Reporting Procedures

Introduction

Appointments to the Faculty of Graduate Studies at York University are governed by the Policy on Appointments to the Faculty of Graduate Studies.

All appointments and reappointments must be reported to the Office of the Dean, Faculty of Graduate Studies through the Academic Resource Management System (ARMS) database. As the database is accessed by users for multiple purposes (e.g., in relation to approval of supervisory and examining committees), it is important that appointment information is accurate and up-to-date. Appointment reporting procedures are provided below.

Also included below is summary information with respect to Appointment Criteria, Appointment Categories, Appointment Terms and Cyclical Program Reviews. Please note that this summary information is drawn from the Policy on Appointments to the Faculty of Graduate Studies. For full details, please refer to the Policy.

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Appointment Criteria

Each graduate program has program-specific appointment criteria that are grounded in the Faculty-wide appointment criteria included in the Policy on Appointments to the Faculty of Graduate Studies. Final approval of new and revised program-specific appointment criteria rests with Faculty of Graduate Studies Council. Approved program-specific criteria provide the basis upon which program-specific appointment recommendations are considered. The Faculty of Graduate Studies appointment criteria provide the basis upon which candidates for Independent Membership are considered.

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Appointment Categories

All program-specific appointments are made in one of the following categories: Full Membership (not applicable to master’s-only programs), Associate Membership, Members Emeriti, Adjunct Membership and Instructor Membership. An individual may be appointed to more than one graduate program, in which event they shall designate one of the programs as their primary graduate program. Although this designation is intended to signify an individual’s principal, but not exclusive, commitment in relation to graduate supervision, teaching and service, a faculty member may shift their principal commitments over the course of their career.

Independent Membership applies normally only to tenure-track/tenured faculty at York University for whom there is currently no appropriate graduate program with which to be associated. For Independent Members, the Dean or Principal, or designate, assumes the role of Graduate Program Director with respect to all aspects of the appointments recommendation process.

Full Members

Full members hold a tenure-track/tenured position at York University. They may act as the principal or as a co-supervisor of doctoral dissertations and master’s theses; may serve on supervisory and examining committees; may teach graduate course courses (including supervision of Major Research Papers/Projects); and may participate in decision-making processes in accordance with program governance procedures.

Associate Members

Associate members hold a tenure-track/tenured or contractually limited position at York University. They may be permitted undertake all of the roles of a Full Member, with the exception of principal supervisor of doctoral dissertations. Associate Members may serve as a co-supervisor of doctoral dissertations on the condition that the other co-supervisor is a Full Member of the graduate program.

Members Emeriti

Members Emeriti may be permitted undertake all of the roles of a Full Member, with the exception of principal supervisor of doctoral dissertations. Members Emeriti may continue ongoing principal supervisions of doctoral dissertations begun prior to retirement but normally may not take on new principal supervisions of doctoral dissertations. Should program need arise, Members Emeriti may be eligible to act as principal supervisor of doctoral dissertations, on the condition that another member of the supervisory committee would be willing and able to act as principal supervisor should the need arise, and subject to the approval of the Dean of the Faculty of Graduate Studies. Members Emeriti may serve as a co-supervisor of doctoral dissertations on the condition that the other co-supervisor is a Full Member of the graduate program.

Adjunct Membership

Adjunct membership is for individuals who hold academic or professional positions external to York University (including visiting professors and adjunct faculty) and postdoctoral fellows, but whose expertise is relevant to the graduate program in question. Although senior academic qualification (e.g. PhD or equivalent) and experience is desirable for Adjunct Membership, this is not essential and is largely contingent upon the nature of the specific program and activities within the program. Adjunct members may be permitted to serve on supervisory committees but normally may not act as principal supervisor or co-supervisor of doctoral dissertations or master’s theses. In exceptional circumstances, and subject to the approval of the Dean of the Faculty of Graduate Studies, adjunct faculty may act as a co-supervisor of doctoral dissertations or master’s theses. For doctoral dissertations, the other co-supervisor must be a full member of the graduate program. Adjunct members may be permitted to serve on examining committees but may not act as the Chair of or Dean’s representative on examining committees. Adjunct members may be eligible for graduate course directorship in addition to and outside of their Adjunct Membership. Adjunct faculty, visiting professors and postdoctoral fellows may be eligible for graduate course directorship in addition to and outside of their Adjunct Membership. With respect to appointment procedures, eligibility for principal supervision of major research papers/projects is considered equivalent to eligibility for graduate course directorship.

Instructor Membership

Based on program need, a program may recommend for approval the limited term appointment of an individual to teach a specific graduate course or courses. Instructor Membership is for individuals who hold academic or professional positions external to York University (including visiting professors and adjunct faculty) and postdoctoral fellows, but whose expertise is relevant to the graduate program in question. Although senior academic qualification (e.g. PhD or equivalent) and experience is desirable for Instructor Membership, this not essential and is largely contingent upon the nature of the specific program and course.

Independent Membership

Independent membership applies normally only to tenure-track/tenured faculty at York University for whom there is currently no appropriate graduate program with which to be associated. Independent Members are eligible for graduate teaching and graduate committee service.
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Appointment Terms

Full Members and Associate Members

may hold an appointment that is continuing unless (i) a limited term is deemed appropriate, (ii) it is determined that the individual no longer satisfies the conditions for their appointment category, and/or (iii) their tenure-track/tenured or contractually limited position at York comes to an end.

Members Emeriti

The appointment term is normally for a maximum of five years, and is renewable. (Distinguished Research Professors are appointed to the Faculty of Graduate Studies for life. Upon retirement, Distinguished Research Professors are subject to the eligibility conditions of the Members Emeriti category.)

Adjunct Members

The appointment term is normally for a maximum of five years, and is renewable.

