UNIVERSITY OF GUELPH BOARD OF GRADUATE STUDIES Date: Tuesday October 14,2003 Time: 1:30 p.m. to 3:00 p.m. Place: Room 424, University Centre AGENDA 2.1.0 CALL TO ORDER 2.2.0 APPROVAL OF AGENDA 2.3.0 APPROVAL OF THE MINUTES OF THE MEETING HELD September 9,2003 (attached) 3.1 Business Arising from the Minutes (a) Minimum Stipends for Graduate Students (b) Web Site 2.4.0 NEW BUSINESS 4.1 Executive Committee Intellectual Property Policy (documentation attached) 4.2 Admissions and Progress Committee (a) Review of Calendar Policies (b) Language Waivers 4.3 Programs Committee (a) Additions to the Graduate Faculty (documentation attached) (b) Master of Fine Art - Creative Writing (documentation attached) 2.5.0 Reports of the Dean and Associate Dean (a) Report of the Dean - CAGS - Automation of Data Management for OCGS Briefs - Graduate Co-ordinators Workshop (b) Report of the Associate Dean - World of Work Schedule 2.6.0 Correspondence Review of MA Co-op in Economics (for information) 2.7.0 OTHER BUSINESS 2.8.0 ADJOURNMENT Distribution: I. Heathcote C. McKenna B. Mancini J. Norris L. Grabum A. Nassuth T. Gillespie A. Hahnel K. Inwood L. Mahood M. Schlaf S. Perrault R. McMath C. Schroeder B. Dent C. Knipe SENATE OFFICE MEMORANDUM TO: Board of Graduate Studies FROM: Irene Birrell, Secretary of Senat DATE: October 9,2003 SUBJECT: Intellectual Property Policy Some of you will know that for some time a special committee struck by the Senate Executive Committee has been working on various aspects of intellectual property policy. That committee identified two areas in particular in which there is a policy gap: policy with respect to coursework and distance education courses and policy with respect to students. After discussion at WPC, the Acting Vice-President Academic and Provost has asked that the Board of Graduate Studies take on responsibility for developing a policy for students. The Executive Committee of the Board has agreed that, rather than begin from scratch, we should build on the work done to date. Attached is the draft policy as at February 2000. Included is a I memorandum from Donna Woolcott (chair of the special committee at that time) flagging some issues still to be resolved. In order to move this forward expeditiously, the Executive Committee suggests that the Board discuss the draft at its October 14" meeting. Isobel Heathcote and Bradley Dent will then revise the draft in light of the discussion for further consideration, with the goal of having a final document ready by the end of this semester. 1' H \bgs\03-04meet1ngs\030ct14\03octl41ntellech1al~property.wpd GWH. ONTARIO . CANADA . NlGZWl . TEL.(519)824-4120, EXT. 56760 . FAX(519)767-1350 Office of the Provost and Vice -President (Academic) Interoffice Memorandum February 7,2000 Memo to: Isobel Heathcote, Dean, Graduate Studies From: Donna Woolcott, Assistant Vice-president (Academic) Re: Intellectual Property Policy for Students - I have done some revisions to the Intellectual Policy document as it pertains to students. I have looked at the Board of Graduate Studies input and have met with K;~Daly to get his additional amplification of the issues that were raised at the BGS. At this stage before it goes for formal review by the Board, I would appreciate your advice on whether this policy is close to what you think we need. The one piece I am wondering about is the issue of ownership of data When grad students leave the university this can be an issue. Not sure the policy in its current form really gives advice about this in all the various research arrangements that students find themselves. I am also not clear on what the intent was in the section under Individual Agreements for the sub- committee of the Board to review See section IV.4. What do you think of this section?? Once you have had a chance to review this draft I would appreciate an opportunity to meet with you to talk about it. I am not sure we have it as user tiiendly in terms of readability as it needs to be. To ease your reading I have bolded the new things I have added and have indicated where I am striking out old wording. At the end of the document I have left in a couple of Connie's original queries. I am not sure what the BGS stance was as these areas were not addressed in the feedback from the Board. Thanks! I Donna Woolcott DRAFT POLICY ON INTELLECTUAL PROPERTY OF STUDEhTS (Revised February 2000 by Dm SCOPE While other University policies on intellectual property also apply to students as creators of intellectual property or contributors to its creation, this policy is concerned with issues of unique or special relevance to students. The policy applies to all graduate and under-mduate students of the University, whether currently or formerly enrolled in the University, and to faculty members and staff in any case involving a student's intellectual property. I. INTRODUCTION Graduate and