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[Meeting minutes of the Senate of The University of British Columbia] 2005-11-16

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 THE  UNIVERSITY  OF  BRITISH  COLUMBIA
Enrolment Services
Senate and Curriculum Services
2016-1874 East Mall
Vancouver, BC V6T 1Z1
students.ubc.ca/senate
Senate of the University of British Columbia
MINUTES OF NOVEMBER 16, 2005
Attendance
Present: President M. C. Piper (Chair), Dr. A. McEachern (Chancellor), Vice-President, Academic & Provost L. A. Whitehead, Mr. B. Ahmadian, Dr. B. Arneil, Mr. B. Aujla, Dr. N. Banthia,
Dr. J. D. Berger, Dr. G. Bluman, Dean M. A. Bobinski, Prof. C. Boyle, Mr. P. T. Brady, Dr. J.
Brander, Dr. H. Burt, Mr. E. Cheung, Ms. J. Collins, Dr. E. Dean, Dr. J. Dennison, Ms. G. Eom,
Dr. D. Fielding, Dr. I. Franks, Dr. C. Friedrichs, Ms. M. Friesen, Mr. C. Funnell, Mr. T. Ger-
schman, Ms. T. Gillespie, Mr. C. L. Gorman, Dr. S. Grayston, Dr. L. Gunderson, Dr. R. Harrison,
Dr. R. Helsley, Associate Vice-President J. Hutton, Dean pro tem. G. Ingram, Dr. R. Irwin, Dean
M. Isaacson, Dean pro tem. M. Isman, Mr. J. Jawanda, Dr. J. Johnson, Dr. B. S. Lalli, Acting
Associate Vice-President & Registrar A. Lindsay, Mr. R. Lowe, Dr. M. I. MacEntee, Dr. K. MacQueen, Dr. P. L. Marshall, Dr. W. McKee, Dr. D. McLean, Ms. L. McLean, Mr. W. McNulty, Mr.
J. Mergens, Ms. I. Noohi, Mr. P. Orchard, Dean J. Saddler, Mr. B. Simpson, Dean R. Sindelar,
Dr. B. Stelck, Dr. S. Thorne, Dean R. Tierney, Mr. M. Tung, Dr. M. Upadhyaya, Dr. R. Wilson,
Dr. R. Yaworsky, Mr. D. Younan, Dr. J. Young.
By Invitation: Dr. T. Durance, Associate Vice-President D. Merritt, Mr. M. Pochurko, Dr. M.
Puterman, Vice-President T. Sumner.
Regrets: Dr. P. Adebar, Dr. L. Chui, Dr. W. Dunford, Dean N. Gallini, Ms. E. Gibson, Principal
J. H. V. Gilbert, Dr. D. Granot, Dean F. Granot, Dr. P. G. Harrison, Ms. W. King, Dr. S. B. Knight,
Dr. A. McAfee, Dean D. Muzyka, Dr. D. Paterson, Dr. P. Potter, Ms. C. Quinlan, Dr. J. Sarra, Ms.
E. Segal, Dr. D. Steyn, Dean G. Stuart, Dr. D. Weary, Dr. R. Windsor-Liscombe, Dean E. H. K.
Yen.
Recording Secretary: Ms. L. M. Collins
Vol. 2005/2006 13
 Senate of the University of British Columbia 05-06 -14
Minutes of November 16,2005
Welcome and Introductions, continued
Call to Order
Senate Membership
REPLACEMENT
Mr. Joseph Mergens had replaced Ms. Debbie Loo as Student Representative, Faculty of Education. The President welcomed Mr. Mergens to Senate.
Minutes of the Previous Meeting
Dean Isaacson ~j     That the Minutes of the meeting of September
}
Dr. MacEntee j     21, 2005 be adopted as circulated.
Carried.
