Report: University Affairs Board - March 11, 2020

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Simcoe Hall, 27 King’s College Circle, Governing Council Chamber 2nd Floor

REPORT  NUMBER 216 OF THE  UNIVERSITY  AFFAIRS  BOARD

March 11, 2020

To the Governing Council, 
University of Toronto 

Your Board reports that it met on Wednesday, March 11, 2020, at 4:30 p.m. in the Council Chamber with the following members present:

Andrew Szende (Chair), Sandy Welsh (Vice-Provost, Students), Apefa Adjivon, Harvey Botting, Catherine Bragg, Reshma Dhrodia, Avrum Gotlieb, Ira Jacobs, Amin Kamaleddin, Clayon Levy, Joseph Leydon, John F. Monahan, Sandhya Mylabathula, David Newman, Tayyab Rashid, Mark Seymour, Daman Singh

REGRETS:
P.C. Choo, Jayde Jones, Mark Lautens, Ron Levi, Stephanie Rose, Gurvir Sangha

IN-ATTENDANCE:
Beth Ali (Executive Director, Executive Director of Co-Curricular Athletics & Physical Activity Programs), Cheryl Gibbs (Assistant-Director, Office of the Vice-Provost Students), Josh Hass (Coordinator, Student Policy Initiatives), Mr. Sinisa Markovic (Assistant University Registrar & Director, Operations, Enrolment Services), Mr. Joseph Minichini (Business Analyst, Registrarial Policy, Enrolment Services), Hanie Youseffi (Chair Council on Student Services)

NON-VOTING ASSESSORS:
Anne McDonald (Assistant Vice-President, Ancillary Services), Mark Overton (Dean, Student Affairs, UTM), Desmond Pouyat (Dean, Student Affairs, UTSC), Meredith Strong (Director, Office of the Vice-Provost, Students and Student Policy Advisor)

SECRETARY:
David Walders

ITEM 1 IS REPORTED FOR RECOMMENDATION, ITEM 4 IS REPORTED FOR APPROVAL AND ALL OTHER ITEMS FOR INFORMATION


1. Chair’s Opening Remarks 

The Chair welcomed members and guests to the meeting.

2. Report of the Senior Assessor 

Professor Welsh offered updates on the following matters: 

COVID-19 

Professor Welsh provided an update on the University’s response to the COVID-19 virus as of March 11, 2020.  

In reply to a member’s question regarding travel restrictions, Professor Welsh noted that, currently, the University asking the community to carefully consider postponing or cancelling non-essential travel.  Professor Welsh also noted that international travel restrictions imposed by other countries could have an impact on placements at institutions affiliated with the University. In reply to a member’s question regarding international students in University residences, Professor Welsh noted that the wellbeing of students in residence, as well as complications that may arise related to travel restrictions, were being carefully considered by the University.  

Mental Health Website  

Professor Welsh informed members that the Student Mental Health webpage contained an implementation section, which provided a dashboard with updates to track progress on the recommendations of the Final Report of the Task Force on Student Mental Health. 

Recommendations on the website were organized into five categories: Service Delivery and Coordination of Supports; Partnerships; Physical Spaces; Culture of Caring and Excellence; and Financial Resources. Under each section was a checklist that determines what’s “in-progress,” “in-planning,” “on-going,” and “completed”. Updates would also be provided at future meetings.

3. Proposed Changes to the Policy on the Recognition of Campus Groups 

Professor Welsh offered a presentation, appended here, on upcoming proposed changes to the Policy on the Recognition of Campus Groups. Key proposed changes surrounded eligibility as well as clarification as to the relationships between recognized student groups and external organizations. She noted that consultations on the proposed revisions would be open until March 27, 2020.  

In the discussion that followed, members asked questions regarding new eligibility requirements, implications for affiliated organizations, as well as mandatory EDIA (Equity, Diversity, Inclusion and Accessibility) and sexual violence training and prevention training for members of recognized campus groups. In reply to eligibility requirements, Professor Welsh noted that the proposed changes would require those holding leadership positions to be in good standing with the University.  She also noted that feedback was being sought on the minimum number of students required to form and maintain a recognized student group.

Turning to the relationships between recognized campus groups and affiliated institutions, Ms Strong noted that in most cases, these relationships were clearly defined, ensuring the scope and mandate of the groups were student-driven.  The University would be working towards ensuring all recognized campus groups, including those which had relationships with affiliated organizations had a student-focused mandate. Finally, regarding training for campus group members, Professor Welsh noted that many recognized groups have mandatory training for executive members and existing resources are available should other clubs want to pursue these types of offerings. 

