Senator (Faculty Member)

Senator (Faculty Member)

Senator (At-large)

Senator (Undergraduate Student)

Graduate Student (At-large)

Elected by Senate

Executive Director, SFU International

Ex-officio

Secretary (Non-voting)

Director Staff Member, Office of

Ex Officio

International Cooperation

Executive Director,

International Relations

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

Exchange Committee.

6.3 Terms of Reference

6.3.1

To ensure that proposals for international activities meet the conditions and

criteria established by the University Policy on International Activities, and the

University Policy on Service Contracts.

63.2 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.

6.3.3 To advise the Vice President, AcademicPresident 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.

6.3.4 To maintain an overview and familiarity with international agreements that are

entered into by academic or administrative units.

63.5

To report annually to Senate.

6.4

Procedures

Draft: Mdv lOSe

ptember

11. 2001

6.4.1 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.

6.4.2 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.

6.4.3 Proposals shall be accompanied by verification that the prospective parties to

the activity have been given a copy of the University Policy on International

-Activities.

6.4.4 Proposals shall be submitted to the Secretary of SCIA for distribution to the

Committee.

6.4.5 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 Vice President, AcademicPresi dent. Where approval

of the Senate or the Board of Governors is required, the Vice President,

AcademicPresident shall inform the appropriate body(ies) of the Committee's

recommendation.

6.4.6 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 Vice President, AcademtcPresident regarding any violations that may

discovered.

6.4.7 Copies of international activity contracts or other agreements shall be provided

to the Office of International Cooperation where they shall be kept on file

and be open for inspection by members of the University community.

Interpretation

Questions of Policy interpretation or application shall be referred to the President whose

decision shall be final.

DrafE: Jul

1-OSe

y tember 11,

2001

APPENDIX A

Illustrative List of International Activities to Which the Policy Applies

The Policy applies to all international activities undertaken in the University's name

except where explicitly excepted, such as research activities requiring the approval of the

Vice President, Research Vice-President, Research. Examples of international activities to

which the Policy applies, include:

• cooperation agreements between institutions

—

university arrangements governing graduate and undergraduate student exchanges,

study abroad opportunities for domestic students _(including field schools), and non-

credit international study-yo

• tours

• study abroad opportunities for international students coming to SFU

• education and training programs for international clients, including English language

training provided outside of ongoing approved programs such as the English

Language Bidge Program, and the English Language and Culture Program

• arrangements for the delivery, sale or licensing outside Canada of the University's

credit and non-credit courses, and degree completion programs

• international service contracts

• international development assistance projects

• international development projects funded by the International Development

Research Centre

• commercial, joint-venture partnerships that use the University's resources or that trade

on the University's name and reputation

International research projects

undertaken in the name of the institution shall adhere to

the spirit of this Policy and shall be submitted for review, or reported for information

to the Senate Committee on International Activities at the discretion of the Vice

President, Reearc h.-Vi ce-Presi dent, Research.

Approved by Senate: May 11, 1998

Approved by the Board of Governors: May 28, 1998

Draft: .Jul y

lOSeptember

11. 2001

Summary of Changes to GP 23

23 October, 2001

1.0 paragraph 2. Addition of "

..and practices in the middle of the sentence.

The President replaces the Vice-President, Academic throughout the policy

since SFU International Office will now report to the President.

3.3 "Research and..

have been added at the start of the sentence.

4.0 Assessment Guidelines Reflecting the Universit

's Values and

Principles The underlined section has been added to the title, and 3 sub-

headings have been added in 4.0

SFU's Mission, Academic Standards and Practices

Human Rights and Legal Requirements

Interface with the Community

The new 4.3 is a reworking of the old

5.6

The new 4.4 is a reworking of the old 4.6 and 4.7

The new

4.5

is a reworking of the old 4.9

The new 4.6 is a renumbering of the old 4.10

The new 4.7 is a renumbering of the old 4.11

10.

The new 4.8 is a renumbering of the old 4.3

11.

The new 4.9 is a renumbering of the old 4.4

12.

The new 4.10 is a renumbering of the old

4.5

13.

The new 4.11 is a renumbering of the old 4.8

14.

The new 4.12 is a renumbering of the old

5.4

15.

5.1

the words "The practices of.." have been removed from the start of

the sentence.

16.

In 6.2, The President (or designate) is to chair SCIA, and the Vice-President,

Academic (or designate) is added to the membership. The Executive Director of

SFU International substitutes for the Executive Director, International

Cooperation, and a non-voting secretary is added to the committee. -

17.

