AGENDA for the University of the Fraser Valley SENATE GOVERNANCE COMMITTEE June 16, :30 pm Abbotsford Campus, Room C1429

Transcription

1 AGENDA for the University of the Fraser Valley SENATE GOVERNANCE COMMITTEE June 16, :30 pm Abbotsford Campus, Room C1429 Page 1 CALL TO ORDER 2 ADOPTION OF CONSENT ITEMS Consent Items Agenda, Minutes, THAT the Senate Governance Committee adopt the following consent items, as presented: Agenda, Minutes, DECISION ITEMS Recommended Revisions to the Academic Planning & Priorities Committee Terms of Reference and Membership Composition 4 DISCUSSION ITEMS UFV Awards Committee request 42 Policy on recording committee meetings - request from the June 5, 2015 Senate meeting 5 INFORMATION ITEMS Policies recommended to Senate and for consultation 6 ADJOURNMENT and NEXT MEETING 7 IN-CAMERA SESSION - Agenda under separate cover Page 1 of 22

2 AGENDA ITEM # 21 Minutes for the University of Fraser Valley SENATE GOVERNANCE COMMITTEE May 19, 2015 Abbotsford Campus - Room C1429 PRESENT: Maria Bos-Chan, Sue Brigden, Mark Brosinski, Peter Geller, Gerry Palmer (Chair), Teresa Piper, Al Wiseman REGRETS: Dan Harris, Greg St Hilaire, Priya Sharma 1 CALL TO ORDER The meeting was called to order at 2:40 pm, with Gerry Palmer in the Chair 2 ADOPTION OF CONSENT ITEMS 21 Consent Items Agenda, May 19, 2015 Minutes, April 21, 2015 MOTION: THAT the Senate Governance Committee adopt the following consent items, as presented: Agenda, May 19, 2015 Minutes, April 21, 2015 S Brigden/M Brosinski CARRIED 3 DECISION ITEMS 31 Review of the Senate Research Committee MOTION: THAT the Senate Governance Committee recommend to Senate that the threeyear review of the Senate Research Committee s terms of reference and membership composition is complete, with no recommendations for revisions and that the approval date on SRC s terms be revised to M Brosinski/S Brigden CARRIED 32 Review of the Senate Awards and Honours Committee MOTION: THAT the Senate Governance Committee recommend to Senate the revisions proposed by the Senate Awards and Honours Committee to its terms of reference as well as the additional revisions proposed by the Senate Governance subcommittee on Terms and Composition Further, that the approval date on SAHC s terms be revised to Consent Items Agenda, Minutes, Page 2 of 22

3 AGENDA ITEM # 21 SGC May 19, 2015 M Brosinski/S Brigden CARRIED 33 Future Senate meetings and next steps SGC will pick four topics and presenters to have lined up based on the size of the Senate agenda It was recommended addressing the governance topic at the orientation meeting in September It was suggested to have 4 or 5 people address an issue or topic on governance and the role and responsibilities of Senate at the beginning of the meeting (3-5 min each speaker) Ensure that the presentations are kept at a level that is meaningful for existing and new Senators After the presentations, could ask Senators to identify other topics for future meetings on the topic of governance 4 INFORMATION ITEMS 41 Policies recommended for review 5 ADJOURNMENT and NEXT MEETING It was moved and seconded to adjourn the public session at 3:07 pm The next Senate Governance Committee meeting is on June 16, 2015 on the Abbotsford campus, Room C IN-CAMERA SESSION - Agenda under separate cover Consent Items Agenda, Minutes, Page 3 of 22

