Senate

Friday, December 1, 2006

4:30 p.m. - Senate Chambers

Dr. F. Gilbert, Chair

Dr. F. Allaire

Ms. S. Badio

Dr. J. Birkholz

Dr. G. Boire

Dr. M. Boyd

Dr. K. Brown

Dr. M. C. Courtland

Mr. K. Dahl

Dr. A. Dean

Mrs. A. Deighton

Dr. R. Dilley

Dr. T. Dufresne

Dr. J. Epp

Mr. S. Esarik

Dr. J. Farrell

Dr. E. Gardner

Dr. L. Geng

Dr. A. Gilbert

Dr. A. Gillies

Dr. S. Hamilton

Dr. L. Hayes

Dr. G. Hayman

Mr. N. Hewitson

Dr. M.L. Hill

Dr. S. Islam

Dr. P. Jasen

Mr. B. Johnson

Dr. A. Kajander

Professor T. King

Dr. S. Kinrade

Dr. P. Lee

Dr. J. Leggatt

Dr. M. Leitch

Dr. L. Lovett-Doust

Dr. H. Malik

Dr. S. Mansour

Dr. R. Maundrell

Dr. M. McPherson

Dr. L. Meyer

Professor A. Nabarra

Dr. K. Natarajan

Dr. I. Newhouse

Professor M. Nisenholt

Ms. M. Norton

Dr. J. O'Sullivan

Mr. A. Pan

Dr. R. Payne

Professor G. Phillips

Professor K. Poole

Dr. T. Puk

Dr. R. Pulkki

Dr. R. Robson

Dr. U. Runesson

Dr. H. Saliba

Dr. S. Siddiqui

Dr. C. Southcott

Mrs. B. Stefureak, Secretary

Dr. S. Stone

Dr. B. Strang

Dr. R. Strasser

Dr. D. Tranter

Dr. P. Wakewich

Dr. R. Wang

Dr. R. Warburton

Dr. D. West

Dr. K. Yu

Dr. M. Zahaf

Dr. P. Allingham

Dr. A. Bartley

Ms T. Beck

Dr. A. Carastathis

Dr. K. Crowe

Dr. Q. L. Dang

Mr. F. Dawood

Dr. P. Fralick

Dr. M. Gallagher

Mr. C. Goodwin

Dr. D. Hunt

Dr. M.L. Kelley

Dr. J. O'Meara

Mr. T. Pile

Dr. N. Sayed

Dr. M. Shannon

Professor D. Smith

Observers:

Ms. E. Abaya

Dr. J. Birkholz

Ms. K. L.Clarke

Mr. H. Doyle

Ms. M. Dufresne

Ms. A. Foshay

Mr. S. Jafri

Ms. T. Marks

Ms. P. Merriman

Mr. M. Pawlowski

Dr. M. Shaw

Mr. J. Smith

Ms. G. Wojda

Dr. Gilbert congratulated Presidential Scholarship recipients for 2006/07, Ms. Jill Bodak and Ms. Jessica Saliba. Neither was able to be present today but presentation of the awards would be made in his office at a time convenient to them.

Dr. Hayes welcomed and congratulated Ms. Suzanna Stewart, recipient of the 2006/07 Canada Millennium Scholarship Foundation Award and presented her with the award.

In their absence, Dr. Hayes congratulated Ms. Shannon Gibson and Ms. Krystin Kempton, two recipients of the 2006/07 Canada In-Course Millennium Excellence Award Program Laureates. Presentation of the awards would take place at a later date. She also welcomed and presented to Mr. Daniel Petasky his 2006/07 Canada In-Course Millenium Excellence Award .

Senate recognized with applause the hard work and academic achievement of these young scholars.

MOVED by Dr. Southcott, SECONDED by Dr. Islam that the Agenda be approved as circulated. CARRIED.

