BOARD OF GOVERNORS OPEN SESSION MEETING
Friday, June 9, 2017
8:15 a.m. - Strategic Thinking Session (Board members only)
10:30 a.m. - Regular Meeting
1:30 p.m. - Year-end luncheon
Cutten Fields
AGENDA
Page
Board Meeting Information 3-12 Board of Governors Membership 13 Meeting Attendance 1. Welcome and Approval of Agenda 15 a) Welcome and Introductory Remarks from the Chair b) Approval of the Open Session Agenda for June 9, 2017 [Motion] 2. Approval of Minutes and Business Arising 17-39 a) Approval of the Open Session Minutes for April 21, 2017 [Motion] b) Business Arising 3. President's Report 41-51 a) Status Report on University Activities 53 b) Update on Chancellor's Installation and On-boarding Activities 55-65 c) Update to Sexual Violence Policy and Procedures [Motion] 67-81 d) University of Guelph Strategic Research Plan [Motion] 4. Pensions Committee Report 83 a) Report from Committee Chair 85-88 b) Update on the Provincial Solvency Framework and the Jointly Sponsored Pension Plan (JSPP) 89-98 c) Proposed Text Amendments to Pension Plans Arising from Recently Ratified Collective Agreements (CUPE 3913 Unit 2) [Motion]
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BOARD OF GOVERNORS OPEN SESSION MEETING Page
5. Physical Resources & Property Committee Report 99-100 a) Report from Committee Chair 101-102 b) Annual Reports: Campus Master Plan, Arboretum, Athletics & Recreation and OVC 103 c) Update on Major Capital Projects & Review of Capital Project Activity 2016-17 6. Finance Committee Report 105 a) Report from Committee Chair 107 b) Update on Key Performance Indicators 109-136 c) Proposed Amendments to Non-Tuition Fees Protocol [Motion] 137-139 d) Capital Activities: Revised Budget for John T. Powell Building Renovation Project [Motion] 141-144 e) Working Group on Responsible Investing: Status Report on Recommendations 7. Audit & Risk Committee Report 145-146 a) Report from Committee Chair 147-180 b) Audited Financial Statements - University of Guelph-Humber as of March 31, 2017 [Motion] 181-182 c) Annual Report on Enterprise Risk Management 8. Governance & Human Resources Committee Report 183-184 a) Report from Committee Chair 185-198 b) Amendments to the Signing Authority Register [Motion] 199 c) Report on Annual Conference: Canadian University Boards Association (CUBA) 9. Move to Closed Session 201 a) Moved to Closed Session Adjourment
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BOARD OF GOVERNORS (BOG): 2016-17 Member Listing
Kevin Golding Mr. Kevin Golding is the President of KPLG Advisory Services Inc. and formerly a senior executive with Maple Board of Governors Leaf Foods. He was appointed chair of the Board of Governors as of July 1, 2015, and his second two-year Chair term will conclude on June 30, 2019.
Mr. Golding was first appointed to the Board of Governors in 2008, and in 2014 became vice-chair of the board. He has previously served as chair of the Board’s Governance & Human Resources Committee, and the Physical Resources and Property Committee. In 2012, he chaired the Campus Master Plan Steering Committee which led a major initiative to update and revise the University of Guelph’s Campus Master Plan. The updated plan has received a prestigious Ontario Professional Planners Institute award for excellence in planning achievement. In his previous 34-year career with Maple Leaf Foods, was also president of Rothsay, a rendering and biofuels business, and president of Maple Leaf Agri Farms, with locations across Canada.
Kevin holds a Bachelor of Commerce degree from McMaster University. A long-time resident of Guelph, he is also the current chair of the board of BIOX Corporation (a bio-fuels company).
Laura Armstrong Laura Armstrong is an elected undergraduate student member on the Board of Governors. She is entering her Student fifth year of the Bachelor of Arts and Sciences Program, minoring in Ecology, Psychology and Geography, with a certificate in Environmental Conservation. Previously Laura has been involved with the Bachelor of Arts and Sciences Student Association, acting as a liaison to other colleges, and she just completed a term as the Vice President of Communications for the College of Biological Sciences Student Council. She has also served on various other committees on campus such as the Information Technology Student Advisory Committee. Laura is passionate about improving campus services through student input.
After graduation, Laura hopes to pursue a career in the environmental studies or scientific communication fields. She hopes to build on her communication skills through her involvement with the Board of Governors and the student community.
Graham Badun Graham Badun is currently President and Chief Executive Officer of AlarmForce, a security alarm monitoring Board company with branches throughout the U.S. and Canada. Graham was the founder of Westport Partners, a Toronto-based advisory firm focused on the real estate services sector in North America. Prior to starting
Page 3 of 201 Westport, Graham was Group Chief Executive Officer of Brookfield Residential Property Services, a division of Brookfield Asset Management where he worked from 1998 until 2012.
Graham received his BA in Political Studies at Queens University, and an MBA from Ivey Business School, Western University.
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Dr. Martha Billes Dr. Martha Billes has been a director of Canadian Tire Corporation since 1980 and the controlling shareholder Chancellor since 1997. She began her career in consumer product research and development with Lever Brothers and later worked with the Ontario Research Foundation. She joined the board of Canadian Tire in 1980, taking up the seat previously occupied by her father, A.J. Billes, the company’s co-founder.
Dr. Billes is also the founder of Canadian Tire Jumpstart Charities, a nationwide foundation dedicated to providing access to sport and activities to disadvantaged young people across Canada. Known for its high degree of leadership in community-based philanthropy, Jumpstart distributes $22 million annually; in 2016, it helped more than 220,000 Canadian children.
Past service includes the board of the Sunnybrook Foundation, the dean’s advisory boards of Auburn University Social Services Faculty and the Ryerson University Faculty of Business. She is also a former trustee of the Calgary Women’s Shelter Endowment Fund and a director of the Toronto Organizing Committee of the 2015 Pan American Games, and serves as Honorary Consul Emeritus, Calgary, for the Republic of Chile. She is the recipient of the Calgary Mayor’s Award and the Ontario Citation as a leader in philanthropy. Dr. Billes was awarded an honorary doctor of laws degree from the University of Guelph in 2013. On April 4, 2017, Senate elected Dr. Martha Billes as the ninth Chancellor of the University of Guelph.
Gerrit Bos Gerrit Bos is a staff-elected member of the Board of Governors. He has been on campus since 1980 – including Staff his time as a student graduating with a B.Sc in Engineering in 1987, and then almost 30 years as an employee of the University of Guelph. He served as a Staff-Alumnus representative on the Board of Governors from 1995-2000, and as a member of the executive of the Professional Staff Association from 1993 to 1995. In 2014, Gerrit graduated with an M.A. (Leadership) from the University of Guelph.
Currently Gerrit is the Information Technology Security Officer, in the Office of the Chief Information Officer. In 2013, he completed the Certificate in Security Management from ISACA (formerly known as the Information Systems Audit and Control Association) and in 2015 received accreditation as a Certified Information Systems Security Professional (CISSP) Associate with ISC2, an international nonprofit membership association focused on cyber security and safety.
Page 4 of 201 Nancy Brown Nancy Brown Andison is a retired Partner of PricewaterhouseCoopers and an Executive of IBM Canada. A Andison graduate of the University of Guelph (Bachelor of Science in Agriculture) and Queen's University (MBA), Nancy Board/Alumni is also a graduate of the Chartered Directors Program (C.Dir) at the DeGroote School of Business at McMaster University.
Nancy's career has focused on consulting and project management, including systems implementation services
to public sector agencies in Ontario and Canada. Nancy’s consulting experience includes work in public policy, business strategy and transformation, finance, human resource management, and all aspects of information technology. N:\BOG\BOG Members\2016-17\Committee Biographical Listings\2016-17 BOG biographical listing.docx Membership Board of Governors
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She has served on the Board of Directors of the Ontario 4-H Foundation, Farm Radio International (FRI), City of Peterborough Holdings Inc., and Dancemakers, a Toronto contemporary creative dance centre. Currently she serves on the Board of Directors of the Royal Agricultural Winter Fair Association.
Shauneen Bruder In her role as Executive Vice President of Operations for the Royal Bank of Canada, Shauneen Bruder Board of Governors oversees operations related to all personal and business clients in Canada. In addition, she is a member of the Vice-Chair Group Operating Committee charged with oversight of day-to-day management of RBC globally. Shauneen Alumni joined RBC in 1984, and has held a variety of roles, including Executive Vice-President of Business and Commercial Banking, Chief Operating Officer of the Global Wealth Management division, and President of RBC Centura Banks headquartered in North Carolina. A certified director (ICD.D), she is a director of various RBC
subsidiaries and also serves on the boards of a number of not-for-profit organizations, including the Shaw Festival and Pine River Institute.
Shauneen has served as Chair of the both the Canadian Chamber of Commerce and the Canadian American Business Council. She serves as Honorary Consul for Luxembourg in Toronto, and is the Chair of the Ontario Chapter of the Institute of Corporate Directors. She is a recipient of the Queen’s Diamond Jubilee Medal and has been recognized by the Women's Executive Network as one of Canada's Top 100 Most Powerful Women.
Shauneen holds a Bachelor of Arts degree from the University of Guelph (1980) and was Gold Medalist of the Queens University MBA class of 1984.
Michael Cameron Michael Cameron is an elected undergraduate student representative on the Board of Governors. He is Student currently completing his Honours Bachelor of Science in Bio-Medical Sciences, focusing on human health and disease. In addition to his role on the coaching staff of the Gryphons Men’s Lacrosse team, Michael has extensive experience working with impoverished communities across Ontario in pain management and addiction therapy. He believes that critical thinking and collaboration are the best methods to solve problems when trying to optimize the quality of education, research, and student life at the University of Guelph. After graduation, Michael hopes to attend an MD program in Ontario and pursue a career in medicine, using what he has learned at both the University of Guelph and through his volunteer experience to improve the state of
Page 5 of 201 Health Care in Canada. He hopes to improve student-administration communication over the course of his time with the Board of Governors, and encourages you to contact him at [email protected] (email address) if you have any questions, concerns, or feedback.
Nancy Croitoru Nancy Croitoru is an experienced CEO and Board Director. Most recently she was President and CEO of Food Board & Consumer Products of Canada (FCPC), Canada’s largest association of companies that manufacture and distribute food, beverage and consumer packaged goods. She also had global responsibility as co-chair of the Consumer Goods Forum (CGF) Global Liaison Group, an alliance of Consumer Goods Associations around the world, working together on global initiatives and providing strategic insight and support to the global Consumer Goods Forum. In 2013, Nancy was named one of the top 25 Women of Influence in Canada. Nancy was
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recently appointed to the Ministerial Advisory Board of the Canadian Food Inspection Agency, reporting directly into the Federal Minister of Health. As well she sits on the Board of Governors for the University of Guelph and the Board of Directors for the Ontario Telemedicine Network (OTN). Nancy is a graduate of McGill University.
Mary Deacon Mary Deacon is Chair of the Bell “Let’s Talk” mental health initiative, the largest-ever corporate initiative of its Board/Alumni kind in Canada supporting new mental health research, workplace best practices, improved care and access, and anti-stigma programs including Bell “Let’s Talk” Day - a national day of conversation about mental health that takes place each year.
Over her twenty-five year career Mary has held a series of senior positions in the not-for-profit sector including almost a decade as the inaugural President of the Centre for Addiction and Mental Health (CAMH) Foundation. CAMH is Canada’s largest mental health hospital. She continues to serves on several boards, and is also a member of the World Economic Forum’s Global Agenda Council on Mental Health.
Mary holds a Bachelor of Arts degree from the University of Guelph, and is a Certified Fund Raising Executive (CFRE) of the Association of Fundraising Professionals (AFP) Foundation for Canada. In 2015 Mary received an honorary doctor of laws degree from the University of Guelph for her pivotal leadership role in Canadian philanthropy, most notably in the field of mental health.
Mary serves on several boards and is also a member of the World Economic Forum’s Global Agenda Council on Mental Health.
Earl Ellis Earl Ellis is the Senior Vice President and Chief Financial Officer for Best Buy Canada and sets the tone and Board/Alumni direction for the organization on everything from capital allocation and controls to operational efficiency and accountability for results. Responsible for the Accounting, Financial Planning & Analysis and Tax functions, he plays an integral role in the development of strategic growth plans, and provides analysis of and sound guidance around the achievement of the company's financial vision and goals.
With over 20 years of progressive experience in finance, internal audit and treasury, Earl is known for his ability Page 6 of 201 to build, coach, and inspire engaged and effective teams across diverse function. A passionate and creative leader, he proactively identifies opportunities, drives innovation, and transforms strategic plans into tangible results.
Prior to joining Best Buy Canada, Earl held senior finance positions with multinational consumer-packaged food and retail companies, including the roles of Vice President of Financial Planning & Analysis for Canadian Tire and Vice President and Chief Financial Officer for the Campbell Company of Canada.
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Earl holds a Chartered Accountant designation and sits on the Finance Committee, Pensions Committee and Board of Governors for the University of Guelph, where he received his Bachelors in Economics. He also serves on the Board of Directors for Toronto-based Grace Kennedy Foods.
Paul Gallagher Paul Gallagher has worked in a number of leadership roles, most recently as Chief Financial Officer of LGIC Wittington Investments Limited, and as Vice-Chair of Wittington Properties Limited. Wittington owns a number of public and private companies including George Weston Limited, one of North America’s largest food processing and distribution groups, which operates under the Weston Food, Loblaws and Shoppers Drug Mart banners.
Previously Paul held roles with Avana Capital Group, Fairwater Capital, Oxford Developments, and PriceWaterhouseCoopers. He currently serves as a Director of Sinai Health Systems where he is Vice Chair of the Audit & Risk committee, and Vice Chair of the Investment Committee. He is currently chair of the Bridgepoint Foundation and is past President of the Board of the Children’s Aid Society of Toronto. He has also served on the boards of Rostland Corporation, Artez Interactive, Palletronix Corporation, Pace Integration, Ryerson Oil and Gas, and Northern Geophysical Company of America.
A graduate of Lakehead University’s Bachelor of Commerce honours program, he is a Chartered Professional Account (CPA) and a graduate of the Director’s Education program of the Institute of Corporate Directors (ICD.D).
Paul Gibson Paul Gibson is the President of White Tower Group, comprising firms focused on human capital strategies, Board talent search and HR services. Strategic services include organizational design, coaching, executive search and a broad suite of HR services. The group has broad expertise in family and private businesses, solving the unique concerns of changing and growing entrepreneurial enterprises.
Paul’s professional experience includes executive Human Resource leadership roles for diverse firms such as Mattamy Homes, Fidelity Investments, Palliser Furniture and Noma Industries. In addition, he has led operating and marketing functions as President of Commercial Centres with Mattamy, accountable for the development, construction, leasing and management of a portfolio of commercial and retail centres. Paul’s industry Page 7 of 201 experiences include financial services, manufacturing, retail, construction, import, technology, real estate, packaging, printing, consumer goods, and the automotive industry.
A Certified Director through the Institute of Corporate Directors, Paul serves on the Boards of Proceco Ltd. and Mohawk Shared Services Inc. He has served as a Board Director or Advisor for a variety of organizations such as West Park Healthcare Centre, The Goodman School of Business, The Salvation Army, Halton Learning Foundation, Burlington Art Centre, Storytellers School of Toronto, The Oakville Centre for the Performing Arts, and Special Olympics and Boy & Girls Clubs of Ontario.
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Paul is a former instructor in strategic human resource management for Ryerson University, a past Director of the Human Resource Professionals Association, a past member of the Special Experts Panel on Employee Relations for the US-based Society of Human Resource Management, and has been a chair & speaker at numerous conferences as well as a commentator on human resources related matters for CBC Radio.
Sally Hickson Sally Hickson (PhD Queen’s 2003) is a faculty-elected member of the Board of Governors. She currently serves Faculty as the Director of the School of Fine Art & Music in the College of Arts, where she is Associate Professor of Art History. Previously she served two elected terms on the University Senate and served as a member of the Board of Undergraduate Studies, as well as on a committee to review academic accommodation for students with disabilities. Now an ex-officio member of Senate, she is currently a member of the Senate Board of Graduate Studies, and the Graduate Admissions & Progress Committee, the Board of Governors
representative to the Senate Research Board, and she serves as the College of Arts representative to the University’s Research Ethics Board.
From 2010–2013 she was President of the Universities Art Association of Canada (UAAC), and she is a former member of the Board of Directors for Hospice Wellington. She is the author and editor of two books, and several articles on Renaissance art and theory, and a winner of the College of Arts Teaching Excellence award. Bill Hogarth Bill Hogarth served as the Director of Education at York Regional District School Board for 16 years. He is a LGIC* collaborative senior leader who, in periods of both expansion and consolidation over the past forty years in two school boards, has had a broad range of experiences, including expertise in developing and implementing strategic plans, policy development, working with Ministry regulations, as well as in the development of curriculum and professional development programs.
He was a founding director of the Community Alliance for York Region Education in 1997, a community-based organization that leveraged considerable business and government support for programs and initiatives regarding anti-bullying, student leadership and early literacy. In 1999, he became founding chair of the York Region Advisory Forum on Children, Youth & Families, a coalition of more than 65 community organizations that support and promote optimal child development.
Page 8 of 201 He is past Chair of the Board of Governors for Seneca College, and currently serves on the Board of Trustees for the Centre for Addiction and Mental Health (CAMH). He is the recipient of an honorary doctorate of laws degree from York University in 2010.
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Peter MacGowan Peter MacGowan is a partner with Blake, Cassels & Graydon LLP where he has practiced corporate and Board/Alumni banking law since joining the firm in 1990. He is a graduate of the Ontario Agricultural College (OAC '81) and of the Faculty of Law, University of Toronto.
After graduating from Guelph, Peter competed as an oarsman with the Canadian National Rowing Team, including at the 1984 Olympic Games. He subsequently served as an infantry officer with Her Majesty's Canadian Armed Forces for five years.
Andrew Marsh Andrew Marsh founded Richardson GMP, Canada’s leading independent wealth management firm, and was LGIC/Alumni part of the team that built the firm from the ground up. Beginning his career in the financial industry over 25 years ago, Mr. Marsh started in investment analysis, then worked directly with clients as an investment advisor, and eventually his career moved to executive leadership with the launch of GMP Private Client in 2004. He served as Managing Director, National Sales of both GMP Private Client and Richardson GMP before being appointed as President and Chief Executive Officer of Richardson GMP in 2010.
Mr. Marsh is a graduate of the University of Guelph (BA, Management Economics 1990) and is an active mentor and contributor to the University’s College of Business and Economics. He is also a member of the Canadian Advisory Board for “Right to Play Canada”, a charity dedicated to helping children worldwide through the power of play.
Wendy Millar Wendy Millar recently retired as the Executive Vice President and Chief Risk Officer for Personal and Board of Governors Commercial Banking at Bank of Montreal (BMO) Financial Group. For more than thirty years, she held various Vice-Chair leadership roles across BMO in corporate, enterprise risk and portfolio management, and in the personal and Alumni commercial banking group. Her experience includes work in commercial banking, product management, retail and commercial credit risk, in addition to managing the Bank’s high risk consumer and commercial accounts.
Wendy has been a board member of the Children’s Aid Foundation, and of Interac Association, as well as serving in various board positions on subsidiaries for BMO. Wendy is a graduate of the University of Guelph’s Page 9 of 201 BA and MA programs in economics.
Coral Murrant Coral Murrant is a faculty-elected member of the Board of Governors. She earned both her BSc and PhD Faculty degrees from the University of Guelph. After postdoctoral stints at Baylor College of Medicine in Houston and the University of Rochester in New York, she returned to the University of Guelph as a faculty member in 2000 and is now a Professor in the Department of Human Health and Nutritional Science. Coral has an active research program investigating tissue blood flow regulation, as well as scholarship in the area of teaching and learning in the area of evidence-based course design. She is the recipient of the University of Guelph Faculty
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Association Professorial Teaching Award, and the College of Biological Science Award for Excellence in Teaching.
Coral has served two terms on the University of Guelph Senate and served on committees such as the Senate Committee for Open Learning, the Senate Honours and Awards Committee, and the Standing Committee on Internal Review – a subcommittee of the Senate Committee on Quality Assurance - where she continues to serve as an internal reviewer as part of the University’s Institutional Quality Assurance Process (IQAP). In 2012, and subsequently in 2014, Coral was elected by her fellow Senators to serve two year terms as the “Member-at-Large” to chair the Senate Priorities and Planning Committee. Coral also serves as Convocation Marshall for the University.
Neil Parkinson Neil Parkinson is a Fellow of Chartered Professional Accountants of Ontario (FCPA, FCA) and a member of the LGIC Institute of Corporate Directors (ICD.D). Neil is a consultant to KPMG’s Canadian insurance practice, based in Toronto, where he served as a partner from 1988 to March 31, 2016, and as leader of the practice from 2004 to 2015. He is deputy chair of KPMG’s Global Insurance Contracts Technical Topics Team and a member of the Canadian Accounting Standards Board’s Insurance Accounting Task Force, and served as the chair of the Insurance Auditors Advisory Committee for the Superintendent of Financial Institutions Canada from 2009 to 2016. Neil has chaired and co-chaired CICA task forces on audit matters related to actuaries, and served as accounting adviser to the Canadian Institute of Actuaries task force on reinsurance. He has also served as a volunteer, director, treasurer, board chair or president of several community and national organizations, including Prostate Cancer Canada.
Thomas Sasso Thomas Sasso is a PhD candidate in Industrial/Organizational Psychology at the University of Guelph, where Student he also received his master’s degree. His research is dedicated to understanding and improving the experiences of diverse and marginalized populations in workplaces, with particular emphasis on LGBTQ+ individuals. He co-founded the Sexual and Gender Diversity Research Lab with a focus placed on improving inclusive and accessible education and research. In addition to his research experience, Thomas has worked as an organizational consultant to support individuals and improve workplaces. In his spare time, he has been actively involved in his communities, serving on the board of directors of a number of community organizations, and as a member of the advisory board for See Different, a program of the Canadian Centre for Diversity and
Page 10 of 201 Inclusion that develops inclusive leadership among high school students.
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Byron Sheldrick Byron Sheldrick is a faculty-elected member of the Board of Governors. Byron joined the University of Guelph Faculty in 2006 and currently is the Associate Dean (Academic) of the College of Social and Applied Human Sciences. He was the Chair of the Department of Political Science for nine years, and is an ex-officio member of the University Senate. Over the years, he has served on a number of Senate committees, and has chaired the Senate Committee on Student Petitions. He previously taught in the law department of Keele University in the United Kingdom and in the politics department of the University of Winnipeg. His research interests include
law and politics, human rights, and social movements. His teaching interests include law and public administration, Canadian politics, and he has taught in the graduate program in Political Science, as well as in the Masters in Leadership program.
Irene Thompson Irene Thompson is a staff-elected member to the Board of the Governors, and is the Director of Student Staff Housing Services at the University of Guelph. She is a 33 year member of the Guelph campus community who prides herself in being actively engaged in campus life. She has served in leadership roles on the Professional Staff Association including in the position of Chair. Irene is a member of the Ontario Association of College and University Housing Officers where she has served as President and in other Executive Committee roles. She is an active committee member and a regular presenter at the annual conference and professional development
workshops. Irene is a strong believer in life-long learning and has recently completed her MBA in Hospitality and Tourism and is now officially a Guelph Alumna. Irene is a community volunteer and has been a member of the United Way of Guelph Wellington Dufferin United Way Campaign Cabinet and Board of Directors for over ten years.
Franco Vaccarino Dr. Franco J. Vaccarino began his term as president and vice-chancellor of the University of Guelph in August President 2014. Described as a builder and a visionary, he brought to Guelph a track record as a proven administrator with remarkable academic achievements, an entrepreneurial spirit, and a powerful commitment to community and societal engagement.
Page 11 of 201 A distinguished researcher and teacher, he has focused on emerging areas of study and innovative experiential learning opportunities. He is an internationally recognized and widely published researcher and scholar, with more than 100 academic publications.
In 1984, Dr. Vaccarino joined the University of Toronto Scarborough as an assistant professor in the Department of Psychology, where he later served as chair. He was also graduate chair of the tri-campus Graduate Department of Psychology and head of the Department of Psychiatry’s neuroscience program.
Dr. Vaccarino became principal of the University of Toronto Scarborough (UTSC) and vice-president of the University of Toronto in 2007, and was reappointed in 2012. He is credited with the significant expansion of N:\BOG\BOG Members\2016-17\Committee Biographical Listings\2016-17 BOG biographical listing.docx Membership Board of Governors
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UTSC’s campus and faculty, and with the development of new and emerging areas of scholarship and experiential learning opportunities. During his term, UTSC hired dozens of professors, expanded interdisciplinary academic and research programs, and built a new science complex, instructional centre and aquatics facility, among other substantial infrastructure projects.
He has received honours from the Canadian Institutes of Health Research, the Canadian College of Neuropsychopharmacology and the Canadian Academy of Health Sciences (CAHS). In 2014, he was named a Fellow of the CAHS, considered one of the highest honours for individuals in health sciences in this country. He has served as executive vice-president (programs) and vice-president (research) at the Centre for Addiction and Mental Health, and as vice-president and director of research, Clarke Institute of Psychiatry, both in Toronto.
Dr. Vaccarino’s studies of the neurobiology of stress and motivation are considered a model for bridging the neural and behavioural sciences. In 2004, he served as principal editor of the World Health Organization’s “Neuroscience of Psychoactive Substance Use and Dependence” report, the first comprehensive WHO report on the biology of substance dependence. A frequent speaker at major international conferences, Dr. Vaccarino discussed the neurobiological underpinnings of substance abuse and how the brain changes with alcohol and drug dependency during a panel held by the Canadian Centre on Substance Abuse (CCSA) in late 2014. In 2015, he was one of two principal editors of a national report on the effects of early and frequent marijuana use during adolescence released by the CCSA.
Dr. Vaccarino has taught and mentored an exceptional group of students and researchers, many of whom have gone on to develop significant and successful careers in science and academia.
Dr. Vaccarino holds a B.Sc. from the University of Toronto and an M.Sc. and a PhD in psychology from McGill University. He was a post-doctoral researcher at the Scripps and Salk institutes in California.
Board = Board Appointed LGIC = Lieutenant Governor Order-in-Council, Government Appointment
Page 12 of 201 Alumni = U of G Graduate * = To be approved by the Provincial Government
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BOARD OF GOVERNORS MEETING FRIDAY, JUNE 9, 2017 8:30 a.m. – 1:30 p.m. CUTTEN FIELDS
List of Attendees
Board of Governors Executive Team Kevin Golding (Chair) Daniel Atlin VP (External) Laura Armstrong Malcolm Campbell VP (Research) Graham Badun Don O’Leary VP (Finance, Administration & Risk) Gerrit Bos Charlotte Yates Provost and Vice-President Nancy Brown Andison ______Shauneen Bruder (Vice Chair) Senior Administrative Support Michael Cameron Karen Bertrand AVP (Major Gift Advancement) Nancy Croitoru Mary Murphy (Office of Legal Counsel) Mary Deacon John Walsh Vice-Provost (University Guelph-Humber) Earl Ellis Martha Harley AVP (Human Resources) Paul Gallagher Tracey Jandrisits AVP (Faculty & Academic Staff Relations) Paul Gibson Laurie Schnarr (Acting AVP Student Affairs) Sally Hickson ______Bill Hogarth University Secretariat Peter MacGowan Genevieve Gauthier-Chalifour (Assoc. University Secretary) Wendy Millar (Vice Chair) Hilary Jarvis (Assistant University Secretary) Coral Murrant Ben Doadt (Governance Officer) Neil Parkinson Monique Poirier (Governance Assistant)
Thomas Sasso may not attend lunch TBD Byron Sheldrick Irene Thompson Franco Vaccarino (President) Kate Revington (University Secretary) Regrets Guests Andrew Marsh Robin-Lee Norris Carolyn Augusta
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Meeting Attendance Page 13 of 201 Page 14 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Kate Revington, University Secretary
Subject: 1. Welcome and Approval of Agenda
Meeting: Friday, June 9, 2017
1. Welcome and Approval of Agenda
a) Welcome and Introductory Remarks from the Chair
The Chair will call the regular meeting of the Board of Governors to order and offer welcome and introductory remarks.
b) Approval of the Open Session Agenda [Motion] The Board of Governors is asked to, RESOLVE, that the Open Session agenda be approved, as presented.
