Rules & Procedures (September 3, 2013)

Rules & Procedures (September 3, 2013)

1.    ESRC’s Mission & Objectives
1.1.      The Environmental Sustainability Research Centre (ESRC) pursues innovative and interdisciplinary/trans-disciplinary research concerning the environment, sustainability and social-ecological resilience. Ultimately, it aspires to contribute to facilitating society’s transition towards sustainability.

1.2.      The basic objectives of ESRC are as follows:
1.2.1.   To encourage interdisciplinary, trans-disciplinary, integrative, and environmentally oriented research by faculty, librarians, and students.
1.2.2.   To cultivate and mobilize networks at local through international scales that foster generation of innovative knowledge and make possible information dissemination about the environment.
1.2.3.   To engage with communities of practitioners and policy makers to foster knowledge impacts at local through international levels about the environment.
 
2.    ESRC Committee
2.1.    The ESRC Committee (hereafter ‘the Committee’) is the core constituent body of ESRC, comprised of all ESRC members in good standing (see section 6.0 below for the eligibility and procedural requirements of ESRC membership). All ESRC members in good standing have the rights and duties to participate in Committee affairs. 
2.2.    The Committee will meet no less than once per term.  Meetings of the Committee can be called at the discretion of the ESRC Director or through petition by at least half of the ESRC membership. Two weeks’ notice must be given before each Committee meeting. 
2.3.    All meetings of the Committee will follow Robert’s Rules of Order in its proceedings.
2.4.    Every member in good standing of ESRC has one vote in Committee proceedings. Committee votes may be conducted in-person or electronically. Quorum for the meetings is at least 40% of the membership. For electronic votes, no quorum rule applies since all members will have an opportunity to vote. Unless otherwise indicated in these Rules and Procedures, decisions of the Committee will be taken by simple majority vote.
2.5.    The Committee has the following rights/duties in ESRC governance:
· It will elect the ESRC Director
· It will elect the members of the standing committees (Strategic Planning and Budget Committee, and Graduate Program Committee)
· It will elect the Graduate Program Director
· It will review the annual report of the ESRC Director
· It will receive and review reports from the ESRC Advisory Committee
· It will amend the ESRC Rules and Procedures, as necessary
· It will participate in the development and approval of the strategic plan and yearly action plan.
 
3.    ESRC Director
3.1.    The ESRC Committee will be chaired by the ESRC Director (hereafter ‘the Director’) or his/her designate.
3.2.    The Director will normally serve a three-year term which may be renewed.
3.3.    The Director will be selected through the following procedure:
3.3.1.  During the fall term of the final year of a Director’s term, the Committee shall record a vote indicating its choice for the next Director.
3.3.2.  This choice will be forwarded to the Dean, Faculty of Social Sciences (hereafter “FOSS”) who may consult further.
3.3.3.  The Dean will forward the results of the vote and his/her recommendation to the President who will appoint the next Director.
3.4.    The Director will have the responsibilities as set out in Article 27.01 of the Collective Agreement as well as the following duties:
3.4.1.  Develop, implement and monitor a strategic plan for ESRC, in consultation with the Committee, the Strategic Planning and Budget Committee, (hereafter “SPBC”), the Advisory Committee, and the Dean of FOSS.
3.4.2. Act as a liaison between government agencies, organizations, partners and ESRC.
3.4.3.  Chair regular ESRC meetings; strike committees as required; interact with the Committee and Advisory Committee; and supervise ESRC staff.
3.4.4.  Provide a written report and presentation to the Committee, the Advisory Committee, and the Dean of FOSS annually.  The report and presentation summarizes the activities of ESRC and seeks advice on future strategic directions.  It will be distributed at least two weeks before the annual meeting. Provide written reports every six months to the VPR.
 
4.    ESRC Strategic Planning and Budget Committee (‘SPBC’)  
4.1.    The ESRC SPBC is concerned with the strategic direction and budgetary decisions of the ESRC. Any member in good standing of the Committee can make nominations and stand for election to the SPBC. All individuals on the SPBC  (except the Director – see section 3 above) are elected by simple majority vote of the Committee.
4.2.    All members of the SPBC are entitled to one vote in its proceedings, and SPBC decisions are determined by a simple majority vote. 
4.3.    All meetings of the SPBC will follow Robert’s Rules of Order in its proceedings.
4.4.    The SPBC is comprised of the following terms:
· Director (three-year term)
· UNESCO Chair (pending approval, applicant until decision)  
· Member-at-Large (three year term)
· Member-at-Large (two-year term for the first holder and three years thereafter)     
· Member-at-Large (one year term and three years thereafter)   
 
