Minutes: October 25, 2011

MINUTES OF THE UNIVERSITY OF TORONTO MISSISSAUGA MEETING OF THE ACADEMIC AFFAIRS COMMITTEE of Erindale College Council held on Tuesday, October 25, 2011 at 11:10 a.m. in Room 3129, the Ante Chamber, William G. Davis Building.

Present: N. Woolridge (in the Chair), A. Mullin, U. Krull, D. Crocker, D. McMillan, S. Kamenetsky, A. Rosenbloom, S. Radovic, A. Kahnemuyipour, J. Simalchik, B. Yi, D. Smith, X. Shi, P. Desrochers, N. Lacetera, T. Bowen, J. Singh-Parhar, K. Ercit, W. Zhang
Regrets: D. Saini, M.A. Mavrinac, D. Kreuger
In attendance: G. Cassar, President, UTMSU, D. Hill

1. Approval of Minutes of the Previous Meeting (September 20, 2011)

The report of the previous meeting was approved.

The Chair asked if there were any objections to changing the order of the agenda and moving item 3a up to the beginning of the agenda regarding the revisions to the AAC by-laws so that the attendance of Professor Anthony Wensley could be accommodated, who as past ECC Chair oversaw the changes to the ECC Constitution and By-laws. Item 3a was moved to item 2a in the agenda.

2. Reports of Committees and Officers:

a) Revisions to the AAC By-laws - Professor Nick Woolridge For Approval

The Chair noted that this item was for approval and was submitted at committee's previous meeting on September 20th, via a report from Cindy Ferencz Hammond, Director of Governance. He noted that between the September 20th version and the version given with the notice to this meeting, there were two minor changes on page 2 of the AAC By-laws. On page 2, paragraph 4 a note regarding transcript notations within existing degree programs was added into the By-laws to make it consistent with the same section in the Constitution. Also, on page 2 paragraph 3, wording was clarified in order to more clearly convey where approval for minor and major changes for academic programs stop. Wording with respect to the function of the curriculum subcommittees was also expanded somewhat to ensure clarity and consistency, but no substantial changes were made here either.

It was duly moved and seconded,
the Academic Affairs Committee recommend to Erindale College Council the changes to the AAC terms of reference as outlined in the by-laws excerpt document, submitted for the Committee's consideration with the meeting notice. ( U. Krull/K. Hannah-Moffat)

The motion was carried.

b) Report of the Vice-Dean Undergraduate - Professor Kelly Hannah-Moffat

i) Curriculum development process

Professor Hannah-Moffat noted that with the implementation of the UTQAP the process for approving curricular changes have become more rigorous and extremely detailed. The timeline for proposing Major Changes has moved up significantly and instead of Departments waiting until the start of the curriculum cycle in the Fall, they are asked to begin the process much earlier on in the year - in January.

Professor Hannah-Moffat noted that while the terms of reference of the curriculum subcommittees cannot capture the level of detail needed to accomplish their task, guidelines and advice were distributed to subcommittee chairs to prepare them for the process. In addition, the Office of the Dean will develop a comprehensive guidelines document to be distributed at the start of next year's curriculum approval process.

Because of the complexities now involved in the development and approval of Major changes, especially considering the steps involved in the proposal for a new program, which entails an external appraisal from reviewers outside of the University, Professor Hannah-Moffat noted that departments should bring forward their proposed Major changes to the Office of the Dean in January or even earlier if possible.

This process begins in the New Year (January/February) with the proposer(s) coming forward with their Major change(s). The consultation process then begins between the proposer and the Office of the Dean and the Provost's Office. The department/proposer will work closely with Melissa Berger, Program and Planning Officer in the Office of the Dean to prepare the proposal for the Fall/Winter curriculum/governance cycle.

The Vice-Dean Undergraduate added that minor academic program changes could be introduced in the fall and include smaller items, such as the addition of or change in a course description. She noted that sometimes seemingly minor changes may have larger implications, as is sometimes the case for new program and course requirements and prerequisites, therefore it was important that department chairs consult with Dean's office if they are unsure about the implications of a proposed change.

The Chair opened the floor to questions.

A member asked for an example of a minor change that had large implications. Professor Hannah-Moffat explained that a change in the entry requirements of a program, and which makes entry into that program very restrictive would be considered a minor change that would have implications on program demand, and potentially laboratory space. She noted that such changes have to be carefully considered.

c) Report of the Vice-Principal Academic and Dean - Professor Amy Mullin

i) Academic Planning process

She explained that the academic planning process would identify goals (for period up to five years) and strategies for achieving them that reflect UTM's values. Academic goals will concern teaching, research, and the student academic experience both inside and outside the classroom and planning will address plans for enrolment, faculty and staff hiring, directions for courses and programs, and strategies to enrich student's academic experience. She noted that the academic plan must identify strategies for achieving goals and identify resources available or to be pursued to achieve those goals.

Professor Mullin emphasized that Academic planning should be broadly consultative and involve plenty of two-way communication. She encouraged students, faculty, staff, alumni and interested members of the UTM community to be involved in the process.

In terms of the process, the Dean explained that a planning committee was formed whose membership represented various constituencies. Next, broad consultation is planned in order to articulate UTM's Academic Values, which will eventually lead to the development of Unit plans (department and institute plans), followed by development of a UTM divisional plan. Units will consult broadly across faculty, staff, students, cognate units, alumni, and community partners. A divisional plan will be developed, responsive to unit plans, and will be widely circulated for discussion. Finally, the UTM plan will go through governance at UTM and at the University wide level. In terms of specific timing, town hall events on academic planning and the availability of a draft statement of UTM divisional values were planned for October 26, 2011. A statement of divisional values to guide academic planning and departmental current state assessments were planned for Nov. 30, 2011. The first draft of unit plans are projected for a Jan. 15, 2012 completion, with feedback from the dean and the academic planning committee to be done by Feb. 15, 2012. The deadline for the development of final unit plans is March 30, 2012, and for draft divisional plans, June 30, 2012. It is projected that plans would be ready for UTM and university wide governance consideration by Nov. 30, 2012.

She noted that all relevant source documents were posted on the "UTM Academic Planning" website, and could be accessed through the Office of the Dean page.

d) Report of the Registrar and Director of Enrolment Management - Diane Crocker

For Information

i) Annual Report

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 continued her presentation by showing academic advising statistics for 2010-11. She noted that March of 2011 saw a jump in the rates because the OR was bringing in students to talk to them about graduation. She pointed out that financial advising represented a significant portion of these sessions, since 65% of students receive OSAP funding.

With respect to petitions data, Ms. Crocker reported that deferred exams represented the largest portion of petitions, but noted that petitions as a percentage of enrolment has seen a significant decrease over the last few years.

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.

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. Total enrolment was at 12,010 as of the week of October 17, with a projected 15,000 students expected by 2017. Less than 9% of these students are part-time.

The Chair opened the floor to questions.

In response to a member's comment that many students are admitted to UTM, but then do not get into the program of their choice, the Vice-Dean Undergraduate explained that after being admitted to first year studies, not all students meet their chosen program's admission requirements.

In response to a member's question, the Registrar confirmed that the figures presented did not include graduate students.

There was no other business.

The next meeting of the Committee will be on Tuesday, November 22, 2011.

The meeting adjourned at 12:50 p.m.

Secretary ______________________________ Chair ____________________________