Senate Standing Committee on Policy Review February 17, 2014 Senate Standing Committee on Policy Review Monday, February 17, 2014 4-6 pm Surrey Campus, Cedar 2110 AGENDA 1. Call to Order / Dana Cserepes 2. Confirmation of Agenda / Dana Cserepes 3. Approval of Minutes from January 20, 2014 Attached 4. Business Arising from Minutes 5. Chair's Report / Dana Cserepes 6. Cultural Diversity and Inclusiveness Policy http://blogs.kwantlen.ca/policies/?p=81 7. Policy Status Document Attached 8. Items for Discussion 9. Adjournment Next Meeting Monday, March 17, 2014 4-6 pm Surrey Campus, Cedar 2110
Transcript
Senate Standing Committee on Policy Review February 17, 2014
Senate Standing Committee on Policy Review
Monday, February 17, 2014 4-6 pm
Surrey Campus, Cedar 2110
A G E N D A
1. Call to Order / Dana Cserepes
2. Confirmation of Agenda / Dana Cserepes
3. Approval of Minutes from January 20, 2014 Attached
4. Business Arising from Minutes
5. Chair's Report / Dana Cserepes
6. Cultural Diversity and Inclusiveness Policy http://blogs.kwantlen.ca/policies/?p=81
7. Policy Status Document Attached
8. Items for Discussion
9. Adjournment
Next Meeting
Monday, March 17, 2014 4-6 pm Surrey Campus, Cedar 2110
Cserepes, Dana Dube, Catherine Fee, Jane Klassen, Sandi Hensley, Robert
Regrets:
Blizard, Lida Button, Steven
1. Call to Order The meeting was called to order at 4.07pm.
2. Confirmation of Agenda
The Agenda was confirmed by consensus.
3. Approval of Minutes from November 18, 2013
Moved by Kim Rose; seconded by Ann Marie Davison THAT the amended Minutes of November 18, 2013 be approved. Motion Carried
4. Business Arising from Minutes
Action Item regarding Steven Button’s Access to the Policy Blog: Sandi Klassen, University Secretary will investigate the possibility of allowing blanket access for all students to the policy blog.
5. Chair’s Report
The Chair provided the Committee with a copy of its revised mandate and membership structure. He informed the Committee that he attended the KPU Policy Summit where a
Page 2 of 2
SSCPRev Minutes 20140120
list of all KPU policies was reviewed. Policies were classified as academic or administrative with some policies identified as administrative but with academic impact.
6. Review of University Policy List
Specific comments:
C.9 - Standard for Academic Dress at Convocation: At the Policy Summit, it was determined that this should be simplified as a policy statement and placed on the convocation website.
C.21- Student Conduct: Catherine Dube, Director, Student Risk and Judicial Affairs mentioned that Policy C.21 had been reviewed and a final draft was almost complete. It will be forwarded to the Deputy Provost’s office for comment.
C.34 – Compassionate Withdrawal: Robert Hensley, Registrar, commented that the policy was under review and a working procedure was in place.
C.35 – Cultural Diversity and Inclusiveness: The review of the policy is complete and it will be publicly posted for comment by the University Secretary.
G.25 – Provision of References: Responsibility for drafting the policy is indicated as Registrar but it may be more appropriately placed with Human Resource Services.
L.8 – Academic Renewal: A review is required to determine if it should fall under academic or administrative.
Proposed new policy on Religious Accommodation: This will come forward to the Committee for formal comment once a final draft is complete.
Proposed new policy on Reporting Non-Credit Programs: Responsibility for drafting needs to be reviewed.
Actions items:
Sandi Klassen to remove the comments section from the master policy list, make the changes discussed, bring the document back to the committee for further review, and then forward the list to Senate with the SSCPRev Chair’s report.
Sandi to check why elimination of Policy L.5 - Requirements for Graduation, has been proposed.
