SFU
SIMON FRASER UNIVERSITY
ENGAGING THE WORLD
TO:
FROM
DATE:
SUBJECT:
Senate
Kate Ross
Registrar and Executive Director, Student Enrolment
June 21,2012
Revision to the Rules of Senate
S.12-122
The attached revisions to the Rules of Senate are presented to Senate for approval. The
purpose of the revisions is to remove inconsistencies and document common practices.
The election rules pertaining to the Board of Governors have been removed from the
Senate Rules and will be considered by Senate for approval separately.
The only changes to this document from S.12-85, which was submitted to Senate as a
notice of motion at the May 2012 Senate meeting, are minor editorial changes, a change
to item D.5 on page 15, and the deletion of L.4 on page 21.
Motion
"That Senate approve the revisions to the Rules of Senate as per the attached document,
effective immediately."
June 2010(Date approved at Senate)
Page 1
SIMON FRASER UNIVERSITY
SENATE
PURPOSE
Senate is responsible for the academic governance of the University and so it must be concerned
with all important matters that bear on teaching and research in the University; this includes the
development of new initiatives, the formation of priorities, and the consideration and approval
of policies. Senate’s agenda should be open for informed debate of issues of significance for the
whole University.
A.
Rules of Senate
B.
Rules of Senate Committees
C.
Election Rules
D.
Composition of Senate
E.
Membership of Senate
F.
Powers of Senate
June 2010(Date approved at Senate)
Page 2
SENATE
A.
RULES OF SENATE
I.
PREAMBLE
These Rules of Senate are intended to be in accordance with the University Act,
as amended from time to time. In the event of any conflict the University Act
shall prevail.
II.
OFFICERS
A.
Chair: The President is the Chair of Senate and is empowered and expected to
take the actions he/she deems necessary to ensure the orderly advancement of
the legitimate business of the Senate. The Chair shall ensure that an orientation
is available for new members of Senate. The Vice-Chair shall be elected annually
by and from the members of Senate, and shall sit as a member of the Senate
Committee on Agenda and Rules. In no case shall a Vice-Chair serve more than
two consecutive terms.
In the absence of the President and the Vice-Chair of
Senate, the acting President will assume the Chair.
B.
Secretary: The Registrar is the Secretary of Senate according to the University
Act, and has
delegated to the Director, University Secretariat,
responsibilities for
the management of Senate and its committees. In the absence of the
Secretary of
Senate Registrar and the Director, University Secretariat
, the
Chair Registrar
shall appoint a Secretary pro tem. The Secretary shall ensure that the records of
Senate are maintained appropriately.
III.
MEMBERS
A.
As defined in the University Act or as defined by Senate under Section 35(2)(l).
Additional members approved by Senate are listed in Appendix A.
B.
Attendance: If, in the opinion of the Chair of Senate, a member routinely fails to
attend meetings, the
Secretary of Senate, on behalf of the
Chair should discuss
attendance matters with the member.
IV.
ELECTIONS
A.
Rules covering nominations, elections, and voting for Senate
and the Board of
Governors
are determined by Senate and by University Policies and Procedures
and are contained in Section C of this document "Election Rules" available on the
http://www.sfu.ca/Senate/
. The Electoral Standing Committee oversees
the conduct of elections to
the
Senate
and the Board
.
Comment [mlg1]:
Clarifies what
should happen in this situation.
Comment [mlg2]:
This position no
longer exists.
Comment [mlg3]:
Proper name of
position.
Comment [mlg4]:
Consistent with
what happens in practice.
Comment [mlg5]:
Consistent with
what happens in practice.
Comment [mlg6]:
The Senate rules
should not include election rules for the
Board of Governors.
Comment [mlg7]:
This should only
refer to Senate.
June 2010(Date approved at Senate)
Page 3
B.
The term of office for student Senators is one year.
The term of office for all
other elected Senators is three years.
A Senator who plans to be away for more
than one
semester academic term
shall inform the Secretary of Senate in advance
so that a replacement can be elected for the period of the absence.
The
replacement Senator shall serve for the period of the original Senator's absence.
When a Senator resigns his/her position before the expiry of his/her term, a
replacement Senator shall be elected to serve the remaining period of the original
Senator's term.
V.
SENATE MEETINGS
A.
Regular
1.
Senate usually meets once a month on the first working Monday of each month
except for May and September when the schedule of Senate may be changed to
accommodate the approval and awarding of degrees at Convocation. Normally
there will be no meeting in August.
2.
In exceptional circumstances, the Chair may postpone a regular meeting and
instruct the Secretary to inform the members as to the new date.
3.
If in the opinion of the Chair and on the advice of the Senate Committee on
Agenda and Rules (SCAR), there is insufficient business to justify a regular
meeting, the Chair may cancel the meeting and instruct the Secretary to so
inform the members.
4.
The Secretary of Senate will
mail or circulatedistribute
the notice of meeting, the
agenda, and all available supporting papers to members of Senate at least seven
days before the meeting.
