Welcome to the Senate Orientation Module

Let's get started
 

What to Expect in This Module

Welcome to the Senate! All Senators are encouraged to complete this self-guided orientation module on the Senate at the University of Waterloo.

After completing this module, you will be able to

  • identify the University of Waterloo's key governing bodies,
  • describe the Senate and what it does,
  • prepare yourself to fully participate in Senate meetings, and
  • identify how Secretariat Staff can support you as a Senator.

Please allow yourself 1 hour to complete this module. The module does not need to be completed in one sitting.

If you would like more information or require technical support, please Contact Secretariat Staff, and we will be pleased to assist.

Contents

Use the links below to navigate directly to a section of this module.

Section 1:
 Welcome to the Senate! Section 2:
 Governance Structure Section 3:
 All About Senate Section 4:
 Senate Agenda Section 5:
 Meeting Administration
Contact Secretariat Staff
Conclusion

Section 1:
Welcome to the Senate!

 

Thank you for your interest in the University of Waterloo's
Senate and governance.

This short online module aims to provide prospective and new Senators with information about Senate and academic governance at the University of Waterloo.

 

Vivek Goel

Thank you for your service to the University of Waterloo community. We are pleased to welcome you to Senate and look forward to your contributions.  
 
Good governance is at the core of our institution’s success. The Senate plays a crucial role in the day-to-day academic policy of the institution with responsibilities including, but not limited to, regulating curricula for all courses, determining standards of admission and conferring degrees.
 
As a University of Waterloo Senator, your dedication, thoroughness and hard work will play an important role in representing your peers and the university as a whole.
 
In my role as President, I chair the Senate and know and value the integral role Senators play in ensuring our institution continues to be a national and global leader.
 
Your willingness and enthusiasm in taking on this role is greatly appreciated, and I look forward to working with you.
 
Best wishes,

vivek-sig

Vivek Goel, President and Vice-Chancellor and Chair of Senate

Welcome from the Office of Indigenous Relations

A warm welcome to you as a new Senator for the University of Waterloo. You play a valuable role in the operations and campus culture. We bring greetings to you from the Office of Indigenous Relations. Our office has been in existence since January 2020 with the hiring of Jean Becker who now holds the title of Associate Vice-President, Indigenous Relations. Over the last three years, Jean has led tremendous Indigenization efforts on campus that resulted in significant growth and change with no signs of slowing. The Office of Indigenous Relations team, as well as the 22+ Indigenous staff and faculty who have been hired, have been working in key areas. These areas include curriculum development, recruitment, student well-being, Indigenization, education and awareness training, events, community building, community outreach, partnership creation, co-operative education and experiential learning, and bringing in Indigenous culture to campus. We are only growing in our efforts and work to ensure the campus community and future leaders, both Indigenous and non-Indigenous, are equipped with knowledge and tools to go out into society and create positive and informed change.

Visit the Office of Indigenous Relations webpage to learn more about campus initiatives, contacts and events.

Descriptive Text Transcript

In this video, Vivek Goel, Waterloo's president and vice-chancellor, acknowledges the University of Waterloo's full commitment to reconciliation, Indigenization and decolonization at the Commitment Ceremony held on September 22, 2022.

Wampum Belts on Display in the Board and Senate Room

The Board and Senate Room (NH 3407) acknowledges our connection to our Indigenous community through the display of wampum belts gifted to the university.

The President’s Wampum

The President’s Wampum

This wampum honours the University of Waterloo's commitment and support for Indigenous post-secondary education in partnership with Six Nations Polytechnic.

Aterunwisonsera Kaswenta The Two Row Wampum

Aterunwisonsera Kaswenta The Two Row Wampum

This wampum is made from the water washed shells of the quahog clam, carefully fashioned into delicate beads, white and purple.

The bed of white wampum are the waters that we agree to share. The two parallel paths in dark beads signify our canoe, and the other path of the beliefs and laws of our visitors. The three white wampum rows between mean the purity, good minds, and peace which link us.

We shall never interfere with one another’s ways as long as the sun shines, the rivers flow, and the grass grows green at a certain time of the year — forever.

