Prentice Institute Policies and Procedures

1. NAME

 Prentice Institute for Global Population and Economy

2. MISSION

  • The Prentice Institute supports and conducts research on the changing human populations and the potential impacts on social, environmental, and economic issues, and communicates its findings widely.
  • The Prentice Institute and its research collaborations seek to understand long-term changes in human and economic environments, within an historical context, with particular attention to the role human actions play in influencing these outcomes.
  • We conduct and integrate research on the dynamics of Canadian and global demography and their impact on economic well-being through migration, culture, trade, and natural resource availability.
  • We communicate widely the output of our work and that of others to stimulate further research and to enable individuals, governments, and corporations to make better-informed decisions. We educate students and future researchers.

 

3. VISION

“The Prentice Institute will be a global leader in research and analysis of changing human population and economic issues.”

 

4. ORGANIZATIONAL STRUCTURE[1] 

4.1 Strategic Governing Council (SGC)

4.1.1 Composition

The Prentice Institute (henceforth, the Institute) is governed by a Strategic Governing Council (henceforth, the SGC). The SGC shall consist of three members as follows:

(a) The Associate Vice-President of Research/Dean of School of Graduate Studies (AVPR/DSGS) at the University of Lethbridge (or designate).

(b) The Dean of Arts and Science at the University of Lethbridge (or designate).

(c) The Director of the Institute (or designate).

4.1.2 Chair and Powers

(a) The AVPR/DSGS will Chair meetings of the SGC.

(b) All members of the SGC shall have voice and a vote.

(c) Where a vote of the SGC bearing on decisions of the Steering Committee (below) is not unanimous, the issue will be returned to the Steering Committee for further discussion and revision or may be resolved in rare cases through a Special Meeting with the Vice President (Research).

 

4.1.3 Role

The SGC shall fulfill their respective duties and tasks for the wellbeing of the Institute and shall use their respective powers in accordance with the terms of this Constitution. The SGC oversees the Steering Committee (see below) and the Director of the Institute (below) in the planning, prioritization and implementation of the Institute’s strategic plan. In general, the SGC shall oversee the long-term development of the Institute by ensuring that all its activities support its vision, mission and the strategic priorities of the University of Lethbridge.

Specifically, the SGC shall:

(a) make administrative decisions within the University’s Centres and Institutes policy and procedural guidelines;

(b) formally approve budgetary recommendations by the Steering Committee;

(c) institute a policy of recruitment and selection to the Steering Committee;

(d) formally approve the overall direction of the Institute as recommended by the Steering Committee.

 

4.1.4 Meetings

The SGC will meet shortly after every Steering Committee meeting (two times a year) and may meet at other times throughout the year. A quorum at the Strategic Governing Council meeting shall be all three (3) members of the Committee. If quorum is not reached during a regular scheduled meeting, decision making and approvals cannot proceed and will be tabled for future meeting with quorum. The Robert's Rules of Order shall be followed during all meetings. Minutes of the Strategic Governing Council meetings shall be recorded and shared among all members of the council.

 

4.2  Officers

4.2.1. Director

4.2.1a Appointment and Term

(a) The Director shall normally be filled from within existing Academic Members of the university.

(b) The Director must hold a tenured faculty position at the level of full Professor at the University of Lethbridge.

(c) The Director may serve for a period of five years, subject to reappointment upon review.

 

4.2.1b Role and Responsibilities

The Director shall be responsible for:

(a) Overseeing all formal partnerships and contracts with other universities and/or institutions to be undertaken by or on behalf of the Institute, and further obtain the appropriate institutional approvals in accordance with the Approval and Signing Authority Policy.

(b) Acting as an ambassador for the Institute to raise its external profile.

(c) Developing strategies to ensure Institute resources are managed effectively and efficiently.

(d) Ensuring all members adhere to institutional policies including, but not limited to, research integrity, research ethics, risk assessment, and the recovery of indirect costs of research.

(e) Increasing research opportunities for faculty, students, and postdoctoral fellows.

(f) Providing academic leadership to the Institute by embracing the range of disciplines represented to ensure a collegial environment.

