Minutes: November 3, 2011

MINUTES OF THE UNIVERSITY OF TORONTO AT MISSISSAUGA ERINDALE COLLEGE COUNCIL held on Thursday, November 3, 2011 at 10:10 a.m. in the Council Chamber, Room 3130, W. G. Davis Building

Present: G. Anderson (in the Chair), S. Senese, D. Saini, A. Mullin, P. Donoghue, D. Crocker, M.A. Mavrinac, M. Overton, G. Cassar, N. Alim, D. Dicenzo, R. El-Kadri, A. Rehman, G. Husain, A. Ursel, M. deBraga, P. Michelucci, D. S. Munro, P. Macdonald, N. Woolridge, T. Duval, A. Wensley, I. Sheoran, J. Poe, A. Daniere, D. McMillen, K. Wilson, C. Capewell, K. Duncliffe, P. Goldsmith, P. Handley, D. Kreuger, D. Mullings, L. Paris, A. Vyas, M. Meth, I. Whyte, E. Stepanian, M. Alekson, M. Berger, A. Birkenbergs, K. Horvath, R. Lala, L. Oliver, D. Di Censo, M. Jalland, D. Chen, M. Zandawala, M. Avadisian, S. Da Silva, R. Abraham, D. Amos, G. Lai, A. Madhavji, K. Moinuddin, R. Nero, J. Parhar, C.A. Valentine, A. Saeed, J. Shek, R. Vieira, N. Yousaf

Regrets: J. Delves, I. Still, U. Krull, S. McCarthy, J. Stirling, L. Gaspini

In attendance: T. Breukelman, J. Resende, V. Mahajan

1. Approval of Minutes of Previous Meeting (October 6, 2011)

The report of the previous meeting was approved. (M. Berger/A. Madhavji)

2. Reports of Standing Committees and Officers

a) Executive Committee: Report of October 26, 2011 meeting - Professor Gordon Anderson, Chair

The Chair reported that at its last meeting, the Executive Committee approved changes to the ECC By-Laws and Constitution and is forwarding them for Council's consideration. He noted that this item is for approval and was submitted as a notice of motion at Council's last meeting, when the previous Chair, Professor Anthony Wensley detailed the changes and the rationale for the changes being made. The Chair noted that members have had some time to consider these changes. He noted that the Academic Affairs and Resource Planning Committees have both recommended these changes to Council for approval.

He began with consideration of the By-Laws. Since the previous meeting, there were some minor changes to the document, none of them substantive, as follows:

· In the By-Laws: page 7, paragraph 7 the text was re-written in order to more clearly convey where final approval rests for minor and major academic program changes

· In the By-Laws: page 7, paragraph 9: the note regarding transcript notations, which exists in the Constitution, has also now been added into the AAC by-laws for the sake of consistency

· In the By-Laws: page 8, section III-5.3: Wording with respect to the function of the curriculum subcommittees was expanded somewhat to ensure clarity and consistency and to reflect the wording of the function of the AAC as expressed in paragraphs 5, 6 & 6 on page 7. This is just a minor re-write - no substantial changes were made here either.

· In the By-laws page 10: there also one addition to the Terms of reference of the Transportation and Parking subcommittee of the RPPC section of the by-laws - the membership should also include the president of the part-time students' association. This was left out in an earlier version because EPUS as an organization has not existed for a number years and this year they have been re-constituted

It was duly moved and seconded,
Erindale College Council approve revisions to its By-Laws as outlined in the appended documents dated October 27, 2011. (P. Donoghue/M. Berger)

The motion was carried.

It was duly moved and seconded,
Erindale College Council recommend the University of Toronto Mississauga amended Constitution for approval to Academic Board as outlined in the appended documents dated October 27, 2011. (A. Wensley/A. Madhavji)

The Chair opened the floor to discussion.

A member spoke against the changes proposed in the Constitution, which allow certain decisions to be made at a lower level than Council. She stressed the importance of the contributing student voices to the governance decision-making process. In addition, the member expressed concern for the university as a whole with respect to conflict between central administration and the faculty association, which in her opinion had to do with transparency in academic planning. The member would be voting against the motion.

