SiMON FRASER UNIVERSITY
MEMORANDUM
MEMBERS OF SENATE
?
From ?
K. STRAND
S-71-4
0
To
TERMS OF REFERENCE OF THE SENATE
Subject. ?
COMMITTEE ON SCHOLARSHIPS, AWARDS
AND BURSARIES
PRESIDENT AND CHAIRMANOF SENATE
Date
?
MARCH 23, 1972
?
MOTION: ?
1.
?
"That the terms of reference for the Senate
Committee on Scholarships, Awards and Bursaries,
attached as Appendix B, be adopted."
2. ?
"If recommendation 1 passes, that Senate extend
the appointment of the present three Senate
appointees to September 30, 1973."
EXPLANATORY NOTE
Intent following Motion 2, if approved, for transition PurDoses
1.
That the terms of office of the three faculty members pre-
viously appointed by Senate be extended from September 30,
1972 to September 30, 1973, including the Chairmanship under
Dr. Unrau, to provide continuity and to bring elections into
the odd-numbered year as set forth in the paper. Replacement
election for a Faculty of Science representative to be held
now with termtD September 30, 1973.
2.
That the terms of office of the three faculty members pre-
viously elected, one each by and from the Faculties of Arts,
of Education, of Science, continue to September 30, 1972, to
provide continuity. Elections to be held in Fall 1972.
3.
That the Student Society select three students to be added to
the Committee immediately, with term of office to September
30, 1973.
0
SiMON FRASER
MEMORANDUM
UNIVERSITY
S-72-44
SENATE
Subject........ TERMS OF REFERENCE OF THE SENATE
CO MM
ITTEE OFSCHbLARSHIP..AWARD.
From .. ...
....
.
T. STRAND
PRESIDENT AND CHAIRMAN OF SENATE
i1ARCH .23•,
Date....................................................................................
Background
Senate, at its meeting of November 9, 1970, after consideration
of Paper S.422, passed the following motion:
"That the proposal contained in Paper S.422
be accepted in principle with changes to-be
made and implementation to take place follow-
lag consultation
with.the Committee."
The minutes of that meeting and Paper S.216 are attached as
Appendix A, record that I stated that certain items were "deliberately
vague as it was not yet clear how to best coordinate the
administrative
and
Senate process." Since that time, I have identified the issues that
require clarification as being:
1.
How scholarships, etc.. are established or discontinued;
2.
How scholarships, etc. are awarded; and
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-
3.
How the budgetary items are determined.
I have reviewed the statutory requirements of the Universities
Act and the relevant clauses with regard to the Board of Governors and
sections 46(f), (g) and (i).
"46. The management, administration, and
control of the property, revenue, business,
and affairs of the University are vested in
the Board. Without thereby limiting the
general powers conferred upon or vested in
the Board by this Act, the Board has power
"(f) with the approval of Senate, to pro-
vide for the establishment and maintenance
of Faculties and departments with suitable
teaching staff, and for such chairs, fellow-
ships, scholarships, exhibitions, bursaries,
prizes, and courses of instruction in any
subject as may seem meet to the Board and
Senate, except for theology courses intended
O-2-
as training for the ministry of any religion,
and with the approval of the Senate to dis-
continue any Faculty, department, chair,
fellowship, scholarship, exhibition, bursary,
prize, or course of instruction;
"(g) to prepare annually budgets for operating
and capital expenditure for the University;
"(i) to administer all funds, grants, fees,
and endowments and other assets;"
The relevant clauses with regard to Senate are sections 54(f)
and (g).
"54. It is the duty of Senate and it has power
"(f)
to approve the establishment or dis-
continuance by the Board of any Faculty,
department, course of instruction, chair,
fellowship, scholarship, exhibition, bursary,
or prize;
"(g)
to award fellowships, scholarships,
exhibitions, bursaries, and prizes;"
On the basis of this review, I have concluded:
1.
That establishmeqt or discontinuance of
scholarships, etc. requires both Board
action, under Section 46(f), and Senate
action, under Section 54(f).
2.
That awarding of scholarships, etc. is the
duty of Senate, under Section 54(g).
3.
That budgetary control over scholarships,
etc. which are sponsored and administered
by Simon Fraser University is the res-
ponsibility of the Board under Section
46(g) and (1).
Recommendations
?
1. ?
I recommend that the terms of reference for the Senate
Committee on Scholarships, Awards and Bursaries, attached as Appendix
B, be adopted. (For purposes of comparison, the Committee's present
terms of reference are attached as Appendix C.)
.
?
?
2. ?
If recommendation 1 passes, I recommend that Senate extend
the appointment of the present three Senate appointees to September 30,
1973. At present, terms of all members expire September 30, 1972.
(This recommendation is designed to ensure some continuity and reason-
able efficiency in the transition.)
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• ?
