Board of Governors - APPENDIX IV - November 22, 2001
|Recommended:||That the University Records and Archives Policy be established as detailed in Annex 1.|
The University recently hired its first University Archivist, Mr. Robin Keirstead, who joined the University in June 2001. As one of his first tasks, Mr. Keirstead developed the attached policy which will, when approved, provide a clear mandate for the development and implementation of a comprehensive records management and archives program for Western.
The specific contents of the policy reflect accepted archives and records management principles and practices, as well as what are seen to be the particular needs at Western. The following is a brief explanation of the various sections of the policy:
Sections 1.00-2.00 Affirm Western's overall commitment to managing records effectively and provides a definition of what constitutes a record.
Sections 3.00-6.00 Define the two elements of the mandate of the University Archives and the scope of policy application and responsibility. The exclusion in 5.00 mirrors the contents of the Guidelines on Access to Information and Protection of Privacy.
Section 7.00 Lists specific goals of the Archives.
Sections 8.00-13.00 Describe the composition and terms of reference of the recommended President's Advisory Committee.
Sections 14.00-16.00 Outline the scope of records management services and support that will be provided to academic and administrative units.
Sections 17.00-24.00 Define the scope and methods of acquiring archival materials and address cooperation with other archives, monetary appraisal, and acquisition outside the normal scope of the policy.
Sections 25.00-29.00 Provide a mechanism for the Archives to review and reassess materials that should not be retained and manage the issue of loans and returns.
Sections 30.00-33.00 Define the range of restrictions that may be placed on access to archival materials and how they will be defined and administered.
|Recommended:||That the Board of Governors approve the sale of Portrait of Col. John Hale c.1763 by Sir Joshua Reynolds (oil on canvas 126.4 x 101 cm) for the appraised amount of $20,000 US to Mr. Timothy Hale, Larkbeare House, Whimple Devon, England, EX5 2RZ.|
In May 2001, the Board of Governors approved the deaccession of a number of artworks according to established Board policy. A case has now been made for a one-time special consideration and exemption.
Mr. Timothy Hale of England is the only living descendent of Colonel John Hale who is portrayed in an artwork currently scheduled for deaccession from the McIntosh Gallery Collection. In light of compelling family and repatriation issues and subject to the legal provisions and processes of the Canadian Cultural Property Export Review Board, the McIntosh Gallery Committee supports Mr. Hale's request to acquire the portrait. The third party appraisal, completed by Adam Williams Fine Art, New York, was reviewed by the Property & Finance Committee.
|Recommended:||That the Board of Governors approve the policy on Over-Expenditure of Research Accounts shown in Annex 2.|
This policy formalizes a long-standing practice.
The Property & Finance Committee has approved the siting of the North Campus Building between the Visual Arts Building and the Staging Building and the design concept. The site plan is shown in Annex 3-A.
As part of the SuperBuild Program, the Board of Governors approved the North Campus Building project. and in September 2001, the Property and Finance Committee appointed a Design Team for the facility. The facility is intended to provide a large number of General University classrooms, accommodation for Faculty of Information and Media Studies and Teaching Labs and Research Facilities for the Faculty of Science. The proposed square footage of the building is approximately 100,000 sq. ft. and is to be located on a site between the new Visual Arts Building and the Staging Building. The facility will have four floors: the first floor will contain General University classrooms including a large 800-seat classroom; the second floor will accommodate the Faculty of Information and Media Studies (FIMS); the third floor will accommodate student Biology labs; and the fourth floor will house mechanical rooms and research labs.
The architectural drawings of the interior of the building (Annex 3-B) provide a conceptual layout and elevation view of the facility. The drawings of the exterior of the building, recently modified on the advice of Property & Finance, will be shown at the Board meeting. The design has been fast-tracked in an attempt to ensure that the building will be opened by September 2003. However, based on the availability of trades people in the London area, the project may not be completed until January 2004.
In July of this year, a capital project to expand the Weldon Library was presented to P&F for approval. The project - to be "self-funded" by the Library Acquisitions Budget - involved the addition of a 22,000 sq. ft. facility to the Weldon Library.
