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SIMON FRASER UNIVERSITY

MEMORANDUM

TO: Senate ?

Proposed Changes to DATE:

December 17, 1987

Procedures and Rules of

Senate relating to the

election of students to

Senate and Board of Governors

b) ?

By-election balloting on the floor

of Senate

a) PROPOSED CHANGES TO PROCEDURES AND RULES OF SENATE

MOTION:

"that Senate approve a change to the Rules of Senate

• ?

relating to student elections to Senate and to the Board

of Governors as follows:

I) that Section IV(F) be replaced by:

F. ?

Students: Student Association

Student' means a person who is currently enrolled in

Simon Fraser University in a credit course or who is

designated by resolution of the Senate as a Student.

At Simon Fraser University the Student Society is the

alma mater society (See University Act, Part 1, Section

1).

1. For the purposes of nominating, voting and standing for

office in the election of students to the Senate and

Board, the following categories shall be recognized:

Undergraduate students

Those registered in at least one credit course in the

semester in which nominations are due, or

ii)

Those in good academic standing who were

registered in at least one credit course in either of

the two previous semesters, or

iii) Those registered in a co-op work term in the

semester in which nominations are due.

Graduate students

Any duly registered graduate student who is not 'on

leave' in the semester in which nominations are due.

ii) that Section IV (F) (as amended above) continue as follows:

Undergraduate Students during their one-year term of

office:

i) ?

Must maintain registered status for at least two

semesters

ii) ?

Must not withdraw, or be required

to withdraw, from

the ?

University

iii) Must register in a minimum (total over the one-year

term of office) of 18 credit hours.

Education Program may count one

registered co-op work

semester during the one-year term

of office as

equivalent to 9 credit hours.

Graduate students

Must not be 'on leave' and must be registered as a graduate

student throughout the one-year term of office.

iii) that in Section IV (Elections), the following subsection N

be added:

1'L There is to be a standing committee of Senate to

oversee the conduct of elections to the Senate and the

Board.

1. This committee shall be known as the Electoral

Standing Committee.

2. Its membership shall be

The Registrar, who will be chair

ii. Three senators, one of whom must be a student,

to be elected by and from Senate

3. Term of office of each member will be to the end of

that person's term on Senate. Members may be re-

elected to this Committee. However, any member of

this Committee who is running for a seat on Senate

or the Board must resign his/her seat on the

Committee.

4. The purpose of this Committee will be to supervise

the conduct of elections to the Senate and Board.

The Committee will

I. Serve in an advisory capacity to the Registrar

concerning the conduct of, and the regulations

governing, elections.

ii. Set the limit of the services to be made available

to candidates for election to the Senate and

Board, and will ensure that all candidates be

informed, in writing, of the nature and extent of

such services available to them.

iii.Approve scrutineers for the Burnaby campus and

off-campus programs.

iv.

Receive all complaints concerning the conduct of,

and the regulations governing, elections.

Hear all appeals on the Registrar's decisions

concerning eligibility to vote and eligibility to

stand for office. The Registrar will not vote in

. ?

these appeals.

vi.

Have available to it a variety of sanctions,

including (but not limited to): imposing monetary

fines, removing a candidate, declaring an election

null and void, and recommending to the President

such measures as censure, suspension, or the

laying of criminal charges

5. Decisions of the Electoral Standing Committee are

final.

6. Once a year, the Electoral Standing Committee will

make a report to Senate.

iv)

that the last sentence of Sections IV (K)(5) and lV(M)(4) be

deleted, and that the following be substituted:

The names of all candidates are to be recorded in the

Minutes of Senate along with a list of those declared

elected. The Registrar is to inform all candidates, by

letter, of the number of votes cast for each candidate.

These tallies are also to be publicly posted by the Registrar.

that a further paragraph, (C), be added to Section IV(K)(1) as

follows:

Candidates may not run for a seat on Senate from more than

one constituency; similarly candidates may not run for a

seat on the Board from more than one constituency.

Candidates may, however, run for seats on both the Board

and Senate.

vi)

that the following paragraphs replace similarly numbered

ones in Section IV(G) (Faculty Members; Full-Time

Employees who are not Faculty Members):

IV(G)(2)(h) ?

It shall not include Faculty Associates in the

Faculty of Education appointed under

Academic Policy 20,

Section A [May 27, 1986,

rev.F]

IV(G)(2)(i) ?

shall

not include Program Coordinators in

the Faculty of Education appointed under

Academic Policy 20,

Section B [May 27, 1986,

rev. F]

lV(G)(3)(c) ?

It shall include Program Coordinators in the

Faculty of Education appointed under

Academic Policy 20, Section B [May 27, 1986,

rev.F]

IV(G)(3)(d) ?

It shall not include Faculty Associates in the

Faculty of Education appointed under

Academic Policy 20, Section A [May 27, 1986,

rev. F]

20111

?

^ek

;

MOTION: ?

"That each member of Senate be invited to provide the

Secretary of Senate with a one-page resumé, including a

brief academic CV and a statement of that person's

major interests on Senate. When a by-election is to be

held on the floor of Senate, the Secretary is to provide to

the members present at the meeting copies of the

resumés of the candidates, and the Chair is to declare a

brief recess to allow members of Senate an opportunity

to read these resumés"

Report of the Senate

Ad Hoc Committee

on Elections

November 1987

Contents

1 Students' eligibility to nominate, to vote, and to stand as candidates .... 2

2 Students' continuance on Senate and the Board of Governors ..........3

3 Conduct of elections and an Electoral Standing Committee ............4

4 Reporting the results of elections in the Minutes of Senate ............5

A candidate's running from more than one constituency ..............6

6 Making the Rules of Senate consistent with AC20 .................. 6

Appendix A By-election balloting on the floor of Senate

Report of the Senate

Ad Hoc Committee

on Elections

The senate shall make all rules necessary and not inconsistent with this Act

in respect of nominations, elections and voting and the registrar shall conduct

all elections as are required.