The Two Row wampum is for generations to come and that everyone shall remember and never forget the way it shall be.

Sewatokwatsherat The Dish with One Spoon from the Kayanerenkó:wa The Great Law of Peace Wampum

Sewatokwatsherat The Dish with One Spoon from the Kayanerenkó:wa

This wampum belt was first offered between the Haudenosaunee and the Anishinaabeg and is now offered among all peoples who have settled on our lands. In the middle of the belt is a symbol of the rounded wooden dish. It represents the collective responsibility of the people to all share equally. Its companion piece is the single wooden spoon from which we all eat — taking that only which we need before we pass the bowl in the circle.

The Dish with One Spoon wampum is an integral part of the Kayanerenkó:wa The Great Law of Peace. The wampum means now we are at peace.

Section 2:
Governance Structure

 

Section 2 Overview

  • The University of Waterloo is governed by two main bodies:
    • The Board of Governors, which is responsible for overall business and affairs.
    • The Senate, which is responsible for academic matters, including setting academic policies.
  • Each body has committees that conduct work on behalf of the body and make recommendations to the larger body.
  • The Secretariat provides these bodies and senior University officials with support and guidance related to governance, policy, and operational issues at the institution level.

Bicameral Governance Model

The following short video will provide you with an overview of the governance structure at University of Waterloo.

Transcript
© Course Author(s) and University of Waterloo.

Board and Senate Committees

Each of the two governance bodies has committees that complete detailed work which is then approved on behalf of the body or recommended to the main governing body for discussion or decision.

The Board’s committees focus on the University of Waterloo’s

  • financial well-being and reputation,
  • buildings and property, and
  • human resources issues.

The Senate’s committees focus on academic matters such as

  • academic programming at the undergraduate and graduate levels,
  • research,
  • operations matters pertaining to the academic life of the university, and
  • the awarding of honorary degrees.

Board and Senate Meeting Schedules

Each governing body has its own regular meeting schedule. Click the buttons below to see more about when meetings are held.

The Board meets four times each academic year, typically in June, October, February, and April.

Cyclical calendar showing that board meetings happen in February, April, June, and October.

The Senate meets almost monthly during the academic year beginning in September and going through to June.

Cyclical calendar showing that senate meetings happen in every month exept for July, August, and December.

The various committees of each body meet on their own schedules as appropriate throughout the year. These meetings are typically held off-cycle from the regularly scheduled Board and Senate meetings to enable a flow of reports and items for approval from the Committee level to the Governing Body as appropriate.

For example, the Senate Executive Committee meetings typically occur 2 weeks before each Senate meeting.

Cyclical calendar showing that committee meetings happen in every month except for July and August.

Special meetings of both bodies are rare. They’re held only under exceptional circumstances and in accordance with the respective bylaws for the governing body. For example, a special meeting of Senate might be called to consider a special topic or to endorse the recommendation of an appointment of a senior administrator.

The University Secretariat

The mission of the Secretariat is to manage and support the University’s bicameral governance system in accordance with statutory requirements and obligations, the University of Waterloo Act, 1972, the By-laws and regulations of the Board of Governors and Senate, and accepted best governance practices.

The Secretary provides professional support and guidance to University of Waterloo governing bodies, their committees and councils, and to senior University officers on governance, and policy issues which might affect the institution.

The development and renewal of policies is managed through the Secretariat in accordance with established procedures and the Secretariat supports the work of faculty, staff and student relations committees which are the primary venues for collegial governance for employee/employer and student relations activities.

In addition, the Secretariat ensures impartial support and guidance for the various quasi-judicial processes as laid out in institutional policies, agreement and practices related to faculty, staff and students.

Apply Your Knowledge

Who approves the University budget?

Choose one option, then click the 'Submit' button to check your answer.
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As outlined in the University of Waterloo Act, the Board and Senate each have important roles with regards to the University’s operating budget.
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Section 3:
All About Senate

 

Section 3 Overview

  • The Senate is responsible for academic matters, including setting academic policies.
  • The committees of the Senate perform much of the detailed work of the Senate and report their work and make recommendations to the larger body.
  • The Senate Agenda lists what will be covered in the open and confidential sessions of the Senate Meeting.
  • You are welcome to submit questions or motions to the Secretariat for inclusion on the Senate agenda. Contact Secretariat Staff for support with this process.

