MONDAY, SEPTEMBER 10, 2018

PRIORITIES & PLANNING COMMITTEE MONDAY, SEPTEMBER 10, 2018 9:00 - 10:30 a.m. | University Centre *Room 441* MEETING AGENDA (Coffee & tea will be available.)

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Information for Committee MembersMeetings | Membership

1. Welcome, Approval of Agenda and Minutesa) Approval of Agenda [Motion] b) Approval of the May 10, 2018 Minutes [Motion]

2. Committee Education and Orientationa) Remarks from the Chair b) Review of Committee Mandate

3. Update on University and Sector Activitiesa) Update from the Provost b) Update from the COU Academic Colleague

4. Senate Planning, Priorities, and Context Settinga) 2018-19 Senate Agenda and Workplan b) Senate Deliberative Discussions c) Senate Priorities for 2018-19 d) Senate Governance Review

5. Other Businessa) Annual Joint Meeting with Board of Governors Committee Chairs

AdjournmentTo Attend: Ian Newby-Clark (Chair), Marc Coppolino, Lindsey Fletcher, Mark Lipton, Scott McEwen, Jonathan Newman (COU Academic Colleague), Andrew Papadopoulos, Byron Sheldrick, Franco Vaccarino (President), Ann Wilson, Charlotte Yates (Provost), Gen Gauthier-Chalifour (University Secretary | non-voting) Guest: Audrey Jamal (Chief of Staff) Administrative Support: Sarah Willey-Thomas (Associate University Secretary), Annette Blok (Minutes) Regrets: Statia Elliot, Tami Martino Next Meeting: Tuesday, November 13, 2018 | 2:00 p.m. | UC 424

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2018-19 Priorities and Planning Committee

Current as of August 23, 2018

Meeting Schedule

Fall 2018 Monday, September 10, 2018 9:00 – 10:30 a.m. | UC441

Tuesday, November 13, 2018 2:00 – 3:30 p.m. | UC424

Winter 2019 To be scheduled

Membership

Ex-officio Franco Vaccarino President and Vice-Chancellor Charlotte Yates Provost and Vice-President (Academic) Jonathan Newman Council of Ontario Universities Academic Colleague Ian Newby-Clark Member-at-Large [Chair of SPPC] Chairs of Senate Standing Committees Ann Wilson Committee on Bylaws and Membership Byron Sheldrick Board of Undergraduate Studies Andrew Papadopoulos Board of Graduate Studies Marc Coppolino Research Board Tami Martino Committee on Student Petitions Mark Lipton Committee on Non-degree Studies Statia Elliot Honours and Awards Committee Scott McEwen Committee on Quality Assurance Students (2) [one graduate & one undergraduate – both confirmed by Student Senate Caucus] Lindsey Fletcher BA (undergraduate) TBD TBD (graduate)

Bylaws Available online at: https://www.uoguelph.ca/secretariat/office-services/senate/senate-boards-and-standing-committees/priorities-and-planning-committee-2 n:\senate\5. standing committees and boards\9. senate priorities & planning committee (sppc)\2. meeting packages\2018-19\sppc membership 2018-19.doc

Meetings | Membership Page 3 of 45

https://www.uoguelph.ca/secretariat/office-services/senate/senate-boards-and-standing-committees/priorities-and-planning-committee-2

https://www.uoguelph.ca/secretariat/office-services/senate/senate-boards-and-standing-committees/priorities-and-planning-committee-2

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To: Priorities & Planning Committee From: Gen Gauthier-Chalifour, University Secretary Subject: 1. Welcome, Approval of Agenda and Minutes Meeting: September 10, 2018

a) Approval of Agenda [Motion] The Senate Priorities & Planning Committee is asked to, RESOLVE, that the September 10, 2018 meeting agenda be approved, as presented. b) Minutes of May 10, 2018 [Motion] The Senate Priorities & Planning Committee is asked to, RESOLVE, that the minutes of the May 10, 2018 meeting be approved, as presented. Business arising items are addressed throughout the meeting agenda. n:\senate\5. standing committees and boards\9. senate priorities & planning committee (sppc)\2. meeting packages\2018-19\1. september 10, 2018\cover memos\1_welcome, agenda and minutes.docx

Approval of Agenda [Motion] Page 5 of 45

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PRIORITIES AND PLANNING COMMITTEE Minutes of the meeting held Thursday, May 10, 2018 1:00 p.m.| University Centre | Executive Boardroom 424

In Attendance: Ian Newby-Clark (Chair), Charlotte Yates (Provost), Byron Sheldrick, Miana Plesca, Ann

Wilson, Olaf Berke, Peter Conlon, Scott McEwen, Nick Manuel, Lindsey Fletcher Regrets: Franco Vaccarino (President), Jonathan Newman (COU Academic Colleague), Marc Coppolino,

Tami Martino

Non-voting: Gen Gauthier-Chalifour (University Secretary), Sarah Willey-Thomas (Associate University Secretary, Senate), Ben Doadt (Associate University Secretary, Board)

