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COUNCIL CHAMBER, ROOM 3130, W. G. DAVIS BUILDING
Report Number 54 Of The UTM Academic Affairs Committee
MONDAY, MAY 6, 2024
To the UTM Campus Council,
University of Toronto Mississauga,
Your UTM Academic Affairs Committee reports that it held a meeting in the Council Chamber, Room 3130, W. G. Davis building on May 6, 2024 with the following members present:
PRESENT: Laura Taylor (in the Chair), Rosa Hong (Vice-Chair), Ian Orchard (Acting Vice-President & Principal), Nick Rule (Vice-Principal, Academic & Dean), Kent Moore (Vice-Principal Research), Andreas Bendlin (Vice-Dean, Academic Experience), Tracey Bowen (Vice-Dean, Teaching & Learning), Renu Kanga Fonseca (Registrar & Assistant Dean, Enrolment Management), Ilia Binder, Jill Caskey, Craig Chambers, Steven Bernstein, Randy Besco, Michael DeBraga, Pierre Desrochers, Margarida Duarte, Jacob Gallagher-Ross, Tanjim Hossain, Ehab James, Arsalan Kahnemuyipour, Latonya Ludford, Michael Nixon, Andreas Park, Andrew Petersen, Dany Savard, Adriano Senatore, Joanna Szurmak, Jumi Shin, Jaimal Thind, Jonathan Weisberg, Weiguo Zhang.
NON-VOTING ASSESSORS: Martha Harris (Director of Academic Operations, Office of the VPA&D)
REGRETS: Varouj Aivazian, Salvatore Bancheri, Osama Abdalla, Brett Beston, Shauna Brail, Barend Beekhuizen, Elizabeth Blake, Wenchao Du, Boris Chrubasik, Rosa Ciantar, Tyler Evans Tokaryk, Tracey Galloway, Philip Goodman, Paula Hannaford, Sarah Hillewaert, Justin Kafle, John Paul Lotesto, Aliyah Mancini, Danielle McLean, Leigh Revers, Maira Rizwan, Anthony Makwanda, Mark Overton (Dean of Student Affairs), Ajay Rao (Vice-Dean Graduate & Postdoctoral Affairs), Gurpreet Rattan, Christoph Richter, Lindsay Schoenbohm, Sarah Sharma, Meghan Sutherland, Mohamad Tavakoli-Targhi, Ben Tsang.
SECRETARIAT: Cindy Ferencz-Hammond
IN ATTENDANCE: Lisa Devereaux (Director, Academic Success and Integrity), Jenny Danahy (Centre for Student Engagement), Daniella Mallinick (Assistant Dean, Office of the Vice-Principal Academic and Dean), Michelle Kraus (Associate Registrar, Academic Standards, Advising & Financial Aid), Amanda Luongo (Student Housing & Residence Life), Chad Nuttall (Assistant Dean of Students and International Initiatives)
OPEN SESSION
- Chair’s Remarks
The Chair welcomed members and guests to the last meeting of the Committee for the academic year. She noted that the meeting would feature annual reports from the Academic Affairs Committee's presidential assessors, covering various matters within the committee's responsibilities. She also pointed to a slight change to the agenda, with item number nine, the annual report of the Committee on Standing, moved to from the consent agenda to the open session agenda, due to a member’s request, as the new item number five. No other requests about the consent agenda had been received. - Reviews of Academic Programs and Units and UTM Provostial Review
Professor Nick Rule, Vice Principal Academic and Dean, along with Professor Tracy Bowen, Vice Dean of Teaching and Learning, presented a comprehensive update on the reviews of academic programs and units conducted during the 2023-2024 academic year as well as the UTM Provostial Review. These reviews, a vital component of the University of Toronto's Quality Assurance Process, aimed to assess the effectiveness and quality of various academic offerings and units.
The presentation began with an overview of the UTM Provostial review, emphasizing its significance in evaluating UTM's academic portfolio and strategic priorities. The review panel highlighted several strengths of UTM, including its robust research activities, community engagement initiatives, and adaptability to evolving trends in higher education. Noteworthy recommendations emerged from the review, including that UTM engage in a period of reflection, enhance the graduate student experience, and find better alignment between its academic and research missions.
Next, specific reviews of academic units and programs were addressed. The Department of Sociology's review, conducted in April 2022, commended its comprehensive curriculum and collegial environment, while recommending adjustments to curriculum and research opportunities.
Similarly, the review of the Department of Geography, Geomatics and Environment underscored high morale within the department and strong program offerings. Recommendations focused on enhancing program overlap and redefining research clusters to align with current trends.
The Master of Management of Innovation (MMI) and Master of Science in Sustainability Management (MScSM) programs also underwent thorough reviews. The MMI review recognized exceptional students and faculty but suggested improvements in entrepreneurial activities and external partnerships. For the MScSM program, positive feedback was received regarding program management and faculty contributions, with recommendations to clarify objectives and establish formal agreements with collaborating units.