After considerable discussion, the following issues were raised by P&F:
The issues raised at P&F were also discussed at length at the annual Board retreat in September, at which time it was agreed that the Chair of P&F would work with the administration to review the issues and bring back specific proposals regarding the approval of major capital projects as well as the next steps for the Library Expansion Project. That consultation took place, and as a result, the following proposals were approved by Property and Finance on November 12, 2001:
Approval of Major Capital Projects
Effective immediately, other than in exceptional circumstances (e.g., special government projects announced at short notice, safety or operational crises), all major capital projects will be addressed through the annual planning process and recommended projects will be included in the annual University Operating and Capital Budget document for approval.
The Weldon Library Expansion Project
The Weldon Library Expansion Project will be addressed through the current annual planning process and included for consideration by the Board in the 2002-03 Operating and Capital Budget document. In the meantime, the preliminary planning/design for the expansion will continue. Actual construction is subject to Board approval.
On behalf of the Board, the Property & Finance Committee has approved the following designated Chairs, Professorships and Faculty Fellowships:
The Bill and Anne Brock Family Professorship in Child Health in the Faculties of Medicine & Dentistry and Social Science. This is an endowed fellowship based on a generous endowed gift from Bill and Anne Brock. The terms of reference of the Professorship are set out in Annex 4.
The JetForm Fellowship has been renamed the Accelio Fellowship as a result of the change of name of the donor corporation, effective September 18, 2001. The revised terms of reference are shown in Annex 5.
The Oticon Professorship in Acoustic Signal Processing at the National Centre for Audiology. Funding for this Professorship will be provided by a generous donation from The Oticon Foundation. The terms of reference of the Professorship are set out in Annex 6.
The Property & Finance Committee received the Report of the Survey of Student Finances for 2000-01 at its meeting of October 22. It was subsequently mailed to all Board members who are not members of Property & Finance, for their review and future reference.
The survey is a set of three similar surveys designed to collect data on student incomes, expenses, and debt loads. They were distributed to three student constituencies: undergraduate direct-entry programs, undergraduate second-entry programs, and Graduate Studies.
Canadian Nuclear Safety Commission Radiation Protection Evaluation
During the period of October 22 to October 26, 2001, the Canadian Nuclear Safety Commission conducted a Radiation Protection Evaluation at The University of Western Ontario. It was the opinion of the investigation team that there is a good radiation safety culture at Western.
The University was evaluated on its organization and administration of radiation protection, general employee qualification and performance, radiation protection instruments and equipment and radioactive waste handling. There were no major recommendations in any of the areas evaluated. The overall rating was very good in comparison with other universities.
See Annex 7.
Policy 7.11 OVER-EXPENDITURE OF RESEARCH ACCOUNTS
Effective Date: 22NOV01
1.00 An over-expenditure occurs when actual expenditures and commitments exceed the budget available.
2.00 Over-expenditures in contract and grant funded research accounts are not permitted unless:
(a) the funding agreement allows over-expenditures (e.g., some multi year awards), and
(b) the Dean or departmental designate approves the over expenditure in writing
3.00 The grant or contract holder is accountable to reimburse the university for any deficit in a research account unless the
over expenditure has been approved in writing by the Faculty.
4.00 If the over-expenditure of a research account has been approved in writing by the Faculty then the Faculty is accountable to reimburse the deficit in the research account from either operating or other appropriate funds.
5.00 Grant or contract holders are accountable to:
(a) maintain their research accounts in good standing
(b) review monthly grant or contract financial statements. Delegation of the account review does not release the grant or contract holder from responsibility of over-expenditures
(c) reimburse over expenditures not approved in writing by the Faculty
(d) reimburse inappropriate or disallowed expenditures as determined by Research Accounting per funding agency guidelines
(e) where permitted by this policy, provide written approval from the Faculty to Research Accounting in order to run a deficit account balance
6.00 Department Administrators are responsible to:
(a) promptly distribute monthly grant or contract financial statements to the designated grant or contract holder.
(b) review the "Departmental" copy of the monthly statements and initiate appropriate action as required e.g., discuss situation/resolution with grant or contract holder, advise Chair and Dean, freeze account.
Authority to Freeze Research Accounts
7.00 Research Accounting has the authority to freeze grants or contracts due to failure on the part of the grant or contract
holder to exercise accountabilities and/or lack of funds and/or over-expenditures.