5.
In order to make copies of the material pertaining to open sessions available to
members of the University community, copies of the agenda shall be distributed
to Departmental Chairs.
Copies of theThe
agenda and papers with supporting
documentation will be available at least seven days before the meeting in the
University Library on reserve, Student Society Office
s
and the Senate Office. The
agenda
s and open session papers
will
also
be posted on the Senate web page
http://www.sfu.ca/Senate/
Following the meeting of Senate, copies of the Open
Session papers are available for consultation from the Senate Office.
6.
Meetings will normally be called to order at
5:30 or
7:00 p.m or at another time
determined by SCAR and specified on the agenda.
7.
The open session of any regular meeting normally shall not exceed 3 hours in
length. Uncompleted business will be held over to the next meeting of Senate
unless an extension of the meeting is authorized by simple affirmative majority
of those who vote.
Comment [mlg8]:
SFU standard is to
use “term” rather than “semester”.
Comment [mlg9]:
The materials are
distributed electronically and by paper.
Comment [mlg10]:
Consistent with
what happens in practice.
Comment [mlg11]:
The open session
papers are available once they are posted
online.
Comment [mlg12]:
Consistent with
what happens in practice.
June 2010(Date approved at Senate)
Page 4
B.
Special
1.
The Chair may call a special meeting of Senate for the purpose of considering an
urgent item of business, when he/she deems it necessary, or on the petition of
ten members of Senate. Only such urgent items of business as are contained in
the notice may be discussed at a special meeting.
2.
The Secretary of Senate shall, at least seventy-two hours before the scheduled
time of the meeting, notify members of Senate by email, telephone or fax of the
special meeting indicating the nature of the business for which the meeting is
being called.
C.
Open and Closed Sessions
1.
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.
2.
The agenda for the open and closed sessions of Senate shall be public.
3.
An item on the agenda of the open session can be placed into the closed session
immediately following, 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.
4.
Notices of motion or requests for items to be considered by Senate shall be
submitted in writing to SCAR by the date noted on the agenda of Senate. SCAR
is the committee which receives all items addressed to Senate and which
determines
•
whether items should go to Senate
•
whether items should be in Open or Closed Session
•
whether items should be considered -
for information
for advice
for action
•
whether items should be referred to a Senate committee, or
•
whether the matter falls outside the jurisdiction of Senate.
SCAR will report annually to Senate
.
Comment [mlg13]:
An annual report is
not necessary.
June 2010(Date approved at Senate)
Page 5
5.
Question period
The first 15 minutes of any open session of Senate shall be available for
questions. Questions shall be submitted
by Senators
to the Secretary by 9 am on
the Wednesday prior to Senate. The Chair will determine which person shall
respond to each question.
If the number of questions exceeds the time
permitted, responses shall be prepared and sent to the person raising the
question and shall be circulated to Senate.
The order of questions will be
determined by the Chair to ensure fairness. Questions and responses should be
specific and concise and should not be malicious, frivolous, or vexatious.
Oral questions
from Senators
may be raised if time permits, but responses may
not be available at the meeting.
6.
Approval of Degrees
The lists of candidates recommended by the Faculties or the Dean of Graduate
Studies for the award of certificates, degrees and diplomas will be available for
consultation on the day of the meeting at the Senate Office.
D.
Observers
1.
Provision shall be made for a limited number of observers at open sessions of
Senate meetings.
2.
The Chair shall designate the number of seats to be made available for observers;
observers shall not exceed the number of seats provided for them.
3.
Observers may be students, faculty or staff of Simon Fraser University or
members of the public.
4.
Observers shall conduct themselves in such a manner as not to interfere with the
business of Senate.
5.
No observers shall be required to leave the open meeting of Senate except on the
ruling of the Chair or on the vote of Senate by simple majority without prior
notice of motion.
6.
At the discretion of the Chair of Senate,
closed circuit audio coverage and/or
closed circuit television
live
coverage of open sessions of Senate may be
provided to other areas of the University. No
such
provision shall be made for
closed circuit coverage of
closed sessions of Senate meetings.
E.
Quorum:
22 members, at least 12 of whom shall be members of faculty elected to Senate,
shall constitute a quorum for the transaction of any business at any regular or
Comment [mlg14]:
Clarifies that
questions should be from Senators only.
Comment [mlg15]:
Clarifies that
questions should be from Senators only.
Comment [mlg16]:
Removing
outdated language.
June 2010(Date approved at Senate)
Page 6
special meeting of Senate.
If quorum is not met then all agenda items are
deferred to the next meeting. Time sensitive items can be approved by members
present but must be ratified at a subsequent meeting (e.g. graduands).
F.
Minutes
1.
The minutes shall be the official record of Senate. 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.
2.
Senate meetings shall be recorded
on audio tape
and transcribed and shall be
used by the Secretary of Senate to assist in drafting the minutes of Senate
meetings.
A copy of the audio tape and the transcript shall be retained for one
year.
