OFFICE OF THE VICE-PRESIDENT, RESEARCH S.99-54

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S.09-12

UNIVERSITY SECRETARIAT

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Simon Fraser University

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Burnaby

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In 1999, Senate and the Board of Governors approved search committee

and procedures for the University Librarian. Several years ago, the

position of University Librarian was also made a Dean, but the search

procedures were never incorporated into Policy A 13.05 Search

Committees for Deans.

Attached is a proposed addition to A 13.05 covering the inclusion of the

Dean of Library Services/University Librarian. It has been updated from

the 1999 version to bring it in line with current search procedures, and

the committee membership has been adapted foLlowing advice from the

- ?

Senate Committee on Agenda and Rules in October. If this now meets

with SCAR'S approval, it can be forwarded to Senate and the Board of

Governors for approval.

Motion

That Senate approve and recommend to the Board of Governors the

attached updated search committee policy for the Dean of Library

Services/University Librarian.

The approved policy revision/update would be incorporated in Policy A

13.05 Search Committees for Deans.

SIMON FRASER UNIVERSITY

THINKING OF THE WORLD

TO ?

Senate Committee on Agenda and Rutes

FROM ?

Atison Watt

RE ?

Search Committee for Dean of Library Services/University Librarian

DATE ?

11 December 2008

Search Committee for the Dean of Library Services/University Librarian

Members

Conditions

Vice-President, Research

Chair

Two Deans

Selected by the Deans. (At least one

must be a Faculty Dean. The incumbent

Dean of Library Services is excluded

from membership.)

Four FacuLty Members

Elected jointly by and from the faculty

of the University, except that a Faculty

cannot have more than one faculty

representative.

One Graduate Student

Selected by the Graduate Student

Society.

One Undergraduate Student

Selected by the SFSS.

One member of the Library

Elected by and from members of the

Professional staff

Librarian and Librarian Administrators

of the Library.

One Member of the Support Staff

Elected by the support staff of the

Library.

Up to two additional persons

Selected by the Vice-President,

Research to ensure appropriate gender

representation.'

A quorum shalt be 60% of the membership of the Committee.

No later than 10 months before the expiration of the Dean's term of office, the Vice-

President, Research shalt initiate formation of the Search Committee for the Dean of

Library Services. In the event the Dean leaves the position prior to the expiration of the

term of office, a Search Committee shall be constituted as soon as possible.

The Registrar shall be responsible for conducting elections for the Search Committee.

While appropriate gender representation will be expected to vary, search committees should have at least 20% of

their members from each gender.

Draft addition for A13.05

18 November, 2008 ?

Page 1

Search Committees for Deans

Terms of Reference

Stage One:

The Committee shall review the incumbent's performance where that individual

is eligible for and seeking re-appointment. The review will include meeting with

the incumbent and broad consuLtation within the University, with the Senate

Library Committee, with the Deans and Vice-Presidents, and with appropriate

external constituents. If the committee is satisfied with the results of the review,

it will recommend reappointment.

2. Stage Two:

Where there is no incumbent seeking re-appointment or where, as a result of a

Stage One review, the Committee does not recommend the incumbent's re-

appointment the responsibilities of the Search Committee for the Dean of Library

Services shall include:

deciding whether to include in its search persons outside the University;

engaging in a search for potential candidates and examining their credentials;

receiving expressions, as early as possible in the search process, of opinions

and preferences of faculty, students and library personnel;

consulting with all available Deans, Vice-Presidents, department chairs and

Librarian Administrators during the search procedure;

consulting with the Senate Library Committee;

obtaining, in the case of a candidate from within the Library, ratification by

vote of the Librarians and Librarian Administrators of the Library;

bringing to the President of the University within a reasonable period one or

more recommendations for appointment to the position.

3. When an external candidate is being recommended as Dean of Library Services,

an appointment compatible with the terms of Al2.03 is required.

4. If the President does not find it possible to recommend to the Board of Governors

the appointment of a candidate recommended by the Search Committee, the

President shall so inform the Committee, and shall supply an explanation of the

Draft addition for A13.05 ?

18 November, 2008

Page 2

Search Committees for Deans

• ?

decision. In such an event, the Committee shall undertake once more the

responsibilities outlined above.

Any person who is a candidate for the position shall not be a member of the

Search Committee.

If a member of the Search Committee leaves the Committee, the Vice-President,

Research may appoint a replacement.

The term of appointment shall normally be five years. An individual may be

reappointed as the Dean of Librarian Services.