Responsibilities of the Senate

The University of Waterloo Act, 1972 details the specific powers and responsibilities of Senate.

 

Powers of the Senate

22. The Senate has the power to establish the educational policies of the University and to make recommendations to the Board of Governors with respect to any matter relative to the operation of the University and without restricting the generality of the foregoing, this includes the power,

(a) to make recommendations to the Board of Governors relative to the creation, establishment, maintenance, modification, or removal of organizational structures such as faculties, schools, institutes, departments or chairs within the University;

(b) subject to the approval of the Board of Governors, in so far as the expenditure of funds is concerned, to establish, maintain, modify or remove, curricula of all courses of instruction including extension courses;

(c) to determine policies concerning the qualifications of faculty members within the University with respect to appointments or promotions in rank, or to the granting of tenure, in connection with research or teaching or academic administration;

(d) to determine standards of admission of students to the University;

(e) to consider and determine the conduct and results of examinations in all faculties or academic units;

(f) to hear and determine appeals from the decisions of the faculty councils on applications and examinations by students;

(g) to confer degrees, diplomas and certificates or other awards in any and all branches of learning and in any subject taught in the University or its federated or affiliated colleges;

(h) to confer honorary degrees in Divinity, without fees, upon the recommendation of any theological college federated or affiliated with the University;

(i) to confer honorary degrees in any department of learning;

(j) to undertake, consider and co-ordinate long-range academic planning;

(k) to consider and to recommend to the Board of Governors policies concerning the internal allocation or use of University resources;

(l) to consider and to recommend to the Board of Governors the federation or affiliation of the University with any college for teaching any branch of learning;

(m) to create councils and committees to exercise its powers;

(n) to provide, if considered necessary, for an executive committee which shall act in the name and on behalf of the Senate between regular meetings of the Senate; and

(o) to enact by-laws and regulations for the conduct of its affairs.

 

Senate Composition

There are 92 Senators at the University of Waterloo.

Elected representatives to Senate serve 3-year terms. All faculties at Waterloo and the Affiliated and Federated Institutions of Waterloo (AFIW) are represented. As shown in the graph below, most Senators are elected representatives.

Ex officio members of Senate hold Senate membership because of the administrative positions they hold (President, Vice Presidents, Deans, etc.) or their elected roles (Presidents of FAUW, WUSA, GSA).

Senate Breakdown by Type of Senate Membership

All academic roles on campus are represented. Note that under the University of Waterloo Act, Senate is required to have a faculty majority. You can see that faculty comprise more than half of the Senate in the graph below.

Senate Breakdown by Role at Waterloo

Current information about the offices and groups represented can be found on the Senate page.

Leadership

Vivek Goel Headshot

Vivek Goel
President and Vice-Chancellor, Chair of Senate

The President is the Chair of Senate and will preside over the meetings of Senate, calling for motions and votes, asking for questions, etc.

Gen Gauthier Chalifour

Genevieve Gauthier-Chalifour
University Secretary

The Secretary is the University's most senior advisor on governance issues and is the main contact for Senators with procedural questions.

headshot of James Rush

James Rush
Vice-President, Academic and Provost

The Vice-President Academic and Provost is the Vice-Chair of Senate and will preside over the meetings of Senate in the absence of the Chair.

Senate Standing Committees

Senators often remark that serving on the committees is the most rewarding facet of their role. The Senate committees are an excellent opportunity to learn more about the work of Senate, policies and processes at the University and the complexities of governance and operations in a post-secondary environment.

The Senate functions through a standing committee structure consisting of seven committees (with one subcommittee). These committees perform much of the work of Senate, and Senators are encouraged to join a committee during their term. The Secretariat facilitates various elections throughout the year to populate standing committees as well as ad hoc committees that may arise from time to time.

