Report: UTM Campus Council - May 24, 2022

REPORT NUMBER 54 OF THE UNIVERSITY OF TORONTO MISSISSAUGA CAMPUS COUNCIL

May 24, 2022

To the Governing Council, University of Toronto

Your Council reports that it met on May 24, 2022, at 4:10 p.m. in the Council Chamber, Room 3130, W. G. Davis Building.

Present:
Samra Zafar (in the Chair), Brian Lawson (Chair, Governing Council), Alexandra Gillespie (Vice- President & Principal), Hassaan Basit, Rafael Chiuzi, Ann Curran, Ivana Di Millo, Imre Gams, Robert Gerlai, Sanja Hinic-Frlog, Jay Nirula, Gerard Otiniano, Laura Taylor, Ziyaad Vahed, Ron Wener, Kathleen Yu.

Non-Voting Assessors:
Rhonda McEwen (Vice-Principal, Academic & Dean), Deborah Brown (Chief Administrative Officer), Susan Senese (Interim Chief Administrative Officer), Mark Overton (Assistant Principal, Student Services & Dean of Student Affairs)

Regrets:
Shashi Kant (Vice-Chair), Sultan Akif, Harvey Botting, Laura Cocuzzi, Dario Di Censo, Shelley Hawrychuk, Maggie Ku, Livon Mamiza, Evan Silva

In Attendance: Professor Linda Johnston, Dean, Bloomberg School of Nursing, Allison Burgess, Director, Sexuality and Gender Diversity Office, Luke Barber (Executive Director of Facilities Management & Planning and Interim Director of Information & Instructional Technology Services), Felicity Morgan (Director, Career Centre), Anuar Rodriguez (Director of Strategy, Office of the Vice- President & Principal), Alexandra Waters (Coordinator: Correspondence, Events & Administration, Office of the Vice-President & Principal)

Secretariat:
Cindy Ferencz Hammond (Assistant Secretary of the Governing Council)

1. Chair’s Remarks
   
   The Chair welcomed members to the final meeting of the year.
    
2. Report of the Vice-President and Principal
   
   In her report, Professor Gillespie focused on extending her thanks to several members of the administration who were moving on to different roles or retiring. She acknowledged Professor Rhonda McEwen, who was leaving UTM to become the President and Vice-Chancellor of the University of Victoria in the University of Toronto. During her time as Vice-Principal Academic & Dean, Professor McEwen showed extraordinary leadership for UTM, her accomplishments ranging from business process renewal and strategic enrollment management to a special role in promoting equity, diversity and inclusion on campus, in addition to helping to ensure academic continuity during the pandemic.
   
   Professor Gillespie also thanked and acknowledged Professor Heather Miller, Vice-Dean Teaching & Learning, and Professor Michael Lettieri, Vice-Dean Academic Experience, both of whom were finishing their term and had led their portfolios to excellence over the past number of years. Professor Gillespie noted that there would be further celebrations planned for these individuals.
    
3. UTM Strategic Framework
   
   The Chair called on the Vice-President and Principal, Professor Alexandra Gillespie to introduce the item.
   
   Professor Gillespie noted that the Framework was created through a collaborative effort over a 2-year period that involved extensive consultations, including over five hundred individuals across the U of T community. The Framework was not a plan in and of itself, but a synthesis of UTM’s existing plans’ collective purpose. As such, the Framework reflected the results of prior processes of consultation, including, but not limited to, those held for the 2020 Sustainability Strategic Plan, the 2021 Campus Master Plan, the 2017 Academic Plan (a 5-year Provostial Review was about to be launched), and the 2021 Defy Gravity Campaign.
   
   Professor Gillespie expressed her appreciation of the staff from the Office of the Vice-President and Principal, Office of the Vice-Principal Research and the former Chief Administrative Officers who had contributed to the drafting of the document.
   
   As part of the presentation, Professor Gillespie outlined the following:
   
   Purposes of the Framework

• Unified existing campus and U of T-wide goals into a common narrative.
• Championed inclusive excellence that enabled people, communities, and environments to flourish.
• Provided shared language to communicate UTM’s aspirations to internal and external stakeholders.
• Made transparent how UTM reached decisions and identified areas for contraction or growth.
• Encouraged iterative review of existing strategic plans and development of new ones at the unit level.
• Prepared the community for times when plans needed to change
• Contributed a principled flexibility to the process of continuous planning.
  