4 AGENDA ITEM # 31 MEMORANDUM To: Gerry Palmer, Chair, Senate Governance Committee From: Mark Brosinski, Chair, Senate Governance Committee Subcommittee on Terms and Composition Date: June 2, 2015 Re: Three-Year Review of Standing Committees of Senate Recommended Revisions to the Academic Planning & Priorities Committee Terms of Reference and Membership Composition At its June 2, 2015 meeting, the Senate Governance subcommittee on Terms and Composition continued its review of the Academic Planning and Priorities Committee s terms of reference and membership composition and proposed further revisions and recommendations, as follows The proposed terms of reference and membership composition being presented to SGC incorporate all changes recommended by the subcommittee, including those below Membership Composition THAT the Director of Teaching and Learning membership be retained, in its current officio, non-voting capacity; THAT the Director of International Education membership be retained, in its current ex officio, non-voting capacity; Terms of Reference THAT Term number four be revised as follows: Advise Senate on the establishment, revision, or discontinuance of academic faculties, schools, divisions, and departments of the university THAT Term number six be revised as follows: Advise Senate on the policies and procedures relating to the library and resource centres establishment, revision, or discontinuance of centres, institutes, chairs, professorships, and fellowships THAT SGC request that APPC identify what resource centres are referenced to in term number four; THAT SGC recommend that the question of resource centres be brought to the joint Board/Senate Committee for discussion; Recommended Revisions to the Academic Planning & Priorities Page 4 of 22

5 AGENDA ITEM # 31 THAT SGC make a recommendation to SRC to consider being responsible for the establishment, revision, or discontinuance of research centres, institutes, chairs, professorships, and fellowships Consultation THAT when SGC finalizes its revisions recommendations to APPC s terms of reference and membership composition, the standing committees referred to in the recommendations (APPC and SRC) be consulted before moving forward(term 6 to the joint Board/Senate Committee and Term 4 to Senate) Page 2 Recommended Revisions to the Academic Planning & Priorities Page 5 of 22

6 AGENDA ITEM # 31 ACADEMIC PLANNING AND PRIORITIES COMMITTEE TERMS OF REFERENCE 1 Advise Senate on the mission, goals, objectives, strategies, and priorities of the university Following consultation with relevant standing committees and areas of the university, as deemed appropriate by the Academic Planning and Priorities Committee: 1 Advise Senate on the mission, goals, objectives, strategies, and priorities of the university 2, aadvise Senate on the establishment, revision or discontinuance of educational programs and advise Senate on and other curricular changes requiring Senate approval, including program changes that occasion a change to the alignment of programs with institutional priorities * 3 Following consultation with relevant standing committees, as deemed appropriate by the Academic Planning and Priorities Committee, Aadvise Senate on the development of and priorities for the implementation of new programs leading to certificates, diplomas, and degrees 4 Following consultation with relevant standing committees, as deemed appropriate by the Academic Planning and Priorities Committee, aadvise Senate on the establishment, revision, or discontinuance of academic faculties, schools, divisions, and departments of the university 5 Following consultation with relevant standing committees, as deemed appropriate by the Academic Planning and Priorities Committee, aadvise Senate on the number of students that may be accommodated in the university and the development and review of policies and procedures for managing enrolments in educational programs and courses 6 Following consultation with relevant standing committees, as deemed appropriate by the Academic Planning and Priorities Committee, aadvise Senate on the policies and procedures relating to the library and resource centresestablishment, revision, or discontinuance of centres, institutes, chairs, professorships, and fellowships 7 Following consultation with relevant standing committees, as deemed appropriate by the Academic Planning and Priorities Committee, review and aadvise Senate on policy and procedures related to affiliation, articulation, partnerships, and other contractual agreements with post-secondary institutions and other organizations 8 Following consultation with relevant standing committees, as deemed appropriate by the Academic Planning and Priorities Committee, aadvise Senate on policies and processes for the development, review, implementation, and communication of educational plans that support the priorities of the university Formatted: Indent: Left: 0 cm, First line: 0 cm, Tab stops: 0 cm, Left + Not at 075 cm Revised terms of reference and membership approved at Senate Proposed Revisions SG subcttee on terms and comp June 2/15 Recommended Revisions to the Academic Planning & Priorities Page 6 of 22

