The meeting was held at 1:00 p.m. in Room IR40, The Richard Ivey School of Business.
SENATORS: 77
J. Adams, R. Archibald, P. Barker, K. Barrowcliffe, D. Bell, A. Belcastro, D. Bevan, I. Black, D. Braun, B. Bridger, C. Briens, P. Cain, C. Callaghan, R. Coulter, M. Cousineau, J. Crimmins, R. Darnell, J. Deans, C. Down, D. Fairbairn, M. Floryan, J. Garnett, W. Gibson, E.E. Gillese, J. Good, R. Green, C. Iwasiw, D. Jorgensen, Y. Kang, A. Katz, G. Killan, R. King, Sister D. Kuntz , G. Leckie, R. Lipson, T. Lo, T. Macuda, J. MacKinnon, G. McGahey, D. McLachlin, J. McKay, K. McKellar, M. McNay , K. McQuillan, P. Mercer, I. Moore, G. Moran, A. Pearson, M. Pendakur, D. Phillipson, H. Polatajko, A. Prabhakar, S. Provost, D. Rosner, A. Sancton, D. Semotiuk, D. Shroyer, E. Singer, B. Singh, E. Skarakis-Doyle, J. Snyder, D. Spencer, J. Stokes, S. Tan, J. Thorp, B. Timney, R. Toft, S. Usprich, J. Van Fleet, R. Walker, A. Weedon, G. Weese, C. Weldon, R. White, L. Whittaker, E. Wood, M. Zamir.
Observers: I. Armour, D. Jameson, R. Tiffin, A. Varpalotai
By Invitation: S. Singh
Referring to S.98-179 concerning tuition fees for Medical Residents, Mr. Prabhakar recalled that during debate on this subject at the June Senate meeting, he spoke about the impact the fee would have on accessibility to the program. He asked that the minutes reflect this concern.
The minutes of the meeting of June 19, 1998, were approved contingent upon the Secretary reviewing Mr. Prabhakar's request.
[Secretary's Note: The minutes of June 19, 1998, S.98-179, have been amended to include the following sentence to the end of the second paragraph following the motion: "Mr. Prabhakar spoke against the motion on the grounds that imposition of the fee will restrict accessibility to the Medical Residency program."]
Mr. Black asked if the decision has been made as to whether a Medical Resident is regarded as a student, and therefore not liable for OSAP repayment, or is considered to be a professional. Dr. Moran agreed to take the question under advisement and report back.
Professor Jorgensen suggested that Senate be provided with information about graduate and undergraduate enrolment shifts and their relationship to the planning process. Dr. Moran agreed that a meeting about enrolment data would be useful. Western Facts, available on the University website, also includes a good deal of information about enrolment and budget allocations.
Commenting on the Special Faculty Renewal Initiative Program, Professor Rosner remarked that faculty renewal outside the SFRI program is required and that Departments and Faculties are capable of deciding where this renewal is needed. He suggested that the SFRI money be allocated to Faculties for distribution so that a normal renewal pattern may resume. Dr. Moran commented that some deans share this view.
Asked about the first-year entrance average, Dr. Moran confirmed that for the past few years the minimum entrance average for first-year students has been 75%. However, in some cases, students' marks fall between the time they are admitted and the final OAC marks. Students admitted on mid-year marks must obtain not less than 70% as a final average for the year. There has been serious grade inflation over the past ten years, so that although Western's entrance average has increased, it is an inflated average relative to that of five years ago.
Ms. Barrowcliffe expressed concern about the erosion of funding and enrolment in the social sciences and arts, observing that currently both government and Western are gearing funding and enrolment initiatives towards the sciences and professional programs. Dr. Moran stated that he shares those concerns and that no one wishes to see the erosion of the arts and social science programs. However, the dilemma faced is that at the undergraduate level many students choose to go into other programs/courses, consequently resources are needed to support those programs. Some positive indicators include increased graduate enrolment in the Department of French and the new programs in Health Sciences and the MIT program have attracted students.
Professor Shroyer stated that university students today have, in addition to their course workload, one or sometimes two jobs, leaving insufficient time to devote to their studies. He asked if this is taken into consideration during the planning process. Dr. Moran replied that this situation is noted but nothing in particular has been done to adapt to students' work and course loads. He recalled a 1997 discussion paper concerning the summer term that addressed the issues of student work load, the change in the number of students who are paying full-time fees but not taking a full load of five courses, and the increase of full-time students who are taking summer courses. The possibility exists of moving to a model utilized by many universities, which is course-based tuition rather than program-based, full-year tuition. This would acknowledge the need for flexibility and the reality of change.
