GFC OrientationSeptember 11, 2020

Agenda

● University Governance

● Post-secondary Learning Act - Part 1

● General Faculties Council

● GFC Committees

● Roles & Responsibilities

● GFC Meetings

● MRU Policy Framework

● General Information

● Appendices

UNIVERSITY GOVERNANCE

What is Governance?

● Way an institution organizes itself and its decision making processes meet its purpose

● Expressed through structures and procedures such as:

○ legislation

○ policies

○ bylaws

○ informal norms

● Goal of successful system effectiveness and accountability to the community it serves

In Alberta, authority is transferred from the

Province to the University by means of

legislation

Post-secondary Learning Act (PSLA), 2003

defines responsibilities for the Board and GFC

Alberta Public Agencies Governance Act (APAGA), 2009

defines the accountability of the University to the provincial government

Although there are many checks and

balances, the University is an autonomous entity and its own corporation, regulated by Provincial

legislation

Where Does the Authority Come From?

Post-secondary Learning Act (PSLA)

The Post-secondary Learning Act (PSLA) came into force in 2004.

It combined and updated four separate Acts into one complete piece of legislation.

The PSLA is intended to advance the concept of Campus Alberta by taking Alberta's post-secondary system into the future:

● Accessible

● Flexible

● Responsive regardless of where a student chooses to learn

Campus Alberta

Movement within Alberta for the advanced education system to focus strongly on the learner

PSE institutions working together to achieve these goals:

● Accessible, affordable & quality learning opportunities for Albertans

● Enhanced learner transitions into and movement within the advanced education system

● Learners who have the tools they need to succeed in their chosen learning pathway

● Lifelong participation in the advanced education system by all who have the desire and the skills to succeed

Six Sector System

PSLA revised in February 2019 – sectors renamed:

● Comprehensive Academic & Research Universities

● Undergraduate Universities

● Polytechnic Institutions

● Comprehensive Community Colleges

● Independent Academic Institutions

● Specialized Arts & Culture Institutions

Publicly Funded Institutions

● Accountable to the Minister and

governed under the authority of

the Post-Secondary Learning Act

● Funded in part by government

through operating and other

types of grants

● May also generate revenue

from:

○ tuition and fees

○ ancillary services

○ sponsored research funding

○ investments and donations

Regulated Environment

● Application to the Minister

must be submitted for new

degree programs:

○ System coordination

review: determine need

and fit with other

programs

○ Quality review: Campus

Alberta Quality Council

○ Ministerial approval

● Tuition Fee Regulation –

annual increases limited to %

annual change in Alberta CPI

● Permission for use of

institutional financial reserves

Accountability Reporting

● Investment Management

Agreement (under review)

○ Institutional Mandate

○ Institutional Performance

Metrics

○ Budget Plan

○ Capital Plan

● Annual Report

● Audited Financial

Statements

Bicameral GovernanceMRU governs itself with a bicameral governance structure.

The two senior governing bodies at Mount Royal:

● Board of Governors: has senior oversight of the institution;

concerns itself with long-range planning and business affairs

(e.g. mandate, budget, investment management, collective

agreements, appointment of President, policy framework,

institutional risk)

● General Faculties Council: senior academic body responsible

for overseeing the academic affairs of the university, subject

to the authority of the Board (e.g. program approval,

academic policies & regulations, research policies, academic

schedule, granting of degrees other than honorary degrees)

The President & Vice-Chancellor is the liaison

between the Board & GFC

Collegial Governance

GFC operates under principles of collegial academic governance:

● Commitment to inclusive and participatory governance decision-making

● Desire to facilitate meaningful individual-level engagement in governance

processes

● Commitment to openness, transparency and respectful communication

● Commitment to responsiveness, respect and reciprocity between governance

bodies and between government bodies and University administration

POST-SECONDARY LEARNING ACTPart 1

General Faculties CouncilMove to PSLA - Part 1

● September 2009 - Mount Royal designated as an undergraduate university

governed by Part 2 of the PSLA (colleges & technical institutes)

● February 2019 - PSLA revised; MRU governed by Part 1 of the PSLA (universities)

● July 2020 - GFC established in accordance with Part 1

Post-secondary Learning Act (PSLA) https://www.qp.alberta.ca/1266.cfm?page=p19p5.cfm&leg_type=Acts&isbncln=9780779816798