Appendix A, minor wording revisions have been added to the bulleted list.

Response of the Senate Committee on International Activities?

to the

Recommendations of the Ad Hoc Senate Committee to Review the?

Eastern Indonesia Universities Development Project (EIUDP)

Background

On March

2001, Senate discussed the Report prepared by the Senate Ad Hoc

Committee to Review the Eastern Indonesia Universities Development Project. Senate

commended the Committee for the high quality of its Report.

The Senate Committee on International Activities (SCIA) was asked to consider the

recommendations contained in the Report, and provide Senate its proposed responses to

those recommendations.

SCIA began consideration of the Report's recommendations at its meeting on May 8,

2001. A special meeting was held on May 31, 2001 to complete the review and

. ?

discussion of the Report's recommendations. On June 12, 2001, SCIA met with

members of the Ad Hoc Committee to clarify the intent of several of their

recommendations prior to finalizing its response.

SCIA is pleased to submit to Senate its response to the Ad Hoc Committee's Report.

Since SCIA's response to several of the recommendations requires amendment to the

University's Policy on International Activities, SCIA is also pleased to submit a proposed

revision to the University's Policy on International Activities. A third and final

document for Senate's information are proposed guidelines that SCIA will be issuing to

assist members of the community who are bringing forward proposals for new

international activities.

Responses to the Ad Hoc Committee's Recommendations

Recommendation 1

Revisit the SFU Policy on International Activities with an eye to grouping its values

and objectives in logical groups, possibly in the way it is done in this Report.

We agree that the Policy should be re-drafted so that it is clearer and flows more

logically. A re-draft of the Policy will be presented to Senate for consideration.

Discuss the principle of 'minimal impairment' and see how it applies to the Policy,

particularly as a tool for SCIA to appraise projects planned for societies in conflict.

The Ad Hoc Committee clarified for SCIA that it believes the various objectives and

principles noted in SFU's Policy on International Activities to be inseparable. They also

recognize that pursuit of one objective may limit or adversely affect the achievement of

others. Believing that no one objective should take precedence over others, as a matter of

policy, the Ad Hoc Committee recommends that SCIA apply the concept of "minimal

impairment" when considering new proposals, so as to ensure that the pursuit of one

objective or principle has no more than minimal adverse impact on any other objective or

principle.

SCIA agrees with the Ad Hoc Committee that:

(1)

no one objective in the Policy should prevail over others;

(2)

proposed initiatives be considered carefully, each on their own merit, and

(3)

when formulating its recommendations, SCIA will need to take into account the

University's and the particular initiative's various objectives and make careful

judgements as to whether the overall balance is acceptable, and that certain

objectives are not too adversely affected by others.

Develop a position paper on implementation of the policy, based on University

experience, particularly in EIUDP. Circulate a draft to experts, and then circulate a

subsequent draft more widely for community discussion.

SCIA does not believe there is a need to draft and circulate a discussion paper along the

lines proposed. SCIA prefers to submit to Senate, along with its response to the Ad Hoc

Committee's recommendations, an amended and re-structured Policy on International

Activities, as well as guidelines that SCIA will provide to members of the University

community to assist them in planning new international initiatives.

Recommendation 4

Study a change in the policy to extend safety to 'participants' from 'personnel' as is

currently provided.

It is impractical, if not impossible, in most cases for SFU to assure the safety of non-SFU

personnel working on international initiatives -- particularly when they are nationals of

the host country where the activity takes place. SCIA recommends that the Policy not be

amended to provide safety assurances to non-SFU personnel. That said, SCIA believes

that SFU should provide whatever assistance and advice it can to help non-SFU

personnel, associated with our international initiatives, when their safety may be at risk.

SCIA recommends that this principle be reflected in SFU's revised Policy on

International Activities.

Continue to use extensive methods of consultation about projects, and try to

establish a dialogue about international activities (involving EIUDP methods like

forums and advisory committees). Could the Centre for Dialogue be used for this

purpose?

SCIA recommends against engaging in frequent, routine consultations on all projects.

This would become costly in terms of time and money while not achieving the objective,

which SCIA sees as consulting the community when a particular activity raises serious

questions about the propriety or wisdom of the University's involvement.

However, SCIA is very sensitive to its responsibilities under the Policy, and proposes to

consult the University when it believes proposed activities warrant wide consultation.

