Report: Executive Committee - June 15, 2023

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Council Chamber, Simcoe Hall, 2nd floor

REPORT NUMBER 543 OF THE EXECUTIVE COMMITTEE

THURSDAY, JUNE 15, 2023

To the Governing Council,
University of Toronto.

Your Committee reports that it met on Thursday, June 15, 2023 at 5:00 p.m. with the following members present:

Janet Ecker (Chair), Anna Kennedy (Vice-Chair), Meric S. Gertler (President), Vikram Chadalawada, Sandra Hanington, Paul Huyer*, Sarosh Jamal*, Shashi Kant, Ernest W.N. Lam, Jan K. Mahrt-Smith, Doug McDougall, Joanne McNamara

Regrets: David Bowden, Dveeta Lal, Mark Lautens, Kikelomo Lawal, Arman Rasekh, Grace Westcott, Lara Zink

Non-Voting Member:  
Sheree Drummond, Secretary of the Governing Council  

Secretariat:  
Anwar Kazimi, Joanne Chou

In Attendance:  
Ron Saporta, Vice-President, Operations (Acting)
Randy Boyagoda, Acting Vice-Provost, Faculty & Academic Life
Leora Jackson, Legal Counsel
Carmelle Salomon-Labbé, Office of Appeals, Discipline and Faculty Grievances
Nadina Jamison, Chief Strategy Officer, Office of the President
Bryn MacPherson, Assistant Vice-President Office of the President & Chief of Protocol
Kristin Taylor, University Counsel, Chief Legal Officer
Susan Mazza, Special Projects Officer,  Office of the President

*attended remotely

Pursuant to section 28 (e) and 38 of By-Law Number 2, consideration of items 15-18 took place in camera.

The meeting was held in closed Session.

  1. Chair’s Remarks

    The Chairs welcomed attendees to the meeting. The Chair noted that two items which were on the agenda would instead come forward at the June 27th Executive Committee Meeting (Cycle 6b), as they needed to go to the June 20th meeting of the Business Board before coming forward to the Executive Committee. This included the Capital Project (Level 2): Report of the Project Planning Committee for University of Toronto Temerty Faculty of Medicine Division of Teaching Laboratories Ramsay Wright Staging Project – Project Scope and Sources of Funding and the Capital Project (Level 2): Report of the Project Planning Committee for Innis College Renovation & Addition– Project Scope and Sources of Funding.
     
  2. Report of the President

    The Chair invited the President to offer his report.

    Convocation

    The President began his report by highlighting that 22 convocation ceremonies had been held to date, and 11 inspiring honorary graduates had been awarded degrees. Today’s honorary degree recipients had been Sara Seager, a leading astrophysicist advancing our understanding of exoplanets and Robert Houle, an internationally recognized Indigenous artist and curator.

    The President noted that the Landmark Project was making substantial progress, with the opening of pedestrian pathways on the western and southern portions of King’s College Circle. He emphasized how spectacular the site would be once the construction and landscaping were complete. The President acknowledged and thanked the staff in the Office of Convocation and the Office of the President, as well as other contributing teams, for their tremendous work to make the convocation season special for all.

    Federal Matters

    The President noted that the Federal landscape had been quiet in terms of public announcements, but that advocacy continued behind the scenes. He highlighted the ongoing efforts to press for renewed investments in research (as outlined in the Advisory Panel on the Federal Research Support System’s report), and the need to improve systems for processing study permits for international students.  The University had recently hosted a delegation from Immigration, Refugees and Citizenship Canada (IRCC), as well as Deputy Minister Christiane Fox, which focused on better understanding the process of recruitment and support for international students.  The President noted that the University is also in discussions with IRCC regarding the possibility of delegating to the University certain aspects of the visa process, as a ‘trusted institution’, and it is hoped that the IRCC will pilot this model with U of T and other institutions in the near future. The President concluded that he was pleased that there had been considerable progress made on this file.

    Provincial

    The President reported that the University’s efforts on the Provincial front continued to focus on engaging with the Blue-Ribbon Panel on Higher Education. He highlighted the comprehensive submission that the University had made to the Panel in May, which outlined “a principle-based approach to policy reform”.  He stated that the Chair and Vice-Chair of the Panel had indicated that the submission was very well received, and they have followed up to request additional details on aspects of the submission.

    Municipal

    Shifting to municipal affairs, the President noted that advance voting for the Toronto Mayoral race had ended, with election day approaching on June 26, 2023. He remarked that a number of key issues have emerged during the campaign, including public transit, safety, and affordable housing, all of which are issues that matter deeply to the university.  He noted that U of T's School of Cities had recently hosted a mayoral debate featuring leading candidates at Innis Town Hall on June 12.

