MINUTES OF THE MEETING OF OCAD UNIVERSITY S SENATE WEDNESDAY, MAY 21, 2014, 3:00 6:00pm ROOM 284, 100 MCCAUL STREET Present: Keith Ruston (Chair); Christine Bovis-Cnossen; Ananda Chakrabarty; Ian Clarke; JJ Davis; Bonnie Devine; Sara Diamond; Rosemary Donegan; Paul Epp; Michel Frappier; Andrea Fatona; Thomas Hart; Bruce Hinds; Sandy Kedey; Caroline Langill; J.J. Lee; Laura Millard; Gayle Nicoll; Elisabeth Paradis; Diane Pugen; Steve Quinlan; Charles Reeve; Helmut Reichenbächer; Lenore Richards; Naseer Roopani; Vladimir Spicanovic; Evan Tapper; Virginia Trieloff; Dot Tuer (via teleconference); Natalie Waldburger (non-voting) Deanne Fisher; Alan Simms Guests: Regrets: Absent: Secretary: Susan Ferguson, Manager, Writing & Learning Centre; Cary DiPietro, Writing and Curriculum Specialist (Agenda Item #6.2.1.1.); Darin Lee, Director, ERP Implementation (Agenda Item #7) Catherine Delaney; Lynn Milgram; Simon Glass; Michael Prokopow; Roderick Grant Lisa Frost; Simone Jones; Peter Sramek; Nick Puckett; Archie Graham Hillary Barron 1. Welcome and Updates from the Chair Keith Rushton The Senate Chair informed Senators that there would be a Summer Authority Meeting of Senate later in June. He then announced that for the current meeting, an in camera session would occur after the regular business had concluded in order to review the Board of Governors letter to Senate of May 8, 2014. The Chair also provided an update on the status of Senate Elections for faculty, stating that there were seven vacancies remaining and encouraged Senators to reach out to their colleagues about the elections. He then indicated that he would soon be sending out a communication to faculty regarding an extension to the nomination period. 2. Approval of the Agenda for May 21, 2014 The Senate Chair referred the Senate membership to the Senate Meeting Agenda for May 21, 2014, and called for a motion for approval. Motion to approve, moved by Sara Diamond, seconded by Sandy Kedey. 3. Approval of Consent Agenda Information Items and Minutes from the Senate Meeting of April 28, 2014 The Senate Chair referred the Senate Membership to the Consent Agenda and the Minutes from the Senate Meeting of April 28, 2014 and called for a motion for approval. Motion to approve, moved by Elisabeth Paradis, seconded by Michèle White. Page 1 of 6
4. Information Updates from the President Sara Diamond 4.1. OCAD University s Strategic Mandate Agreement Update President Diamond reported that the Strategic Mandate Agreement (SMA) template had been signed off on by herself and the Deputy Minister. 4.2. Report of the Joint Board of Governors/Senate Liaison Committee Meeting of May 6, 2014 President Diamond gave an in-depth report on the meeting of the Joint Committee that took place on May 6, 2014. She reported that Joint Committee had talked at length about the importance for Senators to have a deep understanding of the Strategic Plan and financial planning and how it links to the University. President Diamond also spoke about the discussions regarding the Budget Advisory Committee co-chaired by the Vice President, Academic, and the Interim Vice-President, Finance and Administration, and the process moving forward with regard to budget literacy, priorities and challenges. She indicated that a discussion around budget devolution was also raised at the meeting as well as a discussion about developing a white paper around institutional transition issues related to any changes to the budget process. President Diamond also reported that the Vice-President, Finance and Administration gave a presentation on the budget process for 2014/15. She spoke of the discussions regarding the importance of strategic enrolment management, meeting FTE targets, improving FTE planning, and also referenced certain destabilizing factors with respect to the government. President Diamond reported that towards the end of the Joint Committee meeting, the Interim Vice- President, Finance and Administration had presented on the University s short and long term capital projects and space planning. The Senate Chair commented that the Joint Committee a good opportunity for the Board and Senate to relationship build and communicate together. President Diamond then invited and responded to questions. 5. Approval of Grades The University Registrar, Elisabeth Paradis, outlined her report stating the she received grades from the Associate Deans which were all reviewed and fall within a normative range. The Senate Chair then called for a motion for approval. Motion to approve, moved by Elisabeth Paradis, seconded by Vladimir Spicanovic. 6. Senate Committee Reports 6.1. Senate Academic Standards Committee (SASC) Christine Bovis-Cnossen, Interim Chair 6.1.1. For Approval 6.1.1.1. 2014 Spring Graduands The Committee Chair, referred the Senate membership to the memo which confirmed 696 students to graduate along with breakdown details. She explained that the SASC was putting the list forward to Senate for approval with the proviso that the University Registrar be granted the authority, as per normal practice, to vet any remaining eligible graduands prior to the University s Spring Page 2 of 6
