Minutes Template

Acadia University Senate
Minutes

SENATE MEETING OF 11 December 2000

A meeting of the Senate of Acadia University occurred on Monday, 11 December 2000, beginning at 4:05 p.m. with Chair Ian Wilks presiding and 35 members present.

1) Minutes of the Meeting of
    13 November 2000
It was moved by C. MacLatchy, seconded by L. White that the minutes of 13 November 2000 be approved as circulated.
MOTION WAS CARRIED.

2) Announcements and
    Communications
    a) From the Chair
       -re Regrets

      -re Today's Agenda

Regrets were received from P. Cabilio, S. Deaton, M. Grieve, A. Irving, E. Johnston, G. Ness, M. Nugent, R. Petrykanyn, K. Robertson, S. Roscoe, N. Van Wagoner.
The Chair noted that five documents have been handed out to those in attendance at this meeting; these are in addition to the attachments circulated with the agenda.
He said that action on 3)a) would be delayed to a future meeting, and that J. McLeod of the By-Laws Committee would speak to this matter later in the meeting. He also said that four items would come forward today under “Other Business”.

    b) From the President
       -re Achievements at Acadia
K. Ogilvie announced that Acadia would receive the Pioneer Award from Educause, to be presented at the Ubiquitous Computing Conference in January; this award recognizes leadership in higher education. He stressed that Senate should take pride in this achievement, a result of the efforts of the academic body which the Senate represents. He also noted the success of students from the School of Business and the School Computer Science who recently placed second and fifth in an international competition. K. Ogilvie advised Senate that Acadia's Estuarine Centre and its members will be receiving recognition for their environmental work; of particular interest is an environmental science class project in conjunction with the Town of Wolfville.

    e) Senate Ad hoc Committee to
        Review the Role of the Senate
        Library Committee
T. Ashley, Chair of the Senate Ad hoc Committee to Review the Role of the Senate Library Committee, reported that this Committee has met each week since the last meeting of Senate and has made good progress. A report will be presented to Senate early in the coming term.

3) Business Arising from the
   Minutes
a) By-Laws Committee-
     Proposals for Archive
     Committee (001-16-LAW)

J. McLeod spoke to the "Proposals for Senate Archives Committee" (APPENDIX A) and asked that this item be deferred.

    b) Vice-President (Academic)-
     Suspension of Fall
     Convocation (001-11-CON)
As attached to the November minutes, it was moved by M. Leiter, seconded by L. MacDonald that Acadia hold one convocation each year in May, continuing the present practice of three ceremonies. It is proposed that the fall convocation ceremony be suspended.
To accommodate students who complete their degree requirements between May and September and do not wish to wait until the following May to receive their degrees, Senate would approve the awarding of those degrees at its October meeting, i.e. students could choose to graduate with no ceremony in October or to graduate in May and participate in convocation ceremonies.
As is the usual practice, the Registrar can provide a letter to students who have completed their course work noting that they have completed their requirements and that their name will be recommended to Senate for the awarding of the degree at the next convocation.
Graduate students who choose to receive their degree in October would be considered along with the May graduates for the Governor General's Gold medal.
Discussion followed. It was pointed out that the primary consideration for this motion is lack of participation by faculty and graduates. Last convocation had 40% of eligible graduating students and 5% of faculty participate in this ceremony. It is awkward when a special speaker is brought in and the university has such a poor showing. By having one ceremony in May, good attendance is ensured. A student who is able to attend convocation in the fall, will likely be able to attend in May.
Some faculty members expressed the desire to continue the practice of fall convocation. Although small it is just as important to the students graduating; and, although it is unfortunate that more faculty do not participate, the event is for the students not faculty, so the number of faculty attending should not matter. For various reasons many students need the extra time to meet the requirements for graduation, and some programs are in fact geared for a fall graduation.
Concern was expressed about the option to receive a degree without any ceremony; discontinuing fall convocation will mean that no degree will be awarded until May.
M. Leiter replied that degrees are currently awarded in absentia, so what is proposed would not be a new practice. If any graduating students need their degree awarded in fall in order to apply for further studies, the degree can be awarded by Senate under this proposal. Students will not be excluded from convocation.
P. Myers speaking on behalf of graduate students, argued that fall convocation is necessary because most graduate students are not finished in time for the spring ceremony. M. Brown argued that the opportunity to participate in a fall ceremony should be maintained and insufficient attendance by faculty members does not excuse discontinuing it.
T. Ashley asked if a student could receive a diploma in October and then take part in the ceremony in May under this proposal. The reply was that the student would have to choose to receive the degree by Senate action in October, or wait until May for the spring convocation.
K. Ogilvie noted that convocation practices North American universities vary greatly and are based on individual traditions.
J. Cayford noted that the number of students graduating in the next two years is likely to be low, reflecting the lower intake of first year students in 1997 and 1998.
G. Prycz said that, in order to make a decision on this matter, he would like to see more figures concerning cost, and definite figures on attendance.
VOTE ON MOTION WAS TIED (15/15)
The chair noted that it was now his duty to cast a deciding vote. Correct procedure dictates use of this guiding principle: that the deciding vote be cast in such a way as to keep the motion alive. Voting against this motion would allow it to be reconsidered by Senate at some future time, and would thus keep it alive. He concluded that he was thus obliged to cast a negative vote.
MOTION WAS DEFEATED.

