As approved at the October 15, 1999, meeting of Senate. Copies of Exhibits and Appendices not included in World Wide Web information are available from the University Secretariat, Room 290, Stevenson-Lawson Building.
The meeting was held at 1:00 p.m. in A. Brandon Conron Hall, University College.
SENATORS: 87
J. Adams, R. Archibald, D. Banting, P. Barker, A. Belcastro, D. Bell, D. Bentley, D. Bevan, D. Braun, W.A. Bridger, R. Bryan, P. Cain, C. Callaghan, P. Canham, J. Clayman, M. Cole, R. Coulter, D. Cunningham, R. Darnell, P. Davenport, J. Davies, H. DeLasa, C. Down, J. Erskine, A. Esterhammer, D. Fairbairn, J. Garnett, W. Gibson, R. Green, R. Harris, C. Herbert, R. Holt, J. Hore, B. Hovius, N. Huner, D. Jorgensen, A. Katz, G. Killan, M. Kissel, M. Lawless, G.Leckie, F. Longstaffe, S. Lupker, T. Macuda, A. Malowitz, K. McKellar, D. McLachlin, M. McNay, K. McQuillan, P. Mercer, I. Moore, G. Moran, D.G. Muñoz, J. Ndayiragije, P. Neary, J. Nicholas, A. Norris, K. Okruhlik, A. Oosterhoff, J. Orange, A. Pearson, M. Pendakur, D. Phillipson, A. Prabhakar, S. Provost, D. Rosner, J. Roth, K. Rowe, S. Siegner, R. Shroyer, C. Sinal, E. Skarakis-Doyle, P. Skidmore, D. Small, D. Spencer, J. Stokes, D. Taub, R. Toft, T. Topic, S. Usprich, J. Van Fleet, A. Vandervoort, G. Weese, C. Weldon, L. Whittaker, D. Williamson, E. WoodObservers: S. McDonald, E. Redekop, S. Tan, and R. Tiffin.
By Invitation: M. Bauer, J. Thorp, and D. Riddell.
Dr. Davenport, on behalf of Senate, welcomed the following new Senators: Dr. Carol Herbert, Dean of the Faculty of Medicine & Dentistry; Professor Fred Longstaffe, Dean of Science; Professor Kathleen Okruhlik, Dean of Arts; Professor Angela Esterhammer, representing the Faculty of Arts; Dr. Theresa Topic, Acting Principal of Brescia College; Professor Patricia Skidmore, representing Brescia College; Professor John Orange, representing King's College; Ms. Sally Siegner, representing the General Community; Dr. Peter Neary, Dean of the Faculty of Social Science, returning from sabbatical leave; Professor Ian Moore, Acting Dean of the Faculty of Engineering Science; Professor Gloria Leckie, representing the Faculty of Information and Media Studies; and Michael Lawless and Christopher Sinal, both representing the Affiliated Colleges undergraduate student constituency.
The minutes of the meeting of June 18, 1999, were approved as circulated.
The President is required by Board procedure to address Senate and the Board of Governors each year in the fall "to outline goals and anticipated activities" which reflect the President's priorities as approved on an annual basis by the Board of Governors. Dr. Davenport reviewed his priorities for 1999-2000, detailed in the Report of the President, listed under four broad categories: Setting Directions; Keeping Academic Priorities First; Ensuring Open Administration and Effective Communication; and Strengthening Ties with the External Community.
Dr. Moran provided an overview of a discussion document entitled "Western Into the New Millennium: Facilities and Infrastructure Needs", distributed with the agenda. The document, developed during the summer of 1999, responds to the announcement in the Ontario budget of a major allocation of funds to support the expansion of facilities at Ontario universities and colleges in response to the anticipated increased demand associated with the "increased cohort." He highlighted his presentation with the use of overheads, copies of which are attached as Appendix 1 [unavailable for the Web version of these minutes].
Dr. Moran explained that during the 1990s Western has experienced increases in enrolment and the enrolment profile has changed over time due to a number of factors. These include: evolving patterns of expectations in society, which may orient students to career paths that are different from those sought by previous generations; the opening of new fields of study and development of new program opportunities for undergraduate or professional study; and specific government initiatives to spur enrolment increases in areas deemed to be socially or economically important. Increased enrolment relating to the double cohort will begin in 2003 and is a "made in Ontario" situation generated by changes to the Ontario secondary school curriculum.