Remarks from the Chair and Related Questions
ECONOMIC AND FISCAL UPDATE 2005
The President drew attention to federal Minister of Finance Ralph Goodale's Economic and Fiscal Update 2005, which had been released on November 14, 2005. President Piper described the
Update as historic for post-secondary education in Canada and representing the largest potential
federal investment in universities in over a decade. The federal government had proposed to
make the following investments:
• $2.2 billion over the following five years in financial assistance for students from low- and
middle-income families;
• $110 million per year to extend the Canada Access Grant to cover up to four years of undergraduate study for eligible students beginning in 2006-07;
• $210 million over the following five years to improve assistance for graduate students, including a 50 percent increase in the number of Canada Graduate Scholarships;
• $150 million over five years to improve access to international education opportunities for
Canadian students to study abroad, for qualified international students to study in Canada and
for institutions to participate in international networks to promote the two-way flow of students;
• $1 billion to the provinces and territories in a trust fund to invest in Canada's postsecondary
infrastructure and to help modernize and improve facilities;
 Senate of the University of British Columbia 05-06 -15
Mnutes of November 16,2005
Remarks from the Chair and Related Questions, continued
• $1.2 billion in additional funding over the following five years for the Indirect Cost program
which will bring payments to institutions to a minimum of 40 percent of the direct costs of that
are funded by federal research granting agencies;
• An $85 million increase to the granting agencies' research budgets: $35 million each for
CIHR and NSERC, and $15 million for SSHRC;
• $500 million in 2005-06 to the Canada Foundation for Innovation to sustain its activities over
the following five years;
• $21 million over the following five years to enable master's students in engineering and the
natural and health sciences to acquire research experience in the private sector as well as $18
million to SSHRC over the next five years to help master's graduates in engineering and the
natural and health sciences to pursue MBA studies at Canadian institutions;
• $160 million over the next five years to support the creation of large-scale integrated facilities
that bring together university and private sector researchers and accelerate the commercialization of university-based discoveries.1
The President referred to the possibility of a federal election in the near future and noted that the
University would work with all parties to bring these initiatives to fruition.
Dr. Brander, as Chair of the Interim Senate Budget Committee, acknowledged President Piper's
influential role in making the case for support for post-secondary education to the federal government. President Piper responded that enormous numbers of people had advocated for these
improvements, and that the Association of Universities and Colleges in Canada had been particularly effective in its lobbying efforts.
1. Summarized from the Association of Universities and Colleges in Canada website at: http://
www.aucc.ca/publications/media/2005/ll_14_e.html
 Senate of the University of British Columbia 05-06 -16
Mnutes of November 16,2005
Candidates for Degrees
Dean pro tem. ~i     That the candidates for degrees and diplomas,
Ingram /    as approved by the Faculties and Schools, be
Dr. R. Harrison granted the degree or diploma for which they
were recommended, effective November 2005,
and that the Registrar, in consultation with the
Deans and the Chair of Senate, be empowered
to make any necessary adjustments.
Carried.
Financial Statements 2004/2005
Mr. Terry Sumner, Vice President, Administration & Finance had circulated printed copies of the
Consolidated Financial Statements for the fiscal year ending March 31, 2005. He introduced Ms.
Dana Merritt, Associate Vice-President, Finance and Mr. Martin Pochurko, Director of Financial
Reporting & Budgeting.
Associate Vice-President Merritt drew attention to the following highlights:
• The Board of Governors had approved the Financial Statements on May 26, 2005;
• The Auditor General had issued an unqualified audit opinion;
• The Financial Statements had been presented at the UBC Annual General Meeting on November 3, 2005;
• Revenues were $1.25 billion over $1.1 billion in the prior year;
• Expenses were $1.25 billion over $1.1 billion in the prior year;
• Total Assets of $2.5 billion compared to $2.3 billion in the prior year.
DISCUSSION
Dean Isaacson noted that the Office of the Vice-President, Administration & Finance was in the
process of producing a Budget Summary Book outlining the University's budget. He complimented Ms. Merritt, Mr. Pochurko and the Vice-President on this excellent initiative.
 Senate of the University of British Columbia 05-06 -17
Mnutes of November 16,2005
Academic Policy, Admissions, and Curriculum Committees Joint Report
MASTER OF FOOD SCIENCE
As respective Chairs of the Admissions and Curriculum Committees, Dr. Berger and Dr. Marshall presented the joint report. The three Committees had circulated a proposed Calendar statement for a new Master of Food Science, along with two new courses: FOOD 528 and FOOD
531.
Dr. Berger ~i     That Senate approve the Master of Food
Dean pro tem. Isman   /    Science and new courses FOOD 528 and
FOOD 531.
DISCUSSION
Third-Party Student Recruitment
Dr. Arneil raised concern about the intent to recruit students for this new program through an
exclusive agreement with an agency in China, and how this agency would go about selecting students. Dr. Arneil urged the University to ensure it had conducted due diligence before entering
into such an arrangement to ensure academic integrity and to avoid corruption. She further suggested that the University articulate guidelines for Faculties to follow when recruiting international students. Dr. Arneil noted that UBC planned to pay the agent $2,500 per student recruited.
In response to a question from the President, Dr. Berger confirmed that the motion was to
approve the Master of Food Science program and related courses, rather than any particular student recruitment arrangement. Dr. Berger stated that the Admissions Committee had discussed
third-party student recruitment, and that Dr. Ameil's concerns were valid. Dr. Berger clarified
that students other than those recruited by the agency were welcome to apply.
