UNIVERSITY of GUELPH BOARD OF GOVERNORS Thursday, March 27, 1997, 3:00 p.m. Room 424, University Centre, University of Guelph ***** AGENDA 1. Welcome (D. Dodds) - Welcome 2. Approval of Agenda of March 27, 1997 (D. Dodds) - Motion 20 3. Approval of The Minutes of November 21, 1996 (D. Dodds) - Motion 21 (a) Business Arising - Information i. Ratio of students to faculty ii. Student Rights & Responsibility Policy Committee Composition iii. Hearing Board Committee Composition 4. Presidential Review Process (D. Dodds) - Information 22 5. Audit Committee Report (r. Lonsdale) (a) Semesterly Environmental Health & Safety Report - Information Za (b) Extension of Appointment of External Auditors - Motion 6. Executive Committee Report (D. Dodds) (a) Use of Executive Authority i. Resignation - Information 24 ii. Reappointment - Information iii. Appointment - Information 7. Membership Committee Report (D. Lees) (a) Graduate student election - Motion 25 (b) Undergraduate student election - Motion 8. Proposed Amendments to Faculty Policies (I. Campbell) (a) Policy on Study/Research Leave - Motion a (b) Policy on Transition Leave (currently Leave for Academic Administrators) - Motion (c) Policy on Part-time Appointments - Motion 9. ACCESS Fund (S. Cooper) - Information 22 10. Finance Committee Report (D. Lees) (a) Semester Financial Statements, December 31, 1996 - Information 2 (b) Budget Context i. Overview - Information ii. University Budget, 1997-98 - Information (c) Tuition Fees, 1997-98 - Motion 22 ...continued on page 2 Board of Governors agenda Page 2 of 2 March 27, 1997 TAB# 11. Presidents Report (M. Rozanski) (a) Appointments, Tenure and Promotions - Information 3Q (b) Status Report On University Activities - Information 12. Vice-Presidents Status Reports 31 (a) Vice-President, Research i. Activities Information (b) Senate Report i. Provosts Restructuring Report to Senate, December 1996 - Information ii Report, September 1996 to February 1997 - Information 13. Adjournment NEXT MEETING SCHEDULED FOR: THURSDAY, APRIL 24, 1997, 3:00 P.M. UNIVERSITY of GUELPH BOARD OF GOVERNORS Proposed Motions For Thursday, March 27, 1997 2. RESOLVE, That the agenda for the meeting of March 27, 1997 be approved as presented. 3. RESOLVE, That the minutes of the 245th meeting of the Board of Governors held on November 21, 1996, as presented, be approved. 5. (b) RESOLVE, that the Board of Governors approve the extension of the appointment of the external auditors, Coopers Lybrand, through to the completion of the 1997-98 external audit. 7.(a) RESOLVE, that Mr. Christoph Wand be appointed to the Board of Governors as the graduate student representative, for a one year term, effective July 1, 1997. 7.(b) RESOLVE, that Mr. Colin Dawes and Mr. Nathan White be appointed to the Board of Governors as the two undergraduate student representatives, each for a one year term, effective July 1, 1997. 8.(a) RESOLVE, that the Faculty Policies Section H, Part 3, Study/Research Leave, Part 3.04 Application for Leave (ii)(e), and 3.05 Decision Procedures (vi), be amended, as presented. 8.(b) RESOLVE, that the Faculty Policies, Section I, Leaves for Academic Administrative Appointees, Part 1, Transition Leave, 1.01 Purpose of Transition Leave; 1.04 Request For Transition Leave (i)(ii)(iii)(iv); 1.05 Conditions of Transition Leave, be amended, as presented. 8. (c) RESOLVE, that the Faculty Policies, Section B, Part 3, Part-time Appointments, 3.02, 3.03, and 3.04, be amended, as presented. 10. (c) RESOLVE, that the Undergraduate, Graduate and Associate Diploma in Agriculture Tuition Fee Schedule for 1997-98, as presented, be approved. UNIVERSITY GUELPH MEMORANDUM BOARD OF GOVERNORS TO: Members, Board of Governors FROM: Betsy Allan, Secretary of The Board of Governors Extension: 3438 SUBJECT: 3. Approval of The Minutes of November 21, 1996 -- Motion (a) Business Arising -- Information i. Ratio of students to faculty ii. Student Rights & Responsibility Policy Committee Composition Hearing Board Committee Composition MEETING DATE OF: March 27, 1997 Approval of The Minutes of November 21, 1996 -- Motion Attached are the minutes of the meeting held on November 21, 1996. The Board of Governors is asked to, RESOLVE, That the minutes of the 245th meeting of the Board of Governors held on November 21, 1996, as presented, be approved. (a) Business Arising -- Information i. Ratio of students to faculty The student to faculty ratio was approximately 27.3 in 1995-96. Guelph has realized a 35.8% increase in its student/faculty ratio from 20.1 in 1980-81 to 27.3 in 1995-96. This represents a movement toward the provincial average from 7.4% below the system average to 3.9% below the system average. While the enrolment component of the statistic is readily available from