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Faculty Extranet
The By-Laws of the Department of English
Committees of the Department of English, 2013-14
Dean’s Travel-Research Grant Application
Undergraduate Grading Criteria



Faculty Extranet

Department of English faculty members will find a variety of documents posted to the Department of English Extranet site. Use your UWO user name and password to log in: https://kiwi.uwo.ca/display/english/Home.



The By-Laws of the Department of English

I.  THE BY-LAWS OF THE DEPARTMENT OF ENGLISH                                                                               (April 2004)

1. The By-Laws and their Amendment

General revisions of these by-laws must be approved by a two-thirds majority of those voting by ballot, those on leave to be balloted by mail if necessary. Isolated changes must be approved at the Department's annual spring meeting by a simple majority of the members present, provided that members of the Department have received notice of the motion to amend at least one week prior to this meeting. Except where the Collective Agreement allows for departmental choice in the composition of committees mandated by the Collective Agreement, no amendments to those committees are possible outside of the collective bargaining process.

 II. ADMINISTRATIVE OFFICERS

1. The Chair of the Department

a) The Chair of a Department in this university is appointed by the Board of Governors according to procedures laid down in the Collective Agreement.

b) The Chair of the Department shall be an ex officio member of all committees within the Department, unless otherwise stipulated below.

2. The Assistant Chairs of the Department

a) There shall be two Assistant Chairs:

i) the Chair of the Committee on Undergraduate Studies, to be called Chair of Undergraduate Studies and Assistant Chair;

ii) the Chair of the Committee on Graduate Studies, to be called Chair of Graduate Studies and Assistant Chair.

b) Any Full-Time tenured member of the Department may be selected by the Chair, in consultation with the Administrative Officers of the Department, for appointment to these positions.

c) Each Assistant Chair will perform the duties regularly associated with the program committee of which he/she is Chair. In addition, they will act in an advisory capacity to the Chair of the Department on matters relating to departmental business.

d) The term of office of the Chair of Graduate Studies will be three years and, under exceptional circumstances, may be extended for up to two years.

e) The term of office of the Chair of Undergraduate Studies will be two years and, under exceptional circumstances, may be extended for up to two years.

f) If the Assistant Chair designate (Undergraduate Studies) does not have previous experience as Chair or Vice-Chair of the program committee with which he/she will be associated, he/she shall be appointed Vice Chair of that committee for the year preceding his/her appointment as Assistant Chair.

g) These positions shall entail compensation in the form of reduced teaching responsibilities, or other acknowledgement of service, to be determined by the Chair.

3. The Vice-Chair of the Department

a) Any Full-Time member of the Department at the rank of Assistant Professor or above may be selected by the Chair, in consultation with the Administrative Officers of the Department, for appointment to this position.

b) The term of office shall be two years.

c) The duties of the Vice-Chair shall be those which the Chair of the Department shall from time to time determine. 

d) This position shall entail compensation in the form of reduced teaching responsibilities, or other acknowledgement of service, to be determined by the Chair.

4. Acting Chair of the Department

a) During brief absences of the Chair, the Vice-Chair shall act on the Chair's behalf, in consultation on matters of substance with the Assistant Chairs.

b) In the event that the Chair is ill or absent from the University and unable to perform his/her duties for more than thirty days, the persons in 4 a) above shall as soon as possible call a meeting of the Administrative Officers of the Department, whenever possible consult the Chair, and make a recommendation to the Dean regarding the appointment of an Acting Chair. The Acting Chair will be appointed according to procedures laid down in the Collective Agreement.

c) The Acting Chair, in consultation with the Administrative Officers of the Department, shall ensure that his/her other administrative and teaching responsibilities, if any, are provided for.

5. Other Administrative Officers

A. Graduate Job Placement Coordinator

i)  Any Full-Time member of the Department at the rank of Assistant Professor and above may be selected by the Chair, in consultation with the Administrative Officers of the Department, for appointment to this position.

ii) The term of office shall be two years and, under exceptional circumstances, may be extended for up to two years.

iii) This position shall entail compensation in the form of reduced teaching responsibilities, or other acknowledgement of service, to be determined by the Chair.

