Acadia University Senate
Minutes


SENATE MEETING OF  8 May 2002

A meeting of the Senate of Acadia University occurred on Wednesday,  2002, beginning at 10:05 a.m. with Chair Ian Wilks presiding and 36 members present.
 
1) Minutes of the Meeting of 
 11 March 2002

It was moved by M. Grieve, seconded by R. Perrins that the Minutes of 11 March 2002 be approved.  (There was no meeting of the Senate in April 2002.)

THE MOTION WAS CARRIED.
 

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

      -re Today's Agenda
 
 

      -re Senate Membership
 
 
 
 
 
 
 

  -re Correspondence From 
          Dean of Arts - 
          Advertising for academic 
          positions (012-62 -ART)
 
 

   b) From the President
 

 


 

Regrets were received from: P. Cook, J. Helms-Mills, R. Lehr, M. MacLeod, W. McLeod, N. Price, R. Proulx, S. Sansonetti, T. Voss, and L. White.

I. Wilks said that the inclusion of items 5)c) and 5)d) on today's agenda would require unanimous approval from Senators, since in neither case had the requirement for notice of motion been met.

He announced the names of Senators who are completing or interrupting their term:  J. Sacouman, D. Looker, B. Robertson, E. Johnston, B. Gullick, S. Sansonetti, S. Price, L. Caldwell, N. Berard, T. Ashley, P. Booth, B. Moody, G. Pyrcz, R. Lehr, C. Bennett, and S. Symons.  A special mention was made of J. Cayford, who is leaving Senate as a result of her impending retirement as University Registrar.  Appreciation for her contribution to Senate as Secretary was expressed by the Chair on behalf of all Senators, and a general round of applause ensued. 
 
 
 

The Chair read a letter to Senate, dated 16 April 2002, which describes a motion passed by the Arts Faculty Council on the procedure for advertising academic positions. (APPENDIX A).

K. Ogilvie announced his resignation as University President, effective 31 August 2003.  A search by the Board of Governors for a new President will begin immediately.

    d) From the Student VP 
      (Academic)

J. Britton outlined a number of changes to the structure of the Student Representative Council.  The three student Senators who serve as faculty representatives will be chosen from among the elected SRC representatives.  The term of office for these three positions was formerly 1 May to 30 April; it is now 1 July to 30 June. (The term of Office for the President of the SRC and the VPA will remain 1 May to 30 April.)  J. Britton also announced that the SRC faculty representatives for the coming year will be A. Parsons (Arts), J. Mosher (Science), and C. Saulnier (Prof. Studies).

The incoming SRC President, M. Peddle introduced himself to Senate.
 

    e) From Dean of Theology L. MacDonald announced the appointment of C. Evans and S. Konkel-White to the faculty of Acadia Divinity College.  He notified Senate that T. Ashley would be retiring as Associate Dean of Theology and as the School's representative on Senate.  His replacement, R. Wilson, was in attendance and was introduced.
 3) Approval of List of 
    Graduates for the 
   Convocation of May 2002 
   (012-61-CON)

 

The list of potential graduates for the Convocation of May 2002 was distributed and examined by degree category for errors. 

It was moved by M. Leiter, seconded by C. MacLatchy that the List of Graduates for the Convocation of May 2002 be accepted.

THE MOTION WAS CARRIED.

It was moved by M. Leiter, seconded by C. MacLatchy 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.

THE MOTION WAS CARRIED.
 

 4) Business Arising from the 
   Minutes

There was no business arising from the previous Minutes of the Senate.
 5) New Business
   a) Reports on Senate and 
       Senate Committee 
      Vacancies
       i) Nominating Committee 
          (012-54-NOM)

 
 
 

It was moved by P. Corkum, seconded by A. Mitchell, that the Nominating Committee Report to Senate dated 8 May 2001 as attached to today's agenda be accepted.

D. Looker asked for clarification on what positions on Senate a lay person could fill.  P. Corkum replied that part-time faculty may fill a lay person position on the Senate.

The Chair called for further nominations three times and hearing none, declared that nominations were closed.

THE MOTION WAS CARRIED.
 

      ii) Secretariat - Report on 
          Senate and Senate 
          Committee Vacancies 
          (012-55-SEC)

 

This document provided for information.  The Chair encouraged those responsible for filling Senate vacancies to do so in a timely manner.
 

    b) 2001-2002 Annual Reports
       of Senate Committees
  (012-56-REP)
 
 
 

      (i)
      (ii)
      (iii)
      (iv)
      (v)
      (vi)
      (vii)
      (viii)

 

It was moved by M. Leiter, seconded by R. Perrins that the Senate Committee Reports for 2001 - 2002 as distributed with today's agenda or at today's meeting be received. 

There reports were from: 
Honorary Degrees Committee
Research Ethics Board Committee
Curriculum Committee
By-Laws Committee
Admission & Academic Standing (Appeals) Committee 
Research & Graduate Studies Committee (APPENDIX B )
Academic Program Review Committee (APPENDIX C )
Honours Committee (APPENDIX D)

The Chair noted that reports were not received from the Academic Discipline Appeals Committee, Archives Committee, Board of Continuing and Distance Education, Admission & Academic Standing (Policy) Committee, Library Committee, Timetable, Instruction Hours & Examination Committee, and the Faculty Development Committee. The Scholarships, Prizes & Awards Committee present their report each September.

