Report of the Operations/Agenda Committee

Senate Agenda - EXHIBIT I - September 18, 1998

FOR APPROVAL

1. Senate Membership

Faculty of Health Sciences

Recommended: 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 Skaradis-Doyle (Communication Sciences and Disorders) be elected to complete Professor Cheesman's term (to October 31, 1998).

Undergraduate Student Representative: At Large Constituency

Recommended: 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).

2. Constitution of the Faculty of Information and Media Studies

Recommended: That the composition of the Council of the Faculty of Information and Media studies be approved as detailed in Appendix 1 and as recommended by the Council of the Faculty.

3. Constitution of the Faculty of Education

Recommended: That the composition of the Council of the Faculty of Education be amended as detailed in Appendix 2, as recommended by the Council of the Faculty.

Background:

The change to section 2.B.(c) of the Constitution of the Faculty of Education recognizes the restructuring and renaming of the Faculty of Information and Media Studies (formerly the Faculty of Communications and Open Learning).

New sections 2.B.(d) and(e) and the deletion of 2.C.(b) and (c) give voting rights to previously non-voting representatives of personnel in the Faculty who are PMA-eligible staff and members of UWOSA. Subsequent sections are renumbered as a result.

4. Constitution of the Faculty of Science

Recommended: 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"

This change is proposed to acknowledge the change of name of the Faculty of Communications and Open Learning to the Faculty of Information and Media Studies.

5. Constitution of the Faculty of Social Science

Recommended: 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"

This change is proposed to acknowledge the change of name of the Faculty of Communications and Open Learning to the Faculty of Information and Media Studies.

6. Delegation of Authority on Committees Mandated Under Conditions of Appointment

Recommended: 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.

Background:

The "Definitions" section of the Preamble to Conditions of Appointment states:

11. Provost shall mean the Provost (Vice-President Academic) or other senior academic administrative officer designated by Senate and the Board of Governors to carry out those duties specified in these Conditions of Appointment. 12. Dean of Graduate Studies shall mean the Dean of the Faculty of Graduate Studies or other senior academic administrative officer designated by Senate and the Board of Governors to carry out those duties specified in these Conditions of Appointment.

In the past this has been interpreted to mean that the Senate and Board of Governors must designate any senior academic administrative officer by name. Since September 1995, Dr. Roma Harris, Vice-Provost & Registrar, has served on behalf of the Provost. Because Dr. Harris will be involved in negotiations of the first union contract with the UWO Faculty Association, some of her duties will be assigned to Dr. Don Janelle, Acting Assistant Vice-Provost (Academic Affairs). It is recommended that Senate and the Board authorize Dr. Janelle to act on behalf of the Provost on committees mandated under Conditions of Appointment. The Senate Promotion & Tenure Committee, the Senate Sabbatical Leave Committee, and the Senate Grievance Committee are the committees on which the Vice-Provost has served in the past and which the Acting Assistant Vice-Provost (Academic Affairs) will participate as required. As has been the case with Dr. Harris, the Provost will work closely with Dr. Janelle in all of his areas of responsibility.

Dr. Alan Weedon, Dean of Graduate Studies, will also be participating in negotiations of the UWOFA contract. As time permits, he will continue to participate as a member of the Senate Committee on Promotion & Tenure I and as an Alternate on the Senate Committee on Promotion & Tenure II, but will delegate his responsibilities to one of the Associate Deans of Graduate Studies when necessary. Any given case, however, will be handled by only one of the three individuals.

7. Appointments Procedures: Selection Committees for Chairs of Departments and Directors of Schools within the Faculty of Health Sciences

Recommended: 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.

Background:

The Dean of Graduate Studies is an ex officio member of selection committees for Chairs of Departments and for Directors of Schools within the Faculty of Health Sciences. Dean Weedon will continue to serve on those committees whose work began prior to the fall of 1998, but in order that he be able to carry out his responsibilities associated with the negotiation of the first union contract with the Faculty Association, it will be necessary for him to assign one of the two Associate Deans of Graduate Studies to serve on some new selection committees.

8. Appointments Procedures: Section V - Director of Industry Liaison

Recommended: 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 Senate Procedure 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.

Background:

The two positions -- Director of Industry Liaison and Director of the UWO Research Park -- will be filled by two individuals.

9. Advertisement of Academic and Administrative Vacancies (S.2159, S.90-04)

Recommended: 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, [DELETE such advertising will be forwarded to] [ADD placement of external advertising in] "University Affairs" and/or "CAUT Bulletin" [DELETE through the Department of Communications and Public Affairs] [ADD 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 [DELETE (in Western News)], and the selection process will proceed to consider internal applicants and nominees.

