University of New Brunswick JOINT MEETING OF THE SENATES. MINUTES OF MEETING 7 February 2014

Transcription

1 University of New Brunswick JOINT MEETING OF THE SENATES MINUTES OF MEETING 7 February 2014 A special joint meeting of the Fredericton and Saint John Senates was held on Friday, 7 February 2014 by video conference between the Harper Kent Auditorium on the Fredericton campus and Room 206 of Oland Hall on the Saint John campus. The President, H.E.A. Campbell, was in the Chair. Present (Fredericton Senate): Alan Adam John Ball David Bedford David Bell Amanda Benjamin J. Bruce Benton Edmund Biden ** Anne Brown Cindy Brown ++ Dawn Burke David Burns ** Christa Canitz Shirley Cleave David Coleman Jennifer Connolly A. Brian Cooke Rodney Cooper Rick Cunjak Maria Davis ++ Sarah DeVarenne + Katie Evans Patricia Evans Kim Fenwick Rice Fuller Ali Ghorbani Margaret Grant-McGivney Siobhan Hanratty Steve Heard Lloyd Henderson David Hinton Ashley Hyslop Van Lantz Brigitte Leblon David Lentz Stephen Likely Brian Lowry Robert MacKinnon ** Elizabeth Manke Julian Meng Thomas Mengel Devashis Mitra Barry Monson Carmen Poulin Lynn Randall Judy Roy Anthony Secco ** Basu Sharma Cliff Shaw Ann Sherman Ilona Shiller Lyle Skinner Cynthia Stacey Carolyn Szuter Karen Taylor John Teskey Gary Waite John Williamson Donald Wright *Also voting member of Fredericton Senate **Also voting member of Saint John Senate + Secretary of the Joint Meeting ++ Non-voting member of Fredericton Senate ^ Non-voting member of Saint John Senate

2 Joint Meeting of the Senates 2 7 February 2014 Present (Saint John Senate): Tim Alderson Mary Astorino ^ Edmund Biden * Mark Bishop Kevin Bonner David Burns * Roberta Clark Jonathan Cogger Brenda Collings David Creelman Sarah DeVarenne + Dann Downes Greg Fleet Janet Fraser ^ John Johnson Miriam Jones Lisa Keeping-Burke Karen Keiller Jim Kieffer Laurelle LeVert Robert MacKinnon * Ashley Macosky Greg Marquis Shelley Rinehart Bram Roumi Anthony Secco * Adam Smith Hayfaa Tlaiss Also Present: (in Fredericton) Laura Carr, Nursing Representive, UNBF Student Union Janis Downey, Director (Communications & Marketing) Jeffery MacNabb, Technician Julie Redstone-Lewis, Associate University Secretary William Russell, President, Law Students Society Benjamin Whitney, President, UNBF Student Union Kathy Wilson, Interim Assistant Dean, Faculty of Nursing Several other guests from the University community, fourth year Bachelor of Nursing students from Moncton, were present. (in Saint John) Nicholas Cameron, Technician Heather Campbell, Communications Officer Tracey Chiasson, Manager (Special Projects & Administration) Linda Hansen, Librarian Brenda LeBlanc, Assistant Senate Secretary 1. Approval of Agenda E. Campbell called the meeting to order noting that this was a special joint meeting of the Senates to address revisions to the Calendars of Academic Dates. He welcomed Senators and noted that quorum for the transaction of business requires a quorum in each Senate, as follows: Fredericton Senate is any fifteen members Saint John Senate is any eight members The Chair reported that quorum was met, noting that if quorum was lost in either body, the meeting would adjourn.

