S.98-50
•, ?
SIMON FRASER UNIVERSITY
OFFICE OF THE VICE-PRESIDENT, ACADEMIC
?
MEMORANDUM
To: ?
Senate
From:
?
D.
Senate
Gagan,
Committee
Chair
,4V44
on Academic
J
'1''
Planning
Subject ?
Graduate Appeals Policy
(SGSC Meeting March 30, 1998)
(SCAP Reference: SCAP 98-15)
Date: ?
April 15, 1998
Action undertaken by the Senate Graduate Studies Committee, the Senate
• ?
Committee on Academic Planning, and the Senate Committee on Agenda and
Rules gives rise to the following motion:
Motion:
"that Senate approve as set forth in S.98 -50 , the amendments
to the terms of reference and memberships of the following
committees:
Senate Graduate Studies Committee
Senate Appeals Board
Committee to Review University Admissions
and that the Graduate Appeals procedure approved by Senate on
January 9, 1989 be revoked. All these changes should take place on
June 1, 1998."
9
SCAP 98-15
SIMON FRASER UNIVERSITY
MEMORANDUM
To: Alison Watt, Director
?
From: Bruce Clayman
Secretariat Services
?
Vice-President, Research
Dean of Graduate Studies
Subject: Graduate Appeals Policy
?
Date: ?
March 31, 1998
*** ?
* *********** ********* ********** ******* ********* **** * ** * ****** *
The attached Graduate Appeals Policy was approved by the
Senate Graduate Studies Committee, at its Meeting on March 30,
1998, and is now being forwarded to the Senate Committee on
Academic Planning as follows:
"That SCAP approve and recommend approval to Senate the
amendments to the terms of reference and memberships of
the following committees:
Senate Graduate Studies Committee
Senate Appeals Board
Committee to Review University Admissions
and that the Graduate Appeals procedure approved by Senate on
January 9, 1989 be revoked. All these changes should take place
on June 1, 1998."
B.P. Clayman
Vice-President, Research
Dean of Graduate Studies
.
?
mm!
attach.
S
I:
SIMON FRASER UNIVERSITY ?
OFFICE OF THE DEAN OF GRADUATE STUDIES ?
Memorandum
TO: Senate Graduate Studies Committee
?
FROM: Bruce P. Clayman
Dean of Graduate Studies
SUBJECT: Graduate Appeals Policy
?
DATE: February 13, 1998
I wish to propose that appeals by graduate students of academic decisions and appeals of deci-
sions on graduate admissions be handled through the same processes as that currently used for
undergraduate level appeals. This will require relatively minor changes to the Terms of Refer-
ence and memberships of the Senate Appeals Board (SAB) and the Committee to Review (Un-
dergraduate) Admissions (CRUA) to reflect jurisdiction and constituencies. Administration of
the process would move from my office to that of the Registrar - who is in agreement with this
change.
The present Graduate Appeals Policy and procedures were approved by Senate in 1989; they are
attached for reference. They have worked reasonably well in the very few cases heard (typically
one or two per year). However, they suffer from two key flaws:
• the process is presided over by the Office of the Dean of Graduate Studies which is also re-
sponsible for the administration and enforcement of the Graduate Regulations themselves,
presenting the appearance of a possible conflict of interest;
• the ad hoc appeals committees required under the graduate appeals policy lack consistency of
membership (and hence expertise)and lack adequate representation of student interests, with
only one student member.
Moving the process to the Office of the Registrar (which already administers both the SAB and
CRUA) and placing appeals before a more representative committee with better continuity cor-
rects these flaws.
Attached is the complete proposal for the shift in responsibility for graduate appeals. The matter
will be on the agenda of the next meeting of the Senate Graduate Studies Committee.
attachment
c. R. Heath
?
c
M. McGinn
E07SGS.doc I -Apr-98
.
r
.
Simon Fraser University
% ?
Dean of Student Services & Registrar
tel 291-4176;
fax
291-5732; email heath@sfu.ca
Memorandum
To: ?
Bruce P. Clayman ?
