Guidelines, Forms & Procedures

Faculty of Science Rules & Procedures  

The Faculty of Science Rules and Procedures document (PDF) outlines rules for meetings; regulations concerning officers of the faculty; terms of reference for faculty council, standing committees and unit review committees; policy on research overhead; policy on appointments funded by outside sources; promotion and tenure; Killam Faculty of Science prizes; and appointments of chairs, deans, associate and assistant deans. Last updated June 2017.

Forms & Policies for Faculty
Annual Report

Review/submit annual reports online.

Tenure Guidelines

Guidelines and criteria [pdf] for tenure.

Travel Application

Travel Expenses Advisory Committee Notes and Instructions for completing the DFA Travel Fund Application form for conference (in-person and virtual) travel support.

Professional Developmnent Allowance

Financial Services Professional Development Allowance form for reimbursement of professional development allowance associated with DFA members.

Forms & Guidelines for Undergraduate Courses & Programs
Course Syllabus

Guidelines for Faculty of Science course syllabi. Available in three parts:

  1. Course Syllabus - Required Elements (list of elements to be included in course syllabus).

  2. Syllabus Supplement - Policies & Student Resources (approved statements of university policies (e.g., academic integrity, accessibility) and links to student resources and services (e.g., advising, writing centre, health services, safety documents).

  3. Course Syllabus Guidelines - Information to assist in creating a course syllabus.

General Calendar Change Procedure

General guidelines (pdf) for making curricular and calendar changes in the Faculty of Science

New Course form

Guidelines and form [pdf] for proposing a new Faculty of Science course

Course change form

Guidelines and form [pdf] for submitting a course change request.




Procedures for proposing a new undergraduate program and form for requesting a change to an existing program [same pdf]

Criteria for Promotion of Senior Instructor to University Teaching Fellow

Instructors considered for promotion to the rank of University Teaching Fellow will be expected to have demonstrated outstanding evidence of effectiveness in and dedication to teaching, and have made notable contributions to pedagogical leadership.


With respect to teaching, evaluation of effectiveness will take into consideration the diversity of teaching experience, which should also extend beyond delivery of established curricula to include creation of new courses, or extensive modification or updating of established courses. Recognition of excellence in teaching and related activities (such as advising) will also be considered important; examples of such recognition may include teaching or advising awards, strong teaching evaluations, or letters of attestation. Evidence of dedication to excellence in teaching may include active and continuing professional development, such as participation in teaching and learning workshops, courses and certifications.

Pedagogical Leadership

Contributions to pedagogical leadership may take many forms, and the categories and examples given here are not meant to be comprehensive. However all such activities evidence contribution to the department, Faculty, and University that go beyond performing departmental assigned teaching.

  • Development of novel pedagogical methods that are adopted more broadly in the University community.

  • Service leadership, such as chairing committees, program evaluations, unit reviews etc.

  • Outreach, such as meeting with visiting students, representing the department, Faculty, or the University in the media.

  • Leadership in collaboration, such as engaging in inter-unit or interdepartmental activities,courses, events, and initiatives, activities such as interdisciplinary courses, certificate programs.

  • Assisting with the career development of other faculty, such as sharing teaching and learning materials and mentoring junior faculty about teaching practices, university regulations, and student issues.

  • Conducting research, especially as it pertains to pedagogy, as evidenced by receipt of grant funds to support such research, authorship of peer-reviewed literature, and presentation of invited talks.

  • Leadership in student training beyond the classroom and the laboratory, including undergraduate and graduate student research supervision and service on graduate thesis committees.


Application procedures will follow those outlined in the collective agreement, and must be submitted to the Dean’s office prior to October 31 .

The University Teaching Fellow is only to be awarded in cases where notable contributions to pedagogical leadership can be documented, above and beyond evidence of effective teaching. Demonstrated excellence in teaching is necessary, but not sufficient.

Therefore, the two (2) required letters of reference should address the more stringent criterion of pedagogical leadership (possibly in addition to teaching excellence). Exactly who is in the best position to supply these letters would depend on the individual case, and the elements of leadership to be demonstrated. The departmental committee should therefore solicit these letters, with input from the candidate to identify appropriate referees.

Referees must be chosen who do not have a conflict of interest, or the appearance of a conflict of interest. For instance, no referee shall knowingly participate in any decision that directly and preferentially benefits them or any individual with whom they have an immediate familial, marital, sexual or financial relationship. In addition, a referee should not participate where their participation may lead to a reasonable apprehension of bias or where there is an appearance of a potential conflict of interest.

Forms & Policies for Your Students

Research and Travel

Undergraduate research opportunities (including USRAs, summer scholarships) [web]

Undergraduate conference travel fund [web]  


Policy on exams held out of class [pdf]

Award for Excellence in Teaching Nomination

Nominate a professor or instructor for the Excellence in Teaching Award. Download the nomination form.


Note: Posted forms are fillable pdf format. Fillable forms are available in WORD format from your Faculty of Science Curriculum Committee departmental representative.