Substantive Changes with Move to Part 1

Composition

● Membership now includes the Vice-Presidents

● Regulatory members include Ex Officio (12); Elected - FT Faculty (2 x ex officio =

24); Students (2)

● Additional members determined by GFC

● Regardless of manner of appointment, all GFC members are Councillors within

the body

Powers, Roles & Responsibilities

● Make recommendations to the Board with respect to: academic planning,

campus planning, a building program, the budget, the regulation of residences

and dining halls

Substantive Changes with Move to Part 1

Student Affairs (s. 31)

● GFC has general supervision over student affairs, including the power to

discipline students

● GFC may establish a Council on Student Affairs to exercise immediate

jurisdiction over student affairs with respect to any matters and in any manner

the general faculties council determines and to exercise or perform any other

powers, duties and functions the GFC determines

Faculty Councils (s. 29)

● established under the PSLA

● each Faculty must have a Faculty Council

GENERAL FACULTIES COUNCIL

Total: 64 Positions

● Ex Officio Councillors (12) PSLA s.23(a) (members by virtue of office)

● Faculty Councillors (24) PSLA s.23(b); s.24 (elected by Faculty Councils)

● Student Councillors (2) PSLA s.23(c) (appointed by SAMRU)

● Additional Councillors (26) PSLA s.23(d); s.25; GFC By-laws (appointed by GFC)

No provision for alternates

GFC Composition

● Academic Staff Members (24)

○ Faculty of Arts (7)

○ Faculty of Business and Communication Studies (5)

○ Faculty of Health, Community and Education (5)

○ Faculty of Science and Technology (5)

○ Teaching and Learning (1)

○ University Library (1)

● Students (2)

Regulatory Councillors

● Ex Officio (12)

○ President and Vice-Chancellor, CHAIR

○ Provost and Vice-President, Academic, VICE-CHAIR

○ Vice-President, Finance and Administration

○ Vice-President, University Advancement

○ Vice-Provost and Associate Vice-President, Academic

○ Dean, Faculty of Arts

○ Dean, Faculty of Business and Communication Studies

○ Dean, Faculty of Health, Community and Education

○ Dean, Faculty of Science and Technology

○ Dean, University Library

○ Dean, Faculty of Continuing Education and Extension

○ University Registrar

○ Contract Academic Staff Members (5)

Arts (1)

Business and Communication Studies (1)

Health, Community and Education (1)

Science and Technology (1)

Teaching and Learning (1)

● Student Members (6)● Other (4)

○ President, MRSA

○ Executive Advisor, Indigenization

○ Indigenous Members (2)

Additional Councillors

● Senior Administration (1)○ Vice-Provost and AVP, Students

● Academic Staff Members (15)○ President, MRFA

○ GFC-Nominated Board Member

○ Full-Time Academic Staff Members-at-Large (8)

Arts (2)

Business and Communication Studies (1)

Health, Community and Education (2)

Science and Technology (1)

Teaching and Learning (1)

University Library (1)

GFC Bylaws

● Bylaws cannot contradict enabling statute (or other points of law), but can

duplicate, explain or amplify them

● Bylaws explain how, on a day-to-day basis, a governing body conducts its

business

● The GFC Bylaws were approved on July 2, 2020

● A formal review of the Bylaws will be conducted after the first year

● Bylaws will be reviewed annually

Role of GFC

● GFC is responsible for the academic governance of the University

● GFC is the legislative body dealing with academic matters, subject to the

authority of the Board

● Offers advice to the Board on issues touching upon the academic work of the

University

● Brings expertise and academic perspective to the governance of the University

GFC Powers & Duties

● Current composition and powers defined in the Post-secondary Learning Act

(PSLA)

● Subject to the authority of the Board, the GFC is responsible for the academic

affairs of the University by exercising its powers

● Specific powers outlined in the PSLA (s. 26(1)):

a) exercise any power of a Faculty Council that the GFC considers desirable to

exercise;

b) consider and make decisions on the reports of the Faculty Councils as to the

programs of study in the Faculties;

c) determine all programs of study to which clause (b) does not apply that are

to be offered by the University for credit toward the requirements for any

degree, diploma or certificate;

