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Terms of Reference

  • Executive Committee


    The Executive Committee shall meet on the first Monday of each month from 12:00 p.m. to 2:00 p.m. unless otherwise determined by the Chair.


    • President (Chair)
    • Provost (Vice‐Chair)
    • Chair, Curriculum and Program Review Committee
    • Chair, Graduate Studies Committee
    • Academic Colleague to Council of Ontario Universities
    • Five (5) core faculty members (who also sit on Academic Council)
    • One (1) student representative (who also sits on Academic Council)


    1. The Executive Committee is the body responsible for coordinating the work of Academic Council and its committees. In pursuance of its responsibilities, it directs the flow of Academic Council business to the appropriate committees, administers the process of nominating members to serve on Academic Council and its committees, sees that committees report on policy matters, and schedules the agenda of Academic Council to facilitate the consideration of reports and other policy matters. The Executive Committee approves all matters going to Academic Council. Academic Council committees will then return items referred to them by the Executive Committee, having pointed out those aspects that deserve Academic Council discussion.

    2. The Executive Committee will also act as the budget committee of Academic Council and will advise on the following:

    a. the feasibility of new Faculties, Departments, Programs, or Research Centres;

    b. reviews of existing Faculties, Departments, Programs, or Research Centres;

    c. budgetary matters that affect academic programs; and

    d. the number and distribution of tenure stream faculty appointments, preferably within the context of comprehensive budget proposals.

    3. The Executive Committee will advise Academic Council on all matters pertaining to the organization of Academic Council and its committees; the organization and function of academic governance in the University; Academic Council's relationship with other bodies in the University and with bodies external to it.

    4. The Executive Committee will recommend the creation of special committees to deal with matters of general concern that do not fall within the accepted area of jurisdiction of an existing Academic Council committee.

    5. The Executive Committee will present nominations for officers of Academic Council and will also present nominations for all Standing Committees of Academic Council.

    6. The Chair of the Executive Committee may authorize that any part of an Academic Council meeting be held in camera. The Committee may declare certain Academic Council documents confidential and withhold them from circulation.

    7. The Executive Committee acts as Academic Council's liaison with the Board of Governors.

    8. During the summer months, the Executive Committee will act on behalf of Academic Council and the Executive Committee will report to the Academic Council, at its first regular meeting in September, what action has been taken under this authority.

    9. The Executive Committee will approve annually the membership lists of Faculty Councils.

    10. A summary of the Board's actions will be made available to the Executive Committee regularly for distribution to Academic Council.

  • Academic Appeals Committee


    Meetings shall be scheduled based on specific needs.


    Four (4) core faculty members 
    • Three (3) student representatives, elected from student body at large


    1. Appeals shall be heard by a panel of a minimum of 3 Committee members, as determined by the chair, provided that at least one student member and at least two teaching staff members are present.

    2. The appeal hearing shall be conducted by the chair or the chair's designate, who shall be counted as one of the panel members.

    3. Decisions with respect to the final disposition of an appeal will be carried by a simple majority of panel members hearing the appeal.

    4. An appellant must have completed any prior levels of appeal open to him or her before filing a Notice of Appeal with the Committee.

    5. An appeal to the Committee shall be commenced by filing a Notice of Appeal in the required form no later than 4:00 p.m. on the tenth working day after the date of the decision which is being appealed.

    6. The chair may refuse to give a hearing to an appeal on the grounds that it is not within the jurisdiction of the Committee.

    7. The panel of the Committee hearing an appeal may dismiss an appeal by unanimous decision after considering the written submissions notwithstanding a request for an oral hearing on the grounds that there is no real case for an appeal, i.e., the appeal is frivolous or vexatious and without merit on its face.

    8. In the Notice of Appeal, the appellant shall elect whether an oral hearing is requested. If no election is made, the appeal shall be determined in writing.

