Book of Memos
1998-99


Table of Contents

1. People: Old and New

1.1 Academic Administrators

1.2 Departmental Staff

1.3 New Members and Visiting Scholars

1.4 Students working in the department

2. Departmental Facilities and Services

2.1 Overview of physical facilities

2.2 Typing, Photocopying

2.3 Photocopying class material

2.4 Departmental Fax machine

2.5 Mail

2.6 Keys, Access Codes and Cards

2.7 Seminars and Colloquia

3. Computing Facilities

3.1 Facilities for faculty and graduate students

3.2 Facilities for undergraduate teaching

3.3 Electronic mailing lists

3.4 Laser Printer fee

4. Teaching

4.1 Term start

4.2 Timetable changes

4.3 Space in classes

4.4 Confusion

4.5 Problem sessions

4.6 Changing sections

4.7 Personal timetables

4.8 Textbooks

4.9 Missing classes

5. Examining and Grading

5.1 Testing large classes in small rooms

5.2 Grading Schemes

5.3 Conversions between percentage and letter grades

5.4 Scheduling tests and exams

5.5 Final date for term work

5.6 Grading assistance

5.7 Student evaluation

5.8 Important deadlines for our students

6. Grants Money Sabbaticals

6.1 Grant application deadlines

6.2 Preparing your grant application

6.3 Travel expense fund

6.4 Applying for sabbatical leave

7. Departmental Committee Assignments 1998 99

1. People: Old and New

1.1 Academic Administrators

For a complete list of faculty members to whom you can turn for various kinds of help, please consult the departmental committee membership list . The following is the list of academic administrators in 1998-99.

Morton Abramson, Director of Pure Mathematics, Undergraduate Programme and Associate Chair

Alan Dow, Chair

Stephen Chamberlin, Director of Statistics

Michael Friendly, Coordinator of the Statistical Consulting Service

Martin Muldoon, Director of Applied Mathematics

Jianhong Wu, Director of the Graduate Programme

Return to Top of page

1.2 Departmental Staff

The following is an alphabetical listing of our staff members with a brief mention of their major portfolios:

Fruma Bell, Faculty Secretary and Receptionist, holds down the fort, the phone, supplies and everything else in the Administrative Office.

Anna Cavaliere, Assistant to the Chair and the head of the departmental administration. Anna handles organizational, personnel and financial matters.

Antonietta Della Pia Vian, Faculty Secretary, works in the Undergraduate Office and helps with a host of matters related to undergraduate students.

Janice Grant, Administrative Assistant and head of the Undergraduate Office. Janice should be seen about matters related to undergraduate programmes, timetables and problem sessions.

Marie Milani, Secretary Clerk, works closely with Anna Cavaliere especially on grants and space as well as fax, long distance and printing charges. Marie also arranges accommodation for visitors and is the keeper of the keys in the department.

Primrose Miranda, Graduate Programme Assistant, handles matters related to the Graduate Programme.

Gillian Moore, Administrative Secretary, runs the Applied Mathematics Undergraduate Office and also provides technical typing and secretarial services to faculty members whose offices are in Petrie. One of Gillian's responsibilities is to look after textbook orders.

Susan Rainey, Secretary to the Chair and Faculty Secretary, handles matters related to hiring, CV's, and the booking of appointments for the Chair. Susan also books rooms for seminars and meetings (other than N627R and N638R).

Information Analyst and WebMaster. This position provides technical word processing for members whose offices are in Ross as well as maintaining our departmental web page. The position also provides general computing support as a backup to the Systems Administrator.

System Administrator, will help with all aspects of the increasingly large and complex task of setting up and maintaining our departmental network of computers.

Return to Top of page

1.3 New Members and Visiting Scholars

We welcome Masoud Ashgarian to the department (Statistics Section).

We refer you to another page for an up-to-date list of Visiting Instructors and Visiting Scholars

1.4 Students working in the department

A number of undergraduate students will be working in the department through the Ontario Government Work/Study Programme that subsidizes the salaries of students who do part-time work in the department. The department has been granted positions to help the Teaching & Learning Committee, as well as Lab Assistants who will be working under Gene Denzel's supervision.

Return to Top of page

2. Departmental Facilities and Services

2.1 Overview of physical facilities

The following is a list of common areas in the department with a brief description of purpose and policy for use and access. Most common rooms can be opened with the G key issued to all faculty, staff and graduate students, some rooms require the F key issued to instructors and staff. A few rooms are controlled by the York Card. (If no building is specified, offices are in the Ross Building.)

N620 Common Room (G key)

N524 Lounge and Graduate mailboxes (G key)

The Common Room and the Lounge can be booked for receptions (use the Reservations Book in N520) but seminars that would inhibit conversation should be held in either the Seminar Room or the Committee Room.

N627 Committee Room (G key)

N638 Seminar Room (G key)

The Seminar Room holds approximately 20 people and the Committee Room holds 10. They must be booked using the Reservations Book in N520.