Dr. H. Malik and Dr. K. Natarajan should be added to the members present. Dr. Puk noted a correction to the first sentence of the fifth paragraph, to read "legal feedback on e-mail policy"; Dr. Hill noted that she had commented in addition to her written report under item16 and asked that her report be so amended; Dr. Hayes requested that "and peer evaluation" be added following "student satisfaction" in the first paragraph of item 14; Dr. Gilbert corrected the first sentence of item 13 to read "had been successful in being rated as #1" and the second sentence of the same item to "old data and new data accessed in a different way". Professor Phillips commented briefly with respect to what he viewed as somewhat biased reporting of the Course Evaluation item. Finally, a member had suggested that the administration could supply individuals currently in the PTR process with a letter indicating why evaluations would not be part of their file this year.

MOVED by Dr. Brown, SECONDED by Mr. Johnson that the Minutes of Senate Meeting #2006-8 be approved as amended.

Dr. Puk reported that the Senate Information Systems Committee had met on November 30. The Committee was proceeding with a legal review of the policy. The Committee would have input to the lawyer chosen to do the review and to the parameters within which the review would take place. He hoped there would be a recommendation forthcoming for the January meeting.

The Committee was of mixed opinion about whether the location of the server presented a problem. Dr. Puk had learned of other Canadian universities, notably in British Columbia, Alberta and Nova Scotia, where acts such as the Personal Information International Disclosure Protection Act of the latter legislature raised concerns about servers located outside Canada. St. Mary's University had recently retrieved its server to Canadian soil.

Dr. Gilbert noted that the provincial legislative restrictions in other provinces did not apply to Lakehead but noted that Dr. Shaw, Mr. Pawlowski and Mr. Jafri were present to provide an update about why Lakehead had made its recent choice to move to Google and where this matter stood with respect to the current policy.

Mr. Jafri briefed Senate on economic and practical reasons for the move to Google, and gave assurances with respect to privacy and location-of-server issues. He responded to questions about the length of the contract with Google, issues with POP accessibility and plans to address students' refusal to sign on to their accounts. He indicated that the policy had been taken down.

Dr. Shaw provided reasoning for the design of the user agreement which was primarily to limit University liability and to inform users about the limits to privacy in the use of an e-mail system. The University was now under the Freedom of Information and Protection of Privacy Act of Ontario and all information in the custody and control of the institution was potentially accessible unless it fell within the specific exemptions in the Act. One primary exemption was personal information which, however, was defined as information about an individual (such as age, address, phone number) not information in the possession of an individual. He noted that the Privacy Commissioner construed restrictions very narrowly and that requests under the FIPPA were non-negotiable. He noted further that, while other ISP policies informed of authorized access, many did not specify how that would unfold. Lakehead's policy was specific in that regard.

Mr. Pawlowski spoke briefly about policies from comparable institutions, students' concerns about privacy and access and the increased difficulty with authorized access now that the accounts had been moved from the University server. Dr. Hayes spoke to alternatives for maintaining the information flow to students electronically.

There was discussion about expectations of freedom of expression within a university environment and the possible need to qualify the policy accordingly, rethinking the use of e-mail for communications of a private nature; and mechanisms for using e-mail with standard precautions in mind.

Mr. Puk reiterated that the policy would be going for legal review and that hopefully a recommendation from the Committee would be available for the January meeting.

Dr. McPherson reported that the Committee on Teaching and Learning had met once to consider the Policy on Course Evaluations. The Committee had struck a sub-committee for review and she hoped a revised policy could come to Senate in the new term. In response to a question about when paper forms would need to be ordered for the winter term, if it were recommended that the current format be retained, Dr. Hayes said that a recommendation in January would allow the administration to respond in a timely way.

The list of potential graduands, undergraduate and graduate, had been placed at Senators' places and posted to the Senate website.

MOVED by Dr. Boire, SECONDED by Dr. Strang that the proposed list of individuals to receive undergraduate degrees and diplomas be approved as presented. CARRIED.

MOVED by Dr. Boire, SECONDED by Dr. Hayman that the proposed list of individuals to receive graduate degrees be approved as presented. CARRIED.

Proposed 2006/07 Calendar changes had been posted on the Senate website.

MOVED by Dr. Newhouse, SECONDED by Dr. McPherson that the proposed changes in the MPH program, the proposed new programs in MD/MPH and Type III Graduate Diploma in Kinesiology and the Kinesiology, MSc be referred to the Graduate Studies Council and the Senate Budget Committee, and that the MD/MPH also be referred to the Joint Committee for NOSM. CARRIED.

