SIMON FRASER UNIVERSITY

RULES OF SENATE

TABLE OF CONTENTS

Section

Page

Preamble

II.

Officers

Chairman

Secretary

III.

Members

IV.

Elections

Elections for the New Board and New Senate

Time in Office:

Continuity on Senate

Membership on Senate - Dean of Graduate

Studies - Associate Vice-President, Academic

1,2

Nominations

Alumni Association

Students; Student Association

•

Faculty Members.

Full-Time Employees who are

not Faculty Members

3,4

Election of Faculty Members to the Board of

Governors or to Senate By and From Faculties

Jointly

Election of Faculty Members to Senate By and

From and 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

6,7

Vacancies on Senate; Vacancies on the Board

7,8

General Regulations for Elections Conducted

at Senate

Meetings

Regular

899

B. Special

Open and Closed Sessions

Observers

9,10

Quorum

Minutes of Meetings

10,11

Order of Business

Conduct of Meetings

VI.

Committees

Appointment of Committees

Vacancies on Committees

Reports to Senate

Form of Reports of Committees to Senate

Consideration of Reports

12,13

VII.

Parliamentary Authority

VIII.

Method of Amending

IX.

Suspension of the Rules

As amended, updated and edited to

November 1, 1976

RULES OF SENATE

I. PREAMBLE

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

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

conflict the Universities Act shall prevail.

II. OFFICERS

Chairman: The Chairman of Senate is empowered and expected to take

the actions he 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 Chairman shall appoint

a Secretary

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tem.

III. MEMBERS (To be recommended later to Senate)

IV. ELECTIONS

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 new Universities Act be undertaken in the Spring semester 1974,

and completed by April 15.

The nomination and election of members to the Senate under the new

Universities Act be undertaken in the Spring semester 1974, and com-

pleted 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.

Time in Office: Continuit

y on Senate

1. In the first elections of faculty 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.

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

President, Academic

1. Pursuant to the provisions of Section 35(1) the Dean of Graduate

Studies shall hold membership on Senate, with such membership adding two

to the faculty members to be elected, and one to the students members to

be elected.

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2. Pursuant to the provisions of Section 35(1) the Associate Vice-

President, Academic shall hold memberhip on Senate, with such

membership adding two to the faculty members to be elected under

Section 35(g) and one to the student members to be elected under

Section 35(h). (Approved in effect June 2, 1975, Paper S.75-88.)

Nominations

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.

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5. 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 Universities

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.

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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

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 purposes of the elections to Board and to

Senate it shall be deemed to consist of those students defined

above.

2. 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.

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 if the employment position held

is likely to be of a continuing engagement nature.

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•

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, associ-

ates of the centres, graduate associates.

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

full-time funded from external grants.

d) It shall not include sessional lecturers.

It shall not include research associates.

f) It shall not include short term lecturers in Continuing Education.

g) 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

•

(Faculty Associates) appointed by the Board of Governors on recommenda-

tion of the President under Academic Policy 20 3 d further described

in 4 b and 5 b.

i) 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 Universities 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 Universities Act as equivalent positions: i) Dean of Continu-

ing Studies; ii) Dean of Graduate Studies; iii) Dean of Faculty; iv)

Vice-President, Academic; v) 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 en-

titled 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.

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a) 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.)

It shall include those Associates in the Faculty of Education

(Faculty Associates) appointed by the Board of Governors on recom-

mendation 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, 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.

i) It shall not include short-term lecturers in Continuing

Education.

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 consecu-

time semesters.

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.

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•

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.

General Regulations Covering Nominations and Voting in the

Elections to Senate and the Board and of the Chancellor

The due date for nominations shall be not earlier than ten

days and not later than fifteen days following the date of the

call for 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 the case

of elections by Convocation to Senate and of the Chancellor.

The

'date

of election'

shall be interpreted to mean the last

date on

which

valid ballots

are due.

The period for the 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 the 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 and from students and in the elections by Convoca-

tion to Senate and of the Chancellor.

In the regular elections to the Senate and to the Board

balloting is to be completed not later than April 15 in any year.

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

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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.

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

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.

Vacancies on Senate; Vacancies on the Board

Where a vacancy arises in the case of an elected faculty

member to Senate or to the Board, or an elected student member

to Senate or to the Board a by-election shall 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.

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.

•

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

35 (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 con-

stitute a nominating committee to bring forward at least two

names for each such vacancy and Senate shall decide by ballot

vote the candidate or candidates selected. It shall be required

that there be at least four months in the unexpired term at the

time for call for nominations.

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

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 Chairman may postpone a

regular meeting and instruct the Secretary to inform the members

as to the new date.

If in the opinion of the Chairman, there is insufficient

business to justify a regular meeting, he 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.

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5. 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 Depart-

mental Chairmen. Copies of the agenda and papers with supporting

documentation will be available at least ten days before the

meeting in the offices of the Dean of Arts, the Dean of Education,

the Dean of Interdisciplinary Studies, the Dean of Science, the

Dean of Graduate Studies, the University Library, Student Society

Office, and Secretariat Services. (Revised August 9, 1976, Paper

S.76-97.)

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.)

Special

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

of considering an urgent item of business, when he 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.

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 against the motion. An identical procedure shall be followed

if it is wished that an item be moved from the closed to the following

open session.

Observers

1. Provision shall be made for a limited number of observers at

open sessions of Senate meetings.

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The Chairman 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 Chairman or on the vote of

Senate by simple majority without prior notice of motion.

The editor of The Peak, or his designate, is permitted to

attend the open sessions of Senate, as an observer.

At the discretion of the Chairman 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 cover-

age of closed sessions of Senate meetings.

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.

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.

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 Chairmen,

President of the Student Society, President of the Faculty

Association, and to the Secretary of the Academic Board. By

request, copies of minutes will be made available to any con-

cerned individual. Request for multiple copies of Senate

•

minutes' may be made available at the discretion of the Chairman

of Senate or the Secretary.

O5. Copies of the minutes of the closed session, with appropri-

ate supporting papers, shall be placed in the University Library

Archives. Access to this material may be authorized by the

Chairman of Senate.

Order of Business

Items for open and closed sessions of Senate are determined

by the Chairman 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 Agenda

Approval of Minutes of Previous Session(s)

Business Arising from the Minutes

Report of Chairman

Reports of Committees

Reports of Faculties

Other Business

Notices of Motion

Information

The order of business of special meetings shall be that trans-

mitted in the Notice of Meeting.

Conduct of Meetings

Motions from the floor: Motions from the floor may be made

orally; however, at the request of the Chairman 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 right to debate that

question for that session.

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

be by show of hands, unless a motion to vote by ballot is carried.

Except as otherwise specified in these rules the use of

cameras and recorders is not permitted after a meeting has been

called to order.

VI. COMMITTEES

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.

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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 per-

form 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 Chairman of the committee and the Chair-

man of Senate. Where Senate ratification of decisions made by

a committee is required it shall be sought at the time of sub-

mission 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.

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 Chairman 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 Chairman 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) A statement of Senate's charge to the committee.

• b) 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.

3. Consideration of Reports

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

Chairman of Senate shall allocate a period of time for informal

consideration of committee reports. Any recommendation arising

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•

from the discussion shall be presented as a motion in accordance

with the regular practice of Senate.

VII.

PARLIAMENTARY AUTHORITY

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 inconsis-

tent 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 avote on

the proposed alteration is taken, which vote shall require an affirma-

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

IX.

SUSPENSION OF THE RULES

A motion to suspend these rules of Senate shall require an affir-

mative 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.