7 AGENDA ITEM # 31 9 Following consultation with relevant standing committees, as deemed appropriate by the Academic Planning and Priorities Committee, aadvise the Budget Committee of Senate on the academic priorities for the allocation of funds 10 Following consultation with relevant standing committees, as deemed appropriate by the Academic Planning and Priorities Committee, aadvise Senate on policy and procedures for the systematic review of courses, programs, and educational services 11 Review the reports and recommendations of program reviews/evaluations and advise Senate on actions 12 Establish such subcommittees as needed to fulfill the committee s responsibilities 13 Other duties as assigned by Senate 14 Provide annual written reports to Senate Revised terms of reference and membership approved at Senate Proposed Revisions SG subcttee on terms and comp June 2/15 Recommended Revisions to the Academic Planning & Priorities Page 7 of 22

8 AGENDA ITEM # 31 COMPOSITION Chair: Provost and Vice-President, Academic (ex officio, voting) Vice-Chair: A voting member of the committee, nominated and approved by the committee Voting Members: Vice-Chair of Senate Chairs or designate vice chairsone appointed member fromof the following standing committees of Senate: Budget, Undergraduate Education, Graduate Studies, and Research, and Governance Seven faculty members, approved by Senate, at least four of whom shall be members of Senate * Two staff members, one of whom shall be an academic advisor, approved by Senate Two undergraduate undergraduate students approved by Senate One graduate students approved by Senate One graduate student approved by Senate Two deans or associate deans approved by Senate Ex Officio Non-Voting Members: Associate Vice-President, Employee Services (or designate) Associate Vice-President, Research, Engagement, and Graduate Studies (or designate) Director, Teaching and Learning Director, Teaching and Learning Executive Director, International Education Executive Director, International Education Director, Enrolment Management Vice-Provost and Associate Vice-President, Academic Senior Advisor on Indigenous Affairs Director, Enrolment Management Associate Vice-President, Institutional Research and Planning University Librarian (or designated Librarian) University Secretary/Registrar (or designate) Program Development Coordinator Administrative Support: Office of the Provost and VP Academic * Normally, there shall be at least one member from each of the faculties, selected to ensure that the composition of the committee reflects the diversity of disciplines at the university Formatted: Strikethrough Formatted: List Paragraph, Add space between paragraphs of the same style, Bulleted + Level: 1 + Aligned at: 063 cm + Indent at: 127 cm Formatted: Font color: Black, Strikethrough Formatted: Tab stops: 14 cm, Left Formatted: Strikethrough Formatted: Strikethrough Formatted: Strikethrough Formatted: Outline numbered + Level: 1 + Numbering Style: Bullet + Aligned at: 063 cm + Tab after: 127 cm + Indent at: 127 cm Formatted: Font: Not Italic, No underline Formatted: Indent: Left: 127 cm Formatted: Outline numbered + Level: 1 + Numbering Style: Bullet + Aligned at: 063 cm + Tab after: 127 cm + Indent at: 127 cm Formatted: Strikethrough Formatted: List Paragraph, Add space between paragraphs of the same style, Bulleted + Level: 1 + Aligned at: 063 cm + Indent at: 127 cm Formatted: Font: 12 pt, Bold Formatted: Font: Bold, Strikethrough Formatted: Strikethrough Formatted: Font: 12 pt, Bold Formatted: No underline, Font color: Black, Strikethrough Formatted: List Paragraph, Add space between paragraphs of the same style, Outline numbered + Level: 1 + Numbering Style: Bullet + Aligned at: 063 cm + Tab after: 127 cm + Indent at: 127 cm Formatted: Font color: Black, Strikethrough Formatted: Font: Bold, Underline, Font color: Dark Red Formatted: List Paragraph, Add space between paragraphs of the same style Formatted: Font: Bold, Font color: Dark Red Formatted: Font: Bold, Underline, Font color: Dark Red Formatted: Font color: Black Revised terms of reference and membership approved at Senate Proposed Revisions SG subcttee on terms and comp June 2/15 Recommended Revisions to the Academic Planning & Priorities Page 8 of 22

