SiMON FRASER UNIVERSITY
?
?
FOR INFORMATION
MEMORANDUM
• .
?
e.cet.ry
...................
From
?
Ch1s
e
?
iaj1tQ .
,
Chairm..
Committee.
.on . Ag.end. .and....
?
. . Senate. Library. Committee
Rules
Subject .....
Librr.y..Ioans..POliCY... kPP
?
I(Ve..January.13.,.I98.3 ..... .............
In accordance with the responsibility vested in
it by Senate, the Senate Library Committee has considered
and accepted the minor changes in the Library Loans Policy
and herewith I am transmitting this information to you as
information.
Appendix
change from issuing
mural applicants to
editorial or relate
• ?
ficant cost differe
set.
C is new to the policy and reflects a
free library cards to approved extra-
one of charging. Other changes are
to charge changes that relate to signi-
ritials from the time charges were last
/dab
REGISTRAR'S
_NOTE:-
Under Senate Paper S.82-37 on May 17, 1982 Senate approved
the following motion:-
"That Senate delegate to the Senate Library Committee
the authority to make minor changes to Library Loans
Policy regulations, with the understanding that the
Committee will inform Senate of such changes at the
earliest opportunity"
40 ?
The present paper provides information.
SiMON FRASER UNIVERSITY
MEMORANDUM
TER. D
.
OBB
?
.............
?
From
LIBRARIAN
?
HEAD, LIBRARY LOANS
Subj.d
....................................................
Date.........9y• .
•
?
198
2
S
Would you please take the following list of minor changes to the Senate
Library Committee for their consideration. The list includes the wording
as in the November 7, 1972 Loans Policy, the minor changes incorporated
in the November 1982 Policy and a brief comment on the changes.
A.
LENDING PERIOD
1972 Policy
Item 3
?
- materials borrowed from the General Collection become
due on the last day of the examination period.
- material borrowed within the two week period prior to
the last day of examinations will not he due until
the end of the examination period of the following
semester.
1982 Policy
•
?
- materials become due on the seventh day of the examination
period and should be returned to the Library on or before
that day (page 2).
- materials borrowed thirteen days prior to this semester's
due date will not he due unt it the next semester due
date (page 2).
Comments:
By specifying the date that the books are due and :nov:Lng
it back by one week, the users are made aware of their semester end
obligations at a more timely point in the semester. Having the
renewal date and due date one week earlier has benefited students
and faculty who are leaving campus before the examinations start and
who want to renew their books.
B.
CATEGORIES OF LOANS
1972 Policy
Item 6 ii - Audio Visual Equipment
Item 7 v - Audio Visual Equipment Loans
1982 Policy
- No mention of Audio Visual Equipment
Commen ts:
•
?
?
Audio Visual Equipment has been removed because this comes
under the jurisdiction of the Instructional Media Centre.
-2-
C.
END OF SEMESTER FINES
1972 Policy
Item 7 ii - Borrowers who have failed to return all materials by
the fourteenth day following the last day of exams
?
is
will be fined $5.00.
- As soon as material becomes overdue a notice of the
fine and a list of the overdue materials will be
mailed to the borrower.
1982 Policy
- $5.00 fine commences twenty-one days after due date.
(Appendix A, section lb).
Comments:
A list of outstanding books and overdue books is available
at the Recalls counter from the start of the renewal period. An overdue
notice is sent out one week after the due date but before the fines
commence. The onus is still upon the borrower to return Library
materials by the due date.
With these changes the Library has brought in a suspension
period prior to levying fines, instituted a notice after overdue but
prior to fines and recognized that end of semester fines should not be
as onerous as recall fines.
D.
SPECIAL LOANS FINES
1972 Policy
Item 7 iv - Failure to return materials on special loans within
five days after the due date will result thereafter
a fine of $1.00 per item.
- As soon as material becomes overdue an overdue notice
will be sent.
1982 Policy
- The procedure is as follows: Borrowing privileges are
suspended and a $1.00 per day fine commences the day
after the item is due. An overdue notice is sent in
the regular bill cycle. In addition, the Collections
Division attempts to call the patron.
Comments:
The Library recognizes that special loans are for in-house
use materials and as such their quick return is necessary. Changing
the fine draws this priority clearly to the patron's mind.
E.
PROCESSING CHARGE
1972 Policy
- Non stated but was and still is $5.00.
1982 Policy
- Not instituted but noted as $10. (Appendix A, page 2,
section 5). ?
0
-3-
• ?
Comments:
?
The $5.00 fee which was established more than ten years
ago does not cover the cost of processing the records or cataloguing
a replacement if bought. A charge of $10.00 would be more in line
with the majority of cases.
F. ?
REPLACEMENT CHARGES
1972 Policy
Item 7 vi - Borrowers will be charged for lost or damaged
materials and equipment.
- Overdue materials or equipment not returned within
a reasonable time, again at the discretion of the
Library, will be deemed lost and the cost of
replacement charged to the borrower.
1982 Policy
- The new policy specifies in more detail what the
various charges are (see section 5 in Appendix A).
Comments:
The stipulation of replacement costs informs the patrons
more clearly what they can expect if losses occur. It also
illustrates the increasing costs incurred for the benefit of all
users.
C.
?
EXTRA-MURAL READERS
The new statement approved by Senate is attached as
Appendix C of the 1982 Policy.
RN/as
0
1.
November 19, 1982
SIMON FRASER UNIVERSITY
LIBRARY LOAN POLICY
LIBRARY CARDS
Any member of the public may use materials
in
the Library
during regular library hours. However, users must have a valid
library card in order to borrow materials and to have access to
special services. This card is not transferrable and must be
presented when borrowing materials.
