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

President's Office

Sub-series consists of records relating to the Vice-President, Academic's interactions with the President and with university departments during the periods in which they reported to the President, including Analytical Studies, University News Service / Media and Public Relations, the Development Office, the University Archives, and Student Services. Activities and topics documented include the VP Academic's reporting relationship to the President (meetings, advice, reports); meetings with other senior university administrators; policy development and implementation, including the Harassment Policy and the Employment Equity program; university reorganizations and departmental program development; university ceremonies and fundraising; meetings and consultations with the Simon Fraser Student Society (SFSS); meetings and deliberations of President's Advisory Committees relating to university planning; and inter-university cooperation, government liaison and international activities. Records include correspondence, meeting agendas and minutes, legal advice, press releases, university planning documents and mission statements, reports and statistics, SFSS Ombuds Office annual reports (1983-1990), budget modeling exercises, and budget proposals.

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.

Vice-President, Administrative Services

Sub-series consists of records relating to the Vice-President, Academic's interactions with the head of Administrative Services and with university departments during the periods in which they reported to Administrative Services. The series coincides with the tenure of William DeVries, first as Executive Director, Administration (1985-1990), then Vice-President, Administrative Services (1990-1993). Activities and topics documented include administrative organization of the Administrative Services portfolio; policy development and implementation, including employment equity and harassment policies; maintenance and renovation of campus buildings, construction projects, and mail and telephone services; daycare, health services, international programs, athletics, and residences; matters relating to international students, disabled students, and the Simon Fraser Student Society; and negotiations and consultations with unions representing non-faculty employees on campus, including the Administrative and Professional Staff Association (APSA), the Association of University and College Employees (AUCE), the Teaching Support Staff Union (TSSU), and the Canadian Union of Public Employees (CUPE). Records include correspondence, reports, policies, meeting minutes, agreements, budget proposals and estimates, brochures and newsletters.

Vice-President, Financial Services

Sub-series consists of records relating to the Vice-President, Academic's interactions with the Vice-President, Finance (VP Financial Services after 1988), with university departments during the periods in which they reported to Financial Services, and with unions representing non-faculty staff on campus. The correspondence begins shortly after the appointment of E. Scott to Vice-President, Finance in 1984, and continues with Scott's successors. Activities and topics documented include organization of the Financial Services portfolio; policy development and implementation, including budget, tuition fee, staff study leave and strike policy; payroll, accounting, capital planning; development of the administration information system for payroll and personnel; and joint meetings, consultations, and negotiations between the university and the Administrative and Professional Staff Association (APSA), the Teaching Support Staff Union (TSSU), and the Canadian Union of Public Employees (CUPE). Records include correspondence and reports; budget applications, capital plans, and financial statements; and meeting agendas, minutes and supporting papers.

Vice-President, Research

Sub-series consists of records relating to the Vice-President, Academic's interactions with the Vice-President, Research / Information Systems (VP Research after 1990), records relating to SFU research institutes and external granting agencies, and correspondence with university departments during the periods in which they reported to the VP Research, including the University Archives, Computing Services, the University Library and Bookstore, the Animal Care Facility, and the University / Industry Liaison Office. The correspondence begins with the appointment of Tom Calvert as the first Vice-President, Research / Information Systems in 1985 and continues with Calvert's successors. Note that in 1985 the Office carried forward a number of pre-1985 files relating to research centres and institutes and integrated these into the new series. Activities and topics documented include organization of the VP Research portfolio; development and implementation of university research policy; research grants and professorships, and correspondence with granting agencies, including the Natural Sciences and Engineering Research Council (NSERC), the Social Sciences and Humanities Research Council (SSHRC), and the Science Council; records relating to research centres and institutes, including unsuccessful proposals; development of the student information system (SIMON); and the deliberations and activities of a number of university committees including the SFU / Canada Foundation for Innovation Steering Committee, the University Publications Committee, the President's Research Grant Committee, the University Radiology Safety Committee, and the University Computing Advisory Committee. Records include correspondence and reports; policies, drafts, and working papers; research centre proposals, applications, agreements, budgets, and annual reports; research grant proposals, summaries, and awards lists; contracts and agreements; and communiqués and press releases.

Vice-President, Harbour Centre

Sub-series consists of records relating to the Vice-President, Academic's interactions with the Vice-President, Harbour Centre and with university departments during the periods in which they reported to the VP, including University News Service / Media and Public Relations. Note that this vice-presidential office underwent several names changes over the period represented by this sub-series: VP University Development and Extension (1981-1985), VP University Development (1985-1986), VP SFU at Harbour Centre (1986-1991), VP Harbour Centre and External Relations (1991-1994), VP Harbour Centre and Continuing Studies (1994-1998). Activities and topics documented include policy development and implementation, including policy relating to gifts and donations; campus development, establishment of the downtown campus at Harbour Centre (planning, construction, programming, staffing), and planning for SFU Village, a 1980s plan to create a residential and commercial community using university lands (predecessor of the Burnaby Mountain Community plan); university fundraising, including the Bridge to the Future Campaign (1987-1990), a national campaign to raise funds for university projects, programs, equipment, research, scholarships, bursaries, and development of the Harbour Centre campus; alumni relations; and media liaison and publicity. Records include correspondence, reports, press releases, and brochures and other printed material.