Minute Recorder: Annette Blok

1. Welcome, Approval of Agenda, and Minutes

The Chair, Dr. Ian Newby-Clark, welcomed members to the last meeting of the 2017-18 session, and expressed thanks to Peter Conlon, Miana Plesca, and Olaf Berke for serving as committee chairs as their terms conclude. a) Approval of Agenda On motion duly moved and seconded, it was RESOLVED, that the May 10, 2018 meeting agenda be approved, as presented. b) Minutes of January 25, 2018 On motion duly moved and seconded, it was RESOLVED, that the minutes of the January 25, 2018 meeting be approved, as presented. 2. Update on University and Sector Activities a) Update from the President and Provost The Chair invited the Provost to provide an update. The Provost and Vice-President (Academic) Dr. Charlotte Yates noted that in light of the upcoming election the Ministry has limited the amount of business they process as they prepare for a possible transition in government. Members were also informed that the process to develop the SMA3 has begun. Dr. Yates advised she had recently attended a session on academic freedom and freedom of speech at Wilfrid Laurier University and noted other campuses have been impacted by this issue. The Committee had a brief discussion on this topic, and the following comments were presented:

• review what has been done to assist the University in moving forward on this initiative

Approval of the May 10, 2018 Minutes [Motion]

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Page 2 Senate Priorities and Planning Committee | Minutes of May 10, 2018

• consider a special Senate meeting dedicated only to the topic of academic freedom and freedom of speech

• prior to broadening the discussion at Senate engage the community in smaller groups such as joint committee meetings and consider a separate forum for students

• invite a speaker to open the forum on this discussion • beneficial to know what we want as an outcome for this topic • in order to move forward in a thoughtful way the process should include context setting

(statement, principles, history). b) Update from the COU Academic Colleague The Chair referred members to the update provided by Dr. Jonathan Newman regarding COU activities. In Dr. Newman’s report, the Provost noted that Bill 148 appears to have had a greater impact on colleges than on universities. Questions were invited, there were none. 3. Senate Agenda Planning a) Draft Senate Agenda for May 28, 2018 The Chair brought members attention to the draft May 10, 2018 Senate meeting agenda and noted that as the Board of Graduate Studies meets May 15th there may be further changes. b) Update from Senate Committee and Board Chairs The items for the upcoming Senate agenda were reviewed, and the committee chairs reported briefly on meeting activities and discussions. University Secretary Gen Gauthier-Chalifour confirmed that the update from the Vice-President (Research) will include the status of the new initiatives and the progress of the implementation of the Strategic Research Plan. 4. Other Business a) 2017-18 SPPC and Senate Evaluation Survey Results The Chair directed attend to the 2017-18 survey results provided in the meeting material. The University Secretary informed members that to lessen the amount of material provided in Senate meeting packages more synthesis on the item being considered will be included on the cover memos. The Chair added that the use of links to find additional information is helpful. b) 2017-18 Year-end Senate Standing Committees Reports The Chair referenced the connection of committees work with the Strategic Framework. There were no questions. c) 2018-19 Committee Agenda Planning Members were asked for input on agenda planning for the coming year.


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Page 3 Senate Priorities and Planning Committee | Minutes of May 10, 2018

The University Secretary began the discussion by informing members that a review of Senate and its committee structure is timely as its been over 10 years since the last one took place. The previous review resulted in the launch of the Committee on Quality Assurance, an amalgamation of several committees, and a reduction of Senate’s membership. A member noted that some committees had historic functions, as there were functions not covered by other bodies, and over time there are other groups that now oversee the decisions. The Chair confirmed that deliberative discussions will be an item on a future SPPC meeting agenda. With the business completed, the Chair thanked members for the discussion and the meeting was duly adjourned at approximately 2:05 p.m.


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To: Priorities & Planning Committee From: Gen Gauthier-Chalifour, University Secretary Subject: 2. Committee Education and Orientation Meeting: September 10, 2018

a) Remarks from the Chair

Professor Ian Newby-Clark, Chair of the Senate Priorities & Planning Committee (SPPC), will provide introductory remarks regarding the upcoming Senate session and the role of the SPPC.

b) Review of Committee Mandate

The SPPC bylaws are enclosed for reference and the information of members. The SPPC has been a standing committee of Senate since 2008-09. Its creation was in response to a recommendation in the Final Report of the Review of the Senate Standing Committees approved by Senate on December 11, 2007:

That the Senate Executive Committee and the Senate Committee on University Planning be disbanded and their roles and responsibilities reformulated as the new Senate Priorities and Planning Committee. The broad responsibilities of the Priorities and Planning Committee shall include: reviewing the strategic priorities and upcoming issues of Senate; discussing their appropriateness in light of the institution’s objectives and the mandate of Senate; setting the overarching goals for Senate and its committees for the coming year; and bringing these to Senate for discussion and input.

Discussion relative to SPPC’s responsibility for “setting the overarching goals for Senate” will take place under item 4c) of this meeting package.

i) Overview of Senate and Bicameral Governance – General Committee Orientation

[The following information is provided to all Senate standing committees and boards at their first meeting of the Senate session, to help inform orientation activities.]

The University of Guelph, like all universities in Ontario, was formally created through provincial statute, which, in the case of this institution, is the University of Guelph Act (1964). The Act prescribes a “bicameral” governance structure common to Canadian universities and comprised of both a Senate and a Board of Governors. Generally, the Board of Governors is responsible for fiscal oversight of the University, while Senate is responsible for the oversight of academic initiatives.

