FOR APPROVAL
Recommended: That the Senate seat held by Kivi Shapiro, elected representative to Senate for the Graduate Student constituency, be declared vacant as a result of his resignation, and
That Todd Macuda (PhD Neuroscience III), runner up in the last Senate election, be elected to complete Mr. Shapiro's term (to October 31, 1998).
Recommended: That Senate approve and recommend to the Board of Governors that the composition of a selection committee for Director of Libraries (Section O, Appointments Procedures) be amended to read as shown below:
(a) the Provost & Vice-President (Academic), who shall be Chair
(b) the Vice-President (Research)
(c) the Dean of Graduate Studies
(d) the Chair of the University Library Council
(e) 2 members of the full-time library staff, one of whom must be a professional librarian, elected by the
full-time library staff
(f) 2 members of faculty and 1 graduate student, elected by Senate
Background:
During the recent search for a Director of Libraries, the selection committee concluded that there was good reason to ensure that there be a graduate student and representation from the Library staff on the committee.
At the March 20, 1998, meeting of Senate, Ms. K. Howlett gave notice of a series motions to amend the composition of five committees and subcommittees of Senate, namely, SCAPA, SUTA, SCITS, SCUP, and the Senate Nominating Committee. The purpose of each motion (detailed below) is to redesignate an existing student place on the committee as an ex officio seat for an officer of the University Students' Council (in four cases) and the Chair of the Student Caucus on Governance.
Recommendation of the Senate Operations/Agenda Committee:
Because the composition of Senate committees and subcommittees falls within the terms of reference of the Senate Operations/Agenda Committee, the Committee has reviewed Ms. Howlett's recommendations collectively. Ms. Howlett, a member of Operations/Agenda, provided the Committee with a full explanation of the rationale for the proposals. By a majority vote of its members, the Committee concluded that it does not support these motions (a) because in principle it does not agree to the idea of ex officio positions on Senate Committees for officers of student or employee groups, and (b) because it believes that the objectives set out in the recommendations can be (as in the past) achieved through the current process of nominating and electing members to Senate committees. It is clear that Operations/Agenda does not object to the officers named in the motion serving on the committees, but rather to the proposed way of securing their membership.
Recommendations Proposed by K. Howlett [Notice given on March 20, 1998]
The text and motions that follow were provided by Ms. Howlett.
General
It is proposed that one student position on selected Senate committees and subcommittees be designated as ex officio seats for members of the University Students' Council and the Student Caucus on Governance to ensure that the most knowledgeable students in these areas sit on these committees at all times. The motions that follow set out the specific recommendations to alter the composition of SCAPA, SUTA, SCITS, SCUP and the Senate Nominating Committee to achieve this objective.
There are many reasons why these ex officio positions are necessary:
Note that the proposed changes do not involve increasing the number of student seats on Senate committees.
3a. SCAPA: Senate Committee on Academic Policy and Admissions
Proposed: That the composition of SCAPA be changed by redesignating one of the three student seats as an ex officio seat for the USC Vice-President Education
Ten members elected by Senate:
- eight members of Faculty, at least five of whom are members of Senate at the time elected. At least one member shall be from each of the Faculties of Arts, Science, and Social Science. No more than one of the members of faculty may be a Dean.
- two students, at least one of whom is a graduate student and at least one of whom is a member of Senate at the time elected
One member (and an Alternate) from an Affiliated College, appointed in consultation with the Principal concerned. Representation by the Affiliated Colleges is on a rotational basis (two year cycles).
Ex officio:
President & Vice-Chancellor
Provost & Vice-President (Academic)
Vice-Provost & Registrar
USC Vice-President Education
Dean of Graduate Studies (non-voting)
Secretary of Senate (non-voting)
Deputy Registrar (non-voting)
Rationale:
The terms of reference of SCAPA include: a) recommending to Senate policy relating to admission to, registration in, and curriculum of the undergraduate academic programs; and b) any other general academic policy affecting all students at the University.