The borrower whose name appears on the card is responsible
for all use made of that card until the Library is notified of its
loss or theft. Replacement cards for those lost, stolen or
damaged will be made available for a fee at the Registrar's office.
A change of address must be reported to the Library Loans Department
as soon as possible.
There are two basic categories of Library cards. SFU or
SFU-related people will be issued a card automatically by the
Registrar's office. All others will be authorized by Library Loans.
A complete breakdown of categories and costs is given in Appendix
C, Extra-Mural Readers.
All borrowers, when issued library cards, are subject to the
same regulations and have the same privileges with the exception
of Interlibrary Loans and the Reserve Collection.
BORROWER RESPONSIBILITIES
Borrowers are responsible for all materials and equipment
taken out on their cards and must comply with the regulations.
In the event of a disruption of normal library services, or
of a disruption of public mail or transportation services, the
borrower remains responsible for adhering to these regulations,
and the penalties in this policy will continue to apply.
In these situations, the Library may not he able to notify
. ? readers about material that has been recalled; therefore the
borrower is responsible for enquiring weekly at the Loans
I ?
(
-2- ?
.
Division on the Burnaby campus, or the appropriate office of a
non-Burnaby campus, to determine if any material borrowed has
been recalled.
Also, in the above abnormal situations, the borrower is
responsible for returning all materials to the Library on the
dates they would normally come due in accordance with the terms
of this policy. The Library will attempt to facilitate the
?
•
in-person return of materials, and, if they are returned by mail,
the date of the postmark will be considered the official date of
return for the purposes of calculating penalties.
The borrower must present a doctor's certificate in order to
be excused for overdue materials because of illness.
BORROWING REGULATIONS
1) General Collection
The general collection consists of all publications on the
open shelves and in storage with the exception of
i)
those in Reserve
ii)
those designated as non-circulating or otherwise
covered by special loan regulations.
The Loan period for all materials in the general collection
is one semester. All materials become due on the seventh day of
the examination period and should be returned to the Library on or
before that day. All material borrowed thirteen days prior to
this semester's due date will be due on the seventh day of the
examination period of the following semester. Renewal of
materials may be made at this time as well. The due date will
always be stamped on the date label located in the front of the
book.
Each borrower is entitled to keep circulating material for a
minimum of two weeks. The holder of the material is obliged to
return recalled items on or before the date indicated on the
recall notice.
-3-
If demand for an item is high (i.e. more than two recalls are
requested), it will be transferred to the Reserve collection until
demand has fallen.
The Library may recall material at any time.
Failure to return recalled materials will result in suspension
of borrowing privileges for all collections and will incur fines
or fees as described in Appendix A.
2) Reserve Collection
?
-
The Reserve collection consists of all print and phonotape
materials shelved in the Reserve room.
a)
?
There are currently four Reserve loan periods:
2 hour, 4 hour, 24 hour and 3 day. The period is marked
on each loan card. Different loan periods may be in
effect for copies of the same title. It is the borrower's
• ? responsibility to check these cards carefully. Other
loan periods may be established at the discretion of the
Head of the Loans Division.
.2 Hour Loan
Due two hours from time taken out.
Overnight: 2 hours before closing of Reserves
section until 10:00 am next day.
4 Hour Loan
Due four hours from time taken out.
Overnight: 4 hours before closing of Reserves
section until 10:00 am next day
Sat - Sun due at 11:00 am
24 Hour Loan
Due 24 hours from time taken out.
Sat - Thur: due 24 hours after check-out
Fr!: from 5:00 pm Friday to 11:00 am Sunday.
3 Day Loan
• ?
Due three days from time taken out.
Monday - due same time of day Thursday.
Tuesday - due same time of day Friday.
- 4 - ?
.
Wednesday - due 11:00 am Sunday
Thursday
-
Friday ?
due same time of day Monday.
Saturday - due same time of day Tuesday.
b)
?
Failure to return materials when they are due will
incur a fine upon items that are an hour or more overdue
and that have holds placed on them or that are not
returned by the semester end-due date. Borrowers who
have incurred a fine will be suspended from borrowing
from all collections until the fine is paid and the
material returned (see Appendix A for schedule).
3) ?
Special Loans
The following materials are available only on special loan:
a)
?
Periodicals - this includes bound backfiles as
well as unbound current issues
b) ?
Reference works
c) ?
Special collections
d)
?
Microform collections
e)
?
Statistics Canada collection
f) ?
Maps, pamphlets and miscellaneous materials
g) ?
Equipment
Special ?
loans are governed by the following regulations:
(a) ?
All loans must be authorized by a librarian or staff
member to whom this authority has been delegated.
(b)
?
Loan periods, though at the discretion of the
authorizing librarian, are generally for only a few days
and never exceed the semester end. ?
Materials in constant
demand may be restricted to library use only.
(c) ?
The Library reserves the right to hold the user's
Library card while the material is out on Loan.
(d) ?
An overdue notice will be sent when material
becomes overdue.
1.
S
-5-
(e) ?
Failure to return materials on time will result in
suspension of borrowing
privileges for
all collections
and will incur fines and fees as described in Appendix A.
4) ?
Interlibrary Loans
When SFU Library borrows material from another institution on
behalf of a member of the Simon Fraser University Community, it
assumes the responsibility of enforcing the loan regulations of
the lending library.
?
Since repeated failure to observe the
regulations of the lending institution may result in its refusal
to lend to the SFU Library, an SFU. user who does not observe the
due date for returning an interlibrary loan will not be permitted
to borrow from any collections in the SFU Library or through
interlibrary loan, until the material is returned.