Dr. Moran stated that contrary to recent reports, Western is not admitting masses of students this year: first year enrolment is projected to be less than 4150.
Professor Davies urged that the University respond cautiously to the government's announcement of the "SuperBuild Growth Funds" given that the University is already large in comparison to its competitors, such as Queen's. He cautioned that major growth could detract from the quality of the educational experience at Western. The year 2013 could see a significant decline in enrolment after the "echo generation" goes through the system and it is difficult at this point to know what the participation rate in university education will be after that. The least expensive way to respond to the arguments for increasing enrolment might be to expand enrolment in the areas of arts and social sciences, even though there are existing space problems. Dr. Moran acknowledged Professor Davies' concerns and confirmed that in thinking about what the University should look like in the future, long term demographics must be taken into consideration.
Asked whether space at the Research Park is underutilized and, if so, whether it might be a location where the University could expand to meet the demands associated with increasing enrolment, Dr. Bridger replied that currently the Mogensen Building is full. Current demands for space in the Research Park are such that plans are underway for both short-term and long-term expansion.
In response to a question about a contingency plan should the University have more buildings but no additional operating funds from the government, Dr. Moran advised that the document details issues and problems, but not solutions. The University community must work to devise the solutions. The plan is to advise the government that the University cannot expand without the infusion of government resources and then Western must determine how large it should be. Nevertheless, two or three of the projects mentioned in the document are renovation projects that must be undertaken sooner or later. Some older buildings could be torn down if at some point in the future there are too many buildings and insufficient operating funds.
Professor DeLasa stated that despite all the concerns about what enrolment demands will be in the future, this could be an opportunity to invest in the University and to exploit the resources that might be available to enhance Western's activity and stature so that irrespective of what happens in the second decade, the University will be a better place than it would have been otherwise.
Dr. Moran was asked whether the University has a responsibility to the surrounding community during the anticipated influx of students. He replied that the double cohort is a crisis for the community and the province of Ontario given that grade 13 will be phased out by 2003. This will result in a massive increase in the number of students applying to Western from the London community, including many who may not have the option of going elsewhere. During this influx, Western might make special efforts to accommodate local students.
Dr. Davenport explained that the document "Western Into the New Millennium: Facilities and Infrastructure Needs" is a work in progress and updates will be provided.
Professor Rosner referred to an unexpected $2 million shortfall in the Faculty of Science budget and asked what will be done to address the problem. Dean Longstaffe stated that this matter was discussed with each department chair in the Faculty of Science and that corrective actions will be taken to address the shortfall, including a one-year deferral of some academic appointments.
On behalf of the Operations/Agenda Committee, it was moved by A. Pearson, seconded by R. Bryan,
That Bernd Frohmann, elected representative to Senate for the Faculty of Information and Media Studies constituency, be granted a leave of absence, and
That Gloria Leckie be elected to serve on Senate as his Alternate (term from September to December, 1999)
CARRIED
It was moved by A. Pearson, seconded by D. Small,
That the Senate seats held by Inge Thomsen and Eli Singer, elected undergraduate student representatives to Senate for the Affiliated College constituency, be declared vacant as a result of their resignations, and
That Michael Lawless (Honors History II, King's College) and Christopher Sinal (Honors History II, Huron College) be elected to replace them (terms to October 31, 1999).
CARRIED
It was moved by A. Pearson, seconded by M. Pendakur,
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:
that the Associate Deans of Graduate Studies, Dr. N. Kuiper and Dr. M. Kreiswirth, be authorized to serve on behalf of the Dean of Graduate Studies on the Senate Committee on Promotion & Tenure when necessary.
CARRIED
It was moved by A. Pearson, seconded by R. Bryan,
That Senate approve the following revision (shown in italics) to the composition of the Subcommittee on Teaching Awards (SUTA):
Subcommittee on Teaching Awards (SUTA)
Terms of Reference:
To consider annually nominations for awards for teaching excellence submitted according to procedures established by Senate.
To consult, when requested, with Deans, Chairs and Principals regarding nominations and the preparation of dossiers.