(g) Promoting and facilitating the provision of high-quality teaching, research and scholarly activities within the Institute.

(h) Developing networks between the Institute, the public, and private sectors at the local, provincial, national, and international levels, as appropriate.

(i)  By mutual agreement and in accordance with established procedures, assigning/delegating duties and responsibilities of his/her office to other staff members.

(j)  Submitting an annual report to the Vice-President (Research) on the Institute’s activities as per Section 10 of the Centres and Institutes Policy.

(k) Encouraging and assisting the development of, and adherence to, goals and policies of the Institute which are consistent with its objectives.

(l)  Overseeing the Institute’s management and governance structure.

(m) Setting the agenda, calling, and chairing all Steering Committee meetings.

(n) Maintaining the confidence and cooperation of the Institute’s members.

(o) Informing the other members of the SGC of significant developments occurring between Steering Committee meetings.

(p) Ensuring compliance on all institute committees with the best practices of equity, diversity, and inclusion.

4.3  Steering Committee (henceforth, SC)

4.3.1 Composition

(a) The Steering Committee (SC) has eleven (11) members including the Director and the Associate Director.[2]

(b) The SC may include representatives from external partners and an ex officio member representing the Vice-President (Research).

(c) The SC membership is weighted towards university representation in the following manner: One each (five in total) from the Dhillon School of Business, Education, Health Sciences, Fine Arts, the School of Liberal Education; and up to four from the faculty of Arts and Science.

 

4.3.2 Selection and Term

(a) Members of the SC will be recruited through a process of nomination, such nomination being either by others or by self-nomination, during a period determined by the SGC.

(b) Members of the SC should be individuals that have substantive investment in the success of the Institute.

(c) In making its selections, the SGC will strive to achieve gender equality and broad ethnic representation on the SC.

(d) Except in the case of the Director and the Associate Director, membership on the SC will be for a term of three (3) years, renewable for a second term.

 

4.3.3 Role and Responsibilities

(a) Provide Strategic Direction to the Institute and ensure the alignment of strategic priorities with those of the University of Lethbridge.

(b) Create and implement the Institute’s research, education strategies, and operational plans.

(c) Identify research opportunities with national and international research institutes for collaboration and implement commissioned research for policy development. 

(d) Provide a leadership role, in liaising the institute’s activities with other institutes, governments and agencies locally, nationally, and internationally.

(e) Provide advice and guidance on the Institute’s activities. 

(f) Provide a recommendation for the (re)-appointment of the Director of the Institute. 

(g) Provide, upon request, an evaluation of the Director’s performance.

(h) Receive and review the Annual Report of the Director.

(i) Oversee financial expenditures relevant to the Institute.

(j) Assist in the establishment of activities of the Institute’s committees.

(k) Assist in fundraising, promotion, and dissemination of information about the Institute.

(l)  Approve nominations for affiliates.

 

4.3.4 Withdrawal or Removal from the SC

(a) An SC member may choose to withdraw from the committee at any time.

(b) An SC member may be removed from the committee upon a 7-member vote of the SC.

(c) The reasons for removal will be clearly stated in writing to the affected member who has the right to an appeal.

(d) The appeal will be heard by the Dean of the Faculty of Arts and Science.

 

4.3.5 Meetings

The SC shall meet at least two (2) times per year at regular intervals. At any SC meeting, the vote will carry by a simple majority of the number of representatives present. A quorum at a SC meeting shall be reached with 6 or more voting members, one of whom must be the director or designate. If quorum is not reached during a regular scheduled meeting, decision making and approvals cannot proceed and will be tabled for future meeting with quorum. The Robert's Rules of Order shall be followed during all meetings. Minutes of the SC meetings shall be recorded and shared among all members of the committee.

 

4.4 Research Advisory Committee (henceforth, RAC)

4.4.1: Composition

(a) The RAC operates under the direction of the SC and reports to the Institute’s Director or the Associate Director.

(b) The RAC will have a minimum of five (5) voting members drawn from research areas relevant to the Institute’s vision and mission.

