APS 10.2 November 18, 2013 MINUTES ACADEMIC PROGRAM SUBCOMMITTEE Meeting #9 TFDL 316 Monday, September 23, 2013 2:00-4:00 p.m. Attendance: Co-Chair: L. Taylor Academic Co-Chair: L. Sciban Members: Voting: L. Cummings, L. Doepel, J. Groen, M. Hebert, D. Johnston, E. Macphail, M. McGillivray, L. Young Guests: C. Johns, L. McCoy, H. Smith-Watkins Secretary: S. Belcher Scribe: A. Shannon Opening Session The Co-Chair called the meeting to order at 2:01 p.m. APS 9.1 Approval of the Agenda MOTION: Groen/Cummings That the Academic Program Subcommittee approve the September 23, 2013 agenda.
Academic Program Subcommittee Minutes 2 Meeting 9 September 23, 2013 APS 9.2 Approval of the Minutes, APS Meeting #8, July 24, 2013 MOTION: Johnston/Macphail That the Minutes of Academic Program Subcommittee meeting #8 held on July 24, 2013 be approved. APS 9.3 Remarks of the Co-Chair and Academic Co-Chair The Co-Chair remarked on the following: Until the proposed Graduate Academic Program Subcommittee (GAPS) is approved by General Faculties Council (GFC), graduate programs currently in review by the Decision Support Team and the APS will continue through the current process. New graduate program proposals will be routed through the GAPS. The proposal to create the STARS Critical Care and Transport Medicine Academy in partnership with the University was not approved at a previous Academic Planning and Priorities Committee (APPC) meeting because there were financial implications that needed to be examined. This proposal is routed to go to the APPC for approval on October 7, 2013; however, due to a misunderstanding, once the financial issues were resolved, the administrators of this program began the program in Fall 2013. Because there are already students in this program, the APPC will be asked to approve this program retroactively. A list of University programs with low enrolment, and thus targeted for closure, was made public in the summer. The closure of these programs will follow the usual University process of suspension, ensuring that no students currently in the program are disadvantaged, and then moving to program closure. Final approval for closure is granted by the Ministry of Alberta Enterprise and Advanced Education (EAE). Discussion In response to a question, Lynn Taylor explained that there is no separate process for closing low enrolment programs. While there is a management system that monitors low enrolment levels in programs, programs are not routed to close without discussion with the teaching Faculty. It is important to note that not all programs are expected to have high enrolment, such as prestigious specialty programs or those with a low cost to the Faculty. The Academic Co-Chair remarked on the following: The Decision Support Team recently reviewed a proposal for a one year course-based Master of Arts in English. This proposal may not be coming to the APS depending on how quickly the GAPS is created. Following a current trend in post-secondary education, the University may approve more of these types of programs in the future.
Academic Program Subcommittee Minutes 3 Meeting 9 September 23, 2013 APS 9.4 Update on Program Proposals The Master of Pathologists Assistant Program will be returning to the APS at the next meeting. The EAE recently approved the program name change from Botany to Plant Biology. Action Item APS 9.5 APS Workplan for the 2013-2014 Academic Year Susan Belcher, University Secretary, was present to speak to this item. Discussion During discussion, Susan Belcher reported the following: The APS workplan from 2012-2013 contained the entry Development of Templates and Processes for Academic Program Development. This is an operational activity of the Provosts Office, and not a responsibility of the APS, and therefore it is not included in the 2013-2104 workplan. The APS workplan from 2012-2013 contained the entry To Review Items Referred by the Calendar and Curriculum Subcommittee (CCS). This is not included in the 2013-2014 workplan because the workplan should only include items that are specifically known to be coming to the committee. If CCS refers items to the APS, these will be added to the forward agenda. The APS will recommend the 2013-2014 workplan with the items that it is aware of at this time. If new items are identified in the future, they will be added to the forward agenda. The committee suggested some minor corrections to the wording of the workplan. Decision MOTION: Cummings/Groen That the Academic Program Subcommittee recommend that the Academic Planning and Priorities Committee approve the APS Workplan for the 2013-2014 academic year, as attached, with the suggested corrections.
Academic Program Subcommittee Minutes 4 Meeting 9 September 23, 2013 Discussion Item APS 9.6 Revised APS Terms of Reference Susan Belcher, University Secretary, was present to speak to this item. The University Secretariat has revised all of the GFC standing committee and subcommittee terms of reference as a General Terms of Reference and individual committee terms of reference. Where there is a conflict between the general and the individual terms of reference, the individual terms of reference will govern. Discussion on the General Terms of Reference In response to a question, Susan Belcher explained that the language used in the second sentence under the Membership section is being revised for clarity. The Membership section sets out clear rules for when membership terms end and begin in the event that a meeting is required in July or August. Discussion on the Revised APS Terms of Reference The members discussed the following points: The GFC Executive Committee had discussed changing the name of the APS to the Undergraduate Academic Program Subcommittee. Members agreed the name Academic Program Subcommittee should be kept because the nature of the proposals the committee will review is outlined in the terms of reference, and also because the APS would, by default, review any proposals not reviewed by the GAPS which are not all undergraduate programs. Members discussed whether the position of Director (Planning and Reporting), now known as the Director (Academic Strategies), should be listed as a non-voting committee member or as a resource person. Susan Belcher explained that committee members attend regularly, participate in discussion, and provide valuable perspective relative to their positions; resource persons help committee members conduct their business. The responsibilities of the CCS and the APS are divided in that the CCS reviews items related to courses and the APS reviews items related to programs. After discussion, it was agreed that the second sentence under Responsibilities should be revised as follows: The listed responsibilities shall be the common, recurring activities of the Subcommittee; however, the Subcommittee may carry out additional responsibilities and duties within its role as determined by APPC from time to time. The proposed Powers and Authorities of the APS are clearly defined to reflect that the APS has the authority to require that proposals must be recommended by the before being moved forward to the APPC.
Academic Program Subcommittee Minutes 5 Meeting 9 September 23, 2013 Reports of the results of curriculum reviews will be provided to the APS for information in order to provide members with advance notice of future program changes. The APS will not be involved in the curriculum review process. The Decision Support Team membership will not be listed in the APS Terms of Reference because it is not a function of the APS, but is rather a part of the overall program approval process. Decision In summary, members requested the following revisions to the revised APS terms of reference: Remove the proposed addition of Undergraduate from the committee s title Add the Director (Academic Strategies) as a non-voting member of the committee Revise the second sentence under Responsibilities as follows: The listed responsibilities shall be the common, recurring activities of the Subcommittee; however, the Subcommittee may carry out additional responsibilities and duties within its role as determined by APPC from time to time. MOTION: McGillivray/Young That the Academic Program Subcommittee recommend the revised APS Terms of Reference to the Academic Planning and Priorities Committee, with the suggested changes. Adjournment The meeting was adjourned at 3:27 p.m.