University Council
Guidelines for Committee Chairs
Office of the University Secretary
University of Saskatchewan
As reviewed by the Coordinating Committee of Council in September, 2007
Minor revisions 2008and 2013
University Council - Summary of standing committees
Committee
What does it do?
Academic
Programs
Committee
Reviews and approves curricular changes from all
colleges, recommends major curriculum changes to
Council, oversees policies relating to students and
academic programs.
Governance
Reviews Council bylaws including committee terms
Committee
of reference, develops policies relating to student
academic appeals and conduct.
International Develops and reviews policies, programming, and
Activities
strategic directions for international activities and
Committee
programs.
Nominations Nominates GAA and Council members for university
Committee
committees and panels
Planning &
Reviews and advises Council and the university
Priorities
administration on planning, budgeting, and
Committee
academic priorities.
Research,
Reviews and advises Council on issues related to
Scholarly &
research, scholarly and artistic work including
Artistic
advising on research grant policies and the
Work
establishment of research centres.
Committee
Scholarships Grants awards, scholarships and bursaries which are
& Awards
open to students of more than one college or school,
Committee
advises Council on scholarship and awards policies
and issues.
Teaching,
Reviews and advises on pedagogical Issues, support
Learning and services for teaching and learning and policy
Academic
issues on teaching, learning and academic resources
Resources
Committee
Student
Academic
Hearing
And Appeals
Panel
Faculty representatives for hearing boards for
student discipline and appeals are selected from this
panel.
How often
does it
meet?
twice a month
once a month
once a month
as required
twice a month
twice a month
as required
twice a month
variable
The Governance Structure of the U of S
Tricameral Governance Structure
In accordance with The University of Saskatchewan Act 1995,, our university has a
tricameral governance structure, which means it has three governing bodies:
Board of Governors
The Board of Governors is responsible for fiscal oversight and administers and manages property, revenues and finances.
University Council
University Council is responsible for academic oversight and directs the university’s academic affairs on matters ranging
from degrees, scholarships and programs to evaluation, academic integrity and admission.
Senate
Senate gives graduates, the community and key stakeholders a voice in university affairs.
Senate
Public voice
Board of Governors
Financial oversight
University Council
Academic oversight
University Administration
Board of Governors
As one of the three governing bodies of the university, the Board of Governors is responsible under
the The University of Saskatchewan Act 1995 for overseeing and directing all matters respecting the
management, administration and control of the university’s property, revenues and financial affairs.
This includes
construction and maintenance of buildings, equipment and capital assets;
appointing the president and other senior officers of the university and fixing salaries;
compensation and terms of employment for all employees, and pension plans for retirees;
overseeing the university’s finances, investments and pension plans;
providing for the establishment and/or disestablishment of colleges, schools, departments,
endowed chairs and institutes;
affiliation and federation with other educational institutions;
setting of tuition and other fees; and
establishment and oversight of good governance practices, including regulating the conduct
of its meetings, establishing its committees and making bylaws respecting matters over which
it has responsibility.
Committee Structure
Membership
11 members, including:
five members appointed by
government
two members elected by
senate
one member elected by
faculty
the president of the
University of Saskatchewan
Students’ Union
the president
the chancellor
Board of Governors
Governance
and Executive
Committee
Audit
Committee
Finance and
Investment
Committee
Human
Resources
Committee
Land and
Facilities
Committee
www.usask.ca/university_secretary
The Governance
Structure of the U of S
University Council
Membership
Council oversees and directs the university’s academic affairs. It
grants academic degrees, diplomas and certificates;
grants scholarships, prizes, fellowships, bursaries and exhibitions;
approves all academic programs, new programs and program deletions;
authorizes the board to establish new colleges, schools, departments, endowed
chairs and institutes;
prescribes methods and rules for evaluating student performance;
disciplines students for academic misconduct and hears student appeals;
prescribes qualifications for admission;
sets the academic schedule;
reviews library policies;
makes recommendations on physical and budgetary plans for the university; and
makes recommendations on any other matters it considers to be in the interest
of the university.
