APC040401M
27M
ACADEMIC POLICY COMMITTEE
Minutes of Meeting
Date: Thursday, April 1, 2004
Time: 9:02am-10:37am
Committee Members: Dr. Ron. Barron, Dr. Randy Bowers, Dr. Donna Foley, Mr. Tom Fuerth, Mr. Eric Harbottle ,
Dr. Kathryn Lafreniere, Mr. Jeff Laporte, Ms. Cathy Maskell, Prof. David Palmer, Dr. Pat Rogers, Dr. Michael Salter
(Chair), Ms. Laura Strathdee.
Absent: Mr. Mohammad Aktaruzzaman, Dr. Vladimir Bajic(regrets), Prof. Donna Eansor (regrets),Dr. George
Lan,(regrets), Dr. Scott Martyn (regrets), Ms. Denyse Miller (regrets), Ms. Jessie Thomas (regrets).
In Attendance: Ms. Sandra Aversa, Ms. Renée Wintermute and Alison Zilli (Senate Secretariat).
Formal Business
1 Approval of Agenda
Motion to approve the agenda - Dr. K. Lafreniere
Seconded - Dr. D. Foley
Carried
2 Approval of Minutes
The Minutes of March 29, 2004 were not ready for distribution.
3 Business arising from the minutes
Nothing to report.
4 Outstanding business
Nothing to report.
Items for Approval/Discussion
5 Reports/New Business
5.1 2004/2005 University Budget (Operating Budget Presentation)
(See APC040401-5.1 for more details)
It was NOTED that:
$ members were provided with a verbal and visual presentation on the proposed 2004-2005 University
Budget. The capital plan concept was presented at the March 29, 2004 APC meeting.
$ changes to the annual University Budget can be made if additional issues arise prior to the meeting with the Board of Governors.
$ in terms of revenue assumptions, members were informed that enrollment is estimated at approximately
3800 for first-year undergraduate students (to a total of 12,136 full time undergraduate students) and
1050 for graduate students.
$ it is expected that there will be no fee increase for domestic or graduate students. However there will be
2% increase to visa student fees. These fees are based on the assumption that the government will provide a fully-funded tuition freeze. Unexpected changes, following the release of the provincial budget, will need to be addressed by the Board of Governors and revisions made, as required.
$ visa students scholarships are being introduced with an allocation of $200,000. The scholarship fund represents two-thirds of the 2% tuition fee increase for visa students. The remaining third will be redistributed to other international student services areas and initiatives (such as the WISE program).
$ Law students will continue to receive their share of the Tuition Reinvestment Fund which provides much needed financial aid to Law students and helps alleviate the continuing large increases in Law tuition
(which were grand-parented).
Page 1 of 3

$ as expected, government grants are slight lower this year, in comparisons to that provided for the
A double cohort @ year.
$ overall, 16 million in new money will be allocated with 8 million going to base budget increases and 8 million to one time allocations.
$ budget allocations were made in the context of the goals and objectives outlined in To Greater Heights .
Criteria identified in support of To Greater Heights focused on six key areas: 1) Quality of Service to
Students; 2) Teaching and Learning Initiatives; 3) Graduate Studies and Research; 4) Information
Technology; 5) Physical infrastructure; 6) Fund Raising/Campus Pride.
$ funds allocated to support IT infrastructure encompass needs identified by the Centre for Flexible
Learning, WEDNet and ORION (the provincial fibre optic network).
$ funding for Teaching and Learning initiatives will continue with 3 initiatives, derived directly from the
Senate-approved Action Plans, identified each year for completion.
$ the fourteen Additional Limited Term positions (for one year and bridged) identified in the budget have already been designated to specific areas.
$ funding provided for course development will be administered by the Centre for Flexible Learning.
$ investment from funds which are ear-marked for future budget years go into the general budget.
Approximately 1.2 million dollars of the University = s budget is investment income.
$ support in Graduate Studies and Research is ongoing with a three year commitment to graduate scholarships . The amount specified in each of the three years is in line with anticipated Graduate student enrollment and support.
$ the increase in GA/TA funding is designed to increase the number and pay of GA/TAs, and is primarily being placed into TA funding. (This increase is not be driven by the unionization of the group.)