In addition, SCIA proposes the following courses of action:

• Highlight in SFU's bi-weekly "International Bulletin" email, the initiatives that it has

considered, along with its recommendations, and encourage members of the

University community to contact SCIA if they have concerns about a proposed

activity and SCIA's recommendation.

• Continue to post on its web page, in a timely fashion, the approved, detailed minutes

of SCIA meetings. A link to this web page will be included in the news bulletin

.• referred to above.

• Include in SCIA's Annual Report to Senate a separate section highlighting how SCIA

has dealt with human rights issues throughout the year.

Recommendation 6

Sort out the respective responsibilities of project advisory committees with respect

to SCIA and/or the VP Academic. This could be done by the reconsideration of 2.0

in the SFU Policy (policy purpose) and 4.0 (assessment guidelines). An effective

balance of advice and management functions should be found. Advisory committees

should have adequate arms-length faculty representation, in addition to ex-officio

representation. SCIA should consider appointing one of its members to serve as

liaison on project advisory committees.

Advisory Committees have been important elements of SFU's larger projects such as the

EIUDP and Phase 1 of the China Council on International Cooperation in Environment

and Development. Some other projects have advisory committees identified as part of

the project structure, but they tend to meet less frequently and more informally.

Project Advisory Committees can be very useful mechanisms for advice and oversight,

particularly for large, complex projects or when projects are controversial, involve policy

issues of importance to the University, or require special skills or expertise not found

• ?

among members of the project management team. SCIA agrees that Advisory

Committees, when struck, should include adequate arms-length representation. While a

member of SCIA may serve on one or more Advisory Committees, SCIA does not

believe that SCIA representation should be compulsory.

SCIA also recommends against imposing standard management structures on all projects.

In some cases, Advisory Committees are essential or highly desirable. In other cases, for

example with smaller or less complex projects, such committees may simply result in an

unnecessary layer of bureaucracy and therefore should be avoided. SCIA proposes that a

case-by-case approach be adopted, with project proponents being invited to propose an

appropriate management framework in the first instance. SCIA would however reserve

the right to recommend that Advisory Committees be struck when they believe the

circumstances warrant.

As for a balance of advisory and management functions, such committees by virtue of

their role should serve an advisory function only, and should have no managerial

responsibility vis-à-vis a project.

The Chairs of Advisory Committees should submit copies of their reports to SCIA for

information.

In the context of international projects, SFU should make optimum use of existing

arrangements so that project participants can make a progressive transition toward

qualification for graduate study (e.g. post-baccalaureate diploma, special student

status, and qualifying status).

A member of the Ad Hoc Committee clarified for SCIA the intent of this

recommendation which is to learn from the EIUDP experience, and provide to graduate

student cohorts special support in helping them adapt to a new country, culture and

university, so as to make their experience more productive and successful.

SCIA agrees that SFU should provide the full range of existing programs of support to

such groups. To facilitate this, it is recommended that those developing new projects

consult with the Dean of Graduate Studies and with International and Exchange Student

Services when they expect that there will be cohort groups coming to SFU for degree

programs. Whenever possible, provision should be made in the project design and

budget for any extraordinary support that may be necessary - including language

training.

SCIA recommends that the importance of these considerations be noted in the guidelines

that it will issue to assist members of the community in planning new international

initiatives.

SFU should encourage and ensure that instructors and supervisors who are working

• ?

Recommendation 8

closely with students involved in international development projects ascertain that

the research methods, techniques and technologies used are appropriate to the

socio-economic conditions that students face on their return home.

SCIA agrees that faculty and instructors should be conveying knowledge, principles and

practices that can be applied when students return to their home countries. Conversely,

SFU should avoid teaching or promoting techniques that cannot be replicated or

employed following scholars' return to home.

To facilitate this, those planning projects should seek information and assurances from

the students' home country and institutions about the learning and teaching environment

that they will return to. SFU instructors should make themselves aware of the

environment to which the graduates/researchers will return, and the nature of the facilities

and equipment available to them.

SCIA does not view this as a policy issue, but rather a practical guideline to be applied by

SFU faculty and staff in the design and implementation of programs. The importance of

the approach will be referred to in the guidelines to be issued by SCIA.

• ?

Recommendation 9

In international projects where SCIA mandates a policy or process that is also new

to SFU (e.g. developing environmental sciences, promoting women in science and

technology), SCIA should consider whether such a mandate could compromise

other objectives of the project. SCIA should also address possible perceptions of the

participant-recipients with respect to objectives that SFU itself is only beginning to

implement.

