Senate Governance Committee · Senate Governance Committee Monday, March 03, 2014 . Senate Governance Committee . Monday, March 3, 2014 4 -6 pm Surrey Campus, Cedar 2110. AGENDA

Senate Governance Committee Monday, March 03, 2014

Senate Governance Committee

Monday, March 3, 2014 4 -6 pm

Surrey Campus, Cedar 2110

A G E N D A

1. Call to Order / Wade Deisman

2. Confirmation of Agenda / Wade Deisman

3. Approval of Minutes from February 3, 2014 / Wade Deisman Attached

4. Business Arising from Minutes

5. Chair's Report

6. Bylaw Revisions: Faculty of Health Attached

7. Bylaw Revisions: Electronic Voting Rules Attached

8. Items for Discussion

9. Adjournment

Next Meeting

Monday, April 7, 2014 4 -6 pm Surrey Campus, Cedar 2110

SGC MtgPkg 20140303 Page 1 of 29

SGC Minutes 20140203 Page 1

MINUTES

Senate Governance Committee (SGC)

Monday, February 2, 2014, 4pm

Surrey, Cedar, 2110

Present:

Au, Jennifer Cserepes, Dana Deisman, Wade / Chair McGonigal, Don Reiser, Henry

Ex-Officio / Non-voting

Hensley, Robert Klassen, Sandi / University Secretary

Regrets:

Davis, Alan Ferreras, Sal Girodat, Christopher

University Secretariat

Akinwumi, Olu / Recorder

1. Call to Order

The meeting was called to order at 4.09 pm.

2. Confirmation of Agenda

Item 7.1 – Electronic Voting Rules was added

Moved by Don McGonigal; seconded by Henry Reiser THAT the agenda be confirmed. Motion Carried

3. Approval of Minutes: November 4, 2013 and January 13, 2014

Moved by Dana Cserepes ; seconded by Don McGonigal THAT the amended minutes from November 4, 2013 and January 13, 2014 be approved. Motion Carried

4. Business Arising from Minutes

Action items from November 4, 2013 meeting:

Teaching and Learning Committee – Jennifer Au gathered research from other British Columbia Universities that have teaching and learning committees. Jennifer will share some of her findings with the Committee. Diane Salter, Vice Provost, Teaching and Learning will be invited to a future SGC meeting to talk about the Committee and how she envisions it functioning.

Research and Scholarship Committee – Dana Cserepes has prepared a rough draft of the Committee’s structure and mandate. She is continuing to work on the draft and aims to bring it to the April 2014 SGC meeting for feedback.

Senate Standing Committee on Policy Review – Dana has completed the review of the mandate and membership.

Electronic voting rules – Sandi worked on the amendment and presented it to Senate. Senate requested additional changes.



Standing Committee reporting schedules – Dana has contacted the Chairs of various Senate Standing Committees with suggestions on reducing the frequency of their reports to Senate. The Chairs have been made aware that they can submit items for Senate’s consideration outside of any established reporting schedule.

Senate Governance Review – there has been no action taken regarding Senate’s request to have a governance review completed. Wade Deisman will follow up with the President regarding this.

Senate Retreat Day – There has been no action taken regarding planning this.

5. Chair’s Report

The Chair informed the Committee that Senate had requested revisions to the items that were presented by SGC at the January 2014 meeting.

6. Revised Election Rules

Revisions to the election rules were presented at the January 2014 Senate meeting. Senate requested some changes to the language regarding leaves in excess of three meetings. The Committee explored ways to amend the language. Following some consideration, the Committee decided to remove the wording regarding leaves in excess of three meetings from the election rules and instead explore the possibility of adding a reference to the Senate Bylaws.

7. Senate Bylaw Revisions

At its January 2014 meeting, Senate reviewed the addition to its Bylaws pertaining to recording of Senate meetings. Senate requested an addition to indicate that in camera meetings of Senate will not be recorded. The Committee agreed that the following bylaw be included to address Senate’s request:

2.14.3: In Camera meetings of Senate will not be recorded.

Moved by Henry Reiser; seconded by Don McGonigal THAT the Notice of Motion regarding Senate Bylaw Revision be recommended to Senate as revised. Motion Carried.

7.1 Electronic Voting Rules

The Committee suggested clarifications to the electronic voting rules that are in line with Senate’s request.

ACTION: Sandi Klassen will adjust the wording and bring it back to the next SGC meeting. Don McGonigal will investigate the possibility of anonymous voting in Outlook and SharePoint and find out if students can use these options.

8. Process for Dealing with Committee Appointments

Until now, it has been the practice for Senate to appoint ex-officio members to Senate. Dana Cserepes asked the Committee if there was any need for ex-officio positions to go through the Senate nominating process. The Committee agreed it was unnecessary and that Senate should be sent notification of such changes for information only.

