S.09-97
'I.
SIMON FRASER UNIVERSITY
THINKING OF THE WORLD
TO: ?
Senate
FROM: ?
James Busumtwi-Sam
Chair, Senate Committee on International Activities
RE: ?
Change to membership and terms of Reference - SCIA
and Dissolution of ISEC
DATE: ?
September 1, 2009
At its meeting on the 10' ofJune 2009, SCIA approved changes to its membership and
terms of reference and the dissolution of ISEC.
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The changes involve enlarging SCIA membership to: include all faculties; transferring the
functions of ISEC to SCIA, including the approval of student exchange agreements; and
delegating responsibility for the administration and approval of individual student
exchanges from SCIA to SFU International. Following approval of these changes, it is
recommended that ISEC, a subcommittee of SCIA, be dissolved.
Motion
1
"that Senate approve the proposed changes to SCIA membership and terms
of reference, effective immediately"
Motion
2
"that Senate approve the dissolution of the International Student Exchange
Committee (ISEC), effective immediately"
Rationale:
See attached text of motions discussed and approved by SCIA at its meeting on
June 10, 2009
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Proposed Membership and Terms of Reference - Senate Committee on
International Activities (SCIA)
.
Members
Conditions
Term
President (or designate)
Chair, Ex-officio
Vice-President Academic
Ex-officio
(or designate)
Faculty Member, Applied
2 years
Sciences
Faculty Member, Arts &
2 years
Social Sciences
Faculty Member, Business
Elected by
2 years
Administration
Senate (with at least
Faculty Member,
three Senators being
2 years
Communication, Art and
elected)
Technology
Faculty Member, Education
2 years
Faculty Member,
2 years
Environment
Faculty Member, Health
2 years
Sciences
Faculty Member, Science
2 years
Registrar (or designate)
Ex-officio
Undergraduate Student
Elected by
2 year
Senator
Senate
Graduate Student (At-large)
Elected by Senate
2 years
Director International
Ex-officio
Development and Faculty
Engagement, Continuing
Studies
Director
Ex-officio
Internationalization, SFU
International (or designate)
Staff Representative, SFU
Ex-officio
International
Secretary (non-voting)
Terms of Reference
1.
To ensure that proposals for international activities meet the conditions and criteria
established by the Universit
y
Policy on International Activities, and by the University
Policy on Service Contracts.
2.
To ensure broad consultation prior to the final approval of any proposal covered by this
policy for which human rights considerations are likely to be a concern.
3. To advise the President with respect to the desirability of entering into international
activities that are proposed to be undertaken by the University on the basis of a contract,
contribution agreement, letter of understanding, or similar document.
I.
4. To maintain an overview and familiarity with international agreements that are entered
into by academic or administrative units.
5. To make recommendations to the President on the establishment of any new international or
domestic undergraduate or graduate student exchange agreements.
*6. To formulate selection criteria for undergraduate and graduate student participation in
international and domestic exchange programs, in consultation with partner institutions and
appropriate SFU authorities.
*7 To monitor and where necessary recommend and implement changes to application materials,
procedures and deadlines, in consultation with appropriate SFU authorities.
*8. To select successful candidates for exchange programs, based on rigorous application procedures
and guidelines.
9. To report annually to Senate.
Procedures
1.
The Committee shall be provided with copies of international activity proposals and
whatever other information is needed to administer this Policy, based on procedures to be
determined by the Committee.
2.
Every proposal shall indicate that it has the approval of the appropriate Chair or
Director and Faculty Dean and shall contain a statement of goals and objectives, a clear
disclosure of the proposed activities and a budget.
3.
Proposals shall be submitted to the Secretary of SCIA for distribution to the
Committee.
4.
The Committee shall review each proposal to ensure compliance with the University
Policy on International Activities and shall recommend acceptance, modification or
rejection to the President. Where approval of the Senate or the Board of Governors is
required, the President shall inform the appropriate body(ies) of the Committee's
recommendation.
S. Where there is concern on the part of SCIA that any international activity which uses
the University's name or resources may be in non-compliance with this Policy, the
Committee shall be entitled to receive further information and shall report to the
President regarding any violations that may be discovered.