University Act,

Section 42

Alterations of these Rules of Senate ... shall require an affirmative vote by

two-thirds of the voting members present to carry.

Rules of Senate,

Section VII

Background

In the Spring of 1987, the SF0 Senate established an Ad Hoc Committee to review the

Rules of Senate regarding elections to Senate and to the Board of Governors.

The Committee met on June 18 and decided to hold a public hearing inviting members of

the University community to present briefs to the Committee. The public meeting, held

September 30, 1987, was widely broadcast, both by letters sent from the Registrar's Office and

by a paid advertisement in the

Peak.

Four persons read, and submitted, briefs to the Committee:

Rod Fowler - student and member of SF0 Board of Governors

Stephen Howard - Resource Coordinator, SF0 Student Society

Les Merson - student and member of a PEP student union

Stuart Carr - co-op student and Senator

The Committee then held several meetings in the subsequent two months to review the

submitted briefs, Senate documents, and the parts of the University Act pertaining to elections.

The Committee chose to focus its attention principally on seven issues:

Students' eligibility for nominating, voting and standing for election to Senate and Board

of Governors

Students' continuance on Senate and the Board of Governors

Conduct of elections and an Electoral Standing Committee

Reporting the results of elections in the Minutes of Senate

A candidate's running from more than one constituency

Making the Rules of Senate consistent with AC20

By-election balloting on the floor of Senate

The problems posed, the options available, and the final recommendation to Senate on each of

these problem-areas are discussed below.

1 Students' eligibility to nominate, to vote, and to stand as candidates

PROBLEM 1 - The current regulations require that students who are not full-time students in the

semester in which the elections are to be held who wish to nominate or vote in a Senate or Board

election must "certify that they intend to register again at Simon Fraser University before

missing two consecutive registrations." For students wishing to run for office, the rules are more

stringent still: a student who is not full-time in the semester of the election must "certify that

he/she intends to register in the immediately forthcoming semester in not less than 9 semester

hours."

These regulations are hard to enforce and obviously invite abuse.

Insofar as the University Act stipulates criteria for continuance on Senate, but none for

eligibility to nominate, to vote or to stand for election, the Ad Hoc Committee is able to

recommend a significant reduction in the impediments to students participation in the electoral

process.

RECOMMENDATION 1

That Section IV(F) in the current Rules of Senate be replaced by:

F. Students; Student Association

'Student' means a person who is currently enrolled in Simon Fraser University in a credit

course or who is designated by resolution of the Senate as a Student.

At Simon Fraser University the Student Society is the alma mater society (See University

Act, Part 1, Section 1).

1. For the purposes of nominating, voting and standing for office in the election of

students to the Senate and Board, the following categories shall be recognized:

Undergraduate students

i. Those registered in at least one credit course in the semester in which

nominations are due, or

—2-

ii.

Those in good academic standing who were registered in at least one

•

credit course in either of the two previous semesters, or

iii.

Those registered in a co-op work term in the semester in which

nominations are due.

Graduate students

Any duly registered graduate student who is not 'on leave' in the semester

in which nominations are due.

2 Students' continuance on Senate and the Board of Governors

PROBLEM 2.1 - The University Act is explicit concerning one particular requirement for

students serving on the Senate or the Board: the students must be "full time students" [Part 6,

Section 19(e), and Part 7, Section 34(2)(h)]. Some of the students who submitted briefs to the

Committee lamented this restriction, thinking it arbitrary, and argued that many part-time

students are as fully committed to the welfare of Simon Fraser University as are full-time

students. They also pointed out that the student body of Simon Fraser contains a very great

number of part-time students. The Ad Hoc Committee unanimously agrees that part-time

students should be allowed to serve as Senators and Board members. But until the University

Act is revised, our hands are tied. The only manner in which we have a say is in our definition of

'full-time student'. The University Act does not define 'full-time student'. But we are not

. ?

permitted unbridled license in defining 'full-time student': there are Canada-wide norms to

which we much adhere in our definition.

PROBLEM 2.2 - The current Rules of Senate are somewhat baroque in the conditions laid down

for students' continuance on Senate [see F(3)(i) and F(3)(iii)]. The spirit of these regulations can

be preserved in a very considerable simplification.

RECOMMENDATION 2

That Section IV(F) [as amended above] continue as follows:

2. Students' eligibility to hold

office:

Undergraduate Students

during their one-year term of office:

Must maintain registered status for at least two semesters.

ii.

Must not withdraw, or be required to withdraw, from the University.

iii.

Must register in a minimum (total over the one-year term of office) of 18

credit hours. For the purposes of satisfying this regulation, students in the

Co-operative Education Program may count one registered co-op work

semester during the one-year term of office as equivalent to 9 credit hours.

—3-

Graduate students

Must not be 'on leave' and must be registered as a graduate student

throughout the one-year term of office.

3 Conduct of elections and an Electoral Standing Committee

It was irregularities encountered in the Student elections of Senators and Board members

in Spring of '87 which precipitated Senate's striking the Ad Hoc Committee.

The problems seem to fall into three major categories, having to do with finances, with the

behavior of candidates during the campaign, and with a means of responding to complaints about

the conduct of elections.

PROBLEM 3.1 - In the last few years, the students' elections to the Senate and the Board have

begun to reflect what had hitherto been off-campus politics. In particular, some candidates for

Senate and the Board have run, not as individuals, but as members of a slate, and in some

instances these slates have had political affiliations with political parties.