To seek additional information regarding nominees when necessary.
On behalf of Senate, to select recipients for the awards.
To recommend to SCAPA changes in the policies, procedures and criteria governing the awards.
To report to SCAPA annually.
Composition:
Four members of faculty, elected by SCAPA, for three-year terms (renewable). To be eligible for election, faculty members must hold full-time appointments or be Academic Clinicians appointed under Conditions of Appointment: Physicians Appointed in Clinical Departments and Clinical Divisions of the Basic Sciences Departments (1999).
One graduate student , elected by SCAPA, for a one-year term
Ex officio:
Provost & Vice-President (Academic), or designate
Chair of SCAPA, who shall be Chair
USC Teaching Awards Commissioner
Secretary of Senate, who shall be Secretary (non-voting)
Members of SUTA may not, during their term of membership, prepare or write letters of support for nominees for the awards.
CARRIED
It was moved by A. Pearson, seconded by R. Bryan,
That the Senate Election Procedures be amended with regard to the Appointment of Alternates as shown in italics below:
Appointment of Alternates
Pursuant to Section 24(4):
24.(4) Where the Senate grants leave of absence to any member, the Senate may provide, in such manner as it determines, for an alternate member who shall have all the powers of a member of the Senate.
When an elected member of Senate is granted leave of absence by the Senate, he/she shall be replaced by an alternate member as required by Section 24(4) and the alternates shall be the candidates, in order, who stood highest among the unsuccessful candidates of the unit in the last election. When no alternate is available by this procedure, the Senate may appoint an alternate upon the recommendation of the unit concerned, except in the case of students, administrative staff, and Representatives of the General Community elected by Senate, in which case the Senate shall appoint an Alternate in accordance with the procedure for Filling of Vacancies.
CARRIED
Professor M. Bauer, Senior Director, Information Technology Services, was present to respond to questions concerning Internet voting.
It was moved by A. Pearson, seconded by G. Moran,
That the Senate Election Procedures be revised as shown in Exhibit I, Appendix 2, to allow Internet voting for graduate and undergraduate students.
Dean Pearson reviewed the reasons for implementing Internet voting, as detailed in Exhibit I.
Ms. McDonald, President of the Society of Graduate Students, stated that graduate students do not object to the introduction of on-line voting, but they do object to the timing of the project. She suggested that graduate students be given a year to prepare for Internet voting. She observed that the Graduate Student Senate election will serve as the pilot project for Internet voting because of its small student population. Should something go wrong with the on-line voting and a second paper ballot election is conducted, it will be the second time in less than six months that graduate students are faced with a nullified election: the recent SOGS Presidential Election was nullified due to procedural errors. She also voiced concern about marketing Internet voting to graduate students in such a short time span.
Ms. Cline, Associate University Secretary, advised that promotion and marketing of the Internet voting procedures will include advertisements in the Gazette and Western News and a link from the UWO homepage to the election website. The website will include instructions on how students can find their PIN, as well as the election rules. The Secretariat is investigating the possibility of broadcasting e-mails to graduate students through departmental graduate chairs.
Addressing concerns about security, Professor Bauer stated that once the election website is activated, students will require their student ID and PIN to vote. The system will allow students to vote only once from any computer connected to the Internet, including campus computer labs. A dedicated computer will be used, ensuring certain levels of security: two files will be created and backed-up. One file records the ID number, time and machine used to access the web, and another file records the vote. The possibility of installing electronic polling booths in the UCC will be investigated as a further encouragement to vote.
Asked about the accuracy of the student records database, Mr. Tiffin explained that after the add/drop period is completed, a cleaning up process will occur to correct any inaccuracies and the Registrar's Office will communicate with students to verify their Faculty of registration.
Mr. Taub expressed confidence in the proposal and confidence in timely marketing of the initiative to the Western students. The USC can advertise the election via the closed-circuit television system, public service announcements can be made on the student radio, and advertisements can be placed in the student newspaper. The poster boards around campus will also contain advertisements for the election and the on-line voting procedures.
S.99-184a It was moved by D. McLachlin, seconded by T. Macuda,
That the recommendation be tabled until April 2000 in order to prepare graduate students for Internet voting.
