Faculty of Science

Procedures

EPC PROCEDURES AND TIMELINES

1. Educational Policy Committee (EPC) Membership

The EPC shall consist of:
a.    the Associate Dean (Academic) of the Faculty of Science (non-voting),
b.    the Vice Dean (Basic Medical Sciences) (non-voting),
c.    the Assistant to the Associate and Vice Deans (non-voting),
d.    one faculty representative from each department in the Faculty of Science,
e.    one faculty representative from the Environmental Science program,
f.    one faculty representative from each basic medical science department in the Schulich School of Medicine and Dentistry,
g.    the Assistant Dean, Basic Medical Sciences Undergraduate Education (BMSUE) or delegate representing the Interdisciplinary Medical Sciences Program,
h.    the Director of the Neuroscience undergraduate program,
i.    the Faculty of Science Academic Counsellors (non-voting),
j.    the Manager, Science Student Services (non-voting),
k.    the Bachelor of Medical Science Undergraduate Education Coordinator (non-voting), and
l.    two student representatives recommended by the Science Students’ Council (non-voting).

The Mathematical and Physical Sciences division of the EPC will be comprised of members a–e, i, j, and one of l.  The Medical and Biological Sciences division of the EPC will be comprised of members a–c, the faculty representatives from the Departments of Biology and Chemistry, e–k, and one of l.

2. EPC Meetings

2.a. Meetings of the Educational Policy Committee (EPC) are scheduled at the call of the Chair. The need for a meeting will be decided by the Associate/Vice Deans (Science and BMS) and will be dependent on the amount of material to be considered. The timing of meetings will attempt to accommodate the schedules of members.
2.b. Meetings of the Mathematical and Physical Sciences division of the EPC will be chaired by the Associate Dean (Academic) of the Faculty of Science with the Vice Dean, Basic Medical Sciences (BMS) as Vice Chair. Meetings of the Medical & Biological Sciences division of the EPC will be chaired by the Vice Dean BMS with the Associate Dean (Academic) of the Faculty of Science as Vice Chair.
2.c. Meetings of the entire committee (called when there is major business affecting all departments) will be chaired by the Associate Dean (Academic) of the Faculty of Science with the Vice Dean, BMS as Vice Chair.

3. Departmental EPC representatives:

3.a. Prepare Departmental submissions for circulation to Departments and other Faculties for consultation, collate (and if necessary respond to) responses from other Departments, and incorporate comments (if necessary) from the Departments. The revised proposal (when applicable) along with the Departmental comments and responses to these comments are then forwarded for vetting and placement on the agenda for the next meeting of the EPC. In the consultation process, if Departments or Faculties do not provide comments then this must be clearly indicated in the revised submission. During the vetting process, EPC representatives must interact with the appointed vetters and may incorporate their comments and responses into the proposal and provide revised electronic copies prior to (at least 2 days) the EPC meeting, or alternatively, wait for a full discussion of the proposal and vetters’ comments at the EPC meeting prior to making changes to the proposal (see [3b]). There may be times when the same revision to more than one course/module can be blended into a single DAP proposal.  However, the Chairs of the respective EPC may want the revision to each course/module to be voted on separately. If so, the Departments will need to prepare individual proposals.
3.b. Introduce proposals from their Department at EPC meetings (normally as one or more motions) with the additional information required under [4b] below, record changes to those proposals which are approved by the meeting, and prepare corrected copy, in the appropriate format, for submission to DAP or SCAPA.
3.c. Read and consider all submissions circulated by other Departments, discuss proposed changes within their own Department, particularly when they have an impact on Departmental modules, and respond to the Department that circulated the proposal before the deadline date (even if the response is simply, “no comment”).
3.d. Undertake vetting responsibilities for proposals submitted by other Departments. (While the EPC Chair attempts to maintain a fair distribution of vetting responsibilities it is also important that the Chair assign vetting responsibilities to the EPC members who have the necessary background to critically review proposals.)
3.e. Subsequent to approval of a proposal by the EPC, submit (electronically) corrected copy, including changes approved by the EPC, to the Assistant to the Associate/Vice Deans (Science and BMS) in the approved DAP or SCAPA format. Note: (a) Approved format includes highlighting changes between the current and new proposal. (b) Departments should expect a one-week delay before approved material is posted to DAP or (when appropriate) forwarded to SCAPA. (c) Changes may not be introduced after approval by the EPC.

4. Circulation Requirements:

4.a. Proposals, in electronic format (PDF is encouraged) must be circulated to all Department chairs and the EPC representatives in the Faculty of Science and the Basic Medical Sciences departments in the Schulich School of Medicine & Dentistry, as well as to any Department or Faculty outside that list whose courses or programs might be affected by the proposed change. Electronic copies are to be distributed to the EPC committee members (either Medical & Biological Sciences or Mathematical & Physical Sciences division) who will review and discuss the proposal. The EPC representative should update the “Consultation and Results” section as the proposal moves through the process.
4.b. For consideration at an EPC meeting, proposals must include current calendar copy and, new (proposed) copy. Show changed text or insertions by highlighting in yellow. Remove all bold/underlining in documents. Indicate deletions by including [deletion] at the appropriate point in the text. All proposals must have numbered pages.
4.c. A minimum of two weeks must be allowed for receipt of comment for proposals circulated between September and May. Four weeks must be allowed for return of comments on proposals circulated between June and August.