GFC Powers & Duties

● Specific powers outlined in the PSLA (s. 26(1)):

d) determine the timetables for examinations and for lectures and other

instruction in each Faculty;

e) consider and make decisions on the reports of Faculty Councils as to the

appointment of examiners and the conduct and results of examinations in

the Faculties;

f) provide for the granting and conferring of degrees other than honorary

degrees;

g) provide for the preparation and publication of the University calendar;

h) hear and determine appeals from the decisions of Faculty Councils on

applications, requests or petitions by students and others;

GFC Powers & Duties

● Specific powers outlined in the PSLA (s. 26(1)):

i) consider all matters reported to it by any Faculty Council and communicate

its opinion or action on those matters to the Faculty Council concerned;

j) determine the date for the beginning and end of lectures in the University

and also the beginning and end of each University term;

k) make rules and regulations for the management and operation of libraries;

l) recommend to the Board the establishment of faculties, schools,

departments, chairs and programs of study in the University in any subject

that the GFC thinks fit;

m) makes rules and regulations respecting academic awards;

GFC Powers & Duties

● Specific powers outlined in the PSLA (s. 26(1)):

n) determine standards and policies respecting the admission of persons to the

University as students;

o) make recommendations to the Board with respect to affiliation with other

institutions, academic planning, campus planning, a building program, the

budget, the regulation of residences and dining halls, procedures in respect

of appointments, promotions, salaries, tenure and dismissals, and any other

matters considered by the GFC to be of interest to the University;

p) authorize lecturing and teaching on the University premises by persons other

than members of the staff of the University

GFC Powers & Duties

Student Affairs (PSLA, s. 31)

● GFC has general supervision of student affairs at the University

● GFC may:

a) subject to a right of appeal to the Board, discipline students attending the

University, and the power to discipline includes the power:

i) to fine students,

ii) to suspend the right of students to attend the University or to

participate in any student activities, or both, and

iii) to expel students from the University;

b) delegate its power to discipline students in any particular case or generally

to any person or body of persons, subject to any conditions with respect to

the exercise of any delegated power that it considers proper;

GFC Powers & Duties

Student Affairs (PSLA, s. 31)

● GFC may:

c) give to a student organization of the University the powers to govern the

conduct of students it represents that the GFC considers proper

● Any powers to govern the conduct of students given to a student organization

pursuant to subsection c) are subject to the overriding control of the Board, the

President and the GFC

GFC Recommendations to the Board

● The Board must consider the recommendations of the GFC, if any, on matters of

academic import prior to providing for:

○ the support and maintenance of the University;

○ the betterment of existing buildings;

○ the construction of any new buildings the Board considers necessary for the

purposes of the University;

○ the furnishings and equipping of the existing and newly erected buildings, or

○ the establishment of faculties, schools, departments, chairs, programs of

study and any other activities the Board considers necessary or advantageous

(PSLA, s. 19)

● Any recommendations from the GFC to the Board must be transmitted to the

Board through the President (PSLA, s. 26(2))

GFC COMMITTEES

GFC Committee Structure

GENERAL FACULTIES COUNCIL

Executive (EC)

Academic Indigenization

(AIC)

Academic Planning &

Budget (APBC)

Academic Programs & Curriculum

(APCC)

Academic Standards

(ASC)

International Activities (IAC)

Research & Scholarship

(RSC)

Teaching & Learning

(TLC)

Student Affairs (SAC)

Faculty Councils

NEW NEW NEW NEW

Establishing GFC Committees

● Composition of committees approved July 2, 2020

● Committee charters drafted for review by each committee at its first meeting

● Committee charters to GFC for approval at October 2020 meeting

● Working groups to be established to make recommendations on purpose,

composition, roles and responsibilities of the Academic Indigenization

Committee (AIC) and the International Activities Committee (IAC)

Executive Committee

● Delegated authority to act on behalf of GFC:

○ matters that require immediate action between regularly scheduled

meetings

○ matters that require action when there is an extended break between

meetings

● Oversees and advises on governance:

