Report: Executive Committee - October 28, 2024 | The Office of the Governing Council, Secretariat

Mon, Oct 28 2024 at 5:00 pm - 7:15 pm

Chairs' Boardroom, Simcoe Hall

REPORT NUMBER 552 OF THE EXECUTIVE COMMITTEE

MONDAY, OCTOBER 28, 2024

To the Governing Council,
University of Toronto,

Your Executive Committee reports that it held a meeting in the Chairs’ Boardroom, on Monday, October 28, 2024, with the following members present:

PRESENT: Anna Kennedy (Chair), Sandra Hanington (Vice-Chair), Meric Gertler (President), Donald Ainslie, Jovan Bursac, Vikram Chadalawada, Robert Cooper, K. Sonu Gaind, Indi Gopinathan, Mark Lautens, Cameron Miranda-Radbord, Grace Westcott

REGRETS: Joanne McNamara, Mary-Agnes Wilson

SECRETARIAT: Sheree Drummond (Secretary of the Governing Council); Gina DeVeaux (Committee Secretary)

IN ATTENDANCE: Bruce Kidd (Professor Emeritus, University Ombudsperson), Douglas McDougall (Chair, Academic Board); Ann Curran (Chair, UTM Campus Council), Geeta Yadav (Chair, University Affairs Board), Rajiv Mathur (Chair, Business Board), Trevor Young (Vice-President and Provost), Scott Mabury (Vice-President, Operations and Real Estate Partnerships & Vice-Provost, Academic Operations), Kristin Taylor (University Counsel & Chief Legal Officer), Bryn MacPherson, (Assistant Vice-President, Office of the President & Chief of Protocol), Nadina Jamison (Chief Strategy Officer, Office of the President), Leora Jackson (Legal Counsel), Chris Lang (Director, Appeals, Discipline, and Faculty Grievances), Karen Bellinger (Associate Director, Appeals, Discipline, and Faculty Grievances), Carmelle Salomon-Labbé (Associate Director, Appeals, Discipline, and Faculty Grievances)

Pursuant to section 38 of By-Law Number 2,
consideration of items 12 to 17 took place in camera.

CLOSED SESSION

Chair’s Remarks

The Chair welcomed members, Board Chairs and members of the Senior Administration to the first meeting of the governance year.

The Chair provided an overview of the Executive Committee’s governance procedures and outlined the Committee’s main areas of responsibility according to its Terms of Reference, including:

Governance oversight and overseeing the operation of the Governing Council, its Boards and Committees;
Confirmations and approvals within the Committee’s scope of responsibility;
Review of reports including accountability reports and an annual risk report; and
Endorsing and forwarding the annual report of the University Ombudsperson.

Report of the President

Chancellor’s Installation

The President began his report by noting that Dr. Wesley J. Hall had been installed as the University’s 35th Chancellor that morning, followed by a reception in the Great Hall at Hart House. The President thanked those who had been able to attend these joyous celebrations.

Nobel Prize in Physics

The President recognized University Professor Emeritus Geoffrey Hinton, who had won the 2024 Nobel Prize in Physics on October 8, 2024. The prize had been shared with Professor Emeritus John Hopfield of Princeton University. This achievement was an exciting and important milestone for the University of Toronto and would be celebrated in the annals of the institution for generations to come.

The President noted that Professor Hinton’s work devised algorithms that mimicked the workings of the human brain and had made possible the dramatic development of machine learning tools, including large language models and generative Artificial Intelligence (AI) tools that are transforming our economy and society. The well-deserved honour was also a testament to investing in curiosity-driven research over the long-run. The President noted that several celebrations had occurred, alongside numerous media stories about Professor Hinton and his impact on AI, including his recent concerns about “AI safety” and the importance of using these tools for the benefit of society.

World University Rankings 2025

The President reported that in the latest Times Higher Education World University Rankings, the University of Toronto had once again been ranked 21st in the world, 10th among global public universities, and 3rd among North American public universities. He noted that these results were remarkable in an era when competition from other universities continued to intensify.