Remarks from the Chair Page 11 of 45

https://uoguelph.civicweb.net/filepro/documents/5523

Specifically, the Act charges Senate with formulating educational policy; creating faculties, departments, schools and institutes for the delivery of curricula and related educational initiatives1; the creation and implementation of bylaws and regulations relating to matters under the jurisdiction of Senate; the election of the Chancellor; determining courses of study; oversight of academic examinations; matters involving scholarships, bursaries, prizes and awards relating to students and their learning; and conferring of degrees and diplomas that fall under the jurisdiction of the University of Guelph, including honorary degrees.

At the first meeting of each Senate standing committee, as part of the committee orientation, information related to Senate and the mandate of the respective standing committee or board is presented. These guiding documents (enclosed) include:

• Governance at the University Guelph – The Role of Senate • The University of Guelph Mission Statement • The Role and Responsibilities of Senators • Strategic Framework (infographic enclosed)

n:\senate\5. standing committees and boards\9. senate priorities & planning committee (sppc)\2. meeting packages\2018-19\1. september 10, 2018\cover memos\2_committee education orientation.docx

1 Approval of the Board of Governors is required as it relates to required financial resources

Remarks from the Chair Page 12 of 45

PRIORITIES AND PLANNING COMMITTEE Senate Approved: October 24, 2016

1. The Priorities and Planning Committee shall consist of: the President; the Provost; the Chairs of the Senate Standing Committees; one undergraduate student, and one graduate student (both elected annually by the Student Senate Caucus); the COU Academic Colleague; and one Member-at-Large (elected by Senate from the elected Senators, not already chairing a Senate Committee). The Member-at-Large shall chair the committee for a two-year term.

2. The Senate Priorities and Planning Committee facilitates Senate in establishing its multi-

year priorities.

In doing so, the Priorities and Planning Committee shall: a) Utilize input from Senate’s standing committees to facilitate Senate in the process of

establishing and approving its multi-year goals and priorities within the context of the University’s strategic and operational planning related to educational policy;

b) Support the standing committees in their activities towards achieving the multi-year goals and priorities of Senate;

c) Monitor Senate's progress towards the multi-year goals and priorities through regular updates from the standing committees;

d) Recommend adjustments or revisions to Senate's goals and priorities; e) Receive and review the annual reports from Senate’s standing committees on their

accomplishments; f) Present an annual report to Senate synthesizing the work and achievements presented

in the annual reports of the standing committees of Senate; g) Make recommendations for the work and priorities over the next session in the context

of the University's long-term goals and strategic objectives, and based on input from the Senate’s standing committees;

h) Review motions submitted under Senate bylaws section 3. Matters for Inclusion in the Agenda to determine whether the matter presented falls within the purview of Senate, and/ or its standing committees;

i) Provide recommendations and leadership for the execution of those decisions of Senate which have not been referred to other standing committees and boards of Senate.

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Review of Committee Mandate Page 13 of 45

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N:\Governing Documents of BOG and Senate\Role and Responsibilites of Senators\Role of Senate.docx

Governance at the University of Guelph: The Role of Senate

In accordance with the University of Guelph Act (1964), the University operates under a bicameral system of governance comprising the Senate and the Board of Governors. The Senate is responsible for the academic policy of the University which includes responsibility for determining the courses of study, standards of admission and qualifications for graduation. The Board of Governors is responsible for all other aspects of the governance of the University not assigned to the Senate. This includes oversight of the management and control of the University and its property, revenues, expenditures, business and related affairs.

Excerpt from the University of Guelph Act regarding the responsibilities of Senate. The Act is available online at: https://uoguelph.civicweb.net/document/5523.

13. The Senate is responsible for the educational policy of the University, and, with the approval of the Board in so far as the expenditure of funds and the establishment of facilities are concerned, may create such faculties, departments, schools or institutes or establish such chairs as it may determine, may enact bylaws and regulations for the conduct of its affairs, and, without limiting the generality of the foregoing, has power a) to elect the Chancellor; b) to control, regulate and determine the educational policy of the University; c) to determine the courses of study and standards of admissions to the

University and continue membership therein, and qualifications for degrees and diplomas;

d) to conduct examinations and appoint examiners; e) to deal with all matters arising in connection with the awarding of

fellowships, scholarships, bursaries, medals, prizes and other awards; f) to confer the degrees of Bachelor, Master and Doctor, and all other degrees

and diplomas in all branches of learning that may appropriately be conferred by a University;

g) to confer honorary degrees in any department of learning; h) to create faculty councils or committees and committees generally to exercise

its powers.


https://uoguelph.civicweb.net/document/5523

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N:\Governing Documents of BOG and Senate\Mission Statement.docx

Mission Statement Senate Approved: November 21, 1995

The University of Guelph is a research-intensive, learner-centred university. Its core value is the pursuit of truth. Its aim is to serve society and to enhance the quality of life through scholarship. Both in its research and in its teaching programs, the University is committed to a global perspective. The University offers a wide range of excellent programs, both theoretical and applied, disciplinary and interdisciplinary, undergraduate and graduate, in the arts, humanities, social sciences, natural sciences, as well as professional fields. Among these, it recognizes agriculture and veterinary medicine as areas of special responsibility. The University attracts students, faculty, and staff of the highest quality. It is animated by a spirit of free and open inquiry, collaboration, and mutual respect. It asserts the fundamental equality of all human beings and is committed to creating for all members of its community, an environment that is hospitable, safe, supportive, equitable, pleasurable, and above all, intellectually challenging. The University of Guelph is determined to put the learner at the centre of all it does, recognizing that research and teaching are intimately linked and that learning is a life-long commitment. The University eagerly promotes collaboration among undergraduates, graduate students, faculty, staff, and alumni, as well as with our local and international community, other educational institutions, government and business. The University of Guelph is committed to the highest standards of pedagogy, to the education and well-being of the whole person, to meeting the needs of all learners in a purposefully diverse community, to the pursuit of its articulated learning objectives, to rigorous self-assessment, and to a curriculum that fosters creativity, skill development, critical inquiry, and active learning. The University of Guelph educates students for life and work in a rapidly changing world. The University of Guelph invites public scrutiny of the fulfillment of its mission, especially by the people of Ontario, to whom it is accountable.