10. 1999 Convocation Dates

Recommended: 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

Background:

In December 1997, Senate was asked to move the Convocation dates for Spring 1999 from June 8-11 to June 15-18, based on the implementation schedule of the PeopleSoft Student Administration System as it was known at that time.

A recent detailed review of the PeopleSoft implementation schedule now suggests that it would be preferable to hold Convocation as originally planned using the existing database, so that implementation of a new phase of PeopleSoft may be scheduled for the week following Spring Convocation (i.e., after June 11).

The order of convocation (that is, the specific date when each Faculty's students will graduate)for the June 8-11 is under review. In light of overcrowded conditions at the Spring 1998 Convocation, it is quite likely that there will be changes in the "standard" order and/or that one convocation ceremony will be added to that four-day schedule.

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 (subject to approval of the motion above)

Fall 1999 Convocation Dates will be:

October 21-22, 1999 All Faculties and Affiliated Colleges

11. Senate Meeting Date - June 1999

Recommended: 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.

FOR INFORMATION

1. Annual Report of the University Research Board

The Annual Report of the University Research Board, detailed in Appendix 3 (below) is provided for information.

2. Senate Membership - Alumni Association Representative

The Alumni Association recently announced the appointment of Gary Weese, Chief of the London Fire Department, to complete the term of John Emery who has resigned (term to October 31, 1998).

3. Officers of Convocation

The Senate Operations/Agenda Committee has appointed the following Officers of Convocation (terms to October 31, 2000:


Prof. Jane Toswell - Chief Usher
Prof. Glen Belfry - Assistant Chief Usher
Ms. Catherine Jonkhans - Assistant Chief Usher
Dr. Dalin Jameson - Esquire Bedel


APPENDIX 1

Senate Agenda -EXHIBIT I - September 18, 1998

FACULTY OF INFORMATION AND MEDIA STUDIES

Composition and Rules of Procedure

  1. The Faculty of Information and Media Studies is a non-departmentalized Faculty.

  2. The Council of the Faculty of Information and Media Studies shall be responsible to Senate and shall be composed of the following voting members:

    A. Ex officio members

    (i) The Dean of Information and Media Studies, who shall be Chair of the Council
    (ii) The President and Vice-Chancellor
    (iii) The Provost and Vice-President (Academic)
    (iv) The Dean of Graduate Studies
    (v) Such other ex officio members as Senate may, from time to time, determine.

    B. (i) All full-time faculty members at the rank of Instructor or above in the Faculty of Information and Media Studies or who hold a joint faculty appointment within the Faculty
    (ii) One full-time professional staff member from each of the following areas of academic support, elected by Council: information technology services, information resources and media; student services
    (iii) 2 members of the part-time faculty
    (iv) 4 students, elected by Council, to include one student from the PhD program in Library and Information Science, the MLIS program, the MA in Journalism program and the undergraduate program
    (v) One Senator who represents the general community, appointed by Senate.

  3. The following shall be non-voting members of the Council of the Faculty of Information and Media Studies:

    (i) The Administrative Officer
    (ii) Such other persons as Council may, from time to time, determine.

  4. Members of the above categories, unless otherwise specified, shall be entitled to participate in meetings of the Council, speak, propose motions, vote on all questions, and sit on Committees elected by Council.

  5. In academic matters, the Dean shall represent the Council, where necessary, within the University.

  6. The Council shall meet at least once a term and at other such times as the Council, the Chair, or Senate may prescribe. A minimum of 25% of the voting members of the Council shall constitute a quorum.

  7. A special meeting of the Council shall be called on written notice of eight (8) of its members and convened within seven (7) days to consider the matter set out in the notice.

  8. The Council shall advise the Senate on all matters under the jurisdiction of the Senate which pertain to the Faculty of Information and Media Studies or which are referred to the Council by the Senate, and shall determine policy on all such matters, if so delegated by Senate.

  9. The term of office and the membership year for appointed or elected members of the Faculty Council shall be as determined by Faculty Council.

  10. The Council shall establish such committees as it considers necessary, including an Executive Committee. The Executive Committee may act in the name of, and on behalf of, the Council between regular meetings of the Council. Although the Council may delegate authority to its Committees, these Committees shall be responsible to the Council.

  11. The By-Laws and Regulations for the conduct of the proceedings of the Council and its Executive Committee shall, where practicable, be those adopted by the Senate.

  12. This constitution may be amended by the Senate on the recommendation of a two-thirds (2/3) majority vote of members present at a duly constituted meeting of the Council prior to which there has been fourteen (14) days notice of the proposed amendment.