Committee Structure
105 members, including:
the president
the provost
two elected members from each college
and affiliated and federated college, one
of whom may be the dean
two librarians, one of whom may be the
university librarian
one elected student representing each
college and each affiliated and federated
college
54 elected faculty
University Council
Academic Programs Committee
Co-ordinating Committee
Planning and Priorities Committee
Research, Scholarly and Artistic Work Committee
Governance Committee
Scholarships and Awards Committee
International Activities Committee
Teaching, Learning and Ac. Resources Committee
Nominations Committee
Senate
The senate is the university’s window on the province and the province’s window
on the university. They have authority to approve
admission requirements and quotas (on the recommendation of council);
new colleges, schools, departments (on the recommendation of council);
affiliations and federations (on the recommendation of council);
non-academic student misconduct regulations;
awarding of honorary degrees; and
appointment of examiners for professional societies.
Committee Structure
Membership
116 members, including:
elected alumni
representatives of professional
associations
students and university administrators
Senate
Executive
Committee
Honorary
Degrees
Committee
Membership Nominations
Committee
Committee
Round Table on
Outreach and
Engagement
For more information, please visit us online or contact: Lea Pennock, University Secretary, 212 College Building,107 Administration
Place, University of Saskatchewan, Saskatoon, SK S7N 5A2, phone: (306) 966-4632, fax: (306) 966-4530, email: lea.pennock@usask.ca
For The University of Saskatchewan Act 1995, please visit www.usask.ca/uofs/fact_sheet.php
www.usask.ca/university_secretary
Guidelines for Council Committee Chairs
The composition and responsibilities of Council Committees are provided in the Council
Bylaws, Section IV. The Standing Committees of Council serve Council by considering
issues in depth and presenting their deliberations for consideration by Council as a whole.
Council Committee Chairs are vital to this process, by providing leadership and direction
and ensuring committee meetings are conducted following practices of good governance.
The following are intended as brief, practical guidelines to apprise the Chairpersons of
Council and its Committees of their responsibilities and the support available to them.
General Duties of Chairperson: Committee chairpersons are leaders of their
committees and of Council, and have a special responsibility to promote orderly involvement
in discussion by the members of their own committees and of Council and the university
community as a whole. Their duties can be grouped under six headings:
(1) to organize the work of the committee by setting meetings as needed, identifying
possible agenda items, and ensuring that the committee receives necessary
information in a timely fashion;
(2) to run committee meetings effectively and in a way that ensures the work of the
committee gets done well, preferably with the full participation of all members – the
chair should display equanimity, interpersonal sensitivity, diplomacy, and
assiduousness;
(3) to present the committee’s reports and recommendations to Council, inviting and
leading discussion in such a way as to bring Council members’ attention to the key
issues, information, and decisions;
(4) to advise the Chair of Council about matters affecting Council, including the
construction of Council’s agenda and matters affecting the work of other committees;
(5) to represent Council, its interests, and its policies to the university and the academic
community; and
(6) to participate in an ex officio capacity as a member of or participant in other bodies or
activities in which the Chair of a Council Committee is named. Such bodies include
the Coordinating Committee, the Governance Committee and Standing
Subcommittees (see below).
Term of Appointment: Committee Chairs are nominated by Nominations Committee
and approved by Council. The appointment is for one year, with Chairs being eligible for
reappointment up to an additional two years.
Committee Vice-Chairs: Each Committee Chair should select a Vice-Chair, with the
approval of the committee, to assist in planning and to assume the role of Chair either due to
the Chair’s absence or a conflict of interest of the Chair.
Meetings
Quorum: Quorum is a majority of the voting members, with the exception of the
Nominations Committee, where quorum is two-thirds of the voting members. The
President and the Chair of Council are ex-officio, non-voting members of all
committees but are not counted for purposes of quorum.
Motions: Motions can be made only if quorum has been attained. If quorum has
not been attained, the meeting may proceed with the committee’s agreement on a
discussion basis only, with the agenda received, but not approved.
Rules of Order: Most committee meetings are run in a relatively informal way, but
if you feel a need for a reference work, Council uses Kerr and King’s Procedures for
Meetings and Organizations, Third Edition, Chapter 17 of which concerns
Procedures for Committees.
Record of Meetings: Committees are expected to keep formal agendas; notes or
minutes; and a record of quorum. These documents are archived and form an
important record of Council’s deliberations. The chairperson should review the draft
minutes, wherever possible, prior to their being circulated to committee members for
approval.