N619 Coxeter Library (G key)

N637 Resource Room (G key)

The Coxeter Library contains a selection of journals and other materials some of which were donated by H.S.M. Coxeter. The Resource Room is a satellite library for statistical manuals, journals and other paraphernalia. These rooms should always be available for their primary purpose and cannot be booked.

N604 Computer Room (York Card)

In emergencies, Anna, Marie, Steve Chamberlin or Alan Dow can provide admittance. N604 is reserved for the use of faculty, visiting researchers, staff and graduate students. With the permission of the Department Computer Coordinator (Gene Denzel), limited access can also be provided for others while engaged in special projects.

S110 Gauss Lab (Senior Computer Lab) (York Card).

The Gauss Lab is intended to provide access to UNIX workstations in senior undergraduate courses.

N501 Classroom (F key)

N537 Common Room (F key)

Book rooms from Janice September 1 to April 30; no reservation necessary from May 1 to August 31 although N501 will primarily be booked through the Undergraduate Office for tutorials

N520 Administrative Office (faculty and staff mailboxes) (F key)

N516 Photocopier and Fax Room (F key)

S525 MathStat Labs (Tutoring Centre) (special key provided by Marie, permission granted by Anna

Return to Top of page

2.2 Typing, Photocopying

If you wish assistance from the Faculty Secretary, Fruma Bell, please fill out the form appropriate for the job (located in the Administrative Office, N520) and place your job-related typing (non-technical) or duplicating work in the box labelled accordingly by Fruma's desk. Please allow time for work to be completed. For photocopying, please indicate on the form the code to be charged. The current charge is 5¢/page. Any research-related work must be charged to your (or your sponsor's) research code and teaching-related photocopy work should be charged to your teaching code. Faculty members are not entitled to charge research or personal work to the Department.

For those who prefer fast service, you are welcome to use the photocopiers in N516 yourselves. Our new duplicator easily produces collated and stapled material for large classes. Please ask Fruma if you need help using the machines.

If you experience problems with either copier which you are unable to fix from the panel and booklet instructions, please inform Fruma or Marie. It may be necessary for us to make a service call if the problem persists.

If machines run out of paper, please see Fruma. If you anticipate running large quantities, or expect to work overnight or on weekends, advise Fruma in advance.

For faculty members in the Ross Building, technical typing, whether for research or for classes, will be done by the technical typist in N525. Make sure that you provide enough time for your work to be done. If in doubt, find out how much lead time will be needed.

Faculty members in Petrie rely on Gillian Moore for technical typing.

Return to Top of page

2.3 Photocopying class material

Photocopying is the largest item in our operating budget and the department cannot absorb the cost of photocopying class material except tests and exams, a course outline and few small handouts. For anything beyond this, it is necessary either to recover costs directly (please work out an arrangement with Anna Cavaliere) or to distribute materials through the Bookstore or Beta (see Anna for complete details).

Return to Top of page

2.4 Departmental Fax machine

The fax machine (416-736-5757) is located in N516. Instructions for sending a fax and fax cover sheets are on the shelf directly above the machine. If you wish Fruma to send the fax, please fill out a cover page and put it with the material you wish to send in the typing/duplicating mailbox in N520. You are encouraged to use the machine yourself.

Here are a few guidelines:

Record all outgoing long-distance faxes in the log book next to the fax machine. They will be charged appropriately.

Do not leave incoming faxes in the tray. Take them to Fruma so she can distribute them. If you distribute a fax yourself, check carefully to make sure that you have separated the content of the tray into separate communications. If you see that the paper tray is empty or the film is low, please inform Fruma.

Incoming faxes should be controlled. Receipt of personal faxes or student assignments should be discouraged. The cost of the paper and film make extensive use of the fax machine prohibitive.

One obvious caveat: If an incoming fax is highly confidential you need to arrange to be at the machine when the fax arrives.

Return to Top of page

2.5 Mail

Pick up your mail from the Administrative Office. There are baskets for outgoing mail which is picked up once a day around 9:30 a.m. Every outgoing mail item must carry information on the sender's department, for billing purposes. In our case, Mathematics and Statistics 61 . Mail will arrive in your mailboxes at approximately 11:30 a.m.

There is an internal mail service between the Administrative Office, N520, and our Science Satellite Office, 122 Petrie, operating MWF 11:00 a.m. Place any mail items for this office in the specially marked box.

Ask Fruma for any stationery needed in your office. Please be moderate; the Departmental operating budget is tighter than ever.

Return to Top of page

2.6 Keys, Access Codes and Cards

Keys for Departmental and Faculty offices are administered by Marie Milani, (N520B, x33966). Keys for the offices of graduate students are to be obtained from Primrose Miranda (N519, x33974).

