Faculty Handbook

Faculty Handbook

Section 2 : Senate Bylaws


1. Composition of Senate

1.1 Members ex officio by Virtue of the Brock Act:
1.2 Members by Vote of Senate
1.3 Representatives of the Board of Trustees
1.4 Elected Representatives
1.5 Elected Student Representatives
1.6 Changes in Composition

2. Election of the Chancellor

2.1 Term of Office
2.2 Election
2.3 Chancellor Emeritus

3. Elected Representatives to Senate

3.1 Number and Term
3.2 Dates of Term
3.3 Eligibility
3.4 Election Procedure
3.5 Resignations/Vacancies

4. Senate Elections and Appointments to Senate

4.1 Appointed Members of Senate, without term
4.2 Term Appointments: Other University Officers to serve ex officio

5. Elected Student Representatives to Senate

5.1 Elected Undergraduate Student Representatives
5.2 Eligibility
5.3 Election Procedures
5.4 Resignations, Forfeitures, Replacements & Special Elections
5.5 Amendments
5.6 Elected Graduate Student Representatives
5.7 Eligibility
5.8 Election Procedures
5.9 Resignations, Forfeitures, Replacements & Special Elections
5.10 Amendments

6. Senate Officers

6.1 Chair and Vice-Chair
6.2 Secretary and Recording Secretary
6.3 Faculty Representatives on the Board of Trustees
6.4 Faculty of Education Advisory Committee

7. Meetings

7.1 Frequency, Agenda, Quorum
7.2 Debates and Divisions
7.3 Motions and Questions
7.4 Circulation of Agenda and Minutes
7.5 Open and Private Meetings

8. Communications from Senate

8.1 The Faculty Handbook (FHB)
8.2 Amendments to the Faculty Handbook

9. Committees

9.1 General
9.2 Student Representatives
9.3 Standing Committees
9.4 Planning, Priorities and Budget Advisory Committee
9.5 Governance Committee
9.6 Graduate Studies Committee
9.7 Information Technology and Infrastructure Committee
9.8 Teaching and Learning Policy Committee
9.9 Undergraduate Program Committee
9.10 Undergraduate Student Affairs Committee
9.11 Student Appeals Board
9.12 Research and Scholarship Policy Committee
9.13 Academic Review Committee

 

10. Membership of Senate and Senate Committees

10.1 The 2013-2014 Senate
10.2 Senate Officer and Committee Slate 2013-2014

11. Professor Emeritus

11.1 Eligibility
11.2 Privileges of Professors Emeriti/ae


Section II: Senate ByLaws

 

 


 

 

1. Composition of Senate

The Senate shall be composed as follows:

1.1 Members ex officio by Virtue of the Brock Act:

The Chancellor, the President and Vice-Chancellor, the Deans of all Faculties. (See also FHB II: 4.1)

[Brock Act: Article 12]

1.2 Members by Vote of Senate

Such other persons elected or appointed as the Senate determines (see FHB II: 4).

[Brock Act: Article 12]

1.3 Representatives of the Board of Trustees

Two lay members of the Board of Trustees (to be named by the Board), and the Chair of the Board.

[Senate 480, 539]

1.4 Elected Representatives

Such number of the full-time teaching staff (as defined by the Brock Act Subsection 1 (g)), and Professional Librarians, as shall always constitute a majority of Senate (see FHB II: 3).

[Brock Act: Section 12, Senate 529]

1.5 Elected Student Representatives

Six members of the Brock University Students' Union, elected by the Students' Union (see FHB II: 5) and two graduate students, elected by the Graduate Students' Association.

[Senate 432, 462]

1.6 Changes in Composition

Subject to Section 12 of the Brock Act, the Senate may alter its composition at any time.

Senate: Oct. 21, 1970
Board: Nov. 10, 1970

2. ELECTION OF THE CHANCELLOR

[For the statutory provisions concerning the election of the Chancellor, see FHB I: 2.]

2.1 Term of Office

The Chancellor shall be elected for a term of three years. Re-election is permissible. The term of office of the Chancellor shall normally begin on the first day of July and end on the thirtieth day of June.

2.2 Election

2.2.1

On or before the first day of April in the final year of the chancellor's term of office, or upon receiving notice of the resignation of the Chancellor, the Governance Committee of Senate shall make a recommendation at a meeting of Senate, in camera, on the election or re-election of a Chancellor. Before presenting its report, the Committee may call for suggestions from members of the University community. The report shall contain relevant biographical information concerning the nominee.

2.2.2

When a recommendation of Governance Committee has been approved by Senate, the President shall confirm that the nominated person is willing to stand. The President shall then consult with the Board of Trustees.

2.2.3

At its first meeting following this consultation with the Board of Trustees, Senate shall meet, in camera, to elect the Chancellor

[Senate 334]

2.3 Chancellor Emeritus

The honorary title of Chancellor Emeritus shall be offered to all former Chancellors of Brock University and bestowed upon acceptance.

[Senate 550]

3. ELECTED REPRESENTATIVES TO SENATE

3.1 Number and Term

There shall be thirty-six elected Senators, serving staggered three-year terms. A minimum of three full-time eligible members of the University shall be elected from each Faculty and a minimum of one full-time eligible member of the University shall be elected from the Library with the balance of members being elected from across the University at large. Should the minimum number not be reached after an extended nomination period, this requirement will be waived.  For such members, rotation should be considered normal, but re-election is permissible. One representative from the Full-time Teaching/Professional Librarian staff shall be added to Senate when an additional voting ex officio member of Senate is approved.(See also FHB II: 3.5)

[Senate 137, 177, 284, 299, 354, 358, 432, 462, 481, 488, 529, 561, 605, 614]

3.2 Dates of Term

The term of office for elected Senators shall begin on the day after Spring Convocation in the year of election and shall end on the last day of Spring Convocation three years later.

3.3 Eligibility

3.3.1 Eligibility to Serve

Any member of the Full-Time Teaching Staff (as defined by the Brock University Act Subsection 1(g)) including any Professional Librarian not on leave during the academic year shall be eligible to serve as an elected Senator during that academic year. No other person shall be so eligible, except as specified in 3.3.3. An elected representative to Senate who goes on leave during the period September to May, or who otherwise loses eligibility to serve, shall submit a resignation as specified in 3.5.1 or 3.5.2 below.

[Senate 159, 282, 306, 426, 506, 529, 532, 605]

3.3.2 Eligibility to Vote

Any member of the Full-Time Teaching Staff including any Professional Librarian, whether on leave or not at the time of election, shall be eligible to vote in the Senate election. No other person shall be so eligible, except as specified in 3.3.3.

[Senate 159, 282, 306, 426, 529, 605]

3.3.3 Reductions in Teaching Load

A full time member of the teaching staff, as defined in Section 1.g of the Brock Act, who receives a reduction in teaching or research load for any reason and who is otherwise eligible to vote, to stand for election, or to serve on Senate, shall remain so eligible.

[Senate 529, 605]

3.3.4 Ex officio members

No members who sit on Senate ex officio shall vote in the election of full-time teaching staff representatives.

[Senate 608]

3.4 Election Procedure

3.4.1 

The election of Full-Time Teaching Staff and Professional Librarians to Senate shall take place during the last week of March each year.

[Senate 529]

3.4.2

On or before the last day of February each year, Senate shall agree, on the recommendation of the Secretary of Senate, to the date on which the Senate election shall take place, and shall appoint, on the recommendation of the Governance Committee, two Senators who are not standing for election to serve as scrutineers for the election.  The Secretary of Senate shall oversee that election procedures are followed.  In the event of any dispute arising relating to the election, the Secretary of Senate shall refer the matter to a three member election sub-committee of the Governance Committee for resolution.  The election sub-committee shall be comprised of members not standing for election.

[Senate 299, 529, 603]

3.4.3

At least four weeks before the date of the election, the Secretary of Senate shall distribute an announcement of the election to each member of the electorate. This announcement shall include the following:

a) the date on which the election shall be held;

b) notice of the number of members to be elected and the term(s) for which members are to be elected;

c) an outline of the election procedures and timelines;

d) a list of all persons eligible to vote and/or stand as candidates in the election; and

e) notice of a five-day period during which corrections of the above list are to be submitted, in writing, to the Secretary of Senate for report to the Governance Committee

[Senate 137, 159, 299, 603]

3.4.4

Three weeks before the election the Secretary of Senate shall distribute, to each member of the electorate, a reminder of the election date and procedures together with any corrections to the list of persons eligible to vote and/or stand as candidates.