The duties of the Vice-President Education of the USC include: a) being responsible for overseeing the implementation of an effective and comprehensive academic issues program for the [USC] Corporation; and b) actively promoting such issues as academic accountability and academic equality.
Membership Cycles:
SCAPA 1 January - 31 December (new members elected by Senate in November)
USC 1 May - 30 April (Vice-President Education elected in late March)
Some of the faculty positions on SCAPA are currently held by non-Senators, e.g.: Prof. S. Singh and Prof. D. Vaillancourt.
3b. SUTA: Subcommittee on Teaching Awards
Proposed: That the composition of SUTA be amended by designating the undergraduate student seat as an ex officio seat for the USC Teaching Awards Commissioner
Four full-time members of faculty, elected by SCAPA, for three-year terms (renewable)
One graduate student elected by SCAPA for a one-year term.
Ex officio:
Provost & Vice-President (Academic), or his designate
Chair of SCAPA, who shall be Chair
USC Teaching Awards Commissioner
Secretary of Senate, who shall be Secretary (non-voting)
Rationale:
The terms of reference of SUTA include the annual consideration of nominations for awards for teaching excellence submitted according to procedures established by Senate.
The USC Teaching Awards Commissioner is responsible for organizing and executing all aspects of the USC Teaching Awards Program (Alumni Association and Bank of Nova Scotia Awards for Excellence in Undergraduate Teaching).
Membership Cycles:
SUTA 1 January - 31 December (new members are appointed by
SCAPA in October)
USC 1 May - 30 April
Current members of SUTA who are not members of Senate: Profs. D. Abelson, M. Ayan, M. Hohner, S. Pepper, P. Whippey; and Mr. S. Castiglione.
3c. SCITS: Senate Committee on Information Technology & Services
Proposed: That the composition of SCITS be amended by designating the undergraduate student seat as an ex officio seat for the USC Communications Officer
Six faculty members from at least five faculties, elected by Senate.
One graduate student elected by Senate.
Ex officio:
President & Vice-Chancellor
Provost & Vice-President (Academic)
Vice-President (Administration)
Vice-President (Research)
Three persons including at least one Dean appointed by the President
Chair of SCUP (or designate)
Chairs of all standing subcommittees of SCITS
USC Communications Officer
Senior Director of ITS (non-voting)
Director of Libraries (non-voting)
Secretary of Senate (non-voting)
Rationale:
The terms of reference of SCITS include advising Senate regarding "all policies and other matters pertaining to information technology and its application at the University."
The USC Communications Officer's duties include responsibility for (a) overseeing the implementation of an effective communications program for the [USC] Corporation and for advising all those requiring communications about the strategies and techniques of the [USC] Corporation; and (b) overseeing the execution of [USC] Resolution Nine, the Internet Policy.
Membership Cycles:
SCITS 1 July - 30 June
USC 1 May - 30 April
Current members of SCITS who are not members of Senate are Profs. R. Wood, R. Eagleson, H. Lutfiyya, G. Gloor and students T. Tittley and J. Paquette.
3d. SCUP: Senate Committee on University Planning
Proposed: That the composition of SCUP be amended by designating the undergraduate student seat as an ex officio seat for the President of the USC:
Seven members to be elected by Senate, including: one graduate student; one Principal of an Affiliated College (to be appointed on a rotating basis); one member of administrative staff; and four members of faculty who are members of Senate at the time elected. The President of the Society of Graduate Students shall qualify as a students for this purpose. The term of elected members (faculty) is three years, non-renewable.
Senate Committees on Academic Policy and Admissions (SCAPA) and Information Technology and Services (SCITS) each shall appoint one member.
Two representatives of the Board of Governors, appointed by the Board.