Responding to Professor Zamir's concern about the poor physical state of classrooms, Dr. Moran explained that a systematic review of all classrooms has begun with the intention of directing funds towards classroom renewal.
Ms. Barrowcliffe asked for clarification of the 125th Anniversary Campaign financing strategy as it relates to an initiative recently undertaken by the Society of Graduate Students and the Grad Club. SOGS and the Grad Club are in the initial stages of establishing a needs-based bursary through Foundation Western. She asked if the 5% levy will be applied to this bursary. Dr. Moran stated that there will be a 5% levy on all receipted funds raised during the 125th Anniversary Campaign. The levy relates to the costs associated with staffing and running the Campaign. Ms. Barrowcliffe objected, stating that SOGS and the Grad Club are volunteering the money and the levy will take funds away from the original intent of the bursary. Dr. Moran stated that it would be difficult to make individual decisions about every donation given during the duration of the 125th Campaign and it would be difficult to weigh the extent to which the resources of the Campaign are devoted to the acquisition of a particular gift. Ms. Barrowcliffe stated that she will pursue the issue with Mr. Garrard.
Mr. Black asked if Faculty-based student levies will be assessed the 5% levy during the 125th Anniversary Campaign. Dr. Moran stated that it is his understanding that programs/donations that were in place prior to the 125th Campaign will not be affected by the levy, but he asked that this be clarified with Mr. Garrard.
S.98-188 Update of the Campus Master Plan(1998)[S.98-176]
Professor Sancton recalled that at the June meeting Senate approved an amendment to the wording of the recommendation concerning the Campus Master Plan such that where the word "update" is used, the term "amendment" would be used. Western News reported that the Board of Governors did not accept Senate's amendment. He asked about the status of Senate's amendment in light of the Board's decision. Dr. Mercer explained that the Board believed that using the word "amendment" rather than "update" might signal to the community that a change had been made when, in fact, the undertaking is to hold consultations with the community this Fall. Senate's position was debated at the Board, but the Board believed that it would not be appropriate to change the language in light of the undertaking to the community and the sensitivity that surrounds some of the developments involving the new residence.
S.98-189 Acting Assistant Vice-Provost (Academic Affairs)
Professor Wood asked for further details about the recent appointment of an Acting Assistant Vice-Provost (Academic Affairs). Dr. Moran stated that Dr. Donald Janelle will serve in this capacity for one year while Dr. Harris is involved in negotiations of the first union contract with the UWO Faculty Association. Some of her duties will be assigned to Dr. Janelle, such as acting on behalf of the Provost on committees mandated under Conditions of Appointment.
S.98-190 Special Faculty Professional Allowance Program
Professor Katz recalled that UWOFA's last contract included the Special Faculty Professional Allowance Program which provided a one-time $1000 stipend for scholarly activities. He asked how much of the funding set aside for the program was spent and what will be done with the unspent funds. Dr. Moran advised that he will provide this information at the next meeting. He stated that an extension was granted to the program because a substantial amount of the fund remains unspent.
S.98-191 First Term Residence Installment
Mr. Black voiced concern that a number of first year students from outside London were offered a residence space but could not afford to pay the $3500 First Term Residence Installment and consequently decided to live off campus. Dr. Mercer agreed to present this concern to the Director of Housing and report back to Senate.
S.98-192 Student Aid Information
Mr. Black stated that some students have expressed concern that during their summer orientation program they were not made aware that 30% of the increase in tuition revenue is allocated to student aid. Dr. Moran assured Senate that the Western's Liaison officers advise incoming students of all available student aid programs. Mr. Tiffin added that the summer academic orientation program included a specific component that covered available student aid programs and services.
