Minutes Template

Acadia University Senate
Minutes

SENATE MEETING OF 9 OCTOBER 2001

A meeting of the Senate of Acadia University occurred on Tuesday, 9 October 2001, beginning at
4:00 p.m. with Chair Ian Wilks presiding and members present.

1) Minutes of the Meeting of
    9 May 2001
As no meeting of the Senate was held in September 2001, the Minutes to be approved dated from 9 May 2001.
It was moved by R. Perrins, seconded by S. Sansonetti that the Minutes of 9 May 2001 be approved as circulated.
THE MOTION WAS CARRIED.

2) Announcements and
Communications
a) From the Chair

     -re Regrets

     -re Today's Agenda
     -re Welcome

      -re Senate Meeting
        Procedure

Regrets were received from S. Ash, J. DeWolfe, B. Gullick, G. Hepburn, A. Irving, L. McDonald, D. MacKinnon, B. Moody, and,R. Proulx.
The Chair referred to Item 5)d) of today's agenda regarding the Research Ethics Board and the election of two new members to fill vacancies. A motion to appoint two new members was circulated and I. Wilks asked for permission to proceed with this motion without the usual seven-day notice.
There was no opposition to waiving the notice.
The Chair acknowledged the following newly appointed Senators: J. Britton, S. Price, L. Caldwell, S. Sansonetti, G. Vaughan, B. Matthews, G. Hepburn, M. MacLeod, R. Proulx, P. Corkum, H. Hemming, R. Lehr, T. Herman, and T. Archibald. It was noted that a few vacancies still exist on the Senate and the Senate Committees and asked that those responsible for filling them, do so.
He drew attention to the report on last year’s amendments to the Constitution and By-Laws, which was distributed with the agenda.

In closing, the Chair outlined the following procedures which would be followed at the Senate meetings. 1.) Senate meetings will end at approximately 6:00 p.m. 2.) Although the Constitution and By-Laws of this body designate Arthur Beauchesne's Rules and Forms in the House of Commons of Canada as governing all aspects of procedure in this body, Roberts' Rules shall be used as a supplement and a guide. 3.) Motions will be passed by a majority of Senators in attendance with the Chair voting against the motion in the event of a tie.

    b) From the President K. Ogilvie also welcomed all Senators. He noted a number of changes on campus since the last meeting of the Senate. In particular he mentioned the Chancellor's Project, which has no official opening date as yet, and the renovations which have taken place in the School of Recreation Management and Kinesiology.
The President congratulated R. Murphy, D. Kruisselbrink, and J. Fowles for their success in recently winning a CFI Grant.

    c) From the Vice-President
       (Academic)
M. Leiter announced developments on the search for three new Canada Research Chairs in the following areas: Information Society, Tier 1, chaired by Gary Hepburn; Health and Wellbeing, chaired by Bill McLeod; and Information Networks, chaired by Cy MacLatchy. The University has submitted two individual applications and is a partner on ten collaborative applications to the Atlantic Innovation Fund. The University’s part in these project proposals is on the order of $10 million.
The Canada Foundation for Innovation discussed the University’s application for $5 million toward a Centre for global change research to be located in the new life sciences building.
The Senate Academic Program Review Committee is drafting a report on the review of Continuing and Distance Education, which will be reviewed by all members of the committee and brought to the Senate in November. The next departmental review is focusing on the School of Business.
In a question to the Vice-President, D. Looker recalled issues she brought up at the May meeting of the Senate regarding the annual report of the Board of Continuing and Distance Education in which dates of meetings for this Board were listed. As Head of a department, D. Looker had asked in April 2000 for a matter to be dealt with as soon as possible and understood that this committee had not met. The report contradicted this and she felt that this was a serious matter. After investigating, it was revealed that this committee did indeed meet but had not considered the matter as requested and the VP(A) as chair, was asked why this request was ignored.
M. Leiter said that he did not know why this issue was not brought to the board.

3) Approval of List of Graduates
     for the Convocation of
    October 2001 (012-04-CON) The list of potential graduates for the Convocation of October 2001 was distributed and examined by degree category for errors and omissions. (APPENDIX A)
It was moved by M. Leiter and seconded by G. Pyrcz that the List of Graduates for the Convocation of October 2001 be accepted.
MOTION WAS CARRIED.
It was moved by M. Leiter and seconded by W. McLeod that any candidate for an Acadia degree, diploma or certificate who should receive a grade or otherwise qualify or be disqualified between this Senate meeting and the forthcoming Convocations, shall be considered by the Chair of the Admissions and Academic Standing Committee, the appropriate Dean and the Registrar, acting as an ad hoc committee of the Senate, they having the power to make consequential amendments to the graduation list.
MOTION WAS CARRIED.

