SJ95

.':

To; All Members, of Senate

Front: 11. N. Evans

Secretary of Senate

and Registrar

Subject: CALENDAR EDITIONS AND DATES

Date: January

24,

1969.

A. Background Information • Current Situation.

1. (a) Until the present time calendar editions have been designed to cover

the period Summer, Fall, Spring e.g. Summer 68-2, Fall 68-3, Spring

69--1. The main calendar meeting of Senate was expected to he held each

year in early December, to produce a calendar available in early

March - for distribution to those considering admission in May or

thereafter. Production schedules each year have been tight.

(b) Changes have been authorized during the period covered by the printed

calendar, without addenda necessarily being printed for insertion.

2. (a) At the s

ecie]. Calendar meeting of Senate held 1)ecember .9, 1968, a number

of items were referred by Senate back to Faculties for further consi--

deral:ion or documentation, and the Graduate Calendar items were

referred to the Senate Committee on Graduate Studies. Some items were

not considered by Senate (e.g. the general section submission of the

Faculty of Arts).

(b) A number of these items were cleared by Senate at its mae. ng

of January

9th but a number remain; notably the submission of D.M.L., the general

section of the Faculty of Arts, a review of possible overlap in

mathematical courses in Economics and Commerce, etc.

back by ninety or more days, i.e. March or later.

This would permit time for reconsideration of items referred by Senate

to Faculties or other bodies. It is understood, however, that at least

one department may submit at the graduate level new proposals which have

not yet been before Senate, as the moving back of the date was interpreted

as providing a new start point. Comment was made at the December meeting

• by the Acting Academic Vice President: that "calendar approval" would be

expected to be relatively routine, with substantive items or courses to

• have received earlier approval by Senate.

3. At the December meeting some consideration was given the possibility of

providing an insert addendd for time 1968/69 calendar to up-date it for use

for the Summer 69-2. Consideration was also given the desirability of

calendar edition normally based on the period Fall, Spring, Summer - e. ca).

Fall 69-3, Spring 70-1, Summer 70-2 - with the Secretary to report.

B. Report.

fl'flflt V

1. (a) The movement of the calendar approval date from December back to Na:cb or

later reders

impossible the production of a full calendar in advance.

•

of the Summer 69-2 semester.

(b)

Utilization of the 1968/69 calendar with addenda insert to cover

essential changes for the Summer 69-2 semester is possible.

(c)

Printing of a full special edition to include only the Summer 69-2

semester theoretically is possible, but would be costly in time

land expense to departments, faculties and The Registrar's Office, and

could not: be available in time for maximum effectiveness. Further,

issue of only a Section without relationship to either previous or to

following semesters would provide but limited data.

(d)

Whether affirmative decision is made on either (b) or (c) immediate

notification must be sent to departments and faculties requesting

clear indication of the essential changes which have been approved

hich must be included for Summer 69-2.

(e)

The date for submission of the data in (d) will determine the earliest:

dat. 6

calendars can be available for issue in respect of Summer 69-2

enquiries. This latter date preferably should be early

March and

should not be later than mid--March.

Reu 1 a r Edition

2..(a)

The production of regular calendar iss

issues,

norival].y to cover three

semesters or one full year, must take into consideration aspects of

academic planning, departmental directions, clearance of materials

through departmental committees, Faculty or Faculty committees, in the

case of graduate studies the Senate Committee on Graduate Studies, and

finally Senate.

(b)

it must also take into consideration production time, including

original clarifications with the Calendar editor, proofs, page proofs,

•

printing and binding. Current production time from submission of

•

original copy to the printer to receipt of finished copy is approxi-

mately three months.

(c)

Items <a) and (b) indicate that the use of "addenda' inserts must be

considered. Generally these should be kept to a minimum of essential

items, to ensure maximum advantage to the student body, but will be

required to ensure that freedom of change is not overcome by practical

factors.

(d)

The maximum intake of new students is for the Fall semester. In large

measure this is a function of the Secondary School system of the

province which graduates students at the end of June oii results usually

kno7rI at t:he end of July. Even with the beginnings of graduation on a

semester--type system in some areas of the province, all current data

indicates a registration for the Fall semester on f.rst entry as a

prime factor, both within the province and externally. The growth of

regional colleges may shift the emphasis somewhat but the Fail will

continue to be the major new-entry time.

From this standpoint there are major advantages in moving calendar

time from May--April to September-Auguat to ensure that information

is as up-to-date as possible.

(e)

The largest: total registrations are for the Fall semester, with

maximum issue of calendars to students. Issue of a comprehensive

calendar, preferably with no addenda inserts on the maximum issue is

desirable, with addenda inserts being used where necessary for the

smaller demands on Spring and Suinnier.

(f)

No substantive data has been identified to indicate, any major

advantage through issue of calendar based on Summer - Spring.

(g) For maximum effectiveness calendars based on Fall

Spring inclusive

need be available for use and distribution by June 1.

C. Recommendations

Summer

69-2

1. (a) That for the Summer Semester 69-2 the current 3.968/69 calendar be

utilized, subject to provision of addenda items, to he provided as

such as a calendar insert where essential,

(i) With the approval of the Dean of the Faculty concerned,

•

(ii) On submission of the Department or Facility concerned of its

clear "addenda" inserts to the Registrar,

(iii)

If an item requires Senate approval only those already approved

would appear,

(iv)

The submission to reach the Registrar by February 20th.

Regular Editions

2. (a) That the normal undergraduate calendar editions cover the period Fail,

Spring-,Summer.

(b)

That "addenda" inserts be provided each semester where deemed necessary

•

by the Dean and the Registrar, approved by the Dean of the Faculty con-

cerned, in keeping with the principle of item 1(a) above.

(c)

That for normal inclusion in the regular calendar edition items must

fully have been cleared, by Senate where necessary, by February 15th.

Reg4ar Edition_1969/70

3.(a) That for inclusion in the regular calendar edition for 1969/70 items

must have been cleared, by Senate where necessary, by March 4, 1969.