On behalf of the Senate Operations/Agenda Committee, it was moved by B. Singh, seconded by
A. Belcastro,
That the Senate seat held by Margaret Cheesman, elected representative to Senate for the Faculty of Health Sciences constituency, be declared vacant as a result of her resignation, and that Elizabeth Skarakis-Doyle (Communication Sciences and Disorders) be elected to complete Professor Cheesman's term (to October 31, 1998).CARRIED
S.98-198b Undergraduate Student Representative: At Large Constituency
It was moved by B. Singh, seconded by R. Walker,
That the Senate seat held by Kevin Tribe, elected representative to Senate for the Undergraduate Student At Large constituency, be declared vacant as a result of his resignation, and that Dan Phillipson, runner-up in this constituency in the last Senate election be elected to complete Mr. Tribe's term (to October 31, 1998).CARRIED
That the Constitution of the Faculty of Information and Media Studies be approved as detailed in Exhibit I, Appendix 1, as recommended by the Council of the Faculty.CARRIED
That the composition of the Council of the Faculty of Education be amended as detailed in Exhibit 1, Appendix 2, as recommended by the Council of the Faculty.CARRIED
That the composition of the Council of the Faculty of Science be amended by replacing "1 from the Faculty of Communications and Open Learning" to "1 from the Faculty of Information and Media Studies."CARRIED
That the composition of the Council of the Faculty of Social Science be amended by replacing "1 from the Faculty of Communications and Open Learning" to "1 from the Faculty of Information and Media Studies."CARRIED
That the Senate approve and recommend to the Board of Governors, through the Vice-Chancellor, that for the duration of negotiations of a first contract with the UWO Faculty Association:(a) the Acting Assistant Vice-Provost (Academic Affairs), Dr. Donald Janelle, be authorized to serve on behalf of the Provost & Vice-President (Academic) on committees mandated under Conditions of Appointment, effective October 1, 1998; and
(b) that the Associate Deans of Graduate Studies, Dr. N. Kuiper and Dr. W. Flintoff, be authorized to serve on behalf of the Dean of Graduate Studies on the Senate Committee on Promotion & Tenure when necessary.
CARRIED
That the Senate approve and recommend to the Board of Governors, through the Vice-Chancellor, that, for the duration of negotiations of a first contract with the UWO Faculty Association, the Dean of Graduate Studies be permitted to name an Associate Dean of Graduate Studies to serve on a selection committee where the Dean of Graduate Studies is identified as an ex officio member.CARRIED
That Section V of Appointments Procedures -- currently entitled Director of Industry Liaison & Director of the UWO Research Park -- be renamed and amended to remove reference to "Director of the UWO Research Park:V. DIRECTOR OF INDUSTRY LIAISON
Composition of Selection Committee
A committee to select a Director of Industry Liaison shall consist of:
(a) the Vice-President (Research), who shall be Chair
(b) the Dean of Engineering Science or designate
(c) the Dean of Science or designate
(d) the Dean of Medicine & Dentistry or designate
(e) one person from a Type 3 or Type 4 research centre, to be appointed by the University Research Board
(f) one person from the external community with industrial experience, elected by the Board of Governors
(g) two members of faculty, elected by the SenateProcedure
1. The Chair shall convene the Committee.
2. The Chair shall undertake negotiations with prospective candidates.
3. The Chair of the Committee shall report to Senate through the Provost & Vice-President (Academic) and the President & Vice-Chancellor.Term
Initial term of no more than five years, renewable. CARRIED
That the University's policy on advertisement of academic and administrative vacancies be revised as follows:All faculty and senior administrative openings must be advertised internally and externally unless the Selection or Appointments Committee concerned deems that external advertising is unnecessary and obtains approval from the President to that effect. In those instances where advertising is required, placement of external advertising in "University Affairs" and/or "CAUT Bulletin" will be the responsibility of the Dean (in cases involving Appointments Committees) or the committee Chair (in cases involving Selection Committees) following the approval of the Provost & Vice-President (Academic). Internal advertising will be the responsibility of the Office of the Provost & Vice-President (Academic). A short version of the ad will appear in Western News and the complete ad will be available on the University's website.
In the case of selection of Chairs and Deans:
1. The selection committee should commence work in early spring and arrange for the usual reviews to take place in the late spring or very early fall.
2. After the reviewers have met with the Selection Committee, normally by mid-October, the Selection Committee should determine whether or not to seek exemption from external advertising. If advertising is to take place, there will be reasonable time for it to appear. If the exception is granted (by the President), then the internal advertisement should be placed and the selection process will proceed to consider internal applicants and nominees.
It was moved by A. Belcastro, seconded by J. Thorp,
That the words "Directors of Schools" be inserted as follows:"In the case of selection of Chairs, Directors of Schools, and Deans:"
AMENDMENT CARRIED
Professor Katz asked why the Provost must approve an advertisement once filling a vacancy is approved at the decanal level. Dr. Moran explained that the requirement for additional approval is a resource management issue, that is, to ensure that there are resources available to support the positions being advertised.
The question on the amended motion was called and CARRIED.