[Senate 137, 299]

3.4.5

a) Nomination papers, signed by at least four persons eligible to vote in the election, must be submitted to the Secretary of Senate no later than 4:30 p.m. two weeks before the election date. Every nomination must include a signature indicating that the nominee is willing to stand for election. An electronic signature is acceptable.  Nominations shall be date- and time-stamped on receipt by the Secretary of Senate.

b) Should the number of nominations received within the prescribed time be equal to or less than the number to be elected, those nominated shall be declared elected to Senate by acclamation. The Secretary of Senate shall post their names on the Senate website. Those acclaimed shall serve three-, two-, and one-year terms as available consistent with the order in which the nomination was received.

c) In the event that there are remaining seats to be filled, the Secretary of Senate shall distribute an announcement of those acclaimed and of an extension of the Senate election date and shall call for further nominations to the remaining seats to be submitted no later than 4:30 p.m. one week before the new election date.

d) Candidates may submit candidate statements with a maximum of 200 words, to be posted on the Senate website, to provide the electorate with information.  Candidate statements must be received by the Secretary of Senate no later than 4:30 p.m. two weeks before the election date.

[Senate 180, 299, 398, 603]

3.4.6

No less than seven days before the election, a secure electronic ballot, containing in alphabetical order the names of all nominees, shall be distributed to all voters. Each voter may vote for so many candidates as there are vacant seats. In the event of technical difficulties, scruitineers and the Secretary of Senate shall be responsible for overseeing electronic or paper backup processes.

                                                                                                                 [Senate 603]

3.4.7

The poll shall close at 4:30 p.m. on the date specified for the election. At the earliest convenient time following the close of the poll, the scrutineers shall count the ballots or observe the vote tallying in the presence of the Secretary of Senate, and make a declaration of the standing of the candidates to the Secretary of Senate who shall keep the declaration until after the next regular election. The candidates leading the poll shall be declared elected as follows: those candidates with the most votes shall be elected to a three-year term as available, and those next in order shall be elected a two-year term as available, and those in standing shall be elected to a one year term as available.  In the event of a tie for the last position, a scrutineer shall determine the winner by lot.

[Senate 294, 603]

3.4.8

The Secretary of Senate shall make a public declaration of the election results, including the number of votes cast for each candidate, at the earliest convenient date.

[Senate 294, 603]

3.5 Resignations/Vacancies

3.5.1 Resignations Effective on the Day of Spring Convocation

If an elected Senator submits, before the last day of February, his/her resignation from Senate, effective on the last day of the next Spring Convocation, the remainder of his/her term of office shall be filled in the regular election.

[Senate 159, 529, 603]

3.5.2 Resignations Effective at Another Time

In the event that an elected Senator resigns from Senate at any time between the date of the regular election and the next regular election, the Secretary of Senate shall inform Senate of the name of the person standing next in the poll to those elected at the last regular election, and Senate shall declare that person elected to Senate for the remainder of the current year in the term of the member who resigned. An election shall be held at the regular time to fill the remainder of the term.

[Senate 48, 529]

3.5.3 Vacancies

If an elected Senator should, prior to the expiration of his/her term of office, be appointed to a position which involves ex officio membership on Senate (see FHB II: 1.1 and 4.1), then his/her seat on Senate will be declared vacant (either as of the date of appointment or, if convenient to the individual concerned, as of Spring Convocation in the year of appointment) and filled in accordance with FHB II: 3.5.1 or 3.5.2 (as appropriate).

[Senate 354, 529]

3.5.4

Any Senator, upon failing to attend three (3) consecutive Senate meetings without written reason addressed to the Secretary of Senate, will be considered to have forfeited their position. The vacant position will be filled by the applicable procedures in II: 3.5.1. or 3.5.2 (as appropriate).

[Senate 608]

 

4. SENATE ELECTIONS AND APPOINTMENTS TO SENATE

4.1 Appointed Members of Senate, without term

Under the terms of Section 12(d) of the Brock Act, the following have been appointed ex officio Senate-appointed members of Senate:

Provost and Vice-President, Academic;
Vice-Provost and Associate Vice-President, Academic;
Vice-Provost, Teaching and Learning
Vice-Provost and Associate Vice-President, Student Services;
Vice-President, Research;
President of the Concordia Lutheran Theological Seminary;

University Librarian;

Registrar;
Chair, Board of Trustees;
Associate Vice-President, IT and Chief Information Officer;

Vice-President, Finance and Administration - BUSU

[Senate 284, 321, 354, 358, 430, Senate-Elect May 27/98, 481, 561, 615]

4.2 Term Appointments: Other University Officers to serve ex officio

For appointment procedures see 4.2.1, 4.2.2 and 4.2.3)

4.2.1

The Governance Committee of Senate shall bring forward recommendations for any appointments to Senate under Section 12 (d) of The Brock Act at least five days before the second meeting of Senate-Elect. (See 6.1 and 6.3.2).

[Senate 149, 284, 430]

4.2.2

Senate shall meet in camera to discuss the report of the Governance Committee and its nominations, if any.

4.2.3

Approval of appointment to Senate shall normally be by a show of hands. At the request of any member of Senate, however, voting in the Senate elections to Senate shall be by secret ballot. A two-thirds majority of those present and voting shall be required for approval of a Senate appointment to Senate.

[Senate 252, 430]

5. ELECTED STUDENT REPRESENTATIVES TO SENATE

5.1 Elected Undergraduate Student Representatives

[Senate 437]

5.1.1 General

5.1.2 There shall be six undergraduate student members of Senate.

[Senate 462]

5.1.3

Three undergraduate student members shall be elected annually in the spring term in accordance with the election procedures outlined below, for a term of two years, beginning the day following Spring Convocation in the year of their election and ending on the last day of Spring Convocation two years later.

5.2 Eligibility

5.2.1 Eligibility to Stand for Election

Any person who is, at the time of the election, an undergraduate student at Brock University and a member of the Brock University Students' Union, and who may possibly be eligible to serve (see 5.2.2 below), may stand for election as an undergraduate student member of Senate. No other person may stand for election.

5.2.2 Eligibility to Serve

Any elected undergraduate student at Brock University who has completed at least four credits and who has attained a cumulative grade average of at least 60% at the time of assuming office, as confirmed by the Registrar, shall be an undergraduate student representative on Senate. No other person shall be so eligible. A student representative on Senate must retain part-time or full-time student status during his/her term of office.

[Senate 139, 462, 442]

5.3 Election Procedures

5.3.1

The election of undergraduate student members of Senate shall be held no later than March 31st.

[Senate 545]

5.3.2

Members of the Brock University Students' Union shall constitute the electorate.

5.3.3

The conduct of the election shall be the responsibility of the Chief Returning Officer of the Students' Union. The Chief Returning Officer shall not be eligible for the office of Undergraduate Student Representative to Senate.

5.3.4

On or before January 31st each year, the Secretary of Senate shall notify, in writing, the Vice-President University Affairs, Speaker and Chief Returning Officer of the Students' Union of the number of undergraduate student members to be elected and of the term each is to serve. The Secretary of Senate shall also provide the following information:

a) the provisions of the Brock Act and the regulations of Senate that describe the composition and duties of Senate; and

b) the qualifications for undergraduate student members of Senate and the procedure by which they shall be elected.

[Senate 545]

5.3.5

The Chief Returning Officer shall inform the electorate, in an advertisement in the official student newspaper in two consecutive issues, and by posted notices, of the following:

i) the provisions of the Brock Act and the regulations of Senate that describe the composition and duties of Senate; and

ii) the qualifications for undergraduate student members of Senate and the procedure by which they shall be elected.

iii) the number of undergraduate student members to be elected, and the terms for which they are to serve;

iv) the date by which nominations are to be submitted;

v) the date on which elections are to be held;

vi) the name of the Chief Returning Officer to whom nomination papers are to be delivered; and

vii) the composition of the electorate.

[Senate 545]

5.3.6

Nomination papers, signed by twenty-five members of the Brock University Students' Union, shall be received by the Chief Returning Officer in accordance with BUSU Elections legislation. Nomination papers must state that the person nominated has been approached and is willing to stand for election.

[Senate 108, 321, 545]

5.3.7

If there are contested positions of different terms, the candidate receiving the greatest number of votes shall be elected, if so eligible, for the longest unexpired term, et seq.

5.3.8

The Chief Returning Officer shall submit the names of all nominees in writing to the Registrar who shall enquire into the academic qualifications of each nominee to determine whether the nominee fulfils the eligibility requirements (5.2.1 above). The Registrar shall inform the Chief Returning Officer and the Secretary of Senate, in writing, which nominees are, and which nominees are not, eligible for election on the basis of these criteria.

[Senate 159, 426]

5.3.9

At least ten days before the date of election, the Chief Returning Officer shall inform BUSAC of the names of the candidates certified by the Office of the Registrar as eligible for election, and the names of those deemed ineligible for election. Should a simple majority of BUSAC wish to see the data on which the decision was based, the Chief Returning Officer shall report this request to the Office of the Registrar, which shall supply the relevant data (with the consent of the student(s) concerned). This data shall be considered by BUSAC in camera.

5.3.10

At least seven days before the date of election, the Chief Returning Officer shall make public a list of eligible candidates for the information of the electorate.

5.3.11

The Chief Returning Officer has the authority to make provisions for meetings at which candidates may address the electorate and shall furthermore have the authority to determine the conduct of such meetings. Campaigning by candidates shall follow the regulations established by the Chief Returning Officer. It shall be the responsibility of the Chief Returning Officer to inform the candidates of such regulations.

