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[Meeting minutes of the Senate of The University of British Columbia] 1999-04-21

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 THE   UNIVERSITY    OF   BRITISH    COLUMBIA
Vancouver Senate Secretariat
Senate and Curriculum Services
Enrolment Services
2016-1874 East Mall
Vancouver, BC V6T 1Z1
www.senate.ubc.ca
VANCOUVER SENATE
MINUTES OF APRIL 21, 1999
Attendance
Present: Vice-Chair P. T. Burns, Vice-President B. C. McBride, Dr. P. Adebar, Dr. I. Benbasat, Dr.
J. D. Berger, Dean J. Blom, Dr. George W. Bluman, Mr. P. T. Brady, Dr. P. C. Burns, Ms. J.
DeLucry, Ms. J. Dennie, Dr. V. Froese, Dr. J. H.V. Gilbert, Acting Dean S. W. Hamilton, Dr. A.
G. Hannam,Rev. J. Hanrahan, Dr. P. G. Harrison, Dean M. Isaacson, Dr. S. B. Knight, Mr. O. C.
W. Lau, Dr. D. M. Lyster, Dr. D. J. MacDougall, Dr. M. MacEntee, Mr. S. MacLachlan, Dr. P. L.
Marshall, Dr. K. May, Dr. W. R. McMaster, Mr. W. B. McNulty, Dr. J. M. Orr, Mr. R. L. de
Pfyffer, Prof. J. A. Rice, Dr. H. J. Rosengarten, Mr. J. E. Sookero, Dr. J. R. Thompson, Dr. M.
Thompson, Mr. D. Tompkins, Mr. J. Tsui, Dr. J. Vanderstoep, Dr. P. A. Vertinsky, Dr. D. Ll.
Williams, Dr. W. C. Wright, Jr.
Regrets: Chancellor W. L. Sauder, President M. C. Piper, Dean F. S. Abbott, Dean J. A. Cairns,
Mr. A. Chui, Mr. E. Fidler, Dean F. Granot, Mr. H. D. Gray, Dr. F. G. Herring, Ms. L. Hewalo,
Dr. V. J. Kirkness, Dean M. Klawe, Mr. J. Kondopulos, Mr. D. K. Leung, Prof. P. T. K. Lin, Ms.
P. Liu, Mr. T. P. T. Lo, Mr. R. W. Lowe, Acting Dean J. A. McLean, Mr. W. McMichael, Mr. A.
Mitchell, Dean S. Neuman, Mr. V. Pacradouni, Dr. T. F. Pedersen, Dr. W. J. Phillips, Mr. G.
Podersky-Cannon, Dean M. Quayle, Ms. C. Quinlan, Dr. D. P. Rolfsen, Dr. R. W. Schutz, Dean
N. Sheehan, Dr. C. E. Slonecker, Ms. K. Sonik, Mr. A. H. Soroka, Ms. L. M. Sparrow, Dr. S.
Thorne, Dr. W. Uegama, Mr. D. R. Verma, Dr. R. A. Yaworsky, Dean E. H. K. Yen.
In the absence of President Piper, Vice-Chair P. T. Burns chaired the meeting.
Agenda Change
Mr. Burns announced that item 7(a)(vi) "Enrolment and Quotas 1999/2000" had been
removed from the agenda.
12099
 Vancouver Senate
Minutes of April 21,1999
12100
Senate Membership
Senate Membership
EX OFFICIO
Dr. Stanley W. Hamilton, Acting Dean, Faculty of Commerce and Business
Administration
INTRODUCTION OF STUDENT SENATORS
Mr. Burns introduced and welcomed the following student representatives, who had been
elected to Senate for the term from April 1, 1999 to March 31, 2000:
Agricultural Sciences
Mr. Howard Poon
Applied Science
Mr. Eduard Fidler
Arts
Second Year Agricultural Sciences
Third Year Applied Science
Ms. Jennifer DeLucry Second Year Arts
Commerce and Business Administration
Mr. James Kondopulos
Third Year Commerce & Business Administration
Dentistry
Vacancy
Education
Vacancy
Forestry
Mr. Josh E. Sookero
Third Year Forestry
Graduate Studies
Mr. Vighen Pacradouni
Ph.D. Candidate in Physics
Law
Ms. Lis Hewalo
Medicine
Ms. Joelle Dennie
Pharmaceutical Sciences
Ms. Pamela Liu*
Science
Mr. Adrian Mitchell
First Year Law
First Year Medicine
Second Year Pharmaceutical Sciences
Third Year Science
 Vancouver Senate 12101
Minutes of April 21,1999	
Minutes of the Previous Meeting
Members-at-large:
Mr. Alex Chui Fourth Year Pharmaceutical Sciences
Mr. Scott MacLachlan Third Year Science
Ms. Karen Sonik Fourth Year Arts
Mr. David Tompkins M.A.Sc. Candidate in Electrical and Computer Engineering
Mr. Jeffrey Tsui Third Year Arts
* subject to confirmation by the Alma Mater Society
Members of Senate offered a round of applause.
Minutes of the Previous Meeting
Dean Blom i        That the minutes of the meeting of March 24,
Mr. McNulty J        1999, having been circulated, be adopted as
read.
Carried.
Chair's Remarks and Related Questions
None.
Report on Senate Recommendations on Academic Advising
Vice-President McBride presented the following report for information:
Follow-up Report on Senate Ad Hoc Committee on Academic Advising
On November 12, 1997 the Senate Ad Hoc Committee on Academic Advising recommended
that Deans and Directors report to the Vice-President Academic on the steps they have taken
to implement the committee's recommendations. These reports have now all arrived and are
summarized below.
The Committee recommendations are listed in order (excluding M and N which are not
relevant), along with comments on the steps taken across campus to address each.1 Most of
the recommendations are applicable to undergraduate students although the Faculty of
Graduate Studies did review the Committee recommendations. The Dean of Graduate Studies
reported on several initiatives that will further increase advising efficiencies
1 Recommendation M asked Deans and Directors to report to the VP Academic. Recommendation N
referred to the dissolution of the Ad Hoc Committee [see below].
 Vancouver Senate 12102
Minutes of April 21,1999	
Report on Senate Recommendations on Academic Advising
at the graduate level (including the newly instituted university-wide orientation program for
graduate students).
Recommendation A: that Faculties and Schools be encouraged to reexamine their academic
procedures and regulations to determine where these might be revised and simplified, thereby
removing unnecessary burdens on the advising system.
The Deans report that throughout 1998 a variety of steps have been taken to enhance the
advising system. These include the addition of personnel in several advising offices, the
expansion of hours of operations, and the increased availability of material for students,
especially Web-based material. Examples of these initiatives would include Tricksters in Arts,
the Undergraduate Student Handbook in Science, and the Web pages on advising in the
Faculty of Applied Science. We have also revised our procedures on withdrawing from courses
making it easier for students to do this themselves if they withdraw within the timelines
prescribed in the Calendar. Many Faculties have also made it easier for students to take
courses for credit in other Faculties and have expanded offerings in minors so that students
can obtain specializations in more than one Faculty (e.g., Physics major and Commerce
minor).