?
Readers will
be fined for overdue books as in Appendix A.
Renewals may he requested, but are not necessarily granted as
5
this incurs an additional charge to SFU:
(a) ?
One day before the due date If the material was
borrowed from UBC.
(b)
Four days before the due date if borrowed elsewhere.
Undergraduate requests will be searched only throughout B.C.,
unless specially authorized by the professor. ?
Alumni requests
will be sent only to B.C. locations.
LOST OR DAMAGED MATERIALS AND EQUIPMENT
Borrowers will be charged for lost or damaged materials and
equipment, including items borrowed through interlibrary loan.
Failure to pay such charges will result in a suspension of
borrowing privileges for all collections until payment is made.
After materials or equipment have been reported lost, no further
fines will accrue.
In cases of long overdue material or equipment In which the
. ?
borrower does not respond, the Library will declare the unreturned
items lost and the cost of replacement will be charged to the
-6-
?
.
borrower.
APPEALS
Decisions made by the Loan Division about penalties maybe
appealed through the Senate Library Penalties Appeal Committee
(see Appendix B).
PLEASE NOTE:
THE RECALL SYSTEM WORKS ONLY AS WELL AS THE COOPERATION BETWEEN
THE LOAN DIVISION AND OUR PATRONS.
IT IS THE FULL RESPONSIBILITY OF OUR PATRONS TO INFORM THE LIBRARY
OF ANY ADDRESS CHANGES. FACILITIES FOR ADDRESS CHANGES ARE
AVAILABLE AT THE RECALL COUNTER.
FINES COULD ACCRUE BECAUSE OF A WRONG ADDRESS IN OUR FILES.
WE GREATLY APPRECIATE YOUR COOPERATION.
0
(
?
(V
r
is
APPENDIX A
PENALTIES
1. GENERAL
LOANS
(a)
Failure to return a recalled item by the due date:
- Suspension of borrowing privileges
- $1.00 per day per item to a maximum of $25.00 per
book.
(b)
Failure to return all materials by the due date:
- Suspension of borrowing privileges when books become
overdue.
- After 21 days, $5.00 fine irrespective of the number
• of unreturned items.
- After 14 more days, the fine will be increased $1.00
per day to a maximum of $25.00 per borrower.
(c)
After the $25.00 maximum has been reached, lost book
processing charges will be, and lost book replacement
charges, may be assessed.
2. ?
RESERVE
LOANS
(a)
For print materials and lecture tapes an hour or more
overdue and which have holds placed on them:
- $1.00 per hour, up to $5.00 per day, to a maximum of
$25.00 per item.
(b)
For music tapes an hour or more overdue and which have
holds placed on them:
- 25 per hour up to $1.00 per day, to a maximum of
$25.00 per item.
(c)
Lost tapes incur a $3.00 replacement charge, plus a
$10.00 processing charge. Lost photocopied items incur
a replacement cost of 10 per page plus 25c for the
folder, plus a $10.00 processing charge.
(d)
When not returned by the semester end due date and when
no holds have been placed, general loan fines
4
(_ ?
(.
-2-
?
S
pertain (see
1(b) above).
?
3. ?
SPECIAL LOANS
Failure to return materials by the due date:
- Suspension of borrowing privileges.
- $1.00 per day to a maximum of $25.00 per item.
?
4.
?
INTERLIBRARY LOANS
Failure to return materials by the due date:
- Suspension of borrowing privileges.
- $1.00 per day to a maximum of $25.00 per borrower.
?
5.
?
REPLACEMENT CHARGES
(a)
Suspension of borrowing privileges until fees are paid.
(b)
Book materials: average annual cost of the book within its
particular subject plus $10.00 processing charge.
?
5
(c)
Microform materials: $10.00 processing charge plus $10.00.
(d)
There may be a binding surcharge of $4.85 for paperback books.
(e)
Equipment: current replacement costs plus $10.00 processing
charge.
(f)
In all cases, if the patron demonstrates that the material
is actually available below the assessed costs, the replacement
charges will be reduced, and conversely if the value of the
material or subsequent costs to the Library are greater than
the above rates, there will be an added charge.
?
6. ?
UNPAID ACCOUNTS
Where charges have not been paid within 60 days of having been incurred,
accounts may be placed in the hands of a collection agency for recovery.
Passed by the Board of Govenors in August 1971.
0
(
0 ?
APPENDIX B
SENATE COMMITTEES
LIBRARY PENALTIES APPEAL COMMITTEE (Standing)
MEMBERS ?
CONDITIONS
Faculty Member
Faculty Member
?
Elected by and from the
Faculty Member
?
Senate Library Committee
( Elected by and from the
Student Senator
?
Senate Library Committee
Undergraduate Student
Graduate Student
Elected by the Student Society
)
Head of Loans Division
?
Non-Voting
Chairman ?
Elected by
.
and from voting
members of the committee
S
?
TYPE: ?
Standing Committee reporting to Senate Library
Committee.
PURPOSE: ?
To consider cases wherein an individual feels unjustly
penalized for an infraction of the Library Loan Policy and
to make the final decisions.
PROCEDURE: Any individual who is aggrieved by the decision of the
Loan Division of the Library concerning penalties may
petition, in writing, to the head of the Division that the
case be considered by the Library Penalties Appeal
Committee. The individual will be notified by letter/
telephone of the date of the meeting and may speak to the
Committee on the grievance. The Loan Division will provide
documentation for the Library and the individual may contest
the evidence or enter any circumstances that may be germane.