The typical faculty member needs three keys and, possibly, a York Card to get around. In addition to your own office key you will need:

Common Room key that will open, in addition to the Common Room, the Coxeter Library, the Committee Room, the Seminar Room and the Lounge (G key)

Administrative Office key to open N520 and the photocopy/fax room (F key)

York Card to open N604 and the senior undergraduate computer lab in S110 (must be processed through Anna to gain access)

For the latest procedure to obtain a York Card, please consult Anna Cavaliere or Marie Milani. Note that each lock is programmed to open only if your card is on a list of authorized cards.

In order to find a temporary office for short-term visitors, please contact Anna Cavaliere and then ask Marie for a key. Since offices are in short supply it is wise to check well in advance.

Return to Top of page

2.7 Seminars and Colloquia

Seminar or Colloquium talks will be announced in our Calendar of Events page on the World Wide Web (WWW). Items for the WWW Calendar of Events (including news about your professional activities, honours, guests, etc.) are to submitted, preferably by email, to Susan. Simply send the message to everyone@mathstat.yorku.ca; Susan will receive it and you will, at the same time, announce the event to all members in the department.

Note that Susan also books rooms for departmental meetings and seminars.

Colloquia must be pre-arranged with a member of the Colloquium Committee. Departmental hospitality of free coffee and cookies will be arranged and set-up by Fruma for colloquia, not for seminars, although generous benefactors are welcome to provide their own comestibles.

The Department has two or three portable overhead projectors which are kept locked in the Photocopy Room. They can be booked through the Administrative Office. There is a binder on the front counter with a section for booking these projectors, and the key can be obtained from Fruma. Many rooms are equipped with projectors, and projectors can be booked from Instructional Technology Centre (see Marie Milani).

Return to Top of page

3. Computing Facilities

3.1 Facilities for faculty and graduate students

Departmental computers for the use of faculty members and graduate students are housed in N604. Before using any of these facilities for the first time, please contact the Systems Administrator, x66236.

Faculty members who experience any defects should immediately report to the Systems Administrator or to Anna Cavaliere such problems. Requests for new equipment are directed to the Departmental Computer Coordinator, Gene Denzel (N615, x66086) and discussed by the Computer Users Committee.

Staff members who experience any problems with the York Card should report immediately to Anna Cavaliere who will get in touch with Academic Technology Support Group (ATSG).

Return to Top of page

3.2 Facilities for undergraduate teaching

The departmental facility for undergraduate teaching is the Gauss Lab (also known as the Senior Computer Lab) in S110, serves upper-level undergraduate courses. Students and faculty need a York Card for access to this lab. See Peter Song (N636, x33980) if you wish to have access for yourself or for your class.

Among other computing facilities offered on campus for undergraduate teaching are an assortment of microcomputer laboratories housed in the Steacie Science Building. These are all networked to the same server, named ACADLABS, which contains software that is used by many courses; in particular, it has SPSS, SAS, MAPLE, GEOMETER'S SKETCHPAD, MSOFFICE.

The equipment in the labs is as follows:

107A 36 workstations (Mac6100/Mac660 AV MacOS 7.1)

107B 36 workstations (486DEC LP/486DEC LPv+ Win95)

These two labs are teaching labs and can be booked by sending email to: ccslabs@yorku.ca

128 37 workstations (6 Dell Pentium 133; 29 486DEC LP Win95)

014 75 workstations (19 Dell Pentium 133; 31 486DEC LP/486DEC LPv+/486 Micro Express Win95; 20 Mac SE, 5 Mac 6100 MacOS 7.1)

The labs are all open 24 hours a day and you do not need a card to access them, but you do need a Steacie Labs ACADLAB account (you can use MAYA to activate one).

There is also a demo-room , Steacie T111C, which has a large seating and standing capacity. It contains one Mac and one IBM PC along with overhead projection equipment at the front of the room and 4 TV monitors at the centre and rear. This room can and should be booked for classes during which professors demonstrate the software they expect their students to use. For this purpose, T111C should be booked in preference to the labs in T107 and T107A which are too small to accommodate large groups.

It is anticipated that access to these labs will eventually be with the York Card, as is already the case with some other computer labs. Provision for dial-up access to ACADLABS is still in the planning stage.

Instructors who wish to incorporate a computer component into their courses should arrange to obtain a personal account on the APOLLO server from Computing and Communications Services (CCS). More detailed information can be obtained from the chair of the Steacie Lab subcommittee of the Computer Users' Committee, Gene Denzel.

Return to Top of page

3.3 Electronic mailing lists

There are a growing number of electronic mailing lists in the department to help you reach your audience easily. For example, a message can be sent to all members of the department (at least those who read electronic mail) by sending it to: everyone@mathstat.yorku.ca. Other lists include:

admin@mathstat.yorku.ca: staff and academic administrators

council@mathstat.yorku.ca: voting members of the department

exec@mathstat.yorku.ca: department executive committee

grads@mathstat.yorku.ca: graduate students in the department

stats@mathstat.yorku.ca: people with an interest in statistics (both in and out of the department)

teachers@mathstat.yorku.ca: people currently teaching in the department

jobs@mathstat.yorku.ca: provides a listing of jobs available in the areas of mathematics

Anyone can send a message to one of these lists. You can have your name added to some lists by sending a request to Susan, srainey@yorku.ca, who will subscribe you to the list you have stated.