[Senate 545]

5.3.12

The ballots shall be counted by the Chief Returning Officer and assistants appointed by the Chief Returning Officer. Each candidate shall have the right to nominate two scrutineers to be present when the ballots are counted.

5.3.13

The candidate(s) heading the poll(s) shall be elected to Senate.

5.3.14

If there is a tie vote, a special tie-breaking election shall be held not less than three nor more than five days following the regular election, the date to be chosen by the Chief Returning Officer with the approval of the Speaker of BUSAC.

[Senate 545]

5.3.15

The Chief Returning Officer shall report immediately, to the Secretary of Senate, the name(s) of the member(s) elected and shall make a public declaration of the names of the elected candidate(s).

[Senate 108, 321]

5.4 Resignations, Forfeitures, Replacements & Special Elections

5.4.1

An undergraduate student member or an undergraduate student member-elect of Senate, who wishes to resign a seat, shall submit a resignation, in writing, to the Secretary of Senate, noting the date on which the resignation is to take effect. As soon as Senate has accepted the resignation, the Secretary of Senate shall inform the Vice-President University Affairs of BUSAC and Chief Returning Officer of BUSU of the resignation.

[Senate 108, 321, 545]

5.4.2

In the event of the resignation or forfeiture by an undergraduate student member of Senate or an undergraduate student member-elect of Senate, BUSAC shall appoint a replacement until such time as an election can conveniently be held, following the applicable procedure of 5.3 above, or until the next regular election.

[Senate 108, 545]

5.4.3

BUSAC shall have the right to nominate a replacement for any undergraduate student members of Senate who report to the Vice President University Affairs of BUSAC that they will not attend meetings of Senate held during the summer term. Such replacements, up to a maximum of two, shall serve only during the time in the summer term in which the incumbent is absent.

[Senate 108, 545]

5.4.4

Any Senator, upon failing to attend three (3) consecutive Senate meetings without written reason addressed to the Secretary of Senate, will be considered to have forfeited their position. The vacant position will be filled by the applicable procedures in 5.4.2.

[Senate 398]

5.4.5

Any member of a Senate Committee, upon failing to attend three(3) consecutive Senate Committee meetings without written reason addressed to the Secretary of the Committee, will be deemed to have forfeited his/her position, and the vacant position will be filled forthwith.

[Senate 608]  

5.5 Amendments

5.5.1

Any amendments to these regulations (i.e., FHB II: 5.1 to 5.4) shall be made in consultation with BUSAC.

[Senate 108]

5.6 Elected Graduate Student Representatives

5.6.1 General

There shall be two graduate student members of Senate, to be elected annually in the spring term in accordance with the election procedures outlined below, for a term of one year beginning the day following Spring Convocation in the year of his/her election and ending on the last day of Spring Convocation one year later.

[Senate 462]

5.7 Eligibility

5.7.1 Eligibility to Stand for Election

Any person who is, at the time of the election, a student in a graduate program at Brock University and a member of the Graduate Student Association, and who is eligible to serve (see 5.7.2 below), may stand for election as a graduate student member of Senate.

5.7.2 Eligibility to Serve

Any graduate student at Brock University, as confirmed by the Graduate Studies Office, shall be eligible to assume office as a graduate student representative on Senate. A graduate student representative on Senate must be a member of the Graduate Student Association and retain part-time or full-time student status within a graduate program at Brock University during his/her term of office.

[Senate 460]

5.8 Election Procedures

5.8.1

The election of graduate student members of Senate shall be held no later than April 15th.

5.8.2

Members of the Graduate Student Association shall constitute the electorate.

5.8.3

The conduct of the election shall be the responsibility of the Election Co-ordinator of the Graduate Student Association. The Election Co-ordinator shall not be eligible for the office of Graduate Student Representative to Senate.

5.8.4

On or before January 10th each year, the Secretary of Senate shall provide, in writing, the President of the Graduate Student Association with a copy of the provisions of the Brock Act and the regulations of Senate that describe the composition and duties of Senate.

5.8.5

At least four weeks before the date of the election, the Election Co-Ordinator shall inform the electorate, in writing, of the following:

i) the provisions of the Brock Act and the regulations of Senate that describe the composition and duties of Senate; and

ii) the qualifications for graduate student members of Senate and the procedure by which they shall be elected.

iii) an outline of the election dates and procedures;

iv) the name of the Election Co-Ordinator to whom nomination papers are to be delivered; and

v) the composition of the electorate.

5.8.6

Nomination papers, signed by three members of the Graduate Student Association, shall be received by the Election Co-Ordinator no later than 4:30 p.m. two weeks before the election date. Nomination papers must state that the person nominated has been approached and is willing to stand for election.

5.8.7

The Election Co-Ordinator shall submit the names of all nominees in writing to the Graduate Studies Office, which shall determine whether the nominees fulfil the eligibility requirements (5.7.1 above) and shall inform the Election Co-Ordinator and the Secretary of Senate, in writing, which nominees are eligible for election on the basis of the criteria.

5.8.8

At least seven days before the date of election, the Election Co-Ordinator shall make public a list containing, in alphabetical order, the names of all eligible candidates for the information of the electorate.

5.8.9

The poll shall close at the date and time specified for the election. The ballots shall be counted by the Election Co-Ordinator and assistants appointed by the Graduate Student Association Executive.

5.8.10

The candidate(s) heading the poll shall be elected to Senate.

5.8.11

If there is a tie vote, a special tie-breaking election shall be held not less than three nor more than five days following the regular election, the date to be chosen by the Election Co-Ordinator with the approval of the Executive of the Graduate Student Association.

5.8.12

The Election Co-Ordinator shall report immediately, in writing, to the Secretary of Senate, the names of the members elected and shall make a public declaration of the names of the elected candidates.

5.8.13

In the event that there are not sufficient graduate students nominated or willing to stand for election to the two graduate student positions on Senate, the Graduate Students' Association, through its Executive Committee, shall appoint the number of graduate students required to fill the vacancies until such time as an election can conveniently be held.

[Senate 480]

5.9 Resignations, Forfeitures, Replacements & Special Elections

5.9.1

A graduate student member or a graduate student member-elect of Senate, who wishes to resign a seat, shall submit a resignation, in writing, to the Secretary of Senate and to the Election Co-Ordinator, noting the date on which the resignation is to take effect.

[Senate 108, 321]

5.9.2

In the event of the resignation or forfeiture by a graduate student member of Senate or a graduate student member-elect of Senate, the Election Co-Ordinator shall inform the Secretary of Senate, in writing, of the name of the person standing next in the poll at the last regular election who shall be declared elected to Senate for the remainder of the current year. In the event that there was no-one standing next in the poll, the Graduate Student Association shall appoint a replacement pursuant to 5.8.13.

[Senate 480]

5.9.3

The Graduate Student Association shall have the right to nominate a replacement for any graduate student member of Senate who reports to the President of the Graduate Student Association that he/she will not attend meetings of Senate held during the summer term. Such replacement shall serve only during the time in the summer term in which the incumbent is absent.

5.9.4

Any Senator, upon failing to attend three (3) consecutive Senate meetings without written reason addressed to the Secretary of Senate, will be considered to have forfeited their position. The vacant position will be filled by the applicable procedures in 5.9.2.

5.10 Amendments

5.10.1

Any amendments to these regulations (FHB II: 5.6 to 5.10) shall be made in consultation with the Graduate Students' Association.

[Senate 437, 480]

6. SENATE OFFICERS

6.1 Chair and Vice-Chair

Each year, as soon as the Senate has received the results of the elections, the Chair of the current Senate shall convene and chair a meeting of the Senate-Elect (ex officio members, continuing members and newly-elected members). The Senate-Elect shall appoint a Governance Committee of Senate-Elect to nominate a Chair, a Vice-Chair, members of standing committees and sub-committees, faculty representatives to the Board of Trustees (see 6.3 below) and Senate appointments to Senate for the coming year. The Senate-Elect shall also meet again before Spring Convocation to consider the report of its Governance Committee and to elect a Chair and a Vice-Chair for the coming year. The terms of the Chair and Vice-Chair shall run from the day following Spring Convocation to the last day of the next Spring Convocation. In the absence of the Chair and the Vice-Chair of Senate for a Senate meeting or for a Convocation ceremony, the Chair of the Senate Governance Committee shall take the position of the Chair of Senate for that occasion.

[Senate 282, 326, 426, 528, 532]

6.1.1

For the beginning of the academic year, each Committee Chair, Vice-Chair and Secretary shall meet to develop a critical path that outlines key issues and timelines for the Committe3e for the coming year and to establish an annual meeting schedule. They shall also meet prior to each meeting to set the agenda under the approval of the Committee Chair. The Committee Chair is also responsible for the approval of reports to Senate which will be drafted in consultation with the Committee Secretary. The Committee's Annual Report will be drafted by the Chair and reviewed by the Committee prior to its presentation to Senate.