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N:\Governing Documents of BOG and Senate\Role and Responsibilites of Senators\Role and Responsibilities of Senators_Final.docx

Role and Responsibilities of Senators

The Senate is the foremost academic decision-making body of the University of Guelph and Senators have a vital role in fostering and supporting the mission and goals of the University. These include a commitment to: the highest standards of pedagogy; the education and well-being of the whole person; meeting the needs of all learners in a purposely diverse community; the pursuit of the University’s learning objectives; rigourous self-assessment, and a curriculum that fosters creativity, skill development, critical inquiry, and active learning.1 The following guidelines are intended to assist Senators in the execution of their role and responsibilities. Each Senator should: a) Engage in the work of Senate, as outlined in the University of Guelph Act, which includes

the formulation of educational policy, the conferring of degrees (including honorary degrees); the determination of recipients of fellowships, scholarships, bursaries, medals, and others prizes and awards; and the election of the Chancellor.

b) Understand and respect the distinction between the role and responsibility of the Board of Governors (which, broadly, is financial governance) and those of Senate (which, broadly, is the formulation of educational policy and related matters), as defined in the University of Guelph Act.

c) Participate constructively in the formulation of educational policy within Senate and its various bodies, including standing committees and their subcommittees and working groups.

d) Communicate with constituents about the issues before Senate.

e) Engage in frank, candid and respectful discussion of matters which are brought before Senate and its various bodies, including standing committees, subcommittees and working groups, while adhering to the rules of procedure of Senate.

f) Consider fully, as citizens of the University, the complex issues that Senate faces, taking into account that advancing the good of the University in all of its diversity inevitably will involve negotiation and compromise.

1 Adapted from the Mission Statement, University of Guelph (1995)


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n:\senate\5. standing committees and boards\9. senate priorities & planning committee (sppc)\2. meeting packages\2018-19\1. september 10, 2018\cover memos\3_update on sector activities.docx

To: Priorities & Planning Committee From: Gen Gauthier-Chalifour, University Secretary Subject: 3. Update on University and Sector Activities Meeting: September 10, 2018

a) Update from the Provost Dr. Charlotte Yates, Provost and Vice-President (Academic) will provide members with an update on recent University and sector activities of relevance in the post-secondary education sector, as well as academic priorities for the coming year. b) Update from the COU Academic Colleague The Council of Ontario Universities (COU) is a membership organization consisting of Ontario’s 20 publicly assisted universities and one associate member, the Royal Military College of Canada. The COU promotes university education and research, and, works with members to find consensus on a wide range of university issues and advance them with government and other stakeholders1. The Council is comprised of two representatives from each member and associate member institution: the executive head (president) and an academic colleague appointed by each institution’s senior academic governing body. Dr. Jonathan Newman, Dean of the College of Biological Science, currently serves as the academic colleague for the University of Guelph. He, together with the President, are the University’s representatives on the Council. A summary report of recent COU advocacy issues and efforts provided by Dr. Newman, is enclosed for information.

1 Source: http://cou.on.ca/about/

Update from the Provost Page 23 of 45

http://cou.on.ca/about/

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C O U N C I L O F O N TA R I OU N I V E R S I T I E S U P DAT E

S E P T E M B E R 2 0 1 8jonathan newman, cou academic colleague

contents1 Dinner meeting, August 22, 2018 1

2 Academic Colleagues Meeting, August 23, 2018 1

2.1 COU Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2.2 Update on the recent election and the new political context . 3

2.3 Council meeting preparation . . . . . . . . . . . . . . . . . . . 3

3 Next meeting 4

1 dinner meeting, august 22, 2018Colleagues received a presentation from, and engaged in a discussion with,James Turk, Director, Centre for Free Expression1, Faculty of Communica-tion & Design, Ryerson University, on the topic: “freedom of speech on uni-versity campuses.” Dr. Turk spoke about the difference between academicfreedom and freedom of expression, the definition of hate speech, and howuniversities should face questions about free speech on campus.

2 academic colleagues meeting, august 23,2018

2.1 COU Update

COU updated Colleagues on a number of policy files. The update beganwith a summary of issues on which the government had recently madeannouncements:

1. Executive compensation

• The Liberal government announced the Executive CompensationFramework in September, 2016, which outlined requirements thatbroader public sector employers, including universities, must meetwhen setting executive compensation. In particular, it establisheda process for government approval of institutions’ executive com-pensation frameworks.

1 https://www.cfe.ryerson.ca

1

Update from the COU Academic Colleague

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https://www.cfe.ryerson.ca

academic colleagues meeting, august 23, 2018 2

• As of August 13, government froze that process and executivesalaries. Government has indicated that they will review the pro-gram and provide direction in June 2019. In the meantime, COUis reiterating the value proposition of universities with respect tothe province’s talent pipeline, and the importance of attractingand retaining talent.