    Turning to Mississauga, the President stated that he was delighted to address the Mississauga City Council with Vice-President and UTM Principal Alexandra Gillespie on June 1, regarding the recent signing of a Memorandum of Understanding (MOU) with the City of Mississauga.  The President explained that the MOU focused on combining joint efforts to tackle shared challenges, achieve mutual goals, and continue to ensure Mississauga was a primary destination for research, business, and innovation. He noted that the partnership between The City of Mississauga and UTM remained strong, and that the MOU would build on the University’s significant contributions to the city’s social, economic, and urban landscapes.

    Anti-Asian Racism Working Group Final Report and Response

    The President reflected on the entrustment ceremony for the Final Report of the Anti-Asian Racism Working Group (AARWG), which he attended with the Chancellor and the Provost. The Working Group had been co-chaired by current governor Mr. Vikram Chadalawada, Assistant Director, Student Information Systems, Enterprise Applications and Solutions Integration and Information Technology Services, and Associate Professor Carol Chin, Principal of Woodsworth College. The President had accepted the Report on behalf of the University and noted that the Administration supported all forty of the Report’s recommendations, with implementation to begin immediately. He reminded governors that the AARWG was launched in April 2022 as part of the university’s effort to address discrimination and growing anti-Asian racism, particularly in the wake of the COVID-19 pandemic. The President concluded that the University community was committed to taking meaningful action to create a more supportive environment for members of the diverse Asian community. 

    Nature Index Annual Tables 2023

    Lastly, the President remarked that the Nature Index Annual Tables 2023 had just released its first health sciences ranking, tracking institutions’ academic publishing in high-quality medical journals. He highlighted that  the University of Toronto was the third-most prolific institution in the world, and second among universities, for health sciences research. He stated that U of T’s ranking placed it just behind Harvard University and the National Institutes of Health. He noted that he and Vice-President of Research, Innovation, and Strategic Initiatives Leah Cowen had just met with leaders of the partner hospitals that comprise the Toronto Academic Health Science Network (TAHSN) and highlighted the University's unique and collaborative relationships with the 14 research hospitals across the region, which has contributed to world-leading medical research.   

    The Chair thanked the President for his update and Mr. Vikram Chadalawada for his work as Co-Chair of the Anti-Asian Racism Working Group.
     
  3. Items for Confirmation

    1. Capital Project (Level 2): Report of the Project Planning Committee for University of Toronto Libraries Downsview High-Density Storage Expansion 2 – Project Scope and Sources of Funding

      The Committee received an introduction on the project from Ron Saporta, Vice-President, Operations (Acting). Mr. Saporta provided the following highlights:

    • The University of Toronto Libraries (UTL) facility at Downsview was an environmentally controlled high-density storage and preservation facility with the objective to transfer important but less frequently used materials.

    • Current projections foresaw that the existing high-density storage facility would be full by Fall 2024, thus the library is looking to expand.

    • The project proposed the addition of 3 bays that could hold up to 3 million volumes.

    • The cost to operate storage facilities at Downsview was significantly more cost effective than to store the materials within the libraries on the main campus.

    • The space freed up by the project at the St George campus was repurposed for more productive uses that enhanced the student experience.

      • Examples included Gerstein Student Study spaces, Engineering Computer Science Library (ECSL) Student Study Space, and Robarts East Asian Library Renovation common space. All three of these locations used to be book stacks that have been moved to the Downsview site. 
    • The project was delivered through Design Build model which attracted firms with unique warehouse/storage design and construction expertise.

      In response to a member’s question that was submitted in advance regarding storage systems, Mr. Saporta added:
    • The high-density shelving installation was not included in this project scope by design and would be implemented as a separate project upon the completion of this facility.  This decision was made to provide design flexibility and strategic sourcing of the complex storage systems needed. 
    • The projected cost of that storage system was $4M and would be brought forward as a separate project once the storage facility nears completion.

      In the discussion that followed, Mr. Saporta added:
    • In response to a member’s question if there were additional space considerations on campus that could be moved out, or if it was specific to libraries only, the Downsview facility included the University of Toronto Institute for Aerospace Studies (UTIAS) and the U of T Press Facility. There was consideration for a broader master plan for the campus, with work underway in exploring the potential for further expansion.
    • In response to a member’s question about the frequency of student study space utilization, there was increased demand for more study and collaborative learning space in libraries and to improve student access to high-use materials.
    • Long-term storage was focused on the library’s low use material.
    • Daily transportation service was offered, and items requested had a 1 business day turnaround.
    • The President added that this project supported the strategic use of downtown space to support and enhance integral library services, student activity and collaboration.