Senate 547

6.1.2

The Governance Committee will meet with the Committee Chairs, Vice-Chairs and Secretaries at least three times during the academic year. The Chair of the Governance Committee is responsible for calling each meeting and setting the agenda in consultation with Committee Chairs.

Senate 547

6.2 Secretary and Recording Secretary

6.2.1

A verbatim transcript of all Senate proceedings shall be kept by a recording secretary and/or a tape machine and retained for a period of at least twelve months.

6.2.2

There shall be a Secretary of Senate whose duties shall be as follows:

a) to issue notice of Senate meetings, prepare the agenda for meetings and to distribute all relevant documentation for meetings to members of Senate and others, according to the regulations of Senate;

b) to prepare the minutes of Senate meetings and distribute them according to the regulations of Senate;

c) to receive and reply to communications addressed to Senate, and to make known the decisions of Senate to particular individuals concerned, as Senate shall direct;

d) to arrange for appropriate physical and social amenities for Senate meetings;

e) to maintain accurate and complete records of Senate proceedings;

f) to conduct the election of Full-Time Teaching Staff and Professional Librarians to Senate (see FHB II: 3) and to oversee the appointment of student representatives to Senate committees (see FHB II: 9.2.5);

g) to prepare and post on the University Secretariat web site the Faculty Handbook, in consultation with the Governance Committee and with the approval of Senate;

h) to provide for the posting of agenda of Senate meetings (as per 7.4.1 below); and

i) to perform such other duties as Senate shall from time to time direct.

[Senate 48, 130, 282, 547]

6.2.3

There shall be a Recording Secretary of Senate whose primary responsibility shall be to the Secretary of Senate for the performance of those duties outlined above (6.2.2) and such other duties as may from time to time be assigned.

[Senate 130]

6.3 Faculty Representatives on the Board of Trustees

6.3.1

Two members of faculty shall serve on the Board of Trustees for staggered three-year terms, along with the Chair of Senate. The Senate is responsible for electing these representatives. Candidates will be nominated by the Governance Committee of Senate.

[Senate 194, 426, 528]

6.3.2

The Governance Committee shall circulate its nominations to members of Senate-Elect at least five days before the second meeting of Senate-Elect (see 6.1 above). The Governance Committee shall report to the second meeting of Senate-Elect any additional nominations received from members of Senate-Elect. Such additional nominations must specify the term of office for which the individual is being nominated

[Senate 289, 426]

6.3.3

Senate-Elect shall then vote by ballot to elect from all nominees the faculty representatives to the Board of Trustees.

[Senate 104, 143, 151, 219]

6.4 Faculty of Education Advisory Committee

6.4.1

Under the terms of the agreement between the University and the Ministries of Education and Colleges and Universities concerning the Faculty of Education, an Advisory Committee was established to "advise and make recommendations through the Dean of the [Faculty] to the Senate of the University and to the Education Minister and the Universities Minister on any matters pertaining to the professional education and instruction of teachers". The composition of the Committee is as follows:

a) The Dean of the [Faculty] ex officio;

b) Two members (one Regional, one Central Office) appointed by the Minister of Education;

c) One member appointed by the Minister of Colleges and Universities;

d) Four members appointed by the Senate of the University;

e) Three members appointed by the Ontario Teachers' Federation;

f) One member appointed by the Ontario Association of Education Administrative Officials; and

g) One member appointed by the Ontario Catholic Supervisory Officers' Association.

The members appointed under clauses b, c and d are to be appointed for a term of three years.

6.4.2

The Governance Committee of Senate-Elect shall bring forward nominations for Senate representatives on the Advisory Committee at the same time, and using the same process, as it brings forward nominations for members of standing committees and sub-committees of Senate (see FHB II: 6.1 and 9.14).

[Senate 352]

7. MEETINGS

7.1 Frequency, Agenda, Quorum

7.1.1 Regular Meetings

A. Regular meetings shall normally take place monthly. Meetings shall normally begin at 3:00 p.m. and end no later than two hours later. Meetings may continue past the two-hour limit only after a motion to do so is passed by a two-thirds majority of those present and voting.

B. A schedule of regular Senate meetings for the term shall be provided in advance to all Senators and posted on the University Secretariat web site.

C. The University Timetabler shall be instructed to assign some priority to ensuring that the University timetable permits attendance by all Senators at Senate meetings.

D. Meetings outside term (i.e., June to August) shall take place at the call of the Chair.

E. The Chair and Vice-Chair of Senate shall consult with members of Senate, as appropriate, in making decisions on routine matters over the summer months on the understanding that any action would be presented to Senate at its next meeting and could be rescinded by Senate.

F. Members of the Governance Committee shall act as the Executive Committee of Senate over the summer months to consider non-routine matters.  A quorum for the Executive Committee shall be six members with a majority of elected Senators and not less than two ex officio members present in order to conduct business on the understanding that any action would be presented to Senate at its next meeting and could be rescinded by Senate.

[Senate 272, 299, 426, 547, 566]

7.1.2 Special Meetings

Special meetings may (and on the request of at least five members of Senate, shall) be called by the Chair at any time.

[Senate 321]

7.1.3 Five-Day Rule

Copies of the agenda and all papers to be submitted to a meeting, or notice of cancellation of the meeting, shall be sent to all members of Senate at least five days in advance of each regularly scheduled meeting. Permission to introduce, at a Senate meeting, items for information not circulated to members five days in advance of the meeting, must receive the consent of a two-thirds majority of all members present and voting: items for action must receive the consent of all members present and voting.

[Senate 321, 592]

7.1.4 Notice of Special Meetings

Notice of each special meeting, accompanied by copies of the agenda and of all papers to be submitted at the meeting, shall be sent to members of Senate at least twenty-four hours in advance.

7.1.5 Order of Business

The following shall normally be the order of business at regular meetings (the order of business may, however, be determined by the Chair and varied only by a two-thirds vote):

a) minutes of the last regular meeting and of any intervening special meetings;

b) business arising out of the minutes;

c) communications, each item to be disposed of as read;

d) report of the Chair of Senate;

e) report of the President and Vice-Chancellor;

f) report of the Provost and Vice-President, Academic;

g) report  of the Vice-President, Research

h) report of the Academic Colleague on meetings of the Council of Ontario Universities;

i) report of actions of the Board of Trustees;

j) unfinished business from the last meeting;

k) reports of standing committees;

l) reports of special committees;

m) new business.

[Senate 282, 299, 593]

7.1.6 Quorum

A. A quorum at meetings held during September to May shall be half of the members.

B. A quorum at meetings held during June to August shall be seven members, and at no such meeting shall a question of new general policy be decided unless a quorum of members as required for a meeting held during September to May is present.

[Senate 103, 282]

7.1.7 Setting of the Agenda

The Chair of Senate will work with the Secretary of Senate to: set the agenda and review agenda materials; review motions and their supporting documentation for completeness; forward business directly to the appropriate committee, without waiting for a referral from Senate.

[Senate 141]

7.2 Debates and Divisions

7.2.1

The conduct of meetings shall be decided by the Chair, who shall be guided by Robert's Rules of Order except for such matters on which these bylaws lay down procedure.

[Senate 282]

7.2.2

Points of order shall be decided by the Chair, subject to an appeal, without debate, to the Senate.

7.2.3

Apart from the mover of a substantive motion, who may reply, no member may speak more than once to a question, unless in explanation of something the member has said.

7.2.4

No member may speak for more than ten minutes to any question except with the leave of Senate. The Secretary of Senate shall be responsible for keeping account of the length of time a person has spoken

7.2.5

The Chair may take part in any debate, but before doing so the Chair shall leave the chair and appoint some other member to occupy the chair until the Chair has spoken.

7.2.6

The Chair shall similarly vacate the Chair when presenting a report.

7.2.7

The Chair may vote on any question.

7.2.8

Except as otherwise provided in these rules, questions shall be decided by a simple majority of members present and voting. Questions on which voting is equally divided shall be deemed to have failed to pass.

7.2.9

The Chair shall declare the result of each vote and in all questions, except a motion of adjournment, any member may require the "yeas" and "nays" to be recorded.

7.3 Motions and Questions

7.3.1

When a motion is seconded it shall be read to Senate by the Secretary before being debated. All reports from Committees shall be phrased in such a way that when action is expected by Senate substantive material shall be in the form of a motion which Senate can immediately debate.

7.3.2

When a motion is under debate, no motion shall be received by the Chair except the following, in the order of precedence laid out below:

a) questions of privilege (as defined in Robert's Rules of Order);

b) to adjourn the meeting

c) to lay on the table

d) to close debate(a motion to call the question is non-debatable);

e) to limit or extend debate

f) to postpone to a definite time;

g) to refer

h) to amend the amendment

i) to amend

[Senate 194, 282, 307]

7.3.3

Questions of privilege must immediately be ruled upon (i.e., recognized by the Chair and, when allowed, are not debatable and must be voted on immediately (however, a motion that has been admitted as a question of privilege is debatable and can be amended).