2. Announcement regarding review of education

• On August 22, the Premier and the Minister of Education an-nounced a new parental consultation into Ontario’s curriculum(with a focus on primary and secondary education). The con-sultation will include a focus on: STEM, job skills preparation,health and physical education curriculum (including sex ed cur-riculum), and standardized testing.

• The consultation will start in September. There may be impor-tant implications for those universities with teacher educationprograms.

3. End of cap and trade

• The PC government cancelled cap and Trade on July 3, so univer-sities will not be receiving grant funding through the GreenhouseGas Campus Retrofits Program in 2018-19 or in future years. Theprovincial government is also challenging the federal governmentin court over the imposition of the federal carbon levy. If the levygoes forward, it will be paid be passed down to consumer, in-cluding universities, and could result in big increases in energycosts.

• COU is monitoring developments and working with the sector todevelop an advocacy strategy.

COU also provided an update on policy files where government has yetto make any announcements:

4. Sexual Violence

• Students across Ontario completed the Student Voices on SexualViolence survey last spring. The data is currently being cleanedby the research company, and will be delivered to governmentand to universities this fall.

• It is not clear what reporting will be done by the new PC gov-ernment. MTCU has committed to working with colleges anduniversities to develop a reporting plan.

• It is likely that the data will be made public, either through gov-ernment reporting, institutional reporting, or through the mediavia a Freedom of Information request.

5. Tuition framework. The tuition framework is set to expire this year.Universities will begin 2019-20 budget planning this fall, so a decisionon the tuition framework is needed soon. COU expects to begin con-versations with MTCU soon.

6. SMAs

• Negotiations for SMA2 concluded last spring, but universities arealready working toward the SMA3 process. It is not clear, how-ever, if the current government will be interested in continuingwith SMAs.


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academic colleagues meeting, august 23, 2018 3

• Because of direction provided by the previous government, uni-versities are engaged in pilot projects focused on possible metricsto include in SMA3. These projects are set to be completed latethis fall. If government is not interested in metrics, these projectswill still be useful to support reporting of data and informationthat the public is interested in.

7. Funding promises from the last budget. It is not clear if fundingpromised in the last Ontario budget will be distributed to universi-ties. Government is working on a line-by-line audit; COU is workingto engage with government in their consultation process and will workto provide information and context in the audit process.

Finally, COU offered a few additional information items:

8. Learning Outcomes Symposium. The 2018 Experiential Learning andLearning Outcomes Symposium is scheduled for October 11 & 12,2018, in Toronto. Information on the program can be found at http://oucqa.ca/event/2018-learning-outcomes-symposium/

9. A New Senior Director (Academic) for the Quality Council has beenannounced. Ian Orchard (Professor Emeritus of Biology at the Univer-sity of Toronto) will join the Quality Council in mid-September. AlanHarrison has been serving in the role in an interim capacity.

10. COU’s new Vice President, Policy and Sector Collaboration, Eva Busza,will be starting in early October. Colleagues will be able to meet Evaat the October Council meeting.

2.2 Update on the recent election and the new political context

David Lindsay, COU President and CEO provided Colleagues with an up-date on the political context. He discussed the perspectives and prioritiesof the newly elected PC government in Ontario and shared insights abouthow universities can best work with the new government over the next fouryears.

2.3 Council meeting preparation

Colleagues discussed the format of the Council meeting and plans for prepa-ration. (The Council Meeting is scheduled for October 18, 2018). Colleaguesagreed to continue the format from the previous year of bringing questionsfor discussion with Executive Heads at the Council meeting.

Colleagues discussed the potential areas of discussion around free speechand agreed to raise questions about:

• What tools and tactics can help universities address efforts to curtailfree speech?

• How universities can engage with students on issues of free speech?

• How university can best support faculty to engage with students onfree speech?

Colleagues agreed to refine the questions in the coming weeks and bring afinal proposal to Executive Committee. Colleagues also agreed that it would


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http://oucqa.ca/event/2018-learning-outcomes-symposium/

http://oucqa.ca/event/2018-learning-outcomes-symposium/

next meeting 4

be useful to provide a short introduction to Executive Heads before thediscussion that summarized some key themes from Dr. Turk’s presentation:the difference between academic freedom and freedom of expression, andthe definition of hate speech. Colleagues were encouraged to come to theCouncil discussion prepared with examples from their own universities.

3 next meetingWednesday, October 17, 17:30–20:30, dinner meeting, COU offices in Toronto.Thursday, October 18, 08:00–14:30, council meeting, COU offices in Toronto.