      On a motion duly moved, seconded, and carried  

      YOUR COMMITTEE CONFIRMED 

      THAT the project scope of the University of Toronto Libraries Downsview High-Density Storage Expansion as identified in the Report of the Project Planning Committee for University of Toronto Libraries Downsview High-Density Storage Expansion 2, dated March 28, 2023, be approved in principle; and,

      THAT the project totaling 2,360 net assignable square metres (m2) (2,515 gross square metres (gsm)), be approved in principle, to be funded by University of Toronto Libraries Future Major Capital Projects Reserve and University of Toronto Libraries Operating Funds.
       
    1. New Undergraduate Program Proposal: Specialist (Joint) in Music Industry and Technology, University of Toronto Scarborough (UTSC)

      The Committee received an introduction on the program proposal to establish a Joint Specialty in Music Industry and Technology at UTSC from the Chair and provided the following highlights:
      • The program would be jointly offered by UTSC and Centennial College.
      • It combined UTSC’s academic strengths in critical analysis of music and culture; and Centennial’s strengths in offering practical, career-oriented courses in music industry and music technology.
      • The proposal had undergone extensive consultation and it has a proposed start date of September 2024.
      • U of T had a strong relationship with Centennial and UTSC was pleased to further expand the relationship with the new joint program proposal.
      • The proposed specialist also leverages the expertise of new music and culture faculty at UTSC, whose backgrounds and interests intersect with music, Business and Technology.

        Professor Doug McDougall, Chair of the Academic Board, then commented on the discussion of the item at that body:
      • Following the presentation, only one question about the proposal arose, and that had to do with UTSC’s readiness to manage the program’s more involved admission process. Professor Gough, Vice-Principal, Academic & Dean at UTSC attended the Board meeting and had indicated that resourcing had been carefully considered, and that a process was in place to add staff on an annual basis as needed. 
         

        On a motion duly moved, seconded, and carried  

        YOUR COMMITTEE CONFIRMED 

        THAT the proposed degree program, Specialist in Music Industry and Technology, Joint with Centennial College, as described in the proposal from the University of Toronto Scarborough dated April 18, 2023 be approved effective September 1, 2024.
         

  4. Items for Endorsement and Forwarding to the Governing Council
    1. New Academic Unity: Proposal to Establish an Extra- Department Unit to B (EDU:B) Centre for African Studies, Faculty of Arts & Science
       

      The Committee received an introduction on the program proposal to establish the Centre for African Studies as a new Extra-Departmental Unit (EDU) at the Faculty of Arts & Science from the Chair and provided the following highlights:

    • The African Studies Program was established in 1978 at New College, where the African Studies Specialist, Major, and Minor were currently administered.

    • New College would also be the home for this new Centre.

    • The Program had evolved, along with changes in the field, as the most established and leading undergraduate program in the field in Canada.

    • The EDU:B would be the academic home for the existing African Studies Program and community and would allow for expanded research and teaching opportunities in this area.

      On a motion duly moved, seconded, and carried  

      YOUR COMMITTEE APPROVED

      THAT the following recommendation be endorsed and forwarded to the Governing Council:

      THAT the proposal to establish the African Studies Centre as an EDU:B, as described in the Proposal to establish the African Studies Centre (ASC) as an Extra-Departmental Unit B, dated March 23, 2023, be approved effective July 1, 2023.

CONSENT AGENDA
 

On motion duly moved, seconded, and carried

YOUR COMMITTEE APPROVED

THAT the consent agenda be adopted and that Item 5 be confirmed, Item 6 (a) and (b) be endorsed and forwarded to the Governing Council, and Item 7 be approved.
 

  1. Item for Confirmation
    1. Constitutional Amendments: Faculty of Arts & Science

      On a motion duly moved, seconded, and carried

      YOUR COMMITTEE CONFIRMED

      THAT the proposed amended Constitution of Faculty of Arts and Science, which was recommended for approval by Faculty Council on April 19, 2023 be approved, effective July 1, 2023.
       
  2. Items for Endorsement and Forwarding to the Governing Council
    1. Amendments to the Discipline Appeals Board Terms of Reference (“Terms of Reference’)


      On a motion duly moved, seconded, and carried

      YOUR COMMITTEE APPROVED

      THAT the following recommendation be endorsed and forwarded to the Governing Council:

      THAT the proposed amendments to the Discipline Appeals Board Terms of Reference, 1995, as outlined in the Memorandum dated May 18, 2023, from Professor Cheryl Regehr, Vice-President and Provost, be approved, effective July 1, 2023.