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Welcome and Introductory Page 15 of 201 Remarks from the Chair Page 16 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Kate Revington, University Secretary
Subject: 2. Approval of Minutes and Business Arising
Meeting: Friday, June 9, 2017
a) Approval of the Open Session Minutes [Motion]
Enclosed with the meeting minutes are items presented or distributed at the April 21, 2017 April 21, 2017 meeting. • For item 1a – 2016-17 Mental health and well-being initiatives
The Board of Governors is asked to,
RESOLVE, that the Open Session minutes of April 21, 2017 be approved, as presented.
b) Business Arising
All matters of business arising are included in the meeting agenda.
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Approval of the Open Session Page 17 of 201 Minutes for April 21, 2017 Page 18 of 201 BOARD OF GOVERNORS OPEN SESSION Minutes of the 337th meeting held Friday, April 21, 2017 University of Guelph Arboretum
Present: Kevin Golding (Board Chair), Graham Badun, Nancy Brown Andison, Gerrit Bos, Shauneen Bruder (Vice Chair), Michael Cameron, Mary Deacon, Paul Gallagher, Paul Gibson, Sally Hickson, Andrew Marsh, Wendy Millar, Coral Murrant, Neil Parkinson, Thomas Sasso, Irene Thompson, Franco Vaccarino (President), Kate Revington (University Secretary |non-voting) Regrets: Earl Ellis, Laura Armstrong, Bill Hogarth, Byron Sheldrick, Nancy Croitoru, Peter MacGowan, Administrative Support: Daniel Atlin, Karen Bertrand, Ben Doadt, Malcolm Campbell, Gen Gauthier-Chalifour, Hilary Jarvis, Mary Murphy, Don O’Leary, Monique Poirier, John Walsh, Charlotte Yates, Jackie Gillis | Recording Secretary
1. Welcome and Approval of Agenda
a) Welcome and Introductory Remarks from the Chair
The Chair called the regular meeting of the Board of Governors to order, offering welcome to all Governors and guests in attendance. In addition, he advised the Board of two recent items of correspondence.
First, he noted that the Higher Education Quality Council of Ontario (HEQCO) had circulated an inquiry to all Board Chairs, to ask if Boards are being kept apprised of institutional sustainability issues in the University sector, such as enrollment trends, key performance indicators, pension issues, and so on. He has responded to HEQCO by explaining the various ways the President and Senior Executive Team keep the Board, as well as its Committees, well apprised.
Second, he noted that on January 24th, following the last Board meeting, he and the Board Vice Chairs received a letter from the three student Governors, Mr. Thomas Sasso, Ms. Laura Armstrong, and Mr. Michael Cameron, calling on the Board and Administration to make addressing student mental health issues an ongoing priority. He thanked the Governors for their letter and noted that as a follow-up to the letter, the Board Chair and Vice-Chairs requested that the President arrange for this issue to be discussed with senior administration. Enclosed in today’s meeting materials is a status report summarizing the activities, programs and initiatives to date to
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address mental health on campus, and which will be discussed further by President Vaccarino in his report to the Board.
He expressed thanks and appreciation to the student Governors for highlighting this important issue, and noted that it will continue to be a high priority for the Board.
b) Approval of the Open Session Agenda and Consent Items
Declarations of potential conflict of interest with items on the open session agenda were invited. None were noted.
The Chair briefly reviewed the purpose of the consent agenda, and invited Governors to consider whether they wished any particular motion to be removed from the consent motions for more particular attention. There were no requests to do so.
On motion duly moved and seconded, it was RESOLVED, that the Open Session agenda be approved, as presented; and FURTHER RESOLVED, that the following motions associated with the items described in the meeting package be approved:
2a) Approval of the Open Session Minutes of January 23, 2017
On motion duly moved and seconded, it was RESOLVED, that the Open Session minutes of January 23, 2017 be approved, as presented.
5b) Approval of the Statement of Investment Policies and Procedures (SIPP)
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve the Statement of Investment Policies and Procedure for each of the Professional Pension Plan, Retirement Pension Plan, and Non- Professional Pension Plan that were approved by the Board of Governors on April 20, 2016 be confirmed.
5c) Proposed Text Amendments to Pension Plans Arising from Legislative Changes, Employee Group Name Changes, and Recently Ratified Collective Agreements
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On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve the proposed resolutions concerning amendments to the texts of the Professional Pension Plan, the Retirement Pension Plan, and the Non-Professional Pension Plan, as presented.
7c) Governor, Trustee, and Investment Subcommittee Member Re- appointments for 2017-18
i) Board of Governors External Re-appointments
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve that Nancy Brown-Andison be re-appointed to the Board for a second three-year term, effective July 1, 2017 to June 30, 2020.
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve that Paul Gibson be re-appointed to the Board for a second three-year term, effective July 1, 2017 to June 30, 2020.
ii) Board of Trustees (BOT) Re-appointments and Appointments
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve that Virginia McLaughlin be re-appointed to the Board of Trustees for a second three-year term effective July 1, 2017 to June 30, 2020.
iii) Investment Subcommittee Re-appointment and Chair Appointment
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve that Paul English be re-appointed to the Investment Subcommittee for a second three-year term effective July 1, 2017 to June 30, 2020.
RESOLVED, that the Board of Governors accept and approve the appointment of Mr. Ed Cass as Chair of the Investment
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Subcommittee for a one-year term, effective July 1, 2017 to June 30, 2018.
7d) Governor Re-appointments to Senate and Senate Standing Committee for 2017-18
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve that Ms. Mary Deacon be re-appointed to Senate for the 2017-18 Session.
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve that Mr. Bill Hogarth be re-appointed to Senate for the 2017-18 Session.
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve that Dr. Sally Hickson be re-appointed as the Board of Governors representative to the Senate Research Board for the 2017-18 Session of Senate.
7e) Appointment of Elected Faculty, Students and Pension Plan Representatives to the Pensions Committee
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve that Ms. Lindsey Fletcher be appointed to an undergraduate student seat on the Board of Governors for a one-year term effective July 1, 2017 through to June 30, 2018.
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve that Ms. Carolyn Augusta be appointed to the graduate student seat on the Board of Governors for a one-year term effective July 1, 2017 through to June 30, 2018.
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve the re- appointment of Professor Byron Sheldrick to the Board of Governors for the period July 1, 2017 to June 30, 2020.
On motion duly moved and seconded, it was
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RESOLVED, that the Board of Governors accept and approve that Mr. Chris Lee be appointed to the seat for one plan member from the Professional Pension Plan who is not a member of UGFA seat on the Pensions Committee for a two-year term effective July 1, 2017 through June 30, 2019.
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve that Dr. Neil MacLusky be appointed to the seat for one plan member from the Professional Pension Plan nominated by the University of Guelph Faculty Association for a two-year term effective July 1, 2017 through June 30, 2019.
8e) Endowment Investment Policy: Proposed Amendments
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve the proposed amendments to the Endowment Investment Policy, as presented.
9a) Recommendation for BOT Appointee to PRPC for 2017-18
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve that Dr. Nicola Mercer be re-appointed as the Board of Trustees’ appointee to Physical Resources Property Committee for 2017-18.
2. Approval of Minutes
a) Approval of the Open Session Minutes for January 23, 2017
The minutes of the meeting held January 23, 2017, were approved under the consent agenda.
b) Business Arising
All matters of business arising were included in the meeting agenda.
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3. President’s Report
a) Status Report on University Activities
President Vaccarino directed Governors’ attention to his written report which had been included with the meeting materials. He added the following remarks: The University has struggled with challenging losses this year, but has also achieved some remarkable accomplishments and advances. In regard to mental health issues on campus, the President thanked the University community for its thoughtful attention to these issues, and reiterated that an ongoing focus on mental health will continue. In addition, he noted the importance of leveraging the care and concern at the local level to a broader, Canada-wide level, as this is an issue that affects all Canadians. He directed Governors to the report on activities and actions related to addressing mental health issues on campus, which was included with the meeting materials. The President was pleased to report that Dr. Martha Billes was elected by Senate on April 4th to serve as the University’s ninth Chancellor. She is the first alumna to serve as Chancellor. Plans for the Chancellor Installation are underway for the spring. On March 29, the University received the largest single donation in its history of $20 million to establish the Arrell Food Institute. He thanked those Governors who were able to attend the announcement in Toronto or in Guelph. This is a “game-changing” gift for the University, and he expressed thanks and appreciation to the Arrell family. In regard to the newly released federal budget, the President noted that the focus on innovation and skill development strongly connects with the University’s strengths related to agri-food, digital industries, health, biosciences, and clean resources. As an update in relation to previous reports to the Board regarding the possibility of creating a campus in Brampton, the President noted that the University has chosen not to pursue the idea at this time because, as currently envisioned by the province, it is not currently a strategic priority for the University.
The Chair thanked Dr. Vaccarino for his report and invited questions.
A Governor noted that in the written report, she was delighted to see that the University of Guelph is rated third in global rankings in the areas of agriculture,
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dairy, and animal science, and fourth in food and technology. She expressed congratulations to the President and University on this accomplishment.
b) Diversity and Inclusion Framework
Dr. Yates presented the University’s proposed Diversity and Inclusion Framework, noting that the creation of the Framework developed partly in response to on- campus discussions with groups such as Black Lives Matter, and focus groups with students regarding human rights, equity, and inclusion issues. The Framework is anticipated to complement employment equity initiatives on campus, as well as the University’s Human Rights Policy. There has been broad consultation across campus on the Framework; Senate has approved both the principles of inclusion and diversity, and the Framework itself. She thanked Dr. Jane Ngobia and Ms. Brenda Whiteside for their work with the campus community, and for the drafting of the Framework document.
In response to a question, Dr. Ngobia noted that the University has data on four groups identified by the Federal government (specifically, women, aboriginal peoples, peoples with disabilities, and visible minorities), and that the University is currently undertaking a gap analysis to better understand where it can do more and better.
Dr. Yates noted that while the University has commitments to employment equity and diversity, as well as offices and policies that are already supportive of inclusivity, this Framework establishes institutional principles as well as structures to ensure that the University maintains its commitment to these principles.
A Governor expressed appreciation to Dr. Yates, Dr. Ngobia, and their teams for the creation of the Framework, but noted that this is only a first step. He suggested that while it will improve life at the University, and while he was pleased to see the commitment to an investment of resources to ensuring the campus can support these principles with action, inclusion is a process which includes hearing and bearing witness to the stories of individuals on campus who have experienced barriers to equal access, including processes of reconciliation. He further observed that it will be vital to ensure that inclusivity training is available for all members of the University community including the Board, and that other methods of demonstrating a commitment to inclusion should be considered as the University moves forward.
Dr. Yates suggested that a report on diversity and inclusion issues could be provided annually to the Board.
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The Chair thanked Governors for the thoughtful discussion.
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors affirm its commitment to an inclusive campus and fostering a culture of inclusion at the University of Guelph as an institutional imperative, acknowledging the University’s diverse population, and that every member of an inclusive campus is a valued contributor; and,
FURTHER RESOLVED, that the Board of Governors endorse the Inclusion Framework document, “Fostering a Culture of Inclusion at the University of Guelph: An Institutional Imperative”, as presented.
c) Faculty Appointments
A list of faculty appointments for the period of June 2016-April 2017, including new tenure and promotion appointments effective July 2017, was included in the meeting materials. There were no questions.
d) Update on the Strategic Mandate Agreement
Dr. Yates provided an update on the on-going development of the Strategic Mandate Agreement 2. The following are highlights of the discussion: The first full draft version of the SMA2 has been provided to the Ministry. The “Vision” and “Mission” are slightly differently articulated than in the first SMA. The SMA2 outlines areas of program strength, which cover the comprehensive nature of the research and teaching enterprise of the University and include: Food, Agriculture & Environment; Health & Life Sciences; Veterinary Medicine; Engineering, Physical & Computing Sciences; Business, Economics & Management; Arts, Culture & Creating Practice; Justice, Governance & Community Engagement; and Pathways – Including Guelph-Humber. The SMA2 also delineates program areas of planned expansion, which are: Food, Agriculture & the Environment; Engineering, Physical & Computing Sciences; Health & Life Sciences; Data Sciences & Analytics; Justice, Governance & Community Engagement. The University will seek to explain areas of undergraduate and graduate growth in the negotiations to see if spaces can be expanded accordingly. The next steps of the development of the SMA2 will focus on negotiating details with Province, such as enrollment and performance.
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It is anticipated that the final version of the SMA2 will be submitted to the Province in late June or July.
In response to a question regarding whether the articulation of the areas of expansion in particular programs had provoked difficult discussions with the academic community, Dr. Yates noted it has been an important part of the process that all programs, colleges, and units understand that investment in the comprehensive nature of the University will continue, however the Province requires some delineation of specific areas for growth, and therefore she has worked hard in campus discussions and consultations to convey that the positioning of the SMA2 is strategic.
In response to a question regarding the Vision Statement included in the SMA2, Dr. Yates noted that it is intended as a framing statement that incorporates the University’s broader vision and strategic priorities.
In response to a question in regard to whether some areas of focus were adjusted following discussions with Senate, Dr. Yates noted that a focus on environmental programming was one area that was added, as well as the area of data sciences and analytics.
The Chair thanked Dr. Yates for her presentation, and noted that Dr. Yates will provide an update on the SMA2 at the June meeting.
4. Audit & Risk Committee
a) Report from Committee Chair
Mr. Neil Parkinson, Chair of the Committee, provided a brief overview on recent activities. He noted that the Committee has considered and approved for recommendation to the Pensions Committee the 2016 Audited Pension Plan Statements. Work and discussions are continuing on the development of the risk management framework, which is progressing well. In addition, it is anticipated that the appointment of a new internal auditor will be announced shortly.
The Chair invited questions. There were none.
5. Pensions Committee Report
a) Report from Committee Chair
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Mr. Paul Gallagher, Chair of the Committee, directed Governors to the summary of the recent activities of the Pension Committee enclosed within the meeting materials. He highlighted that the audited pension statements have been approved, as well as a finalized evaluation of the pension plan. He noted that pension deficits are higher than three years ago, due to interest rates. In addition, he noted that the Province has provided some limited solvency relief.
In response to a question regarding the progress towards a jointly sponsored pension plan – known as the JSPP - Mr. O’Leary reported that the University of Toronto, Queens University, and the University of Guelph are still discussing such a model. The Chair requested the Board be provided with an update on this issue at the June strategic thinking session.
b) Annual Review of Statement of Investment Policies & Procedures (SIPP)
Approved as part of the Consent Agenda.
c) Proposed Text Amendments to Pension Plans Arising from Recently Ratified Collective Agreements
Approved as part of the Consent Agenda.
6. Physical Resources & Property Committee Report
a) Report from the Committee Chair
Mr. Graham Badun, Chair of the Physical Resources & Property Committee, presented his report of the recent activities of the Physical Resources & Property Committee. He noted that over $2 million of projects are underway on campus in various stages of progress, and the Committee is satisfied with the project supervision and monitoring.
The Chair invited questions. There were none.
7. Governance & Human Resources Committee Report
a) Report from the Committee Chair
Committee Chair Ms. Wendy Millar reported that, on the advice of the University Secretariat, it is proposed that a review of Board governance be undertaken over
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the 2017-18 session. She noted that Board governance runs well and smoothly, and that no particular issues have been identified, but that the Secretariat has suggested that such periodic reviews are a feature of good governance practice. The Committee has agreed with the recommendation.
She also noted some other Committee key activities were encompassed under the Consent Agenda, and some will be discussed in Closed Session.
b) University Appointments Policy: Proposed Amendments
Ms. Millar noted that the proposed revisions to the “University Appointments Policy” were based on feedback received following the last Presidential search. She directed attention to the information included in the meeting materials, which outlined the various proposed revisions and the rationale.
Referring to the processes included in the policy for the establishment of selection and review committees, it was suggested that human rights and diversity training should be included for members of such committees. Ms. Revington responded that this is an excellent suggestion reflecting good practice, and that she will draw this suggestion to the attention of the AVP Human Resources.
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve the revisions to the University Appointments Policy, as presented.
c) Governor, Trustee, and Investment Subcommittee Member Re- appointments for 2017-18
Approved as part of the Consent Agenda.
d) Governor Re-appointments to Senate and Senate Standing Committees for 2017-18
Approved as part of the Consent Agenda.
e) Appointment of Elected Faculty, Students and Pension Plan Representatives
Approved as part of the Consent Agenda.
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f) Process for the President’s Annual Review 2017
Ms. Millar drew Governors’ attention to the review process document included with the meeting materials, which outlines the proposed process for the annual Presidential performance review. Questions, comments, and suggestions were invited. There were none.
Governors will receive an email invitation to provide any comments or feedback for this year’s review.
8. Finance Committee Report
a) Report from Committee Chair
Ms. Shauneen Bruder, Chair of the Finance Committee, provided Governors with an overview of the recent activities of the Finance Committee. She acknowledged the extensive work of the Committee on this year’s budget deliberations, and expressed the Committee’s appreciation for the significant input from students, Senate, and the community. The Student Budget Advisory Committee report, and a summary of comments from Senate on this year’s proposed budget had been included for information and reference with the meeting materials.
b) Proposed 2017-18 University of Guelph Annual Budget Plan
Ms. Bruder directed Governors’ attention to the University of Guelph Annual Budget Plan, enclosed within the meeting materials. She noted the importance of understanding where costs are increasing due to contractual commitments, and the need for the University to be able to continue to attract and retain the strong caliber of faculty and staff talent. As well, the need to provide strong supports for services such as student mental health was acknowledged.
She highlighted that the budget commits to increased investment in student support including financial assistance, and she acknowledged the student delegation present at the meeting to express its frustration with proposed tuition increases. She noted that the Committee has heard and respects the input of the students, and that the University continues how to consider how it can best address such issues, including advocacy with the provincial government and the creation of more work opportunities for students on campus.
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Dr. Yates added that the Province’s Net Tuition project by the Province, which the University adamantly supports, is intended to increase affordability and financial accessibility.
The Chair invited questions.
In response to a question as to why the tuition for international students was moving from a cohort model to a regular model, Dr. Yates noted that the complexity of accounting for hundreds of different tuition schedules, as well as confusion for international students regarding the different tuition levels has been an on-going issue. The University will continue to consider ways to support financial accessibility for international students.
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve the proposed 2017-2018 University of Guelph Budget Plan, as presented.
c) Proposed 2017-18 University of Guelph-Humber Budget
Ms. Bruder directed Governors attention to the budget submission for the University of Guelph-Humber. The Chair invited questions. There were none.
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve the proposed 2017-18 University of Guelph-Humber Budget, as presented.
d) Proposed 2017-18 University Centre Operating Budget
Ms. Bruder noted that in accordance with reporting requirements, the University Centre Operating Budget requires a separate motion, and she directed Governors’ attention to the document enclosed in the meeting materials. Questions were invited; there were none.
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors accept and approve the proposed 2017-2018 University Centre Operating Budget, as presented.
e) Endowment Investment Policy: Proposed Amendments
Approved as part of the Consent Agenda.
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f) Special Action Request from Fossil Free Guelph
Ms. Bruder noted that in Fall of 2014, an ad hoc Working Group on Responsible Investing (WGRI) was created by the Board of Governors to consult widely and broadly with the community and formulate policy directions for the consideration of responsible investment policies and practices. The “Final Report of the WGRI” resulted in the establishment of the “Special Action Policy” (SAP) which provides a process for the consideration of expressions of concern by University stakeholders in regard to holdings in the university endowments and investment portfolios. The first submission of an Expression of Concern under the SAP has now been received from the campus organization Fossil Free Guelph, and representatives from that organization were in attendance to speak to the submission.
The Board Chair welcomed Fossil Free Guelph representatives Ms. Elizabeth Cyr, Mr. Benjamin Stuart, and Mr. Adrian D’Alessandro to the meeting, and invited them to speak to the submission, which had been included with the meeting materials.
Ms. Cyr, Mr. Stuart, and Mr. D’ Alessandro spoke to information included in the submission to support the case for divestment. They reviewed the principles and rationale for the request, and urged Governors to consider the impact of fossil fuels on the environment. In response to a question, they affirmed their belief that working to use persuasion or influence to temper the industry is not sufficient; in their opinion divestment is the best course of action, and they suggested that investing in renewable technologies would be a worthier approach.
Governors expressed their thanks and appreciation to the delegation, noting that their passion on this issue was evident in the presentation and the document, and that the submission was well-prepared. It was suggested that the issue of divestment could be considered through the lens of the questions that are outlined along with the themes in the Strategic Framework.
Following the presentation, Ms. Revington outlined the next steps as set out in the SAP; i.e. a committee will be formulated to review the submission and make recommendation to the Board. It is anticipated that a response to the submission will be ready for mid-October.
The Chair thanked the members of the Fossil Free Guelph delegation and the representatives who presented the submission for attending the meeting, and for the discussion.
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9. Board of Trustees
a) Recommendation for BOT Appointee to PRPC for 2017-18
Approved as part of the Consent Agenda.
10. Move to Closed Session
On motion duly moved and seconded, it was RESOLVED, that the Board of Governors move into Closed Session and that, Daniel Atlin, Karen Bertrand, Gen Gauthier-Chalifour, Malcolm Campbell, Hilary Jarvis, Ben Doadt, Don O’Leary, Monique Poirier, Charlotte Yates and Jackie Gillis be invited to remain for the Closed Session of the meeting.
Approval of the Open Session Page 33 of 201 Minutes for April 21, 2017 Page 34 of 201 Mental health and well-being initiatives at the University of Guelph 2016-17
The following report outlines various initiatives across the University relating to mental health and well-being over the 2016-17 academic year. Mental health training across campus The Office of Student Affairs has rolled out mental health training across campus. The training provides faculty, staff and student leaders with skills to support students facing mental health issues and builds awareness across campus of resources and support programs available for students. The training helps participants identify students who may be experiencing a mental health crisis. It also helps participants determine resources and supports to which they should refer students. Creation of Student Mental Health Framework Our Student Mental Health Framework will help guide all decision-making for student mental health issues on our campus. Based on an extensive literature review of best practices in North America, the framework focuses on maintaining a healthy campus for all students to support their personal health and academic achievement. The framework is available on our Student Affairs website. Updates made to University’s sexual violence policy Continuing to strengthen its sexual violence programming, U of G has revised its sexual violence protocol to a more comprehensive policy intended to support all members of the University community. The policy, which was approved by the Board of Governors in December, includes an expanded definition of sexual violence that incorporates the full spectrum of incidents, ranging from inappropriate comments and harassment through to rape. Video messages discuss mental well-being At the start of the winter semester, President Vaccarino created a video message for students that touched on the issue of mental health. A second video with a similar message was posted at the end of the winter semester. Supporting Bell Let’s Talk Day U of G’s student athletes took part in Bell Let’s Talk Day on January 25. Athletes wore Bell Let’s Talk toques on campus and shared pictures of themselves on social media with the toques and “speech bubbles” containing mental health messages. Community email from President Vaccarino Following Bell Let’s Talk Day, President Vaccarino shared a message with faculty, staff and students (Appendix A) about mental well-being and the challenges we have faced
Approval of the Open Session Page 35 of 201 Minutes for April 21, 2017 as a University community. Similar email messages have been sent periodically throughout the term by Brenda Whiteside, associate vice-president (student affairs). Student-run events In early February, the Undergraduate Psychology Society hosted a suicide awareness and prevention banquet. The event was open to the entire U of G community and featured speakers and discussion of suicide ideation on and off campus. A candlelight vigil marking the loss of students was also held in February, with remarks by a Multi- faith Resource Team leader along with Brenda Whiteside, associate vice-president (student affairs), and President Vaccarino. Student leaders and administration participate in mental health house calls During the week of March 20 to 24, 80 Residence Life staff, faculty, members of senior administration and alumni went door-to-door in campus residences to speak with students about their mental health and well-being. Exam time can be stressful, and the team wanted students to know that their community cares. During the visits, students were given support resources. The University received a great deal of positive media interest in the house calls program. World-renowned mental health experts visit Guelph campus On February 21, Dr. Tony George from the Centre for Addiction and Mental Health and the University of Toronto spoke on the effects of cannabis and cannabinoid drugs on the brain and body of adolescents and people with mental illness. On March 31, Dr. Michael Krausz, University of British Columbia, spoke about shifting the framework of healthcare to provide online mental health resources for youths. Guelph Hacks for Mental Health In March, students and faculty organized Guelph Hacks for Mental Health, a weekend- long event that encouraged student teams to develop creative ideas for addressing mental health challenges. Representatives from the Canadian Mental Health Association of Wellington-Waterloo, Student Wellness and other organizations mentored student participants throughout the event. Student Affairs’ We’re Listening campaign March also saw the launch of Student Affairs’ We’re Listening initiative, organized with Overlap, a human-centred design firm. Through the campaign, street teams are speaking with students on campus about their experiences with and ideas for improving mental health. On March 14, We’re Listening hosted a town hall meeting to further explore ideas.
Approval of the Open Session Page 36 of 201 Minutes for April 21, 2017 Friendship Bench A new “friendship bench” intended to encourage discussion of mental health was unveiled April 7. The bright yellow bench, located near Branion Plaza, is for community members to use as a place to unwind and discuss their own mental health and that of others. The bench contains a URL for campus and provincial resources, and services for mental health and suicide prevention.
Approval of the Open Session Page 37 of 201 Minutes for April 21, 2017 Appendix A – President’s email to faculty, staff and students Message from the President: 'Let's Talk Day' is Every Day
Content: On Jan. 25, U of G hosted numerous initiatives during Bell “Let’s Talk Day” to raise awareness of mental health initiatives on campus. “Let’s Talk” reminds us of the importance of connecting with each other and maintaining our focus on mental health issues each and every day.
Despite a range of mental health supports and services offered on campus, and despite the outstanding work of our dedicated staff and students, we -- like many communities -- continue to experience challenges and loss. This has been a difficult time for us and I want to share my heartfelt sorrow and sympathy over the recent deaths of several of our campus community members.
I also wish to highlight a number of existing campus support services and initiatives available to help all community members.
Students may use afternoon walk-in services at Counselling Services, located on the third floor of the University Centre, or at Health Services in the Powell Building. No appointment is needed, and all students are seen and triaged.
Students at high risk are supported on campus or referred to partners off campus, and employees have access to the University employee assistance program. Extended hours include the Student Support Network, which offers drop-in peer support Monday to Friday, noon to 10 p.m. After-hours and phone support are offered through Here 24/7 (1-844-437-3247) and Good2Talk (1-866-925-5454).
Along with the Canadian Mental Health Association of Waterloo Wellington Dufferin, Student Wellness Services will offer three drop-in emotional support sessions for students on Jan. 27, Jan. 30 and Feb. 1. All sessions will take place 3-5 p.m. in UC 390.
U of G has a long-standing commitment to students’ well-being. Like other communities and institutions, the University has seen significant growth in the demand for mental health support services. In order to address a range of mental health issues, U of G continues to develop its programs and planning in education, prevention, intervention and support with the implementation of a new mental health strategy:
http://www.uoguelph.ca/mentalhealthstrategy/
Among our continued investments in mental health resources, the University has devoted additional funding to early warning systems, enhanced mental health programming, new health and wellness programs and mental health training. We have added four staff positions in the last two years specifically to help support students.
As part of our ongoing efforts to address the evolving needs of our community, the Office of Student Affairs will hold a town hall meeting to enable U of G’s mental health committee to discuss its program and receive input from community members.
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As an educational institution, we can also help to better understand the broad context of mental illness in youth, and help to find solutions to benefit our campus and wider society. I plan to engage our community, including inviting key experts to campus, to discuss mental health and well-being, and to help further improve the University’s support programs.
At the University of Guelph, we are committed to providing needed support for today and tomorrow, and to further integrating our campus services with other community supports.
Guelph is known for its sense of community. For any community, there is no greater struggle than to lose one of its own. I urge members of our community to support each other and to reach out for additional support.
