REPORT NUMBER 248 OF THE UNIVERSITY AFFAIRS BOARD
THURSDAY, OCTOBER 23, 2025
To the Governing Council,
University of Toronto,
Your Board reports that it held a meeting on Thursday, October 23, 2025 with the following members present:
PRESENT: Geeta Yadav (Chair), Ron Levi (Vice-Chair), Sandy Welsh (Vice-Provost, Students), David Newman (Executive Director, Student Experience), Sharleen Ahmed, Kate Baggott, Fatima Faruq, Susan Froom, Robert Gerlai, David Gren*, Audrey Karlinsky, Dzhafar Kabidenov, David Kim, Dulce Martinez*, Dina Reiss, Rishi Shah, Lynn Shen*, Alice Wright
REGRETS: Amanda Bartley, Vikram Chadalawada, Efe Sahinoglu, Syeda Hasan, Martina Gouda, Brian Harrington, Gretchen Kerr
NON-VOTING ASSESSORS:
Robyn Parr, Executive Director, Office of the Vice-Provost, Students
Tim Tang, Dean, Student Experience & Wellbeing, UTSC
SECRETARIAT: Joanne Chou (Secretary), Timothy Harlick
IN ATTENDANCE:
Scott Mabury, Vice-President, Operations and Real Estate Partnerships & Vice-Provost, Academic Operations
Susan McCahan, Associate Vice-President and Vice-Provost, Digital Strategies and Vice-Provost, Innovations in Undergraduate Education
Angela Treglia, Executive Director, Sexual Violence Strategy, Prevention & Support
Nicole D. McFadyen, Assistant Director, Education and Communication, Sexual Violence Strategy, Prevention & Support
Devi Mohabir, Assistant Director, Support and Case Management, Sexual Violence Strategy, Prevention & Support
Kate Hawkins, Senior Education and Communications Advisor, Sexual Violence Strategy, Prevention & Support
Pratik Nath, Curriculum Development and Training Coordinator, Sexual Violence Strategy, Prevention & Support
Ben Poynton, Accessibility for Ontarians with Disabilities Act (AODA) Officer
Lauren Turner, Deputy Secretary of the Governing Council
Cheryl Gibbs, Assistant Director, Student Policy Initiatives & Special Projects, Office of the Vice-Provost, Students
Magda Tarczynska, Special Projects Officer, Office of the Vice-Provost, Students
Allison Burgess, Director, Sexual & Gender Diversity Office
Sarah MacWhirter, University of Toronto Communications
*Attended remotely
OPEN SESSION
- Chair’s Remarks
The Chair introduced herself and welcomed new and returning members to the first meeting of the 2025-26 academic year. She introduced the Vice-Chair, Professor Ron Levi, the Senior Assessor, Professor Sandy Welsh, Mr. David Newman, Voting Assessor to the Board. - Board Orientation
The Chair referred members to the orientation videos which had been provided to members in advance of the meeting. One of the videos described the unicameral structure of the University, while the other was designed to provide an overview of the University Affairs Board. She encouraged members who had not yet had the chance to view the videos to do so.
Professor Welsh noted that throughout the year, several items from the Office of the Vice-Provost, Students, would be brought forward to the Board for their deliberation.
In response to a member’s question regarding the the implementation of the civil discourse working group’s recommendations, Professor Welsh responded that the recommendations were submitted to the Provost, and Professor Randy Boyagoda continued in his role as the Provostial Adviser, leading a working group on their implementation. She offered to invite Professor Boyagoda to address the Board, noting he spoke to the UAB last year. -
Report of the Senior Assessor
At the invitation of the Chair, Professor Sandy Welsh began her report by welcoming new and returning UAB members and expressed appreciation for their participation. She noted that the Board achieved meaningful governance work while maintaining a positive atmosphere. She shared that the University would host World Series watch parties on Front Campus to foster school spirit and community engagement. She thanked Hart House for hosting prior watch parties during the American League series.
Professor McCahan provided an update on the University’s AI Task Force, which completed its work in June 2025 and produced a comprehensive report and six working group reports, and included contributions from graduate education and the libraries. The work focused on an AI strategy for the University including teaching, research, and administration that aligns with the university’s mission and values.
Key recommendations included:- Promoting AI literacy for all community members.
- Providing secure and reliable AI tools for teaching, research, and administration.
- Ensuring institutional and research data are AI-ready.
- Developing guidelines, protocols, and support for responsible AI use.
- Prioritizing key use cases and responsible implementation practices.
Implementation initiatives that were underway included:
- Launch of open educational resource (OER) modules for AI learning (widely downloaded and used in courses).
- AI roundups, workshops, and FAQs to build awareness.