Professor Wensley explained that powers related to the approval of academic programs have been devolved to all the divisions, and noted that major changes to any academic programs would still need approval at the Council level. He also noted that the newly formed Governance Review Committee (GRC) would have to investigate the structure of Council and its Boards and Committees and evaluate appropriate levels of approval within the existing or a revised structure. The Chair of the GRC, Professor Daniere stressed the importance of student participation in governance in general and more specifically in the work of the GRC.

In response to a member's question, the Chair confirmed that town halls on governance are planned in the New Year.

The Chair of the Academic Affairs Committee, Professor Woolridge remarked that the changes in the By-laws and the Constitution were largely housekeeping changes and consisted mostly of re-organization of sections and re-writing sections for clarity; the more substantial changes with respect to academic programs, would still receive consideration at the Council level. He added that these changes were also setting the platform for larger changes once the work of the GRC was complete.

The motion was put to a vote. The motion was carried.

b) Resource Planning & Priorities Committee: Report of the October 24, 2011 meeting - Professor Lee Bailey

Professor Bailey reported that at its last meeting, the Resource Planning and Priorities Committee approved revisions to its By-Laws and received a report for information from the Chief Administrative Officer on long term capital planning. He called on Mr. Donoghue, CAO to talk about UTM's long term capital plan.

The CAO began his report by following up on some concerns regarding campus safety brought up by a member at the previous meeting of Council; he noted that a sidewalk would be installed between the Kaneff and Student Centres to address these concerns.

The CAO began his presentation on capital planning with discussing major construction projects completed between 2001 and 2011 as follows:

• CABB Addition to Davis Building (2002)

• Erindale Hall (Phase 7 Residences - 2003)

• Communication, Culture & Technology Building (2006)

• Hazel McCallion Academic Learning Centre (2007)

• Recreation, Athletics & Wellness Centre (2007)

• Oscar Peterson Hall (Phase 8 Residences - 2007)

• William G. Davis Building - Phase 1 Master Plan (2009)

• Academic Annex (2010)

• William G. Davis Building Office Addition (Spring 2011)

• Instructional Centre (Summer 2011)

• Donnelly Health Science Complex (September 2011)

• Chemistry Teaching Laboratories (October 2011)

He noted that one of the challenges with such a large amount of capital construction is finding temporary office spaces for those displaced. To that end, between the summer of 2008 and winter 2010, over 90 temporary offices were constructed on the second floor of the former library. Much of the office space pressure was met with the construction of the Academic Annex, which opened in December of 2010 and the Davis Building office addition, which became available in the spring of 2011.

The CAO noted that as of the summer of 2011, significant problems still existed. Recent office-related projects have not created any new offices and new undergraduate teaching laboratories have not been developed. There have been minor improvements in student amenity space (food, study) with the opening of the Instructional Centre. He noted that there is continued pressure on research space and infrastructure, which is difficult for faculty recruitment.

During the summer 2011 office spaces were shuffled to maximize efficiency of space use and poor quality classrooms were renovated into office spaces and other academic spaces at a cost of over $1 million.

The CAO listed the following as space priorities for the period of 2011-2015:

— New office space

— Renovate remaining teaching laboratories

— Research laboratories & infrastructure

— New student amenity & support space

More specifically, the proposed five year capital plan includes the following projects:

• North Building Reconstruction - Phase 1 (Spring 2012 start)

• Undergraduate Teaching Laboratory Renovations

• Kaneff Centre Addition

• Student Services Plaza & Meeting Place Renovations

• Research Space & Infrastructure

The CAO discussed the sequence of construction. By September of 2011 phase 1 of both the North Building reconstruction and the Davis Building teaching lab renovations will have started. In addition, phase 2 of the Davis Building Master Plan (planning committee's approval by Governing Council and plan to vacate temporary offices) will be underway. The project planning for the Kaneff Building expansion will also be in progress by this time.

