Acadia University Senate


A meeting of the Senate of Acadia University occurred on Monday,  12 September 2005, beginning at
4:05 p.m. with Chair Ian Wilks presiding and 45 members present.
1)   Minutes of the Meeting of
13 June 2005
It was moved by L. McDonald and seconded by W. McLeod that the minutes of Monday, 13 June 2005 be approved. 
Correction made to pg. 3 item 4)a) under "Open discussion points", second bullet should read "As Nutrition will be reviewed for its professional designation/certification in 2008, it will be removed from the schedule."

2) Announcements and
   a) From the Chair
      -re Regrets
      -re Visitors
      -re Agenda
      -re Senate Meetings
      -re Senate Membership
      -re Senator Orientation
Regrets were received from G. Dinter-Gottlieb, and J. Kirk.
Visitors in attendance at this meeting were:  Graham Daborn, Director, Academy of the Environment; Jill Davies, Academic Support Coordinator, Student Resource Centre; Shane Donovan, VP (Academic) Office; and Terry Lane, Director, Student Resource Centre.
The Chair indicated one handout available for today's meeting on Registration Statistics, which will be commented on through the Registrar's Communications.  It was agreed to add the following addition to the agenda: under item 5) New Business - a) Board of Governors - Guidelines for the Appointment of a Chancellor. 
I. Wilks noted that the Constitution and By-Laws of the Senate require that meeting procedure in Senate be governed by Arthur Beauchesne's, Rules and Forms in the House of Commons of Canada; however, for the purpose of general procedure at Senate meetings, Roberts Rules of Order will be used.  The Chair reminded Senators that the Senate meetings typically end at 6:00 p.m. but suggested this should be extended to 6:30 p.m.  He noted that in the event of a tie vote, he would vote against the motion and invite the mover of it to bring it before Senate again.
The Chair welcomed new Senators S.  Barkanova, G. Callon, J. Eustace, R. Giles, S. MacDougall, G. MacKinnon, J. MacLeod, D. Piper, R. Raeside, J. Roscoe, J. White, H. Wyile; Student Senators A. Banks (Arts), M. Masters (Science), P. Vanelli (Prof. St.), J. Gould (Graduate Studies), P. Eirikson (VP(A)), and R. Conrod (SRC President); and Lay Person J. White. 
I. Wilks announced an orientation for Senators, especially members new to the Senate, scheduled to be held Monday, 26 September, beginning at 4:00 p.m. in BAC 204.
     b) From the Vice-President
      -re Strategic Planning
      -re Academic Searches
      -re Awards at Acadia
      -re Symposium on Engaged
R. Nilson welcomed Senators back for another academic year.   There are many exciting initiatives and opportunities underway at Acadia University and it is hoped the coming year will provide further debate and discussion with faculty.  This dialogue is excellent for learning and understanding in our academic, scholarly community.  He expressed excitement in the continued opportunity to invest in Senate and the role it plays at Acadia.
He noted that the Strategic Planning exercise would develop implementation plans for the academic core, which would then be debated by the University Community.  Following this step, individual units would be encouraged to develop a strategic plan.  There has been lots of opportunity for input in this procedure so far, and more to come.  By May 2006, a full report on the Strategic Plan should be ready for the Board of Governors.
Academic searches are being held for Dean of Research and Graduate Studies, Dean of Arts, Director of School of Business, and Director of Computer Science.  The searches are being conducted by the VP(A) Office.
He noted that Dr. Peter Williams, of the Physics Department, has been awarded the 2005 Association of Atlantic University Distinguish Teaching Award.  Dr. Nilson felt this type of recognition indicated the high quality of individuals at Acadia, both in teaching and research.
R. Nilson announced that a faculty awards program (for teaching, research, and service to the community) is being developed with the Alumni Association.  This will be an opportunity to celebrate the strength of our colleague's development in these various areas.
He reminded Senators that the Symposium on Engaged Learning would be held October 5 - 6.

