposes, or for eventual use in research, teaching or testing projects, without prior UACC approval of an animal use protocol (AUP), except where current CCAC guidelines provide for exemptions. The UACC should also be aware of other animal based activities, such as commercial or recreational activities, within the institution and should work with the persons responsible for these activities to ensure that animal care and use is undertaken according to appropriate procedures. See the UACC Policy on Activities Involving Live Animals - Including Demonstration.
  3. Require all animal users to complete an animal use protocol (AUP) form detailing the research at hand. To facilitate the work of both protocol authors and UACC members, appropriate SOPs should be referred to as much as possible. Approved protocols and SOPs should be readily available in the areas where animal based work is taking place.
  4. Ensure that each research project has been found to have scientific merit through independent peer review before approving the project. See the UACC Policy on Ensuring Scientific Merit of UACC Protocols.
  5. Review and assess all animal use protocols, and, where necessary, require further supportive information from the investigator/teacher or meet with the investigator/teacher to ensure that all members of the Committee understand the procedures to be used on the animal. The Committee must also ensure that all procedures comply with CCAC guidelines, and, if at variance with those guidelines, require justification for the variance on scientific grounds.
  6. Ensure that animal users update their protocols with any modifications they intend to make and approve any modifications to a protocol by formal amendment before they are implemented. Amendments will be classified as administrative, minor or major. See the UACC Policy on Protocol Amendments for full definitions and procedural descriptions.
  7. Review all protocols annually, i.e., within a year of commencement of the project. Annual renewals with a stress level of B-D will be assigned to the UACC Subcommittee for review. The actions of the UACC Subcommittee will be presented monthly to all Committee members in a Subcommittee Review Report. This report will be reviewed and approved by the UACC therefore granting full committee approval of these renewals.
    1. The submission of a new protocol after a maximum of three consecutive renewals is required.
  8. Document all UACC discussions and decisions in the Committee minutes and on attachments to the protocol forms. UACC minutes will be made readily available to all members of the UACC and to the senior administration responsible for animal care and use.
  9. Define an institutional appeal mechanism that can be used by the author of a protocol in the event that animal use is not approved by the UACC.
  10. Ensure that all animal users have the opportunity to become familiar with the CCAC's Guide and the CCAC policy statement on: ethics of animal investigation and all other CCAC guidelines and policy statements, federal, provincial or municipal statutes that may apply, as well as institutional requirement.
  11. Ensure appropriate care of animals in all stages of their life and in all experimental situations. Veterinary care must be available.
  12. Establish procedures, commensurate with current veterinary standards, to ensure that:
    1. unnecessary pain or distress is avoided, and animal stress and injuries are avoided, whether during transfers of animals or in their normal quarters;
    2. anesthesia and analgesia are properly and effectively used; the only exception to this may be when agents must be withheld as a scientifically justified requirement of the study, and that this has been approved by the UACC. Painful studies requiring exemption from the use of either anesthetics or analgesia must be subject to particular scrutiny, not only prior to approval, but also during the experiment;
    3. appropriate postoperative care is provided;
    4. all due consideration is given to animal welfare, including environmental enrichment.
  13. Ensure that policies to provide for a system of animal care that will meet the needs of the institution are established and implemented, and include:
    1. the requirement that all animal care and animal experimentation are conducted according to CCAC guidelines and policies, and to federal, provincial and institutional regulations that may be in effect;
    2. ensuring adequate animal care and management of the animal facilities, in particular by verifying that there is a person clearly designated to be in charge of animal care and management of the animal facilities, who should be a member of the UACC, and who should keep the other UACC members updated on the activities within the animal facilities;
    3. the training and qualifications of animal users and animal care personnel; veterinarians and animal care staff (see the UACC Policy on Animal User Training);
    4. an occupational health and safety program for those involved in animal care and use, in collaboration with the institutional authorities on occupational health and safety, that will appropriately protect all those who may be affected by animal based work;
    5. standards of husbandry, facilities and equipment;
    6. standard operating procedures (SOPs) for all activities and procedures that involve animals, including animal care and facility management SOP’s (typically produced by the veterinary and animal care staff), and animal use SOP’s (typically produced by animal users, in collaboration with veterinary/animal care staff as needed); the UACC should receive all SOP’s and ensure that all necessary SOP’s are produced and regularly reviewed;
    7. procedures for euthanasia (see the UACC Policy on Euthanasia of Animals Used in Science).
  14. Encourage the use of pilot studies with few animals when new approaches, methods, or products are being tried, before approving new, large scale protocols. Ensure that animal users report on the results of any pilot studies, no matter whether they wish to pursue the study immediately or not, in order to preserve important data on various approaches to animal based studies, whether they work well or not.
  15. In the case of projects involving proprietary or patentable research or testing, ensure that as much information as possible is provided to the UACC in terms of what effects to expect on animal health and welfare, and insist on close monitoring of animals.