  Priorities
  
  Professor Gillespie stated that the core priorities identified in the Framework were organized in a circular structure to illustrate their non-hierarchical unity. The priorities revolved around the central tenets of truth, openness, and reciprocity, which signified the UTM’s overarching commitment to honesty, transparency, and the development and strengthening of reciprocal relationships. She noted that while this particular priority would inform the basis of all of the campus’s actions, it was particularly significant in terms of UTM’s relationship with Indigenous people and communities.
  
  The Framework identified the following five priorities:
• Fostering Student Success
• Empowering Research Discovery and Impact
• Embracing “Our Place”
• Building Efficient and Sustainable Operations
• Encouraging Collaboration and Belonging
  
  Professor Gillespie further noted that three commitments were listed under each priority, which would operationalize each priority into actions as a basis for measurement. Five questions were listed following each set of commitments that would serve as accountabilities, which were points of reflection that serve to ensure the campus is on track with its progress towards each priority –these accountabilities would be integral to the annual review process of the Framework by the Office of the Vice-President & Principal, in consultation with U of T’s President & Provost, and other tri-campus leaders.
  
  Professor Gillespie stated that while annual reviews would be all-encompassing, they would pay particular attention to the accountabilities stated for each priority; and, upon completion of the annual review process, a report that outlines any updates to the Framework would be posted to the Office of the Vice-President & Principal’s website.
  
  The Chair thanked Professor Gillespie for her presentation. There were no questions from members.
  
  On motion duly made, seconded and carried, YOUR COUNCIL APPROVED
  
  THAT SUBJECT TO CONFIRMATION BY THE EXECUTIVE COMMITTEE,
  
  THAT, the University of Toronto Mississauga Strategic Framework, dated March 17, 2022, submitted by the Vice-President and Principal, be approved in principle.
   

4. Proposal to Establish an Extra Departmental Unit C (EDU:C): Centre for Nonlinear Analysis and Modeling (CNAM), UTM
   
   At the invitation of the Chair, Professor Rhonda McEwen, Vice-Principal Academic & Dean introduced the item and highlighted the following:

• UofT and UTM in particular is internationally recognized as leading groups working on topics associated with non-linear dynamics.
• CNAM will harness existing expertise to advance a development of new tools for analyzing complex systems and will have tri-campus collaboration.
• Enable researchers in nonlinear analysis and modeling to establish connections outside of their traditional circle.
• CNAM will provide opportunities for visiting scholars and strengthen new teaching and learning opportunities.
• CNAM will support four post doctoral fellows and one visiting researcher each year.
• Proposal consultation led by professors who were previous and current chairs of the department of Mathematical & Computational Sciences (MCS) and included consultation with departments (mathematics, computer science, geography) across all campuses.
• CNAM will establish another distinct area in MCS allowing to strengthen recruitment and retention efforts.
  
  There were no questions from members.
  
  On motion duly made, seconded and carried, YOUR COUNCIL APPROVED
  
  THAT SUBJECT TO CONFIRMATION BY THE EXECUTIVE COMMITTEE,
  
  THAT the proposal to establish the Extra-Departmental Unit C (EDU:C): Centre for Nonlinear Analysis and Modeling (CNAM), UTM, as detailed in the proposal dated May 2, 2022, be approved, effective July 1, 2022.
   

5. Capital Projects Update
   
   Council received two presentations that provided an update on UTM’s capital projects: a presentation on level 1 capital projects, provided by Luke Barber, Executive Director of Facilities Management & Planning and Interim Director of Information & Instructional Technology Services, and a presentation on UTM’s level 2 and 3 capital projects, provided by Deborah Brown, Chief Administrative Officer and Felicity Morgan, Director of the Career Centre.
   
   For Level 1 Capital Project Updates, Mr. Barber reported the following:

• Level 1 projects were those whose total project cost was under $10M and were adjudicated at UTM;
• UTM’s 26 person team oversees the work of approximately 121 projects in progress worth $415M (including level 2 and 3 capital projects);
• UTM’s Space Planning & Management Committee (SPMC) adjudicated these projects; this will move to a new structure in near future;
• Capital projects overall aligned with UTM’s strategic mandate with a focus on sustainability and with a goal of strengthening value proposition of the campus to attract students and scholars to the campus;
• The following Level 1 capital projects were highlighted:
  1. Renovation Projects
     1. Geography/Earth Sciences laboratory;
     2. Upgrade of four computer labs and lecture theatres in CCT (seating, finishing and flooring, technology);
     3. Kaneff Centre Management /IT Upgrade (updating all spaces, graduate hub, mix of open and private offices, new kitchenette, increase natural light);
     4. Mississaugas of the Credit First Nation Office created in Maanjiwe nendamowinan, featuring a showpiece artistic window treatment by local indigenous artist.
  2. ​​​​​​Infrastructure Projects
     1. W. G. Davis Building Elevator modernization;
     2. CUP Tunnel Repair;
     3. CUP Slab Rehabilitation (no discontinuity of services across campus);
     4. Davis CABB Air Compressor Replacement (end of life replacement);
     5. Davis D Block Mechanical Slab Remediation (waterproofing floor so that research and mechanical spaces would not be impacted if there was a flood).