7.3.4

Except in the context of a question or privilege, a motion to adjourn a meeting shall always be in order, but no member making such a motion may speak to it for more than five minutes. A second motion to adjourn may not be moved until after some further business has been transacted.

[Senate 282, 307]

7.4 Circulation of Agenda and Minutes

7.4.1.

The agenda and materials for Senate meetings (with exception of confidential materials) shall be posted on the University Secretariat web site prior to each meeting and as outlined in FHB II: 7.1.3. The agenda and materials for Committee meetings (with exception of confidential materials) shall be distributed electronically.

[Senate 143, 282, 442, 547]

7.4.2

A copy of all Senate documents and minutes, together with appendices, shall be posted on the University Secretariat web site. Previously archived materials, which are not posted, are available in the Secretariat Office and placed with the University Librarian, who shall make these documents available for inspection to members of the University community.

[Senate 137, 442, 547]

7.4.3

Circulation of the materials referred to in 7.4.1 and 7.4.2 (with the exception of confidential materials) and of materials to Senate Committees will be distributed electronically as appropriate.

[Senate 432, 547]

7.5 Open and Private Meetings

7.5.1

Meetings of Senate shall normally be open. Non-members of Senate shall be free to attend meetings of Senate, subject to seating limitations.

[Senate 130, 157]

7.5.2

The following subjects shall be considered by Senate in camera:

a) the election of the Chancellor;

b) candidates for Honorary degrees;

c) candidates for scholarships, awards and other honours;

d) reports concerning bursary recipients;

In addition, Senate may at any time decide by a majority vote of those present and voting that the whole of a meeting, or any part of a meeting, be held in camera.

[Senate 426]

7.5.3

At the conclusion of a private meeting or the private part of a meeting the Chair will secure the approval of Senate for the issuance of a report discussed in camera, or for the announcement of a decision made in camera, or for a statement of conclusions reached in camera, whichever is appropriate. The public announcement will be made following the meeting or when Senate resumes its public session, whichever is appropriate.

7.5.4

Documents to be presented at meetings of Senate, except those mentioned in 7.5.2 above, shall normally be regarded as public, and shall be available for reading and consultation in the office of the Secretary of Senate and in the University Library. Notwithstanding this provision, the Chair and Secretary of Senate may declare a document confidential. Such a confidential document shall be made available in advance only to members of Senate, and shall be discussed in camera, if Senate so decides, subject only to the limitation in 7.5.3 above.

[Senate 49, 143]

8. COMMUNICATIONS FROM SENATE

8.1 The Faculty Handbook (FHB)

8.1.1

The Faculty Handbook shall be made available on the University Secretariat web site. This will constitute the official version of the Faculty Handbook.

[Senate 143, 144, 282, 426, 547]

8.1.2

The Faculty Handbook shall contain information on the terms of reference, composition, membership and relevant policy statements of governing bodies in the University; on the terms of reference, composition and membership of standing and special committees of those governing bodies; on the powers of the chief officers of the University; on the terms of reference, composition and membership of committees appointed by such officers; together with current academic regulations as approved by Senate.

8.2 Amendments to the Faculty Handbook

8.2.1

Amendments to the Faculty Handbook shall be recorded on the official version located on the University Secretariat web site. The Office of the University Secretariat will communicate amendments to the Faculty Handbook in Brock News and to non-academic departments as required and to Decanal Administrative Assistants who will share the information with their respective faculty and staff.

[Senate 198. 549]

8.2.2

Each section of the Faculty Handbook is assigned to an appropriate Senate committee, which is responsible for ensuring that:

a) all amendments are appropriately written and properly placed; and

b) the section accurately reflects current policy and practice as approved by Senate.

[Senate 198]

8.2.3

Any Senate standing or ad hoc committee, or any individual Senator, may propose changes to any section of the Faculty Handbook. Such changes must, however, be considered by the appropriate designated committee prior to approval by Senate. Only designated committees may propose to Senate formal, specific amendments to appropriate section(s).

[Senate 198]

8.2.4

Faculty Handbook sections are assigned to Senate committees as follows:

a) Governance Committee - Section II; advise on Section I

b) Graduate Studies Committee - Section III: 14 and 21 (as required)

c) Information Technology and Infrastructure Committee - Section III: 16

d) Undergraduate Program Committee - Section III: 1, 3.1.1; 3.1.2; 4-7, 9-13, 17, 18 and 21 as required

e) Undergraduate Student Affairs Committee - Section III: 1, 2, 3.1.3; 3.1.4; 15, and 19

f) Research and Scholarship Policy Committee - Section III: 8, 22, 23, 24 and 25

g) Academic Review: Section III: 20

[Senate 198, 232, 321, 376, 516, 549]

9. COMMITTEES

9.1 General

Meetings of committees shall normally be scheduled so as not to conflict with members' regular class commitments.

[Senate 307]

9.1.1 Quorum

A quorum for a Senate committee shall be one-half of its membership. A committee may proceed with its agenda with only 30% in attendance provided that the agenda has been circulated in accordance with FHB II: 9.1.6 A and its decisions will be ratified at a later full-quorum meeting in advance of being forwarded to Senate.

[Senate 282, 307]

9.1.2 Term

A. Where possible, members of standing committees and sub-committees shall serve for a term of three years unless otherwise specified and may be reappointed. A Vice-Chair may, but does not necessarily, succeed to the chair at the completion of that term as Vice-Chair. A term of service shall begin on the day following Spring Convocation and end on the last day of the next Spring Convocation.

B. It is the responsibility of the Chair of a standing committee to convey documentation to his/her successor after the committee's term of office has expired. The Chair of an ad hoc committee shall convey all documentation to the Secretary of Senate after the committee has been discharged.

C. Members of special committees shall normally serve until the committee is discharged.

[Senate 130, 282, 307, 321, 376. 449, 515]

9.1.3 Non-Elected Members

The President and Vice-Chancellor or the Provost and Vice-President, Academic; the Chair or Vice-Chair of Senate; and two designated Academic Deans, unless otherwise specified, shall be ex officio members of all Senate committees. Other persons may be designated ex officio members of Senate committees (see individual Committee compositions). Non-decanal faculty members shall constitute at least a voting majority of each Senate committee. The Committee Chairs are empowered to co-opt non-voting members, subject to the agreement of the Committee. Such additions must be reported to Senate.

It is recognized that it is not practical for the Chair or Vice-Chair of Senate to attend all Committee meetings and that they will, rather, keep a watching brief of Committee Agenda with a view to attending those meetings that they, in consultation with the Committee Chair, deem necessary.

[Senate 130, 283, 307, 321, 358, 376, 456, 462]

9.1.4 Powers

Each Senate committee shall have the power to create special sub-committees, provided that Senate is informed of the terms of reference and membership of these sub-committees.

9.1.5 Reports

A. Each committee shall report to Senate through its Chair or designate.

B. In order to facilitate reference to documents for Senate, these documents shall, when applicable:

i) give, on the front page, the date of the document, the names of the committee or individual from which or from whom it originates and a reference to its subject matter;

ii) be addressed to the Secretary of Senate; and

iii) have all pages and sections numbered.

C. Documents intended for Senate consideration must be submitted to the Secretary of Senate at least seven days in advance of a Senate meeting in order to allow for duplication and distribution (see the "Five Day Rule", FHB II: 7.1.3).

[Senate 282, 321]

9.1.6 Meetings

A. Meetings of Committees of Senate, with the exception of the Student Appeals Board, shall normally be open to all members of the University community and any member of the University community shall be permitted to address the Committee. The Chair of each committee shall ensure that agenda of meetings are sent, at least three calendar days in advance of the meeting, to all Committee members and the Secretary of Senate.

[Senate 620]

B. The items identified in FHB II: 7.5.2 above shall be considered in camera by the appropriate Committee. In addition, each Committee may at any time decide, by a majority vote of those present and voting, that the whole of a meeting or any part of a meeting be held in camera. In camera meetings may not be conducted by e-mail.

C. Documents presented at meetings of Committees, except those containing subjects referred to in 9.l.6.B above, shall normally be available to all members of the University community for reading and consultation in the office of the appropriate Committee secretary. Notwithstanding this provision, the Committees may, after a vote, declare certain documents confidential and such documents shall be discussed only in camera.

D. Each Committee shall have a recording secretary. The secretary shall be responsible for the production of minutes for all Committee meetings. Minutes shall be distributed to all Committee members, the Chair of Senate, and the Secretary of the University where the minutes will be archived on the University Secretariat web site. Minutes shall normally be distributed within five days of a Committee meeting. Minutes of meetings shall focus on the action taken and a reference to the supporting materials.

E. Each Committee shall have a Vice-Chair. The Vice-Chair will conduct Committee meetings in the absence of the Chair.

[Senate 61, 289, 321, 411, 418, 426, 547]

F. E-mail voting is not a preferred practice and should not replace the deliberative benefits of face to face meetings. In extenuating circumstances, however, email voting may be used to conduct the business of senate committees, except as outlined in 9.1.6b.