In addition, the University Animal Care Committee:

Must regularly review:

  1. Its Terms of Reference to meet new CCAC policies or guidelines and changing needs within the institution, the scientific community, the animal welfare community and society as a whole, and expand its Terms of Reference to meet the requirements of each institution;
  2. the security of the animals and research facilities;
  3. standard operating procedures and institutional animal care and use policies;
  4. policies and procedures for monitoring animal care and experimental procedures within the institution.

6.1) Must maintain liaison with the CCAC Secretariat.

6.2) Should consult with and identify the needs of teaching departments and investigators for healthy animals and for good quality animal care, and advise on policies appropriate to those needs.

6.3) Should undertake site visits of animal care facilities and experimental laboratories within the institution at least once a year and document these visits through the Committee minutes or written reports. (See the UACC Policy on Facility Tours and the UACC Policy on Laboratory Tours)

6.4) Should make recommendations concerning the physical facilities, standards of care, principles of operation, and funding of University Animal Care Services.

6.5) Should advise on major changes in the range and type of services provided by University Animal Care Services.

6.6) Must submit complete and accurate animal use information in the CCAC Animal Use Data Form (AUDF) format for all protocols annually (animal use information for each calendar year must be submitted by March 31 of the following year) and also in pre-assessment documentation.

6.7) Must develop a crisis management program for the animal facilities and for the animal care and use program, in conjunction with any general institutional crisis management plan(s).

6.8) Should be open to developing and maintaining communication with animal welfare organizations.

6.9) Should be prepared to cope with criticism, which may develop from time to time.

Please refer to the Policies and Procedures of the University Animal Care Committee for full details on:

  • Procedures for the Use of Animals;
  • Procedures of the Animal Care Committee;
  • Protocol Review Process in Topaz Elements;
  • Pilot Projects;
  • Interim Approval;
  • Appeal Mechanism;
  • Conflict of Interest;
  • Confidentiality

F. CPD TOR Advisory Committee

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The CPD Advisory Committee advises Faculty Board and the Associate Dean, Professional Development on the operation and direction of the Office of Professional Development and Educational Scholarship, including recommending policies and practices guiding the Office’s operation related to continuing professional development in the health sciences.

  1. Advise on the development and monitoring of an appropriate mission, vision and strategic plan for the Office
  2. Ensure CPD activities, initiatives, and partnerships of the Office are consistent with its stated Mission and Vision, the Vision of the FHS, and the Missions of the Schools of Medicine, Rehabilitation Therapy, and Nursing
  3. Advise on the development of policies that:
    1. Ensure an effective organizational structure of the Office for the provision of high quality continuing education for health professionals
    2. Ensure sound, sustainable, ethical, and fiscal arrangements exist between the Office and its partners
    3. Ensure that the Office supports and enhances the quality of care provided by health professionals through educational and scholarly initiatives that are based on inclusive approaches and sound research, pedagogical and evidence-based principles
    4. Ensure that appropriate partnerships exist between OPDES and key educational partners and stakeholders
  4. Advise on the necessary requirements to ensure that Queen’s University meets the accreditation standards of the Committee on Accreditation of Continuing Medical Education (CACME), and to advise on ways OPDES can ensure programming is meeting the needs of health professionals
  5. As appropriate, help dessiminate news of events and initiatives
  6. Report to Faculty Board at least annually

Membership of the Continuing Professional Development Advisory Committee will represent a broad spectrum of stakeholders with the necessary knowledge and skill to effectively fulfill the duties of the Committee.

