MINUTES
GENERAL FACULTIES COUNCIL
Meeting 532 Science Theatre 135
Thursday, October 18, 2012 1:30 – 4:30 p.m. Attendance: Chair: E. Cannon Vice-Chair: D. Marshall Secretary: S. Belcher Scribe: E. Sjogren Members: O. Adegbayike N. Arthur G. Assefa R. Barclay K. Barker S. Barker A. Bell. T. Bestwick H. Birk G. Blue E. Braverman D. Brown
K. Clarke for J. Wheeler R. Cox C. Cunningham J. Dewald L. Doepel G. Durbeniuk B. Ellard L. Harder C. Henderson P. Hettiaratchi T. Hickerson I. Holloway F. Jalilehvand N. Janovicek D. Johnston R. Johnston H. Kadri D. Kenyon A. Kertzer P. Kusalik K.-Y. Lee J.-F. Lemay K. Lukowiak S. McLean M. McGillivray D. Maher F. Maurer J. Meddings M. O’Brien D.Oblak S. Pancic M. Petovello K.-J. Pinto J. Pon C. Ramsden F. Rizzuti P. Rogers R. Romano A. Rousselle G. Rutherford L. Sciban R. Scorey R. Sigurdson C. Simmons A. Stacy A. Stuart-Ross D. Sumara L. Taylor R. Thompson W. Thurston S. Tsenkova H. Warsame J. Watson Hamilton I. Winchester L. Young Guests: B. Hallgrimsson A. Jeje B. Klaiber G. Livesey
J.-A. Munn Gafuik J. Robertson L. Tochor Observers: M. Cheema T. McIntosh P. McLeod S. Miller H. Wade
Opening Session
Elizabeth Cannon, Chair, called the meeting to order at 1:36 p.m., and welcomed GFC members to the first meeting of the 2012-2013 academic year.
She observed that the new space for GFC meetings, ST135, is not ideal, but explained that the newly-expanded membership of GFC makes ST147 technically too small. The location for GFC meetings for the rest of the academic year will be addressed.
Elizabeth Cannon introduced some new members of the Senior Leadership Team: Susan Belcher, University Secretary, Richard Sigurdson, Dean of the Faculty of Arts, Jon Meddings, Dean of the Faculty of Medicine, Jim Dewald, Interim Dean of the Haskayne School of Business, Susan Barker, Vice-Provost (Student Experience), and Lynn Taylor, Vice-Provost (Teaching and Learning). She noted that Penny Werthner, incoming Dean of the Faculty of Kinesiology, will arrive in November; Benno Nigg is in attendance as Interim Dean of the Faculty of Kinesiology.
532.1 Chair’s Remarks
Elizabeth Cannon recognized the following academic staff members, who have been elected to the Royal Society of Canada: Stephen Larter, Geoscience, David Proud, Physiology and Pharmacology, and Hans Vogel, Biological Sciences. Aritha van Herk, English, is being awarded the Royal Society of Canada’s 2012 Lorne Pierce Medal.
Elizabeth Cannon reported that eleven academic staff members have been recognized with 2012 Alberta Science and Technology Leadership (AS Tech) Foundation Awards. The names of the recipients will be announced in November.
The University’s 2012 United Way campaign is co-chaired by Bob Ellard, Vice-President (Facilities Management and Development), and Dennis Sumara, Dean of the Faculty of Education. The campaign is off to a good start, and there will be various events happening throughout the term.
Elizabeth Cannon then gave a presentation to GFC on the University’s recent accomplishments and looking ahead to this year:
• The University’s Strategy Statement reads: “The University of Calgary will be a global
intellectual hub located in Canada’s most enterprising city. In this spirited, high-quality learning environment, students will thrive in programs made rich by research and hands on experiences. By our 50th anniversary in 2016, we will be one of Canada’s top five research universities, fully engaging the communities we both serve and lead.”
• The University has made the following Foundational Commitments: 1) Sharpen focus on research and scholarship, 2) Enrich the quality and breadth of learning, and 3) Fully integrate the University with the community.
• In order to reach our goals by 2016, the University must have a clear roadmap which includes priorities set out in the Academic Plan and Strategic Research Plan. Progress will be measured, in part, by comparing the University to peer institutions.