The emergence of such slates, and indeed of 'organizational politics' in Senate and Board

elections has caused some members of the university community some concern. They have

pointed out to the Ad Hoc Committee that the practice of the Student Society's providing

candidates with certain funds for campaigning has allowed the members of slates to pool these

funds and thus to have a formidable 'war chest' which overwhelmed candidates who ran as

independents.

Although it has been the practice in recent years to hold the Student Society and the Senate

and Board elections concurrently, the Ad Hoc Committee had to be careful to address only those

matters which clearly fall within the jurisdiction of Senate.

The Ad Hoc Committee deliberated for considerable time the wisdom of trying to impose

spending limits on candidates for seats on the Senate and Board. In the end, the Committee

decided that any such regulations would be a near impossibility to enforce and would require far

too much policing. Instead, rather than looking to 'cap' candidates' spending, the Committee

thought it more practical, and democratic, to ensure that all candidates should be assured a

reasonable minimum amount of advertising through the office of the Registrar. Indeed, this has

been the standing practice. What we now recommend is that this practice become policy and that

all candidates in Senate and Board elections be informed of the services that the Registrar's

Office will make available to them.

PROBLEM 3.2 - In the last election of students to the Senate and Board there were complaints

regarding the behavior of candidates and their colleagues. There have been rumors of physical

assault.

PROBLEM 3.3 - And finally, in the last student election, there were challenges, too, to the

Registrar's rulings as to who was eligible to vote as well as to his authority to establish election

and campaign procedures.

All of these sorts of problems could be responded to immediately, as they arise, if there

were to be an Electoral Standing Committee.

BEE

RECOMMENDATION 3

That in Section

(Elections) in the Rules of Senate, the following subsection N be added.

N. There is to be a standing committee of Senate to oversee the conduct of elections to the

Senate and Board.

1. This committee shall be known as the Electoral Standing Committee.

2. Its membership shall be

i. The Registrar, who will be chairperson

ii. Three senators - chosen by, and from, the members of Senate - one of

whom must be a student

3. Term of office of each member will be to the end of that person's term on Senate.

Members may be re-elected to this Committee. However, any member of this

Committee who is running for a seat on Senate or the Board must resign his/her

seat on the Committee.

4. The purpose of this Committee will be to supervise the conduct of elections to the

Senate and Board. The Committee will

i. Serve in an advisory capacity to the Registrar concerning the conduct of,

and the regulations governing, elections.

ii. Set the limit of the services to bemade available to candidates for election

to the Senate and Board, and will ensure that all

candidates be informed, in

writing, of the nature and extent of such services available to them.

iii.

Approve scrutineers for the Burnaby campus and off-campus programs.

iv.

Receive all complaints concerning the conduct of, and the regulations

governing, elections.

Hear all appeals on the Registrar's decisions concerning eligibility to vote

and eligibility to stand for office. The Registrar will not vote in these

appeals.

vi.

Have available to it a variety of sanctions, including (but not limited to):

imposing monetary fines, removing a candidate, declaring an election null

and void, and recommending to the President such measures as censure,

suspension, or the laying of criminal charges.

Decisions of the Electoral Standing Committee are final.

6. Once a year, the Electoral Standing Committee will make a report to Senate.

4 Reporting the results of elections in the Minutes of Senate

PROBLEM .4 - Some Senators have expressed discomfort at having the actual number of votes

cast for each candidate in Senate and Board elections recorded in the Minutes of the Senate.

—5-

At present, the recording of the actual number of votes is mandated by Sections IV(K)(5)

and IV(M)(4) [both revised June 7, 1976] of the Rules of Senate. Thus it is a matter of policy,

not merely of practice.

The Committee, however, believes that no good purpose is served by the actual number of

votes being recorded, and that this procedure may, on occasion, cause some candidates personal

embarrassment, and more seriously, may serve to discourage unsuccessful candidates from again

seeking office on the Senate or Board or on their committees.

RECOMMENDATION 4

That the last sentences of Sections IV(K)(5) and IV(M)(4) of the Rules of Senate be deleted, and

that the following be substituted:

The names of all candidates are to be recorded in the Minutes of Senate along

with a list of those declared elected. The Registrar is to inform all candidates, by

letter, of the number of votes cast for each candidate. These tallies are also to be

publicly posted by the Registrar.

A candidate's running from more than one constituency

PROBLEM

5 -

The University Act in Section 34(2), defines several constituencies to be

represented on the Senate, e.g. faculty members, students, members of convocation, etc. It is

thus possible that a person should be eligible to run for a Senate seat from more than one

constituency, e.g. both as a student and as a member of convocation, etc. Were such a person to

be elected from two constituencies, he/she would have to resign all but one of his/her seats, and

the Registrar would have to call a by-election. Moreover, such a person would effectively be in a

position to decide from which constituency a new member of Senate was to be elected. Thus

there would be a considerable expense to the University and an apparent violation of democratic

procedures.

It seems to the Committee to violate no democratic principle to require that any candidate

for election to the Senate or the Board be restricted to running from only one constituency.

Indeed, it seems more democratic to insist on this.

RECOMMENDATION

That a further paragraph, (c), be added to Section W(K)(1) of the Rules of Senate:

No candidate may run for a seat on Senate from more than one constituency;

similarly no candidate may run for a seat on the Board from more than one

constituency. Candidates may, however, run for seats on both the Board and

Senate.

6 Making the Rules of Senate consistent with AC20

PROBLEM 6— in certain places, the terminology in the Rules of Senate no longer describes the

situation within the University.