8.00 Departments may freeze access to a grant or contract by:
9.00 Research Services has the authority to freeze grants or contracts in the case of noncompliance with contract conditions.
(a) sending a written request with a brief explanation to Research Accounting
(b) notifying the grant or contract holder of the situation
Board of Governors, November 22, 2001 - APPENDIX IV, Annex 4
The Bill and Anne Brock Family Professorship in Child Health
|Donor and Funding:||Bill and Anne Brock have made a gift of $1,000,000 for
the establishment of a Professorship in Child Health for
the Department of Psychology, Faculty of Social
Science, and the Department of Family Medicine,
Faculty of Medicine & Dentistry. The full amount of
the gift was received in December 2000.
Foundation Western will hold the endowment. To continually enhance the initial value of the endowed fund and protect the value against inflation, a portion of the total return derived from the fund will be capitalized annually, in accordance with the Foundation's policies from time to time adopted. The income capitalized annually in the endowed fund is subject to the Foundation's administrative policies and fund management fees. Foundation Western makes an annual grant to the University from its fund management fees to support the cost of alumni endowment fundraising and donor relations programs.
The amount available for spending each year will be in accordance with the Foundation's Investment Payout Policy as it relates to endowed funds, and which may be amended from time to time.
Funding for the Professorship will be used for salary support, the dissemination of knowledge to the community, partial teaching replacement for the holder of the Professorship and general research expenses.
|Effective Date:||July 1, 2001|
|Appointment:||An appointment to the Professorship will be conducted
in accordance with the selection process outlined below
and the University's policies and procedures on
advertising and appointments. The Professor will have
interests and expertise in areas of child health that are
relevant to the fields of both psychology and family
The Professor will hold a tenured or tenure-track (probationary) academic position at the rank of Assistant Professor, Associate Professor or Professor in the Department of Psychology and will be jointly appointed to the Department of Family Medicine for a term of five years, renewable.
|For the first appointment to the Brock Professorship, the selection will be undertaken by the Deans of the Faculties of Social Science and Medicine & Dentistry. The selection for subsequent appointments will be undertaken by a Joint Advisory Group led by the Deans of the Faculties of Social Science and Medicine & Dentistry, the Chairs of the Departments of Psychology and Family Medicine and one other faculty member from each Department to be identified by the respective Department Chairs. If an external candidate is identified by the Joint Advisory Group, the Group will forward the recommendation for initial appointment with probation or tenure to the Joint Appointments Committee of the Departments of Psychology and Family Medicine for review under the University's policies and procedures on appointments.|
|Criteria:||The holder of this Professorship will teach graduate and undergraduate students and help raise Western's profile as a premier centre in Canada for child health psychology programs. The appointee will contribute to the undergraduate medical curriculum through small group patient-centered teaching and teach graduate courses in the area of child health. The Professor will supervise Clinical Science graduate students as appropriate, provide research supervision of students enrolled in the Clinical Psychology doctoral program and contribute to seminars for residents in Family Medicine on topics related to child health. The Professor will also develop an independent research program to integrate basic research with field applications by combining the strengths of the Departments of Psychology and Family Medicine, and work closely with community health care practitioners, including family physicians, clinics and social agencies to bring the results of research into the community.|
|Reporting:||The Deans of the Faculties of Medicine & Dentistry and Social Science and the Professor will provide a written report on the progress and advancement of the Professor's work each year. "The Bill and Anne Brock Family Professorship in Child Health" will be mentioned in all publications and public activities relating to the Professor's work.|
Although historically Canada has ranked number one among all countries in the world with regard to health care, the state of health, including the psychological health, of Canada's children is still a cause for concern. While recent population health statistics suggest that although historically Canada has ranked number one among all countries in the world, the state of health, including the psychological health, of Canada's children is a cause for concern. Although researchers in the Faculties of Social Science and Medicine & Dentistry are involved in many health-related projects, there is little specific expertise in children's health.
