Senate Policies – Feedback and Engagement

Summary

As part of the ongoing review of NOSM University’s Academic Principles, we are seeking feedback from key groups, including the Senate and its committees. Attached is a briefing note outlining the purpose, timeline, and engagement process. We encourage you to add this item to your next committee meeting agenda to ensure meaningful discussion and input. 

To participate, please review the Academic Principles [link] and provide your input via our survey [link]. 

Your feedback on the overall principles and individual elements will help guide this important update.

Thank you for your time and engagement in shaping NOSM U’s academic framework.

This will be for first reading on April 10, 2025, and then proposing that it be approved at the June meeting 

Summary and Background and Recommendation 

To support transparency and reinforce the ethical responsibilities of Senate members, the Senate Executive Committee recommends the addition of clarifying language regarding conflict of interest disclosure and sabbatical notification to the Roles and Responsibilities of Senators policy. These additions do not introduce new obligations but articulate existing principles and expectations for reference by members. The proposed clarification on conflict of interest ensures that Senators understand their duty to disclose actual, potential, or perceived conflicts, not only in Senate meetings but also within Senate committees and decision-making processes. This aligns with established governance practices and upholds the integrity of Senate deliberations. 

Similarly, the proposed addition regarding sabbatical notification provides guidance for Senators who intend to take a leave, ensuring proactive communication with the Senate Executive Committee. Senators on sabbatical may elect to continue participating in Senate activities or request a temporary leave, with provisions for temporary replacements where applicable. This clarification fosters continuity in Senate representation while recognizing the academic commitments of its members. These refinements affirm the Senate’s commitment to good governance and provide a clear reference point for Senators in fulfilling their roles. 

ATTACHMENTS OR REFERENCE MATERIALS:   

• Document – track changes 

Comments and Feedback should be given to the University Secretary at governance@nosm.ca  by May 2, 2025.

Summary

Since the transition to a university, Senate has operated with procedural adjustments to enhance efficiency and transparency. To formalize these improvements, revisions have been made to the Senate Rules of Procedure, ensuring they align with current governance practices and institutional needs. 

This will be for first reading on April 10, 2025, and then proposing that it be approved at the June meeting 

Key Updates
One of the most significant changes is the introduction of a more robust section on Senate Agenda Categories & Submission Requirements. This addition provides clear guidelines on the types of items that may be submitted for Senate consideration, the necessary documentation for each category, and the associated deadlines. These refinements aim to streamline agenda-setting, improve clarity for contributors, and ensure that all matters brought to Senate receive appropriate review before discussion. 

The revised Rules of Procedure also incorporate procedural refinements that reflect best practices observed during Senate meetings since the transition. These changes support better agenda management, reinforce the role of Senate in academic governance, and uphold the principles of transparency and accountability. 

Next Steps
To implement these revisions, Senate is asked to approve the updated Rules of Procedure. Upon approval, the changes will take effect immediately, with appropriate communication to ensure understanding and compliance. 

ATTACHMENTS OR REFERENCE MATERIALS:   

• Clean Updated Version
• Track change version of document – informational document to show updates thus far

Summary

As part of our ongoing efforts to enhance Senate governance and ensure clarity in committee structures, we are pleased to present the Senate Committee Guide for first review. This document, derived from Section 8 of the Senate Bylaws, provides a framework for the establishment, operation, and responsibilities of Senate committees. It outlines the different types of committees, their reporting requirements, and the process for appointments and elections, ensuring consistency and transparency in our governance practices. 

The guide reflects updates to better define committee roles, streamline reporting expectations, and clarify membership eligibility, particularly regarding the role of Senators in committee leadership. Additionally, it provides a Terms of Reference Template to standardize committee mandates and operational guidelines. These changes aim to enhance committee effectiveness while aligning with the strategic goals of the Senate. 

We invite Senators to review this draft and provide feedback on areas that may require further refinement. Your insights are essential in ensuring that the guide remains comprehensive, practical, and aligned with our institutional needs. Please share your feedback by May 2, 2025 after which revisions will be incorporated before the final review and adoption. 

Anticipated for Second Reading and approval at the June Senate Meeting. 

Thank you for your engagement in strengthening Senate governance. 

ATTACHMENTS OR REFERENCE MATERIALS:   

• Senate Committee Guide – new version 

Summary

The Early Conferral and Release of Degrees Policy and Procedure will guide the Registrar’s Office in the procedure for releasing degrees prior to Convocation.   

Note that the Senate will have approved the degrees, and the early release of the degree is made possible by the learner having the physical degree in their possession prior to Convocation, which is not usually possible.  This is a verily standard policy across universities.   The Registrar is authorized to determine the merit of a learner’s request to receive their degree early.  

 Attachments/Appendixes:   

Early Conferral and Release of Degrees Policy and Procedure 

Summary

This policy grants the Registrar’s Office the authority to allow a learner to withdraw from a course after the last day to withdraw.  This act often removes a “0” or very low grade from a learner’s transcript because the Learner did not withdraw from the course, had to leave the university hastily, and did not withdraw from courses or had a medical emergency.  

Numerous extenuating circumstances may lead a learner to petition for a course failure to be removed from their transcript through a late course withdrawal petition.  

In these cases, learners will not receive a tuition refund as they are past the last day to withdraw (drop) a class, which would otherwise make them eligible for a tuition refund.  This is only a mechanism to remove failing grades when there is sound reason to do so.  

Attachments/Appendixes:   

Late Course Withdrawal Policy and Procedure 

Petition for Late Course Withdrawal Form