    9. Where an appeal is to be determined in writing: i. As soon as reasonably practicable the Committee shall provide a copy of the Notice of Appeal to the responding Faculty;

    ii. The responding Faculty has 10 working days to deliver to the Committee a written response to the Notice of Appeal, attaching any documents relevant to the decision under appeal. A copy of the written response and attached documents shall be mailed to the appellant;

    iii. The appellant shall have 10 working days from the mailing date of the responding Faculty's response to provide any final written response. A copy of this shall be mailed to the Faculty.

    10. Where the appeal is to be determined by oral hearing:

    a. Upon receipt of the Notice of Appeal, the Committee, in consultation with the appellant and the responding Faculty will schedule a date for the oral hearing;

    b. No less than 10 working days prior to the hearing, the appellant shall deliver to the Committee (3 copies) and the responding Faculty (1 copy); i. Any written submissions to be relied upon at the hearing;

    ii. Copies of all documents to be referred to at the hearing;

    iii. A list of persons attending as witnesses and a brief summary of each witness's intended evidence;

    c. No less than 5 working days prior to the hearing, the responding Faculty shall deliver to the Committee (3 copies) and the appellant (1 copy) of its material listed at paragraph 10 (b), (i) to (iii), above;

    11. Where the appeal is to be determined in writing, the members of the panel may convene in person or via teleconference.

    12. On an oral hearing, the following procedures shall apply: i. At the commencement of the hearing, the chair shall identify the parties and the members of the Committee;

    ii. The appellant or a representative shall briefly describe the case to be presented, and provide factual support for the case through documentary evidence and testimony of the appellant and any witnesses, if relevant;

    iii. The responding Faculty or a representative shall briefly reply to the appellant's case and provide facts in opposition to the case through documentary evidence and the testimony of witnesses, if relevant;

    iv. Committee members may ask questions at the conclusion of each person's statement or testimony, or at the conclusion of the appellant's or responding Faculty's case;

    v. Normally, neither the appellant nor the responding Faculty may ask questions of the other's witnesses. Where facts important to the decision of the appeal are in dispute, however, either party may ask permission and, if appropriate, the Committee may grant permission for the cross‐ examination of some or all witnesses;

    vi. Following the presentation of the appellant's and the responding Faculty's cases, each of the appellant and the responding Faculty may make brief closing statements to summarize the main points of their respective positions;

    vii. Following the foregoing steps, the parties will withdraw and the Committee will move in camera for its deliberations;

    viii. The decision of the Committee will be in writing and shall include the names of the Committee and all who appeared, a brief summary of the issues on the appeal, the Committee's decision and reasons in support of the decision.

    13. The time limits specified under these procedures may be extended by the chair at the request of the appellant or responding Faculty, if reasonable grounds are shown for the extension.


  • Admissions & Scholarship Committee


    Meetings shall be held bi‐monthly throughout the year based on specific needs.


    • Registrar (Chair)
    • Three (3) core faculty members
    • Associate Registrar, Recruitment and Admissions
    • Director, Financial Aid and Awards
    • Two (2) student representatives, elected from student body at large


    1. To formulate and recommend undergraduate scholarship policy to Academic Council;

    2. To review and approve terms of reference for all undergraduate scholarships, bursaries and other academic awards and prizes and to report its decisions on these matters to Academic Council;

    3. To select individual recipients of undergraduate awards and prizes where judgment is required in the selection process;

    4. To recommend to Academic Council changes to undergraduate admissions policy;

    5. To recommend to Academic Council the minimum standards for undergraduate admission to the University;

    6. To act for Academic Council to consider appeals from undergraduate students who are refused admission or who are denied deferral of their admission.

    Related policies and procedures:

    • Academic Calendar, Section 4
    • Admissions Appeals Procedures
  • Curriculum & Program Review Committee


    Meetings shall be held on the last Wednesday of each month throughout the year from 9:00 a.m. to 11:00 a.m. unless otherwise determined by the Chair.