If you are experiencing difficulty – or know someone else in difficulty – please speak to friends, colleagues or any of the support services mentioned here.
Together we will continue to support and strengthen our community.
Thank you.
Franco Vaccarino, President and Vice-Chancellor
Approval of the Open Session Page 39 of 201 Minutes for April 21, 2017 Page 40 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Kate Revington, University Secretary
Subject: 3. President’s Report
Meeting: Friday, June 9, 2017
a) Status Report on University Activities
Enclosed is the President’s status report to the Board of Governors on recent activities and events of interest. President Vaccarino will provide additional comments and remarks to the Board at the meeting. Also enclosed for the interest of Board members is an excerpt from the Macleans University Guide 2017.
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Status Report on University Page 41 of 201 Activities Page 42 of 201 Report to the Board of Governors from President Franco Vaccarino
For the June 9, 2017 meeting
The last few months have been particularly exciting for the University of Guelph. We have celebrated a number of significant events and are seeing commitments from the federal and provincial governments that support our fundamental teaching and research.
Welcoming our ninth chancellor On June 8, the University of Guelph will install its ninth chancellor, Dr. Martha Billes. The ceremony brings our community together to celebrate a promising future for the University of Guelph. I look forward to welcoming our newest graduates with Martha at our June convocation ceremonies.
National recognition for OVC and creative writing profs I am pleased to share that, last month, two of our professors received significant awards for their work.
Governor General David Johnston presented Professor Bonnie Mallard, Department of Pathobiology, with a Governor General’s Award for Innovation. Bonnie was recognized for her immuno-genetic profiling tool that improves animal health and food quality and safety, and promotes greener farming.
Creative writing professor Lawrence Hill was recently announced as a winner of the 2017 Canada Council for the Arts prize. Lawrence was celebrated for his writings that contribute to Canada’s cultural and intellectual heritage.
These prestigious awards are well-deserved and help enhance the intellectual regard for our University. Please join me in congratulating Bonnie and Lawrence.
Government budgets support U of G priorities The recently announced federal and provincial budgets both contained commitments that will further the important work we do at the University of Guelph to improve life.
The federal budget contained a $70-million commitment to further support agricultural discovery, science and innovation, and new funding to support the development and adoption of clean technology for agricultural production. With our recent first-place ranking among Canadian agri-food schools, U of G will play a key role in attaining these goals.
The budget also allocated $950 million for a five-year investment in innovation “superclusters” that will help grow the Toronto-Guelph-Waterloo innovation corridor. That funding will enhance Canada’s global competitiveness in agri-food, clean technology, digital technology and health/biosciences by bringing together leading businesses and experts. Applications for this funding are now open and must be part of an industry-led strategy. U of G is an integral part of the innovation corridor and will make important contributions to these fields.
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Status Report on University Page 43 of 201 Activities These federal commitments provide an opportunity for U of G to further strengthen its reputation in agri-food research and innovation and to foster the leaders of tomorrow.
The provincial budget showed the government’s commitment to investing in our students with its specific focus on further enhancements and reforms to student aid through OSAP, student learning, job opportunities and accessibility.
The budget included expanded job-learning programs for students as part of the new $190- million provincial Career Kick-Start Strategy. This strategy provides funding to help post- secondary institutions provide career-readiness support for students through internships and online learning opportunities.
The Ministry of Advanced Education and Skills Development recently announced an additional $6 million in funding over three years to support mental health services and programs at Ontario's colleges and universities. This brings the province’s total support for mental health initiatives at post-secondary institutions to $15 million per year, an increase that we had proposed in our budget submission and for which our Central Students Association had lobbied. I am gratified to see the province’s commitment to supporting mental health and wellness for our students.
As with the federal budget, the provincial budget also contained commitments to building the province’s prosperity by continuing to support farmers and working with other provinces and the federal government to create Canada’s next agri-food policy framework. U of G will be at the table for many of the conversations.
These federal and provincial commitments will enhance and influence our work in the years ahead.
Supporting Universities Canada’s mental health strategy Over the past few months, I’ve worked closely with Universities Canada to help develop a national mental health strategy for Canadian universities. This is an increasingly important topic for Canadian institutions, and I look forward to helping the committee shape this framework.
As we prepare for our final Board meeting of the 2016-17 academic year, I would like to thank all members for their contributions over the past 12 months. I continue to be impressed by your thoughtful counsel and your commitment to helping the University of Guelph reach new heights.
Franco J. Vaccarino, PhD, FCAHS President and Vice-Chancellor
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Status Report on University Page 44 of 201 Activities SUPPORTING RESEARCH EXCELLENCE
Three profs earn Early Researcher Awards worth $420,000 o Three U of G profs have landed highly competitive Early Researcher Awards totalling $420,000. Political science professor Leah Levac, physicist Alex Gezerlis, and food scientist Paul Spagnuolo were awarded funding through a program open to researchers within the first five years of their career. U of G gets $10.7 million for genomics research o As the venue for the national announcement, federal and provincial government representatives were on campus to announce support for three cutting-edge University of Guelph research projects in genomics. U of G researchers received $10.7 million to improve animal health and welfare, crop yields and food production. The funding fosters partnerships between research and industry. Prof to head $6.6-million, international climate change, Indigenous food security project o Professor Sherilee Harper, Department of Population Medicine, will lead an international team in a new $6.6-million research project on food-related aspects of climate change intended to focus on some of the world’s most at-risk populations – including people living in Canada’s North. High-tech food labs aim to help researchers understand consumer needs o Two new labs on the Guelph campus will help researchers better understand consumer decision-making, consumption habits and reactions to food advertising. The new Longo’s Food Retail Lab and neighbouring Schneider’s Research Lab provide a mock grocery store for subjects to shop in and the tools necessary to analyze their behaviour.
COLLABORATING FOR EXCELLENCE
University strengthens ties in Germany o A team of U of G representatives are celebrating a successful visit to Germany that will likely result in stronger research and teaching partnerships. The group, led by Provost and Vice-President (Academic) Charlotte Yates, made important connections with the University of the Arts and the University of Bremen. U of G ties with both schools for the past six years have included international exchanges for students and faculty members, lectureships and collaborative projects. U of G part of international commission on food security, new report o The University of Guelph is the only Canadian institution represented in the international Challenge of Change commission that has developed an action plan to solve food and nutrition challenges around the world. Our Food From Thought initiative was held up as a leadership example of using big data to tackle complex food security issues. 3
Status Report on University Page 45 of 201 Activities Gift from Rogers Media to create scholarships and Sportsnet broadcast centre o U of G has entered into a new, multi-year relationship with Rogers Media to award scholarships and support multimedia and digital media training, development, and production at the University. U of G ranked among world’s top agri-food universities o In a report released in March by the Center for World University Rankings, U of G placed third in the agriculture, dairy and animal science category, and fourth in food and technology. For both categories, U of G was the No. 1 university in Canada and the only Canadian school to make the “Top 10” lists. Building on opportunities through government relations o In April, Patrick Brown, leader of the Progressive Conservative Party of Ontario, visited U of G’s Guelph campus with three other MPPs. The group toured campus, spoke with senior leaders about post-graduation employment success and met with students to learn about their work. Prof addresses national finance senate committee o Professor Ryan Gibson, School of Environmental Design and Rural Development, shared his knowledge of rural Canada with the standing senate committee on national finance May 3. The committee asked Gibson to address the effects of future infrastructure investments on rural development in Canada.
FACULTY, STAFF AND STUDENT EXCELLENCE Food Science prof wins international award for work with fats, lipids o In May, Professor Alejandro Marangoni received the 2017 Alton E. Bailey Award, recognizing his lifetime contributions to research in fats and oils. Gryphons women’s hockey coach wins OUA award o Gryphons women’s hockey head coach Rachel Flanagan has been named Ontario University Athletics’ Female Coach of the Year. Flanagan is the third female coach from U of G to receive the conference-wide honour. Former president Summerlee named interim president at Carleton University o Congratulations to former U of G president Alastair Summerlee for accepting the position of interim president at Carleton University. Summerlee will begin as Carleton’s 14th president August 1. Prof takes part in Parliament Hill ‘Research Matters’ event o The Council of Ontario Universities invited Professor Shayan Sharif, Department of Pathobiology, to take part in a pop-up research event on Parliament Hill earlier this month. Sharif discussed whether it's possible to raise farm animals without antibiotics. The event connected government officials with Ontario university researchers, students and industry. U of G student, grads among finalists for Trillium Book Awards o Student Danila Botha is among six authors shortlisted for the prestigious 2017 4
Status Report on University Page 46 of 201 Activities Trillium Book Awards. Her collection, For All the Men (and Some of the Women) I’ve Known, explores the complexities of relationships. Four other authors with U of G connections are also shortlisted in other categories. OVC student achieves highest possible score on veterinary licensing exam o Soon-to-be OVC grad Rose Rumney is feeling positively perfect after scoring 800 out of 800 on the North American Veterinary Licensing Examination. The average score last year was 513. New position aims to support Aboriginal learners, educators o Cara Wehkamp has been appointed as special advisor to the provost on Aboriginal initiatives. Wehkamp will work with the provost to develop a strategic plan for U of G to can enhance and support the participation of Aboriginal students, researchers and communities in post-secondary education. Track and field Gryphons named athletes of the year o The Department of Athletics handed out the hardware on March 30 at the 2016- 17 Gryphons Athletic Banquet. Track and field athletes Tommy Land and Ashley Connell were named male and female athletes of the year, respectively.
Vet student wins first Waterloo Region Rainbow Student Award o Angelique Castelo, a second-year student veterinarian in the Ontario Veterinary College, received the first Waterloo Region Rainbow Student Award. The award recognizes youth who have demonstrated outstanding commitment to the community while balancing academic success. Seven Leave for Change volunteers ready to make a difference in 2017 o Human Resources has announced our 2017 cohort of Leave for Change volunteers. Seven staff and faculty members will volunteer their talents and skills to build capacity in developing countries. Congratulations to Andrea Bidgood, Colleen Myronyk, Fernanda Svaikauskas, Jonathan Chang, Justin Liu, Statia Elliot and Wayne Johnston. Women of Distinction Awards honour U of G community members o Members of the University of Guelph community were honoured during the 22nd annual Women of Distinction Awards ceremony May 4. The awards are presented by the YMCA-YWCA to Guelph women who inspire and empower others through their work and community contributions. Congratulations to Andrea Buchholz, Gerarda Darlington, Éva Nagy, Lucy Mutharia, Nina Jones, Jordynn Klein, Kayla Billings, Leah Robinson, Lynne Skilton-Hayes, Margaret Stinson, Jocelyn Wessels, Alina Kislenko and Patricia Eaton-Neufeld. Food Science students win at international food competitions o Microwavable dessert ideas brought big rewards to two teams of University of Guelph students in international food development competitions. Congratulations to food science students Colin Booth, Yinglei Li, Brittany Chow, Monica Chau, Myra Siddiqi, Natalie Ng, Rachel Tseng and Rodeth Asis.
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Status Report on University Page 47 of 201 Activities Two U of G students place in top 25 of research communication competition o U of G students Megan Wilson and Abhilash Kantamneni have placed in the top 25 in a storytellers competition run by Canada’s Social Sciences and Humanities Research Council (SSHRC) for post-secondary students to tell Canadians about interesting SSHRC-funded projects. Former OAC chair inducted into agricultural hall of fame o Donald Grieve, former chair of the Department of Animal and Poultry Science, was inducted posthumously into the Middlesex County Agricultural Hall of Fame on March 8. Inductees have demonstrated selfless achievements in agriculture and service to rural communities.
Student places fifth in regional 3MT competition o Congratulations to Shanthanu Krishna Kumar who placed fifth in the provincial Three-Minute Thesis competition. Krishna Kumar discussed how a naturally occurring enzyme may prolong shelf life of certain fruits. U of G grad in the running for Canada’s next astronaut o Matthew Bamsey earned his PhD in environmental biology at U of G and now he has a good shot at applying his knowledge in a new environment: outer space. Bamsey is one of 17 finalists now in the running to become one of Canada’s next two astronauts. OVC prof receives Broad Spectrum award o Professor Andrew Peregrine, Department of Pathobiology, has received an LGBT+ Veterinary Awareness Award from the Broad Spectrum Veterinary Student Association for supporting and ensuring inclusivity in veterinary studies. Canadian Association of Physicists celebrates U of G prof o Congratulations to Professor Martin Williams, Physics, for receiving the 2017 Canadian Association of Physicists Medal for Excellence in Teaching Undergraduate Physics. The award recognizes his contributions to students’ learning and achievements. New president introduced at Ontario engineering regulator o Engineering professor Bob Dony has been named as the 98th president of the Professional Engineers of Ontario. U of G student selected in CFL draft o The Hamilton Tiger-Cats of the Canadian Football League picked up U of G receiver Jacob Scarfone in the sixth round of the 2017 Canadian draft earlier this month.
INVESTING IN EXCELLENCE Construction on Guelph campus roads and parking lots this summer o Starting this month and throughout the summer, construction will take place on East Ring Road and parking lots P23 and P24. During construction, parts of East
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Status Report on University Page 48 of 201 Activities Ring Road will be closed to traffic and pedestrians. Most of P23 and all of P24 will be closed during construction.
SUPPORTING EXCELLENCE IN THE COMMUNITY U of G ‘shines green’ for mental health awareness o Johnston Hall and both main University entrances on Gordon Street were lit up in green May 1 through 7 to mark the Canadian Mental Health Association’s Mental Health Week. More than 70 landmarks across Ontario shone green that week for mental health awareness. Campus hosts National Aboriginal Physical Activity and Wellness Conference o From May 10 through 12, U of G hosted the 2017 National Aboriginal Physical Activity and Wellness Conference, discussing opportunities in Aboriginal sport. It is Canada’s largest conference on physical activity and wellness for First Nations, Métis and Inuit people. Kick off your Canada 150 summer at U of G’s SummerFest! o On Sunday, June 25, U of G will host SummerFest – an outdoor celebration on Johnston Green to help kick off the Canada 150 summer. Mark your calendars and plan to join us for food trucks, live music and 150 ways to make your Canada 150 summer spectacular.
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Status Report on University Page 49 of 201 Activities Page 50 of 201 University of Guelph University of Guelph | Guelph, Ont. | Founded 1964 The University of Guelph grew out of three founding colleges, including the Ontario Agricultural College (1874) and the Ontario Veterinary College (1862). Now Guelph is again embracing its expertise in food, the environment and communities. It’s paying off: Guelph attracts more research money than any other university in Canada without a medical school. That may explain why science students study in glitzy new labs. Arts students are just as lucky. The writer-in-residence program attracts heavyweights such as Jane Urquhart, award-winning author Lawrence Hill teaches creative writing, and theatre students are taught by the prolific Sky Gilbert. “Our unique expertise is allowing us to improve life through teaching, research and outreach,” says Franco Vaccarino, the university’s president. “What our students love is how, at Guelph, they not only acquire knowledge, but also learn critical and creative-thinking skills.” The campus is centered around Johnston Green, which is ringed by mature oaks and beautiful century-old buildings. It has its share of brutalist architecture that flourished in the ’60s and ’70s—the cavernous MacKinnon arts building and the expansive South Residences—but the welcoming green space of the arboretum is a boon for the whole community. Standout Programs • Neuroscience: Spanning molecular, cellular, physiological, behavioural and cognitive perspectives, this program explores contemporary problems and introduces research tools in the field. • Biomedical Engineering: This hands-on major relies on engineering design and problem-solving to focus on improving human health. Students complete design projects beginning in first year. • Guelph-Humber: This partnership allows students to study at Humber’s Toronto campus, earning an honours degree and a college diploma in four years. Students have a choice of seven disciplines, including early childhood education and kinesiology. Cool Courses • Electronica—Music in the Digital Age: This course gives an overview of genres, such as experimental, techno, dance, rap and ambient, and looks at musical and social developments and milestones. • F9B—Feeding 9 Billion: Students participate in the weekend-long Feeding 9 Billion Challenge, and further develop ideas for a sustainable food system during the semester.
Excerpt: Macleans University Guide 2017
Status Report on University Page 51 of 201 Activities Page 52 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Kate Revington, University Secretary
Subject: 3. President’s Report
Meeting: Friday, June 9, 2017
b) Update on Chancellor’s Installation and On-boarding Activities
President Vaccarino will report on the June 8, 2017 installation of Chancellor Martha Billes, and will review on-boarding activities provided for the Chancellor.
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Update on Chancellor's Page 53 of 201 Installation and On-boarding Page 54 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Kate Revington, University Secretary
Subject: 3. President’s Report
Meeting: Friday, June 9, 2017
c) Update to the Sexual Violence Policy and Procedures [Motion]
On December 12 2016, the Board approved the Sexual Violence Policy and Procedures, following extensive consultations with the community and sexual violence survivors. At the time of the approval, it was agreed that the Sexual Violence Advisory Committee would continue to engage in consultation and discussion over the winter and spring, and bring forward to the Board at its June meeting any recommendations for further refinements to the procedures. Enclosed is a memo outlining proposed changes to the policy and procedures. The tracked changes version is enclosed for reference. Provost & Vice President Dr. Charlotte Yates, with assistance from University Legal Counsel Ms. Mary Murphy, will speak to the proposed changes. The Board of Governors is asked to, RESOLVE, that the Board of Governors accept and approve the amendments to the Sexual Violence Policy and Procedures as presented.
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Update to Sexual Violence Page 55 of 201 Policy and Procedures [Motion] Page 56 of 201 UNIVERSITY OF GUELPH Office of Student Affairs
To: Kate Revington, University Secretary
From: Brenda Whiteside, Associate VP (Student Affairs) and Jane Ngobia, Assistant VP (Diversity and Human Rights)
Date: May 16, 2017
Re: Sexual Violence Policies and Procedures
When the Sexual Violence Policies and Procedures were approved by the Board of Governors in December 2017, it was recognized that we would want to spend some time working with the procedures to ensure they met the needs of our community. Over the course of the winter semester we have been able to take a few cases through the process, testing timelines and both the informal and formal processes. The Sexual Violence Committee is suggesting some minor changes to both the Policy and the Procedures as a result of the experience to date. We will continue to test cases against these documents, and may return with further changes next year. The main changes follow:
Policy 1. Supports: This section has been revised to reflect the reality of what the University can commit. 2. Other Policies: The Human Rights Policy has been added. Procedures 1. Timelines: The timelines have been extended to reflect the reality of investigating or mediating such complex cases. 2. Penalties: A “no contact” order has been added. During mediation, this is often one of the most requested outcomes. In addition, editorial changes have been made to the Policy on Non-Academic Misconduct Policy to refer instead to the new Sexual Violence policy. The Student Rights and Responsibilities Committee approved this change as well as one minor editorial change to add clarity to the wording in regard to the fraud section of the Policy (section 10b – the updated policy is available in the on-line supporting folder).
The proposed amended Sexual Violence Policy and Procedures are enclosed for approval.
Update to Sexual Violence Page 57 of 201 Policy and Procedures [Motion] Page 58 of 201
Sexual Violence Policy
Issued by: Provost & Vice-President (Academic), and Vice-President (Finance, Administration & Risk) Approving Authority: Board of Governors Policy Effective Date: January 1, 2017 Revised: New (reviewed every 5 years, or earlier as required)
To receive this Policy in an alternate format, contact the Office of Diversity and Human Rights: Phone: (1) 519- 824-2141 x53000 or Email: [email protected]
Contents 1. Policy ...... 2 2. Scope ...... 2 3. Policy Goals ...... 2 4. Information on University and Community Resources ...... 2 5. Definitions ...... 3 6. Disclosure ...... 4 7. Survivor Supports ...... 4 8. Formal Complaint ...... 5 9. Initial Assessment ...... 5 10. General Supports ...... 6 11. Right to Withdraw a Formal Complaint ...... 6 12. Protection from Reprisal, Retaliation or Threats ...... 6 13. Vexatious Complaints ...... 6 14. Multiple Proceedings ...... 6 15. Confidentiality ...... 7 16. Reporting and Maintenance of Records ...... 7 17. Related University Policies and Procedures ...... 7 18. Training ...... 7 19. Sexual Violence Awareness and Education Programs ...... 7
Update to Sexual Violence Page 59 of 201 Policy and Procedures [Motion]
1. Policy The purpose of this Policy is to set out the principles that apply when allegations of Sexual Violence are brought forward in the University community. The procedures which support this Policy are determined according to the stakeholders involved and are part of this Policy.
The applicable procedures document when a student is affected by Sexual Violence is the Sexual Violence Procedures Document – Students. The applicable procedures document when an employee is affected by Sexual Violence are found in applicable University policies such as Violence Prevention in the Workplace , Workplace Harassment Prevention Program, University of Guelph Human Rights Policy and employee collective agreements.
2. Scope a. Subject to subsection b) below, this Policy applies to all University Community Members regardless of where the alleged behaviour took place, if the alleged behaviour occurred when engaged in University programs or if the alleged behaviour materially affects the safety or the learning and working environment of University Community Members. b. Incidents of Sexual Violence affecting University of Guelph-Humber students and allegations of Sexual Violence against Humber College employees are covered by policies at Humber College. Allegations of Sexual Violence against University of Guelph employees working at University of Guelph-Humber are covered by this Policy.
3. Policy Goals The goals of this Policy are to: a. support Survivors as defined under this Policy. The University believes and respects that Survivors are the final decision-makers about their own best interests; b. ensure procedural fairness and due process for all parties when allegations of Sexual Violence are made; c. hold those who have committed Sexual Violence accountable; and d. safeguard the safety of University Community Members.
4. Information on University and Community Resources Information related to Sexual Violence including who to contact, FAQs, related policies and procedures, University Support Services as well as resources available in the wider community, is available on the University’s Sexual Violence Support and Information website.
Update to Sexual Violence Page 60 of 201 Policy and Procedures [Motion] 5. Definitions a. “Sexual Violence” means any sexual act or act targeting a person’s sexuality, gender identity or gender expression, whether the act is physical or psychological in nature, that is committed, threatened or attempted against a person without the person’s consent, and includes sexual assault, Sexual Harassment, stalking, indecent exposure, voyeurism and sexual exploitation1. b. “Sexual Harassment” is included in the definition of Sexual Violence and means engaging in a course2 of vexatious comment or conduct based on sex, sexual orientation, gender identity or gender expression that is known or ought reasonably to be known to be unwelcome. This can include: implied or expressed rewards or benefits for sexual favours; non-consensual taking or posting of a sexual picture; aggressive or intolerant comment or slur (including cyberbullying or through social media); or uttering any sexual threat. c. “Consent” is the active ongoing, informed and voluntary agreement to engage in sexual activity. Consent cannot be given by someone whose judgment is materially impaired (such as by drugs or alcohol), unconscious, or otherwise unable to understand and voluntarily give consent. Consent can never be obtained through threats, trickery, coercion, pressure or other forms of control or intimidation and may be withdrawn at any time. Consent may be compromised where individuals are in a position of power, trust or authority over the person whose consent is required. The consumption of alcohol or drugs does not provide any excuse from obtaining consent. d. “Disclosure”: has the meaning provided in Section 6 of this Policy. e. “Person Accused”: for the purpose of this Policy means any person against whom an allegation or formal complaint of Sexual Violence is made. Under the applicable procedures or collective agreements, the Person Accused may also be referred to by other terms such as “Respondent”. f. “Supports”: has the meaning provided in Section 7 of this Policy. g. “Survivor”: for the purpose of this Policy means an individual who identifies their experience as Sexual Violence. Under the applicable procedures or collective agreements, a Survivor may also be referred to by other terms such as “Complainant”.
1 Definition taken from Bill 132, Sexual Violence and Harassment Plan 2 The OHRC’s Policy on “Preventing Sexual and Gender-based Harassment” states that in relation to the Human Rights Code definition of a “course” of unwanted behaviour, in some cases, one incident could be serious enough to be sexual harassment.
Update to Sexual Violence Page 61 of 201 Policy and Procedures [Motion] h. “University Community Member” includes University of Guelph students, employees, members of the Board of Governors or Senate, volunteers and other individuals who are acting in a capacity defined by their relationship to the University. i. “University Support Services”: means University services or programs provided to individuals based on the individual’s relationship to the University.
6. Disclosure a. Anyone can disclose information regarding Sexual Violence (“Disclosure”). Subject to Section 9 and the University’s legal obligations, a Disclosure does not normally trigger an investigation or formal procedure, but may result in Supports. b. No actions can be taken against a Person Accused solely on the basis of a Disclosure. c. Disclosures which raise a reasonable concern regarding broader public safety may result in information being shared with the City of Guelph Police Services.
7. Survivor Supports Once a Disclosure is made and regardless of whether a formal complaint is submitted, the University will provide Supports which will be sensitive to the circumstances identified by the Survivor and will allow Survivors to: a. be treated with compassion, dignity and respect; b. be informed about University Support Services and community resources; c. be informed about disclosing and reporting options and the limits to confidentiality associated with each option; d. be provided with appropriate forms of academic consideration and other supports based on demonstrated need; e. be provided with assistance in formulating safety plan (a set of objectives and strategies identified by the survivor to help promote ongoing safety and prevent future incidents) be provided with reasonable assistance in formulating a safety plan to help promote ongoing and future safety; f. decide whether to file a formal complaint internally (within the University) or external to the University; g. decide whether to access University Support Services and to choose those services they feel will be the most beneficial; and h. have reasonable and necessary actions taken to prevent further unwanted contact with the Person Accused. request other reasonable supports.
Update to Sexual Violence Page 62 of 201 Policy and Procedures [Motion] 8. Formal Complaint University: a. A Survivor can elect whether to file a formal complaint regarding Sexual Violence. A formal complaint can be filed in accordance with the appropriate University policies or procedures applicable to the Person Accused. (see section 1.0). The filing of a formal complaint will trigger procedures involving documentation, investigation and if appropriate, formal proceedings. Survivors may choose not to request an investigation and have the right not to participate in any proceeding. b. Formal complaints which raise a reasonable concern regarding broader public safety may result in information being shared with the City of Guelph Police Services.
Criminal:
c. A criminal complaint may be filed directly with the City of Guelph Police or through the Campus Community Police.
9. Initial Assessment a. The University recognizes that Survivors may wish to control whether or how their experience will be dealt with by the University. Wherever possible, and subject to the University’s legal obligations, a Survivor will retain this control. The University has the obligation to act on information that suggests, for example: i. an incident or a pattern of behaviours that is damaging to the safety of the University community, or ii. behaviour which poses a clear and ongoing threat to others.
The University’s obligations to act may include investigation, and other interventions consistent with University policies. If the University chooses to act in these instances, attempts will be made to first consult with the Survivor. b. Following an initial assessment, the University may also impose interim measures. For employees such interim measures will be consistent with University policies or appropriate collective agreements. Interim measures for students are outlined in the Sexual Violence Procedures Document – Students and may include, but are not limited to: i. separation of the academic and living situations of any students; ii. no-contact orders; iii. restricting individuals from certain buildings including student residences;
Update to Sexual Violence Page 63 of 201 Policy and Procedures [Motion] iv. interim prohibition from certain events; or v. interim suspension from varsity sports.
10. General Supports All Parties to a formal complaint will be: a. treated with dignity, compassion and respect; b. provided with information regarding relevant polices including limits to confidentiality; and c. informed about University Support Services as well as support services in the community.
11. Right to Withdraw a Formal Complaint A Survivor has the right to withdraw a formal complaint which the Survivor initiated at any stage of the process. However, the University may continue to act on the issue identified in the formal complaint to the extent necessary to comply with its legal obligations.
12. Protection from Reprisal, Retaliation or Threats It is contrary to this Policy for anyone to retaliate, engage in reprisals or threaten to retaliate for:
a. pursuing rights under this Policy; b. participating or co-operating in an investigation under this Policy; or c. being associated with someone who has pursued rights under this Policy. Anyone found to have engaged in such conduct will be subject to sanctions or discipline in accordance with the relevant policy or procedures.
13. Vexatious Complaints Formal complaints that are found (following an investigation) to have been made in bad faith may result in sanctions or discipline against the individual who lodged the complaint.
14. Multiple Proceedings Where criminal, civil or administrative proceedings are commenced in respect of allegations of Sexual Violence, the University reserves the right to conduct its own independent investigation into such allegations, or to defer its own investigation. The University will make its own determination in accordance with its policies and procedures. Where there is an ongoing criminal investigation, the University will cooperate with law enforcement agencies.
