S.95-52
SIMON FRASER UNIVERSITY
?
As
aerded by
Memorandum ?
&Ik SepI-.ais
To:
From:
Date:
Subject:
Senate
W. Ron Heath, Secretary
Senate Committee on Agenda and Rules
September 5, 1995
Changes to various Senate Committees
.
The Senate Committee on Agenda and Rules approves and recommends the
following motion to Senate:
MOTION: "that Senate approve, as set out in S.95-52, the revised
committee structures and terms of reference for the Senate
Committee on Undergraduate Studies (SCUS) and the Senate
Appeals Board (SAB); and the membership and terms of reference
of the Committee to Review Undergraduate Admissions (CRUA);
and the dissolution of the Senate Undergraduate Admissions
Board (SUAB), for implementation commencing at the beginning
of the 96-1 Spring Semester, and further that Faculties advise
SCAR by November 1st, 1995 of the new procedures and
committee structures that will be put in place within the Faculties to
support the revised responsibilities"
I]
..
Simon Fraser University
Office of the Vice-President, Academic
Memorandum
TO:
Senate Committee on Agenda
?
FROM: ?
J.M. Munro
and Rules
?
Vice-President, Academic
SUBJECT:
Changes to Various
?
DATE: ?
August 10, 1995
Senate Committees
I am attaching a proposal for the revision of Senate's undergraduate committees. The
purpose of the proposal is to simplify the structure by abolishing the Senate
Undergraduate Admissions Board and placing its responsibilities with the Senate
Committee on Undergraduate Studies (SCUS). There are also proposed
modifications to the Senate Appeals Board. The proposal has been under discussion
for several years.
The current structure dates from the 1970s. I believe that the proposed changes,
which have the support of both the Senate Committee on Academic Planning and the
Senate Committee on Undergraduate Studies, would improve the functioning of this
important area.
J. M. Munro
S
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1.
SIMON FRASER UNIVERSITY
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Office of the Registrar
Memorandum
From: Nick Heath, Director of Admissions
To: ?
Ron Heath, Registrar
Date:
26 April
1995
Subject: ?
Proposed new committee; Committee to Review Undergraduate
Admissions
(CRUA)
Amendments to terms of reference SAB, SCUS
Dissolution of SUAB
Proposal:
A.
To create a new sub - committee of SCUS, to be known as the Committee to
Review Undergraduate Admissions (CRUA), to be responsible for:
• Adjudication of admission requests, as required by Senate policy (e.g. if policies on
Diverse Qualifications are approved)
• Adjudication of appeals for admission and re-admission
• Adjudication of appeals relating to transfer credit
B.
To expand the role of SCUS to include:
• Setting and supervising policies on admissionand transfer credit
• Setting and supervising policy on continuance and standing
C.
To re-define the role of the Senate Appeals Board (SAB) to deal specifically with a
variety of appeals from current or former undergraduate students and only when a
department or faculty has already made a judginent on the merit of the case.
To
.
revise the membership of SAB, reflecting the dissolution of SUAB.
D.
To dissolve SUAB.
Suggested, revised terms of reference and membership of each are attached in the
Appendix.
Current committee responsibilities and rationale for change
The
Senate Undergraduate Admissions Board
(SUAB) has two main tasks:
• Setting policy on admission and transfer credit (Affects intending new students.)
• Setting policy on standing and continuance ,,(Affects continuing students.)
Both functions relate generally to academic standards. SCUS shares responsibility for
academic standards and policies, but its duties focus on grading and curriculum.
Representation on SUAB is similar to that on sçus, drawing membership from the
faculties, students and Senate. Separation of these functions and the different
reporting levels of SCUS (to SCAP) and SUAB (directly to Senate) has led to
inconsistencies. Controversial issues, such as direct admission to Kinesiology, could
have been resolved more readily at SCAP, rather than at Senate. Although the two
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Committee Structure; SCUS, SUAB, CRUA
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April 1995
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committees, SUAB and SCUS, could report in parallel to SCAP on undergraduate
matters, there appears to be insufficient business to occupy two similar committees.
Consequently, it is proposed that SUAB's duties be transferred to SCUS and that
SUAB be dissolved.