Dean pro tem. Isman requested that the Chair recognize Dr. Timothy Durance so that he might
explain the relationship between UBC and the recruitment agency. Dr. Durance stated that the
 Senate of the University of British Columbia 05-06 -18
Mnutes of November 16,2005
Academic Policy, Admissions, and Curriculum Committees Joint Report, continued
Faculty of Land and Food Systems had consulted with six other Canadian universities who had
similar agreements with the agency, and those universities had reported overall satisfaction.
Dr. Arneil stated that approving such a program would set a precedent for other Faculties and
Schools considering similar arrangements, and that Australian universities had reported unsatisfactory experiences with third-party recruitment. There was general agreement that Senate
should proceed to approve the program, but that Senate should also consider the practice of third-
party student recruitment in more detail at a later date.
The motion to
approve the
program and
courses was put and
carried.
Dr. Arneil ~i     That the issue of third-party recruitment of
Dr. MacEntee /    international students be referred to the
Admissions Committee for consideration and a
report to Senate on the matter by March 22,
2006.
Carried.
Curriculum Committee
Note: The full text of this report is not included in the Minutes. Copies are available from the
Assistant Registrar, Senate & Curriculum Services.
As Chair of the Committee, Dr. Marshall presented a collection of changes to the Graduate Studies section of the Calendar. The changes were the result of a general review of program sections
Animal Science through Physiology undertaken by the Faculty of Graduate Studies for the purposes of uniform representation of information across programs. Dr. Marshall stated that the
names of faculty members listed under each of the program areas appeared for information,
rather than approval. In response to a question from Dr. Bluman, Dr. Marshall stated that Depart-
 Senate of the University of British Columbia 05-06 -19
Mnutes of November 16,2005
Curriculum Committee, continued
ments should forward any typographic or editorial corrections to Mr. Christopher Eaton in Enrolment Services.
Dr. Marshall ~i     That Senate approve the revisions to the
Ms. Eom /    Graduate Studies chapter of the Calendar, as
presented by the Curriculum Committee.
Carried.
Nominating Committee
ADJUSTMENTS TO SENATE COMMITTEE MEMBERSHIP
Dr. Marshall ~i     That Mr. doseph Mergens replace Ms. Debbie
Mr. Mergens /    Loo as a student representative on the following
Committees of Senate:
1. Academic Building Needs Committee;
2. Continuing Studies Committee; and
3. Teaching and Learning Committee.
Carried.
Student Appeals on Academic Discipline Committee
REPORT ON COMMITTEE ACTIVITIES
Note: The full text of this report is not included in the Minutes. Copies are available from the
Assistant Registrar, Senate & Curriculum Services.
As Chair of the Committee, Prof. Boyle circulated for information a summary of the Committee's activities and cases heard over the 2004 - 2005 academic year.
Ad hoc Committee for the Review of Senate
On behalf of the Committee, Dr. Brander had circulated the following report.
Report of the ad hoc Committee for the Review of Senate
At the February 2004 meeting of Senate, the following motion was carried:
"That a review of Senate be conducted, and that the Agenda Committee and the Nominating Committee, respectively, bring forward for
 Senate of the University of British Columbia 05-06 - 20
Mnutes of November 16,2005
Ad hoc Committee for the Review of Senate, continued
approval at the March meeting of Senate the specific terms of reference of the review and the proposed membership of the review committee."
Accordingly, at the March 2004 meeting of Senate, the following motion was carried:
"That an ad hoc committee be established to undertake a review of
Senate, and that the terms of reference of the review and the membership of the committee be as given below."
The Senate Ad Hoc Committee for Review of Senate presented its report at the May 17,
2005 meeting of the Senate for information and discussion. The conclusions and recommendations of the Committee are attached for information (not included in the Minutes)
and the full report available on the Senate website at: http://www.students.ubc.ca/sen-
ate/download/SenateReport.pdf
The Committee recommends that Senate approve the following motion:.
Dr. Brander ~i     That the report of the Ad Hoc Committee for
Mr. Brady /    Review of Senate be received by Senate, and
that implementation of the recommendations
contained in the report be referred to the Senate
Agenda Committee, which shall report back to
Senate in a timely fashion regarding the
disposition of the recommendations.
Agenda Committee
AD HOC COMMITTEE FOR THE REVIEW OF SENATE RECOMMENDATIONS
Please see also Appendix A: Report of the Agenda Committee on the Review of Senate.'
Dean Isaacson ~i     That Senate adopt the recommendations of the
Dr. Marshall /    Agenda Committee with respect to the
implementation of the recommendations of the
ad hoc Committee for the Review of Senate.
 Senate of the University of British Columbia
Mnutes of November 16,2005
05-06-21
Ad hoc Committee to Consider the Council of Senates
Please see also Appendix B: Report of the ad hoc Committee to Consider the Council of Senates. '
In the absence of Committee Chair Principal John Gilbert, Dr. Brander presented the report.