3 Joint Meeting of the Senates 3 7 February Approval of Agenda (cont d) E. Campbell drew members attention to the agenda. D. Hinton explained that altering the Winter Term Academic Dates made it necessary to revise the start date for Summer Term on both campuses and asked that the Senates include this item of business on the agenda. MOTION 1, 1 Benjamin/Randall That the Joint Meeting approve the agenda, as amended. 2. Adoption of Rules of Order and Procedure (posted with agenda) E. Campbell drew the meeting s attention to the Rules of Order and Procedure which were posted with the agenda. These are based on the rules of order of the Senates, with a few points of clarification specifically for the joint meeting. The intent was to parallel as closely as possible the rules that would be in place if the Senates met separately. He briefly reviewed highlights from the procedures, as follows: - The rules of order were made available to all. - A person who is a member of both Senates may vote as a member of each body (i.e. has two votes, one in respect of each Senate). - Matters which apply to only one campus, such as the Law Faculty Calendar of Dates, are to be considered for approval by the relevant Senate and are provided for information to the other Senate. - The University Secretary shall be Secretary of the Joint Meeting. In response to questions, E. Campbell indicated that he would recognise L. Carr, K. Wilson and other guests to speak to relevant issues. MOTION 2, 1 Secco/Monson That the Joint Meeting approve the adoption of the Rules of Order and Procedure, as presented. 3. Calendar of Academic Dates 3.1 Undergraduate Calendar of Academic Dates (posted with agenda) Proposal from Nursing Students (posted with agenda) Proposal from UNBF and UNBSJ Student Senators (posted with agenda) E. Campbell drew Senators attention to the proposed Academic Calendar options provided by the Registrars as well as the student suggestions, posted with the agenda.

4 Joint Meeting of the Senates 4 7 February 2014 It was suggested that the Senates first consider the particular situation of fourthyear nursing students. MOTION 3, 1 Skinner/Lowry That the Joint Meeting consider the situation of fourth-year nursing students first. Members AGREED to begin Calendar discussions by focusing on fourth-year nursing students. Senator Poulin expressed concern that the Senates had not met earlier to deal with the Calendars of Academic Dates and asked why a tentative revised Calendar was published in advance of Senate discussion. It was noted that some Calendars, such as the Law Calendar and the School of Graduate Studies Calendar were reviewed by other bodies prior to consideration by Senate and that a post-mortem of events would be conducted at a later date. Senator Burke invited, with permission of the Chair, L. Carr to speak to the fourth year student perspective. L. Carr described some of the requirements for fourth-year nursing students to successfully complete their degrees and become registered nurses, which includes the completion of a set number of clinical hours, a preceptorship and the Canadian Registered Nurse Examination (CRNE). After reviewing the proposed schedules based on the Registrar s suggested Calendar, Nursing students would only have thirteen days to prepare for the CRNE, while the national average is 49 days. She provided two options for fourth-year nursing students to provide additional study time for the CRNE. Senator Burke proposed that, after consultation with students, parents, alumni and members of the Nursing Faculty, the second option suggested by L. Carr where classes were held between 3 February and 21 March (includes teaching through reading week), followed by preceptorships between 24 March and 9 May, should be considered for approval. MOTION 3, 2 Burke/Shaw That the Joint Meeting approve the following schedule for fourth-year Nursing students on the Fredericton, Moncton and Bathurst campuses: Classes: Feb 3 March 7 (includes teaching through reading week) Preceptorship: March 10 April 25 CRNE Exam Prep: Approximately 5 ½ weeks. The Chair asked K. Wilson to comment. K. Wilson indicated that preceptorship positions were often negotiated a year in advance and that scheduling new placements would be a challenge. It was noted that curriculum for Saint John nursing students was organized differently.

5 Joint Meeting of the Senates 5 7 February 2014 Senator Burke emphasized the importance of teaching through reading week to accommodate the needs of nursing students and indicated that the Faculty of Nursing was prepared to work to achieve the timelines set out in option 2 of L. Carr s proposal. Fourth-year nursing students from the Moncton campus spoke to the financial implications of extending the term and the preceptorships, noting that some students had arranged for out-of-province preceptorships and had plane tickets, apartment rentals, etc. already in place. They noted that an extended term would affect their student loans and their ability to work in the field as they prepare for CRNEs. They indicated that they would prefer option 1 of L. Carr s proposal where classes were held from 3 February to 7 March (including teaching through reading week), followed by preceptorships between 10 March and 25 April, allowing 5 ½ weeks study for the CRNE. The Moncton students indicated that they were prepared to take on the extra workload of a compressed semester. K. Wilson expressed concern about the academic workload, in conjunction with clinical hours, and the resulting strain on mental health that option 1 might cause. Members discussed the merits of each option at length, noting that the Faculty of Nursing could come forward to Senate with an exact schedule, negotiated between students and faculty members from each campus, at a later date using the framework determined by the Senates today. Senator McEvoy suggested that the motion be amended to consider option 2 subject to the flexibility of the schedule to meet the need of each campus and that the Faculty of Nursing report back to Senate once a schedule had been determined for each campus. Senator K. Evans spoke to the wishes of the students for option 1 to be adopted. Senator Hyslop indicated that if the nursing students felt that they could handle the additional workload that would be imposed by adopting option 1, that the Senates should accommodate their wishes. Senator Burke indicated a wish to withdraw MOTION 3, 2 and redraft a motion that would accommodate option 1. The mover and seconder withdrew MOTION 3, 2 with the consent of the meeting. The Chair suggested that the Joint Meeting consider other business while Senator Burke drafted a new motion. 3.2 Calendar of Academic Dates for the Faculty of Law (posted with agenda) Senator Williamson informed Senators that the Law Faculty Council had met on 4 February to consider a revised Calendar of Dates with the input of law students. He indicated that the proposed Calendar was similar to those proposed by the Registrars, with the exception that in place of reading week, students would be given two reading days and that classes would resume on the Wednesday. Classes would end on 17 April, with the examination period spanning April. He noted that the Registrar had reviewed the proposal and did not express concerns.