Sandi to send a draft of the proposed new policy on International Student Activity to the Provost, Deputy Provost and Associate Vice President International for review as it may no longer be relevant.
7. Items for Discussion
The Committee noted that its new acronym is SSCPRev.
8. Adjournment
The meeting adjourned at 6.15pm.
draft
KWANTLEN POLYTECHNIC UNIVERSITY
MASTER LIST POLICY REVIEW 2014 01 15
Policy #
New
Policy # Policy Name Last Resp'y Sponsor Current Resp'y for Timeline
Revision for Status drafting
Date Approval Policy
O indicates administrative policy with academic impact
New Policy Categories:
AC = Academic
AD = Administration
AR = Admissions & Registration
BP = Buildings & Property
CPS =
Executive Director Continuing
& Professional Studies ER = External Relations
ED Fin = Executive Director Finance FM = Financial Management
GV = Governance
HR = Human Resources
IM = Information Management
IA&P =
Institutional Analysis &
Planning RS = Research
SR = Safety, Security & Risk Management
ST = Students
VPS = Vice Provost Students
UA = University Act
UL = University Librarian
EXISTING POLICIES
AC8Principles of Academic Freedom
and ResponsibilitiyMar-12 SE / BO? PR Current
B.1 AR17 Academic Schedule Jun-05
~SE
advises
BO seeks
advice
UA 35.2
(6) (h)
AC On AC list Registrar
PUE = President's University Executive
RE/ED = AVP Research
GC = General Counsel
Lib = Library
SE = Senate
FA = VP Finance & Administration
The following is a list of all of the University's policies plus other issues that have been suggested for consideration as
policies or additions to policies. While the list was compiled following discussion with a number of University
individuals and groups, the comments were tentative . In particular, the designation of "responsibility for approval" and
"administration" is tentative and subject to further discussion. The source of the comments is shown in brackets. The
symbols disclose the following:
[*] entire row (policy has urgent priority);
[^] entire row (consider for conversion to departmental practice, eliminate, etc;
[~] single cell (cross-reference to University Act)
Abbreviations:
AC = VP Academic
AVP Int'l = AVP International
BO = Board
CAO = Chief Advancement Office
HRS = AVP Human Resource Services
PR = President
1
draft
KWANTLEN POLYTECHNIC UNIVERSITY
MASTER LIST POLICY REVIEW 2014 01 15
Policy #
New
Policy # Policy Name Last Resp'y Sponsor Current Resp'y for Timeline
Revision for Status drafting
Date Approval Policy
^B.2 ST1
Attendance and Performance in
Individualized Continuous Intake
Programs
May-94 SE AC on AC list GC and VPS
^B.3 AC1 Advisory Committees Nov-08 SE AC on AC list AC - tbd
B.4 AR6
Final Examinations & Grade
Reporting for Semester-Based
Courses
Nov-06
~SE sets
criteria
UA 35.2
(5) (b)
AC on AC list AC - tbd
B.5 ST5Work by Students in Vocational
ProgramsOct-06
PR/Senate
?AC on AC list AC - tbd
^B.6 ER4 Partnership Program Dec-90 SE AC on AC list AC - Tbd
^B.7 ST11
Attendance & Performance in
Semester & Other Term Based
Courses
Apr-05 SE AC on AC list AC - tbd
B.8 AR9Credit for Advanced Placement
Program CoursesSep-07 SE AC on AC list VPS
B.9 AR8Credit for Int'l Baccalaureate
Program CoursesJul-07 SE AC on AC list VPS
B.10 AD4Continuing Education & Contract
ServicesMay-02
~SE
advises
BO seeks
advice UA
35.2 (6) (c
AC on AC list CPS
B.12 AC3 Program Review May-09
~SE
advises
BO seeks
advice UA
35.2 (6) (f)
AC
April 23/13 draft
to C. McGoff
Dean and D.
Baxter for further
consideration and
input. Follow up
required.