Committee Support: Council Committees are supported by the University
Secretariat and, in the case of the Scholarships and Awards Committee, by Student
Financial Assistance and Awards. Chairs can expect the Committee Secretary to
develop agendas, take minutes, draft reports and any correspondence, and assist in
the planning, coordination, and communication with Council and Council
committees.
Representation and other memberships on subcommittees and advisory
committees: Representation from Council committees is often requested on
advisory committees, and Council committees may also form their own standing
subcommittees or ad hoc committees. Council committees should receive regular
reports from their members who serve on ad hoc, standing, or advisory committees.
Committees may also now designate non-members to sit on such subcommittees and
should arrange for annual reports in such cases.
Conflict of Interest: In Council bylaws, Conflict of Interest is defined as follows:
A conflict of interest exists for a member of Council or a member of a Council
committee when, with respect to a matter being considered by Council or the
committee:
(a) the decision being made is such that the member could not reasonably be
expected to exercise independent judgment because of the effect the decision
would or would be likely to have on the member or a person closely related or
closely associated with the member; or
(b) as a result of occupying a position or holding an office in an organization, the
person is legally obligated to subordinate the interests of the University to the
interests of the organization when dealing with the matter.
Committee Chairs and members are expected to exercise independent judgment with
their principal concern being the welfare of the University community.
Members are expected to disclose and identify a conflict of interest or perceived
conflict of interest and to abstain from voting on related committee proceedings, and
when appropriate, withdrawing from all committee deliberations with respect to the
matter. The Chair is entitled to raise the question of whether a member has a conflict
of interest or perceived conflict of interest.
When the Chair has a conflict of interest in relation to a particular item, she or he
should request the Vice-Chair chair the part of the meeting where that item is being
considered.
Reports to Council
Notices of Motion for University Council: Council members are to be given at
least 10 days’ notice of substantive motions; a recommendation contained in a
committee report is deemed a notice of motion if included with the Council meeting
agenda. Changes to Council Bylaws require 30 days’ notice of motion.
Reports to Council: In order to conduct the business of Council, committees
regularly submit requests for decision or reports for information for Council’s benefit.
Reports are submitted on a standard template provided by the University Secretary.
Council committees are required to report to Council at least once each academic
year. This generally takes the form of an Annual Report of the committee’s activities.
Council Deadlines: Council reports are required by the University Secretary ten
days prior to the Council meeting.
University Policy proposals: Council committees often develop and/or are
consulted on University policy. The University’s Policy Oversight Committee, which
is an administrative committee with Council representation, is responsible for
reviewing proposals for new or amended policies, recommending that policy
development proceed, identifying an appropriate sponsor, advising about
consultation, and identifying an appropriate approval path. Questions regarding
policy development may be directed to the University Secretary as Chair of the Policy
Oversight Committee.
Other responsibilities
Coordinating Committee: The Coordinating Committee, chaired by the Chair of
Council, is responsible for coordinating the work of Council Committees. Meetings
provide the opportunity to consider whether items should be brought to Council for
approval or for information and to determine the path of consultation amongst
Council committees. The Chair and Vice-Chair of Council and Council Committee
Chairs comprise the membership of the Coordinating Committee. Chairpersons
should bring to the Coordinating Committee meetings a list of all items and reports
they propose to submit to the next Council meeting; such reports should also, of
course, have the prior approval of the committee bringing them forward.
Council Chairs Breakfast Meetings: The Coordinating Committee meets
informally on a monthly basis with the President and other members of senior
administration to discuss Council business, university governance, and other matters
of interest or concern to Council.
Joint Meetings with PCIP: The Standing Subcommittee of the Coordinating
Committee meets approximately every six weeks with PCIP (Provost’s Committee on
Integrated Planning) to facilitate communication between Administration and
Council. Standing Subcommittee members are the Chair of Council and Chairs of the
Academic Programs, Planning and Priorities, and the Research, Scholarly and Artistic
Work Committees.
Governance Committee: The chairs of Planning and Priorities, and Academic
Programs sit as ex-officio members of the Governance Committee.
