Promotions Review Committee (PRC) Terms of Reference

AC-TOR-028
Department Academic
Approval Date June15, 2016
Effective Date September 6, 2016

I. MANDATE

The members of the Promotions Review Committee have the mandate to support Michener’s Academic Strategy and the Strategic Intent.

II. PURPOSE

The Promotions Review Committee (PRC) is established with the approval of the Executive Vice President, Academic of The Michener Institute and is responsible for informing the Office of the Registrar regarding matters relating to student grades, progress, supplemental and post supplemental activity within their didactic and clinical/co-op studies.  The PRC shall have no formal management and/or governance responsibilities at Michener. The PRC shall assume responsibility for being an effective communication link between The Michener Institute and the affiliated stakeholders (to include affiliated teaching sites, employers, students, etc.).

This working group contributes to “Best Experience, Best Education” in the following ways:

 We Embody Excellence

* We commit to best practice

* We learn from successes and failures

* We give our best

We Transform Lives

* We commit to each other’s success

* We make a difference

* When you grow, we grow

We Lead By Example

* We empower each other

* We are mentors and learners

* We model open and honest communication

* We engage our communities

* We are diverse

III. MEMBERSHIP

Voting members:

  • A minimum of three (3) Program Communication Liaison(s) (PCL) or Clinical Liaison Officer(s) (CLO), or faculty designate(s) – voting member(s) for programs outside their own. Each program must designate only one (1) member to vote prior to the presentation.
  • Academic Chair* – ex–officio non-voting member, except as required, as in the event of a tie and only for programs outside their own
  • Two (2) Student representatives – voting members; student representatives are to be excluded from deliberations upon the request of any student whose case is being considered or if their own cases are being considered. Student representatives rotate to attend meetings addressing matters relating to student grades, promotion, and supplemental activity outside of their own program area such that at any given time only one student representative at a time is present at the meetings.

Non-voting members:

  • Academic representative from partner institution (where applicable) – invited guest(s), non-voting member
  • Office of the Registrar representative – non-voting member
  • Centre for Learning and Innovation representative – non-voting member
  • Promotion Review Committee Administrative Assistant – non-voting member.

*Academic Chairs will rotate from the Chair team for each meeting, again attending only meetings outside of their own program areas.

Employees of partnering academic institutions serve as resources for the PRC.  They may not hold office, nor may they vote on issues.  Any membership changes will be submitted to the Senior Academic Leads for approval, via the PRC Chair.

IV. ROLES & RESPONSIBILITIES

PRC Chair (Academic Chair)

  • Participates as a non-voting member with the exception of a tie vote among other committee members
  • Lead the meeting
  • Lead, guide, and participate in committee discussion
  • Ensure PRC decisions are accurately recorded

Program Communication Liaison(s) or Clinical Liaison Officer(s)

  • Participate as a voting member, when not representing their own program – only 1 vote per program
  • Participate in the committee discussion
  • Act as the liaison for their programs
  • Act as voting members for programs outside their own
  • Present and discuss the Students’ grades, progress, promotion, supplemental and post supplemental activity in the program, as well as any recommendations on behalf of the faculty member(s) from the program
  • Notify Students of arrangements for supplemental activity as and if required

Partner representative(s) from academic institution(s)

  • Participate as a non-voting member
  • Participate in the discussion

Office of the Registrar representative

  • Participate as a non-voting member
  • Participate in the committee discussion
  • Responsible for maintaining Students’ academic records
  • Record the final official grades in PowerCampus
  • Officially notify Students and PCLs of PRC decisions
  • File the full minutes and decisions of the PRC in a departmental folder

Centre for Learning and Innovation representative

  • Participate as a non-voting member
  • Participate in the committee discussion
  • Look for themes within and between programs for the purposes of curricular improvement

Student representative

  • Participate as a voting member
  • Participate in the committee discussion

PRC Administrative Assistant

  • Call the PRC meetings
  • Book the room location and time for the PRC meetings
  • Organize the order of presentations
  • Assigns appropriate Academic Chair representative
  • Record meeting minutes and distributes the minutes to the appropriate members and record the names of the attending PRC Chair and PRC Members as electronic signature of approval
  • Forward the Final Grade PRC Forms to the Office of the Registrar
  • Provide the full minutes and decision of the PRC to the IAPSS AA for filing in a central folder, with limited access called Y;\Accreditation with names of students removed for accreditation purposes.

V. DECISION MAKING PROCESS/VOTING

Fifty percent (50%) of the voting members must be in attendance for a meeting to be official.

Each member in attendance at the meeting, except the non-voting and designate members, will have one vote (See under “Membership”). No proxy votes shall be accepted. The PRC Chair will vote in the event of a tie.