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To: Priorities & Planning Committee From: Gen Gauthier-Chalifour, University Secretary Subject: 4. 2019-19 Senate Planning, Priorities, and Context Setting Meeting: September 10, 2018

a) 2018-19 Senate Agenda and Workplan The 2018-19 Senate agenda and workplan is enclosed for the committee’s information and review. Committee and board chairs will be invited to speak to upcoming standing committee and board activities, with a focus on items in the workplan that are non-routine, complex or contentious in nature. Following the September 18th Honours & Awards Committee meeting, a draft Senate agenda will be circulated to the SPPC for information. n:\senate\5. standing committees and boards\9. senate priorities & planning committee (sppc)\2. meeting packages\2018-19\1. september 10, 2018\cover memos\4a_agenda and workplan.docx

2018-19 Senate Agenda and Workplan

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2018-19 Senate Agenda and Workplan_V1.2 Current as of September 6, 2018

Materials due 10 days in advance of meeting | Meeting packages issued 7 calendar days in advance of meeting (SHAC materials to be distributed 10 days in advance where possible)

Bold = To Senate for approval | Red = To Senate for information | [Placeholder – item TBC] | >> = Additional Committee path | [B] = Also requires Board engagement and/or approval | Update since last version (or strikeout)

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Meeting Cycle 1 [Sep – Oct]

Priorities & Planning Committee Board of Graduate Studies Board of Undergraduate Studies Bylaws & Membership

SENATE MEETING: Tuesday, October 2, 2018 Proposed Deliberative Discussion and/or Presentation Topics:

• Senate orientation

• Provost update: the year ahead

• VPR update: SRP and the year ahead

• University Statement on Freedom of Expression

Meeting: Sept 10, 2018 Material deadline:

Meeting: September 13, 2018 Material deadline:

Meeting: September 19, 2018 (tentative) Material deadline:

Meeting: Material deadline:

• Committee Mandate & Workplan

• 2018-19 Senate Workplan

• Update from the President and Provost: the Year Ahead

• Senate Priorities for 2018-19

• Deliberative Discussion topics

• University Statement on Freedom of Expression [B]

• Senate Governance Review >>

• Also see standing/routine items below


• Joint Editorial Awards Committee Annual Report >>

• Subcommittee membership (Grad Programs & Policy, Admissions & Progress, Joint Editorial Awards)

• Herbert Armstrong Memorial Book Prize Recipient



• Joint Editorial Awards Committee Annual Report

• Subcommittee membership (Calendar Review, Joint Editorial Awards)


• No meeting scheduled – may require special meeting to determine slates for Provost and VPR reviews

Honours & Awards Research Board Non-Degree Studies Quality Assurance Petitions


Meeting: N/A Material deadline:



Meeting: TBD Material deadline:


• Honorary Degree nominations

• Winter Convocation >>

• Award Guidelines Review Schedule

• Call for Nominations for University Awards (UPE, others)


• No meeting scheduled • No meeting scheduled • Committee Mandate & Workplan

• SCQA Annual Report 2017-18 [B]

• Update on IQAP Audit

• Update on Review Schedule and Status of Reviews


• Committee Orientation & Mandate

• Senate Petitions Committee Annual Report: 2017-18 >>

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Meeting Cycle 2 [Oct – Nov] Priorities & Planning Committee Board of Graduate Studies Board of Undergraduate Studies Bylaws & Membership

SENATE MEETING: Monday, November 26, 2018 Proposed Deliberative Discussion and/or Presentation Topics:

• Provost update

• Senate Governance Review

• University Statement on Freedom of Expression

Meeting: November 13, 2018 Material deadline:


Meeting: October 17, 2018, November 8, 2018 Material deadline:


• Update from the President

• Update from the Provost

• University Statement on Freedom of Expression [B]

• Senate Governance Review >>

• [Update/debrief on Deliberative Discussions]

• Update on January 2019 Joint SPPC/Board Chairs Meeting



• 2019-20 Academic Schedule of Dates (Graduate Calendar)



• 2019-20 Academic Schedule of Dates (Undergraduate Guelph, Guelph-Humber)

• Subcommittee membership (program committees)




• Committee Bylaws Review Schedule








• No meeting scheduled • Committee Mandate & Workplan

• Amendments to Senate Policy on Centres and Institutes

• Update on Research Data Management Policy/Framework

• Research-related Committees Annual Reports: 2017-18

• Annual Report on Research Integrity Breaches



• See standing/routine items below


• No business meeting scheduled

• Hearings scheduled as required

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Meeting Cycle 3 [Jan – Feb] Priorities & Planning Committee Board of Graduate Studies Board of Undergraduate Studies Bylaws & Membership

SENATE MEETING: Monday, February 4, 2019 Proposed Deliberative Discussion and/or Presentation Topics:

• Provost update – budget assumptions & planning

• [Senate Governance Review (specific topic/issue area)]







• Update on Senate Governance Review


• Debrief on January 2019 Joint SPPC/Board Chairs Meeting


• • Also see standing/routine items below

• Senate Meeting Dates (2020 - 2022)

• Update on Senate Elections








• University Award Nominations (University Professor Emeritus, Medal of Merit, John Bell, Lincoln Alexander Medal)

• [Honorary Degree Nominations]

• Winter Convocation

• Annual Call for Honorary Degree Nominations


• No meeting scheduled

• See standing/routine items below




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Meeting Cycle 4 [Feb – Mar] Priorities & Planning Committee Board of Graduate Studies Board of Undergraduate Studies Bylaws & Membership

SENATE MEETING: Monday, April 1, 2019 Proposed Deliberative Discussion and/or Presentation Topics:

• Provost update – budget presentation

• [University Key Performance Indicators]










• 2018-19 Committee Evaluation















• Call for nominations for Walter Vaughan Medal









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Meeting Cycle 5 [Apr – May] Priorities & Planning Committee Board of Graduate Studies Board of Undergraduate Studies Bylaws & Membership