       

    2. Summer Executive Authority**

      On a motion duly moved, seconded, and carried

      YOUR COMMITTEE APPROVED

      THAT the following recommendation be endorsed and forwarded to the Governing Council
      1. THAT until the next regular meeting of the Governing Council or its appropriate committee or board, authority be granted to the President for:
        1. decisions on other matters the urgency of which does not permit their deferral until the next regular meeting of the Governing Council or its appropriate standing committee or board,

        2. appointments to categories 2,[1] 3,[2] and 5[3] of the Policy on Appointments and Remuneration approved by the Governing Council of the University of Toronto, dated May 30, 2007;[4]

        3. approval of such additional curriculum changes as may arise for the summer and September 2023; and

      2. THAT all actions taken under this authority be approved by the Chair of the Governing Council prior to implementation and reported to the appropriate committee or board for information.
         

  3. Report Number 542 of the Executive Committee (May 9, 2023) (for approval)**

    The Report Number 542 of the Executive Committee was approved.
     
  4. Business Arising from the Report of the Previous Meeting.

    There was no business arising from the Report of the Previous Meeting.
     
  5. Minutes of the Governing Council Meeting – May 18, 2023 (for information)**

    Members received the minutes of the Governing Council meeting for information.
     
  6. Business Arising from the Minutes of the Governing Council Meeting

    There was no business arising from the Minutes of the Governing Council meeting.
     
  7. Reports for Information

    Members received the following reports for information:
    1. Report Number 60 of the University of Toronto Mississauga Campus Council (May 23, 2023)
    2. Report Number 58 of the University of Toronto Scarborough Campus Council (May 24, 2023)
    3. Report Number 235 of the University Affairs Board (May 31, 2023)
    4. Report Number 246 of the Academic Board (May 25, 2023)

END OF CONSENT AGENDA

  1. Date of Next Meeting

    The Chair advised members that the next meeting was scheduled for Tuesday, June 27, 2023 from 3:30 to 4:15 p.m.
     
  2. Other Business
    1. Meeting of the Governing Council – June 27, 2023

      The Chair reminded members that the next meeting of the Governing Council was to be held on June 27, 2023.

      The Committee Moved In Camera.
       
  3. Items for Approval by the Executive Committee
    1. Code of Behaviour on Academic Matters: Recommendation for Expulsion


      On a motion duly moved, seconded, and carried

      YOUR COMMITTEE RESOLVED

      THAT the President’s recommendations for expulsion, as outlined in the memorandum and supporting documentation from the Secretary of the Governing Council, dated June 8, 2023, be approved.

       

    2. External Appointments: Members and Directors, University of Toronto Asset Management Corporation (UTAM)

      On a motion duly moved, seconded, and carried

      YOUR COMMITTEE RESOLVED

      (a) THAT the following individuals be approved and nominated as members and directors of the University of Toronto Asset Management Corporation for one-year terms until the 2024 annual meeting of the Corporation or until their successors are appointed; 
       

Professor Meric Gertler (ex officio) 
Mr. Chuck O’Reilly (ex officio) 
Mr. Richard B. Nunn 
Mr. Trevor Rodgers (ex officio)

(b) THAT Mr. Richard B. Nunn be approved and nominated as a member and director of the University of Toronto Asset Management Corporation, and as Chair of its Board, for a one-year term until the 2024 annual meeting of the Corporation or until his successor is appointed. 
 

  1. Items for Confirmation

    1. Capital Project (Level 2): Report of the Project Planning Committee for the University of Toronto Libraries Downsview High-Density Storage Expansion 2 – Total Project Costs and Sources of Funding 

      On motion duly moved, seconded, and carried 

      YOUR COMMITTEE  CONFIRMED 

      THAT the recommendation of the Acting Vice-President, Operations, as outlined in the memorandum dated June 8, 2023, regarding the Total Project Cost and Sources of Funding for the University of Toronto Libraries Downsview High-Density Storage Expansion 2, be approved in principle.

  2. Committee Members with the President

    Members of the Executive Committee, with the Board and Campus Council Chairs, met with the President.
     
  3. Committee Members Alone

    Members of the Executive Committee, with the Board and Campus Council Chairs, met privately.

The meeting adjourned at 5:57 p.m.
 

June 26, 2023

[1] Category 2 includes the positions of Vice-President, Secretary of the Governing Council, and University Ombudsperson, which are subject to the approval of the Governing Council.

[2] Category 3 includes the positions of Deputy Provost, Associate and Vice-Provosts, Chief Financial Officer, Senior Legal Counsel and Deputy Secretary of the Governing Council, which are subject to the approval of the Executive Committee, and are reported for information to the Governing Council.

[3] Category 5 includes the head of Internal Audit (approved by the Business Board) and the Warden of Hart House (approved by the University Affairs Board); such appointments are reported for information to the Governing Council.

[4] Approval of Academic Administrative Appointments until the next regular meeting of the Agenda Committee of the Academic Board shall be approved by electronic ballot and shall require the response of at least five members of the Agenda Committee.