By the fall of 2012, demolition of block 1 and site development for the North Building reconstruction will begin. This will include the extension of site services from the Instructional Centre to the North Building site. At the same time, phase 2 of the undergraduate teaching labs development, including the planned second floor undergraduate anthropology teaching lab will be completed. The selective demolition and site development of the Kaneff Centre addition will also be completed and construction will be underway by the fall of 2012.

By September of 2013, construction on the Kaneff building expansion will continue. The projected occupancy date of the new Kaneff Centre is December of 2013. New academic space in the building will include expanded spaces for Management and Economics and space for the Office of the Registrar. Phase 1 of the North Building reconstruction will also be complete by this time. In addition, Davis building teaching laboratory renovations (Biology) will be completed and the Davis building Master Plan - phase 2 construction will be underway (funding dependent). Selective demolition, site preparation and renovations for the new Meeting Place will be underway.

By September 2014, undergraduate teaching labs for Biology and Chemical and Physical Science departments will be completed on the fourth floor and in a portion of Spigel Hall in the Davis building. Selective demolition, site preparation and renovations will be underway for a new Student Plaza. The Meeting Place re-development will also include relocated seating from Spigel Hall and expanded Food Service operations. Also by this time, construction of phase 1 of the North Building redevelopment will be complete and will include the relocation of the departments of Mathematical and Computational Sciences from CCT and Psychology from the Davis building.

By September 2015, phase 2 of the North Building reconstruction will be underway, consisting of site preparation and selective demolition. Undergraduate teaching labs (phase 5) for Chemical and Physical Sciences on the second floor of the Davis building will be completed. Student Affairs will be relocated from existing locations in the Davis building to the newly completed Student Plaza in the Meeting Place.

The CAO listed the following approved capital project committees: (** funding identified)

— North Building Re-Construction (Phase 1)**

— Kaneff Addition

— Davis Building Phase 2

— Teaching Laboratories**

Mr. Donoghue then showed architectural renderings of both the North Building and Kaneff Centre and discussed the proposed occupancy and space requirements for these projects. He also showed a floor plan of the planned Student Plaza area in the Davis building, and the proposed space allocations to Student Services, the School of Continuing Studies, the bookstore and the food services court.

With respect to research laboratories and infrastructure, the CAO noted that the plan for a Science building would be revisited and would most likely take the form of a new science wing to an existing building instead of the construction of a stand-alone facility.

The CAO emphasized that with all of the construction activity on campus, disruptions to adjacent areas are to be expected and that research laboratories were especially vulnerable. Staff would work with existing building occupants to ameliorate such secondary impacts.

The CAO listed capital-planning priorities for 2016-2020 as follows:

• New research facilities

• Library expansion

• Academic space to support program growth

• New student amenity & study space

• New office space

• New student residence space

• Parking

With respect to parking, the CAO explained that his office had completed an analysis of when the demand on parking spots will warrant a new parking deck. The projected date for when a new parking facility would be needed is the Fall of 2015. The Master Plan called for an extension of the existing deck in future and maintaining parking at the South end of the campus. He added that no parking supply issues were experienced this year.

The CAO emphasized that the limited availability of space posed significant challenges for all members of the UTM community, including hiring new faculty. To address and plan for this need, any surpluses produced by the ancillaries would in the coming year be transferred into a capital construction reserve, instead of the operating budget as in previous years.

Mr. Donoghue explained that in recent years, UTM had done extremely well in receiving capital funding from the government and could not expect further continued funding to be concentrated at this campus, especially in light of current economic conditions. UTM is projecting a $200M capital funding need over the next 5 years, only 26% of which is funded.

To conclude his report, the CAO noted that planned enrolment and student growth must be in sync with campus infrastructure capacities.

The Chair opened the floor to questions.

In response to a member's question, the CAO confirmed that the renovated North Building and indeed each capital project would include student spaces such as study space.