The question was called and was DEFEATED.
S.99-184b It was moved by R. Bryan, seconded by D. McLachlin,
That the main motion be amended by deleting reference to graduate students, so that it would read:
That the Senate Election Procedures be revised as shown in Appendix 2 to allow Internet voting for undergraduate students.
Professor Bauer stated that it is possible to filter out the graduate students. The Secretary of Senate pointed out that if graduate students vote by traditional means, it would be necessary to establish polling stations and decisions would have to be made to determine where they would be an how they would be monitored.
There was debate about how best to inform graduate students about Internet balloting. Some Senators argued that e-mail notification and direct mail would be sufficient and effective. Ms. McDonald argued that graduate students get so much e-mail that they may ignore it, and they do not tend to check their mail boxes on a regular basis. She was also concerned that graduate students may not know their PIN.
Asked about voter participation last year, Dean Pearson advised that 7% of the graduate students voted in the Senate elections while 12% of the undergraduate students voted.
A motion to close debate on the amendment was moved, seconded, and carried by a two-thirds majority.
The question was called and was DEFEATED.
S.99-184c It was moved by J. Clayman, seconded by M. Lawless,
That, if less than 50% of the graduate students who voted last year vote in the 1999 election, Internet voting process be abandoned in favor of the ballot process for the undergraduate elections for the entire University.
DEFEATED
Ms. McDonald reiterated that graduate students do not object to the principle of on-line voting, but are concerned about the timing.
The main motion was called and CARRIED.
It was moved by A. Pearson, seconded by D. Banting,
That the Senate authorize the Dean of Medicine & Dentistry to delegate to Dr. Paul Harding the decanal duties and responsibilities mandated under Section B of Conditions of Appointment and Section 5.3.1 of Conditions of Appointment: Physicians Appointed in Clinical Departments and Clinical Appointees in Basic Science Departments 1999 during the academic year, September 1, 1999, to June 30, 2000. Upon such delegation, Dr. Harding shall exercise all of the decanal duties and responsibilities as set out in Conditions of Appointment and Conditions of Appointment: Physicians Appointed in Clinical Departments and Clinical Appointees in Basic Science Departments 1999 with respect to candidates for promotion and tenure.
CARRIED
The Senate Operations/Agenda Committee has appointed the following Officers of Convocation (terms to October 31, 2001): Professor Bruce Lundgren - Director of Convocation; Professor Donna Peterson - Assistant Director of Convocation; Professor Michael Owen - Marshal; Professor Alan Mills - Chief Public Orator; and Professor John Thorp - Assistant Chief Public Orator.
The Order of Fall Convocation, October 21-22, 1999, is as follows:
Thursday, October 21 - 3:30 p.m.
Faculty of Graduate Studies*
Richard Ivey School of Business
Faculty of Education
Faculty of Engineering Science
Faculty of Health Sciences
Faculty of Law
Faculty of Medicine & Dentistry
Faculty of Music
* = student in programs hosted by the Faculties of Health Sciences, Medicine & Dentistry, Education, Engineering Science, and Music, and by the Richard Ivey School of Business
Friday, October 22 - 10:00 a.m.
Faculty of Graduate Studies *
Faculty of Arts
Faculty of Science
Brescia College
Huron College
King's College
* = students in programs hosted by the Faculties of Arts and Science
Friday, October 22 - 3:30 p.m.
Faculty of Graduate Studies*
Faculty of Information and Media Studies
Faculty of Social Science
*= students in programs hosted by the Faculties of Information and Media Studies and Social Science
Spring 2000 Convocation Dates will be:
April 29 Graduate Studies: Richard Ivey School of Business (MBA)
May 2 Huron College (Theological Degrees)
May 12 Faculty of Medicine & Dentistry (MD degree only)[To Be Confirmed]
June 6 - 9 All Faculties and Affiliated Colleges
October 26 -27 All Faculties and Affiliated Colleges
S.99-189 Order of Spring Convocation - June 2000
Tuesday, June 6 - 10:00 a.m.
Faculty of Graduate Studies*
Faculty of Arts
Faculty of Music
* = students in programs hosted by the Faculties of Arts and Music
Tuesday, June 6 - 3:30 p.m.
