1. Adoption of Agenda a) Agenda: May 27, 2014 That Senate adopt the agenda as circulated. (Farah/Yousefi) Carried

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1 MINUTES MEETING OF THE SENATE Tuesday, May 27, 2014, 3:30 PM, Robert Sutherland Hall, Room 202 Present: D. Woolf (Chair) Senators: H. Abdollah, M. Adams, D. Bakhurst, D. Beauchemin, B. Brouwer, T. Chishti, C. Christie, L. Colgan, D. de Witt, G. Eom, P. Fachinger, G. Farah, D. Garvie, A. Harrison, T. Jenkin, G. Jerkiewicz, D. Knight, T. Krupa, S. Liss, R. Luce-Kapler, A. Manson, P. Martin, D. Maurice, J. Medves, S. Mumm, L. Notash, P. Oosthuizen, L. Purda, E. Rapos, R. Reznick, R. Ross, J. Rotermundt de-la Parra, D. Saunders, E. Townshend, N. Utioh, C. Ward, M. Whitehead, A. Williams, S. Yousefi, L. Knox (Secretary), G. MacAllister (Associate Secretary). Regrets:, A. Au, K. Brohman, M. Brunner, S. Burney, E. De Souza, I. Duchaine, W. Flanagan, P. Hart, M. Hird, V. Jiang, C. MacDougall, N. McCormack, K. McCormick, G. McIntire, I. Moore, C. Moyes, K. Pilkey, H. Ramsay, P. Smolej, J.P. Stanley, A. Tierney, D. Tripp, K. Wiener, K. Woodhouse. Also present: A. Aulthouse, M. Blennerhassett, L. Daneshmend, C. Davis, S. Dunn, C. Elliot, M. Fraser, C. Garneau, L. Garnier, A. Grotsky, H. Jamieson, E. LeBlanc, C. Leroux, J. Lesslie, P. Lloyd, C. McQueen, J. Metcalfe, C. Monahan, A. Naples, S. Pinchin, J. Scott, H. Smith, K. Wallace, B. Wandschneider, M. Young. I OPENING SESSION 1. Adoption of Agenda a) Agenda: May 27, 2014 That Senate adopt the agenda as circulated. (Farah/Yousefi) Carried Adoption of the minutes of the previous meeting a) Minutes: April 29, 2014 That Senate adopt the minutes of April 29, (Farah/Jerkiewicz ) Carried Business Arising from the Minutes (none) 4. Principal's Report a) Principal's Written Report PROVINCIAL The Principal reported that he has met with three of the candidates in the local riding for the Provincial election. He highlighted the Queen s issues which he hoped will stay on the political agenda no matter who takes the political reins. Specifically discussed was the

2 proposed pension framework that was included in the budget that triggered the election on May 1 st. Queen s has been proactively reaching out to the parties for the last couple of months in the hopes that University will not be starting anew following the election on June 12 th. FEDERAL In follow-up to his written report, the Principal noted he was in Ottawa earlier this month for the U15 meeting, which included an hour-long meeting with the Prime Minister. The discussion focused on the government s recent announcement that it will be funding the Canada First Research Excellence Fund, which remains in development for the next few months. Positive meetings were also held with Ministers Chris Alexander, Minister of Immigration and Kellie Leitch, a physician and Minister of Labour and Minister responsible for the Status of Women. In the fall, Vice Principal (Research) Liss will give Senate a presentation on the Canada First Research Excellence Fund. This will provide insight into what opportunities the new fund may be able to provide. YEAR-END REVIEW The Principal noted many successful initiatives such as: A record fundraising year with a remarkable $71 million raised in the last fiscal year, well above our $60 million target. This figure doesn t include the funds pledged for the Richardson Stadium project. The establishment of the new Bachelor of Music/Music and Digital Media Diploma program established under the MOU with St. Lawrence College. The re-introduction of The Gazette newspaper. Later this week, Queen s will launch the Queen s University intranet, a one-stop online hub designed to serve the varying needs of our staff, faculty and student communities. In response to Senator Williams question regarding the publication of the Strategic Mandate Agreements, the Provost replied that they will not be made public until all institutions in Ontario have signed. In response to Senator Beauchemin s question regarding the cost of the new Queen s Gazette, the Chief Communications Officer, M. Fraser, stated he would provide the final cost to the Secretariat Office and they would provide the response to Senators 1. In response to a question, Senator Maurice was encouraged by the Chair to provide a brief to Dean Reznick to inform the Principal about issues that the Senator would like pursued during future meetings with the Russell group of Universities in the UK 5. Provost's Report a) Provost's Written Report 1 Secretary s Note: Response Provided by Michael Fraser - After a four-year break, the Gazette was brought back to the campus community as a way to deliver timely and relevant news, as well as celebrate the accomplishments of Queen s faculty and staff. As with the previous Gazette, printing is funded by ad revenue. At present we have commitments from advertisers to cover 93% of projected printing costs. Average printing costs are $2116 per issue. Design and layout is done in house. The cover wrap for the first issue was part of the launch and this type of treatment will not be a regular occurrence.