B.  Vice-Chair, Committee on Undergraduate Studies

i) Any Full-Time member of the Department at the rank of Assistant Professor and above may be selected by the Chair, in consultation with the Administrative Officers of the Department, for appointment to this position.

ii) The term of office shall be one or two years, subject to by-law II.2.f).

iii) This position shall entail compensation in the form of reduced teaching responsibilities, or other acknowledgement of service, to be determined by the Chair.

 III. THE DEPARTMENT

1. Membership

a) The Department is composed of all persons employed by it, as full-time or limited-duties faculty, to instruct graduate or undergraduate students in the fields of study for which the department is responsible.

b) All members of the department are entitled to attend meetings of the department, as are members of the Departments of English at the affiliated colleges. All persons in attendance at a meeting may speak to any matter being discussed, subject to the rules of order then in effect.

c) Except where otherwise specified in the Collective Agreement or in these by-laws, the rights to propose and second motions and to vote at departmental meetings are accorded to the following persons:

i) All Members of the bargaining unit in the Department of English whose agent is UWOFA.
ii) Persons appointed to the Department, save as in i) above.
iii) Two graduate students elected on an annual basis by the Graduate English Society.
iv) One undergraduate student elected on an annual basis by students in undergraduate English programs.

d) The right to sit upon standing committees of the department shall be as laid down in the subsections dealing with the composition of each committee in these by-laws.

e) The Graduate Faculty in English is composed of all members of the Department and members of departments of English in the Affiliated Colleges who have been accepted by the Faculty of Graduate Studies as members of the Faculty of Graduate Studies upon recommendation of the Chair of the Department.

2. Meetings

a) The Department shall meet at least twice yearly, once in the fall term and once in the spring term.

b) Additional meetings may be held at the call of the chair, or at the request of ten or more full-time members of the Department.

c) Whenever possible, meetings shall be held at times when no lectures are scheduled for full-time members.

d) Agendas for meetings of the Department shall be circulated at least seven working days in advance.  Items not on the agenda, or not circulated in advance as notices of motion, shall be tabled until the next Department meeting.  Agendas for meetings shall normally include reports by the Chair and by Chairs of Committees. The Minutes of a Department meeting shall normally be circulated, electronically or otherwise, to Members of the Department within four weeks after the meeting.

e) Meetings shall be conducted according to Robert's Rules of Order.

f) The Department, in its meetings, shall determine all questions of policy.

3. Methods of Communication within the Department

a) All Members shall maintain an e-mail account as well as a regular mailbox. Departmental communications will make use of both media.

b)  Documents of importance and interest to all Members of the Department shall be posted to the Department of English website. These will include:

i) these by-laws, with amendments

ii) regulations concerning undergraduate and graduate programs

iii) membership lists of all standing departmental committees

 IV.  STANDING COMMITTEES OF THE DEPARTMENT

1. General

a) Committee responsibilities are considered to be part of the normal duties of every full-time member of the department, in accordance with the Collective Agreement, and (where no formal "Alternative Workload" agreements exist) within the terms of the departmental "Normal Workload" document as annually ratified. Furthermore,

i) Persons shall not, in normal circumstances, be asked to serve upon more than two of the following standing committees: Appointments, Promotion and Tenure, Undergraduate Studies, and Graduate Studies; or to be chair of more than one committee (except in the case of the Department's administrative officers, who have reduced teaching loads in view of their responsibilities).

ii) Terms of service are normally two years, commencing on July 1 and ending on June 30. In a replacement position the new member will complete the remaining portion of the term of the retiring member.

iii) Insofar as is practicable, the Nominations Committee shall attempt an equitable sharing of committee responsibilities among all eligible Department members.

iv) The person appointed in a given year as Vice-Chair of the Committee on Undergraduate Studies shall be a member of that committee, and shall not normally be asked to serve on another standing committee. A Chair of a standing committee should not, at the same time, serve on any other standing committee, except in an ex-officio capacity.

b) Membership upon a committee shall entail, as well as attendance at meetings, some share in the administrative duties of the committee at the request of the committee chair.

c) A person who goes on leave shall be replaced for the term of his/her leave by another person elected by the Department.

d) Meetings of standing committees are normally at the call of the chair, but a special meeting may be requested by any two members of a committee. Such a meeting shall be convened within seven days, to discuss the matter or matters requested.

e) Standing committees may create sub-committees from among their own members, or by co-opting the services of other Department members.