SCIA agrees with this recommendation. On a case by case basis, decisions will be taken

to ensure a proper balance between advocacy of particular practices and processes, and

the achievement of the broad project objectives.

SFU should be sensitive when advocating new approaches particularly when they have

not been fully or successfully implemented at SFU.

Recommendation 10

Find ways to continue SFU's connection with eastern Indonesia - an annual event at

SFU, and an annual event in eastern Indonesia (among the EIIJDP universities).

Continue to encourage basic science links between younger Fellows and SFU on an

annual basis, build on the emphasis on sustainable development in the sciences.

SCIA hopes that SFU's involvement with Eastern Indonesian universities will foster

academic relationships that go beyond EIUDP. However, ongoing communication

between younger Fellows and SFU faculty, and other forms of academic cooperation are

dependent on shared interests of faculty at the respective institutions. his cannot be

mandated by university administration. The same situation and opportunities apply to

relationships that are nurtured with universities in other countries during the course of

projects.

SCIA does not recommend that the University support special annual events either in

Indonesia or on campus.

SCIA recommends that in evaluating future project opportunities, consideration be given

to the potential for ongoing relationships that extend beyond project termination.

Recommendation 11

Encourage and facilitate reflection on and analysis of the history and lessons of the

EIUDP, including published historical narratives by key managers and participants

from Indonesia and Canada, a symposium of reflections involving participants and

observers who conduct research on such projects, and a dissertation on the history

and evolution of EIUDP, perhaps by Special Arrangements.

SCIA believes that the University should facilitate future research on EIUDP, and other

documentation. A dissertation would be very welcome.

SENATE COMMITTEE ON INTERNATIONAL ACTIVITIES (SCIA)

Ithic1nent 3

SIMON FRASER UNIVERSITY

GUIDELINES for the SUBMISSION and APPROVAL of

PROPOSALS for NEW INTERNATIONAL ACTIVITIES

1.0 ?

Background

Simon Fraser University's involvement in international activities is governed by GP

23:

University Policy on International Activities.

Those planning new initiatives

should review this Policy early in the planning process.

This Policy can be obtained from the Senate web site

(www.reg.sfu.calSenate/SenateComms/SCIAJindex.html) or from the Office of

International Cooperation (www.sfu.calinternational). This document describes:

• the purpose of the Policy

• the activities to which it applies

• the key issue for SCIA in assessing of proposals, and

• the Terms of Reference for SCIA

2.0 ?

Purpose of these Guidelines

To assist members of the SFU community in understanding:

• which international activities require formal university approval

• the approval process to be followed

• information that SCIA considers important and would like to see included in

new proposals.

3.0 ?

Activities that Require Formal University Approval

International activities undertaken in the name of the University and delivered either

in Canada or abroad must be submitted to SCIA for review. Attached to this

document is Appendix A from the University Policy on International Activities. It

provides an illustrative list of activities to which the Policy applies, as well as those

which are exempt.

For further information contact the Office of International Cooperation, which

provides the Secretary to SCIA.

September 11, 2001

4.0 ?

Approval Process

4.1 ?

ALL INTERNATIONAL ACTIVITIES

4.1.1 ?

Responsible Dean or Vice-President

All proposals or agreements being submitted for consideration should be forwarded

through the responsible Dean or Vice-President, with an indication that he or she

fully supports the proposed activity.

4.1.2 ?

Submission to SCIA

Once endorsed by the responsible Dean or Vice-President, proposals and draft

agreements should be submitted to the Secretary of SCIA who will distribute the

document to SCIA members. SCIA normally meets once a month. In cases where a

decision is required in advance of the next scheduled meeting of SCIA, SCIA's

Secretary should be advised and a course of action agreed to.

4.1.3 ?

President

SCIA reviews each proposal to ensure compliance with the University Policy on

International Activities. SCIA makes recommendations to the President on the

merit of the proposal and whether it believes it should be approved or modified in

some way.

The

President

approves all activities governed by this Policy, regardless of their

size, taking into account the recommendation of SCIA. When required by

University Policy, the President forwards proposals to Senate and/or the Board of

Governors for final approval.

4.2 ?

STUDENT EXCHANGE ACTIVITIES

Essentially the same approval process is followed where the proposed activity

involves exclusively student exchange agreements at either the graduate or the

undergraduate levels.

•

International Student Exchanges

The one significant difference in the approval process is that the International

Student Exchange Committee (ISEC) first reviews all proposals related to formal

student exchange agreements. ISEC makes 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 is responsible for reporting to SCIA on ISEC's proposals

regarding the establishment of new student exchange agreements, as well as the

renewal or termination of existing agreements. SCIA will consider these

recommendations and advise the President on the establishment of new agreements,

and on the renewal or termination of existing agreements.