The decision of the Committee is final.
S
PENALTIES IMPOSED WILL BE SUSPENDED WHILE AN APPEAL IS WAITING TO BE
HEARD BY THE COMMITTEE, AND FINES WHICH HAVE SEEN PAID AND WHICH ARE
SUBSEQUENTLY DEEMED UNFAIR BY THE COMMITTEE WILL BE REFUNDED.
Approved by Senate Jan.10, 1972.
Procedure revised by Senate Jan 14, 1974 and Sept.8, 1975.
S
APPENDIX C
EXTRA-MURAL READERS
?
November, 1982
A. There are two basic categories of library cards. They are:
1. Regular Library Cards - These are issued by Registrar's Office to SFU or
SFU related people as named below:
SFU FACULTY/STAFF
Full-time
Retired
Part-time (Continuing)
Visiting Faculty (paid)
SFU RELATED
Daycare
Cleaners
SFSS
Food Services
Bank of Nova Scotia
School & Faculty Associates
Microtel employees in Discovery Park
SFU STUDENTS
Undergraduates
Graduates
Alumni
Audit
U.
2. Extra-mural Library Cards - These are authorized by Library Loans prior to being
issued by Registrar's:
a.
Non-paying Group - SFU special audit students
_*Currently registered Graduate students of B.C.Universities
(this does not include people who have left a University or
are Alumni of other Universities)
..*Faculty of B.C. and non-B.C. Universities
-*Faculty of B.C. Government-funded Colleges
_*"Institute" Participants includes Mentor/Enrichment Prgm.
- Visiting Faculty (non-paid)
- Research Assistants associated with SFU Faculty
- Conference/Workshop conveners
_*Senjor
.
Citizens ?
0
b.
Paying Group
?
_*Business connected individuals
_*B.C. and Canada Government staff
...*General public
...*Teachers of Primary and Secondary schools
_*Teachers at Private and non-Government funded colleges
_*private Researchers
_*part....Tjme (Temporary) staff or Full-Time (Tempory) staff
who are at SFU for less than 4 months
*To be checked "For Library Use Only": This means that privileges are only for
the Library - not for Gym, Theatre, Pub, etc.
B. The following specifies the conditions for the issuance of Extra-mural Borrowers' Cards:
1.
Cards will be issued to individuals only. (No company cards will be issued.)
2.
Date of issuance will be September 1 of e
a ch
year and the date of expiry will be
the following August 31.
3.
Where applicable, the fee will be $30.00 annually or $15.00 after April 1.
4.
Cards will be authorized by the Library Loans Division with fees collected there.
Cards will be issued by the Registrar's Office.
S. Access will be to the General Collection. There will be no access to Interlibrary
Loans or the Reserve Collection.
6. Applicants for extra-mural cards must make application at the General Loans
counter of.the Library.
?
SiMON FRASER UNIVERSITY ?
S.
ir 3 -V3
MEMORANDUM ?
.
?
'r1—c /)/c
00
................
SENATE. ?
................................ ! ......
.
EVISED PROCEDURES FOR CURRICULUM
..Subject
................
•LIII:'11:ij
SENATE COMMITTEE ON ACADEMIC PLANNING/
From.
SENATE COMMITTEE ON ACENDA AND RULES
JANUARY
25 JANU ?
1983.
Date
.....................................................
S
Copies of the terms of reference, purpose, etc. of the various committees
as they currently exist are attached to the back of this paper for reference
purposes. ?
. ?
•j
MOTION 1: "That Senate approve
/ the system of curriculum approval
outlined in J. M. Munro's memorandum of August 14, 1981,
and that consequent revisions be made in the terms of
reference of the Senate Committee on Academic Planning,
the Senate Committee on Undergraduate Studies, and the
Assessment Committee for New Graduate Programs"
If Motion 1 is. approved:-
MOTION 2: Delegation
"That Senate delegate to Faculties authority for approval
of new courses, changes in existing courses, and changes
in program requirements. It is understood that these
actions will be reported to other Faculties and that any
major revision would be considered by the Senate Committee
on Academic Planning and by Senate. (Major is defined to
include any program or curriculum change having significant
impact on more than one Faculty, as determined by the Chairman
of the Committee.) Current procedures involving prior
consultation between departments on curriculum and program
matters of mutual interest will continue."
If Motion 1 and Motion 2 are approved:-
MOTION 3: Senate Committee on Academic Planning - Change in terms of reference
"That Senate approve change in terms of reference number 2
to read as follows:-
'To review and recommend to Senate all proposals involving new
programs, major modifications to existing programs, or major
curriculum revisions. (Major is defined to include any program
"or curriculum change having significant impact on more than one
Faculty, as determined by the Chairman of the Committee.) The
criteria set out in S.80-98 will, as applicable, guide the
Commit:Lee in making its recommendations.
SENATE ?
-2-
?
25 JANUARY 1903 .
If Motion 1 and Motion 2 are approved:-
MOTION 4: Senate Committee on Undergraduate Studies - Change in Purpose
"That Senate approve change in Purpose A to read as follows:
'A. To consider and make recommendations to Senate on all
matters involving changes in the general regulations and
policies affecting undergraduate programs in the University's
academic standards; (2) the need for coordination of programs'
Graduate Studies - Note
At present there are three committees, the Senate Graduate Studies
Committee, the Executive Committee of the Senate Graduate Studies Committee,
the Assessment Committee for New Graduate Programs. Terms of reference for
the first two committees do not include specific mention of curriculum revision.