The
Senate Committee on Undergraduate Studies
(SCUS) is responsible for
curriculum and standards. Its concerns for such matters as grading standards tie in
directly to policies on continuance and standing, which are currently the
responsibility of a different committee, i.e. SUAB. Transferring all these
responsibilities to one committee, responsible for the whole u/g program, creates
better conditions for an integrated approach to undergraduate regulations and
services.
The
Senate Appeals Board
(SAB) is chiefly responsible for considering cases
'wherein
an individual feels aggrieved by the decision
of
the Registrar (re.) admission, re-
admission, standing, or credit transfer policy,..when special circumstances are
present.'
In practice, it has two main tasks:
• Adjudication of appeals (actually first requests) for withdrawal.
These appeals are almost entirely retroactive and appellants are all continuing or
former students. In most cases, SAB is the first and last decision-making body in the
process. A separate proposal suggests that regulations be changed, to send such
. ?
requests first to the student's faculty. If this is approved, the SAB terms of reference
should be changed accordingly.
• Adjudication of appeals for admission and re-admission
Appellants are intending new students and former students. The initial decision
being appealed was made by the Registrar's Office, U/C Admissions. The Secretary of
SAB is the Registrar's delegate and has been the Director of Admissions since the
earliest days of SAB. This position is considered to be too closely linked to the initial
decision for the appearance of impartiality, in cases dealing with admissions. It is
proposed that the Director of Admissions should be a resource person for the
members hearing the appeal and should not be present during the in-camera
discussion.
Adjudication of admissions cases is likely to be needed if the University establishes a
policy on Diverse Qualifications. Also it is desirable for certain other admission and
transfer credit decisions to be referred to an adjudication committee, even though the
cases might not meet the strict requirements for consideration by the Senate Appeals
I3oard.
At most Canadian universities admission appeals are the responsibility of a separate
committee.
For these reasons, a separate admission appeal/review committee is suggested, to be
designated
Committee to Review Undergraduate Admissions
(CRUA).
iih Apr 95
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3.
Committee Structure; SCUS, SUAB, CRUA
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April 1995
Page
3
Appendix ?
Committee Terms of 'Reference
Current Terms of Reference - SUAB
SENATE UNDERGRADUATE ADMISSIONS
BOARD (SUAB)
(Reporting Category "B)
'Members ?
Conditions
Itain ?
Expiry Date
Academic Vice-Pres
Chair -
Non-voting except
or designate
in case ofatie
Director of Admissions
Student Member
Selected by
1 yr
Alternate
Student
1 yr
Name
I ?
Society
Student Senator
Elected
1 yr
Student Senator
by
1 yr
Alternate
Senate
1 yr
Faculty Member
Elected
2 yrs
(Applied Sciences)
Alternate
2 yrs
by
Faculty Member
2yrs
(Arts)
Alternate
'
2 yrs
respective
Faculty Member
'
2yrs
(Business Admin.)
Alternate
Faculty
2yrs
Faculty Member
2 yrs
(Education)
Undergraduate
Alternate
2 yrs
Curriculum
Faculty Member ?
'
2 yrs
(Science)
Alternate
Committees
2 yrs
.
''It
Senator ?
Elected by
?
2 yrs
and from Senate
Director of
?
Non-voting
Academic Advice Centre
Purpose:
a)
To recommend to and receive from the Senate policy decisions on undergraduate admissions, re-
admissions, standing and credit transfer and, where necessary, to provide general direction in the
interpretation of such policies.
b)
At the request of the Director of Admissions to review applications that are in the C to C+ range and
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Committee Structure; SCUS, SUAB, CRUA
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April 1995
Page 4
those that may be deficient or involve special or extenuating circumstances.
Procedures
It is the general responsibility of the Registrar to apprise the Committee of areas in which policy needs
to be formulated or of circumstances which necessitate the review of existing policy. Then, in line with
the purpose above, there are three possible procedures which the Committee shall follow:
a)
Recommendations to Senate: The Registrar will notify SUAB of need for review or establishment of
policy; SUAB will forward recommendations to Secretary of Senate for inclusion on the agenda of
next meeting of Senate.
b)
Receive policy decisions from Senate: Senate will instruct the Secretary of Senate to pass policy
decisions to the SUAB, and the SUAB will, where necessary, provide general direction to the
Registrar in the interpretation of the policy. In cases where Senate requests a recommendation from
the SUAB, they will be handled as in a).
c)
Interpretation of existing policy: The Registrar will inform SUAB of the need for an interpretation of
an existing policy. The interpretation will be made and transmitted to the Registrars Office.