undergraduate students will in the course of their studies generate materials in which they have intellectual property rights. Very often, students will be collaborators in the generation of intellectual property. Their rights as well as the rights of all other collaborators must be protected. Faculty members, as well as staff, may make substantial contributions to the work of students and will in that case have intellectual property rights that must be defined in the work and protected. Similarly, students may make substantial contributions to work which is not primarily their own; again their rights must be protected. All contributions by students and others must be appropriately recognized. The rights of students, faculty, and staff may be affected by agreements between the oarties or between the University and sponsors of research. The impact of such agreements must be clearly understood, and the s&dentlsinterests must be protected;o the degree possible. Universities have a responsibility to support the academic propss and career development of students. As teachers, advisors, evaluators, and referees, faculty are uniquely influential in students' lives and must be careful never to abuse their positions of responsibility. 11. AUTHORSHIP AND ACKNOWLEDGMENT I. RIGHTS OF AUTHORSHIP a. A share in authorship should be granted to those individuals who have made a substantial intellectual contribution to a student's work and only to those individuals. b. It is not &idappropriate for a faculty or staff member to request a share in authorship where a substantial intellectual contribution has not been made, nor is it &kd necessary for a student to accede to such a request or to offer a share in authorship in this case. c. Providing fmancial support for a student--for example, through external funding--is not in itself sufficient cause to justify a share in authorship for the provider of that support. d. Providing editorial work for a student's dissertation, thesis, or paper is not in itself sufficient cause to justify a share in authorship. I e. A student may not claim a share in authorship solely on the basis of having been employed to complete work on a research project. If that work clearly involves creative and intellectual aspects, such as design and interpretation of results, then authorship may be warranted. Routine repetitive work such as laboratory analysis normally would not warrant a share in authorship. f. A written agreement should be created early in the research process which outlines the rights of authorship of all parties involved. This agreement should be reviewed and revised, as appropriate, if the roles or responsibilities of any of the paties change during the course of the research. 2. RECOGNITION OF AUTHORS ON PUBLICATIONS Issues of authorship including factors that may determine the final order of authorship should be discussed before a student commences work on a project, or as soon thereafter as possible. It is the responsibility of faculty generally, and of senior members of research teams and graduate student advisors in particular, to ensure that an explicit understanding about the listing of authors has been reached with all student collaborators. 3. AUTHORSHIP AND DISSERTATIONS, THESES, OR COURSE PAPERS a. The student is normally the first author on a publication based upon hisher dissertation, thesis, or paper produced for a course. In circumstances where the student is not listed as the first author, the advisor or joint authors must provide the student with a compelling rationale for the order proposed, and must do so prior to submission of the work for publication. b. Any work published using material present in a student's dissertation, thesis. or paper should acknowledge the student work on which it is based. 4. ACKNOWLEDGMENT OF MATERIALS AND DATA Materials or data generated by another person and used in a student's dissertation, thesis, or paper must be adequately and appropriately cited. The prior permission of the person who awm has stewardship of the material must be obtained. 111. STUDENT'S RIGHTS OF COMMUNICATION AND ACCESS 1. RIGHT TO PRESENT AND DISCUSS RESEARCH WITHIN THE UNIVERSITY Students should be free to present and discuss their research in the usual Uni~ersityfora. Except in specific, defined circumstances, research data and findings generated in the course of a 1 student's dissertation, thesis, or course work will not be considered confidential and may, therefore, be examined and discussed in a public defence. If the research project associated with a student's dissertation or thesis is funded by a contractual or other agreement between the sponsor and the University, concerns about the protection of patent rights may arise. Wherever possible, provision should be made to allow for the public defence of materials deemed confidential under the terms of a contract or other agreement.