Update to Sexual Violence Page 64 of 201 Policy and Procedures [Motion] 15. Confidentiality Confidentiality is important to create an environment in which Survivors feel safe to disclose and seek supports. Confidentiality should therefore be protected to the extent possible, but may be precluded where, for example: a. there are reasonable grounds to believe that one or more University Community Members or individuals in the wider community may be at risk of harm; b. reporting is required by law (e.g. mandatory reporting of a minor); c. an investigation is undertaken pursuant to a formal complaint; or d. if accommodation or supports are needed, on a need-to-know basis. In these cases and if appropriate, the University will attempt to first consult with the Survivor.
16. Reporting and Maintenance of Records a. Reporting and maintenance of records will be in accordance with provincial regulations. b. An annual report will be provided to the Board of Governors by the Office of the AVP (Student Affairs).
17. Related University Policies and Procedures a. Human Rights Policy b. Residence Community Standards (Student Housing) c. Athletic Code of Conduct Discipline Procedures
18. Training The University will provide or make available appropriate training regarding this Policy to University Community Members including individuals who will be involved in the investigation or decision making process. The Student Affairs Case Director has the oversight for providing or making available training, as appropriate.
19. Sexual Violence Awareness and Education Programs Working with staff in Student Housing Services, Campus Community Police and the Office of Diversity and Human Rights, the Wellness Education Centre has responsibility for ensuring ongoing Sexual Violence awareness and education programs for students.
3 The University’s Human Rights Policy and Ontario’s Human Rights Code protects individuals from discrimination in respect of services. Anyone who feels that the University has failed to protect him or her from such discrimination may pursue a complaint under the Human Rights Policy or the Code.
Update to Sexual Violence Page 65 of 201 Policy and Procedures [Motion] Page 66 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Kate Revington, University Secretary
Subject: 3. President’s Report
Meeting: Friday, June 9, 2017
d) University of Guelph Strategic Research Plan [Motion] In order to access various types of federal research funding, the Government of Canada requires each university to submit a Strategic Research Plan that outlines its research priorities, and areas of research strength. The SRP must be approved and supported by the university’s most senior planning bodies – in this case, Senate and the Board of Governors. The University’s existing Strategic Research Plan (SRP) expires in 2017. Under the leadership of the Vice President Research Dr. Malcolm Campbell, and following an extensive campus-wide consultation process, including several iterations presented to the Senate Research Board and Senate for discussion and feedback over the year, the final version of the SRP was presented to Senate on May 23, 2017. It was recommended to Senate by the Senate Research Board, and received unanimous approval. The Senate-approved University of Guelph Strategic Research Plan (2017-2022) – enclosed – is now presented to the Board of Governors for approval. The Board of Governors is asked to, RESOLVE, that the Board of Governors approve the University of Guelph Strategic Research Plan (2017-2022).
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University of Guelph Strategic Page 67 of 201 Research Plan [Motion] Page 68 of 201 STRATEGIC RESEARCH PLAN
Our Institution
The University of Guelph promotes time-honoured research strengths, while exploring new scholarly opportunities. We do so in an environment that promotes excellence, partnership, diversity, and inclusivity. We use our knowledge and discoveries in impactful ways to shape understanding and improve life.
To meet the challenges we face on this planet, the status quo is no longer enough. The future of life as we know it is uncertain. There is no sole solution, no one technology, no single game changer; what is required instead is collaboration, research that crosses boundaries (natural, artificial, and social), and solutions that mirror the complexities of sustainable living.
From how we feed the world and preserve its nature, to how we live, interact, and thrive in our communities and businesses, we must continue to evolve. We must improve.
The University of Guelph and everyone who studies here, explores here, teaches here, and works here is committed to that simple purpose: To improve life.
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Our Path Forward
As a university, our strategic framework – entitled Our Path Forward – describes who we are, where we will focus and how we will move forward as a University. It reaffirms the University’s common purpose – the qualities that are essential to our future success – and provides guideposts to help in strategic decision-making.
The framework contains five intersecting themes of equal importance:
• Inspiring Learning and Inquiry • Connecting Communities • Catalysing Discovery and Change • Nurturing a Distinctive University Culture • Stewarding Valued Resources
In 2016, the University’s Senate and Board of Governors unanimously approved the new strategic framework, calling it “aspirational and visionary.” Guelph’s research enterprise reflects all intersecting themes, particularly Catalysing Discovery and Change.
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Our Research Vision
Since its establishment in 1964, the University of Guelph has grown to become one of Canada’s top comprehensive research-intensive universities. As a research-intensive institution, scholarly excellence is at the core of our mission. We promote our established research strengths while exploring new scholarly opportunities in an environment that promotes excellence, partnership, diversity, and inclusivity.
The University of Guelph applies its knowledge and discoveries to shape understanding and improve life. Our guiding principles include the promotion of research excellence, connecting our research with the world, and catalysing and stewarding research partnerships.
As part of the University of Guelph’s mission and history, we are committed to mobilise knowledge into action. This is why the University has a unique and deeply embedded relationship with industry and community partners. Such partnerships are integral to the academic process.
Our pursuit of research excellence is uniquely tied to the betterment of society. Our shared common purpose is to provide the best possible learning experience for all qualified learners in an affordable and financially sustainable way, ensuring high quality and globally competitive outcomes for students and the economy. We aspire to become a leader in experiential education and personalised learning in a technology-rich environment.
The University’s approach to knowledge sharing, innovation, and research stands out. Unconstrained by traditional barriers and boundaries, we formulate scholarly questions and seek answers that are effective in catalysing discovery and change. Our research agenda is firmly grounded in our partnerships with communities and the private sector, and the work we do responds to our partners’ needs.
When applied, our research solves real problems, and results in meaningful advances in innovation, employment and the economy. Our close connection with government agencies and the private sector – especially in health, agriculture and food – is a differentiator at the University of Guelph. It is part of our culture that stems from the mission of our three founding colleges.
This mission and history forms our core values. From these core values we define the principles and priorities that guide our research enterprise.
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Our Strategic Research Plan
Principles and priorities
Principles transcend any given college. They speak to broad directions and areas of focus that will help guide the research enterprise. Priorities are the way the research enterprise and individual researchers deliver on the principles and strategic themes.
Principle 1: Promoting research excellence
To build upon our established research strengths, while forging new opportunities in emerging areas of scholarship, we enable individual researchers to realise their research potential by focussing on the primacy of individual researchers while also sustaining a diversity of research approaches – from discovery-based research and creative scholarship, to applied research and innovation.
Priorities
We will nurture and sustain ground-breaking and discipline-leading research initiatives and build research capacity by sustaining established research excellence, pursuing new and emerging areas of scholarship, where there is niche opportunity, alignment, and capacity, make sure our research is delivered with impact and enable our researchers to realise their potential to be at the forefront of their disciplines.
Principle 2: Connecting our research with the world
We mobilise our research to maximise its impact on and for communities by being thought- shapers within our disciplines by communicating our research within scientific, practice and academic communities, to help lead the thinking and scholarly directions within our disciplines.
Priorities
We will share our discoveries with external and non-academic communities to translate our work into impactful action by mobilizing knowledge to support evidence-based decision- making, policy development, and social innovations.
We will solicit and address important questions from external and non-academic communities to generate research outcomes that come from and address local and global issues.
Principle 3: Catalysing and stewarding research partnerships
We promote and create opportunities for productive research collaborations that connect colleagues, disciplines, and a diversity of partners.
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Priorities
We will drive collaborative research and training initiatives within the University by harnessing the strengths of different colleges and disciplines to drive research and training initiatives, encouraging diverse partnerships within and across disciplines and colleges of the University, developing best practices for knowledge sharing to give faculty access to a wider range of research.
We will maximise external academic research partnership by strengthening and growing provincial, national, and international partnerships and encouraging partnerships within and across disciplines with external colleagues.
We will enhance and sustain strategic public-sector and community research partnerships by strengthening and supporting our partnership with OMAFRA, and other major public- sector partners as well as promoting and expanding research engaged with communities
We will advance and sustain strategic private-sector research partnerships by promoting and expanding research linkages that connect our fundamental and applied research with the private sector, and also strengthening and supporting partnerships that mobilise and commercialise research innovations where desirable and appropriate.
Principle 4: Enhancing research culture
We nurture a culture that inspires excellence, promotes inclusivity and encourages discovery among faculty, students, and staff.
Priorities
We will promote research-driven analysis and improvement throughout our University by highlighting the strong continuum between research and learning, emphasising the value for development of transferrable skills, critical thinking, and evidence-based decision making, and also challenging all members of the University community to deliver research excellence, and use research to continuously improve our output and processes.
We will elevate opportunities for participation in research by students, post-doctoral researchers, and other members of the University community by attracting researchers to join our research enterprise, increasing the opportunities for participation in research and sustaining and improving existing opportunities for participation in research.
We will incorporate current research into academic curricula by proactively seeking opportunities to share research achievements and projects in course content, while avoiding dilution of teaching important core competencies.
Principle 5: Building a supportive research environment
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We steward resources and research infrastructure effectively to create a supportive research environment.
Priorities
We will provide resources to support research initiatives and maintain a research focus utilizing efficient and effective administrative supports to benefit research efforts and leverage existing best practices and infrastructure to provide efficient administrative supports.
We will maximise utilization of research infrastructure by communicating with our researchers about what research infrastructure exists and is available across colleges and providing sufficient supports for faculty, staff, undergraduate students and graduate students to achieve quality research outputs.
We will advance knowledge dissemination infrastructure by developing appropriate supports for faculty, staff and students with regards to knowledge mobilization and its applications.
Success indicators of our principles and priorities
Success indicators are benchmarks against which university performance related to the research enterprise and thematic areas can be assessed.
Promoting research excellence
• Excellence against discipline, university, national and international benchmarks in our long-standing and emerging areas of strength. • Quality of scholarly outputs at the level of the individual researcher • Extent of research support, e.g., tri-agency support • Prestigious external research awards and honours – e.g., CRCs, RSC Fellows
Connecting our research with the world
• Direct impact of our research on decision-making and policy by individuals, communities, organizations, or governments • Breadth of innovations and ventures that originate from University of Guelph research • Extent of impactful research outcomes that arise from and address issues from local to global levels
Catalysing and stewarding research partnerships
• Quality of diverse, successful, internal research collaborations that produce impactful outputs
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• Academic and external research partnerships that strengthen capacity or expand the reach of our research
Enhancing research culture
• The extent of student and community participation in research initiatives and events • Student, post-doctoral researcher and other members of the University community engagement in varied research efforts • Effective immersion of research in academic curricula • Extent of application of research-driven approach to inform University-based decisions • Quality and quantity measures of student engagement in research • New research initiatives that engage students
Building a supportive research environment
• Access to research infrastructure across colleges – e.g., CFI supported infrastructure • Utilization of knowledge mobilization resources by faculty, staff and students • Extent of effectiveness of support for research initiatives and researchers
Research themes and signature areas
Themes capture the comprehensive areas of research at the University of Guelph. Signature areas differentiate the university’s areas of research focus from those of other universities.
Themes
I. Fundamental Science and its Application builds understanding of the continuum between curiosity-driven, discovery-based exploration of the properties of the universe and living systems on one hand, and the application of that knowledge and wisdom to real-world problems on the other.
II. Cultural Inquiry and Creative Practice leverages deep inquiry and diverse material practices through scholarly and artistic processes to discover, analyse, and contextualise an extensive range of topics from literature, history, philosophy, and culture.
III. Social and Economic Welfare examines organizational structures, institutions, and operational practices within communities, economies, and societies to understand how they function, and to provide insights into how they contribute to social justice and/or economic wellbeing.
IV. Animal and Human Health and Wellbeing creates a deeper understanding of the parameters that shape the health and wellbeing of
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diverse organisms, with a lens that extends from the molecular level to that of populations and whole ecosystems.
V. Agriculture, Food, and the Bio-economy generates knowledge focused on agriculture, food, and bioproducts that transforms understanding, practice, and policy to promote safe, sustainable, secure food systems and a vigorous bioeconomy.
VI. The Environment explores our planet’s environment and climate, as well as their interplay with living and/or technological systems, as a fundamental underpinning for environmental stewardship and sustainability.
Signature Areas
I. Food Research on food spans all seven colleges and is embedded across multiple disciplines at the University. Food research at the University of Guelph extends from the fundamental chemistry of foodstuffs to the private and public decisions that impact food production, food safety, food distribution, and the business of food; ultimately to study the impact on ecosystems, the economy, and society. This area also fuses the University’s traditional strengths in food-related investigations with community-engaged research. Sustainable food systems and challenges relating to food security and food safety are strategic areas of emphasis for the University.
II. Agriculture and the Bio-economy Agriculture and the related bio-economy are areas of research embedded in the 1964 University of Guelph Act. Building on this foundation, the University of Guelph leads in precision agriculture, and the sustainable production of healthy crops, livestock, and diverse bioproducts. The University has been ranked globally for its impact on agricultural sciences. Through our partnership with Ontario Ministry of Agriculture, Food and Rural Affairs, the University has an outstanding platform to conduct research with real-world application.
III. Veterinary Medicine Founded on the great strengths of the Ontario Veterinary College, the University of Guelph is a leader in veterinary medicine. Veterinary medicine at the University covers the continuum from molecular and cellular processes to whole animal health and welfare to population medicine, with unique strengths in comparative medicine. Veterinary medicine research at University of Guelph has global reach – it impacts companion animal and livestock health and welfare worldwide.
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IV. One Health One Health is an interdisciplinary framework focused on the complex interconnectedness between human, animal, and environmental health and welfare. Within One Health, University of Guelph researchers work across disciplines and sectors to interrogate the biological and social factors that impinge on the health of organisms, from the level of molecules to that of ecosystems, with unique strengths in comparative medicine. This research also explores how these factors are shaped by environmental parameters, such as climate change, ultimately informing public health and environmental health practice and policy.
V. Environmental Stewardship and Biodiversity Research into biodiversity, ecology, and the environment are core areas of distinction for the University of Guelph. The University places particular emphasis on soil, water, and air quality, providing a strong foundation for their preservation and wise, sustainable management. This research is conducted against a backdrop of global change, including human population growth, urbanization, and climate change, to impact practice and policy.
VI. Community-Engaged Scholarship The University of Guelph has a deep history and prominent expertise in community-engaged research, including an extensive focus on Ontario’s rural communities. Community-engaged scholarship allows researchers to collaborate with local and global populations using scholarly approaches and evidence to address the challenges and opportunities they identify.
VII. Creative and Critical Practice Artistic, creative, and critical practice is a vital mode of knowledge production and dissemination. University of Guelph researchers are solving problems through production and analysis of new cultural forms, and exploring the boundaries of practice-based research. This involves critical and creative work in areas ranging from drama and prose fiction, oral traditions, and visual culture, to improvisatory music-making, and beyond. Practice-based research at University of Guelph has produced important discoveries in interdisciplinary areas, and demonstrated leadership in the use of arts-based inquiry, techniques, and responses to address societal issues.
VIII. Data Science and Informatics Data science and informatics have deep roots at University of Guelph. These activities have wide-reaching impacts on many aspects of life in our highly technological society. The University of Guelph’s multidisciplinary expertise, including statistics, digital humanities, business analytics, robotics, bioinformatics, machine learning, and artificial intelligence, positions the University to integrate into our research and teaching innovative ways of creating, managing, combining and applying data in the knowledge economy.
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Implementation and accountability
The implementation and evaluation of the 2017- 2022 Strategic Research Plan will, at a fundamental level, abide by the principle that individual researchers ultimately drive university research. As such, this plan is largely realised through the diversity of activities of our researchers. This said, as the oversight of the university research enterprise as whole falls to the Office of Research, the Office of Research will play a role in supporting and sustaining the activities of our researchers to align them with the Strategic Research Plan.
The Office of Research will ensure this alignment, and will be accountable for it, as follows:
• Work with University executive offices as key institutional documents, (e.g. Strategic Mandate Agreement) are developed, to ensure alignment and coordination with the Strategic Research Plan.
• Work with Colleges, Centres and Institutes as they develop their Strategic Plans to ensure alliance with the Strategic Research Plan.
• Strategically execute key federal programs, including CFI and CRCs.
• Develop tools, building upon Success Indicators for Our Principles, to continuously elevate our progress in reference to the goals set out in the Strategic Research Plan.
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Appendix: Process
In November 2016 and February 2017, workshops were held on campus to give faculty, staff and students an opportunity to shape key components of the 2017-2022 Strategic Research Plan, and its linkage to the University’s Strategic Framework. The objectives of the November workshop were to reflect on the research-related feedback from the University’s broader Strategic Renewal Process, and to provide guidance for the development of key components of the Strategic Research Plan. The February workshop was designed to provide guidance for the development of key components of the Strategic Research Plan, including themes and signature areas.
More than 100 people participated in these workshops, from all seven colleges. The result of their collective input is the University of Guelph 2017 – 2022 Strategic Research Plan.
a. SRP Renewal Workshop I. November 7, 2016 o The workshop was an opportunity to shape key components of a Strategic Research Plan and its linkage to the University’s Strategic Framework. The objectives of the workshop were: § To reflect upon the research-related feedback from the University’s broader Strategic Renewal Process; and § To provide guidance for the development of key components of the Strategic Research Plan II. Participants: o 65 participants o 31 women, 34 men o 7 colleges, 3 campuses o Early career researchers, established researchers, research centre/ institute directors, graduate students, RAB, research staff III. Methodology of the Workshop o Context and Environmental Scan: The Scan captured some key concepts regarding research in the University and introduced the idea of viewing the Strategic Objectives from the Framework from a research perspective. o Priorities Discussion: Following a short discussion about the environmental scan the workshop participants discussed the Strategic Themes, focusing on key concepts and Priorities that emerge, regarding research. o Principles Refinement: After further discussion and refinement, the emerging concepts and Priorities were categorised into over-arching Principles. The participants refined the articulation of the Principles and further developed the Priorities within each Principle. o Successes and Considerations: Following the development of the Principles and Priorities, participants defined success for each Principle and discussed associated considerations for the Research Enterprise with regard to each Principle.
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b. SRP Renewal Workshop II I. February 22, 2017 o The workshop was an opportunity to shape key components of a Strategic Research Plan. The objective of the workshop was: § To provide guidance for the development of key components of the SRP including Themes and Signature Areas II. Participants: o 43 participants o 20 women, 23 men o 7 colleges, 3 campuses o Early career researchers, established researchers, research centre/ institute directors, graduate students, RAB, research staff III. Methodology of the Workshop o Themes Discussion: Participants first individually reflected on what the Themes of emphasis are for the Research Enterprise at the University of Guelph, followed by a small group discussion and a full group discussion. The discussions resulted in the development of emerging Themes that largely resonated with the full group. o Signature Areas Discussion: Participants first individually reflected on what the Signature Areas of emphasis are for the Research Enterprise at the University of Guelph, followed by a small group discussion and a full group discussion. The discussions resulted in the development of emerging Signature Areas and components of those Signature Areas for further refinement.
c. Governance Reviews and Approvals I. Principles and Priorities Draft - Reviews o Research Advisory Board § November 23, 2016 § December 6, 2016 § January 3, 2017 § January 9, 2017 o Senate Research Board § November 25, 2016 § January 25, 2017 o Senate § December 12, 2016 § February 6, 2017 o Board of Governors § January 23, 2017 II. Principles, Priorities, Themes and Signature Areas Draft - Reviews o Research Advisory Board § February 15, 2017 § March 8, 2017 o Senate Research Board § March 14, 2017
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o Senate § April 4, 2017 III. SRP in Total – Reviews and Approvals o Senate Research Board § May 1, 2017 § Approval: May 12, 2017 o Senate § May 23, 2017 § Approval: May 23, 2017 o Board of Governors § June 9, 2017 § Approval: XXX
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UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Hilary Jarvis, Assistant University Secretary
Subject: 4. Pensions Committee Report
Meeting: Friday, June 9, 2017
a) Report from Committee Chair
The following is provided for the information of Governors. The Pensions Committee has not met since the last Board of Governors meeting on April 21, 2017; however, an e-update was circulated to the Committee in May, which addressed the following items: • An update on sector issues (see item 4b) • Proposed text amendments to pension plans arising from recently ratified collective agreements (CUPE 3913 Unit 2) (see item 4c) • An update on the activities of the Investment Subcommittee, including the investment performance report (pensions) for 1st Quarter 2017 (see on-line Supporting Materials folder) • The year-end affirmation report regarding compliance with the Statement of Investment Policies and Procedures (SIPP) and the Terms of Reference • The Pensions Committee evaluation survey results
The current membership of the Pensions Committee is as follows:
Governors: Plan/Retiree Representatives: Paul Gallagher, Chair Doug Badger (Retiree Representative) Earl Ellis Kelly Bertrand (Professional Pension Plan Representative) Bill Hogarth Kelly Meckling (Professional Pension Plan Representative) Kevin Golding, Board Chair Joe Rooyakkers (Retirement Pension Plan Representative) Wendy Millar John Tartt (Retirement Pension Plan Representative) Neil Parkinson Franco Vaccarino, President
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Report from Committee Chair Page 83 of 201 Page 84 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Hilary Jarvis, Assistant University Secretary
Subject: 4. Pensions Committee Report
Meeting: Friday, June 9, 2017
b) Update on the Provincial Solvency Framework and the Jointly Sponsored Pension Plan (JSPP)
Enclosed for information are powerpoint slides from Mr. Don O’Leary, Vice-President (Finance, Administration & Risk) regarding the Province’s new proposed pension valuation changes and the implications of these proposed changes for the University of Guelph. Mr. O’Leary will speak to those proposed changes and will also provide members with an oral update regarding the status of the development of a draft JSPP for Ontario Universities.
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Update on the Provincial Page 85 of 201 Solvency Framework and the Page 86 of 201 Solvency Framework and the Update on the Provincial Proposed solvency framework • Province recently provided brief overview of a new proposed solvency framework for DB plans: • VERY few details – so difficult to determine precise impact at this time • Key Funding Changes: • Solvency Funding: • If a plan’s solvency funded ratio is 85% or more, no solvency payments will be required. If it is less than 85%, solvency amortization payments will be required. • Going Concern Funding: • Amortization of any going concern deficit will decrease from 15 to 10 years and there will be a new requirement to fund a reserve (PfAD)* for conservatism within the plan. • * Provision for Adverse Deviation • PBGF monthly guarantee: • will increase from $1,000 to $1,500, which will likely result in increased PBGF premiums. • Proposal: • Continues to leave us exposed to volatility of solvency Page 87 of 201 • Increased costs of going concern • Therefore risks, while reduced, remain Solvency Framework and the Update on the Provincial Implications for UofG • Remain exposed to solvency funding: • E.g., at 68% funded (Aug 1, 2016 Val.) • 17% requirement (85%-68%) • Estimated amortization $70 million (5 years) • PBGF payment increases could be significant (no details yet) • And… Going Concern Costs will increase • Amortization period reduced by 5 years • Will mean higher deficit payments than otherwise • PfAD reserve …. • Could require additional contribution requirements • But no details • Currently: • Under 25% temporary relief Page 88 of 201 • For minimum – Aug 1, 2019 • But…no indication of transition process
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Hilary Jarvis, Assistant University Secretary
Subject: 4. Pension Committee Report
Meeting: Friday, June 9, 2017
c) Proposed Text Amendments to Pension Plans Arising from Recently Ratified Collective Agreements (CUPE 3913 Unit 2)
The enclosed documents outline plan amendments to the Retirement Pension Plan, arising from the collective agreement between the University and CUPE 3913 Unit 2. The agreement was ratified on March 8, 2017 and the proposed contribution rate changes are effective September 1, 2017. An overview of the changes, provided by Willis Towers Watson (plan actuary), along with the Board resolution to effect the amendment (both a ‘tracked’ and ‘clean’ version of the resolution are provided) is provided for consideration of the Board. The Pensions Committee received an e-update on May 29, 2017 and is considering the proposed plan text amendments through a sign-back resolution. An update on the outcome of the sign-back motion will be reported at the Board meeting. Should the proposed amendments be accepted by the Pensions Committee, the Board will be asked to consider the motion below. The Board of Governors is asked to, RESOLVE, that the Board of Governors accept and approve the proposed resolution concerning amendments to the text of the Retirement Pension Plan, as presented.
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Proposed Text Amendments to Page 89 of 201 Pension Plans Arising from Page 90 of 201 Pension Plans Arising from Proposed TextAmendments to
University of Guelph Pension Plans Retirement Plan Amendment CUPE 3913 Unit 2
May 11, 2017 Pensions Committee Meeting David Kenny Page 91 of201
© 2017 Willis Towers Watson. All rights reserved. Pension Plans Arising from Proposed TextAmendments to
Overview
. Purpose is to present an amendment resulting from negotiated pension changes affecting member contribution requirements . Increase is in accordance with negotiated framework for sharing the Normal Actuarial Cost and reflects the applicable maximum increase as stipulated in the agreement (0.25%) . Details summarized on the following page . Change affects the Retirement Plan ̵ CUPE 3913 Unit 2 – ratified Mar. 8/17 . Amendment to be filed with FSCO and CRA once formally adopted by University Page 92 of201
© 2017 Willis Towers Watson. All rights reserved. Proprietary and Confidential. For Willis Towers Watson and Willis Towers Watson client use only. 2 Pension Plans Arising from Proposed TextAmendments to
Change to Retirement Plan Amendment 3
. Article 5 (Member Contributions) . Effective Sept. 1/17, section 5.01(a) amended to reflect the following contribution change:
Rates (Below/Above YMPE) Group Current New CUPE 3913 Unit 2 7.05/8.75 7.30/9.00 Page 93 of201
© 2017 Willis Towers Watson. All rights reserved. Proprietary and Confidential. For Willis Towers Watson and Willis Towers Watson client use only. 3 Page 94 of 201 BOARD RESOLUTION
RETIREMENT PLAN OF UNIVERSITY OF GUELPH
AMENDMENT 3
WHEREAS the University of Guelph (the “University”) has established the Retirement Plan of University of Guelph (the “Plan”), amended and restated effective June 30, 2015;
AND WHEREAS the Plan provides in Section 17.01 the right of the Board of Governors of the University to amend the Plan;
AND WHEREAS the University wishes to amend the Plan to reflect negotiated benefit provisions for members represented by CUPE 3913 Unit 2;
NOW THEREFORE BE IT RESOLVED THAT:
Effective September 1, 2017, the contribution rate table in Section 5.01(a) of the Plan shall be deleted and replaced with the following:
“
Applicable Union, Contribution % of Earnings % of Earnings Association or Rate Change Up to or Equal Above the Group Date to the YMPE YMPE CUPE 1334 May 1, 2017 8.35 10.65 CUPE 1334 Unit 1 May 1, 2015 7.05 8.75 CUPE 3913 Unit 2 September 1, 7.057.30 8.759.00 20157 Exempt Group May 1, 2016 8.16 9.50 OPSEU May 1, 2017 7.05 8.75 OSSTF May 1, 2017 7.80 9.14 UGFSEA Unit 1 May 1, 2017 7.32 9.02 UGFSEA Unit 2 May 1, 2017 7.27 8.97 Unifor May 1, 2017 7.80 9.50 USW April 1, 2017 7.75 9.25 Members not July 1, 2014 6.55 8.25 represented by a Union, Association or Group
http://natct.internal.towerswatson.com/clients/600497/2017UofGGeneral/Documents/UG Ret Plan Amendment 3.docx
Proposed Text Amendments to Page 95 of 201 Pension Plans Arising from University of Guelph Retirement Plan of University of Guelph Board Resolution Page 2
”
I HEREBY CERTIFY that the above amendment is a true copy of a Resolution passed by the Board of Governors of the University of Guelph at a meeting called and held on the day of , 2017 at which a quorum was present, and that such Resolution is in full force and effect.
DATED AT Guelph, Ontario, this day of , 2017.