Members of Senate shall have access to the transcripts of meetings held
during their term of office.
3.
Copies of the minutes shall be distributed to members of Senate and will be
posted
on the webonline
.
Copies of theThe
Senate Summary will be
circulated
toposted online and the
Departmental Chairs,
the
President
s
of the Student
Society Societies
and
the
President of the Faculty Association
and posted on the
webwill be notified of the posting by email
.
4.
Copies of the open session papers are accessible
online and
in the Senate Office.
Access to closed session papers may be authorized by the Secretary of Senate in
accordance with the appropriate statutory authority.
G.
Order of Business
1.
Items for open and closed sessions of Senate are determined by the Chair of
Senate upon the advice of the Senate Committee on Agenda and Rules.
2.
The order of business for open and closed sessions of regular meetings of Senate
shall
normally
be:
Approval of the Agenda
Approval of the Minutes of the Previous Session(s)
Business Arising from the Minutes
Report of the Chair
Question
Pp
eriod
Reports of Committees
Reports of Faculties
Other Business
Notices of Motion
Information
Comment [mlg17]:
Clarifies what
should happen in this situation.
Comment [mlg18]:
Clarifies what
should happen in this situation.
Comment [mlg19]:
Meetings are
recorded in a digital format, not on audio
tape.
Comment [mlg20]:
Archives
recommended that this be removed and
item X. Records Management on p. 10 be
added instead.
Comment [mlg21]:
Consistent with
what happens in practice.
Comment [mlg22]:
Consistent with
what happens in practice.
Comment [mlg23]:
This allows for
variability in the order of business.
June 2010(Date approved at Senate)
Page 7
3.
The order of business of special meetings shall be that transmitted in the Notice
of Meeting.
H.
Conduct of Meetings
1.
Agenda items: Items from committees or individual senators for consideration by
Senate are to be submitted to SCAR by the appropriate date.
2.
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/her right to debate that question for that session.
3.
Amendments: Amendments to motions may be made orally, but at the request
of the Chair, the mover may be required to submit the motion to the Secretary in
writing.
4.
Voting: Elections shall be by ballot. All other voting shall be by show of hands,
unless a motion to vote by ballot is carried.
5.
Except as otherwise specified in these rules the use of cameras and recorders is
not permitted after a meeting has been called to order.
I.
General Regulations for Elections Conducted at Senate
1.
Election voting shall be by electronic ballot or by paper ballots if electronic
voting is not available. Electronic ballots will be set up by the Secretary who
shall notify Senators by email of balloting start and end time. 48 hours will be
allowed for electronic balloting.
2.
A ballot showing more votes than the number of vacancies to be filled shall be
invalid.
3.
In elections at Senate if there is a tied vote between two candidates for one
position, the winner shall be determined by a toss of the coin conducted by the
Registrar at a time set by the Registrar and in the presence of the affected
candidates or their representatives. Where there are more than two candidates
tied for one position there shall be an additional ballot to choose between the
persons concerned.
4.
The Secretary shall report the names of the persons elected in the Minutes. The
ballots or electronic data shall then be destroyed. The Secretary is to inform all
candidates, by letter or e-mail, of the number of votes cast for each candidate.
June 2010(Date approved at Senate)
Page 8
VI.
COMMITTEES
A.
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 these committees.
B.
Any member of a Senate committee who plans to be away for more than one
semester academic term
shall
so
inform the Secretary of Senate in order that a
substitute may be elected for the period of the absence.
When a committee
member resigns his/her position before the expiry of his/her term, a
replacement shall be elected to serve the remaining period of the original
committee member’s term.
C.
The nomination and election of members to Senate committees shall be
undertaken at the June Senate meeting and at other times when vacancies occur.
In order to ensure continued operation of Senate committees, where necessary,
the terms of office of retiring members shall be deemed to extend until the date
of the next Senate meeting when elections can be held.
D.
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 necessary supporting
materials.
ab
)
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 Chair of the committee
and the Chair of Senate.
b)
The Senate Committee on Agenda and Rules and the Senate Committee
on University Honours do not provide regular reports to Senate.
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)
Any Committee of Senate may, on motion of Senate or on call of the Chair
of Senate be required to present a report to Senate.
2.
Form of Reports of Committees to Senate
Committee reports to Senate shall be signed by the Chair of each committee and
normally shall include the following:
a)
A statement of the committee's terms of reference.
Comment [mlg24]:
Consistent with
what happens in practice.
Comment [mlg25]:
Replaced by item b)
to provide more clarity around which
committees do not need to submit a
regular report to Senate.
June 2010(Date approved at Senate)
Page 9
b)
A statement of actions taken by the committee during the reporting
period.
c)
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.
Reports of committees will be posted on the web.
3.
Consideration of Reports
The Chair of Senate may 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 Rules of Senate.
VII.