   c) From the Registrar
R. Jotcham referred to a handout on Registration Statistics 1999 through 2005 (APPENDIX A) and commented that these figures are the "registered" numbers, whereas the admission figures are the "admitted or illegible to register" numbers.  Firm statistics for this academic year will be available next week.  In reply to a question from the floor, she confirmed that transfer students are included in the new student numbers.  There are no students admitted as a result of the offer to
Louisiana students affected by Hurricane Katrina.  It was noted that the enrolment figures for the Divinity College are up this year.
     d) From the Director of the
      Academy of the
G. Daborn was invited to speak on Acadia University's Academy of the Environment, which was established by the Board of Governors
3 ½ years ago.  The structure put in place was to have the director of this facility report directly to the President or the VP(A).  Therefore, no direct connection with the Senate was made.  This missing connection has been part of discussions in the last year (How should the Academy relate to the Senate?). 
A council of 36 has been formed for the Academy and a number of committees have been formed.  These committees are:  Executive, Greening of Acadia, Building, Program, Seminar/Debates, Membership, and Policy.
The first of a series of Great Debates is scheduled for October 3. 
An international conference is scheduled at Acadia for October 20 - 22 and Acadia will host this event, at the request of the Greening of Industry Network. 
The Academy has been working with a private sector company and with the College of Geographic Sciences, on a proposal which will be submitted to the Atlantic Innovation Fund for research funds toward water management in the immediate area.

  3) Business Arising from the
   c) 2004-2005 Annual Reports
      from Senate Committees
      i) Honorary Degrees
      ii) Library
      iv) Academic Integrity
      v) Curriculum
It was moved by B. Matthews and seconded by R. Nilson that the five Annual Committee Reports for 2004-2005 as distributed for this meeting be received.
The Chair reminded Senators that this is a motion to receive these reports.  It indicates Senate's satisfaction with the reports as they stand and that they have fully met the reporting responsibility of these committees.
No comment.
No comment.
I. Wilks spoke to this report.  He asked Senators to consider what the future role of the Senate Executive should be.
R. Jotcham confirmed that the list of students who have committed academic integrity offences was begun five years ago.  Names are added to this list as needed, but never removed.  This list is maintained by the registrar's office and it is not published.
No comment.

b) Accommodations for
      Students with Learning
As a result of discussion at the last meeting of the Senate, J. Davies, Academic Support Coordinator, Student Resource Centre was invited to give an information session on the services provided by her office.  This discussion was on policy and procedure for exam accommodations for students with disabilities.
A detailed presentation was given to Senators, on the procedure currently in place to accommodate students with learning disabilities during exams.  It was noted that each term in past two years, over 200 alternative final exams were handled.  From18 students two years ago, those who have come forth to declare a disability has grown to108.  Proper external assessment is necessary to qualify for this support. 
A student information session on "Support For Students With Disabilities" is scheduled for September 14 and for faculty and staff on September 26.  Information may also be found on the website at
In response to questions from the floor, J. Davies made the following points:
Currently, there is no policy regarding this service and how it relates to faculty.  Hopefully Senate will act upon such policy making. 
∙ In order to have support through the Student Resource Centre and/or their professors, it is the student's responsibility to identify themselves to their professors, have the proper documentation, and attend the class and do the work.
∙ On campus, note taking is negotiated through a Disability Resource Facilitator, employed by the Department of Education. 
∙ If an instructor notices problems, any student may be referred to the Resource Centre.
∙ Proctors are trained to observe students writing exams, including those written on computer.  An electronic exam proctor (disables internet) is also available and has been used.
∙ Student accommodation entitlement is based on the recommendations which are received in a doctor's psychological assessment.
∙ Special accommodation is given for exams and not midterms, because time is usually not the issue.  The issue is attention problems which in an arena become a problem; therefore, a smaller, quieter area is needed.
∙ One Senator felt the arena environment was very quiet and acceptable for exams.
∙ This resource is not for those having difficulty with a second language.  ESL support is not available through this office.
∙ Model policies are available through St. Mary's, Mount Allison, St. F. Xavier, and Dalhousie websites.
∙ Even if the exam location is monitored and distractions removed, it does not make the student's disability go away.
∙ The task of the resource centre is to accommodate students with disabilities, not to be suspicious of them or think that they cannot achieve the same standards as their peers.
J. Davies closed by expressing her hope that Senate will take this issue seriously and attempt to deal with some of the problems.

The Chair changed the agenda order at this point.

  4) New Business
   b) Timetable, Instruction
      Hours, & Examination
      Committee-Teaching Hours
      Guidelines for Intersession
      Courses (056-02-TIE)
It was moved by P. Abela and seconded by A. Franceschet that the Timetable, Instruction Hours, & Examination Committee report as attached to today's agenda be accepted.
P. Abela noted that this report from the TIE committee was an attempt to bring some consistency to the teaching hours of all courses at Acadia University. 
Minor changes were made to the wording of this guideline for intersession courses.  The final wording was:
Each 3 credit hour course within the intersession consists of 36 instructional hours between instructor and students.  These hours may be spread among the available times as the instructor sees fit.  If there is an option for more than 36 hours the instructor may, for example, choose to meet with the class for fewer hours each day or insert at least one study day into the schedule.
Students should be notified of the meeting schedule as part of the course outline at the beginning of the course.

    c) Curriculum Committee -
      Certificate of French
      Proficiency (056-03-CRE)
It was moved by B. Matthews and seconded by G. Callon that the Curriculum Committee proposal for changes to a Certificate of French Proficiency as attached to today's agenda, be accepted.

