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[Meeting minutes of the Senate of The University of British Columbia] Dec 12, 1973

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Array 5994.
Wednesday, December 12,  1973.
The Fourth regular meeting of the Senate of The University of British
Columbia for the Session 1973-74 was held on Wednesday, December 12, 1973
at 8.00 p.m. in the Board and Senate Room, Administration Building.
Present:    President W. H. Gage (Chairman), Dean J. H. M. Andrews,
Deputy President W. M. Armstrong, Dean D. V. Bates, Dr. L. L. Bongie,
Dr. C. B. Bourne, Dr. D. G. Brown, Dr. T. H. Brown, Mr. G. B. Burns,
Mr. R. M. Buzza, Dr. S. D. Cavers, Dr. R. M. Clark, Dean I. McT. Cowan,
Dr. R. Daniells, Dr. C. G. David, Dr. J. D. Dennison, Ms. V. C. Embree,
Dr. N. Epstein, Mr. D. B. Fields, Dean W. D. Finn, Dr. C. V. Finnegan,
Dr. J. G. Foulks, The Hon. E. D. Fulton, Dr. W. C. Gibson, Acting
DeanC. C. Gourlay, Dr. R. F. Gray, Dr. N. A. Hall, Dr. D. F. Hardwick,
Mr. A. J. Hilliker, Dr. B. Howard, Dr. F. R. C. Johnstone, Dean D. T.
Kenny, Dr. W. D. Kitts, Dr. R. V. Kubicek, Mrs. J. MacD. Lecky, Dean S. W.
Leung, Mr. A. J. Longmore, Dean A. J. McClean, Dr. R. E. McConnell,
Dr. C. A. McDowell, Dr. M. F. McGregor, Dr. D. J . MacDougall, Rev. J . P.
Martin, Mr. R. J. Mattiussi, Mr. A. M. Moore, Mr. R. F. Osborne, Miss E. B,
Paul, Dean B. E. Riedel, Mr. S. J. Robinson, Dr. I. S. Ross, Mr. J. M.
Schoening, Dr. A. D. Scott, Acting Dean J. E. Searcy, Ms. S. H. M. Smaill,
Mr. A. M. Smolensky, Mrs. H. W. Sonthoff, Mrs. C. A. Soong, Dr. J. R.
Stein, Dr. K. S. Stockholder, Mr. G. A. Thorn, Mr. B. B. Trevino, Dr. M.
Uprichard, Dr. W. A. Webber.
Observers:   Mr. J. A. Banham, Mr. T. A. Myers, Mr. G. R. Selman.
Messages of regret for their inability to attend were received from
Chancellor N. T. Nemetz, Dr. A. E. Aho, Dr. C. A. Brockley, Mr. C. J.
Connaghan, Ms. B. G. Errington, Mrs. F. Field, Rev. R. W. Finn, Dr. S. M
Friedman, Dean J. A. F. Gardner, Mr. I. F. Greenwood, Mr. J. Guthrie,
Mr. G. H. D. Hobbs, Mr. P. A. Insley, Dr. J. M. Kennedy, Mr. T. B.
Lindsay, Dr. J. M. Norris, Dr. G. V. Parkinson, Mr. P. S. Plant, Dean M.
Shaw, Dr. J. K. Stager, Mr. B. Stuart-Stubbs, Mr. F. C. Walden, Mr. D. R,
Williams. 5995.
Wednesday, December 12, 1973.
Recommendation of Agenda Committee concerning smoking at Senate
meetings
The Agenda Committee recommended that there be no smoking during
Senate meetings.
Dr. McDowell )
Dr. Webber      )
Minutes of Previous Meetings
Dean Cowan    )
Mr. Osborne   )
Dean Cowan    )
Mr. Osborne   )
That there be no smoking during Senate
meetings.
Carried
That the Minutes of the Third regular
meeting of Senate for the Session 1973-74
having been circulated, be taken as read
and adopted.
Carried
That the Minutes of the special meeting of
November 28,  1973 be approved.
Carried
Business arising from the Minutes
Report of the Nominating Committee
At the November 14, 1973 meeting Senate agreed that an additional
student be added to the membership of both the Admissions Committee and
the Nominating Committee.   The Nominating Committee nominated the
following students:-
Mr. A. M. Smolensky
Ms. S. H. M. Smaill
Admissions Committee
Nominating Committee
Dr. Bourne       )
Mr. Robinson   )
That the recommendations of the Nominating
Committee be approved.
Carried 5996.
Wednesday, December 12, 1973.
Business arising from the Minutes   (continued)
Availability of information concerning students    (P.5951-2)
At the November 14,  1973 meeting of Senate a motion concerning the
availability of information concerning students was referred to the mover
and seconder for clarification.   Mr. Robinson presented a revised motion.