PARLIAMENTARY AUTHORITY
The latest edition of Robert's Rules of Order shall govern Senate in all cases to which
they are applicable, and in which they are not inconsistent with the 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 a vote on the proposed alteration is taken, which
vote shall require an affirmative 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 affirmative vote by two-
thirds of the voting members present to carry.
X.
RECORDS MANAGEMENT
Records created as a result of actions taken under this policy document will be managed
in accordance with Records Retention Schedules and Disposal Authorities (RRSDAs).
The University Archivist is responsible for approving all RRSDAs.
Comment [mlg26]:
This addition was
recommended by Archives.
June 2010(Date approved at Senate)
Page 10
APPENDIX A
Pursuant to the provision of Section 35(2) of the University Act, Senate has approved the
addition of the following members:
Dean of Graduate Studies (S. 422)
Associate Vice-President, Academic (S75-88)
Vice-President, Research (S88-34)
With each additional member listed above, two faculty member positions and one student
member position have been added to the Senate.
June 2010(Date approved at Senate)
Page 11
B.
RULES OF SENATE COMMITTEES
I
PREAMBLE
These rules are intended to be in accordance with the University Act and the Rules of
Senate, as amended from time to time. In the event of any conflict, the University Act
and/or the Rules of Senate shall prevail. Section A. VI Committees, in the Rules of
Senate, applies to Senate Committees.
II
OFFICERS
a)
Chair: The Chair of a Senate Committee is empowered and expected to take the
actions necessary to ensure orderly advancement of the legitimate business of the
Committee, including arranging for new members to be provided with an
orientation.
b)
Secretary:
In the absence of the regular Secretary or his/her designate, the
Chair shall appoint a Secretary pro tem. The Secretary shall ensure that the
records of the Senate committee are maintained appropriately.
III
OPEN AND CLOSED SESSIONS
a)
Attendance
i)
Open Session - In addition to committee members, observers and other
Senators may attend. Only committee members may make motions and
exercise voting privileges.
ii)
Closed Session - Only members of the committee may attend.
Those
portions of meetings that are designated as "Closed" would address
confidential, personal or highly sensitive issues.
The following committees regularly include Closed Sessions.
As noted
below, any Committee has the ability to move a particular item of
business for consideration under another category.
•
Senate Committee on University Honours - when it considers
nominations for honours.
•
Senate Appeals Board - when it considers appeals by students. Those
individuals directly involved in the case, as determined by the
Committee, may be present to give and hear evidence being given by
the other parties but may not be present during the deliberations of
the Committee.
•
Senate Committee on Disciplinary Appeals -
A student appeal shall
be open to the public except when the Committee is of the opinion
that intimate financial or personal matters may be disclosed.
The
Committee, on its own motion or on application from the appellant,
may determine that the appeal or parts thereof shall be held in camera.
A SCODA hearing must be closed to the public. An appeal hearing
Comment [mlg27]:
Deleted to be
consistent with Policy S.10.04 item 3.5.
June 2010(Date approved at Senate)
Page 12
may only be open to the public with the explicit written consent of the
parties.
The deliberations of the committee are closed.
•
Senate Committee on University Priorities - when it considers
information which is not in the public domain.
•
Senate Undergraduate Awards Adjudication Committee - when it
receives and considers information about candidates.
•
Senate Graduate Awards Adjudication Committee - when it receives
and considers information about candidates.
•
Diverse Qualifications Adjudication Committee - when it receives and
considers information about applicants.
•
International Student Exchange Committee - when it receives and
considers information about applicants.
•
Committee to Review University Admissions - when it receives and
considers information about applicants.
•
Research Ethics Board – when it considers applications.
b)
An item on the Open Session agenda can be moved to the Closed Session when a
motion to do so is approved by a simple majority of those voting. Similarly, an
item can be moved from the Closed Session to the following Open session.
IV
OBSERVERS
i)
Provision shall be made for a limited number of observers at Open Sessions of
Senate Committee meetings.
ii)
The Chair of the Committee shall designate the number of seats to be made
available for observers. Observers shall not exceed the number of seats provided
for them
.
ii
i
)
Observers may be students, faculty or staff of Simon Fraser University or
members of the community at large.
i
iiv
)
Observers shall conduct themselves in a manner as not to interfere with the
business of the Committee.
i
v)
No observers shall be required to leave the Open meeting of the Committee
except on the ruling of the Chair or on the vote of the Committee by simple
majority without prior notice of motion.
V
ATTENDANCE:
If, in the opinion of the Chair of any Senate committee, a member of a committee fails to
attend meetings of that committee on a regular basis, the Chair should discuss his/her
concern with the member. If there is no resolution through regular attendance, reasons
Comment [mlg28]:
This language is
taken directly from Policy S.10.04 item 3.5.
Comment [mlg29]:
This committee no
longer exists.
Comment [mlg30]:
This is not
necessary.
June 2010(Date approved at Senate)
Page 13
that are acceptable in the short-term, or the resignation of the member, the Chair may
submit, through the Secretary of Senate, a written request to SCAR that the member be
removed and a replacement sought. SCAR will advise the member of the request and
provide the member with the opportunity to respond. SCAR will decide on the action to
be taken and so advise the Chair and the member.