Ex officio:
President & Vice-Chancellor
Provost & Vice-President (Academic)
Vice-President (Administration)
Vice-President (Research)
Chair of SCAPA
Academic Colleague
Dean, Faculty of Graduate Studies
President, University Students' Council
Policy Planning Officer [Executive Officer] (non-voting)
Secretary of Senate (non-voting)
Rationale:
The terms of reference of SCUP include: "To act as the chief forum for critical appraisal and coordination of long-term plans for the University and to make recommendations concerning these to Senate, with appropriate commentary."
The President of the USC is "the chief spokesperson for all undergraduate students at the University of Western Ontario", and is "responsible for and reports to the [USC] Board and Council on the activities of ... members of the Office of the President and other members of the University Administration".
Membership Cycles:
SCUP 1 July - 30 June
USC President 1 May - 30 April
Current members of SCUP who are not members of Senate: Ms. L. Dos Santos, Profs. M. Goodale, R. Lannigan, S. Singh; Mr. John Cairney and Mr. R. Parks.
3e. Senate Nominating Committee
Proposed: That the composition of the Senate Nominating Committee be amended by designating the undergraduate student Senator seat as an ex officio seat for the Chair of the Student Caucus on Governance.
Seven members of Senate, elected by Senate, at least one of whom shall be a graduate student. Not more than two members may be from a single academic unit. The Faculty of Graduate Studies is not considered an academic unit in this context.
There will be three alternates who are members of Senate, one of whom is a student, to attend meetings when regular members are unable to attend.
Ex officio:
President & Vice-Chancellor
Provost & Vice-President (Academic)
Vice-President (Administration)
Chair, Student Caucus on Governance
Secretary of Senate (non-voting)
Rationale:
The terms of reference of the Senate Nominating Committee are to nominate members for standing and ad hoc committees of the Senate (except for the Nominating Committee), and Senate representation on other bodies as requested by Senate.
The Student Caucus on Governance is an autonomous body governed by its own set of by-laws. Student members of the Senate and Board of Governors comprise the Caucus. One of the responsibilities of the Chair of the Student Caucus on Governance is to "act as elections chair for all student appointments to Senate committees through the Senate Nominating Committee."
Membership Cycles:
Nominating Committee 1 December - 30 November
Student Caucus 1 November - 31 October
All members of the Senate Nominating Committee must be members of Senate.1
[Footnote: The by-laws of the Student Senate Caucus provide that only a Senator can hold the position of Chair.]
FOR INFORMATION
Senate By-Law IX states "Sturgis Standard Code of Parliamentary Procedure" by Alice Sturgis (Current Edition) shall govern the Senate in all parliamentary situations not provided for in the UWO Act, Senate By-Laws, or Senate Rules of Order."
The Senate Handbook contains the Rules of Order of the Senate which were adopted by Senate in September 1980 (S.2905), at the time when the Sturgis Standard Code of Parliamentary Authority was adopted as Senate's Parliamentary Authority.
The rules governing certain types of motions have been the subject of discussion at recent meetings of Senate. The information provided in Appendix 1 includes extracts from Sturgis that address those questions.
Senators may wish to file Appendix 1 in their Senate Handbook for future reference.
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Senate Agenda - EXHIBIT I - April 17, 1998 - Appendix I
Senate By-Law IX states "Sturgis Standard Code of Parliamentary Procedure" by Alice Sturgis (Current Edition) shall govern the Senate in all parliamentary situations not provided for in the UWO Act, Senate By-Laws, or Senate Rules of Order."
The Senate Handbook contains the Rules of Order of the Senate which were adopted by Senate in September 1980 (S.2905), at the time when the Sturgis Standard Code of Parliamentary Authority was adopted as Senate's Parliamentary Authority.
Below are extracts from Sturgis that address questions of procedure that arise in Senate from time to time.
"Friendly Amendments" and "General Consent"
The proposer of a motion or an amendment has the right to modify or withdraw the motion or amendment at any time before the presiding officer has stated it to the assembly for consideration. As soon as it has been stated to the assembly by the presiding officer, it belongs to the body, and the proposer of the amendment can withdraw it only by vote of the assembly or by general consent.