9 AGENDA ITEM # 41 MEMO To: Board Governance Committee & Senate Governance Committee From: Christina Neigel, Interim Chair, UFV Awards Committee Date: May 15, 2015 The UFV Awards Committee is seeking clarification regarding its reporting structure Essentially, this longstanding committee: - advises and approves criteria for the allocation of scholarships, leadership/service awards and bursaries that are donor-funded; distinct and separate from Board funded scholarships and bursaries - ensures the UFV community is informed of the availability of various donor-funded awards, the selection criteria employed, and application procedures - develops and implements appropriate administrative guidelines and procedures for the implementation of donor-funded scholarships, leadership/service awards and bursaries Prior to becoming a university, this committee reported to the University College Council (UCC) Since that time, the committee has continued administering donor-funded student scholarships and leadership/service awards without a formal reporting structure Having a centralized process for managing donor-funded awards necessitates this cross-institutional committee is comprised of representatives from all instructional faculties as well as staff who participate in the management of awards This serves to ensure that criteria and disbursement of these awards serves the best-interests of UFV students while building and maintaining positive relations with external donors Therefore, the UFV Awards Committee: requests the Board Governance Committee and Governance Committee of the Senate determine to whom the UFV Awards Committee should report Respectfully Submitted, Christina Neigel, Interim Chair UFV Awards Committee UFV Awards Committee request Page 9 of 22

10 AGENDA ITEM # 41 NUMBER 76 APPROVAL DATE LAST AMENDMENT LAST REVIEWED NEXT REVIEW DATE STUDENT AWARDS Approval Authority Responsible Executive Related Policies / Legislation President Vice President, Students Board policy direction Student Services, Student Activities and Associations (BPD-230) University Act, s 27 (2)(k) DEFINITIONS In this policy, the following definition applies: Scholarships are based on merit and criteria as determined by the donor, in contrast to Bursaries, which are based on financial need POLICY UFV provides scholarships and bursaries to a variety of deserving students each year REGULATIONS Scholarship recipients are selected by the UFV Awards committee or their delegates, as set out by its terms of reference Bursary recipients are determined by the Student Financial Aid Services department Guidelines and procedures related to UFV scholarships will be established by the UFV Awards committee under the terms approved by the Senate In the matter of UFV sponsored, tuition waiver entrance scholarships, the UFV Board of Governors in keeping with their understanding with the community will determine the specific high schools which qualify for these awards Student Awards (76) Page 1 of 2 UFV Awards Committee request Page 10 of 22

11 AGENDA ITEM # 41 APPENDICES UFV AWARDS COMMITTEE TERMS OF REFERENCE The UFV Awards Committee, with the authority as delegated by the Senate, will take responsibility for the proper allocation of student awards and scholarships The Committee is not responsible for bursaries DUTIES 1 To develop and revise as necessary criteria for the allocation of UFV awards, including scholarships and other merit awards 2 To ensure the UFV community is informed of the availability of various awards, the selection criteria employed and application procedures 3 To conduct a yearly evaluation of the awards selection process and criteria 4 To develop new awards and scholarships where necessary 5 To receive applications and nominations for awards and to select successful candidates according to criteria established 6 To develop and implement appropriate administrative policies, regulations, and procedures with regard to awards MEMBERSHIP CHAIRPERSON One representative from each of the three Instructional Faculties and one representative from Trades and Technology (4 total) One representative of Student Services One representative of Community Relations & Development One representative of the Senate One representative of the Student Union Society One representative of Finance and Administration or Employee Relations Two members at large Elected by the committee in September for one year TERMS OF OFFICE Committee members will serve for two years, with selection in September No limit to number of terms served Student Awards (76) Page 2 of 2 UFV Awards Committee request Page 11 of 22