APPENDIX 2

Senate Agenda - EXHIBIT I - September 18, 1998

FACULTY OF EDUCATION

Composition and Rules of Practice

  1. The Dean of Education is the chief executive officer of the Faculty and may be assisted by one or more Associate or Assistant Deans.

  2. There shall be a Council of the Faculty of Education responsible to the Senate and composed of:

    A. The following ex officio members:
    (a) The President and Vice-Chancellor
    (b) The Dean (or an Associate Dean) of the Faculty of Graduate Studies
    (c) The Dean of the Faculty of Education
    (d) The President of the Students' Council of the Faculty of Education
    (e) The Librarian in charge of the Education Library

    B. (a) i) All full-time tenured and probationary members of the University who hold appointments with the Faculty of Education, including those who hold joint appointments with other Faculties;
    ii) All full-time limited term appointments whose appointments are for two or more years, or are serving a second or subsequent consecutive one year appointment;
    iii) All full-time secondments whose appointments are for two or more years, or are serving a second or subsequent consecutive one year appointment;
    (b) Five students, three selected by and from the student members of the Faculty of Education Students' Council, and two graduate students selected by and from the graduate students in the Faculty of Education.
    (c) Representatives of the full-time members of the Faculty of the University holding the rank of Lecturer or higher:
    1 from the Faculty of Arts
    2 from the Faculty of Health Sciences, one of whom shall be from the School of Kinesiology
    [DELETE 1 from the Faculty of Communications and Open Learning]
    [ADD 1 from the Faculty of Information and Media Studies]
    1 from the Faculty of Music
    1 from the Faculty of Science
    1 from the Faculty of Social Science
    1 from each of the Affiliated Colleges of the University.
    [ADD (d) and (e)] (d) Two representatives from the Faculty of Education administrative staff (PMA) selected by and from the administrative staff on an annual basis;
    (e) Two representatives from the Faculty of Education support staff (UWOSA) selected by and from the support staff on an annual basis;

    C. The following non-voting members:
    (a) i) any other person holding a full-time appointment in the Faculty of Education not specifically accorded the right to vote under terms set out in Section 1.2B(a).
    ii) part-time or limited duties appointments;
    iii) a visiting or similar appointment or arrangement;
    [DELETE (b) and (c) and ] (b) Two representatives from the Faculty of Education administrative staff (PMA) selected by and from the administrative staff on an annual basis;
    (c) Two representatives from the Faculty of Education support staff (UWOSA) selected by and from the support staff on an annual basis;
    [REVISE remaining item numbers] (b) The Ontario Teachers' Federation Teacher Education Committee Liaison Representative;
    (c) One Associate Teacher or other nominee from each of the affiliated organizations of the Ontario Teachers' Federation recommended by the Ontario Teachers' Federation representative to the Faculty and appointed by the Dean for a term of three years.
    (d) Such other non-voting members as the Senate may determine on the recommendation of the Council of the Faculty of Education.


APPENDIX 3

Senate Agenda - EXHIBIT I - September 18, 1998

ANNUAL REPORT OF THE UNIVERSITY RESEARCH BOARD 1997-98

The University Research Board (URB) was formally established by Senate "to advise the Vice-President (Research) on matters relating broadly to research". It meets as required and reports to Senate through the Operations/Agenda Committee. The deans of the Faculties of Arts, Engineering Science, Graduate Studies, Medicine & Dentistry and Social Science are permanent members of the Board. Membership also includes six faculty members, appointed by Senate, who have strong records of research achievement and a broad interest in research administration, at least one of whom occupies a senior position in a Type III research centre. In making these appointments, every effort is made to ensure broad, disciplinary representation.

With the introduction and implementation of both the Canadian Foundation for Innovation (CFI) and the Ontario Research and Development challenge Fund (ORDCF), 1997-98 has been an eventful year. A primary activity of the University Research Board has been to provide advice for the development of Western's strategies for accessing these new and profoundly important sources of new research revenue. this has resulted in the establishment of a CFI Steering Committee and a supporting infrastructure for both CFI and ORDCF applications.

The University Research Board facilitated communication and provided advice on other issues affecting research. These included the following:

Revision of the university's overhead policy on industrial contract research;

Response to the TriCouncil on its development of a new policy framework for research involving human subjects;

Revision of the terms of reference for UWO's Hellmuth Prizes;

Development of procedures to ensure that Western is well represented among nominees to Fellowship in the Royal Society of Canada.

William A. Bridger

Vice-President (Research)

Chair, University Research Board