3 The Provost announced the appointment of Kathy O Brien as Associate Vice-Principal, International effective May 26, AVP O Brien has held the dual role as the interim head of the international portfolio and executive director of the Office of the Provost for the past six-months and the Provost noted that the international portfolio will greatly benefit from her guidance. b) Budget and Enrolment Update Budget The Provost invited Senators to ask questions about either the budget for or the planning process for the development of the budget for The Provost responded to a number of questions of clarification from Senator Beauchemin: The $1M decrease in the Provost s budget is a result of a reduction of one unit formerly under his portfolio that now resides elsewhere. The decrease of $1.6 in support to Student Affairs from the operating budget was due to an increase in ancillary revenues; in fact, the overall funding went up. Occupancy costs are charged directly to schools but centrally to the shared services. Queen s Research Chairs funding is being eliminated as the program was time limited and had run its course. Senator Harrison will provide a response to the Secretariat to forward to all Senators regarding Senator Beauchemin s question asking for identification of what falls under the University Wide - faculty under shared services on page 32 of the budget document. 2 The Provost also clarified for Senator Beauchemin that non-unionized nonmanagement staff salaries will be aligned with salary grades of the USW whereas in the past non-unionized personnel had a separate agreement for salaries with the University. Senator Manson asked the Provost whether Queen s has qualified for solvency relief and in response the Provost explained that there is an opportunity for a deferral of Solvency payments, but not an exemption in Regardless, the cost does not change but instead it means that the University has to pay the solvency deficit over 7 years rather than 10. Enrolment Update, Admissions for (as of May 16, 2014 ) 2 Secretary s Note: What is included in the university-wide, faculty category under shared services? The new budget model attributes the cost of services to Faculties with reference to what are called drivers. The faculty category refers to the driver that attributes costs based on the number of faculty members by Faculty, so that the share of the expense borne by a particular Faculty is based on that Faculty s share of the total number of faculty members. Four different drivers are used for different types of university-wide expenses, and the driver used in any particular case is whichever is most appropriate for that particular expense. Expenses that are attributed to Faculties include the cost of items such as Faculty Relations, the McGill-Queen s University Press and QUFA activities funded by the university.

4 All offers to out-of-province students made after April 12, 2014 and all offers of admission to Ontario high school students have a response deadline of June 2. All applications have been assessed and admission decisions (an offer of admission, invitation to the waitlist or unsuccessful application) have been communicated to all prospective students. Applications for Admission Applications for admission to date: 30,492. (+ 6%) Offers of admission to date: 15,547 (an amount projected to result in the University target first year class of 4,112 students and the targets for each faculty.) Acceptances to date: 2,967 (+ 27%) Acceptances from international visa students: 213 (+66%) Acceptances from self-identified aboriginal students: 41 (+8%) *() Increase compared with the same time last year. Acceptances below Forecast / Decreases from 2013 Acceptances from early wave offers of admission to out-of-province students: -3% below forecast The largest variances to projection were -68 in Science and +42 in Engineering. Adjustments were made to the numbers of offers in the final wave to compensate. The number of students identifying Queen s as their first choice: -3% from last year. Highlights Acceptances Queen s Ontario Universities Arts +18.2% -5.3% Science +22.3% +8.2% Commerce +67.6% +2.5% Engineering +35.9% +11.7% Nursing -9.7% -3.5% Total +27.0% +0.6% c) Mental Health Report Update L. Daneshmend, Deputy Provost, reported on the status of the annual report of the Provost s Advisory Committee on Mental Health, stating that it is currently in its penultimate draft. The report will cover a number of key areas: It reviews progress in implementation of the recommendations of the Principal s Commission on Mental Health with respect to all five levels of the mental health pyramid referenced by the Commission It presents relevant findings from the 2013 National College Health Assessment (NCHA) student health and wellness survey o One of the more encouraging findings is that over 80% of Queen s respondents indicated they would consider seeking help from a mental health professional in the future, as compared to only 74% of the total Canadian sample.