G. E-mail votes may only be considered if the motion to be considered is time sensitive and the committee is unable to meet to consider the matter in a timely fashion and/or establish quorum. Email votes may not be used for motions that require secret ballots.

H. In the event that a Chair of a committee wishes to initiate a process of e-mail voting on a motion, she/he shall adhere to the following process:

a) The Chair shall write to members of the committee with the text of the motion and any supporting materials to determine whether or not there is sufficient support for conducting an e-mail vote.
b) If at least 75 percent of the members of the committee indicate, in writing within 48 hours, that an e-mail vote is acceptable, the chair shall notify members of the committee that e-mail voting shall proceed. The first two members of the committee who respond in the affirmative shall be deemed to be the mover and seconder of the motion.
c) If the criteria outlined in 9.1.6Hb) are not met, an e-mail vote shall not be permitted.
d) Committee members shall then have 48 hours to vote on the motion.
e) Once every member of the committee has voted by e-mail, or after 48 hours have passed, the chair shall disclose the vote totals to the entire committee via e-mail and declare the motion carried or defeated.

I. The results of any voting conducted via e-mail shall be recorded in the minutes at the next meeting of the committee along with the wording of the motion.

                                                                                                                                    Senate 606


9.2 Student Representatives

9.2.1 Identification of Student Members

One or more members of the student body (either student representatives on Senate or students at large) shall be invited to serve on all standing Committees and, normally, on all special Committees and sub-Committees of Senate. The Governance Committee shall offer first choice of available positions to student representatives on Senate. If the regular student member of a Committee cannot attend a meeting of a Committee, a Student Senator may attend in his/her place.

[Senate 225, 321, 376]

9.2.2 Terms of Office

The terms of office of student representatives shall be the same as those of other members (see 9.1.2 above), except that on Committees that have two student representatives the terms shall normally be for two years and shall be staggered.

9.2.3 Eligibility

The only qualification for eligibility shall be that the student selected should be able and likely to serve a full term.

9.2.4 Representation

When there are two student representatives on a Committee, normally they shall be from different Faculties of the University.

[Senate 321]

9.2.5 Procedures

After the election of student representatives to Senate (see FHB II: 5.3.1), the Secretary of Senate shall ascertain from the Student Senators-designate, the Committees/sub-Committees on which they wish to serve in the coming year. Subsequently, the Secretary of Senate shall notify the Chairperson of the Student Selection Committee of BUSU of the positions open for student representatives at large on Senate Committees and sub-Committees. The Student Selection Committee shall solicit applications for the vacant positions and make appropriate recommendations to the Governance Committee of Senate/Senate-Elect.

[Senate 225, 321]

9.3 Standing Committees

The following shall be the standing Committees and sub-Committees of Senate

Planning, Priorities and Budget Advisory Committee

Governance Committee

Graduate Studies Committee

Information Technology and Infrastructure Committee

Teaching and Learning Policy Committee

Research and Scholarship Policy Committee

Undergraduate Program Committee

Undergraduate Student Affairs Committee

Student Appeals Board

9.4 Planning, Priorities and Budget Advisory Committee

9.4.1 Terms of Reference

The Planning, Priorities and Budget Advisory Committee is responsible for the review of all policies, budgets, and plans under its purview, including the operating budget, strategic plans, and prioritization processes.  The Committee shall make recommendations to Senate regarding Senate's participation in the development, implementation, and monitoring of these budgets, plans and processess.  Consistent with the Brock Act, the Committee undertakes the responsibility to advise Senate regarding advice to the Board of Trustees in respect to the consistency of these budgets, policies, plans, and prioritization processes with academic policy, as well as their consonance with the goals of the University. The Senate Planning, Priorities and Budget Advisory Committee advises Senate regarding the following:

a) the principles of allocation of the University budget and determination of strategic objectives and prioritization processes;

b) the academic and fiscal priorities of the University;

c) the academic and fiscal challenges of the University;

d) the budget system and strategic planning processes, and any proposed changes in the budget system and strategic planning processes of the University;

e) matters requiring institutional advocacy; and

f) any other matters referred to it by the Senate or Senate Governance Committee

The Committee shall be responsible for establishing the membership of the following: (a) A Budget Advisory Subcommittee and (b) a Planning and Priorities Subcommittee.

The Chair and Vice-Chair of the Planning, Priorities and Budget Advisory Committee shall be the Chair of the sub-committees.

Regular meetings of the Planning, Priorities and Budget Advisory Committee shall be held throughout the year at the call of the Chair or on the request of five members of the Committee.

Senate 612

9.4.2 Composition

a) The Chair or Vice-Chair of Senate shall annually convene the inaugural meeting of the Planning, Priorities and Budget Advisory Committee in June of each year, following Spring Convocation, and oversee the election of the Committee Chair and Vice-Chair.

b) The composition shall normally be the Chair or Vice-Chair of (1) Governance; (2) Undergraduate Student Affairs; (3) Teaching and Learning Policy; (4) Research and Scholarship Policy; (5) Undergraduate Program; (6) Graduate Studies; (7) Information Technology and Infrastructure Committees, one of whom shall serve as Chair and one as Vice-Chair; where possible, all Faculties shall be represented.

b) one undergraduate student, and one graduate student;

ex officio

c) the Chair or Vice-Chair of Senate;

d) the President or Provost and Vice President, Academic;

e) two Faculty Deans; and

f) a BUFA Observer (non-voting).

Institutional Resourcing: The Offices of the Vice-Presidents and Associate Vice-Presidents; the Office of Institutional Analysis.

Senate 556, 557, 612

9.5 Governance Committee

9.5.1 Terms of Reference

The Senate Governance Committee attends to all matters related directly to the welfare, constitution and conduct of Senate.

The Senate Governance Committee:

a) acts, in consultation if possible, on time-sensitive items which may arise between Convocation and the beginning of the Fall Term, subject to FHB II: 7.1.1 E and F;

b) provides Senate leadership in identifying policy needs and initiatives;

c) initiates an annual Chairs and Vice-Chairs review of the upcoming year's operations;

d) nominates the Chair and members of standing and special Committees of Senate or faculty representatives on other bodies;

e) recommends regarding candidates for honorary degrees;

f) recommends regarding changes in the Bylaws of Senate, as necessary;

g) recommends as to changes in the constitution or terms of reference of Senate Committees;

h) advises Senate on suggested or desired amendments to Section 1 of the Faculty Handbook (on University Government);

i) annually updates the list of committees with University-wide responsibilities for the information of Senate;

j) recommends members of Advisory Committees, as outlined for the various senior positions in Section I of the Faculty Handbook, using the following procedures when the Governance Committee is requested by the President and Vice-Chancellor to select members for Advisory Committees for the appointment/reappointment of senior academic and administrative officers:

1. The Chair of the Governance Committee will contact all full-time tenured faculty members in order to solicit nominations for the respective faculty positions on the Advisory Committee;

2. The Chair of the Governance Committee will contact BUSU and the GSA to solicit names of potential representatives from their respective constituencies;

3. There will be a two week nomination period;

4. All nominees must agree, when nominated, that they are willing to serve on the Advisory Committee;

5. The Governance Committee will consider all nominations and recommend the members of the Advisory Committee to the appropriate senior administrator.

Senate 557, 577

k) comprises part of the joint committee along with the Executive Committee of the Board to provide high-level governance oversight of the implementation of the Brock University Integrated Plan and reports to both the Senate and the Board. 

l) recommends regarding proposals for a change in the name of academic units.

Senate 587, 589

9.5.2 Composition

a) two Full-Time Teaching Staff or Professional Librarian members of Senate, one of whom shall serve as Chair and one as Vice-Chair;

b) a minimum of two additional Full-Time Teaching Staff or Professional Librarian members, such that Full-time Teaching Staff or Professional Librarians comprise the majority of the Committee, with members-at-large as necessary to ensure that each Faculty, and the Library, is represented;

Senate 582, 604

c) at least one graduate student Senator;

ex officio

d) the Chair or Vice-Chair of Senate;

e) the President or Provost and Vice President, Academic or Vice-Provost and Associate Vice-President, Academic;

f) two Faculty Deans;

g) a BUFA Observer (non-voting);

h) the BUSU Vice-President, Finance and Administration

Institutional Resourcing: The Office of the University Secretariat.

Senate 615

9.6 Graduate Studies Committee

9.6.1 Terms of Reference

The Senate Graduate Studies Committee oversees and makes recommendations on all matters directly related to graduate academic programs and related policies, considering and pursuing policy initiatives to enhance the academic programs, well-being and reputation of the University.