SCAR will report annually on such
matters in summary form.
Comment [mlg31]:
A report is not
necessary.
June 2010(Date approved at Senate)
Page 14
C. ELECTION RULES
ELECTIONS
A.
Elections for
the Board of Governors and
Senate
1.
That subject to approval of appropriate rules covering nominations, elections,
and voting:
a)
The nomination and election of members to the Board of Governors
under the University Act be undertaken in the Spring Semester, and
completed by April 15.
ab
)
The nomination and election of members to the Senate under the
University Act be undertaken in the Spring
Semester academic term
, and
completed by April 15.
bc
)
The normal date of assumption of office in the regular elections to
the
Board of Governors and to
Senate shall be June 1st.
cd
)
In order to be nominated, the individual must be eligible to hold the
position being sought.
B.
Time in Office: Continuity on Senate
1.
In the elections of faculty members to Senate, members shall be elected so that
approximately one-third of the memberships shall terminate each year.
C.
Membership on Senate - Dean of Graduate Studies - Associate Vice-President,
Academic, Vice-President Research, and Dean of
Continuing StudiesLifelong Learning
1.
Pursuant to the provisions of Section 35(2) of the University Act, Senate has
approved the addition of the following members: Dean of Graduate Studies
(S.422),
Associate
Vice-President,
Academic
(S.75-88),
and
Vice-President
Research (S.88-34).
With each additional member listed above, two faculty member positions, and
one student member position have been added to the Senate.
2.
Pursuant to the provisions of Section 35(2)(f) the Director of Continuing Studies
shall
hold
membership
on
Senate.
For
SFU,
the
Dean
of
Continuing
StudiesLifelong Learning
replaces the Director of Continuing Studies.
Comment [mlg32]:
The Senate rules
should not include election rules for the
Board of Governors. All references to BOG
have been removed.
Comment [mlg33]:
Reference to the
BOG
Comment [mlg34]:
Reference to BOG
Comment [mlg35]:
New name
June 2010(Date approved at Senate)
Page 15
D
Nominations
– for Senate and Senate Committees
1.
All nominations of candidates for membership on
the
Senate
or Senate
committees
or on the Board of Governors
as faculty members shall be signed by
not less no fewer
than five members entitled to vote in the particular election.
2.
All nominations of candidates for membership on
the
Senate
or on the Board of
Governors
as students shall be signed by
not less no fewer
than five students
entitled to vote in the particular election.
3.
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 no fewer
than
five members entitled to vote in the election. Members of Convocation who are
defined as graduates must hold a degree from Simon Fraser University at the
time of nomination. Faculty members may sign nomination papers, may vote,
but cannot be candidates.
4.
All nominations of candidates for membership on the Board of Governors being
elected by and from 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.
45
.
The nomination paper must be signed by the candidate who shall state that
he/she is eligible to hold office and 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.
56
.
a)
Each candidate for election
to the Board of Governors or
to
the
Senate
or
Senate committees
shall be requested to provide
a short curriculum vitae and a
statement of interest on the candidate’s views on related matters falling under
the jurisdiction of the Senate as lay down by the University Act. The combined
information is limited to one page of single-spaced copy. Photos will not be
included. to the Registrar information 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.
b)
Each candidate for election to the Senate is permitted to include along
with or in lieu of a curriculum vitae a statement of interest on the candidate's
views on academic and related matters rightfully falling under the jurisdiction of
Senate as laid down by the University 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.
c)
Combined information from Sections (a) and (b) is limited to one page of
single spaced copy. Photos will not be included.
Comment [mlg36]:
There are elections
by faculty for Senate committees
Comment [mlg37]:
This wording is
consistent with the wording used in the
Board Election Rules.
June 2010(Date approved at Senate)
Page 16
E.
Students
; and
Student Association
1.
For the purposes of nominating, voting and standing for office in the election of
students to
the
Senate
:
and the Board of Governors:
a)
i)
the Simon Fraser Student Society is the undergraduate student
society, and
ii)
the Graduate Student Society at Simon Fraser University is the
graduate student society
(See University Act, Part 7, Section 35h))
b)
"undergraduate students" means those who are members of the Simon
Fraser Student Society and who also:
i)
are in good academic standing and are registered in at least one
credit course in the
semester academic term
in which nominations
are due, or
ii)
are registered in a co-op work term in the
semester academic term
in which nominations are due, or
iii)
are designated by
resolution of the Senate the Registrar and
reported to Senate
as an undergraduate student; and
c)
"graduate students" means those who are members of the Graduate
Student Society at Simon Fraser University and who also:
i)
are duly registered as graduate students in the
semester academic
term
in which nominations are due, or
ii)
are designated by
resolution of the Senate the Registrar and
reported to Senate
as a graduate student.
2.