Government Relations

Federal Matters

Shifting to Federal matters, the President spoke to the government’s recent announcement to further reduce Canada’s intake of international students with an additional 10% reduction in new study permits for international students in 2025 and 2026. He noted that new master’s and PhD students would now require a Provincial Attestation Letter in alignment with requirements for undergraduate students. The rules with respect to Post-Graduation Work Permits would also be changed, limiting eligibility for graduates of College diploma and certificate programs, but not for bachelors, master’s, and doctoral programs from universities. These changes would take effect on November 1, 2024.

The President noted that these changes to international study permits had led to a large decline in international students across the sector in September 2024. However, the university had fared considerably better due to its diversification of intake countries and a strategic approach to recruitment and retention. The changes to international study permits had also been interpreted negatively by prospective students abroad. Most notably, applications to the University of Toronto from India had dropped over the past three years following a period of steady growth. These recent declines had been offset by growth in other areas, including Indonesia and Vietnam.

Provincial Matters

On the Provincial front, the President reported that the Honorable Nolan Quinn had been appointed as the new Minister of Colleges and Universities (MCU). Just prior to this appointment, the former Minister, the Honorable Jill Dunlop, had communicated the terms of the Strategic Mandate Agreement for 2025-30. The Strategic Mandate Agreement process had been designed to allow institutions to negotiate with the Ministry to articulate institutional priorities, identify areas of distinctive strength, and agree on performance metrics. Provincial advocacy work also continued regarding increases to operating grants and base funding, discussions on the Tuition Fee framework, and addressing the impact of the Federal government’s reduction in international students on Ontario universities, as well as ongoing advocacy regarding the University of Toronto’s differentiation within the sector.

The President then invited the Vice-President and Provost, Professor Young, to provide an update regarding international students and medical education. The Provost confirmed that only Canadian students were eligible for and enrolled in government-funded MD spaces in the University’s medical academies. He also reaffirmed the University’s commitment to providing opportunities first and foremost for medical students from Ontario and, secondarily, the rest of Canada, and noted that the University supported driving better health outcomes for all Ontarians. The Provost advised that the University of Toronto's MD Program had 1,113 students: approximately 88.7 per cent of students were from Ontario, approximately 11.3 per cent were from the rest of Canada, and approximately 0.17 per cent were international students.

Retrospective Analysis related to the Encampment

The President provided an update on his commitment to commission a retrospective analysis of the University’s management of the encampment on the St. George campus in May and June 2024. This included inviting an arms-length third-party expert to assist with the analysis, as is consistent with the institution’s normal practices following major incidents. This would provide an opportunity to learn from the experience and to inform the University’s response to future challenges of a similar nature. It was expected that the consulting firm would be confirmed shortly, one known for its expertise in crisis and emergency management and its work in the post-secondary education sector. It was expected that the firm would complete most of the analysis before the end of 2024, and governors would be informed of its progress.

In response to a question from a member, President Gertler noted the University’s work to ensure safety on campus had been supported by the development of the new User Guide to U of T Policies on Protest and Use of Campus Spaces, which had brought together the University’s policies and practices in one concise document (updated October 2024). In response to a question from a member, President Gertler informed the Committee that it was the University’s standard practice to consult external expertise on a wide variety of matters – not only major incidents – and that the University would continue to do so in future, as required.
Items for Endorsement and Forwarding to the Governing Council
1. Report of the University Ombudsperson for the period July 1, 2023, to June 30, 2024, and Administrative Response
  
  The Chair informed the Committee that the Report of the University Ombudsperson and the Administrative Response were presented annually to the Governing Council for information.
  
  Professor Emeritus Bruce Kidd, (University Ombudsperson) informed the Committee that the Office of the Ombudsperson (the “Office”) saw an overall decrease in the number of complaints received compared to the previous year. It had received more complaints from undergraduate students, administrative staff, and postdoctoral fellows and had received fewer complaints from teaching staff and graduate students than in the previous year. The decrease in complaints from graduate students was attributable to an improvement in graduate department cultures and enhancements of student support programs. He noted that the types of complaints remained similar to those received in past years but with an increase in complaints of incivility. He indicated that the Office was pleased to observe the progress made by the University administration in addressing communications gaps and improving the quality of information provided on university websites and was also pleased to observe that the Office of the Governing Council had continued its development of a Policy Management Framework. In closing, he said that the review of the Office commissioned by the Executive Committee, and presented to the Governing Council in June 2024, had demonstrated a positive affirmation of the Office’s work and that the Office was looking forward to celebrating its 50th Anniversary in 2025.
  