12 AGENDA ITEM # 41 SENATE AWARDS AND HONOURS COMMITTEE TERMS OF REFERENCE 1 The Senate Honours and Awards Committee advises Senate on the procedures for award application, adjudication, and decision It further ensures that the criteria used to decide on awards and honours is clear, demonstrable, and measurable 2 The central responsibilities of the SHAC are to advise Senate on the criteria and procedures for: a Academic awards, honourary recognition, and other awards as directed by Senate; b Awards stipulated in the Board policy on Academic Excellence Awards (BRP 23503); and c honourary degrees The Senate Awards and Honours Committee will: 3 Consult with relevant senate committees and/or other groups as needed and appropriate for any given award, including the UFV Student Awards Committee 4 Ensure the appropriate expertise and/or representation is in place for the award administration and decision-making process 5 From time to time, review the UFV forms of recognition and make recommendations to Senate and to the Board for changes regarding awards 6 Provide an annual written report to Senate 7 Perform other duties, as defined by Senate 8 Meet as needed, with a minimum of three meetings per year Terms of Reference and Membership Composition Approved at Senate Senate review complete, with revisions approved by Senate UFV Awards Committee request Page 12 of 22

13 AGENDA ITEM # 41 COMPOSITION Chair: To be elected annually from the membership for a one-year term Vice-Chair: A voting member to be elected annually from the membership for a one-year term Voting Members: Provost & Vice-President, Academic (or designate) (ex officio) Five faculty members, approved by Senate, at least one of whom shall be a member of Senate* One dean or associate dean approved by Senate One staff approved by Senate Two students, one of whom shall be a senator Vice President, Students (or designate) (ex officio) Non-Voting Member University Secretary and Registrar (ex officio) Administrative Support University Secretariat office * Normally, there shall be at least one member from each of the faculties, selected to ensure that the composition of the committee reflects the diversity of disciplines at the university Terms of Reference and Membership Composition Approved at Senate Senate review complete, with revisions approved by Senate UFV Awards Committee request Page 13 of 22

14 AGENDA ITEM # 51 MEMORANDUM To: Gerry Palmer, Chair, Senate Governance Committee From: SGC policy subcommittee Date: April 21, 2015 Re: Information item - policies recommended to Senate and for consultation At its June 4, 2015 meeting, the SGC policy subcommittee reviewed the supporting information, and is satisfied broad consultation has occurred for Course Audit (18) policy The SGC policy subcommittee will be recommending these policies to Senate for approval on behalf of SGC Further, the SGC policy subcommittee reviewed requests to review the following policies: Undergraduate Continuance (92) English Language Proficiency Requirement (99) The SGC policy subcommittee has identified a proponent and determined consultation Policies recommended to Senate and for consultation Page 14 of 22

15 AGENDA ITEM # 51 MEMO To: From: Senate Governance committee Elaine Harris, University Secretariat Date: 11/06/2015 Re: Feedback from consultation - Course Audit policy (108) Summary of the policy revisions: The policy was revised in 2009 after extensive consultation This time, only one significant change is proposed, to give priority for seats to students taking courses for credit to facilitate students completing credentials Such priority is given at 12 of 18 institutions surveyed (see attached Research document) OReg will develop procedures/guidelines to support the accommodation of credit students before audit registrations are processed The following policy regulations are comparable to many other institutions and were not changed: 1 The deadline to register for audit or to switch to audit is 30% course duration, which coincides with the deadline to withdraw without a W grade 2 Students are permitted to switch from credit to audit provided they meet the criteria for audit approval 3 The requirement that a student attend and participate to the degree specified by the instructor to obtain an AU (Audit) grade If the audit expectations are not met, the grade AN (Audit expectations not met) is assigned as per Grading System policy Feedback from the consultation The wide consultation requested by the SGC policy subcommittee was completed May 22 Three responses were received during wide consultation, as follows: 1 A representative of SUS indicated support for the revisions, but asked that the changes be clearly communicated to students ahead of registration 2 One instructor asked what the minimum attendance requirement should be This was left to the individual instructor in the current policy and no change was made While this could result in inconsistencies, the instructor seems the best person to determine requirements appropriate to the specific course offering 3 One department head was concerned that requiring a student to be admitted to a program meant general interst students could not register for audit The intention was just to alert students that they had to be admitted and eligible to register for the semester, regardless of whether they were pursuing a specific program The phrase to a program was removed from the final draft to avoid confusion A final draft is attached for approval, along with the Course Audit Research document, and the current policy 1 Policies recommended to Senate and for consultation Page 15 of 22