Undergraduate students and graduate students are eligible to be nominated as
student members of
the
Senate
.
and the Board of Governors.
3.
During the one-year term of office as a student member of
the
Senate
,
or the
Board of Governors
undergraduate students and graduate students
a)
must maintain registered status at the University for at least two
semesters academic terms
,
b)
must not withdraw, or be required to withdraw, from the University.
4.
There shall be at least three graduate students and three undergraduate students
among the total number of students elected to Senate under Part 7, Section
35(2)(h) of the University Act.
Comment [mlg38]:
Deleting the
semicolon and adding the word “and”
Comment [mlg39]:
In practice a
request made by a student cannot be
processed by a resolution of the Senate
before the election process is over. The
Registrar can consider these requests on a
case by case basis within the time frame of
the election process. This type of request is
not common.
Comment [mlg40]:
Same as above.
June 2010(Date approved at Senate)
Page 17
F.
Faculty Members;
1.
For the purposes of nominations and elections to
the
Senate
and Senate
committees
and to the Board of Governors
by and from faculty members, only
faculty members (or designated electoral equivalent) employed in a manner
deemed to be of a continuing engagement nature shall be entitled to nominate,
stand as candidates and to vote in the
pertinent
faculty member elections
.
to
Senate and to the Board
. This means only those holding the following
appointments: tenure-track instructor, assistant professor, associate professor, or
professor; or continuing lecturer, senior lecturer, laboratory instructor, or
professional librarian.
This does not include Faculty Associates, visiting
or adjunct
faculty
members
,
teaching assistants, tutor markers, language instructors, sessional lecturers,
sessional instructors and non-credit instructors. It also does not include post-
doctoral fellows, research assistants, research associates or persons funded on
external research grants.
2.
Continuing Part-time
Continuing part-time tenure-track and tenured faculty (instructors, assistant
professors, associate professors and professors
(including faculty of post-
retirement contracts
) and continuing lecturers, senior lectures, laboratory
instructors and professional librarians with appointments of 50% or greater shall
be granted the same rights as full-time colleagues holding the same rank to
nominate, stand for election and vote in
the following
elections
to Senate and
Senate committees.: Board of Governors, Senate, and Senate committees;
elections for search committees for chairs/directors, deans, vice-presidents and
president; elections of chairs/directors; ratification of chairs/directors and deans
(internal candidates), recall votes for chairs/directors and deans (S.98-71).
3.
Limited Term
Limited term faculty members holding full-time appointments
of longer than one
year for more than one year or who have two or more consecutive one-year
appointments
may participate in committee work and may stand for election and
vote in all University elections in which other faculty members participate with
the exception of
the
Faculty College and departmental Tenure and Promotion
Committees. (A12.05)
G.
Continuing Employees who are not Faculty Members
1.
For the purposes of nominations and elections to
the Board of Governors Senate
committees
by and from 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 entitled to nominate, stand as
candidates and to vote in the pertinent elections only if the employment position
held is likely to be of a continuing engagement nature. This includes CUPE,
APSA, Poly-Party, and Excluded staff, as well as research associates (R50.01), and
Program Coordinators in the Faculty of Education (A12.06.)
Comment [mlg41]:
This deletion is
consistent with Policy A.12.10
Comment [mlg42]:
This is consistent
with a Policy change to A.12.01 and A.
12.05 that was approved by the Board of
Governors in 2010.
Comment [mlg43]:
Senate Library
Committee
June 2010(Date approved at Senate)
Page 18
This does not include Faculty Associates, visiting faculty, teaching assistants,
tutor markers, language instructors, sessional lecturers, sessional instructors and
non-credit instructors. It also does not include post-doctoral fellows, research
assistants, research associates or persons funded on external research grants.
2.
A person, who has been an employee of the University other than a faculty
member for more than three consecutive
semesters
academic terms
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 of Governors in
elections
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 consecutive
semestersacademic
terms
.
3.
Continuing Part-time
Part-time continuing support staff (CUPE, APSA, Poly-Party, and Excluded)
with appointments of 50% or greater, shall be granted the same rights as full-
time colleagues holding the same type of appointment, to nominate, stand for
election and vote in
Senate Committee the following
elections
.: Board of
Governors, Senate committees, search committees for deans, vice-presidents and
president.
H.
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.
I.
Election of Faculty Members to Senate
and Senate Committees
By and From an
Individual Faculty
1.
In the election of faculty members by and from the Faculty of Arts and Social
Sciences 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.
2.
In the election of faculty members by and from any other Faculty, the candidates
receiving the highest numbers of votes among the candidates will be declared
elected.
Comment [mlg44]:
These elections are
captured in the addition of item N.
June 2010(Date approved at Senate)
Page 19
J.
General Regulations Covering Nominations and Voting in the Elections to Senate and
Senate Committees the Board of Governors and other committees using these election
procedures
1.
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.
2.
The 'date of election' shall be interpreted to mean the last date on which valid
ballots are due.
3.