9. Search Advisory Committee Membership Structure

Under the current procedures for appointing Senior Academic Administrators, a student senator is usually part of Search Advisory Committee (SAC) compositions. Student senators are usually very busy and thus find it difficult to commit to serving on these SACs.



The Committee agreed that the procedures should be amended so that a student, not a student senator, is part of SACs and state that for Vice President, Provost or Presidential appointments, a student senator is preferred.

ACTION: Sandi Klassen and Dana Cserepes will work on amending the 9.Search Advisory Committee procedures.

10. Student Access to Documents and Sites

Information and Educational Technology is working on putting together a generally accessible SharePoint site for Senate committees. Once this is in place, student members will be able to access any documents that are placed there.

11. Information Confidentiality

Concerns have been raised about maintaining the confidentiality of information in CVs which are usually part of the Full Program Proposals that are submitted for Senate’s approval. Dana Cserepes, as Chair of the Senate Standing Committee on Curriculum, has been working with different Faculties to find a solution to this problem. A short-term fix has been to remove the CVs from the final document submitted to Senate. If there is a specific request by Senate to view a CV, it will be made available to individual members.

ACTION: Dana will research the University’s confidentiality policy and speak to Human Resource Services and the Deputy Provost to find out if CVs are public documents, and bring feedback to the Committee.

12. Items for Discussion

No items were brought forward.

13. Adjournment

The meeting adjourned at 5.59pm.


FACULTY OF COMMUNITY AND HEALTH STUDIES BYLAWS

Powers and Duties of the Faculty

As per the University Act [RSBC 1996] Chapter 468 As per the Faculty of CAHS Health

“Faculty" means b) in the case of a special purpose, teaching university, an educational administrative division of a university constituted by the board as a faculty under section 39, or the dean and faculty members of a faculty, as the context requires;

"Council” means Faculty Council

"faculty member" means a person employed by a university as an instructor, lecturer, assistant professor, associate professor, professor, or in an equivalent position designated by the senate;

“Faculty meetings” refers to Faculty of the Whole (FoW)

1. The powers and duties of the Faculty of Community and Health Studies (FOH) (FOH), hereafter

called the “Faculty” are established in part by the University Act which currently describes the

Faculty as having the power and duty:

1.1. to make rules governing its proceedings, including the determining of the quorum

necessary for the transaction of business,

1.2. to provide for student representation in the meetings and proceedings of the Faculty,

1.3. subject to this Act and to the approval of the Senate, to make rules for the government,

direction and management of the Faculty and its affairs and business,

1.4. to determine, subject to the approval of the Senate, the courses of instruction in the

Faculty,

1.5. subject to an order of the president to the contrary, to prohibit lecturing and teaching in

the Faculty by persons other than appointed members of the teaching staff of the Faculty

and persons authorized by the Faculty, and to prevent lecturing or teaching so prohibited,

1.6. subject to the approval of the Senate, to appoint for the examinations in each Faculty

examiners, who, subject to an appeal to the Senate, must conduct examinations and

determine the results,

1.7. to deal with, and subject to an appeal to the Senate, to decide on all applications and

memorials by students and others in connection with their respective Faculties,

1.8. generally, to deal with all matters assigned to it by the board or the Senate, and

1.9. to establish committees it considers necessary, for the conduct of its affairs and business,

and to empower such committees, to report directly to the appropriate committee(s) of

Senate.

2. A general rule made by the Faculty is not effective or enforceable until a copy has been sent to

the Senate and the Senate has given its approval.


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Faculty Membership

1. Membership of the Faculty consists of: A. Membership of the Council and Faculty Meetings consists of:

1.1 All those employed within the Faculty of CAHS Health as an instructor, lecturer, assistant professor, associate professor, professor, or an equivalent position designated by the Senate,

A.1 All those employed within the Faculty of CAHS Health as an instructor, lecturer, assistant professor, associate professor, professor, or an equivalent position designated by the Senate,

1.2 the Dean of the Faculty, A.2 The Dean of the Faculty,

1.3 Associate Dean(s) of the Faculty, A.3 Associate Dean(s) of the Faculty,

1.4 the President of the University, A.4 BCGEU and excluded support staff,

1.5 and the Registrar, who is non-voting.

2. The Faculty endorses the principle of student participation in Faculty decision-making and will

reflect this in the constitution of its Council and Standing Committees.

3. The Dean is the Chair of the Faculty.

4. The Associate Dean is the Vice-Chair of the Faculty.

5. The Chair of Council will be from among those employed within the Faculty as an instructor,

lecturer, assistant professor, associate professor, or professor, or an equivalent position for a two-

year term. Chairs may serve a maximum of three consecutive terms.

6. The Vice-Chair of Council will be elected from within the existing Council membership and will be

from among those employed within the Faculty as an instructor, lecturer, assistant professor,

associate professor, or professor, or an equivalent position for a two-year term. Vice-Chairs may

serve a maximum of three consecutive terms (maximum 6 years).

