Senate Agenda - EXHIBIT I - September 21, 2001
FOR ACTION
Graduate Student Constituency
Recommended: That the Senate seat held by Mark Weyers, elected representative to Senate for the Graduate Student constituency, be declared vacant as a result of his resignation, and
That Brendan Dominick (PhD History) be elected to complete Mr. Weyer's term (October 31, 2001).
Undergraduate Students: Faculty of Science Constituency
Recommended: That the Senate seat held by Chris Prabhakar, elected representative to Senate for the Faculty of Science constituency, be declared vacant as a result of his resignation, and
That Mathew Novak (Biology III) be elected to complete Mr. Prabhakar's term (September 1 to October 31, 2001).
Composition includes: Seven members of Senate, elected by Senate, at least one of whom shall be a graduate student.
Member Required: One graduate student Senator to complete the terms of M. Weyers who has resigned (term to November 2001)
Nominee: Brendan Dominick (S)
Recommended: That Senate approve and recommend to the Board of Governors, through the Vice-Chancellor, the following changes to the composition of the Selection Committees for vice-presidents:
SECTION F: Provost & VP (Academic)
A committee to select a Provost & Vice-President (Academic) shall consist of:
(a) the President & Vice-Chancellor, who shall be Chair
(b) a Vice-President, Dean, or member of Faculty appointed by the President & Vice-Chancellor
(c) 5 persons elected by the Senate, one of whom shall be a student and only one of whom may be a Dean. Of
those elected, no two members of faculty may be from the same Faculty, and only one may be a Dean.
(d) 1 person elected by the Board of Governors
SECTION G: Vice-President (Administration)
A committee to select a Vice-President (Administration) shall consist of:
(a) The President & Vice-Chancellor, who shall be Chair
(b) a Vice-President, Dean, or member of Faculty appointed by the President & Vice-Chancellor
(c) 4 persons elected by the Board of Governors, one of whom shall be a member of the administrative staff
(d) 4 persons elected by the Senate, one of whom shall be a student. Of those elected, no two members of faculty may be from the same Faculty.
SECTION H: Vice-President (Research)
A committee to select a Vice-President (Research) shall consist of:
(a) the President & Vice-Chancellor, who shall be Chair
(b) a Vice-President, Dean, or member of Faculty appointed by the President & Vice-Chancellor
(c) 5 persons elected by the Senate, one of whom shall be a student and only one of whom may be a Dean. Of
those elected, no two members of faculty may be from the same Faculty, and only one may be a Dean.
(d) 1 person elected by the Board of Governors
SECTION I: Vice-President (External)
A committee to select a Vice-President (External) shall consist of:
(a) the President & Vice-Chancellor, who shall be Chair
(b) a Vice-President, Dean, or member of Faculty appointed by the President & Vice-Chancellor
(c) 4 persons elected by the Board of Governors, two of whom will be alumni
(d) 4 persons elected by the Senate, one of whom shall be a student. Of those elected, no two members of faculty may be from the same Faculty.
Background:
The purpose of the proposed amendment is to avoid disciplinary imbalances in selection committees for vice-presidents.
4. Rescinding of Appointment Procedures for Clinical Faculty
Recommended: That Senate recommend to the Board of Governors that the following appointment procedure policies be rescinded:
Background:
A Letter of Understanding signed by the Joint Committee on June 20, 2001, has accommodated the transition of clinicians appointed under the above documents to procedures under the Collective Agreement.
Recommended: That the Senate's policy on retention of Senate Minutes be revised to: 1) acknowledge the use of the World Wide Web in making agendas and materials public, and 2) reduce the retention period for tape recordings of Senate meetings to 2 years, as highlighted below:
6. Minutes: Form, Editing, Correcting and Retention
(S.95-292) Minutes
1. Committee reports and other reports (Exhibits) distributed with the agenda for a meeting shall constitute a part of official Senate Minutes and the Minutes per se will include appropriate references to those reports.
2. The agenda and supporting documentation for meetings of the Senate may be published electronically by the Secretary prior to each Senate meeting. The Minutes of meetings of the Senate may be published electronically by the Secretary following their approval by the Senate.
2. 3. The minimum requirements for Senate Minutes will be the name of the mover and seconder of a motion,
the precise wording of the motion, and the outcome of the vote (passed, referred, deferred, defeated, etc.); and
amendments will be treated in the same way, in accordance with accepted parliamentary procedure.
3. 4. In general, reporting of discussion will be limited to point-form general statements relating to concerns,
objections, or benefits of a proposal not otherwise cited in the agenda material (Exhibits). On a Senator's
request, and with the Chair's permission, the text of a statement made in Senate shall be included in the
Minutes if such inclusion appears desirable as a means of clarifying the intended interpretation of a motion.
4. 5. Information items will be cited briefly by appropriate heading and reference to detail contained in the
agenda material.
5. 6. Resolutions or information presented at the Senate meeting but not otherwise detailed in the agenda
materials will be described briefly in the Minutes, such that a person who did not attend the meeting can get a
basic understanding of the issue discussed. Any written material distributed at the Senate meeting that relates
to such resolutions or information will be maintained in the official Senate Minutes.
(S.1205) The Secretary of Senate is responsible for summarizing the deliberation of the Senate.
(S.1168) Requests for alterations of edited reporting of Senate proceedings (Minutes) should be referred to the Secretary, who shall be required to review the requests in light of transcript evidence, and to report to Senate for adjudication.