Rationale
Section A(l) is an amplification of what is presently the
Committee's first charge and a change in its third and fourth charges
to make explicit that Senate's duty, as provided in Section 54(f) of
the Universities Act, is delegated to the Committee.
Section A(2) is an amplification of what is presently the
Committee's second charge.
Section A(3) is an amplification of what is presently the
Committee's fifth charge and makes explicit that Senate's duty as
provided for in Section 54(g) of the Universities Act is delegated to
the Committee.
Section A(4) is designed to provide Senate with regular annual
reports on how the Committee is meeting its delegated responsibilities.
The operational rules and procedures decided upon by the Committee will
be contained in the annual report normally to be submitted in March.
This clause is intended to give the Committee sufficient flexibility to
develop appropriate procedures and criteria and, at the same time, to
remain accountable to Senate.
Sections B(l) and (2) are unchanged from Paper S.422, except
that in B(2) a specific term of three years is provided for the Chairman.
The purpose of the three year term is to provide continuity to the
Committee.
Sections B(3) and () are also designed to provide continuity
for the Committee and is unchanged from Paper S.422, except that two
year terms are provided for in B(4), rather than one year terms.
Section.B(5) is an amplification of a provision in Paper S.422
and is intended:
1.
to recognize that not all students can now be identified
as majoring in the Faculties of Arts, Education and Science,
and
2.
to ensure that all three student members do not come from
one Faculty.
Section C is a simplification of the comparable provision in
Paper S.422.
Section D is the quorum requirement suggested by the Committee.
A.
Attachments.
APPENDIX
A
- -
?
S.M. 9/11/70
• ?
Paper S.422 - Incorporation of University Awards and Athletic Awards
into Jurisdiction of Senate Committee on Scholarships, Awards and
Bursaries
The Chairman stated that, an Item 6 of the proposed terms of reference
for the amalgamation of University Awards and Athletic Awards with the
Senate Committee on Scholarships, Awards and Bursaries had been inadver-
tently omitted, and it should be noted that this Item would read as
originally indicated for Item 5 in the original terms, viz. "To deal
generally with proposals to establish scholarships, prizes, awards and
bursaries in the University." Dr. A. H. Unrau, Chairman of the
Committee, was then asked to join the meeting and to outline the
comments of his Committee on the paper.
Moved by K. Ri.eckhoff, seconded by D. Birch,
"That the changes to the present regulations as
proposed on pages 2 and 3 of Paper S.422, be
adopted."
Dr. Unrau stated that the Senate Comlittee supports the general
intent of Paper S.422 with particular
,
reference 'to the recommended
amalgamation of the Presidential Committees on University and Athletic
Awards with the Senate Committee on Scholarships, Awards and Bursaries,
. ?
but is of the opinion that Items 4 and 5 of the proposed terms of
reference are too vague and could be amended, possibly to read "To
make, after recommendations from appropriate officials, athletic and
university awards." The Committee suggested staggered terms of office
for members to achieve continuity. There had been discussion on the
nature of student involvement. In particular there was no information
on the terms of appointment of the Chairman and from what source he
might come.
Dr. Strand then turned the Chair over to the Vice-President,
Academic, in order that he-might speak on the paper. He stated that
the matter had been pending for some time and that this paper had been
prepared In order to place the question before Senate for resolution.
A number of the points raised by Dr. Unrau would require clarification.
He noted that Items 4 and 5 were deliberately vague, as it was not yet
clear how to best coordinate the administrative and Senate process.
Upon agreement-by-D. Birch, K. Rieckhoff withdrew his motion, and
it was moved by K. Rieckhoff, seconded by D. Birch,
"That the proposal contained in Paper S.422 be
accepted in principle with changes to be made
and implementation to take place following con-
sultation with the Committee."
4
It was noted that it was intended that the matter be further dis-
cussed at Senate before Implementation.
,.
- 4 -
?
S.M. 9/11/70
J. Webster enquired whether the proposal was intended to cover
graduate scholarships and the mover indicated this was not intended,
other than as previously in a few limited cases. S. O'Connell
suggested that there be decision on the role of student members
proposed, particularly as pertains In the actual making of awards.
G. Basham stated there was no legal reason why students could not
sit.
Question was called on the rephrased motion, and a vote taken.
MOTION CARRIED
17
in favor
Paper S.423 - Reconsideration in Selection of Department Chairmen as
Outlined in Paper S.224.
Moved by K. Rieckhoff, seconded by J. Ellis,
"That the subject matter of Paper S.224 be
reconsidered, and that the Academic Vice-
President be instructed to come forward to
Senate with a proposal separating the
4
question of Departmental Reviews from the
appointment of Chairmen, but in such a way
that the spirit covering the selection of
Departmental Chairmen as outlined in Paper
S.224 is retained."