IA&P
B.14 AC6 Credit for Prior Learning Dec-04
~SE sets
policies
UA 35.2
(5) (k)
ACWork group
beginning Jan/14AC
B.15 AR12
Transfer of Articulated courses
from other Post-Secondary
Institutions to Kwantlen
May-01
~SE sets
policies
UA 5(k)
AC
Part of
Admissions
Framework
revisions
VPS
B.15a AR12A Transfer Credit Approval Process May-01
~SE sets
policies
UA 35.2
(5)(k)
AC
Part of
Admissions
Framework
revisions
VPS
2
draft
KWANTLEN POLYTECHNIC UNIVERSITY
MASTER LIST POLICY REVIEW 2014 01 15
Policy #
New
Policy # Policy Name Last Resp'y Sponsor Current Resp'y for Timeline
Revision for Status drafting
Date Approval Policy
^B.16 ER6 Principles of External Alliances Feb-04 TBD AC on AC list AC -Tbd
B.17 AR18 Final Examination and Overloads Nov-06
~SE sets
UA 35.2
(5) (e)
AC on AC list AC -Tbd
B.18 RS2Integrity in Research and
ScholarshipAug-12 SE AC In progress RE
B.19 AC11General Education in Degree
ProgramsJan-09 SE AC In progress AC
C.1 AR13 Assessment of Student Eligibility Jan-05
~SE set
criteria
UA 35.2
(5) (d)
AC In progress VPS
C.2 AR15Legal Requirements for Student
InterviewsSep-04 SE AC In progress VPS
C.4 AR3Confidentiality of Student Records
/ FilesJul-11 PR AC AC
C.6 AD2
Complaints about Instruction,
Services, Employees or
University Policies
Feb-06 PR FA In progress HRS O
*C.8 ST2Plagiarism and Cheating
"Academic Dishonesty"Sep-03
~ SE/PR
UA 35.2
5 (h)
AC on AC list AC
^C.9 AR14Standard for Academic Dress at
ConvocationAug-04 PR PR In progress Registrar
*C.10 AR4 Criminal Record Review Jan-07 PR FA on AC list HRS
C.11 AR1 University Calendar Jul-03 PR AC on AC list Registrar
*C.12 HR10Workers' Compensation Board
Coverage / StudentsJul-97 PR FA on AC list HRS O
C.16 AC2 Guided Study Sep-04 SE AC In progress AC
C.17 ST4Picket Lines / Practicum & Work
Experience Students
May 1990
Reviewed
Nov 2006
PR FAOn Long Term
revision listHRS O
^C.18 AR2 Admission to the University Jun-06
~SE set
criteria
UA 35.2
(5) (d),
27(r)
AC In Progress VPS
*C.19 IM1 Copyright Compliance Apr-06 PR AC In progress UL
3
draft
KWANTLEN POLYTECHNIC UNIVERSITY
MASTER LIST POLICY REVIEW 2014 01 15
Policy #
New
Policy # Policy Name Last Resp'y Sponsor Current Resp'y for Timeline
Revision for Status drafting
Date Approval Policy
C.20 AC4 Student Evaluation and Grading Jan-07
~SE set
criteria
UA 35.2
(5) (e),
(5) (h)
AC on AC list AC - tbd
*C.21 ST7 Student Conduct Jul-12
~SE
advises
BO seeks
advice UA
35.2 (6) (j)
AC
May/13 Working
group struck.