  5) Other Business
   a) Board of Governors -
      Appointment and Renewal
      of a Chancellor
      (056-04- BOG)
The Chair introduced this item, from the Board of Governors, on proposed changes to the Appointment of a Chancellor.  Background material was emailed to all Senators prior to this meeting (APPENDIX B).  The Chair asked if Senators wished to discuss this issue or to form an ad hoc committee to explore and report to Senate at its next meeting or to refer this issue to the By-Laws Committee for the next meeting.
It was agreed to refer this matter to the By-Laws Committee.
P. Corkum, Chair of the By-Laws, invited Senators to make their comments to this committee to help in the task assigned.  She also reminded Senators that the time for input on any issue given to the By-Laws Committee is while it is considering, not when a final report/recommendation is brought back to Senate.
L. McDonald, on the BOG committee to review this issue, spoke on the proposal.  He confirmed that the position of Chancellor is currently a five-year term that may be renewed once only.  The proposal would have no restriction on renewal.
It was noted that Para C - Search Procedures, lists the composition as "A member of Faculty, chosen by Faculty" and then list the organizations to be contacted for names as "The Faculties of Arts, Professional Studies, Pure and Applied Science and Theology".  The By-Laws Committee was asked to clarify this in their report.

  The Chair moved to Item 4)a).

4)a) Integrity Committee -
      Integrity and Students with 
      Learning Disabilities
It was moved by A. Quéma and seconded by S. Bondrup-Nielsen that the Academic Integrity Committee examine issues of integrity with regard to students with learning disabilities at Acadia University.  In particular, the mandate of the committee will be to examine recommendations made by the Senate Timetable, instruction, and Examination Committee in light of information on current procedures brought forward to Senate by the Coordinator of Academic Support Programs.  In making its recommendations and to ensure fairness, the Academic Integrity Committee must take advice from the Equity officer as well as the Coordinator of Academic Support Programs.  It will present its report to Senate by the end of February 2006.
A. Quéma spoke to this motion and noted that it was in response to several issues expressed at the last Senate meeting, surrounding the issue of students with learning disabilities.  Such issues as time, space, and academic integrity were expressed.  This motion is an attempt to include the Senate Academic Integrity Committee in this matter.  She handed out an excerpt from Acadia's Policy against Harassment and Discrimination (2001) (APPENDIX C), which defines discrimination.  Although no direct reference to learning disabilities, she felt these definitions should be kept in mind so that we are fair in our approach to the problem.
D. Piper noted that he has been involved in the complex relationship between ESL rights and learning disabilities.  He felt that three things were involved:  accommodations, disabilities, and equity.  The lines of communication in this motion are too limited.  The equity officer should be consulting the particular department and consulting issues which go both ways....not just for the students with disabilities, but also for all students in the classroom.  Thus the terms of reference for this committee should be wider.
It was moved by P. Cabilio and second by S. Franceschet that the second sentence read "In making its recommendations and to ensure fairness, the Academic Integrity Committee must seek advice from the academic community as well as an academic with the expertise in learning disabilities and the Equity Officer and the Coordinator of Academic Support Programs."
Much discussion was held on the need for listing who the committee should consult with in these matters.
It was moved by P. Cabilio and seconded by A. Mitchell that this motion be tabled.
The Chair noted that the motion to table included both motions and when this matter is taken off the table and returns to Senate, it would be continued where left off.

7) Adjournment P. Cabilio moved this meeting be adjourned.  It was 6:20 p.m.


D. Murphy, Recording Secretary
Proposed Wording
A. Term of Office
The Chancellor shall be appointed at the pleasure of the Board for an initial term of four years and may be eligible for re-appointment at the pleasure of the Board for such further terms as may be agreed by the Board and the Chancellor.