The Director of Admissions is charged with the review and selection of applicants from Range I and II
(2.0 - 2.49 GL'A) categories of B.C. High School students. Range 11(2.0 - 2.24 GPA) applicants must present
strong supporting documentation before serious consideration will be given. The Director may call upon
the Senate Undergraduate Admissions Board to review some cases.
Applicants selected for admission by SUAB will be admitted as regular students without conditions.
Applicants not selected in the review process will have the right to file an appeal to the Senate Appeals
Board only if they are able to present additional information (which was not available at the time of
the SUAB decision) which is relevant and consistent with the criteria used by SUAB.
Committee meetings are scheduled at least twice per semester.
SUAB reports to Senate in April of each year.
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Committee Structure; SCUS, SUAB, CRUA
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April 1995
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Proposed Terms of Reference - CRUA
COMMITTEE TO REVIEW UNDERGRADUATE ADMISSIONS (CRUA)
- Standing (Reporting to Senate Committee on Undergraduate Studies)
Members ? Conditions ?
Term ?
Expiry Date
Assoc Academic Vice-
?
Chair -
Pres -or designate ?
Votes in case
of a tie
Registrar or designate
?
I Secretary
Non-voting
r,r-
E%cc*d
cf5
TAo.'.j
all,
iqq
Student Member
I
yr
May 31,199
Alternate
yty
May 31, 199fl
Faculty Member
Elected
2 yrs *
May 31, 1998 *
Faculty Member
by Senate
2 yrs *
May 31, 1997 *
Alternate
I
2yrs
May 31,
1997
Purpose:
To consider appeals for admission or re-admission to the University, where special circumstances are
present, or where policy requires adjudication of an admission decision by a representative committee. To
consider cases wherein an individual contests a decision of the Registrar to deny admission or re-
admission to the University or to a grant transfer credit or advanced standing in his or her specific case,
when special circumstances are present. 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. To recommend to SCUS 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 in April of each year.
* To allow for continuity of membership, in the first election the candidate receiving the highest
number of votes for the "Regular" position will have a three-year term of office; the candidate
receiving the next highest number of votes will have a two-year term of office. Thereafter, all
positions will be filled for a two-year term of office.
.
.
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Committee Structure; SCUS, SUAB, CRUA
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Page 6
Current Terms of Reference -
SAB
SENATE APPEALS BOARD (SAB)
- Standing (Reporting Category 'B')
Members ?
Conditions
?
Irin
Student
?
Chair (Non-voting except in
or Faculty ?
case of a tie, in which case it
would be mandatory to vote)
Faculty Member
?
Elected by and
Alternate*
?
I
from SUAB
Faculty Senator
Elected by and
Al t ernate*
from Senate
Student Member
Selected
Student Member
by the
Alternate Student
Student
Alternate Student
Society
Registrar ?
Secretary -
(or designate)
?
Non-voting
Expiry Date
?
Name
* The faculty alternates may take the places of either faculty representative.
Purpose:
To consider cases wherein an individual feels aggrieved by the decision of the Registrar to apply a
particular admission, re-admission, standing or credit transfer policy in his or her specific case, when
special circumstances are present. 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 SAB.
The Chair may be a student or a member of faculty who is not otherwise a member of the Senate Appeals
Board, and shall be selected by majority vote of the voting members of the Senate Appeals Board. The
selection is subject to ratification by the Senate Undergraduate Admissions Board. In the event that the
regular voting members of SAB are unable to agree by majority vote on the selection of a Chair, the
selection shall be resolved by SUAB.
Meetings convened regularly at the call of the Chair.
SAB reports to Senate in April of each year.
.
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Committee Structure; SCUS, SUAB, CRUA
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April 1995
Page
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•
Proposed Terms of Reference - SAB
SENATE APPEALS BOARD (SAB
- Standing (Reporting Category "B')'
Members
?
Conditions ?
Irrn ?
Expiry Date
?
Name
Student ?
Chair (Votes in
or Faculty ?
case of a tie)
Alternate*Alternate*
Faculty
Faculty Member
Member
???
.
?
. .
Senate
Elected
??
by
?