16 AGENDA ITEM # 51 NUMBER 108 APPROVAL DATE LAST AMENDMENT LAST REVIEWED NEXT REVIEW DATE COURSE AUDIT Approval Authority Responsible Executive Senate Provost and Vice-President, Academic Related Policies / Legislation Course Withdrawal (81) Grading System (101) PURPOSE This policy is to establish principles and criteria for auditing courses at the University of the Fraser Valley SCOPE This policy applies to students who wish to attend a course but not receive credit for it DEFINITIONS In this policy, the following definitions apply: Audit: Enrolment in a course that permits a student to attend without being evaluated for credit Auditor: A student who is registered to audit a course POLICY The University of the Fraser Valley (UFV) values learning to enhance skills and knowledge and to enrich students and society as a whole Auditing provides an opportunity for a student to attend a course without being evaluated for credit While UFV gives registration priority to students taking courses for credit towards credentials, students may register to audit courses subject to permission of the instructor and availability of seats A minimum amount of attendance and participation, as determined by the instructor, is expected for course audits At the end of the course, a grade is assigned to indicate whether the audit was successfully completed REGULATIONS Students taking a course for credit will be given first priority to register for seats in courses The Office of the Registrar will establish guidelines to ensure credit students have been accommodated before audit registrations are approved Audit registration Students wishing to audit a course must be admitted and eligible to register at UFV for the Course Audit (108) Page 1 of 2 Policies recommended to Senate and for consultation Page 16 of 22

17 AGENDA ITEM # 51 semester Auditors are expected to meet any prerequisites and co-requisites for the course If seats are available after credit students have been accommodated, permission to audit may be given at the discretion of the course instructor For graduate level courses, approval by the graduate program committee chair and the senior supervisor is also required Prior to giving a student permission to audit, the instructor must specify in writing the expectations for attendance and participation for a successful audit If a student is registered to take a course for credit and wishes to change to audit status, he or she must withdraw from the course under the rules for course withdrawal and seek permission to re-register as an auditor under the conditions stated above When a student is granted permission to audit, the student must register for course audit through the Office of the Registrar no later than 30% of the course duration Regular course fees, including late registration fees if applicable, apply Audited courses cannot be used as prerequisites or co-requisites for other courses If a student wishes to withdraw from an audited course, regular course withdrawal deadlines and processes apply Audit grades In accordance with the Grading System policy, the grade AU (Audit) is recorded on the student s permanent record when the student has met the attendance/participation requirements specified by the instructor When an auditor has not met the expectations for a successful audit, the grade AN (Audit expectations not met) will be assigned Audited courses appear on the transcript but the student receives no credit, the courses do not apply towards any credential, and audit grades are not included in the GPA calculation Course Audit (108) Page 2 of 2 Policies recommended to Senate and for consultation Page 17 of 22