From: Ron
Dean of Graduate Studies
?
Dean6f Stti'deh
Subject: Graduate Appeals Policy
?
Date: February 16, 1998
FP 1998
DEAN
OF
GRADUATE
?
STUDIES
O
Fpft
& Registrar
Further to recent discussions with you and Dr. Jack Martin, Associate Dean of Graduate Studies,
I am attaching the proposed revisions to three Committees: Senate Appeals Board (SAB);
Committee to Review University Admissions (CRUA); and Senate Graduate Studies
Committee (SGSC). The amendments and changes to the existing Committees and-Terms of
Reference are highlighted in bold-face italics. The following highlight the proposed changes to
the existing three Committees and their Terms of Reference.
SGSC:
Point 6. under the current "Purpose" would be deleted since decisions on admission or degree
recommendations would now be referred to either CRUA or SAB.
SAB:
•
The membership has been amended to specify that there should be one graduate and one
undergraduate student member. The alternates are similarly defined.
The "Purpose" has been amended to include 'approval of entry and re-entry to a program' as
this makes it dearer that appeals under 1.12.3 of the Graduate Regulations would be addressed
at SAB. Appeals (excluding grade appeals) under section 1.16 would be addressed at SAB.
CRUA:
The Committee has been re-named from the Senate Committee to Review Undergraduate
Admissions to the Senate Committee to Review University Admissions.
The membership is revised to specify that there will be one graduate and one undergraduate
student member (and corresponding alternates).
The Quorum is revised to include at least one voting faculty member.
The 'Purpose' has been amended to provide for consideration of appeals from students
applying for admission to a graduate program who are not admitted through the usual
admission channels. If past patterns apply, it is unlikely that there would be any significant
number of appeals in this category. The 'Purpose' also allows for CRUA to advise SGSC on
matters relating to admissions. CRUA would make a yearly report to SGSC on graduate
appeals that have been handled by the Committee.
CC. ?
Dr. Jack Martin, Associate Dean, Graduate Studies
a
16. COMMiiu± TO REVIEW
UNDERGRADUATE
UNIVERSITY
ADMISSIONS
(CRUA1
- Standing (Reporting to Senate Committee on Undergraduate Studies
on matters relating to
undergraduate admissions and to the Senate Graduate Studies Committee on matt
relating to graduate admissions.)
Members
Conditions
Term
Expiry Date Name
Associate Vice-
Chair -
Judith Osborne
President (or
Votes in case
designate)
of a tie
Dean of Student Services
Secretary
Charlotte French
and Registrar
(non-voting)
(or designate)
Faculty Member
Elected
2 yrs
May 31/98
?
Lynda Erickson
Faculty Member
by
2yrs
May 31i99
?
Louis Peterson
Alternate
Senate
2 yrs
May 31/99 ?
Norbert Haunerland
Student Member
?
Elected
(Undergraduate)
Student Member
?
by
(Graduate)
Alternate ?
Senate
(Undergraduate)
Alternate
(Graduate)
2 yrs ?
May 31/98 Jennifer Overington *
2 yrs ?
May 31/99 Ken Giffen
2 yrs ?
May 31/99 Harry Nip
Purpose
1)
To
?
consider appeals for admission or re-admission to the University, where special circumstances
0
are present, or where policy requires adjudication of an admission decision by a representative committee.
2)
To consider cases wherein an individual contests a decision of the Registrar to deny admission or re-
admission to the Uthverity or to grant transfer credit or advanced standing in his or her specific case,
when special circumstances are present.
3)
To consider cases wherein an individual contests a decision of the Dean of
Graduate Studies to deny admission or to recognize prior academic study in his or her
specific case, when special circumstances are present.
4)
Student exchange applicants who have a grievance arising from the exercise of the Senate Committee
on International Activities' responsibilities shall have the right of appeal to the CRUA, when special
circumstances are present.
5)
To recommend to SCUS
or SGSC
on policy revisions, when situations arise in which admission
or transfer credit policies appear to conflict with university goals and objectives.