MOVED by Dr. Lovett-Doust, SECONDED by Dr. Dilley that the proposed Calendar changes in Geography, Mathematical Sciences, Applied Biomolecular Science Program and Computer Science be referred to the Senate Undergraduate Studies Committee and the Senate Budget Committee. CARRIED.

MOVED by Dr. Strang, SECONDED by Dr. Leggatt that the proposed graduate Calendar changes in English, History and Psychology be referred to the Graduate Studies Council and the Budget Committee, and the proposed undergraduate changes in Philosophy, Political Science, and Psychology be referred to the Undergraduate Studies Committee and the Budget Committee. CARRIED.

MOVED by Dr. Pulkki, SECONDED by Dr. Leitch that the proposed undergraduate and graduate Calendar changes in Forestry and the Forest Environment be referred to the appropriate committees as indicated on the Senate Agenda.

The Committee's recommendations in the report on the Senate website appeared to include the proposed calendar change in Mechanical Engineering. However, this was not to be included in the motion for approval at this time pending further consideration by the Senate Budget Committee.

MOVED by Dr. Leitch, SECONDED by Dr. Pulkki that the recommendations in the reports of the Undergraduate Studies Committee and the Senate Budget Committee, with respect to Proposed Calendar changes in Mathematical Sciences, Water Resource Science, Visual Arts, English, History, Indigenous Learning and Forestry and the Forest Environment be approved. CARRIED.

MOVED by Dr. Boire, SECONDED by Dr. Hayman that the recommendations in the reports of the Faculty of Graduate Studies Council and the Senate Budget Committee, with respect to proposed Calendar changes in Business Administration (MScMgt and M. Mgt), Forestry and the Forest Environment, Geology and History be approved.

Dr. West briefly reviewed the Report of the Academic Committee which had been posted at the Senate website, drawing attention to the recommendations therein. The Committee hoped particularly that the proposed program development committee for a Faculty of Law would include representatives from across the University community. Dr. Gilbert noted that the recommendations were useful and that some elements within what was proposed would need to rest with the Dean of a Faculty of Law.

MOVED by Dr. West, SECONDED by Dr. Wakewich that the Report of the Senate Academic Committee, November 22, 2006 with respect to the School of Law proposal be approved.

Dr. West reported the Committee's consensus that members of the University community should have a much more participatory role than they have had so far. Members hoped that there could be a special committee of the University that would look into the proposal in detail, with more input from across the University.

Comments on the report included support for an institutional body which could shepherd the proposal through its development. Dr. Hayes noted that at this time the discussion went well beyond an institutional focus. An invitation had been extended for Lakehead to consider this opportunity and the administration hoped to respond positively. The discussion was currently at the provincial level, with issues extending into Saskatchewan and Manitoba, including a review by the Law Society of Upper Canada about whether this should proceed at Lakehead at all. The last approval for a Law School in Ontario had been more than 35 years ago.

WEST/WAKEWICH MOTION WAS CARRIED.

MOVED by Dr. West, SECONDED by Mr. Hewitson that Senate create a special advisory committee, including people with appropriate background in law, to help this proposal through to realization.

Comments included suggestions that the committee membership should be less restrictive; that such a group would need to proceed with the recognition that this is currently a template designed to measure input to allow key elements to be addressed but which would change to become more relevant to the needs here; that some of the questions needed to be answered by individuals who were not yet here; and that a process was needed to determine how such an advisory body would be established.

MOVED by Dr. Dilley, SECONDED by Dr. Kinrade that the motion be amended to include a referral to the Senate Organization Committee.

Dr. West spoke against the amendment suggesting that a referral could slow down the process and was not necessary. In his view, this should be a body appointed by the President.

Dr. Gilbert indicated that if this were assigned to the Chair, he would proceed by soliciting expressions of interest together with a rationale for the interest, and appoint members on that basis.

Further comments included some who thought it reasonable that the creation of the body should go through Senate Organization and others who thought it was not reasonable to go that route.

DILLEY/KINRADE MOTION TO AMEND WAS NOT CARRIED.