VI. MEETING FREQUENCY

The Promotions Review Committee will meet at least three times per year, at the end of each semester, usually the first Tuesday following the end of exam week. The meeting(s) will take place during a one-day period, where PCLs, CLOs, and clinical coordinator’s/co-op supervisors (or designate) present and discuss the students’ grades and progress in the program. The PRC makes decisions regarding the final grades, promotion, supplemental and post supplemental activity. Additional meetings (virtual or face-to-face) may be scheduled, or added to, scheduled meetings, if necessary.

VII. ACCESS TO MEETINGS

Closed

VIII. AGENDAS, MINUTES AND RECORDS

Prior to the PRC meeting each program will complete a Final Grade PRC as outlined in the process below which will become part of the PRC minutes.  All meeting notes taken during the meeting, with the exception of the Final Grade PRC Form, are collected by the PRC AA and shredded for confidentiality reasons at the end of the PRC meeting.  The PRC Chair will review, confirm and approve the minutes and decisions of the PRC (as recorded on the Final Grade PRC Form) with the committee prior to closing the meeting.  The Office of The Registrar (RO) will receive an electronic copy of the full PRC minutes and decisions regarding final grades on the Final Grade PRC Form from the PRC AA This will occur immediately following the PRC meeting.  The RO will then inform those students who are being denied supplemental activity copying the PCL on the email communication.  The PCL will email only those students granted a supplemental activity with details of the supplemental activity to be provided as well as the date and time. The RO will post all final grades to the student portal within 24 hours of the PRC meeting.  The RO will notify the PRC AA when all grades have been posted.  The RO will file the full minutes and decisions of the PRC in into a departmental folder with limited access.  The minutes and decision of the PRC will be filed by the CAQ AA in a central folder, with limited access called Y:\Accreditation no later than one week after the timeline for the Academic Appeal Hearing date has passed.  Use of this information for accreditation purposes will have all identifying information removed.

IX. DESIRED OUTCOMES

Following each meeting, the Office of the Registrar is informed via the Final Grade PRC Form on final student grades, promotion, supplemental and post supplemental activity. The Office of the Registrar determines Academic standing on the basis of decisions made at the PRC. Results of the PRC process are recorded and saved in a secure and limited access central location.