    • Associate Provost, Teaching and Learning (Chair)
    • Seven (7) core faculty members
    • Associate Registrar, Records and Registration
    • One (1) student representative, elected from study body at large


    1. To examine proposals for new undergraduate degree and non‐degree programs and major changes to existing programs and to recommend their approval, as appropriate, to the Executive Committee and then to Academic Council; a. In reviewing programs, the Committee takes responsibility for ensuring the academic quality of the proposal and the adequacy of the plan for resources to support it.

    b. The Committee should look for evidence that the proposal has emerged from unit planning processes and will meet the standards established by relevant external bodies including the Quality Assurance Framework.

    c. The Committee should encourage, wherever possible, cooperation and consultation among academic units including the promotion of complementary programming.

    d. The Committee should flag for the Executive Committee's attention matters bearing on academic policy.

    2. To receive and review annual summaries prepared by Faculty Curriculum Committees of the each Faculty Council's deliberations and actions in relation to curricular changes including all new undergraduate courses, the deletion of undergraduate courses, and changes to existing undergraduate courses and programs;

    3. To receive and review reports, recommendations and action plans arising out of the cyclical review of undergraduate programs and report to Academic Council on the outcomes of reviews conducted during the academic year, the implementation of recommendations from previous reviews, and the schedule of reviews for the next academic year;

    4. To formulate policy and make recommendations to Academic Council on all matters concerning the improvement of teaching and learning in the University;

    5. To coordinate and oversee all matters in the University relating to academic standards; and

    6. To explore policy issues related to curriculum and instructional development.

  • Governance & Nominations Committee


    The Governance & Nominations Committee (“Committee”) is a standing committee of the UOIT Academic Council and is responsible for providing advice to Academic Council on its governance structure and processes, the nomination and election of new members, and Academic Council performance. 

    Specifically, the Committee will have the following responsibilities: 

    (a)  Governance

    • Advise Academic Council on operations, efficient and effective structures supporting good governance, and Academic Council’s relationship with other bodies at the university as established in the UOIT Act and By-Laws;
    • Advise Academic Council on the establishment, terms of reference, composition, membership and retirement of its committees, including its own;
    • Propose, oversee, and periodically review the governance policies of Academic Council and its committees and make recommendations to Academic Council for development and revision when appropriate;
    • Establish, oversee, and periodically review the governance procedures, guidelines, and directives of Academic Council and revise when appropriate;
    • Develop, implement and monitor procedures for assessing and/or improving the effectiveness of Academic Council and its committees; and
    • Oversee the delivery of programs for the orientation and ongoing education of members of Academic Council and its committees on good governance practices.

    (b)  Nominations

    • Review and monitor the membership needs of Academic Council and its committees;
    • Oversee the process of recruitment, selection, and election of new members of Academic Council and its committees and recommend appointments for approval by Academic Council in accordance with the UOIT Act and By-laws. In doing so, the Committee shall strive to achieve a balance of skills, expertise, and knowledge among its membership, while reflecting the demographic and cultural diversity of the communities served by the university; and
    • Oversee the nomination and selection of Academic Council’s Vice-Chair from among the members of Academic Council.

    2.  MEETINGS

    The Committee shall meet between six (6) and eight (8) times per year, or otherwise at the Committee’s discretion.  In accordance with the UOIT Act and By-laws, the Committee shall conduct two types of meetings as part of its regular administration:  Public and Non-Public.


    The Committee shall be composed of:

    • One (1) elected Academic Council member, being a Teaching Faculty member or Tenured/Tenure Track member, from each Faculty
    • One (1) Dean
    • One (1) student member from Academic Council


    • President & Vice-Chancellor (Chair)
    • Provost & Vice-President, Academic
    • Staff member of Academic Council (since there is only 1)
    • Secretary of Academic Council (non-voting)


    The Academic Council Executive Committee will nominate members through expressions of interest from Academic Council members.  When nominating candidates, the Academic Council Executive Committee should ensure the Committee members represent the diverse perspectives of the different constituencies within the UOIT community, including a balanced representation of tenured/tenure-track faculty and teaching faculty.   

    5. QUORUM

    Quorum requires that a majority of the Committee members entitled to vote be present. 



  • Graduate Studies Committee