Convocation Ceremony on June 12, 2014. The Senate Chair then called for a motion for approval. Motion to approve, moved by Christine Bovis-Cnossen, seconded by Tony Kerr. Discussion: General ensued regarding how OCAD U compares with other institutions in terms of the number of students graduating with distinction. It was indicated that OCAD U may have lower numbers in comparison to other AICAD schools. Concern was expressed for students seeking to apply to graduate school and it was suggested that the Academic Standards committee look into this matter further when reviewing the grading policy. Christine added that comparisons should also include comprehensive universities and their Dean s honour list, for example. It was also pointed out that levels of distinction can vary widely depending on the subject area. A lack of recognition of graduands with distinction in Graduate Studies was also raised. 6.1.1.2. Revisions to policy 4001: Minors The Committee Chair referred the Senate membership to the relevant section in the SASC memo which detailed the main revisions to the policy. The Senate Chair then called for a motion for approval. Motion to approve, moved by Christine Bovis-Cnossen, seconded by Michèle White. 6.2. Senate Academic Policy & Planning Committee (SAPPC) Christine Bovis-Cnossen, Chair 6.2.1. For Approval: 6.2.1.1. Task Force on Writing Across the Curriculum Final Report The Committee Chair, reminded Senators that they had previously reviewed the Writing Across the Curriculum Undergraduate Framework and explained that they were now receiving the final report with recommendations that were being proposed by the Task Force. She invited Susan Ferguson, Manager, Writing & Learning Centre; and Cary Di Pietro, Writing and Curriculum Specialist; to provide a presentation and acknowledged Prof. Catherine Black, not present, who also worked on the report. Susan Ferguson gave a PowerPoint presentation which highlighted the following: the Writing Across the Curriculum (WAC) mandate; rationale around why writing is important for art and design education; the WAC undergraduate questionnaire results and faculty survey results; the framework for undergraduate writing competency; and the WAC Task Force recommendations. She then invited and responded to questions. The Senate Chair then called for a motion for approval. Motion to approve, moved by Christine Bovis-Cnossen, seconded by Bonnie Devine. Page 3 of 6
Motion carried, with 28 in favour, 0 opposed, and 1 abstention. 6.3. Senate Quality Assurance Committee (SQAC) Christine Bovis-Cnossen 6.3.1. For Approval: 6.3.1.1. Vice-President, Academic s Annual Report on Quality Assurance The Committee Chair stated that after Senate s approval, the annual report would be submitted to the Quality Council. She thanked the Deans, program Chairs and others who contributed in the process and noted that the reports will become more fulsome as the institution progresses through IQAP program reviews. It was also noted that the IQAP processes will help to inform the Academic Plan and budget devolution. Discussion ensued. The Senate Chair then called for a motion for approval: Motion to approve, moved by Christine Bovis-Cnossen, seconded by Vladimir Spicanovic. 6.4. Senate Undergraduate Studies Committee (SUSC) Michèle White, Chair 6.4.1. For Approval: 6.4.1.1. Proposed Undergraduate Degree Definitions The Committee Chair explained the in-depth process by which the SUSC working group developed the definitions in an effort to standardize such terms for the institution. The Senate Chair then called for a motion for approval. 6.4.2. Report for Information: Motion to approve moved by Michèle White, seconded by Vladimir Spicanovic. 6.4.2.1. SUSC Strategic Priorities 2014/15 The Committee Chair detailed the strategic priorities of the committee and spoke further to a cross-appointment of faculty members on the faculty curriculum committees and the importance of improving liaisons with the Senate Graduate Studies Committee, especially around curriculum. Discussion ensued regarding the standardization of course outlines across the faculties and how graduate studies would fit. It was clarified that not all course outlines need to look the same but that they need to be AODA compliant and a template that works when incorporated online and flexible to accommodate different requirements. Further, it was highlighted that students are very much in favour of having commonalities in their course outlines across faculties. Lastly, the Committee Chair encouraged Senate members to submit any additional priorities that they believe the SUSC should work on next year to the SUSC Secretary. Page 4 of 6