University matters - general

Sub-series consists of records relating to university matters in general. Activities and topics documented include the organization of the faculties, academic and strategic planning, IT planning, fundraising (including the President's Club and Challenge 2001 campaign), capital planning, proposal for an SFU Metrotown campus, faculty relations, women and the university (including correspondence with Academic Women), labour relations, and community relations. Records include correspondence, reports, meeting notes, capital plans, wide-distribution memos sent by the VP Academic to faculty Deans, and printed reference material.

University policies and procedures

Sub-series consists of records relating to the development, implementation, and interpretation of university policies and procedures. Policies documented include faculty workload, faculty personnel files, university professorships, financial exigency, research grants, patents and copyright, curriculum approval, add / drop regulations, examinations, employment equity, harassment, and the university smoking policy. Records include correspondence, reports, policies and procedures, drafts and working papers, and legal advice.

University committees and task forces

Sub-series consists of records relating to the activities of various university committees and task forces. It is not always possible to determine whether the records represent the VP Academic's working file as a committee member or rather correspondence between the VP and the committee. Records include correspondence, reports, meeting minutes, policies, and legal advice.

Faculty, academic, and research matters

Sub-series consists of records relating to matters affecting the teaching and research of university faculty and the academic operations of the university. Activities and topics documented include academic program development, including Resources and Forestry Management and the Masters of Publishing programs; First Nations education, including the SFU / Secwepemc Cultural Education Society program; endowed chairs, faculty resignations, mandatory retirement, and the evaluation of teaching, including the Gates-Kennedy Report (1979) and faculty responses; research proposals and projects, university-industry liaison, and development of research facilities, including Research / Discovery Park, and proposals for a Slowpoke Neutron facilities, a joint-university particle accelerator, and a microelectronics facility. Records include correspondence, reports, proposals, financial statements, agreements, notes and working papers, and reprints and other printed reference material.

Student matters

Sub-series consists of records relating to matters affecting SFU students. Activities and topics documented include enrollment; student recruitment, retention, and attrition; international students and student exchanges; literacy and communication skills; and students with learning disabilities. Records include correspondence, reports, briefs, and statistics.

Government relations

Sub-series consists of records relating to the university's interactions with provincial and federal ministries and agencies. Activities and topics documented include university-government liaison; government funding, the allocation formula for dividing provincial funds between the universities, and the activities of The University Presidents' Council (TUPC) Allocation Subcommittee; the provincial Funding Excellence in Education (FEE) program and SFU program FEE proposals (1986-1988); SFU's response to government legislation and policies; the activities of provincial advisory bodies, including the Joint Planning and Articulation Committee (JPAC), the University Advisory Council, and the Response Committee on Teacher Education; the establishment of the University of Northern British Columbia (UNBC); and SFU's response to the Federal Cultural Policy Review Committee (Applebaum / Hébert Commission, 1981). Records include correspondence; statistics, reports, briefs and submissions; copies of legislation, drafts, discussion papers, and commentaries; government news releases, wide-distribution memoranda, and other publicity material; meeting minutes; agreements and legal advice; and FEE program proposals from SFU departments.

External organizations

Sub-series consists of records relating to the university's interactions and cooperation with external organizations. Activities and topics documented include a proposal for a Centre for Arts and Science (1978-1980), SFU's relationship with the cable television station KCTS 9 and the Knowledge Network, university development in Indonesia, and the Maclean's magazine survey. For a list of correspondents, see "Access points" below. Records include correspondence, reports, and agreements.

Financial matters - general

Sub-series consists of records relating to university finances and budget in general. Activities and topics documented include operating budget allocations, the budget reductions of the early 1980s, faculty salary budgets, the activities of the Committee to Review TA Budget and Related Matters (1982), a review of university programs in 1984-1985, correspondence with the federal and provincial governments relating to funding, and the university's participation in a Canadian International Development Agency (CIDA) project involving the University of Juba in Sudan (1982-1984). Records include correspondence, reports, statistics and comparisons; request for funds, estimates, calculations, projections, proposals, and recommendations; operating budgets, and SFU's budget applications to the provincial government; and notes and working papers.

New and emergent programs

Sub-series consists of records relating to planning for the budget requirements of new and proposed academic programs, including proposals that were not successful. For a list of departments whose proposals are included in the files, see "Access points" below. Records include correspondence, reports, meeting minutes, program proposals and curricula, comments by external reviewers, and budget estimates and calculations.

Operating budget

Sub-series consists of records relating to the allocation of departmental operating budgets to units with the Vice-President, Academic's reporting portfolio. Activities and topics documented include budget planning, requests for funding, budget reductions in the early 1980s, and the budget of the VP Academic's own office. Records include correspondence, budget submissions and proposals, some job descriptions and records relating to position reclassification, and notes and working papers.