Brescia College
Huron College
King's College
Wednesday, June 7 - 10:00 a.m.
Faculty of Graduate Studies*
Faculty of Education
*=students in programs hosted by the Faculty of Education
Wednesday, June 7, - 3:30 p.m.
Faculty of Graduate Studies*
Richard Ivey School of Business
Faculty of Information and Media Studies
Faculty of Medicine & Dentistry (DDS only)
* = students in programs hosted by the Faculties of Information and Media Studies, Medicine & Dentistry, and the Richard Ivey School of Business
Thursday, June 8 - 10:00 a.m.
Faculty of Graduate Studies*
Faculty of Social Science (Honors and ACS)
*= students in programs hosted by the Faculty of Social Science
Thursday, June 8 - 3:30 p.m.
Faculty of Graduate Studies*
Faculty of Science
*= students in programs hosted by the Faculty of Science
Friday, June 9 - 10:00 a.m.
Faculty of Social Science (3 year programs)
Friday, June 9 - 3:30 p.m.
Faculty of Graduate Studies*
Faculty of Engineering Science
Faculty of Health Sciences
Faculty of Law
* = students in programs hosted by the Faculties of Engineering Science and Health Sciences
Senate received for information the 1998-99 report of the University Research Board detailed in Exhibit I, Appendix 3.
The following were elected to the Selection Committee for Vice-President (Administration): C. Callaghan, J. Erskine, D. Small, and J. Thorp.
The following were elected to the Selection Committee for Vice-Provost & Registrar: M. Bauer, M.A. de Kergommeaux, B. MacLachlin, P. Monaco, R. Solomon, and B. Timney.
P. Allen, T. Luke, and R. King were elected to the Senate Sabbatical Leave Committee (terms to September 2001).
B. Elliott, C. Lanfranconi, and S. Rich were elected to the Senate Sabbatical Leave Appeal Committee (terms to September 2001).
P. Barker and E. Wood were elected to the Nominating Subcommittee - Senate Representative from the General Community (terms to September 2001).
M. Kissel was elected to the Senate Review Board Academic to replace E. Singer who has resigned (term to November 1999).
On behalf of SCAPA, it was moved by N. Huner, seconded by J.L. Stokes,
That the Faculty of Music, in partnership with the Western Centre for Continuing Studies, establish a program leading to a Certificate in Piano Technology, effective September 1, 2000, detailed in Exhibit III, item 1.
CARRIED
It was moved by N. Huner, seconded by D. Small,
That the Guidelines for the Appraisal of New Undergraduate Programs detailed in Exhibit III, item 2, be approved.
CARRIED
At the June 18, 1999, meeting of Senate, during discussion of the Western Scholars Program proposal, it was pointed out that Engineering students take more than the 20 courses limited by Western Scholars designation. It has been confirmed that students in the BESc program take seven 020-level courses and more than fifteen courses at a level higher than 020 and 100-level courses.
In order to address this problem, the Progression Requirements for the Western Scholars Program, approved at the June meeting of Senate, have been revised (as shown in italics) to state:
Progression in the Program
The achievement of an average of at least 80% in each year of a four-year program with no course grade lower than 70% over the entire program and no failed courses is necessary for progression to the next year of the Program. Western Scholars register in no more than six 020-level and 100-level courses unless the program of registration explicitly requires a greater number of such courses. All other courses must be at the honors level, numbered 200-499. Students in the program must register in at least five full courses or equivalent each academic year (September to April). Students who fail to meet the requirements of the Western Scholars program would be required to complete any outstanding requirements of the degree programs in which they are enrolled (e.g., a missing first year Arts or Social Science course).
SCAPA has reaffirmed the regulations on calculation of weighted average marks, as shown in italics below:
CALENDAR COPY
Definition of Terms (S.2324, S.2487, S.3135, S.3663)
Course Weight:
Each course has been assigned a weight of 0.5 (half-course), 1.0 (full course) or 1.5 (CBE 497). All a, b, F, G, and y courses are half-courses. Courses with the suffix E or without a suffix are full courses.
The weights for courses offered by other Faculties are usually either 1.0 (full course) or 0.5 (half-course).
