Agenda MEETING OF THE SENATE April 30, 2013, 2:30 pm 202 Robert Sutherland Hall Page I Opening Session . 1. Adoption of Agenda . That Senate suspend rule 7 of the Rules of Procedure for the Senate to provide for a presentation and consultation on the Campus Master Plan and the Library and Archives Master Plan to immediately precede Motions (other than from Committees); That Senate extend the maximum duration for the meeting to three hours (5:30 pm); and That Senate adopt the agenda as circulated. 2. Adoption of the minutes of the previous meeting . 13 - 25 a. Minutes of March 19, 2013 That Senate adopt the minutes of March 19, 2013 as circulated. 3. Principal's Report . 26 - 28 a. Principal's Written Report to Senate [Information] [5 min] . 4. Provost's Report . 29 - 30 a. Provost's Written Report to Senate [Information] [5 min] . II Committee Motions and Reports . 31 - 37 1. Five-year Renewal: SNOLAB (SARC) [Action] [3 min] That Senate approve the renewal of the SNOLAB Institute for an additional period of five years, effective April 2, Queen's University at Kingston Agenda 2013, subject to ratification by the Board of Trustees. 38 - 47 2. Committee Restructuring (SORC) (for discussion) [Notice of Motion] [10 min] Motion 1: That Senate establish the Senate Governance and Nominating Committee effective September 1, 2013 and that the Senate Operations Review Committee and the Senate Nominating Committee be dissolved effective August 31, 2013. Motion 2: That the Senate Agenda Committee be retitled the Senate Agenda and Summer Advisory Committee and that the committee mandate be revised as recommended effective September 1, 2013. Motion 3: That the Senate Information Technology Committee be placed on hiatus for one year (2013/2014) pending a review of the recommendations contained in the committee report attached as Appendix A and that Senate recommend to the Chief Information Officer that a Faculty Advisory Committee within the Information Technology Services administrative committee structure be established. Motion 4: That the Senate Committee on Creative Arts and Public Lectures Committee be dissolved effective August 31, 2013. 48 - 61 3. Queen's University Planning Committee Restructuring [Notice of Motion] [10 min] (SORC) (for discussion) That the terms of reference for the Queen’s University Planning Committee, as adopted by Senate on March 25, 2010, be revised in accordance with Appendix “B”; and, That the Senate Budget Advisory Committee be retired. 62 - 64 4. Committee Composition (SORC) [Action] [5 min] Motion 1: That Senate approve the revised composition of the Senate Residence Committee effective September 1, 2013. Motion 2: That Senate approve the revised composition of the Senate Non-Academic Discipline Committee effective September 1, 2013. 65 5. Rules of Procedure Amendment (SORC) [Action] [5 min] a) That Senate amend section 14 of the Rules of Procedure to add the following subsection (4) "The original motion, as referred, will normally be placed on the same agenda where the committee report is Queen's University at Kingston Page 2 of 333 Agenda presented, under Motions." b) That Senate add the following sentence to Section 31 of the Rules of Procedure: “Observers to Standing Committees and Special Committees may attend meetings of Subcommittees unless they are expressly excluded by the terms of reference for the subcommittee or special committee.” . 66 - 67 6. Senate Nominating Committee [Action] [5 min] That the persons named in the report be elected to the committees as recommended by the Senate Nominating Committee. 68 - 90 7. Enrolment Report (SCAD) [Action] [15 min] Motion from SCAD That Senate approve the Enrolment Targets 2013-2014 and 2014-2015 as contained in the Strategic Enrolment Management Group Report and, that Senate empower the University Registrar to make any adjustments as are necessary and appropriate to specific program goals and opportunities to ensure that the total projected enrolments for 2013-2014 and 2014-2015 are achieved. Motions regarding Enrolment from Senator Johnson: Motion 1: That the University Senate support the development of a longer-term integrated enrolment plan, to be submitted to it by the Strategic Enrolment Management Group (SEMG), and that this plan address campus space, classroom usage, course offerings, student support resources, new residence space allocation and upper year housing, as well as consider the merits and impact of maintaining 2014/15 enrolment levels and scenarios where overall enrolment is reduced below 2014/15 levels. The Senate requests regular updates on the progress of the SEMG, and that it receive the longer-term strategy before being asked to approve enrolment plans for 2015/16. Motion 2: That the Provost include consideration of a strategy to restore and strengthen the quality of Queen’s academic programs through mechanisms other than enrolment growth. 