Fees

Sub-series consists of records relating to the university's fees policy, including special fees, tuition fees, and tuition waiver policy. Records include correspondence, reports, policies and procedures, fee schedules, forms, and meeting minutes.

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.

Capital budget

Sub-series consists of records relating to the allocation of departmental capital budgets to units with the Vice-President, Academic's reporting portfolio. Activities and topics documented include university capital planning, and allocation of funds for departmental computing equipment, renovations and office space. Records include correspondence, requests, SFU capital plans, and architectural plans and drawings.

Provincial government matters

Sub-series consists of records relating to the university's interactions with the provincial government. Activities and topics documented include determination of the provincial funding formula for allocating government funds to BC's universities; correspondence with the Ministry responsible for universities (under it various name changes); the activities of the British Columbia Human Resources Development Project (1991-1992) in which SFU participated; the activities of SFU's Administrative Costs Study Steering Committee (1992); funding under the provincial Teacher Education Expansions program (1992-1995); the establishment and activities of the Post-Secondary Application Service of British Columbia (1993-1995); funding proposals by SFU departments under the province's Innovation Fund (1993-1996) program; correspondence with the British Columbia Council on Admissions and Transfers (BCCAT) and participation in the Degree Program Review Committee (DPRC), the provincial body established in 1995 to approve academic degree programs. Records include correspondence, reports, statistics, briefs and submissions, meeting minutes, agreements, funding proposals and evaluations, and news releases, bulletins, guidelines, and other government printed reference material.

Simon Fraser University Faculty Association (SFUFA)

Sub-series consists of records relating to the Vice-President, Academic's participation in the university's consultations and negotiations with the Simon Fraser University Faculty Association (SFUFA) on matters relating the collective framework agreement, academic policies, and other matters affecting the terms and conditions of academic employment. Records include correspondence, meeting agendas and minutes, the report of the Joint Committee on Appeals on Matters Affecting Terms and Conditions of Employment (1993) and other reports, lists of SFUFA executive members, and arbitration briefs.

Student affairs

Sub-series consists of records relating to the Vice-President, Academic's interactions with university students and the Simon Fraser Student Society (SFSS). Records include correspondence, news releases, and SFSS Ombuds Office annual reports.

Federal government

Sub-series consists of records relating to federal granting agencies, the funding of SFU research chairs, and research grants awarded to SFU faculty. For the list of granting agencies included in the correspondence, see "Access points" below. Records include correspondence, proposals, applications, letters of award, agreements, lists of award recipients, news releases, and printed reference material circulated by the granting agencies.

Simon Fraser University

Sub-series consists of records relating to the awarding of internal SFU research grants and the activities of the committees that adjudicate them, include the Excellence in Teaching Award Committee, the President's Research Grant Committee, the Sterling Prize Committee, and the SFU Innovation Fund Committee. Records include correspondence, proposals, and lists of requests and award recipients.

Other agencies

Sub-series consists of the Vice-President, Academic's correspondence with or related to external granting agencies, including the Donner Foundation, and the Commonwealth of Learning. Records include correspondence, reports, and agency brochures and other printed reference material.

Vice-President, Academic

Sub-series consists of records relating to the activities of the Office of the Vice-President, Academic, including personal correspondence, business correspondence not filed under more specific file categories, and (after 1992) memoranda sent by the VP Academic for wide distribution on a variety of subjects. Activities and topics documented include the search for a Vice-President, Academic (1968-1970) and the appointment of the Associate Vice-President (1975); correspondence with external individuals and organizations; purely personal correspondence of the Vice-President with colleagues, students and professional bodies; the organization and administration of the VP Academic's office, and staff relations; university policy development and university reorganization; strategic planning, and budget planning and allocation; legal advice; and meetings with Vice-Presidents, Academic from other universities. Records include correspondence, policies, reports, job descriptions, invitations, contracts and agreements, legal services invoices and legal advice, wide-distribution memoranda, and personal papers and essays.

Note that sub-sub-series 4 ("Chronological correspondence") consists of copies ("flimsies") of all outgoing correspondence, arranged chronologically. The records are duplicates of "file copies" that were organized by subject using the classification plan (both flimsies and file copies are annotated with the same classification code). The VP Academic's Office maintained such "chrono files" throughout the entire time span of this sub-series (1968-1999), but the Archives has only retained the records for the period prior to the appointment of Brian Wilson as VP (i.e. September 1970); the sub-sub-series therefore represents the chrono files of the first two Acting VPs Academic, R.R. Haering and Lalit Srivastava. With Wilson's appointment, the Office was formally established and the file classification system clearly in place. Prior to it, it is not always possible to establish that records in the chrono files are in fact duplicated in the subject files, and therefore they have been retained in their entirety.

Note that sub-sub-series 5 ("File indices") is an artificial series established by the archivist for the annual file index created by the VP Academic's Office. The file index shows classification codes and category titles; the indices were created by Office but not integrated into the classification system.

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