The Vice-President and Principal noted that the growth trajectory of the campus is a direct result of UTM being committed to meet the demand from surrounding communities. He added that UTM would continue to compete for government funding, but that as stated before, being the focus of such continued funding should not be expected. He noted that the university has to be creative in seeking other funding. U of T as a whole is about to launch the largest fundraising campaign ever by a Canadian university with a goal of $2B, and UTM's role in that will be significant. He stated his optimism in UTM being able to attract donor interest and trigger other funding.

In response to a member's question about whether or not space for student organizations would be expanded, the CAO explained that his office has been waiting to receive a proposal from UTMSU, which would outline their needs for an expanded Student Centre.

c) Academic Affairs Committee: Report of the October 25, 2011meeting - Professor Nick Woolridge

Professor Woolridge reported that at its last meeting, the AAC received reports from the Vice-Dean Undergraduate on the curriculum development and approval process, from the Registrar on the OR's annual report and enrollment figures and from the Dean on academic planning. The AAC, similar to RPPC also approved the By-Law changes as they related to its own terms of reference. He called on Ms. Diane, Crocker, Registrar and Director of Enrolment Management to discuss enrolment demographics and new initiatives from her office.

The Registrar thanked everyone who participated in Fall Campus Day last Sunday, which attracted a record of 2000 visitors to the campus.

The 2010-11 Office of the Registrar Annual Report is attached hereto as Appendix A and was also available logging into ‘Faculty and Staff Applications on the Office of the Registrar website.

Ms. Crocker discussed the following new initiatives from her office:

— Partners in Education for International Student Success - Peel District School Board, Sheridan Institute and UTM: partnership beginning this year expands Peel's existing program of international recruitment; up to 500 international students most of whom are in the last two years of High School and have the goal of attending a post secondary institution; these students are involved in home stay in the local community while preparing to attend university;

— ACE - Academic Cultural English - a partnership with the School of Continuing Studies: this is an English language programming pilot program offering students who are academically qualified, but who have not met language requirements to obtain additional language support on Saturdays; there are 52 students currently registered in this pilot program

— Articulation agreement with Sheridan Institute's General Arts and Science Program: this agreement offers a smooth transition for Sheridan students with diplomas directly into second year studies in Social Sciences and Humanities; 5 first year courses at UTM have been identified for transfer credit

— Complete new registration cycle - April through to July: the feedback received from fourth year students is that April is somewhat early for their registrations, so they will be moved to a May start.

— Graduation Requests replaced with Graduation Calls: the OR staff are actively assessing and contacting students who eligible to graduate; in the past students had to request graduation on ROSI and then a staff member had to follow up and check whether or not they were eligible to graduate; the new approach is much more proactive and have resulted in higher than ever graduation rates for November.

— Mobile Application Development: download ‘UTM Mobile' on any smartphone for applications that include maps and timetables.

— EMarks : UTM Office of the Registrar staff have developed an electronic marks submission system for the rest of the university

The Registrar moved on to the second of her two presentations to discuss UTM's Enrolment Statistics. This presentation is attached hereto as Appendix B.

She reported that there were 3292 new student this year and showed a graph for new student intakes between 2000-2016 with actual and projected figures for Non-OAC transfer credits, Non-OAC and no transfer credits and OAC students. She explained that the current year represented a peak, since it was difficult to predict how many potential students would accept a university's offer. As a result intake for next year would be somewhat leveled out.

Pointing to a graph that showed where UTM's incoming students attended High School, she noted that most were from Mississauga, Brampton, Toronto, Oakville and Hamilton. Columbia International School was at the top of the 20 top feeder schools presented on a graph. Showing a chart of admit counts, most incoming students were shown to enter the Social Sciences stream (458), followed by Psychology (327), Commerce (298) and Life Sciences (238). The Registrar showed admission averages by program, noting that most averages for commerce and life science programs were in the 83-85% range.

China (221) was showed to be at the top of a graph showing top 10 countries by citizenship, followed by India (42). With respect to non-Ontario High School registrants, Canada (518) was at the top of the top 10 countries by citizenship, followed by China (136).