4) New Business
a) Annual Report of the
      Senate Scholarship, Prizes
      and Awards Committee
      (001-12-REP)

Amended at January meeting ->

It was moved by R. Perrins, seconded by A. Mitchell that the Annual Report of the Senate Scholarship, Prizes, and Awards Committee, dated 29 September 2000, be accepted.
A. Mitchell, as a member of this Committee, spoke to this motion and expressed concern with the figures in paragraph 10. For Senators' information, he stated that the dollar value offered is not the same as the dollar value accepted/awarded and thus actually spent. Therefore the figure in this report is not the amount used, but offered.
J. McLeod requested a friendly amendment to page 1 of the report: replace "Faculty of Management and Education" with "Faculty of Professional Studies". It was agreed.
G. Pyrcz wished to record a concern with this Committee regarding the retention of students, and the fact that some students cannot meet financial obligations to continue their studies; he asked if this issue is being considered by this Committee.
P. Cook noted that bursary monies available to this Committee have doubled, enabling the Committee to better meet the demand.
MOTION AS AMENDED WAS CARRIED.

   b) Timetable, Instruction
      Hours and Examinations
      Committee - 2001-2002
      Calendar Dates
      (001-13-TIE)

It was moved by M. Leiter, seconded by G. Pyrcz that the proposed dates for the 2001-2002 University Calendar as attached to today's agenda be accepted.
It was moved by M. Brown, seconded by M. Forrest that six additional dates be added to the calendar to reflect the School of Education practicum dates. Dates to be added to this calendar are:
November 14 - School of Education's Last Day of Class
November 19 - School of Education's First Day of Field Experience
December 21 - School of Education's Last Day of Field Experience
March 22 - School of Education's Last Day of Class March 25 - School of Education's First Day of Field Experience
April 26 - School of Education's Last Day of Field Experience
MOTION TO AMEND WAS CARRIED.
MOTION AS AMENDED WAS CARRIED.

5) Other Business
a) Curriculum Committee-
     School of Education
      (001-15-CUR)

It was moved by M. Brown, seconded by D. MacKinnon that the new course titles from the School of Education as distributed at this meeting be accepted (APPENDIX B).
MOTION WAS CARRIED.

   b) Faculty of Theology/Acadia
      Divinity College Curriculum
      Committee-New Courses
      (001-17-THE)

     re- Acadia Divinity College
          Professional Accreditation

It was moved by L. MacDonald, seconded by J. McLeod that the new courses from the Faculty of Theology/Acadia Divinity College as distributed at this meeting be accepted (APPENDIX C).
T. Ashley outlined the proposed changes to curriculum. He stated that these proposals have the recommendation of the College Curriculum Committee and the full College Faculty/Senate; they are now coming to the University Senate for final approval.
MOTION WAS CARRIED.

T. Ashley advised Senators that the Acadia Divinity College’s 10-year period of professional accreditation has come up; the College has now been granted another ten years of accreditation by the Association of Theology Schools.

   c) Notice of Motion-Vice-
      President (Academic)
      -re Amendment to the Arts
           Faculty Council Constitution
           (001-18-ARTS)

M. Leiter gave notice of motion concerning an amendment to the Arts Faculty Council Constitution (APPENDIX D).

   d) Notice of Motion-Faculty
      of Arts
     -re Terms of Reference for
       the Board of Continuing
          and Distance Education
         (001-14-CDE)

B. Moody gave notice of two motions on behalf of the Faculty of Arts Council concerning both the terms of reference and the structure of the Board of Continuing and Distance Education (APPENDIX E).