The following recommendation merely brings the wording of the Rules of Senate into

conformity with that of Academic Policy 20. The effect of these four paragraphs is to bar both

Faculty Associates and Program Co-ordinators in the Faculty of Education from running for

Senate or Board seats as representatives of Faculty. Program Co-ordinators, but not Faculty

Associates, may, however, run for Senate or Board seats as representatives of the full-time

employees of the University who are not faculty members.

RECOMMENDATION 6

That the following paragraphs replace the similarly numbered ones in the Rules of Senate in

Section IV(G) [Faculty Members; Full-Time Employees who are Not Faculty Members]:

IV(G)(2)(h) It shall not include Faculty Associates in the Faculty of

Education appointed under Academic Policy 20, Section A

[May 27, 1986, rev. F].

IV(G)(2)(i) It shall not include Program Coordinators in the Faculty of

Education appointed under Academic Policy 20, Section B

[May 27, 1986, rev. F].

IV(G)(3)(c) It shall include Program Coordinators in the Faculty of

Education appointed under Academic Policy 20, Section B

[May 27, 1986, rev. F].

IV(G)(3)(d) It shall not include Faculty Associates in the Faculty of

Education appointed under Academic Policy 20, Section A

[May 27, 1986, rev. F].

MAE

Appendix A

By-election balloting on the floor of Senate

PROBLEM A - From time to time, as vacancies occur in Senate Committees, it is necessary to

conduct by-elections on the floor of Senate. The trouble with such elections, however, is that

often Senators are asked to vote for newly-seated members of Senate who are unknown to most

other Senators. The electors thus have no informed grounds on which to choose among the

candidates.

There is no especially good solution to this problem. There seems to be little desire among

senators that candidates make campaign speeches; the need to fill vacancies is often urgent and

cannot be put off for a month; and the lead time - between an office's being declared vacant and

the by-election on the floor of Senate - is too short to allow candidates to prepare campaign

materials.

The Committee proposes an experiment, to run for one year, and then to be reviewed by

the Senate Nominating Committee.

RECOMMENDATION A

Note: This recommendation requires only a simple majority

affirmative

votes to be adopted.

That each member of Senate be invited to provide the Secretary of Senate with a one-page

resumé, including a brief academic CV and a statement of that person's major interests on

Senate. When a by-election is to be held on the floor of Senate, the Secretary is to provide to the

members present at the meeting copies of the resumés of the candidates, and the Chairperson is

to declare a brief recess to allow members of Senate an opportunity to read these resumés.

SIMON FRASER UNIVERSITY

Elections for the New Board and New Senate

Membership on Senate - Dean of Graduate Studies - Associate

Faculty Members; Full-Time Employees who are not Faculty

Members

H. ?

Election of Faculty Members to the Board of Governors or to

Senate By and From Faculties Jointly

I. ?

Election of Faculty Members to Senate By and From an

Individual ?

Faculty

General Regulations Covering Nominations and Voting in the

Elections to Senate and the Board and of the Chancellor

General Regulations Covering Elections to Senate and the Board

Vacancies on Senate; Vacancies on the Board

M. ?

General Regulations for Elections Conducted at Senate

Open and Closed Sessions

Appointment of Committees

B. ?

Vacancies on Committees

C ?

1. ?

Reports to Senate

Form of Reports of Committees to Senate

Consideration of Reports

Suspension of the Rules

I. PREAMBLE

These Rules of Senate are intended to be in accordance with the University

Act, as amended from time to time. In the event of any conflict the

University Act shall prevail.

II. OFFICERS

Chair: The Chair

of Senate is empowered and expected to take the actions

he/she deems necessary to ensure the

orderly advancement of the

legitimate business of the Senate. In case the President is unable to chair

a meeting of Senate, the Academic Vice-President will take the chair.

Secretary:

In the absence of the Registrar, the Chair shall appoint a

Secretary pro tern.

III. MEMBERS:

(To be recommended later to Senate.)

IV. ELECTIONS

A. Elections for the New Board and New Senate

1. That subject to approval of appropriate rules covering nominations,

elections, and voting:

The nomination and election of members to the Board of Governors

under the University Act be undertaken in the Spring semester

1975,

and completed by April 15.

The nomination and election of members to the Senate under the

University Act be undertaken in the Spring semester 1975, and

completed by April 15.

Hereafter the normal date of assumption of office in the regular

elections to the Board and to Senate shall be

June 1st.

Subject to elections to 'the Board under a) above and to Senate under

b) above, request be made to the Lieutenant-Governor in Council to fix

the date for the current composition of the Board and of the Senate as

provided in the former Act

to be until midnight May 31,

1975.

B. Time

1. In

the

Office:

first elections

Continuity

faculty

Senate

members

to Senate under the new

legislation, members shall be elected for such periods as shall ensure

that thereafter the term of office of approximately one-third of these

memberships shall terminate each year.

C. Membership on Senate - Dean of Graduate Studies - Associate Vice-

President. Academic

Pursuant to the provisions of Section 34(1) the Dean of Graduate

Studies shall hold membership on Senate, with such membership

adding two to the faculty members to be elected under Section 34(g),

and one to the student members to be elected under Section 34(h).

2. Pursuant

to ?

the ?

provisions

of ?

Section

34(1)

the

Associate

Vice-

President, ?

Academic ?

shall hold ?

membership

on ?

Senate,

with such

membership adding two to

the faculty members

to be elected

under

Section 34(g)

and ?

one to the student members

to ?

be ?

elected under

(Approved in

1975,

All nominations of candidates for membership on the Senate or on the

Board as faculty members shall be signed by not less than five

members entitled to vote in the particular election.

All nominations of candidates for membership on the Senate or on the

Board as students shall be signed by not less than five students

entitled to vote in the particular election.

All nominations of candidates for membership on the Senate who are

to be elected by and from the Convocation shall be signed by not less

than five members entitled to vote in the election. Faculty members

may sign nomination papers, may vote, but cannot be candidates.

