Sexual Assault Policy Information Sessions

If you are a manager of staff whose work is not computer-based, please print this email and display it in a common work area for them to review.

To: Faculty, staff and students in Vancouver and the Okanagan

As you may be aware, in recent months UBC has sought feedback from faculty, staff and students around the university’s response to sexual assault in the form of a proposed new policy.

Thank you to those who have submitted comments to date. The consultation on draft Policy #131 continues with a series of information sessions. To learn more and register for the Vancouver information sessions on October 12 and 13 visit http://equity.ubc.ca/2016/09/07/sexual-assault-policy-info-sessions/.

For the October 11 information session at the Okanagan campus visit http://equity.ok.ubc.ca/2016/09/07/sexual-assault-policy-info-session/.

We continue to receive feedback on the draft policy and in light of this, together with the recommendations made by the University Panel, we anticipate significant changes which will be communicated as the process continues.

In addition, a small operational working group is considering the University Panel recommendations. This group has already made good progress in exploring a new reporting process with the related infrastructure and resources.

We anticipate that the revised draft policy will be presented to the Board of Governors at the February 2017 meeting. The revised draft will also be shared with the UBC community for further consultation in February.

As I have said in previous messages, engagement is vital. I encourage you to provide comments by October 31, 2016 to the Office of the University Counsel at university.counsel@ubc.ca or through the confidential feedback survey https://survey.ubc.ca/s/sexual-assault-policy/. You can also read the draft policy at
http://universitycounsel.ubc.ca/proposed-sexual-assault-policy-131/.

Professor Santa J. Ono
President and Vice-Chancellor

Help shape UBC’s new recreation and athletics facilities strategy: Consultation, October 3 – 23

If you are a manager of staff whose work is not computer-based, please print this email and display it in a common work area for them to review.

To: Faculty, staff and students in Vancouver

To meet a growing need for recreational and fitness space on campus and to address aging athletics facilities (War Memorial Gym and Thunderbird Stadium), UBC is developing a long-range facilities strategy.

Starting today, UBC is seeking your feedback on a series of proposed options that will guide future investments in recreation and athletics facilities on the Vancouver campus.

Join the conversation between October 3 – 23, in person at any of the four public open houses, or online at planning.ubc.ca/ubcgameplan.

As the planning process progresses, we will provide updates on what we heard during public consultation and on next steps.

Once finalized, the strategy will enable UBC to provide students, faculty, staff and neighbourhood residents with high-quality recreation and sport experiences. More information can be found online at planning.ubc.ca/ubcgameplan.

Hope to hear from you before October 23.

Louise Cowin
Vice-President Students

Inviting your comments re: Policy 93 (Open and closed meetings of the Board of Governors and standing committees)

If you are a manager of staff whose work is not computer-based, please print this email and display it in a common work area for them to review.

To: Faculty, staff and students in Vancouver and the Okanagan

In April of this year, the UBC Board of Governors requested a comprehensive review of Policy #93. This was in response to sensitivities expressed by many members of the UBC community in the wake of the leadership change that occurred last year.

In response to this request, the university reviewed best practices at peer institutions and a Policy Review Committee was convened, comprising faculty members, staff, and students from both campuses. The full terms of reference for the committee are available online at http://universitycounsel.ubc.ca/policy-93-committee-tor/.

We are now inviting feedback regarding the proposed amendments, to be submitted by October 31.

The aim of the review was to ensure that Policy #93 provides a comprehensive, clear set of criteria and guidelines to assist the board and its standing committees in governing their “meetings” (as such term is defined in the proposed amendments) in accordance with principles of transparency and accountability to faculty, staff, students and alumni, while balancing the need to treat sensitive matters with appropriate levels of respect and confidentiality.