Weighted Mark:
The weighted mark for a course is the product of the weight for the course and the mark obtained by the student.
For the purpose of calculating weighted average marks, a mark of 40% shall be assigned for each course offered by a Faculty other than the Faculty of Engineering Science in which the student is assigned a final grade of F. In the case of courses offered by the Faculty of Engineering Science the actual mark shall be used.
Weighted Average:
The weighted average for an evaluation period is the total of the weighted marks obtained by the student during the evaluation period divided by the sum of the weights for the corresponding courses.
The paragraph shown in italics was approved by Senate in 1973, but by administrative oversight this text was omitted when the policy was revised in 1976 and 1977. Although it has not been included in subsequent revisions approved by Senate, nor appeared in the calendar copy for the Faculty, this method of calculation has been used by both the Faculty of Engineering Science and the Registrar's Office continuously since 1973. SCAPA has reaffirmed the regulation and it will appear in future editions of the academic calendar.
SCAPA has approved on behalf of the Senate the following Terms of Reference for new undergraduate Scholarships, Awards and Bursaries for recommendation to the Board of Governors through the Vice-Chancellor:
In February 1980 (S.2839), Certificate programs in General Police Studies and in Advanced Police Studies and a Diploma program in Police Management Studies were introduced at the Aylmer Police College which combined professional police training and university studies at Western. The Ministry of the Solicitor General and Correctional Services has informed the University that the three programs will be withdrawn, effective December 31, 1999.
On behalf of the Senate Committee on University Planning, it was moved by K. McQuillan, seconded by W.A. Bridger,
That Senate approve and recommend to the Board of Governors, through the Vice-Chancellor, the establishment of The Institute for Catastrophic Loss Reduction (ICLR) as a Type 4 Research Institute and two industry Chairs -- The Chair in Severe Weather and Earthquakes and The Chair in Policy for Catastrophic Loss Reduction -- according to the terms of reference and agreement for affiliation (1) as contained in Exhibit IV, Appendix 1.
CARRIED
It was moved by K. McQuillan, seconded by S. Usprich,
That Senate approve and recommend to the Board of Governors, through the Vice-Chancellor, the establishment of The Robert and Ruth Lumsden Professorship in English, detailed in Exhibit IV, based on a $1,000,000 donation to Foundation Western from the estate of Ruth Lumsden.
CARRIED
It was moved by K. McQuillan, seconded by R. Archibald,
That the Senate approve and recommend to the Board of Governors, through the Vice-Chancellor, the establishment of the J.J. Wettlaufer Faculty Fellowship, with terms of reference detailed in Exhibit IV, Appendix 2.
CARRIED
It was moved by K. McQuillan, seconded by R. Archibald,
That the Senate approve and recommend to the Board of Governors, through the Vice-Chancellor, the establishment of The David G. Burgoyne Faculty Fellowship, with terms of reference detailed in Exhibit IV, Appendix 3.
CARRIED
It was moved by K. McQuillan, seconded by R. Archibald,
That the Senate approve and recommend to the Board of Governors, through the Vice-Chancellor, the establishment of the F.W.P. Jones Faculty Fellowship, with terms of reference detailed in Exhibit IV, Appendix 4.
CARRIED
It was moved by K. McQuillan, seconded by R. Archibald,
That the Senate approve and recommend to the Board of Governors, through the Vice-Chancellor, the establishment of the Walter A. Thompson Faculty Fellowship, with terms of reference detailed in Exhibit IV, Appendix 5.
CARRIED
The Honorary Degrees Committee of Senate announced that the following persons will be honored by conferment of degrees honoris causa at the 273rd Convocation of the University:
Jason Moscovitz - LL.D. - Thursday, October 21, 3:30 p.m.
Lynn Johnston - LL.D. - Friday, October 22, 10:00 a.m.
Libby Fowler - LL.D. - Friday, October 22, 3:30 p.m.
Announcements and communications detailed in Exhibit VI, were provided for information. Dr. Moran announced that Dr. Nils Petersen will serve as Associate Vice-President (Research) for the period October 1, 1999, through June 30, 2000.
The meeting adjourned at 3:00 p.m.
Signed by:
P. Davenport, Chair
J.K. Van Fleet, Secretary