• The University’s Community Report lists many student, faculty and staff achievements in 2011-2012. Some key achievements include:
• The Eyes High launch;
• Development of the Academic Plan and Strategic Research Plan; • Preparation of the Comprehensive Institutional Plan (CIP); • Foundational work within GFC and the Board of Governors; • Continuous improvement, such as building on the IS2 project;
• Preparation of a balanced budget and availability of unrestricted net assets; • Development of an Institute for Teaching and Learning concept and support; • Exceeding the fundraising goal with progress in campaign work;
• Infrastructure improvements (including SSE Building, classroom upgrades, IT, and the TFDL launch); and
• Key hires in Vice-Presidential portfolios. • The overarching goals for 2012-2013 are:
• From the Eyes High Strategy, Academic Plan, and Strategic Research Plan: • Sharpen focus on research and scholarship
• Enrich the quality and breadth of learning
• Fully integrate the University with the community • From the Employee Engagement Survey:
• Demonstrate leadership commitment and trust • Improve respect and recognition
• Enhance our one university family • Generally:
• Operational excellence
• 2012-2013 key priorities include the following: • Teaching and Learning
• Institute for Teaching and Learning • Teaching metrics
• Graduate Education • Quality Assurance
• Major teaching awards and hosting a teaching festival • Research
• Confederation of Scholars • Research Catalyst Team
• Launch Post-doctoral Fellow initiative • Internationalization
• Hiring of a Vice-Provost (International) • Student recruitment
• Comprehensive Fundraising Campaign • Implement audit recommendations • Confirm campaign goal and timeline • Build a Case for Support
• Branding and Positioning
• Understand the brand and establish benchmarks • Refine brand/market position
• Alumni Program
• Benchmarks and market research • Multi-year strategic plan
• Alumni program and governance review • Government and Community Engagement
• Review and develop benchmarks/audits
• Implement an annual government and community engagement program plan
• Begin to develop a multi-year strategic plan • Budget Model
• New budget model in place for April 1, 2013 • Complement plan
• Budget process • Risk and Compliance
• Enterprise Risk Management (ERM) • Emergency Response Plan (ERP)
• Enhanced Environmental Health and Safety • Policy Compliance
• The concept for the Institute for Teaching and Learning (ITL) pictures a Chair in Teaching and Learning working closely with Faculty-based Teaching and Learning focused professors. The ITL will foster the engagement of faculty and students by supporting:
• Professional Development
• Teacher training and support • Instructional mentoring • Curriculum development • Technology integration • Teaching Scholarship and Innovation
• Research in teaching methods and impacts • Dissemination of research findings
• Creating a College of Discovery, Innovation and Learning • Integrate undergraduates in research
• Provide a unique learning environment • Support innovation
• Experiential Learning
• Community Service Learning • Internships
• Practicum placements • Simulations
• Providing a focal point for Co-Curricular Learning Discussion
A member of GFC raised the issue that research funding is often used to support graduate students. If recruitment of more graduate students, particularly international graduate students, is to be a priority, the University must address the funding of these students.
A member of GFC asked if the University looks at international rankings of universities as well as national rankings. Elizabeth Cannon observed that international ranking of universities is complex, and that it is considered more important to position the University in the national context. Elizabeth Cannon stated that a University Rankings 101 presentation to GFC might be of interest to members, and that arrangements would be made for this to happen at a future meeting.
532.2 Remarks of the Provost and Vice-President (Academic)
Dru Marshall, Vice-Chair, included the following in her remarks:
• The new GFC standing committees have begun meeting. All will be developing workplans, and these will come forward to the next GFC meeting for approval.
• The Quality Assurance Process will be coming forward for review and approval this term. A Campus Alberta Quality Council (CAQC) audit of the recent Anthropology, Biological Sciences, and Education unit reviews was an audit of the University’s processes. Two early findings of the CAQC audit are that: 1) The Dean of the Faculty of Education did not properly consult with faculty when producing the unit review report, but the current Dean addressed this by involving faculty after the fact, and 2) It needs to be documented when the Provost meets with Departments at the end of the unit review process.
• The University’s International Strategy will be coming forward for approval in December. A very dedicated group is working on this document. The process for hiring a Vice-Provost (International) is underway, with five superb candidates coming to campus next week. The candidates will be asked to comment on the draft International Strategy, which will help make this a stronger document.
• Graduate education, teaching and learning will be important issues this year, and there will be several proposals coming forward as a result of work being done in these areas. • Negotiations with the Faculty Association will be taking place this year.
• As the University strives for operational excellence, many policies will come forward for creation or revision.
• It was recently announced that the University will be hiring 50 new academic staff members. Deans are being encouraged to think strategically and to consider interdisciplinary hiring as they prepare their proposals for positions. The chosen positions will be announced next week, and then hiring will happen in due course.
532.3 Question Period
There were no questions from the floor.
Minutes
532.4 Approval of Minutes, GFC Meeting #531, June 14, 2012
There was one correction to the Minutes: the report on the Senate meeting (Item 531.24) was submitted by Tom Hickerson.