Conduct of Faculty Business (FoW) (Faculty Meetings)

1. The Faculty meetings shall be held at least twice per academic year, whereby all members of CAHS

FOH attend.

2. Additional Faculty meetings may be called for the discussion of Faculty related issues of interest to

Faculty members.

3. In cases of urgency, extraordinary Faculty meetings may be called by the Chair of the Faculty, the

Vice-Chair of the Faculty or the Chair of the Council.


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4. Extraordinary meetings may be called into session by: the Council Chair, a petition to Council from

five percent (5%) of the eligible faculty as defined by Senate, or a petition to Council from any

combination of at least three program areas through their program coordinators.

4.1 Faculty meetings will be announced by the Chair of Faculty and will be held between two (2) and

four (4) weeks after the request.

4.2 Distribution to the faculty of motions for consideration and appropriate information concerning

the meeting’s agenda, will be the responsibility of the individual or group recommending the

meeting and will be provided with the announcement of the meeting date.

4.3 Main motions for consideration during Faculty meetings may be put forth by the Council, five

percent of the eligible voting faculty as defined by Senate or by any combination of at least

three program areas through their program coordinators.

4.4 If further review and discussion of a main motion are needed prior to vote, a second Faculty

meeting will be held within one (1) to three (3) weeks following the first meeting. Determination

of the need for a second meeting will be made by the Executive Committee of Council (Chair and

Vice-Chair).

4.5 Main motions may be withdrawn only by those persons or groups that presented the original

motions.

4.6 Voting will be a show of hands at the meeting or via on-line vote, as per Senate Guidelines.

4.7 A decision made by Faculty vote will override decisions made by individual programs.

5. Notice of a meeting of the Faculty with supporting information, shall be sent to the members of the

Faculty at least seven days in advance of a meeting.

6. The normal process of business at meetings of the Faculty will be set by the Faculty Chair.

7. The quorum for meetings of the Faculty shall be 25 voting members with 80% of programs

represented.

8. Parliamentary Procedure Robert’s Rules of Order shall govern the conduct of all Faculty meetings,

subject to interpretation by the Chair.

9. The majority required to pass a resolution shall be 50% plus one a majority of the members voting,

except in the case of adoption or amendment to these Bylaws, when the majority required shall be

two-thirds of the members voting.

10. Meetings of the Faculty will be open to observers unless an “in-camera” session has been called.

11. The Faculty may decide at any time, by a 2/3 vote of those present and voting, that a whole meeting

or any part of a meeting be held “in camera”.

12. The Chair may recognize non-members on any matter of business.


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13. Minutes of the Faculty open meetings shall be recorded and made available to the University.

14. All documents presented to the Faculty shall normally be regarded as public. The Chair may declare a

document confidential, in which case the document shall be made available only to members of the

Faculty and, if appropriate, the Senate.

15. Regular faculty members shall be expected to serve on Faculty Standing and/or Subcommittees, with

no more than a three year absence from Faculty committee membership.

16. Faculty members shall serve only one term on a particular Standing or Subcommittee, prior to an

absence from that committee. If exceptional circumstances arise, a member may serve one

additional consecutive term.


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Faculty Council

Rules Governing Council Proceedings

A. Powers and Duties of the Council

1. The academic scope of Council will include the following:

1.1. Academic programs

1.2. Development, delivery and evaluation of academic programs

1.3. Academic procedures

1.4. Academic awards to students

1.5. Calendar entries

1.6. Relations with professional organizations

1.7. Fiscally informed decision-making

1.8. Academic planning

2. The powers and duties of the Council are delegated by the Faculty. Unless otherwise addressed in

these bylaws, the Council shall have all the powers and duties ascribed to the Faculty by the

University Act, and by the Board of Governors and Senate of the University.

3. Any recommendation to delete a program shall be sent, with a recommendation from the Council,

to the Faculty, which will provide advice to the Senate, the Board, or other bodies as required within

the University.

4. Any proposed changes to these Bylaws must be approved by the Faculty by a 2/3 vote of a quorum.

5. Council may, by a 2/3 vote send any other matter to the Faculty for decision or advice.

6. Council may, by a 2/3 vote recommend to the Chair of the Faculty, the Vice-Chair of the Faculty, or

the Chair of Council that an extraordinary meeting be called to address a matter forwarded by the

Council to the Faculty meetings for decision or advice. Without a recommendation from Council, the

Chair of the Faculty will determine whether a matter warrants an extraordinary meeting, or whether

it shall be added to the agenda of the next regular meeting of the Faculty.

B. Council Membership

1. Membership of the Council consists of:

1.1. One representative elected from each of the program areas. Each of these representatives shall

be a faculty member as defined by the University Act,

1.2. Programs with less than 5 faculty members may combine membership and retain their

individual program voting rights,

1.3. The Dean of the Faculty,


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1.4. One Professional Support Staff representative,

1.5. One student representative currently registered in a Faculty program, (non-voting),

1.6. The Associate Dean(s) of the Faculty (non-voting),

1.7. Two Faculty senator representatives (non-voting).

2. Members of Council act as delegates of their respective programs, however, they must also serve

the interests of the entire Faculty.

