S.O1-71
SimonFraser University
Memorandum
T0
Senate
FROM:
Michael Stevenson, President and Vice-Chancellor
DATE:
18 October, 2001
SUBJECT: Revision to GP 29 Search Committees for Vice-Presidents and Associate
Vice-Presidents
Motion:
That Senate approves and recommends to the Board of Governors
the revision of policy GP 29 Search Committees for Vice-
Presidents and Associate Vice-Presidents attached and dated 16
October, 2001.
Attached is a revision of GP 29, the policy regulating the Search Committees for
Vice Presidents and Associate Vice Presidents. The reason for these revisions is
(1)
to provide the search committee composition for the Associate Vice Presidents,
Administration, Harbour Centre and Policy, Equity & Legal, and
(2)
to streamline and modify the search committees for the Vice President,
Academic and the Associate Vice President, Academic.
The proposed composition for the Associate Vice President positions mirror the
principle of broad representation found in the search committees for the Vice
Presidents while keeping the committees at a manageable size.
Currently, the search committee for the Vice President, Academic consists of 16-
18 members which is unwieldy to say the least.
The Teaching Support Staff Union has been arguing for some time that it should
be represented on this committee given the significant amount of instructional activity
carried out by teaching assistants, tutor markers and sessional instructors. I am
recommending that a TSSU member be included on this search committee. This new
member would replace the representative of the academic directors as there are no
longer any direct reports in this category.
I am also recommending that the Alumni Association representative and the
undergraduate and graduate student representatives be removed from this committee.
The President of the Student Society would remain a member. The Search Committee
Is
would continue to solicit broad input from
all
members of these constituencies.
I would recommend that the same changes regarding student representation be
made on the search committee for the Associate Vice President, Academic.
Page 2
It is my belief that these changes will make the size of these committees more
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DRAFT REVISION - Revisions Underlined 16/10/01
SUBJECT: SEARCH COMMITTEES FOR VICE-PRESIDENTS
AND
ASSOCIATE VICE PRESIDENTS
1.
For all the search committees referred to in this policy, the
election of faculty will be conducted in accordance with the
procedures for electing faculty to Senate; the election of staff will
be conducted in accordance with the procedures for electing a
staff member to the Board of Governors; voting eligibility for
part-time faculty and staff shall be determined by reference to
Senate paper S98-71, motions 1 and 3.
2.
The incumbent of a position being searched under this policy is
ineligible to serve on the search committee.
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3. "Dean" shall be defined to include the University Librarian.
4. While appropriate gender representation will be expected to vary,
search committees should have at least 20% of their members
from each gender.
A. SEARCH COMMITTEE COMPOSITION
1. SEARCH COMMITTEE FOR VICE PRESIDENT, ACADEMIC
MEMBERS
CONDITIONS
President
Chair
One Vice President
Selected by the Vice Presidents.
Three Deans'
Selected by the Deans.
1
Two of the three must be faculty deans.
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Five Faculty Members
One faculty member to be elected
by and from the respective
faculties.
President of the Faculty Association
(or designate)
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One member of the
Support Staff
President of the Student Society
(or designate)
Elected by and from the Support
Staff reporting within the Vice
President Academic portfolio
Up to two additional
Selected by the President to.
faculty members
mitigate under-representation
from the equity designated
groups.
2.
SEARCH COMMITTEE FOR THE ASSOCIATE VICE
PRESIDENT ACADEMIC
MEMBERS
CONDITIONS
Vice President, Academic,
Chair
or designate
Two Deans
Selected by the Deans2
Three Faculty Members
Elected by the faculty members
jointly.
President of the Faculty Association
-
(or designate)
.
2
One must be a Faculty Dean.
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One member of the Support
Staff
3
Elected by and from the Support
Staff of the faculties and units
reporting within the Associate
Vice President, Academic
portfolio.
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Up to Two Additional
Selected by the Vice President,
Members
Academic to mitigate under-
representation from the equity
designated groups.
3. SEARCH COMMITTEE FOR THE VICE PRESIDENT,
RESEARCH
MEMBERS
CONDITIONS
President, or designate
Chair
One Vice President
3
Selected by the Vice Presidents.