○ approves GFC meeting agendas and materials

○ recommends revisions to Bylaws

Committee Reporting to GFC

● Committee Chairs are expected to provide a written or verbal report on

committee activities at each GFC meeting

● Committees are required to submit a written annual report for inclusion in the

May GFC meeting package

● Minutes of committee meetings will be posted on the website within 1 to 3

days following approval by the committee

● Approved committee minutes will be included as information on the Consent

Agenda in GFC meeting packages

ROLES & RESPONSIBILITIES

GFC Officers

● The roles of GFC Officers are outlined in Article 4 of the GFC Bylaws

● The Chair, Vice-Chair, and Secretary roles are ex officio:

○ Chair - President & Vice-Chancellor (non-voting, except to break a tie)

○ Vice-Chair - Provost & Vice-President, Academic (voting)

○ Secretary - University Secretary (non-voting)

● The Recording Secretary is appointed by the University Secretary (non-voting)

Role of GFC Chair

● Foster and promote the integrity of GFC and a culture where GFC works ethically and

cohesively in the best interests of the University

● Provide leadership to enable GFC to effectively carry out its duties and responsibilities

● Conduct GFC meetings in accordance with GFC Bylaws and basic rules of

parliamentary procedure

● Keep GFC meetings moving in an orderly fashion, ruling on matters of procedure,

questions of interpretation or points of order

● Ensure GFC is kept properly informed of matters of import within its role

● Convey GFC recommendations to the Board

● Convey Board decisions and requests referred to GFC

● Act as GFC spokesperson; executes GFC communications; signs GFC official

documents

● Serve as an ex officio, non-voting member of all GFC standing committees

Role of GFC Vice-Chair

● Carry out any of the Chair’s responsibilities at the request of the Chair or in the event

that the Chair is absent or unable to carry out their responsibilities

● Fulfill additional powers and duties assigned by the Chair

Role of GFC Secretary

● Serve as the Parliamentarian - assist the Chair and members to answer parliamentary

inquiries when they arise and comment on procedural matters before the GFC

● Count votes and distribute, collect and counts ballots, if required

● Assist with the organization of annual election of members

● Assist the GFC Executive Committee with development of committee charters and

nominations to committees

● Maintain GFC Bylaws

● Oversee creation and drafting of academic policies, assure adherence to proper

format and procedures, ensure coordination and submission to GFC

● Convey GFC decisions to appropriate persons for information, advice and/or action

● Attend all regular, in-camera and special GFC meetings

Role of GFC Recording Secretary

● Prepare and distribute GFC agendas, minutes and meeting materials

● Serve as recording secretary to specified GFC committees

● Maintain office records of all GFC proceedings

● Ensure GFC website is current

● Organize and schedule GFC meetings; act as resource to Chair and Secretary at

meetings

● Assist committees in research and supporting their efforts

● Work with Chair and Secretary to ensure smooth and proper functioning of GFC

● First point of contact for members regarding issues, concerns, inquiries, meeting

regrets, etc.

● Attend all regular, in-camera and special GFC meetings

Role of Committee Chairs and Vice-Chairs

● Committee Chair and Vice-Chair work as a team to ensure effective functioning of

committee

● Committee Chair and Vice-Chair liaise with the Recording Secretary to develop

committee meeting agendas and ensure meeting materials are prepared/submitted

● Committee Chair conducts committee meetings in accordance with GFC Bylaws and

basic rules of parliamentary procedure

● Committee Chair keeps committee meetings moving in an orderly fashion, ruling on

matters of procedure, questions of interpretation or points of order

● Committee Chairs/Vice-Chairs prepare a written/verbal committee report on the

committee’s activities for each GFC meeting

● Committee Chairs/Vice-Chairs prepare a written annual committee report and submit

to the Recording Secretary for inclusion in the May GFC meeting package

Expectations of Councillors

● Every GFC Councillor shall exercise the powers and discharge the duties of

being a Councillor diligently, honestly, in good faith and in the best interests of

