University Planning Committee and Budget Committee
The University Planning Committee shall consist of the Chancellor; the Chair of the Board (or delegate); the Vice-Chair(s) of the Board (or delegate); the President; the Provost, who shall be Chair; the Vice-President (Administration); the Vice-President (Research ); the Associate Vice-President and Dean of Graduate Studies; five faculty members, no more than two from any one Faculty, elected for staggered three-year terms; one Faculty Dean elected annually (by and from the six Faculty Deans); one staff member, elected for a three-year term; one graduate student, elected for a two-year term; and one undergraduate student, elected for a two-year term. The following persons shall be Observers to the University Planning Committee: the Dean and Vice-President (Health Sciences) or delegate, unless elected; the Vice-President (University Advancement); the Associate Vice-President (Students and Learning) and Dean of Students; and the Chair of Undergraduate Council. The provisions of Section 12 of this by-law No. 1 shall apply to such Observers. One-half of the membership, excluding ex officio members, shall constitute a quorum.
The election of faculty, staff and student members to the University Planning Committee shall be conducted by the University Secretary following a call for nominations from the appropriate University constituency. The Senate Executive Committee shall review the nominations and ensure that there are sufficiently many to require that an election be held; it may make any additional nominations it deems necessary to ensure an election. The counting of ballots in elections to the University Planning Committee shall be in accordance with the transferable vote system.
The University Planning Committee’s fundamental mandate is to coordinate academic and resource planning so that the Senate and the Board may be assured that any proposal presented for approval has academic merit that supports the mission of the University and that resources necessary for the implementation of any proposal have been appropriately assessed. In this context the University Planning Committee shall:
- review the Plan for the University annually, and recommend revisions to it as necessary, for approval by the Senate and the Board;
- review, for recommendation to the Senate and the Board, major initiatives (including those which are part of submissions to external agencies) that have significant resource implications, providing comment on how the proposals fit within the University Plan;
- review and approve annual planning reports as prescribed by the Provost from the Faculties, the School of Graduate Studies, the Associate Vice-President (Academic), the Associate Vice-President (Student Affairs) and Dean of Students, the University Registrar, the University Librarian, and other units (as appropriate) that report directly to the Provost, providing comment on how the plans relate to overall University planning and current budgeting. Approved plans are to be reported to the Senate and the Board for information;
- review and approve annual planning reports as prescribed by the Vice-President (Administration) from those administrative and service units that report directly to the Vice-President (Administration), providing comment on how the plans relate to overall University planning and current budgeting. Approved plans are to be reported to the Senate and the Board of Governors for information;
- review and approve annually a report from the Vice-President (Research) on the major operations, institutes, and initiatives that receive significant support from the budget envelope of the Vice-President (Research ), and on the anticipated impact of new funding opportunities (from federal, provincial, or private agencies or businesses) as they arise. Approved plans are to be reported to the Senate and the Board for information;
- receive annually from the Vice-President (University Advancement) a report on advancement efforts of the previous year and review, for recommendation to the Senate and the Board, future fund-raising priorities and their relationship to the University Plan;
- provide commentary, with reference to the University Plan and the McMaster University Campus Master Plan, to the relevant committee of the Board of Governors on proposals for capital development and other expenditures that fall outside the annual budget (such as those encompassed by the Capital Renewals process). For all major projects, the University Planning Committee will be provided with a total impact analysis that assesses the ongoing costs of maintenance, utilities, etc.;
- review, for recommendation to the Senate and the Board, the annual report on the McMaster University Campus Master Plan, including any updates, amendments and elaborations; and
- report to the Senate and the Board any matters of concern formally identified as such by a majority of the Committee.
The Budget Committee
The Budget Committee shall be a subcommittee of the University Planning Committee with membership drawn from the University Planning Committee as follows: the President, the Provost, the Vice-President (Administration), three faculty members (one of whom shall serve as Chair), one member of the non-teaching staff, one graduate student, one undergraduate student. Two-thirds of the membership shall constitute a quorum. If more than two members are absent when a vote is taken on the final budget, the vote must be confirmed by mail ballot.