(b) All members of the RAC must be tenured faculty at the University of Lethbridge.

(c) The members of the RAC will select from among themselves a Chair who will oversee the committee’s work.

(d) The RAC will include a non-voting resource member from the office of the AVP Research/Dean SGS.

 

4.4.2: Selection and Term

(a) The SC will select and appoint members to the RAC.

(b) Appointment will be based on individual’s qualifications and their alignment with the vision and mission of the Institute.

(c) Every effort will be made to achieve gender equality and broad ethnic representation on the RAC.

(d) Unless otherwise specified, membership on the RAC will be for a term of three (3) years, renewable for a second term.

 

4.4.3 Role and Responsibilities

(a) Provide a five-year (and annual) Plan for: Research; Training; and Dissemination.  

(b) Provide the Director and SC with a plan for resource allocation for research activities (Research, Training, and Dissemination). 

(c) Provide the Director and SC quarterly with a report on research progress.

(d) Provide strategies for the Institute’s research opportunities and directions.

(a) Identify collaborative research opportunities among affiliates. 

(b) Identify group funding needs for priority research areas.

(c) Adjudicate and award seed grant and other research funding for affiliates and students, including the Prentice Institute Graduate Research Fellowship.[3]

 

4.4.4  Withdrawal or Removal from the RAC

(a) A member of the RAC may choose to withdraw from the committee at any time.

(b) An RAC member may be removed from the committee upon a 7-member vote of the SC.

(c) The reasons for removal will be clearly stated in writing to the affected member who has the right to an appeal.

(d) The appeal will be heard by the Dean of the Faculty of Arts and Science.

 

4.4.5 Meetings

The RAC shall meet at least two (2) times per year at regular intervals. A quorum at a RAC meeting shall be reached with 3 or more voting members present. If quorum is not reached during a regular scheduled meeting, decision making, and approvals cannot proceed and will be tabled for future meeting with quorum. The Robert's Rules of Order shall be followed during all meetings. Minutes of the Research Advisory Committee meetings shall be recorded and shared among all members of the committee.

 

 

4.5 Academic Advisory Committee (henceforth, AAC) 

 4.5.1 Composition

(a) The AAC operates under the direction of the SC and reports to the Institute’s Director or the Associate Director.

(b) The AAC will have a minimum of five (5) voting members drawn from areas within the University’s academic community relevant to the Institute’s vision and mission.

(c) All members of the AAC must be tenured faculty at the University of Lethbridge.

(d) The members of the AAC will select from among themselves a Chair who will oversee the committee’s work.

(e) The AAC will include a non-voting resource member from the office of the Dean of Arts and Science.

4.5.2 Selection and Term

(a) The SC will select and appoint members to the AAC.

(b) Appointment will be based on individual’s qualifications and their alignment with the vision and mission of the Institute.

(c) Every effort will be made to achieve gender equality and broad ethnic representation on the AAC.

(d) Unless otherwise specified, membership on the AAC will be for a term of three (3) years, renewable for a second term.

4.5.3 Role and Responsibilities

(a) Create opportunities for interdisciplinary education and training programs linked to the research mandates of the Institute.

(b) Develop ways to increase involvement of undergraduate and graduate students in the Institute’s research activities and those of research affiliates.

(c) Assist graduate students in seeking funding and otherwise enhance training for high quality graduate students.

(d) Create opportunities for all students to learn about the Institute’s programs and activities, encourage their involvement in research, and provide opportunities for them to disseminate their research findings (with supervision of affiliates). 

4.5.4  Withdrawal or Removal from the Academic Advisory Committee

(a) A member of the AAC may choose to withdraw from the committee at any time.

(b) An AAC member may be removed from the committee upon a 7-member vote of the Steering Committee.

(c) The reasons for removal will be clearly stated in writing to the affected member who has the right to an appeal.

(d) The appeal will be heard by the Dean of the Faculty of Arts and Science.