  At the invitation of the Chair, Professor Trevor Young (Vice-President and Provost), thanked the Ombudsperson for his oversight through his 3-year term and expressed gratitude to Professor Emeritus Kidd and his staff for the insightful report. Professor Young reiterated that there were no new formal recommendations in the Report; however, there had been a request for an update on recommendations arising out of the 2021-22 and 2022-23 Reports.
  The Administration’s general observations about the Report and updates on prior recommendations included:
  - The Office’s reporting on case trends had provided valuable insight, including the observation of an improvement in the culture of graduate studies at the University.
  - The Administration affirmed its commitment to excellence in student services and would await future reporting regarding any related trends.
  - The decline in communications-related complaints demonstrated the continuing work of the Administration to ensure accuracy, transparency, reliability and clarity of information by engaging units across the University.
  - The Administration had paid close attention to the timeliness of resolving academic misconduct cases and was continuing efforts to ensure more timely responses going forward.
  - Professor Susan McCahan, Vice-Provost, Academic Programs, and Provostial Advisor on Artificial Intelligence, was leading discussions on the intersection of academic integrity and AI. The Provost’s office had also established the Provost’s Task Force on Artificial Intelligence (AI).
  - Professor Heather Boon, Vice-Provost, Faculty & Academic Life, was leading consultations on revisions to the Code of Behavior on Academic Matters (2019).
  - The Administration affirmed its support for the work of the Office of the Governing Council on the development of a Policy Management Framework and anticipated commencing the proposed cyclical policy assessment process in December 2024.
    
    In response to a question from a member, Sheree Drummond (Secretary of the Governing Council) responded that the Policy Management Framework was a process designed to trigger the cyclical review of policies by the respective administrative portfolios. This would mean shifting away from the current system of organically occurring reviews towards a system of scheduled reviews to ensure that policies remain current.
    
    On a motion duly moved, seconded, and carried

YOUR COMMITTEE RESOLVED

THAT the Report of the University Ombudsperson for the period July 1, 2023, to June 30, 2024, and Administrative Response be endorsed and placed on the agenda of the Governing Council meeting of November 7, 2024.

CONSENT AGENDA

The Chair noted that Item 4 and Item 5, were for approval.

On motion duly moved, seconded, and carried

YOUR COMMITTEE APPROVED

THAT the consent agenda be adopted;

THAT Item 4 be endorsed and forwarded to the Governing Council; and

THAT Item 5 be approved.

Revisions to the UTM Academic Affairs Committee Terms of Reference

Approved and forwarded to the Governing Council.
Report of the Previous Meeting of the Executive Committee

Report Number 551 from the meeting of June 27, 2024, was approved.
Business Arising from the Report of the Previous Meeting

There was no business arising from the report of the previous meeting.
Minutes of the Governing Council Meeting – June 27, 2024

The Minutes of the Governing Council meeting were received as information.
Report on Approvals under Summer Executive Authority

Members received a memo confirming that there were no matters within the Executive Committee’s authority that had been approved under the Summer Executive Authority.
Reports for Information

Members received the following Reports for information:
Date of next meeting – Tuesday, December 3, 2024, from 5:00 – 7:00 p.m.

The Chair advised Members that the next meeting was rescheduled from December 10, 2024, to December 3, 2024, from 5:00 to 7:00 p.m. in the Chairs’ Boardroom.

Other Business

Members had no other business.

The Committee moved In Camera.

IN CAMERA SESSION

Notices of Motion

The Chair advised members that two governors had provided notice of motions to be considered by the Governing Council at its meeting on November 7, 2024. She indicated that the role of the Executive Committee was to determine whether such motions should be placed on the agenda or indicate some other action it deems appropriate.

