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SiMON FRASER UNIVERSITY
^5-V-50
MEMORANDUM
• To ..... SENATE
Subject
NOTICE
OF MOTION - PROPOSED CHANGES TO?
PROCEDURES - ELECTIONS TO SENATE
GRADUATE STUDENTS - NOT FOR DISCUSSION
From
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Data.
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........198.
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The attached item concerning elections to the Senate Graduate
Studies Committee is scheduled to be considered at the June 7, 1982 meeting
of Senate.
The motion presented to Senate will be to discontinue the
mailing of ballots to graduate students, with balloting to be carried out
in person by secret ballot at the Registrar's Office.
A simple majority is sufficient for approval.
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SiMON FRASER UNIVERSITY
MEMORANDUM
.9N
•NDA• ?
p,
PROPOSED CHANCES TO PROCEDURES -
1:9. ?
.cMDUTE .F.VPIES
COMMITTEE BY AND FROM GRADUATE STUDENI
From:.
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PIRE.CTO.R
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SECRETARIAT AND OFFICE SERVICES
Date.4P .?.
198.
INTRODUCTION
This proposal is submitted with a view to reducing the high
cost of electing graduate students to the Senate Graduate Studies
Committee. It is related to, but not dependent upon a separate pro-
posal dealing with elections of students to the Board and to Senate.
Composition of the Committee is set out in the terms of refer-
ence of the Senate Graduate Studies Committee, approved by Senate December
8, 1976
(see
Appendix A). The procedures for electing graduate student
representatives were determined by the Registrar's Office several years ago.
SUMMARY OF RECOMMENDATIONS
Discontinue the mailing of ballots to graduate students.
Voting to be carried out in-person in the Registrar's Office by secret
ballot.
CURRENT PROCEDURES
Calls fcr nominations issued to the Deans' Offices in October
each year.
If sufficient nominations have been received for an election to
be contested within any faculty, ballots are mailed to the home addresses
of the graduate students in that faculty.
Votes are counted and an announcement of election issued by
approximately November 1.
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In at least one faculty during each of the past five years
(1977-81), an election has been by acclamation, therefore the costs
shown above are potential rather than actual. In 1981, none of the
vacant positions was contested.
VOTER PARTICIPATION
Appendix B is a history of elections by graduate students to
the Senate Graduate Studies Committee. Approximate voter participation
rates have been calculated as follows:
1977 - Faculty of Education
19 ballots of 134 eligible to vote ...
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14.2% voting
- Faculty of Science
34 ballots of 161 eligible to vote ...
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21.1% voting
1978 - Faculty of Arts
68 ballot3 of 498 eligible to vote ...
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13.7% voting
1979 - Faculty of Interdisciplinary Studies
14 ballots of 120 eligible to vote ...
? 11.7% voting
1980 - Faculty of Interdisciplinary Studies
35 ballots of 170 eligible to vote ...
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19.4% voting
These rates are generally higher than those for elections by and
from all students, possibly because the candidates are more likely to be
known by the voters. Nevertheless it is obvious from the number of üncon-
tested elections and lack of nominations that there is relatively little
interest in these .elections.
1977 1st call - Arts - acclamation, no nominations received from IDS or Science
1977 2nd call - IDS - acclamation
1978 ?
Education and IDS - acclamation
1979 1st call - No nominations received from Arts, IDS or Science
1979 2nd call - No nominations received from Arts, IDS or Science
1980 ?
No nominations received from Arts, IDS or Science
1981 ?
Education and IDS - acclamation. No nominations received
from Arts or Science
DETAILS AND COSTS OF PROPOSED PROCEDURES
The calls for nominations would be treated as at present. In
the event that an election is contested, the names of candidates and their
biographical data would be sent for posting to the offices of each Dean
and Department, with instructions that ballots may be cast at the Office of
the Assistant Registrar, Graduate Studies. Ballots, ballot envelopes, and
a list of voters would be available in that office for a period of approxi-
mately three days.
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Total costs of fully-contested elections are likely to be
approximately $400.00.
Education
J. J. Tuinman
Interdisciplinary
Studies
Communication
Criminology
Kines iology
Computing Science
W.
Leiss
D.
Chappell
J.