Signature Signature
Title Title
http://natct.internal.towerswatson.com/clients/600497/2017UofGGeneral/Documents/UG Ret Plan Amendment 3.docx
Proposed Text Amendments to Page 96 of 201 Pension Plans Arising from
BOARD RESOLUTION
RETIREMENT PLAN OF UNIVERSITY OF GUELPH
AMENDMENT 3
WHEREAS the University of Guelph (the “University”) has established the Retirement Plan of University of Guelph (the “Plan”), amended and restated effective June 30, 2015;
AND WHEREAS the Plan provides in Section 17.01 the right of the Board of Governors of the University to amend the Plan;
AND WHEREAS the University wishes to amend the Plan to reflect negotiated benefit provisions for members represented by CUPE 3913 Unit 2;
NOW THEREFORE BE IT RESOLVED THAT:
Effective September 1, 2017, the contribution rate table in Section 5.01(a) of the Plan shall be deleted and replaced with the following:
“
Applicable Union, Contribution % of Earnings % of Earnings Association or Rate Change Up to or Equal Above the Group Date to the YMPE YMPE CUPE 1334 May 1, 2017 8.35 10.65 CUPE 1334 Unit 1 May 1, 2015 7.05 8.75 CUPE 3913 Unit 2 September 1, 2017 7.30 9.00 Exempt Group May 1, 2016 8.16 9.50 OPSEU May 1, 2017 7.05 8.75 OSSTF May 1, 2017 7.80 9.14 UGFSEA Unit 1 May 1, 2017 7.32 9.02 UGFSEA Unit 2 May 1, 2017 7.27 8.97 Unifor May 1, 2017 7.80 9.50 USW April 1, 2017 7.75 9.25 Members not July 1, 2014 6.55 8.25 represented by a Union, Association or Group
”
http://natct.internal.towerswatson.com/clients/600497/2017UofGGeneral/Documents/UG Ret Plan Amendment 3 CLEAN.docx
Proposed Text Amendments to Page 97 of 201 Pension Plans Arising from University of Guelph Retirement Plan of University of Guelph Board Resolution Page 2
I HEREBY CERTIFY that the above amendment is a true copy of a Resolution passed by the Board of Governors of the University of Guelph at a meeting called and held on the day of , 2017 at which a quorum was present, and that such Resolution is in full force and effect.
DATED AT Guelph, Ontario, this day of , 2017.
Signature Signature
Title Title
http://natct.internal.towerswatson.com/clients/600497/2017UofGGeneral/Documents/UG Ret Plan Amendment 3 CLEAN.docx
Proposed Text Amendments to Page 98 of 201 Pension Plans Arising from
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Hilary Jarvis, Assistant University Secretary
Subject: 5. Physical Resources & Property Committee Report
Meeting: Friday, June 9, 2017
a) Report from Committee Chair
The following is provided for the information of Governors.
At its meeting on May 8, 2017, the Physical Resources and Property Committee:
• Toured the W. F. Mitchell Athletics Centre and John T. Powell Building; • Received an update on sector issues; • Received the 2016-17 Annual Reports for the Campus Master Plan, the Arboretum, Athletics & Recreation, and OVC [see item 5b]; • Received a status report on approved major capital projects (above $2 million) and the review of capital project activity 2016-2017 (below $2 million) [see item 5c]; • Received an updates on, including designs and drawings of, the University Centre Renovations Project, the McLaughlin Library Lower Level Project and the John T. Powell Building Renovation Project; • Received the Annual Report on Space Management [see on-line supporting materials]; • Received an update on the development of a Real Estate Strategic Plan; • Received a report on capital-related fundraising [to be addressed in Closed session]; • Received the Naming Opportunities Plans (NOPS) for 2017-2018 [to be addressed in Closed Session]; • Received a report on this year’s Student-Funded Energy Retrofit Project [see on-line supporting materials]; • Reviewed the results of the Committee’s 2016-2017 annual evaluation survey; and • Completed the annual report of PRPC’s terms of reference and 2017-2018 agenda plans.
At its teleconference on May 31, 2017, the Physical Resources and Property Committee:
• Reviewed and considered a motion to approve a revised budget for the John T. Powell Renovations Project [see item 6d under the Finance Committee Report]
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Report from Committee Chair Page 99 of 201 The current membership of the PRPC is as follows:
Graham Badun, Chair Bill Hogarth Gerrit Bos Nicola Mercer (BOT cross-apt) Michael Cameron Coral Murrant Nancy Croitoru Kevin Golding, Board Chair Paul Gibson Franco Vaccarino, President Sally Hickson
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Report from Committee Chair Page 100 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Hilary Jarvis, Assistant University Secretary
Subject: 5. Physical Resources & Property Committee Report
Meeting: Friday, June 9, 2017
b) Annual Reports: Campus Master Plan, Arboretum, Athletics & Recreation and OVC
On January 30, 2013, the Board of Governors approved amendments to the Campus Master Plan (CMP). The revised CMP offers a strategic framework for the consideration of recommendations for the development of the University’s main Guelph campus. The revised CMP (known as CMP2) is available on-line for reference at: http://www.pr.uoguelph.ca/pr/campus_master_plan_2013.shtml
As part of the process established by the Board of Governors, annual reports on the CMP2, the Arboretum Master Plan, the Athletics and Recreation Master Plan, and the Ontario Veterinary College Master Plan – all components of the CMP2 - are presented to PRPC each year, to offer assurance that work continues on the implementation of the approved Plan. At its meeting on May 8, 2017, PRPC received and reviewed this year’s annual reports. All status reports are included in the on-line supporting materials. For members’ reference, the plans are available on-line: • The Arboretum Master Plan is available on-line for reference at: http://www.pr.uoguelph.ca/pr/arboretum_masterplan_dec04.pdf
• The Athletics and Recreation Master Plan is used as a framework for considering future capital projects related to athletics and recreational facilities. The Athletics and Recreation Master Plan, is available on-line for reference at: http://www.pr.uoguelph.ca/pr/athletics_master_plan_final_april2011.pdf
• A re-developed version of the Ontario Veterinary Master Plan was approved by the Board of Governors on June 4, 2015. This re-developed plan is to be used as a framework for considering future capital projects related to the Ontario Veterinary
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Annual Reports: Campus Page 101 of 201 Master Plan, Arboretum, College. The Ontario Veterinary College Master Plan, is available on-line for reference at: http://ovc.uoguelph.ca/master-plan
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Annual Reports: Campus Page 102 of 201 Master Plan, Arboretum,
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Hilary Jarvis, Assistant University Secretary
Subject: 5. Physical Resources & Property Committee Report
Meeting: Friday, June 9, 2017
c) Update on Major Capital Projects & Review of Capital Project Activity 2016-17
At each meeting of the Physical Resources & Property Committee, a status report on all on- going major capital projects approved by the Board of Governors (i.e. those valued above $2 million) is reviewed. This same status update is subsequently provided to all members of the Board of Governors for information.
PRPC received the most recent status report (included with the on-line supporting materials) at its meeting on May 8, 2017.
As well, at the last PRPC meeting of the year the Committee receives a list of projects (under $2 million) from the University’s Capital Plan that were undertaken in 2016-17. This list is (included with the on-line supporting materials) included in the on-line supporting materials.
PRPC had no concerns with either of the reports presented.
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Update on Major Capital Page 103 of 201 Projects & Review of Capital Page 104 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Gen Gauthier-Chalifour, Associate University Secretary
Subject: 6. Finance Committee Report
Meeting: Friday, June 9, 2017
a) Report from Committee Chair
The following is provided for the information of Governors.
At its meeting on May 31, 2017, the Finance Committee: • Considered the 2017 Audited Financial Statements for the University of Guelph-Humber (see item 7b); • Considered proposed amendments to Non-Tuition Fees Protocol (see item 6c); • Considered proposed amendments to Powell building renovation budget (see item 6d); • Held the Committee’s annual meeting with the Chair of the Investment Subcommittee; • Received a status report on recommendations from the Working Group on Responsible Investing (WGRI – see item 6e); • Received an update on Fundraising, and the annual Gift Acceptance Report (to be Reviewed the Expendable Funds Portfolio, Cash Activity and Borrowing Update (see on- line supporting materials) • addressed in Closed Session); • Received the annual compliance report on the “Code of Conduct for Suppliers and Subcontractors” (see on-line supporting materials); • Reviewed the results of the Committee’s 2017 annual evaluation survey; and completed the annual review of the Committee’s terms of reference and agenda plan.
The current membership of the Finance Committee is as follows:
Shauneen Bruder, Chair Andrew Marsh Nancy Brown Andison Thomas Sasso Laura Armstrong Byron Sheldrick Earl Ellis Irene Thompson Kevin Golding, Board Chair Franco Vaccarino, President
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Report from Committee Chair Page 105 of 201 Page 106 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Gen Gauthier-Chalifour, Associate University Secretary
Subject: 6. Finance Committee Report
Meeting: Friday, June 9, 2017
b) Update on Key Performance Indicators
Dr. Charlotte Yates, Provost and Vice President (Academic) will provide an overview of the Key Performance Indicators for the University. A memo and presentation can be found in the on-line supporting materials.
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Update on Key Performance Page 107 of 201 Indicators Page 108 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Gen Gauthier-Chalifour, Associate University Secretary
Subject: 6. Finance Committee Report
Meeting: Friday, June 9, 2017
c) Proposed Amendments to Non-Tuition Fees Protocol
Since 1994, provincial policies regarding compulsory ancillary fees require all Ontario universities and colleges to establish a protocol, in consultation with student government representatives and approved by the institution’s governing body, that prescribes the process by which compulsory non-tuition fees may be increased or expanded. The protocol must also set out the means by which students will be involved in decisions to increase or expand these fees.
The University of Guelph “Compulsory Non-Tuition Fees Protocol” stipulates that the Protocol must be reviewed at least every five years. In keeping with this requirement, the following documents are enclosed for consideration by the Board of Governors:
• Memorandum from Ms. Brenda Whiteside, AVP (Student Affairs), outlining the changes proposed as part of the regular review cycle • Proposed updated Compulsory Non-Tuition Fees Protocol (clean version) • Proposed updated Compulsory Non-Tuition Fees Protocol (changes tracked)
The Board of Governors is asked to,
RESOLVE, that the Board of Governors approve the proposed amendments to the Compulsory Non-Tuition Fees Protocol, as presented.
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Proposed Amendments to Non- Page 109 of 201 Tuition Fees Protocol [Motion] Page 110 of 201
Office of the Vice-President (Student Affairs)
Memorandum
To: Board of Governors, University of Guelph
From: Brenda Whiteside, Associate Vice-President, Student Affairs
Date: May 3, 2017
Regarding: Compulsory Non-Tuition Fees Protocol
Under provincial government legislation, universities are required to hold an agreement with their student governments on a protocol for introducing and changing compulsory non- academic student fees. As part of the normal cycle of review, this past academic year, the Compulsory Fees Committee (CFC) reviewed the protocol and recommended changes. These recommended changes have been approved by both the Central Student Association (CSA) and the Graduate Students’ Association (GSA) and are now being presented to the Board of Governors for approval. I have attached both a copy of the revised protocol with tracked changes, as well as a clean copy for ease of reading.
The changes attempt to balance the need for flexibility when introducing and changing fees with concerns regarding increasing compulsory student fees. The substantive changes are noted below. I would like to thank the CFC for their thoughtful review, and the student governments for their input during this process.
Changes of Substance:
Page 2: Changes have been made to the list of programs covered by the Student Services Fee to align better with the relationships of programs.
Appendix 1, Page 4: Two non-voting resource positions have been added to provide support to the Committee.
Appendix 1, Page 4: Alternates with voting privileges have been added to help ensure quorum for voting.
Appendix 2, Page 6: The list of services has been updated as previously discussed for page 2.
To request this document in an alternative format please contact the Office of Student Affairs by emailing: [email protected]
Proposed Amendments to Non- Page 111 of 201 Tuition Fees Protocol [Motion] Appendix 2, Page 7: The restricted term of the chair has been removed.
Appendix 3: It is this section where the most substantive changes have been made. The changes delineate the process for when the University initiates a fee increase from that of when a student group initiates a fee increase. The reference to the CSA and GSA approving a fee question has been removed as the question is a University question. The question instead is referred to these boards for information and comment. Note, the question must still be approved by the CFC, which has representation from the primary student groups and then goes to referendum so all students vote on a question.
In addition, the protocol now stipulates that student groups have similar principles for their fee questions. This is an important change as presently there are differences in quorums and process for fee increases. Over the course of the next academic year we will work with the student organizations to develop guiding principles for elections and have them adopted in their bylaws.
To request this document in an alternative format please contact the Office of Student Affairs by emailing: [email protected]
Proposed Amendments to Non- Page 112 of 201 Tuition Fees Protocol [Motion]
Compulsory Non-Tuition Fees Protocol (CNFP) Authorization: Board of Governors Policy Effective: May 1, 2000 Updated: April 2017 Next Review: 2021-2022
To receive this document in an alternative format please contact the Office of Student Affairs by emailing: [email protected]
Table of Contents Compulsory Non-Tuition Fees Protocol (CNFP) ...... 1 Purpose and Jurisdiction ...... 2 Process for Fee Changes ...... 3 Compulsory Fees Committee: Terms and Conditions ...... 5 Membership ...... 5 Quorum ...... 5 Mandate ...... 5 Conflict of Interest: ...... 6 Student Services Fee Advisory Committee: Terms and Conditions ...... 7 Mandate ...... 7 Membership ...... 8 Responsibilities: ...... 8 Meetings of each SSF Advisory Committee ...... 8 Reports: ...... 9 Definition of Student Approval ...... 10
1 For Office Use Only: S:\SSF - CFC\Protocols & Policies\CNFP Protocol Review -2011-2012/ University of Guelph Compulsory Non-Tuition Fees Protocol
Proposed Amendments to Non- Page 113 of 201 Tuition Fees Protocol [Motion] Purpose and Jurisdiction The University of Guelph Administration, the Central Student Association (CSA), and the Graduate Students’ Association (GSA), agree that this document constitutes the University of Guelph protocol for University compulsory non-tuition ancillary fees1 (hereafter referred to as compulsory fees). The Compulsory Fees Committee (the Committee) has the responsibility to ensure that the protocol is adhered to within the scope of all University student compulsory fees. The Terms and Conditions for the Committee are attached in Appendix 1.
For purposes of this protocol, compulsory fees are defined as those fees charged by the University, the revenue from which is not applied to the cost of instruction in any course or program normally offered for credit toward an eligible degree, diploma, or certificate, but is applied to the cost of services which enhance the cultural/social/recreational environment of students or provide other non-academic services to students.
Student groups recognized within the Student Organization Policy (SOP), which charge fees or introduce fees using their respective by-laws and approval mechanisms are not subject to this protocol. However, it is the expectation that these groups will follow the spirit of this protocol.
Compulsory Fees Include:
a. Athletic Fee b. Athletic Building Fee c. Convocation Fee d. Student Health Services Fee e. Student Services Fee (SSF): This fee supports programs in the following areas: i. Career Services ii. Centre for International Programs iii. Counselling Services iv. 2Learning Commons v. Student Financial Services vi. Student Life (Including Outline) vii. Student Life Enhancement Fund viii. Special Grants and Speakers Fund (Including: College Royal; the Debating Society; Safewalk; and the Student Help and Advocacy Centre) ix. Visual and Performing Arts
f. University Centre Fee
1 The Ministry defines compulsory non-tuition related ancillary fees as: “a fee which is levied in order to cover costs of items which are not normally paid for out of operating or capital revenue.” Complete information regarding Ministry guidelines can be found at: The Ontario Operating Funds Distribution Manual 2 The revenue directed to the Debating Club came initially from the President’s Office and not from the Student Services Fee, but it is recorded with the fee for accounting purposes.
2 For Office Use Only: S:\SSF - CFC\Protocols & Policies\CNFP Protocol Review -2011-2012/ University of Guelph Compulsory Non-Tuition Fees Protocol
Proposed Amendments to Non- Page 114 of 201 Tuition Fees Protocol [Motion] Process for Fee Changes 1. Student Services Fee Advisory Committees are struck annually to provide recommendations to the Committee on resource allocation and service assessment for each program that receives financial support from the Student Services Fee (SSF). The Terms and Conditions for these SSF Advisory Committees are attached in Appendix 2.
2. No new compulsory fees will be recommended to the Board of Governors unless approved by students as per the Approval Process attached in Appendix 3. The Committee will be responsible for recommending such fees to the Board of Governors.
3. Annual increases in existing compulsory fees will be limited normally to the Statistics Canada consumer price index annual average for Ontario, and in exceptional circumstances, up to a further 3% at the discretion of the Committee. A fee larger than this must first be approved as per the Student Approval process before a recommendation is submitted to the Board of Governors (see Appendix 3). Students will be informed if the Committee approves a fee increase greater than the cost of living.
4. The University may decrease the operating budget for any program that is supported by a compulsory fee. In this circumstance there will be discussions held in advance with the Committee and the relevant SSF Advisory Committee. The SSF Committee has the right to recommend a reduction in the fee level or an appropriate reallocation of the fee revenue.
5. Any new user fee for functions supported by compulsory fees or increases to existing fees beyond the consumer price index must be approved by the Committee. University administration will provide data on such fees to the Committee upon request.
This protocol will be reviewed by the Committee for approval by the Board of Governors at least once every five years. Revisions to the protocol that are supported by all the signing parties will be considered by the Board of Governors on the basis of recommendations from the Committee.
University of Guelph Administration Per_ Signed on
Central Student Association (CSA)
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Proposed Amendments to Non- Page 115 of 201 Tuition Fees Protocol [Motion] Per_ Signed on
Graduate Students’ Association (GSA) Per_
Signed on
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Proposed Amendments to Non- Page 116 of 201 Tuition Fees Protocol [Motion] Appendix 1
Compulsory Fees Committee: Terms and Conditions
Membership: 6 Students: 2 Graduate Students’ Association (GSA) Nominees 2 Central Student Association (CSA) Nominees 1 Student Senator 1 Student Member of the Board of Governors
5 Faculty or Staff: Faculty and Staff are appointed by the Associate Vice-President (Student Affairs) The Associate Vice-President (Student Affairs) or Designate: Convener (non- voting and does not count towards quorum)
Alternates: May be named by members to ensure quorum. Alternates will have voting privileges.
Resource People (Non-voting): A representative from the office of Institutional Analysis and Research. The Executive Assistant to the Associate Vice-President (Student Affairs).
At any time, the Committee may invite additional resource personnel to join its meetings to provide clarity or support.
At its first meeting in the fall, the Committee will elect the chair, who will have voting privileges.
Quorum: Quorum shall be six members, including a minimum of two students and two faculty or staff.
Mandate: 1. Review membership and mandate of Student Services Fee (SSF) Advisory Committees (see Appendix 2) on an annual basis.
2. Provide advice to the University administration regarding student services and associated policies, utilization, costs, funding, delivery arrangements, performance and accountability. 5 For Office Use Only: S:\SSF - CFC\Protocols & Policies\CNFP Protocol Review -2011-2012/ University of Guelph Compulsory Non-Tuition Fees Protocol
Proposed Amendments to Non- Page 117 of 201 Tuition Fees Protocol [Motion] 3. Review and approve the Compliance Report supplied by the Office of Institutional Analysis and Research in order to ensure compliance with the original terms of the SSF: no more than 50% of the cost of the programs and services are to be covered by the fee.
4. Drawing from the reports of the SSF Advisory Committees and other information sources made available to the Committee, review the usage, effectiveness, and associated costs of student services supported by student services fees and forward recommendations to the university administration, as appropriate.
5. Propose to university administration any revisions in the allocation of revenue from student services fees to services and programs receiving support from such fees, having consideration for user fees in effect.
6. Recommend to the Board of Governors new University compulsory fees or changes to established compulsory fees ensuring that the recommendation goes through the appropriate approval processes (Appendix 3).
7. Review all referendum questions for proposed new University compulsory fees or for proposed changes in fee levels, which necessitate referendum endorsement to ensure that the referendum question is clear, is without bias, and is targeted to the appropriate voting group (e.g., CSA membership, GSA membership or both). (See Appendix 3).
8. Inform University students annually regarding the programs and services receiving support from compulsory fees.
9. Review Student Life Enhancement Fund (SLEF) applications and final reports annually. The Committee is responsible for allocating funds as outlined in the terms and conditions of the SLEF.
Conflict of Interest: The Committee is committed to maintaining a high standard of professional integrity and transparency in the collection and distribution of funds generated by compulsory fees.
It is essential that both the Committee members and the University of Guelph community are confident in the Committee. Thus, even the appearance of a conflict of interest should be avoided. As such, members will disclose any potential conflict as outlined below: Committee member(s) will declare a conflict of interest if they or the group they represent are connected to any proposal discussed, or on any proposition to increase fees for the Unit they represent. Committee member(s) with a declared conflict of interest will leave the meeting room during the discussion and vote on the proposal.
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Proposed Amendments to Non- Page 118 of 201 Tuition Fees Protocol [Motion] Appendix 2
Student Services Fee Advisory Committee: Terms and Conditions
Each unit that receives support from a University Compulsory fee will form an advisory committee to review programming and make recommendations for fee changes to the Board of Governors. These Committees include:
a. Athletics Advisory Committee (Athletics Fee and Athletic Building Fee) Student Health Advisory Committee (Student Health Services Fee) b. University Centre Board (University Centre Fee)
In addition, Student Services Fee (SSF) Advisory Committees will be established annually for all units and programs that receive funding from the Student Services Fee:
This fee supports programs in the following areas:
i. Career Services ii. Centre for International Programs iii. Counselling Services iv. Learning Commons v. Student Financial Services vi. Student Life (Including Outline) vii. Student Life Enhancement Fund viii. Special Grants and Speakers Fund (Including: College Royal; the Debating Society; Safewalk; and the Student Help and Advocacy Centre) ix. Visual and Performing Arts
Mandate: Each SSF Advisory Committee is advisory to the Compulsory Fees Committee on matters dealing with programs funded all or in part by the SSF. Specifically, on an annual basis, each SSF Advisory Committee shall provide the following: 1. a qualitative assessment of the programs funded 2. an analysis of the expenditures against the budgets for each program area 3. recommendations for changes to be made in programs or budgets for the future
7 For Office Use Only: S:\SSF - CFC\Protocols & Policies\CNFP Protocol Review -2011-2012/ University of Guelph Compulsory Non-Tuition Fees Protocol
Proposed Amendments to Non- Page 119 of 201 Tuition Fees Protocol [Motion] Each SSF Advisory Committee shall also be an important source of advice to the Directors of Units/Programs/Services as members shall:
consult with their student colleagues on important issues and bring feedback to meetings represent student interests on the SSF Advisory Committee
Each SSF Advisory Committee may add other responsibilities to its mandate and will submit proposed changes to the Compulsory Fees Committee for approval.
Membership: Each program/unit listed above will submit names of prospective members for the up-coming academic year for its SSF Advisory Committee to the Compulsory Fees Committee normally by September 30. Students should comprise at least 50% of the Committee membership. At least one student member should be appointed by each of the Central Student Association (CSA) and Graduate Students’ Association (GSA). If by September 30 the CSA or GSA has been unable to find a student representative, the chair of the Committee may appoint a student. The other student members should be selected to reflect the users of the programs offered.
Responsibilities: All membership terms to be a minimum of one-year duration. Ideally, there should be some members who take on a 2-3 year term so that the committee benefits from longer- term advisory capacity and so that there is not complete turnover in membership each year.
A chair is to be elected at the first meeting of the SSF Advisory Committee. The SSF Advisory Committee may designate a Chair-elect to support continuity in the advisory process. The Chair shall: preside at all meetings of the SSF Advisory Committee draw-up the agenda for each meeting after consultation with the Director of the Program/ Service ensure that the agenda is circulated to all members, preferably three days in advance be responsible for communicating SSF Advisory Committee advice to the Compulsory Fees Committee
Meetings of each SSF Advisory Committee: It is recommended that these committees be struck early in the year to provide time for orientation of new members as well as sufficient time to review programs and make recommendations for change, if appropriate. Directors should attempt to adhere to the following guidelines:
An inaugural meeting will normally be held in October at the call of the Director of the Program/Service (the chair will be elected at this meeting). At this meeting, efforts will be made to establish a meeting schedule for the year. 8 For Office Use Only: S:\SSF - CFC\Protocols & Policies\CNFP Protocol Review -2011-2012/ University of Guelph Compulsory Non-Tuition Fees Protocol
Proposed Amendments to Non- Page 120 of 201 Tuition Fees Protocol [Motion] There shall be at least one meeting per semester. Members shall be notified at least three working days prior to a meeting. A quorum shall, at all times, consist of a majority of the members. All questions shall be resolved by a simple majority of the members present and voting. Minutes will be taken at all meetings, which include a summary of major issues discussed.
Reports: Each SSF Advisory Committee will present an annual report to the Compulsory Fees Committee. Written reports, which address the matters, outlined in the mandate above no later than the end of December.
9 For Office Use Only: S:\SSF - CFC\Protocols & Policies\CNFP Protocol Review -2011-2012/ University of Guelph Compulsory Non-Tuition Fees Protocol
Proposed Amendments to Non- Page 121 of 201 Tuition Fees Protocol [Motion] Appendix 3
Definition of Student Approval This approval procedure outlines the referendum process that is required to increase or introduce a University compulsory non-tuition related fee (compulsory fee). New or changes to compulsory fees that are being introduced by student groups must go through the appropriate student government fee process. The goal is for student groups to have similar principles in place regarding quorum and student approval processes.
1. Any request for a new or increased University ancillary fee must be submitted to the Compulsory Fees Committee, who will determine the target group for the question (i.e., graduate students, undergraduate students, or both).
2. The Compulsory Fees Committee will devise the referendum question and the preamble to the question, taking into consideration the original request, as well as any comments received from the student governments. The question will adhere to the Student Affairs Protocol for Referendum Questions
3.
4.
5. A student referendum will be administered separately for graduate students and undergraduate students. Voting will normally be held in conjunction with the scheduled CSA and GSA General Elections or their referendum elections. The University has the right to run its own referendum question independently of the CSA or GSA elections.
6. The referendum question will go to the CSA and the GSA Board of Directors for information.
7.
7. Ballots for graduate and undergraduate students are combined for the purposes of counting; however, quorum for each student group must be reached independently in accordance to the CSA and GSA quorum by-laws. The total number of students (graduate and undergraduate) who voted will determine the voting population for those questions where the funding to support programs, services, or facilities cannot be directed specifically to a particular group.
8. Provided that quorum is satisfied at both the undergraduate and graduate level, student approval will require a majority (50%+1) of the total valid votes cast.
9. The Compulsory Fees Committee will strike an Election Committee with the membership consisting of 3 members of the Compulsory Fees Committee: one 10 For Office Use Only: S:\SSF - CFC\Protocols & Policies\CNFP Protocol Review -2011-2012/ University of Guelph Compulsory Non-Tuition Fees Protocol
Proposed Amendments to Non- Page 122 of 201 Tuition Fees Protocol [Motion] undergraduate student; one graduate student; and, one faculty or staff member, where the unit or program does not directly benefit from a successful referendum result. The duty of this Committee will be to oversee the referendum process
10. Results of the voting will not be made public until CSA and GSA referendums are complete. The report of the voting will identify the count separately at the undergraduate and graduate levels.
11. Recommended new fees and/or fee increases must be approved by the Board of Governors.
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Proposed Amendments to Non- Page 123 of 201 Tuition Fees Protocol [Motion] Page 124 of 201
Compulsory Non-Tuition Fees Protocol (CNFP) Authorization: Board of Governors Policy Effective: May 1, 2000 Updated: March 2012April 2017 Editorial Changes: July 2014 Next Review: 2016-2017 2021-2022
To receive this document in an alternative format please contact the Office of Student Affairs by emailing: [email protected]
Table of Contents Compulsory Non-Tuition Fees Protocol (CNFP) ...... 1 Purpose and Jurisdiction ...... 2 Process for Fee Changes ...... 3 Compulsory Fees Committee: Terms and Conditions ...... 5 Membership: ...... 5 Quorum: ...... 5 Mandate: ...... 5 Conflict of Interest: ...... 6 Student Services Fee Advisory Committee: Terms and Conditions ...... 8 Mandate: ...... 9 Membership: ...... 9 Responsibilities: ...... 10 Meetings of each SSF Advisory Committee: ...... 10 Reports: ...... 10 Definition of Student Approval ...... 11
1 For Office Use Only: S:\SSF - CFC\Protocols & Policies\CNFP Protocol Review -2011-2012/ University of Guelph Compulsory Non-Tuition Fees Protocol
Proposed Amendments to Non- Page 125 of 201 Tuition Fees Protocol [Motion] Purpose and Jurisdiction The University of Guelph Administration, the Central Student Association (CSA), and the Graduate Students’ Association (GSA), agree that this document constitutes the the following elements constitutes as the University of Guelph protocol for University compulsory non-tuition related ancillary fees1 (hereafter referred to as compulsory fees). The Compulsory Fees Committee (hereafter referred to as the Committee) has the responsibility to ensure that the protocol is adhered to within the scope of all University student compulsory fees. The Terms and Conditions for the Committee are attached in Appendix 1.