The Chair of the Budget Committee shall be elected annually by the University Planning Committee from among the faculty members on the University Planning Committee following nomination by the Chair of the University Planning Committee and a call for further nominations. The other two faculty members on the Budget Committee shall be selected subsequently by and from the five faculty members on the University Planning Committee for service commencing July 1 or immediately following a vacancy. The Chair may vote on all questions.
The Budget Committee shall:
- review the budget framework prepared by the University administration in consultation with
- the Office of Institutional Research and Analysis, including any changes to the McMaster
- Budget Model; this framework (including the models and projections upon which it is based)
- will be provided to the Joint Administration/Faculty Association Committee to Consider
- University Financial Matters and to Discuss and Negotiate Matters Related to Terms and
- Conditions of Employment of Faculty (The Joint Committee) as will updates to the
- framework should these arise;
- receive and respond to budget submissions from all Faculties, areas, and units;
- make budget recommendations available to the University Planning Committee during
- development of the recommendations, for comment on whether those recommendations are congruent with the University Plan; deliver the final budget to the University Planning Committee in a timely fashion to ensure that it is in a position to make comments in advance of the budget being transmitted to other deliberative bodies;
- make budget recommendations available to the University Senate for comment before they
- are transmitted by the President to the Planning and Resources Committee of the Board; and
- deliver budget recommendations to the President of the University for transmittal to the
- Planning and Resources Committee of the Board. Any comments of the University Planning Committee and Senate shall be included in the material for the Board, along with the President’s own comments.
* The University Planning Committee is a joint Board-Senate Committee and is the successor to the Board-Senate Committee on Academic Planning. It is also the successor to the Board-Senate Committee on Long-Range Planning named in the 1976 Act. All references to the Board-Senate Committee on Long-Range Planning in the 1976 Act shall be deemed henceforth to refer to its successor, the University Planning Committee.
The University Student Fees Committee shall be a sub-committee of the University Planning
Committee with the following membership:
Associate Vice-President (Institutional Research and Analysis) – Chair
Associate Vice-President (Faculty)
Associate Vice-President (Students and Learning) and Dean of Students
Associate Vice-President and Dean of Graduate Studies
Director, Education Services, Faculty of Health Sciences
Director of Finance
Graduate Student Representative – selected from applicants for a one-year term
Full-time Undergraduate Student Representative – selected from applicants for a one-year term
Part-time Undergraduate Student Representative – selected from applicants for a one-year term
*Student positions are renewable once.
Assistant Dean, Student Affairs and Director of the Student Success Centre
Associate Registrar and Graduate Secretary
Executive Director, Finance and Administration (Academic), Office of the Provost and Vice-President (Academic)
Manager, Receipts and Receivables, Financial Services
Budget Manager, Budgeting Services
Director, Student Financial Aid and Scholarships
Senior Project Analyst, Institutional Research and Analysis
The University Student Fees Committee shall:
(i) recommend all revisions to tuition (undergraduate and graduate degree, diploma and certificate) and supplementary fees to the Budget Committee;
(ii) establish deadlines for the submission of all proposed tuition and supplementary fees to the University Student Fees Committee;
(iii) recommend policy guidelines to the Budget Committee that outline services and materials for which fees can be charged;
(iv) recommend policy guidelines to the Budget Committee for charging fees for existing and new programs that are not funded through grants from the Ministry of Training, Colleges and Universities;
(v) ensure that all proposed changes to existing student fees and all proposed new fees are reasonable, conform to government regulations and have been approved through appropriate processes within the University; and
(vi) ensure that proposed changes to student fees are feasible and do not involve undue complications to calculate and administer; where appropriate, determining the most tax efficient method for students who are being charged these fees.
All meetings of this Committee are in Closed Session.
- Last Revision – June 2016
Terms of Reference
A sub-committee of the University Planning Committee, the Budget Committee is responsible for reviewing the budget framework, and for preparing the operating budget for the University for recommendation to the Board of Governors.
Terms of Reference
The University Student Fees Committee is a sub-committee of the University Planning Committee. The University Student Fees Committee makes recommendations on revisions to tuition and supplementary fees for all graduate and undergraduate degree programs, and certificate and diploma programs to the Budget Committee.