The Graduate Studies Committee considers and, where appropriate, makes recommendations regarding:

a. policies concerning the conduct and regulation of graduate students in their studies;

b. the establishment of graduate program priorities and relationships between existing or proposed programs of study; admissions policies and standards for all graduate programs;

c. the introduction of new graduate departments, schools, colleges and/or institutes;

d. the termination, curtailment or combination of existing graduate programs;

e. the introduction of new categories of graduate degrees;

f. the development of teaching and learning initiatives, policies and regulations as they affect graduate students;

g. annual updates to the graduate calendar, including improvements in format and organization, changes to program requirements, regulations, and graduate course offerings for any academic year; changes to the graduate course bank (including additions, deletions and changes in designation); and identification of curricular changes leading to duplication;

h. requirements and other regulations in regard to graduate scholarships, awards and bursaries, as well as the establishment of new categories of graduate student awards;

i. approval of graduate scholarships, awards, and prizes as specified in the terms of relevant awards;

j. preparation of an annual report summarizing work undertaken by the Committee, to be received by Senate.

k. advises on library policy and issues as they relate to graduate studies.

[Senate 545, 564, 577]

9.6.2 Composition

a) two Full-TimeTeaching Staff members of Senate, including Professional Librarians, one of whom shall serve as Chair and one as Vice-Chair;

b) a minimum of two additional Full-Time Teaching Staff, including Professional Librarians, such that Full-time Teaching Staff, including Professional Librarians, comprise the majority of the Committee, with members-at-large as necessary to ensure that each Faculty, and the Library, is represented;

Senate 582, 608

c) one graduate student Senator and one graduate student-at-large;

ex officio

d) the Chair or Vice-Chair of Senate;

e) the President or Provost and Vice President, Academic;

f) the Dean of Graduate Studies and one Faculty Dean;

g) a BUFA Observer (non-voting);

h) the University Librarian.

Institutional Resourcing: Faculty of Graduate Studies, Committee of Academic Deans, Faculty Graduate Program Committees, and any Faculty

[Senate 564, 608]

9.7 Information Technology and Infrastructure Committee

9.7.1 Terms of Reference

The Information Technology and Infrastructure Committee recommends to Senate on matters pertaining to the information technology and infrastructure operations of, and planning for, the whole University insofar as these activities relate to the Senate's mandate.

Such matters include but are not limited to:

a) policies and standards relating to the development and effective use of the physical and virtual spaces and resources of the University;

b) policies and standards regarding anticipated growth/contraction of the academic/administrative sectors, including but not limited to the creation of new, or deletion of, existing academic units (for example: Faculties, departments, programs, research centres, schools and institutes) and the creation and use of new buildings;

c) the policies, plans, standards,  and priorities to be adopted by the University concerning computing and communications resources;

d) policies and procedures relating to the academic and administrative structures of the university insofar as they relate to the curriculum, patterns of organization as they affect staff and students, and the effectiveness of academic support procedures and services such as audio-visual aids and clerical, technical and research assistance;

e) University expenditures on computing and communication services.

 

[Senate 564, 602]

9.7.2 Composition

a) two Full-Time Teaching Staff or Professional Librarian members of Senate, one of whom shall serve as Chair and one as Vice-Chair;

b) a minimum of five additional Full-Time Teaching Staff or Professional Librarian members, such that Full-time Teaching Staff or Professional Librarians comprise the majority of the Committee, with members-at-large as necessary to ensure that each Faculty is represented;

Senate 582, 602

c) at least one undergraduate student Senator, and one graduate student;

ex officio

d) the Chair or Vice-Chair of Senate;

e) the President or Provost and Vice President, Academic;

f) two Faculty Deans;  

g) two lay members of the Board of Trustees;

h) a BUFA Observer (non-voting).

Institutional Resourcing: The Offices of the Vice-Presidents and Associate Vice-Presidents as required by committee business; University Accessibility (AODA) Coordinator, Senior Administrators Council (SAC); Associate VP, Information Technology and Chief Information Officer;  Advisory Committee on Institutional Data; Special Advisor, Buildings and Space; Manager, Campus Planning, Design & Construction.

[Senate 564, 602]

9.8 Teaching and Learning Policy Committee

9.8.1 Terms of Reference

The Teaching and Learning Policy Committee develops policy to support Full-time Teaching Staff, Professional Librarians and students in the performance of their responsibilities, including but not limited to teaching and learning, conceived of as mutually supporting and informing activities.

The Senate Teaching and Learning Policy Committee:

a) recommends academic policy of Brock University for meeting the University's goals regarding teaching excellence, instructional development, evaluation of teaching, and other matters related to University teaching and learning;

b) advises on computing and communications policies as they relate to teaching and learning and other professional responsiblities of Full-time Teaching Staff and Professional Librarian members;

c) may advise on policy regarding the development and support of Full-time Teaching Staff and Professional Librarian careers as it relates to teaching and learning;

d) recommends the recipient of the annual Award for Distinguished Teaching to the Vice-President Academic and Provost;

e) advises the President, through Senate, on procedures for academic staff appointments, conditions for promotion and tenure, leaves and termination that are in the best interests of teaching and learning;

f) advises on library policy and issues as they relate to teaching and learning;

g) consults with the Centre for Pedagogical Innovation regarding the enhancement of instructional opportunities;

h) maintains liaison with appropriate University-wide committees which pertain to teaching and learning;

i) informs departments, Full-time Teaching Staff and Professional Librarians of the current standards, policies and guidelines in teaching and learning.

[Senate 534, 541]

9.8.2 Composition

a) two Full-time Teaching Staff or Professional Librarian members of Senate, one of whom shall serve as Chair and one as Vice-Chair;

b) a minimum of two additional Full-Time Teaching Staff or Professional Librarian members, such that Full-time Teaching Staff or Professional Librarians comprise the majority of the Committee, with members-at-large as necessary to ensure that each Faculty is represented;

Senate 582

c) at least one undergraduate student Senator, and one graduate student;

ex officio

d) the Chair or Vice-Chair of Senate;

e) the President or Provost and Vice President, Academic or Vice-Provost, Teaching and Learning;

f) the Dean of Graduate Studies and one Faculty Dean;

g) the Director of the Centre for Pedagogical Innovation;

h) the University Librarian;

i) the Associate VP, Information Technology and Chief Information Officer;

j) a BUFA Observer, non-voting.

k) Administrative support: University Secretariat

Institutional Resourcing: the Centre for Pedagogical Innovation; the Committee of Academic Deans; the University Accessibility (AODA) Coordinator and the Faculty Associate for Service Learning.

                                                                                                                              Senate 602,606

9.9 Undergraduate Program Committee

9.9.1 Terms of Reference

The Senate Undergraduate Program Committee oversees and makes recommendations on all undergraduate academic programs and policies relating thereto. In all areas in which it recommends, the Undergraduate Program Committee considers and pursues policy initiatives which will enhance the academic programs, well-being and reputation of the University.

The Senate Undergraduate Program Committee recommends regarding:

a) the academic philosophy of Brock University in relation to the consideration of new undergraduate programs and the criteria for the evaluation of such programs, including consideration of the resource base they require;

b) the establishment of undergraduate program priorities, and relationships between existing or proposed programs of study;

c) the introduction of new undergraduate departments, schools, colleges and/or institutes, and undergraduate program articulation agreements;

d) the termination, curtailment or combination of existing undergraduate programs;

e) the undergraduate course offerings proposed for any academic year; including identification of curricular changes leading to duplication;

f) changes in the Undergraduate Course Bank (including additions, deletions and changes in designation), changes in major or combined undergraduate major program requirements;

g) mprovements in the format and organization of the Undergraduate Calendar;

h) plans for future academic development of the University; and

i) prepares, for Senate approval and for subsequent circulation to all faculty, an annual report summarizing the current and the long-term undergraduate academic policy of the University.

[Senate 534, 565, 577]

9.9.2 Composition

a) two Full-Time Teaching or Professional Librarian members of Senate, one of whom shall serve as Chair and one as Vice-Chair;

b) a minimum of two additional Full-Time Teaching Staff or Professional Librarian members, such that Full-time Teaching Staff or Professional Librarians comprise the majority of the Committee, with members-at-large as necessary to ensure that each Faculty is represented;

Senate 582

c) two undergraduate students, atleast one of whom shall be a Senator;

ex officio

d) the Chair or Vice-Chair of Senate;

e) the President or Provost and Vice President, Academic;

f) two Faculty Deans;

g) the Registrar,

h) the Vice-Provost and Associate Vice-President, Student Services;

i) a BUFA Observer, non-voting.

Institutional Resourcing: Registrar's Office, Committee of Academic Deans, Faculty Program Committees, and any Faculty Councils and Committees of Chairs and Directors.

9.10 Undergraduate Student Affairs Committee

9.10.1 Terms of Reference

The Undergraduate Student Affairs Committee deals with all matters directly related to undergraduate students, including but not limited to admissions, awards, and academic regulations; its mandate encourages a holistic approach to regulation concerning and in support of undergraduate students. The Undergraduate Student Affairs Committee recommends regarding:

a) all policy concerning the conduct and regulation of undergraduate students in their studies;

b) admissions policies and standards for all Faculties and Programs;

c) teaching and examination policies and regulations as they affect undergraduate students;

d) the establishment of new categories of undergraduate student awards;

e) policy regarding requirements and other regulations for undergraduate scholarships, awards and bursaries;

f) names of undergraduate students to be awarded the Governor General's Silver Medal, President's Medal, and each of the Dean's Medals at each year's Convocations; and

g) serves in a consultative role in the awarding of certain undergraduate scholarships;

h) reports to Senate regarding the number, amount and nature of undergraduate awards and scholarships awarded each year;

i) in all matters, promotes the welfare of undergraduate students in the University.

