Student Health and Well-being Committee

1. Be a forum for communication between student representatives and the Faculty of Mathematics, so that their interests are represented and promoted with respect to student health and well-being.
2. Help to inform, monitor, and coordinate faculty-wide efforts to implement strategic goals relating to student health and well-being within the Faculty of Mathematics.
3. Consider the impacts of University and Faculty level commitments, policies, practices, environmental conditions, and structures on the health and well-being of our undergraduate and graduate students and provide advice to the Community Well-being Engagement Officer for how we can enhance the student experience.
4. Establish new limited term working groups as required.
5. Regularly report on the state of the student experience and factors affecting the health and well-being of our students to the senior leadership in the Faculty of Mathematics and other campus stakeholders, as appropriate.
6. Provide a comprehensive annual report to the Dean of Mathematics detailing the activities of the Committee.

The composition of the Committee shall not exceed 16 members and will include representation from both the undergraduate and graduate student communities.

Group	Name	Term
Dean of Mathematics Representatives	TBD, Chair	ex-officio
	Bertrand Guenin	ex-officio
	Christiane Lemieux	ex-officio
	David Harmsworth	ex-officio
	Martha Foulds	ex-officio
Graduate Student Representative	TBD	April 30, 2023
	TBD	April 30, 2023
Undergraduate Student Representatives	TBD	April 30, 2023
	TBD	April 30, 2023
	TBD	April 30, 2023
Community Representatives	TBD	April 30, 2023
	TBD	April 30, 2023
Health and Well-being Advisors	TBD	April 30, 2023
	TBD	April 30, 2023
	TBD	April 30, 2023

Members of the committee, who are not ex-officio, will be appointed to the committee to serve a one-year term that commences on May 1 and ends on April 30. Where possible, appointed student and faculty members should be selected from different academic units to represent the broader community at large.

PREAMBLE: Addressing the health and well-being needs of our community is identified as being a key objective in the Faculty of Mathematics Strategic Plan and is instrumental to achieving our vision of becoming a world leader in mathematics, statistics, and computer science.

GIVEN THAT The University of Waterloo’s 2020 Strategic Plan identifies that our community should be a people-centered institution committed to genuine care, concern, respect, inclusivity, and well-being for all.

AND THAT the 2019 Final report of the external review of student experience at the University of Waterloo recommends that each Faculty should invest in targeted strategies to create a sense of cohort for its own students.

AND THAT the Faculty of Mathematics 2018 Strategic Plan acknowledges our need to foster student well-being by identifying and supporting student well-being needs specific to the Faculty of Mathematics.

AND THAT the final report from the President’s Advisory Committee on Student Mental Health established a foundation for building a campus community where our students can flourish in all areas of their lives.

THEN the Student Health and Well-being Committee (“the Committee”) shall endeavour to support the Faculty of Mathematics in fostering a culture of health and well-being, building a strong sense of belonging, developing a community that is centered on living a wellness-focused lifestyle, and constructing an inclusive and healthy environment for all undergraduate and graduate students.

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1. PURPOSE: The Committee has been established to support the Community Well-being Engagement Officer in identifying and addressing current health and well-being related issues, assisting with the development and implementation of initiatives and programming that promote self-care and positive health behaviours, and building an environment and culture that support the personal, academic, or professional ambitions of our undergraduate and graduate students.
   1. To achieve its purpose, the Committee will:
      1. Be a forum for communication between student representatives and the Faculty of Mathematics, so that the interests of students with respect to their health and well-being are represented and promoted.

      2. Help to inform, monitor, and coordinate faculty-wide efforts to implement strategic goals relating to student health and well-being within the Faculty of Mathematics.

      3. Consider the impacts of University and Faculty level commitments, policies, practices, environmental conditions, and structures on the health and well-being of our undergraduate and graduate students and provide advice to the Community Well-being Engagement Officer for how we can enhance the student experience.

      4. Establish new limited term working groups as required.

      5. Regularly report on the state of the student experience and factors affecting the health and well-being of our students to the senior leadership in the Faculty of Mathematics and other campus stakeholders, as appropriate.

      6. Provide a comprehensive annual report to the Dean of Mathematics detailing the activities of the Committee.

2. MEMBERSHIP: The composition of the Committee shall not exceed 16 members and will include representation from both the undergraduate and graduate student communities.

   1. The membership of the Committee shall consist of the following:

      1. Ex Officio.

         a. Community Well-being Engagement Officer, Chair.

         b. Associate Dean, Operations and Academics.

         c. Associate Dean, Graduate Studies.

         d. Assistant Dean of Students, Undergraduate Studies

         e. Director of Planning.

      2. Appointed by the Dean of Mathematics on the recommendation of the Chair.

         a. 2 graduate students (1 seat is usually held for the Chair of the MGSA).

         b. 3 undergraduate students.

      3. Appointed by the Chair.

         a. 1-2 members from the community at large.

         b. 2-4 internal-external health and well-being advisors.