$ a three year commitment to four Research Leadership chairs (a new program) will be allocated to match that provided for the externally funded chairs, primarily in areas that do not normally qualify for Canada
Research Chairs.
$ scholarship funding is being allocated to Education and Sociology. These are relatively new doctoral programs which were approved and implemented with the understanding that some base scholarship money would be provided. Members were informed that students who accept a discipline specific scholarship (such as these) are not eligible for general graduate scholarships.
$ funding is being allocated to increase Information Technological support to deal with the overwhelming
SPAM, email, and virus attacks, and to increase the number of servers to enhance productivity and capacity. Increased security, firewall enhancements, and a back up generator are a primary focus.
$ part of a longer-term IT initiative is to provide wireless capability across the entire main campus. Funding is being allocated to move forward with this initiative.
$ although an integrated approach to internet connection was commended, concern was expressed regarding the actual need to create a wireless lap top environment, given budgetary constraints and given that most students still adhere to more traditional note taking in the classroom, that they cannot generally afford to purchase a laptop, and that A wired @ internet service is already readily available in much of the main campus service areas. In response to this, it was noted that the infrastructure required for cable connections is more expensive than the A wireless @ infrastructure. As the University continues working to provide internet access in more areas and classrooms on campus, it is more practical and fiscally viable to move forward with A wireless @ technology.
$ members were also informed that consideration is being given to developing a full laptop rental program following the move to a A wireless @ main campus, as part of the next phase of a much larger technology plan. (This would be similar to the University of Guelph program which provides 100 laptops available for rental at the library and are in high demand.)
$ funding is being allocated to an Environmental Conservation Fund to convert the physical plant engines from gasoline to propane or electrical to promote a cleaner and a more efficient energy source.
$ with regard to the Leddy Library = s and Visual Arts = virtual slide library, which will be housed in Visual
Arts, it was noted that the CFL should consult with Visual Arts and the Leddy Library with regard to access the proposed e-classroom.
$ as per To Greater Heights , one-time funding is being allocated for University promotion, special events and fairs, and Alumni Chapter development.
$ although a campus-wide clean-up initiative is needed, the Campus Beautification project will also include initiatives to building a culture which promotes a clean environment through campus pride and personal responsibility.
$ both the Capital plan and the Operating Budget will be presented to Senate on the same day, with the emphasis on the Operating Budget. Minor changes can still be made prior to submission of the final budget proposal to the Board of Governors.
$ the provincial government budget is not expected until late May or June. Provisions will be made at that
Page 2 of 3

time to deal with any required alterations to the budget report.
$ the University is confident that it will receive about 3800 first year students. However, other institutions have are pursuing the same enrollment targets as those set out for their double cohort intake. Based on this, the University may need ensure that retention is more closely tracked and reviewed frequently.
$ enrollment and government funding are the two major areas that could alter the University = s budget plans on some level or another. If compensation is not allocated and student enrolment targets not met, then a reassessment of the budget would be needed.
$ members questioned how to provide meaningful feedback on the budget, given 1) the complexity of the proposal and the various factors involved in critically assessing any budget document, 2) the limited background in budget, financing and accounting matters of most committee members, and 3) the lack of detail and clearly defined base and one-time funding categories in the draft budget. In response to this, it was noted that the key budget priorities were taken directly from To Greater Heights and any evaluation of the budget should assess the proposal = s ability to address the priority areas identified in the strategic plan.
$ deferred maintenance is at approximately 38 million dollars, most of which relates to Essex Hall, Dillon
Hall, and Memorial Hall. Upgrades and facilities improvements will be made where possible. The
University is committed to building a base fund of about one million dollars for deferred maintenance.
It was AGREED that:
$ the issue of funding the A wireless @ main campus initiative, at this time, in light of the above concerns, should be brought back to the Budget Committee for further consideration.
$ a more detailed 2004 -2005 University Budget document should be submitted electronically to the Senate
Secretariat for circulation to Academic Policy Committee members by April 8, 2004.
$ members are invited to submit additional feedback on the proposed 2004-2005 University Operating
Budget and the capital plan concept by April 13, 2004. (The feedback will then be compiled and presented to Senate at its April 14th meeting.)
Additional Business
6 Question period/Other business
Nothing to report.
7 Adjournment
Motion to adjourn Mr. J. LaPorte
Seconded - Dr. D. Foley
Carried
Page 3 of 3