The Registrar's office has also taken several initiatives to make our procedures more efficient,
including early work on Degree Navigator (an expert computer system designed to provide
students with easy access to degree requirements). Student Services and the Faculties have also
been meeting regularly to discuss ways of increasing early offers of admission and to find ways
to orient students better to the UBC registration process. A variety of enhancements to the
Student Services Web materials have also been made, to benefit students, staff, and faculty
(e.g., the Faculty Service Centre for class lists).
The Academic Plan, which will come to Senate for discussion in the fall, will also continue the
focus on the easing of undue regulation.
It is important to emphasize, however, that all units have been experiencing increases in
student demand for academic advising. The more we do to promote and streamline advising,
the more students want the advising services available. This has less to do with regulatory
burdens than with student interest in pursuing more varied educational paths (e.g., a growing
student demand for joint degrees, more exchange and visiting agreements, more internship and
co-op arrangements).
Recommendation B: that all Schools and Faculties post regular hours for advising, and that
every effort be made to accommodate students throughout the day, including at the lunch
hour.
During the Winter term student advising is now regularly available, including over the lunch
hour, in all Faculties. Hours of operation are clearly posted. In some Faculties summer
advising is not as readily available, especially where student requests for advising are also
much lower (summer advising is available, however, in all Faculties). Web-based advising
support is also available in all Faculties.
Recommendation C: that Faculty advisers be given appropriate training and familiarized with
all aspects of degree and program requirements in their own Faculty, as well as being provided
with information about university regulations and the workings of the Student Information
System.
 Vancouver Senate 12103
Minutes of April 21,1999	
Report on Senate Recommendations on Academic Advising
The responses from Deans clearly indicate more attention is being given to the training of
advisers. Especially in the bigger Faculties, special sessions for adviser training have been
implemented and most Faculties report that advisers meet at least once a year, and usually
more frequently, to discuss issues.
Recommendation D: that the Faculties and Schools join with Student Services in the
production of a manual for advisers containing basic information concerning academic
requirements and non-academic resources and services.
There has been no concerted effort on this recommendation. Most Faculties have some form
of in-house manual, which they supplement with material from Student Services (e.g.,
Admissions, Women Students Office, Career Services, Student Exchange Office, International
House).
Recommendation E: that the Registrar and the Faculties work together to improve the
University Calendar by updating all information and eliminating redundancies, and by
improving the general layout and organization of the Calendar's contents.
Information in the Calendar is up-dated annually and there is an on-going Calendar Review
Committee. The official version of the calendar is now on the Web, and given search
capabilities on the Web, the ease of finding material in the Calendar may have increased. As
resources permit (time and money) we will be reviewing the Calendar to improve its layout
and organization.
Recommendation F: that all Schools and Faculties investigate the application of electronic
sources to provide students with immediate and direct access to basic information about their
academic record and course or degree requirements.
Both Degree Navigator (see above) and the Web-based Student Service Centre have enhanced
the "electronic sources" by which students can access information. Both of these initiatives
have high priority in Student Services. Web-based advising materials are also readily available.
Recommendation G: that Faculty and Department advisers be more fully apprised of the
requirements in each others' areas, and that Faculty and Department advisers be encouraged
to consult on a regular basis.
Annual meetings of advisers occur, as appropriate, in most Faculties. In a few of our smaller
Faculties, meetings are less regular because the advisors work with one another on a daily
basis. The Registrar has been convening meetings of Associate Deans responsible for advising
(see below).
Recommendation H: that the senior advisers in each School or Faculty meet periodically to
discuss advising policies and procedures, to exchange information about new or changing
programs and requirements, and to coordinate their advising activities wherever possible.
The Registrar has recently convened meetings of the Associate Deans responsible for students.
These are reported to be very useful meetings at which a range of advising related issues are
discussed. This permits a venue for the sharing of new or changing programs and
requirements.
 Vancouver Senate 12104
Minutes of April 21,1999	
Report on Senate Recommendations on Academic Advising
Recommendation I: that there be a statement, either in the University Calendar or in the
proposed advisers' manual, reminding students and faculty members of the need for mutual
respect in the advising process.
Statements to this effect appear in the calendar and several Deans report that such reminders
are a part of their internal advising packages. The UBC Calendar contains the following:
The University of British Columbia is committed to ensuring that all members of the
University community - students, faculty, staff, and visitors - are able to study and work in
an environment of tolerance and mutual respect that is free from harassment and
discrimination (p. 39).
Recommendation J: so that students may express their views concerning our advising services,
a standardized survey or questionnaire be prepared by the Registrar or the office of the Vice-
President of Student and Academic Services and circulated to all advising offices, and that
students' responses be forwarded to Deans and Directors.
Many, although not all, Faculties report using the Campus Advisory Board on Student
Development form/questionnaire for obtaining student feedback. A final version of that form
had not been produced when the Deans reported but it is expected that a new version will be
printed soon for wider use on campus
Recommendation K: that the Vice-President Academic and the Vice-President for Student and
Academic Services confer periodically to discuss any problems relating to advising policies and
procedures.
This continues to occur regularly.
Recommendation L: that all advising offices be provided with information about the non-
academic services available on campus, and that advisers draw students' attention to these
services as needed.
This information is routinely sent to Advising Offices from Student Services and is
incorporated in advising manuals and displayed or provided to students as appropriate (see
above, recommendation D). Links to these services are available on most advising Web sites.
Some of this information is also available in the Handbook of Support Services.
Accountability: During the Senate meeting of November 12, 1997 when the above
recommendations were approved, Senator Neena Sonik addressed the issue of the
"accountability of advisers." The Academic Policy Committee has acted upon this issue by
advising all Faculties to adopt clear accountability guidelines.
In presenting the original committee report to Senate, Dr. Rosengarten stressed three issues
related to advising: making fuller information widely available, easing access to information,
and improving communication throughout the advising system. In working toward the
Committee's recommendations, we have made progress on these key issues, although
continuing improvements to the advising system are essential. The Deans, Associate Deans,
and student, staff, and faculty advisers are alert to the need to constantly monitor and enhance
our advising.
 Vancouver Senate 12105
Minutes of April 21,1999	
Senate Nominating Committee Membership
Vice-President McBride spoke briefly to the report, highlighting various initiatives that
have been undertaken in order to improve student advising. Vice-President McBride
acknowledged that there remains work to be done in this area, but stated that it was
evident that increased resources, energy, and imagination were being allocated to student
advising in response to the report of the Ad Hoc Committee on Academic Advising.
Mr. Brady, referring to the penultimate paragraph of the report, asked what deadline was
in place for Faculties to adopt "clear accountability guidelines," and whether Senate
would be informed as to the nature of those guidelines. Vice-President McBride responded
that he would look into this issue and report back to Senate.
Senate Nominating Committee Membership
CALL FOR NOMINATIONS
Declaration of vacancies: call for nominations for two student representatives to serve on
the Nominating Committee.