Workplan in place
- timeline Sept/13-
Sept/14
VPS/GC
^C.24 ST10Student Eligibility for Co-operative
Work Term/SemesterJan-08
SE advises
PRAC VPS O
^C.25 ST8 Co-operative Work Terms Sep-07 SE AC VPS O
^C.26 ST9Completion Time Limit for Co-
operative Education ProgramsSep-07 SE AC VPS O
^C.27 FM4Fees for a Co-operative Work
Term/SemesterSep-07 PR/BO AC VPS
C.30 AR10
Assignment of Registration
Priority in Open Registration
Programs
Jun-93 SE AC on AC list VPS
*C.32 AR11 Concurrent Academic Studies Jun-06 SE ACOn Short Term
revision listVPS
*C.34 ST13 Compassionate Withdrawal Oct-06
~SE sets
policies
UA 35.2
(5) (g)
AC Registrar
C.35 HR15Cultural Diversity and
InclusivenessOct-99 PR PR
President's
Diversity &
Equity Committee
reviewing final
draft 13 12 18
President
^C.36 ST15Student Access to Interpreting
ServiceApr-04
SE advises
PR AC VPS O
^C.37 ST14Services for Students with
DisabilitiesMay-06
SE advises
PRAC VPS O
C.39 FM8Refunds of Tuition and Other
FeesAug-11 PR FA
4
draft
KWANTLEN POLYTECHNIC UNIVERSITY
MASTER LIST POLICY REVIEW 2014 01 15
Policy #
New
Policy # Policy Name Last Resp'y Sponsor Current Resp'y for Timeline
Revision for Status drafting
Date Approval Policy
C.40 ST16
Practicum Placements (Work
Experiences, Community Agency
Visits)
Sep-04 SE AC on AC list Tbd
^C.41 SR8
Emergency Response to
Inappropriate, Disruptive or
Threatening Behaviour
Sep-07 PR FA In progress HRS with GC O
D.1 IM3Information and Educational
Technology UsageJun-11 PR FA
To be scheduled
for reviewCIO O
E.2 GV1Selection and Appointment of
AuditorsMay-11 BO FA
E.3 FM6 Banking Jan-02 PR FA
E.4 GV2
Protocol for the Development of
University Policies and
Procedures
Sep-12Senate
/BOPR
E.5 AD1 Legal Aug-04 PR FA
E.6 FM5 Expense Claim Regulations May-01 PR FA
Responses to
University
Comment are
with developer 13
11 12
ED Fin
E.7 FM7 Disposal of Surplus Equipment Sep-04 PR FA
E.8 AD3 Purchasing Sep-04 PR FA
Responses to
University
Comment are
with sponsor 11
02 21
FA
E.9 GV4 Signing Authority Jan-11 BO FA
E.10 ER7Communication with the
Provincial GovernmentJul-04 BO PR
E.11 FM2Management & Investment of
Operating FundsJun-12 BO FA
E.12 FM1Financial: Annual Expenditure
PlanFeb-90 BO FA FA
E.13 FM9Financial Structure of Revenue
Based ActivitiesNov-04 PR FA FA
E.14 FM3 Investments of Endowed Funds Jul-97 BO FA FA
^E.16 IM5 Identification Cards Jun-03 PR FA
Gordon Lee
checking risk of
not having this
policy 11 0729
FA O
5
draft
KWANTLEN POLYTECHNIC UNIVERSITY
MASTER LIST POLICY REVIEW 2014 01 15
Policy #
New
Policy # Policy Name Last Resp'y Sponsor Current Resp'y for Timeline
Revision for Status drafting
Date Approval Policy
^E.17 SR6 Insurance / Employees Sep-11 PR FA
^E.18 SR5 Insurance / Students Jun-00 PR FA
^E.18a SR5A Final Release of Claims PR FA
^E.18b SR5B Final Release of Claims (Minors) PR FA Risk Management
E.19 AD5Honorary Degrees / Awards
Policy & Procedures
Sept 2010
& Apr
2013
~SE sets
criteria UA
35.2 (5) (b)
PR Up to date PR
E.20 IM2Freedom of Information &
Protection of PrivacyMar-04 PR FA or GC?