That the report be received.
Dr. Brander
Dean Isaacson
}
Dr. Brander
Dean Isaacson
}
That Senate recommend that the Council of
Senates be established with an initial
membership and initial Rules and Procedures
that conform to recommendations D, E, FandG
of the Report; and
That the initial Rules and Procedures be
developed jointly by the Vancouver Agenda
Committee and the Okanagan Policy and
Procedure Committee.
In response to a question from Mr. Brady about what Senate planned to do with the other recommendations, including those involving proposed changes to the University Act, Dean Isaacson
stated that the Agenda Committee planned to consider them along with the recommendations of
the ad hoc Committee to Review Senate.
In amendment,
Dr. Yaworsky
Mr. Brady
}
That recommendation F be amended to
stipulate that a motion of the Council of Senates
be carried by a 2/3 majority of those Council
members present and voting.
Dr. Yaworsky stated that the proposed amendment would ensure that there was broad-based support for items passed by the Council of Senates.
 Senate of the University of British Columbia
Mnutes of November 16,2005
05-06 - 22
Ad hoc Committee to Consider the Council of Senates, continued
President Piper clarified that the detailed rules and procedures for the Council of Senates had not
yet been drafted, and that the goal of the main motion was to establish the Council of Senates
such that it could begin to function.
Dr. Brander spoke against the amendment, because requiring an enhanced majority to carry a
motion would make it difficult for the Council to decide on issues of pure choice. He expressed
the opinion that, as a technical matter, the Council should be permitted to efficiently dispose of
its business.
Mr. Brady noted that, under the proposed membership, representatives from UBC Vancouver
would hold two more votes that those from UBC Okanagan. He expressed interest in ensuring
that representatives from one campus were not able to dominate the Council.
The motion to
amend was put and
failed.
The main motion
was put and carried.
Dr. Brander
Dr. Isaacson
}
That Senate recommend that the future
development of the Council of Senates,
including prospective changes to the University
Act, be guided by the Report.
Carried.
Mr. Brady
Dr. Yaworsky
}
That Senate recommend to the Council of
Senates that the Council consider a rule that
would require an enriched majority when
resolving matters referred to the Council by
either the Vancouver Senate or the Okanagan
Senate.
Carried.
 Senate of the University of British Columbia 05-06 - 23
Mnutes of November 16,2005
Reports from the Vice-President, Academic & Provost
Note: The full text of the following reports does not appear in the Minutes. Copies are available
from the Assistant Registrar, Senate & Curriculum Services.
ESTABLISHMENT OF THE CENTRE FOR HEALTH CARE MANAGEMENT
Vice-President ~i     That Senate approve the establishment of the
Whitehead /    UBC Centre for Health Care Management.
Dr. Helsley
In response to a question from Ms. Friesen about library consultation, Dr. Helsley stated that the
UBC Library had not been consulted on the establishment of the Centre. Dr. Puterman stated that
consultation with the Library would take place when new curriculum was proposed.
The motion was put
and carried.
CHANGE IN NAME TO THE CHILD AND FAMILY RESEARCH INSTITUTE
Vice-President ~i     That Senate approve the change in name of the
Whitehead /    BC Research Institute for Children's and
Dr. R. Harrison Women's Health to the Child and Family
Research Institute.
Carried.
CHAIR IN WOOD BUILDING DESIGN AND CONSTRUCTION
Vice-President ~i     That Senate approve the establishment of the
Whitehead /    Chair in Wood Building Design and
Dean Saddler Construction, a joint Chair between the
Faculties of Forestry and Applied Science,
made possible by funding from the Ministry of
Forests, the private sector, and UBC's Faculty
of Applied Science.
 Senate of the University of British Columbia
Mnutes of November 16,2005
05-06 - 24
CANADIAN CANCER SOCIETY RESEARCH CHAIR IN PRIMARY PREVENTION
OF CANCER
Vice-President
Whitehead
Dr. McLean
}
That Senate approve the establishment of The
Canadian Cancer Society Research Chair in
Primary Prevention of Cancer, made possible
by endowment funding from the Canadian
Cancer Society.
THE UNIVERSITY OF BRITISH COLUMBIA CHAIR IN PATIENT SAFETY
Vice-President
Whitehead
Dr. McLean
}
That Senate approve the establishment of The
University of British Columbia Chair in Patient
Safety, made possible by funding from the
Province of British Columbia.
Carried.
Report from the Associate Vice-President, Enrolment Services & Registrar
2005/2006 ENROLMENT REPORT
Acting Associate Vice-President and Registrar Ms. Audrey Lindsay circulated for information a
summary of enrolment statistics for the 2005/2006 academic year.