6) Adjournment S. Symons moved that this meeting be adjourned. It was 5:20 p.m.

1) Minutes of the Meeting of 13 November 2000	It was moved by C. MacLatchy, seconded by L. White that the minutes of 13 November 2000 be approved as circulated. MOTION WAS CARRIED.
2) Announcements and Communications a) From the Chair -re Regrets -re Today's Agenda	Regrets were received from P. Cabilio, S. Deaton, M. Grieve, A. Irving, E. Johnston, G. Ness, M. Nugent, R. Petrykanyn, K. Robertson, S. Roscoe, N. Van Wagoner. The Chair noted that five documents have been handed out to those in attendance at this meeting; these are in addition to the attachments circulated with the agenda. He said that action on 3)a) would be delayed to a future meeting, and that J. McLeod of the By-Laws Committee would speak to this matter later in the meeting. He also said that four items would come forward today under “Other Business”.
b) From the President -re Achievements at Acadia	K. Ogilvie announced that Acadia would receive the Pioneer Award from Educause, to be presented at the Ubiquitous Computing Conference in January; this award recognizes leadership in higher education. He stressed that Senate should take pride in this achievement, a result of the efforts of the academic body which the Senate represents. He also noted the success of students from the School of Business and the School Computer Science who recently placed second and fifth in an international competition. K. Ogilvie advised Senate that Acadia's Estuarine Centre and its members will be receiving recognition for their environmental work; of particular interest is an environmental science class project in conjunction with the Town of Wolfville.
e) Senate Ad hoc Committee to Review the Role of the Senate Library Committee	T. Ashley, Chair of the Senate Ad hoc Committee to Review the Role of the Senate Library Committee, reported that this Committee has met each week since the last meeting of Senate and has made good progress. A report will be presented to Senate early in the coming term.
3) Business Arising from the Minutes a) By-Laws Committee- Proposals for Archive Committee (001-16-LAW)	J. McLeod spoke to the "Proposals for Senate Archives Committee" (APPENDIX A) and asked that this item be deferred.
b) Vice-President (Academic)- Suspension of Fall Convocation (001-11-CON)	As attached to the November minutes, it was moved by M. Leiter, seconded by L. MacDonald that Acadia hold one convocation each year in May, continuing the present practice of three ceremonies. It is proposed that the fall convocation ceremony be suspended. To accommodate students who complete their degree requirements between May and September and do not wish to wait until the following May to receive their degrees, Senate would approve the awarding of those degrees at its October meeting, i.e. students could choose to graduate with no ceremony in October or to graduate in May and participate in convocation ceremonies. As is the usual practice, the Registrar can provide a letter to students who have completed their course work noting that they have completed their requirements and that their name will be recommended to Senate for the awarding of the degree at the next convocation. Graduate students who choose to receive their degree in October would be considered along with the May graduates for the Governor General's Gold medal. Discussion followed. It was pointed out that the primary consideration for this motion is lack of participation by faculty and graduates. Last convocation had 40% of eligible graduating students and 5% of faculty participate in this ceremony. It is awkward when a special speaker is brought in and the university has such a poor showing. By having one ceremony in May, good attendance is ensured. A student who is able to attend convocation in the fall, will likely be able to attend in May. Some faculty members expressed the desire to continue the practice of fall convocation. Although small it is just as important to the students graduating; and, although it is unfortunate that more faculty do not participate, the event is for the students not faculty, so the number of faculty attending should not matter. For various reasons many students need the extra time to meet the requirements for graduation, and some programs are in fact geared for a fall graduation. Concern was expressed about the option to receive a degree without any ceremony; discontinuing fall convocation will mean that no degree will be awarded until May. M. Leiter replied that degrees are currently awarded in absentia, so what is proposed would not be a new practice. If any graduating students need their degree awarded in fall in order to apply for further studies, the degree can be awarded by Senate under this proposal. Students will not be excluded from convocation. P. Myers speaking on behalf of graduate students, argued that fall convocation is necessary because most graduate students are not finished in time for the spring ceremony. M. Brown argued that the opportunity to participate