In accordance with regulation 4.1.5 of the Rules and Procedures of Senate, a call for
nominations was to be sent out immediately following the meeting of Senate. If necessary,
an election would take place at the May 19, 1999 meeting of Senate.
Admissions Committee
Dr. Harrison, as Chair of the committee, presented the reports for approval.
FACULTY OF APPLIED SCIENCE: MINOR IN COMMERCE
The committee recommended approval of the following addition to academic regulations:
Faculty of Applied Science, Minor in Commerce: Addition to Academic Regulations
This will be added to the Applied Science Program outlined on pages 89-101 in the
1998/99 Calendar.
 Vancouver Senate 12106
Minutes of April 21,1999	
Admissions Committee
Addition of new sub-section to appear between "Complementary Studies Courses"
and "Co-operative Education" in 1998-99 Calendar, page 91, right hand column:
Minor in Commerce
Students desiring a stronger foundation in business are encouraged to consider the
Minor in Commerce. Upon successful completion of this Minor program, the notation
"Minor in Commerce" will be placed on the student's transcript.
Enrollment in this program is strictly limited. An application for admission can be
obtained from the Faculty of Applied Science Dean's Office, Engineering Student
Services. The completed form must be returned by May 15. For an application to be
considered, the student must be eligible for third year standing in the Faculty of
Applied Science with a cumulative average of at least 68% in the previous two years.
Meeting the stated minimum requirements does not guarantee admission into the
Minor.
The program will consist of
1. ECON 309 (or 100^(6),
2. COMM 457 (3),
3. COMM 465 (3),
4. one of COMM 329 (3), COMM 458 (3) or COMM 473 and
5. the engineering economics course appropriate for the department in which the
student is enrolled (3).
In general completion of the Minor in Commerce will take an additional term.
Students who have completed ECON 100 prior to entry into the program may use
this course in lieu of ECON 309. Either Economics course may be used as the
Humanities and Social Sciences elective component of the complementary studies
courses. Some programs will allow a maximum of three credits of Commerce courses
to count toward the technical electives requirement.
Rationale:
Many students in the Faculty of Applied Sciences take courses in Commerce and
Economics and they would like to receive a Minor in Commerce similar to students in the
Faculty of Science. This program opens a Commerce Minor to Applied Science students.
It also provides the option of a more diverse education for technically oriented students.
Effective date: September 1, 1999
 Vancouver Senate 12107
Minutes of April 21,1999	
Admissions Committee
Dr. Harrison i        That the proposed changes to the Faculty of
Dean Isaacson J        Applied Science Minor in Commerce be
approved.
Carried.
FACULTIES OF APPLIED SCIENCE AND ARTS: DUAL DEGREE
Dr. Harrison presented the following report.
New Dual Degree Program in Applied Science and Arts
The following section will appear in two places in the Calendar:
1. Faculty of Applied Science - immediately following the " Co-operative Education
Program" section on page 91 of the 1998/99 Calendar.
2. Faculty of Arts - immediately following the paragraph headed "Combined Honours
Programs" on page 113, column 3 of the 1998/99 Calendar.
Dual degree program in Arts and Applied Science
This program offers capable students the opportunity to earn a B.A. and a B.A.Sc.
degree in five years of study, in most combinations of one Arts degree program and
one Engineering degree program. A Board of Studies administers and oversees
admission to the program.
Admission
Application for admission to the program is made to the Board of Studies through
either the Arts Advising Office or Engineering Student Services. Applicants may be
registered in either Faculty, but must be admissible to the other Faculty at the time
of admission to the program. Acceptance into the program will be determined
based on a review of the applicant's transcript, an interview and a review of a
portfolio or other such other material that the applicant wishes to submit.
Normally, application for admission will be made immediately upon acceptance
into either Faculty. Admission to the program at a later date is also possible but
may imply a longer time to complete the program.
Program of Study
Students must satisfy all the program requirements for both the B.A. and B.A.Sc.
degrees in their chosen degree programs. Individual courses may be considered to
satisfy program requirements for both degrees. Courses taken within the Faculty of
Applied Science will have the same standing as courses taken within the Faculty of
Science for the purpose of satisfying requirements for a B.A. degree for students
enrolled in this program. The regulations governing the granting of a second
degree apply to this program, with either of the two degrees being considered as
the " second" degree even though both are being
 Vancouver Senate 12108
Minutes of April 21,1999	
Admissions Committee
taken simultaneously. Where possible, students should meet with an advisor from
the Board of Studies prior to enrolling in their first year of courses.
Rationale:
The proposed program will allow students to simultaneously pursue interests in
arts and engineering. The program has been proposed and is being pursued
because of the potential benefits to the students and the University. The proposal is
closely aligned with one of the principles of UBC's vision: interdisciplinary studies.
Organization
The program is modeled along the lines of a second degree. However, there are
distinct advantages to offering the two degrees concurrently, rather than
consecutively. Students in the program will not have to abandon one of their
interests for four years while they pursue another of their interests. Interleaving
Arts and Applied Science courses will stimulate greater cross-fertilization of ideas
than is possible with a conventional second degree program. The dual degree will
take less time, in general, than a second degree because the program can be
optimized more easily to satisfy the requirements of both degrees with the fewest
number of courses. For instance, all "complementary studies" courses required in
engineering could be chosen to also fulfill degree requirements for the B.A. degree.
Similarly, Applied Science courses could be used instead of Science courses to make
up the 120 credit total required for a B.A. degree. The total number of credits
taken will still exceed the minimum required for a second degree. Engineering
degrees generally require about 155 credits, depending on the program and option
taken. An Arts degree requires a minimum of 120 credits. At most, there will be 81
credits of overlap between the two degrees. Therefore, a student will still need to
complete at least 194 credits, which exceeds the 180 credit minimum to obtain a
first and second degree.
Schedule
Students in the program would concentrate each term on either the Arts or the
Applied Science half of their program. The first two terms would be devoted to
engineering, which would simplify placing the student into an engineering
department in second year. The students would need to attend summer session
after first year in order to complete the minimum requirements of the Arts half of
their program; an additional three credits of first-year English, six credits of
English Literature and possibly another three credit first-year Arts course. Again,
the winter session of second year would be mainly devoted to engineering. If
necessary, the summer session following second year could be used to fulfill the
Arts Faculty second language requirement, if that had not been met prior to entry
to UBC. Subsequent engineering terms would follow the co-op education schedule,
permitting the students to interleave complete terms of upper level Arts in their
chosen discipline with those of Engineering. The dual degree could be completed in
five years, the same time as would be required for one degree if co-op education
were pursued.
Demand
Potential demand for this program is very uncertain. It is not expected that this
program will attract many students, probably less than five per year initially.
However, it
 Vancouver Senate 12109
Minutes of April 21,1999	
Admissions Committee
should be noted that a few professors in Applied Science have B.A. degrees in
additional to their engineering credentials. The program may attract some top
students from across Canada because of its breadth, academic challenge and
uniqueness.
Resources
The resource demands of this program are minimal. There will be a need for
faculty members from both Applied Science and Arts to form a Board of Studies.