B. Morrison
W.
S. Luk
Sep 30/82
Sep 30/82
Sep 30/82
Sep 30/82
Sep 30/82
Sep 30/82
Sep 30/82
Sep 30/82
No
nom1nitiOflS
received
No nominations received
L. Prupas
No nominations received
R. Mansell
No nominations received
No nominations received
No nominations received
8.
AIPENDIX A
SENATE COMMITTEES
.
October
15, 1981
6.
SENATE GRADUATE STUDIES COMMITTEE (SGSC) - standing
(Reporting Category "B")
Members ?
Conditions
?
Term
?
Expiry Date
Name
• Dean of Graduate
B. P.
Beirne
• ?
Studies ?
Chairman
A.
R. Blackman
Dean of
Arts or his designate
J.W.G.
Ivany
Dean of Education or his
designate
Interdisciplinary Studies or his
designate
Dean of
P.
J. Brantlngham
J.
F. Cochran
Dean
of Science or his designate
B.
B. Bridwell
Librarian or his designate
Ex
officio - Secretary (non-voting )
H.
N. Evans
Registrar
Assistant Registrar
Eu-officio (non-voting)
N.
A. McGinn
CHAIRMEN
OF
DEPARTMENTAL GRADUATE STUDIES
?
4MITTEES
Arts
K.
R. Fladmark
Archaeology
L.
A. Boland
Business Administration and Economics
M.
Steig
E nglish
A.
MacPherson
Geography
C.
R. Day
.
History
Languages, Literatures ad Linguistics
T.
D.
A. Perry
Zimmerman
Philosophy
A.
H. Somjee
Political Science
D.
L. Krebs
psychology
K.
Dixon
Sociology and Anthropology
M.
r. Manley-Casimir
Science
iiiojical Sciences
Chemistry
Mathematics
Physics
R. C. Brooke
D. Sutton
C. Villegas
N. plischke
.
GRADUATE STUDENTS
Arts - Regular Member
?
1 year
Alternate ?
1 year
Education - Regular Member
?
1
year
Alternate
?
1 year
Int. Studies -Regular Member
?
1 year
Alternate
?
1 year
Science - Regular Member
?
1
year
Alternate
?
1
year
9.
SENATE GRADUATE STUDIES COMMITTEE (SGSC) - continued
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 recoendatic.na to Senate.
3.
To consider matters ref
'
erred to it by Departments and Faculties or by
the Dean of Graduate Studies and to make recommendations to the appro-
priate body(ies).
COMPOSITION
1.
The Dean of Graduate Studies - Chairman
2.
The Dean of each Faculty or his designate
3.
The University Librarian or his designate
4.
The Chairman of each Departmental Graduate Studies Committee
5.
Two members elected by and from the Faculty Graduate Studies Committee
in the Faculty of Education
6.
A graduate student representative, or his alternate, from each Faculty
to be elected by and from the graduate students in the Faculty under the
supervision of the Registrar.
7.
The Registrar (non-voting)
8.
The Assistant Registrar - Graduate Studies (non-voting).
DUTIES
1.
The Committee quorum shall be the Chairman and six members of faculty.
2.
A voting member of the Committee, if he cannot attend, may send a qualified
alternate. A 'qualified alternate' for a member of faculty shall be a
member of faculty iho is qualified for the Chairmanship of his Departmental
Graduate Studies Committee under S.294 as amended. A 'qualified alternate'
for a graduate student shall be a graduate student so elected at Simon
Fraser University.
3.
Elections for graduate student representatives and alternates shall be held
once a year
in
the Fall semester. A sitting member is eligible for re-
election at the end of his term of office.
4.
Replacement elections for elected members who resign from or ceaseto
qualify for the Committee will be held as soon as practicable. A member
elected in this way will
serve for the remainder of the term of the member
ne repidceb.
This Committee was formerly called the Senate
Committee on Graduate Studies. Change
of name
and terms of reference approved by Senate
January 18, 1971. Committee composition revised
by Senate March 6, 1972. Minor revision approved
by Senate September 8, 1975 in membership of
the Librarian. Membership again revised
December 8, 1976.
SGSC reports to Senate in March of each year.