.
?
.
?
2.
2
2:
2 yrs.
yrs
yrs,**yrs.**
**
**
????
May
May
May
May
31,1997;
31,
31,
31,
1998:
1,997
1998
**
Alternate
Alternate
Student
Student
MemberMember
StudentStudent
????
Seeted6,4Siety
by-the
Sb4ent
???
by
?
?
2.
2.
2
2 yrs.yrs.
yrsyrs
????
'. May
May
May
May
31,.
31,
31,
31.,
1997
1996
1997
.1996
***
***
***
Registrar ?
Secretary -
(or designate) ?
Non-voting
* The faculty alternates may take the places of either faculty representative
Purpose:
To consider cases wherein, a student or former student feels aggrieved by the decision of a faculty,
department or other administrative unit relating to a registration in courses, withdrawal from, the
University,
when special
eligibility
circumstances
for graduation,
are present.
approval: to a program or matter
,
relating to academic standing,
The Chair may, be a student or a member of faculty who isnot otherwise a member of the Senate' Appeals
Board, and shall be selected by majority vote of the voting members of the-Senate Appeals Board. The
selection is subject to ratification by the Senate. In, the event that the regular voting members of SAB are
unable to agree by majority vote on the selection, of a Chair, the. selection. shall be resolved 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.
* * To allow for continuity of membership in the first election the candidate& receiving
the'
highest
number of votes for the 'Regular' and 'Alternate' positions will have a. three-year term of office;
the candidates receiving the second highest number of votes will have a' two-year term
of office.
Thereafter, all positions will be filled for a two-year term of office
To allow for continuity of membership, in the
,
first election, the candidates receiving the highest
number of votes for the 'Regular' and 'A1ternate positions will have a two-year term of office; the
candidates receiving the second, highest number' of' votes will have a one-year term of office.
Thereafter, all, positions will be filled for a two-year term of office
Committee Structure; SCUS, SUAB, CRUA
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April 1995
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Current Terms of Reference - SCUS
SENATE COMMITTEE ON UNDERGRADUATE STUDIES (SCUS)
- Standing (Reporting to Senate Committee on Academic Planning)
Muabm, ?
Conditions
?
Term
Expiry Date
?
Name
Associate
Vice-President, ?
Chair
Academic (or designate)
Registrar
Secretary
University Librarian,
(or designate)
Applied Sciences
Chairs of
Arts
Faculty
Business Admin.
Undergraduate
Education
Curriculum
Science
Committees
Undergraduate
Chosen by
Student
Student Forum
Undergraduate
Elected by and
Student Senator
.
from Senate
Director of Records,
Ex-officio
Schedules, Graduate
(non-voting)
Studies,
Academic Resource Office
uorurrr
A majority of voting members, including one student.
A. To consider and make recommendations to SCAP on all existing and proposed courses, taking into
?
consideration: (1) the University's academic standards; (2) the need for coordination of all
undergraduate academic activities within the University.
13. To review the results of current evaluation processes and bring significant discrepancies to the
attention of SCAP, the Faculties and the Departments concerned.
C. To recommend to SCAP grading and examination practices appropriate to the University's education
?
process to ensure: (1) reasonably consistent and equitable evaluation practices within and across
courses; (2) the continued maintenance of high academic standards.
Delegation of SCAP Authority to SCUS
As a result of restructuring (S.87-8) SCUS became a sub-committee of SCAP and responsibilities
previously delegated to SCUS by Senate were delegated to SCAP with the understanding that SCAP
could further delegate appropriate responsibilities to SCUS. At its meeting of September 16, 1987, SCAP
delegated the following responsibilities to SCUS, (SCAP 87-4):
1.
Authority concerning waiver of the two semester time lag requirement before first offering of
undergraduate courses (S.75-189).
2.
Authority and responsibility to approve practicum courses (which have been formally approved by
Senate) for use on Co-operative Education Programs. SCUS will periodically report to SCAP its
actions on those matters (S.78-73).
3.
Authority to conclude all matters dealing with proposed revision of an existing course unless such
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Committee Structure; SCUS, S.U'AB,. CRUA
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April 1995
Page 9
revision is undertaken in' the, context of a. major program revision or entails the need for the
allocation of additional resources ad to report such actions, in summary form to SCA I' for
information at its, next meeting and the Board for- ratification. (S.7840 and S.78-159).