5.    ESRC Graduate Program Committee (GPC) (pending approval of graduate program)
5.1.    The ESRC Graduate Program Committee (hereafter ‘the GPC’) governs the Sustainability Science and Society graduate program. Any member in good standing of the Committee can make nominations and stand for election to the GPC. All individuals on the GPC (except the Director) are elected by simple majority vote of the Committee.
5.2.    All members of the GPC are entitled to one vote in its proceedings, and GPC decisions are determined by a simple majority vote. 
5.3.    All meetings of the GPC will follow Robert’s Rules of Order in its proceedings.
5.4.    The GPC is comprised of the following terms:
·       Graduate Program Director (three-year term)
·       Member-at-Large (three year term)
·       Member-at-Large (one-year term for the first holder, then a three-year term thereafter)
·       Member-at-Large (two-year term for the first holder, then a three-year term thereafter)
·       Graduate Student Representative
·       Graduate Administrative Coordinator (non-voting)
·       ESRC Director (ex-officio)
5.5.    The GPC has the following roles/responsibilities:
·      assist the Graduate Program Director in running of the program
·      provide input into recruitment and admissions, scholarship adjudication, student progress, program design and content
·     respond to student concerns
 
6.0.     Graduate Program Director (GPD)
6.1.    The GPC will be chaired by the Graduate Program Director (hereafter ‘the GPD’) or his/her designate.
6.2.    The GPD will normally serve a three-year term which may be renewed.
6.3.    The Director will be selected through the following procedure:
6.3.1.  During the fall term of the final year of a GPD’s term, the Committee shall record a vote indicating its choice for the next GPD.
6.3.2.  Any member in good standing of the Committee and with experience on the GPC can make nominations and stand for election to the GPD.
6.4.    The Graduate Program Director (GPD) will be responsible for the following duties:
·     supervising the Graduate Administrative Coordinator
·      processing affiliation and re-affiliation applications for Faculty
·      consulting with appropriate Deans of Faculties and Chairs of other units as required (for teaching and supervision), liaising with the Co-op Programs, and serving as a member of the Graduate Council
·      overseeing the creation and distribution of publicity material, the Graduate Studies Calendar entry, and the Graduate Faculty and Student Handbook
·      overseeing the admission process, allocating Graduate Teaching Assistantships
·      offering guidance to students on program plans
·      overseeing students’ progress, organizing thesis defenses, and reviewing course outlines to ensure program integrity.
 
7.      ESRC Advisory Committee
7.1.        The ESRC Advisory Committee (hereafter ‘the Advisory Committee’) is a consultative body that advises the Committee on the strategic direction of ESRC. It is chaired by the Dean FOSS (or designate) and is comprised of up to five other members of the business, government, NGO, and/or academic communities. Members of the Advisory Committee sit for three-year terms.
7.2.    Members of the Advisory Committee may be nominated by any member in good standing to the Committee, and appointments to the Advisory Committee are made by simple majority vote of the Committee. 
7.3.    The Advisory Committee will meet at least once each academic year, and meetings of the Advisory Committee are called by the chair (the Dean of Social Sciences).
7.4.    The rights/duties of the Advisory Committee include the following:
·       To review the annual report of the Director and evaluate the strategic direction of ESRC.
·       To comment annually to the Committee on the strategic direction of ESRC.
·       To provide advice to the SPBC, as requested by the SPBC.
7.5.    Members of the Advisory Committee may sit as observers on the Committee and the SPBC, but they do not have nominating or voting rights on either of these bodies.
 
8.      ESRC Membership
8.1.    Membership in ESRC is open to all members of the Brock academic staff (BUFA members) who can make a demonstrable and positive contribution to ESRC’s mission and objectives.
8.2.    The process for becoming a member of ESRC is as follows:
·       Prospective applicants must submit a CV and a one to two page statement of intent outlining the relevance of their research to ESRC and their planned contribution to ESRC – as specified on the website.
·       The Director (or designate) shall bring forward all membership applications to the SPBC at its next scheduled meeting, where membership decisions will be decided by a simple majority vote.
·       The Director (or designate) shall notify each applicant of the results of the membership vote.
8.3.    All members of ESRC may resign their membership through a letter of resignation to the Director and will take effect immediately.
8.4.    Members of ESRC whom the SPBC has determined to have become inactive (i.e., they have not participated in the Committee or other ESRC activities for at least two years) or to have acted contrary to the mission and objectives of ESRC, may have their membership cancelled through the unanimous vote of the SPBC. Prior to such actions, a letter from the Director will be sent to the member to request explanation.
8.5.    All membership decisions of the SPBC (new membership approvals, new membership rejections, and membership cancellations) can be overridden through a two-thirds majority vote.
8.6.  All Members are expected to participate on a minimum of one committee / sub-committee and in a minimum of one initiative annually.
 
