Frequently Asked Questions
Frequently Asked Questions related to University Governance are outlined below. Specific questions about Policies, Procedures, Bylaws, Committees, or other Governance-related items can be addressed to the Office of the University Secretary.
Board of Governors
Can anyone attend a Board meeting?
Yes, any interested person may attend the open session of the Board of Governors. Arrangements must be made in advance in order to ensure that adequate seating is available. All that is required is to contact the Office of the University Secretary by telephone or email.
How are students appointed to the Board?
There are two methods by which student members of the Board of Governors are appointed. The first is through the University of Manitoba Students’ Union (UMSU), which appoints three members every year, typically the President and Vice-President of UMSU and the President of the Graduate Students’ Association (GSA). The term of office for these members is one (1) year.
The second method by which students are appointed to the Board of Governors is by the Government of Manitoba through the Lieutenant-Governor in Council. The term of office for these members is one (1) year.
How do I find out if something was approved by the Board of Governors?
Generally, notification that a resolution was approved is sent to the relevant individuals and offices in the day or two following the Board of Governors meeting. As such, those who need to know are informed quite quickly that a particular resolution was approved. An interested party could certainly contact the department or office that initiated the resolution. Additionally, a list of motions approved at the Open Session of a particular Board of Governors meeting is posted on the Office of the University Secretary website the day following the Board meetings.
Booking Senate Meeting Rooms
How do I book the Senate Chamber?
Room availability can be viewed and booking requests can be made through umanitoba.ca/roombooking for Building EITC E3, Room 262.
Urgent requests or any questions may be directed to Melissa Watson by phone at 204-474-9593 or by email at Melissa.Watson@umanitoba.ca.
The Senate Chamber room location is E3-262 EITC. The room holds up to 102 people and is equipped with two overhead projectors/screens and audio recording capability. No food and/or drink is permitted.
How do I book the Alan A. Borger Senior Executive Conference Room?
Room availability can be viewed through Microsoft Exchange Calendar by clicking on "Open Calendar", "from room list", and "room EITC E1 270".
To book the Borger boardroom, please contact Melissa Watson by phone at 204-474-9593 or by email at Melissa.Watson@umanitoba.ca.
The Borger boardroom location is E1-270 EITC. The room can hold up to 32 people. There are audio conferencing and recording capabilities, two projector/screens and a dry-erase whiteboard. There is also a kitchen with a full-size fridge (food/drink allowed).
Honours, Titles and Awards
Who is eligible to be nominated for each award?
Each award has distinct set of criteria regarding eligibility. This information can be found on the Office of the University Secretary's website under "University Honours".
How do I gather information for an Honorary Degree nomination if I can't let the nominee know they are being nominated?
We suggest that you contact our office for some suggestions on how to get started on the nomination.
I'm preparing a nomination package for an award, but I'm not sure how to put it together - do I need to submit multiple copies?
If I submit a nomination, when will I find out if it was approved?
Because the nomination and selection process for all honours, titles, and awards is confidential, the Office of the University Secretary cannot discuss or disclose the status of specific nominations at any stage of the process. Successful nominations are contacted and posted on the University's website.
What are the relevant Policies and Procedures that can be referred to when filing an appeal?
Are there time limits to appealing?
Prior to submitting an appeal to the Committee, you must have exhausted all procedures and appeal processes available to you within Department/Faculty/School councils, or their designated committees.
A student wishing to appeal an academic appeal, must file the appeal form along with all the relevant documentation in the Office of the University Secretary within twenty (20) workings days from the date on the letter of decision from the Faculty/School.
An individual wishing to file an admission appeal, must file the appeal form along with all the relevant documentation in the Office of the University Secretary within ten (10) days of the mailing of the decision.
A student wishing to appeal a disciplinary action, must file an appeal, along with all the relevant documentation within ten (10) working days of the date on the letter from the lower body.
How do I file an appeal?
You can obtain an Appeal form on our website. The completed form may be filed in person at the Office of the University Secretary, or sent to us by mail or fax. You must also submit all of the documentation that you will be relying on for your own appeal.
All submitted documents are considered confidential and will be subject to the provisions of The Freedom of Information and Protection of Privacy Act and The Personal Health Information Act.
Do I need a spokesperson or a lawyer?
You may represent yourself or you have the right to be accompanied by a spokesperson. The spokesperson may be an advocate from the Student Advocacy Office, a representative from the University of Manitoba Students’ Union, a representative from Graduate Students’ Association, a member of the university community not receiving payment for appearing, a member of your immediate family, or a lawyer. It is your sole responsibility to ensure that your spokesperson is familiar with the appeal policy. It is also your sole responsibility to ensure the adequacy of your representation, if any, and to pay for your own lawyer’s fees, if any.
What happens next?
When you file an appeal, a Panel (members of the Committee) will be convened and will review, in camera, whether the Committee has jurisdiction and whether there are grounds of appeal.
If the Panel determines there are insufficient grounds to consider the appeal, the file shall be closed, the appeal will be deemed dismissed and you will be informed by letter.
If the Panel determines there are sufficient grounds to proceed, the Panel will request that the Respondent provide a submission and the process shall continue.
We will contact you and your spokesperson, if any, and the Respondent to schedule a hearing. We will also provide you with written notice of the hearing date, time and place. The Panel will not delay or adjourn a hearing without sufficient reason.
What happens at the appeal hearing?
You appeal will be heard by a Panel of Committee members. Hearings are informal, but all people appearing must conduct themselves in a respectful manner.
The Panel, in closed session, shall decide whether to hear the appeal in open or closed session taking into account the preferences of both the Appellant and the Respondent. If the appeal Hearing is in closed session, no observers may be present in the room. If the Appeal Hearing is in open session, any observers present will not be allowed to contribute in any way to the proceedings.
At the hearing, you will have the opportunity of summarizing, or explaining your written submission. The Respondent will have the opportunity of explaining their position. Questions by the Panel during the course of the hearing should be expected of the Appellant and the Respondent.
No electronic or other recording devices will be permitted.
Procedures and policies, available on the website, provide a detailed explanation of the hearing process and describe how to prepare for it.
What happens if I do not attend the hearing?
An Appellant who fails to attend a scheduled appeal Hearing may have the appeal considered on the basis of their written submission, the presentation of their designated representative, if any, and the verbal and written submissions made by the Respondent.
How does the Panel make decisions?
The Panel considers the written and oral submissions provided by you and the Respondent as well as the relevant Policies and Procedures in making a decision.
The Panel’s decision is final and binding.