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SIMON FRASER UNIVERSITY
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To: Senate
Subject:
Reorganization of SCSAB
From: Senate Committee on
Agenda and Rules (as
Committee on Committees)
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.'
S
SIMON FRASER UNIVERSITY ?
MEMORANDUM
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To: Dr. W. G. Saywell, Chairman,
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From: H. Weinberg, Chairman,
Senate
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Senate Committee on Scholarships
Awards and Bursaries (SSAB)
Subject:
Reorganization of SSAB
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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.
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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 SCSAB
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 SSAB policy is on the decision of students to attend Simon
Fraser. The nature of the scholarships, their amounts and duration all enter into how
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excellent students evaluate Simon Fraser in respect to other universities they could also
attend. 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 reor g
anization of SCSAB evolved. The reor
g anization 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 SCSAB 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 SCSAB was discussed by SCSAD and that committee unanimously
approved the reorganization.
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.
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RE-ORGANIZATION OF SSAB
'Chairman: Elected by Senate
3 Faculty Elected by Senate
1 Student Elected by Senate
Associate Vice-President Academic
Dean of Graduate Studies
IWIPI-
Chairman: Associate V.P. Academic
1 Faculty Senator
1 Lay Senator
"5 Faculty Members (I from each Faculty)
2 Students
Chairman: Dean of Graduate Studies
I 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
external agencies.
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4. To confer with scholarship students.
5. To present scholarships at Secondary School convocations, where appropriate.
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Resoonsibjljtjes of Director of Financial Aid and Awards (re SCSAB):
2.1.
To
Secretary
administer
to all
the
three
programs
committees
and budgets
and active
and
in
to
policy
provide
development.support
services
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as required.
S
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.