- Secure AI tool deployment such as Co-pilot, ChatGPT Edu, and pilot projects for virtual tutors in about 95 Quercus courses.
- Support for communities of practice across divisions supporting AI in teaching and research.
- Development of guidelines for assessment and responsible use, copyright considerations, and an AI adoption framework to guide future tool selection.
- Work on a secure, multi-model AI platform for U of T, expected by the end of the academic year.
In the discussion that followed, a member reflected on the university’s strategic approach to AI adoption, comparing it to past shifts such as Massive Open Online Course (MOOCs), flipped classrooms, and the pandemic-driven move to online learning. He inquired why the university wasn’t reimagining education from scratch in response to AI but instead focus on integration within existing structures. Professor McCahan explained that the AI adoption was an intentional, values-based and balanced approach, leveraging AI where it enhanced teaching, learning, and research, rather than adopting technology for its own sake. Core principles of good teaching and feedback remained unchanged as AI tools evolved. The goal was to separate hype from real potential and ensure responsible, thoughtful implementation.
A member inquired about the university’s role in national and governmental AI strategy development. Professor McCahan responded that there were five people with U of T connections on the Canadian AI Strategy Task Force. The university contributed to both policy discussions and benefitted from its strong AI research ecosystem, including several major AI research centres such as the Schwartz Reisman Institute and the Acceleration Consortium.
Lastly, a member inquired how feedback and reporting would occur as the university implemented its AI recommendations. Professor McCahan explained that multiple feedback mechanisms would be used. This included a variety of surveys being deployed to gather student, staff and faculty input. Ongoing feedback was also being collected from instructors using AI tutors, students, and administrative staff to assess what works and what doesn’t. The goal was to encourage experimentation and learning from real use cases, identify where AI added value and its limitations, and where traditional process improvements could be more effective, thus avoiding the assumption that AI was the solution to every problem.
The Chair thanked Professor McCahan for her insightful presentation.
- Proposed Revisions: Policy on Sexual Violence and Sexual Harassment
The Chair invited Professor Welsh to provide an update on the proposed revisions, for the Policy on Sexual Violence and Sexual Harassment.
Professor Welsh provided an update on the review and revision of the University’s Policy on Sexual Violence and Sexual Harassment, first implemented in January 2017 and reviewed every three years, as required by both university policy and provincial regulation. The current review, due by December 2025, was built on the 2022 review and extensive 2025 consultations, with over 200 community members and input from external legal expert Gillian Hnatiw. The updated policy was being presented for information and would return for approval in the next governance cycle.
Key areas of feedback from consultations focused on:-
Improving clarity, transparency, and communication.
- Adding timelines and clearer processes.
- Strengthening education, training, and trauma-informed practices.
- Clarifying the scope of the University’s authority to act.
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Major policy changes include:
- Updated definitions and interpretations (added six new ones, including tech-facilitated sexual violence) and revised definitions of consent and sexual violence.
- Renaming “non-adjudicative resolution” to “facilitated resolution.”
- Reorganized and clarified language emphasizing trauma-informed approaches, accommodations, and the impact on marginalized groups.
- Expanded scope to allow reports from former university community members and include intimate partner violence.
- Enhanced confidentiality and privacy section and added protocols for image and document retention and outlining limits to confidentiality.
- Education and support updates, including mandatory trauma-informed training, additional supports for respondents, and stronger safety planning requirements.
- Process clarifications, including:
- New timelines for assessments and investigations.
- Requirement for trauma-informed investigators.
- Expanded authority for the Vice-Provost, Students to impose sanctions in non-expulsion cases.
- Clearer authority when respondents are not university members.
- New details about facilitated resolution process, including same-day mediation.
- Confirmation that complainants may withdraw at any time and formalization of procedural fairness conditions.
Next steps and ongoing initiatives:
- Continue building online navigation tools for the community.
- Conduct an internal process review to ensure efficiency and fairness.
- Strengthen case management and navigation support for both complainants and respondents.
Professor Welsh concluded her remarks by thanking all those that contributed to consultations and revisions to the policy.
A member raised a minor technical issue, that some hyperlinks were not active. Professor Welsh confirmed the Office of the Vice-Provost, Students, would fix the links and share them after the meeting.
A member asked Professor Welsh to clarify government requirements with respect to the Policy. Professor Welsh responded that:
- The legislation (established 2016) required universities to review and consult on their sexual violence policies every three years, specifically engaging students.
- Changes were not mandatory each review cycle; some reviews resulted in minor updates.
- The review had to be completed and presented through governance by a specific deadline.
- Annual reporting obligations were also part of compliance and was tied to the Annual Report: Activity under the Policy on Sexual Violence and Sexual Harassment.