For purposes of this protocol, compulsory fees are defined as those fees charged by the University, the revenue from which is not applied to the cost of instruction in any course or program normally offered for credit toward an eligible degree, diploma, or certificate, but is applied to the cost of services which enhance the cultural/social/recreational environment of students or provide other non-academic services to students.
Student groups recognized within the Student Organization Policy (SOP) which charge fees or introduce fees using their respective by-laws and approval mechanisms are not subject to this protocol, nor is the University Centre fee. However, it is the expectation that these groups will follow the spirit of this protocol.
Compulsory Fees Include:
a. Athletic Fee b. Athletic Building Fee c. Convocation Fee d. Student Health Services Fee e. Student Services Fee (SSF): This fee supports programs in the following areas: i. Career Services ii. Centre for International Programs iii. Counselling Services iv. College Royal v. Debating Club2 vi.iv. Learning Commons vii. Safewalk viii.v. Student Financial Services ix. Student Help and Advocacy Centre vi. Student Life (Including Outline)
1 The Ministry of Training, Colleges and Universities The Ministry defines compulsory non-tuition related ancillary fees as: “a fee which is levied in order to cover costs of items which are not normally paid for out of operating or capital revenue.” Complete information regarding Ministry guidelines can be found at: The Ontario Operating Funds Distribution Manual 2 The revenue directed to the Debating Club came initially from the President’s Office and not from the Student Services Fee, but it is recorded with the fee for accounting purposes.
2 For Office Use Only: S:\SSF - CFC\Protocols & Policies\CNFP Protocol Review -2011-2012/ University of Guelph Compulsory Non-Tuition Fees Protocol
Proposed Amendments to Non- Page 126 of 201 Tuition Fees Protocol [Motion] x.vii. Student Life Enhancement Fund xi.viii. Special Grants and Speakers Fund (Including: College Royal; the Debating Society; Safewalk; and the Student Help and Advocacy Centre) xii. OUTline ix. Visual and Performing Arts
f. University Centre Fee Formatted: List Paragraph
Process for Fee Changes Formatted: Normal
2.1. Student Services Fee Advisory Committees are struck annually to provide recommendations to the Committee on resource allocation and service assessment for each program that receives financial support from the Student Services Fee (SSF). The Terms and Conditions for these SSF Advisory Committees are attached in Appendix 2.
3.2. No new compulsory fees will be recommended to the Board of Governors unless approved by students as per the Approval Process attached in Appendix 3. The Committee will be responsible for recommending such fees to the Board of Governors.
4.3. Annual increases in existing compulsory fees will be limited normally to the Formatted: Not Highlight Statistics Canada consumer price index annual average for Ontario, and in exceptional circumstances, up to a further 3% at the discretion of the Committee. A fee larger than this must first be approved as per the Student Approval process before a recommendation is submitted to the Board of Governors (see as outlined in Appendix 3). Students will be informed if the Committee approves a fee increase greater than the Formatted: Not Highlight cost of living.
5.4. The University may reserves the right to decrease the operating budget support for any program that is supported by a compulsory fee. In this circumstance there will be based on changes in institution revenue or priorities. Whenever there is the possibility of significant change in University funding for a program or function supported by compulsory fees, discussions will be held in advance with the Committee and the relevant SSF Advisory Committee. The SSF Committee has the right to recommend a In the event of a significant decrease in University funding of a compulsory fee supported program, discussion and consultation may produce agreement on a reduction in the fee level or an appropriate reallocation of the fee revenue.
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Proposed Amendments to Non- Page 127 of 201 Tuition Fees Protocol [Motion] 6.5. Non-compulsory ancillary fees and user fees may be implemented or continue to be charged by the administration. Any new user fee for functions supported by Formatted: Not Highlight compulsory fees or increases to existing fees beyond the consumer price index must be Formatted: Not Highlight approved by the Committee. for those programs or functions already supported by Formatted: Not Highlight compulsory fees. University administration will provide data on such fees to the Committee upon request.
This protocol will be reviewed by the Board of Governors at least once every five years. This protocol will be reviewed by the Committee for approval by the Board of Governors at least once every five years. Revisions to the protocol that are supported by all the signing parties will be considered by the Board of Governors on the basis of recommendations from the Committee.
University of Guelph Administration Per______Signed on ______
Central Student Association (CSA) Per______Signed on ______
Graduate Students’ Association (GSA) Per______
Signed on______
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Proposed Amendments to Non- Page 128 of 201 Tuition Fees Protocol [Motion] Appendix 1
Compulsory Fees Committee: Terms and Conditions
Membership: 6 Students: 2 Graduate Students’ Association (GSA) Nominees 2 Central Student Association (CSA) Nominees 1 Student Senator 1 Student Member of the Board of Governors
5 Faculty or Staff: Faculty and Staff are appointed by the Associate Vice-President (Student Affairs) The Associate Vice-President (Student Affairs) or Designate: Convener (non- voting and does not count towards quorum)
Alternates: Formatted: Not Highlight May be named by members to ensure quorum. Alternates will have voting Formatted: Not Highlight privileges.
Resource Peoplersons (Non-voting): A representative from the office of Institutional Analysis and Research The Executive Assistant to the Associate Vice-President (Student Affairs)
At any time tThe Committee may invite additional resource personnel to join its meetings to provide clarity or support. for the purpose of providing information on the usage and associated cost of services supported by student services fees. Formatted: Not Highlight
At its first meeting in the fall, the Committee will elect the chair, who will have voting privileges. Formatted: Not Highlight
Quorum: Quorum shall be six members, including a minimum of two students and two faculty or staff.
Mandate: 1. Review membership and mandate of Student Services Fee (SSF) Advisory Committees (see Appendix 2) on an annual basis.
2. Provide advice to the University administration regarding student services and associated policies, utilization, costs, funding, delivery arrangements, performance and 5 For Office Use Only: S:\SSF - CFC\Protocols & Policies\CNFP Protocol Review -2011-2012/ University of Guelph Compulsory Non-Tuition Fees Protocol
Proposed Amendments to Non- Page 129 of 201 Tuition Fees Protocol [Motion] accountability.
3. Review and approve the Compliance Report supplied by the Office of Institutional Analysis and Research in order Provide an annual review to ensure compliance withto the original terms of the SSF: level as mandated; that is no more than 50% of the cost of the programs and services are to be coveredprovided by the fee.
4. Drawing from the reports of the SSF Advisory Committees and other information sources made available to the Committee, review the usage, effectiveness, and associated costs of student services supported by student services fees and forward recommendations to the university administration, as appropriate.
5. Propose to university administration any revisions in the allocation of revenue from student services fees to student services and programs receiving support from such fees, having consideration for user fees in effect.
6. Recommend to the Board of Governors new University compulsory fees or changes to Propose changes in the level of established compulsory fees to the Board of Governors ensuring that the recommendation . Ensure that any proposal for new compulsory fees, whether originated by university administration or the Committee itself, goes through the appropriate advisory and approval processes (Appendix 3).
7. Recommend any new University compulsory fees approved by students (see Appendix 3) to the Board of Governors.
8.7. Review all referendum questions for proposed new University compulsory fees or for proposed changes in fee levels which (i.e. those which necessitate referendum endorsement) to ensure that the referendum question is clear, is and without bias, and is targeted to the appropriate voting group (e.g., CSA membership, GSA membership or both). (See Appendix 3).
9.8. Inform University students annually regarding the programs and services receiving support from compulsory fees.
10.9. Review Student Life Enhancement Fund (SLEF) applications and final reports annually. The Committee is responsible for allocating funds as outlined in the terms and conditions of the SLEF. Conflict of Interest: The Committee is committed to maintaining a high standard of professional integrity and transparency in the collection and distribution of funds generated by compulsory fees.
It is essential that both the Committee members and the University of Guelph community are confident in the Committee. Thus, even the appearance of a conflict of interest should be avoided. As such, members will disclose any potential conflict as outlined below:
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Proposed Amendments to Non- Page 130 of 201 Tuition Fees Protocol [Motion] • Committee member(s) will declare a conflict of interest if they or the group they represent are connected to any proposal discussed, or on any proposition to increase fees for the Unit they represent. • Committee member(s) with a declared conflict of interest will leave the meeting room during the discussion and vote on the proposal.
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Proposed Amendments to Non- Page 131 of 201 Tuition Fees Protocol [Motion] Appendix 2
Student Services Fee Advisory Committee: Terms and Conditions
Each unit that receives support from a University Compulsory fee will form an advisory committee to review programming and make recommendations for fee changes to the Board of Governors. These Committees include:
a. Athletics Advisory Committee (Athletics Fee and Athletic Building Fee) Fee Formatted: Line spacing: single, No widow/orphan control, Don't adjust space between Latin and Asian text, Don't adjust a. Student Health Advisory Committee (Student Health Services Fee) space between Asian text and numbers b. University Centre Board (University Centre Fee) Formatted: Indent: Left: 0.5", No bullets or numbering Formatted: Indent: Left: 0.5", Line spacing: single, No bullets or numbering, No widow/orphan control, Don't adjust b. Athletic Building Fee space between Latin and Asian text, Don't adjust space c. Convocation Fee between Asian text and numbers d.a. Student Health Services Fee Formatted: List Paragraph In addition, Student Services Fee (SSF) Advisory Committees as noted below will be established annually for all units and programs which that receive funding from the Student Services Fee:
This fee supports programs in the following areas:
i. Career Services ii. Centre for International Programs Counselling Services iv. College Royal Formatted: Not Highlight iv. Debating Club iv. Learning Commons v. Safewalk Formatted: Not Highlight v. Student Financial Services v. Student Help and Advocacy Centre v. Student Life v. Special Grants and Speakers Fund v. OUTline v. Visual and Performing Arts
Student Services Fee (SSF): This fee supports programs in the following areas: i. Career Services ii. Centre for International Programs iii. Counselling Services College Royal
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Proposed Amendments to Non- Page 132 of 201 Tuition Fees Protocol [Motion] Debating Club iv. Learning Commons Safewalk v. Student Financial Services Student Help and Advocacy Centre vi. Student Life (Including Outline) vii. Student Life Enhancement Fund viii. Special Grants and Speakers Fund (Including: College Royal; the Debating Society; Safewalk; and the Student Help and Advocacy Centre) OUTline ix. Visual and Performing Arts
Mandate: Each SSF Advisory Committee is advisory to the Compulsory Fees Committee on matters dealing with programs funded all or in part by the SSF. Specifically, on an annual basis, each SSF Advisory Committee shall provide the following: 1. a qualitative assessment of the programs funded 2. an analysis of the expenditures against the budgets for each program area 3. recommendations for changes to be made in programs or budgets for the future
Each SSF Advisory Committee shall also be an important source of advice to the Directors of Units/Programs/Services as members shall:
• consult with their student colleagues on important issues and bring feedback to meetings • represent student interests on the SSF Advisory Committee
Each SSF Advisory Committee may add other responsibilities to its mandate and will submit proposed changes to the Compulsory Fees Committee for approval.
Membership: Each program/unit listed above will submit names of prospective members for the up-coming academic year for its SSF Advisory Committee to the Compulsory Fees Committee normally by September 30. Students should comprise at least 50% of the Committee membership. At least one student member should be appointed by each of the Central Student Association (CSA) and Graduate Students’ Association (GSA). If by September 30 the CSA or GSA has been unable to find a student representative, the chair of the Committee may appoint a student. The oOther student members should be selected to reflect the users of the programs offered. to represent other appropriate constituent groups.
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Proposed Amendments to Non- Page 133 of 201 Tuition Fees Protocol [Motion] Responsibilities: All membership terms to be a minimum of one year duration. Ideally there should be some members who take on a 2-3 year term so that the committee benefits from longer term advisory capacity and so that there is not complete turnover in membership each year.
A chair is to be elected at the first meeting of the SSF Advisory Committee. The chair may not serve more than two consecutive years. The SSF Advisory Committee may designate a Chair- elect to support continuity in the advisory process. The Chair shall: • preside at all meetings of the SSF Advisory Committee • draw-up the agenda for each meeting after consultation with the Director of the Program/ Service • ensure that the agenda is circulated to all members, preferably three days in advance • be responsible for communicating SSF Advisory Committee advice to the Compulsory Fees Committee Meetings of each SSF Advisory Committee: It is recommended that these committees be struck early in the year to provide time for orientation of new members as well as sufficient time to review programs and make recommendations for change, if appropriate. Directors should attempt to adhere to the following guidelines:
• An inaugural meeting will normally be held in October at the call of the Director of the Program/Service (the chair will be elected at this meeting). At this meeting, efforts will be made to establish a meeting schedule for the year. • There shall be at least one meeting per semester. • Members shall be notified at least three working days prior to a meeting. • A quorum shall, at all times, consist of a majority of the members. • All questions shall be resolved by a simple majority of the members present and voting. • Minutes will be taken at all meetings which include a summary of major issues discussed. Reports: Each SSF Advisory Committee will present an annual report to the Compulsory Fees Committee. Written reports which address the matters outlined in the mandate above no later than the end of December.
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Proposed Amendments to Non- Page 134 of 201 Tuition Fees Protocol [Motion] Appendix 3
Definition of Student Approval This approval procedure outlines the referendum process that is required to increase or introduce a University compulsory non-tuition related fee (compulsory fee). New or changes to Formatted: Not Highlight compulsory fees that are being introduced by student groups must go through the appropriate student government fee process. The goal is for student groups to have similar principles in place regarding quorum and student approval processes.
1. Any request for a new or increased University ancillary fee must be submitted to the Compulsory Fees Committee, who will determine the target group for the question (i.e., graduate students, undergraduate students, or both).
2.1. The request must be accompanied by a petition with at least 1,000 signatures of students who support the question going to referendum.
3.2. The Compulsory Fees Committee will devise the referendum question and the preamble to the question, taking into consideration the original request, as well as any the comments received from the student governments. The question will adhere to the Student Affairs Protocol for Referendum Questions
4.3. The question will be sent to the Executives of the respective student governments for comments on the question.
5.4. The Compulsory Fees Committee will devise the referendum question and the preamble to the question, taking into consideration the original request, as well as the comments from the student governments. The question will include the following information: the fee level and how often it will be collected; if the fee will or will not increase by the cost of living; whether there will be a different fee for part-time students, if the fee can be opted out of, and whether there will be an end point for the fee.
5. A student referendum will be administered separately for graduate students and undergraduate students. Voting will normally be held in conjunction with the scheduled CSA and GSA General Elections or their referendum elections. The Univeristy University has the right to run its own referendum question independently of the CSA or GSA elections.
6. The referendum question will go to the CSA and the GSA Board of Directors for information.
6.7. and will normally run at the same time as their General Elections.
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Proposed Amendments to Non- Page 135 of 201 Tuition Fees Protocol [Motion] 7. Both the Central Student Association (CSA) and the Graduate Students’ Association (GSA) will present identical referendum questions to their respective constituents, although the dollar amount asked of each group may be different reflecting different usages or payment schedules.
8. 7. Ballots for graduate and undergraduate students are combined for the purposes of Formatted: Indent: Left: 0.25", No bullets or numbering counting; however, quorum for each student group must be reached independently in accordance to the CSA and GSA quorum by-laws. The total number of students (graduate and undergraduate) sum of the number of graduate students who voted and the number of undergraduate students who voted will determine the voting population for those questions where the funding to support programs, services, or facilities cannot be directed specifically to a particular group.
9.8. Provided that quorum is satisfied at both the undergraduate and graduate level, student approval will require a majority (50%+1) of the total valid votes cast.
10.9. The Compulsory Fees Committee will strike an Election Committee with the membership consisting of 3 members of the Compulsory Fees Committee: one undergraduate student; one graduate student; and, one faculty or staff member, where the unit or program does not directly benefit from a successful referendum result. The duty of this Committee will be to oversee the referendum process. Voting will normally be held in conjunction with the scheduled CSA and GSA or referendum elections.
10. Results of the voting will not be made public until CSA and GSA referendums are complete. The report of the voting will identify the count separately at the undergraduate and graduate levels.
11. Recommended new fees and/or fee increases must be approved by the Board of Governors.
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Proposed Amendments to Non- Page 136 of 201 Tuition Fees Protocol [Motion]
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Gen Gauthier-Chalifour, Associate University Secretary
Subject: 6. Finance Committee Report
Meeting: Friday, June 9, 2017
d) Capital Activities: Revised Budget for John T. Powell Building Renovation Project
The Board of Governors will be asked to consider a motion to amend the project budget for the John T. Powell Building Renovation project. Background At its meeting on October 26, 2016, the Board of Governors, based on recommendations from the Physical Resources and Property Committee (PRPC) and the Finance Committee, approved the following motion authorizing the University Administration to proceed with the renovations to the Powell Building:
RESOLVED, that the Board of Governors approve that the University Administration be authorized to proceed with the renovation of the Powell Building including that:
a) The total project cost not exceed $11.5 million and be paid from central reserves; and, b) The Administration present a schematic design and detailed design drawings for the project to the Physical Resources and Property Committee; and, c) The University Administration be authorized to determine on behalf of the Board of Governors decisions concerning appointment of architects and consultants in a manner consistent with relevant University purchasing and tendering policies; and, d) The University Administration be authorized and directed to do all acts and things as may be necessary and desirable to complete the transaction contemplated herein, and that any two Officers of the University are hereby authorized to execute and deliver any and all documents, which in their opinion, are necessary or desirable to give effect to the foregoing; and e) The Physical Resources and Property Committee and Finance Committee receive regular updates regarding the budget, design and materials, and completion schedule; and, f) Requests for adjustments to the project will follow the normal capital project review and approval processes of the Board of Governors.
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Capital Activities: Revised Page 137 of 201 Budget for John T. Powell In May 2017 the University Administration advised PRPC and the Finance Committee that, due to a revised Class B cost estimate based on a more detailed project design, the project budget for the John T. Powell Building renovation project would be greater than originally anticipated. Specifically, that the total project cost is now estimated to be $12.8 million. Enclosed is a memorandum from Mr. Don O’Leary, Vice-President (Finance, Administration & Risk) providing the background and rationale for the request, which was considered at the May 31, 2017 PRPC teleconference meeting, and subsequently considered by the Finance Committee at its meeting on May 31, 2017. Other background materials for the project, including the drawings from the May 8, 2017 PRPC meeting and documents from when the Board of Governors initially approved the renovation on October 26, 2016 can be found in the online supporting documents folder. Following review and discussion of the information provided, the following motion is presented for consideration: The Board of Governors is asked to, RESOLVE, that the Board of Governors approve that the University Administration be authorized to proceed with the renovation of the Powell Building including that: a) The amended total project cost not exceed $12.8 million and $450,000 of which is to be paid from deferred maintenance funding and $850,000 of which is to be paid from University resources funding; and, b) That the project proceeds on the basis of the schematic design as presented to the Physical Resources and Property Committee on May 8, 2017; and, c) That with the amendments to the project cost, the University Administration be authorized to determine on behalf of the Board of Governors decisions concerning appointment of architects and consultants in a manner consistent with relevant University purchasing and tendering policies; and, d) The University Administration be authorized and directed to do all acts and things as may be necessary and desirable to complete the transaction contemplated herein, and that any two Officers of the University are hereby authorized to execute and deliver any and all documents, which in their opinion, are necessary or desirable to give effect to the foregoing; and e) The Physical Resources and Property Committee and Finance Committee receive regular updates regarding the amended budget, design and materials, and completion schedule; and, f) Requests for further adjustments to the project will follow the normal capital project review and approval processes of the Board of Governors.
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Capital Activities: Revised Page 138 of 201 Budget for John T. Powell
Memorandum FROM THE OFFICE OF THE VICE-PRESIDENT (FINANCE AND ADMINISTRATION)
To: Physical Resources and Property Committee Finance Committee
From: Don O’Leary, Vice President (Finance, Administration & Risk)
Date: May 31, 2017
Subject: Revised Budget - J.T. Powell Renovation and Addition ______
At its October 26, 2016 meeting, the Board of Governors approved the JT Powell Renovation and Addition project at a cost of $11.5M. Cost estimates received from our consultant up to and including March, 2017 indicated that the project was trending very close to the Board approved budget. After detailed design was completed, the revised Class B cost estimate based on a more detailed project design received in April, 2017 predicted a project cost of $12.8M, $1.3M over the Board approved budget. Over the past 8 months numerous changes were made to contain project costs. However, at this final design stage reducing scope further and deleting program is extremely difficult; the construction schedule would be affected and there would be design and implementation costs associated with any change. With the considerable value engineering (a cost reduction exercise) that has already done by the project team and there is little or no room for cuts.
It was decided to proceed with tendering (Class A estimate) to determine the final project cost and then bring the budget, if considered reasonable, forward to PRPC and Finance Committees for their consideration. Tenders closed on Friday, May 26, confirming that $12.8M ($12,775,613 to be exact) is the total cost for the project.
It’s noteworthy that while the primary purpose of the Powell project is to create a wellness hub to enhance Guelph’s reputation as being student centred, supportive and accommodating, the project also eliminates $6.5M in campus deferred maintenance, a significant risk management accomplishment on this 44 year old building. The University is recommending that we proceed with the Powell project at a cost not to exceed $12.8M.
Funding for the $1.3M additional project costs are proposed to be obtained from two sources, deferred maintenance funding of $450,000 and University resources funding of $850,000. The deferred maintenance funds are available from the 2016/17 Capital Renewal Program. The University is in a present financial position to fund this project from internal resources.
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Capital Activities: Revised Page 139 of 201 Budget for John T. Powell Page 140 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Gen Gauthier-Chalifour, Associate University Secretary
Subject: 6. Finance Committee Report
Meeting: Friday, June 9, 2017
e) Working Group on Responsible Investing: Status Report on Recommendations
Background
In Fall 2014, an ad hoc Working Group on Responsible Investing (WGRI) was created by the Board of Governors to help consider responsible investment policy and practices for the University’s endowment funds. The Final Report of the WGRI1 was issued in July 2015 and formally presented to the Finance Committee, Investment Subcommittee and Board of Governors at their meetings in Fall 2015. Overall, strong support was expressed from the Board for the report and its recommendations.
Status Report on WGRI Recommendations
An update on the status of recommendations outlined in the Final Report of the WGRI is enclosed, for information and discussion.
Update on Special Action Policy Submission (Fossil Free Guelph)
In response to one of the recommendations in the final report, a “Special Action Policy for the Endowment Portfolio” was created and approved by the Board of Governors in April 2016.
The purpose of the Special Action Policy is to provide a method by which expressions of concern by University stakeholders regarding specific holdings in the endowment portfolio
1 URL: http://bit.ly/1zsnuSj
Working Group on Responsible Page 141 of 201 Investing: Status Report on may be received and considered within the appropriate University governing process. The Policy provides direction for stakeholder groups to submit expressions of concern (i.e. a case for “special action”); and, articulates the process for the University and Board of Governors to receive, review and respond to any expressions of concern received under the policy.
On April 6, 2017 a formal submission (i.e. expression of concern) under the Special Action Policy was provided to the University Secretariat, from Fossil Free Guelph. The submission was provided to the Board of Governors at its meeting held April 21, 2017 and representatives from Fossil Free Guelph attended the Board meeting to speak to their submission.
The policy stipulates that an ad hoc committee will be established by the Board to receive and review any expressions of concern; and, outlines the composition of the ad hoc committee, process for public consultation, and timeframe for response.
Responsibility for approval of the ad hoc Committee membership rests with the Board’s Governance & Human Resources Committee. The Governance & Human Resources Committee met on May 17, 2017, and approved the following membership slate2 for the ad hoc Committee, in accordance with the composition requirements as provided in Special Action Policy:
Name Position Mr. Paul Gallagher (Chair) Board of Governors representative Ms. Virginia McLaughlin Board of Trustees Chair* and representative Mr. Ed Cass Investment Subcommittee Chair* and representative Ms. Wendy Millar Board of Trustees representative* Dr. Coral Murrant Board Faculty representative Mr. Gerrit Bos Board Staff representative Mr. Thomas Sasso Board Student representative TBC University of Guelph Alumni Association representative Mr. Don O’Leary (ex-officio) Vice-President (Finance, Administration and Risk)
Plans for a first meeting with the ad hoc Committee are underway. It is expected the ad hoc Committee will meet 1-2 times over the summer and then again in the fall, in order to meet the response timeframe of six months from receipt of request. To this end, a recommendation from the ad hoc Committee is anticipated to be presented to the Board at its meeting in October 2017.
2 Positions marked with * are to be confirmed, pending approval at the Board of Governors meeting June 9, 2017
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Working Group on Responsible Page 142 of 201 Investing: Status Report on Investing: Status Report on Working Group on Responsible Working Group on Responsible Investing (WGRI) Update on Status and Implementation of Recommendations – May 2017
Recommendation Status Notes 1. UoG BOG develop and incorporate “Statement of Investment Beliefs” into Completed • Statement of Investment Beliefs approved by the Board of Endowment Investment Policy that addresses RI Governors June 3, 2016. Statement to incorporate RI concepts drawn from UN Principles for RI, and Completed • Endowment Investment Policy revised and approved by include ESG considerations the Board of Governors with ESG-related components • Amended Endowment Investment Policy be formally reviewed no later than (Section J) June 3, 2016. within first five years to assess impact on the University’s endowment funds • Policy will be reviewed 2021-22 and identify new opportunities (includes consideration of whether Policy should be adapted to align with Strategic Plan) 2. BOG direct Investment Subcommittee to operationalize amended Endowment Investment Policy, particularly RI-related provisions, in the following ways: • Complete an assessment of current endowment fund managers in light Underway • University has initial engagement with major service of ESG considerations provider of ESG monitoring services available. Draft review completed of major components of the portfolio. Analysis and reporting outcomes review is underway. • Request that fund managers identify their capacity to adjust investment Completed • As part of regular review of managers ISC reviews approaches to accommodate ESG analysis manager assessment and consideration of ESG factors in their investment process. • Contract fund managers who are best able to fulfill the revised mandate Completed • ESG considerations and capacity have been added to of the Endowment Investment Policy manager selection process. • Obtain proxy voting policies from existing fund managers and require Underway • Plan to review proxy voting positions underway in context that major exceptions to these policies be reported of resources. Currently review proxy monitoring services. 3. Amended Endowment Investment Policy incorporate provisions for a Complete • Special Action Policy for the Endowment Fund approved transparent process to consider and implement recommendations in by Board of Governors April 20, 2016. Policy includes a response to stakeholder expectations for action on specific RI issues
Page 143 of 201 defined process to consider “divestment”, subject to (including existing calls re fossil fuel divestment) Board approval. 4. BOG consider establishment of an “impact investment fund” based on best Underway • ISC is undertaking initial surveillance of opportunities for practices at other institutions that would dedicate a portion of endowment “impact” funds. assets to investments associated with the well-being of communities and/or • Report to Finance Committee as part of review of the the environment. endowment investment policy. Investing: Status Report on Working Group on Responsible Working Group on Responsible Investing (WGRI) Update on Status and Implementation of Recommendations – May 2017
Recommendation Status Notes 5. UoG establish collaborative relationships with other Canadian universities to On-going • The University of Guelph is a member of the Council of increase public awareness of RI, including considerations concerning current Ontario Universities (COU) and the Canadian Association issue of fossil fuels and climate change - this may include: of University Business Officers (CAUBO); both • Working with Responsible Investment Association to host an RI organizations have a growing interest in pursuing RI and outreach/educational event during Responsible Investment Week ESG-related investing research and impact on university • Joining research projects, forums, conferences and networking endowments across Canada. opportunities through Coalition of Universities for Responsible Investing • Further action such as signing on to UN-PRI and joining the • Joining signatories of UN-PRI to advance RI principles by actively RIA (Responsible Investment Association) are under engaging with companies to improve ESG performance and disclosure consideration. Implication of resourcing (e.g., staff time through letter-writing campaigns and direct dialogue and fiscal resources) needs to be assessed to ensure meaningful engagement.