In response to a member’s question regarding building renovation and design so that physical or developmental disabilities are considered, Mr. Barber reported that UTM had a robust set of internal design criteria and best practices that addressed such concerns.

In response to a member’s question about the process involved in gathering requests for renovations, Mr. Barber explained that previously, the process was an annual call for proposals through the Space Planning and Management Committee or SPMC. Currently the process was focused on outreach to departments multiple times per year as well as information gathering with respect to complement planning, and infrastructure grants.

A member remarked on the importance of ensuring that the campus community was aware of the wonderful and important work that was being done under the portfolio with respect to renovations and capital projects and their impact. Mr. Barber agreed and noted that more needed to be done to communicate this work widely.

For Level 2 and 3 Capital Project Updates, Ms Deborah Brown reported the following:

• Level 2 capital projects were those whose total project cost (TPC) was between $10 and 50M and Level 3 were those with a TPC of above $50M;
• UTM’s newly approved Master Plan informed future capital projects and provided a framework for development for next 10-15 years of open spaces, physical infrastructure and transportation;
• The Student Services Hub, a Level 2 capital project was primarily a major internal renovation project, as opposed to a new building project. It renovated the former UTM Library space and opened up a large part of the Davis Building to student services. Construction began in May and estimated completion was the summer of 2023;
  
  Speaking to the Student Services Hub, Felicity Morgan, Director of the Career Centre, reported the following:
• Hub was both a space that brings together several student affairs teams and a new service to help UTM students untangle complex issues & make expert connections in the SSH & across campus;
• Hub offered much better setting for collaboration and engagement;
• A comfortable space for students to explore self-help resources, engage peer support & seek professional expertise
• The Hello Desk was planned to feature well trained deep generalists to link students with appropriate supports and cross-campus experts;
• Will give students a first stop of where to turn and then help problem solving when multiple consultations are required;
• Bringing teams together: the SSH re-gathers the International Education Centre, Career Centre, Accessibility Services, Centre for Student Engagement, & Health Promotion teams, which had been dispersed across the campus as the student population grew, and now positions them for greater collaboration and impact;
• Provided space for innovation and programming;
• Offered more than 100 workspaces for staff and student-employees; spaces for meetings, collaborations and programs, and areas for student to explore paper, electronic and people resources;
• Offered choices that encourage engagement - provides support that is a blend of high tech and high touch services;
• Encouraged help-seeking behaviour and minimized options paralysis;
• Destination for referrals from faculty, staff and students’ families.
  
  For Level 3 projects:

1. New Science Building represented a critical expansion of wet research capacity; also contained faculty administration and graduate student space offering multiple sustainability features; It was in its last year of construction and was on track and on budget for completion in June 2023.
2. F2 Site Build (formerly ACT), was currently in the schematic design phase to address scope and design of building which has been reduced in size by 21%. The reduced programmatic scope would focus on robotics, computer science, and Communication, Culture and Information Technology, programs that saw the heaviest increase in enrolment.
3. New Residence has almost completed design development; location to be next to Oscar Peterson hall; 400 bed residence combination of singles and doubles.

6. Review of the Policy on Sexual Violence and Sexual Harassment
   
   The Chair invited the Review Co-Chairs, Professor Linda Johnston, Dean, Bloomberg School of Nursing and Dr. Allison Burgess, Director, Sexuality and Gender Diversity Office to present an overview of the review of the Policy on Sexual Violence and Sexual Harassment. It was noted that the Policy provided for a review to be undertaken every three years and that the last review was conducted in 2019. A report with recommendations for changes to the Policy was under development.
   