  • Members will ordinarily serve for a 3 year term, staggered for continuity, and renewable
  • The Committee will be chaired by the Associate Dean, Professional Development
  • The Chair may invite guests necessary to the conduct of the meeting
  • A member of the Office’s staff will act as secretary to the Committee

Appointed by Faculty Board:

  • Three faculty representatives from Clinical departments in the School of Medicine
  • One faculty member from the School of Nursing
  • One faculty member from the School of Rehabilitation Therapy
  • Three community-based practitioners from the regulated health professions, at least one of whom will hold certification with the College of Family Physicians of Canada

Ex-officio:

  • Vice-Dean Education, Faculty of Health Sciences

The Continuing Professional Development Advisory Committee will normally meet no more than 4 times per year and no less than 2 times per year.

The Committee will make recommendations to Faculty Board on the basis of consensus.

G. Education Awards Committee

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To promote and acknowledge excellence in teaching through the selection of recipients for the Faculty of Health Sciences Education Award.

  • Director, Office of Health Sciences Education (Chair)
  • 1 Faculty Representative from the School of Nursing
  • 1 Faculty Representative from the School of Rehabilitation Therapy
  • 1 Faculty Representative from the Basic Science Departments
  • 1 Faculty Representative from the Clinical Sciences Departments
  • President of the Aesculapian Society (or delegate)
  • President of the Rehabilitation Therapy Society (or delegate)
  • President of the Nursing Science Society,
  • 1 Student Representative selected by the house staff association
  • 1 Student Representative selected by the graduate students in Basic Sciences
  • 1 Student Representative of Life Sciences and Honours Biochemistry as appointed by the Associate Dean
  • Ex Officio: Dean, Faculty of Health Sciences

Note: Faculty representatives will be nominated by the Faculty Board Nominating Committee. Student representatives will be appointed on an annual basis and will serve a one year term.

The Director, Health Sciences Education shall act as Chairperson. The Secretary shall be appointed from the membership. 

  1. To set the procedure and selection criteria for awards.
  2. To seek nominations for Faculty Education Awards.
  3. To select award winner(s).
  4. To review the procedures and selection criteria at least every 3 years and forward to the Secretary of the Faculty any suggested changes.
  • All members of faculty, both full-time and part-time, are eligible 
  • At the beginning of the winter term, nominations will be solicited from either individuals or groups.
    • Nominations may recognize excellence in a range of teaching methods  (small group, seminar, one on one supervision, lecture, etc), course or curriculum design, course organization, development of learning resources, education technology, evaluation, and innovation 
    • All nominators will be asked to submit a brief description as to why the nominee is deserving of the award (see attached sample)  
  • Nominations will be closed after a two-week period. At that time nominees will be informed that they have been selected and asked to submit supporting evidence (see attached list). Nominees will be encouraged to submit more than one form of supporting documentation. Department heads will be asked to assist in the submission of supporting evidence.  

Material will be received in the Dean’s Office until the end of March.

In making their selection the Committee will place emphasis on innovative approaches in education and ensuring that the teaching method or innovation is clearly linked to research studies and literature concerning the methods and activities of teaching.

The Award will consist of a citation and will be presented at an appropriate event and will be announced in the Queen’s Gazette.  

Revised February 1, 2007 Faculty Board 
Terms of Reference - January 1992, Number of awards changed from three to TEN – Feb. 19, 2002 
Updated January 2006 

H. Delegation of Faculty Senators  

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The five Senators elected by Faculty Board (one from each of Basic Sciences, Clinical Medicine, Nursing, Rehabilitation Therapy and Graduate Council) and the three Senators representing the students in the Schools of Medicine, Rehabilitation Therapy and Nursing. Normally each Senator elected by Faculty Board will serve on the Senate and on the Delegation for three years; one shall retire each year and shall be eligible for re-election. The Dean shall be an ex officio member.

  1. To report to Faculty Board and to advise the appropriate committees of Faculty Board on matters being considered by the University Senate or Committees of the Senate which might be of concern to the Faculty of Health Sciences.
  2. To speak before Faculty Board on those matters which are referred by the University Senate to Faculty Board for expressions of opinion.
  3. To assist, when requested, in the preparation of motions and reports arising from Faculty Board and being forwarded for consideration to the University Senate.
  4. To meet as necessary to fulfil these obligations.