During the term of office, the Dean shaLl serve on a year round basis, with annual

vacation of one month which shall be scheduled in consultation with the Vice-

President, Research.

18 November 2008

Draft addition for Al 3.05

18 November, 2008

Page 3

Search Committees for Deans

SIMON FRASER UNIVERSITY

OFFICE OF THE VICE-PRESIDENT, RESEARCH

S.99-54

Memorandum

erc

TO: Ms. Alison J. Watt

FROM: Bruce P. Clayman

Secretary to Senate

Vice-President, Research

SUBJECT:

Search Committee for the Librarian DATE: August 20, 1999

I seek the ?

of Senate on the composition and terms of reference of the search committee

for the University Librarian. The attached draft has benefited from the advice of the Librarian

Pro Tern and several others and has been approved by the Senate Library Committee at its

meeting in July.

Would you please place the matter on the agenda of Senate at the earliest opportunity? Thank

you for your assistance.

Attach.

MOTION; ? 

"that Senate approves and recommend. approval to the 

- Board of Governors, the composition and terms of 

reference of the Search Committee for the University 

Librarian as set out in 

S.99-54 

J 1

.

A/.

20-Aug-99

DRAFT 3 FOR

DiscussioN

PURPOSES

ONLY AUGUST 27,

1999

SEARCH COMMITTEE FOR THE UNIVERSITY LIBRARIAN

MEMBERS

Vice-President,

Research

Two Deans

Five faculty

members

(one from each

Faculty)

Two students

Two members

of the Library

professional

staff

. ?

One member of

the Library

support staff

CONDITIONS

Chair

Selected by the Deans. At least one must be a Faculty Dean.

Elected by and from the respective Faculties.

Seleeted by ? 

One Undetgzaduat.e and one Gradua 

student, elected by and from respective undergraduate and graduate 

student bodies.' 

Elected by and from members of the Professional Librarian and

Division Head staff of the Library.

Elected by the support staff of the Library

Up to two

Selected by the Vice-President, Research from the above groups to

additional

ensure appropriate gender representation.

persons

The incumbent Librarian is excluded from membership. A quorum shall be 60% of the

membership of the Committee.

The term of office for the University Librarian shall normally be five years and re-

appointment shall be possible, through the process described in this document.

No later than 10 months before the expiration of the University Librarian's term of office,

the Vice-President, Research shall initiate formation of the Search Committee for the

University Librarian. In the event the Librarian leaves theposition prior to the expiration

of the term of office, a Search Committee shall be constituted as soon as possible.

The Registrar shall be responsible for conducting elections for the Search Committee.

Page

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M1osh HDAZtaduTents:U Lib search

26aug99 August 27.1999 8:49 AM

TERMS OF REFERENCE

1. ?

Stage One:

The Committee shall review the incumbent's performance where that individual is

eligible for and seeking re-appointment. The review will include meeting with the

incumbent and broad consultation within the University, with the Senate Library

Committee, with the Deans and Vice-Presidents, and with appropriate external

constituents. If the committee is satisfied with the results of the review, it will

recommend reappointment.

2. ?

Stage Two:

Where there is no incumbent eligible for and seeking re-appointment or where,

as a result of a Stage One review, the Committee does not recommend the

incumbent's re-appointment, the responsibilities of the Search Committee for the

University Librarian shall include:

deciding whether to include in its search persons outside the University;

engaging in a search for potential candidates and examining their

credentials;

receiving expressions, as early as possible in the search process, of

opinions and preferences of faculty, students and all library personnel;

consulting with all available Deans, Vice-Presidents, department chairs

and Library Division Heads during the search procedure;

consulting with the Senate Library Committee;

obtaining, in the case of a candidate from within the Library, ratification by

vote of the Professional Librarians and Division Heads of the Library.

bringing to the President of the University within a reasonable period one

- or more recommendations for appointment to the position.

3. ?

When an external candidate is being recommended as University Librarian, an

appointment compatible with the terms of A 12.03 is required.

4. ?

If the President does not find it possible to recommend to the Board of Governors

the appointment of a candidate recommended by the Search Committee, the

President shall so inform the Committee, and shall supply an explanation of the

decision. In such an event, the Committee shall undertake once more the

responsibilities outlined above.

5. ?

Any person who is a candidate for the position shall not be a member of the

Search Committee.

6. ?

If a member of the Search Committee leaves the Committee, the Vice-President,

Research may appoint a replacement.

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