6 Joint Meeting of the Senates 6 7 February Calendar of Academic Dates for the Faculty of Law (cont d) MOTION 3, 3 Williamson/Heard That the Joint meeting approve the revised Calendar of Academic Dates for the Faculty of Law. The Chair recognised W. Russell, President of the Law Students Society. W. Russell indicated that the Law Calendar of Dates was discussed with students in great detail and that it met provincial regulations. He indicated that law students felt it was more important to avoid condensing the examination period, even though it means that exams will be held on 30 April, to allow sufficient study time. He acknowledged that some students had plans for travelling, job interviews, etc. and may have to be creative with their schedules and that faculty members had indicated a willingness to exercise compassion in these instances. D. Hinton clarified that the law calendar is independent of the undergraduate calendar, but that some dates must be uniform across the board, such as the date to withdraw from classes. J. Williamson proposed a friendly amendment to MOTION 3, 3, suggesting that it be subject to change if withdrawal or grade release dates change. MOTION 3, 3 was, as amended. Senator Burke proposed a motion in line with L. Carr s proposed option 1 MOTION 3, 4 Burke/Shaw That Senate approve option 1 for 4th year nursing students subject to the Faculty and Administration of the Faculty of Nursing reviewing/considering alternatives such that the needs of students, the requirements of accrediting bodies and external partners be respected to the extent possible and report any changes back to Senate at its next scheduled meeting. Option 1 1. Classes Feb 3rd March 7th: instructors must condense schedule from 8 weeks down to 6 weeks (we already had 1 week of class Jan. 6th 10th and will work through reading week.) Preceptorship: March 10th April 25th: As Scheduled CRNE Exam Prep: Approx. 5 ½ weeks. K. Wilson indicated that preceptorship coordinators may experience challenges with this proposed schedule and that the Faculty will report back to Senate as it finalizes its schedule.. Members discussed the undergraduate Calendar of Dates.

7 Joint Meeting of the Senates 7 7 February 2014 MOTION 3, 5 Skinner/Macosky That the Joint Meeting approve the Calendar of Academic Dates proposed by the UNBF and UNBSJ Senators. Senator Skinner noted that the financial requests included in the submission by the student Senators were intended for the Board of Governors. He noted that the main elements of the student proposal were that classes be held during reading week, and that exams end on 29 April. Senator Szuter noted that many graduate students work as Teaching Assistants in undergraduate courses and laboratories and depend on reading week to do research and write proposals, grant applications, theses, and dissertations. Members discussed various aspects of the proposal at length. Senator Benjamin noted that many of the graduate students in the Faculty of Education are full-time teachers who have been taking online courses that were not disrupted by the strike. These students rely on reading week to do research and write papers, without the added pressures of working fulltime. Senator Coleman noted that the Faculty of Engineering was subject to external accreditation and would benefit from teaching through reading week. Members discussed options for flexibility and considered allowing Faculties to determine whether or not to teach through reading week. The President noted that it would cause difficulties for students with elective courses in other Faculties. It was noted that should classes be taught through reading week, both the Registrars and the students proposed that there be no tests, exams or assignments due during that period to allow flexibility for students with non-refundable travel plans. Senator Connolly noted that she had been given a petition with over 3,000 signatures asking that reading week be maintained. Senator Hyslop noted that students from other institutions had also signed that petition. Senator McEvoy noted that there were several separate issues for discussion within the students proposal and suggested, as a friendly amendment, that the proposal be broken into three components which could be voted on separately: February 14 as the Add/Drop and fee payment date; teaching through reading week; and last day of class/examination period. Senators Skinner and Macosky agreed. Members discussed options for reading week. It was suggested that no tests or exams be given or assignments be due, should classes continue through reading week. Student Senators suggested that electronic resources, slides, podcasts, etc. be made available to students travelling during reading week. Senator Canitz suggested that there seemed little point in officially cancelling reading week while at the same time calling on instructors to be flexible in accommodating all those students who now have other commitments for that time. Members discussed the last day for payment of Winter Term fees for new students and the last day for payment of fees for full-time students paying by installments. D.

