Senate Policy Framework Procedures
Senate Policy Framework – Procedures
The Toronto Metropolitan University Senate Policy Framework Procedures (the “Procedures”) establishes the processes by which Senate policies and procedures are developed, reviewed, updated, approved, consolidated, and retired.
1. Policy Review Determination
1.1 All policies (and their related procedures) must be reviewed every 5 years, or sooner if requested by the Responsible Office, AGPC or Senate. The review is to commence within 5 years of last review or update.
1.2 The Secretary of Senate will prepare a list of all policies within the purview of AGPC that are due for review in the coming year and present it to AGPC. AGPC will consult with the Responsible Office for each policy on the list to ascertain if it is up-to-date, meeting its purpose, and that the Procedures are an accurate reflection of what is actually occurring, or if a Policy Review Committee should be established.
1.3 If AGPC determines that a review is NOT necessary, a new review date will be determined, and Senate will be informed.
1.4 If AGPC determines that a review IS necessary, a Policy Review Committee (PRC) will be established.
2. Policy Review Process
2.1 If a PRC is required, the Responsible Office for that policy will recommend to AGPC the membership of the PRC, including a recommended number of people to ensure an effective, efficient, and timely process, and including whether the PRC Chair will be the Responsible Office, a designate from the Responsible Office, an AGPC member or another appropriate person.
2.2 At least one member of the PRC will be a liaison from AGPC, nominated by AGPC.
2.3 The Responsible Office may identify Resource People whose expertise may be required for the deliberations of the PRC. Resource People will not be required to attend all meetings of the PRC, but may be consulted by the Committee or invited to those meetings when their expertise is required.
2.4 Policy Review Committees will normally report to AGPC in order to ensure that appropriate coordination with other existing policies occurs, but AGPC may direct that a PRC report directly to Senate.
2.5 The PRC will gather feedback from the Responsible Office, related offices, and community stakeholders to identify policy gaps or needs (which may include recommendations for policy reconciliation and/or policy retirement). They may request support as described in the Policy, including but not limited to requesting legal advice, drafting and research assistance, and advice from the Office of the Vice President Equity and Community Inclusion.
3. Policy Development Process
3.1 Part of AGPC’s mandate is “To propose new Senate policy in areas when and where the absence of policy is demonstrably necessary or prudent, and to propose, when advisable, the formation of a special task force or sub-committee to draft such policies.”
3.2 Such Policy Development Committees will be created following the same principles that guide the formation of Policy Review Committees.
4. Incidental Amendments
4.1 The Secretary of Senate may make incidental amendments to University Senate policies and procedures, such as typographical and grammatical errors, adding definitions for clarity or making secondary changes resulting from other related policy decisions, without a full policy review, provided it does not significantly alter the meaning of the policy.
4.2 Incidental amendments are reported to AGPC, and thereafter to Senate, for information.
5. Procedures Update Process
5.1 Recommending procedural updates is normally the responsibility of the Responsible Office. Such updates will typically not alter the meaning of the policy, significantly change the procedures, or place additional responsibilities on students. Where the updates are within the purview of the Responsible Office, that office will determine the most appropriate process to draft the updates required.
5.2 Procedural updates will be recommended to AGPC, typically through the Secretary of Senate. If AGPC is satisfied that the changes are truly procedural, these will be recommended for Senate’s consent agenda (i.e. they will only be discussed at the Senate meeting if a Senate member requests a discussion). As an additional safeguard to ensure that procedural updates are not an attempt to change a policy or to make significant procedural changes without consideration by Senate, the Senate Priorities Committee (SPC) makes the final determination about what goes on the consent agenda versus what should be included for discussion and approval by Senate.
5.3 If AGPC determines that the proposed changes go beyond procedural updates, AGPC will present an appropriate motion to Senate for its consideration, one outcome of which could be that Senate establishes a Policy Review Committee to address the proposed changes.
6. Scholarly Research and Creative Activity Committee (SRCAC)
The SRCAC performs the same functions as stipulated for AGPC in these Procedures in relation to the area of responsibility specified in the Senate Policy Framework, Section 5.4.