18 AGENDA ITEM # 51 POLICY REQUEST FORM Request for a New Policy, Deletion or Modification of an Existing Policy Click on highlighted areas to enter text CONTACT INFORMATION (required) Requester: Darren Francis/Elaine Harris Date: June 1, 2015 Department: OReg Phone: darrenfrancis@ufvca POLICY INFORMATION Nature of Request: Modification of existing policy Policy Category: Academic ( Policy Name: Undergraduate Continuance Policy Number: 92 (Please provide a working title when requesting a new policy) (For existing policies only) RATIONALE/CONTEXT/HISTORY Describe in detail why a new policy, modification, or deletion of an existing policy is required Provide as much specific information as you can, including: If a new policy, describe the issues that have led to the need for a policy If a modification or deletion of an existing policy, describe the issues that have arisen to justify the need for revisions or deletion Cite relevant UFV policies, Board policy directions, external legislation, codes, etc Provide a history of the development or revision of the policy This policy has been implemented for over a year and several issues have arisen with the existing policy The checkpoints and the minimum number of credits before a student can be withdrawn are unchangedthe changes that are being proposed are to clarify and/or eliminate confusion or contradictions, to reflect implementation practices agreed upon by the implementation team, and to propose some additional changes The main changes are: 1 The scope clarifies that this policy applies to any student taking undergraduate courses that assign letter grades (this reflects current practice) and that the policy does not address specific program continuance requirements (such as a higher GPA) which will be stated in the calendar and enforced by the department 2 Checkpoints are clearly outlined and based on credits attempted that are applicable to the GPA 3 All students who are new or in good standing and drop below a 20 CGPA will have at least two semesters to improve To simplify the process and the meaning of the statuses, the sequence for all students (not just new students) will be: academic warning, academic probation, then continued on probation or required to withdraw 4 Students required to withdraw and admitted to developmental programs will be restricted to taking developmental courses (this reflects current practice) 5 The requirement for students to achieve a CGPA of 20 in two semesters after being readmitted was removed If students have had a low GPA for three semesters leading to withdrawal, and can take only 10 credits per semester on return, a 200 CGPA might be impossible to achieve in two semesters Students are re-admitted on probation, and will be allowed to continue as long as they are achieving a 20 semester GPA; otherwise they will be withdrawn 6 A progressively longer withdrawal period and more rigorous readmission process is proposed for second and third withdrawals under this policy, which is usual at other institutions The first withdrawal is two semesters and readmission is routine (no change) A second withdrawal will be for four semesters, and an educational plan required for readmission A third withdrawal would be considered somewhat permanent, UFV Policy Request Form Page 1 of 3 Policies recommended to Senate and for consultation Page 18 of 22

19 AGENDA ITEM # 51 POLICY REQUEST FORM Request for a New Policy, Deletion or Modification of an Existing Policy with readmission considered only upon appeal after at least a three year absence (three years is consistent with the absence required under the Academic Renewal policy) 7 Decisions that affect a student's ability to continue or return to UFV can be appealed but academic standing need not be appealable; there is objective criteria for these statuses and all students who meet the criteria should have the status This is consistent with most other institutions One issue for further discussion: UFV was the only institution found that routinely restricts the course load for students on warning/probation Further details can be found in the Research document Course load is not always the problem that causes students to perform poorly, and reduced course loads can hinder student's progress in their program Given the relatively short time these restrictions have been in place at UFV, no change has been made in the draft, except to allow advisors to approved exceptions However, we may want to consider whether such restrictions are necessary or desirable, or whether to encourage students to seek advising but allow them to make their own decisions PROCESS/CONSULTATION Describe the process that has been used or will be used to develop or modify the policy, including consultation that has occurred or should occur: research internal to UFV, research of other universities policies, meetings with individuals and groups, identification of best practices, etc Provide as much specific information as you can Discussed with Marlene Murray and Elaine Newman Implementation practices and advice from the implementation team were considered Policies/regulations on academic standing from about 25 other institutions were reviewed TIMING Is there time sensitivity to the development or review process for this policy? If so, please explain Yes The changes proposed make the policy more comprehensive and easier to understand and ensure that t current practices are compliant ATTACHMENTS List all attachments included with this request Draft policy Research - Academic Standing/Continuance Current policy Please form (in Word doc) and attachments to the University Secretariat (lisamcmartin@ufvca) and retain a copy for your records To revise an existing policy/procedure, contact the Secretariat office to obtain a copy for editing To create a new policy/procedure, download policy template from online at TO BE COMPLETED BY THE UNIVERSITY SECRETARIAT Recommendation: Select one Date request received: Authority: Select one Responsible Executive: Select one Proponent: If Other please specify: Committee responsible for policy development/revision: Select one If Other please specify: UFV Policy Request Form Page 2 of 3 Policies recommended to Senate and for consultation Page 19 of 22

20 AGENDA ITEM # 51 POLICY REQUEST FORM Request for a New Policy, Deletion or Modification of an Existing Policy Nature and duration of consultation required: Comments: UFV Policy Request Form Page 3 of 3 Policies recommended to Senate and for consultation Page 20 of 22