5 It identifies a total of 15 priority initiatives for assessment and action over the next two years. Most significantly, it assesses whether these priorities have resource implications or require changes to internal processes, and designates responsibility for the championing of the relevant resource requests and process changes. It provides annual reporting on mental health-related metrics for Health Counselling and Disability Services both in terms of caseload and service level The committee will be releasing the report in June, after it finalizes some of the service level and caseload metrics for annual reporting. The report will be available to inform resource allocation decisions for the 15/16 budget year. II COMMITTEE MOTIONS AND REPORTS 1. Rules of Procedure Revision: Provision for a Consent Agenda (SGNC) The Senate Governance and Nominating Committee recommends that the Senate approve that the Rules of Procedure of the Senate be amended by the addition of the following Section 22 paragraph 7 providing for a Consent Agenda as part of the Opening Session of the Senate: 22 (7.) The Opening Session may include a portion in which the minutes may be approved and multiple items may be received for information, by consent, in one omnibus motion which includes the motion for approval of the Agenda. Provided that, prior to calling for the vote on such a motion after it has properly been moved and seconded, the Chair shall inquire as to whether any member of the Senate wishes to have an item pulled from the consent portion of the agenda and any member of the Senate may, by simple request and without motion or notice thereof, cause one or more items found in the consent portion of the agenda, including the minutes of the prior meeting, to be removed therefrom and placed on the regular portion of the agenda for discussion, debate and/or vote, as applicable. Following such request, Senate shall receive or adopt the balance of the items in the consent portion of the agenda. Those items pulled from the consent portion of the agenda shall be addressed immediately thereafter and prior to proceeding with the Regular Agenda as approved by the Agenda and Summer Advisory Committee. (Colgan/Martin) Carried Senator Rapos commended the committee on the work in developing this amendment and, in particular, noted the ease with which Senators may move items from the consent agenda to the regular business. 2. Revision to the Rules of Procedure Regarding the Appointment of Standing Committee Chairs (SGNC) That Section 27 of the Rules of Procedure of the Senate be deleted and the following inserted in its place: The Chair of each standing and special committee of the Senate, unless otherwise provided for by the Committee Terms of Reference and with the exception of the Senate Committee on Academic Development and the Honorary Degrees Committee, shall be appointed by the

6 Senate on the recommendation of the Governance and Nominating Committee. Prior to bringing forward such recommendations the Governance and Nominating Committee shall seek the advice of the Chair of the Senate. Committee Chairs shall serve for a term of one year and shall be eligible for reappointment. The Senate Committee on Academic Development and the Honorary Degrees Committee shall be chaired by the Chair of the Senate or delegate. (Colgan/Krupa) Carried In response to Senator Notash s question regarding guidelines for the selection of Chairs of standing committees, the Chair of the Senate Governance and Nominating Committee stated that the Committee will be working on guidelines next year, but anticipates that expressions of interest in the Chair position on standing committees will be solicited and the Committee will consider applicants interest, backgrounds, and willingness to serve when making recommendations. 3. Report on the Senate Academic Planning Task Force (SGNC) It was agreed by Senators that the motions would be separated and voted on in turn as Senator Christie expressed the view that the motion to revise #30 limits the ability of Senate to act expeditiously. It was also noted by Senator Fachinger that she was concerned that the motions will be voted upon with an absence of many senators. Motion 1 That the Senate Governance and Nominating Committee recommends to the Senate: That Sections 29 and 30 of the Rules of Procedure of the Senate be amended by insertion of the underscored words as follows: 29.Standing Committees Standing Committees are formed to consider continuing questions. A Standing Committee is established, and its membership and terms of reference determined, by resolution of the Senate only after a motion for its establishment, to be accompanied by draft terms of reference, has been referred to the Governance and Nominating Committee and that Committee has reported back to the Senate with its recommendations in that regard. Once established, a Standing Committee serves continuously with progressive changes in membership. Terms of service on standing committees shall normally be 2 years unless specified otherwise in the terms of reference. Each Standing Committee shall report to the Senate at least once a year. (Colgan/Rapos) Carried Motion 2 30.Special Committees Special Committees are formed to consider specific questions. A special committee is established, and its membership and terms of reference determined, by resolution of the Senate only after a motion for its establishment, to be accompanied by draft terms of reference, has been referred to the Governance and Nominating Committee and that Committee has reported back to the Senate with its recommendations in that regard. A special committee serves until it is discharged by the Senate. (Colgan/Rapos) Carried Motion 3