6. Copies of international activity contracts or other agreements shall be provided to SFU
International where they shall be kept on file and.be
open for inspection by members of
the University community.
* Responsibilities delegated by SCM to SFU International
I
Existing Membership and Terms of Reference - Senate Committee on
International Activities (SCIA)
Members
President (or designate)
Vice-President, Academic (or designate)
Senator-Faculty Mbr
Senator-Faculty Mbr
Senator-Faculty Mbr
Senator (At-large)
Student Senator (Undergraduate)
Graduate Student (At-large)
Student Alternate
Conditions
Term
Chair, Ex-officio
Ex-officio
2 years
Elected by and from Senate
2 years
2 years
Elected by and from Senate
2 years
Elected by and from Senate
2 years
Elected by Senate
2 years
Elected by Senate
2 years
Executive Director, SFU International (or designate) Ex-officio
Staff representative of SFU International
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Secretary, Ex-officio (non-voting)
• The Committee shall meet at least once each semester and at the call of the Chair.
• Quorum shall be a simple majority of the voting members.
• The Committee may strike sub-committees as required, such as the International Student
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Exchange Committee.
• The Executive Director of SFU International (or designate) is designated as Vice Chair
Terms of Reference
1.
To ensure that proposals for international activities meet the conditions and criteria established
by the Universit y
Policy on International Activities, and by the University Policy on Service
Contracts.
2.
To ensure broad consultation prior to the final approval of any proposal covered by this policy
for which human rights considerations are likely to be a concern.
3.
To advise the President with respect to the desirability of entering into international activities
that are proposed to be undertaken by the University on the basis of a contract, contribution
agreement, letter of understanding, or similar document.
4.
To maintain an overview and familiarity with international agreements that are entered into by
academic or administrative units.
5.
To report annually to Senate.
Procedures
1.
The Committee shall be provided with copies of international activity proposals and whatever
other information is needed to administer this Policy, based on procedures to be determined by
the Committee.
2.
Every proposal shall indicate that it has the approval of the appropriate Chair or Director and
Faculty Dean and shall contain a statement of goals and objectives, a clear disclosure of the
proposed activities and a budget.
3.
Proposals shall be submitted to the Secretary of SCIA for distribution to the Committee.
3.
4.
The Committee shall review each proposal to ensure compliance with the Universit
y
Policy on
International Activities and shall recommend acceptance, modification or rejection to the
President. Where approval of the Senate or the Board of Governors is required, the President
shall inform the appropriate body(ies) of the Committee's recommendation.
5.
Where there is concern on the part of SCIA that any international activity which uses the
University's name or resources may be in non-compliance with this Policy, the Committee shall
be entitled to receive further information and shall report to the President regarding any violations
that may be discovered.
6.
Copies of international activity contracts or other agreements shall be provided to SFU
International where they shall be kept on file and be open for inspection by members of the
University community.
0
Existing Membership and Terms of Reference - International Student Exchange
Committee (ISEC)
Standing (Reporting to the Senate Committee on International Activities)
Members
Conditions
Term
1
Faculty Senator
Chair.
SCIA
Elected by and from
years
Faculty Member, Applied Science
Elected by Senate
2 years
Faculty Member, Arts & Social Sciences
Elected by Senate
2 years
Faculty Member, Business Administration
Elected by Senate
2 years
Faculty Member, Communications, Art & Technology
Elected by Senate
2 years
Faculty Member, Education
Elected by Senate
2 years
Faculty Member, Environment
Elected by Senate
.2 years
•
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Faculty Member, Health Sciences
Elected by Senate
2 years
Faculty Member, Science
Elected by Senate
2 years
Student (Graduate or Undergraduate)
Elected by Senate
1 year
•
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Student (Graduate or Undergraduate) Alternate
Elected by Senate
1 year
Registrar
designate)
/ Sen.Director, Student Enrolment
-
(or
Ex-officio (voting)
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Director, SFU International (or designate)
Ex-officio (voting)
Coordinator, International Mobility, SFU International
Secretary (non-voting)
Responsibilities
1.
To formulate selection criteria for undergraduate and graduate student participation in
international and domestic exchange programs.
2.