Mount Royal University rather than in the narrow interest of any other person,

entity, interest group, or constituency

● All Councillors have responsibility firstly to the institution itself and shall

endeavour to vote in accordance with the long-term academic interests of the

University

● Freedom of expression, speech and belief are encouraged and shall be

exercised in a culture of mutual respect where an open exchange of diverse

points of views are welcomed

Expectations of Councillors

● Councillors are expected to familiarize themselves with and adhere to GFC’s

role in governing the University, the Bylaws, the University’s Employee Code of

Conduct, relevant laws and University policies applicable to members

● Councillors are expected to attend all GFC meetings unless there is a compelling

reason preventing them from doing so

● If you are unable to attend, send your regrets to the Recording Secretary before

the meeting

● Attendance will be monitored and the minutes will reflect whether councillors

were: (1) Present; (2) Absent with Regrets (if advised before the meeting), or;

(3) Absent

Expectations of Councillors

● When items are presented at GFC, it is assumed that the material has been

read

● Councillors are expected to be active participants

● Councillors are encouraged to let their name stand for membership in one or

more committees each year

● All councillors have a responsibility to ensure others understand the nature GFC

decision-making:

○ Faculty Councillors are expected to report back to their Faculty Councils on

the work of GFC

○ Student and appointed councillors are expected to report back to their

constituents

○ GFC agendas and minutes are public documents and are available to

readers on the GFC website

GFC MEETINGS

Conduct of GFC Meetings

● On arrival, sign-in to confirm attendance and retrieve your name card and

iClicker

● GFC meetings begin with an Open Session that is open to the University

community unless there is a motion to move in camera

● The Chair will conduct the meeting in accordance with GFC Bylaws and Robert’s

Rules of Order

● GFC meetings conclude with a Closed Session that is only for GFC Councillors

Meeting Quorum

● Quorum for GFC meetings is a simple majority (50% + 1), excluding vacant

positions

● If meeting is not called to order within 15 minutes of start time due to lack of

quorum, meeting shall be deemed lost

● Meetings that begin with quorum shall be deemed to continue with a quorum

until meeting is adjourned or until a Councillor challenges quorum and less than

majority or present at time of challenge

● A meeting where quorum is challenged and found to be correct will be deemed

adjourned

Parliamentary Rules of Order

● Parliamentary procedure is a list of rules used to help run meetings

democratically and efficiently

● Rules of Order protect every member’s right to equal participation in orderly

meetings

● Guiding principles:

○ The business of GFC will be conducted courteously, respectfully, and

expeditiously

○ The majority rules – however, the rights of individuals and minorities will be

protected; all members have equal rights, privileges and obligations

○ We will deal with one business item at a time, and all questions will be

thoroughly and fairly discussed before action is taken

○ Please remember: These rules are intended facilitate the democratic

process, not impede it

Robert’s Rules of Order At a GlanceGeneral practices:

● Only one Councillor has the floor to speak at a time – and only after being recognized

by the Chair. Members will take turns speaking; and no Councillor may speak twice to a

Motion until all members have had the opportunity to speak.

● Please do not engage in debate or speak directly to each other when another

Councillor has the floor. Limit your remarks to the issues under debate, rather than

discussing people or their motives.

● Most of our business will be conducted by acting on Main Motions. All Main Motions

must be seconded, and are adopted by a majority vote unless otherwise noted.

● The Chair will only vote when needed to break a tie.

● Most Main Motions will arise from business set forth in the agenda. Consideration of a

Main Motion that is not part of the agenda package requires a Motion to Consider;

and this Motion to Consider must be debated and passed before the extraordinary

Main Motion can be considered.

Robert’s Rules of Order At a GlanceGeneral practices:

● The following Motions may be used to interrupt debate on a Main Motion. Please use

these only when appropriate:

○ Point of information – used to get clarification about the Motion being discussed.

○ Point of order – used to identify a perceived breach of the meeting rules.

○ Question of privilege – used to identify issues concerning the comfort or safety of

members in attendance.

○ Parliamentary inquiry – used to request information about the meeting rules.

● Tabling a Motion (“Lay on the table”) should only be used to set aside the current

Motion in order to take up something more pressing. It is non-debatable, and requires

a two-thirds majority. If a member wishes to defer debate on a Motion in order to

collect more information, etc., they should request that it be postponed until a definite

date.

● Once a Main Motion is passed or defeated, it cannot be reconsidered until the next

meeting.

Robert’s Rules of Order - Conduct of Meetings

● The Role of Motions in Conducting GFC Business

(a) Formal GFC decision-making shall normally proceed only through proposing

and approving (or otherwise disposing of) appropriately worded Motions.