9.10.2 Composition

a) two Full-Time Teaching Staff or Professional Librarian members of Senate, one of whom shall serve as Chair and one as Vice-Chair;

b) a minimum of two additional Full-Time Teaching Staff or Professional Librarian members, such that Full-time Teaching Staff or Professional Librarians comprise the majority of the Committee, with members-at-large as necessary to ensure that each Faculty is represented;

Senate 582

c) two undergraduate students, at least one of whom shall be a Senator;

ex officio

d) the Chair or Vice-Chair of Senate;

e) the President or Provost and Vice President, Academic;

f) two Faculty Deans);

g) the Vice-Provost and Associate Vice-President, Student Services;

h) a BUFA Observer, non-voting.

Institutional Resourcing: The Vice-Provost and Associate Vice-President, Student Services; the Office of the Registrar; the Graduate Council; the Committee of Academic Deans; the Centre for Pedagogical Innovation.

9.11 Student Appeals Board

9.11.1 Terms of Reference

The Senate Appeals Board hears and adjudicates all undergraduate and graduate student academic appeals and is the final recourse for academic appeals.

9.11.2 Composition

a) two Full-Time Teaching Staff or Professional Librarian members of Senate, one of whom shall serve as Chair and one as Vice-Chair;

b) a minimum of two additional Full-Time Teaching Staff or Professional Librarian members, such that Full-time Teaching Staff or Professional Librarians comprise the majority of the Committee, with members-at-large as necessary to ensure that each Faculty is represented;

Senate 582

c) one undergraduate and one graduate student, at least one of whom shall be a Senator;

ex officio

d) the Chair or Vice-Chair of Senate;

e) the President or Provost and Vice President, Academic;

f) the Vice-Provost and Associate Vice-President, Student Services;

g) a BUFA Observer, non-voting.

Institutional Resourcing: Office of the Registrar, Office of Graduate Studies

9.12 Research and Scholarship Policy Committee

9.12.1 Terms of Reference

The Research and Scholarship Policy Committee develops policy to support Full-time Teaching Staff, Professional Librarians and students in the performance of their responsibilities, including but not limited to research and scholarship, conceived of as mutually supporting and informing activities.  A report from the Vice-President, Research will be a standing item on each Committee meeting agenda.

The Senate Research and Scholarship Policy Committee:

a) considers and advises on policy regarding research and scholarship in the University;

b) advises on computing and communications policy as they relate to the research and scholarship of Full-time Teaching Staff and Professional Librarians;

c) may advise on policy regarding the development and support of Full-time Teaching Staff and Professional Librarian careers as it relates to research and scholarship;

d) recommends the recipient of the annual Award for Distinguished Research and Creative Activity to the Vice-President, Research;

e) advises the President, through Senate, on procedures for academic staff appointments, conditions for promotion and tenure, leaves and termination that are in the best interests of research and scholarship;

f) advises on library policy and issues as they relate to research and scholarship;

g) consults with the Vice-President, Research, Full-time Teaching Staff and Professional Librarians regarding the enhancement of research and scholarly opportunities;

h) informs departments, Full-time Teaching Staff and Professional Librarians of the current standards, policies and guidelines in research;

i) reviews and advises on research ethics policy;

j) maintains liaison with appropriate University-wide committees which pertain to research and scholarship.

[Senate 534, 541, 575]

9.12.2 Composition

a) two Full-time Teaching Staff or Professional Librarian members of Senate, one of whom shall serve as Chair and one as Vice-Chair;

b) a minimum of two additional Full-Time Teaching Staff or Professional Librarian members, such that Full-time Teaching Staff or Professional Librarians comprise the majority of the Committee, with members-at-large as necessary to ensure that each Faculty is represented;

Senate 582

c) at least one undergraduate student Senator, and one graduate student; ex officio

d) the Chair or Vice-Chair of Senate;

e) the President or Provost and Vice President, Academic;

f) the Dean of Graduate Studies and one Faculty Dean;

g) the Vice-President, Research or an Associate Vice-President, Research and;

h) a representative of the Office of Research Services;

i) the University Librarian;

j) the Associate VP, Information Technology and Chief Information Officer;

k) a BUFA Observer, non-voting;

l) Institutional Liaison: the Office of Research Services; the Centre for Pedagogical Innovation; the Committee of Academic Deans and the Research Ethics Board;

m) Administrative Support: Office of the  Vice-President, Research.

[Senate 541, 616]

9.13  Academic Review Committee   

9.13.1  Terms of Reference

 The ARC is a special committee of Senate responsible for the coordination, monitoring and implementation of all aspects of the Internal Quality Assurance Process (IQAP). The ARC is directly accountable and responsible to Senate through the Provost and Vice-President, Academic, an ex officio member of Senate. Regular reports will be presented to Senate through the Provost and Vice-President, Academic with updates and/or recommendations for the consideration of Senate. The Senate Academic Review Committee:

a) oversees and monitors the IQAP from the initiation of a review or introduction of a
new program to the final assessment report and recommendation to Senate;
b) oversees cyclical reviews of programs at both the undergraduate and graduate
levels;
c) recommends to Senate, as required by the IQAP, new programs and approval of
reviews for both undergraduate and graduate programs;
d) presents Final Assessment reports to Senate for consideration;
e) monitors progress regarding the implementation of the recommendations included in Final Assessment reports;
f) develops an annual work plan that will be presented to Senate during its first
meeting of each academic year;
g) presents an Annual Report to Senate during the last meeting of each academic
year;
h) consults with other Senate Committees and Faculty Deans as required to fulfill its
mandate.
9.13.2 Appointments
Members, whether elected members of Senate or are drawn from faculty at large, will be appointed by the Governance Committee of Senate-Elect through the regular appointment procedures for standing committees of Senate. Appointments will
be recommended by the Governance Committee of Senate-Elect to Senate-Elect and be
effective the day following the spring Convocation.
9.13.3. Term of Office
Term of office for each member will be three years in order to reflect the nature of the
review process and program development that would span more than one academic year.
Members may be reappointed to the Committee. For the first year (2010-11), three members will be appointed for a term of three years and six members for a term of two years. After two years, three members will be appointed for three years and three members for two years. Subsequently, each year three members will be appointed for three years. This will allow for appointments to be staggered to maintain some continuity in the committee membership.
9.13.4. Chair
The Provost and Vice-President, Academic (or designate) will be the Committee Chair. As an ex officio member of Senate, the Vice-Provost and Associate Vice-President, Academic will act as Chair in the absence of the Provost and Vice-President, Academic.
9.13.5. Representation
Each Faculty will be represented on the Committee with at least two members being elected Senators from the Full-time Teaching staff. There will be two student members, with at least one student who is an elected member of Senate.
9.13.6. Procedures
When constituted, the ARC will develop its operating procedures, including confidentiality and conflict of interest guidelines, and report these to Senate. Due to confidentiality, meetings of the Committee will not normally be open to the University community, except by invitation.
9.13.7. Composition of the ARC
(All voting, except where indicated)
Ex officio:
Provost and Vice-President, Academic: Chair
Vice-Provost and Associate Vice-President, Academic
Faculty Deans, as needed (for reviews pertinent to Programs in their Faculties)
Dean of Graduate Studies (for all graduate programs)
Appointed members:
Faculty of Applied Health Sciences
Faculty of Business
Faculty of Education
Faculty of Graduate Studies
Faculty of Humanities
Faculty of Social Sciences
Faculty of Mathematics and Science
Graduate student
Undergraduate student
BUFA Observer (non-voting)
Administrative Support:
Coordinator of Academic Reviews and Planning
Resource Personnel:
Library, ITS, Student Services, others as required
 
[Senate 577]
 
10. MEMBERSHIP OF SENATE AND SENATE COMMITTEES

10.1 The 2013-2014 Senate

Click here to view as a PDF document

10.2 Senate Officer and Committee Slate 2013-2014

Click here to view as a PDF document

11. PROFESSOR EMERITUS/A

11.1 Eligibility

The honorific designation of Professor Emeritus/a indicates the mutual desire of the University and the retired full Professor to maintain an ongoing relationship which honours both the retiree and the University.

The honorific designation of Professor Emeritus/a shall be offered to each and every full Professor upon retirement and automatically awarded on acceptance.

The President must obtain the approval of Senate to withhold or to withdraw the awarding of the honorific designation.

11.2 Privileges of Professors Emeriti/ae

This designation shall be announced at the first Convocation following the award. Professors Emeriti/ae shall be listed in the programme and be invited to sit on the platform at all subsequent Convocations.

The University shall make every effort to provide resources to facilitate the on-going research of professors Emeriti/ae.

The University shall publicize the accomplishments of Professors Emeriti/ae

Senate 448, 486, 516, 523, 574