Revised membership Faculty Board February 2, 2012 (Graduate Senator added)
Revised Terms and approved by Faculty Board on October 5, 2006 when handbook was revised.
Terms of Reference - January 1992
Updated June 2006

I. Nominating and Procedures Committee

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Five elected members of Faculty, no more than two of whom shall be from the same department, and at least one member from each of the Schools of Rehabilitation Therapy and Nursing, each to serve for three consecutive years renewable onceone or two at least one members shall retire each year and shall not be eligible for re-election for a period of one year.  The Dean shall be an ex officio member.

The Chairperson shall be the Secretary of Faculty Board The Office of the Secretary of Faculty Board shall provide secretarial support. 

  1. To prepare, in time to be circulated with the agenda beginning with the February meeting of Faculty Board, a report containing nominations for:
    1. Senators to be elected by Faculty* 
    2. Impending vacant positions on the Standing Committees of Faculty Board** 
    3. Impending vacant positions on the Standing Delegations of Faculty Board** 

Members of Faculty who are nominated shall have been contacted by the Secretary and shall have given consent that their names be put forward in nomination. 

  1. To present nominations for casual vacancies on the Standing Committees and Delegations of Faculty Board.
  1. To present nominations, at the request of the Dean, to Special Committees and Delegations of Faculty Board.
  1. To foster, when securing nominations, an appropriate balance between diverse areas of responsibility, concern and interest within the Faculty.  In the preparation of the slate of nominees as a whole, the committee should bear in mind such varied factors as institutional affiliation, distinction between disciplines, the different ranks, categories and ages of Faculty members, and similar factors reflecting the breadth of identifiable interests within the Faculty.  

* Election of Faculty Senators must be acted upon at the February meeting of Faculty Board. 

** The Secretary of Faculty Board should contact the Aesculapian Society, the Nursing Science Society, the Queen's Postgraduate Medical Students' Society and the Rehabilitation Therapy Students' Society to obtain the names of those students who are elected to the positions which are to be filled by undergraduate and postgraduate students. 

  1. To provide ongoing review of Policies & Procedures of Faculty Board and its committee, and to review notices of motion regarding new policies and procedures or changes to existing ones. 

Terms of Reference – Revised October 5, 2006  
Terms of Reference - January 1992 

J. Research Advisory Committee

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Seven members of Faculty, at least one from Nursing and Rehabilitation Therapy, each elected for a three-year term, to be, renewable once; the Vice-Dean (Research); the Dean (Health Sciences), as an ex officio member; the Director of Research (Basic/Clinical) as a non-voting member.

The Chairperson shall be the Vice-Dean (Research).  Secretarial support shall be provided by the office of the Vice-Dean Research.

  1. To advise the Dean and Faculty Board on the development of research, including recruitment and allocation of resources, when appropriate, in the Faculty of Health Sciences, and on the policies and regulations established both within and outside the University.  
  2. To recommend to Faculty Board policies relating to the use of research space, facilities and major equipment.
  3. To advise the Dean regarding the allocation of research space.
  4. To advise the Dean on Faculty research appointments where appropriate.
  5. To consider and advise the Dean and Faculty Board on proposals for the development of and ongoing progress and productivity of groups, centres and institutes within or involving the Faculty of Health Sciences. 
  6. To recommend to the Dean the recipient of the Basmajian Award.
  7. To maintain liaison with Committees and Delegations of Faculty Board having to do with matters relating to research.
  8. To advise Faculty Board on mechanisms to provide advice to faculty members in relation to the regulations and requirements of the University and of external agencies providing for the support of research.
  9. To report as necessary, and in any case not less than annually, to Faculty Board concerning the state of research in the Faculty of Health Sciences.

K. Interprofessional Simulation Advisory

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Reporting

The Committee will make recommendations to the Simulation Lead for the School of Nursing, the Simulation Lead for the School of Rehabilitation Therapy, and the Director of the FHS Clinical Simulation Centre  

Meeting Frequency

The Committee will meet twice a year (once during the fall and winter terms).  Additional meetings will be at the call of the Chair.  

Quorum

Quorum shall be 4 members of the committee 

Decision Making

In general, decisions will be made through consensus and discussion. When there are significant differences of opinion, both sides will be expressed in any recommendations from the committee. In situations when a vote is the most practical course forward, it will be won by simple majority. Committee members must be present to vote. 