3. Senate Bylaw No. 3, Conflict of Interest, applies.

4. Council membership will be reviewed annually.

5. Elections or recommendations for Council will normally occur from January to April each year,

unless a vacancy occurs prior to that time.

6. The term of each elected Councilor will commence on September 1, unless otherwise required.

7. Elected members of Council will serve a three year term unless otherwise required. In order to

ensure continuity of departmental representation, this term may be modified by Council as

necessary prior to an election with two months prior notification.

8. In the event of extraordinary circumstances, Council members may submit a letter of resignation to

the Council Chair for consideration.

9. When elected Council members leave their Council position, the seat of that representative

program will be declared vacant.

10. In order to ensure adequate representation at committees, retiring members are responsible to

post their position and date of vacancy to the appropriate program area at least 4 months in

advance of the intended completion of the term. As well, this information must be provided to the

Chair, Nominations.

11. Any member who will be absent from a meeting, will notify the Council Chair prior to the meeting.

12. A member will provide a non-“voting” substitute from the unit they represent when unable to

attend a meeting.

13. A voting member can provide a proxy vote to another Council member, if unable to attend a

meeting.

14. The seat of any elected or appointed member who is absent from three meetings of Council without

replacement between September 1 and August 31 may be declared vacant by the Chair.


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15. In the event that a seat of a member becomes vacant, a replacement shall be elected or appointed

according to the usual process. Members so elected or appointed shall serve the remaining term of

office of the incumbent, at which point the normal election or appointment process will be

followed.

16. The Nominations Committee will recommend members to serve on Committees.

17. Chair and Vice-Chair of Council

17.1 Voting members of the Council will elect one Chair from within the Council’s voting

membership. The election will normally occur on or about September 1, and the normal

term will be at least two years, or a shorter term corresponding to the Chair’s Council

term.

17.2 The Chair is a voting member of the Council. The Chair can vote to make or break a tie

vote, can cast a ballot vote and can vote in a roll call vote.

17.3 In the event of a tie, it is at the discretion of the Chair to determine how to bring

resolution to the issue the Chair can only make or break a tie vote if s/he has not already

voted.

17.4 If the Chair’s vote causes a tie vote, the motion is defeated.

a tie vote means the motion is lost. Members cannot be asked to decide the same

question twice, unless they reconsider the vote.

to reconsider a vote, a member must have voted against the motion.

anyone can bring the motion before Council again at the next meeting as a new

main motion.

17.5 The Chair keeps the work of the Council directed toward its purpose and functions.

17.6 The Chair conducts Council meetings and carries out such activities as voted upon by

members of Council.

17.7 The Chair calls special meetings when requested by the Senate or when requested by

forty percent (40%) of the members of Council.

17.8 The Chair communicates with the faculty and professional staff as appropriate.

17.9 The Chair may be removed by a majority vote of councilors present and voting, at any

duly called meeting of the Council.

17.10 Voting members of the Council will elect one Vice-Chair from within the Council’s voting

membership. The election will normally occur on or about September 1, and the normal

term will be at least two years.

17.11 The Vice-Chair will fulfill the duties of the Chair in the Chair’s vacancy or absence and

will assist in the performance of the Chair’s duties.

17.12 The Vice-Chair will serve as the Vice-Chair of the Faculty meetings.

17.13 The Vice-Chair will support the work of the Standing Committees.


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17.14 The Chair will be a member of the Standing Committee of Academic Priorities and

Planning/Budget and the Vice-Chair will be a member of the Standing Committee on

Nominations.

17.15 In the event of a vacancy or absence of the Chair and Vice-Chair, the Chair will ask

another Council member to serve as Chair pro-tem.

C. Conduct of Council Business

1. The Council shall normally have a minimum of six (6) regular meetings per academic year.

2. In cases of urgency, extraordinary meetings of the Council may be called by the Chair or Vice-Chair

of the Council.

3. Notice of a meeting of the Council shall be sent to the members of the Council at least five (5)

working days in advance of a meeting.

4. The normal process of business at meetings of the Council will be set by the Chair in collaboration

with Council members.

5. Parliamentary procedures Robert’s Rules of Order shall normally govern the conduct of all Council

meetings unless otherwise specified in these bylaws. Such matters on which these Bylaws lay down

specific procedures shall be excepted from the foregoing.

6. The quorum for meetings of the Council shall be 50% plus one a majority of the voting members.

7. The majority required to pass a resolution shall be 50% plus one a majority of the present and voting

membership present except where these Bylaws specify otherwise.