SENATE MEETING: Monday, June 3, 2019 Proposed Deliberative Discussion and/or Presentation Topics:

• VPR: Strategic Research Plan Update/Check-in










• Year-end Senate Report

• 2018-19 Committee Evaluation Survey Results

• Year-end Committee Report (all)


• Committee on Admissions & Progress Annual Report: 2017-18


• Year-end Committee Report





• 2019-20 Senate and Standing Committee Membership

• COU Academic Colleague

• 2018-19 Senate Evaluation Survey Results

• 2018-19 Committee Evaluation Survey Results (all)









• [Honorary Degree Nominations]

• Selection of Student Convocation Award Winners

• Annual Call for Honorary Degree Nominations (Reminder)




• 2018-19 Inventory of Centres and Institutes













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Pending/Emerging Items [To be confirmed and/or scheduled]



• Deliberative Discussion Guidelines & Proposed Changes

• Policy on Graduate Faculty Appointments

• Cotutelle Policy

• Policy on Establishment of Academic Schedule of Dates

• Nomenclature Changes (area of study vs area of concentration)

• Academic Disruption Policy

• Teaching and Learning Plan >>

• Update on outcome of IQAP audit >>


• Update on outcome of IQAP audit >>

• Policy on Establishment of Academic Schedule of Dates

• Exam Scheduling (including 3/24 hrs)

• Academic Disruption Policy

• Degree parchments

• Amendments to Naming Academic Entities Policy

•

• Provost/VPR Review Committee Slates

• Deliberative Discussion Guidelines: Proposed Changes

• Guidelines for Establishing Senate Meeting Dates

• Committee Terms of Reference for review (as per schedule)


• Winter Convocation

• Vaughan Medal: Refinements to criteria/qualifications

• Policy on Indigenous Regalia at Convocation

• Policy/protocol for rescinding honorary degrees and university awards

• John Bell Award: Medal Redesign

• Award Terms of Reference for review (as per schedule)

• Amendments to Naming Academic Entities Policy

• OMAFRA Reporting (e.g. KPIs)

• Research Data Management Strategy/Policy

• Office of Research Services Strategic Plan; Full Cost of Research; Equity, Diversity and Inclusion in Research

• • One-year follow-up reporting template

• Outcome of IQAP Audit and Recommendations (including plan for implementation)


• Review of Committee bylaws (per review schedule)

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Standing / Routine Items [All meetings or as required]


• COU Academic Colleague Report

• Committee Chair reports/roundtable on key items

• Draft Senate agenda for upcoming meeting

• Program changes, additions, deletions

• Course changes, additions, deletions

• Graduate Faculty Appointments

• Update from AVP Graduate & Postdoctoral Studies

• Program changes, additions, deletions

• Course changes, additions, deletions

• Update from the AVP Academic

• Bylaw reviews/changes from Senate Standing Committees and Boards (Petitions due in 2018-19)

• Update from the University Secretariat

Honours & Awards Research Board Non-Degree Studies Quality Assurance

• Update on Convocation Ceremonies and Award Nominees

• Update from the VP Research • Non-degree program reviews

• Non-degree program changes

• Status of Non-degree programs for 2018-19

• Quality Assessment Reports and Implementation Plans

• Update from the Office of Quality Assurance

• Update on Review Schedule/Status

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b) Senate Deliberative Discussions Background “Deliberative discussions” are included regularly on the Senate agenda on topics of concern or interest to Senators, with the objective of providing feedback to senior administration for consideration. These discussions are an opportunity for Senators to engage in shared inquiry on areas of strategic importance to the University; and, to provide input to help shape decisions, policies or documents in advance of their presentation to a University governing body. The use of “deliberative discussions” was recommended in the 2007 Report of the Review of the Senate Standing Committees, as one way of engaging the ‘wisdom of Senate’ and to provide an opportunity to bring an issue or tentative recommendation to the floor of Senate for general discussion and debate, before bringing a recommendation for action (i.e. in the form of a formal motion) to a subsequent meeting. In 2014, the Senate Priorities and Planning Committee (SPPC) asked the Senate Committee on Bylaws and Membership to suggest a framework of principles to guide deliberative discussions. The following were developed, based on Senate bylaws and rules of order:

a) Discussions will be limited to 30 minutes b) Discussions will be chaired by the Chair of SPPC c) The topic will be circulated in advance and advertised widely d) Written communications on the topic, no more than 300 words in length, will be

accepted from Senators and visitors up to 48 hours prior to the meeting, and will be posted in the on-line “supporting materials” folder

e) Note shall be made at Senate that such communications have been received f) The rules of order for the discussion will be guided by the current bylaws of Senate

regarding the participation of visitors g) Priority for speaking in deliberative discussions will be given to Senators

Senate Deliberative Discussions

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Proposed Topics for Deliberative Discussion The following topics are provided for consideration, based on both emerging issue areas and matters previously suggested for discussion. Members will be invited to offer feedback on the list below as well as other issue areas for consideration and discussion:

• University Statement on Freedom of Expression *consider for Fall 2018 • Senate Governance Review *consider for Winter 2019 • Internationalization • Experiential learning • Strategic Enrolment and Retention • University Key Performance Indicators

A list of deliberative discussion topics held since the 2016-17 academic year is provided below for information:

• Development of the Strategic Research Plan (December 2016) • Inclusion Framework (February 2017) • Global@Guelph internationalization document (May 2017) • Fall Study Break Expansion (November 2017) • Update on Fall Study Break Expansion (November 2017)