(b) Further to (a), during the consideration of any report, proposal or

recommendation, there shall be a Motion, and only one Motion, before GFC

at any given time.

(c) All Motions brought before GFC shall be moved and seconded before the

subject matter of the Motion is open for debate.

(d) A Motion may be withdrawn with the consent of both the mover and

seconder, but if either objects, the Motion shall be considered and put to a

vote.

Robert’s Rules of Order - Conduct of Meetings

● Main Motions and Their Disposition

a) The initial Motion proposed in connection with any item of business shall henceforth be

referred to as the “Main Motion”. Once the Main Motion is before GFC, other Motions

(some of which apply directly to the Main Motion and some of which are purely

procedural) may be introduced and shall be given higher precedence.

b) Specifically, once a Main Motion is under consideration, any of the following Motions

may be applied to it (listed from lowest to highest, in order of their precedence):

(i) a Motion to divide the Main Motion;

(ii) a Motion to amend the Main Motion;

(iii) a Motion to refer the Main Motion, with instructions;

(iv) a Motion to postpone consideration of the Main Motion to a certain Day/time; and

(v) a Motion to close (or limit) debate on the Main Motion.

c) Notwithstanding (a) and (b), the end result in every case shall be that the original Main

Motion or each of its individual parts if divided is carried (with or without

Amendments), defeated or otherwise disposed of.

Robert’s Rules of Order - Conduct of Meetings

● Amendments

(a) A proposed Amendment to any Motion before GFC shall be worded so as to:

(i) delete specified words from the Motion;

(ii) add specified words to the Motion; or

(iii) delete specified words from the Motion and substitute others in their place.

(b) If the mover and seconder of the original Motion agree to do so, they may accept a

proposed Amendment as a “friendly amendment”, in which case the changes shall be

incorporated into the original Motion without the need for a vote.

(c) A friendly Amendment that does not change the general meaning of the document can

be accepted for efficiency purposes. If a proposed Amendment substantially changes a

document, the Amendment shall be ruled out of order. If substantial revisions are

required, the document should be sent back to the originator and/or Committee

bringing the proposal forward.

Robert’s Rules of Order - Conduct of Meetings

● Amendments

(d) While an Amendment is under consideration, an Amendment to the Amendment may

be proposed.

(e) Any Amendment which, if approved, would nullify the intent of the original Motion is

out of order, and shall be so declared by the Chair. The Chair’s ruling may be

challenged by the GFC.

(f) Amendments shall be considered and voted on in the following order, where

applicable:

(i) the Amendment to the Amendment;

(ii) the Amendment, as amended in (i) or as originally proposed; and

(iii) the original Motion, as amended in (ii) or as originally proposed.

Robert’s Rules of Order - Conduct of Meetings

● Debatability and Majority Requirements of GFC Motions

(a) The following Motions shall be debatable:

(i) any Main Motion;

(ii) any Motion to divide;

(iii) any Motion to amend;

(iv) any Motion to refer, with instructions (debatable both as to the instructions and as to the

advisability of referral);

(v) any Motion to postpone consideration (debatable both as to the proposed Day/time and as

to the advisability of postponement);

(vi) any Motion to reconsider a previously-carried or previously-defeated Motion (debatable as

to the merits of reconsideration, but only if the original Motion was debatable and only if

no subsequent irreversible action resulting from the original Motion has already occurred);

(vii) any Motion to consider specific items of business in camera (debatable both as to the list of

items and as to the appropriateness of closing the meeting to non-Councillors (see 5.8); and

(viii)any Motion to conduct a vote by roll-call (debatable as to the need for such a vote (see

6.3(f)).

Robert’s Rules of Order - Conduct of Meetings

● Debatability and Majority Requirements of GFC Motions

(b) The following Motions are not debatable and shall be put to an immediate vote:

(i) any Motion to close (or limit) debate on a Motion;

(ii) any Motion objecting to consideration of a Motion:

(iii) any Motion to suspend one or more of these ByLaws;

(iv) any Motion to adjourn;

(v) any Motion to conduct a vote by secret ballot (see 6.3(d));

(vi) any Motion to allow a non-Councillor to speak (see 5.7(b)); and

(vii) any Motion appealing a procedural ruling by the Chair.

