Scholarship and Awards Committee

Terms of Reference
Faculty committee - 3 years
Graduate students - 2 years

Committee Membership Appointed:
• At least one FGSR – accredited faculty member from each line faculty offering graduate programs for graduate students eligible for FGSR funding (two faculty members for faculties offering PhD programs)
• Two graduate student representatives
(selection process to be determined by faculties and GSA, respectively)
Ex officio:
• Dean of FGSR or designee
Resources:
• FGSR Dean’s Office
Quorum:
• Six (6) members

Roles and Responsibilities:

• The Scholarship and Awards Committee shall work with the Manager of Scholarships and Awards
  • To adjudicate FGSR-administered scholarships
  • To participate in other adjudications as required by FGSR
  • To determine the winner of the Governor General’s Academic Gold Medal, and the President’s Distinguished Graduate Student Award
  • To recommend changes to the definition or Terms of Reference of titled scholarships to the Manager of Graduate Scholarships and Awards, who in turn will recommend any changes to External Relations
  • To recommend changes to the adjudication process and related matters.
  • If needed, to assist the Manager of Graduate Scholarships and Awards with the determination of eligibility of applicants for scholarships based on the scholarship’s Terms of Reference
• The Scholarship and Awards Committee shall work with the Dean of FGSR
  
  • To serve as an advisory body regarding the financial support of graduate students
  • To provide feedback on the Terms of Reference of new and revised scholarships offered by FGSR.

• Administrative Matters:

  • The Scholarship and Awards Committee is a standing committee that reports to the Council Committee of the Faculty of Graduate Studies and Research.
  • Membership of the committee should be staggered. If needed, terms of committee members may be extended or shortened to ensure adequate staggering.
  • The members of the committee determine the chair of the committee in a special meeting at the start of each fall semester.
  • The committee chair coordinates the adjudication process with the support of the Manager of Scholarships and Awards.
  • Adjudications need to follow an evidence-based process and should use rubrics.
  • Adjudications may be done by e-mail exchanges between members. In case of disagreements, a final decision has to be rendered in a meeting that has quorum.
  • Final adjudication results have to be communicated by the chair to the Manager of Graduate Scholarships and Awards as a ranked list of applicants.
  • Committee members are expected to participate in all adjudications.
  • If an appointed member misses more than 50% of adjudications during one calendar year, the member will be removed from the committee.
  • Terms of appointed members who go on leave or sabbatical will end at the start of the leave or sabbatical.
  • The Manager of Scholarships and Awards provides administrative assistance to the committee.