X. PROCESS

  1. Prior to the academic year the Senior Director, Academic Planning & Operations with the Academic Chair team will determine the academic dates, including the PRC meeting days, for each semester. These dates will be published on the Organizational Calendar.
  2. The PRC AA will book the meeting for the PRC members, schedule the programs that are attending the PRC meeting.. The schedule and the PRC terms of reference will be shared with the PRC members at least two weeks in advance of the PRC date.
  3. The Integrated Academic Planning and Support Services Office (IAPSS) will create the Final Grade PRC Form templates for each program/year/semester and forward them electronically to the Office of the Registrar.
  4. The Office of the Registrar (RO) will export the complete class list for program/year/semester with the student names, IDs, and statuses and enter this into the appropriate Final Grade PRC Form and distribute these electronically to the Program Communication Liaisons (PCLs).
  5. The PCLs will store these forms on the Y:/shareit under their designated program grades folder made accessible to only the program faculty members and the administrative assistant for CAQ.  The PCLs will advise program faculty members and CAQ of the location of the Final Grade PRC form to be completed as below.
  6. The faculty members will:
    1. complete the appropriate course columns on the Final Grade PRC Form (i.e. actual grades, rationale to support or deny supplemental activity and any information a student wishes to be brought forward to PRC on his/her behalf) at least 24 hours prior to the scheduled PRC. Any student with failing and incomplete grades will be highlighted by the faculty member so that they’re easily identifiable for discussion at PRC. Each faculty member must insert their name in the column associated with their course. This will serve as proof of signature. The faculty member will save the form electronically in Y:/shareit under their designated program grades folder.
    2. for all IPE courses faculty will continue to use the Grade Centre in Blackboard to enter final grades. Final grades must be posted at least 48 hours prior to the scheduled PRC.  Centre for Academic Quality (CAQ) will enter theses grades on the Final Grade PRC Form for each program at least 24 hours prior to the scheduled PRC.
    3. contact students with failing grades that will be presented at PRC using the standard template to see if there is any additional information/documentation that should be brought forward on their behalf. Students with failing grades will be contacted only after they have undertaken all of their final exams. Students with failing grades should be encouraged as per the standard template to prepare for the possibility of supplemental exams. All communication between faculty and student should be documented by email.
    4. All grades posted to a course Blackboard site are unofficial.
  7. The PCL will:
    1. verify with the Office of the Registrar the GPA, current academic standing, and eligibility for re-admission, for any student with a single, repeat single, or multiple course failures. Eligibility for re-admission must be captured on the Final Grade PRC Form,
    2. review all of the completed Final Grade PRC Forms and any accompanying documentation submitted by program faculty,
    3. review information for completeness and accuracy
    4. determine which students fall into the ‘automatic supplemental’ category,
    5. determine a program recommendation for discussion at PRC for those students with multiple course failures or single course failures that are not a first time occurrence (Column O, Final Grade PRC form)
    6. submit the completed Final Grade PRC Form for each program/year/semester electronically to the PRC AA within 24 hours of the PRC meeting. The email will serve as proof of signature. This form will be used to document/ minute the PRC meeting.
  8. At the start of the PRC meeting, the PRC Chair shall review the PRC Terms of Reference and rules of conduct (e.g. no use of student names, confidentiality, etc.), description of voting and non-voting members, and roles of the PRC members). Any conflicts of interest must be declared by the PRC members at this time.   All those present must sign a Confidentiality Agreement.  This form will be scanned and stored in a limited access folder centrally located in the Y:Shareit drive by the CAQ AA.
  9. During the PRC meeting, the PCLs or CLOs or designates will present the Students’ grades and recommendations. Students will only be referred to by their student ID number.
  10. The PRC members will discuss the Students’ academic grades, progress, and any previous supplemental and post supplemental activity. Any time a student is provided or denied a supplemental, and is facing possible suspension and readmission, terms and conditions of readmission MUST be determined at the PRC meeting.
  11. The voting members of the PRC will make a decision on the Student’s academic grades, promotion, supplemental and post supplemental activity.
  12. The PRC AA will record the decisions and any recommendations of the PRC including terms and conditions on readmission to the program on the electronic Final Grade PRC Form, submitted by the PCL.
  13. The PRC Chair will review the final decisions made and recorded for accuracy with the PRC committee for approval and the PRC AA will record the names of the PRC Chair and Members on the Final Grade PRC Form as electronic signature
  14. The PRC AA will send a copy of the Final Grade PRC Form electronically to the Office of the Registrar immediately following the PRC meeting. The PRC AA will gather any other notes taken during the meeting for shredding.  Immediately after the PRC meeting, the RO will unofficially inform the Student of the PRC’s decision, by email, if a supplemental activity is being denied as well as opportunity to appeal the decision of the PRC. The email will be copied to the PCL, who will then, notify only those students that have been granted supplemental of the date, time and method of supplemental
  15. The Office of the Registrar will enter all official grades as approved by PRC into PowerCampus within 24 hours of the PRC meeting, which will establish academic standing. The Office of the Registrar will notify students of their academic standing.
    1. In case of a recommendation for probation, suspension, withdrawal or permanent withdrawal, the Office of the Registrar will record the decision on the student record, and inform the student of their official standing. Terms and conditions for readmission to Michener are determined by the Academic Chair, via an official letter and copied to the RO.
  16. The Office of the Registrar will copy this standing information to the Academic Chair, PCL, program AA, and in the case of suspension or permanent withdrawal to the Student Success Network.
  17. The full PRC meeting minutes and decisions recorded on the Final Grade PRC Form will be filed in two places: immediately into a departmental folder with limited access by the RO and to a central folder, with limited access called Y:\Accreditation no later than one week after the timeline for the Academic Appeal Hearing date has passed by the CAQ AA.
  18. Any Final Grade PRC Form information used for the purposes of Accreditation will have all student identification removed.

ASSOCIATED DOCUMENTATION

REVISION HISTORY

Date Reviewer Change(s) made
May 27, 2010 Suzanne Allaire Michele Allsop-Downie Fiona Cherryman Catharine Marie Gray Michelle Gyarmati Nandita Arora Sheena Hewitt Alex Gontar Kathleen Olden-Powell Pinar Peacock Sydney Redpath Susan Weltz Andrea White Markham Document revised
June 10, 2010 Academic Approval Council Document approved
March 22, 2011 Pinar Peacock Sydney Redpath Document revised (minor revision: name change to Promotions Review Committee; formerly known as Program Review Committee)
April 10, 2011 Sydney Redpath Document revised ( minor revisions to streamline process)
May 2011 Pinar Peacock Sydney Redpath Document revised (minor revisions to streamline process)
July 2011 Sydney Redpath Meera Narenthiran Kathleen Olden-Powell Catharine Gray Fiona Cherryman Peter Bridge As above
September 14, 2011 AAC Committee Document revised (addition: “Communication between faculty and student should be documented by e-mail.”)
September 2013 Chairs, RO, PMO, AP&O, PRC AA Changes to streamline process and responsibility
May 2014 Academic Approval Council AAC Clarification regarding virtual meetings Clarification of official and unofficial grades
March 2015 Ronika Srdic, Registrar Clarity in language
June 15, 2016 Ronika Srdic, Registrar Amendment to cover departmental name change (IAPSS to CAQ), current organizational reporting structure (Pres & CEO to EVP, Education and VP, Academic to Senior Academic Leads) and role of CAQ AA in entering IPE course marks on appropriate PRC Grade Forms.