8 Joint Meeting of the Senates 8 7 February 2014 Hinton noted that this date was set by Financial Services and that it was universal for both campuses and all programs. MOTION 3, 5A Skinner/Macosky That the Joint Meeting approve 14 February as the Add/Drop date. Members discussed a communication strategy to students, noting that L. LeVert will ensure that students are informed. The President directed Senators to the issue of reading week. Senator Skinner noted that any recommendation to hold classed during reading week should include a provision that, no tests or deliverables were to be expected and that students with existing travel plans would be treated compassionately. Senators discussed laboratories, noting that missed labs could be made up through extra assignments or other arrangements made by the instructor. Lab reports would not be due during reading week. Senator Kieffer noted that there could be some flexibility with holding make up labs in the evenings or on weekends, if necessary. Senator Szuter reminded members that decisions regarding labs would affect graduate students, as many serve as lab demonstrators or teaching assistants. Senator Secco noted that, although some students might miss class or a lab during reading, the focus should be on academic quality. Senators noted that faculty members are willing to be flexible with regard to reading week. MOTION 3, 5B Skinner/Macosky That the Joint Meeting approve the proposal that classes be held during reading week, with maximum flexibility shown to students with pre-arranged plans, and that no tests, exams be held or deliverables be expected during that week. Senator Smith asked that the count of the vote be recorded. For Fredericton Senate: 33 For; 10 Against; 1 Abstention. For Saint John Senate: 12 For; 8 Against. Secretary s Note: Senators who are members of both bodies voted twice, once with each body. Members discussed the examination period and last scheduled day of classes. L. Skinner proposed that 15 April be the last day of classes, with exams ending on 29 April to accommodate students with leases ending 30 April. Senator Adam asked the Registrar about compressing the examination schedule. Senator Hinton indicated that compression of the exam schedule beyond what the student Senators had proposed would create too many conflicts for students and for exam room availability. He also noted that the

9 Joint Meeting of the Senates 9 7 February 2014 proposal under discussion removed the regular restrictions on Saturday evenings and Sundays. Senator Stacey noted that the students proposal also indicated that 15 April, the proposed last day of classes, was also the last day to withdraw from a course without academic penalty. The Chair indicated that would be an issue of discussion once the examination period had been determined. Members discussed the probability of a student having two exams on the first day of the examination period. MOTION 3, 5C Skinner/Macosky That the Joint Meeting approve the proposal to end classes in the Winter Term on 15 April, allow a reading day on 16 April and hold the examination period between 17 and 29 April, including examinations on Sunday, 27 April. Senator Secco noted that there were aspects of the undergraduate Calendar of Dates, such as the last day to withdraw without academic penalty and the last day of tests that the Senates needed to consider. Senator Hinton explained that, normally, the Registrars schedule the last allowable day for testing to be 10 teaching days before the end of classes. He explained that, as the semester was compressed, he was proposing that the last day for testing be 5 teaching days before the end of classes, 8 April. MOTION 3, 5D Secco/McEvoy That the Joint Meeting approve 8 April as the last day to give tests in the Winter Term. Senator Bishop noted that the dates would be the same for the Saint John campus. The University Secretary indicated to Senators that the three-hour meeting limit, as described in the Rules of Order, was upon them and to continue discussion, a motion was needed to extend the meeting. MOTION 3, 6 Secco/Macosky That the Joint Meeting extend the three hour time limit of the meeting by an additional 30 minutes. In response to questions about restrictions regarding the last day to hold tests, D. Hinton indicated that there were no technical restriction and that instructors would have time to adjust their assessment schedules. MOTION 3, 5D was. Members discussed the proposal by student Senators that the last day of classes, 15 April, also be the last day to withdraw from courses without academic penalty. In