8. Meetings of the Council shall normally be open to observers.

9. The Chair may recognize non-members on any matter of business.

10. The Council may decide at any time, by a majority vote of those present and voting, that a whole

meeting or any part of the meeting be held in camera.

11. Minutes of the Council shall be recorded and made available to the University.

12. Any business conducted at a meeting where there is no quorum present will be considered as

unofficial and subject to ratification at the next meeting held where a quorum is present. Any

communication coming out of a meeting where no quorum was present shall be prefaced with a

clear indication the communication is subject to ratification.


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13. From time to time the Council may invite guests to make presentations to Council meetings and to

answer questions related to their presentations.

14. Review of the Faculty Bylaws and Standing Committee Terms of Reference (ToR) will occur annually,

for submission and approval at the spring Faculty meetings.

15. Revisions of the Faculty Bylaws and Standing Committee ToR will be voted on at the spring Faculty

meeting by 2/3 of the voting members.


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Standing and Sub-Committees to Council

Rules Governing Committee Proceedings

The following Standing Committees shall report to and be governed by Council:

A. Nominations

B. Curriculum

C. Academic Planning and Priorities/Budget

D. International/Global Education

E. Research and Scholarship

F. Learning and Innovation in Teaching Education

Conduct of Business for Standing and Sub-Committees of Council

1. Council shall establish such committees as the Council from time to time may deem fit and may

specify the duties to be performed by such committees.

2. The Dean, (or designated Associate Dean) and the Chair and Vice-Chair of Council are is recognized

as voting members of committees, as designated.

3. The Chair and Vice-Chair of Council are recognized as voting members of committees, as designated

by the committees.

4. Committees of the Council are restricted to making recommendations to the Council, and may not

assume any of the powers of the Council unless they are expressly delegated within these Bylaws.

Only Standing Committees will be delegated Council authority.

5. When recommending the establishment or elimination of a Standing Committee, or altering its

membership or mandate, Council will seek the advice of the Standing Committee on Nominations,

and make a recommendation to Faculty for endorsement.

6. Terms of office for Standing Committee members shall normally be three years.

7. Terms of office for student representatives shall normally be one year.

8. Regular faculty members shall be expected to serve on a Faculty committee, with no more than a

three-year absence from Faculty committee membership.

9. Faculty members shall serve only one term on a particular Standing or Subcommittee, prior to an

absence from that Committee. If exceptional circumstances arise, a member may serve one

additional consecutive term.


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10. Programs with less than five (5) faculty members may combine membership and retain their

individual program voting rights.

11. Terms of office may be adjusted by the Standing Committee on Nominations to ensure continuity of

membership, and to correspond to terms on Council.

12. Quorum for each Committee shall be 50% plus one a majority of the voting committee members of

the total number of voting members.

13. It is an expectation that a member will fulfill their term of office, however under extraordinary

circumstances their written resignation must be submitted to the Chair of the committee.

14. The committee seat of a member who leaves the constituency from which that member has been

appointed shall be declared vacant.

15. A member will provide for a non-“voting” substitute from the unit represented if unable to attend

meetings and provide a proxy vote from the committee membership.

16. The use of alternates for voting committee members is not permitted.

17. The seat of any committee member who fails to attend three committee meetings between August

1 and July 31 may be declared vacant by the Chair.

18. The Chair of each Committee shall be responsible for establishing the agenda, and for distributing it

at least two days prior to any meeting to the members of the Committee.

19. Committee members shall ensure work of the committee will be continuous throughout the year

and meet their responsibilities.

20. Review periodically the mandate, composition, processes and approval criteria and make such

recommendations to the Standing Committee on Nominations as may be appropriate.

21. Administrative support for each Committee shall be assigned by the Faculty Divisional Business

Manager.

22. Standing and Sub-Committee annual reports are due March 31st.


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Faculty of Community & Health Studies Standing Committee on Nominations

Mandate The Faculty Standing Committee on Nominations serves to support, promote and coordinate the population of CAHS FOH standing, subcommittees and governance committees.

Responsibilities 1. Advise Council on matters related to elections, including timelines for nominations, elections and

appointments as required to meet the needs of the FoW (Faculty Meetings), Council as well as standing and sub-committees

2. Ensure nominations are made for all elections for Council 3. Conduct and oversee elections for vacancies on Council and standing and sub-committees 4. Recommend members to serve on Council, standing, sub-committees and governance committees

as needed 5. Advise Council on procedures for the recommendation and selection of Faculty Meeting

representatives for university committees, and oversee processes as required by Council 6. Establish such sub-committees as required to meet the committee’s requirements 7. Maintain database of membership (including non-teaching semester) 8. Provide an annual written report, due March 31st to Council on the work, operations and decisions

of Nominations Committee

Membership

Voting Members (7) 4 members of the FoW (Faculty Meeting)

Committee Chair

Dean or Associate Dean

Vice-Chair, Council

the representative from the Faculty to the Senate Nominating Committee (if applicable) (+1)

Ex Officio Non-Voting Members (1) 1 student representative, approved by Standing Committee on Nominations

Terms of Office Faculty: 3 years

Students: 1 year

Quorum Minimum of 50% plus one A majority of the current voting committee members

Meetings Minimum of 6 meetings per year (on-site/electronic/teleconference) or at the call of the chair One Friday per month, as needed


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Faculty of Community & Health Studies Standing Committee on Curriculum

Mandate The Faculty Standing Committee on Curriculum serves to support, promote and coordinate the curricula of all CAHS FOH programs.