9.      ESRC Associates
9.1.    Individuals who are temporarily affiliated with Brock University may participate in ESRC activities through ESRC affiliation. ESRC Associates (hereafter the ‘Associates’) may be limited term appointments, post-doctoral research fellows, research assistants, undergraduate students, or graduate students at Brock University who can make a demonstrable and positive contribution to ESRC’s mission and objectives.
·       The term student will precede ‘Associate’ for Graduate and Undergraduate students at Brock University.
9.2. Associates may participate in all ESRC activities and may attend meetings of the Committee, but they may not vote in Committee proceedings nor may they stand for election or hold office in the Standing Committees.
9.3. The process for becoming an Associate is as follows:
·       Prospective Associate must be nominated by a Committee member.
·       Prospective applicants must submit a CV and a one to two page statement of intent outlining the relevance of their research to ESRC and/or their planned contribution to ESRC – as specified on the website.
·       The Director (or designate) shall bring forward all membership applications to the SPBC at its next scheduled meeting, where membership decisions will be decided by a simple majority vote.
·       The Director (or designate) shall notify each applicant of the results of the membership vote.
9.4.    All Associates may resign their membership through a letter of resignation to the Director and will take effect immediately.
9.5.    Associates whom the SPBC have determined to have become inactive (i.e., they have not participated in the Committee or other ESRC activities for at least two years) or to have acted contrary to the mission and objectives of ESRC, may have their affiliation cancelled through the unanimous vote of the SPBC. Prior to such actions, a letter from the Director will be sent to the member to request explanation.
9.6.    All affiliation decisions of the SPBC (new affiliation approvals, new affiliation rejections, and affiliation cancellations) can be overridden through a two-thirds majority vote.
9.7.  All Associates are expected to participate on a minimum of one sub-committee and/or initiative annually.
 
10.    ESRC Affiliates
10.1.   Individuals and groups who are not members of the Brock academic staff may participate in ESRC activities through ESRC affiliation. ESRC Affiliates (hereafter the ‘Affiliates’) may be community members, students from other universities, businesses, NGOs or researchers from other universities who can make a demonstrable and positive contribution to ESRC’s mission and objectives.
·      The term student will precede ‘Affiliate’ for Graduate and Undergraduate students.
10.2.   Affiliates may participate in all ESRC activities and may attend meetings of the Committee, but they may not vote in Committee proceedings nor may they stand for election or hold office in the Standing Committees.
10.3.   The process for becoming an Affiliate is as follows:
·       Prospective Affiliates must be nominated by a Committee member.
·       Prospective applicants must submit a CV and a one to two page statement of intent – outlining the relevance of their research to ESRC and/or their planned contribution to ESRC – as specified on the website.
·       The Director (or designate) shall bring forward all membership applications to the SPBC at its next scheduled meeting, where membership decisions will be decided by a simple majority vote.
·       The Director (or designate) shall notify each applicant of the results of the membership vote.
10.4.   All Affiliates may resign their membership through a letter of resignation to the Director and will take effect immediately.
10.5.   Affiliates whom the SPBC have determined to have become inactive (i.e., they have not participated in the Committee or other ESRC activities for at least two years) or to have acted contrary to the mission and objectives of ESRC, may have their affiliation cancelled through the unanimous vote of the SPBC. Prior to such actions, a letter from the Director will be sent to the member to request explanation.
10.6.   All affiliation decisions of the SPBC (new affiliation approvals, new affiliation rejections, and affiliation cancellations) can be overridden through a two-thirds majority vote.
10.7.  All Affiliates are expected to positively contribute to one ESRC initiative annually
 
11.     Amendment of ESRC Rules and Procedures
11.1.   Amendment of the ESRC Rules and Procedures can be proposed by any member of the Committee and must be passed by a two-thirds majority vote of the Committee.
 
Approved: September 3, 2013