New international intake was at 598 for 2011, compared to 433 in 2010. She noted that members might be surprised that the 20 top international feeder schools are all from Canada.

She reported that current total enrolment was at 12,010 as of October 31, and that by 2017, UTM would be at a projected 15,000 students. Less than 9% of these students are part-time.

The Chair opened the floor to questions.

In response to a member's question about why many of our international students are from British Columbia, the Registrar explained that many of these students are in international High Schools in BC, and that these schools focus on international recruitment.

A member commented that there was a general problem with respect to students being admitted, but then not being required to choose a program, so that students who have not met the entrance requirements in a program are applying for admittance to that program. The Registrar replied that all students have to meet the entrance requirements of a particular program prior to being admitted into it. In addition, she stated that many students change their academic interest after completing their first year and that all programs are open to all students as long as they meet the necessary pre-requisites and program entrance requirements.

2. Vice President and Principal's Report

The Vice President and Principal started expressed his thanks to the Registrar for her presentation and congratulated her and her team for their exceptional work.

The Terrence Donnelly Health Sciences Complex and Mississauga Academy of Medicine was officially opened on November 1st. The opening was a fantastic event, with guests to capacity. The Vice President and Principal thanked the government, the City of Mississauga and donors for their support and also extended his thanks to past Vice-President and Principal Ian Orchard whose vision and whose sustained effort brought this project to fruition.

The Vice-President and Principal noted that event protocols do not allow the university to thank all the individuals who make the campus' capital projects so successful. The buildings that have been built on this campus are phenomenal in quality and functionality and that is possible because of the leadership provided by the CAO, Paul Donoghue. He called on Mr. Donoghue to mention some of the key individuals who make these projects such a success.

The CAO expressed his thanks to the following key people and organizations, noting that what makes a project is teamwork:

· members of all of the capital project committees: faculty, staff and students, who navigate the university's complex capital planning and approval processes for projects over $2M and who bring to the table their insights and perspectives

· very good architects and general contractors, including: Andrew Frontini from Shore Tilbe Perkins + Will, Eastern Construction, Kongats Architects, and Harbridge + Cross

· members of the university staff in Business Services, Facilities and Services, and Capital Projects areas such as Christine Capewell, Colin McFarlane, Paull Goldsmith, Stepanka Elias, Bill Yasui, Maria Codispoti, Adrian Georgescu, Khris Horvath, Rick Peters and all of their staff

The Vice President and Principal discussed the Mississauga Summit, which was held at UTM on October 25.

He noted that there were five taskforces within this summit and wanted to briefly mention three of them.

The post-secondary education taskforce, lead by Professors Krull and Wensley submitted many recommendations, a key one being the creation of the Mississauga Innovation Leadership Alliance or MILA, which would be populated by community leaders who have a strong track record of impactful innovation. The focus of this body would be talent development and educational opportunities in Mississauga and Peel all driven the creation of a knowledge-based economy. When discussing educational opportunities in the Mississauga and surrounding communities, the role of UTM is very critical. The community is largely looking to UTM and to Sheridan College to fulfill their educational needs.

One of the recommendations of the Mississauga Works Task Force was the creation of an innovation centre that would serve as a hub to businesses and encourage entrepreneurial activities and networking opportunities. This new centre would be a focal point for commitment to innovation process across the city and the region and could possibly be located at or near the UTM campus.

The waterfront development taskforce recommended that a waterfront development corporation be created to oversee the advancement of an excellent waterfront that ensures the highest public use and enjoyment while being financially and ecologically sustainable. The Vice-President and Principal reported that UTM could have a significant part to play in the development of this new area within Mississauga.

Professor Saini noted that UTM is positioned to compete for the best students in the GTA and beyond and one of the ways in which to do this is to link with the community on as many collaborative projects as possible.

There was no new business.

The next meeting of the ECC would take place on Thursday, December 1, 2011.

The meeting was adjourned at 11:45 a.m. (L. Bailey/ A. Ursel)

Secretary ______________________ Chair _________________________