The committee shall be made-up of the following positions:  

  • School of Nursing Faculty Representative (1)
  • School of Medicine Faculty Representative (1) 
  • School of Rehabilitation Therapy Faculty Representative (Occupational Therapy) (1) 
  • School of Rehabilitation Therapy Faculty Representative (Physical Therapy) (1) 
  • Manager, Clinical Simulation Centre (Ex officio) 
  • Laboratory Manager, School of Nursing Simulation Laboratory (Ex officio) 
  • Student Representative chosen by the Aesculapian Society (1) 
  • Student Representative chosen by the Nursing Student Society (NSS) (1) 
  • Student Representative chosen by the Rehabilitation Therapy Student Society (1)  

Guests may be invited to meetings to discuss simulation based educational issues. 

The Simulation Lead for the School of Nursing, the Simulation Lead for the School of Rehabilitation Therapy, and the Director of the FHS Clinical Simulation Centre will be invited to all meetings of the Committee and will receive the minutes but will not have a vote. 

Chair

The Chair of the Committee will be a faculty representative of one of the three FHS Schools with a demonstrated interest in Simulation Education.  Given the interprofessional nature of the Committee, the position of Chair will be rotated among the three Schools.  

Terms of Office

Chair 3-year appointed, rotated between the 3 Schools 

Faculty 3 years (eligible for 1, 3-year term renewal) 

Students 1 year - eligible for second year renewal 

Simulation Centre Managers ongoing 

All appointments will take effect on July 1st each year.  

L. FHSSAB Terms of Reference Procedures

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The Faculty of Health Sciences Student Appeal Board (the “Board”) will consist of nine members, appointed by Faculty Board from among faculty members in the Faculty of Health Sciences (“FHS”). Three Board members shall be from the School of Nursing. Six members of the Board shall be from the School of Medicine, representing both clinical and biomolecular sciences.

Each Board member will serve for three consecutive years.

At least one member will retire from the Board each year but will be eligible for a further term of three years. After two consecutive 3-year terms on the Board, FHS faculty members will not be eligible for reappointment to the Board for a period of one year.

The Board Chair shall be a faculty member appointed by the Dean of FHS. Secretarial support shall be provided by the FHS.

