SiMON FRASER UNIVERSITY
S.73-/26
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MEMORANDUM
To
SENATE
From
SENATE COMMITTEE ON AGENDA AND RULES
Subject
SENATE RULE - REPORTS OF COMMITTEES
Date
OCTOBER 23, 1973
Notice is hereby given of the following motion to be put to the
December meeting of Senate:
MOTION: 'THAT SENATE ADOPT THE RULE ON THE SUBMISSION OF REPORTS BY
COMMITTEES TO SENATE AS SET FORTH IN PAPER S.73-126 TO BE
EFFECTIVE AT THE CONCLUSION OF THE PRESENT MEETING OF SENATE."
Committees of Senate
1. Reports to Senate
a)
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
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necessary supporting materials.
b)
A standing committee with delegated responsibilities to perform
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 Chairman of Senate. Senate
ratification of administrative decisions made by a committee shall
be sought at the time of submission of the
,
committee's report; in
•
the event of Senate failing to ratify a 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.
c)
A temporary committee established by Senate to perform a limited
specified task shall report to Senate by the date stated in its
charge.
d)
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.
e)
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.
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2. Form of Reports of Committees to Senate
Committee reports to Senate shall normally include the following:
O
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a)
A statement of Senate's charge to the committee.
b)
A statement of actions taken by the committee under the charge.
c)
Where Senate has delegated powers to the committee, a list of the
actions that have to be ratified.
d)
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 from the discussion shall be
presented as a motion in accordance with the regular practices of Senate.
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SENATE
To
_____________
SiMON FRASER UNIVERSITY
MEMORANDUM
From _SENATE COMMITTEE ON AGENDA AND RULES
Subject__SENATE RULE - REPORT OF COMMITTEES
Date OCTOBER 23, 1973
At the May 1973 meeting of Senate, the Senate Committee on Agenda
and Rules were instructed to recommend to the October 1973 meeting of Senate
rules and procedures for the conduct of the business of Senate; In preparing
their recommendation, the Committee were instructed to bear in mind Senate's
current and precedent procedural experience, and to examine the desirability
of all Senate Committees presenting annual reports to Senate and the appro-
priate disposition of such reports.
The practice proposed for the submission by committees of Senate of
reports on their activities recognizes a felt need by many members of Senate
for more precise information on the work of the committees of Senate. It also
attempts to clarify the way in which Senate will handle reports from committees.
Certain committees of Senate, such as this committee, effectively
report to Senate at every meeting or at times specified in their charge. It
is proposed that such committees be not asked to submit annual reports since,
by definition, :their activities are continuously before Senate. Among such
committees are the present committee, the Senate Committee on Undergraduate
Studies, the Committee on Honorary Degrees, and the Nominating Committee.
Other standing committees perform duties on behalf of Senate and
frequently have delegated powers. It is proposed that these committees be
required to report annually to Senate and the proposed rule states how their
decisions and use of delegated powers shall be ratified. Such committees
include the Senate Library Committee, the Undergraduate Admissions Board, the
Appeals Board, the Committee on Non-credit Instruction, and the Committee on
Scholarships, Awards and Bursaries.
So-called ad hoc committees normally have in their terms of reference
a date on which a report should be submitted.
The new rule also recognizes that Senate may, from time to time,
wish to have information on the ongoing work of any committee and provision
is made for calling for such reports either on vote of Senate or the instruc-
tions of the Chairman of Senate.
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