All nominations of candidates for membership on the Board being

elected by and from full-time employees of the University who are not

faculty members shall be signed by not less than five members

entitled to vote in the particular election.

All nominations of candidates through the Alumni Association with

two to be appointed by the Lieutenant-Governor in Council shall be

signed by not less than five members of the Alumni Association

entitled to make nominations.

All nominations of candidates for Chancellor shall be signed by not less

than seven persons entitled to vote in the election of the Chancellor.

With the exception of nominations through the Alumni Association, the

nomination paper must be signed by the candidate who shall state

that he/she is willing to permit his/her name to stand in the election,

or on written enquiry from the Registrar, the candidate must indicate

he/she is willing to stand.

a) Each candidate for election to the Board or to the Senate shall be

requested to provide to the Registrar information limited to one page

of single spaced typed copy respecting his/her degrees, the dates

thereof, his/her occupation, offices held by him/her at a university or

in any other organization, his/her other professional or business

interests and his/her publications. (Revised August 9, 1976, Paper

S.76-97).

b) Each candidate for election to the Senate is permitted to include

along with or in lieu of a curriculum vitae a statement not to exceed

250 words on the candidate's views on academic and related matters

rightfully falling under the jurisdiction of Senate as laid down by the

. University Act. Similarly each candidate for election to the Board of

Governors may include such a statement on related matters falling

under the jurisdiction of the Board.

Alumni Association

1. For the purposes of making nominations 'Graduate' shall be deemed to

refer to those who have completed requirements for a degree from

Simon Fraser University or those who have completed the Professional

Development Program at SFU or those who complete such other

programs at SFU as Senate may in future designate.

Students: Student Association

1. For the purposes of nominations and voting in the election of students

to the Senate and to the Board:

'Student' means a person who is presently enrolled at the University

in a credit course or who is designated by resolution of the Senate as a

student; for the purposes of these elections for undergraduate

. ?

students it includes

i) Those registered in a credit course or courses in the semester in

which nominations are due, or

ii) Those in good standing who were registered in a credit course or

courses in the immediately previous semester who certify that

they intend to register again at Simon Fraser University before

missing two consecutive registrations.

For the purposes of these elections for graduate students it includes

any student duly registered as a graduate student other than one who

currently is designated with "on leave" status.

'Student Association' means all full-time students who are members of

the alma mater society or the graduate student society of the

University: for the the purposes of the elections to Board and to

Senate it shall be deemed to consist of those students defined above.

In the elections by students to the Senate and to the Board (or similar

elections) the following pertain

All registered graduate students (other than those with 'on leave'

- status) and all undergraduate students taking at least one credit

course (other than a Downtown course) will be eligible to cast votes

in-person on the Burnaby campus of the University. The balloting

period will be two to five consecutive working days and some

opportunity will be given for balloting after 4:30 p.m. for evening-

only students.

All undergraduate students registered in at least one credit course

at the Downtown Centre, and who are not taking any courses at the

Burnaby campus, may vote in-person at the Downtown Centre. The

balloting period will be as in a) above.

All undergraduate students who were registered in at least one

credit course in the previous semester, but who are not currently

registered may vote in-person as in a) above. They will be

informed of the date of the forthcoming scheduled student elections

by means of a typed message on the registration intent mailer,

which is normally distributed during week 4 of each semester to all

those eligible to register in the following semester.

2. For the purposes of being a candidate in the election of full-time

students to the Board or to Senate the undergraduate student must

fulfil the conditions in F 1(i) and be registered in 9 or more semester

hours credit or must fulfil the conditions in F 1(u) and have been

registered in 9 or more semester hours credit at the close of the

semester and certify that he/she intends to register in the

immediately forthcoming semester in not less than 9 semester hours.

A graduate student must be duly registered as a graduate student

other than one who currently is designated with on-leave status.

3. A candidate's eligibility to continue to hold office as a representative

of students on the Board of Governors or on Senate requires the

following:

Must not miss more than one registration during the one year

term of office.

ii) Must not withdraw from the University or be required to

withdraw from the University.

iii) If an undergraduate student then must remain registered in an

average of at least 9 semester hours credit in two of the three

semesters associated with the one-year term of office,

and in not

less than 6 semester hours in each of those two semesters. If a

graduate student must continue to be so registered throughout the

period of office.

(Revised March 13, 1978, Paper S.78-12B; Revised July

1982, Paper

S.82-77).

G. Faculty Members: Full-Time Employees who are Not Faculty Members

1. For the purposes of nominations and elections to the Senate and to the

Board of Governors all persons holding positions whether as faculty

members or as professional, administrative and support staff shall be

entitled to be candidates and to vote in the pertinent elections only

the employment position held is likely to be of a continuing

engagement nature.

2. For the purposes of nominations and elections to the Senate and to the

Board of Governors by and from faculty members, only faculty

members employed in a manner deemed to be of a continuing

engagement nature shall be entitled to stand as candidates and to vote

in the pertinent faculty member elections to Senate and to the Board.

This shall include those with appointments as described holding

the rank of instructor, lecturer, assistant professor, associate

professor, professor.

It shall not include teaching assistants or associates, associates of

the centres, graduate associates.

It shall not include post-doctoral fellows, or those employed full-

time funded from external grants.

It shall not include sessional lecturers.

It shall not include research associates.

It shall not include short term lecturers in Continuing Studies.

It shall include Laboratory Instructors I and II.

(Revised

September 9, 1976, Paper S.76-110).

It shall not include those Associates in the Faculty of Education

(Facult y Associates) a pp ointed b y

the Board of Governors on

recommendation of the President under Academic Policy 20 3.d)

further described in 4.b) and 5.b).