Return to Top of page

3.4 Laser Printer fee

Laser printers are available in N604 for the use of faculty and graduate students. Please see Fruma, N520, for paper. Currently, we are not charging any laser printer fees but this may change in the near future.

Return to Top of page

4. Teaching

4.1 Term start

Undergraduate classes begin on Tuesday, September 8. Tutorials start the second week of classes. Graduate classes also begin on Monday, September 14, except graduate courses that are cross-listed with undergraduate courses, which start on Tuesday, September 8.

4.2 Timetable changes

Over the summer, and probably right up to the day before classes begin, changes are made to the teaching timetables; rooms, times, instructors, etc. The timetables posted inside and outside our Undergraduate Office (N503) are kept up-to-date. Please check to be sure you know where and when and what you are teaching. Please send lost students to these postings.

4.3 Space in classes

You may find you have more students than chairs in your classroom. Some of the students are in the wrong room, some are just looking you over. Classes have not been over booked this year so the students officially enrolled should fit in your room.

Please ensure that students attending your section are also officially enrolled in your section. The Undergraduate Office (N502/3) can determine the status of a student if you are unsure. Please do not wait until the last minute to let students know they are in the wrong section as it causes confusion and problems when it comes time to submit grades. The Registrar's Office will not switch grades from one section to another.

If by chance you run into a situation where someone else is using the classroom assigned to you, please obtain the other course's calendar number and department and call the Administrative Office (x55250) with this information. We will endeavour to straighten it out immediately. If you can find an empty nearby classroom, use it as a temporary location.

Return to Top of page

4.4 Confusion

If you feel confused, imagine how the students feel. During the first week, and especially the first lecture, many of them will go to the wrong rooms. Please announce and write on the board each lecture during the first week what course and section it is, and who you are!

4.5 Problem sessions

Announce in each lecture during the first week that Problem Sessions (if your course has them) and the MathStat Labs do not start until the second week of classes, that is: they begin September 14. An updated list will be circulated prior to that date and will be posted on the Undergraduate Office bulletin board. Please emphasize to students the importance of attendance at problem sessions. They should not come to the Administrative Office with any questions regarding problem sessions. Instructors are responsible for giving details of problem sessions to students.

Return to Top of page

4.6 Changing sections

Do not feel pressured to give students permission to enter your section of a multi-sectioned course. Consider the enrolment in your section and discuss the matter with the course coordinator. Many sections are enrolled to classroom capacity and letting an additional student enroll will aggravate the scramble for seats.

If your section is full, you may have students requesting overload permission.

If you wish to overload your course, please ensure that the student receives from you a letter stating that overload permission is granted. Please note however, that we will NOT be entertaining any overload permissions (for Fall or Full year courses) until after Saturday, September 19, 1998, which is the last day to make changes without the course director's permission. In other words, please instruct the students to try to get into the course with the Voice Response System until then.

Return to Top of page

4.7 Personal timetables

If you have not done so yet, you must complete and give to Fruma your office hour schedule (teaching and other definite times and places you know of). This schedule is particularly important for passing information on to students and the administrative staff. Any changes during the term should be given to Fruma as soon as possible. Please post your office hours outside your office door as well. If you don't, your students stream to the Administrative Office to ask how to reach you and Fruma gets much less of your work done!

When leaving for your vacation, a conference, or for any reason that you will be away from the office please inform, in writing/e-mail, Anna of those dates. Include in your note whether or not you would wish to have Administrative mailings placed in your mailboxes during your absence, i.e., Gazette, fliers, etc. Anna will then inform Fruma and/or other staff members. Also, be sure to arrange that students have access to their final exams and the undergraduate office is kept informed of the whereabouts of your grade book and/or you for student petitions.

Return to Top of page

4.8 Textbooks

If you are the only instructor of a course, or the course coordinator of a multi-sectioned course, be sure the Bookstore has enough copies of your textbooks. If not, contact Gillian Moore in the Applied Math Office (122 Petrie, x55248) who takes care of book orders.

4.9 Missing classes

If you are about to miss a class due to illness, accident, etc. please attempt to notify Anna Cavaliere (736-5250) as soon as possible so that a notice can be posted for students. If you plan to attend a conference, (up to one week), etc. during the term, you are responsible to find a replacement for your classes and to provide information concerning arrangements for your classes to the Chair well in advance. Anna Cavaliere should be given a note indicating where you could be reached in an emergency. It is assumed that work missed through cancelled classes will be made up so that students are not short changed in their curriculum. So as to avoid any misunderstandings such information should be given to the class in writing with a copy to the Chair.