The main function of the Board will be to provide academic guidance to students
in the program. Members of the Board will also need to review applications for the
program and to promote the program.
Students in the program will require no more resources than any other student in
either an Applied Science or Arts program alone, other than the individual
academic guidance. If the program proves popular, it will be necessary to consider
how to count the students in the program for budget allocations and the like. That
question will only be addressed when and if required.
Dr. Harrison i        That the admissions statement for the Dual
Dean Isaacson J        Degree in Applied Science and Arts be
approved.
Carried.
FACULTY OF GRADUATE STUDIES: MASTER OF SOFTWARE SYSTEMS
Dr. Harrison presented the following revised admissions statement for the Master of
Software Systems:
Faculty of Graduate Studies: Admissions Statement for "Master of Software Systems"
Calendar Statement:
The Master of Software Systems (MSS) is designed to prepare graduates with degrees in
subjects other than computer science or computer engineering for the specialized area of
Software Systems. The program will focus on the existing problem-solving and technical and
analytical skills of these graduates, and will bring them rapidly to graduate-level expertise in
Software systems.
The program's duration is 16 months and is composed of 30 credits of specified courses taken
in three semesters. This includes a required four-month industry internship.
This program is offered by the Centre for Integrated Computer Systems Research (CICSR), an
interdisciplinary research centre supported by the Computer Science Department (Faculty of
Science) and the Electrical and Computer Engineering Department (Faculty of Applied
Science). The degree is administered by the Faculty of Graduate Studies. The program will be
administered by the Director of the Master of Software Systems (or appointed staff), under the
supervision of the Director of CICSR.
 Vancouver Senate 12110
Minutes of April 21,1999	
Admissions Committee
Successful applicants will hold a bachelor's degree and will have computer program design
and data structures knowledge equivalent to that offered in CPSC 216 or CPSC 252. The
program is designed to be of interest to graduates in engineering, mathematics or the physical
sciences but other applicants with the necessary technical background or work experience may
be accepted on approval by the program director and the Faculty of Graduate Studies.
However, graduates in computer science or computer engineering will find that advanced
degrees in those disciplines will better meet their needs. Admission to the program is subject to
supervisor availability.
Student applications, deadlines, and scholarship awards will be administered in accordance
with the policies and standards of the Faculty of Graduate Studies.
Applicants should direct inquiries to:
Director
Master of Software Systems
CICSR, UBC
289 - 2366 Main Mall
Vancouver, BC, V6T 1Z4, Canada
Phone: 604-822-6894.
Dr. Harrison noted that the Master of Software Systems degree had already received
Senate approval, but the admissions statement had required some revision.
Dr. Harrison i        That the revised admissions statement for the
Dean Isaacson J        Master of Software Systems be approved.
Carried.
OUTSTANDING STUDENT INITIATIVE/UNDERGRADUATE SCHOLAR PROGRAM
See 'Appendix A: Report on the Outstanding Student Initiative/Undergraduate Scholar
Program'.
 Vancouver Senate
Minutes of April 21,1999
12111
Admissions Committee
Dr. Harrison presented the report.
}
Dr. Harrison
Dr. Knight
Dr. Harrison
Dr. Burns
Dr. Harrison
Dr. Berger
That the Student Awards and Admissions
Committees study the issue of the imbalance in
the disciplines of entrance scholarship winners
in the next academic year paying attention to
the effects of the changes inherent in the new
USP on the acceptance rate of offers of awards
and on the faculties chosen by award
recipients, and to the result of the availability
of USP's to continuing and college transfer
students on the distribution of awards by
faculty, and that a report be brought to Senate
in April 2000.
Carried.
That the Registrar be encouraged to bring
forward a recruiting strategy that will, in part,
seek to better inform high school students of
the range of opportunities for study at UBC.
Carried.
That the Admissions Committee and the Deans
study the criteria for admission to UBC and to
various faculties and recommend any changes
deemed desirable to meet the goals outlined in
the Trek 2000 vision document.
In response to a query from Mr. Brady regarding a possible deadline for bringing
recommendations back to Senate, Dr. Harrison proposed that the motion be amended to
end "..., and that a report be brought back to Senate in one year." The proposed
amendment was accepted.
The motion, as amended,
was put and carried.
RECIPROCAL STUDENT EXCHANGE AGREEMENTS
Dr. Harrison presented the following reciprocal student exchange agreements for
approval:
 Vancouver Senate
Minutes of April 21,1999
Admissions Committee
12112
N.B. Many of these agreements have been in operation for several years with students
moving between institutions but the agreements never received formal Senate approval.
Institution
Country
Agreement Limited to Faculties
of:
Royal Melbourne Institute of
Technology
Australia
Agricultural Sciences
Applied Science
University of New South Wales
Australia
University of Sydney
Australia
University of Burgundy
France
University of Wurzburg
Germany
Indian Institute of Technology at Delhi
India
Applied Science
University of the Philippines at Los
Banos
Philippines
Agricultural Sciences
Forestry
University of Glasgow
Scotland
University of Nottingham
England
Arizona State University
USA
The University of Arizona
USA
Dr. Harrison
Dr. Vanderstoep
That Senate approve the reciprocal student
exchange agreements as outlined above.
In response to a query from Dr. Knight, Dr. Harrison stated that these agreements are
intended to permit UBC students to study abroad, usually in their third year, while paying
UBC tuition fees. It is intended that UBC host, on average, the same number of students
as it sends to a given institution.
In response to a query from Dr. MacEntee regarding how potential partner institutions
are evaluated, Dr. Harrison stated that the International Liaison Office conducts research
on the institutions with regard to academic credentials, the range of available programs,
the government structure, available student services, and support provided to exchange
students.
There was some discussion regarding advising of students planning to participate in an
exchange program. Dr. Harrison stated that advisors have the responsibility to determine
the
 Vancouver Senate 12113
Minutes of April 21,1999	
Admissions Committee
appropriateness of an individual student's proposed exchange program. Dr. MacEntee
asked whether all advisors were aware of the need to verify the appropriateness of
individual programs at institutions with which blanket agreements exist. Dr. Harrison
recalled that Senate had requested a review of student exchange programs three years ago
(Note: see the minutes of Senate, May 15, 1996, pp 11458-9). A committee was struck in
response to this request, but has not yet completed its deliberations. Dr. Harrison stated
that this delay is of concern to the Admissions Committee.
In response to a query from Dr. Williams, Dr. Harrison stated that each student returning
from a period abroad is asked to file a report about his/her experience with the Student
Exchange Programs Office.
Dr. Harrison, in response to questions, stated that a student's exchange program is not
necessarily approved on a course-by-course basis, depending on the student's Faculty and
program. Where it is not possible to directly match courses offered at a partner institution
with UBC courses, and the Faculty considers that it will be of benefit to the student to
experience education in another setting, transfer credit is worked out on a broader basis.