91 - 97 8. Degree Designation Change: Anatomy and Cell Biology [Action] [5 min] (SCAD) That Senate approve the change in degree designation from Master of Science to Master of Science (Anatomical Queen's University at Kingston Page 3 of 333 Agenda Sciences) effective September 2013. 98 - 9. Temporary Suspension of Admissions (SCAD) 114 [Action] [20 min] Motion from SCAD That Senate approve the Recommended Procedures Concerning the Temporary Suspension of Admissions to Academic Programs. Motions from Senators Morelli, Jones and Bridges regarding the Recommended Procedures: Motion 1: That the word “recommended” be removed throughout, especially from the title, the sub-headings, and line 4 of the preamble. Motion 2: That the following paragraph be inserted as the beginning of the preamble (i.e., before “In considering…”): Senate recognizes that the decision to temporarily suspend admission to academic programs is best made by the relevant Dean(s) in consultation with her/his/their respective Faculty Board(s) (or equivalent(s)) and Senate, and subject to any policies or requirements the affected Faculty or Faculties may have, or may institute, to govern their decision-making process. Therefore Senate delegates its authority pro tempore to the relevant Dean(s) to make final decisions concerning temporary suspensions of admissions to academic programs, subject to the following procedure. Motion 3: That the last two sentences of the preamble be revised as follows: From: Some of the recommended procedures in the decision making process below may not be appropriate in all situations, particularly those involving a privacy issue, sensitive or confidential staffing and/or personnel issues and/or issues related to a Section 13(1) FIPPA exemption. Consequently, it is not intended that the recommendations are to be followed in a prescriptive inflexible manner. To: Some parts of the procedure provided below may not be appropriate in situations requiring confidentiality regarding personnel or staffing or Section 13(1) FIPPA exemption; insofar (and only insofar) as such considerations render a measure provided below inappropriate, that measure shall not apply. In such a case Queen's University at Kingston Page 4 of 333 Agenda the Dean(s) shall clearly indicate that some factors in the decision have been withheld for the sake of confidentiality. Motion 3b. [Should Motion 3 not pass]: That the final sentence of the preamble (“Consequently, it is not intended that the recommendations are to be followed in a prescriptive manner”) be deleted. Motion 4: That the sentence following the preamble, “Before the decision is finalized, it is recommended that the Dean(s):” be revised to read: “In considering a proposal to suspend admissions to an academic Program or Plan, the Dean(s) shall:” and that the forms of the ensuing verbs be revised accordingly, e.g., from “ensures” to “ensure.” Motion 5: That item 2 (on p. 1) be revised as follows: From: Ensures that alternatives to temporarily suspending admissions to the Program/Plan have been explored and explains, to the extent possible, the feasibility (or lack of feasibility) of these alternatives. To: Ensure that alternatives to temporarily suspending admissions to the Program/Plan have been explored and explain to the affected individuals and groups, including Faculty Board(s) or equivalent(s) and Senate, the feasibility (or lack of feasibility) of these alternatives. Motion 6: That item 6 (p. 1) be revised as follows: From: Conveys his/her decision, and when possible, the reasons for it, to: students, staff and faculty most closely affiliated with the Program/Plan; the broader academic community; and the relevant Faculty Board(s) or equivalent. To: Convey his/her/their decision, and the reasons for it, to: students, staff, and faculty most closely affiliated with the Program/Plan; the broader academic community; and the relevant Faculty Board(s) or equivalent(s) and Senate. Motion 7: That “This shall be done prior to the decision coming into effect wherever possible.” be inserted as the last sentence of item 6 (p. 1). Motion 8: that the first paragraph of the “Procedures Following a Decision” (p. 2) be revised as follows: From: Once a decision is made to temporarily suspend admissions, it is imperative that there is a well-articulated plan in place that will ensure that students currently enrolled in the affected Program/Plan will be able to meet Queen's University at Kingston Page 5 of 333 Agenda graduation requirements. Every effort must be made to communicate this plan in a timely fashion to the students, staff, faculty, and academic administrators affected by the