6.5. Senate Graduate Studies Committee (SGSC) Helmut Reichenbächer, Chair 6.5.1. Report for Information: 6.5.1.1. Report from the Graduate Scholarship and Awards Committee The Committee Chair reported that the scholarship committee s mandate is to adjudicate scholarship competitions and graduation awards, including the President s Award for Outstanding Achievement in Graduate Studies. 6.5.1.2. Thesis and MRP Dates and Deadlines The Committee Chair reported that while the dates have been drafted a working group will be reviewing them further. 6.5.1.3. Ratified Revised curriculum for Digital Futures Initiative The Committee Chair outlined the correction in credit weighting for the course. 6.5.1.4. Graduate Studies 2013 Exit Survey The Committee Chair reviewed the results of the exit survey sent to all alumni who graduated as of June 2013. He highlighted that general student satisfaction has increased with the exception around funding levels. He also indicated that consultation will occur through a sub-committee to review the many graduate student surveys, including internal program surveys, to see if there are too many and which are most appropriate. 6.6. Senate Continuing Studies Committee (SCSC) Charles Reeve, Chair 6.6.1. Report for Information: 6.6.1.1. Year End Report The Committee Chair invited the Manager, Continuing Studies, Evan Tapper, to provide highlights from the Year End report. Among the accomplishments, Evan announced that this spring 2014, the Office of Continuing Studies had surpassed $1 million in net revenue. 6.6.1.2. Highlights from the Continuing Studies Student Survey Evan informed members that he worked with the Manager, Institutional Analysis to obtain more information about Continuing Studies students. He then summarized the results. Christine thanked the Office of Continuing Studies and it was suggested that more information about Continuing Studies could be presented at a future Town Hall. 6.7. Senate Executive Committee (SEC) Keith Rushton, Chair 6.7.1. For Approval: 6.7.1.1. Senate and Committee Meeting Calendar for 2014/15 Page 5 of 6
The Senate Chair referred the Senate membership to the proposed Senate and Senate Committee meeting dates for 2014/15. Motion to approve, moved by Christine Bovis-Cnossen, seconded by Steve Quinlan. 7. Report on Project Chroma Darin Lee, Director, ERP Implementation, presented a PowerPoint presentation, outlining the background, critical success factors, and project timeline of the new ERP system to replace DBOCAD, including Finance as the first area of the project to go live. Darin emphasized that students are the driving reason for the new ERP system and highlighted the more automated workflow functions. He spoke of the project team, comprised of a cross-campus representation, as well as the student involvement in the process. He also noted that the product that OCAD U is using, Colleague by Ellucian, is also being used in 21 other AICAD schools. Darin confirmed that the system will accessible for course registration by mobile phone. He also explained that currently there is no integration with Canvas but in the summer or fall of 2015 there will be Canvas content available in the portal. The Senate Chair then suggested that a project update be provided to Senate in Fall 2014, with a demonstration. 8. Other Business Senator Rosemary Donegan raised a concern on behalf of the Faculty of Liberal Arts and Sciences and School of Interdisciplinary Studies regarding a letter sent to the Vice-President, Academic and the Director, Human Resources on the status of the interim Dean position, requesting for the process to be moved forward. The Vice-President, Academic, informed members that their letter had been received and is currently being considered by the Director of Human Resources. She also reminded members of the motion approved at the January 27, 2014, meeting of Senate which stipulated that plans around this were to be reported to Senate by a deadline of June 30, 2014. Senator Ian Clarke made an announcement concerning the repeated floods in the Attawapiskat First Nation community, which is one of the Indigenous Visual Culture program s northern outreach communities. He informed members that both the Indigenous Visual Culture office and the Liberal Studies office would be collecting donations of art supplies, as they were destroyed in the flood. He confirmed that financial donations would also be accepted and that a communication would be sent out shortly with more information. 9. Question and Answer Period No further questions were raised. 10. Adjournment The Senate Chair declared that the regular business meeting of Senate was adjourned at 4:48pm and called for a motion to move to an in camera session. Motion to move to an in camera session of Senate, moved by Tony Kerr, seconded by Steve Quinlan. Page 6 of 6