SIMON FRASER UNIVERSITY
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MEMORANDUM
TO: Senate ?
FROM: Senate Committee on Agenda
and Rules
SUBJECT: Reorganization of Senate
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DATE: April 23, 1986
Committees - Scholarships,
Awards & Bursaries
Action taken by the Senate Committee on Agenda and Rules in its role as the
Committee on Committees gives rise to the following motions:
MOTION #1:
That the membership of the Policy Committee as
approved in Senate Paper S.85-66 (Appendix I) be
amended to include One Lay Senator'"
MOTION #11:
'That the Policy Committee, as approved in Senate Paper
S.85-66 (Appendix I), be re-named to 'Senate Policy
Committee on Scholarships, Awards and Bursaries'
(SPcSAB), and that the Adjudication Committees be re-
named to 'Senate Undergraduate Awards Adjudication
Committee' (SUAAC) and 'Senate Graduate Awards
Adjudication Committee' (SGAAC)"
MOTION 4111:
That the Terms of Office, as set out in Appendix II of
Paper S.86-2f for the members be approved"
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SiMON FRASER UNIVERSITY
MEMORANDUM
To ......
.Ron Heath
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.From. .
. P. . 4.
Secretary
.
pSenat.
Subject
.....................................................
Sc.AB
Date.
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.............................
We are recommending a minor change to the membership of
the SCSAB Policy Committee.
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We wish to have Senate approve that
the committee membership will include a lay person from Senate.
The recommendation is Valerie Nielsen.
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1.
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APPENDIX I
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SIMON FRASER UNIVERSITY
To: Senate ?
From: Senate Committee on
Agenda and Rules (as
Committee on Committees)
Subject:
Reorganization of SSAB
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Date: November 21, 1985
Action undertaken by the Senate Committee on Agenda and Rules, in its role
as the Committee on Committees, gives rise to the following motion:
"That Senate approve the reorganization of the Senate
Committee on Scholarships, Awards and Bursaries as
set out in Senate Paper S.85-66, including the formation
of a Policy Committee, and Undergraduate and Graduate
Adjudication Committees with memberships and
responsibilities as defined."
SIMON FRASER UNIVERSITY
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MEMORANDUM
To: Dr. W. G. Saywell, Chairman,
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From:
H. Weinberg, Chairman,
Senate ?
Senate Committee on Scholarships
Awards and Bursaries (ScSAB)
Subject:
Reorganization of SCSAB
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Date:
November 21, 1985
I would
appreciate it if you would place before Senate the following proposals for
consideration at the next meeting of Senate.
The Senate is charged under the Universities Act with the authority to establish policies
and procedure for the administration and adjudication of all scholarships, awards and
bursaries. Included in this mandate are those scholarships, awards and bursaries
funded through the University operating budget and also those funded by external
sources if those external scholarships, awards and bursaries are administered by the
University.
Two responsibilities of the committee can be distinguished, although they interact: the
• responsibility for adjudication of scholarships and awards, and the responsibility for
the ongoing development of policy. During the past twenty years the complexity of the
programme of SSAB has grown in proportion to the growth of the university and its
increasing endowments. One consequence of this is that SSAB has found it very
difficult to devote the amount of time required to develop those policies which are
necessary to cope with the evolution of internally and externally funded programmes.
Responsibility for policy is vested in ScSAB. However, administration of policy is
through the Office of Financial Aid. The Director of that office is secretary to SSAB
and reports to the Associate Vice-President Academic. The Office of the Dean of
Graduate Studies however,
has immediate access
to all graduate student records and
therefore the administration of graduate awards and scholarships has historically come
to be the responsibility of the Dean of Graduate Studies. At the same time, the Director
of Financial Aid retains responsibility for administering the entire SCSAB budget and,
jointly with SCSAB, has the responsibility for making recommendations concerning
annual budget proposals.
One important impact of SCSAB policy is on the decision of students to attend Simon
Fraser. The nature of the scholarships, their amounts and duration all enter into how
excellent students evaluate Simon Fraser in respect to other universities they could also
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0attend. Overall policy concerning the factors which influence student enrolments is
also part of the mandate of the Associate V.P. Academic.
In recent discussions with the Associate V.P. Academic and the Dean of Graduate
Studies the concept of a reorganization of SSAB evolved. The reorganization is
intended to establish three committees. One committee would be devoted to the
consideration and development of policy. The other committees would have the
responsibility for adjudicating scholarships and awards, one committee for graduate
and one for undergraduate programmes. The suggested structure of the committees is
detailed in the attached materials. The suggested structure would bring the Associate
V.P. and the Dean of Graduate Studies more directly into the determination of SSAB
policy and also into the adjudication of scholarships and awards. The structure would
also allow SSAB to interact more closely with other efforts in the University like those
intended to increase enrolments from university, college and high school students.
The initial membership of the committees would comprise all of those individuals now
elected to SSAB and would therefore not require new Senate and Faculty elections.
The reorganization of SSAB was discussed by SSAB and that committee unanimously
approved the reorganization.