Ministry of Education and Training data, the faculty component is more difficult to obtain, due to data availability limitations. Ontario Veterinary College faculty and enrolment are excluded from this statistic, as are faculty with senior administrative responsibility, visiting faculty, part-time faculty and Guelph OMAFRA research faculty. Detailed statistics are available, please contact the Board Secretariat. ii. Student Rights & Responsibility Policy Committee Composition Hearing Board Committee Composition Information about these matters will be forwarded to an upcoming Board meeting. GUELPH • ONTARIO • CANADA • NIG 2W1 • (519) 824-4120, EXT. 3438 • FAX (519) 767-1350 UNIVERSITY OF GUELPH Minutes of the 245th meeting of the Board of Governors, Thursday, November 21, 1996, 3:00 p.m., Room 424, University Centre, University of Guelph. Members Present: Lincoln Alexander, Chancellor Michele Darling David Prescott Doug Dodds, Chair David Lees Mordechai Rozanski, President Ken Bedasse Tanya Lonsdale, Vice-Chair Jennifer Story Gerrit Bos Beverly Mascoll Michael Walsh Diane Boyd Michael Matthews Betsy Allan, Secretary Greg Clark John Oliver Simon Cooper Daniel Pauze rata: Bill Brock Also Present: Regrets: John Armstrong, Director, Real Estate Division Keith Conklin Doug Betts, Controller, Real Estate Division Karen Iles kin Campbell, Provost V-P Academic Larry Pearson Dale Lockie, Executive Manager, Pension Investments Louise Tremblay John Mabley, V-P, Development Public Affairs Janet Wood John Miles, Assistant V-P, Finance Larry Milligan, V-P, Research Brian Sullivan, Associate V-P, Student Affairs Nancy Sullivan, V -P Finance Administration Agenda APPROVAL OF AGENDA 76/96 On motion duly made and seconded, it was RESOLVED, That the agenda for November 21, 1996, as presented, be approved. Minutes APPROVAL OF THE MINUTES OF SEPTEMBER 26, 1996 77/96 On motion duly made and seconded, it was RESOLVED, That the minutes of the 244th meeting of the Board of Governors held on September 26, 1996, as presented, be approved. (a) Business Arising Business arising from the minutes will be covered during the meeting. 1 BOARD OF GOVERNORS minutes November 21, 1996 Student. STUDENT RIGHTS AND RESPONSIBILITIES POLICY Rights Pol. 78/96 Mr. Sullivan introduced the proposed amendments to the Policy and noted that the revisions included rewriting the narrative introduction to provide greater clarity and emphasis and a reorganization of the regulations to improve readability. The document has been considered internally and reviewed by the University's legal counsel. Dr. Prescott queried reference to the University's Acceptable Use Policy and Guidelines on Computing and suggested that the World Wide Web may be a more useful electronic location for posting information over and above GRIFF or CCS. It was noted that the procedure of having new students confirm their receipt of and compliance with the Student Rights and Responsibilities Policy has been successfully implemented by including a signature required section on the course request form. Mr. Bos queried the committee composition. Mr. Sullivan agreed to consider further the composition and report back to the Board. Ms. Darling queried how the University evaluated the effectiveness of this policy. Mr. Sullivan explained his perception that the policy is effective - people know about it and it does affect behaviour. He noted that the University of Guelph Policy has been requested for use as a model by a number of Canadian universities. It was recognized that policies continue to evolve and Mr. Sullivan confirmed the onus is on the student to be familiar with the current policies. In response to a query, Mr. Sullivan noted that the Judicial Committee may also act as an appeal body to hear appeals regarding actions or penalties of a non-academic nature imposed by a non-academic university department where no other existing appeal process exists. On motion duly made and seconded, it was RESOLVED, that the Student Rights and Responsibilities Policy, as amended, be approved. Hearing Brd. HEARING BOARD - REVISIONS TO TERMS OF REFERENCE AND RULES Terms of Ref OF PROCEDURE 79/96 The Terms of Reference and Rules of Procedure for the University Hearing Board have been revised to provide for consistency with the recently amended Statutory Powers and Procedure Act, and to provide a clear understanding of the procedures and practices appropriate for a Hearing Board. Mr. Sullivan agreed to consider the participation of staff in the Hearing Board process and report back to the Board. 2 BOARD OF GOVERNORS minutes November 21, 1996 Ms. Story suggested and it was accepted by Mr. Sullivan that a minor editorial change be made to Section 2 - Membership, to make it clear that reference to College Student