MOTION: Thompson/Barker
That General Faculties Council approve the Minutes of GFC Meeting #531, held June 14, 2012.
CARRIED 532.5 Reception of Minutes, GFC Executive Committee Meeting #1, October 2, 2012
The Minutes of the first meeting of the new GFC Executive Committee were received for information.
Reports from GFC Standing Committees
532.6 Academic Planning and Priorities Committee
Robert Thompson, Vice-Chair of the Academic Planning and Priority Committee (APPC), presented the APPC’s reports to GFC. The first APPC meeting, held September 17, 2012, was largely an orientation meeting. The second APPC meeting, held October 15, 2012, was a more
substantial meeting, with members discussing matters such as additional student fees, copyright compliance, and the importance of teaching and learning awards.
Questions
A member of GFC enquired if the functions of the now-dissolved Academic Program Committee (APC) have been appropriately transferred to the APPC and its subcommittee, the Academic Program Subcommittee (APS). Robert Thompson reported that the APS will be looking at program proposals before they are forwarded to the APPC for decision.
532.7 Teaching and Learning Committee
Lynn Taylor, Vice-Provost (Teaching and Learning) and Co-Chair of the Teaching and Learning Committee (TLC), reported that the TLC’s first meeting will be held on October 19, 2012. The TLC will have a very full year, starting with a project to ensure a robust suite of teaching awards for the University.
532.8 Research and Scholarship Committee
Ed McCauley, Vice-President (Research) and Co-Chair of the Research and Scholarship Committee (RSC), presented the RSC’s report to GFC. The first RSC meeting was held on October 9, 2012. Ed McCauley observed that the RSC will be a strong committee as it has diverse membership. The RSC will be looking at how to deliver on the University’s research goals. An aggressive workplan will be coming forward to the next GFC meeting.
532.9 Facilities and Information Technology Committee
Benedikt Hallgrimsson, Deputy Provost and Co-Chair of the Facilities and Information Technology Committee (FITC), presented the FITC’s report to GFC. The first FITC meeting was held on October 10, 2012. Benedikt Hallgrimsson observed that large and complex areas fall under the oversight of this committee, and time will be spent at the beginning of the year educating members. The FITC members have received a presentation on the Campus Master Plan and space planning process. The next FITC meeting will focus on IT, with Vaughn Ravenscroft, Chief Information Officer, speaking to members.
532.10 Student Academic Appeals Committee
Susan Belcher, University Secretary, presented the report on recent work of the Student Academic Appeals Committee (SAAC).
Questions
A member of GFC asked how the objectivity of the SAAC Co-Chairs is ensured. Elizabeth Cannon observed that in a situation of conflict, a Co-Chair would immediately declare this. Susan Belcher committed to explaining the process for reviewing student appeals at the next meeting of GFC.
Action Items
532.11 Approval of GPC Slate of Eight (7 Professorial and 1 Non-professorial) Academic Staff Members
Background
The Appointment, Promotion and Tenure (APT) Manual, in a section approved by GFC on June 18, 2009 and the Board of Governors on October 8, 2009, provides that the General Promotions Committee shall consist in part of:
• seven full-time members from the professorial ranks, prominent in their fields; and
• one member from outside the professorial ranks (including instructor ranks, librarian ranks, curator ranks, archivist ranks, counsellor ranks and other administrative and professional academic staff members).
The eight member slate as a whole is to be recommended by the GFC Steering Committee (now known as the GFC Executive Committee) and approved by GFC, and shall include a minimum of two members of each gender.
Decision
MOTION: Sciban/Winchester
That General Faculties Council approve the 2012-2013 GPC Slate of Eight, as recommended by the GFC Steering Committee, as follows:
Marc Boutin, Environmental Design Susan Graham, Arts
Kent Hecker, Veterinary Medicine Walter Herzog, Kinesiology
Jerry Jensen, Schulich School of Engineering Renate Scheidler, Science
Lee Anne Tibbles, Medicine
Jo-Anne Andre, Arts (non-professorial nominee)
532.12 Election – Two Additional Academic Staff Members and Two Alternate Academic Staff Members to GPC
Background
In addition to approving the Slate of Eight, GFC also elects 1) two additional academic staff members to the committee, and 2) two alternate members to serve on the committee should any of the members become unable.