   Council then received a presentation from Professor Johnston and Dr. Burgess, which provided an overview of the 13 draft recommendations and highlighted the following:

• over 43 hours of consultations were held, with students, faculty, staff and librarians and included solicitation for feedback from student societies across all three campuses;
• formal submissions were received from the University of Toronto Students’ Union, University of Toronto Graduate Student’s Union, PEARS Project, and the University of Toronto Mississauga Sexual Violence & Harassment Prevention Committee;
• areas identified for attention and change centered around themes of:
  1. improving processes related to reporting and receiving services related to making disclosures;
  2. Sexual violence prevention and sexual health education and training;
  3. Optimizing and resourcing the Sexual Violence Prevention and Support Centre;
  4. Information sharing with participants of a reporting process and others;
  5. Adjustments to Policies and Guidelines that intersect with the Policy on Sexual Violence and Sexual Harassment;
  6. Formalizing supports for respondents.

During discussion, the following points were made:

• A member commented that they were pleased to see the inclusion of education on healthy relationships in the recommendations. In response to a member’s question about whether there were any plans to make this type of education or course mandatory or more widespread among students, Professor Johnston noted that it was not within her team’s purview to execute the program, and that the focus of this stage of the review was to report on what they had heard during consultation and provide recommendations based on that process. However, she noted that there could be ways to incentivize participation in these education sessions, building upon and with the collaboration of the already existing high level of engagement of U of T’s student organizations.
• In response to a member’s question about whether recommendation 13 would also apply to international faculty hires, Professor Johnston explained that the recommendation would likely apply to faculty hires internationally, not just north America and Canada and noted that many North American institutions already had similar policies and processes in place.
• Regarding recommendation 11 about explicitly addressing the issue of power dynamics and retaliation in Policy and other related policies and guidelines, a member asked about how members of the University community would be informed about their rights with respect to these policies. Professor Johnston noted that education and the better promulgation of services and resources that were available, such as the Sexual Violence Prevention & Support Centre would be an extremely important step going forward.
• Further speaking to recommendation 11 and addressing the issue of power dynamics, Professor Johnston noted that during consultation, there was no consistent community- wide support for a formal ban on sexual relations between faculty and students. She emphasized the importance of communications with respect to the Policy on Conflict of Interest and the Guideline on
  
  Conflict of Interest and Close Personal Relations, both of which were recommended to be reviewed so that they were up to date and broadly socialized with the relevant stakeholders.

CONSENT AGENDA

On motion duly moved, seconded, and carried YOUR COUNCIL APPROVED

THAT the consent agenda be adopted and that Item 9 - Report of the Previous Meeting, be approved.

7. Report on UTM Capital Projects – as at April 30, 2022
    
8. Reports for Information
   1. Report 54 of the Agenda Committee (May 16, 2022)
   2. Report 45 of the Academic Affairs Committee (May 9, 2022)
   3. Report 53 of the Campus Affairs Committee (May 12, 2022)
9. Report of the Previous Meeting: Report 53 – April 25, 2022
   
   Report number 53, dated April 25, 2022, was approved.
    
10. Business Arising from the Report of the Previous Meeting
     
11. Date of Next Meeting – Monday, October 3, 2022, at 4:10 p.m.
    
    The Chair reminded members that the next meeting of the UTM Campus Council was scheduled for Monday, October 3, 2022, at 4:10 p.m.
     
12. Question Period
    
    There were no questions for the administration.
     
13. Other Business
    
    The Chair thanked the Chairs and Vice-Chairs of the Standing Committees for their time and efforts devoted to the committees throughout the year as well as the assessors to the bodies for their diligence in bringing business forward for governance consideration. She additionally thanked members who had served on Council over the past year and recognized those whose terms had ended.
    
    Ms Cindy Ferencz Hammond, Assistant Secretary of the Governing Council, and Brian Lawson, Chair of the Governing Council, recognized the outgoing Chair, Ms Samra Zafar, and formally thanked her for her many contributions to governance during her six-year term on the Governing Council and its Boards, Councils and Committees. A chair with an engraved plaque, was presented to Samra Zafar in recognition of exemplary service and leadership as Vice-Chair of the UTM Campus Council from 2019 to 2020, and as Chair of the UTM Campus Council from 2020 to 2022. The Chair expressed her thanks to members for their service and to the University of Toronto for providing her with the opportunity to give back to the institution.

The Council moved In Camera.

14. Appointments: Members of the University of Toronto Mississauga Campus Council to Standing Committees for 2022-23+
    
    On motion duly moved, seconded, and carried YOUR COUNCIL APPROVED,
    
    THAT the recommended appointments of members of the UTM Campus Council to the Standing Committees and related leadership roles, as recommended by the Nominating Committee, and as specified in the Memorandum dated May 17, 2022, be approved, for one- year terms, effective July 1, 2022.

The meeting moved back into Open Session and the meeting was then adjourned at 5:53 p.m.

June 1, 2022