Housekeeping matters
Committee Budget: Each committee is provided with a modest budget to cover
meeting costs, such as copying and catering expenses. Requests for additional budget
to support committee activity may be made to the University Secretary.
Council Website: The Council website is housed at
www.usask.ca/university_secretary/council/index.php. Council’s bylaws and policies can
be found there, and each committee has a dedicated page.
Chair Stipend: To recognize the contributions of Council Chairs, each Committee
Chair and the Chair and Vice-Chair of Council may apply for a one- or two-unit
special research stipend per one-year term, to be applied against costs associated with
research personnel, travel, or equipment.
Attachments:
Template for Decision Item
Template for Information Item
Template for Request for Input
Guidelines for Disposition of Motions
Excerpts from Kerr and King Procedures for Meetings and Organizations
AGENDA ITEM NO:
UNIVERSITY COUNCIL
[INSERT COUNCIL COMMITTEE NAME HERE]
REQUEST FOR DECISION
PRESENTED BY:
(name & title – usually chair of committee)
DATE OF MEETING: ________________________________
(date of Council meeting)
SUBJECT:
________________________________
(concise title as it will appear on Council agenda)
DECISION REQUESTED:
(Resolution in proper form for consideration by the Council. The recommendation should state
concisely and exactly what is being recommended and the date of
implementation, if applicable. For example,
It is recommended:
That Council approve the change of name for the College of Commerce
to School of Business, effective [date].
.
PURPOSE:
Provide a brief high-level summary of what is intended, and why this is being brought to Council.
SUMMARY:
Reasons for bringing this recommendation forward. Relevance to previous Council discussions
and/or decisions. What is the relationship of this item to University planning initiatives and/or to
other projects? Include a summary of any academic (programmatic), operational, budgetary
(capital and/or operating), health, environmental, reputational, legal, statutory or other implications
that this decision will have.
What other bodies or officers (e.g. Committees, Deans) have reviewed or approved this proposal?
Has there been consultation with those who might be affected by this proposal?
Provide in one or two paragraphs convincing arguments and rationale for Council’s approval of this
resolution.
FURTHER ACTION REQUIRED:
Indicate what further action is required, by whom and on what schedule, including plans for
communication this decision.
ATTACHMENTS: List any attachments.
AGENDA ITEM NO:
UNIVERSITY COUNCIL
[INSERT COUNCIL COMMITTEE NAME HERE]
FOR INFORMATION ONLY
PRESENTED BY:
(name & title – usually chair of committee)
DATE OF MEETING: ________________________________
(date of Council meeting)
SUBJECT:
________________________________
(concise title as it will appear on Council agenda)
COUNCIL ACTION:
For information only
CONTEXT AND BACKGROUND:
Reason for bringing this information forward. Relevance to previous Council decisions and
relationship to University Planning initiatives. What other bodies or officers (e.g. Committees,
Deans) have reviewed and approved the item, if required.
DISCUSSION SUMMARY:
Provide a succinct summary of the information, highlighting any important developments or issues
that might require a future decision by Council. Provide an explanation of any attachments.
ATTACHMENTS:
List any attachments.
AGENDA ITEM NO:
UNIVERSITY COUNCIL
[INSERT COUNCIL COMMITTEE NAME HERE]
REQUEST FOR INPUT
PRESENTED BY:
(name & title – usually chair of committee)
DATE OF MEETING: ________________________________
(date of Council meeting)
SUBJECT:
________________________________
(concise title as it will appear on Council agenda)
COUNCIL ACTION:
For input only
[Requests for Council input should be made when a committee has identified one or more broad
options, possible approaches, or guiding principles, and would like feedback from Council about
their respective merits and disadvantages prior to developing a detailed proposal. Council’s input at
this stage does not establish a new policy or procedures, but is provided as advice and guidance.]
DISCUSSION SUMMARY:
Outline, preferably in an attached document of 1-3 pages, the key options, approaches, or principles
involved related to the item. When the committee subsequently submits its request for decision to
Council, comments should be provided on Council’s earlier response.
ATTACHMENTS:
List any attachments.