Responsibilities 1. Exercise the delegated authority Council to receive, review and approve all curricula offered for

credit by the programs, and to recommend curriculum to Senate and its appropriate Standing Committees and/or Council for approval

2. Periodically review and revise curricular and program components, including, but not limited to, prerequisite structures, class format, credit assignment, learning outcomes, learning activities, assessment models, prior learning assessment processes, and admission requirements, and make recommendations to Council as appropriate

3. Ensure that all curricula developed within the Faculty conforms to University policies and procedures

4. Ensure appropriate consultation for courses that will be seeking articulation 5. Receive and review Program Concepts and Full Program Proposals (or equivalent submissions for

degree and non-degree programs) in conjunction with Council and the Faculty Standing Committee on Academic Planning and Priorities/Budget (AP&P/B), and report outcomes to Council

6. Receive and review program revisions for degree and non-degree programs and report to Council 7. Review external recommendations for licensing, recognition and accreditation 8. Review and recommend changes to curricular materials for the approval process 9. Track curricular changes 10. Review external programs going through the degree quality assessment boards as appropriate. 11. Select one member of the Curriculum Committee to represent the Faculty at KPU Senate

Subcommittee on Course Curriculum (SCC) 12. Consult with KPU committees and standing committees of the Faculty 13. Provide an annual written report to Council, due March 31st, on the work, operations and decisions

Membership Voting Members (10) Program/Curriculum Coordinators from each program

at least one Council member


Ex Officio Non-Voting Members (3) Registrar (or designate)

Educational Advisor

1 student representative, approved by Standing Committee on Nominations

Terms of Office Faculty: 3 years


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Students: 1 year


Meetings Minimum of 6 meetings per year or at the call of the Chair


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Faculty of Community & Health Studies Standing Committee on Academic Planning and

Priorities/Budget

Mandate The Faculty Standing Committee on Academic Planning and Priorities/Budget (AP&P/B) serves to support the Faculty on matters relating to vision, support and development of the Faculty programs, fiscal policy, processes, allocations and implications.

Responsibilities 1. Advise in regards to the mission statement and the educational goals, objectives, strategies and

priorities of the Faculty 2. Recommend the establishment, revision or discontinuance of educational programs and other

curricular changes 3. Recommend priorities for implementation of new programs leading to certificates, diplomas and

degrees 4. Provide information and evidence for Council’s role in fiscal decision making 5. Identify potential implications for various initiatives and budgetary decisions 6. Identify and suggest funding opportunities for new initiatives and community partnerships 7. Review and develop academic budget priorities, major capital plans, and recommends funding

allocations to Council 8. Develop consultation and communication strategies related to budgetary matters 9. Suggest policies and processes for the development, review, implementation and communication of

educational plans that support the priorities of the Faculty 10. Review internal and external recommendations and Action Plans pertaining to the Faculty program

reviews 11. Establish such subcommittees as needed to fulfill the Committee's responsibilities 12. Other duties as assigned by Council 13. Consult with KPU committees and Standing Committees of the Faculty 14. Provide an annual written report to Council, due March 31st, on the work, operations and decisions

Membership Voting Members (11) 2 degree program representatives from different programs

2 non-degree program representatives from different programs

2 additional members of Council

the representative from the Faculty to the Senate Standing Committee on Budget

the representative from the Faculty to the Senate Standing Committee on Academic Planning & Priorities

Chair of Council


Divisional Business Manager

Ex Officio Non-Voting Members (2) 1 of the elected Senators representing the Faculty


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1 student representative approved by the Standing Committee on Nominations

Terms of Office Faculty: 3 year and 2 year

Students: 1 year




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Faculty of Community & Health Studies

Standing Committee on International/Global Education

Mandate The Faculty Standing Committee on International/Global Education serves to support, promote and coordinate opportunities for international and global education by: 1. facilitating mobility of faculty/students 2. globalizing the curriculum by integrating international knowledge and scholarship 3. evaluating requests for international travel and placements 4. aligning CAHS FOH international activities with the overall KPU direction

Responsibilities 1. Promote reciprocal learning opportunities that foster the growth of the global community 2. Develop and sustain international/global learning opportunities 3. Support, promote and guide the globalization (international knowledge and scholarship integration)

of curriculum 4. Foster and develop partnerships in conjunction with the Office of International Students and