Return to Top of page

5. Examining and Grading

5.1 Testing large classes in small rooms

Academic dishonesty is a significant problem and class morale can suffer if the instructor is not seen to be taking effective measures to prevent it. Consult with a Sectional Director (for proper procedures and advice) if you suspect there may have been a violation. You may consider various alternative preventative measures including: (1) booking extra rooms to facilitate reasonable seating arrangements (contact Antonietta by email, dellapia@mathstat.yorku.ca, at least 2 days, preferably 2 weeks, in advance); (2) ensure sufficient and active invigilation (see Mort Abramson if extra TA support is required); (3) consider multiple versions of the test and alternating by seat; (4) sign in sheets are a must ( but Professor I was there ); (5) checking photo ID is highly recommended; and, (6) count the collected tests immediately and compare with class count.

Return to Top of page

5.2 Grading Schemes

Most of our courses are in three Faculties: Arts, Atkinson and Pure and Applied Science. We face the problem of satisfying policies and regulations of three faculties. Please note the following requirements from the Faculty of Arts section of the 1995 97 York Calendar, p. 79

Marking Scheme:

Announcement in Class: The means of determining a student's final grade must be announced in writing in each course within the first two weeks of classes. Such information must include the kinds of assignments, essays, examinations, and other components which make up the grade; their relative weights' and any other procedures which enter into the determination of the final grade.

Subsequent Changes: In exceptional circumstances, a previously announced marking scheme for a course may be changed, but only with the consent of all students; the new marking scheme must also be distributed in written form.

Feedback During Course: Instructors are obligated to provide a mechanism by which students can be apprised of their progress in a course; in particular, students must be able to make an informed decision on whether to withdraw from a course. This will normally mean that students will receive some graded feedback on work worth at least 10% (20% is required by the Faculty of Pure and Applied Science) of the course grade before the deadline for withdrawing from that course (see withdrawal deadlines in item 4.16 below). Instructors are urged to provide more feedback where possible. Note that students should receive feedback which is meaningful with respect to their final letter grade (see also Section 4.10).

From the Faculty of Pure and Applied Science section of the 1995 97 York Calendar, p. 143:

All final grades, including those assigned after deferred examinations, are calculated in a way which assigns a specific weighting to the term work done in addition to the final (or deferred) examination. The weighting is set by the course director. The students are informed of this weighting within the first 10 class days for all courses.

Some graded feedback worth at least 20 percent of the final grade is received by students in all courses (excepting those senior undergraduate courses, such as honours theses, where course work consists of a single piece of work) prior to the final date to withdraw from a course without receiving a grade.

The total value of any in-class test(s) or in-class examination(s) given in the last two weeks of classes in a term cannot be greater than 20 percent of the final mark for the course.

Term work in any course may not be submitted later than the first day of the final examination period for the course. Earlier final dates for the submission of term work may be set at the discretion of the department/division concerned.

The student is responsible for ensuring that all written term work is received by the instructor concerned.

Please try to avoid complicated grading schemes, which only produce confused reappraisal requests at the end of term. On a topic related to grading schemes, the Department passed the following motion some years ago.

At the request of any instructor of a multi-sectioned course, the coordinator of that course shall submit to the Undergraduate Director, by the end of the first week of classes, a statement outlining (1) whether or not a common final will be held; (2) the weight of the final(s) in computing the overall grade; (3) the general format of the common final (as agreed to by the instructors). Instructors shall announce to their classes by the end of the second week of lectures, the results of the above.

Return to Top of page

5.3 Conversions between percentage and letter grades

Both the Faculty of Arts and the Faculty of Pure and Applied Science have passed recent legislation concerning the relationship between percentage and letter grades. In both faculties, the new rules were met with considerable debated, to which our department contributed generously to both sides! There will probably be a number of different interpretations but the following is what appears in the 1995 97 York Calendar entry (in electronic form only, it can be read through your local Internet carrier) of the Faculty of Pure and Applied Science:

When necessary to calculate averages, the grade-point equivalencies are as listed below. The percentage equivalencies used within the Faculty of Pure and Applied Science are also listed.

grade-point average range grade-point range percentage range
A+ 9 8.5+ 90 100
A 8 7.5 8.4 80 89
B+ 7 6.5 7.4 75 79
B 6 5.5 6.4 70 74
C+ 5 4.5 5.4 65 69
C 4 3.5 4.4 60 64
D+ 3 2.5 3.4 55 59
D 2 1.5 2.4 50 54
E 1 0.1 1.4 40 49
F 0 0 0 39

In Arts, the rules are spelled out in a slightly different, but not necessarily inconsistent, way. The motion, passed in Faculty Council in October 1993, reads in part:

In courses where percentages are used as a means of reporting grades on individual pieces of work, the following conversion table is to be used in converting percentage grades to letter grades, unless alternative provisions for scaling and/or conversion are announced to students in writing within the first two weeks of classes.