The College of Family Physicians of Canada Task Force on Child Health Report, published in 1977, indicates that family physicians must "play a leading role in addressing factors that influence children's health." By creating a Child Health Professor between Family Medicine and Psychology, an important link between the two departments will be formed, providing expertise in teaching, research and clinical applications. The Professorship will position Western as a leader in child health psychology graduate training and significantly enhance our capacity to graduate more specialists in child health psychology.
Brief Profile of Bill and Anne Brock:
A native of Exeter, Ontario, Bill Brock joined the Toronto Dominion Bank after graduating with an MBA from Western in 1963. He rose to the top of his profession during 37 years with the bank, and recently retired from his role as TD's Deputy Chairman. In 1999, Mr. Brock accepted the volunteer role of Chair of Campaign Western.
Anne Brock is a 1959 graduate of London Teachers' College who taught elementary grades in London and at the Hong Kong International School while living in Singapore.
The Brocks have demonstrated tremendous leadership with their gift. The Professorship will help further our understanding of the complex issues involved in child health psychology and improve how we educate the next generation of health care providers.
Board of Governors, November 22, 2001 - APPENDIX IV, Annex 5
|Donor and Funding:||The Accelio Corporation has made a gift of $150,000 to
fund the Accelio Fellowship over a period of three
years, at the end of which the Fellowship will terminate.
Under University policy, an amount equal to 5 per cent of the total cash gift will be applied to support fundraising, donor management and stewardship costs. When the levy is taken into consideration, the amount available for spending is $142,500, or $47,500 per year for each of three years.
|Effective Date:||July 1, 2001|
|Appointment:||The holder of the Fellowship will be selected by the
Dean of the Richard Ivey School of Business or, at the
Dean's discretion, by a selection committee.
The appointment term and terms of renewal will be at the discretion of the Dean. The appointed Fellow will normally be a full-time member of the faculty of the Richard Ivey School of Business.
|Criteria:||The role of the Fellow will be to develop innovative research and teaching materials to broaden the dissemination of the School's unique teaching and research program. Funding will be used to provide salary support for the Fellow and to support the expenses of research and case writing in consultation with the Dean of the Ivey School of Business.|
|Reporting:||The Dean and the Fellow shall provide a written report on the progress and advancement of the Fellow's work each year. The "Accelio Fellowship" will be mentioned in all publications or public activities relating to the Fellow's work.|
(The Accelio Fellowship was formerly named the JetForm Fellowship.)
Board of Governors, November 22, 2001 - APPENDIX IV, Annex 6
Oticon Professorship in Acoustic Signal Processing
|Donor and Funding:||Funding for the Professorship will be provided by a
generous donation of $400,000 to be received in equal
installments over five years from The Oticon
Foundation, at the end of which time the Professorship
will terminate. Funding will be used to provide salary
support for the holder of the Professorship.
Additional gifts of $50,000 and $55,000 will be received over five years from The Oticon Foundation for travel and laboratory equipment respectively in support of the Professorship.
Under University policy, an amount equal to 5% of the total cash gift will be applied to support fundraising, donor management and stewardship costs. When the levy is taken into consideration, the amount available for spending for the Professorship is $76,000.
|Effective Date:||December 1, 2001|
|Appointment:||An appointment to the Professorship will be made by
the Dean of the Faculty of Health Sciences and the
Dean of the Faculty of Engineering Science. The
holder of the Professorship will have a distinguished
record of research and teaching in digital signal
processing, audiological instrumentation and speech
The selected candidate will be appointed to an academic position at the rank of Assistant Professor, Associate Professor or Professor within the Faculty of Health Sciences and hold a cross appointment within the Faculty of Engineering Science.
The appointment will be for five years, following which the Professorship will terminate.
|Criteria:||The role of the Professor will be to build a leading-edge program of signal processing research that bridges the disciplines of audiology, speech science, electrical engineering and biomedical engineering in order to address the needs of hearing impaired individuals. The holder of the Professorship will work in collaboration with members of the National Centre for Audiology to develop standardized measures of single microphone, directional and FM-based hearing aid noise reduction systems. The holder of the Professorship will teach in both Faculties.|
|Reporting:||The Deans and the Professor shall provide a written report on the progress and advancement of the Professor's work each year. The "Oticon Professorship in Acoustic Signal Processing" will be mentioned in all publications and public activities relating to the Professor's work.|