Decision
Elizabeth Cannon guided the members of GFC through an election to the General Promotions Committee. The following two persons were elected:
Keith Dobson, Arts
Alix Hayden, Libraries and Cultural Resources
The following two persons will serve as GPC members-in-reserve, to serve if needed:
Carolyn Emery, Kinesiology/Medicine Neil Duncan, Engineering
Presentation
532.13 West Campus
James Robertson, President and CEO of the West Campus Development Trust, was present to speak to the members of GFC about the West Campus. He included the following in his remarks:
• The West Campus lands offer great opportunity for the University, as housing, retail, and other facilities could be built.
• As there needs to be a financial return on development of the West Campus, the Board of Governors created the West Campus Development Trust. The Trust’s Board works at arm’s length from the University, and reports to the Board of Governors. The West Campus lands will be leased to the Trust for 99 years, and the Trust will in turn lease the land to developers. The University is not interested in selling the land at this time. • The entire 250 acres of the West Campus will not be developed.
• In 2007, a vision for the development of the West Campus was crafted, and includes goals to: 1) Create a complete and vibrant community with a sense of place, 2) Integrate and enhance the University experience while harmonizing with surrounding communities and Calgary as a whole, 3) Leverage knowledge and entrepreneurship to
realize innovation, and 4) Lead on environmental sustainability and social responsibility while being fiscally prudent. This master plan will serve as a framework for current development plans.
• It is important to consider the surrounding communities as the West Campus is developed.
• The development of the West Campus will go through the formal City approval processes.
• Next steps include:
• Raise awareness of the Trust and its role; • Establish the lease for the West Campus lands;
• Engage the communities, University and stakeholders in a collaborative process for updating the master plan; and
• Develop a formal business plan.
James Robertson noted that the development of the West Campus is a long term, 15-20 year, project.
Questions
A member of GFC observed that the Alberta Children’s Hospital was built on a former landfill site, and enquired about the quality of the soil in the rest of the area. James Robertson reported that geotechnical analysis has been done and that there is no harmful contamination in the soil.
A member of GFC enquired if the development of the West Campus lands will be tied to other developments happening in the community, such as in Brentwood and at Market Mall, or if the developments are in competition. James Robertson indicated that the Brentwood project is definitely separate and could be seen as a competitor for housing and retail development. He observed that the Market Mall development is on hold as they are facing parking challenges. In response to the observation that a 99-year lease seems to be a very long time for the lands to be out of University control, James Robertson stated that a substantive lease impacts the value of the property.
In reply to a question, James Robertson confirmed that the only revenue the University will receive will be the lease payments.
James Robertson indicated that the nature of the housing to be developed has not been decided yet. Traffic and parking are concerns, and will need to be addressed. The nature of the facilities to be developed has also not been decided yet. There are opportunities to pursue private medical offices, partnerships with research groups, and the development of hospital-related facilities such as a pharmacy or diagnostic testing offices.
In response to a question, James Robertson reported that there will be clauses built into the leases that will allow the University to reacquire property if unexpected academic needs for the lands arise.
Discussion Items
532.14 Access Copyright Update
Dru Marshall reported that it was decided in late August that the University would not sign the new Access Copyright model license agreement. To ensure copyright compliance, the following initiatives are underway:
• A Copyright Office has been established, with staff members to educate and assist the campus community.
• The Copyright Policy is now working its way through the University policy approval process.
• The University has purchased the Ares software, which will allow auto sending of Blackboard postings to the Copyright Office for review.
532.15 Budget Model Presentation
The new budget model is a joint initiative between Dru Marshall, Provost and Vice-President (Academic), and Jake Gebert, Vice-President (Finance and Services). They presented the new budget model, and steps taken to date, to the members of GFC:
• A number of consultations have taken place, including with UPC/TUBC, Deans’ Council, a campus community panel, and the provincial government.
• This will be a results-based budget. The province’s post-secondary sector is in a three year ramp-up to transition to this type of budget, but the University will have a results-based budget in place a year before being required to do so.
• It is important for people to know what to expect; this is best practice for a large institution. The financial operations of the University must connect with academic enterprise. The strong relationships between Dru Marshall, Ed McCauley and Jake Gebert will facilitate this connectedness.
• The University has a $1.154 billion budget, with income broken down as follows: $744 million operating income, $258 million research funding, $53 million ancillary income, and $99 million other restricted income. The $744 million operating income is 61.7% government grants, 23.9% tuition, and 14.4% other.
• The annual planning and budget cycle follows the fiscal year. The fiscal year begins in April, and planning for the next year begins in May. The budget principles and process are communicated in September, with unit budgets submitted in October. The University’s budget is reviewed by committees starting in January, with the final budget approved in March.
