Report: UTM Campus Affairs Committee - February 06, 2025

1. Chair’s Remarks
   
   The Chair welcomed members to the Committee’s cycle four meeting and provided a reminder about the ongoing governance elections.  He encouraged those eligible to participate in the voting, which would be open until Friday, February 14, 2025, 5 p.m.
2. Continuous Improvement Program
   
   At the invitation of the Chair, Jennifer Reid-Burrell, Director, Business Improvement and Strategic Initiatives provided a presentation on UTM’s continuous improvement program.
   Ms Reid-Burrell began her presentation by highlighting the role of UTM’s Project Management Office (PMO) in coordinating high-impact projects across campus since its establishment in 2022. The PMO offered a tiered service model, including self-service tools, consulting, and full project management support, ensuring accessibility to all campus portfolios.  Ms Reid-Burrell explained that UTM’s approach integrated administrative and academic teams for campus-wide services. In 2023, the PMO launched the UTM Project Management Community of Practice, fostering knowledge-sharing through hybrid events and an online network. She noted that the Continuous Improvement Program was introduced, leveraging Lean Six Sigma methodology to enhance process efficiency. Training partnerships with the University of California San Diego led to 66 staff members earning Yellow Belt certifications. An online toolkit with templates and resources was also developed. 
   
   Ms Reid-Burrell highlighted two key projects: the Advancing Academic Advising Project (3AP), aimed at optimizing academic advising services, and a data management improvement initiative in partnership with the Robert Gillespie Academic Skills Centre. Both projects aligned with UTM’s strategic priorities to enhance student success and operational efficiency.  She concluded by inviting engagement with the PMO through events, resources, and collaborative opportunities.
   
   Following the presentation, a member praised the PMO’s Teams Channel and inquired about the Promoting Academic Skills for Success (PASS) program’s data management and project outcomes. Ms Reid-Burrell explained that PASS supports academically struggling students and operated on Quercus, though the platform was not designed for such a program. Previously, student progress tracking and reporting required manual data extraction and analysis in Excel. The project aimed to streamline these processes by modifying the Quercus shell to provide real-time student progress tracking and by implementing a data dashboard for automated reporting with deeper insights.
3. Compulsory Non-Academic Incidental Fees: UTM Student Societies (UTMAGS) - Proposals for Fee Increases for 2025-26
   
   The Chair noted that student society fees were subject to the terms and conditions of the Policy on Ancillary Fees and the Policy for Compulsory Non-Academic Incidental Fees.
   
   At the invitation of the Chair, Mr. Overton advised members that the fee increases requested by student societies adhered to their internal approval processes which met University standards. He further explained that the primary element of UTMAGS fees was the annual increase in the cost of the U-Pass, which was the universal transit pass provided through a multi-year contract with the City of Mississauga that allowed for fare-free use of Mississauga Transit by UTM students. This item came forward off-cycle from other anticipated student society fee increase requests to meet the deadline for graduate fee determination that graduate programs start in the summer, rather than the fall which is more common.
   
   He noted that Thanh Phung, Vice-President, UTMAGS, was present to answer questions about the internal processes relate to their proposed fees. 
   
   During the discussion, a member asked whether the agreement would improve UTM’s position in negotiations with MiWay and potentially increase direct transit routes from Toronto. It was confirmed that the U-Pass program served as a stable revenue source for MiWay and ensured student leaders and university administrators had a significant voice in influencing service levels.
   
   On motion duly moved, seconded, and carried
   
   YOUR COMMITTEE RECOMMENDED
   
   THAT, beginning in the Summer 2025 session, the University of Toronto Mississauga Association of Graduate Students (UTMAGS) fee be modified as follows: 
   (a) an increase of $2.44 per fall session and $2.43 per winter session (full-time and part-time) in the Mississauga Transit Summer U-Pass portion of the fee.
4. Operating Plans and Fees: UTM Student Affairs and Services for 2025-26
   
   At the invitation of the Chair, Mr. Overton and Mr. Nuttall provided a presentation of the proposed operating plans and fees. Mr. Overton discussed the development process of campus fees related to student services and UTM student societies' fees. He highlighted the consultation process with students and student government representatives through the QSS or Quality Service to Students committee.
   
   Since the Chair of QSS, Paramvir Singh, was not able to be in attendance, his report was read into the record by Mr. Overton.  Through voting, QSS endorsed the proposed fee increases for health services and the student services bundle but did not endorse the proposed increase for recreation and athletics. Key discussion points at QSS included the following:

• Shuttle Bus: Interest in more frequent trips and relocating the St. George drop-off back to Hart House.
• Health Services: Need for more physicians; recruitment remained challenging but ongoing.
• Student Services: Calls for better promotion of services, especially for family care and childcare.

No questions or comments were raised at the QSS presentation regarding the recreation and athletics proposal, and while Mr. Singh did not speculate on the reason for the lack of endorsement, general feedback indicated that students were satisfied with existing services.

Chad Nuttall then provided details on the proposed fee increases. The HCC’s increase was attributed to expanded clinic space, while recreation fees would support facility improvements and programming expansion. Other services, including the career center and shuttle service, planned to maintain their current fees. A newly introduced shared service line reflected reallocated costs from various student service departments cohabiting in a shared space.

Two key points were then highlighted regarding student service fees across U of T’s campuses. First, UTSC had a lower athletic fee due to its shared facility ownership with the City of Toronto, which reduced costs but also limited student access. Second, while the three campuses had similar student service fee bundles, UTM’s included support for a fare-free shuttle service, which was not available at the other campuses.  It was noted that the proposed fee changes remained below the university’s maximum allowable increase and were considered reasonable based on CPI and internal U of T index calculations.