7 That the Senate Governance and Nominating Committee recommends that the terms of reference of SCAD be revised to include the requirement that the committee adopt a process to formulate, adopt, and oversee rigorous processes for on-going academic planning that are responsive to changing needs in teaching and learning, including the annual monitoring of the implementation of the University s Academic Plan and its periodic revision and renewal. (Colgan/Rapos) Carried In response to Senator Manson s request, Senators agreed that the motion be revised by replacing the words regular monitoring with annual monitoring for clarity. Senators expressed concern with the workload of SCAD and its ability manage academic planning as well as its other significant responsibilities. L. Daneshmend, Chair of SCAD, stated that the committee would be discussing workload for the upcoming year and considering whether a sub-committee will be necessary to conduct the work. L. Colgan, Chair of the Senate Governance and Nominating Committee, in response to a question from Senator Beauchemin, stated that the committee considered carefully the appropriate placement of the responsibilities for Academic Planning and consulted on the matter before making this recommendation. It was agreed by the Senate Governance and Nominating Committee that, given SCAD s mandate, it was uniquely placed to ensure that academic programming was in congruence with the Academic Plan and enrolment planning. Senator Christie spoke against the motion due to the current workload of SCAD and felt that the important responsibility for Academic Planning should be administered by a separate standing committee of the Senate. Senator Harrison noted that there is nothing to preclude SCAD from establishing a body to review the Academic Plan when a wholesale review is warranted. Motion 4 The Senate Governance and Nominating Committee recommends that the Senate Academic Planning Task Force be dissolved immediately. (Colgan/Rapos ) Carried Nomination Report (SGNC) That the Senate approve the nominations as recommended by the Senate Governance and Nominations Committee. (Colgan/Krupa) Carried Chair in Applied Health Economics/Health Policy (SCAD) That Senate approve the establishment of the Chair in Applied Health Economics/Health Policy in the Faculty of Health Sciences subject to ratification by the Board of Trustees. (Abdollah/Reznick) Carried Deletion of Fields of Study in Geology (SCAD) That Senate approve the proposal to delete the five graduate fields in the Department of Geological Sciences and Geological Engineering and create the three new graduate fields of Earth Resources, Earth Engineering and Earth Evolution effective immediately. (Abdollah/Brouwer ) Carried

8 7. Undergraduate Certificate in Business (SCAD) That Senate approve the proposal to establish an Undergraduate Certificate in Business in Queen s School of Business effective September ( Abdollah/Saunders) Carried The Dean of Business, Senator Saunders, clarified that there will only be a cost differential for certificate courses for students who are enrolled solely in the certificate program. 8. Professional Master of Education (SCAD) That Senate approve the proposal to establish a Professional Master of Education in the Faculty of Education and School of Graduate Studies effective September (Abdollah/Brouwer) Carried Final Assessment Reports & Implementation Plans (SCPRC) 10. Senate Library Committee Report 11. Senate Educational Equity Annual Report Reports from Chairs of Standing Committees Senate Committee on Academic Development Senate Cyclical Program Review Committee Senate Educational Equity Committee III REPORTS OF FACULTIES AND SCHOOLS 1. Graduate Studies Executive Council (GSEC) IV MOTIONS 1. Proposed Electronic Information Security Policy Framework That the Senate approve the Acceptable Use of Information Technology Resources Policy, Electronic Information Security Policy, and the Network and Systems Security Policy as provided with the Electronic Information Security Policy Framework. (Farah/Harrison) Carried It was noted by Senator Eom that the consultation process was very well received by students and questions posed during the consultation were all answered in a timely and effective manner.

