Minutes of a meeting of the Senate of Simon Fraser University held on Monday, May 15, 2000 at 7:00 pm in Room 3210 West Mall Centre

Open Session

Present: Blaney, Jack, President and Chair; Atkins, Stella; Baldwin, Paul (representing L.Copeland); Barrow, Robin; Benezra, Michael; Boland, Larry; Budra, Paul; Chuah, Kuan; Clayman, Bruce; Cowan, Ann (representing C. Yerbury); Davidson, Willie; Delgrande, James; Driver, Jon; Dunsterville, Valerie; Emerson, Joseph; England, William; Finley, David; Gillies, Mary Ann; Heaney, John; Hyslop-Margison, Emery; Kanevsky, Lannie; Kirczenow, George; Mathewes, Rolf; McFetridge, Paul; Munro, Jock; Osborne, Judith; Peters, Joseph; Peterson, Louis; Pierce, John; Reader, Jason; Steinbach, Christopher; To, Shek Yan; Waterhouse, John; Wessel, Sylvia; Wortis, Michael

Heath, Ron, Dean of Student Services and Registrar; Watt, Alison, Director, University Secretariat; Grant, Bobbie, Recording Secretary

Absent: Al-Natour, Sameh; Chan, Albert; D'Auria, John; Fletcher, James; Harris, Richard; Jones, John; Marteniuk, Ron; Mauser, Gary; McArthur, James; McBride, Stephen; McInnes, Dina; Naef, Barbara; Niwinska, Tina; Ogloff, James; Paterson, David; Russell, Robert; Sanghera, Balwant; Smith, Michael; Warsh, Michael; Wong, Milton; Zazkis, Rina

On behalf of the University, the Chair extended thanks and appreciation to the following Senators who were completing their terms on Senate: L. Boland, M.A. Gillies, J. Heaney, G. Kirczenow, L. Kanevsky, R. Mathewes, S. Al-Natour, M. Benezra, K. Chuah, J. Emerson, J. Fletcher, E. Hyslop-Margison, T. Niwinska, J. Reader, and S. McBride. The Chair also welcomed J. Driver in his new role as Dean of Graduate Studies.

1. Approval of the Agenda

The Agenda was approved as distributed.

2. Approval of the Minutes of the Open Session of April 3, 2000

The Minutes were approved as distributed.

3. Business Arising from the Minutes

There was no business arising from the Minutes.

4. Report of the Chair

i) Paper S.00-43 - For Information - Interpretation of Search Committees for Deans Policy (A13.05) and Search Committees for Vice-Presidents (GP 29)

Paper S.00-43 which provided an interpretation on the meaning of 'incumbent' was presented to Senate for information.

5. Reports of Committees

i) Senate Committee on Academic Planning

a) Paper S.00-44 -Planning and Review Framework - New Guidelines for Academic Plans and Revised Guidelines for External Reviews of Academic Units

Motion #1

Moved by J. Munro, seconded by J. Osborne

"that Senate approve the Guidelines for Academic Plans as set forth in S.00-44"

Question was called, and a vote taken. MOTION CARRIED

Motion #2

Moved by J. Munro, seconded by J. Osborne

"that Senate approve the revised Guidelines for External Reviews of Academic Units"

Reference was made to point 5 on page 2 of the documentation and inquiry was made as to whether the wording excluded the possibility of the committee having a majority of its members from outside of Canada. Senate was advised that the wording was a reflection of current practice and although committees were mainly composed of Canadian academics, non-Canadians would not be prevented from membership.

Question was called, and a vote taken. MOTION CARRIED

b) Paper S.00-45 - Senate Committee on University Priorities - Proposed Terms of Reference

Moved by J. Munro, seconded by J. Osborne

"that Senate approve the terms of reference of the new Senate Committee on University Priorities effective 1 June 2000"

Question was called, and a vote taken. MOTION CARRIED

ii) Senate Committee on International Activities

a) Paper S.00-46 - Establishment of an Ad Hoc Committee to Review the Eastern Indonesia University Development Project

Moved by J. Munro, seconded by J. Reader

"that Senate approve the establishment and the proposed composition and terms of reference for an Ad Hoc Committee to Review the Eastern Indonesia University Development Project, as set forth in S.00-46"

Question was called, and a vote taken. MOTION CARRIED

6. Other Business

i) Paper S.00-47 - For Information - Report to Senate - Results of Elections to Senate and the Board of Governors

Senate received information regarding the results of Spring 2000 Faculty and Student elections to Senate and the Board of Governors.

ii) Paper S.00-48 - Notice of Motion: Revisions to the Rules of Senate

Senate received a notice of motion with respect to proposed revisions to the Rules of Senate. The following opinions/comments were expressed:

• Statement of purpose - perceived conflict between the first and last sentences including a concern that issues that were not germane to the university as a whole would be excluded from Senate consideration. Senate was advised that the intent of the last sentence was to broaden the opportunity for matters of interest that go beyond academic governance to the university to be brought to Senate, not to restrict them. The addition of the Statement of Purpose had been approved as part of the Senate Review Committee report.
• Suggestion that it might be better to have the question period at the end of the agenda instead of at the beginning so that all of Senate's normal business could be taken care of first. It was pointed out that the question period was limited to a maximum of 15 minutes.
• Concern that the quorum for Senate was such a small number and did not include any requirement for student representation

The Chair reminded Senators that debate and discussion would take place at the next meeting of Senate.

iii) International Baccalaureate Students and Advanced Placement Students

a) Paper S.00-49 - For Information - SLC - Library Privileges for IB Students (Follow-up from S.M. 6/12/99)

A report on the consideration by the Senate Library Committee of the suggestion that the SFU Library reinstate free Library privileges for IB students was presented to Senate for information. Since this information was pertinent to the next agenda item, the Chair suggested that any discussion or comments be generated during the consideration of the next paper.

b) Paper S.00-50 - Motions re Library cards for IB Students and AP Students

Motion #1

Moved by G. Kirczenow, seconded by J. Reader

"that Senate recommend to the Board of Governors that SFU provide free SFU library cards on request to high school students in the International Baccalaureate Program"

Opinions expressed in support of the motion included the following comments:

• the opportunity to use the Library and experience the atmosphere at the University encouraged IB students to attend SFU and provided the university with an edge in recruitment of these students
• providing this service to a relatively small group of students did not involve a lot of money and was cost effective when compared with other more significant financial resources allocated to recruitment. Suggestion was made that since the University as a whole benefited from having these students on campus, funding from the University should be allocated to the Library to cover any additional expenses
• the small number of students involved would not significantly impact the competition with regular students in terms of borrowing books, and books that were borrowed by IB students were subject to the normal recall process. The school year for high school students differed slightly from the university and their high demand times would be lower demand times for SFU students
• this service provides an opportunity for the University to increase its involvement with the community
• suggestion to provide students with a temporary registration number that would enable them to access the on-line resources and therefore eliminate some of the costs associated with the circulation of materials. It was noted that copyright provisions in the contracts signed by the university with on-line vendors restricted on-line access to registered students, faculty and staff of the university
• a key factor of getting high school students on campus was to make them realize the difference in academic atmosphere and access to a high quality library would demonstrate that; the university should try this at least on an experimental basis
• there was no evidence to suggest that the small expenditure to implement this proposal was not worth it
• along with free library cards, it was important to personally interact with the schools, teachers and students in order to attract the best students to SFU and simply giving out free cards was not enough

Opinions expressed in opposition to the motion included the following comments:

• deprives regular undergraduate students access to Library materials which may already be scarce
• there was no data that this service actually recruits students or is an effective recruitment tool
• concern about equity between IB/AP students and other academically excellent students if one group is subject to a different process
• the Library was facing a reduced budget and suggestion was made that it might be more feasible to implement a reduced rate for IB students rather than free library privileges
• Library services have had to be reduced and it was not fair to subsidize students who do not pay for Library services when existing students pay fees to have access to the same services
• public libraries in the greater Vancouver area could meet the needs of IB students
• if a book borrowed by an IB student is recalled and not returned, unlike registered students against whom penalties can be applied, there would be no sanctions available to get the book back

Changes suggested by M. Wortis and J. Munro were accepted as friendly amendments with the motion revised as follows:

"that Senate approve the proposal that SFU provide free SFU library cards on request to high school students in the International Baccalaureate Program for a period of three years, with additional information with respect to cost and effectiveness for recruitment to be collected during that period before deciding whether to continue beyond the three years"

Moved by L. Boland, seconded by L. Peterson

"that the motion be tabled"

Question was called, and a vote taken. MOTION TO TABLE FAILED

Question was called, and a vote taken. MOTION (AS AMENDED) CARRIED

The Chair explained that the same revisions as reflected in Motion #1 would be incorporated into Motion #2.

Motion #2

Moved by G. Kirczenow, seconded by M. Benezra

"that Senate approve the proposal that SFU provide free SFU library cards on request to high school students in the Advanced Placement Program for a period of three years, with additional information with respect to cost and effectiveness for recruitment to be collected during that period before deciding whether to continue beyond the three years"

It was noted that there were many more students doing AP programs than there were students in IB programs, and since AP students were much harder to identify, concern was expressed that this regulation would have to apply to all Grade 12 students and would then have serious repercussions in circulation and access for the Library.