Here are some of the key committees of Senate. You will see reports and action items from them regularly during meetings.

Click on the name of a committee to see a description.

Open all / Close all

This committee prepares and approves the Senate Agendas, makes decisions on urgent matters on behalf of the Senate, and is responsible for calling a Special Meeting or canceling a scheduled Senate meeting.

This committee is sometimes delegated special functions such as the Governance Review or Chancellor Nominating Committee.

Membership and other information about this committee can be found on the Senate Executive Committee page, including a complete list of the Powers and Duties of the Executive Committee from Senate Bylaw 2.

This committee examines the financial operations of the University and related policies and makes recommendations to the Senate on these topics.

Membership and other information about this committee can be found on the Senate Finance Committee page, including a complete list of the Powers and Duties of the Finance Committee from Senate Bylaw 2.

This committee focuses on all issues relating to the academic quality of graduate studies and research activity within the University.

Membership and other information about this committee can be found on the Senate Graduate & Research Council page, including a complete list of the Powers and Duties of the SGRC, which can be found in Senate Bylaw 2.

This committee considers and makes recommendations to Senate on the conferring of honorary degrees.

This Committee has additional responsibilities including the Honorary Member of the University subcommittee and awarding Distinguished Professor Emeritus honours.

Membership and other information about this committee can be found on the Honorary Degrees Committee page, including the Honorary Degrees Committee - Terms of reference.

This committee is a subcommittee of the Senate Nominating Committee for Honorary Degrees that solicits, screens and vets, and makes recommendations to the Honorary Degrees committee.

Membership and other information about this committee can be found on the Honorary Member of the University Committee page, including the Honorary Member of the University Committee terms of reference.

This committee studies and makes recommendations about the long-term plans for the university.

Membership and other information about this committee can be found on the Senate Long Range Planning Committee page, including a complete list of the Powers and Duties of the Long Range Planning Committee, which can be found in Senate Bylaw 2.

This committee makes recommendations to the Senate on topics such as approval of academic revisions to undergraduate degree requirements.

Membership and other information about this committee can be found on the Senate Undergraduate Council page, including a complete list of the Powers and Duties of the Undergraduate Council, which can be found in Senate Bylaw 2.

The UCSA operates differently from the other committees.

This committee has the jurisdiction to hear and make final adjudication of student appeals concerning:

The UCSA reports annually to Senate on the number of cases heard at the University and faculty levels, their nature and such recommendations as it sees fit to make with respect to matters under its jurisdiction.

Membership and other information about this committee can be found on the University Committee on Student Appeals page, including the University Committee on Student Appeals - terms of reference.

 

Section 4:
Senate Agenda

 

Section 4 Overview

  • The Senate Agenda lists what will be covered in the open and confidential sessions of the Senate Meeting.
  • You are welcome to submit questions or motions to the Secretariat for inclusion on the Senate agenda. Contact Secretariat Staff for support with this process.

Senate Agenda: Sessions

As you can see from the Senate Agenda shown below, the Senate meeting is conducted in two sessions: an open session and a closed session. Drag the slider in the interaction to learn more about these sessions.

Full size agenda (PDF) Text alternative

Note: This agenda has been modified for illustrative purposes.

Senate Agenda: Types of Business

Let's take a closer look at a typical Senate agenda, and the types of business a senator will ordinarily see. Drag the slider in the interaction to learn more about the business items that appear in the Agenda.

Full size agenda (PDF) Text alternative

Senate Composition

There are 92 Senators at the University of Waterloo. Undergraduate and graduate students are elected to serve 2-year terms. All other elected representatives to Senate serve 3-year terms. All faculties at Waterloo and the Affiliated and Federated Institutions of Waterloo (AFIW) are represented.

Ex officio members of Senate hold Senate membership because of the administrative positions they hold (President, Vice Presidents, Deans, etc.) or their elected roles (Presidents of FAUW, WUSA, GSA).

Apply Your Knowledge

You have a question related to materials included in the Senate agenda package. How might you bring this question forward?

Select all that apply, then click the 'Submit' button to check your answer. You have unlimited attempts.