Report from the Associate Vice-President, Continuing Studies
OPEN MINDS: CONTINUING EDUCATION IN REVIEW
Associate-Vice President, Continuing Studies Ms. Jane Hutton circulated for information the
above-mentioned booklet, which highlighted continuing education activities across all units and
told "a story of open access and powerful community engagement."
Tributes Committee (in camera)
CANDIDATES FOR HONORARY DEGREES
As Chair of the Committee, Dr. Thorne circulated a brief profile for each of the candidates for
honorary degrees. Once approved by Senate, a candidate would be welcome to attend a UBC
 Senate of the University of British Columbia
Mnutes of November 16,2005
05-06 - 25
graduation ceremony to receive the degree any time within the following two-year period. The
criteria for candidate selection involved bringing honour to UBC or having a particular stature in
the community. The candidates for approval by the Vancouver Senate would be invited to receive
their degrees in Vancouver. The Tributes Committee had also forwarded a list of possible candidates to receive degrees at UBC Okanagan to the Okanagan Senate for consideration.
Dr. Thorne
Mr. Gorman
}
That Senate approve the list of candidates for
honorary degrees as presented by the Tributes
Committee.
Adjournment
There being no further business, the meeting was adjourned. The following regular meeting was
scheduled to be held on Wednesday, December 14, 2005.
 Senate of the University of British Columbia 05-06 - 26
Mnutes of November 16,2005
APPENDIX A: REPORT OF THE AGENDA COMMITTEE ON THE
REVIEW OF SENATE
It is expected that the Report of the Ad Hoc Committee to Review Senate is to be referred to the Senate Agenda
Committee, with a request that it bring forward to Senate recommendations relating to the disposition of each of the
Report's recommendations. In anticipation of this, the Senate Agenda Committee has already considered the
Report's recommendations, and it hereby makes seven recommendations relating to their disposition.
In carrying out its work, the Committee has largely attempted to avoid passing judgment on the merits of each of
the Report's recommendations. However, in some instances, it has proposed minor changes to some of the recommendations so as to reflect a pragmatic viewpoint.
The Agenda Committee's seven recommendations are given below. Each of these is followed by the relevant recommendations of the Report, in some cases amended in the manner that is indicated. For reference, the full set of
the Report's recommendations is given in an Appendix to this report.
Changes to committee structure and terms of reference
A. That the Senate Nominating Committee consider recommendations 1, 2, 3, 4 and 5 of the Report, as well as
other possible changes associated with the establishment of the Council of Senates, and bring to Senate for
approval at its March 2006 meeting proposed changes to Senate's standing committee structure and terms of
reference.
1. The Academic Building Needs Committee requires a clarified mandate with respect to overall infrastructure planning reflecting a more central role in decision making.
2. The Continuing Studies Committee be discontinued and its functions undertaken by the Curriculum Committee and that the terms of reference of the Curriculum Committee be adjusted accordingly.
3. [Included here only with respect to prospective changes to committee membership and terms of reference.]
The Liaison with Post-Secondary Institutions Committee be disbanded as a standing committee. Until
such time as the University Act can be amended to reflect this change, the Liaison with Post-Secondary
Institutions Committee should be composed of one member who shall be the Chair of the Agenda Committee.
4. The Nominating Committee review the composition and function of all standing committees once every
three years a year with a view to recommending changes if necessary and that the terms of reference for
the Nominating Committee be adjusted accordingly.
5. [Included here only with respect to prospective changes to committee terms of reference] That at least one
Senate meeting per year include a thorough consideration of selected. One or two meetings of Senate,
whether regular or special, be devoted to broad academic issues, that the Agenda Committee canvas the
University community for appropriate topics, that once a topic is selected, the Agenda Committee has a
position paper prepared so that the discussion is centred and productive. The Agenda Committee should
allocate one or two members of Senate the task of leading the discussion pertaining to the designated subject. The whole University community should be invited to attend these special meetings and that the
terms of reference of the Agenda Committee be adjusted accordingly.
B. That, effective December 2005, the Senate Curriculum and Admission Committees normally adopt the prac-
 Senate of the University of British Columbia 05-06 - 27
Mnutes of November 16,2005
Appendix A: Report of the Agenda Committee on the Review of Senate, continued
tice of bringing forward motions to Senate without presentations, as anticipated in recommendation 10 of the
Report.
10. Senate adopt a "negative option" practice for reports of the Curriculum and Admissions Committees that
have been fully debated, analyzed, and discussed in committee, so that reports are generally approved
unless a member of Senate wishes to raise any particular item from the floor.