D. Looker suggested that even though a Senate Committee has not met, an annual report should come to Senate anyway. 

M. Leiter noted the report from Continuing and Distance Education will be presented at the next meeting of the Senate.

THE MOTION WAS CARRIED
 

    c) Faculty of Arts
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

      - Duties of the Board of 
        Continuing and Distance 
        Education (012-57-CDE)
 

B. Matthews noted that the next two motions as attached to today's agenda were passed at the Arts Faculty Council 20 November 2000.

D. Looker requested that the By-Laws Committee look into the current wording of the amending formula Senate By-Laws.  Currently, notice of motion for amendments must be served at the meeting of Senate one month prior to the vote.  However, the April meeting of the Senate was cancelled, making that condition unexpectedly impossible to satisfy.  Unless this requirement is waived, we will end up having to wait until September for these motions to be considered. 

The Chair noted that there needs to be uniformity in the Constitution and By-Laws between Section V and Appendix B, Section 1(b).  He requested that the By-Laws Committee have a recommendation for the September meeting of Senate on uniform requirements for notice of motion.

In terms of the two motions which the Arts Faculty Council wishes the Senate to consider, D. Looker noted that the Board of Continuing and Distance Education is the one standing Committee of Senate which makes policy decisions without having to bring those decisions to Senate for review.  She distributed a handout which compares all Senate committees with regard to their composition and policy status (APPENDIX E).  She then addressed the composition of the Board of CDE, and asked whether that composition was in fact an appropriate one.  She said that these two matters should be dealt with today.
 
 

The Chair asked if there was any objection to bringing the motion forward at this time.  There was objection.  Therefore it was not brought forward.
 

    d) Faculty of Arts-
      Composition of the Board of 
      Continuing and Distance 
      Education (012-58-CDE)

 

The Chair asked if there was any objection to bringing this motion forward at this time.  There was objection.  Therefore it was not brought forward.
 

    e) Research & Graduate 
      Studies-Science Rep on 
      REB (012-59-REB)
It was moved by R. Perrins, seconded by B. Matthews that the Senate accept the nomination of Dr. S. Johnson to serve a two-year term as the Faculty of Pure and Applied Science representative on Acadia university's Research Ethics Board).

R. Perrins noted the attachment to today's agenda regarding this motion had an error.  Dr. Johnson would represent the Faculty of Pure and Applied Science. 

The Chair called for further nominations three times and hearing none, declared that nominations were closed.

THE MOTION WAS CARRIED.
 

   f) Vice-President (Academic)-
      Academic Student Advising 
      (012-60-VPA)
It was moved by M. Leiter and seconded by B. Matthews that the Vice-President (Academic) Report on Student Advising dated 23 April 2002 as attached to today's agenda be received.

M. Leiter spoke on the student advising process at Acadia and how it has become more complicated over the years as programs and degree choices have increased.  This document is an attempt to suggest ways of helping students make good choices in designing their program.  Most problems arise when students switch programs.  An on-line advising system and automatic PACE production would be an advantage, as any change to PACE could be noted and students could then advised of any consequences.  This move to advising electronically would be in keeping with how we do things at the University now.

T. Archibald said that the report was well done.  He noted that the current system of registration fails to identify certain key problems, such as cases where students enrol in courses which are in fact not able to count toward their degree.  He agreed with the proposal to make changes to the registration system. 

G. Ness asked what subsequent actions will be taken to deal with these recommendations if this report is received by Senate.  M. Leiter replied that improving the registration system would be a matter of top priority for computing services. 

D. Looker asked if a different student information system is in the works, noting that the present EDEN system is does not provide all of the information needed for advising, and is not user-friendly.  J. Cayford replied that a new system is being explored by P. Dimock, and the specific concerns expressed here are being considered; but it is going to be difficult to find an existing system which has everything that is required.

In replying to a query from A. Mitchell, M. Leiter named committee members of this report as M. Tugwell, W. Isenor, J. Cayford and himself.  Various others were consulted for specific questions.

S. Symons felt on-line registration is not more efficient for faculty members.  As a Department Head, she spends hours advising students at various levels and this experience lead her to believe on-line advising would not be an efficient way to go, particularly for first year students.

THE MOTION WAS CARRIED.
 

6) Other Business
   a) Additional Meeting of 
      Senate
 
 

   b) Thanks to the Senate 
      Secretariat
 

   c) Special Thanks
 

As per Article IV (1)(b) of the Constitution and By-Laws of Senate, the Chair asked if an additional meeting of Senate was necessary this month.  There was no request for such a meeting.
 

I. Wilks thanked J. Cayford and D. Murphy of the Senate Secretariat for a job well done this past year.

B. Matthews acknowledged the very good work of R. Perrins as Director of Research & Graduate Studies and wished him well on his coming sabbatical leave.
 

7) Adjournment M. Leiter moved that the meeting be adjourned.  It was 11:50 a.m.

_________________________________
D. Murphy, Recording Secretary