To Letter Grade
90 100 A+
80 89 A
75 79 B+
70 74 B
65 69 C+
60 64 C
55 59 D+
50 54 D
40 49 E
0 39 F

If you feel that there are many fine points that are not resolved in these proposals, you will find many sympathetic colleagues in the department. The most recent version of a memo from the Faculty Council attempts to clarify the policy as it applies to Arts.

Return to Top of page

5.4 Scheduling tests and exams

The following material is well known to experienced members but needs to be stated for the benefit of new members.

Excerpted from the Faculty of Arts section of the 1995 96 electronic Calendar:

Tests and Examinations During the Term:

Restriction at End of Term: In the Fall/Winter Session, the total value of any test(s) or examination(s) given in the last two weeks of classes in a term must be no more than 20 percent of the final mark for the course.

Scheduling of Tests: Except where testing is conducted during individual appointments, tests or examinations during the term must be held within the hours regularly scheduled for the course in question.

From the Faculty of Pure and Applied Science 1995 96 electronic Calendar:

The total value of any in-class test(s) or in-class examination(s) given in the last two weeks of classes in a term cannot be greater than 20 percent of the final mark for the course.

Return to Top of page

5.5 Final date for term work

Both faculties provide deadlines for the submission of term work. These deadlines are mandatory not only for students but also for instructors. It is not permissible to set a deadline for handing in term work that is later than the faculty legislated deadlines. It seems that the purpose is to allow students to concentrate on preparing for final exams during the final exam period. It has been suggested that a later deadline is possible provided the piece of work is described as a take-home component of the final exam.

Excerpted from the Faculty of Arts section of the 1995 97 York Calendar, p. 80:

Deadline for submission: Term work must be submitted by the first day of the official Examination Period of the term in which the course ends. Instructors, departments, and divisions may, however, set earlier deadlines for the submission of term work.

From the Faculty of Pure and Applied Science 1995 96 electronic Calendar:

Term work in any course may not be submitted later than the first day of the final examination period for the course. Earlier final dates for the submission of term work may be set at the discretion of the department/division concerned.

Of course, it could be impossible to meet the requirements on adequate feedback (see 4.9) unless earlier deadlines are set!

Return to Top of page

5.6 Grading assistance

Course directors eligible for grading assistance have been informed of the names of students assigned to them for grading. It is the course coordinator's responsibility to allot graders to the other instructors teaching the course. During the current academic year, matters relating to graders and problem sessions leaders will be handled by the Associate Chair with the help of the Undergraduate Office.

Markers are assigned to you in the larger courses that you teach. You are given X hours of person Y's time. This job that person Y is doing is a union job. Please remember:

Do not ask your marker to work more than the number of hours that you are allotted.

As the course progresses, keep track of how quickly you are using up your marker's time. Fill and return the TA Workload forms available under the counter in N520 as required. If you don't budget your TA's time well, you may have to mark those last assignments yourself.

If you realize that you will be using your marker for substantially fewer hours than the number allotted, please take appropriate action. You can modify the nature of grading in assignments or advise the Associate Chair that you do not need all the allotted hours. It is damaging to the morale of graduate students who are expected to work a full load to see some colleagues getting a much lighter load and an unfair academic advantage.

If your marker tells you that she is in danger of exceeding her hours, this is his/her formal warning to you as required by his/her union contract. Take the warning seriously.

If your marker is taking n hours to do a job which you think should only take n/2 hours, discuss the problem with the marker, the course coordinator, a Section Director or the Chair. But don't ignore the problem.

In the past, students who do not work the total hours assigned have been asked to assist with invigilation. If your student owes hours, please inform Anna.

Regular discussions with your marker as to how his/her work is going will probably result in good relations and smooth sailing.

Return to Top of page

5.7 Student evaluation

Towards the end of each term, the students have their say on the course you teach. We use student questionnaires with the student's name on a tear-off strip. Antonietta Della Pia Vian has coded the completed questionnaires and the tear-off strips (using a non-forgetful functor).

Upon receipt of reasonable notice you may study the questionnaires which were completed and returned to us for your courses, but you will have to do this without removing them from the Department and you must return them to Antonietta. The reason for this excessive security is that the questionnaires are used in making decisions about tenure, promotion and merit pay. The integrity of the questionnaires must not be open to doubt.

We keep questionnaires for three years for tenured members and for five years for non-tenured members and then discard them. You are entitled, and in fact encouraged, but not required to submit written comments on each course that you have taught. You can say anything you like. These comments will be kept in the same envelope as the questionnaires for that course. The purpose is clear; the students have their say, you have yours. When you submit your comments please be sure Antonietta knows that they are to go with the questionnaires and please date them.