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Please select at least one option before submitting

Ensure only correct options are checked to complete question successfully.

Correct!
Incorrect.

Section 5:
Meeting Administration

 

Section 5 Overview

  • Senate meeting dates can be found on the Senate webpage.
  • Two to three weeks before the Senate meeting, the meeting agenda will be set at the Senate Executive Meeting.
  • One week before the Senate meeting, the meeting agenda will be shared with you. You should download the agenda package and expect to spend 1-2 hours reviewing it before the Senate meeting. Contact Secretariat Staff in advance with any questions or concerns.
  • Show up to the meeting a few minutes early so the quorum can be confirmed.
  • Actively participate in the Senate meeting! Be prepared to vote on some motions.
  • After the meeting, business conducted in open session can be shared with others. Business conducted in closed session, including the decision and discussion, must remain confidential.

Senate Meeting Dates

Senate meetings dates for a year (May to April) are generally published before the governance year begins in May. Meetings typically occur once a month on a Monday. There are no meetings in July and August.

A full listing of meeting dates is posted to the Senate webpage.

Senate Meeting Timeline

Click on a questionmark in the activity below to learn more about the expectations for Senators before, during, and after Senate meetings.

Text alternative

Apply Your Knowledge

What should you do to prepare for the Senate Meeting?

Select all that apply, then click the 'Submit' button to check your answer. You have unlimited attempts.

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Please select at least one option before submitting

Ensure only correct options are checked to complete question successfully.

Senators are responsible for downloading or viewing the agenda package, reviewing all cover pages and summaries and doing so in advance to bring concerns to the Secretariat.
Keep trying.

After a Senate meeting, which business items can you share with others, including your electing body?

The report from the Undergraduate Council, which was held in open session.

Choose one option, then click the 'Submit' button to check your answer.
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Please select at least one option before submitting

Correct. Materials and discussion during the open session of the meeting can be shared. Senate meetings are public meetings, and open sessions are open to the University community. The official record of the meeting are the approved minutes.
Incorrect. Materials and discussion during the open session can be shared. The official record of the meeting are the approved minutes.

A report from the Search and Review Committee for a Policy-based Senior Leadership Appointment, which was held in closed session.

Choose one option, then click the 'Submit' button to check your answer.
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Please select at least one option before submitting

Correct. Reports and related discussion held during closed session cannot be shared.
Incorrect. Reports and discussion of closed session cannot be shared.

The decision on whether to approve a new doctoral program, which was held in open session.

Choose one option, then click the 'Submit' button to check your answer.
Loading

 

 

Please select at least one option before submitting

Correct. Materials and discussion during the open session of the meeting can be shared. Senate meetings are public meetings, and open sessions are open to the University community. The official record of the meeting are the approved minutes.
Incorrect. Materials and discussion during the open session can be shared. The official record of the meeting are the approved minutes.

Contact Secretariat Staff


Send an email anytime to senate@uwaterloo.ca. This account is monitored by Secretariat staff, and we will respond to you within one day.

Conclusion

Thank You!

Thank you for taking the time to complete this orientation module; we hope you found it helpful in preparation for the year ahead!

Secretariat Senate Team

Gen Gauthier Chalifour

Genevieve Gauthier-Chalifour

University Secretary

headshot of Mike Grivicic

Mike Grivicic

Associate University Secretary

headshot of Diana Goncalves

Diana Goncalves

Administrative Officer

Tim Weber K

Tim Weber-Kraljevski

Governance Officer

Melissa Benjamin

Melissa Benjamin

Governance Assistant

Credits and Acknowledgments

This online module was developed by University of Waterloo Secretariat, with instructional design and multimedia development support provided by the Centre for Extended Learning. The University of Waterloo Secretariat wishes to extend its deep thanks and gratitude to the Queen’s University Secretariat for their leadership in the development of an orientation module and for their sharing of their ideas in such a pursuit.

Photo of Mike Grivicic by Mallori Singh. Image of calendar: Daryna Terokhina/iStock via Getty Images. All other photos and images © University of Waterloo.

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within our Office of Indigenous Relations.