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HISTORY OF
ELECTIONS
TO THE SJ NATE GRADUATE STUDIES COMMITTEE
EY AND FEll GRADUATE STUDENTS
January 14, 1972.
Call for nominations resulted in receipt of three valid nominations,
one from each of the Faculty of Art.
?
Faculty of Education and Faculty
of Science, all of whoa were declared elected by acclamation to serve
until September 30, 1972.
February 29, 1972.
Call for nominations for one regular me ber/e
f
r
n
a
m figu i ?
natea for
the raculties of Arts, Education and Science resulted in elections
by acclamation of alternate. in Arts and Science, and an election
to determine the regular member and the alternate member representing
the Faculty of Education.
$
Belleta cast
?
13
October 20, 1972
Call for nominations resulted in two nominations for Arts representatives
and one from Education;
?
Two nominations were received from Science
students and an election was not required as one candidate
?
elected to
hold the alternate position.
?
Election was held to determine the regular
and the alternate members from the Faculty of Arts.
Ballots cast
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46
October 31
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1972
Call for nominations issued for an alternate member, from the Faculty of
Education. ?
No nominations were received.
October 15, 1973
6
Call for nominations resulted in two nominations of Arts representatives
•
only.
?
An election was conducted to determine which of the two would hold
the regular position.
Ballots cast ?
156
October 18, 197i
A second call was issued for representatives from the Faculties of Education,
Interdisciplinary Studies and Science, resulting on one nomination from
interdisciplinary Studies and one from Science for regular members elected
by acclamation. ?
An election was conducted to determine the regular and
alternate members from the Faculty of Education.
•
Ballots cast
?
14
4
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October 15
1
1974
Call for nominations reaulttd in one nomination from each of the
Faculties of Education,
I
nterdisciplinary Studies and Science,
and regular. members were declared elected by acclamation. No other
nominations were received and a second call was not issued.
October 15, 1975
Call
for nominations resulted in nominations of regular members
being elected by acclamation t. the Faculty of Education and the
Faculty of Interdisciplinary Studies positions. No further nominations
were received.
October 22, 1976
Call for nominations resulted in one nomination from the Faculty of
Arts and one from the Faculty of Interdisciplinary Studies, and the
candidates were elected by acclamation to the regular positions. Two
nominations were received from each of the Faculties of Education and
Science and elections conducted to determine the regular members.
Ballots cast ?
Education ?
36
Science
?
24
October 14, 1977
Call for nominations resulted in one nomination from the Faculty of
Arts and two from the Faculty of Education. The Arts candidate was
elected by acclamation as the regular member; an election was conducted
to determine the regular member for the Faculty of Education position.
Ballots cast
?
19
November 14, 1977
A second call was issued, which resulted in one nomination from
Interdisci7linary Studies and the candidate was elected by acclamation
to the regular position. An election was conducted to determine from
the two nominations received from Science which candidate would hold
the regular position.
Ballots cast
?
34
October 16, 1978
Call for nominations resulted in two nominations from Arts, one from
Education, one from Interdisciplinary Studies, and two from Science.
The candidates from Education and Interdisciplinary Studies were
declared elected by acclamation to the regular positions. The candidates
from the Faculty of Science determined in advance the positions they
wished to hold; and an election was conducted to determine the posit
for the Faculty of Arts students.
Ballots cast
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68
,
October 18, 1979
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Call for nominations resulted
it
two nominations from the Faculty
of Interdisciplinary Studies and an election was conducted to
determine the regular member.
Ballots cast ?
14
• No nominations were received from the other three Vacuities.
November i .
1979
A second call for nominations was issued, and no nominations were
received.
Materials required for each election:
Notice of Election ?
230
Nomination forms
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115
CV, ballots and envelopes (3 sizes) ,quantities determined by
enrolments in each Faculty, directed to home addresses.
Addenda
October 29, 1980
Call for nomtiations resulted in two nominations from the Faculty
of Interdisciplinary Studies. An election was conducted to determine the
regular and the alternate member.
Ballots cast
?
33
November 4, 1981
Call for nominations resulted in two nominations - one from the
Faculty of Education, and one from the Faculty of Interdisciplinary Studies.
These candidates were elected by acclamation to the regular member positions.
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