Throughout the presentation, emphasis was placed on the collaborative efforts involved in preparing self-studies, hosting site visits, and formulating responses to review recommendations. Professor Rule acknowledged the dedication of academic and administrative staff, as well as the valuable input from faculty, students, and external reviewers, as crucial to the success of the review process.
One member asked about formal agreements between the Department of Management and the MScSM, prompting a response indicating that while a Memorandum of Agreement (MOA) existed between the Department of Management and the Institute for Management and Innovation (IMI), no formal agreement had been established between the MScSM program and Management departments. There would be follow up with the member to provide more information.
Another member highlighted the importance of collaborative efforts between departments at UTM and their counterparts at other campuses, emphasizing the need for facilitated interaction and research initiatives. The discussion touched upon the challenge of fostering collaborations in a decentralized university environment.
Finally, a member inquired about the specific measures to enhance the graduate student experience outlined in the recommendations. While details were not provided due to the ongoing formulation of the academic plan, acknowledged the significance of this issue and noted that it would be addressed comprehensively in the forthcoming academic plan. - Annual Report: Student Awards, UTM (2022-2023)
Renu Kanga Fonseca, Registrar & Assistant Dean, Enrolment Management, presented the annual report on student awards, highlighting various aspects of the awards process and criteria. She explained the distinctions between scholarships, grants, and bursaries, elaborating on their eligibility criteria and application procedures.
Ms Kanga Fonseca also outlined the methods by which awards were established, amended, or withdrawn, emphasizing the consultation with donors or academic units to determine award criteria. She described the process for reviewing applications and nominations, as well as the availability of financial aid advising for students in need.
The report detailed the establishment of new awards at UTM, including those for international students, emergency grants, and experiential education. Additionally, amendments to existing awards, such as course code updates and minor modifications, were discussed. The withdrawal of awards that had reached the end of their expendable funds or required renaming or restructuring was also addressed.
During discussion, a member suggested implementing a mechanism to identify students in need or deserving of an award, addressing potential biases, and sought clarification about the number of withdrawn awards. Additionally, he inquired about how the university's award system compared to those of other institutions, such as Queens University. In response, Ms Kanga Fonseca explained that while committees assessed students anonymously, there were filters in the award explorer for students to search based on specific criteria, including identities related to equity, diversity, and inclusion (EDI). She clarified that the withdrawn awards were small and expendable, reaching their intended end of life simultaneously, but new awards were continuously being created. Regarding comparisons to other institutions, she noted that UofT offered significant awards, but could not immediately provide a specific comparison to that of Queens University. - Annual Report on Academic Integrity (2022-23)
Professor Andreas Bendlin, Vice-Dean, Academic Experience, and Lisa Devereaux, Director, Academic Success and Integrity presented this item.
Professor Bendlin began with outlining key statistics from the report, notably highlighting a nearly 50% decrease in reported cases for the 2022-2023 academic year compared to the previous year. He attributed this decline to the resumption of in-person classes and assessments, signaling a gradual return to pre-pandemic conditions. He also provided an update on the current academic year's case count, emphasizing that the data was subject to change until the conclusion of the summer term in August.
Ms Devereaux elaborated on the trends observed within academic misconduct cases, offering detailed breakdowns of offense types and their distribution across academic units. She emphasized that first and second-year students accounted for the majority of reported cases, with unauthorized aid and plagiarism being the most common infractions. She addressed concerns regarding high case counts in specific departments, clarifying that diligent reporting practices rather than disproportionate misconduct contributed to the elevated figures.
Next, Ms Devereaux discussed emerging challenges posed by technological advancements, particularly in generative AI and covert cheating methods involving hidden cameras and earpieces. She underscored the importance of faculty providing robust evidence for investigations and highlighted the limitations associated with certain detection methods, such as third-party AI software.
The presentation concluded with a focus on ongoing efforts to improve processes and enhance case resolution efficiency. Professor Bendlin discussed the Academic Integrity Unit’s recent success in eliminating the backlog cases dating back to 2020–2022, which was aided by the hire of two additional staff in summer 2023. He also discussed future initiatives aimed at standardizing workflows and prioritizing timely resolution. He expressed optimism about the potential impact of these initiatives on future metrics following their implementation and welcomed feedback and collaboration to further refine these efforts. He also acknowledged the last report of the University Ombudsperson, which was helpful, in particular to its recommendation to reopen and revise the Code of Behaviour on Academic Matters, in light of recent developments in AI.
During the question-and-answer period, the presenters addressed various inquiries regarding academic integrity, including the reduction of backlog cases, policies on AI tools, and strategies to deter their use. They also discussed faculty reporting practices and potential enhancements to streamline processes.
Professor Bendlin responded to a question about the factors contributing to the reduction in the backlog of cases, attributing it primarily to additional staff and a slight decline in reported cases. He clarified that process-based improvements had not yet been implemented but expressed optimism about their future impact. Regarding policies on AI, Ms Devereaux emphasized the effectiveness of traditional investigation methods but acknowledged the need for clearer guidelines.