Instructor Membership

The appointment term for Instructor Member appointments is coincident with the terms over which the graduate course(s) is/are offered, and is renewable.

Independent Members

The appointment term may not exceed three years, and is renewable.
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Appointment Reporting Procedures

With the exception of Independent Members, appointments to the Faculty of Graduate Studies are program-specific and are initiated at the program level. All program-specific appointments are made in one of the following categories: Full Membership (not applicable to master’s-only programs), Associate Membership, Members Emeriti, Adjunct Membership and Instructor Membership.

For Independent Members, the Dean or Principal, or designate, assumes the role of Graduate Program Director with respect to all aspects of the appointments recommendation process.

All appointments and reappointments must be reported to the Office of the Dean, Faculty of Graduate Studies through the Academic Resource Management System (ARMS) database - http://arm.cns.yorku.ca , as follows.  Please see the FGS Faculty Appointments Database Manual.

Full Members

(not applicable to Master’s-only programs)

Please enter the required information in the FGS Appointments section of ARMS .

Recommendations for new Full Member appointments require submission of an up-to-date CV, which should be uploaded within ARMS as a PDF attachment. If the individual does not clearly meet the program's appointment criteria for Full Membership, please include a rationale in the 'Comments' field. It is not necessary to attach a CV for reappointments of individuals previously appointed to the program as a Full Member.

Associate Members

Please enter the required information in the FGS Appointments section of ARMS.

It is not necessary to attach a CV for Associate Member appointments or reappointments.

Members Emeriti

Please enter the required information in the FGS Appointments section of ARMS.

It is not necessary to attach a CV for Emeritus appointments or reappointments.

According to the Policy on Appointments to the Faculty of Graduate Studies, “Members Emeriti may continue ongoing principal supervisions of doctoral dissertations begun prior to retirement but normally may not take on new principal supervisions of doctoral dissertations. Should program need arise, Members Emeriti may be eligible to act as principal supervisor of doctoral dissertations, on the condition that another member of the supervisory committee would be willing and able to act as principal supervisor should the need arise, and subject to the approval of the Dean of the Faculty of Graduate Studies.” As this option is intended to apply only in cases where there is student-specific program need, such requests should be made via a Supervisor & Supervisory Committee Approval form. In such cases, please attach an up-to-date CV and rationale to the Supervisor & Supervisory Committee Approval form for the student concerned and enter this information in the 'Comments' field in ARMS.

Adjunct Members

Please enter the required information in the FGS Appointments section of ARMS.

It is not necessary to attach a CV for Adjunct Member appointments or reappointments.

Eligibility for graduate course instructorship may be requested in addition the roles normally granted to Adjunct Members. This may be done via a separate Instructor Membership submission for the individual concerned, or it may be included as part of the Adjunct Membership submission. If included as part of the Adjunct Membership submission, please note that recommendations for Course Instructor appointments normally require a rationale (included in the 'Comments' field in ARMS) as well as an up-to-date CV. For more details, please see below under Instructor Membership.

With respect to appointment procedures, eligibility for principal supervision of major research papers/projects is considered equivalent to eligibility for graduate course directorship.

According to the Policy on Appointments to the Faculty of Graduate Studies, “in exceptional circumstances, and subject to the approval of the Dean of the Faculty of Graduate Studies, adjunct faculty may act as a co-supervisor of doctoral dissertations or master’s theses. For doctoral dissertations, the other co-supervisor must be a full member of the graduate program.” As this option is intended to apply only in cases where there is student-specific program need, such requests should be made via a Supervisor & Supervisory Committee Approval form. In such cases, please attach an up-to-date CV and rationale to the Supervisor & Supervisory Committee Approval form for the student concerned and enter this information in the 'Comments' field in ARMS.

Instructor Membership

Please enter the required information in the FGS Appointments section of ARMS.

Normally, recommendations for Course Instructor appointments and reappointments require a rationale (included in the 'Comments' field in ARMS) as well as an up-to-date CV. However, rationales and CVs are not required for Course Instructor appointments in graduate programs administratively housed in the Faculty of Environmental Studies, Osgoode Hall Law School, the Schulich School of Business, nor to any of the following professional Master’s programs: Master of Design, Master of Financial Accountability, Master of Human Resources Management, Master of Science in Nursing (applicable to Primary Health Care Nurse Practitioner Field courses only), and Master of Public Policy, Administration & Law.

Independent Membership

(applies normally only to tenure-track/tenured faculty at York University for whom there is currently no appropriate graduate program with which to be associated)

Please enter the required information in the FGS Appointments section of ARMS.

Recommendations for Independent Member appointments and reappointments require submission of an up-to-date CV, which should be uploaded to the ARMS database as a PDF attachment.

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Cyclical Program Reviews

All appointments to a graduate program shall be reviewed in conjunction with a program’s cyclical review. In accordance with cyclical review guidelines and procedures, each member of the program (including those with a continuing appointment) has the onus of establishing that they meet/continue to meet the program-specific criteria for the relevant appointment category. Where an individual does not provide sufficient evidence of meeting the relevant criteria, the program shall approve or recommend for approval changes to the appointment, as appropriate. Submission to the Faculty of Graduate Studies Academic Planning & Policy Committee of a recommendation for reappointment is not required for Full Members and Associate Members who, upon review by the program, continue to satisfy the conditions of a previously approved continuing appointment.

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Contacts

M. Michael Schiff
Coordinator, Faculty Governance
Office of the Dean, Faculty of Graduate Studies
mmschiff@yorku.ca
416-736-2100, ext. 22264
Hillary Barron
Academic Affairs Officer
Office of the Dean, Faculty of Graduate Studies
hbarron@yorku.ca
416-736-2100, ext. 66958