The presentation then highlighted the utilization of student services. The HCC recorded nearly 13,000 appointments and 1,500 participants in health and wellness events. Recreation, Athletics, and Wellness reported 7,100 unique users and over 200,000 total participation visits, with notable engagement in drop-in swim, fitness center activities, and intramurals. Further statistics from student service departments reinforced the impact of these services. The Career Centre served 13,000 students, the Centre for Student Engagement (CSE) had 7,600 student participants, and the International Centre (IC) conducted 3,500 advising appointments. These services combined one-on-one support with workshops, events, and fairs. Additionally, student employment remained a major focus, offering meaningful work experiences that helped students financially while building valuable skills.

The following matters were raised during the discussion period:

• Health Services: on the topic of walk-ins for physicians, it was clarified that while the HCC did not operate as a walk-in clinic, appointment spaces were held daily for more urgent needs, with an overall increase in physician space aiding recruitment.
• Graduate Student Services: Interest was raised about awareness of health and counseling services for graduate students. It was noted that these services were available but not widely known, and efforts were underway to improve awareness.
• RAWC Facilities: in response to weekend evening residence-focused time at the gym it was clarified that details were still being finalized, but discussions were open to broader student inclusion.
• Nutrition Services: on the topic of the availability of a dietitian or nutritionist, it was noted that a dietitian was on leave, but services continued through partnerships, including upcoming nutrition events.
• Fee Endorsement at QSS:  in response to why the recreation and athletics fee increase was not endorsed, it was speculated that student leaders faced pressure to resist fee increases, even when supportive of services.
• Deferred Maintenance: on the topic of deferred maintenance, it was explained that issues including residence upgrades and recreation equipment maintenance were prioritized and that a report on Deferred Maintenance would be forthcoming to the Committee in Cycle 5.
• Budget: A member commented on financial strain in academic budgets and asked why student service budgets seemed to operate in a deficit. It was explained that service budgets were structured to keep fee increases modest via a budget model that relied on prior-year surpluses to balance budgets.

On motion duly moved, seconded, and carried

YOUR COMMITTEE RECOMMENDED

THAT the 2025-26 operating plans and budgets for the UTM Health & Counselling Centre; the UTM Department of Recreation, Athletics & Wellness; and the UTM Student Services under the Student Services Fee, recommended by the Dean of Student Affairs, Mark Overton, and described in the attached proposals, be approved; and

THAT the sessional Health Services Fee for a UTM-registered or UTM-affiliated full-time student be increased from $77.27 ($15.45 for part-time students) to $79.95 ($15.99 for part-time students) or 3.5%.

THAT the sessional Recreation & Athletics Fee for a UTM-registered or UTM-affiliated full-time student be increased from $218.45 ($43.69 for part-time students) to $223.01 ($44.60 for part-time students) or 2.1% ; (resulting from a permanent increase of 2.0% and a temporary increase of 0.1%). and

THAT the sessional Student Services Fee for a UTM-registered or UTM-affiliated full-time student be increased from $283.98 ($56.80 for part-time students) to $307.70 ($61.54 for part-time students) or 8.4%.

5. Reports of the Presidential Assessors

   1. New Global Mobility Opportunities
      
      Chad Nuttall, Assistant Dean, Student Services provided a presentation on global mobility opportunities for UTM students. He highlighted the University of Toronto's ambitious goal of having 40% of undergraduate students participate in a global experience before graduation.
      
      Several programs were discussed:

• Exchange Programs: UTM offered over 150 destinations for traditional exchange, research exchange, and internships, with about 100 students participating this year, expecting growth in the next.
• Global Classrooms: This initiative embedded global opportunities into UTM courses, with 30 funded global classrooms at UTM and a current call for faculty proposals.
• Summer Abroad: Coordinated by Woodsworth College, students could earn extra credits while studying abroad, with around 100 students participating annually.
• UTM Abroad: UTM's flagship program offering short, experiential learning opportunities during reading breaks, with 60-70 students participating each year.
• New Opportunities: UTM has added new programs in Oxford, Japan, and Thailand, and continued to build diverse global opportunities.

Partnerships were also mentioned, including collaborations with Cultural Vistas for U.S. internship visas and Roots for internships with non-profits worldwide. The International Education Center (IC) offers support services, intercultural training, and expert advice to faculty and students interested in global opportunities.

Following the presentation, a member asked about funding for international trips at UTM, mentioning the decline in participation due to high costs. Mr. Nuttall acknowledged financial barriers and mentioned UTM’s merit-based funding and tri-campus options. Global Classrooms and Global Learning bursaries were also highlighted as potential funding sources.

A member asked about department barriers to developing global courses. Mr. Nuttall explained that while some departments had strong champions, they were working to cultivate more. He also mentioned new summer opportunities to help students avoid delays in their studies.

CONSENT AGENDA
 

On motion duly moved, seconded, and carried

YOUR COMMITTEE APPROVED

THAT the consent agenda be adopted and that Item 6, report of the previous meeting, be approved.

6. Report of the Previous Meeting: Report Number 68 – January 9, 2025
7. Business Arising from the Report of the Previous Meeting
8. Date of the Next Meeting – March 26, 2025

9. Other Business

   There was no other business. 

The meeting was adjourned at 4:10 p.m.

February 11, 2025