- Annual Report: Activity under the Policy on Sexual Violence and Sexual Harassment
The Chair invited Professor Welsh to provide an update on the Annual Report: Sexual Violence Prevention & Support Centre.
Annual Report on Sexual Violence and Sexual Harassment (July 1, 2024 – June 30, 2025):
- The report provided institutional data and comparisons to the previous year.
- Reports of sexual violence increased, which Professor Welsh cautioned should not be interpreted as an increase in sexual violence, but rather an indication that barriers to reporting have been reduced and access to support improved.
- Case closures more than doubled compared to the previous cycle due to the 2022 review changes, including the introduction of the non-adjudicative resolution process and case resolution, and improved process efficiencies.
- Timeliness: Two case managers (hired early 2024) helped improve case resolution times. Certain delays remained due to participant availability and readiness (i.e. conflicting schedules), evidence review, and parallel criminal processes. Non-adjudicative cases saw significantly faster resolutions.
- Prevention and support initiatives:
- Mandatory training for all new residence students to complete the violence prevention training via the “Building a Culture of Consent” module.
- Increased participation in training due to online and in-person offerings.
- Overall, the report highlighted the university’s commitment to transparency, prevention, and support, acknowledging the efforts of everyone assisting those affected.
A member asked about false allegations and reporting, Professor Welsh indicated that false allegations were rare and that the university applied robust, trauma-informed investigations to determine if claims were substantiated.
A member sought clarification about interim measures during criminal proceedings. Professor Welsh explained that the internal investigation could pause during criminal proceedings to protect students' rights around disclosure and avoid complicating the process. When a student reported to the police and the University was aware of this, the student was encouraged to reach out to the sexual violence centre to access support and protections.
Professor Welsh thanked members from the Sexual Violence Prevention & Support Centre that were in attendance.
- Capital Project: Report of the Project Planning Committee for the MacMillan Theatre
The Chair introduced the Level 2 Capital Project, the MacMillan Theatre Remediation Capital Project, remarking that the Board considered capital projects on the St. George campus within its areas of responsibility and was being asked to concur with the recommendation for approval of the Academic Board.
Professor Scott Mabury Vice-President, Operations and Real Estate Partnerships & Vice-Provost, Academic Operations provided an overview of the MacMillan Theatre capital project:
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Held historical and functional significance; was built in the 1920s as a copy of the original Canada Opera House and enabled performance productions.
- Current deferred maintenance issues and safety concerns rendered the theatre unusable, prompting a remediation project.
- Back-of-house upgrades included the replacement of the rigging systems, fire curtain, orchestra pit railings, fall arrest system, stair connections, lighting/electrical systems, and asbestos abatement.
- Front-of-house upgrades included the replacement of 612 seats with foldable tablet arms, improve accessibility (wheelchair spaces, balcony railings), upgrades to AV and lighting, restore HVAC, and conduct demolition/abatement as needed.
- Multi-use goals and benefit for the university, as the theatre remediation allowed it to serve multiple divisions, addressing space needs for large classrooms while maintaining performance commitments.
- The remediated theatre was expected to open in the fall of 2026.
- Procurement strategy included sourcing suppliers from Asia due to U.S. tariffs (i.e. lower costs), long lead times, and installation constraints.
- Outcome expectations were potential learnings for better ways of delivering value in future capital projects.
On a motion duly made, seconded, and carried,
IT WAS RESOLVED,
THAT the University Affairs Board concur with the recommendation of the Academic Board,
THAT the project scope of the MacMillan Theatre Remediation project as identified in the “Report of the Project Planning Committee for the MacMillan Theatre Remediation”, dated July 30, 2025 be approved in principle; and,
THAT the project totaling approximately 1,200 gross square metres (gsm), and 440 net assignable square metres (nasm) theatre space (main level), be approved in principle, to be funded by Provostial Funds.
Members had no questions.
- Hart House Building Renewal Project
The Chair welcomed Mr. David Kim, Warden, Hart House to provide an overview of the Hart House Building Renewal project.
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Hart House was a landmark 200,000+ sq. ft. building on the St. George campus, opened in 1919 that served students, alumni, faculty, staff, and the broader community. It hosted over 1.5 million visitors annually, including 300,000 fitness center visits, and supported a wide range of student-led activities and events. The building’s infrastructure had largely exceeded its expected lifespan, with many components dating from the 1940s - 1970s.
- The renewal project addressed critical infrastructural needs while enhancing accessibility, sustainability, resilience, and heritage preservation. It also aimed to create flexible, inclusive spaces that reflected the diversity of the campus community and provided opportunities for social, academic, and creative engagement.
- Scope & Features:
- Infrastructure upgrades: Modernization of mechanical and electrical systems, introduction of HVAC and air conditioning, roof and skylight repairs, lighting improvements.