At present, for the first committee consideration of such matters is governed
by the following statement "3. To consider matters referred to it by Departments
and Faculties or by the Dean of Graduate Studies and to make recommendations to
the appropriate body(ies)". No formal change in wording for the first two
committees is proposed.
It is proposed that change of wording be made for the "Assessment
Committee for New Graduate Programs". At present it is intended to continue
with the existing form of membership and to review this in the light of experience
under the new terms of purpose.
If Motion 1 and Motion 2 are approved:-
MOTION 5: Assessment Committee for New Graduate Programs - Change in Purpose
"That Senate approve change in purpose and note (1) to read
as follows:-
'Purpose: Proposals for new graduate programs shall be
submitted to the Assessment Committee. The function of
the Committee shall be to recommend to the Senate Committee
on Academic Planning that it approve, approve with modifi-
cations, or reject a proposed program. (All documents
concerning the program shall be forwarded to the Assessment
Committee through the Dean of Graduate Studies Office.)
Notes: 1. This Committee is a standing Senate committee.'
SiMON FRASER UNIVERSITY
MEMORANDUM
So.........
^
pp.4
t
p..
iq
Q1
raT
?
.
?
Senate Committee on
............. Ag.nd.a..nd,..Ru1.s
?
Academic.. Rla x
mimg .......................
Subject.....
?
?
.Q.c13-Ue, . o.r
?
Date.. ..an.uary..2Q,..193........................
Curriculum Approval
At its meeting of December 15, 1982, the Senate Committee
on Academic Planning approved the followin
g motion:
"That the system of curriculum approval outlined
in J.M. Munro's memorandum of August 14, 1981, be
approved and that consequent revisions be made in
the terms of reference of the Senate Committee on
Academic Planning, the Senate Graduate Studies
Committee, and the Senate Committee on Undergraduate
Studies."
The attached papers provide a general description of the
revised procedures, a rationale for the revision, and a
summary of the responses.
Consideration of this .change by Senate requires approval
of delegation of powers from Senate to the Faculties and
. ?
changes in the terms of reference of the Senate Committee on
Academic Planning, the Senate Graduate Studies Committee, and
the Senate Committee on Undergraduate Studies.
A. Delegation
That Senate delegate to Faculties authority for approval
of new courses, changes in existing courses,,and changes
in program requirements. It is understood that these
actions will be reported to other Faculties and that any
major revision would be considered by the Senate Committee
on Academic Planning and by Senate. (Major is defined to
include any program or curriculum change having significant
impact on more than one Faculty, as determined by the
Chairman of the Committee.) Current procedures involving
prior consultation between departments on curriculum and
program matters of mutual interest will continue.
B.
Senate Committee on Academic Planning
"2. To review and recommend to Senate all proposals involving
new programs, major modifications to existing programs, or
major curriculum revisions. (Major is defined to include
any program or curriculum change having significant impact
on more than one Faculty, as determined by the Chairman of
the Committee.)
The
criteria set out in S.80-9 will, as
applicable, guide the Committee in making its recommendations.
Senate Committee on Agenda
?
- 2 - ? January 20, 1983
and Rules
C.
Senate Graduate Studies Committee
Terms of reference for this Committee do not include
specific mention of curriculum revision. Presently,
consideration of such matters is governed by the following
statement:
"3. To consider matters referred to it by Departments and
Faculties or by the Dean of Graduate Studies and to make
recommendations to the appropriate body(ies)."
D. Senate Committee on Undergraduate Studies
"A To consider and make recommendations to Senate on all
matters involving changes in the general regulations and
policies affecting undergraduate programs in the University
taking into consideration:
(1)
the University's academic standards
(2)
the need for co-ordination of programs."
J.M. Munro
jeh
attachments
.
0
SiMON FRASER UNIVERSITY
?
2.
MEMORANDUM
S
To.....
Senate
....................................................From......
Committee on Academic
k.M.
?
Muii.o
?
.
Planning
Sub
i
ed
.^e
Approval
v
ised
?
Procedures for Curriculu
..
Date.......
DeCember
6, 1982
On
Au g
ust
4, 1981, I
wrote to the Senate
Committee on
?
Agenda
and Rules proposing a new system for curriculum approval.
(A copy of this memorandum is attached) .
Subsequently, thi
s
proposal was distributed widely in
-
the University for comment
and reaction.
The responses from the Faculties, the Senate Committee on
Undergraduate Studies, and the Senate Graduate Studies
Committee are summarized in Harry Evans memorandum of November
19, 1982, (copy attached).
I am forwarding this proposal now to the Senate Committee
on
Academic
Pltnning
for consideration of
the
following motion:
'ThdL
the system of curriculum approval outlined
in J.M. Mttnio'
s
memorandum
of
August 14,
1 )81,
be
0
?
aprovcd
and that consequent: revisions be made in
AcaJm.Lc
Lhe
terms
P
of
Lanninq
reference
,
the
of
Senate
the Senate
craduatc
Conimi
; Lu]
tLe
ie; Commit
On
tee
nd the Seni
to
(2om11li
ttee
on Under'jr
Wi
to S t:.udie
In asking
the
Committee to consider this motion, I am aware
the
that
changes;
my
propo;al
"...would
does not
save
have
time,
universal
reduce costs,
Support.
and
Neverthelesput
the weiqht
s ,
of decision-making responsibility for changes in the curriculum
where it belongs --
at the departmental and Faculty level for
minor changes and at Senate for major changes." Other advaritaue
of this proposal include a focussing of
the attention
of the two
Senate program committees on the design and operation of programs
at the University level (responsibilities which now tend to be
buried by curriculum processing) and allowing the Senate
Committei
on Academic Planning to range widely over proposals involving
new
programs or major changes in existing programs.