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UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Gen Gauthier-Chalifour, Associate University Secretary
Subject: 7. Audit & Risk Committee Report
Meeting: Friday, June 9, 2017
a) Report from Committee Chair
The following is provided for the information of Governors.
At its meeting on May 23, 2017, the Audit & Risk Committee:
• Reviewed the University of Guelph-Humber Audited Financial Statements and met with the external auditors from BDO Canada LLP (see item 7b); • Received and discussed the University’s risk register and Annual Report on University Risk Management (see item 7c) • Received an update on the activities of the external auditor, Ernst & Young (EY); • Received an update on the activities of Audit Services; • Received an annual review of IT Systems Security; and • Received an update on legal affairs.
The current membership of the Audit & Risk Committee is as follows:
Neil Parkinson, Chair Graham Badun Mary Deacon Paul Gallagher Peter MacGowan Wendy Millar Kevin Golding, Board Chair
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Report from Committee Chair Page 145 of 201
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Report from Committee Chair Page 146 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Gen Gauthier-Chalifour, Associate University Secretary
Subject: 7. Audit & Risk Committee Report
Meeting: Friday, June 9, 2017
b) Audited Financial Statements – University of Guelph-Humber as of March 31, 2017
The Audited Financial Statements for the University of Guelph-Humber are reviewed and approved by both Humber College and the University of Guelph through their respective governance processes. Both governing Boards are involved in the final approval of the statements. (The fiscal year for the University of Guelph-Humber aligns with that applied in Ontario’s college sector: April 1 – March 31.)
The enclosed Statements were prepared in accordance with the agreement between the College and the University of Guelph and were audited by Humber College’s external auditors (BDO Dunwoody), who are prepared to provide an unqualified report, subject to governance deliberations.
In addition to their successful review through the appropriate governance bodies at Humber College, the Statements have also been reviewed by the Audit and Risk Committee (May 23) and the Finance Committee (May 31), and are presented to the Board on recommendation of both committees.
The Board of Governors Committee is asked to,
RESOLVE, that the Board of Governors approve the University of Guelph-Humber Audited Financial Statements for the fiscal year ended March 31, 2017.
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University of Guelph- Humber Final Report to the Academic Planning and Finance Committee
May 18, 2017
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May 18, 2017
Members of the Academic Planning and Finance Committee University of Guelph-Humber 207 Humber College Blvd Toronto, Ontario M9W 5L7
Dear Academic Planning and Finance Committee Members:
We are pleased to present the results of our audit of the financial statements of University of Guelph-Humber (the “University”) for the year ended March 31, 2017. The purpose of our report is to summarize certain aspects of the audit that we believe to be of interest to the Academic Planning and Finance Committee and should be read in conjunction with the draft financial statements and our draft independent auditor’s report which is included as Appendix B.
Our audit and therefore this report will not necessarily identify all matters that may be of interest to the Academic Planning and Finance Committee in fulfilling its responsibilities.
This report has been prepared solely for the use of the Academic Planning and Finance Committee and should not be distributed without our prior consent. Consequently, we accept no responsibility to a third party that uses this communication.
We wish to express our appreciation for the co-operation we received during the audit from the University’s management and staff who have assisted us in carrying out our work. We look forward to meeting with you to discuss the contents of this report and any other matters that you consider appropriate.
Yours truly,
Bob McMahon, CPA, CA Partner through a Professional Corporation BDO Canada LLP Chartered Professional Accountants, Licensed Public Accountants
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TABLE OF CONTENTS
Status of the Audit 4
Independence 5
Materiality 5
Risks and Audit Responses 5-7
Audit Findings 7-8
Fraud Discussion 8-9
Internal Control Matters 10
BDO Resources 11
Appendix A - Other Required Communications
Appendix B – Draft Independent Auditor’s Report
Appendix C - Representation Letter
Appendix D – Unadjusted Difference
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STATUS OF THE AUDIT
As of the date of this report, we have substantially completed our audit of the 2017 financial statements pending the completion of the items highlighted below. These items will need to be completed prior to issuance of our audit report on the financial statements.
FINANCIAL STATEMENTS • Approval of financial statements by the Boards of Humber College and University of Guelph
COMPLETION OF AUDIT • Subsequent events review through to the financial statement approval date • Receipt of signed management representation letter • Receipt of signed procedures letter from Ernst & Young
We conducted our audit in accordance with Canadian generally accepted auditing standards. The objective of our audit was to obtain reasonable, not absolute, assurance about whether the financial statements are free from material misstatement. The scope of the work performed was substantially the same as that described in our Planning Report to the Academic Planning and Finance Committee, dated January 11, 2017.
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INDEPENDENCE
At the core of the provision of external audit services is the concept of independence. Canadian auditing standards require us to communicate to the Academic Planning and Finance Committee at least annually, all relationships between BDO Canada LLP and its related entities and the University of Guelph-Humber, that, in our professional judgement, may reasonably be thought to bear on our independence with respect to the audit of the University.
Our annual letter confirming our independence was previously provided to you.
MATERIALITY
Misstatements, including omitted financial statement disclosures, are considered to be material if they, individually or in aggregate, could reasonably be expected to influence the economic decisions of users taken on the basis of the financial statements.
As communicated to you in our Planning Report to the Academic Planning and Finance Committee, preliminary materiality was $900,000 and preliminary performance materiality was $675,000. Final materiality amounts remained unchanged from our preliminary assessment.
RISKS AND AUDIT RESPONSES
Based on our knowledge of the University’s operations, our past experience, and knowledge gained from management and the Academic Planning and Finance Committee, we have identified the following significant risks; those risks of material misstatement that, in our judgment, require special audit consideration.
Significant risks arise mainly because of the complexity of the accounting rules, the extent of estimation and judgment involved in the valuation of these financial statement areas, and the existence of new accounting pronouncements that affect them.
Grant Revenue and Grants Receivable
Risk Approach Results
There is a risk that grant revenue Audit procedures include All audit testing in this area was may be incorrectly deferred into analytical procedures over the executed as planned and no errors future periods or recognized in the deferred and recognized portions were noted. current year in error or to manage of grant revenue as well as the current year results. reliance on other procedures performed by the auditors of The University of Guelph.
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RISKS AND AUDIT RESPONSES (CONTINUED)
Tuition Revenue and Deferred Tuition Revenue
Risk Approach Results
Risk is due to the magnitude of Audit procedures included All audit testing in this area was tuition revenue, the estimate analytical procedures over the executed as planned and no errors involved in calculating the deferred deferred and recognized portions were noted. component and the potential of tuition revenue as well as misallocation between accounting reliance on other procedures periods. performed by the auditors of The University of Guelph.
Management Override of Controls
Risk Approach Results
Management, due to its authority, is Tested the appropriateness of a All audit testing in this area was in a unique position to override sample of journal entries recorded executed as planned and no errors internal controls, which can in the general ledger and other were noted. potentially result in misleading adjustments made in the information. consolidated financial statements.
We also obtained an understanding of the business rationale for significant transactions that we became aware of that were outside the normal course of operations for the University, or that otherwise appeared to be unusual given our understanding of the University and its environment. In addition, we reviewed accounting estimates for potential biases and evaluated whether circumstances producing the bias, if any, represented a risk of material misstatement due to fraud.
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OTHER AUDIT AREAS
Payroll
Risk Approach Results
Although not inherently risky by Payroll was tested using a All audit testing in this area was nature, the magnitude of payroll combination of internal controls executed as planned and no errors expenditures at the University testing and analytical procedures, were noted. creates a higher risk of material including analysis of the misstatement. instructional fees charged by University of Guelph and Humber College.
AUDIT FINDINGS
As part of our ongoing communications with you, we are required to have a discussion on our views about significant qualitative aspects of the University’s accounting practices, including accounting policies, accounting estimates and financial statement disclosures. A summary of the key discussion points are as follows:
ACCOUNTING AND AUDIT MATTERS
Work Performed by Other Auditors
We relied on the work of Ernst & Young LLP (EY) relating to certain transactions that are processed at the University of Guelph. These include tuition and grant revenue as well as certain administrative expenses that are incurred at the University of Guelph and are allocated to the joint venture. We agreed the terms of this work with EY prior to the beginning of the audit engagement and instructed them on the timing and extent of their audit procedures.
SIGNIFICANT ACCOUNTING ESTIMATES
Management is responsible for determining the significant accounting policies. The choice of different accounting policy alternatives can have a significant effect on the financial position and results of operations of the University. The application of those policies often involves significant estimates and judgments by management. Based on the audit work that we have performed, it is our opinion that the estimates in the financial statements are reasonable and the disclosures relating to accounting estimates are in accordance with the requirements of Canadian accounting standards for not-for-profit organizations. Significant estimates include:
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SIGNIFICANT ACCOUNTING ESTIMATES (CONTINUED)
Capital Asset Amortization - $208,573 (2016 - $215,946) Capital assets are amortized based on their estimated useful lives. Refer to Note 2 of the financial statements for amortization policy.
Deferred Revenue on Winter Term - $4,000,381 (2016 - $3,754,766) A portion of the winter term’s tuition related to services provided after March 31 is deferred based on an estimate made by management.
ADJUSTED AND UNADJUSTED DIFFERENCES
There were no audit adjustments or financial statement disclosure omissions noted during our audit. There was one unadjusted difference, which is quantified Appendix D.
MANAGEMENT REPRESENTATIONS
During the course of our audit, management made certain representations to us. These representations were verbal or written and therefore explicit, or they were implied through the financial statements. Management provided representations in response to specific queries from us, as well as unsolicited representations. Such representations were part of the evidence gathered by us to be able to draw reasonable conclusions on which to base our audit opinion. These representations were documented by including in the audit working papers memoranda of discussions with management and written representations received from management.
A summary of the representation we have requested from management is set out in the management representation letter included in Appendix C to the report.
FRAUD DISCUSSION
Canadian auditing standards require us to discuss fraud risk with the Academic Planning and Finance Committee on an annual basis. As an update to the discussion held with the Academic Planning and Finance Committee during the planning of our audit, we have prepared the following comments:
Question to Required Discussion BDO Response Academic Planning and Finance Committee Details of existing Based on our discussions during the Are there any new oversight processes planning of our audit, the Academic processes or changes with regards to fraud. Planning and Finance Committee’s in existing processes oversight processes include: relating to fraud since the date of our • Academic Planning and Finance previous discussions, Committee charters; that we should be aware of?
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• Discussions at Academic Planning and Finance Committee meetings;
• Review of related party transactions; and
• Consideration of tone at the top.
Knowledge of actual, Currently, we are not aware of any Are you aware of any suspected or alleged actual, suspected or alleged fraud. instances of actual, fraud. suspected or alleged fraud affecting the University?
AUDITOR’S RESPONSIBILITIES FOR DETECTING FRAUD
We are responsible for planning and performing the audit to obtain reasonable assurance that the financial statements are free of material misstatements, whether caused by error or fraud.
The likelihood of not detecting a material misstatement resulting from fraud is higher than the likelihood of not detecting a material misstatement resulting from error, because fraud may involve collusion as well as sophisticated and carefully organized schedules designed to conceal it.
During our audit, we performed the following procedures in order to fulfill our responsibilities:
• Inquire of management, the Academic Planning and Finance Committee, and others related to any knowledge of fraud, suspected fraud or alleged fraud; • Perform analytical procedures and consider unusual or unexpected relationships identified in the planning of our audit; • Incorporate an element of unpredictability in the selection of the nature, timing and extent of our audit procedures; and • Perform additional required procedures to address the risk of management’s override of controls including; o Testing internal controls designed to prevent and detect fraud; o Examine a sample of journal entries and other adjustments for evidence of the possibility of material misstatement due to fraud; o Review accounting estimates for biases that could result in material misstatements due to fraud, including a retrospective review of significant prior years’ estimates; and o Evaluate the business rationale for significant unusual transactions.
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INTERNAL CONTROL MATTERS
During the course of our audit, we performed the following procedures with respect to the University’s internal control environment: • Documented operating systems to assess the design and implementation of control activities that were relevant to the audit. • Discussed and considered potential audit risks with management. As a result of this review, we noted no significant deficiencies in the design or implementation of the systems conversion process. The results of these procedures were considered in determining the extent and nature of substantive audit testing required.
We are required to report to you in writing, significant deficiencies in internal control that we have identified during the audit. A significant deficiency is defined as a deficiency or combination of deficiencies in internal control that, in the auditor's professional judgment, is of sufficient importance to merit the attention of those charged with governance.
As the purpose of the audit is for us to express an opinion on the University’s financial statements, our audit cannot be expected to disclose all matters that may be of interest to you and, as a result, the matters reported may not be exclusive. As part of our work, we considered internal control relevant to the preparation of the financial statements such that we were able to design appropriate audit procedures. This work was not for the purpose of expressing an opinion on the effectiveness of internal control.
DEFICIENCIES IN INTERNAL CONTROL
During the course of the audit, no significant deficiencies in internal control were identified.
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BDO RESOURCES
BDO is one of Canada’s largest accounting services firms providing assurance and accounting, taxation, financial advisory, risk advisory, financial recovery and consulting services to a variety of publicly traded and privately held companies.
BDO serves its clients through 95 offices across Canada. As a member firm of BDO International Limited, BDO serves its multinational clients through a global network of over 1,100 offices in 110 countries. Commitment to knowledge and best practice sharing ensures that expertise is easily shared across our global network and common methodologies and information technology ensures efficient and effective service delivery to our clients.
Outlined below is a summary of certain BDO resources which may be of interest to the Academic Planning and Finance Committee.
ASSURANCE AND ACCOUNTING PUBLICATIONS
BDO’s national and international accounting and assurance department issues publications on the transition and application of Accounting Standards for Not-for-Profit Organizations (ASNPO) as well as common differences between ASNPO and Canadian generally accepted accounting principles.
For additional information on ASNPO including links to archived publications and model financial statements, refer to http://www.bdo.ca/library/publications/assuranceandaccounting/index.cfm.
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APPENDIX A – Other Required Communication
Audit Audit Planning Results Auditor Required Communication Presentation Presentation Comments 1. Our responsibilities under Canadian Included in our Auditing Standards (CAS) engagement letter dated November 28, 2016. 2. Our audit strategy and audit scope Included in our audit planning letter which was presented to the Academic Planning and Finance Committee on January 11, 2017. 3. Fraud risk factors Included in our audit planning letter which was presented to the Academic Planning and Finance Committee on January 11, 2017. 4. Going concern matters None. 5. Significant estimates or judgments See pages 7-8. 6. Audit adjustments None. See page 8. 7. Unadjusted differences See Appendix D. 8. Omitted disclosures None. See page 8. 9. Disagreements with management There were no disagreements with management. 10. Consultations with other None. accountants or experts
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11. Major issues discussed with None. management in regards to retention 12. Significant difficulties encountered No difficulties during the audit were encountered during our audit. 13. Significant deficiencies in internal None. See page control 10. 14. Material written communication No material between BDO and management written communications were noted. 15. Any relationships which may affect No our independence independence issues noted. 16. Any illegal acts identified during No illegal the audit activities identified through the audit process. 17. Any fraud or possible fraudulent No fraud acts identified during the audit identified through the audit process. 18. Significant transactions with None noted. related parties not consistent with ordinary business operations 19. Non-compliance with laws or No legal or regulations identified during the regulatory non- audit compliance matters were noted as part of our audit. 20. Limitations of scope over our audit, None. if any 21. Written representations made by See Appendix C. management 22. Any modifications to our opinion, if None. required
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APPENDIX B Draft Independent Auditor’s Report
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Independent Auditor’s Report
To the Board of Governors of Humber College and University of Guelph
We have audited the accompanying financial statements of University of Guelph-Humber (“Joint Venture”), which comprise the statement of financial position as at March 31, 2017, and the statements of operations, changes in net assets and cash flows for the year then ended and a summary of significant accounting policies and other explanatory information.
Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian accounting standards for not-for-profit organizations and for such internal control as management determines is necessary to enable the preparation of the financial statements that are free from material misstatement, whether due to fraud or error.
Auditor's Responsibility
Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion.
Opinion
In our opinion, the financial statements present fairly, in all material respects, the financial position of University of Guelph- Humber as at March 31, 2017 and the results of its operations and its cash flows for the year then ended in accordance with Canadian accounting standards for not-for-profit organizations.
Chartered Professional Accountants, Licensed Public Accountants Mississauga, Ontario REPORT DATE
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APPENDIX C Representation Letter
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University of Guelph-Humber 207 Humber College Blvd. Toronto, Ontario M9W 5L7
REPORT DATE
BDO Canada LLP Chartered Professional Accountants 1 City Centre Drive Suite 1700 Mississauga, ON L5B 1M2
Dear Sirs/Mesdames:
This representation letter is provided in connection with your audit of the financial statements of University of Guelph-Humber for the year ended March 31, 2017 for the purpose of expressing an opinion as to whether the financial statements present fairly, in all material respects, the financial position as at March 31, 2017, and the results of its operations and cash flows for the year then ended in accordance with Canadian accounting standards for not-for-profit organizations.
We confirm that:
1. We have fulfilled our responsibilities, as set out in the terms of the audit engagement dated November 30, 2016, for the preparation of the financial statements in accordance with Canadian accounting standards for not-for-profit organizations; in particular the financial statements are fairly presented in accordance therewith.
2. Significant assumptions used by us in making accounting estimates, including those measured at fair value are reasonable.
3. Related party relationships and transactions have been appropriately accounted for and disclosed in accordance with the requirements of Canadian accounting standards for not-for- profit organizations.
4. All events subsequent to the date of the financial statements and for which Canadian accounting standards for not-for-profit organizations require adjustment or disclosure have been adjusted or disclosed.
5. The financial statements of the University use appropriate accounting policies that have been properly disclosed and consistently applied.
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Information Provided
6. We have provided you with:
- access to all information of which we are aware that is relevant to the preparation of the financial statements, such as records, documentation and other matters;
- additional information that you have requested from us for the purpose of the audit; and
- unrestricted access to persons within the entity from whom you determined it necessary to obtain audit evidence.
7. We are responsible for the design, implementation and maintenance of internal controls to prevent, detect and correct fraud and error, and have communicated to you all deficiencies in internal control of which we are aware.
8. We have made available to you all:
- minutes of the meetings of the Board of Governors and Academic Planning and Finance Committee
9. The minute books of the organization are a complete record of all meetings and resolutions of the Board of Governors and the Academic Planning and Finance Committee throughout the year and to the present date.
10. We have disclosed to you all significant matters contained in the minutes of all meetings and resolutions of the Board of Governors and the Academic Planning and Finance Committee throughout the year and to the present date.
11. All transactions have been recorded in the accounting records and are reflected in the financial statements.
12. We have disclosed to you all known instances of non-compliance or suspected non-compliance with laws and regulations whose effects should be considered when preparing financial statements.
13. We have identified to you:
- guarantees
- Indemnifications against damages, liabilities, costs, charges or expenses suffered or incurred by officers or directors as a result of their service, and/or by any subsidiaries; and
- non-monetary transactions and transactions for no consideration.
14. We have disclosed to you the identity of the University’s related parties and the related party relationships and transactions of which we are aware.
15. We are aware of the environmental laws and regulations that impact our organization and we are in compliance. There are no known environmental liabilities or contingencies that have
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not been accrued for or disclosed in the financial statements.
Fraud and Error
16. We have disclosed to you the results of our assessment of the risk that the financial statements may be materially misstated as a result of fraud, and have determined such risk to be low.
17. We have disclosed to you all information in relation to fraud or suspected fraud that we are aware of and that affects the entity and involves:
- management;
- employees who have significant roles in internal control; or
- others where the fraud could have a material effect on the financial statements.
18. We have disclosed to you all information in relation to allegations of fraud, or suspected fraud, affecting the University’s financial statements communicated by employees, former employees, analysts, regulators, or others.
19. We have reviewed and approved all journal entries recommended by the auditors during the audit.
20. We believe that the effects of unadjusted misstatements are immaterial, both individually and in the aggregate, to the financial statements taken as a whole.
Existence, Completeness and Valuation of Specific Financial Statement Balances
21. All assets, wherever located, to which the University had satisfactory title at the year end, have been fairly stated and recorded in the financial statements. There are no liens or encumbrances on the organization's assets.
22. All financial instruments have been appropriately recognized and measured in accordance with Canadian accounting standards for not-for-profit organizations. Significant assumptions used in arriving at fair value of financial instruments are reasonable and appropriate in the circumstances.
23. Where the value of any asset has been impaired, an appropriate provision has been made in the financial statements or has otherwise been disclosed to you.
General Representations
24. The nature of all material uncertainties have been appropriately measured and disclosed in the financial statements, including all estimates where it is reasonably possible that the estimate will change in the near term and the effect of the change could be material to the financial statements.
25. We have provided you with significant assumptions that in our opinion are reasonable and
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appropriately reflect our intent and ability to carry out specific courses of action on behalf of the entity when relevant to the use of fair value measurements or disclosures in the financial statements.
26. There were no direct or contingent liabilities (including those associated with guarantees or indemnification provisions), unusual contractual obligations nor any substantial commitments, whether oral or written, other than in the ordinary course of business, which would materially affect the financial statements or financial position of the organization, except as disclosed in the financial statements.
27. We have informed you of all outstanding and possible claims, whether or not they have been discussed with legal counsel. When applicable, these claims have been appropriately disclosed in the financial statements.
28. We confirm that there are no derivatives or off-balance sheet financial instruments held at year end that have not been properly recorded or disclosed in the financial statements.
29. We have disclosed to you all significant customers and/or suppliers of the organization who individually represent a significant volume of business with the organization. We are of the opinion that the volume of business (sales, services, purchases, borrowing and lending) done by the organization with any one party is not of sufficient magnitude that discontinuance would have a material negative effect on the ongoing operations of the organization.
30. There have been no plans or intentions that may materially affect the carrying value or classification of assets and liabilities.
31. No significant matters, other than those disclosed in the financial statements, have arisen that would require a restatement of the comparative financial statements.
Yours truly,
Signature Position
Signature Position
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APPENDIX D Unadjusted Difference
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SUMMARY OF UNADJUSTED DIFFERENCE
We noted one unadjusted difference in the course of our audit, as follows:
The University expensed $100,895 of computer equipment based on adherence to their internal policy of not capitalizing items that are individually below $5,000. These expensed items have a useful life greater than one year, which should have resulted in capitalization. The University’s accounting policy for computer equipment, as disclosed in Note 2 of the Financial Statements, is to amortize them over 3 years. When factoring in the difference between the amounts expensed and the amortization expense that would have been recorded were the amounts capitalized, the net impact of this error on the Financial Statements is an understatement of assets and an understatement of income of $71,707. Although this amount is not material to the University’s Financial Statements, it is larger than the amount that we consider to be trivial.
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FINANCIAL STATEMENTS
University of Guelph-Humber
March 31, 2017
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TABLE OF CONTENTS
For the year ended March 31, 2017
Financial Statements
Independent Auditor’s Report
Statement 1 Statement of Financial Position Statement 2 Statement of Operations Statement 3 Statement of Changes in Net Assets Statement 4 Statement of Cash Flows
Notes to Financial Statements
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March 31, 2017 March 31, 2016
ASSETS Current assets Due from The Humber College Institute of Technology $ 29,295,745 $ 28,395,571 and Advanced Learning (note 3(a)) Grants receivable (note 3(b)) 4,669,857 4,279,363 Prepaid expenses 1,947,252 1,762,649 Total current assets 35,912,854 34,437,583 CAPITAL ASSETS (note 4) 1,265,561 1,068,439 TOTAL ASSETS $ 37,178,415 $ 35,506,022
LIABILITIES Current liabilities Accounts payable and accrued liabilities $ 1,330,872 $ 1,177,349 Deferred revenue 4,000,381 3,754,766 Due to University of Guelph (note 3(a)) 4,588,548 4,525,175 TOTAL LIABILITIES 9,919,801 9,457,290
NET ASSETS Unrestricted 24,193,053 23,180,293 Internally restricted (note 6) 1,800,000 1,800,000 Invested in capital assets (note 5) 1,265,561 1,068,439 TOTAL NET ASSETS 27,258,614 26,048,732 TOTAL LIABILITIES AND NET ASSETS $ 37,178,415 $ 35,506,022
See accompanying notes to the financial statements
On behalf of the Joint Venture:
______Franco J. Vaccarino Chris Whitaker President &Vice-Chancellor President & CEO University of Guelph Humber College ITAL
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March 31, 2017 March 31, 2016
REVENUE Government grants $ 33,908,314 $ 32,040,973 Tuition and other fees 34,566,601 31,857,127 Other 50,226 33,427 TOTAL REVENUE 68,525,141 63,931,527
EXPENSES (note 3(c)) Salaries and benefits 9,449,894 8,516,511 Contract services 19,705,546 18,464,400 Maintenance, utilities and municipal taxes 1,353,993 836,660 Advertising and marketing 763,166 821,671 Supplies, equipment and other expenses 7,572,496 7,423,679 Information technology, software and licences 117,307 104,653 Student assistance 4,963,991 4,424,515 Amortization of capital assets 208,573 215,946 TOTAL EXPENSES 44,134,966 40,808,035 EXCESS OF REVENUE OVER EXPENSES FOR THE YEAR $ 24,390,175 $ 23,123,492
See accompanying notes to the financial statements
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March 31, 2017 Internally Invested in Restricted Capital assets Unrestricted (note 6) (note 5) Total
Balance, beginning of year $ 23,180,293 $ 1,800,000 $ 1,068,439 $ 26,048,732 Excess of revenue over expenses for the year 24,390,175 - - 24,390,175 Distribution of unrestricted assets to venturers (23,180,293) - - (23,180,293) Net change in invested in capital assets (note 5) (197,122) - 197,122 - Balance, end of year $ 24,193,053 $ 1,800,000 $ 1,265,561 $ 27,258,614
March 31, 2016 Internally Invested in Restricted Capital assets Unrestricted (note 6) (note 5) Total
Balance, beginning of year $ 20,063,010 $ 1,800,000 $ 1,125,240 $ 22,988,250 Excess of revenue over expenses for the year 23,123,492 - - 23,123,492 Distribution of unrestricted assets to venturers (20,063,010) - - (20,063,010) Net change in invested in capital assets (note 5) 56,801 - (56,801) - Balance, end of year $ 23,180,293 $ 1,800,000 $ 1,068,439 $ 26,048,732
See accompanying notes to the financial statements
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For the years ended March 31, 2017 March 31, 2016
NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES
OPERATING Excess of revenue over expenses for the year $ 24,390,175 $ 23,123,492 Non-cash items: Amortization of capital assets (note 5) 208,573 215,946 24,598,748 23,339,438 Net change in non-cash working capital items (note 7) (1,012,760) (3,117,283) Cash provided by operating activities 23,585,988 20,222,155
INVESTING Purchase of capital assets (note 5) (405,695) (159,145) Cash used in investing activities (405,695) (159,145)
FINANCING Distribution of unrestricted assets to venturers (23,180,293) (20,063,010) Cash used in financing activities (23,180,293) (20,063,010)
Net change in cash during the year and cash, end of year $ - $ -
See accompanying notes to the financial statements
Audited Financial Statements - Page 176 of 201 University of Guelph-Humber as University of Guelph-Humber NOTES TO FINANCIAL STATEMENTS For the year ended March 31, 2017
1. DESCRIPTION OF THE ORGANIZATION
With the approval of the Ontario Ministry of Advanced Education and Skills Development (the “Ministry”), the University of Guelph (“Guelph”) and The Humber College Institute of Technology and Advanced Learning (“Humber”) entered into a Memorandum of Understanding dated June 10, 1999, to develop and deliver joint programming as the University of Guelph-Humber, an unincorporated joint venture (the “Joint Venture”). The first classes commenced September, 2002.