(c) The following Motions shall require a two-thirds (2/3) majority of votes in favour over

the total votes against plus recorded abstentions:

(i) any Motion to close (or limit) debate on a Motion;

(ii) any Motion objecting to consideration of a Motion;

(iii) any Motion to suspend one or more of these ByLaws; and

(iv) any Motion to adopt or amend these ByLaws.

GFC Agendas

● University Secretariat prepares meeting agendas

➥ GFC Executive Committee (EC) reviews and approves agendas

● Members may request items for inclusion on agenda:

○ Submit item to Chair and Secretary in writing using Briefing Note Template

○ Chair provides request to GFC EC at next meeting for consideration

○ GFC EC determines whether item is within purview of GFC and may:

■ add item to GFC agenda

■ request more information from proposer

■ determine that the item should not be brought to GFC

● A matter not on the agenda may be considered on Motion to Consider supported by ⅔

of members present; motion is non-debatable

GFC Consent Agendas

● Meeting agenda will include a Consent Agenda

○ component of meeting agenda that includes routine, standard, non-controversial

and self-explanatory items

○ enables GFC to approval all consent agenda items together without discussion or

individual motions

○ prior to asking for a motion to approve the consent agenda, the Chair asks

members if any of the consent agenda items should be removed for discussion

○ If a member requests that an item be removed, it must be removed and discussed

○ Once the item has been removed, the item is dealt with and voted upon before

proceeding to approval of the remainder of the consent agenda items

Question Period

● “Question Period” provides an opportunity for answers to specific questions, within

the scope of GFC’s jurisdiction. Once answered the meeting will move forward

● “Question Period” will be included as an item on each GFC Open Session agenda

● Question Period will be limited to 20 minutes

● Councillors intending to pose a substantive and/or complex question are encouraged

to submit the question in writing to the GFC EC in advance of the GFC EC meeting

● Questions posed or comments made at meetings are to be directed to the Chair

● The Chair will redirect the question to an individual for response, as appropriate

GFC Meeting Minutes

● Meeting minutes are the official record of the meeting that capture:

○ decisions made (motions)

○ next steps planned

○ identification and tracking of action items

● Meeting minutes are not a transcript of the proceedings

● Minutes of the open session are posted on the website within 1 to 3 days

following approval and are accessible to the public

MRU POLICY FRAMEWORK

Alignment with University Governance

● Broadly defined as the processes, instruments, and structures through which the university is governed

○ Sets out who has the authority for decision making

○ Puts in place appropriate controls

○ Establishes accountability

Policy is a form of decision

making

One governance instrument is

policy

When a decision sets out an expectation of behavior and

required actions, we draft policy (generally)

Approval Authority for Management Policies

Approval Authority

for Academic Policies

Policy Approval Authority

BOARD OF GOVERNORS GENERAL FACULTIES COUNCIL

Approval Authority individual or entity with the

authority to approve a policy or procedure.

Policy Terms

● Policy on University Policies – outlines a coordinated and consistent process for

development, review, approval, communication and administration of all University

Policies, Procedures and Guidelines.

● MRU’s Policy Definition

a. State the University’s position on issues which have broad application;

b. Reflect and uphold the University’s governing principles;

c. Identify and prescribe compliance with applicable laws, regulations and other policies;

d. Promote operational efficiencies and effectiveness;

e. Enhance the University’s mission and strategic plan and/or reduce institutional risk;

and

f. Provide decision makers with limits, alternatives and guidance.

Policy Terms

● Policy Sponsor: President or Vice-President who initially approves of a policy idea to

be drafted. The Policy Sponsor may delegate the responsibility for drafting a policy as

well as a communication and implementation plan.