in a fall ceremony should be maintained and insufficient attendance by faculty members does not excuse discontinuing it. T. Ashley asked if a student could receive a diploma in October and then take part in the ceremony in May under this proposal. The reply was that the student would have to choose to receive the degree by Senate action in October, or wait until May for the spring convocation. K. Ogilvie noted that convocation practices North American universities vary greatly and are based on individual traditions. J. Cayford noted that the number of students graduating in the next two years is likely to be low, reflecting the lower intake of first year students in 1997 and 1998. G. Prycz said that, in order to make a decision on this matter, he would like to see more figures concerning cost, and definite figures on attendance. VOTE ON MOTION WAS TIED (15/15) The chair noted that it was now his duty to cast a deciding vote. Correct procedure dictates use of this guiding principle: that the deciding vote be cast in such a way as to keep the motion alive. Voting against this motion would allow it to be reconsidered by Senate at some future time, and would thus keep it alive. He concluded that he was thus obliged to cast a negative vote. MOTION WAS DEFEATED.
4) New Business a) Annual Report of the Senate Scholarship, Prizes and Awards Committee (001-12-REP) Amended at January meeting ->	It was moved by R. Perrins, seconded by A. Mitchell that the Annual Report of the Senate Scholarship, Prizes, and Awards Committee, dated 29 September 2000, be accepted. A. Mitchell, as a member of this Committee, spoke to this motion and expressed concern with the figures in paragraph 10. For Senators' information, he stated that the dollar value offered is not the same as the dollar value accepted/awarded and thus actually spent. Therefore the figure in this report is not the amount used, but offered. J. McLeod requested a friendly amendment to page 1 of the report: replace "Faculty of Management and Education" with "Faculty of Professional Studies". It was agreed. G. Pyrcz wished to record a concern with this Committee regarding the retention of students, and the fact that some students cannot meet financial obligations to continue their studies; he asked if this issue is being considered by this Committee. P. Cook noted that bursary monies available to this Committee have doubled, enabling the Committee to better meet the demand. MOTION AS AMENDED WAS CARRIED.
b) Timetable, Instruction Hours and Examinations Committee - 2001-2002 Calendar Dates (001-13-TIE)	It was moved by M. Leiter, seconded by G. Pyrcz that the proposed dates for the 2001-2002 University Calendar as attached to today's agenda be accepted. It was moved by M. Brown, seconded by M. Forrest that six additional dates be added to the calendar to reflect the School of Education practicum dates. Dates to be added to this calendar are: November 14 - School of Education's Last Day of Class November 19 - School of Education's First Day of Field Experience December 21 - School of Education's Last Day of Field Experience March 22 - School of Education's Last Day of Class March 25 - School of Education's First Day of Field Experience April 26 - School of Education's Last Day of Field Experience MOTION TO AMEND WAS CARRIED. MOTION AS AMENDED WAS CARRIED.
5) Other Business a) Curriculum Committee- School of Education (001-15-CUR)	It was moved by M. Brown, seconded by D. MacKinnon that the new course titles from the School of Education as distributed at this meeting be accepted (APPENDIX B). MOTION WAS CARRIED.
b) Faculty of Theology/Acadia Divinity College Curriculum Committee-New Courses (001-17-THE) re- Acadia Divinity College Professional Accreditation	It was moved by L. MacDonald, seconded by J. McLeod that the new courses from the Faculty of Theology/Acadia Divinity College as distributed at this meeting be accepted (APPENDIX C). T. Ashley outlined the proposed changes to curriculum. He stated that these proposals have the recommendation of the College Curriculum Committee and the full College Faculty/Senate; they are now coming to the University Senate for final approval. MOTION WAS CARRIED. T. Ashley advised Senators that the Acadia Divinity College’s 10-year period of professional accreditation has come up; the College has now been granted another ten years of accreditation by the Association of Theology Schools.
c) Notice of Motion-Vice- President (Academic) -re Amendment to the Arts Faculty Council Constitution (001-18-ARTS)	M. Leiter gave notice of motion concerning an amendment to the Arts Faculty Council Constitution (APPENDIX D).
d) Notice of Motion-Faculty of Arts -re Terms of Reference for the Board of Continuing and Distance Education (001-14-CDE)	B. Moody gave notice of two motions on behalf of the Faculty of Arts Council concerning both the terms of reference and the structure of the Board of Continuing and Distance Education (APPENDIX E).
6) Adjournment	S. Symons moved that this meeting be adjourned. It was 5:20 p.m.