21 AGENDA ITEM # 51 POLICY REQUEST FORM Request for a New Policy, Deletion or Modification of an Existing Policy Click on highlighted areas to enter text CONTACT INFORMATION (required) Requester: Elaine Harris Date: June Department: University Secretariat Phone: elaineharris@ufvca POLICY INFORMATION Nature of Request: Modification of existing policy Policy Category: Academic ( Policy Name: English Language Proficiency Requirement Policy Number: 99 (Please provide a working title when requesting a new policy) (For existing policies only) RATIONALE/CONTEXT/HISTORY Describe in detail why a new policy, modification, or deletion of an existing policy is required Provide as much specific information as you can, including: If a new policy, describe the issues that have led to the need for a policy If a modification or deletion of an existing policy, describe the issues that have arisen to justify the need for revisions or deletion Cite relevant UFV policies, Board policy directions, external legislation, codes, etc Provide a history of the development or revision of the policy The English Language Proficiency Requirement policy is due for its five year review This policy establishes minimum language proficiency standards for admission to post-secondary programs This policy provides the framework for the language requirement at UFV, but does not include the tests and courses that meet the requirement, which are in a stand-alone list approved by Senate Although there may be interest in reviewing the English language proficiency standards, this could be done separately and need not delay approval of the revised policy Changes can be recommended by UEC of GSC to Senate The revisions are minor re-wording for the most part However, the policy is intended to apply to all postsecondary programs, but has not been enforced for CE non-credit programs and many vocational and trades programs In consultation with L Thompson, CE non-credit programs have been explicitly excluded in scope, whereas credit programs run through CE will comply Vocational programs that currently do not comply, according to the calendar, include trades programs, Hospitality and Events planning certificate, ABT, and HCA Non-compliance for vocational level programs may not cause problems because students in these programs are currently restricted from taking 100 level courses at the undergraduate level However, it is not ideal to approve a policy without attempting to resolve areas of non-compliance One solution would be to require all programs to comply in the near future, but for various reasons, that may not be practical for all these programs Two ways the policy might recognize unique needs of certain programs are: a) to exclude vocational level programs from this requirement, allowing the programs to set requirements in accordance with the needs of the program This would not be inconsistent with other similar institutions; at many (eg BCIT, KPU) the language requirements are lower than for academic programs; or b) to provide an avenue for exceptions for programs when there is a strong rationale, where there is a prescribed set of courses, and the students are not eligible to take courses in other disciplines The second option provides for individual exceptions when a special case is made, and when the decision is carefully considered, rather than on the basis of program classification Otherwise the policy would apply to UFV Policy Request Form Page 1 of 2 Policies recommended to Senate and for consultation Page 21 of 22

22 AGENDA ITEM # 51 POLICY REQUEST FORM Request for a New Policy, Deletion or Modification of an Existing Policy all post-secondary programs This option seems more in the spirit of the original policy, while offering a little flexibility, and has been included in the draft in Regulations, #1 PROCESS/CONSULTATION Describe the process that has been used or will be used to develop or modify the policy, including consultation that has occurred or should occur: research internal to UFV, research of other universities policies, meetings with individuals and groups, identification of best practices, etc Provide as much specific information as you can I have ed John English and Rolf Arnold, Hannah MacDonald, Rod McLeod, Nancy Goad and Samantha Pattridge about the issue of programs not complying with the policy and a proposed solution As yet, no specific suggstions have been received However, I have attempted to resolve this through the additional clause allowing exceptions in special cases TIMING Is there time sensitivity to the development or review process for this policy? If so, please explain No ATTACHMENTS List all attachments included with this request Draft policy Current policy Please form (in Word doc) and attachments to the University Secretariat (lisamcmartin@ufvca) and retain a copy for your records To revise an existing policy/procedure, contact the Secretariat office to obtain a copy for editing To create a new policy/procedure, download policy template from online at TO BE COMPLETED BY THE UNIVERSITY SECRETARIAT Recommendation: Select one Date request received: Authority: Select one Responsible Executive: Select one If Other please specify: Proponent: Committee responsible for policy development/revision: Select one If Other please specify: Nature and duration of consultation required: Comments: UFV Policy Request Form Page 2 of 2 Policies recommended to Senate and for consultation Page 22 of 22