That Senate resolution S.97-255 (December 5, 1997) be rescinded with the result that for all degrees except the MBA and MD, Spring Convocation 1999 will be scheduled as follows:Tuesday, June 8 through Friday, June 11, 1999 for all Faculties excluding the MBA and MD degrees
CARRIED
In summary, Spring 1999 Convocation Dates will be:
April 24, 1999 Graduate Studies: Richard Ivey School of Business (MBA)
May 6, 1999 Huron College (theological degrees)
May 14, 1999 Faculty of Medicine & Dentistry (MD degree only)
June 8-11, 1999 All Faculties and Affiliated Colleges
Fall 1999 Convocation Dates will be:
October 21-22, 1999 All Faculties and Affiliated Colleges
That, as a result of the change in 1999 Spring Convocation dates (above), the Senate meeting previously scheduled for June 11, 1999, be changed to June 18, 1999.CARRIED
Prof. Jane Toswell - Chief Usher
Prof. Glen Belfry - Assistant Chief Usher
Ms. Catherine Jonkhans - Assistant Chief Usher
Dr. Dalin Jameson - Esquire Bedel
S.98-219a Partial Transcripts
On behalf of SCAPA, it was moved by J. Thorp, seconded by D. Jorgensen,
That, effective January 1, 2000, the policy on Academic Transcripts be revised to permit students to request a partial transcript restricted to marks and grades leading to a specific degree program, as set out below:Academic Transcripts
A transcript is a copy of a student's permanent academic record at this University, duly certified by the Registrar and bearing the embossed seal of the University. A transcript is privileged information and is available only upon the written request and payment of the fee in effect at the time by the student.A transcript is required as one of the supporting documents for application to another university, graduate school, fellowship and scholarship applications, and is commonly required by prospective employers.
The transcript is a record of a student's academic progress. It contains the following information:
Note that a transcript reflects the current status of a student's record at the time it is issued. Students should ensure that any changes to the transcript (e.g. from an INC to a final grade) are recorded before ordering a transcript.
- A listing of all courses attempted and the grades achieved, including courses from which a student has withdrawn without academic penalty.
- A statement of the degree attained, including the area of concentration or Honors discipline and date of graduation.
- Comments relating to a student's academic progress. These may include statements about a student's standing in a program (e.g., on Dean's Honor List), or that the student was required to withdraw from the University or was placed on academic probation (e.g., for failing to meet progression requirements).
- A listing of all scholarships, awards, prizes, fellowships and medals awarded by the University to the student during the student's academic career at the University.
A student may submit a written request for a partial transcript restricted to marks and grades leading to a specific undergraduate degree in Business, Dentistry, Education, Engineering Science, Law, Medicine, Nursing, Physical Therapy or leading to any graduate degree. Such transcripts shall be identified as partial.
Transcript order forms are available from Information Services, Registrar's Office, Stevenson-Lawson 190*. Official transcripts are mailed by the Registrar's Office to institutions designated by the student. Each transcript costs $x. Same-day transcripts are available at a cost of $x each.
* All transcript transactions in Room 190 require valid identification.
[Note: Actual transcript costs subject to change by the Board of Governors and are not listed as part of this policy. For current charges, please contact the Office of the Registrar.]
Debate focused on the inclusion of the clause that would allow students to request partial transcripts restricted to marks and grades leading to specific undergraduate degrees in Business, Dentistry, Education, Engineering Science, Law, Medicine, Nursing, Physical Therapy, or to any graduate degrees. These transcripts would be marked as "partial". Professor Thorp explained that the rationale behind the proposal is to ensure that students who spent their entire academic career at Western are not at a disadvantage in the marketplace with other students who did their first degree at a university different from their second degree. Western's transcripts currently include all courses for all degrees taken. Several Senators agreed that the statement on the transcript indicating that the transcript is partial will lead potential employers to question why it is so.
Professor Sancton asked why the HBA program is included in the listing, noting that the first two years of university study lead to the HBA degree. Professor Thorp stated that SCAPA considered Faculties with second entry programs. Dr. Moran agreed that the HBA program includes all the courses a student takes in the first two years of his/her academic career.
Senators expressed concern about the phrasing of the clause and about fragmenting a student's academic record/performance.
It was moved by A. Belcastro, seconded by M. Zamir,
That the recommendation to revise the policy on Academic Transcripts to permit students to request a partial transcript restricted to marks and grades leading to a specific degree program be referred back to SCAPA for further consideration.
Motion to REFER to committee CARRIED.