Moved by M.A. Gillies, seconded by C. Steinbach

"that the motion be tabled"

Question was called, and a vote taken. MOTION TO TABLE CARRIED

Suggestion was made that it would be useful to find out how many books were actually borrowed by persons paying the $50 fee. Senate was advised that the information could be obtained and provided to Senate. The Chair indicated that it was necessary to obtain more information about AP students and the numbers involved with respect to the tabled motion.

iv) Paper S.00-51 - Motion to invite T. Kazepides to September Senate

Moved by E. Hyslop-Margison, seconded by J. Reader

"that given Dr. Tasos Kazepides thirty years of dedicated service to Simon Fraser University, and his status as professor Emeritus in Education, I respectfully request that he be invited to the September meeting of Senate to speak on the Hellenic Chair issue"

Changes suggested by L. Boland were accepted as a friendly amendment with the motion revised as follows:

"whereas Dr. Taso Kazepides thirty years of dedicated service to Simon Fraser University, and whereas his status as Professor Emeritus in Education, that Senate invite him to the September meeting of Senate to speak on the Hellenic Chair issue"

Opinion was expressed that if the intent of the motion was to allow a dissatisfied individual to speak to a specific issue of relevance to Senate, it would be a precedent setting move and would not qualify for consideration by Senate. If the intent was to have a review of the Hellenic Studies program, then the various affected parties such as the incumbent and representatives from the Hellenic Congress would have to be present. Clarification was requested with respect to the purpose of the motion.

Senate was advised that in the spirit of having an open community of debate, and given the time and service that T. Kazepides has given to the University, opinion was expressed that he deserved the opportunity to speak in a public forum such as Senate.

It was pointed out that e-mail had already provided a much wider public forum for T. Kazepides to express his views and that his right to be heard had been satisfied. It was felt that there would be no useful purpose served by having a debate at Senate.

Question was called, and a vote taken. MOTION FAILED

v) Paper S.00-52 - For Information - Disposition of Continuing Appointments Without Term/Special Appointment Policy

Senate was reminded that the proposed policy had been discussed at the September meeting (S.99-53) and was referred to SCAR for consideration and disposition. Senate received information that, following a review, the intent was to encompass the types of appointments envisaged in S.99-53 into the revised Limited Term Faculty Policy (A12.05) which was currently under negotiation with the Faculty Association.

vi) Paper S.00-53 - Endowment Policies: Revised policy A10.03 Endowed Academic Appointments and New Policy A10.06 Appointment of Specially Funded University Chairs, Professors and Research Fellows

Motion #1

Moved by J. Osborne, seconded by C. Steinbach

"that Senate approve and recommend approval to the Board of Governors, revised Policy A10.03 - Endowed Academic Appointments, as set forth in S.00-53"

Question was called, and a vote taken. MOTION CARRIED

Motion #2

Moved by J. Osborne, seconded by J. Reader

"that Senate approve and recommend approval to the Board of Governors, new policy A10.06 - Appointment of Specially Funded University Chairs, Professors and Research Fellows, as set forth in S.00-53"

Reference was made to point 3.2.1 under the sections for University Chairs and University Professors, and concern was expressed that the procedures did not require a chair to consult with the department as a whole prior to the recommendation of a particular individual to the Dean.

It was pointed out that nominations for persons outside the university had to go through the full appointment process as specified in point 3.2.3 where reference was made to policy A10.01 - Appointments policy, and that all nominations had to be supported by the Departmental Tenure Committee which was an elected departmental body.

Concern was expressed that the DTC was a small group and it would be better to have the department as a whole discuss both types of appointments.

Amendment moved by G. Kirczenow, seconded by E. Hyslop-Margison

"that the following phrase be included as part of point 3.2.1 in both of the sections dealing with University Chairs and University Professors: Prior to advising the Dean on the appointment of a particular individual the Chair shall consult the Department as a whole regarding the appointment of that individual"

Re-wording suggested by J. Osborne was accepted as a friendly amendment, with point 3.2.1 in both sections to be revised as follows:

"that nominations to appoint an individual as a University Chair/University Professor which have the demonstrated support of the Department must first be approved by the Dean ..... "

Question was called, and a vote taken. AMENDMENT CARRIED

Question was called, and a vote taken. MOTION (AS AMENDED) CARRIED

vii) Paper S.00-54 - For Information - External Review - Department of English

In accordance with past practice for out-of-date external reviews, Senate received information that it would not be useful to bring the external review of the Department of English to Senate but anyone wishing to review the document that was presented to SCAP should contact the Office of the Vice-President, Academic.

viii) Convocation

The Chair reminded Senators that Convocation ceremonies were scheduled for June 7-8-9, 2000 and it was his hope that many Senators would attend.

7. Information

Date of the next regularly scheduled meeting - Monday, June 5, 2000.

Open Session adjourned at 8:05 pm. Following a brief recess, Senate moved into Closed Session.

Alison Watt

Director, University Secretariat

FOR INFORMATION ONLY. If further details are required, reference should be made to Senate papers which may be obtained by calling (604) 291-3168, or e-mail bgrant@sfu.ca.

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