To monitor and where necessary recommend and implement changes to application
materials, procedures and deadlines.
3.
To select successful candidates for exchange programs.
4.
To make recommendations through SCIA to the President on the establishment of any
new international or domestic undergraduate or graduate student exchange agreements.
The Chair of-ISEC will report to SCIA on ISEC decisions, and provide SCIA with
related ISEC meeting minutess.
Note:
ISEC meets twice a year, normally in late February and again in early July. Business
conducted between official meeting dates is done via Email. The Coordinator for International
Mobility at SFU International is responsible for setting the meeting dates-and agendas for
meetings. Questions related to ISEC may be directed to kate jenning@sfu.ca
The Committee
shall determine its own procedures. Quorum shall be a simple majority of the voting members.
Student exchange applicants who have a grievance arising from the exercise of the Committee's
responsibilities shall have the right of appeal to the Senate Appeals Board (SAB).
Vice-Chair
The Executive Director of SFU International (or designate) is designated as Vice-Chair.
June 10, 2009
SCIA and ISEC Recommendations
1.
Given that SCIA is responsible for the approval of all international activities at SFU
and
Given that many of the international activities that SCIA reviews have an international
development component
and
Given that the majority of international activities at SFU require the involvement of 1 or
more Faculties at SFU
and
Given that SCIA currently does not have representation from Continuing Studies
and
Given that SCIA currently does not have representation from all Faculties
Motion:
"that the terms of membership for SCL4 be changed to include a
representative from Continuing Studies as well as one faculty member
from each Faculty at SF13 elected by Senate, with at least 3 positions elected
by and from
Senate, along with a representative of the Registrar."
New SCIA Membership Composition, if approved, would be as follows:
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S
President (or designate) Chair, Ex-officio
Vice-President, Academic (or designate) Ex-officio
Faculty Member, Applied Science 2 years Elected by Senate
Faculty Member, Arts & Social Sciences 2 years Elected by Senate
Faculty Member, Business Administration 2 years Elected by Senate
Faculty Member, Communications, Art & Technology 2 years Elected by Senate
Faculty Member, Education 2 years Elected by Senate
Faculty Member, Environment 2 years Elected by Senate
Faculty Member, Health Sciences 2 years Elected by Senate
Faculty Member, Science 2 years Elected by Senate
Student Senator (Undergraduate) Elected by and from Senate 2 years
Student Alternate Elected by Senate 2 years
Graduate Student (At-large) Elected by Senate 2 years
Director International Development and Faculty Engagement, Continuing Studies, Ex-
officio
Director Internationalization, SFU International (or designate) Ex-officio
Staff representative of SFU International, Ex-officio (non-voting) SCIA Secretary
Representative from Registrar
This would increase the SCIA membership from 10 to 16, including the SCIA secretary.
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6.
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2. Given that SCIA is responsible for the approval of international activities at SFU
and
Given that exchange agreements are currently approved by the International Student
Exchange Committee (ISEC), a sub-committee of SCIA
and
Given that SCIA has a vested interest in understanding and monitoring all international
activities at SFU
Motion:
"That responsibility for making recommendations to the President on the
establishment of any new international or domestic undergraduate or graduate
student exchange agreements be moved from ISEC to SCIA."
3.
Given that SFU International administers the student exchange applications for SFU
students considering participating in a formal exchange
and
Given that students submit faculty references and program proposals, signed by their
departments
and
Given that SFU International make recommendations to ISEC for final approvals for
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students to participate in a formal exchange, which are in the majority of cases approved
without changes
Motion:
"That responsibility be moved from ISEC to SFU. International to:
1 formulate selection criteria for undergraduate. and graduate student participation
in international and domestic exchange programs, in consultation with partner
institutions and appropriate SFU authorities.
2.
monitor and where necessary recommend and implement changes to application
materials, procedures and deadlines, in consultation with appropriate SFU
authorities.
3.
select successful candidates for exchange programs, based on rigorous application
procedures and guidelines."
4.
Given that ISEC responsibility has been delegated to SCIA and SFU International
Motion:
"That the International Student Exchange Committee (ISEC), a sub-committee of
SCIA, be dissolved."
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7.