The period for casting printed ballots shall be not less than ten days nor longer
than fifteen days in the case of elections by and from faculty members or by and
from members of staff who are not faculty members. The period for casting on-
line ballots shall be not less than two days nor longer than four days in the case
of elections by and from faculty members and by and from members of staff who
are not faculty members. The period of casting printed ballots shall be not less
than fourteen days nor longer than twenty-eight days in the case of elections by
Convocation to Senate. The period for casting on-line ballots shall be not less
than five days nor longer than ten days in the case of elections by Convocation to
Senate. It shall be not less than two days nor longer than five days in the case of
elections by and from students.
4.
In the regular elections to
the
Senate
and to the Board of Governors
, balloting is
to be completed no
t
later than April 15
th
in any year.
K.
General Regulations Covering Elections to Senate
and Senate Committees, the Board of
Governors, and all other committees using these election procedures
1.
a)
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.
b)
Candidates may not run for a seat on Senate from more than one
constituency
; similarly candidates may not run for a seat on the Board of
Governors from more than one constituency.
2.
When elections are being held
for the Board of Governors and/or
for the Senate,
an individual holding
a Board of Governors office or
a Senate office which
extends into the new term shall be required to file with the Registrar his/her
intent to resign
from the present Board of Governors seat if elected in order to be
a candidate in the Board of Governors election or
from the present Senate seat in
order to be a candidate in the Senate election. Such resignation must be effective
June 2010(Date approved at Senate)
Page 20
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.
3.
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
and there
is are
at least
one three
undergraduate and
one three
graduate student.
4.
In the election of students to the Board of Governors, the two students with the
highest numbers of votes shall be elected.
45
.
If there is a tied vote between two candidates for one position, the winner shall
be determined by a toss of the coin conducted by the Registrar at a time set by
the
Registrar
and
in
the presence of
the affected
candidates
or
their
representatives. Where there are more than two candidates tied for one position
there shall be an additional ballot to choose between the persons concerned.
56
.
At the end of the balloting period, the Registrar shall, at the place, day and hour
fixed in the notice of election, be responsible for opening printed ballots or for
the download of on-line ballot results and in the presence of such of the
candidates or their representatives as officially attend, the counting/tabulation of
votes for each candidate.
67
.
The
Secretary Registrar
shall state the name of the persons elected. Recount of
printed ballots or complaints concerning electronic ballot tabulation may be
requested/submitted within ten days of the announcement of the results to the
candidates. The ballots/electronic data shall be destroyed after ten days
following the recount period. All candidates declared elected are to be recorded
in the Minutes of Senate. The Registrar is to inform all candidates of the number
of votes cast for each candidate.
L.
Vacancies on Senate
and Senate Committees; Vacancies on the Board of Governors
1.
Where a vacancy arises in the case of an elected faculty member
or an elected
student member
to Senate
or Senate committees, or to the Board of Governors
,
or
an elected student member to Senate
or to the Board of Governors
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.
2.
Where a vacancy arises in the case of an elected faculty member, or an elected
student member, or an elected employee of the University who is not a faculty
member to the Board of Governors, 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.
Comment [mlg45]:
Policy approved in
S.09-87.
June 2010(Date approved at Senate)
Page 21
2.3.
Any
Senate
member
on Senate or a Senate committee
who plans to be away for
more than one
semester academic term
shall so inform the Secretary of Senate in
order that a substitute may be elected for the period of the absence
from Senate
.
4.
Where a vacancy arises in the case of a member of convocation elected to Senate
the remaining convocation senators shall constitute 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.
M.
There is to be a standing committee of Senate, the Electoral Standing Committee, to
oversee the conduct of elections which fall under the jurisdiction of the Registrar.
N.
These rules may apply to other elections held at the university where the Registrar is
given responsibility to conduct elections.
Comment [mlg46]:
This is not
necessary now that the convocation
senator positions are elected using the
online voting system rather than the
expensive paper ballot method. If a
vacancy arises, this position will be filled
in the same way other positions on Senate
are filled.
Comment [mlg47]:
For example: SFU
Community Trust, Search Committees
June 2010(Date approved at Senate)
Page 22
D.
COMPOSITION OF SENATE
The following are extracts from the University
Act of British Columbia
35
(1) The senate for each university other than the University of British Columbia is continued.
(2) The senate of each university other than the University of British Columbia is composed of the
following:
(a) the chancellor;
(b) the president, who is the senate’s chair;
(c) the academic vice president or equivalent;
(d) the deans of faculties;
(e) the chief librarian;
(f) the director of continuing education;
(g) a number of faculty members equal to twice the number of senate members provided in
paragraphs (a) to (f), to consist of 2 members of each faculty elected by the members of that faculty, and
the remainder elected by the faculty members in the manner that they, in joint meeting, determine;
(h) a number of students, equal to the number of senate members provided in paragraphs (a)
to (f), elected from the students who are members of an undergraduate student society or a graduate
student society, in a manner that ensures that at least one student from each faculty is elected;
(i) 4 persons who are not faculty members, elected by and from the convocation;
(j) one member to be elected by the governing body of each affiliated college of the university;
(k) additional members, determined by the senate, without altering the ratio set out in
paragraphs (g) and (h).