   2. The term of office for members appointed pursuant to paragraph 2.1.2 and 2.1.3 shall normally be one year (commencing May 1 and ending April 30).

      1. At the discretion of the Chair, members appointed pursuant to paragraph 2.1.2 may renew their term, up to a maximum of three consecutive terms, provided that at least half of the members appointed pursuant to paragraph 2.1.2 are in their first year.

      2. At the discretion of the Chair, members appointed pursuant to paragraph 2.1.3 may renew their term, annually.

   3. If a member appointed pursuant to paragraph 2.1.2 leaves the committee prior to the end of their term or is removed from the committee due to inactivity pursuant to paragraph 2.6, the Chair shall have discretion to appoint an interim member to act as a replacement or leave the vacancy until the next call for members.

   4. If a member appointed pursuant to paragraph 2.1.3 leaves the committee prior to the end of their term or is removed from the committee due to inactivity pursuant to paragraph 2.7, the Chair shall have discretion to appoint an interim member to act as a replacement or leave the vacancy until the next call for members.

   5. Where possible, members appointed pursuant to paragraph 2.1.2. should be representative of equity-deserving groups and the broader academic community in the Faculty of Mathematics.

   6. If a member appointed pursuant to paragraph 2.1.2 is absent from two consecutive meetings without providing regrets, the Chair shall have cause to remove the member from the committee at their discretion.

   7. If a member appointed pursuant to paragraph 2.1.3 is absent from two consecutive meetings without providing regrets, the Chair shall have cause to remove the member from the committee at their discretion.

   8. Members appointed on an interim basis pursuant to paragraph 2.3 or paragraph 2.4 will be offered a full-term membership at the start of the next term.

   9. Members of the Committee are expected to actively participate in the work of the Committee and should review all relevant material before committee meetings, provide thoughtful input during committee deliberations, pay attention to related campus activities that affect or are affected by the Committee's work, and work as part of the team to ensure that the Committee's work and recommendations are in keeping with its purpose.

      1. Members of the Committee do not act as advocates for individual student issues.

   10. All members appointed pursuant to paragraph 2.1.2 must be enrolled in a Faculty of Mathematics program at the time of their appointment.

   11. A call for members shall be posted each Winter term and it shall be advertised widely, with the aim of establishing a diverse committee.

3. MEETINGS: All meetings are limited to Committee members only, with exceptions being made pursuant to paragraph 4.1.

   1. The schedule of meetings for the Committee shall be provided by the Chair and approved by the committee at the beginning of the term.

      1. The schedule of meetings shall be determined by the scope and nature of the objectives and priorities but will, at a minimum, be called once per academic term (i.e., Fall, Winter, Spring).

   2. Minutes will be taken by an appointed member of the Committee, and they will be communicated to members following each meeting.

   3. Each Committee member will have a vote on matters requiring formal committee approval or endorsement.

      1. All regular business of the Committee will be decided by a majority of votes.

      2. In the case of an equality of votes the Chair shall be the deciding vote.

      3. Before a show of hands has been taken on any question, the Chair of the meeting may require, or any member may demand, a written ballot. A written ballot, so required or demanded, shall be taken in such manner as the Chair of the meeting shall direct.

      4. For votes taking place over email or online, at least fifty percent of members must respond for the vote to be valid.

      5. Proxy votes are allowed through the Chair for any item on the meeting agenda.

      6. Only committee members have voting privileges at Committee meetings.

   4. At all meetings of the Committee, a majority of the members shall constitute a quorum for the transaction of business and affairs, wherein at least one undergraduate student member and one graduate student member are present.

   5. The Committee is a forum for discussion of University and Faculty level commitments, policies, practices, environmental conditions, and structures that impact the health and well-being of our undergraduate and graduate students. To ensure a free flow of ideas and appropriate depth of discourse, the discussions of the committee will be treated as confidential to the Committee. Public statements about the Committee’s deliberations will be released through the Chair or designate(s).

   6. At the beginning of each meeting, the Chair will call for members to declare any conflicts of interest regarding any agenda item. For agenda items to be discussed in confidential session, the Chair will call for declarations of conflict of interest at the beginning of the confidential portion of the meeting.

      1. Members may nonetheless declare conflicts at any time during a meeting.

      2. Members who declare conflicts of interest shall not enter into debate nor vote upon the specified item for which they have declared a conflict of interest. The Chair will determine whether it is appropriate for said member to remove themselves from the meeting for the duration of debate on the specified item(s).

   7. Any member of the Faculty of Mathematics wishing to make a representation at any meeting of the Committee shall make their request to the Chair at least one week prior to the date of such proposed meeting.

      1. The Chair may limit the time to be allotted to members of the Faculty of Mathematics who are making a representation to the Committee.

4. THE CHAIR: The Chair shall be responsible for Chairing the meetings, reporting on Committee activities, ensuring that the meetings move forward efficiently and that periodic updates on community-related matters are provided, as appropriate.