Changes to the University Act
C. That the Senate Agenda Committee, in consultation with the University Counsel, consider recommendations 3,
12 and 16 of the Report, as well as other possible changes associated with the establishment of the Council of
Senates, and bring to the April 2006 meeting of Senate proposed changes to the University Act and any other
relevant changes, with the intent that Senate will recommend the proposed changes to the Act to the President
and the Board of Governors for their endorsement and transmittal to the government of British Columbia.
Note: It is anticipated that the Okanagan Senate and the Council of Senates may also bring forward recommendations relating to the Act to the President and Board of Governors.
3.    The Liaison with Post-Secondary Institutions Committee be disbanded as a standing committee. Until
such time as the University Act can be amended to reflect this change, the Liaison with Post-Secondary
Institutions Committee should be composed of one member who shall be the Chair of the Agenda Committee.
12. The Chair of Senate be elected by Senate as a whole. Until such time as the University Act can be
amended to reflect this change, the President remain the chair of Senate, ex officio, but that the "Rules and
Procedures of the Senate" be amended to enable Senate meetings to be chaired by a member elected for
that purpose.
16. UBC Vancouver Senate maintain its autonomy over all matters relating to academic governance that it had
prior to the amendment to the University Act.
Changes to Senate agendas and procedures
D. That, effective December 2005 or as soon as practicable, the Senate Agenda Committee and/or the Secretariat
as appropriate adopt recommendations 5, 6, 7, 8, 9, 14 and 15, as amended.
5. That at least one Senate meeting per year include a thorough consideration of selected. One or two meetings of Senate, whether regular or special, be devoted to broad academic issues, that the Agenda Committee canvas the University community for appropriate topics, that once a topic is selected, the Agenda
Committee has a position paper prepared so that the discussion is centred and productive. The Agenda
Committee should allocate one or two members of Senate the task of leading the discussion pertaining to
the designated subject. The whole University community should be invited to attend these special meetings and that the terms of reference of the Agenda Committee be adjusted accordingly.
6. The agenda and supporting material for meetings of Senate be posted on the Senate website at least one
full week prior to the meeting of Senate.
7. The Agenda Committee and the Secretariat should keep track of issues that have an agreed reporting
period to Senate, ensure that such reporting does occur in a timely fashion, and that the terms of reference
 Senate of the University of British Columbia 05-06 - 28
Mnutes of November 16,2005
Appendix A: Report of the Agenda Committee on the Review of Senate, continued
for the Agenda Committee be adjusted accordingly.
8. Any member of Senate should be able to place matters within Senate's jurisdiction on a proposed agenda
and that the membership of Senate should decide on the disposition of the matter.
9. A standing agenda item, prior to "other business," should be included on all Senate agendas entitled "proposed agenda items."
14. An effective orientation be made available to all new senators.
15. The Secretariat and the Agenda Committee, with assistance from senators, prepare a quarterly newsletter
an annual report to be publicized and made available on the web, describing the activities of Senate.
E. That the Senate Agenda Committee, in consultation with the Secretariat and the University Counsel, considers
recommendation 13, as well as other possible changes associated with the establishment of the Council of Senates, and brings to Senate for approval at its March 2006 meeting proposed changes to Senate's rules and procedures.
13. The amendments to the "Rules and Procedures of the Senate" contained in Appendix J be adopted.
Requests to executive officers and to the Council of Senates
F. That Senate requests the President, the Vice-President Academic and Provost and the Vice President Students
to consider recommendations 12, 11 and 18 respectively, and to convey their responses to the Senate Agenda
Committee for transmittal to Senate at its January 2006 meeting.
12. The Chair of Senate be elected by Senate as a whole. Until such time as the University Act can be
amended to reflect this change, the President remain the chair of Senate, ex officio, but that the "Rules and
Procedures of the Senate" be amended to enable Senate meetings to be chaired by a member elected for
that purpose.
11. The Vice-President Academic and Provost advise Senate of impending matters that are within the jurisdiction of Senate at the September. January and April regular meetings each yearovory other meeting, particularly matters that are dealt with by the Associate Vice-President Academic Programs and the Associate
Vice-President Academic Planning.
18. A suitable increase in resources be allocated to the Secretariat to assist Senate and its committees to effectively carry out their functions.
Note: It is anticipated that the President's response will also be taken into account in addressing Recommendation C.
G   That Senate requests the Council of Senates to consider recommendation 17, particularly with respect to the
Council's composition and its rules and procedures, and to convey its response to the Senate Agenda Committee for transmittal to Senate at its April 2006 meeting.