It shall not include those Associates in the Faculty of Education

(Faculty Associates) under Academic Policy 20, other than under

3.d) further described under 4.b) and 5.b).

It shall include for the purposes of nominations, elections and

voting the positions of professional librarians designated by

Senate under Section 1 of the University Act as equivalent

positions. (Approved in effect February 2, 1976, Paper S.76-22).

k) It shall include for the purposes of

nominations, elections and

voting the following positions designated by Senate under Section

1 of the University Act as equivalent positions: i) Dean of

Continuing Studies; ii) Dean of Graduate Studies; iii) Dean of

Faculty; iv) Vice-President, Academic;

President; vi) Assistant

or Associate Dean as in

i), ii), iii); Assistant or Associate Vice-

President, Academic. (Approved in effect April 7, 1975, Paper

S.75-53).

3. For the purposes of nominations and elections to the Board of

Governors by and from full-time employees of the University who are

not faculty members, all persons holding employment as professional,

administrative and support staff or non-academic staff shall be

entitled to be candidates and to vote in the pertinent elections only if

the employment position held is likely to

' be

of a continuing

engagement nature.

It shall include research associates. (See current Policy AC 9).

It shall not include Laboratory Instructors I and II.

(Revised

September 13, 1976, Paper S.76-110).

c) It shall include those Associates in the Faculty of Education

(Faculty Associates) appointed by the Board of Governors on

recommendation of the President under Academic Policy 20 3.d)

further described in 4.b) and 5.b).

d) It shall not include those Associates in the Faculty of Education

(Faculty Associates) under Academic Policy 20, (other than under

3.d) further described under 4.b) and 5.b).)

It shall not include visiting instructors, visiting lecturers, visiting

assistant professors, visiting associate professors, visiting

professors.

It shall not include teaching assistants or associates, associates of

the centres, graduate associates.

It shall not include post doctoral fellows, or those employed full-

time funded from external grants..

It shall not include sessional lecturers.

It shall not include short-term lecturers in Continuing Studies.

j) An employee, who has been a full-time employee of the

University other than a faculty member for more than three

consecutive semesters but who does not have any other

entitlement to vote for a member for the Board of Governors, may

request in writing from the Registrar that he/she be permitted to

be a candidate and/or to vote in the election to the Board by and

from members of staff who are not faculty members. Such

request shall be authorized provided service is continuing and has

remained continuous over not less than the three previous

consecutive semesters.

H. Election of Faculty members to the Board of Governors or to Senate By

and From Faculties Jointly

1. In the election of faculty members by and from Faculties jointly,

candidates receiving the highest numbers of votes among the

candidates shall be declared elected.

To be eligible as a candidate or to vote the individual must be a faculty

member.

I. Election of Faculty Members to Senate By and From an Individual Faculty

In the election of faculty members by and from the Faculty of Arts to

Senate, in order to be declared elected a candidate must receive a

majority of votes (at least

50%

plus 1) with use of the alternative vote

as defined in the election regulations of that Faculty as approved by

Senate, and winners will be determined as outlined therein.

In the election of faculty members by and from any other individual

Faculty, the candidates receiving the highest numbers of votes among

the candidates will be declared elected.

J. General Regulations Covering Nominations and Voting in the Elections to

Senate and the Board and of the Chancellor

1. The due date for nominations

nominations in the case of elections by and

from the faculty members,

by and from the students, and by and from

members of staff who

are

not faculty members. ?

It shall

be not earlier,

than twenty days and not

• ?

later than twenty-eight days in

Senate ?

and of the Chancellor.

the case of elections by Convocation

2. The 'date of election' shall be interpreted to mean the last date on

which valid ballots are due.

The period for casting of ballots shall be not less than ten days nor

longer than fifteen days in the case of elections by and from the

faculty members and by and from members of staff who are not

faculty members. It shall be not less than fourteen days nor longer

than twenty-eight days in the case of elections by Convocation to

Senate and of the Chancellor. It shall be not less than two days nor

longer than five days in the case of elections by and from students.

(For student elections see also Section F). (Revised July 5, 1982, Paper

S.82-77).

4. In the regular elections to the Senate and to the Board balloting is to

be completed not later than April 15 in any year.

K. General Regulations Covering Elections to Senate and the Board

a) When elections are being held for the position of Chancellor and for

the Board of Governors, a candidate may accept nomination to run for

only one seat or office in those elections. Similarly, when elections are

being held for the position of Chancellor and for Senate, a candidate

may accept nomination to run for only one seat or office in those

elections. ?

b) When elections are being held for the Board of Governors and for

Senate a qualified candidate may accept nomination to run for office in

both those elections.

a) When elections are being held for the position of Chancellor and

also for the Board of Governors or for the Senate an individual holding

a Board office or a Senate office which extends into the new term shall

be required to file with the Registrar resignation from the present seat

in order to be a candidate in the new Chancellor election. Such

resignation may be effective for the normal date of change-over of

office or earlier, but must be filed not later than the last date for

receipt of nominations for the new election.

b) When elections are being held for the Board of Governors and/or

for the Senate, an individual holding a Board office or a Senate office

which extends into the new term shall be required to file with the

Registrar resignation from the present Board seat in order to be a

candidate in the new Board election or from the present Senate seat in

order to be a candidate in the new Senate election. Such resignation

must be effective for the normal date of change-over of office or

earlier but must be filed not later than the last date for receipt of

nominations for the new election.

In the election of students to the Senate, those students with the

highest numbers of votes shall be elected provided there is at least

one student from each Faculty.

4. In the election of students to the Board, the two students with the

highest numbers of votes shall be elected.

The Secretary shall state the names of the persons elected. Recount

may be requested within ten days of the announcement of the results

to the candidates. ?