Scholars (OISS) 5. Establish guidelines to examine, prioritize and ensure appropriate resources for international travel

and placement requests 6. Promote experiences to share expertise and knowledge 7. Develop expertise in relation to global health 8. Explore funding opportunities 9. Create a database for past, current, and future international activities 10. Consult and engage with community stakeholders as needed 11. Consult with KPU committees and Standing Committees of the Faculty 12. Provide an annual written report to Faculty Council, due March 31st, on the work, operations and

decisions

Membership Voting Members (8) 5 program representatives from different programs

2 members FoW (Faculty Meeting)


Ex Officio Non-Voting Members (5) Member OISS

CAHS FOH Placement Facilitator

1 student representative approved by the Standing Committee on Nominations

2 additional students from different programs. Representatives approved by the Standing

Committee on Nominations

Terms of Office


2/26/14 18

Faculty: 3 years

Students: 1 year




2/26/14 19

Faculty of Community & Health Studies Standing Committee on Research & Scholarship

Mandate The Faculty Standing Committee on Research and Scholarship serves to support, promote and coordinate research and scholarship* in all Faculty programs.

Responsibilities 1. Encourage the establishment of a culture that supports scholarly activities

1.1. Provide opportunities for faculty members to develop a Research and Scholarship career plan 1.2. Provide notification of conferences, research opportunities and funding possibilities to faculty 1.3. Support development of Aboriginal and International research and scholarship at the institution 1.4. Develop and maintain a database of Faculty research activities/involvement (past, present and

future) 2. Support the development of internal and external research and scholarship networks

External: 2.1. Facilitate opportunities for faculty to meet with external researchers to encourage

collaborative research and scholarly projects 2.2. Support faculty sponsors for visiting scholars 2.3. Contribute to Faculty newsletter to share activities with community 2.4. Encourage dissemination of research and scholarship

Internal: 2.5. Foster interdisciplinary research and scholarship throughout the institution 2.6. Promote evidence-based teaching and learning 2.7. Promote student engagement in research and scholarship 2.8. Ensure alignment between institutional and Faculty research and scholarship goals 2.9. Review and provide strategic direction on research programming

3. Provide support for successful grant applications

3.1. Advocate for access to professional grant writers 3.2. Facilitate the provision of educational sessions 3.3. Provide internal peer review to support application development

4. Develop, implement and review guidelines for Faculty for research and scholarship funding, for

example, but not limited to:

Office of Research and Scholarship (ORS) applications

.6 PD funds

Faculty Education Leave requests

Research Ethics Board (REB) applications

Requests for external funding

Requests for CAHS FOH funding (R&S Committee)


2/26/14 20

5. Provide an annual written report to Faculty Council, due March 31st, on the work, operations and decisions

6. Celebrate research and scholarship 6.1. Provide opportunities for faculty and students to present their research and scholarship

7. As necessary, consult with KPU committees (ORS) and Standing Committees of Faculty

Members Voting Members (8) 3 degree program representatives

3 non-degree program representatives

1 representative from FoW (Faculty)


Ex Officio Non-voting Members (2) 1 representative from the ORS

1 student representative, approved by the Standing Committee on Nominations

Term of Office Faculty: 3 years

Students: 1 year



* Boyer Model of Scholarship: discovery, integration, application and teaching


2/26/14 21

Faculty of Community & Health Studies Standing Committee on Learning Innovation in Teaching and

Education (LITE)

Terms of Reference The Faculty Standing Committee on Learning Innovation in Teaching and Education (LITE) serves to support, promote and coordinate opportunities for innovation in teaching through the use of technology and innovative resources by:

1. facilitating innovation discussions, planning and resource development 2. spearheading trials of new innovations 3. evaluating requests for technological acquisitions 4. aligning CAHS FOH innovative activities with the overall KPU mandate

Responsibilities 1. Promote best use of current innovative and technological resources 2. Develop and sustain innovative trials and orientations 3. Foster and develop partnerships in conjunction with IET and other departments using innovative

resources and technologies 4. Establish guidelines to examine, prioritize and ensure appropriate resources for innovation and

technology in teaching 5. Promote experiences to share expertise and knowledge 6. Develop expertise in relation to teaching innovation and technologies 7. Explore funding opportunities 8. Consult and engage with community stakeholders as needed 9. Consult with KPU committees and Standing Committees of the Faculty 10. Provide an annual written report to Council, due March 31st, on the work, operations and

decisions of the committee 11. Make recommendations related to CAHS FOH innovative teaching expenditures

Membership

Voting Members (6) 4 program representatives from different programs

Committee Chair


Ex Officio Non-Voting Members (3) Vice-Provost, Teaching and Learning or designate

IET – Chief Information Officer

Learning Technologies, Manager

Non-CAHS Faculty Expert

Terms of Office 3 years


2/26/14 22


Meetings Members must attend a minimum of 6 meetings per year, or at the call of the Chair


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Electronic Voting for Senate and Faculties Robert’s Rules on conducting votes by e-mail:

- Must be authorized in the bylaws; and - There are special rules in place to govern e-mail voting

Action Required: Revise Senate and Faculty Bylaws to include authorization to conduct votes by

e-mail Draft Rules for the Conduct of Voting by Electronic Means Note: The intention is to try this bylaw for one year and re-visit the percentage of the response rate and majority to pass a motion.