The definition
of a "major" curriculum change would include any change having
significant impact on another Faculty.
J.N. Munr
:jell
att. (2)
icT.
•
?
Rid Procedures for
Subod..evse
..............................
Curriculum
?
ocedur
)pprova1
from ?
...........
.
The following proposal for
changes in
the
system of
curriculum approval is presented to the Senate Committee on
Agenda
to
SCUS,
&J)es
SOAP,
with
and
the
the
expectation
Faculties for
that
comment
it would
and
be
review
referred
before
being considered by SCAR in its role as Senate's "Conunittceon
Comm
this
Spring.
ittees"_ The proposal was ii;-cl
w
ith Deans and Cha
i.flILfl
Simon Fraser University has had an
u
nusually elaborate
without
many
introduce
system
universities,
for
any
new,
c
formal
onsidering
single
consideration
decisions
courses
and
approving
to
are
change
even
made
changes
at
at
existing
the
the
Faculty
in
Department
curriculum.
courses
level.
level
or
to
At
Because of the recJujreinents of British Columbia's university
of
has
levels
consuming
legislation,
earlier
probably
of
process
consj
decisjors
we
added
dration
have
requiring
to
always
this
The
natural,
had
review
history
a more
of
statutory
of
decisions
elaborate
Simon
emphasis
Fraser
made
and
at
time-
University
on
earlier
reView
The level of
i
nstitutional maturity
and
rnntal trust that
iiron Fra;er
. University has
now been
able to achieve should
?
.10
for
p•rmit
curr.i
the
Cu]
i
urn
ntroduction
approval.
of
The
appropriate
changes p
sirnr
oposed
p].ificat
below
j
orx
cffect:.ively
in procedures
involve the delegation of Senate authority to Faculty Curriculum
Commi t tees.
?
1.
?
program
New courses,
r
equirements
changes
would
in existing
be approved
courses,
by
and
Faculty
changes
Curriculum
in
Senate
Committees
authority.
(undergraduate
These
actions
or graduate)
would
acting
be reported
on delegated
to
Curriculum Committees in other Faculties and to Senate for
information
and transmittal for Board of
Governor's approval. Faculty Curriculum Committees would be
expected to be fully aware of the need to consult with other
Faculties which might be affected by
proposed
changes.
?
2.
?
Major
Cox
m
r k j
ttee
cur
on
r
i
culum
Academic
revisions
Planning
would
for
'be
recommendation
reviewed by the
and
Senate
subsequent approval by Senate and
Board. The
definition of
"major" would include any curriculum change having significant
impact on another Faculty. Decision as to the j)ece;:;i L
for SCAP review of
curriculum revision would be made by the
Secretary' of Senate acting for the Cha rmari of Senate.
POW
.
r(.1) t
?
('()JIUfl)
t.. t CC oh
?
4, ?
19131
igcnda
1.
Tut(
3. ?
General program regulations (undergraduate or graduate)
would continue to be considered by either the Senate
Committee on Undergraduate Studies or the Senate Graduate
Studies Committee
before presentation to Senate.
This would
apply whether the changes in these program regulations were
initiated in the
Senate
Committees or at the Departmental
or Faculty level.
4.
?
All new programs would be considered by
the Senate Committee
on academic Planning to include review of both their academic
t'erit and the planning priorities of the University.
Existing procedures for consideration of new graduate programs
by the
Senate Graduate Studies Committee would continue to
apply.
The chapges proposed here would
save
time, reduce costs, and
put the weight of decision-making responsibility for changes
in
the curriculum where it
belongs--at the Department
and Faculty
level
for minor changes and at Senate for iiajor changes. Experiencc
with the present modest delegation of
authority from
Senate to the
Senate Committee -onhlnderyraduate Studies and Senate Graduate
Studies Committee confirms this view.
S
M. Munro
/)rn
0
SU\H)N FIIASEH LJNIVESJTY
MEMORANDUM
SENATE COMMITTEE
?
To......................................................
?
ON AGENDA AND RULES.
E
PROPOSED REVISED PROCEDURES FOR
Sub.
t20
?
CUL ?
rDc/xr; ?
flbrAbUA.
STUDINS, GR7DUATE STUDIES)
H. M. EVANS.
From
.......SECRETARY.
.................................
i NOVEMBER 1982.
Date........................................................
Some Background Information:
(Whie appropriate the pertinent reference Pa
p
ers are provided herewith).
1. ?
On ingust
4,
1981 the Vice-President /\cadcinic submitted to tne Senate
Comniitte on Agenda and Rules proposed Revised Procedures for Curriculum
Approval. SCAR instructed that the proposals be distributed broadly to a
number of bodies for discussion, review and comment and this was done
under covering memorandum dated October 15, 1981 from me. (S(-e copy)
Distribution was to occur in stages, with the first stage including
Deans of Faculties, Student Society President, Departmental Chairmen,
Faculty Curriculum Committees (Undergraduate and Graduate) , with responses
to be submitted to me. (See copy)
After receipt of the responses the second stage would occur involving
the Senate Committee on Undergraduate Studies (thruuyh its Chairman) , the
Senate Graduite Studies Committee (Executive and
Pull-Through the
Chairman)
and the Senate Committee on Academic Plairniwj (through the Chairman)
Distribution to the latter committee ml qht: occur foi1winj preliminary
responses from SCUS and from Graduate Studies. (See copy)
?
2.
?
