Read the Board Notes from April 18, 2018.
Read the Senate Notes from April 20, 2018.
BOARD NOTES: New policy on hospitality, meetings and events approved; travel and conference policy revised
President’s remarks
In his remarks to the Board of Governors at its April 18 meeting, Concordia’s president Alan Shepard drew attention to the Concordia Student Union’s (CSU) contribution to the Library Services Fund through its undergraduate student fee levy.
This fund supports 24/7 access to the Webster and Vanier libraries and makes laptops and tablets available for short-term loan at no charge. The Library Services Fund also financed the installation of living green walls in the renovated Webster Library.
The president noted that Valérie Plante, mayor of Montreal, recently toured the Webster Library, which held a grand opening event March 23 to showcase its transformation into a 21st-century library.
In the recent Maclean’s 2018 program rankings, Concordia advanced six spots to 10th place among Canada’s engineering schools, while computer science advanced three spots to take the 11th position in the country.
In late breaking news, the president congratulated three students for receiving the Quebec Lieutenant Governor’s Youth Medal (Bronze) for their contributions to the community.
He also congratulated Tony Loffreda, a member of Concordia’s Board of Governors, who received the Lieutenant Governor’s Award for Exceptional Merit (Gold).
Collection of undergraduate student fee levies approved
The Board approved the collection of two fee levies from undergraduate students, on behalf of the CSU, following the outcome of a student referendum.
The university will collect a fee levy of $0.14 per credit, an increase of $0.04 per credit, from all undergraduate students to support the Concordia Solidarity Co-op Bookstore. The fee levy will be annually adjusted for inflation and implemented in the fall 2018 term.
A contribution of $1 per credit will be collected from all undergraduate students to support the Library Services Fund Project for 10 years, from 2020 to 2029. Implementation begins in the winter 2020 term.
The Board also approved the collection of a fee levy of $0.04 per credit from all undergraduate students in the Faculty of Arts and Science, on behalf of the Arts and Science Federation of Associations. This fee levy, approved by students in a referendum, is for the Concordia University Centre for Creative Reuse and will be implemented beginning in the fall 2018 term.
Revisions to the policy for travel and other allowable expenses approved
The Board approved revisions to the Policy for Travel and Other Allowable Expenses (CFO-3), including a new name: Travel and Conference Policy.
These changes were done following an in-depth review of policies at other universities and government agencies, and consultations with key stakeholders.
The policy revisions were also done in conjunction with the creation of the new on Hospitality, Meeting and Events Policy to differentiate between expenses related to travel and hospitality.
An accompanying handbook with more detailed information has been developed.
The policy takes effect May 1; however, there will be a transition period from May 1 to August 31, which will include information sessions for faculty and staff.
New policy on hospitality, meeting and events approved
The Board approved the new Hospitality, Meetings and Events Policy (CFO-10), which takes effect May 1.
However, there will be a transition period from May 1 to August 31, which will include information sessions for faculty and staff.
The new policy was drafted in consultation with key stakeholders and in conjunction with revisions made to the renamed Travel and Conference Policy (CFO-3). It was approved by the Finance Committee in March 2018.
The policy clearly differentiates between expenses related to travel, including transportation, accommodations, meals, visitors and local conferences, and those related to hospitality, such as venue rentals, promotional and business meals, gifts, and official internal events and training.
It also simplifies and clarifies certain processes and approvals, including internal and external events that cost more than $5,000. The policy also governs when alcohol may be permitted at events.
An accompanying handbook provides more detailed information on processes, rates, forms and declarations.
Quarterly report from Environmental Health and Safety received
Roger Côté, vice-president of Services, presented the highlights from Environmental Health and Safety’s (EH&S) 2017 fourth quarter report, as well as the office’s 2017 full year report.
He noted that EH&S focuses on preventive measures, including awareness and education, to create a culture of safety within the university.
Côté noted that 2017 was a positive year in terms of prevention, with the implementation of the university’s new Occupational Health, Control of Hazardous Energy and Confined Space Training programs.
For the eighth consecutive year, there was an increase in the number of safety training sessions provided to members of the university community.
These and other activities have had a positive impact on the number of incidents that have been reported, down 40 per cent. Lost-time days dropped 68 per cent and there was a 66 per cent decrease in the severity rate. There were also fewer work-related injuries in 2017.
Compared to 2016, there was a 15 per cent increase in both the number of training sessions and the number of training participants in 2017. The implementation of new safety programs for the control of hazardous energy and confined space entry contributed to this increase.
The university’s commitment to safety is reflected in the implementation of the Supervisor’s Health and Safety Responsibilities Training Program.
Geared to academic and administrative supervisors, the training provides an overview of the legal responsibilities supervisors have for the health and safety of their staff and students. The program also emphasizes the leadership role supervisors take on to improve workplace health and safety, and to foster a positive safety culture.