B. Wilson advised that the matter of appointment of Chairmen had
been under consideration for several weeks and that he was hopeful
after adequate consultation with Departments, that a paper might be
brought to Senate for either the December or the January meeting.
Question was called on the motion to refer, and a vote taken.
MOTION TO REFER CARRIED
19 in favor?
1 opposed
5. REPORTS OF COMMITTEES
a) Academic Planning Committee
1) Paper S.424 - Division of General Studies
Moved by B. Wilson, seconded by R. Harper,
4
?
?
"That a Division of General Studies be
established with responsibility for adminis-
•tering such multidisciplinary, Interdisciplinary
and experimental courses and programs as Senate
and the Board of Governors may from time to time
approve."
-
S2i
3
12
?
To: ALL MEMBERS OF
SENATE ?
.
?
From:
KT. Strand,
S ?
.
? . ?
•.
Chairman
of Senate and
S ?
.
?
Acting President.
.
Subject: Incorporation of University
?
Date: 11 March
*
1969
?
• ?
-. ••
?
Awards, and Athletic Awards
into jurisdiction of Senate
• ?
- ?
-
?
Awards
Committee
and
on
Bursaries.
Scholarships,
?
.
: ?
The
purpose of this paper isto set before Senate certain proposals
relevant
to University
Awards, and Athletic Awards, thereby correcting certain anomalies
which have
arisen in the past.
As Senate is aware, there
exists a
Senate .Committee on
Scholarships,
Awards and
• ?
Bursaries,
brought into being 4 April 1966. The composition of this
Comrijttee,
at present, consists of two
r
epresentatives from each of the three Faculties,
•
with
the Registrar as Secretary. The terms of reference of the Committee
are
as follows:
= :
?
- (1) To award University
Scholarships and
Prizes. ?
.
(2) To
by bodies
propose
outside
candidates
the University.
for Scholarships
and Prizes awarded
?
( ?
-
?
-.
?
•: ?
(3) To
by the
review
President's
the Athletic
Committees
Awards
established
and University
for
Awards
that purpose.
proposed
(4)
To review
the ;bursaies proposed by the Registrar.
. ?
.
(5)
Prizes,
To
deal
Awards,
generally
and
with
Bursaries
proposals
in
to
the
establish
University.
Sch
olarships,
•
?
Therefore,
as of this point in time, there
exists
both a Senate Committee on
- . ?
• ?
Scholarships, Awards and Bursaries, and two Presidential Conittees,. one for
•
• ?
. S ?
-
The
University
problem
Awards,
of this
and
overlap
one for
has.
Athletic
been commented
Awards
upon
with
by
overlapping
both Chairmen
jurisdjctjs.
of the
• ?
Presidential Committees,
and by the Financial Aid Officer, -r Nelles, lr.a
special
report to the Acting President, dated 22 January 1969.
?
Certain proble
5
• :
governing
the
inte
rrelationsh
?
of the two types of awards were raised by
the Student Affairs Committee in its report to the Acting President dated
18 December 1968
• ?
• consensus
of the opinions held by the Chairmen of the Presidential Ccit:s
and
the
Financial Aid Officer is that they can see little merit in there
concin-
uing to be in existence these
two
Committees, when the terms of reCenc
-. •
the
Senate C3mmitte
?
clearly indicate
that ?
th
is is an area irtwh
?
of
ich it has
•
? • '• S
Jurisdiction.
A typical comment is that of ProEcsor E.M. Gibson in theaiunL
•
-
dated
report
14
of
Februarthe
?resident's
y
Ath
letic Award Committee Report for the ycnr !.9S-tS9,
199, "The type of committee be changed frotn its presnc form
-S
--
2 -
• of
President's Committee to that of a committee -or sub-committee of Senate.
The Committee believes that Athletic Awards arc justified as a component of
the Faculty of Education's programme, and therefore are a legitimate subject
of Senate control.
The
Committee also believes that all University bursaries,
Awards and Scholarships should be the responsibility of one committee and should
have more or less consistent and related budgets and procedures".
• ?
The
Student's Affairs Committee in its aforementioned report made two specific
recommendations with respect to the interaction of University Awards and Athletic
• ?
Awards. After pointing out certain limitations of the present Athletic Awards
- pro g
ramme, such as voluntary participation in non-varsity sports, they went on
to make the following two recommendations:
1.
That University Awards be made available to all student extra
curricular
activity endeavours, athletic or otherwise, in recognition of strong
:- participation in the ncn-
.
academic life of the University.
2.
That the term 'Athletic Award'
be discontinued in order that the
• ?
Physical
Development Centre may disburse its funds as it sees fit in the form
- ?
of
stipends, grants, honoraria, scholarships, etc.
The nature of these two latter recommendations which suggest a detailed examination
qf the whole concept of University Awards. and Athletic Awards, and their reLation-.
ship, one to another, only serve to reinforce the idea of one Senate Committee
having sole jurisdiction over this area.