The Joint Venture undertakes to:
Serve the needs of students who intend to enter the workforce upon graduation by providing unique educational experiences, resulting in well-educated and trained individuals. Improve accessibility to quality post-secondary education by making relevant education more affordable to non-residential students. Expand programmatic and vocational learning opportunities for students by providing students in the Greater Toronto Area with increased accessibility to programs at the University of Guelph. Create a unique partnership between Humber and Guelph in first class facilities on the Humber campus. Unite the strength of theoretical and applied studies. Focus on learning outcomes relevant to societal demands. Develop diploma/degree programs that will be delivered in a compressed format to reduce the overall time commitment for undergraduate students in the combined diploma/degree programs. Use joint admission standards to attract and admit students demonstrating a capacity for high academic achievement. Outline the processes that will be used to monitor and review progress and the high quality of the programs.
As per the agreement between the two institutions, the Joint Venture is managed by the following committees, namely: Executive Committee and Academic Planning and Finance Committee. The role of the Academic Planning and Finance Committee is to advise the Executive Committee on capital and operating budgets, tuition, ancillary fees and reserve accounts.
The Joint Venture is not taxed as the venturers are responsible for income taxes. The venturers are not- for-profit organizations and are exempt from income taxes.
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The financial statements of the Joint Venture have been prepared in accordance with Canadian accounting standards for not-for-profit organizations (“ASNPO”). The significant accounting policies are as follows:
Audited Financial Statements - Page 177 of 201 University of Guelph-Humber as University of Guelph-Humber NOTES TO FINANCIAL STATEMENTS For the year ended March 31, 2017
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued)
Capital Assets
Purchased capital assets are recorded at cost while contributed capital assets are recorded at their fair value at the date of contribution. Capital assets are amortized on a straight-line basis over their useful lives, which have been estimated to be as follows:
Furniture and equipment 5 to 10 years Computer equipment 3 years Leasehold improvements 5 years
Revenue Recognition
The Joint Venture follows the deferral method of accounting for contributions. Government grants are recorded as revenue when the programs are delivered. Student tuition fees are recorded rateably over the term to which the tuition fees revenue applies.
Pension Benefit Plans and Employee Future Benefits
The human resources of the Joint Venture are the employees of either Guelph or Humber. Liabilities with respect to pension benefit plans and employee future benefits vest with the employer and, as such, are not reflected in these financial statements.
Financial Instruments
Financial instruments are recorded at fair value when acquired or issued. In subsequent periods, financial instruments are reported at cost or amortized cost less impairment, if applicable. Financial assets are tested for impairment when changes in circumstances indicate the asset could be impaired. Transaction costs on the acquisition, sale or issue of financial instruments are charged to the financial instrument for those measured at amortized cost.
It is management’s opinion that the Joint Venture is not exposed to significant credit, interest or foreign currency risks from its financial instruments.
Use of Estimates
The preparation of financial statements in conformity with Canadian accounting standards for not-for- profit organizations requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent liabilities at the date of the financial statements and the reported amounts of revenue and expenses during the reporting period. Due to inherent uncertainty involved in making such estimates, actual results could differ from those estimates.
Audited Financial Statements - Page 178 of 201 University of Guelph-Humber as University of Guelph-Humber NOTES TO FINANCIAL STATEMENTS For the year ended March 31, 2017
3. RELATED PARTY TRANSACTIONS AND ECONOMIC DEPENDENCE
As described in Note 1, Guelph and Humber are separate organizations from the Joint Venture in which each entity is responsible for various ongoing financial arrangements. The transactions amongst the entities include the expenses incurred or funding received for the purposes of the Joint Venture.
(a) The amounts due from Humber and due to Guelph are unsecured, non-interest bearing and due on demand.
(b) Grants receivable represent amounts due from the Ministry, which will be collected by Guelph on behalf of the Joint Venture.
(c) During the year, fees totalling $23,698,469 (2016 - $22,584,563) were paid to Guelph (2017 - $11,392,529; 2016 - $10,718,940) and Humber (2017 - $12,305,940; 2016 - $11,865,623) for services provided at agreed upon exchange amounts.
(d) The building, which houses the activities of the Joint Venture, is the property of Humber and does not form part of the assets of the Joint Venture.
4. CAPITAL ASSETS 2017 Accumulated Net Book Cost Amortization Value Furniture and equipment $ 5,198,334 $ 4,712,582 $ 485,752 Computer equipment 2,428,734 2,350,048 78,686 Leasehold improvements 1,274,768 573,645 701,123 $ 8,901,836 $ 7,636,275 $ 1,265,561
2016 Accumulated Net Book Cost Amortization Value Furniture and equipment $ 4,864,653 $ 4,597,070 $ 267,583 Computer equipment 2,356,720 2,320,726 35,994 Leasehold improvements 1,274,768 509,906 764,862 $ 8,496,141 $ 7,427,702 $ 1,068,439
5. INVESTED IN CAPITAL ASSETS
The change in invested in capital assets is calculated as follows:
2017 2016 Amortization of capital assets $ (208,573) $ (215,946) Purchase of capital assets 405,695 159,145 Total change in invested in capital assets $ 197,122 $ (56,801)
Audited Financial Statements - Page 179 of 201 University of Guelph-Humber as University of Guelph-Humber NOTES TO FINANCIAL STATEMENTS For the year ended March 31, 2017
6. INTERNALLY RESTRICTED NET ASSETS
The Joint Venture, by resolution of the Academic Planning and Finance Committee, internally restricts amounts from net assets as follows:
2017 2016 Operating contingency $ 1,000,000 $ 1,000,000 Facility-related contingency 800,000 800,000 Total internally restricted net assets $ 1,800,000 $ 1,800,000
7. STATEMENT OF CASH FLOWS
The net change in non-cash working capital balances related to operations consists of the following:
2017 2016 Due from The Humber Institute of Technology $ (900,174) $ (6,794,195) and Advanced Learning Grants receivable (390,494) (383,892) Prepaid expenses (184,603) (13,313) Accounts payable and accrued liabilities 153,523 152,301 Deferred revenue 245,615 414,123 Due to University of Guelph 63,373 3,507,693 Net change, non-cash working capital $ (1,012,760) $ (3,117,283)
8. COMPARATIVE FINANCIAL STATEMENTS
The comparative financial statements have been reclassified from statements previously presented to conform to the presentation of the 2017 financial statements.
Audited Financial Statements - Page 180 of 201 University of Guelph-Humber as
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Gen Gauthier-Chalifour, Associate University Secretary
Subject: 7. Audit & Risk Committee Report
Meeting: Friday, June 9, 2017
c) Annual Report on Enterprise Risk Management
At its meeting May 23, 2017 the Audit and Risk Committee received its annual report on University Risk Management, provided by the Vice-President (Finance, Administration and Risk).
The memorandum provided to the Committee as part of the annual report is provided in the online Supporting Materials folder. Further refinement of this work will be continuing over the summer and is expected to come forward to the Board at its meeting in October 2017.
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Annual Report on Enterprise Page 181 of 201 Risk Management
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Annual Report on Enterprise Page 182 of 201 Risk Management
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Kate Revington, University Secretary
Subject: 8. Governance & Human Resources Committee Report
Meeting: Friday, June 9, 2017
a) Report from Committee Chair
The following is provided for the information of Governors. At its meeting on May 17, 2017, the Governance & HR Committee: • Approved a motion to direct the Secretariat to undertake a fall by-election to fill the vacant student seat on the Board of Governors; • Received updates to the Signing Authority Register (see item 8.b); • Approved the membership for the ad hoc Committee on the Special Action Request (CSAR) (see item 6.e in the Finance Committee Report) • Received an update on the 2017 Canadian Universities Board Association (CUBA) conference (see item 8.c); and • Was asked to review its Terms of Reference and submit any comments or suggestions to the University Secretariat. Under the Closed Session agenda, the Governance & Human Resources Committee will report on matters related to: • The President’s annual performance review (see item C.3.a); • Updates on Labour Negotiations (see item C.3.b); • Updates on Senior Executive Searches underway or pending (see item C.3.d); • Updates on the status of government discussions regarding the development of a Senior Executive Compensation Framework (see item C.3.c); • Recommendations for appointments to the Board of Governors, and the Pensions Committee (see item C.3.f); • Recommendations for Committee assignments for 2017-18 (see item C.3.f); • Recommendations for appointments to the Board of Trustees for Art Gallery of Guelph (see item C. 3.g); and • The Board Evaluation: 2017 Survey Results (see item C. 3.h).
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Report from Committee Chair Page 183 of 201
The current membership of the Governance & Human Resources Committee is as follows:
Wendy Millar, Chair Peter MacGowan Nancy Brown Andison Kevin Golding, Board Chair Nancy Croitoru Franco Vaccarino, President Paul Gibson
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Report from Committee Chair Page 184 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Kate Revington, University Secretary
Subject: 8. Governance & Human Resources Committee Report
Meeting: Friday, June 9, 2017
b) Amendments to the Signing Authority Register [Motion]
The purpose of the Signing Authority Register, a companion to the Signing Authority Policy, is to list the signing authority provided to authorized academic and administrative positions. The signing authority is limited by either dollar amount or by categories of contract based on areas of responsibility.
Enclosed is a memo from Ms. Mary Murphy, University Legal Counsel, regarding updates required to the Signing Authority Register for this year. Such updates are required periodically based on changes to administrative positions or operational requirements. The changes presented today for approval align with the provisions of the current Signing Policy (posted in the Supporting Materials folder for reference).
As has been previously discussed over the year, the current Signing Authority Policy is based on the current Board bylaws. It is proposed that a review of Board governance, including a review of the bylaws, be undertaken over the 2017-18 session, and following on that review, it is anticipated that revisions to the Signing Policy will be required.
The proposed amendments to the Signing Authority Register are enclosed, with changes indicated in pink. The Governance & HR Committee has reviewed the amendments and is satisfied that they conform with the policy.
The Board of Governors is asked to, RESOLVE, that the Board of Governors approve the proposed amendments to the Signing Authority Register, as presented.
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Amendments to the Signing Page 185 of 201 Authority Register [Motion] Page 186 of 201
Memo OFFICE OF LEGAL COUNSEL
To: Governance & Human Resources Committee
From: Mary Murphy, University Legal Counsel
Date: May 9, 2017
Re: Updates to Signing Authority Register
According to the University of Guelph Act, the Board of Governors is provided with authority to carry on the government, conduct, management and control of the University’s business affairs. The Board, through its By-Law #1, has identified those with general signing authority on behalf of the University. Historically, additional limited signing authority was provided to a select number of other administrative positions mostly at the AVP level in the areas of finance, investment, human and physical resources.
At the meeting on June 2013, the Board of Governors approved a revised Signing Authority Policy and Register. The purpose of the revisions was to expand the limited signing authority to identified academic and administrative positions. Such signing authority was limited either by dollar amount or by categories of contract based on the areas of responsibility.
Since 2013, updates to the Signing Authority Register have been submitted from time to time based on changes in position or operational requirements. The suggested updates being submitted to the Governance & HR Committee by way of this memo, are made on a similar basis and highlighted in pink.
{G0039667.2}
Amendments to the Signing Page 187 of 201 Authority Register [Motion] Page 188 of 201 Authority Register [Motion] Amendments to the Signing
SIGNING AUTHORITY REGISTER INDEX
The Signing Authority Registry is to be used in conjunction with the Signing Authority Policy and is intended to identify authorized signatories IN ADDITION to those Officers identified under the Board of Governors’ Bylaw No.1. The Signing Authority Registry does not alter the general signing authority of the Officers of the University.
SECTIONS PAGE 1. Academic Affiliation Agreements 2-3 2. Sponsorship & Commercial Activities 4 3. Construction, Maintenance & Physical Plant Utility Agreements 4 4. Facilities & Land Agreements 4-5 5. Financial Services Agreements 5 6. Gift & Affinity Agreements 5 7. Human Resources 6 8. Legal Settlements 6-7 9. Purchase of Materials & Services 6-7 10. Regional Campuses, University of Guelph-Humber 7 Page 189 of 201 11. Research-Related Agreements 8 12. Service Agreements – Non-Research 9 13. Approved Unit Budgets 9 14. Government Permits 10
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TYPE OF AGREEMENT DOLLAR THRESHOLD AUTHORIZED SIGNATORIES RELATED POLICY (limitation by dollar amount, if UNLESS OTHERWISE INDICATED, EACH AGREEMENT MUST HAVE noted) TWO SIGNATORIES. Unless otherwise identified in the alternative (“either of: a or b”), each position named can act as a signatory for the specific class of agreement. 1. ACADEMIC AFFILIATION AGREEMENTS a) General affiliation agreements with Agreement requiring one (1) signature only other universities and academic AVP (Academic) institutions regarding international AVP (Research Services) exchanges and educational Dean cooperation agreements and which are intended to be ceremonial in nature and either: i) no financial or other resources are committed on behalf of the University; or ii) where specific financial resources are required and have been pre- approved by the University b) Affiliation agreements with other - EITHER OF: universities and academic institution AVP (Academic) including international exchanges, AVP (Institutional Analysis and Research) study abroad programs, educational University Registrar cooperation agreements, dual degree
programs, transfers of academic credit Vice–Provost, University of Guelph-Humber** c) Affiliation agreements with third AVP (Academic) * parties to provide primarily student Dean* placements as part of an approved Vice–Provost, University of Guelph-Humber** Page 190 of 201 component of an academic program such as internships
{AQ23W00~.2} REVISED MAY 9, 2017 *for agreements within his/her unit/area of responsibility **for agreements pertaining to the University of Guelph-Humber ***for permits within his/her unit/area of responsibility Authority Register [Motion] Amendments to the Signing 3
TYPE OF AGREEMENT DOLLAR THRESHOLD AUTHORIZED SIGNATORIES RELATED POLICY (limitation by dollar amount, if UNLESS OTHERWISE INDICATED, EACH AGREEMENT MUST HAVE noted) TWO SIGNATORIES. Unless otherwise identified in the alternative (“either of: a or b”), each position named can act as a signatory for the specific class of agreement. c.1 Routine administrative agreements Placement coordinator or person otherwise designated by related to student placements which the academic unit which is responsible for the placement are subject to a signed agreement under section (c) (i.e. Ministry forms for insurance purposes, criminal checks etc.) d) Affiliation agreements with third AVP (Student Affairs) parties to provide primarily student experiential opportunities such as service learning, volunteer service Up to $100,000 Director of Student Life
e) Affiliation agreements with 3rd EITHER OF: parties such as government or other University Registrar* or educational institutions regarding registrarial matters: AVP (Institutional Analysis & Research)* - international student recruitment and student financial aid - government reporting and institutional research and planning 2. SPONSORSHIPS & COMMERCIAL ACTIVITIES Agreements for sponsorships or for Up to $100,000 EITHER On-Campus Advertising commercial activities AVP* or Promotion, Sales and Director, Athletics Solicitations
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TYPE OF AGREEMENT DOLLAR THRESHOLD AUTHORIZED SIGNATORIES RELATED POLICY (limitation by dollar amount, if UNLESS OTHERWISE INDICATED, EACH AGREEMENT MUST HAVE noted) TWO SIGNATORIES. Unless otherwise identified in the alternative (“either of: a or b”), each position named can act as a signatory for the specific class of agreement. 3. CONSTRUCTION, MAINTENANCE & PHYSICAL PLANT UTILITY AGREEMENTS Capital Projects Up to $1m AVP (Physical Resources) Authorization of Funds for Projects, Minor Up to $500,000 Director, Finance and Administration (Physical Resources) Alterations/Renovations and Similar Work (PR 1.2.10)
Agreements relating to the supply of Up to $1 million AVP (Physical Resources) Utilities to the University Up to $500,000 Director, Finance and Administration (Physical Resources) 4. FACILITIES & LAND AGREEMENTS (these agreements must be signed by two (2) authorized signatories, one (1) being the VP (Administration) or designate Agreements relating to long-term use Agreement is for more than AVP* of University facilities (excluding land) 3 years or annual value of by 3rd parties lease is greater than $50,000 Agreement is for 3 years (or EITHER OF: less) or annual value of AVP* lease is up to $50,000 Director, Real Estate Division or designate*, Director, Research Facilities Management and OMAFRA-U of G Agreement* Director, University Centre* Managing Director, Research Operations* Agreements relating to long-term use Director, Real Estate Division of University land incl. easements,
Page 192 of 201 leases and licenses for non-academic purposes. Agreements for University to use, Agreement is for less EITHER OF: lease or license land or facilities than 3 years or annual AVP (Academic), if purpose is academic in nature or belonging to a 3rd party value of lease is up to Director, Real Estate Division, if purpose is non-academic in $50,000 nature
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TYPE OF AGREEMENT DOLLAR THRESHOLD AUTHORIZED SIGNATORIES RELATED POLICY (limitation by dollar amount, if UNLESS OTHERWISE INDICATED, EACH AGREEMENT MUST HAVE noted) TWO SIGNATORIES. Unless otherwise identified in the alternative (“either of: a or b”), each position named can act as a signatory for the specific class of agreement. AVP (Research), if purpose is research in nature Agreements relating to the use of AVP, Communications & Public Affairs University facilities or lands for filming or related purposes 5. FINANCIAL SERVICES AGREEMENTS Administrative agreements related to EITHER: Officers, Signing Officers, purchase, transfer, exchange or Director, Investments, Pension & Endowments* Signing Authorities Execution otherwise dispose of securities and Director, Treasury Operations* of Documents, and Further investments; routine banking matters Delegation – General - GE 1.0 including the deposit with or transfer to the credit of the University's account only Agreements related to employee AVP (Human Resources) group benefits 6. GIFT & AFFINITY AGREEMENTS Agreements related to charitable gifts Up to $1 million EITHER OF: Gift Acceptance Policy – of cash or in kind including AVP (Alumni Advancement) or Board of Governors marketable securities (not real estate) AVP (Major Gifts) or Chief Operating Officer (Advancement) Acceptance of Gifts of Marketable Securities Policy – Agreements for Gift-in-Kind (Library) If the estimated appraisal ANY OF: Treasury Policy – Fl 21.0 value is: Head, Archives & Special Collections - $50,000 or less Associate Chief Librarian Chief Librarian
Page 193 of 201 - $1,000,000 or less EITHER OF: Associate Chief Librarian Chief Librarian
-greater than $1,000,000 Chief Librarian
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TYPE OF AGREEMENT DOLLAR THRESHOLD AUTHORIZED SIGNATORIES RELATED POLICY (limitation by dollar amount, if UNLESS OTHERWISE INDICATED, EACH AGREEMENT MUST HAVE noted) TWO SIGNATORIES. Unless otherwise identified in the alternative (“either of: a or b”), each position named can act as a signatory for the specific class of agreement. Agreements related to non-charitable See: Sponsorship and Commercial Agreements gifts 7. HUMAN RESOURCES Collective Agreements, Memoranda of EITHER: Agreement with non-unionized AVP (Human Resources) or employees (e.g. exempt group, PSA) Director, Staff Relations or Senior Consultant Staff Relations Collective Agreements, Memoranda of AVP (Faculty and Academic Staff Relations) Agreement with UGFA Collective Agreements, Memoranda of EITHER: Agreement with unionized employee AVP (Human Resources) or groups excluding UGFA Director, Staff Relations or Senior Consultant Staff Relations Settlement documents, agreements, AVP (Faculty and Academic Staff Relations)* releases etc. relating to grievances and EITHER: arbitrations under collective AVP (Human Resources) or agreements Director, Staff Relations or Senior Consultant Staff Relations* 8. LEGAL SETTLEMENTS Settlement documents, agreements, Documents requiring one (1) signature only releases relating to legal matters University Legal Counsel 9. PURCHASE OF MATERIAL & SERVICES Agreements relating to the acquisition Up to $1 million Manager, Purchasing Services Purchasing Policy- Fl 18.0 of goods and services including Up to $500,000 Assistant Manager, Purchasing Services
Page 194 of 201 service, licensing and maintenance Up to $100,000 Chair of ordering department (or designate) agreements/warranties excluding those obtained through Physical Resources
Up to $1 million AVP (Physical Resources)
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TYPE OF AGREEMENT DOLLAR THRESHOLD AUTHORIZED SIGNATORIES RELATED POLICY (limitation by dollar amount, if UNLESS OTHERWISE INDICATED, EACH AGREEMENT MUST HAVE noted) TWO SIGNATORIES. Unless otherwise identified in the alternative (“either of: a or b”), each position named can act as a signatory for the specific class of agreement. Agreements relating to the acquisition of goods and services including Up to $500,000 Design, Engineering and Construction Manager service, licensing and maintenance agreements/warranties obtained Up to $100,000 Design, Engineering and Construction Project Manager through Physical Resources
Up to $25,000 Director (Physical Resources)
Agreements relating to the acquisition Chief Information Officer or designate of academic materials, journals, etc. Agreements relating to the acquisition Director, Hospitality Services or designate of goods and services including Up to $25,000 Director, University Centre Engagement of consulting and broker AVP (Human Resources) services for benefits, wage and salary administration 10. REGIONAL CAMPUSES & UNIVERSITY OF GUELPH-HUMBER Regional Campus: Ridgetown - Up to $100,000 Director, University of Guelph – Ridgetown Campus Agreements renewed on a regular basis with government (i.e. Liquor License) or agreements (based on approved templates) - agreements with non-governmental Up to $25,000 Director, University of Guelph – Ridgetown Campus third parties University of Guelph- Humber: any Vice-Provost, University of Guelph-Humber agreement on behalf of the University
Page 195 of 201 as it pertains to academic matters 11. RESEARCH-RELATED AGREEMENTS Licensing agreements (and documents Up to $1 million AVP (Research Services) associated with licenses that have a financial impact), Material Transfer Up to $500,000 ANY OF:
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TYPE OF AGREEMENT DOLLAR THRESHOLD AUTHORIZED SIGNATORIES RELATED POLICY (limitation by dollar amount, if UNLESS OTHERWISE INDICATED, EACH AGREEMENT MUST HAVE noted) TWO SIGNATORIES. Unless otherwise identified in the alternative (“either of: a or b”), each position named can act as a signatory for the specific class of agreement. agreements and Power of Attorney Executive Director, Research Innovation and Knowledge (and related documents) Mobilization Associate Director, Catalyst Centre Research funding applications and Agreement requiring one (1) signature only proposals AVP (Research Services) Managing Director of Research Operations Research Awards, agreements or Up to $1 million AVP (Research Services) or delegate grants, research affiliation or collaboration agreements, network Up to $500,000 ANY OF: participation agreements with 3rd Manager, Research Financial Services parties such as incorporated research Managing Director, Research Operations centres, governments, academic institutions (excluding those under the OMAFRA Agreement (April1, 2008- March 31, 2018
Research affiliation or collaboration Up to $1 million AVP Research (Strategic Partnerships) agreements pursuant to the OMAFRA Agreement (April1, 2008-March 31, Up to $500,000 Director, Research Facilities Management & OMAFRA-U of G 2018) Agreement Research funded acquisitions See: Purchase of Materials and Services Research Service Agreements where Up to $1 million AVP (Research Services) University’s research centres or units provide analytical testing or other Up to $500,000 Manager, Research Financial Services services Managing Director, Research Operations
Page 196 of 201 Assignments, non-financial documents Agreement requiring one (1) signature only related to licenses, and declarations Executive Director, Research Innovation and Knowledge and patent assignments such as Mobilization amendments and acknowledgements Director, Research Facilities Management and OMAFRA-U of G Agreement*
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TYPE OF AGREEMENT DOLLAR THRESHOLD AUTHORIZED SIGNATORIES RELATED POLICY (limitation by dollar amount, if UNLESS OTHERWISE INDICATED, EACH AGREEMENT MUST HAVE noted) TWO SIGNATORIES. Unless otherwise identified in the alternative (“either of: a or b”), each position named can act as a signatory for the specific class of agreement. Non-Disclosure Agreement (NDA) Executive Director, Research Innovation and Knowledge Mobilization OR Designate 12. SERVICE AGREEMENTS – NON-RESEARCH Service Agreements where Agreement requiring one (1) signature only University’s research centres or units AVP (Strategic Partnerships) provide a professional, administrative, technical or educational service, program or product to a 3rd party (and not covered by any other policy) Centre for Open Learning and Up to $250,000 Agreement requiring one (1) signature only Educational Support Director, Centre for Open Learning and Educational Support
Centre for Business and Student Up to $50,000 Dean Enterprise Director, Centre for Business and Student Enterprise All others EITHER OF: AVP* Chief Information Officer* Chief Operating Officer (Advancement)* Up to $50,000 EITHER OF: Dean* Chair*
Up to $30,000 Director, Equine Guelph*
Page 197 of 201 13. APPROVED UNIT BUDGETS Contracts which are entered into in Unit head (Dean, Chair or Department Heads, Director) Delegation of Authority for accordance with the Annual Budget Unit authorized delegate Commitment of University submissions as approved Unit Budgets Funds Upon Budget
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TYPE OF AGREEMENT DOLLAR THRESHOLD AUTHORIZED SIGNATORIES RELATED POLICY (limitation by dollar amount, if UNLESS OTHERWISE INDICATED, EACH AGREEMENT MUST HAVE noted) TWO SIGNATORIES. Unless otherwise identified in the alternative (“either of: a or b”), each position named can act as a signatory for the specific class of agreement. Allocation – General Policy - GE 5.0
14. GOVERNMENT PERMITS
Government permits (i.e. liquor Agreement requiring one (1) signature only licenses, building and demolition Director of the unit/area with responsibility Permits, federal licenses, provincial ministry permits)
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UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Kate Revington, University Secretary
Subject: 8. Governance & Human Resources Committee
Meeting: Friday, June 9, 2017
c) Report on Annual Conference: Canadian University Board Association (CUBA)
The Canadian University Board Association (CUBA) is comprised of the Board Chairs, Board Vice-Chairs, and Board Secretaries of those Canadian postsecondary institutions that are also members of Universities Canada. The primary objective of the association is to improve the governance of Canadian universities. An annual conference is organized each year, open to Board Chairs, Vice Chairs, and Secretariat staff from across Canada, including the francophone universities. Previous conferences have been held in Halifax, Montreal, Toronto, Saskatoon, and Calgary.
The University of Guelph hosted this year’s annual CUBA conference on May 4, 5 and 6th, and selected the theme “Because It’s 2017: Cultivating Diversity and Inclusion in University Governance”. The pre-conference session for University Secretariat staff only was organized by the University of Victoria, hosts of next year’s conference.
The main conference program featured: a key note address on the themes of diversity and inclusion from Professor Lawrence Hill, author and faculty member in the College of Arts; an address by National Chief of the Aboriginal First Nations Perry Bellegarde, who spoke on “Universities and the Truth and Reconciliation Recommendations”; and Universities Canada President Paul Davidson on “Canada’s Universities@150”. His Excellency the Governor General of Canada the Honourable David Johnston provided videotaped greetings to delegates, who were also welcomed to the City of Guelph by Mayor Cam Guthrie at an opening reception at Guelph City Hall. As well, other speakers included Dr. Charlotte Yates who spoke on “Planning Into Action: Practical Planning to Increase Diversity On Campus”, and President Franco Vaccarino who spoke along with Dr. Julie Cafley, of the Public Policy Forum, on the importance of university presidential transitions. The conference banquet was held at Creelman Hall, and featured a menu of University of Guelph related foods.
Comments on the conference were extremely positive from both participants and speakers.
The detailed agenda is posted in the on-line Supporting Materials folder for reference.
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Report on Annual Conference: Page 199 of 201 Canadian University Boards Page 200 of 201
UNIVERSITY SECRETARIAT
To: Members, Board of Governors
From: Kate Revington, University Secretary
Subject: 9. Move to Closed Session
Meeting: Friday, June 9, 2017
a) Moved to Closed Session
The Board of Governors is asked to, RESOLVE, that the Board of Governors move into Closed Session and that Daniel Atlin, Gen Gauthier-Chalifour, Malcolm Campbell, Hilary Jarvis, Ben Doadt, Don O’Leary, Monique Poirier, Charlotte Yates and Jackie Gillis be invited to remain for the Closed Session of the meeting.
N:\BOG\BOG Meetings\2016-2017 Meetings\Meeting Packages\5. June 9, 2017\OPEN SESSION\Cover Memos\item 9a - Move to Closed Session.docx
Moved to Closed Session Page 201 of 201