The proposed amendments acknowledge the underlying commitment of the board to always act in the best interest of UBC, as required under the University Act. The key amendments are as follows:

(a) define the term “meeting”;

(b) provide readers with sufficient information to understand the manner in which the board addresses its business directly and through its standing committees;

(c) set out the principle to be applied when deciding whether items on agendas should be dealt with in closed sessions of meetings;

(d) provide illustrative examples of matters that may be appropriately dealt with in closed sessions of meetings;

(e) identify the individuals responsible for determining the agendas for meetings (for both open and closed sessions) of the board and its standing committees, and set out the process for setting the agendas;

(f) where it is determined that a matter should be addressed in a closed session, require that the reasons for doing so be documented and annually reviewed by the Board’s Governance Committee to ensure that these decisions are being made in a manner that is consistent with the proposed amended policy;

(g) require that the Board’s Governance Committee prepare a written report to the board regarding its annual audit and that the report be made publicly available;

(h) require public notice of meetings for which there is to be an open session, with the agenda for the open sessions to be included in the notice;

(i) require the publication of docket materials that are submitted for consideration in the open sessions of meetings;

(j) require that minutes be taken at meetings of the board and set out the minimum requirements for the contents of those minutes;

(k) require the publication of minutes from the open sessions of meetings of the board; and

(l) provide further guidance on matters relating to attendance at both open and closed sessions of meetings.

You can view the existing version of Policy #93 dating from 2008 at http://universitycounsel.ubc.ca/current-policy-93/. The full text of the proposed amendments to Policy #93 is available at http://universitycounsel.ubc.ca/proposed-policy-93/.

You are encouraged to submit any comments to the Office of the University Counsel at university.counsel@ubc.ca by October 31, 2016.

Once the consultation period concludes, all of the feedback will be provided to the Policy Review Committee. The committee will then determine what, if any, adjustments should be made to the Policy #93 proposal before submitting it to the board for approval at its meeting in February of 2017.

Hubert Lai, Q.C.

University Counsel

Copyright System Updates

As we look ahead to another academic year, UBC is taking this opportunity to re-engage with you on the issue of copyright.

Copyright law is not static. Over the coming two years, we are anticipating several developments in copyright law that will require continued vigilance on the part of faculty, staff and the university administration.

To promote best practices as the legal landscape develops, we have added an alerting system to Connect. The system will be implemented by individual Faculty through the rest of 2016.

Currently, instructors are prompted to input metadata indicating the copyright status of an uploaded file. This system is intended to assist faculty in keeping track of the copyright status of their uploads, to ensure an accurate record of permissions is maintained over time, and as courses evolve.

The new system will alert faculty members if any uploaded files are missing copyright metadata. This system also provides an opportunity for faculty members to review the material and remove any unnecessary content. To save time and effort, consider using the Library Online Course Reserves (LOCR) system, where trained staff will take care of scanning, uploading and clearing copyright on your behalf, including paying any required transactional license fees.

As you know, UBC has also created various tools to assist faculty to learn about, to use and to distribute copyrighted materials in compliance with copyright law. Further resources, as well as updates about changes in copyright law, can be found at http://copyright.ubc.ca.

If you have any questions about copyright please email copyright.services@ubc.ca and consider attending a workshop: http://copyright.ubc.ca/support/workshops/.

UBC remains committed to providing our academic community with the resources it needs to easily and legally access learning and research material. Thank you again for your efforts and support since we embarked on this course in 2011.

Angela Redish
Provost and Vice-President Academic pro tem (Vancouver)

Cynthia Mathieson
Provost and Vice-Principal Academic (Okanagan)

Professor Stephen Toope nominated as Vice-Chancellor of the University of Cambridge

If you are a manager of staff whose work is not computer-based, please print this email and display it in a common work area for them to review.

To: Faculty and staff in Vancouver and the Okanagan

On behalf of the entire UBC community and with great pleasure I am writing to congratulate Professor Stephen Toope on his nomination as the 346th Vice-Chancellor of the University of Cambridge.

Professor Toope was UBC’s 12th President and Vice-Chancellor from 2006 to 2014. He was awarded the university’s highest honour, Doctor of Laws, honoris causa in May 2015 in recognition of his outstanding leadership, scholarship and community service.

As President he focused single-mindedly on transforming learning and the student experience on both campuses and on boosting the university’s research income and impact. Under his guidance UBC grew significantly and reached the highest rank of academic reputation and distinction.

Professor Toope graduated magna cum laude with a degree in English History and Literature from Harvard University in 1979. He holds degrees in common law and civil law with honours from McGill University (1983) and received his PhD from Trinity College, Cambridge in 1987. He is an Officer of the Order of Canada (2015) and holds many other distinctions and awards.

We know that his time at UBC will equip him well for his new position at Cambridge and we can all be immensely proud of his achievement. I’d like to wish Professor Toope, Paula Rosen and their family all the very best as they embark on this new journey.

Stuart Belkin
Chair, Board of Governors

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