•
It is
intended therefore that the two Presidential Committees on Athletic Awards
and University Awards be disbanded at the end. of this semester.
It is
proposed therefore: ? . ..
•
1. all
reference to Presidential Committees be deleted from paragraph (3) of
• ?
the
terms of reference of the Senate Committee
.
and that this paragraph be
amended to read "To review the proposed Athletic Awards and University Awards".
• ?
2. Chat paragraph (4) be amended to read "To review the Bursaries proposed by
the Financial Aid Officer".
3.
that the following Faculty member be appointed to the Committee as an
• . . . ?
ex-officio voting member: The Director of Athletics.
• ?
4.
that the follcwing members of the Administrative Staff be appoin'te
'
d to the
- ?
• ?
.
Committee as ex-officio, non-voting members:
(a)
the Resources Officer
(b)
the Awards and Grants Accountant
The rationale for
the
first proposal has already been set forth in this
paper.
The second proposal reflects the existence of a full-time Financial. Aid Officer
4
who handles the day to day operations of student financial assistance. Prop-t!s
3. and 4. arc designed to give the Senate Committee increased expertise a
nd ?
cifia
knowledge upon which to draw in
the
peror:ncc of its tasks.
APPENDIX B
March 23, 1972
TERMS OF REFERENCE
A.
?
The Senate Committee on Scholarships, Awards and. Bursaries is
charged:
1.
To award fellowships, scholarships, exhibitions, bursaries,
prizes and other awards which are sponsored or administered.
by Simon Fraser University.
2.
To propose, when requested, candidates for the receipt of certain
fellowships, scholarships, exhibitions, bursaries, prizes
and other awards which are administered and sponsored by
organizations external to Simon Fraser University.
3.
To deal generally, on behalf of Senate, with the establishment
or discontinuance of any fellowship, schoership, exhibition,
bursary, prize or other award, including review, modification
and approval of the terms of reference of fellowships, scholar-
ships, exhibitions, bursaries, prizes and other awards.
4.
To report, in March of each year, to Senate on the procedures
and criteria developed to implement charges (1), (2) and (3)
and actions taken under charges (1), (2) and (3).
B. ?
Composition of the Committee:
1.
The Committee shall consist of nine members, plus a Chairman,
all of whom shall be voting members.
2.
The Chairman shall be a full-time faculty member appointed by
Senate for a term of three years. The Chairman shall be
eligible for reappointment.
3.
Three of the nine members shall be full-time faculty members,
selected by Senate. The term shall be two years, with appoint-
ment In odd numbered years. Members appointed to the Committee
by Senate shall be eligible for reappointment.
4.
Three of the nine members shall be full-time faculty members
elected one each by and from the Faculties of Arts, of Education
and of Science respectively. The term shall be two years, with
election in even numbered years. Members elected to the Committee
from the Faculties shall be eligible for re-election.
5.
Three of the nine members shall be students, to be selected by
the Simon Fraser Student Society by means of its choice. However,
there shall be no more than one student from the Faculty of Arts,
• or from the Faculty of Education, or from the Faculty of Science.
The term shall be one year. Members selected by the Simon Fraser
Student Society shall be eligible for reappointment.
6.
Appointments of faculty members through elections shall follow
normal rules pertaining to Senate committees
-2-
C. Non-voting Members:
The Financial Aid Officer shall be a non-voting member of
the Committee, as shall be such other individuals who, in the
Judgment of the Committee, will provide a substantial contribution
not offered by one or more of its members.
D. Quorum:
The quorum shall consist of five Committee members, one of
whom must be the Chairman, or his designate.
4
.4
APPENDIX C
• ?
SiMON FRASER UNIVERSITY
MEMORANDUM
From .. ....
THE REGISTRAR
A PROPOSAL TO ESTABLISH A SENATE
Subjed .........
COMNITTEE FOR SCM....I]PS,AWARDS
?
.Date..
FEBRUARY 25, 1966
URS
AND BURSARIES
TYPE: ?
Continuing.
PURPOSE: ?
(1) To award University Scholarships and prizes.
(2)
To propose candidates for Scholarships and
prizes awarded by bodies outside the University.
(3)
To review the athletic awards and University
awards proposed by the President's committees
established for that purpose.
(4)
To review the bursaries proposed by the
Registrar.
(5)
To deal generally with proposals to establish
Scholarships, prizes, awards and bursaries in
the University.
MEMBERSHIP:
?
Two representatives from each of the Faculties of
Arts, Science-and Education.
The Registrar
TERMS OF
APPOINTMENT: One representative from each Faculty to be appointed
by the Senate for a term of two years. One represen-
tative from each Faculty to be nominated by the
Faculty for a term of one year. The Chairman to be
appointed by the Senate from among the members.
Ile