 IV.A. COMMITTEES ESTABLISHED BY THE COLLECTIVE AGREEMENT

1. Appointments Committee

a) Composition:

i) the Chair of the Department, who shall chair the Committee;

ii) two Full-Time Tenured Members from the Department elected by the Full-Time Members from the Department;

iii) two other Members of the Department, including at least one Full-Time Tenured Member, elected by the Members from the Department;

iv) one graduate student, from a slate provided by the Graduate English Society, elected by the Full-Time Members from the Department;

v) up to four additional Members for each position for which there is a search. These Members shall be specialists in the field(s), elected by the Members of the Department.

Members of the Appointments Committee are elected annually and shall normally serve no more than two consecutive one-year terms.

b) Function:

i) As defined by the Collective Agreement.

ii) The Committee will use a secret ballot to tally final votes.

2.  Annual Performance Evaluation (APE) Committee

a) Composition:

i) The Chair of the Department, who shall chair the Committee;

ii) Five Members, of whom no more than one shall be a Part-Time Member, elected from and by the Members of the Department.

b) Function:

As defined by the Collective Agreement

3. Promotion and Tenure Committee

a) Composition:

i) the Dean of Arts, who shall chair the Committee;

ii) the Chair of the Department;

iii) three Full-Time tenured Members from the Department elected by the Full-Time Members appointed in the Department, according to a system of staggered terms;

iv) one Full-Time Tenured Member appointed within the Faculty of Arts who is not a member of the Department, elected by Faculty Council, and who has been a member of a Promotion and Tenure Committee within the previous five years;

v) two Full-Time tenured Members who are not appointed within the Faculty, elected by the Faculty Council, and who have been members of a Promotion and Tenure Committee within the previous five years.

b) Function:

As defined by the Collective Agreement

4. Workload Committee

a) Composition:

i) the Chair of the Department, who shall chair the Committee;

ii) five Members of the Department, of whom no more than one shall be a Part-Time Member, elected by the Members in the Department.

b) Function:

As defined by the Collective Agreement

 IV.B COMMITTEES ESTABLISHED BY THE DEPARTMENT

1.  Committee on Graduate Studies

a) The Committee on Graduate Studies is a committee of the Graduate Faculty in English, to whom it shall report, according to policies and regulations.  Only the Graduate Faculty in English shall deliberate and vote on its recommendations.

b) Composition:

i) The Assistant Chair, Chair of Graduate Studies, who shall chair the committee.

ii) Four members of the Graduate Faculty, elected by the Graduate Faculty in English for two years, according to a system of staggered terms.

iii) The Graduate Placement Coordinator, observer (non-voting).

iv) The Chair of Undergraduate Studies, as an observer.

v) Two graduate students, normally the co-chairs of the Graduate English Society, present at all meetings unless asked by the committee chair to leave for reasons of confidentiality or conflict of interest.

c) Functions

i) To interpret existing policy, on request or on its own initiative.

ii) To recommend to the Graduate Faculty in English changes in policy, practice, or curriculum.  All proposals for such changes shall be referred to the committee for study and recommendations. All written proposals for such changes shall be replied to in writing after consideration by the committee, and shall be reported to the Graduate Faculty at its next regular meeting.

iii) To review and make recommendations on the proposed graduate course offerings drawn up by the Chair of the Department.

iv) To advise the Chair of the Department on the allocation of other responsibilities connected with graduate counselling, teaching, and supervision, among members of the graduate faculty.

v) To consider appeals and complaints referred to the committee by the committee chair.

vi) To advise the Chair of the Department concerning recommendations of members of the university department or the departments at the affiliated colleges to the Faculty of Graduate Studies, for membership in the Graduate Faculty in English.

2. Committee on Undergraduate Studies (C.U.S.)

a) Composition:

i) The Assistant Chair, Chair of Undergraduate Studies, who shall chair the Committee on Undergraduate Studies.

ii) The Vice-Chair, appointed by the Chair of the Department in consultation with the Administrative Officers of the Department to assist in administering the program in such ways as the Assistant Chair, Chair of Undergraduate Studies shall determine.

iii) Five members elected by the Department for two years, according to a system of staggered terms.

iv) A representative from each of the Departments of English at the Affiliated Colleges.

v) The Chair of Graduate Studies as an observer.