If another member proposes an amendment that the maker of the motion wishes to accept, the maker of the original motion may save time by saying "[Mr. Chair], I accept the amendment" (The consent of the seconder is not necessary.) The presiding officer then asks if there is objection to this acceptance. If no objection is made, the chair states that the motion is amended by general consent. If anyone objects, the amendment must be voted on in the usual manner.
Postpone Consideration
Senate's Rules of Order (item 7) refer Senators to the principal forms of motions, their order of precedence, and their essential governing rules presented in tabular summary attached to the Rules of Order in the Senate Handbook. The table is from Sturgis. The following elaborations clarify terminology on the tabular summary which have been referenced in recent Senate meetings.
The differences in "postponing temporarily" and "postponing definitely":
The motion to postpone temporarily (also called the motion to lay on the table, or the motion to table) defers the pending main motion temporarily but specifies no time for its consideration and is not debatable. Its effect terminates at the end of the current meeting ... at which time the main motion dies if the assembly has not voted to resume consideration of it (or to "take it from the table"). [emphasis added]
A motion to postpone temporarily cannot interrupt a speaker, requires a second, is not debatable, cannot be amended, and requires a majority vote (two-thirds when used to suppress a motion without further debate).
The motion to postpone definitely defers consideration of the pending main motion, but also fixes a definite date or time for its consideration, and may make it a general or special order for a particular time. Debate on this motion is permitted, but is restricted to brief discussion of the time or reason for postponement.
UWO Senators most frequently employ "postpone definitely" to defer consideration to a subsequent meeting of Senate or until such time as specified information is available. It is rare that Senate has employed "postpone temporarily" to defer consideration until later in the same meeting or to suppress a motion without further debate.
"Question!"
The correct way to bring a matter to an immediate vote is to obtain the floor and move to close debate. A common practice, however, is to call out "Question!" without obtaining the floor.
This is clearly out of order when it interrupts a speaker, or when others wish to speak. However, when there is a lull in the discussion it often is merely an informal way of moving to close debate, and at the discretion of the chair may be treated as such. The chair may proceed by general consent ("The question has been called for. Is there any objection to closing debate no the main motion?"), or may take a vote ("It has been moved that we close debate. Is there a second?")
A motion to close debate may not interrupt a speaker, requires a second, is not debatable, cannot be amended, and requires a two-thirds majority vote because it prevents or cuts off debate.
In June 1996, Operations/Agenda published the following advice in its report to Senate (based on information drawn from Sturgis):6
Limiting Debate
Senate's consideration of several important items over the past few years has been brought to a vote with a motion "to close debate" (or "to move the question" or "to move the previous question" in older terminology). While in every case it was entirely legal to introduce and adopt the motion, we would observe that it is regarded as the most drastic action a deliberative body can take to stop or indeed to prevent debate; and that, given the obligation of a body to hear minority views, members should be aware that there are alternatives to a motion to close debate.
The Committee would draw Senate's attention to a similar motion that may often be more satisfactory, especially when a number of Senators have indicated to the Chair that they would like to speak. It is the motion "to limit debate." The mover states the limitation desired in the motion, for example:
"I move that debate be limited to those now on the Chair's speakers list."
"I move that debate be limited to 10 more minutes."
"I move to limit the time of each speaker to [x] minutes."
"I move to limit debate to a total time of 1 hour."
Unlike the motion "to close debate" -- which in Senate's experience has tended to come without warning, and which must be put to a vote immediately -- the motion "to limit debate" is itself amendable and debatable (but only as to the type and time of limits). If introduced fairly early, in the form of the last two examples above, it provides advance guidance both to the Chair and to Senators who intend to speak. Since the limitations can be changed or removed by a similar motion (generically called "to extend debate") at any time, Senate retains flexibility to control its debates.
One who moves "to limit [or extend] debate" may not interrupt another speaker; a second is required; and a two-thirds majority is required to carry.