  1. General Meetings: The Board will meet to review policy and procedures and make recommendations to Faculty Board of FHS (“Faculty Board”). A quorum of the Board for general meetings shall consist of five Board members.
  2. 2. Meetings to Hear Student Appeals: An appeal panel selected from among Board members acts on the delegated authority of Faculty Board to consider appeals of decisions from:
    1. The Undergraduate Student Academic Progress & Graduation Committee in the School of Nursing;
    2. The Progress & Promotions Committee in the School of Medicine (MD Program);
    3. A Special Review Board in connection with a Criminal Records Check Policy in either the School of Nursing or the School of Medicine (MD Program);
    4. Reporting: The Board Chair will provide Faculty Board with an annual report that summarizes the number of appeals to the Board and the general nature of each decision made by an appeal panel
  1. Filing an Appeal: The appellant (student) is advised to seek the help of an advisor in preparing their appeal. An advisor could be a faculty member, a friend, family member, colleague, or legal counsel, so long as the person has not been involved in the issues or events giving rise to the Page 2 of 6 student’s appeal to the Board. In matters that involve serious potential academic consequences, the appellant should consider obtaining legal counsel.
  2. An appeal must include:
      1. a copy of the written decision being appealed and any reconsideration decision (see below under section 2(c);
      2. the appellant’s written submission outlining the grounds* upon which the decision is being appealed; and,
      3. all documentation the appellant intends to rely on in support of their appeal.
    1. * If an appeal is from a decision about a departure from academic integrity, the appeal panel will hear the matter de novo; that is, the matter will be heard by the appeal panel anew.
    2. * For all other appeals, the jurisdiction of an appeal panel is limited to considering whether the decision-making body whose decision is being appealed failed to act in accordance with the rules of procedural fairness. A breach of procedural fairness includes such things as failing to:
      1. permit a student to be heard by an unbiased decision-maker;
      2. to follow applicable rules, regulations, or university policy, that had a meaningful adverse impact on the appellant;
      3. make a reasonable decision. A “reasonable” decision is one that is rational in that its findings are based on evidence and logical inferences from findings of fact. The decision must contain reasons for its conclusions. If there is more than one conclusion that may be reasonably drawn from the same facts, the choice of one conclusion over another does not make the decision unreasonable. A decision is unreasonable if there is no line of analysis in the decision that could reasonably have led the decision-maker from the evidence before it to the conclusion it reached.
    3. Except in a de novo proceeding involving a departure from academic integrity, an appeal panel cannot hear or accept evidence that was not presented to the decision-making body whose decision is being appealed. If a student has new evidence about extenuating circumstances that they believe affected their performance and that was not available to the student at the time the prior decision was made, the student must submit that new evidence by way of a request for reconsideration to the prior decision maker and obtain a decision before an appeal can be filed with the Board. If the student fails to do so and their appeal contains such evidence, the Board will remit the matter back to the prior decisionmaking body for reconsideration.
  3. All appeals to the Board must be submitted to the Office of the Dean, Faculty of Health Sciences (“Office of the Dean”), within 14 calendar days after the date of the decision being appealed.
  4. The appellant may request an extension of time for filing their appeal by writing to the Office of the Dean, indicating the length of extension being requested and explaining the reason(s) for the extension request. The Office of the Dean will ask the academic unit for feedback about the extension request before rendering a decision.
  5. A decision to grant an extension of time to the appellant and the length of any extension granted is in the sole discretion of the Office of the Dean. This decision will be communicated in writing to the appellant, the academic unit, and the Board Chair.
  6. Upon receipt of an appeal, the Office of the Dean will forward the appeal to the Board Chair.
  7. Responding to an Appeal: Upon receipt of an appeal, the Board Chair will forward the appeal (normally by electronic mail) to the academic unit for response.
  8. The response by the academic unit must include:
    1. the academic unit’s written submission; and,
    2. all documentation the academic unit intends to rely on in support of its response to the appeal.
  9. The academic unit’s response must be submitted to the Board Chair within 14 calendar days after its receipt of the appeal documents from the Board Chair.
  10. The academic unit may request an extension of time for filing its response by writing to the Board Chair, indicating the length of extension being requested and explaining the reason(s) for the extension request. The Board Chair will ask the appellant for feedback about the extension request before rendering a decision.
  11. A decision to grant an extension of time to the academic unit and the length of any extension granted is in the sole discretion of Board Chair. This decision will be communicated in writing to the academic unit and the appellant.
  12. Upon receipt of the academic unit’s response to the appeal, the Board Secretary will forward the response to the appellant.
  13. The Appeal Panel: The Board Chair will contact all members of the Board to identify the appellant, the academic unit involved, and the basic nature of the appeal. The Board Chair will ask each member of the Board to identify and describe any potential conflict of interest, for example, arising from having have been involved in the prior decision-making process(es) or in the events giving rise to the appeal.
  14. A Board member will not be assigned to serve on an appeal panel if the Board Chair determines they have a conflict of interest in a case. If the Board Chair has a conflict of interest in a case, the Dean of FHS will designate an alternate Board member to Chair the appeal panel.
  15. An appeal panel will consist of two Board members chosen by the Board Chair, and the Board Chair, who will serve as Chair of the appeal panel. Once chosen, the student will be advised by the Chair who the panel members will be and the student will have five business days to make a written submission to the Chair if the student believes any of the panel members have a conflict of interest. The Chair will review the student’s submission and decide whether to proceed with the chosen panel, or, whether to replace a member identified by the student. The Chair’s decision is final.