Two undergraduate students, as elected under III.1.c iii) and iv).

b) Functions:

i) To interpret existing policy concerning undergraduate education in English, on request or on its own initiative.

ii) To receive from any source suggestions concerning changes in policy, practice or curriculum.  Suggestions submitted in writing to the chair of the committee shall be considered by the committee, be replied to in writing, and be reported to the Department at the next regular Department meeting.

iii) To recommend to the Department changes in policy, practice or curriculum.

iv) To consider appeals and complaints referred to the committee by the Assistant Chair, Chair of Undergraduate Studies.

3. Committee on Drama

a) Composition:

i) Three members elected by the Department for two years, according to a system of staggered terms.

ii) The course committee Chair of English 020E

iii) The Chair of Undergraduate Studies, ex-officio.

iv) The committee will elect its chair at its first meeting.

v) The committee may, at its discretion, invite participation by other persons active in drama at Western.

b) Functions:

i) to plan and regulate all theatrical productions sponsored by the Department, to stimulate theatrical activity amongst the students in our programs and in the wider university community, and to ensure that, in all productions sponsored by the Department of English, suitable and responsible budgetary arrangements have been made;

ii) to establish and to regulate policy regarding the operation of such theatre space as is, or will become, available to the Department;

iii) to oversee and to regulate the use of theatre resources owned by the Department (costumes, scenery, lighting equipment, etc.)

4. Committee on Women's Studies and Feminist Research

a) Composition:

i) three members of the department involved in Women's Studies, each to be elected for two years, according to a system of staggered terms;

ii) the committee will elect a chair at its first meeting.

b) Functions:

i) to act as a liaison between the Department of English and the Centre for Women's Studies and Feminist Research;

ii) to review specific course proposals in Women and Literature, and to make recommendations for revisions to C.U.S.;

5. Nominations Committee

a) Composition:

i) three Full-Time members elected by the Department for two years, according to a system of staggered terms.

ii) the committee shall elect its own chair.

iii) the Administrative Officers of the Department shall not be eligible for this committee.

b) Function:

i) to recommend to the Department a slate of candidates to serve on all Standing Committees of the Department, to be voted on by the Department;

ii) to make it possible for members of the Department to nominate candidates from the floor at the Department meeting when the Committee's slate is presented;

iii) to select its nominees in order to achieve an equitable distribution of committee work in accordance with the Collective Agreement and with the Department Workload statement; and, where possible, according to the guidelines in IV.1.

6. Committee on Research and Travel

a) Composition:

i) the Chair of the Department, who shall chair the committee;

ii) three Full-Time members elected by the Department, according to a system of staggered terms.

b) Functions:

i) to assess Research and Travel applications, and to recommend awards.

 V. AD HOC COMMITTEES OF THE DEPARTMENT

1. In addition to ad hoc committees struck by committees of the Department, ad hoc committees may also be struck from time to time at the request of the Chair of the Department or upon the recommendation of the Department, to examine and recommend upon particular matters of policy and practice to the Department.

2. The Department may establish the size of such a committee and may nominate a slate of candidates for election to the committee; or it may ask the nominations committee to establish the size of the committee, and to nominate a slate of nominees for consideration by the Department.

3. Administrative officers of the Department shall not normally be voting members of Ad hoc committees.

4. Upon being convened, an Ad hoc committee shall elect its own chair and determine its methods and procedures.

 VI. COURSE COMMITTEES

These committees are concerned with the revision of course outlines and with final examinations. Throughout this section, references to faculty include faculty from the affiliated colleges and Limited-Duties Members.

1. Chair and Chief Examiner

Each year, by July 1 if possible, the Chair of the Department shall appoint a chair for each course committee, normally a person teaching the course during that year; that person shall also serve as Chief Examiner. The previous chair shall stand until his or her successor is appointed.

2. Associate Examiner

Each year, by July 1 if possible, the Chair of the Department shall appoint an Associate Examiner, who may be from an affiliated college.

 VII. UNION REPRESENTATIVES

Two Members will be elected annually from and by Members in the Department to serve as Union Representatives. One Union Representative will be a Full-Time Member, the other a Part-Time Member. Re-election to this position is recommended where the incumbent is willing to stand and other circumstances do not intervene.

 [Notes: Except where otherwise stipulated in these By-Laws, ex officio membership implies voting rights; observer status implies a non-voting position.]

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