In the discussion that followed, it was determined that given the mandate of governance it would not be appropriate for the motions to be endorsed and forwarded to the Governing Council. In addition, it was noted that the matters the motions spoke to were already addressed in existing policies and practices of the University and in some cases were also a matter of compliance with the law. It was also noted that the University should maintain institutional neutrality.

A member, and author of one of the motions, expressed his disappointment that the motion that he had proposed would not be going forward to the Governing Council.

Based on commitments made by the President and the Vice-President and Provost in the discussion, the Chair proposed a motion for consideration that would be consistent with the mandate of governance.

On a motion duly moved, second, and carried

YOUR COMMITTEE RESOLVED

THAT the administration provide periodic updates to Governing Council on its activities and initiatives to combat antisemitism including,
1. the development of an operational definition of antisemitism that is consistent with the mission of an academic institution,
2. the work on the review and likely proposed revisions to the Statement on Prohibited Discrimination and Discriminatory Harassment, and,
3. ensuring compliance with Bill 166 (Strengthening Accountability and Student Supports Act, 2024).

The Chair indicated to members that she would report in her Chair’s Remarks at the start of the next Governing Council meeting the action that the Committee had taken with respect to the proposed motions.

Governing Council meeting agenda: November 7, 2024, from 4:30 to 6:30 p.m.

The Committee received for information the Governing Council meeting agenda.
Judicial Board Decision – Degree Suspension

The Committee received for information a decision of the Judicial Board. 
Items for Approval
1. Academic Integrity Matter: Laying of Charges and Establishment of Judicial Board
  
  The Committee approved the President’s recommendation for the laying of charges and establishment of a judicial board, as outlined in the memorandum and supporting documentation from the Secretary of the Governing Council, dated October 21, 2024.
2. Code of Behaviour on Academic Matters: Recommendations for Expulsion
  
  The Committee approved the President’s recommendations for expulsion as outlined in the memorandum and supporting documentation from the Secretary of the Governing Council, dated October 21, 2024.
3. External Appointments: University of Toronto Press Board of Directors 2024-25
  
  On motion duly moved, seconded, and carried
  
  YOUR COMMITTEE APPROVED
  
  THAT the following individuals be re-appointed as members and directors of the University of Toronto Press Board of Directors, effective immediately, for terms to continue until the 2025 Annual General Meeting, or until their successors are appointed:

Ms. Jessica Mosher (President, Publisher, and CEO)
Ms. Julia Woods (Chair)
Professor Emeritus Carolyn Hughes Tuohy
Mr. Larry Alford
Ms. Ann Clavelle
Professor Robert A. Davidson
Ms. Trish Wheaton
Ms. Martha Tory
Dr. Amit Monga
Mr. Jake Gilbert
Mr. Bill Harnum
Professor Scott Mabury
Ms. Anne Macdonald

Senior Appointments

On motion duly moved, seconded, and carried

YOUR COMMITTEE APPROVED

THAT Professor Mariana Mota Prado be appointed as Associate Vice-President and Vice Provost, International Student Experience, effective January 1, 2025, to December 31, 2029.

On motion duly moved, seconded, and carried

YOUR COMMITTEE APPROVED

THAT Professor Susan McCahan be appointed as Associate Vice-President and Vice-Provost, Digital Strategies, effective November 1, 2024, to December 31, 2029.

THAT Professor Susan McCahan be reappointed as Vice-Provost, Innovations in Undergraduate Education, effective July 1, 2025, to December 31, 2029.

THAT Professor Susan McCahan’s current term as Vice-Provost, Academic Programs end on October 31, 2024.

On motion duly moved, seconded, and carried

YOUR COMMITTEE APPROVED

THAT Professor Nicholas Rule be appointed as Vice-Provost, Academic Programs, effective November 1, 2024 to June 30, 2029.

Committee Members with the President

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

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

The Committee returned to closed session.

The meeting adjourned at 7:15 p.m.

November 6, 2024