WEST/HEWITSON MOTION WAS CARRIED.

MOVED by Dr. Courtland, SECONDED by Dr. Boire that, as recommended by the Report of the Senate Organization Committee, any proposals originating with the Graduate Studies Council be referred by Senate to the Senate Academic Committee, preferably to a standing sub-committee with a mandate to consider such proposals, and/or, where appropriate, to the Senate Budget Committee. CARRIED.

MOVED by Dr. Pulkki, SECONDED by Dr. Boire that the Academic Schedules for 2007-2008 and the tentative schedule for 2008-2009 be approved.

There were strong expressions of concern about a Thursday start after the December holiday break. Students who did not return until the Monday following New Year's missed laboratory sessions which were scheduled for late in the week. There was also concern about the Thursday start after Labour Day related to the consequence for Engineering summer school turnaround.

Ms. Foshay noted that Senate had discussed these issues a year ago and resolved then that the winter session would start the Thursday following New Year's. Changing the start date to the following Monday in 2008 had implications for end of classes, examination period, time for marks submission, and ability to conduct degree audits in time for Convocation. Without review of the material on which this schedule was based, it was not possible to determine the effect of any changes.

MOVED by Dr. Hill, SECONDED by Dr. Hayman that this item be deferred to the January meeting of Senate to allow time for the Registrar's Office to consider alternatives.

A member asked that, at the same time, the language around final days of classes be amended to eliminate the confusion created by the current language.

HILL/HAYMAN MOTION WAS CARRIED.

Dr. Hayes hoped that sometime soon a Senate Committee could consider carefully the various issues surrounding the Academic Schedule with the objective of proposing schedules two or three years ahead to allow for good academic planning. The Senate Academic Committee would likely be the appropriate body.

Dr. Southcott spoke to the Strategic Research Plan, 2006-2011, reviewing the process of wide consultation, consideration and review following the initial draft in January 2006. This final plan had been accepted by the Senate Research Committee in September and recommended for approval by Senate. Senators would recall that Notice of Motion had been given at Senate a month ago, with the request that faculty come forward with concerns, questions or requests for revision. There had been none and so the Plan was presented today for approval.

MOVED by Dr. Southcott, SECONDED by Dr. Panu that the Strategic Research Plan, 2006-2011 for Lakehead University be approved.

A minor change was requested on page 7, mid-page. The fifth bullet point was amended to read "Environmental and Resource-based Research Development, Education and Policy". Drs. Southcott and Panu agreed to this as a friendly amendment.

MOVED by Dr. Puk, SECONDED by Dr. Dilley that approval be subject to amending the sentence "It is expected that Lakehead University administration and the Lakehead University Faculty Association (LUFA) will work together to ensure that the terms of the collective agreement reflect the spirit of the Strategic Research Plan."

MOTION TO AMEND CARRIED.

With Dr. Southcott's agreement, in the third paragraph of that section (Strategies to Enhance Research Culture) the final sentence was amended to read "A University policy for administration of post-doctoral fellows and visiting scholars should be developed."

Dr. Puk requested a series of amendments to the Plan. With regret that these had not been brought to his or the Committee's attention in the past month following the notice of motion, Dr. Southcott noted that these went well beyond what he felt comfortable in agreeing to on behalf of the Committee. He asked that they be forwarded to him in writing to be placed before the Committee for discussion there and possible recommendation to Senate as revisions to the Plan in the upcoming months. The Plan was to be seen as a living document with the certainty that there would be other revisions/corrections throughout the next five years.

Dr. Wang spoke to the spirit in which the Plan had been drafted, expressed appreciation for the comments offered by those members who saw the need for some revisions and reminded Senators that this Plan should be seen as a blueprint with more specific direction to follow.

In response to a question about areas of priorities, Dr. Southcott saw changes coming forward through the Committee to Senate which would address new priorities. Dr.Wang hoped the list of strategic priorities would be inclusive. The first draft had only four; now there were seven as a result of broad consultation and a dynamic process.

MOVED by Professor Phillips, SECONDED by Dr. Dilley that approval of the Plan be deferred to a future meeting. CARRIED.