Senates of the University of British Columbia (Section 35.1 omitted)
E.
MEMBERSHIP OF SENATE
The following are extracts from the University Act of British Columbia
36
(1) The term of office of a member of the senate, other than one elected under section 35 (2) (h) or
35.1 (2) (h) or (3) (h), is 3 years and after that until a successor is appointed or elected.
(2) The term of office of a member of the senate elected under section 35 (2) (h) or 35.1 (2) (h) or
(3) (h) is one year and after that until a successor is elected.
(3) Members of a senate who remain eligible under section 35 or 35.1 may be reappointed or re-
elected in the manner provided under section 35 or 35.1 for further terms.
(4) If a vacancy arises on the senate, the vacancy must be filled,
(a) in the case of an appointed member, by the body possessing the power of appointment, or
(b) in the case of an elected member, in the manner specified by the senate.
(5) A person appointed or elected to fill a vacancy holds office for the remainder of the term for
which the person's predecessor was appointed or elected.
(6) The secretary of the senate must enter a declaration of the vacancy in the minutes of the senate.
(7) A declaration under subsection (6) is conclusive evidence of the vacancy.
June 2010(Date approved at Senate)
Page 23
F.
POWERS OF SENATE
The following are extracts from the University Act of British Columbia
37
(1) The academic governance of the university is vested in the senate and it has the following
powers:
(a) to regulate the conduct of its meetings and proceedings, including the determination of
the quorum necessary for the transaction of its business, and the election of a vice chair at least annually,
who is to chair meetings in the absence of the president;
(b) to establish committees it considers necessary and, by 2/3 vote of its members present, to
delegate to one or more committees those of its powers as it may determine;
(c) to determine all questions relating to the academic and other qualifications required of
applicants for admission as students to the university or to any faculty, and to determine in which
faculty the students pursuing a course of study must register;
(d) to determine the conditions under which candidates must be received for examination, to
appoint examiners and to determine the conduct and results of all examinations;
(e) to establish a standing committee to meet with the president and assist the president in
preparing the university budget;
(f) to consider, approve and recommend to the board the revision of courses of study,
instruction and education in all faculties and departments of the university;
(g) to provide for courses of study in any place in British Columbia and to encourage and
develop extension and correspondence programs;
(h) to provide for and to grant degrees, including honorary degrees, diplomas and certificates
of proficiency, except in theology;
(i) to recommend to the board the establishment or discontinuance of any faculty,
department, course of instruction, chair, fellowship, scholarship, exhibition, bursary or prize;
(j) to award fellowships, scholarships, exhibitions, bursaries and prizes;
(k) to determine the members of the teaching and administrative staffs who are to be members
of each faculty;
(l) to make rules for the management and conduct of the library;
(m) to establish policies regarding the conservation of heritage objects and collections that are
owned by or in the possession of the university or any of its faculties, divisions, departments or other
agencies;
(n) to provide for the preparation and publication of a university calendar;
(o) to make recommendations to the board considered advisable for promoting the interests of
the university or for carrying out the objects and provisions of this Act;
(p) to deal with all matters reported by the faculties, affecting their respective departments or
divisions;
(q) to establish a standing committee to consider and take action on behalf of the senate on all
matters that may be referred to the senate by the board;
(r) subject to the approval of the board, to enter into agreements with any corporation or
society in British Columbia entitled under any Act to establish examinations for admission to the
corporation or society, for the purpose of conducting examinations and reporting results, and those
corporations or societies have power to enter into the agreements;
(s) to make rules respecting the conduct and financing of examinations referred to in
paragraph (r) and other examinations conducted by the senate under any other Act;
(t) to make rules respecting the reporting of results of examinations referred to in paragraphs
(r) and (s);
(u) to set the terms of affiliation with other universities, colleges or other institutions of
learning, and to modify or terminate the affiliation;
June 2010(Date approved at Senate)
Page 24
(v) to establish a standing committee of final appeal for students in matters of academic
discipline;
(w) to establish a standing committee on relations with other post secondary institutions in
British Columbia;
(x) to require any faculty to establish an advisory committee consisting of students of the
faculty and members of the community at large.
(1.1) Relates to the UBC Vancouver and Okanagan Senate – omitted
(2) A vice chair elected under subsection (1) (a) must not serve more than 2 consecutive terms.
(3) No part of the cost of examinations referred to in subsection (1) (r) or (s) may be a charge on or
be paid out of university funds.
Approval by board
38
(1) A certified copy of every resolution or order of the senate or council, providing for any of the
matters or things mentioned in section 37 (1) (i), (p) and (u), must be sent to the board within 10 days of
the resolution or order being passed.
(2) A resolution or order referred to in subsection (1) has no effect until approved by the board.
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