Return to Top of page

5.8 Important deadlines for our students

5.8 Important deadlines for our students

Undergraduate Sessional Dates Sessional Dates for Fall/Winter 1998 99 (Sept98 Apr99)

Activity Term F Term W Term Y
Class Start/End Dates:
Class Start Date September 8 January 4 September 8
Class End Date December 9* April 9 April 9
Examinations:
Examinations start (Fall Term) December 10 N/A December 10
Examinations end (Fall Term) December 24 N/A December 24
Examinations start (Winter Term) N/A April 12 April 12
Examinations end (Winter Term) N/A April 30 April 30
Term Work:
Last Date to Submit Term Work (Fall Term) December 10 N/A December 10
Last Date to Submit Term Work (Winter Term) N/A April 12 April 12

Enrolment and Drop Deadlines

Last date to enrol without permission of the instructor September 19 January 16 September 19
Last date to enrol with permission of the instructor October 2 January 29 October 16
Last date to drop courses without receiving a grade November 6 March 5 February 12

*In order to offer a balanced class meet schedule, classes normally scheduled for December 9, 1998 will not be held. Instead, classes normally held on Mondays will be scheduled for that day.

Schedule of Holidays, Observances, and Reading Week

Event University closed? Classes held? Exams held? Services available? VRES available?
Labour Day: September 7 yes no no no no
Rosh Hashanah: Sept 21 22 no no no* yes yes
Yom Kippur: Sept 29 (evening) no no no* yes yes
Yom Kippur: September 30 no no no* yes yes
Thanksgiving: October 12 yes no no no no
Women's Remembrance Day: December 4 Observance: 11:30a.m. to 1:30p.m.
Christmas Break: December 25 to January 3** yes no no no (limited Library hours) no
Reading Week: February 15 21 no no no yes yes
Good Friday: April 2 yes no no no no
Passover (start): April 1 2 no*** yes no* yes yes
Passover: April 6 (evening) no yes no* yes yes
Passover (end): April 7 8 no yes no* yes yes

*Not on the evening prior to, nor during the day of, the religious Holy Day.

**Subject to approval.

***University closed April 2, 1999 (statutory holiday).

Note: Information provided by the Office of the Registrar.

Return to Top of page

6. Grants Money Sabbaticals

6.1 Grant application deadlines

1. NSERC Advance Material (Letter of Intent) August 15

2. Faculty of Arts Fellowship time release for one year September 15

3. NSERC Infrastructure Grants no longer available

4. NSERC Research Grants November 1

5. NSERC Conference Grants no longer available

6. NSERC Minor Equipment Grants November 1

7. York Ad Hoc Fund funds to defray publication costs, support conferences at York, etc.:

Travel Only September 15

Travel, conferences and publications December 15

Travel Only March 15

Travel Only June 15

8. Faculty of Arts Research Grants support for projects not requiring major funding

Between $1,500 and $3,500 October 17

Under $1,500 November 1

See Anna Cavaliere for application forms.

Return to Top of page

6.2 Preparing your grant application

It has been stressed repeatedly by the Office of Research Administration that it is very important to have a colleague go critically over your application before you submit it anywhere. Badly written proposals spoil your efforts considerably no matter how good you are scientifically. As a next step you are advised to show your application to the Department's Research Advisor before giving it well before the deadlines mentioned above into the administrative channel, beginning with Anna Cavaliere's office.

6.3 Travel expense fund \l 2

The Department has a small sum of money available to assist full-time faculty with conference travel expenses. Please see the Chair if you wish to apply. The practice is to give first consideration to faculty members who presently do not have access to other resources.

6.4 Applying for sabbatical leave

The following are the deadlines for applying for sabbatical leave. Please read the current YUFA Collective Agreement, Clause 20.05:

Sabbatical to begin Deadline for application

July 1, 1999 already passed

January 1, 2000 September 30, 1998

July 1, 2000 March 31, 1999

Instead of waiting for the March 31st deadline, you might consider applying now while you remember. It appears that it would be a mistake to take lightly the need for an application before the deadline.

7. Departmental Committee Assignments 1998 99

Academic Standards Committee Abramson, M. ex officio 2001

Chamberlin, S. ex officio 2001

Grant, J. ex officio continual

Guiasu, S. 2000

Hruska, C. Chair 1999

Muldoon, M.E. ex officio 1999

Actuarial Director Promislow, D. 1999

Affirmative Action Representative Weiss, A. 2001

Colloquium Committee Chamberlin, S. 2000

Stepr ns, J. 1999

Wong, M.-W. Chair 1999

Competitions Committee Medvedev, Y. Putnam 1999

Stepr ns, J. Math Modeling 2001

Computer Coordinator Denzel, G. 1999

Computer Facilities Committee Cavaliere, A. continual

Denzel, G. Chair/Coordinator 1999

Guiasu, S. 2000

Information Analyst continual

Kochman, S. 1999

Monette, G. 2000

Ng, P. 1999

Song, P. 2001

System Administrator continual

Council Delegates Arts Burns, R. 2001

Olin, P. 2000

Council Delegates Science Brown, J.M.N.