5. Vetters:

5.a. Review proposals and comments (and, if applicable, responses from the Department proposing a change). The vetter’s review should also include consideration of the effect of the proposed change on other courses and programs, the clarity of the language of the proposal, and the adherence of the language of the proposal to the normal Western University format.
5.b. Discuss the proposed change (and any problems detected) with the submitting Department and, if a proposal is controversial, with other Departments affected by the proposal.
5.c. Submit a report on the proposed change(s) to the Assistant to the Associate/Vice Deans (Science and BMS) at least one week before a scheduled meeting of the EPC.
5.d. Be prepared to summarize their findings and concerns at the EPC meeting at which the proposal is considered.

6. Counsellors:

6.a. Will advise Departments, on request, during the formulation of proposals.
6.b. At the request of the Associate/Vice Deans Academic (Science and BMS), attend EPC meetings and monitor technical and procedural details of changes made at the meeting.

7. Manager, Science Student Services and BMSUE Coordinator:

7.a. The Manager will receive proposals  submitted by all Departments in the Faculty of Science  during the initial consultation phases to review the technical and procedural details and make appropriate suggestions to meet the accepted criteria. The Manager may circulate to the Counsellors to assist in the review of technical and procedural details and make appropriate suggestions to meet the accepted criteria.
7.b. The BMSUE Coordinator will receive proposals  submitted by all Basic Medical Science Departments in the Schulich School of Medicine & Dentistry  during the initial consultation phases to review the technical and procedural details and make appropriate suggestions to meet the accepted criteria. The BMSUE Coordinator may circulate to the Counsellors to assist in the review of technical and procedural details and make appropriate suggestions to meet the accepted criteria.
7.c. Will receive the revised proposals at the same time as vetters to ensure that the appropriate technical and procedural details have been addressed prior to submission to the EPC.
7.d. The Manager will attend both the Mathematical & Physical and the Medical & Biological Sciences EPC meetings and monitor technical and procedural details of changes made at the meeting.
7.e. The BMSUE Coordinator will attend the Medical & Biological Sciences EPC meeting and monitor technical and procedural details of changes made at the meeting.

8. Student representatives:

8.a Read and consider all submissions circulated, discuss proposed changes within their constituency as required, and respond to the department that circulated the proposal before the deadline date (even if the response is simply, “no comment”).
8.b Normally one student representative shall attend each EPC meeting.

Timelines:

Day1 – After approval by the initiating department, the proposal is sent to other departments/Faculties for consultation. Fourteen days are allowed for consultation during the academic year, 30 days if this is to take place during the summer months.
Day15 – (Day 31 for proposals initiated in summer) Collate the results of the consultation with other units. Correct any errors or anomalies detected through the consultation process. Deliver the corrected proposal to the Assistant to the Associate and Vice Deans (Academic – Science and BMS), including comments and responses from other units, and request that the proposal be send out to vetters.
Day 29 – (Day 45 for proposals initiated in summer) Vetters reports must be submitted to the Assistant to the Associate and Vice Deans (Academic – Science and BMS).
Day 36 – (Day 52 for proposals initiated in summer) This is the earliest date on which an EPC meeting might consider and approve the proposal.
Day 38 – (Day 54 for proposals initiated in summer) DAP- or SCAPA-formatted proposals, including corrections approved at the EPC meeting, must be submitted to the Assistant to the Associate and Vice Deans (Academic – Science and BMS) within two days (unless major changes are required) of the meeting.
Note that the corrected final version for submission to DAP has the ‘Current calendar copy’ section deleted.
Day 45 – (Day 61 for proposals initiated in summer) Proposals approved by the EPC meeting will be posted to DAP, or forwarded to SCAPA, within seven days of receipt of corrected copy by the Assistant to the Associate and Vice Deans (Academic – Science and BMS).
Day 59 – (Day 75 for proposals initiated in summer) Proposals posted to DAP are approved after 14 days unless problems are detected in the posting. Note: SCAPA meets monthly and approval by SCAPA may therefore take additional time.
Many departments seek to have changes to courses and programs in the printed calendar. If the deadline for submission of material to the printed calendar remains at November 1st, this means that material to be approved by DAP must be approved by the EPC before the October meeting. Material requiring SCAPA approval must be approved by the EPC before the end of September. These dates mean (subtract a minimum of 75 days) that DAP proposals must be circulated by Departments in early July and that SCAPA proposals would have to be circulated in late June.

April 29, 2014