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RE-ORGANIZATION OF SSAB
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'Chairman: Elected by Senate
3 Faculty Elected by Senate
1 Student Elected by Senate
Associate Vice-President Academic
Dean of Graduate Studies
Under g raduate Awards
Chairman: Associate V.P. Academic
1 Faculty Senator
1 Lay Senator
**5 Faculty Members (1 from each Faculty)
2 Students
Chairman: Dean of Graduate Studies
1 Faculty Senator
1 Lay Senator
"5 Faculty Members (1 from each Faculty)
2 Students
* The Chairman of the Policy Committee is Ex officio on both Adjudication Committees.
"The five members of faculty elected by and from the respective Faculties would serve
on both Adjudication Committees.
Responsibilities of Policy Committee:
1.
To set terms of reference for all university administered award programs.
2.
To recommend to Senate all changes to programs.
3.
To set terms of reference for adjudication.
4.
To establish budget requests.
5.
To integrate award programs with recruiting.
6.
To report annually to Senate.
7.
To establish University policies relative to Student Funding from non-University
sources.
1.
To adjudicate all private and university awards.
2.
To recommend to the Policy Committee changes or additions to the Award programs.
3.
To interview students in order to prepare recommendations where required for
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external agencies.
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4. To confer with scholarship students.
5. To present scholarships at Secondary School convocations, where appropriate.
Res p
onsibilities of Director of finandal Aid and Awards (re SCSAB):
1. Secretary to
all
three committees and active in policy development.
2.
To administer the programs and budgets and to provide support services as required.
Chang
e of Name
Consideration was given to change the name of SSAB and the Office of Financial Aid and
Awards to either Student Finance and Scholarships/Awards or Awards/Scholarships and
Student Finance.
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APPENDIX II
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SIMON
FRASER UNIVERSITY
MEMORANDUM
To: Senate Corn rniteee on
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From: W. R. Heath, Secretary,
Agenda and Rules
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Senate
Subject:
Reorganization of Senate
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Date:
April 16, 1986
Committees - Scholarships,
Awards and Bursaries
At the meeting of Senate held on December 2, 1985, Senate approved the
reorganization of SCSAB into three Committees, these being the Policy Committee and
Adjudication Committees for each of Senate Undergraduate and Senate Graduate
Awards. Also approved were the responsibilities and memberships for each of those
Committees.
Recently some Senators have raised some concerns about the lack of clarity in Senate
Paper S.85-66. Specifically; to have three Standing Committees of the Senate identified
solely as Policy or Adjudication Committees does not reflect the limitation of their
responsibilities to the area of "awards". The paper accompanying S.85-66
acknowledged that there had been no resolution to the question of "Change of Name".
Given that the former SCSAB has been reorganized into these three specific Committees,
I would like to recommend that the names of those Committees be clarified. Could I
suggest the following:
Policy Committee - Senate Policy Committee on Scholarships, Awards and Bursaries
Adjudication Commitees - Senate Undergraduate Awards Adjudication Committee
- Senate Graduate Awards Adjudication Committee.
In a related matter, it is necessary to establish the procedures for determining the
memberships for the three Committees on a continuing basis. In the current year, it
was understood that those individuals who had been members of SCSAB would be
distributed through the three Committees, but with some terms of office ending this
year, the membership question must be resolved. Accordingly, I have adopted the
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principles under which the SSAB membership was determined and incorporated them
into the proposal that follows:
Senate Policy Committee on ScholarshiDs. Awards and Bursaries (SPCSAB)
Chair ?
Faculty Senator, elected
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3 years
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Sept. 30/87
by and from Senate
Assoc. Vice-President
Academic
Ex-officio
Dean, Graduate Studies
Ex-officio
Director, Financial Aid
Secretary (non-voting)
Faculty Members (3)
Elected by Senate
?
2 years ?
Sept. 30/87
Student (1)
Elected by Senate
?
1 year ?
Sept. 30/86
Lay Member (1)
Elected by and from Senate
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2 years ?
Sept. 30/87*
(*Subject to approval of
Senate to include Lay Member on Policy Committee)
Senate Undergraduate Awards Adjudication Committee (SUAAC)
Assoc. Vice-President
Academic
Chair. ex-officio
Chair, SPSAB ?
Ex-officio
Director, Financial Aid ?
Secretary (non-voting)
Faculty Member
Elected by Senate
2 years
Sept. 30/87
Lay Senator
Elected by and from Senate
2 years
Sept. 30/86
Faculty Members (5)
One member elected by and
from each Faculty
2 years
Sept. 30/86
Student Members (2)
Elected by Senate
1 year
Sept. 30/86
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Senate Graduate Awards Adjudication Committee (SGAAC)
Dean of Graduate
Studies ?
Chair, ex-officio
Chair, SPCSAB ?
EX-Officio
Director, Financial Aid ?
Secretary (non-voting)
Faculty Member
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Elected by Senate
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2 years
Lay Senator ?
Elected by and from Senate
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2 years
Faculty Members (5)
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One member elected by and
from each Faculty
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2 years
Student Members (2)
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Elected by Senate
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1 year
Sept. 30/87
Sept.
30/86
Sept.
30/86
Sept.
30/86
is