Revision to Senate Bylaws

Add new 2.13 Alternative Voting Procedures

A vote by written resolution (through e-mail voting) may be called if required in order to deal with a

matter outside of a regularly scheduled Senate meeting, at the determination of the Chair or Vice Chair

of Senate. The items in question, in the view of the Chair, should not be controversial and do not

require extensive background and explanation. A resolution approved by electronic mail ballot shall

have the same force and effect as if passed at a regularly constituted meeting of Senate. The e-mail

address used will be either the standard KPU address or one provided by individual Senate members /

Committee members. The regulations for e-mail votes by the Senate are as follows:

a. The e-mail motion will be sent to all voting members.

b. Decisions by e-mail votes shall require a three quarters (75%) return of responses and a two

thirds (66.6%) majority of those voting. Abstentions and holds will be counted in the

determination of response rate, but are not counted as votes cast.

c. A minimum of three business days from the date of e-mailing shall be allowed to complete the

poll.

d. Decisions made by the Senate by e-mail are deemed valid and approved. Results will be

announced by e-mail and documented by the University Secretary in the official record of the

Senate.

e. Standing Committee decisions by e-mail will be recommended to the Senate for approval at its

next meeting.

f. Motions requiring a secret ballot will not be approved by e-mail balloting.

g. E-mail balloting will be facilitated by the University Secretariat / Governance & Policy.

Note:

Ratification votes shall be allowed for matters that have been thoroughly discussed in person.


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Rules for the Conduct of Voting by Electronic Means

1. A minimum of three business days’ notice shall be provided to all participants via e-mail by the

University Secretary or designate. Such notice shall include:

a. The subject line (or equivalent) stating “Senate (Senate Committee) Motion for

Consideration”

b. The motion and supporting documentation for the e-vote

c. Date and timeframe

d. Deadline for return of ballots

2. A second is not necessary for the motion to be considered.

3. If more than one main motion needs to be considered, each main motion will be sent in

separate e-mails, with the subject line noting the motion number (e.g. Motion #1, Motion #2,

etc.)

4. The following voting responses will be offered:

a. Approve

b. Reject

c. Abstain

d. Hold / Yes (see definitions below)

e. Hold / No

d.f. Hold / Abstain

5. If 10 one third of voting members of Senate (three of a Senate Committee) respond with “Hold”,

the e-mail vote will be abandoned and the motion will be considered at the next Senate

(Committee) Meeting.

6. A “confirm read” instruction will be included with the sent e-mail ballot.

7. Polls distributed via electronic mail must be returned via electronic mail to the specified

electronic mail address included on the announcement of motion.

8. Once the deadline for return of ballots has passed, a follow-up message will be sent confirming

whether the motion was carried (or not) and the decision will be recorded in the minutes of the

next Senate (Committee) meeting.

HOLD: If this option is chosen, it indicates that the voter thinks the matter requires further discussion

and needs to be discussed and voted on at a face-to-face meeting. The various “Hold” choices indicate

the following:

Hold / Yes: If one third of voting members do not indicate “Hold”, your response will be counted as a

“Yes”

Hold / No: If one third of voting members do not indicate “Hold”, your response will be counted as a

“No”

Hold / Abstain: If one third of voting members do not indicate “Hold”, your response will be counted as

an abstention.


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Sample E-mail:

Background:

Recommendation:

<insert>

Process: This process is consistent with Senate Bylaw 2.13, which states:

Insert Bylaw

Senators are asked to respond to this e-mail by clicking on the “VOTE” button located at the top left

hand side of the screen confirming:

1. Your agreement to participate in an electronic vote; and,

2. Response to options re voting on the recommendation noted above.

Note: If your e-mail program does not support the “voting function”, please send a REPLY e-mail

message with your response.

3. The first electronic vote or reply email in favour of the recommendation will be the mover.

4. Votes will be cast using the “APPROVE”, “REJECT”, “ABSTAIN”, or “HOLD” buttons, located at the

top left hand side of the e-mail message. After clicking the button you will see a prompt

allowing for an opportunity to edit the response before sending in your vote. Once you are

satisfied with your response, click on SEND.

5. If your e-mail program does not support the voting function, just send a “REPLY” e-mail message

with your vote.

6. Responses should be sent in no later than (time/date).

7. Once all the responses have been received, a follow-up message will be sent confirming

whether the motion was carried (or not).

8. The decision will be recorded in the next Senate (Committee) meeting minutes.

Thank you.