Quorum: A quorum is two voting members, in addition to the Chair.
Committee meetings are scheduled monthly or at the call of the Chair.
CRUA reports to SCUS
and SGSC
in April of each year.
* Elected by Senate February 2, 1998 to replace T. Van Allen who was elected by Senate June 2, 1997
to replace T. Morrison for balance term of office.
0
15. SENATE APPEALS
-
Standing (Reporting
BOARD (SAB)
Category "B")
Members
Conditions
Term
Expiry Date
Name
Student or
Chair (Votes in
May
31,
1999
Kai-Lee Klymchuk
Faculty
case of a tie)
Faculty Member
Elected
2 yrs
May 31,
1998
Stephen Steele
Faculty Member
by
2 yrs
May 31, 1999
Rolf Mathewes
Alternate *
Senate
2 yrs
May
31, 1998
Michael Words
Alternate *
2 yrs
May 31, 1999
Lee
Hanlan
Student Member ?
Elected
(Undergraduate)
Student Member
?
by
(Graduate)
Alternate Student ?
Senate
(Undergraduate)
Alternate Student
(Graduate)
2 yrs May 31, 1999
?
Harry Nip
2yrs
May 31, 1998 ?
Brian Peterson*
2 yrs
May 31, 1999
?
Ian Yagi ?
- -
2yrs
May 3l,1998
?
Albert Chan
Dean of Student Services Secretary ?
Nick Heath
and Registrar ?
(non-voting)
(or designate)
Purpose
. ?
1) To consider cases wherein a student or former student feels aggrieved by the decision of a
faculty, department or other administrative unit relating to:
•
?
registration in courses,
• ?
withdrawal from the University,
• ?
eligibility for graduation,
• ?
approval
of
entry/re-entry to a
program, or
• ?
a
matter relating to academic standing,
when special circumstances are present
Selection of Chair
The Chair may be a student or a member of faculty and normally is selected from
among the members of the Committee.
The Chair shall be selected by majority vote of the voting members of the Senate
Appeals Board.
In the event that the members of the Senate Appeals Board cannot decide on the
selection of a Chair, the appointment shall be decided by Senate.
Quorum: A quorum is three voting members.
Meetings convened monthly or at the call of the Chair.
SAB reports to Senate in April of each year.
* ?
Elected by Senate February 3, 1997 to replace T. Hakenu for balance term of office
6.
6. SENATE GRADUATE STUDIES COMIvInmE (SGSO
- Standing (Reporting to Senate Committee on Academic Planning on Program matters;
reporting under Category B to Senate)
Members ?
Conditions ?
Term ?
Expiry
Date ?
Name
Dean of Graduate
?
Chair
Bruce Clayman
Studies
Dean of Applied Sciences
Parveen Bawa
(or designate)
Dean of Arts
Roger Blackman
(or designate)
Dean of Business
Admin.
John Waterhouse
(or designate)
Dean of Education
Robin Barrow
(or designate)
Dean of Science
Alistair Lachlin
(or designate)
University Librarian
Sharon Thomas
(or designate)
Dean of Student Services Ex-officio (Non-voting)
Diane Whiteley
& Registrar (or designate)
Asst. Director, ?
Secretary
Marian McGinn
Graduate Records
?
Ex-officio (Non-voting)
Chairs of
Departmental Graduate Studies Committees
Applied Sciences
Computing Science
Stella Atkins
Communication
Catherine Murray
Engineering Science
Paul Ho
Kinesiology
Ted Milner
Resource &
Environmental Mgmt
Ken Lertzman
rxm
Archaeology
Jack Nance
Contemporary Arts
Iris Garland
Criminology
Joan Brockman
Economics
Robert Jones
English
David Stouck
French
Marguerite Fauquenoy
Geography
Ian Hutchinson
Gerontology
Andrew Wister
History
John Little
Liberal Studies
Robert Koepke
Linguistics
Zita McRobbie
Philosophy
Philip Hanson
Political Science
Alex Moens
Psychology
William Krane
Publishing
Roland Lorimer
Spanish/Latin American Studies
Ron Newton
Sociology and Anthropology
Hari Sharma
Women's Studies
Jackie Levitin
Business Administration ?