All enquiries and proposals regarding international student mobility activities should

be directed to the Director of International and Exchange Student Services, who is

also Vice-Chair of ISEC.

5.0 ?

Memoranda of Understanding and Other Formal

Agreements

Templates for Memoranda of Understanding may be obtained from International and

Exchange Student Services (for student exchange activities) or from the Office of

International Cooperation for all other international activities.

All proposals that SFU enter into new Memoranda of Understanding (MOU) or other

forms of international agreements must be reviewed by SCIA. SCIA will

recommend to the President whether SFU should enter into proposed agreements.

The President normally signs approved MOUs and other international agreements on

behalf of the University.

Copies of all signed international agreements governing SFU' s involvement in

• ?

international activities must be provided to the Office of International Cooperation

for retention and record keeping on behalf of the University.

6.0 ?

Content and Structure of Proposals

All proposals submitted to SCIA and/or ISEC shall include clear statements

identifying:

• the goals and objectives of the activity

• the rationale for SFU's involvement

• the detailed activities

• who from SFU will participate, and their roles and responsibilities

• academic and non-academic benefits to be realized by SFU

• the start and end-date for the activity, as well as the expiry date for any related

agreement

the detailed budget for the proposed activity

administrative fees, as well as all other direct costs to students. A statement is to be

provided concerning what will be done with any surplus monies arising from the

activities, including the distribution of surpluses to participating students.

For international service contracts, training programs, development projects, joint

venture agreements and the delivery of programs and courses internationally, the

budget should clearly show that these activities cover the full costs, both direct and

indirect, and should identify the financial return to the participating Faculties and

units and to the University at large.

7.0 ?

Program Design Considerations

7.1 ?

International students coming to SFU (particularly cohort groups):

• It is expected that the full range of existing student support services will be made

available to these international students.

• To facilitate proper planning, the Director of International and Exchange Student

Services is to be consulted early in the planning stage.

• Where graduate students are involved, the Dean of Graduate Studies is also to be

consulted early in the planning process.

• Care must be taken to ensure students have the necessary English language

proficiency. Where necessary, provision is to be made in the project budget for

English language training and any other extraordinary support services that may

be required.

7.2 ?

Preparation by SFU faculty and staff who will be teaching

international students (particularly cohort groups):

With regard to development projects, and especially in connection with the cohort

groups of international students, in order to ensure their experience at SFU is as

relevant and as valuable as possible:

• Faculty and staff are to make themselves aware of the situation that faces

students when they return to their home countries and institutions.

• Students should be familiarized with teaching and research methods, techniques

and technologies that they will be able to employ upon their return home.

7.3 ?

Management Structure

• For projects, consideration should be given to the need to establish Advisory

Committees, the composition of which should include members of the University

community who have an arms length relationship to the project.

• Not all projects require such Committees, and SCIA will be guided by the views

of the projects' proponents. Nonetheless, SCIA reserves the right to recommend

the establishment of an Advisory Committee if it believes this to be necessary for

any reason, including project complexity, policy considerations or the need to

access additional expertise and experience.

For general information on the approval process for international áàtivities, and for

8.0 ?

Additional Information

detailed questions related to international activities and agreements that extend

beyond student activities, contact the Executive Director, SFU International.

For information on the approval process and practices related to international

activities involving students, contact the Director, International and Exchange

Student Services.

September 11, 2001

APPENDIX A

Illustrative List of International Activities to Which the University's Policy on

International Activities Applies

The Policy applies to all international activities undertaken in the University's name

except where explicitly excepted, such as research activities requiring the approval of the

Vice-President, Research. Examples of international activities to which the Policy

applies, include:

• cooperation agreements between institutions

• university arrangements governing graduate and undergraduate student exchanges,

study abroad opportunities for domestic students, and non-credit international study

tours

• education and training programs for international clients

• arrangements for the delivery, sale or licensing outside Canada of the University's

credit and non-credit courses, and degree completion programs

• international service contracts

• international development assistance projects

• international development projects funded by the International Development

Research Centre

• commercial, joint-venture partnerships that use the University's resources or that trade

on the University's name and reputation

International research projects

undertaken in the name of the institution shall adhere to

the spirit of this Policy and shall be submitted for review, or reported for information

to the Senate Committee on International Activities at the discretion of the Vice-

President, Research.