17. The Council of Senates reflects the clear differences between UBC Vancouver and UBC Okanagan.
 Senate of the University of British Columbia 05-06 - 29
Mnutes of November 16,2005
Appendix A: Report of the Agenda Committee on the Review of Senate, continued
APPENDIX B: REPORT OF THE AD HOC COMMITTEE TO CONSIDER
THE COUNCIL OF SENATES
Background
UBC Okanagan opened officially on July 1, 2005. In order to accommodate this historic development in the UBC
system, The University Act-was, amended {University Act, R.S.B.C. 1996, C. 468) and a Council of Senates of the
University of British Columbia was created (see Section 38.1 of the University Act). An Ad Hoc Committee to
Consider the Council of Senates was established by the Interim Academic Governing Body of UBC Okanagan on
March 22, 2005. The Vancouver Senate established a similar ad hoc Committee on March 23, 2005.
Mandate of the Two Campus-Based Ad Hoc Committees
The broad mandate of the two Ad Hoc Committees was to consider and make recommendations
for the establishment of the UBC Council of Senates, including recommendations pertaining to
the roles, responsibilities, rules and procedures of the Council of Senates relative to the
Vancouver and Okanagan Senates.
Both the Okanagan and Vancouver Ad Hoc Committees met several times separately during the
summer and then jointly in early September. The following report resulting from their
deliberations is forwarded as a consensus document for consideration by the Okanagan Senate
and the Vancouver Senate. The recommendations, if adopted, would provide a framework for
the Council of Senates to have an inaugural meeting at which time the Council itself could set
its own rules and procedures with guidance from the report.
The Ad Hoc Committees, while recognizing that neither Senate has authority to mandate
changes to the University Act, propose some recommendations that will require such changes.
These will need to be considered carefully by both Senates as well as the Council of Senates
once it is operational.
DISCUSSION
1.   Role of Council of Senates
The Ad Hoc Committees expressed concerns regarding the potentially far-reaching
powers of the Council of Senates as allowed by the University Act. In particular, there is
mutual concern about the fact that the Council will be able to refer matters to itself (see
Section 38.2 (1)) and thereby usurp the authorities and responsibilities of the campus-
based Senates. A corollary concern is that the Council will be seen as a dispute-
resolving body for routine issues that are properly discussed and adjudicated by the
campus-based Senates. It is recommended, therefore, that:
 Senate of the University of British Columbia 05-06 - 30
Mnutes of November 16,2005
a. The role of the Council should be one of broad system-wide oversight, rather
than problem solving or "managerial";
b. The Council should ordinarily act only on issues that have been referred to it
(except in those areas where the Council has clear authority, as outlined below),
and then only on matters that are of system-wide significance; and
c. The Council should interpret and respond to any issues referred to it by
consulting an explicit body of documentation that might include: The University
Act, TREK 2010, the Academic Plans of UBC V and UBC O, (and their
successors), extant Board of Governors and Senate policies and precedents, and
any other documents deemed useful in understanding the mission and scope of
the UBC system.
2. Procedures
For a matter to be referred to the Council by either Senate, a vote of super majority (i.e.,
3/4) within the Senate will be required. The quorum for the Council should be set
relatively high, but only a simple majority will be required to pass most motions. The
Council should meet at least once annually. At the end of the first year of operation, i.e.,
in January 2007, the joint Committees recommend that the President convene a
Committee to review the Council. A process for undertaking such a review should be
established at that time.
3. Elected Membership
Chairs of Senate Committees
UBC Okanagan is expecting to have six standing committees of Senate while UBC
Vancouver currently has fourteen (excluding Budget and Elections). To compensate for
the concern of undue influence, UBC Vancouver will suggest that the Chairs of six to
eight committees be appointed to the Council of Senates, while UBC Okanagan will
send all six standing committee Chairs to the Council.
The Chairs of the standing committees should not be elected by Senate but should be
appointed by virtue of the nature of the Committee that they chair. In the case of UBC
Vancouver, the Nominating Committee should consider and recommend which
Committee chairs should be appointed to the Council. Suggestions based on current
Committees are:
Curriculum, Admissions, Tributes, Academic Policy, Student Awards, Appeals on
Academic Standing, Student Appeals on Academic Discipline.
 Senate of the University of British Columbia 05-06 - 31
Mnutes of November 16,2005
Appendix B: Report of the ad hoc Committee to Consider the Council of Senates, continued
Student Representation
The University Act describes the composition of the Council of Senates (Section 38.1
(1)) and even though it allows for student membership through elections from among
Senate members, it does not provide designated student seats. The Ad Hoc Committees
recommend that students be explicitly considered.
Thus, the four persons to be elected from each of the two Senates will have the same
distribution; that is, two students, one convocation senator, and one elected faculty
member.