Mr. Lau asked why the exchange agreements had not been brought to Senate for approval
earlier. Dr. Harrison stated that some of the agreements had been previously presented for
information, but not for approval. Dr. Spencer stated that exchange programs do not
require Senate approval prior to students going abroad, and gave the example of faculty-
specific agreements in the Faculty of Commerce and Business Administration that had
operated for many years prior to receiving Senate approval. Dr. Harrison clarified that
although faculty-specific exchanges might operate prior to receiving Senate approval, a
formal exchange agreement between two institutions may not be signed until Senate
approval has been granted. Dr. Knight stressed the need to
 Vancouver Senate 12114
Minutes of April 21,1999	
Curriculum Committee
acknowledge the role of Senate in approving exchange agreements, especially as UBC
moves toward further internationalization.
The motion was
put and carried.
Curriculum Committee
See Appendix B: Curriculum Change Summary.
Dr. Berger presented the report as chair of the Committee.
FACULTY OF AGRICULTURAL SCIENCES
Dr. Berger l        That Senate approve the proposed curriculum
Dr. Vanderstoep J        changes from the Faculty of Agricultural
Sciences.
Dr. Berger commended the proposed restructuring of the Agricultural Sciences curriculum
as innovative and exciting.
Carried.
FACULTY OF APPLIED SCIENCE
Dr. Berger introduced the proposal for a new Dual Degree in Applied Science and Arts.
He noted that the two Faculties had examined the minimum requirements for a degree
from each Faculty and then had made some compromises in order to ensure that the dual
degree could be completed in five years plus one summer term. The total number of
credits would be 194. Dr. Berger pointed out that this total exceeded the minimum total
requirement of 180 credits for a first and second baccalaureate degree under UBC policy.
 Vancouver Senate 12115
Minutes of April 21,1999	
Curriculum Committee
Dr. Berger also spoke briefly about the other proposed changes from the Faculty of
Applied Science, and commended the Faculty for its continuing efforts to reduce credit
load within programs.
Dr. Berger l        That Senate approve the proposed curriculum
Dean Isaacson J        changes from the Faculty of Applied Science.
Dean Isaacson stated that he was delighted that the Dual Degree had been presented for
approval, particularly because the new degree would be in keeping with the spirit of Trek
2000. He thanked the Dean of Arts as well as members of the program planning
committee: Dr. Frank Navin, Dr. Karl Bury, Dr. Kathryn Harrison and Dr. Judy Segal.
Carried.
THE FACULTY OF ARTS
Dr. Berger stated that the Dual Degree in Applied Science and Arts also appeared for
approval in the Faculty of Arts curriculum report. He noted that one substantial change
for the Faculty of Arts is the use of courses from the Faculty of Applied Science as science
electives for the purposes of the Arts component of the dual degree.
Dr. Berger spoke briefly to each of the changes as outlined in the Faculty of Arts
curriculum report. He pointed out that three programs had been deleted due to lack of
resources: the Diploma in Translation, the Honours Program in Romance Languages, and
the Honours Program in Hispanic Studies.
Dr. Berger l        That Senate approve the proposed curriculum
Dr. Burns J        changes from the Faculty of Arts
Carried.
 Vancouver Senate
Minutes of April 21,1999	
Curriculum Committee
FACULTY OF FORESTRY
Dr. Berger introduced the proposals from the Faculty of Forestry.
1211<:
Dr. Berger
Dr. Marshall
That Senate approve the proposed curriculum
changes from the Faculty of Forestry.
Carried.
FACULTY OF LAW
Dr. Berger
Dean Blom
That Senate approve the proposed changes to
LAW 483.
Carried.
FACULTY OF SCIENCE
Dr. Berger stated the committee recommended approval of the changes from the Faculty
of Science, but drew attention to the fact that the Joint UBC-BCIT Degree in
Biotechnology had been tabled pending completion of consultation and thus appeared
strictly for information.
Dr. Berger
Dr. Harrison
That Senate approve the proposed curriculum
changes from the Faculty of Science.
Dr. Benbasat asked whether vector hour designations should have been included for new
courses ISCI 320 and MICB 447. Dr. Harrison replied that there had been discussion
about this issue, and that it had been decided that vector designations would not be
meaningful to students, given the non-traditional structure of these courses. Dr. Berger
added that vector designations could be added later, if necessary, as editorial changes.
Dr. Knight asked whether coursework in international law might be included as
appropriate electives for the major in Oceanography. Dr. Harrison replied that there had
been discussion about this possibility, and that consultation with the Faculty of Law
would be required before any such courses could be formally included as part of the
major.
Carried.
 Vancouver Senate 12117
Minutes of April 21,1999	
Elections Committee
Elections Committee
REVISIONS TO REGULATIONS FOR STUDENT ELECTIONS TO GOVERNING BODIES
See Appendix C: Revised Regulations for Student Elections to Governing Bodies.
Mr. Lau, as Chair of the committee, introduced a proposal to amend the elections
regulations. He stated that the intent of the revisions was to delegate as much
responsibility as possible for student elections to the AMS, as well as to update and clarify
the language used.
Mr. Lau i        That the proposed amendments to the
Mr. Brady J        Regulations on Student Elections to Governing
Bodies be approved.
Carried.
Adjournment
There being no further business, the meeting was adjourned at 8:50 p.m.
Next meeting
The next regular meeting of Senate will be held on Wednesday, May 19, 1999 at 8:00
p.m.
 Vancouver Senate 12118
Minutes of April 21,1999	
Appendix A
Appendix A
REPORT ON THE OUTSTANDING STUDENT INITIATIVE/UNDERGRADUATE
SCHOLAR PROGRAM
Motion from Senate concerning the Outstanding Student Initiative Program (now replaced by the
Undergraduate Scholar Program)
At its October meeting, Senate approved a report from the Awards Committee with the result that the
Outstanding Student Initiative (OSI) program has been transformed into the UBC Undergraduate
Scholar program (USP). In the discussion of the proposal it was apparent that some senators had
concerns about the implications of the proposal for the numbers of students entering various faculties.
Senate approved a motion made by M. MacEntee, seconded by J. Berger:
Motion:
That the recommendations of the report to Senate on the OSI, which Senate has already
approved, be referred to the Senate Admissions Committee to consider the significance of the
report on the admissions policy and practices at UBC and that the Senate Admissions
Committee report to Senate in April, 1999.
The Senate Admissions Committee considered the report and discussed some aspects of the pattern of
enrolment of students awarded the OSI. It is clear that the proportion of OSI recipients entering the
Faculty of Science exceeds that faculty's proportion of the total entering class (table 1). It is also
predicted that the new USP program will perpetuate this difference for incoming students although as
students progress through their degree programs more and more awards will be in faculties other than
Science (table 2). If the initial imbalance resulted from a bias in the criteria used to select OSI recipients
then immediate changes would be warranted. The Senate Admissions Committee has not been able to
complete its study and we feel that it would be premature to do so until the results of the
implementation of the new USP are known. However, we present some comments on two aspects: the
perceived inequity in grading among high school courses and the need to define goals for recruiting
efforts.
The claim that it is more difficult to achieve high grades in some high school courses (i.e., the Arts
subjects) than in others (the Sciences) warrants attention but at this time only a preliminary evaluation
can be made. Students applying to different faculties are evaluated on grades in some different courses,
but all must use their grade twelve English mark so that course provides a useful basis of comparison.