The ballots may be destroyed after ten days

following the recount period.

The minutes will contain the votes ?

recorded. (Revised June 7,

1976, Paper S.76-86).

After the ballots have

been received by the Registrar, he/she shall, at

the place, day and hour fixed in the notice of election, be responsible

for the opening of the ballots, and in the presence

of such of the

candidates or their representatives as officially attend, the counting of

the votes for each candidate.

L. Vacancies on Senate: Vacancies on the Board

Where

vacancy arises

the

case of an elected

faculty member to

Senate or

to the Board,

elected student member to Senate

the Board

by-election

shall be held under the

same principles as

pertain to

the regular election

provided there is

least four months

remaining

the unexpired term at the time for

call for nominations.

Where a vacancy arises in the case of an elected faculty member, or an

elected student member, or an elected full-time employee of the

University who is not a faculty member

to the Board, a by-election

will be held under the same

principles as pertain to the regular

election provided there is at least four months remaining in the

unexpired term at the time for call for nominations.

In the case of a vacancy of a member appointed under Section

34 (j)

replacement can be only under that section.

Any Senate member who plans to be away for

one semester or more

shall so inform the Secretary of Senate in order that a substitute may

be elected

for the period of the absence from Senate.

Where a vacancy arises in the case of a member of convocation elected

to Senate the remaining convocation senators shall constitute a

nominating committee to bring forward at least two names for each

such vacancy and Senate shall decide

by ballot vote the candidate or

I 0

candidates selected. It shall be required that there be at least four

months in the unexpired term at the time for call for nominations.

M. General Regulations for Elections Conducted at Senate

For electoral purposes at Senate voting shall be by ballot on

appropriate forms provided by the Secretary.

For elections conducted at Senate a ballot showing more or less votes

than the number of vacancies to be filled shall be invalid.

In elections at Senate if there is a tied vote there shall be an additional

ballot to choose between the persons concerned.

The Secretary shall state the names of the persons elected. The ballots

may then be destroyed. The minutes will contain the votes recorded.

(Revised June 7, 1976, Paper S.76-86).

V. Meetings

A. Regular

With the exceptions stated here and in (2) and (3) below, Senate shall

meet once a month on the first Monday of each month. When the first

Monday of the month is an academic holiday, the regular meeting of

Senate shall be held on the second Monday. At the commencement of

each semester, in January, May and September, the regular monthly

meeting of Senate shall be held on the Monday when classes are

scheduled to begin.

In exceptional circumstances, the Chair may postpone a regular

meeting and instruct the Secretary to inform the members as to the

new date.

3. If in the opinion

of the Chair, there is

insufficient business

to justify a

regular ?

meeting,

he/she

may

cancel

the ?

meeting

and instruct

the

Secretary to so inform

the members.

4. The Secretary of

Senate will mail the

notice of meeting,

the agenda,

and all available

supporting papers to

members of Senate

at least ten

days before the

meeting.

In order to make copies of the material pertaining to open sessions

available to members of the University community, copies of the

agenda and available papers shall be distributed to Departmental

Chairs.

CoDies of the a

g enda and

p ap

ers with supporting

.11..

documentation will be available at least ten days before the meeting

. in the offices of the Dean of Arts, the Dean of Business Administration,

the Dean of Education, the Dean of Science, the Dean of Applied

Sciences, the Dean of Graduate Studies, the University Library, Student

Society Office and the Secretary of Senate. (Revised August 9, 1976,

Paper S.76-97). (Amended from Senate Paper S.84-81, December 3,

1984).

Meetings will be called to order at 7:00 p.m. (Revised January 12,

1976, Paper S.75-190 updated).

The open session of any regular meeting normally shall terminate not

later than 10:00 p.m. The time may be extended at any meeting by

successful motion for extension, such motion requiring only a simple

affirmative majority of those who vote. (Approved in effect March 1,

1976, Paper S.76-42).

B. Special

The Chair may call a special meeting of Senate for the purpose of

considering an urgent item of business, when he/she deems it

• necessary, or on the petition of five members of Senate. Only such

urgent items of business as are contained in the notice may be

discussed at a special meeting.

The Secretary of Senate shall, at least seventy-two hours before the

scheduled time of the meeting, notify members of Senate by mail,

telephone or telegraph, of the special meeting indicating the nature of

the business for which the meeting is being called. Notice of meeting,

including the agenda, will be mailed to members of Senate.

C. Open and Closed Sessions

Meetings of Senate shall be divided into two sessions: an open session

to which observers may be admitted; a closed session for the

discussion of business deemed by Senate to be of a confidential nature

and to which observers shall not be admitted.

The agenda for the open and closed sessions of Senate shall be public.

An item on the agenda of the open session can be placed into the

• immediately following closed session, at any time prior to or during

discussion of the item, by successful motion to have it so placed, such

motion requiring only a simple majority. This motion may be spoken

to only by the mover and by one other, person who wishes to speak

ainst the motion. An identical

rocedure shall be followed if it is

12.

wished that an item be moved from the closed to the following open

session. ?

D. Observers

Provision shall be made for a limited number of observers at open

sessions of Senate meetings.

The Chair shall designate the number of seats to be made available for

observers; observers shall not exceed the number of seats provided

for them.

Observers may be students, faculty or staff of Simon Fraser University

or members of the community at large.

Observers shall conduct themselves in such a manner as not to

interfere with the business of Senate.

No observers shall be required to leave the open meeting of Senate

except on the ruling of the Chair or on the vote of Senate by simple

majority without prior notice of motion.

The editor of The Peak, or designate, is permitted to attend the open

sessions of Senate, as an observer.