4) Business Arising from the
   Minutes
There was no business arising from the minutes of 9 May 2001.

5) New Business
a) Admissions & Academic
     Standing Committee
     (Policy) (012-01-AAS)

It was moved by M. Leiter and seconded by S. Symons that the policy on re-read procedures be amended to read "Any request to re-read an examination paper (or its equivalent in a course using an alternative form of assessment) must reach the Registrar within 30 days after release of the final examination results." [proposed addition in bold]
MOTION WAS CARRIED.

   b) By-Laws Committee -
     Ratification of Faculty
     Constitution (012-02-LAW)
It was moved by M. Grieve and seconded by P. Corkum that the Constitutions of the Faculties of Arts and Pure and Applied Science as amended and as attached to today's agenda be accepted.
M. Grieve spoke to this motion, referring to attachments to today's agenda, which outline amendments made to the Constitutions of Arts and of Pure and Applied Science. He added that a motion dealing with the Faculty of Professional Studies Constitution would follow.
MOTION WAS CARRIED.

    c) Vice-President (Academic)
      - Acadia University Library
        Records to the main
        RELAIS (012-03-VPA)

It was moved by M. Leiter and seconded by W. McLeod that the Senate of Acadia University recommend to the Board of Governors that Acadia University permit the disclosure of its library patron records to the main RELAIS server (to be stationed at the Memorial University of Newfoundland, St. John's campus) for the sole purpose of processing Inter-Library Loan requests within the RELAIS consortium.
M. Leiter spoke to this motion stating that the Freedom of Information/Protection of Privacy Act prevents the university from providing names of Acadia University Students to any external body. This exception would permit a useful service to students, but needs the approval of the Senate and the Board of Governors.
MOTION WAS CARRIED.
The Board of Governors will be notified of this motion.

    d) Research and Graduate
      Studies-Nomination Report
      for Research Ethics Board
      (012-05-RGS)

    Point of Order

    Motion Withdrawn

It was moved by R. Perrins and seconded by J. Britton that whereas Acadia University is required to comply with the Tri-Council Policy Statement entitled, "Ethical Conduct of Research Involving Humans" (August 1998), and the Acadia University Senate By-Laws regarding the membership of the university's Research Ethics Board (REB), the Senate Committee on Research and Graduate Studies presents the following candidates to fill the Arts Faculty position and the graduate student vacancy on Acadia's REB: David Duke, Department of History and Classics, Faculty of Arts (3-year term) and Liz Nilsen, M.Sc. Program, Department of Psychology, Graduate Student (1-year term).
The Chair called for any additional names to be considered for these positions.
B. Matthews asked for clarification on the selection of members for the Research Ethics Board. The Chair pointed out that members are nominated by the Senate Committee on Research and Graduate Studies, and elected by Senate.
D. Looker suggested that if there was concern about due process then the agreement made at the beginning of this meeting to waive notice of motion should perhaps be reconsidered. It was moved by D. Looker and seconded by T. Voss that this motion be referred back to the Senate Committee on Research and Graduate Studies for further consideration.
G. Pyrcz asked if this delay would be in the best interests of students in the honours and graduate programs who are looking for approval to begin research.
R. Perrins spoke against this motion, reminding Senators that it is the responsibility of the Senate Committee on Research and Graduate Studies to nominate members to the REB and it is important to have a full committee as soon as possible.
K. Ogilvie raised a point of order, stating that it is the responsibility of the Committee on R&GS to nominate members to the REB, yet the floor was opened up for further nominations. This is not a proper process.The
Chair replied that the call for further nominations was made and the seven-day notice of motion was waived as a means to ensure that everyone in the assembly agrees to the slate of nominees. Any kind of difficulty that is expressed in that regard indicates that there is a problem and therefore consideration should be given to refer this item back to the Committee on R&GS.
S. Symons asked if each nomination could be considered separately.
The Chair stated that the motion to defer takes priority over another motion to split the motion. Unless the motion to refer is withdrawn. Both mover and seconder agreed to withdraw the motion to refer back to the Senate Committee on R&GS for further consideration.
J. Cayford read from Article VIII (g) (i) RESEARCH ETHICS BOARD, of the Senate Constitution and By-Laws which states "REB members shall be nominated by the Senate Committee on R&GS, and elected by Senate".
The call for further nominations was made a third time and hearing none, nominations ceased.
THE MOTION WAS CARRIED.

    e) Research Ethics Board -
      Membership (012-06-REB)
R. Perrins gave notice of motion on behalf of the Senate Committee on Research and Graduate Studies concerning Article VIII (g) RESEARCH ETHICS BOARD of the Senate Constitution and By-Laws (APPENDIX B).