Mr. Robinson      )        That all Faculties, Departments, Schools
Mr. Smolensky   )        or Institutes make available for the
inspection of a student in that Faculty,
Department, School or Institute any
academic information about that student,
used in any way to evaluate that student's
academic performance.   This shall exclude,
however, copies of confidential letters of
recommendation written either to or from
an off-campus person at the request of a
student and any medical information.   This
shall refer to information obtained subsequent
to the date of passage of the motion.
Concern was expressed that although the motion excluded letters
written either to or by persons off-campus it did not exclude letters
exchanged among persons on-campus.
It was agreed that the words "... either to or from an off-campus
person ... "be deleted, and that after the words "... and any medical
information ..." the following be added "... submitted at the request of
the student ... ".
After considerable debate the motion was put and lost. 5997.
Wednesday, December 12,  1973.
Business arising from the Minutes   (continued)
Admissions Committee    (P. 5959-60)
Faculty of Science - Admission and promotion policy for full-time
and part-time students
At the November 14, 1973 meeting of Senate the following
Additional Regulations contained in the report of the Senate Admissions
Committee were referred back to the committee: -
Additional Regulation 6
"That a student beginning studies in September on a full-time basis
will not normally be allowed, without permission of the Dean, to
change to part-time studies at any time during the year. "
This item was referred back to the committee for reconsideration
of the wording, with particular reference to the word "normally".
Dr. Finnegan   ) That the wording of Additional Regulation 6
Dr. McDowell   ) be revised to read:   "Students who register
for full-time studies in September will be
allowed to change to part-time studies only
with the permission of the Dean. "
In amendment:
Mr. Burns )        That students who register for full-time
Mr. Schoening   )        studies in September will be allowed to change
to part-time studies before November 14 of
the Fall term and the student shall notify the
Dean and the Registrar.  After November 14
the student will be allowed to change to
part-time studies only with the permission
of the Dean.
The amendment was carried, as was the amended motion. 5998.
Wednesday, December 12,  1973.
Business arising from the Minutes
Admissions Committee
Faculty of Science - Admission and promotion policy for full-time
and part-time students   (continued)
Additional  Regulation 7
"Students contemplating study on a part-time basis must initiate
their applications at the office of the Dean of Science.    They will
be asked to outline their academic goals and their reasons for
requesting part-time study.   All part-time study programs must
be approved ultimately by the Department(s) concerned and a
personal interview may be required. "
In referring this Regulation back to the committee Senate had
expressed concern that part-time students were being asked to outline
their academic goals and to give reasons for requesting part-time
study.
Dr. Finnegan )
Mr. Fields       )
In amendment:
Mr. Burns )
Mr. Robinson   )
That the wording of Additional Regulation 7
be revised to read:   "All study programs
will be approved by the Department(s)
concerned.   Students planning to study on
a part-time basis are to apply to the Dean. "
That the words "Students planning to study
on a part-time basis are to apply to the Dean"
be deleted.
Following a brief debate it was agreed that the motion be revised
to read as follows:-
"All study programs  require approval of the Department(s)
concerned.     Students planning to study on a part-time basis
are advised to apply to the Dean."
The revised motion was put and carried. 5999.
Wednesday, December 12,  1973.
Ad hoc Committee on Student Membership in Faculties
Arts
Discussion of the proposals of the Faculty of Arts concerning student
membership in faculties had been deferred at the previous meeting.
Recommendation  1
"That the combined major, honours, and graduate students on campus
in each of the departments and schools of the Faculty of Arts elect
one of their number to participate in meetings of the Faculty.   In
accordance with the resolution of the Faculty, these students would
have full voting rights in the meetings of the Faculty.   Given the
present structure of the Faculty this would seat twenty-three student
participants in meetings of the Faculty. "
The following amendment to Recommendation 1 had been
tabled:-
"That the recommendation be amended to provide for five students to
be elected from First Year and five students to be elected from Second
Year of the Faculty of Arts. "
It was agreed, at the request of Mr. Robinson, that the
amendment to Recommendation 1 be withdrawn.
In amendment:
Dr. Ross     ) Whereas all Faculties except the Faculty
Dr. Clark   ) of Arts seek to have representation at
their meetings from First and Second Year
students, it is recommended that, to avoid
this anomaly, two elected students
registered in the Faculty of Arts from the
First Year and two from the Second Year
be included as voting members of the
Faculty of Arts.
Carried 6000.
Wednesday, December 12, 1973,
Ad hoc Committee on Student Membership in Faculties
Arts
Recommendation  1    (continued)
In amendment:
Mr. Smolensky   )
Mr. Mattiussi      )
That Recommendation 1 be amended to
read:   "That the combined major, honours
and graduate students on campus in each
of the departments and schools of the
Faculty of Arts elect two of their number ..."