E.22 SR11 Travel Risk Reduction Policy Oct-08 BO PR
AD102 RS4Administration and Control of
Research and Special FundsOct-11 PR FA RE O
BD019 GV7 Advisory Boards (Non-Program) Nov-10~BO UA
34(1) (a)BO
BD020 ER8 Asset Naming Opportunities Aug-11~BO UA
27(2)(d)CAO O
BD024 BP4 Campus Planning Jan-13~BO UA
27(2)(d)FA O
AD101 SR12 Emergency Planning Oct-11 PR FA
AD098 RS3 Indirect Costs of Research May-10 PR FA RE O
AD100 IM7 Management of Surveys Jun-11 PR FA IA&P O
AD040 GV8Memorandum of Understanding /
Letter of IntentAug-10 PR
FA/AC/CA
OO
AD031 AC12 Naming, Academic Units Aug-10 PR AC O
BD023 ER7 Political Fundraising Expenses Jan-13 BO PR
AD097 BP3 Public Art Jul-10 PR PR CAO
F.1 SR12
Consumption of Alcoholic
Beverages & the Non-Medical
Use of Drugs on University
Premises
Feb-00 PR FA/ACRevision in
process 13 11 22Risk Officer O
F.2 BP2Student Events Held on
University premisesJan-04 PR FA/AC O
F.2a BP2A Application for Student Event PR FA/AC
F.2b BP2B Indemnity Agreement PR FA/AC
F.3 BP1Student Events Involving the
Consumption of AlcoholOct-99 PR FA/AC
Revision in
process 13 11 22Risk Officer
6
draft
KWANTLEN POLYTECHNIC UNIVERSITY
MASTER LIST POLICY REVIEW 2014 01 15
Policy #
New
Policy # Policy Name Last Resp'y Sponsor Current Resp'y for Timeline
Revision for Status drafting
Date Approval Policy
F.4 SR2 Emergency Response Plan Feb-00 PR FA HRS
F.4a SR2AEmergency Response /
Communication PlanPR FA HRS
F.6 SR3 Smoking Aug-08 PR FA In progress HRS
G.1 HR1 Conflict of Interest Oct-99 PR FA HRS O
G.2 GV3 Human Rights Aug-10 PR FA HRS
G.4 HR4Bereavement / Employees &
StudentsJul-01 PR FA
Currently being
reviewed by HRSHRS O
^G.5 HR6 Service Recognition Policy Apr-05 PR FATo be rewritten by
HRSHRS
^G.6 HR5Leave Without Pay / Regular
EmployeesMay-88 PR FA HRS
G.7 AC13Qualifications for Faculty
Members (BD013)Jan-12
~SE
advise BO
approve
35.2(6)(i)
FA
AC?
HRS
AC?
^G.8 HR2Reclassification Requests /
BCGEU Staff Dec-87 PR FA HRS
^G.9 HR3 Processing Staffing Requests Apr-90 PR FA HRS
^G.10 HR7
Representation by Kwantlen
Employees at Conferences &
Related Activities
Feb-01 PR FA HRS
^G.11 HR8Employee Exchange/Secondment
LeavesSep-89 PR FA HRS
G.12 HR9 Illness Leave Nov-08 PR FA HRS
G.13 SR4Workplace Hazardous Material
Information System (WHMIS)Jun-93 PR FA HRS
G16 HR14 Employment / Students Feb-05 PR FA HRS
^G18 HR13 Recruitment / Support Staff Dec-90 PR FA HRS
7
draft
KWANTLEN POLYTECHNIC UNIVERSITY
MASTER LIST POLICY REVIEW 2014 01 15
Policy #
New
Policy # Policy Name Last Resp'y Sponsor Current Resp'y for Timeline
Revision for Status drafting
Date Approval Policy
^G.19 HR12
Recruitment / Non-Posted
Auxiliary Support Staff (less than
30 calendar days)
Oct-97 PR FA HRS
G.20 HR11 Administrative Recruitment May-97 PR FA HRS
G.21 HR16 Employment Equity May-97 PR FA HRS
G.22 SR7 Safety & Health Program Feb-11 PR FA HRS
G.23 SR9 Violence in the Workplace Mar-02 PR FA HRS O