At the discretion of the Chair of Senate, closed circuit audio coverage

and/or closed circuit television coverage of open sessions of Senate

may be provided to other areas of the University. No provision shall

be made for closed circuit coverage of closed sessions of Senate

meetings.

E. Quorum:

Eleven members, at least six of whom shall be members of faculty elected

to Senate, shall constitute a quorum for the transaction of any business at

any regular or special meeting of Senate.

F. Minutes

1. Minutes of meetings shall be a brief summary of points made in

debate and a record of decisions taken. The part played by any

member in the closed session, other than the mover and seconder of

motions, should not be recorded in the minutes.

13.

Shorthand transcripts of open and closed sessions shall be made and

retained by the Secretary of Senate. Members of Senate shall have

access to these transcripts.

Open sessions shall be recorded on audio tape by the Secretary of

Senate. A copy of the audio tape shall be placed in the University

Library.

Copies of the minutes of the open session with supporting papers shall

be placed in the University Library and shall be open to the University

community. Copies of the minutes shall be distributed to members of

Senate, Departmental Chairs, President of the Student Society,

President of the Faculty Association, and to the Universities Council.

By request, copies of minutes will be made available to any concerned

individual. Requests for multiple copies of Senate minutes may be

made available at the discretion of the Chair of Senate or the

Secretary.

Copies of the minutes of the closed session, with appropriate

supporting papers, shall be placed in the University. Library Archives.

Access to

this material may be authorized by. the Chair of Senate.

G. Order of Business

Items for open and closed sessions of Senate are determined by the

Chair of Senate upon the advice of the Senate Committee on Agenda

and Rules.

The order of business for open and closed sessions of regular meetings

of Senate shall be:

Approval of the Agenda

Approval of the Minutes of the Previous Session(s)

Business Arising from the Minutes

Report of the Chair

Reports of Committees

Reports, of Faculties

Other Business

Notices of Motion

Information

• ?

3. The order of business of special meetings shall be that transmitted in

the Notice of Meeting.

floor: Motions from the floor may be made orally;

however, at the request of

the Chair the mover may

be required to put

the motion in writing.

Debate: A member of Senate who desires to speak in debate must

obtain recognition from the Chair. A senator who has spoken twice on

a particular question has exhausted

his/her right to debate that

question for that session.

3. Voting: Elections shall be by ballot. All other voting shall be by

show

of hands, unless a motion to vote

by ballot is carried.

4. Except as otherwise specified in these rules the use of cameras and

recorders is not permitted after a meeting

has been called to order.

'isLOI9. I

The Senate shall appoint such standing and ad hoc committees as it,

from time to

time, shall determine necessary and Senate shall

determine the membership and the method of appointment or electing

members to said committees.

Any member of a Senate Committee who plans to be away for one

semester or more shall so inform the Secretary of Senate in order that

a substitute may be elected for the period of the absence.

1. Reports to Senate

A Committee whose first function is regularly to place items on the

agenda of meetings

of Senate shall not present a regular report to

Senate beyond the submission of agenda items and the necessary

supporting materials.

A standing committee with delegated responsibilities to perform

duties on behalf of Senate shall report to Senate at twelve-monthly

intervals, except where otherwise stipulated in the charge to the

committee; the first report shall be

on a date to be agreed upon by

the Chair of the committee and the Chair of Senate. Where Senate

ratification of decisions made by a committee is required it shall be

sought at the time of submission of the committee's report; in the

event of Senate failing to ratify such decision or decisions of a

committee, the decision or decisions shall stand, and the Senate's

failure to ratify shall be interpreted as an instruction to the

committee involved that actions of that type shall not be repeated.

15.

A temporary committee established by Senate to perform a limited

specified task shall report to Senate by the date stated in its charge.

Existing committees of Senate shall be assigned to categories a), b),

or c) above by the Chair of Senate on the date of promulgation of

this rule; the categories of committees to be established in future

shall be specified in the charge to each committee.

Any Committee of Senate may, on motion of Senate or on call of the

Chair of Senate be required to present a report to Senate.

2. Form of Reports of Committees to Senate

Committee reports to Senate shall normally include the following:

A statement of Senate's charge to the committee.

A statement of actions taken

by the committee under the charge.

Where Senate has delegated powers to the committee, a list of the

actions that have to be ratified.

Recommendations if any. Any recommendation shall be in the form

of a motion and handled in accordance with normal Senate

procedures for placing motions on the agenda.

0 ?

3. Consideration of Reports

Upon the advice of the Senate Committee on Agenda and Rules, the

Chair of Senate shall allocate a period of time for informal

consideration of committee reports. Any

recommendation arising

from

the discussion shall be presented as a motion in accordance with

the regular practice of Senate.

, a su ?

;ii

The rules contained in 0. Garfield

Jones, Parliamentary Procedures at a

Glance

(New York; Meredith Press - 1971) shall govern Senate in all

cases to which they are applicable, and in which they are not

inconsistent with the Standing Rules of Senate.

VIII. METHOD OF AMENDING

Alterations of

these Rules of Senate shall require written notice at a

regular meeting of Senate prior

to the meeting at which

vote on the

proposed alteration is taken, which vote shall require an affirmative

vote by two-thirds of the voting members present to carry.

16.

i•JJ Ei{,)i,) it-U*!JDi

A motion to suspend these rules of Senate shall require an affirmative

vote by two-thirds of the voting members present to carry.

The Rules of Senate were revised following amendments made to the

Universities

Act in 1974. The basic revised Rules were approved by Senate

November 4, 1974.

Further revisions to the Rules have been made and

these are reflected in an appropriate notation within the Rule in question to

show when the revision

took place following November 4, 1974. Revisions

have been made following the repeal of Universities Act (1974) and its

replacement by the University Act (1979).