The average final mark in English was comparable in 1990 (74% for students entering Science, 75%
for Arts) and has risen in recent years to 86% for Science but only to 82% for students entering Arts.
As table 3 shows there has at the same time been an overall decline in the percentage of students
achieving an 'A' on the English 12 exam. The data in table 3 also indicate that the percentage of
students achieving an 'A' grade on the provincial examinations in some Arts and Science courses is
similar but the results for English are lower (this result disadvantages all students equally) and those
for Chemistry and Physics are higher. Since students taking Physics
 Vancouver Senate 12119
Minutes of April 21,1999	
Appendix A
achieve a high proportion of 'A' grades the preponderance of males over females (>2:1) in that course
might be expected to affect the competition for awards. However, since the inception of the OSI
program more females than males have received awards (59% vs. 41%). Finally, since students
applying to the Faculty of Arts have the widest choice of grade twelve courses to use for entrance
(English and three others) it should not be assumed that they are evaluated on only Arts subjects.
Without knowledge of the range of courses completed by students who apply to various faculties it is
impossible to determine whether or not UBC's entrance requirements place some students at a
disadvantage.
A review of the data presented to Senate (and other data considered by the Admissions Committee)
suggests that the imbalance resulted, in part, from the success achieved by the Faculty of Science in
attracting academic achievers. It was not too many years ago that there were empty spaces in first-year
Science classes, unmet enrolment quotas, and lower GPA's among students entering Science than Arts.
Now, the difference in minimum GPA for entry to the two faculties is substantial and many applicants
to Science are rejected each year. It is important to note that the same situation does not occur at all
universities.
Why are some students attracted to Science over Arts at UBC? Recruiters visiting high schools report
that students are eager to get into Science even though their marks in Arts subjects would suggest that
they had a bright future in a B.A. program. High school students seem to know more about science
than they do about the humanities despite the fact that there are both required and elective courses in
both areas in the grade 11/12 curriculum. Part of the increasing interest in Science may stem from the
active recruiting efforts of specific science departments; e.g., through visits to schools by faculty from
the department of Mathematics, mentoring of teachers involved in the Euclid math exam, providing an
avenue for students who study calculus in grade twelve to get UBC credit through the MATH 100
Challenge exam (recently approved by Senate for changes making it a cooperative venture with other
BC universities), and bringing top high school students to UBC for local (and international)
competitions in Physics and Chemistry. Another attractant is the perception (false but widely held) that
the route to a career in Medicine or Dentistry is through the Faculty of Science.
A further source of the interest in Science may be the public's evaluation of the job possibilities for
students who gain degrees in different disciplines. While it is true that B.Sc. graduates in some
disciplines easily access challenging jobs, graduates in other fields do not. An unmet challenge to the
university is to convince students that a degree that does not lead to a job in an obviously related field
has not been "wasted". If employers are truthful when they say that they seek graduates who are
literate, critical thinkers, problem solvers, and good communicators, then a balanced and thorough
program of study in any university discipline should produce an employable citizen. Perhaps we at the
university need to do more to alert students to the diversity of programs at UBC before they apply to a
faculty. The Student Recruitment Office makes a valiant effort, with limited financial support, to reach
high school students, but a new recruiting strategy may be needed, one that integrates the efforts of
that office with those of individual faculties and departments.
 Vancouver Senate
Minutes of April 21,1999
12120
Appendix A
Some members of the Senate Admissions Committee are also members of a group working with the
Registrar on a recruiting strategy in response to the mandate in the Trek 2000 document to "enhance
our student recruitment efforts provincially, nationally, and internationally" so a new strategy may be
forthcoming soon.
In summary, we recommend:
1. That the Senate Awards and Admission Committees study the issue of the imbalance in the
disciplines of entrance scholarship winners in the next academic year paying attention to the
effects of the changes inherent in the new USP on the acceptance rate of offers of awards and
on the faculties chosen by award recipients, and to the result of the availability of USP's to
continuing and college transfer students on the distribution of awards by faculty, and that a
report be brought to Senate in April of 2000.
2. That the Registrar be encouraged to bring forward a new recruiting strategy that will, in part,
seek to better inform high school students of the range of opportunities for study at UBC.
3. That the Senate Admissions Committee and the Deans study the criteria for admission to UBC
and to various faculties and recommend any changes deemed desirable to meet the goals
outlined in the Trek 2000 vision document.
table 1. Percent of OSI's awarded by Faculty and Yeai
the criteria applied.
; total no. of registered OSI's each year, and
YEAR
FAC*
90      91      92      93
94      95
96            97
98
APSC
15       14       16       19
16      12
11             10
11
ARTS
29      40      30      29
25       32
31            35
29
SCI
54      45      54      59
55      53
55             52
57
REG.
212    360    463    543
644    1212
1499         1556
1131
Criteria   GPA 4.0 on 4 Gr 12 & 5 Gr
11 courses; no grade < A
Ave. 86% on 4 Gr 12
examinable courses; no
grade < 86% (except
designated Arts courses with
82% min.)
Ave. 90% on
interim; 88% on
finals in 4 Gr 12
examinable courses;
no grade < 86%
Award     $2,500; no mention of
renewal
$10,000 with $2,500 in year
1, renewable with
maintenance of scholarship
standing
$10,000 with
$2,500 in year 1,
renewable with
maintenance of
scholarship
standing
''Other Faculties usually represent <1 % of each of the OSI's each year.
 Vancouver Senate
Minutes of April 21,1999
12121
Appendix A
table 2. Predicted distribution of USP's (% of total) by Faculty and year (data from the report to Senate
in October 1998). The criteria for the USP for entering first-year students are: average 95% on interim
grades, 92% on finals, calculated on 4 grade 12 examinable courses; no minimum grade required.
Faculty
Yearl
Year 2
Year 3                       Year 4
APSC
13
11
15                             11
ARTS
19
25
19                             20
SCI
65
58
37                             38
Other
3
6
29                             31
table 3. Percent of students achieving an 'A'
(Data from the Ministry of Education)
grade in provincial exams, and participation rates*.
1991/2
1996/7
COURSE
Total
Gender
Total
Gender
F
M
F
M
English
% A
9.6
11.9
6.9
8.0
10.1
5.7
Part.*
72.9
77.5
68.2
73.6
78.0
69.2
Eng Lit.
% A
11.4
n.a.
n.a.
15.0
n.a.
n.a.
Biology
% A
11.1
10.7
11.9
14.4
13.9
15.3
Part.
25.5
32.1
18.9
27.8
35.9
19.8
Chem.
% A
18.8
16.6
20.7
21.7
19.5
23.8
Part.
20.8
19.6
22.0
23.6
23.5
23.7
French
% A
12.6
12.7
12.3
16.9
17.9
14.2
Part.
15.2
21.2
9.3
11.0
15.5
6.7
Geog.
% A
5.3
4.3
6.2
12.1
11.0
13.2
Part.