10 Joint Meeting of the Senates 10 7 February 2014 response to questions, Senator Skinner indicated that the students had proposed that date to provide students with extra time in a compressed semester, to decide about their courses, and to benefit their mental health. Senator Hinton indicated that 21 March as proposed in the Registrars suggested Winter Term schedule would provide sufficient time for students to evaluate their chances of success in a course. Senator McEvoy suggested that faculty members be given until 14 February to provide students with a grading concept. MOTION 3, 5E McEvoy/Canitz That the Joint Meeting approve 14 February 2014 as date for instructors to inform students of the grading concept. 3.3 Draft Graduate Calendar of Dates Senator Biden drew members attention to the Graduate Calendar of Dates posted with the agenda. He noted that the Graduate Calendar follows the Undergraduate Calendar, however, some deadlines are different. He indicated that the Executive Committee of the School of Graduate Studies had reviewed the proposed Calendar and did not suggest any modifications. Senator Leblon noted that the last day to pay fees was different. E. Biden indicated that would be a friendly amendment. MOTION 3, 7 Biden/Burns That the Joint Meeting approve the revised Graduate Calendar of Dates, as amended to recommend 14 February 2014 as the last day to pay fees without penalty. Senator Szuter indicated that graduate students would prefer to have a reading week. E. Biden noted that grad students with existing travel plans can expect the same flexibility as will be shown to undergraduate students, but noted that it would be confusing to have different schedules during reading week for different groups of students. Senators from the Faculty of Education indicated that it would be beneficial for their graduate students to have reading week, and noted that their students did not take courses in other Faculties. 3.4 Summer Term (verbal) D. Hinton noted that, in consultation with the College of Extended Learning and the Saint John campus, the start day for Summer Term would need to move from 1 May to 5 May. He indicated that other dates would shift accordingly. This change is necessary as the turn around between the end of Winter Term exams and a May 1 start for Summer

11 Joint Meeting of the Senates 11 7 February Summer Term (cont d) Term would be too tight for both faculty and staff. July and August sessions will not be effected. Senator Bishop indicated that a 5 May start date satisfies regulations on the Saint John campus, but that Faculties may need to adjust their schedules accordingly. MOTION 3, 8 Henderson/Shaw That the Joint Meeting approve a Summer Term start date of 5 May, along with the adjustment of other dates as necessary. 4. Request for Additional Meeting 4.1 Letter from Members of Fredericton Senate (posted with agenda) E. Campbell drew Senators attention to the letter from members of the Fredericton Senate posted with the agenda. He noted that the intention had been for the January agenda to be commuted to the February 18 meeting, so agenda items would not be lost. He explained that, should an additional meeting be convened on 10 or 11 February, then the scheduled meeting on 18 February would have very few items of business, given that Committee meetings were not held during the strike. He also noted that a special meeting of the Senates had been called for 7 February Senator McEvoy noted that the Senate regulation stated that if any 10 members of Senate asked the President for a meeting, he must call one. It was noted that the Chair must call a meeting within a reasonable period. The President asked if a meeting on 18 February and/or the special meeting called for February 7 would satisfy the request. Some Senators noted that they had not been aware of plans for the special meeting at the time of the request and the sense of the meeting was that members were satisfied that the request had been met. Senator Lowry noted that the business of Senate was too important to cancel a regular meeting without replacement, and suggested an April meeting as one possible solution. Senators discussed the reactionary nature of the business put before Senate, suggesting that Senate could also be an effective tool for creation. Members discussed the possibility of adding a meeting in June. Senator Secco noted that it was important for Senate to engage in strategic discussion, indicating that Senate was beginning to move in that direction by instituting consent agenda and strategic discussion items. 5. Other Business Referencing Senator Poulin s earlier comment, Senator Canitz expressed her dismay, and that of their colleagues in Arts, regarding the administration s unilateral decision to announce the new Calendar of Dates without prior consultation with the faculty and without Senate discussion and approval. Indeed, most professors first heard via the media or through word of mouth since their UNB accounts were still disabled when the notification that classes would resume on 3 February were circulated.

12 Joint Meeting of the Senates 12 7 February Other Business (cont d) However, Senator Canitz added that she was pleased that a full and productive discussion had now taken place. The President thanked Senators for their time and cooperation. He praised the student leadership for its thoughtful proposals and thanked guests of the meeting for their decorum. He acknowledged that, although the outcomes of today s discussions would not be satisfactory to all, this is a difficult period for the University and he was grateful to both Senates for their thoughtful consideration of these matters and their commitment to academic quality. The meeting was adjourned at 12:20 p.m. Sarah J. DeVarenne Secretary