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Archival description
Office of the Vice-President, Academic and Provost fonds Sub-series
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Registrar

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from the Registrar's Office. Although the Registrar reported to the VP Academic from the outset, for the first two years of the file classification plan (1970-1971), correspondence with the Registrar was grouped under "Administration." Activities and topics documented in the correspondence include department organization, calendar preparation, registration issues including pre-registration in the context of the trimester system, enrollment and convocation. Records includes correspondence, reports, and a transcript of the Acting VP Academic's comments to Senate on pre-registration on December 1, 1969.

Academic Planner

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from the Academic Planner. The Office of the Academic Planner was established in 1964; it ceased operations in 1974, when the incumbent, John Chase, was made Director of a new department, Institutional Studies (later Analytical Studies). Activities and topics documented in the correspondence include development of planning mechanisms, enrollment projections, faculty salaries, the trimester system, development of new academic programs, teaching methods, and space allocation planning. Records include correspondence, reports, and statistics.

Vice-President, University Services - general

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from the Dean of Student Affairs (1969-1970) and the Vice-President, University Services (1970-1978). With the resignation of the VP University Services in 1977, most of the functions of this office were transferred to the Director of Student Services (see sub-series 3). Activities and topics documented include the administrative organization of the VP University Services portfolio, budget planning and allocation, day care, student housing and residence, and the cooperative education program. Records consists predominantly of correspondence.

Financial Aid

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from the Financial Aid Office, from the period in which it moved from the Registrar's Office to the VP University Services. The Financial Aid Office was established in 1970, expanded its name to Financial Aid and Awards in 1989, and ceased operations in 1994, when its functions were transferred to the Student Academic Resources Office in the Registrar's Office. Activities and topics documented in this sub-series include Financial Aid's administrative organization and reporting relationships, budget allocation, and program development, including the work study program and scholarships. Records include correspondence and reports.

Faculty Association

Sub-series consists of records relating to the Vice-President, Academic's interactions with the Simon Fraser University Faculty Association (SFUFA). Activities and topics documented include negotiations for the collective framework agreement, consultations with SFUFA on development of academic policies, procedures and other maters affecting the terms and conditions of academic employment, and the activities of the Advisory Committee on Faculty Salaries (1975) and the Advisory Committee on Collective Bargaining (1977). Records includes correspondence, reports, meeting agendas and minutes, agreements, and legal advice.

Appointment

Sub-series consists of records relating to faculty appointments, including policy and procedures, and appointment requests and recommendations. Records include correspondence, reports, policies and procedures, lists of appointments, faculty requests and authorizations.

Salaries and stipends

Sub-series consists of records relating to faculty salaries and economic benefits. Activities and topics documented include salary policy, salary reviews, and market differentials. Records include correspondence, reports, reviews and recommendations, and statistics, including comparisons with other universities.

Leave

Sub-series consists of records relating to faculty leave. Activities and topics documented include development of policy and procedures, and the activities and recommendation of the Sabbatical Leave Committee. Records include correspondence and statistics.

Student Services

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from Student Services. The Director of Student Services took over most of the VP University Services' functions upon the latter's resignation in 1977. Activities and topics documented in the correspondence include development of student services programs, including health and employment services; an external review of residence and housing in 1979; post-graduation activities of SFU students; and liaison with the Simon Fraser Student Society and the Peak newspaper. Records include correspondence and reports.

Renewal, tenure and promotion

Sub-series consists of records relating to faculty renewal, tenure and promotion. Activities and topics documented include development of policy and procedures, and the activities and recommendation of the various Faculty Tenure Committees. Records include correspondence, statistics, presentations, lists of faculty for consideration, and recommendations.

University matters - general

Sub-series consists of files relating to university-wide matters and which did not fall under more specific classification categories. Activities and topics documented include conferences held on campus, conference funding, and the adoption of the metric system at the university. Records consist predominantly of correspondence.

Government

Sub-series consists of records relating to the Vice-President, Academic's liaison with provincial and federal government bodies. Activities documented include meetings with Ministry officials, and advocacy of the university's views on government policy. Records include correspondence, discussion papers, briefs, speeches, meeting minutes, and government press releases and wide-distribution memoranda.