Steve McShane (MBA)
0
?
Eng Choo (EMBA)
Education
?
?
Stuart Richmond
Diane Dagenais
Science
Biological Sciences
?
Larry Dill
Chemistry
?
Derek Sutton
Mathematics & Statistics
?
Alistair Lachlan
Physics
?
John Becbhoefer
Earth Sciences
?
James MacEachem
.
.
Graduate Student Representatives
Member
Term
Expüy Date
Name
Applied Sciences
Regular Member
1 yr
May 31/98
Lyn Bartram
Alternate
1 yr
May 31/98
Christina Carrick
Arts
Regular Member
1 yr
May 31/98
Lawrence Buhagiar
Alternate
1 yr
May 31/98
Miijana Roksandic
Business Admin.
Regular Member
1 yr
May 31/98
Ryan Gunther
Alternate
1 yr
May 31/98
Tracy Olin
Education
Regular Member
1 yr
May 31/98
David Boote
Alternate
1 yr
May 31/98
Michelle McGinn
Science
Regular Member
1 yr
May 31/98
Joy Morris
Alternate
1 yr
May 31/98
Vacant
Purpose
1. To ensure that the standards approved by Senate are maintained.
2. To consider matters of policy related to Graduate Studies and to make appropriate
recommendations to Senate.
3. To consider matters referred to it by Departments and Faculties or by the Dean of Graduate
Studies and to make recommendations to the appropriate body(ies).
4. To make recommendations to SCAP on new course proposals and program proposals.
5.
Under delegated authority from Senate, for graduate curriculum, SGSC shall:
a)
review and make recommendations to SCAP on program changes of a major nature and
general curriculum matters, and
b)
review and approve, where appropriate, all proposed new courses, course deletions and
program revisions of a minor nature. These changes shall be reported in summary form
to SCAP and Senate.
If within one week after SGSC has reported to SCAP, two members of SCAP wish a specific
new course or a program revision of a minor nature to be considered formally by SCAP, this
matter shall be placed on the agenda of the next suitable meeting. If within two weeks after
SCAP has reported to Senate, five members of Senate wish a specific new courseor a program
revision of a minor nature to be considered formally by Senate, this matter shall be placed on
the agenda of the next suitable meeting.
6. To decide on admission or degree recommendations in those cases where the Dean of
Graduate Studies is not able to approve.
F.
I
Composition
1.
The Dean of Graduate Studies - Chair.
2.
The Dean of each Faculty (or designate).
3.
The University Librarian (or designate).
4.
The Chair of each Departmental Graduate Studies Committee.
5.
Education.
Two members elected by and from the Faculty Graduate Studies Committee in the Faculty of
6.
Two members elected by and from the Faculty Graduate Studies Committee in the Faculty of
Business Administration.
7.
A graduate student representative (or alternate) from each Faculty to be elected by and from
the graduate students in the Faculty by in-person secret ballot at the Office of the Registrar.
8.
The Registrar (or designate) (non-voting).
9.
The Assistant Director - Graduate Records (non-voting).
Duties
1.
The Committee quorum shall be the Chair and six members of faculty.
2.
A voting member of the Committee, who cannot attend a particular meeting, may send a
qualified alternate. A 'qualified alternate' for a member of faculty shall be a member of a
faculty who is qualified to Chair his/her Departmental Graduate Studies Committee under
S.294 as amended. A 'qualified alternate' for a graduate student shall be a graduate student
so elected at Simon Fraser University.
3.
Elections for graduate student representatives and alternates shall be held once a year in the
Spring semester. A sitting member is eligible for re-election at the end of a term of office.
4.
Replacement elections for elected members who resign from or cease to qualify for the
Committee will be held as soon as practicable. A member elected in this way will serve for
the remainder of the term of the member replaced.
SGSC reports to Senate in March of each year.
.
c.