Lost
The motion as amended was put and carried.
Recommendation 2
It was noted that Recommendation 2 concerned proposed student
representation on Faculty Committees and that this would be discussed
by Senate at a later date,
Recommendation  3
Dean Kenny       )
Dr. McGregor   )
Election of student participants should
be conducted before October 15 of each
academic year by the Registrar of the
University in the same manner as other
elections held in the Faculty.   Each
candidate should be nominated in writing
by five persons eligible to vote for that
candidate.    Voting should be by a mail
ballot, displaying the names of the
nominators.  Students elected should hold
office until the next election. II
6001
Wednesday, December 12,  1973,
Ad hoc Committee on Student Membership  in  Faculties
Arts
Recommendation  3   (continued)
It was pointed out that the motion passed at the Senate meeting
of April 25, 1973 (P. 5853) stated "... that Senate determine the
eligibility requirements and the procedure for electing the students .. ,
In amendment:
Mr. Robinson      )        Election of student participants should
Mr. Smolensky   )        be conducted before March 15 of each
academic year by the Arts Undergraduate
Society except in the case of First Year
representatives for whom elections shall
be conducted by October 15 of each year.
After a lengthy debate the amendment was lost, 27:30.
The motion was put and carried, 36: 22.
Commerce and  Business Administration
Acting Dean Gourlay explained that the Faculty of Commerce and
Business Administration had recommended that 11 student representatives
be added to the membership of the Faculty.   Procedures for the elections
would be prepared by the Commerce Undergraduate Society.
Mr. Gourlay  ) That 11 students be added to the membership
Mr. Fields      ) of the Faculty of Commerce and Business
Administration as follows:
3 from the Graduate Students Association;
8 from the Commerce Undergraduate Society
(i.e. one from First Year, two from Second
Year and five from Third and Fourth Years).
Carried 6002.
Wednesday, December 12, 1973.
Ad hoc Committee on Student Membership in Faculties    (continued)
Dentistry
The Faculty of Dentistry recommended that 9 student representatives
be added to the membership of the Faculty as follows: -
Academic representative of each year of Dentistry
Academic representative of each year of Dental Hygiene
D.U.S. President
D.U.S. Vice-President
D.U.S. Academic representative
Dean Leung   ) That the recommendations of the Faculty
Dr. Webber   ) of Dentistry be approved.
Carried
Education
Dean Andrews   ) That the 15 students who now participate
Dr. Dennison    ) in the Faculty Staff meetings become
student representatives to the Faculty of
Education.
Dean Andrews was requested to look into the question of student
representation from the School of Physical Education and Recreation on
the Faculty of Education.
The motion was put and carried.
Forestry
The recommendations of the Faculty of Forestry for student
representation on the Faculty were as follows:-
1.    The Faculty of Forestry encourages student representation at its
meetings and on its committees  (formal and ad hoc) with full voting
participation in all matters not expressly prohibited by Senate.
Student participation shall be consistent with the four principles
approved by Senate January 17,  1973. 6003.
Wednesday, December 12,  1973.
Ad hoc Committee on Student Membership in Faculties
Forestry    (continued)
2. The number of students representing the undergraduate Forestry
students at Faculty meetings be four consisting of:
President of the Forestry Undergraduate Society
1 representative from Fourth Year
1 representative from Third Year
1 other chosen from any year
3. The Forestry Undergraduate and Graduate Societies shall have full
responsibility for nomination and election of student representatives.
4. Two representatives of the Forestry Graduate students attend at
Faculty of Forestry meetings with full voting rights.
Dean Cowan   ) That the recommendations of the Faculty
Mr. Fields      ) of Forestry concerning student membership
be approved.
Carried
Law
The Faculty of Law submitted the following regulations concerning
student membership: -
Student participation shall be provided at all full Faculty meetings of the
Faculty of Law, where student representatives shall be permitted to take
part fully in the discussions, and have full voting rights in all matters,
save and except the following:   budget, salaries and other financial
matters;    individual scholarships and other individual student awards;
adjudication of individual marks and academic standing;   and appointments,
tenure and promotion.
The number of students eligible to participate in a Faculty Meeting in any
academic year shall approximate as nearly as possible 25% of the number
of members of teaching staff, full and part-time eligible to vote at Faculty
meetings during that academic year.   The number of students so eligible
shall be determined by the Dean at the beginning of each academic year. 6004.
Wednesday, December 12,  1973.