B. Renewal Procedures
At least six months before the expiry of the Chancellor’s term, the Executive Committee shall meet and consider whether to recommend to the Board the re-appointment of the Chancellor and if so, under what terms.
C. Search Procedures

At least five months prior to the expiry of the Chancellor’s final term, or if for any reason the Chancellor is unable to fulfill the duties of office, the Board shall authorize the establishment of a University Committee to recommend the selection of Chancellor. The Committee shall have the following composition:
The Chair of the Board who shall chair the Committee
A Governor appointed by the Board
The President
A Vice-President, chosen by the Board
A member of Senate, chosen by Senate
A member of Faculty, chosen by Faculty
A member of the Alumni, chosen by the Associated Alumni
A student, chosen by the Students’ Representative Council
The Recording Secretary of the Board of Governors shall be the non-voting Secretary of the Search Committee and will send notices to the following organizations giving their members the opportunity to submit names to the Committee for consideration:
The Board of Governors
The Senate
The Faculties of Arts, Professional Studies, Pure and Applied Science and Theology
The Acadia Students’ Union
The Associated Alumni
The Chair, having first obtained the consent of the nominee, shall submit the Committee’s recommendation to the Board of Governors. The Board shall make the final decision on the appointment.
The Committee’s deliberations shall be confidential.

Current Wording
A. Term of Office
The term for the appointment of a Chancellor shall be five years, at pleasure, and may be renewed once only.

B. Search Procedures
When the Chancellor’s term is about to expire or when for any reason the incumbent is unable to fulfil the duties of office, the Board will authorize the establishment of a University Committee to select a Chancellor. The Committee shall have the following composition:
The Chairman of the Board who shall chair the Committee
One Governor appointed by the Board
The President
One Vice-President
A member of Senate, chosen by Senate
A member of Faculty, chosen by Faculty
A representative from the Associated Alumni.
A student, chosen by or under the aegis of the ASU
The Recording Secretary of the Board of Governors shall be the non-voting Secretary of the Search Committee and will send notices to the following organizations giving their members the opportunity to submit names for consideration:
The Board of Governors
The Senate
The Faculty
The Acadia Students’ Union
The Associated Alumni
The Chair shall submit the Committee’s recommendation to the Board of Governors. The Board shall make the final decision on the appointment or re-appointment.
All discussions within the Committee shall be confidential including the names under active consideration apart from the recommendation being made to the Board.
Process for Amending the Guidelines
for the Appointment and Review of Senior Academic Officers
(as it pertains to the positions of President and Chancellor)
Adopted by the Board on 1 October 2004
The Guidelines for the Appointment and Review of Senior Academic Officers is a document whose genesis dates back to October 1973. It has been reviewed and amended on numerous occasions with the most recent amendment having been adopted in October 2003. At the time of this most recent amendment, the lack of an established protocol for amending the Guidelines was noted as a weakness and thus, the Board, at its May 2004 meeting tasked the Board Effectiveness Committee to develop an amending process for the Board’s consideration at its October 2004 meeting.
In developing a process for amending the Guidelines, the Committee considered the following: the Board’s past experience in amending the Guidelines document, the importance of consultation with constituent groups within the University community, and the need for a process that can be both thorough and expedient.
The Amending Process
1.         Proposals for the amendment of the Guidelines for the Appointment and Review of Senior Academic Officers as it                 pertains to the positions of President and Chancellor shall be presented in written form to the full Board of Governors             (“the Board”) through the Chair or Board Secretary, at least thirty days prior to the next regularly scheduled meeting             of the Board.
2.         The Board shall consider the proposed amendment(s) and may refer the proposed amendment(s) to an ad hoc                     committee (the “Committee”) for review, study, and recommendation.
3.         The Committee of no fewer than 10 members shall be established by the Chair of          the Board and shall be                     comprised of representatives from the following groups:   the Board, the Senior Administration, the Faculty,                         the Acadia Students’ Union, non-academic staff, the Associated Alumni of Acadia University, and the Acadia             Divinity College.
4.         Consultation shall be a key component of the review process. The proposed amendment(s) shall be forwarded by                 the Committee, within two months of its appointment, to Senate, the Faculty, the Acadia Students’ Union, the                     Associated Alumni of Acadia University, and the Acadia Divinity College for comment and response within two                     months of receipt of the proposed amendment.
5.         Within six months of its appointment, the Committee shall bring a recommendation to the Board for consideration                 and approval.
Ad hoc Committee to consider removal of the Chancellor position from the Guidelines document
Appointed by the Board on 14 May 2005
Ron Smith – Chair
John Carter – First Vice-Chair
Janet Kirk – Second Vice-Chair
George Lohnes - Secretary
Gail Dinter-Gottlieb – President and Vice-Chancellor
Lee McDonald – Principal, Acadia Divinity College
Gordon Lummis – President, Associated Alumni of Acadia University
Ryan Conrod – President, Acadia Student’s Union
Glyn Bissix – Senior Serving Member of Faculty
Harvey Gilmour – Vice-President Alumni & Development