The Req'i strar
'5
memo of February
26,
10H2
t:u the
;en,'ite Committee on
Undergraduat.o Studies and to the Senate Gradua1 St tic1ie Commi
l.tees
stage 2 and requested that SCUS and that
Graduate Studies place this
t.Op
on the committee aqendas for thorough discus;ion, review and comment. (Sce copy)
Responses were to he sent to the Secretary, Senate Committee on Agenda
and-Rules, due by April 2, 1982.
That memorandum referred to a number of specific items, and drew attention
to the fact that the responses already received varied piite markedl
y . The
responses basically were from Deans of Faculties on behalf of Faculties.
See SCUS 82-6, page 2, items
4
and 5 as follows:
(a)
the Faculty of Arts supportive, with some concerns and suggestions
on implementation
(b)
the Faculty of Education requiring some modifications, with some
general support, with some opposition to any changes
(c)
The Faculty of Interdisciplinary Studies supportive of changes, with
some query and comment
(d)
the Faculty of Science expressing reservations to the point of strong
disapproval.
Given the wide variation in responses it was not he:iied upproprit:e
at that stage to make submission to SCAP on the
preliminary
responses, but
that this should be held pending further data.
?
3.
?
In response to the Registrar's memo of February 2, 1982 the topic
Wa:;
placed on the agenda of SCUS for thorough discussion on March 9, 1982.
(See the copy of the Minutes of SCUS, March 9,
1932) .
These are provided
•
0
SCfltC
Coinmittc on Agenda
and Rules ?
-2- ?
19 ?ovcner J 92
to give as clear a picture as possible of the points of support and of
concerns. That committee approved two motions as follows:-
?
. ?
Moved by R. Brown, seconded by T. Calvert
?
•
?
"That SCUS, with reference to SCUS 82-6 Proposed 1evisec1
Procedures for Curriculum Approval, forward information
that the committee approves in principle the rcoimendat.ions
in the Munro memorandum, with some than
q e;,
311(1
with the
proviso that the expressions of con':ct'n with
regard to
implementation also he forwarded. Approval in principle
is to indicate acceptance of the gene r,1 idea.
The Coiwtd ttee observes need of the following:
toInt 1 needs to be spelled out ci eirly and with care, iith
emphasis on in'.chanism, on implementation piodurc's, ti.melines.:,
dissemination of information, routes of action and related iteias.
Point 2 for detailed curriculum review should involve action by
SctJS.
Point 3 - Some change in wordin9 or clarification is required
on 'general program regulations'."
MOTION CARRI EL).
Moved by R. Brown, seconded by T. Calvert
"That SCtJS, with reference to SCUD 82-6 Proposed !cvi .ed locedures
fox Curriculum Approval., forward inforrn1tion that the committee
agrees, in prin
j
i,ie that there should be a reduction in the flow
?
•
?
of material
through this
committee requiring direct: action, but
there is a continuing important role for this
coi'oiittee.
Materials
on route throuqh the system should be screened anl lorwarlcd to
this comrit:tec for direct action ao required or when warranted
otherwise it should be forwarded only for iritorneil:ion or some items
may by-pass
the
committee."
MOTION (ARFI ED.
The:e
waS some discussion of reducing si ;ui I. i cantly work flow a:
earlier
oroposci in
tilt--
1JI.0 recommendations and in the later recommendations by
CUY in 1979.
Pu Mdrchl 9, 1982 there was not direct adoption of the proposals
suLini tt ed to SCUS.
4.
?
?
At the qraduat:c studies level the Registrar's memo 01 February 21,
1.982
WIS
placed on the agenda of the Executive Conhlilittec
of
the SG3C for March 15,
1982. The minutes of that meeting are rat-her non
—
informative but the tOpie
was carried forward to the SGC through
the
McGinn memo dated March
26,
19f32
(see these items).
The SCSC debated the topic on March
29, 1982
and ;41.-,proved the fo] lowing
motion on a vote of 6rn favour, 5osec1:-
"the Senate Graduate Studies Coiuinittt:e suj poits in i i':ipIe
the changes as proposed in J. Munro ' s Iriemo of AugUst 4, 1961
hi nal approval Es subject to recui
V IhhtJ
in -
hiLt,) ona .1
iii IcrJILiLi OIL
?
. ?
':oncerninq procedure', to be ol. lowed and to hIIvin9 i j ut to (hit:
iriechanism for
these chiaimjes
?
4
?
-
Senate Committee
or
Agenda and Rules
?
-3- ? 19 November 1982
In response to
request
by the Registrar for greater clarification
on the debate, decisions and general position the Dean of Graduate
Studies rerpondcd
in memo
dated April 26, 182
describing the atteridar;ce,
motion, vote and discussion (6 to 5) , and indicated his
s
trong persunal
disagreement with the basic proposal. (See copy).
5.
?
At that stage is see-ms evident:-
i) ?
that there is desire to improve present operating practice
iil that there is quite strong disagreement on some aspects of how that
might be attempted
ii'i) that there is desire to ensure
that
aiiy replacement system is
described and reviewed by the bodies in advance of implementation
to cnf;ure its adequacy
iv) that significant improvements in operating practices may be
obtained utilizing some of the principles sugye.;ted in the tJRC
report, but modified as accepted by SCUS in 1.979, but which were
not implemented pending final decisions on UIC.
0
S ?
2. SENATE COMMITTEE ON ACADEMIC PLANNING (SCAP) - Standing
(Reporting Category "B")
TERMS OF REFERENCE
1. To be responsible for the implementation of a system of academic planning
based on S.80-98. Specifically, the Committee will undertake the follow-
in g
responsibilities:
a)
To provide periodic assessments of the present and probable future
environments of the University, its students, and its community;
b)
To identify priorities for the development of new academic programs
and emerging research areas;
c)
To gather information concerning initiatives in the development of
programs at all levels In the University;
d)
To ensure coordination of academic planning with the provision of
facilities and services, with financial resources, and with planning
for the total post-secondary education system in British Columbia.