4. Operating Plans: Service Ancillaries 

Professor Welsh noted that the Operating Plans had first been reviewed by a number of bodies, including undergraduate and graduate students, and faculty and staff.  At the University of Toronto Mississauga, these bodies included the Student Housing Advisory Committee, the Food Service Advisory Committee, the Resident Student Dining Committee and the Transportation & Parking Advisory Committee. At the University of Toronto Scarborough consultation had occurred with the Student Housing Advisory Committee, Food User Committee and the Parking Advisory Review Committee provide advice and input. 

a) University of Toronto Mississauga

The Service Ancillaries Operating Plan from the University of Toronto Mississauga was received for information.  

b) University of Toronto Scarborough  

The Service Ancillaries Operating Plan from the University of Toronto Scarborough was received for information. 

c) St. George Campus

Professor Welsh noted that, as with the operating plans from the University of Toronto Mississauga and the University of Toronto Scarborough, consultation on the St. George Campus ancillary plans occurred first at the local level, at which students were involved. Draft plans were reviewed by the Financial Services Department, whose report was considered by the Service Ancillaries Review Group (SARG), which included several members from the Board.  

The Chair, who was a member of SARG, noted that the discussion at SARG had been very productive and he thanked the two members who served on that body. 

In reply to a member’s question regarding the move to bring the University’s food and beverage services in-house, Ms Anne McDonald noted that there had been a marked increase in quality and that food and beverage services were working towards becoming self-funding. 

On motion duly made, seconded and carried 

IT WAS RESOLVED 

THAT the proposed 2020-21 operating plans and budgets for St. George service ancillaries, as summarized in Schedule I; the St. George service ancillary capital budgets as summarized in Schedule V, and the St. George rates and fees in Schedule VI be approved, effective May 1, 2020. 

5. Operating Plans and Fees: Student Affairs and Services, University of Toronto Mississauga  

Ms Strong, Director of the Office of the Vice-Provost, Students and Student Policy Advisor, offered a presentation, appended here, that provided a brief overview of the annual report. She noted that the Policy for Compulsory Non-Academic Incidental Fees specified the requirements and conditions associated with the fees and the manner in which they were charged. The presentation detailed the metrics for fee increases, explaining the relationship between the Consumer Price Index (CPI) and the University of Toronto Index (UIT). 

Professor Welsh noted that the UTM Student Services Plans had first been considered by UTM’s Quality Services to Students Council (QSS). 

a) Advice from the Quality Service to Students Committee (QSS)  

The advice from QSS was received for information.  

b) Plans and Fees 

The Student Services Plans from the University of Toronto Mississauga was received for information.  

6. Operating Plans and Fees: Student Affairs and Services, University of Toronto Scarborough  

Professor Welsh noted that the UTSC Student Services Plans had first been considered by UTSC’s Council on Student Services (CSS).   

c) Advice from the Council on Student Services (CSS)  

The advice from CSS was received for information.  

d) Plans and Fees 

The Student Services Plans from the University of Toronto Scarborough was received for information.  

7. Operating Plans and Fees: St. George Campus and University Wide Services 

Professor Welsh advised that the Protocol on Non-Tuition Fees provided that the Operating Plans and Fees for University-wide and St. George Campus services first be considered by COSS, whose advice would be conveyed to the University Affairs Board.  Proposals for Student Life Programs and Services, the Faculty of Kinesiology & Physical Education: Co-Curricular Programs, Services, and Facilities, and Hart House were considered by COSS. Professor Welsh thanked the Chair of COSS for her thoughtful commitment to her role. 

a) Advice from the Council on Student Services (COSS)  

Professor Welsh noted that the operating plans and fees for Student Life Programs and Services, Hart House and the Faculty of Kinesiology and Physical Education were approved at the COSS meeting held on February 3, 2020.

b) Operating Plans and Fees: Student Life, St. George Campus

Mr. Newman offered a presentation, appended here, on student life, programs and services.  He outlined the new organizational structure and noted that there were several areas of strategic priorities within student life.  They included the following; student development and engagement; internationalization; health and wellness, including the development of resiliency programs to promote academic success; programs and services for graduate students; academic support, and; divisional and university support services. He highlighted initiatives to strengthen existing student advisory committees and as well as the development of new student advisory committees. He also provided highlights of the budget for 2020-21. 