Dr. Southcott reiterated his request that all concerns and requests for amendments be directed to him as soon as possible so that a revised plan could come forward at the next meeting.

Mr. Johnson introduced the LUSU proposal but asked that, instead of considering the motion that appeared on the Agenda, Senate entertain a motion to approve the requested day of academic amnesty. If the motion were referred to the Senate Academic Committee, Senate's action could not take place before January 26, 2007. This left too little time for academic or student planning prior to the actual day of amnesty.

MOVED by Mr. Johnson, SECONDED by Dr. West that Senate declare February 7, 2007 as a day of academic amnesty.

Several faculty and student Senators spoke in favour. Others questioned how this would affect laboratory classes and seminar classes, neither of which could be changed and in which amnesty could not be granted. Mr. Johnson responded that students would be informed via the on-line calendar, communication bulletins, bulletins from LUSU and The Argus that the amnesty did not extend to lab and seminar classes. It was agreed that Deans' Council should draft the precise wording of the notice so as to ensure no misunderstanding by students in those courses where academic amnesty could not be granted.

MOVED by Mr. Hewitson, SECONDED by Dr. Wakewich that the motion be amended to include "with LUSU and Deans' Council to define academic amnesty".

MOTION TO AMEND CARRIED.

Dr. Hayes informed Senate that, because of Promotion Tenure Renewal meetings, Deans' Council would not be meeting to consider this until December 21. Student Senators saw no problem with this timing.

JOHNSON/WEST MOTION WAS CARRIED.

Dr. Kajander, Chair, referred Senators to the Report which had been posted on the Senate website. There were no questions.

The Report had been posted to the Senate website. Dr. Brown added that Dr. Gillian Siddall had given an information session at the November 10 meeting of the Board of Governors and it had been very well received.

Dr. Gilbert informed Senate that the University's application to the Canadian Foundation for Innovation (CFI) had not been approved and shared his thoughts on this. He commented briefly on his recent visit with alumni in Calgary who had the ability and willingness to engage in support of this institution in a meaningful way with the potential of long-term dividends. The President of LUSU, and he along with others from northwestern Ontario had the opportunity of a pre-budget consultation with the Provincial Finance Minister. Dr. Gilbert noted that the data set as developed by COU was now available on-line for information and comparison with other institutions. Finally, he reported that Lakehead's Multi-Year Agreement had been formally submitted to MTCU.

Dr. Hayes opened her remarks by thanking students and faculty, as classes ended, for their support, feedback and commitment. Due to the problems with e-mail over the past few weeks, it was possible that students may not have been able to effectively communicate with their instructors and she asked faculty members to be aware that compassion may be necessary with respect to proper notification.

Dr. Hayes reported that with 49 faculty members applying for PTR over the next two weeks, many colleagues would be hard at work through this process. She had met with the merit committee today and they would be recommending on 31 applications in January.

She updated Senate on the search for a Dean of Social Sciences and Humanities. A shortlist had been created, interviews were being planned for the end of January, and materials relative to those candidates would be posted in mid to late January.

A member asked for an update on the hiring process and Dr. Hayes responded, as well as relating how the unfolding process related to the principles of growth, sustainability and comprehensiveness outlined in the Academic Plan. Dr. Gilbert added comments about graduate growth and potential and Dr. Hayes concluded with a reminder that the opportunity for graduate expansion originated externally, and that Lakehead had done its best to respond to the challenge. When asked about the number of growth positions other than for graduate programs, Dr. Hayes said this could not be answered accurately at this time. Administration was waiting for units to define their needs in a proposal stage currently underway.

The 2005/06 Marks Report had been posted on the web. There were no questions.

Dr. Strasser gave a brief and very positive report on the Northern Ontario School of Medicine, its charter class and the class which began this past July 1. He announced that the first public showing of the film "High Hopes - the First Year of the Northern Ontario School of Medicine" would take place on Wednesday. Finally, Senators could expect an announcement on Friday related to collaboration with Stanford.

The meeting adjourned on a motion by Dr. Allaire, seconded by Mr. Esarik at 7:25 p.m.

____________________________ __________________________

B. Stefureak, Interim Secretary Dr. F. Gilbert, President