S.98-219b Record of Scholarships, Awards, Prizes, Fellowships and Medals on Transcripts
It was moved by J. Thorp, seconded by W. Gibson,
That, effective January 1, 2000, the policy on Academic Transcripts be revised to add post-1993 information on scholarships, awards, fellowships, prizes and medals as set out below:Academic Transcripts
A transcript is a copy of a student's permanent academic record at this University, duly certified by the Registrar and bearing the embossed seal of the University. A transcript is privileged information and is available only upon the written request and payment of the fee in effect at the time by the student.A transcript is required as one of the supporting documents for application to another university, graduate school, fellowship and scholarship applications, and is commonly required by prospective employers.
The transcript is a record of a student's academic progress. It contains the following information:
Note that a transcript reflects the current status of a student's record at the time it is issued. Students should ensure that any changes to the transcript (e.g. from an INC to a final grade) are recorded before ordering a transcript.
- A listing of all courses attempted and the grades achieved, including courses from which a student has withdrawn without academic penalty.
- A statement of the degree attained, including the area of concentration or Honors discipline and date of graduation.
- Comments relating to a student's academic progress. These may include statements about a student's standing in a program (e.g., on Dean's Honor List), or that the student was required to withdraw from the University or was placed on academic probation (e.g., for failing to meet progression requirements).
- A listing of all scholarships, awards, prizes, fellowships and medals awarded by the University to the student during the student's academic career at the University.
Transcript order forms are available from Information Services, Registrar's Office, Stevenson-Lawson 190*. Official transcripts are mailed by the Registrar's Office to institutions designated by the student. Each transcript costs $x. Same-day transcripts are available at a cost of $x each.
* All transcript transactions in Room 190 require valid identification.
[Note: Actual transcript costs subject to change by the Board of Governors and are not listed as part of this policy. For current charges, please contact the Office of the Registrar.]
Professor Thorp confirmed that bursaries will not be listed. SCAPA discussed this and agreed that the distinction maintained between awards, scholarships and bursaries is reasonably clear.
Mr. Tiffin explained that the prizes will be listed by the year in which they are awarded. The reason the effective date of the recommendation is post-1993 is because the information on scholarships, awards, fellowships, prizes and medals is not available in electronic form prior to 1994.
The question was called and CARRIED
Gordon Jeffery Endowment Strings and Chamber Music Continuing Awards (Faculty of Music)
Jeannetta Marion Burroughs String Award (Faculty of Music)
Doris Jackson Memorial OSOTF Award in Music (Faculty of Music)
McCormick Canada Continuing HBA Award (Richard Ivey School of Business)
ING Bank of Canada Continuing HBA Scholarship (Richard Ivey School of Business)
Sam Katz OSOTF Bursary (Any Faculty)
McMillan Binch Scholarship (Faculty of Law)
Faculty of Music Alumni Bursaries (2) (Faculty of Music)
Faculty of Science Alumni Bursary (Faculty of Science)
Nursing Alumni Bursary (Faculty of Health Sciences, School of Nursing)
Lloyd Sipherd Continuing HBA Award (Richard Ivey School of Business)
William E. Davies Alumni Entrance Scholarship (Any Faculty)
Alfreda Simons Kartha Award (Faculty of Health Sciences, School of Nursing)
Garnet Alexander Woonton Scholarship (Faculty of Science)
Ray Leroi Allen Scholarship (Faculty of Science)
Alumni Medicine Bursaries (Faculty of Medicine & Dentistry)
Meds Class of 1960 OSOTF Bursary (Faculty of Medicine & Dentistry, Medicine)
Marjory Fraser Scholarships (4) (Any Faculty)
Stephanie Spinks Scholarships (2) (Faculty of Arts)
Professor Sancton asked if many bursaries stipulate certain qualifications such as the "Sam Katz OSOTF Bursary" where "preference will be given to students of Danish descent." Professor Thorp agreed to take the question under advisement and report back to Senate at the next meeting.
That effective September 1, 1998, a Master of Clinical Science (MClSc) Program in Occupational Therapy be introduced, and,That the Bachelor of Science in Occupational Therapy [BSc(OT)] Program be withdrawn as a result.
Dr. Polatajko clarified that upon receiving Senate approval, all students in Occupational Therapy will be graduate students, retroactive to September 1, 1998.
It was noted that the following sentence is to be deleted from the third paragraph of the background information: "No additional faculty resources are required to offer the proposed MClSc program since it replaces the current, second entry BSc(OT) program."
The question was called and CARRIED.
That effective September 1, 1998, a PhD program in Rehabilitation Sciences be introduced.CARRIED
Signed by:
A. Pearson, Vice-Chair
J.K. Van Fleet, Secretary