6) Adjournment T. Archibald moved that this meeting be adjourned. It was 5:05 p.m.

_________________________________
D. Murphy, Recording Secretary

1) Minutes of the Meeting of 9 May 2001	As no meeting of the Senate was held in September 2001, the Minutes to be approved dated from 9 May 2001. It was moved by R. Perrins, seconded by S. Sansonetti that the Minutes of 9 May 2001 be approved as circulated. THE MOTION WAS CARRIED.
2) Announcements and Communications a) From the Chair -re Regrets -re Today's Agenda -re Welcome -re Senate Meeting Procedure	Regrets were received from S. Ash, J. DeWolfe, B. Gullick, G. Hepburn, A. Irving, L. McDonald, D. MacKinnon, B. Moody, and,R. Proulx. The Chair referred to Item 5)d) of today's agenda regarding the Research Ethics Board and the election of two new members to fill vacancies. A motion to appoint two new members was circulated and I. Wilks asked for permission to proceed with this motion without the usual seven-day notice. There was no opposition to waiving the notice. The Chair acknowledged the following newly appointed Senators: J. Britton, S. Price, L. Caldwell, S. Sansonetti, G. Vaughan, B. Matthews, G. Hepburn, M. MacLeod, R. Proulx, P. Corkum, H. Hemming, R. Lehr, T. Herman, and T. Archibald. It was noted that a few vacancies still exist on the Senate and the Senate Committees and asked that those responsible for filling them, do so. He drew attention to the report on last year’s amendments to the Constitution and By-Laws, which was distributed with the agenda. In closing, the Chair outlined the following procedures which would be followed at the Senate meetings. 1.) Senate meetings will end at approximately 6:00 p.m. 2.) Although the Constitution and By-Laws of this body designate Arthur Beauchesne's Rules and Forms in the House of Commons of Canada as governing all aspects of procedure in this body, Roberts' Rules shall be used as a supplement and a guide. 3.) Motions will be passed by a majority of Senators in attendance with the Chair voting against the motion in the event of a tie.
b) From the President	K. Ogilvie also welcomed all Senators. He noted a number of changes on campus since the last meeting of the Senate. In particular he mentioned the Chancellor's Project, which has no official opening date as yet, and the renovations which have taken place in the School of Recreation Management and Kinesiology. The President congratulated R. Murphy, D. Kruisselbrink, and J. Fowles for their success in recently winning a CFI Grant.
c) From the Vice-President (Academic)	M. Leiter announced developments on the search for three new Canada Research Chairs in the following areas: Information Society, Tier 1, chaired by Gary Hepburn; Health and Wellbeing, chaired by Bill McLeod; and Information Networks, chaired by Cy MacLatchy. The University has submitted two individual applications and is a partner on ten collaborative applications to the Atlantic Innovation Fund. The University’s part in these project proposals is on the order of $10 million. The Canada Foundation for Innovation discussed the University’s application for $5 million toward a Centre for global change research to be located in the new life sciences building. The Senate Academic Program Review Committee is drafting a report on the review of Continuing and Distance Education, which will be reviewed by all members of the committee and brought to the Senate in November. The next departmental review is focusing on the School of Business. In a question to the Vice-President, D. Looker recalled issues she brought up at the May meeting of the Senate regarding the annual report of the Board of Continuing and Distance Education in which dates of meetings for this Board were listed. As Head of a department, D. Looker had asked in April 2000 for a matter to be dealt with as soon as possible and understood that this committee had not met. The report contradicted this and she felt that this was a serious matter. After investigating, it was revealed that this committee did indeed meet but had not considered the matter as requested and the VP(A) as chair, was asked why this request was ignored. M. Leiter said that he did not know why this issue was not brought to the board.
3) Approval of List of Graduates for the Convocation of October 2001 (012-04-CON)	The list of potential graduates for the Convocation of October 2001 was distributed and examined by degree category for errors and omissions. (APPENDIX A) It was moved by M. Leiter and seconded by G. Pyrcz that the List of Graduates for the Convocation of October 2001 be accepted. MOTION WAS CARRIED. It was moved by M. Leiter and seconded by W. McLeod that any candidate for an Acadia degree, diploma or certificate who should receive a grade or otherwise qualify or be disqualified between this Senate meeting and the forthcoming Convocations, shall be considered by the Chair of the Admissions and Academic Standing Committee, the appropriate Dean and the Registrar, acting as an ad hoc committee of the Senate, they having the power to make consequential amendments to the graduation list. MOTION WAS CARRIED.
4) Business Arising from the Minutes	There was no business arising from the minutes of 9 May 2001.