9 V QUESTION PERIOD 1. Ontario Council on Articulation and Transfer Submitted by Senator Christie: In relation to the participation of Queen s University in the ONCAT (Ontario Council on Articulation and Transfer) programs please provide Senate with the following statistics and information: i. Total number of students participating in this program during the academic year and the academic year. ii. General overview of the program, how it works, admission requirements, duration, programs/disciplines at Queen s which participating students can access, how the program is being evaluated etc. iii. Distribution by program in which ONCAT students take classes. iv. Grade distribution of students in the ONCAT program by program and by year. There were no follow-up questions to the written response provided with the agenda. 2. Faculty Renewal Submitted by Senator Manson: In reviewing the Budget Report 2014/15, I noticed that the Expense Budget on p. 32 shows that the amount of $722, 607 was allocated in 2013/14 for Faculty Renewal but that this has been reduced to zero in 2014/15. Can you please advise the Senate on the impact of this change on the general issue of faculty renewal since many units express to me concern that their faculty complements have not been adequately supported to meet the demands of increased enrolments? There were no follow-up questions to the written response provided with the agenda. VI COMMUNICATIONS 1. University Council Report 2. Board of Trustees Report Mike Young, Rector and member of the Board of Trustees, provided an oral report to Senate noting that members of the Board were very pleased with how productive and efficient meetings and discussions were throughout the weekend and remain optimistic moving forward. Highlights of the meeting: Capital Assets and Finance The operating budget, residence fees, and student activity fees were approved Every student who addressed the Board (AMS/SGPS president, Rector) raised concerns heard at the last meeting of Senate that pertained to increased enrolment targets and allocating sufficient funding to shared services, something that Board members were very engaged with and will be engaged with moving forward A new Major Capital Projects Approval Policy and Process was approved, an overview of which can be accessed at:

10 Audit and Risk The Strategic Risk Register was revised and the top ten risks facing the University has changed slightly: o Governance Policy, Research Prominence, and Business Continuity were ranked such that they are no longer in the top 10 o Information Management and Security, Succession Planning, and Technology Support were ranked such that they newly entered the top 10 Board-Faculty Relations Dean Kim Woodhouse gave a presentation to Board members at the open session outlining recent faculty activities including experiential learning opportunities for students, faculty research, and partnerships with other post-secondary institutions as a part of the Board s ongoing efforts to understand the issues and landscape that Queen s faculty are working with Tour of The Isabel Board members showed great interest during a tour of the Isabel Bader Centre for the Performing Arts Of particular interest to Board members throughout the tour were the opportunities for student learning and engagement within the various spaces at the Isabel For those who have yet to see the facility, spaces include a film studio, drama production and practice rooms, practice rooms for musicians/vocalists, and obviously the gorgeous grand theatre space Members of the Board were incredibly excited about what the opening of the Isabel will mean for the experience of Queen s students, particularly in film, drama, and music 3. Research Report Senator Liss brought to Senate s attention the awarding to Senator Reznick of an Honorary Fellowship in the Association of Surgeons of Great Britain and Ireland, which is highest honor that the association confers and that Senator Reznick is only the second Canadian to receive this honor. He also congratulated Senator Colgan on a highly successful Science Rendezvous which attracted 3700 visitors. 4. New Senators 2014/2015 VII MATTERS REFERRED TO STANDING COMMITTEES 1. Transcript Policy Review (SCAP) A request by SCAD that SCAP recommend to Senate a policy on the content of the student transcript including program designations. VIII OTHER BUSINESS (none)

11 IX CLOSED SESSION (Not Required) X ADJOURNMENT The Chair reiterated his appreciation to Senators and all members of standing committees for their work over the past year. That the meeting be adjourned. (Medves/Brouwer)