• A new budget model is needed because the current model is not working. There are cumbersome administrative processes, investment is not well aligned with priorities, the model does not address centralized/decentralized costs, and there is an inconsistent approach to resource allocation. Several Faculties are in deficit or are about to be. • The principles of the new budget model are:
• One University Family – All levels of the University must be guided by the University’s stated priorities, and a sense of community must be fostered. Cooperation will be encouraged and supported.
• Alignment with Vision and Priorities – The University has a finite amount of money, and University priorities must take priority over individual priorities. One way to achieve alignment is to ensure that Department Heads are included in conversations. The University’s academic and research priorities will drive financial, human and capital resource allocations.
• Mindfulness – It is necessary to contemplate the human impact of budget decisions.
• Accountability – The Deans and other unit heads have authority over their budgets, but must be held accountable.
• Transparency – The campus community needs to appreciate the effect they have on the budget (i.e. salary increases) and how the University is managing the gap between cost increases and grant increases. Processes must be consistent and clearly communicated.
• Financial Sustainability – Decisions must be made with the future in mind.
• Flexibility and Entrepreneurism – Opportunities should be pursued, while still aligning with the University’s vision.
• Incentives – the University will incent behavior that drives us to the Eyes High goals, such as increasing the graduate student population.
• Opportunities and challenges include: centralization/decentralization, standards of performance, incremental pay, deferred maintenance, revenue sharing, alignment with governmental decisions, and strategic alignment.
Questions
In response to a question, Dru Marshall agreed that it is important to allocate more money for graduate education. A graduate student funding model will be created this year, in consultation with the Deans.
532.16 Public Disclosure of Travel and Expenses Policy
Brad Klaiber, Director of Financial Reporting, and Les Tocher, Associate Vice-President (Finance), were present on behalf of Jake Gebert to answer questions relating to the draft Public Disclosure of Travel and Expenses Policy. Jo-Ann Munn Gafuik, Policy Officer, was present to answer questions relating to the policy development process.
Presentation
Les Tochor reported that the creation of this policy was triggered by the provincial government, and the University must get a policy in place as soon as possible. Public disclosure of expenses has become a priority for the government. The disclosure process will be web-based, and will currently only apply to senior administrators, Board members, and some senior committee members.
Dru Marshall observed that government-mandated polices such as this one should not have to go through the University’s entire policy development process. The framework will be looked at this year in order to formalize the fact that some policies will need to be treated differently. Discussion
In response to a question, Les Tochor reported that the Public Disclosure of Travel and Expenses Policy will come into effect on December 1, 2012, with the obligation to report on transactions dating back to October 1, 2012.
It was agreed that clarification is needed with respect to what “behalf” means in the phrase “…expense reports of members of ELT and the Board, as well as those who incur expenses on
these individuals’ behalf, will be published…”. Jo-Ann Munn Gafuik stated that this is referring
to when somebody, such as a staff member, pays for something, such as a plane ticket, on behalf of someone else.
A member suggested that an appendix setting out allowable expenses could be added to the policy. Elizabeth Cannon observed that a separate policy, the Hospitality and Travel Expenses Policy, includes this information. Jo-Ann Munn Gafuik indicated that a link to the Hospitality and Travel Expenses Policy could be included at the end of the Public Disclosure of Travel and Expenses Policy.
A member of GFC asked whether the policy distinguishes between a person’s roles, noting that a person might serves as a Board member, visiting scholar, member of a research group, etc. Jo-Ann Munn Gafuik clarified that only the relevant expenses (i.e. Board-related travel) have to be disclosed.
532.17 Policy Development Update
Several policies will be coming forward this year for creation or revision. Many of those coming forward for revision are very out of date. All of these will go through the full process set out in the Policy Development Framework. Dru Marshall reiterated that the framework needs to be revisited this year, in order to build in a simpler process for mandated policy changes.
Questions
In response to a question, Dru Marshall indicated that GFC authorized review of the research-related policies, Non-Academic Misconduct Policy and the Procedures for the Selection and Reappointment of Deans last year, and that the Board of Governors initiated the review of some other policies. Policies not yet moving through the process will start at the first step.
532.18 Preliminary Enrolment Report
David Johnston, Associate Vice-Provost (Enrolment) and Registrar, provided the Preliminary Enrolment Report. The report was included with the Agenda documents.
532.19 Report on the Senate Meeting, October 3, 2012
Anne Flynn, GFC representative to the Senate, submitted a report on the October 3, 2012 Senate meeting. The report was included with the Agenda documents.
532.20 Report on the Board of Governors Meeting, October 12, 2012
Robert Thompson, GFC representative to the Board of Governors, submitted a report on the October 12, 2012 Board meeting. The report was included with the Agenda documents.
Other Business
There was no other business.
Adjournment