Ad hoc Committee on Student Membership in Faculties
Law    (continued)
Upon being advised of the number of students eligible to vote at full
Faculty meetings in a given academic year, the Law Students Association
shall conduct an election of student representatives on Faculty.   Such
election shall be by secret ballot, and designed to ensure, as closely as
possible, equal representation on Faculty from each of the three Law
School classes.   The names of those students so elected in any academic
year shall be immediately conveyed to the Dean.
Dean McClean      )       That the recommendations of the Faculty
Dr. MacDougall   )       of Law concerning student membership be
approved.
Carried
Medicine
The following recommendations were submitted by the Faculty of
Medicine concerning student membership:-
1. That student representation on the Faculty of Medicine be of the order
of 8% to 10% of the voting members of Faculty.
2. That in the light of the present number of voting members of Faculty,
the distribution of student representation be:
Undergraduate medical students 8
Residents 8
Rehabilitation Medicine students 3
Graduate students 3
3. That when Senate approves the addition of Clinical Assistant Professors,
the student representation should be increased to maintain the level of
8% to 10%.  This increase should take place equally in the representation
of the undergraduate medical students and the residents.   To maintain
the recommended ratio an additional 4 undergraduate medical students,
4 residents and 2 graduate students would be added bringing the
representation of these three groups to 12,  12, and 5 respectively.
N.B.   Addition of Clinical Assistant Professors approved by Senate
November 14,   1973 (P. 5950-1). 6005.
Wednesday, December 12,  1973.
Ad hoc Committee on Student Membership in Faculties
Medicine   (continued)
4. That the distribution of representation within the four constituencies
and the mechanics of obtaining representation should be delegated to
the constituency concerned.
5. That student representation on Faculty should be reviewed annually
at the beginning of each academic year.
Dean Bates    ) That the recommendations of the Faculty
Dr. Webber   ) of Medicine concerning student membership
be approved.
Carried
Pharmaceutical Sciences
The Faculty of Pharmaceutical Sciences recommended that 6 student
representatives be added to the membership of the Faculty as follows:-
The President of the Pharmacy Undergraduate Society
1 member from each of the undergraduate years
1 graduate student
Dean Riedel  ) That the recommendations of the Faculty
Dr. Brown    ) of Pharmaceutical Sciences concerning
student membership be approved.
Carried
Science
The Faculty of Science recommended that 24 student representatives
be added to the membership of the Faculty as follows:- 6006.
Wednesday, December 12,  1973.
Ad hoc Committee on Student Membership in Faculties
Science    (continued)
1. The number of student representatives on the Faculty of Science
should reflect, as far as possible, the relative involvement of the nine
Departments of the Faculty, and of other Departments contributing to
various B.Sc. programs offered by the Faculty, in the undergraduate
teaching activities of the Faculty.
2. An examination of the number of B.Sc. degrees granted over the past
several years by the Faculty, of the number of student contact-hours
attributed to the nine Departments of the Faculty and of the number
of faculty members associated with each Department led the committee
to recommend the following distribution of student representatives:
Botany
1
Physics
2
Chemistry
3
Zoology
2
Computer Science
1
Biochemistry
Geological Sciences
1
Biology
Geophysics & Astronomy
1
Physiology
Mathematics
3
B.Sc.    (General Program)
Microbiology
1
President of S.U.S.
PLUS:     2 members of the Executive of S.U.S.  and 2  students
to be elected from First Year and Second Year undefined
It is recommended that the above 24 representatives   be elected from
among the undergraduate students registered in the Faculty of Science.
It is recommended that constituencies be defined in consultation with
Departments and that elections be carried out within the constituencies,
each student having a vote in only one constituency.
Recommendations 1 to 4 will be subject to annual review.
The number of student representatives  (24) represents over 5% of the
total Faculty membership which is under 400.
Dr. Finnegan   ) That the recommendations of the Faculty
Dr. McDowell   ) of Science concerning student membership
be approved.
Carried 6007.
Wednesday, December 12,  1973.
Ad hoc Committee on Student Membership in Faculties
Science    (continued)
Attention was drawn to item 4 and it was pointed out that the question
of how the elections were to be conducted remained unresolved.
Mr. Robinson   ) That the Science Undergraduate Society
Ms. Smaill        ) be responsible for carrying out the
elections.
It was explained that discussions were still taking place concerning
the election procedures and that the results of the discussions would be
reported to Senate at a later date.
The motion was lost.
It had been agreed that the meeting would adjourn at 10.30 p.m. and that
items not discussed would be placed on the agenda for the January 16, 1974
meeting.
Committee on the Universities Act
It was agreed that a special meeting of Senate would be held on
Wednesday, January 9, 1974 for further discussion of the report of the
Committee on the Universities Act. 6008.
Wednesday, December 12, 1973.
The next regular meeting of Senate will be held on Wednesday,
January 16, 1974.
Secretary
Confirmed,
Chairman

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