A member raised concerns about inconsistencies among faculty in reporting and suggested providing faculty with clearer instructions. Professor Bendlin noted that the staff would be pleased to provide presentation at faculty meetings to standardize processes across academic units. Another member commented on needing more guidance on handling academic integrity cases.
A member inquired about strategies to deter students from using AI tools, prompting discussions on faculty engagement and proactive student education. Professor Bendlin suggested that a future review of the University’s Code of Behaviour on Academic Matters might result in granting instructors more authority in handling cases. He also emphasized the need for equity and adherence to the standards outlined in the current version of the Code. - Annual Report: Committee On Standing (COS), Office of the Registrar (2022-23)
At the invitation of the Chair, Ms Kanga Fonseca presented the COS annual report for information. She outlined the period covered by the report, from September 1, 2022, to August 31, 2023. She explained the role of the Committee on Standing, which reviewed appeals and petitions related to decisions made by the Registrar's office.
Ms Kanga Fonseca provided insight into the petition process, highlighting its significance in addressing unforeseen circumstances that affected students' academic obligations. She detailed the various types of petitions, including requests for course overload exceptions, deferred exams, late withdrawals without academic penalty, and others.
The report indicated that the COS reviewed 73 appeals during the year, with 10 granted and 63 refused. Renu also shared statistics regarding the number and types of petition requests received by the Registrar's office. Notably, there were 9,575 petition requests in 2022-23, with the most common types being first deferral of unwritten exams, further deferral of unwritten exams, and late withdrawal without academic penalty.
Ms Kanga Fonseca addressed questions raised about the increase in petition numbers, attributing it partly to changes in medical documentation requirements during the pandemic, which facilitated earlier deferral of exams for this period. She also reported that anecdotally, staff have shared an observed increase in student stress and anxiety. Additionally, she explained other notable increases in petition types, such as exceptions to degree petitions and the second attempt for credit policy. She acknowledged anecdotal reasons relating to stress, anxiety, and mental health as potential factors contributing to the increase in petition numbers.
In response to a member’s question, it was noted that the ACORN declaration introduced in September of 2023 allowed students to declare their absence but was not considered a "freebie" in the context of petitions. - Reports of the Presidential Assessors
The Chair invited the Vice-Principal Academic & Dean to provide the Committee with an update on the development of the UTM Academic Plan.
During his presentation, Professor Rule provided insights into the composition of the academic plan task force, emphasizing its diverse representation from various departments, institutes, administrative leaders, and student stakeholders. He also highlighted the involvement of Karyn Dumble, from The Monarch Group, a seasoned facilitator with experience in strategic processes for UTM.
Professor Rule outlined the process undertaken by the task force, starting with a call for submissions from UTM departments and institutes. This call was followed by extensive engagement efforts, including an online survey that garnered 318 responses and in-person deputations with student groups. These efforts aimed to ensure broad participation and diverse perspectives in shaping the academic plan.
The draft academic plan kernel, a significant milestone, was shared with UTM's chairs, directors, and department managers for review and feedback in March 2024. Alongside the kernel, the task force posed three crucial questions for consideration regarding the envisioned intellectual community, student academic experience, and UTM graduate profile.
Inputs informing the draft kernel were comprehensive, encompassing the Provostial Review report, 21 academic unit submissions, and 35 additional supporting documents covering various aspects of the post-secondary sector. Professor Rule underscored the task force's proactive approach in reaching out to the UTM community to gather inputs and insights.
Looking ahead, Professor Rule outlined the next steps, including the development of a full academic plan and final consultations. The plan would undergo further refinement based on feedback from the provost's office before being submitted for governance consideration in September 2024.
CONSENT AGENDA
On motion duly moved, seconded, and carried
YOUR COMMITTEE APPROVED
THAT the consent agenda be adopted and that Items 8 and 11 be approved.
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Annual Report: Office of the Vice-Principal Research, 2022-23 (for information)
- Minor Modification: Undergraduate Curriculum Changes, UTM (for approval)
On motion duly made, seconded, and carried,
YOUR COMMITTEE RESOLVED,
THAT the proposed Humanities, Sciences and Social Sciences undergraduate curriculum changes at UTM, as detailed in the respective curriculum reports, be approved, effective September 1, 2025. - Annual Report: UTM Library, 2022-23* (for information)
- Annual Report: Academic Appeals Subcommittee, 2022-23 (for information)
- Report of the Previous Meeting: Report Number 53 – January 11, 2024 (for approval)
- Business Arising from the Report of the Previous Meeting
- Date of the Next Meeting – September 10, 2024
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Other Business
The Chair closed the meeting by thanking the Committee’s voting and non-voting assessors and members for their engagement with governance through the year. In addition, she expressed her thanks to outgoing members of the committee for their service.
There was no other business.
The meeting adjourned at 4:45 p.m.
May 10, 2024