 

4.4.5 Meetings

The AAC shall meet at least two (2) times per year at regular intervals. A quorum at an AAC meeting shall be reached with 3 or more voting members present. If quorum is not reached during a regular scheduled meeting, decision making, and approvals cannot proceed and will be tabled for future meeting with quorum. The Robert's Rules of Order shall be followed during all meetings. Minutes of the AAC meetings shall be recorded and shared among all members of the committee.

 

4.6 Ad Hoc Committees

(a)   From time to time, the SC may see fit to establish an Ad Hoc Committee to examine and provide advice on a specific issue.

(b)   Unless otherwise specified, the membership of Ad Hoc Committees shall be for the life of the committee.

4.7  Prentice Institute Research Affiliates

(a) All members of the SC or other designated committees of the Institute are automatically deemed Prentice Institute Affiliates;

(b) Former Directors will be considered lifetime affiliates, unless removed with cause by the SC;

(c) Any other individual, including those who formerly held designation as an Affiliate due to their position on a Prentice committee, and holding an academic position at the University of Lethbridge or other accredited academic institution, may apply to the SC to be designated as an Affiliate of the Prentice Institute;

(d) Such application must be accompanied by a curriculum vitae, and a covering letter outlining the reasons for wishing designation, stating how the research activities of the applying individual align with the research mandates of the Institute;

(e) The SC will examine all applications and will not, unless with stated cause, reject an appointment;

(f) The period of appointment will be for three (3) years, renewable at that time;

(g) Designation itself carries no decision-making authority within the Institute.

 

5. SPECIAL MEETINGS

Either the SGC or SC may call a Special Meeting of that committee for any purpose it deems necessary;

(a) The Committee calling for the meeting will announce the time, place, and purpose of a Special Meeting.

(b) Ideally, notice of the meeting will be made at least two (2) weeks prior to the meeting, but may be shortened where urgent matters arise necessitating a shorter window of notice. 

(c) Special Meeting shall only deal with the business or issue for which it was called.

 6. ANNUAL GENERAL MEETING

The institute shall hold annual general meeting with the membership and include the Relevant Dean or Vice President (Research), as appropriate.

7. ANNUAL REPORTING

The SC after reviewing the annual report of the Director, will submit it to the Relevant Dean or Vice-President (Research), as appropriate, no later than June 1 describing the institute’s activities for the period covering April 1 to March 31.

 

8. REVIEW OF THE INSTITUTE

(a) The Institute’s performance, policies, and procedures will be reviewed at every five (5) years or sooner at the request of the Vice President (Research).

(b) The review committee and process should align with the Centres and Institutes Policy.

 

 

APPENDIX A: Governance Structure Chart

Organizational Chart of the Prentice Institute

 

APPENDIX B: Associate Director Position

B.1 Associate Director

B.1.1 Appointment and Term

(a) The Associate Director must hold a tenured faculty position at the level of Associate Professor or above at the University of Lethbridge.

(b) The Associate Director is appointed by the Director for a period of five years, subject to reappointment upon review.

 

B.1.2 Role and Responsibilities

The Associate Director shall be responsible for:

(a) Providing managerial leadership to the Institute and its research and public activities and projects.

(b) Managing (including hiring and evaluating) all the Institute’s administrative staff.

(c) Supervising all Institute employees (Post-docs, Research Associates and Administrative Staff).

(d) Overseeing volunteer programs.

(e) Advising the SC on University of Lethbridge policies and procedures; including human resources, finances, and reporting requirements.

(f)  Providing financial management; including developing and managing the institute’s annual operating budget, forecasting, variance explanation, and regular financial reporting.

(g) Working closely with the Director on setting SC agendas.

(h) Working closely with the RAC and AAC.

(i)  In conjunction with the Director and SC, assisting in the development of the Institute’s media and communications strategy; including local, provincial, and national media, print, electronic, and social.

 

 


[1] Appendix A outlines the governance structure of the institute

[2] The Associate Director does not vote, but the Director votes on the SC in the event of a tied vote on any decision. Appendix B outlines the roles and responsibilities of the Associate Director.

[3] The SGS manages and awards the Prentice Institute Graduate Research Fellowship.

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