(S.95-292) Record Retention
1. The Official Minute Book shall be retained in a safe place in perpetuity, with appropriate copies (microfiche, CD, etc.) maintained off site.
2. As public documents, Senate Minutes will be available to any person for inspection in the office of the Secretary of Senate during normal office hours. These Minutes will include committee reports and other reports (Exhibits) distributed with the agenda and at the meeting.
3. Senate meetings will be tape recorded for use by the Secretariat. The tapes will be retained for seven years:
in the Secretariat for two years, then at an off-site location for the final five years.
Background:
Senate agendas have been posted on the Web prior to each Senate meeting for a number of years, as have approved minutes of Senate meetings. The addition of this provision to the Senate policy is therefore a "housekeeping" matter.
Based on the experience of the past six years, the University Secretariat has determined that tape recordings of Senate meetings are not accessed once the minutes have been approved. In unusual circumstances, the retention of tapes of exceptional debates at Senate may be kept for archival purposes. This retention period would bring tapes of Senate meetings in line with that of all of its committees.
Recommended: That the Terms of Reference of the Animal Use Subcommittee be revised to permit renewable terms for the Chair and Vice Chair and that the wording be revised as follows:
The Chair will be elected fromamongthe members of AUS who have served at least one year on AUS. The term of office shall be two years,non-renewableonce renewable. A Vice-Chair shall be elected annually.for a one year term (renewable).
Background:
The Animal Use Subcommittee reviews and makes decisions on all protocols for the use of animals in research, teaching and testing, according to the procedures established by the University Council on Animal Care (UCAC). The Subcommittee's responsibilities are also to ensure that procedures are in accord with the regulations of the Ontario Animals for Research Act and the Canadian Council on Animal Care (CCAC). The Chair of AUS is responsible for signing protocol approvals on behalf of the university.
It is crucial that the incumbent be willing to assume these duties and be able to provide sufficient time to commit the time. Restricting the term of office of the Chair of AUS to one two year term excludes experienced and qualified incumbents in the position from serving an additional term. The revision allows for increased flexibility for the committee.
Recommended: That the following note be removed from the Senate Election Procedures for Faculty:
(5) Emeritus Professors who are members of the Faculty of Graduate Studies are eligible to vote for representatives of the Faculty of Graduate Studies to the Senate.
Background:
At the May meeting of Senate, an introductory note on voter eligibility for faculty was added to the Election Procedures. It said:
To vote for representatives of constituent university Faculties and Schools, members of Faculty of the University must be listed as such in the records of the Records Section of the Division of Human Resources. Since these records may not include all Affiliated College faculty, for the Brescia College, Huron University College and King's College constituencies, the respective College may conduct its own internal election and report the name of the winner to the Senate Secretariat.
It is no longer possible to identify Emeritus Professors as voters solely in the Faculty of Graduate Studies At Large constituency. If they are listed in the records of the Division of Human Resources, they will be eligible to vote in all constituencies in which they are members. The restriction, therefore, is no longer required.
FOR INFORMATION
The Order of Convocation - Spring 2002 is:
| Tuesday, June 4
10:00 a.m. |
Faculty of Graduate Studies*
Faculty of Arts Faculty of Information and Media Studies Faculty of Music * = students in programs hosted by the Faculties of Arts, Information and Media Studies and Music |
| Tuesday, June 4
3:30 p.m. |
Faculty of Graduate Studies*
Richard Ivey School of Business Faculty of Engineering Science Faculty of Law Faculty of Medicine & Dentistry * = students in programs hosted by the Richard Ivey School of Business, and the Faculties of Engineering Science, and Medicine & Dentistry |
| Wednesday, June 5
10:00 a.m. |
Faculty of Graduate Studies*
Faculty of Education * = students in programs hosted by the Faculty of Education |
| Wednesday, June 5
3:30 p.m. |
Brescia College
Huron University College King's College |
| Thursday, June 6
10:00 a.m. |
Faculty of Graduate Studies*
Faculty of Social Science (Honors and ACS) * = students in programs hosted by the Faculty of Social Science |
| Thursday, June 6
3:30 p.m. |
Faculty of Graduate Studies*
Faculty of Science * = students in programs hosted by the Faculty of Science |
| Friday, June 7
10:00 a.m. |
Faculty of Social Science (3 year program) |
| Friday, June 7
3:30 p.m. |
Faculty of Graduate Studies*
Faculty of Health Sciences * = students in programs hosted by the Faculty of Health Sciences |
MBA Convocation - Saturday, April 27
Huron University College Theological Convocation - May 2
Faculty of Medicine & Dentistry [MD program] - May 17
On behalf of Senate, the Operations/Agenda Committee approved the following amendments to the list of Candidates for Degrees for Spring Convocation 2001, contained in Appendix 1 to the Senate minutes of June 21, 2001:
Wednesday, June 6, 2001 BRESCIA COLLEGE
Bachelor of Science (Human Ecology)
Foods and Nutrition
DELETE: HEIDI MARGARET NEIDERER
Wednesday, June 6, 2001 BRESCIA COLLEGE
Bachelor of Science (Honors Human Ecology)
Foods and Nutrition
ADD: HEIDI MARGARET NEIDERER
Friday, June 8, 2001 FACULTY OF SOCIAL SCIENCE
Bachelor of Arts (Psychology)
ADD: JENNIFER ANNE CREBER