4. Terms of Office
According to the University Act (Section 38.1 (3)), the term of office of elected Council
members is three years, in phase with the UBC V and UBC O Senates. However, a
three-year term is a very long appointment in the academic life of a student, so it is
recommended that students be elected for a shorter period than suggested by the Act.
The University Act states that Council members may continue in their terms of office
even if they cease to be members of either Senate. For reasons of continuity this makes
sense, but only with the caveat that the individuals must retain their original status as
faculty or students within the University.
5. Committees of the Council and Scope of Authority
There has been discussion as to the nature and number of Committees that should be
under the umbrella of the Council of Senates. The University Act calls for the Council
(rather than the Senates) to establish a standing committee for budgetary issues and to
have responsibility for matters pertaining to promoting the interests of the university or
for carrying out the objects and provisions of the University Act, to set out the terms of
affiliation with other institutions of higher learning, and to make and publish rules for
nomination, election, and voting (Section 38.2 (4)).
There has been some discussion of both increasing this list (to include the Library,
which is seen as a system-wide resource) as well as decreasing the list (to place the
responsibility for promoting the interests of the university and to develop institutional
affiliation back into the two Senates in the first instance), but as yet there is no
resolution.
The ad hoc Committees make the following observations and suggestions about
Committees of the Council:
 Senate of the University of British Columbia 05-06 - 32
Mnutes of November 16,2005
Appendix B: Report of the ad hoc Committee to Consider the Council of Senates, continued
Members for Committees of the Council of Senates should be drawn from the
two campus-based Senates, in addition to from the Council itself, as appropriate.
The Council of Senates Budget Committee should report to each Senate at least
annually.
The Elections Committee should include two subcommittees: one for UBC O
and one for UBC V. Each subcommittee would adjudicate election appeals
specific its respective campus. The Committee of the whole would adjudicate
appeals concerning system-wide elections.
SPECIFIC RECOMMENDATIONS
Role of the Council of Senates:
That the Senates endorse the following proposed changes to the University Act:
A. Section 38.2 (1) The president, the board, the Vancouver Senate, or the
Okanagan Senate may direct that a matter that the Vancouver senate or
the Okanagan senate might consider, is considering or has considered
in the exercise of that senate's powers under section 37 is referred to
the council for consideration and disposition.
B. DELETE 38.2 (2)(c) The council may substitute its disposition in
respect of the matter for any disposition the Vancouver senate or the
Okanagan senate may have made.
C. Section 38.2 (4). Strike "(o) and (u)" and replace with "(1)" such that it
reads, "Sections 37 (1) (e), (1), and 43 (1) do not apply to the Vancouver
senate or the Okanagan senate and the council may act under those
sections as though it was a senate."
 Senate of the University of British Columbia
Mnutes of November 16,2005
05-06 - 33
Appendix B: Report of the ad hoc Committee to Consider the Council of Senates, continued
Procedures
That the Rules and Procedures for the Council of Senates be drafted to
reflect:
D. That a motion undertaken by either campus-based Senate to refer a
matter to the Council of Senates be carried by a 3/4 majority of those
Senators present and voting.
E. That items for referral are normally brought to either Senate for a vote
by the Agenda Committee (at UBC V) or the Policies & Procedures
Committee (at UBC O). This does not preclude, however, items arising
from the floor.
F. That the quorum for transaction of business by the Council of Senates
be set at a minimum of 50% of the Council members from each
campus.
Membership
G.  That the Council of Senates membership initially be as follows:
1. President
2. Chancellor
3. Academic Vice-President UBC V
4. Deputy Vice-Chancellor UBC O
5. 4 UBC V senators elected by UBC V Senate (2 students, 1
convocation, 1 elected faculty)
6. 4 UBC O senators elected by UBC O Senate (2 students, 1
convocation, 1 elected faculty)
7. 1 UBC V designate appointed by the President
8. 1 UBC O designate appointed by the President
9. 8 chairs of Vancouver Senate standing committees
10. 6 chairs of Okanagan Senate standing committees
Terms of Office
H. That elected members of the Council who cease to be members of
either the UBC V or UBC O Senates be permitted to retain their
membership on the Council as long as they retain the faculty or student
status that made them eligible for election to the Council.
 Senate of the University of British Columbia 05-06 - 34
Mnutes of November 16,2005
Appendix B: Report of the ad hoc Committee to Consider the Council of Senates, continued
I.   That the Senates endorse that University Act 38.1(4) be amended
accordingly.
J.   That the Senates endorse that University Act 38.1 (1) (e) and (f) be
amended to make explicit mention of "student senator" and
"convocation senator".
K. That the Senates endorse that University Act 38.1. (3) be amended such
that the term of office for a student senator is one year, as distinct from
the term of office for other members, which is three years.

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