Briefing Note for Council Committee Chairs
Form and Disposition of Motions
Notice of Motion
The purpose of a Notice of Motion is to ensure that members have an opportunity to
know in advance what topics will be on an agenda, and thus to judge the importance
of attending the meeting to register their vote. Once a notice of motion is given, other
motions on the same topic will generally be allowed by the chair, and/or
amendments—even fairly significant ones—can be made to the motion without
further notice.
Council’s Bylaws indicate that “a motion to amend the bylaws will be preceded by a
notice of motion presented in writing to the members not less than 30 days prior to
the date of the meeting at which the motion is considered.”
Other motions dealing with substantive matters requiring consideration by members
of Council require only 10 days’ written notice of motion. Where there is uncertainty
about whether a motion deals with ‘substantive matters,’ the Chair makes a ruling.
The requirement for 10 days’ notice may be suspended upon vote of two-thirds of the
members present and voting at a Council meeting.
A recommendation to Council contained in a committee report is deemed to be a
notice of motion if the report containing the recommendation is included with the
agenda of the meeting at which the report is considered.
Kerr and King (Procedures for Meetings and Organizations) indicate that Notice of
Motion can be made by the executive, committees, or individual members, and that
they must include the name of the mover and the seconder of the motion. Movers
and seconders of any motion at Council must be members of Council and must be
present at the meeting at which the motion is debated and voted upon.
Types of Motions pertaining to Documents
I have been asked to provide some advice, based on Kerr and King and on Council’s
usual practice, about the appropriate nomenclature for motions dealing with
documents, to ensure some consistency. There are several ways that a motion
dealing with a document can be worded, and each has its own distinct shade of
meaning 1:

1
Motion to receive: In receiving a document, Council acknowledges
that a report has been presented but leaves open the question of what
actions, if any, should be taken as a consequence. Approval of a motion
to receive a report means that the committee is discharged (unless it is a
standing committee) and is relieved of further responsibility for the
matter. The motion to accept a report is neither debatable nor
amendable. By receiving a report, Council is not bound by the report’s
For the source of these definitions, see particularly Kerr & King, Sections 85, 92,113, 118, 140, 141 and Appendix 1.






findings or recommendations contained within it; such
recommendations may be considered and adopted (or not) in a
subsequent motion or at a later meeting.
Motion to accept: This is much like a motion to receive, except that it
enables the report to be debated. It is used when a report contains
significant information but no specific recommendations. Since a
report is a historical document that contains the findings and
conclusions of a committee, it cannot be amended, even when a meeting
does not agree with its contents. The motion to accept a report is
debatable, but cannot be amended.
Motion to recommend for approval: This motion is used where
the document being reviewed is under the jurisdiction of one of the
other governing bodies of the university (such as the Board or Senate),
to indicate that Council has looked at it and is in agreement with the
findings and/or recommendations contained within it.
Motion to approve in principle: Such a motion indicates that
Council is in agreement with the general direction and intent of a
document, but has not yet approved any specific actions in it; these (if
they are under Council’s jurisdiction) would require a subsequent
motion to approve them.
Motion to approve: in approving a document, Council also approves
the particular findings and recommendations put forth within it.
Motion to ratify: This is used in rare circumstances, such as when a
negotiated agreement is put to the membership for approval.
Motion to adopt: This motion has an element/flavour of ‘owning’
what is being recommended—for example, Council could adopt a
document that lays out a procedure for something under Council’s
jurisdiction (such as procedures for program deletion), or a bylaw
change. Once adopted, there is an expectation that Council itself will
implement the substance of the motion, and that there is a long-term
commitment to its intent.
Motions from individual members of Council
Individual members of Council may present motions to Council in any one of three ways:
1) send a Notice of Motion to Coordinating Committee along with supporting
documentation; the Committee would then put it on the Council agenda or refer it to a
committee, which will then report back on the matter to the Coordinating Committee and to
Council;
2) send a Notice of Motion directly to the University Secretary to include with agenda
materials for the next Council meeting, to be included with the agenda materials for that
meeting as a Notice of Motion for the following meeting; or
3) propose from the floor at a Council meeting that an item and/or motion be added to the
agenda. This would then require a 2/3 majority vote to be added to the agenda, and the
motion could be dealt with at that meeting.
-drafted by Lea Pennock, revised Dec 2/08
For inclusion in the Council Chairs’ Handbook