Finance

Sub-series consists of records relating to university finances and budget. Activities and topics documented include allocation of departmental operating budgets; capital projects planning (construction, equipment, infrastructure); faculty salary allocation formula; determination of the provincial government's funding formula for allocating the operating grants to BC's universities; the financing and planning of a joint SFU / Canadian International Development Agency (CIDA) / University of Juba project to build a community / university centre in Sudan (1980-1981); financial planning for academic program development, and approval and authorization of new programs; and development of policy relating to tuition and other fees. Records include correspondence; departmental budget proposals and requests; reports, projections and calculations; operating and capital budget applications, and capital plans; new academic program planning records, including proposals, budget estimates, meeting minutes, Senate motions, letters of intent, and program brochures; and briefs presented by the Simon Fraser Student Society (SFSS) relating to tuition and other fees.

Vice-President, Administration - general

Sub-series consists of records relating to the Vice-President, Academic's interactions with the Vice-President, Administration. Activities and topics documented include the organization of university administration, development and implementation of administrative and personnel policies and procedures, relations with campus employee unions, personnel issues including the modified work week, operations of the Diamond University Club, Naheeno Park (park land on Burnaby Mountain), and external reviews of administrative departments. Records include correspondence, reports, policies, drafts and working papers.

Animal Care Facility

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from the Animal Care Facility during the period in which it belonged to the VP Academic's reporting portfolio. Activities and topics documented include operation of the facilities, including assessments by the Canadian Council on Animal Care; department budget and staff relations; development of university policy relating to the use of animals in research; and the activities of the University Animal Care Committee. Records include correspondence, proposals, job descriptions, facility assessment reports, fact sheets, and notes and working papers.

Legal opinions

Sub-series consists of legal advice received by or copied to the Vice-President, Academic. Topics documented include employee relations (employment contracts, arbitration, union certification), student discipline, human rights, and faculty tenure and retirement. Records include correspondence, legal opinions, comments on university policies, background papers, copies of legal decisions, appeal books, transcripts, and statements of account for legal services.

Personnel

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from the Personnel Department (renamed Human Resources in 1992). Activities and topics documented in the correspondence include development and implementation of the university's personnel policies; matters relating to campus employee unions, including the Association of University and College Employees (AUCE) strike in 1979, and the formation of the Teaching Support Staff Union (TSSU) and the Administrative and Professional Staff Association (APSA); benefits, study leave, and the modified work week; and an external review of the department in 1973. Records include correspondence, reports, policies, collective bargaining proposals and agreements, transcripts of legal and arbitration proceedings, legal advice, union constitutions and newsletters, press clippings, and a student petition relating to SFU–AUCE negotiations in 1979.

Physical Plant and Planning

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from Physical Plant and Planning (renamed Facilities Management in 1988). Activities and topics documented include the administrative organization of the department and external reviews in 1975 and 1985; maintenance, expansion, renovation, and construction of campus buildings and roads; and space allocation planning. Records include correspondence, reports, architectural plans and drawings, engineering studies, proposals, cost estimates, space usage studies, and brochures and other printed material.

Space

Sub-series consists of records relating to university space allocation planning, a process in which the Vice-President, Academic had major responsibilities. Sub-sub-series 3 contains records relating to the activities and deliberations of the University Space Allocation and Planning Committee. Records include correspondence, reports, space inventories and classroom usage statistics, proposals, cost estimates, meeting agendas and minutes, and architectural drawings.

Bursar / Budget / Finance Department

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from the Bursar's Office and later the Finance Department. The sub-series generally coincides with the tenure of D.H.M. Ross as Bursar (1965-1985). Activities and topics documented in the correspondence include the administrative organization of the department, university budget planning, faculty salaries and salary policy, and account charges and transfers. Records include correspondence, reports, organization charts, financial statements and budgets.

Athletics and Recreation

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from Athletics and Recreation, which reported to the VP Administration during this period. Activities and topics include program development and development of university athletics policy. Activities include correspondence, reports, and brochures and other printed material.