● Academic Policy: describes a policy of a nature that is delegated to the University’s

GFC through powers conferred by the PSLA

● Board Policies: are policies that relate directly to the operation of the Board of

Governors of Mount Royal University

● Management Policy: describes a policy of a nature that deals with administrative

bodies, personnel and/or standards and protocol and is within the authority of the

University’s BoG or as is delegated through powers conferred by the PSLA

Policy Terms

● Comprehensive Revision: any change to a Policy Document that affects the

rules, principles, intent or accountability of the Policy Document

● Minor Revision: a revision to a Policy that does not alter its meaning, such as

adding definitions for clarity or consistency, and making secondary changes

resulting from other related policies and governance decisions being adopted

● Editorial Revision: an inconsequential change to a Policy Document to correct

grammatical or formatting errors

Policy Terms

Policy tells us WHAT to do

Procedure tells us HOW to do it

Policy Framework

● Anyone at the University may propose a Policy

● Policies can be Management or Academic

● All Policies must have a Policy Sponsor

● All Policies have a Primary Contact

● Components of Policy development:

○ Concept Approval

○ Drafting and Development

○ Approval and Publication

○ Review and Revision

Policy Framework

● Concept Approval

○ Need a new Policy?

■ Propose a Primary Contact

■ Work to build consensus

■ Draft a Proposal to Establish a New Policy

■ Elevate proposal to the proposed Policy Sponsor

■ Engage with the Policy Specialist

○ Revision to an Existing Policy?

■ Reach out to the Primary Contact

■ Work to build consensus

■ Draft a Proposal to Revise an Existing Policy

■ Elevate proposal to the Policy Sponsor

■ Engage with the Policy Specialist

Policy Framework

● Drafting and Development

○ Policy Sponsor is responsible for the drafting of a Policy

■ Policy Sponsor typically names a Delegated Drafting Authority

○ Institutional Consultation (30 day minimum)

○ Draft Communications and Implementation Plans

○ Policy Development Report

○ Research and drafting considerations should include:

■ Collecting and analyzing relevant information;

■ Engaging appropriate stakeholders;

■ Considering the needs of the end Policy user;

■ Ensuring alignment with other University Policies;

■ Remaining consistent with the University’s vision statement; and

■ Identifying relevant legislation, regulations, codes, and laws.

Policy Framework

● Approval and Publication○ Academic Policies

■ Post consultation considerations, draft is sent to Policy Sponsor and Primary Contact for final review

■ Policy Sponsor agrees to move Policy forward to Deans’ Council/PEC

■ Recommendation to appropriate GFC committee for review

■ Recommendation to the GFC for final approval

■ Policies are published to the Policy Website and come into effect immediately upon unless otherwise stated

■ Execution of Implementation and Communication Plans

Policy Framework

● Review and Revision

○ Each Policy is formally reviewed on 5 year cycle

○ Conducted through Annual Policy Review

○ Policy review also occurs outside the 5 year cycle as new governance decisions are adopted

○ Result of a review:

■ Revise

■ Revoke

■ No Action Required

Policy Website

● The Website is the database for our University-wide policies:

○ All University-wide approved policies are consolidated into one location

○ The online version of these policies are the official versions

○ Ensures consistent policy formats and styles

○ Ability to organize policies alphabetically, by category or by date

○ It’s how we control the versions of each policy

○ It’s where you can find the associated procedures for each parent policy

Policy Website

● Highlights the University’s Policy activities:

○ Recently added, revised, and deleted Policies

○ Policy drafts that are currently open for institutional consultation. (Where you provide feedback and help shape policy development)

● Provides an overview of Policy development

○ Includes a list of Policy terminology

○ Includes a framework of the 5 steps involved in Policy development

○ Forms for Proposing a new Policy or revising a current Policy

○ Templates to use while drafting Policy and Procedures

● mtroyal.ca/Applications/PoliciesAndProcedures/

GENERAL INFORMATION

General GFC Information

● The GFC website is the main source of information for GFC and its committees,

including schedules, membership, approved meeting minutes, Bylaws, etc.

mtroyal.ca/AboutMountRoyal/OfficesGovernance/GeneralFacultiesCouncil/index.htm

● Curriculog – curriculum proposals coming forward to GFC for approval will be linked

to Curriculog (refer to the Appendices for the manual for GFC Councillors)

● If you have any questions related to GFC, contact:

Sheena Jensen, Governance Assistant, GFC – sjensen@mtroyal.ca

Jane O’Connor, University Secretary – joconnor@mtroyal.ca

APPENDICES

Appendices

For additional information:

● GFC Bylaws

● Robert’s Rules of Order Cheat Sheet

● GFC Virtual Meeting Tip Sheet

● Curriculog End User Manual – GFC Members

● Post-secondary Learning Act (PSLA)