Pelletier, J.W. 1999

Curriculum Coordinator Burns, R. 1999

Curriculum Committee Applied Mathematics Abramson, M. ex officio 2001

Dow, A. ex officio 2001

Hou, S. 2001

Maltman, K. 2000

Moore, G. ex officio continual

Muldoon, M.E. ex officio 1999

Salopek, D. 2000

Stauffer, A. Chair

Taylor, P. 1999

Curriculum Committee Mathematics Abramson, M. ex officio 2001

Burns, R. Chair 1999

Dow, A. ex officio 2001

Grant, J. ex officio continual

Salopek, D. 2000

Weiss, A. 2001

Whiteley, W. 2000

Curriculum Committee

Mathematics for Commerce Abramson, M. ex officio 2001

Ashgarian, M.

Chamberlin, S. 2001

Dow. A. ex officio 2001

Grant, J. ex officio continual

Guiasu, S. 2000

Olin, P. Chair 1999

Curriculum Committee Statistics Abramson, M. ex officio 2001

Chamberlin, S. ex officio, Chair 2001

Dow, A. ex officio 2001

Grant, J. ex officio continual

Monette, G. 2000

Peskun, P. 2001

Song, P. 1999

Executive Committee Abramson, M. Dir Pure Math 2001

Cavaliere, A. Asst to Chair continual

Chamberlin, S. Dir Stats 2001

Denzel, G. Stats Rep 1999

Dow, A. Chair 2001

Laframboise, J. Appl'd Math Rep 2000

Madras, N. Dept Rep 1999

Muldoon, M.E. Dir Appl'd Math 1999

Tholen, W. Dept Rep 2000

Walker, M. Atk Rep 2001

Weiss, A. Pure Math Rep 2000

Wu, J. Dir Grad Prog 2000

Faculty Awards Committee Dow, A. ex officio 2001

Kochman, S. Chair (Fall) 1999

Watson, S. 2000

Financial Engineering Coordination

Committee Promislow, D. Chair

Salisbury, T.

Salopek, D.

Governance Committee Dow, A. 2001

O'Brien, G. 1999

Weiss, A. 2000

Graduate Executive Committee Bouhénic, J.-C. Glendon Chair 2001

Dow, A. Arts Chair 2001

Maltman, K. Appl'd Math Rep 2000

Pelletier, J.W. Pure Math Rep 2001

Rogers, P. Teachers Rep 2000

Stepr ns, J. PhD Chair 2001

Walker, M. Atk Chair 2001

Wu, J. Dir 2000

Wu, Y. Stats Rep 2000

High School Liaison Committee Kleiner, I. 2001

Muldoon, M.E. 2000

Pietrowski, A. Chair 2001

Shenitzer, A. 1999

Weiss, A. 2000

Library Committee Maltman, K. 1999

Salisbury, T. Chair 2000

Trojan, A. 1999

Math Stat Lab Committee Abramson, M. 2001

Song, P. 2000

Operations Research Coordinator Stauffer, A.

PhD Committee Bergeron, N. 2000

Kochman, S. Fall 2001

Madras, N. 1999

Promislow, D. 2001

Stepr ns, J. Chair 1999

Tholen, W. Winter 1999

Whiteley, W. 1999

Wu, J. 2000

Wu, Y. 2001

Publications Committee Annual Report Abramson, M. ex officio 2001

Bugajska, K. 2000

Guiasu, S. Chair/Editor 2001

Information Analyst continual

Maltman, K.

Rainey, S. continual

Publications Committee Minicalendar Abramson, M. ex officio 2001

Chamberlin, S. ex officio 2001

Ganong, R. Chair/Editor

Grant, J. continual

Information Analyst continual

Muldoon, M.E. ex officio 1999

Rainey, S. continual

Research Committee Bergeron, N. 2000

Hou, S. Chair (Winter) 1999

Watson, S. Chair (Fall) 2001

Wu, Y. 2000

Research Coordinator Hou, S. Winter

Watson, S. Fall

Science Olympics Liaison Brown, R.L.W.

Students Awards Committee Purzitsky, N. Chair

Bugajska, K.

Student Recruitment Committee Peskun, P. Chair 2000

Pietrowski, A. 1999

Tholen, W. 1999

Weiss, A. 2000

Student Society Liaison Coordinator Brown, R.L.W.

Teaching and Learning Committee Joshi, H. 2000

Kleiner, I. Convenor 1999

Muldoon, M.E.

Rogers, P. 2001

Tenure and Promotion Committee Stepr ns, J. Chair

Undergraduate Programme Review Committee Abramson, M. 1999

Brown, R.L.W. 1999

Dow, A.

Kleiner, I. Chair 1999

Muldoon, M.E. 1999

O'Brien, G. 1999

student member 1999

Tholen, W. 1999

Wong, A. 1999

Web Coordinator Wu, Y. 2000

Book of Memos (1998 99 edition) Book of Memos (1998 99 edition) Page 24 DATE August 27,1998
/sr Department of Mathematics and Statistics

Return to Top of page