- Accessibility: Installation of ramps, lifts, and barrier-free facilities; universally accessible design.
- Community and student spaces: Reimagined main floor and public areas, including reading rooms, a cafe space, maker spaces for creative activities, and flexible social and study areas.
- Activation & engagement: Spaces designed to support 4,300+ student-led bookings annually, hosted public events, and implement building automation and visibility throughout the building.
- The project was structured as a six-phase program, led by the facilities team and supported by U of T, donors, government funding, and Hart House operational reserves. Early phases have begun, including planning, design consultations, and Hart House infrastructure upgrades. The project also incorporated broad feedback from tri-campus student unions, alumni, and faculty to ensure the spaces meet community needs.
- The renewal sought to preserve the historical character of Hart House while preparing it to serve future generations, creating a welcoming, sustainable, and multi-functional hub for campus life.
Members had no questions.
- Multi-Year Accessibility Plan (MYAP)
The Board received a presentation of the Annual Report: Accessibility for Ontarians with Disabilities Act (AODA), from Professor Sandy Welsh, Vice-Provost, Students, and Mr. Ben Poynton, AODA Officer for the University.
Multi-Year Accessibility Plan:
- The University has been working to meet AODA requirements since 2005. The MYAP, originally developed in 2018, was reviewed every five years. The current review, initiated in 2023, focused on the assurance of compliance, embedded institutional principles of inclusion, and fostered barrier-free systems.
- A MYAP consultation committee was convened, and included disability experts, community members, and decision-makers across the university.
- Over six weeks, a multimodal consultation process engaged students, faculty, librarians, and staff with disabilities more extensively than any prior planning effort, using surveys, open and closed consultations, and private meetings.
- The plan was designed to support systemic change rather than individual accommodations. It was aligned with AODA standards and the university’s institutional approaches.
- Key themes included:
- Institutional Culture of Accessibility
- Barrier-free Services
- Information & Communications
- Systems & Structures
- Accessible Physical Spaces
- Consultation feedback created viable and feasible initiatives. Each initiative met specific, measurable, attainable, realistic, and time-bound (SMART) principles.
- Each initiative was designated to a responsible portfolio, with the Institutional Equity Office providing central oversight and support. Progress was tracked and reported regularly to the university community, with updates provided through an accessible communication framework.
- Establishment of an accessibility advisory committee provided ongoing guidance and feedback on projects, programs, and initiatives.
- Development of a central resource hub for accessibility tools and guidance.
- Enhancement of web accessibility, online training, and physical access measures.
- Promotion of a culture of accessibility and inclusion across all campuses.
- The university recently passed a provincial AODA audit, affirming the plan and supporting systems were effective and compliant. The plan provided both legal compliance and a strategic framework to foster a barrier-free, inclusive campus over the next five years, guiding initiatives toward 2030.
A member inquired about the collaboration between the AODA office and the federated colleges and Mr. Ben Poynton, AODA Officer explained that the office provided case-by-case support to federated or associated institutions (e.g., Trinity, St. Michael’s, Victoria, Knox College). Support typically involved consultation on accessibility and inclusion issues and the level of support varied depending on the nature and complexity of the request, ranging from informal discussions to more involved consultations.
- Calendar of Business
The Chair referred members to the Calendar of Business located on the Office of the Governing Council’s website and advised that the document would be updated by the Secretariat regularly as business came forward. She encouraged members to review the Calendar on a regular basis.
CONSENT AGENDA
On a motion duly moved, seconded, and carried
YOUR BOARD APPROVED,
THAT the consent agenda be adopted and that Item 10, the Report of the Previous Meeting, be approved.
- Report of the Previous Meeting
The Report of the Previous meeting was approved. - Summer Executive Authority: Annual Report on UAB Approvals
There were no approvals under Summer Executive Authority that were within the purview of the University Affairs Board. -
Business Arising from the Report of the Previous Meeting
There was no business arising from the report of the previous meeting. -
Date of Next Meeting: November 25, 2025, at 4:30 p.m.
The Chair confirmed that the next meeting would be held on November 25, 2025, in the Council Chamber. -
Other Business
There were no items of other business.
The Board moved in camera.
IN CAMERA SESSION
- Capital Project: Report of the Project Planning Committee for the MacMillan Theatre
On a motion duly made, seconded, and carried,
IT WAS RESOLVED,
THAT the University Affairs Board concur with the recommendation of the Academic Board,
THAT the recommendation of the Vice-President, Operations and Real Estate Partnerships, as outlined in the memorandum dated October 16, 2025, regarding the Total Project Cost and Sources of Funding for the MacMillan Theatre Remediation be approved in principle.
The meeting adjourned at 6:18 p.m.
October 26, 2025