   1. The Chair may invite key staff members, resource people, or those with special interests or concerns to participate at its meetings, as appropriate.

   2. The Chair shall ensure that the Committee has enough members to carry out its business and affairs.

   3. Guide the Committee in proposing new activities and services that will further the mission and goals of the Committee.

   4. The Chair shall ensure that the Committee abides by all the duties set out, herein.

5. ACCOUNTABILITY AND REPORTING: the Committee will regularly report on the state of the student experience and factors affecting the health and well-being of our students to the Chairs, Directors, and the Dean of Mathematics.

   1. The Committee will provide a comprehensive annual report to the Dean of Mathematics detailing the activities of the Committee from the prior year.

6. WORKING GROUP: Pursuant to paragraph 1.1.4, the Committee will have the ability to establish new limited term working groups as required to support its ongoing business and affairs.

   1. Purpose: A Working Group will, at a minimum, support the Committee in its work to identify and address current health and well-being related issues, promote self-care and positive health behaviours, or work to build an environment and culture that support the personal, academic, and professional ambitions of our undergraduate and graduate students.

      1. To achieve its purpose, an established Working Group will:
         1. Support the Committee’s stated objectives and priorities.
         2. Assist with the development and implementation of Committee projects, programming, services, and resources.
         3. Identify new opportunities that may exist to improve the health and well-being of undergraduate and graduate students in the Faculty of Mathematics.

   2. Membership: The composition of the Working Group shall not exceed 7 members from the committee and will usually include representation from both the undergraduate and graduate members of the Committee.

      1. Additional non-math members may be added to the Working Group by the Chair of the Committee, from time-to-time, to complement a set of knowledge, experiences, and backgrounds, as appropriate.

      2. Members of the Working Group are expected to actively participate in the work of the Working Group and should review all relevant material before Working Group meetings, provide thoughtful input during deliberations, pay attention to related campus activities that affect or are affected by the Working Group’s work, and work as part of the team to ensure that the Working Group’s work and recommendations are in keeping with its purpose.

      3. If a member of the Working Group is absent from two consecutive meetings without providing regrets, the Chair shall have cause to remove the member from the Working Group, at their discretion.

   3. Meetings: All meetings are limited to the Working Group members only, with exceptions being made pursuant to paragraph 6.1.4.a.

      1. The schedule of meetings for the Working Group shall be provided by the Chair and approved by the Working Group at the beginning of the term.

      2. The schedule of meetings shall be determined by the scope and nature of the objectives and priorities of the established Working Group.

      3. Meeting notes will be taken by an appointed member of the Working Group, and they will be communicated to members following each meeting.

   4. The Chair: The Chair of an established Working Group shall be responsible for Chairing the meetings, reporting on Work Group activities, ensuring that the meetings move forward efficiently and that periodic updates on community-related matters are provided, as appropriate.

      1. The Chair may invite key staff members, resource people, or those with special interests or concerns to participate at its meetings, as appropriate.

      2. The Chair shall ensure that the Working Group has enough members to carry out its business and affairs.

      3. Guide the Working Group in proposing new activities and services that will further the mission and goals of the Committee.

      4. The Chair shall ensure that the Working Group abides by all the duties set out, herein.

   5. Accountability and Reporting: An established Working Group will at a minimum of once per term provide a summary report detailing its activities to the Committee.

7. ADDITIONAL WORKING GROUPS: Additional working groups may be established by the Committee, as appropriate. The terms and conditions of these working groups, including but not limited to the chair, purpose, duration, and accountability and reporting, will be determined by the Committee at the time they are established.

8. TERMS OF REFERENCE: The Terms of Reference will be reviewed every 3 years, or earlier if requested by a majority vote of the Committee.

   1. Amending or modifying this document requires a two-thirds majority vote of the Committee.

9. COMMITTEE / WORKING GROUP APPROACH: In the spirit of balancing the centralized need for improving student health and well-being across the Faculty of Mathematics, the members of the Committee and the Working Group are expected to recognize the dignity and uniqueness of all students, regardless of their academic unit, and to meaningfully embrace the principles of equity, diversity, and inclusivity within their work.

Approved: 02/22/2023

Student Health and Well-being Committee meetings are normally held at 2:00 PM on the third Tuesday of each month, except in September and December when there is no scheduled meeting.

2022-2023	Agenda
17 May	On-boarding and Planning
11 July**	Regular Meeting
15 August**	Regular Meeting
18 October	Regular Meeting
15 November	Regular Meeting
17 January	Regular Meeting
21 February	Regular Meeting
21 March	Regular Meeting
18 April	Annual Report and Transition

NOTES:

**Meeting day/time changed.

Applications Closed: The Student Health and Well-being Committee is no longer accepting applications for its 2023-24 committee membership. Students who are interested in volunteering with the Committee are encouraged to contact the Chair of the committee.