  16. Normally, an appeal panel should include at least one member from the appellant’s School/Program.
  17. If necessary to form an appeal panel, the Dean of FHS may appoint temporary members to the Board.
  18. Once the members of the appeal panel have been confirmed, the Board Secretary will provide all documents submitted by the appellant and the academic unit to the members of the appeal Page 4 of 6 panel.
  19. Scheduling the Appeal Proceeding: The Board Secretary will set a time, date, and location for the proceeding. The Board Secretary will consider the availability of the parties and their counsel, if any; but, the Secretary will ultimately be guided by the availability of panel members as well as the academic calendar and the need to have matters decided on a timely basis (for example before the commencement of the next academic year or term). Parties and counsel are expected to endeavor to make themselves available for dates identified by the Secretary.
  20. The Board Secretary will communicate the time, date, and location of the appeal proceeding to the appellant, the academic unit, and all members of the appeal panel.
  21. Without written permission of the Panel Chair, no additional materials may be submitted by the appellant or by the academic unit once their respective submission deadlines have expired.
  22. Any additional material permitted by the Panel Chair will be provided to the other party (the appellant or the academic unit, as the case may be) and that party will be given seven calendar days to submit a written supplement to their appeal material in response to the additional material.
  23. Procedural Rules: The Panel Chair may make procedural rulings on issues that are not addressed in this document, which are raised by either party to the appeal or on the Chair’s own motion, prior to and during the appeal proceeding, until the panel’s written decision has been rendered.
  24. The Appeal Proceeding: Appeals will normally be heard in-camera, unless determined otherwise by the Panel Chair
  25. The appellant may be accompanied at the appeal proceeding by the advisor who is assisting them.
  26. The academic unit will normally be represented by one individual, who may also be accompanied by an advisor.
  27. The appellant and the academic unit will each present their case and be prepared to respond to questions from the members of the appeal panel. An advisor acts in a supportive role, and, except for legal counsel, cannot advocate or speak for the appellant or the academic unit. No advisor can give evidence to the appeal panel.
  28. Unless the matter concerns an alleged departure from academic integrity and is therefore to be heard by the appeal panel de novo, witnesses should not be required, having regard for grounds of appeal the appeal panel is permitted to consider (See section E.2(b) above). However, if after reviewing the parties’ written submissions the panel determines that it requires evidence from a specific individual, (e.g. allegations of an individual’s bias, improper conduct, etc.), the Panel Chair can, with a copy to the appellant and the academic unit, invite the individual(s) to attend before the appeal panel.
  29. The student and the academic unit must provide the Board Secretary with the names of all individuals who will be attending the appeal proceeding with them no less than five calendar days prior to the date of the appeal proceeding.
  30. At the commencement of the appeal proceeding, the Panel Chair will introduce the appellant, the representative of the academic unit, any advisors, the members of the appeal panel and any individual(s) supporting the panel.
  31. In making their submissions to the appeal panel, each party should presume that the members of the panel have thoroughly reviewed all written submissions and documents provided in advance of the appeal proceeding.
  32. Each party is encouraged to complete their presentation within 30 minutes.
  33. The appellant will present their position first.
  34. The academic unit will then present their position.
  35. The appellant will have the opportunity to respond to issues raised by the academic unit that were not covered in the appellant’s initial submission. This is not an opportunity for the appellant to restate their entire position.
  36. The panel members may ask questions of the appellant and the academic unit for clarification and to assist the panel in fully understanding the case.
  37. If either the appellant or the representative of the academic unit wishes to ask questions of the other party, those questions are to be directed through the Panel Chair.
  38. After all submissions have been heard, the appellant and the academic unit’s representative (in that order) will each have the opportunity to make brief closing statements (approximately 5-10 minutes).
  39. The Panel Chair will ask the appellant if they have anything to add before closing the proceeding.
  40. Post Proceeding Process: Once the proceeding is closed, everyone present will withdraw, except the appeal panel members, and those assisting the panel. The the panel will then deliberate in closed session.
  41. All panel members must have been present for the entire appeal proceeding.
  42. The Panel Chair will normally advise the appellant and the academic unit’s representative of the panel’s decision within seven calendar days, with the panel’s written reasons to follow.
  43. If the matter involves an alleged departure from academic integrity, the appeal panel will render a decision, and, if the sanction is a requirement to withdraw from the University, the panel will follow the process required by the Queen’s University Senate Policy on Student Appeals, Rights and Discipline. In all other matters the appeal panel may decide to:
    1. deny the appeal; or,
    2. grant the appeal and remit the matter for reconsideration by the body whose decision is being appealed, with procedural directions; or,
    3. grant the appeal but instead of remitting it for rehearing, grant a remedy. The authority to grant a reasonable alternate remedy is to be exercised judiciously by the appeal panel, normally only if the procedural flaw(s) were such that the appeal panel determines reconsideration could not result in a fair hearing, or, if it would be impractical to remit the matter back for reconsideration (for example, if reconsideration would result in undue delay that would prejudice the appellant).
  44. The panel’s written decision will be issued by the Panel Chair to the appellant, the academic unit, and the Dean of the Faculty of Health Sciences, normally within 30 calendar days after the date of the hearing.
  45. The panel’s written decision will include information about the appellant’s next available level of appeal.
  46. The appeal proceeding will not be recorded or minuted.
  47. While members of the appeal panel may take notes during the proceeding to aid in their deliberations, the only official record of the proceeding shall be the written decision issued by the Panel Chair.