20.3
19.8
20.9
18.2
18.3
18.1
History
% A
5.5
5.1
5.9
12.9
11.7
14.2
Part.
19.3
19.6
19.1
16.7
17.5
16.0
Math.
% A
14.4
13.1
15.4
17.9
17.1
18.5
Part.
34.4
31.4
37.3
38.3
36.3
40.2
Physics
% A
21.2
22.8
20.6
25.7
24.3
26.3
Part.
12.0
6.8
17.3
13.6
8.0
19.1
Participation rate = number of exams written divided by number of students enrolled.
 Vancouver Senate
Minutes of April 21,1999
12122
Appendix B
Appendix B
CURRICULUM CHANGE SUMMARY
Faculty of Agricultural Sciences
New courses:
Delete courses:
Faculty of Applied Science
New program:
Chemical Engineering
Course Changes:
Delete courses:
Program changes:
Civil Engineering
New courses:
Course changes:
AGSC 250, AGSC 260, HUNU 250.
AGSC 200, AGSC 210, AGSC 220.
Dual Degree in Applied Science and Arts.
CHML 242: change title, description, credits, hours.
CHML 245, CHML 261.
second year,
fifth year, Chemistry Honours.
CIVL 409, CIVL 437.
CIVL 321: change description, pre-requisite.
CIVL 340: delete pre-requisite, change hours.
CIVL 408: change pre-requisite.
CIVL 413: add pre-requisite, delete co-requisite, change
hours.
CIVL 420: change pre-requisite.
CIVL 430: change pre-requisite.
CIVL 441: change title, description, add pre-requisite, change
hours.
CIVL 493: change description, hours.
Engineering Physics
Program change:
Geological Engineering:
Program changes:
Mining and Mineral Process Engineering
MMPE 491.
second year.
second and third years.
New course:
Course changes:
Delete courses:
Program changes:
MMPE 293: change credits and grading.
MMPE 301: change credits and hours.
MMPE 331: change credits.
MMPE 333: change credits and hours.
MMPE 401, MMPE 431, MMPE 494.
second, third and fourth years.
 Vancouver Senate
Minutes of April 21,1999
12123
Appendix B
Faculty of Arts
New program: Dual Degree in Applied Science and Arts.
Anthropology and Sociology
Course changes: ANTH 217: change description.
ANTH 417: change title.
Classical, Near Eastern & Religious Studies
New courses:
Delete courses:
Course changes:
New programs:
Program changes:
LATN 302, GREK 302.
LATN 425, GREK 425.
LATN 411 through 423: change pre-requisites.
GREK 411 through 423: change pre-requisites.
Major in Myth and Literature in Greece, Rome and the Near
East,
Honours in Myth and Literature in Greece, Rome and the
Near East,
Minor in Myth and Literature in Greece, Rome and the Near
East.
Major in Archaeology and History of Greece, Rome and the
Near East,
Honours in Archaeology and History of Greece, Rome and
the Near East,
Minor in Archaeology and History of Greece, Rome and the
Near East.
French, Hispanic & Italian Studies
Delete programs:
Delete courses:
Program change:
New course:
Program changes:
Course changes:
Diploma in Translation,
Honours in Romance Languages,
Honours in Hispanic Studies.
FREN 401, 480, 482, 484, 486, 489, SPAN 110, 400.
Honours Program in French with Emphasis on Literature.
FREN 427
Major in Spanish,
Major in Italian Studies,
Minor in Spanish.
Change to Language Requirement.
SPAN 100, SPAN 105, SPAN 200, SPAN 205: change prerequisites.
SPAN 300: change title and pre-requisites.
SPAN 305: change credits, pre-requisites and hours.
SPAN 320: change credits.
 Vancouver Senate
Minutes of April 21,1999
12124
Appendix B
Germanic Studies
Course changes:
GERM 337: renumber to GERM 330.
GERM 338: renumber to GERM 332.
GERM 339, GERM 439: change credits and hours.
Latin American Studies
Change of program description:
• Latin American Studies,
• Major in Latin American Studies,
• Minor in Latin American Studies,
• Thematic Option with the General B.A. Program: Latin American Studies.
Linguistics
Course changes:
Program changes:
School of Music
New courses:
LING 316, LING 317: change title, description, prerequisites.
LING 350: becomes LING 451 and LING 452.
LING 300, LING 427: change pre-requisites.
LING 400: becomes LING 311, change pre-requisites.
LING 437: becomes LING 337, change pre-requisites.
Major in Linguistics,
Honours in Linguistics.
MUSC 443, MUSC 468.
Faculty of Forestry
Changes to Honours Standing and Dean's Honour Roll.
Changes to Academic Regulations on Examinations and Advancement.
B.Sc. (Forestry): change to program description.
B.Sc. in Forestry: addition to program description.
Course change: FRST 451: add prerequisites.
B.Sc. (Wood Products Processing):      delete Wood Science and Industry Major.
Program changes: second and third years,
second and third years Co-operative Education Program,
Primary Processing Area of Concentration.
 Vancouver Senate
Minutes of April 21,1999
12125
Appendix B
Faculty of Law
Course change:
LAW 483: change description.
Faculty of Science
ANAT 390 and ANAT 391: add to list of courses which have Science credit.
Biology
Course change:
Chemistry
Program changes:
Earth and Ocean Sciences
New program:
Geography
New course:
Program changes:
Integrated Sciences
New course:
Mathematics
New courses:
Course changes:
BIOL 435: change description, title, pre-requisites.
Chemistry Honours,
Chemistry Honours - Environmental Option,
Chemical Engineering - Chemistry Honours.
Major in Oceanography.
ATSC 406.
Physical Geography,
Physical Geography - Combined Honours, Geography and
Geology.
ISCI 320.
MATH 230, MATH 231, MATH 412.
MATH 423: change description and title.
MATH 441: change in hours.
Delete courses:
New program:
MATH 130, MATH 323.
MATH/ECON Major.
Microbiology and Immunology
New course: MICB 447.
New program:
Joint UBC/BCIT Degree in Biotechnology (FOR
INFORMATION ONLY).
 Vancouver Senate
Minutes of April 21,1999
12126
Appendix B
Physics and Astronomy
New course:
Course changes:
New Program:
PHYS 437.
PHYS 455: change pre-requisites and description.
PHYS 473, PHYS 474: change pre-requisites.
Honours Biophysics.
Faculty of Science: Editorial Changes
Chemistry
Course change:
Earth and Ocean Sciences
Delete course:
Course change:
Geography
Course change:
Mathematics
Course changes:
Program changes:
CHEM 307: change description.
GEOL 554.
OCGY 503: change credits.
GEOG 401: change pre-requisites.
MATH 322, MATH 422: change description.
Math Honours,
Combined Honours Mathematics with Another Subject,
Combined Honours Chemistry and Mathematics,
Combined Honours Computer Science and Mathematics,
Combined Honours Physics and Mathematics.
Microbiology and Immunology
Change in Program Description: Co-operative Education Program.
Physics and Astronomy
Course changes: ASTR 101, PHYS 343: change title.
ASTR 102: change title and pre-requisites.
PHYS 405: change description.