4. Responsibility to receive, on a semester basis, reports from Deans. of Faculties on topics covered under
Special Topics (S.79-90)..
5.
Authority, to approve revisions in the list: of courses recognized for inclusion in an. area, studies.
program.
6.. Responsibility to approve and review practices and procedures with. respect to the University's
Registration Priority' System (S.85r59).
Notwithstanding; this authority,. SCUS retains, the right, to forward' for consideration by SCAt' any
matter which in the-judgment of the Committee, or its.Chair, requires such. consideration.
Meetings convened at the call , of the Chair.
SCUS reports to SCAP in September of each' year (SCAP 874 Sept.. 16, 1987).
/
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.,
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0
16,
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S
Committee Structure; SCUS, SUAB, CRUA
Proposed Terms of Reference - SCUS
SENATE COMMITTEE ON UNDERGRADUATE STUDIES (SCUS
- Standing (Reporting to Senate Committee on Academic Planning)
Members ?
Conditions
?
Term ?
Expiry Date
Associate
Vice-] 'resident, ?
Chair
Academic (or designate)
Registrar
Secretary
University Librarian,
(or designate)
Applied Sciences
Chairs of
Arts
Faculty
Business Admin.
Undergraduate
Education
Curriculum
Science
Committees
Undergraduate
Selected by ?
1 yr ?
May 31, 1996
Student
Student Society
Undergraduate
Elected by and
?
1 yr ?
May 31, 1996
Student Senator
from Senate
April 1995
Page 10
Name
Qiowm:
A majority of voting members.
Purpose:
A. To consider and make recommendations to SCAP on all existing and proposed courses, taking into
consideration: (1) the University's academic standards; (2) the need for coordination of all
undergraduate academic activities within the University.
U. To review the results of current course evaluation processes and bring significant discrepancies to the
attention of SCAP, the Faculties and the Departments concerned.
C. To recommend to SCAL grading and examination practices appropriate to the University's education
process to ensure: (1) reasonably consistent and equitable evaluation practices within and across
courses; (2) the continued maintenance of high academic standards.
I). To monitor and review the effects of current undergraduate evaluation, standing and continuance
policies and to recommend revisions SCAP, when necessary.
E To recommend to and receive from SCAP policy on undergraduate admissions, re-admissions, and
credit transfer and, where necessary, to provide general direction in the interpretation of such
policies.
i2kgation of SCAI' Authority to SCUS
As a result of restructuring (S.87-8) SCUS became a sub-committee of SCAP and responsibilities
previously delegated to SCUS by Senate were delegated to SCAP with the understanding that SCAP
could further delegate appropriate responsibilities to SCUS. At its meeting of September 16, 1987, SCAP
delegated the following responsibilities to SCUS, (SCAP 87-4):
1.
Authority concerning waiver of the two semester time lag requirement before first offering of
undergraduate courses (S.75-189).
2.
Authority and responsibility to approve practicum courses (which have been formally approved by
Senate) for use on Co-operative Education Programs. SCUS will periodically report to SCAP its
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Committee Structure; SCUS, SUAB, CRUA
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April 1995
Page 11
actions on those matters
(S.78-73).
3.
Authority to conclude all matters dealing with proposed revision of an existing course unless such
revision is undertaken in the context of a major program revision or entails the need for the
allocation of additional resources and to report such actions in summary form to SCM' for
information at its next meeting and the Board for ratification. (5.78-10 and S.78-159).
4.
Responsibility to receive, on a semester basis, reports from Deans of Faculties on topics covered under
Special Topics (S.79-90).
5.
Authority to approve revisions in the list of courses recognized for inclusion in an area studies
program.
6.
Responsibility to approve and review practices and procedures with respect to the University's
Registration Priority System (S.85-59).
7.
Responsibility to vary the outcomes of individual academic end-of-semester student evaluations
when the effect of the policy is contrary to its purpose and when the student involved is
prevented by the policy from further registration.
Notwithstanding this authority, SCUS retains the right to forward for consideration by SCM any
matter which, in the judgment of the Committee or its Chair, requires such consideration.
Meetings convened at the call of the Chair.
SCUS reports to SCAP in September of each year (SCAP 874, Sept. 16, 1987).
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