2.
To review and recommend to Senate all proposals involving new programs,
or major modifications to existing programs, according to the criteria
specified in S.80-98.
3.
To review existing programs according to the criteria set out in S.80-98
for the purpose of assessment and, in some cases, possible expansion,
S
curtailment, or discontinuance.
4.
In carrying out its responsibilities, the Senate Committee on Academic
Planning may establish task forces or sub-committees to deal with
particular tasks.
Approved by Senate at its meeting of October 6,
1975 to replace the former Presidential Committee
- Academic Planning Committee. Changes in
membership and changes in terms of reference
approved by Senate, December 1, 1980.
Committee meetings normally are scheduled monthly on Wednesdays, two days after
the scheduled meeting date of Senate, at 2:00 p.m., with adjournment not later
than 5:00 p.m.
SCAP reports to Senate in May of each year.
0
16. SENATE COMMITTEE ON UNDERGRADUATE STUDIES (SCUS) -.Standing
(Reporting
Category "B")
PURPOSE: A. To consider and make recommendations to Senate 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.
?
is
B. To review the results of current evaluation processes and bring
significant discrepancies to the attention of Senate, the
Faculties and the Departments concerned.
C. To recommend to Senate 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 Senate Authority to SCUS:
1. Senate delegated authority concerning waiver of the two semester time lag
requirement before first offering of undergraduate courses (S.75-189).
2. On June 5, 1978, Senate delegated to SCUS the 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 Senate its actions on those matters (S78-73).
3. Senate approved, effective January 1, 1978 (S.78-10) the following motions,
and revision to section ii) on December 4, 1978 (S.78-159)
i)
That the Senate Committee on Undergraduate Studies be authorized 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.
ii)
That such actions he reported in a summary form to Senate for infor-
mation at its next meeting and the Board for ratification.
iii)
Notwithstanding the authority granted-to It, the Senate Committee on
Undergraduate Studies retains the right to forward for consideration
by Senate and the Board any matter which, In the judgment of the
Committee or its Chairman, requires such consideration.
4. Senate approved on October 1, 1979 delegation, to SCUS of responsibility to
receive; on a semester basis, reports from Deans of Faculties on topics
covered under Special Topics (S.79-90).
5. Senate delegated to SCUS (July 7, 1980, S.80-96) authority to approve
revisions in the list of courses recognized for inclusion in an area studies
program.
Original approved by Senate March 1, 1971.
Membership and quorum revised January 8, 1973.
Restructured August 12, 1974. Membership and
quorum further revised September 8, 1.975.
Changes in student membership and quorum rule
October 3, 1977.
Committee meetings normally are scheduled bi-weekly on Tuesdays at 1:30 p.m.,
with adjournment not later than 3:30 p.m.
SCUS reports to Senate in September of each year.
1•
6. SENATE GRADUATE STUDIES COMMITTEE (SGSC) - Standing
(Reporting Category "B")
PURPOSE
1.
To ensure that the standards approved by Senate are maintained.
2.
To consider matters of policy related to Graduate Studies and to make
appropriate recommendations to Senate.
3.
To consider matters referred to it by Departments and Faculties or by the
Dean of Graduate Studies and to make recommendations to the appropriate
body(ies).
7. EXECUTIVE COMMITTEE OF THE SENATE GRADUATE STUDIES COMMITTEE (ECSGSC) - Standing
(Reporting Category "B")
TERMS OF REFERENCE
1.
To consider matters of policy related to graduate studies and to make
recommendations to the Senate Graduate Studies Committee.
2.
To interpret Senate's policy on admission and thermatters pertaining
to graduate studies.
3.
To consider all matters referred to it by the Dean of Graduate Studies
and to make recommendations to the appropriate body(ies).
0
8. ASSESSMENT COMMITTEE FOR NEW GRADUATE PROGRAMS (ACNGP) - Standing
(Reporting Category "A")
?
0
PURPOSE: Proposals for new graduate programs shall be submitted to the Assessment
Committee. The function of the Committee shall be to recommend to the
Senate Graduate Studies Committee that it approve, approve with modifi-
cations, or reject a proposed program. (All documents concerning the
program shall be forwarded to the Assessment Committee through the Dean
of Graduate Studies Office.)
Notes: 1. This Committee is a standing subcommittee of the Senate Graduate Studies
Committee.
2.
A quorum shall be the Chairman and half the voting members.
3.
Continuity - whenever possible a member of the Committee sitting at the
start of the consideration of a new program shall continue to serve in
meetings on that program until consideration of that program is completed,
even if another faculty member has been elected to replace him. Newly
elected members shall serve in meetings on proposals coming to the Committee
after their election.
4.
Conflicté of interest - in no case shall someone connected with a proposed
program take part in the assessment of that program.
5.
Elections shall take place in the Fall semester every year, members
elected by the Faculty Graduate Studies Committee being elected in even
numbered years, members eIectedbytheSenate Graduate Studies
Committee in odd numbered years, and the graduate student elected
for a one year term. When a member must be absent for a considerable
length of time or is unable to fill his term on the Assessment
Committee, the body which elected him shall elect a replacement to
serve for the remainder of his term.
Approved by Senate July 10, 1972,
Paper S.72-83. Full implementation
awaits legal opinion.
0