 Vancouver Senate 12127
Minutes of April 21,1999	
Appendix C
Appendix C
REVISED REGULATIONS FOR STUDENT ELECTIONS TO GOVERNING BODIES
In accordance with the University Act, R.S.B.C. 1996, c. 468, section 43 (1), "the senate must make and
publish all rules in respect of nominations, elections and voting." The following elections are required
annually:
1. Board of Governors (University Act, Section 19 (e))
"2 full time students elected from the student association"
2. Senate (University Act, Section 35 (2) (h))
"a number of full time students, equal to the number provided in paragraphs (a) to (reelected from
the student association in a manner that ensures that at least one student from each faculty is
elected."
The following rules apply for the elections.
1. Nominations
a. The AMS is responsible for placing the call for nominations in a student campus publication.
b. The close of nominations must be 4:00 p.m. on the same day as the close of nominations for
the AMS Executive Elections.
c. Nominations must be on the forms provided by the Registrar.
d. Nominees must appear in person at the Registrar's Office to produce identification (AMS card)
and sign their nomination forms indicating their willingness to stand for election, and that they
agree to abide by the AMS Electoral Procedures and attend the AMS All Candidates' Meeting.
e. A candidate for election as a student representative to Senate may only stand for election for
one position. A student nominated for more than one Senate position must withdraw from all
but one position.
f. The Registrar is responsible for checking nominations, and for giving each candidate a copy of
the regulations.
g. The Registrar must advise the AMS of the names of the candidates.
h.    The AMS must announce the candidates in a student campus publication.
2. Nominations not submitted
a. Where there is no nomination for a student representative to the Senate from an individual
faculty, and the incumbent is not willing or able to serve again, the replacement procedures in
Item 10b apply.
b. Where there is an insufficient number of nominations for student representatives to the Senate
from the student body at-large, the seats must be filled by the incumbent at-large
representatives who choose to remain in office, beginning with the incumbent who received the
most votes in the previous election. If there is an insufficient number of incumbents willing or
able to serve again, the replacement procedures in Item 10b apply.
3. Withdrawal of nomination
a. Where a person nominated as a candidate withdraws his/her nomination after the ballots have
been printed, the Registrar's Office Coordinator of Elections must provide the AMS with copies
of a notice of withdrawal for each poll.
b. The withdrawal and the fact that the candidate's name remains on the ballot does not
invalidate the election.
C.   Votes cast for a candidate who has withdrawn must not be counted.
 Vancouver Senate 12128
Minutes of April 21,1999	
Appendix C
4. Campaign regulations
a. The AMS must set campaign regulations within its Electoral Procedures, and all candidates
must abide by the AMS Electoral Procedures.
b. The AMS must set the schedule for the campaigning and voting. The schedule must allow
election results to be released in accordance with these rules prior to February 1.
c. The AMS Elections Committee is authorized to impose penalties upon or disqualify any
candidate found to have violated the AMS Electoral Procedures.
d. Any candidate disqualified by the AMS Elections Committee has right of appeal to the Senate
Elections Committee after the close of polls. An appeal must be submitted in writing to the
Registrar within 48 hours (exclusive of weekends or public holidays) of the close of polling.
5. Ballots and voting
The Registrar is authorized to delegate the responsibility for the preparation and counting of
ballots, also the operation of polling stations, to the AMS. These responsibilities include:
a. making sure that the polling stations are staffed;
b. ensuring that the polling staff are fully instructed in their duties including prohibition of time
and place that campaigning may take place;
c. ensuring that the ballot boxes are sealed and returned to the student elections office after the
polls are closed; and
d. checking the number of unused ballots returned by each polling station.
6. Election Results
a. The AMS must not release official or unofficial results from the elections earlier than 48 hours
(exclusive of weekend and holidays) after the close of polls. After that period has elapsed, if any
allegations of irregularities are submitted to the Registrar's Office, the AMS must provide the
results in confidence to the Registrar for submission to the Senate Elections Committee.
Otherwise, the AMS may release unofficial results, and in accordance with section 16(1) of the
University Act, the Registrar must report the result to Senate at its next meeting.
b. If there is a tie in the voting for either the Board of Governors or the Senate, the Senate casts
the deciding vote.
c. Those elected to the Board of Governors take office at the first meeting of the Board on or after
February 1.
d. Those elected to the Senate take office at the first meeting of the Senate on or after April 1.
7. Irregularities and appeals
a. Any allegation of irregularities must be submitted in writing to the Registrar within 48 hours
(exclusive of weekends or public holidays) of the close of polling and must include the
signatures of at least three students eligible to vote.
b. Upon receipt of an allegation submitted in compliance with Item 7a above, a meeting of the
Senate Elections Committee must be called and the results of the election must be withheld
pending the decision of the Committee as to whether the election is to be declared invalid.
 Vancouver Senate 12129
Minutes of April 21,1999	
Appendix C
c. The Senate Elections Committee has authority to hear appeals on election irregularities. The
Committee has the power to declare an election invalid as to one or more of the candidates
elected. If the Committee declares the election of a candidate invalid it has the power to declare
another candidate elected, or to call a new election. If it calls a new election the Committee has
the power to disqualify a candidate who committed election irregularities from participating in
the new election.
d. The Senate Elections Committee must not invalidate an election if it is satisfied that the election
was conducted in good faith and the irregularity did not materially affect the result.
e. The decision of the Committee is final and must be submitted to Senate at its next meeting for
information.
8. Reporting
The AMS must submit a comprehensive election report to the Registrar's Office no later than two
weeks after the close of polls which must include:
a. an overview of the election procedure and details of polling, advertising, and campaigning;
b. a detailed description of the ballot counting;
c. the procedure used to reconcile spoiled and uncast ballots in the total ballot count;
d. details of all instances in which rules contained herein were not strictly adhered to and the
AMS's efforts to rectify problem situations and complaints.
9. Replacement procedures - Board of Governors
a. If a student member of the Board of Governors ceases to be a duly registered student at the
University, his/her seat becomes vacant. A student who completes a Winter Session as a duly
registered student "ceases to be a duly registered student" when he/she does not register as a
full time student in the registration period of the immediately succeeding Winter Session.
b. In accordance with section 25 (2) of the University Act, the vacancy for a student position on
the Board must be filled by the Alma Mater Society through an election. The winning candidate
holds office until the next regular election.
10. Replacement procedures - Senate
a. If a student representative on the Senate ceases to be a duly registered student at the University,
his/her seat becomes vacant. A student who completes a Winter Session as a duly registered
student "ceases to be a duly registered student" when he/she does not register as a full time
student in the registration period of the immediately succeeding Winter Session.
b. If an incumbent student senator resigns or ceases to be a duly registered student during his/her
one-year term of office the following replacement procedures apply:
• Student representatives from individual faculties - Senate must appoint a replacement on
the recommendation of the appropriate undergraduate society or societies. The
recommendation must be forwarded in writing to Senate by the AMS Student Council.
• Student representatives from the student body at large - Senate must appoint a replacement
on the written recommendation of the AMS Student Council.

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