In reply to a member’s question regarding the assessment of the impact of student life programs, Mr. Newman noted that a number of tools were employed to assess impact, including unit reviews, focus groups, as well as collaboration with the Innovation Hub.  Professor Welsh added that metrics were developed by student life professionals to measure impact and outcome.

On motion duly made, seconded and carried 

IT WAS RESOLVED 

THAT the 2020-21 operating plans and budget for Student Life Programs and Services, as presented in the documentation from David Newman, Executive Director, Student Experience, be approved; 

THAT the Health & Counselling sessional fee for a full-time student on the St. George campus be increased to $81.47 ($16.29 for a part-time student), which represents a year-over-year increase of $6.61 ($1.32 for a part-time student) or 8.83%; and 

THAT the Student Services sessional fee for a full-time student on the St. George campus be increased to $98.89 ($19.78 for a part-time student), which represents a year-over-year increase of $9.51 ($1.90 for a part-time student) or 10.64%. 

c) Operating Plans and Fees: Faculty of Kinesiology and Physical Education: Co-Curricular Programs, Services and Facilities  

Dean Ira Jacobs began by noting that the academic mission of the Faculty underpinned the operating plans and fees and the nexus between health, research and academic programming. Ms Beth Ali, Executive Director of Co-Curricular Athletics & Physical Activity Programs, then offered a presentation, appended here, which outlined the priorities for sports and recreation. The presentation also detailed the many program offerings within the Faculty, the number of participants in those programs, as well as the 2020-21 budget plan. 

In reply to a question concerning funding, Dean Jacobs and Ms Ali noted that 70% of funding for co-curricular activities came from student ancillary fees, with the remainder coming from sources such and philanthropy and user fees. 

On motion duly made, seconded and carried 

IT WAS RESOLVED 

THAT the 2020-21 operating plans and budget for the Faculty of Kinesiology & Physical Education: Co-Curricular Programs, Services and Facilities, as presented in the documentation from Beth Ali, Executive Director, Co-Curricular Athletics and Physical Activity Programs be approved; and 

THAT the sessional fee for a full-time student on the St. George campus be increased to $198.28 ($39.66 for a part-time student), which represents a year-over-year increase of $4.46 ($0.89 for a part-time student) or 2.3%; and 

THAT the sessional fee for a full-time student at UTM or UTSC be increased to $23.00 ($4.60 for a part-time student), which represents a year-over-year increase of $0.52 ($0.10 for a part-time student) or 2.3%. 

d) Operating Plans and Fees: Hart House

Mr Monahan, the Warden of Hart House, offered a presentation, appended here, which outlined infrastructure and renewals to physical spaces, the Hart House Mission and the Hart House community, including access and outreach. Mr. Monahan also outlined the 2020-21 budget.   

On motion duly made, seconded and carried 

IT WAS RESOLVED 

THAT the 2020-21 operating plans and budget for Hart House, as presented in the documentation from John Monahan, Warden, be approved; and 

THAT the sessional fee for a full-time student on the St. George campus be increased to $105.43 ($21.09 for a part-time student), which represents a year-over-year increase of $7.47 ($1.48 for a part-time student) or 7.63%; and 

THAT the sessional fee for a full-time student at UTM or UTSC be increased to $3.23 ($0.65 for a part-time student), which represents a year over year increase of $0.22 ($0.05 for a part time student) or 7.63%. 

8. Transcript Innovation Initiatives 

Mr. Sinisa Markovic and Mr. Joseph Minichini offered a presentation, appended here, on the Transcript Innovation Initiative. The presentation offered an overview of the development of the initiative, which aimed to develop an accurate, secure and comprehensive transcript that surmounted the limitations of the traditional paper transcript. The initiative explores innovative methods to illustrate student learning and achievements. An overview of the new digital transcript, developed with enhanced document security measures, was also provided. 

In reply to a member’s question, Mr. Markovic confirmed that there was uniformity in transcripts among all U of T students, including those at federated colleges.

9. Report of the Previous Meeting: Report Number 215, January 27, 2020 

The previous meeting was approved. 

10. Business Arising from the Report of the Previous Meeting 

There was no business arising from the report of the previous meeting. 

11. Date of Next Meeting: April 29, 2020 at 4:30 p.m. 

The Chair confirmed that the date of the next meeting would be April 29, 2020 at 4:30 p.m. 

12. Other Business 

There were no items of other business.

The meeting adjourned at 7:10 p.m.