Contingency

Sub-series consists of records relating to one-time allocations to university departments from the Vice-President, Academic's contingency fund account. Records include correspondence, requests and authorizations, cheque requisition and budget transfer forms, and contingency fund account statements.

Computing Centre

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from the Computing Centre. The Computing Centre was established in 1969 and reported to the VP Administration until 1985, when it was renamed Computing Services and moved to the newly formed Vice-President, Research / Information Systems portfolio. It ceased operations in 1991, when two successor bodies were established: Academic Computing Services (ACS) and Operations and Technical Support (OTS). Activities and topics documented in this sub-series include IT systems planning, an external review of the Centre in 1975, development and implementation of the university's computing policies, operations of the Computer Assisted Instruction (CAI) program, and the deliberations and activities of the University Computing Committee, the Ad Hoc Committee on Computing Science (1972), the Ad Hoc Committee on Academic Computing (1973-1974), the Computing Policy Committee, and the Systems Review Board. Records include correspondence, reports, usage statistics, department IT systems plans, meeting agendas and minutes, proposals, recommendations, cost estimates and feasibility studies.

Faculty of Interdisciplinary Studies

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from the Faculty of Interdisciplinary Studies and its departments. The Faculty of Interdisciplinary Studies was established in 1970. It was dissolved in 1985 and its departments were redistributed to the Faculty of Arts and the newly created Faculty of Applied Sciences. For a general description of record types contained in the correspondence, see the series description for faculty correspondence in general (F-200-3).

Ancillary Services

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from Ancillary Services. For the duration of its existence as a separate department (1969-1984), Ancillary Services reported to the VP Administration. It merged with Physical Plant and Planning in 1984 to form Facilities Management. Activities and topics documented in the correspondence include campus security, traffic and parking, telephone and mail services, photocopying and duplicating, and food services on campus. Records include correspondence, reports, proposals, and contracts.

Lab instructors

Sub-series consists of records relating to matters affecting the terms and conditions of employment of lab instructors at SFU. Activities and topics documented include salary reviews, and appointment requests and authorizations. Records include correspondence, reports, and statistics.

Professional librarians

Sub-series consists of records relating to matters affecting the terms and conditions of employment of professional librarians at SFU. Activities and topics documented include development of the university's librarian's policy, salary, benefits, and leave. Records include correspondence, reports, statistics, policies, drafts and working papers.

Academic Advice Centre

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from the Academic Advice Centre. The Centre was established in 1971 and dissolved in 1991; for the span of its existence it belonged to the VP Academic reporting portfolio. Activities and topics documented in the correspondence include operations and services of the Centre; faculty and student advisor appointments; and participation in the Education Information Centre Consortium (a collaboration of post-secondary institutions operating an office in downtown Vancouver starting in 1980). Records include correspondence, reports and statistics, proposals, and job descriptions.

Financial Aid

Sub-series consists of the Vice-President, Academic's correspondence with, related to, or copied from the Financial Aid Office during the period in which Financial Aid reported to the VP Academic (1985-1989). The Financial Aid Office was established in 1970, expanded its name to Financial Aid and Awards in 1989, and ceased operations in 1994, when its functions were transferred to the Student Academic Resources Office in the Registrar's Office. Activities and topics documented in this sub-series include development of financial aid programs and services, department budget, reporting structure, and staff relations. Records include correspondence, reports, and briefs.

Teaching and instructional staff matters - general

Sub-series consists of records relating to various matters relating to teaching and staff, including salaries, benefits, teaching load, policy development, faculty discipline procedures, research ethics (including the activities of the University Research Ethics Review Committee), faculty exchange programs, contracts for services (including the contract relating to the SFU / Secwepemc Cultural Education Society program), faculty disputes, and faculty and university responses to the province-wide general strike ("Operation Solidarity") in 1983. Records include correspondence, reports, faculty handbooks, the Simon Fraser Student Society teacher and course evaluation guide (1980), sessional budget requests, policies and procedures, agreements and contracts, and legal advice.

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