I get a consistent stream of emails asking questions about key university decisions, but it’s almost exclusively after the fact. I just wish more students knew they can access this information ahead of time, show up to open session, and participate in the conversation.
I started this column two years ago to digest policies, student issues, and community matters. I can pretty much guarantee you that anything that touches our campus has a home within one of two places that make up our bicameral governance system. Two distinct bodies make decisions about how the university functions. At the broadest level, the Board of Trustees oversees the management of University finances and property, and the Senate has jurisdiction over all matters of academic character.
Governance Chat. PHOTO SUPPLIED BY QUEEN’S SECRETARIAT
The Board-Senate split offers protection for the autonomy of academic expertise and the longevity of the institution, but even that line isn’t absolute. Faculty and students sit on the board too, bringing into the room with them the perspective of the people who learn and work on campus every day.
In theory, this is all very neat. But in practice, it’s a bit of a dance and occasionally someone’s toe is stepped on. For example, Senate approves seat allocations — the number of students we admit to each program — but that can have significant financial implications depending on the tuition rate of each faculty.
Both bodies rely on their standing committees to actually get the work done. By the time an item reaches an open session agenda, there has been a great deal of work done by the chair, committee, and the administration.
Many committee meetings are closed, but at a minimum, the public can access terms of reference, and key updates are brought to the open session. Documents related to the Board and Senate can be accessed through the Queen’s Governance Portal, as well as information on how to run for a seat.
If you’ve used the Academic Accommodations for Students with Disabilities Policy, that was approved by Senate. Needed to access the Harassment and Discrimination Prevention and Response Policy? That was the Board’s doing. There’s a policy for ancillary fees, strategic research, construction, and orientation. The library goes on and on.
And before it reaches the library, there is a community consultation period. Currently, the Provost is seeking feedback on a new Dispute Resolution Procedure that has implications for students seeking accommodations.
Right now, there is an expansive process ongoing about our use of AI across Queen’s. I point to this because, although it is outside of the Board and Senate for now, the transparency offered on the landing page for this work is a perfect example of good governance. Anyone at any point can access the meeting minutes and see decisions made, and there is also a helpful graphic explaining the oversight structure.
Governance structure for decision-making related to the use of GenAI. PHOTO SUPPLIED BY QUEEN’S AI NEXUS
Eventually, some of the AI Nexus recommendations will be brought to the Senate and Board to become policy. If you care deeply about how Queen’s approaches the responsible use of AI in the classroom and around campus, follow the meeting updates and reach out to one of the students on the committee to share your feedback.
Most students don’t need to memorize governance charts. But everyone should know how to access information and where to ask questions when governance touches on something personal to your life at Queen’s.
All of this is to say: the system actually belongs to you as students, and it is stronger when you use your voice to shape it.
Tags
Board of Trustees, Governance, Rector's Digest, Senate
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