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Senate Deliberative Discussions

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To: Priorities and Planning Committee From: Gen Gauthier-Chalifour, University Secretary Subject: 4. 2018-19 Senate Planning, Priorities, and Context Setting Meeting: September 10, 2018

c) Senate Priorities for 2018-19 In November 2017, Senate approved the following statement of priorities to guide Senate’s work for 2017-18:

Senate advances the mission of the University through the development and oversight of educational policies and academic programming in a way that is attentive to institutional integrity and stakeholder relationships inside and outside the University, while also addressing the public policy context within which the University operates. In 2017-18, Senate will continue to guide the University’s way forward using the existing guideposts in the Senate-approved strategic framework, thereby advancing the task of bringing the framework’s five themes to life in our planning and work.

The statement leverages the key institutional documents and fosters their use in decision-making, recognizing the relatively recent and extensive consultation that was undertaken as part of their development. These documents, listed below, were also approved by both the University Senate and Board of Governors:

• Strategic Framework1 (approved June 2016); infographic enclosed • Student Mental Health Strategy2 (approved Spring 2016) • Inclusion Framework3 (endorsed April 2017) • Strategic Research Plan4 (approved June 2017)

In keeping with the statement above, Senate standing committees were asked to continue their work relative to their respective bylaws, and alignment of activities with themes found in the Strategic Framework. Year-end reports submitted by each committee reflected this connection. The Committee will be invited to discuss approach to priority-setting for 2018-19, and whether it is appropriate that Senate continue to be guided by the statement above.

1 URL: http://strategicrenewal.uoguelph.ca/read-u-gs-new-strategic-framework/ 2 URL: http://bit.ly/2c4efkz 3 URL: https://www.uoguelph.ca/diversity-human-rights/university-guelph-inclusion-framework 4 URL: https://www.uoguelph.ca/research/about-us/strategic-research-plan

Senate Priorities for 2018-19 Page 41 of 45

http://strategicrenewal.uoguelph.ca/read-u-gs-new-strategic-framework/

http://bit.ly/2c4efkz

https://www.uoguelph.ca/diversity-human-rights/university-guelph-inclusion-framework

https://www.uoguelph.ca/research/about-us/strategic-research-plan

http://strategicrenewal.uoguelph.ca/read-u-gs-new-strategic-framework/

http://bit.ly/2c4efkz

https://www.uoguelph.ca/diversity-human-rights/university-guelph-inclusion-framework

https://www.uoguelph.ca/research/about-us/strategic-research-plan

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Senate Priorities for 2018-19 Page 42 of 45


d) Senate Governance Review In 2017-18 the Board of Governors undertook a review of its governance practices, the scope of which was focused on whether the bylaws, committees and practices of the Board are best positioned to supports its advisory and oversight roles. The review arose out of recognition that periodic comprehensive review is itself a governance best practice1. A Working Group on Board Governance Review was struck and is continuing with its work, with a view to providing a final report to the Board in January 2019. Senate last undertook a review of its committee structure (and subsequently, Senate membership), in 2006-07 and 2007-08. At the time, given the mandate was focused primarily on a review of standing committees, the Senate Committee on Bylaws and Membership was charged with leading the review and a small working group was formed. The objectives of the review were:

1. Identify recent external and internal changes affecting the relevance of existing committee mandates and the ability of committees to meet their mandates;

2. Review and modify as necessary existing mandates to reflect issues identified; 3. Review and modify as necessary the governance structure of the standing committees;

and 4. Develop criteria to assess and improve the effectiveness of standing committee

processes and decisions on an on-going basis2.

Given it has now been over ten years since a Senate review was last undertaken and recognizing continuing changes within both the institution and the external environment within which it operates, it is proposed that consideration be given to commissioning a Senate governance review in the 2018-19 academic year. Given other institutional and governance priorities throughout the fall semester, it is suggested this review be activated beginning in the winter semester, with a view to reporting to Senate in 2019-20.

1 Independent Study Group on University Governance, Governance & Accountability: The Report of the Independent Study Group on University Governance (Ottawa: Canadian Association of University Teachers, 1993), 38; Michael Shattock, Managing Good Governance in Higher Education, Managing Universities and Colleges: Guides to Good Practice (Maidenhead, UK: Open University Press, 2006), 138–40. 2 University of Guelph Senate Committee on Bylaws and Membership, Review of the Senate Standing Committees (October 5, 2007)

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To: Priorities & Planning Committee From: Gen Gauthier-Chalifour, University Secretary Subject: 5. Other Business Meeting: September 10, 2018

a) Annual Joint Meeting with Board of Governors Committee Chairs

As a way of enhancing connectivity between the University’s two governing bodies, members of the SPPC meet annually with the Board Chairs Group which includes the Chair of the Board of Governors, and the chairs of each of the Board’s standing committees. The meeting is not planned as a decision-making opportunity, but rather as an informal gathering for those who hold leadership positions within the University’s Senate and Board of Governors so that they may share information and ideas of mutual interest.

Members of the SPPC are invited to participate in a joint dinner meeting scheduled for:

Wednesday, January 23, 2019 from approximately 5:00 to 8:00 p.m. Exact timing and details will be provided to members closer to the date.

Annual Joint Meeting with Board of Governors Committee Chairs

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