5) New Business a) Admissions & Academic Standing Committee (Policy) (012-01-AAS)	It was moved by M. Leiter and seconded by S. Symons that the policy on re-read procedures be amended to read "Any request to re-read an examination paper (or its equivalent in a course using an alternative form of assessment) must reach the Registrar within 30 days after release of the final examination results." [proposed addition in bold] MOTION WAS CARRIED.
b) By-Laws Committee - Ratification of Faculty Constitution (012-02-LAW)	It was moved by M. Grieve and seconded by P. Corkum that the Constitutions of the Faculties of Arts and Pure and Applied Science as amended and as attached to today's agenda be accepted. M. Grieve spoke to this motion, referring to attachments to today's agenda, which outline amendments made to the Constitutions of Arts and of Pure and Applied Science. He added that a motion dealing with the Faculty of Professional Studies Constitution would follow. MOTION WAS CARRIED.
c) Vice-President (Academic) - Acadia University Library Records to the main RELAIS (012-03-VPA)	It was moved by M. Leiter and seconded by W. McLeod that the Senate of Acadia University recommend to the Board of Governors that Acadia University permit the disclosure of its library patron records to the main RELAIS server (to be stationed at the Memorial University of Newfoundland, St. John's campus) for the sole purpose of processing Inter-Library Loan requests within the RELAIS consortium. M. Leiter spoke to this motion stating that the Freedom of Information/Protection of Privacy Act prevents the university from providing names of Acadia University Students to any external body. This exception would permit a useful service to students, but needs the approval of the Senate and the Board of Governors. MOTION WAS CARRIED. The Board of Governors will be notified of this motion.
d) Research and Graduate Studies-Nomination Report for Research Ethics Board (012-05-RGS) Point of Order Motion Withdrawn	It was moved by R. Perrins and seconded by J. Britton that whereas Acadia University is required to comply with the Tri-Council Policy Statement entitled, "Ethical Conduct of Research Involving Humans" (August 1998), and the Acadia University Senate By-Laws regarding the membership of the university's Research Ethics Board (REB), the Senate Committee on Research and Graduate Studies presents the following candidates to fill the Arts Faculty position and the graduate student vacancy on Acadia's REB: David Duke, Department of History and Classics, Faculty of Arts (3-year term) and Liz Nilsen, M.Sc. Program, Department of Psychology, Graduate Student (1-year term). The Chair called for any additional names to be considered for these positions. B. Matthews asked for clarification on the selection of members for the Research Ethics Board. The Chair pointed out that members are nominated by the Senate Committee on Research and Graduate Studies, and elected by Senate. D. Looker suggested that if there was concern about due process then the agreement made at the beginning of this meeting to waive notice of motion should perhaps be reconsidered. It was moved by D. Looker and seconded by T. Voss that this motion be referred back to the Senate Committee on Research and Graduate Studies for further consideration. G. Pyrcz asked if this delay would be in the best interests of students in the honours and graduate programs who are looking for approval to begin research. R. Perrins spoke against this motion, reminding Senators that it is the responsibility of the Senate Committee on Research and Graduate Studies to nominate members to the REB and it is important to have a full committee as soon as possible. K. Ogilvie raised a point of order, stating that it is the responsibility of the Committee on R&GS to nominate members to the REB, yet the floor was opened up for further nominations. This is not a proper process.The Chair replied that the call for further nominations was made and the seven-day notice of motion was waived as a means to ensure that everyone in the assembly agrees to the slate of nominees. Any kind of difficulty that is expressed in that regard indicates that there is a problem and therefore consideration should be given to refer this item back to the Committee on R&GS. S. Symons asked if each nomination could be considered separately. The Chair stated that the motion to defer takes priority over another motion to split the motion. Unless the motion to refer is withdrawn. Both mover and seconder agreed to withdraw the motion to refer back to the Senate Committee on R&GS for further consideration. J. Cayford read from Article VIII (g) (i) RESEARCH ETHICS BOARD, of the Senate Constitution and By-Laws which states "REB members shall be nominated by the Senate Committee on R&GS, and elected by Senate". The call for further nominations was made a third time and hearing none, nominations ceased. THE MOTION WAS CARRIED.
e) Research Ethics Board - Membership (012-06-REB)	R. Perrins gave notice of motion on behalf of the Senate Committee on Research and Graduate Studies concerning Article VIII (g) RESEARCH ETHICS BOARD of the Senate Constitution and By-Laws (APPENDIX B).
6) Adjournment	T. Archibald moved that this meeting be adjourned. It was 5:05 p.m.
_________________________________ D. Murphy, Recording Secretary