Two Deans 4
Selected by the Deans
Five Faculty Members
One faculty to be elected by and
from the respective faculties
Two Graduate Students
Elected by and from the graduate
student body
President of the Faculty Association
(or designate)
If this is a search for the combined position of Vice President;
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Research/Dean of Graduate Studies, and if the President does not designate the
Vice President, Academic to chair the search, the Vice President Academic
shall be the Vice President who serves on the search committee.
At least one must be a faculty dean.
One member of the Support
Staff
Elected by and from the support
staff of the faculties and units
reporting within the Vice
President, Research portfolio.
4
President of the Alumni Association
(or designate)
President of the Student Society
(or designate)
Up to Two Additional
Selected by the Vice President,
faculty members
Academic to mitigate under-
representation from the equity
designated groups.
4. SEARCH COMMITTEE FOR VICE PRESIDENT FINANCE
S
AND ADMINISTRATION
MEMBERS
CONDITIONS
President or designate
One Vice President
Two Deans5
Two Faculty Members
Two Directors of Administrative
Units
At least one must be a faculty dean.
Chair
Selected by the Vice Presidents
Selected by the Deans
Elected from the faculty members
jointly
Selected by the Administrative
Directors who report to the Vice
President Finance and
Administration
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One employee group
Selected by the Employees'
representative
Council
Two members of the Support
Elected by and from the support
Staff
staff reporting within the Vice
President Finance and
Administration portfolio
President of the Student Society (or designate)
Up to Two additional Members
Selected by the President to
mitigate under-representation
from the equity designated
groups.
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At least one must be a faculty dean.
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Selected by the Employees'
Council
One employee group
representative
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6. SEARCH COMMITTEE FOR VICE PRESIDENT, UNIVERSITY
ADVANCEMENT
MEMBERS
CONDITIONS
President, or designate
One Vice President
Two Deans7
Two Faculty Members
Chair
Selected by the Vice Presidents
Selected by the Deans
Elected from the faculty members
jointly
Two members of the Support
Elected by and from the support
Staff
staff reporting within the Vice
President University
Advancement portfolio
President of the Faculty Association
(or designate)
President of the Student Society
(or designate)
President of the Alumni Association
(or designate)
Up to Two additional Members
Selected by the President to
mitigate under-representation
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At least one must be a faculty dean.
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from the equity designated
groups.
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Two Facultv A-1ri
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At
least one must be a faculty dean.
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faculty representatives in the search for the Associate Vice President, Harbour Centre
should have taught at the Harbour Centre campus.
10
For the Associate Vice President, Harbour Centre, the employee group representatives
should work at the Harbour Centre campus.
8
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B. SEARCH COMMITTEE PROCEDURES
1. GENERAL
(a)
The Search Procedure shall usually begin no later than 12
months prior to the expected date of the appointment.
(b)
The Registrar shall be responsible for conducting elections for
Search Committees.
(c)
A quorum shall be 60% of the membership of the committee.
(d)
All members of a Search Committee are expected to maintain
in confidence the information discussed by the committee, except
where the committee subsequently agrees otherwise.
(e)
If a member of the Search Committee, by invitation of the
Committee, becomes a candidate for the position being searched,
s/he shall resign from the Committee.
(f)
In the event of a perceived conflict of interest that could
compromise or be seen to compromise the member's judgment of
the candidate(s), s/he shall disclose the nature of that conflict to the
committee in sufficient detail to enable the committee to determine
whether the member should resign from the committee.
(g)
If a member of a Search Committee leaves the Committee, the
Chair may appoint a replacement.
2.
TERMS OF REFERENCE
(a)
Where the Vice President has a term appointment, the
President or Vice President, Academic, as appropriate, shall first
decide, following appropriate consultation, whether, s/he is willing
to consider re-appointment of the incumbent and then determine
whether the incumbent is willing to consider reappointment.
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If the response to either of these questions is in the negative, the
search process will begin without delay. If the response to both
questions is positive, the Search Committee shall review the
incumbent's performance. The review will include meeting with the
incumbent and broad consultation across the university, with the
Deans and Vice Presidents, and with appropriate external
constituents. If the committee is satisfied with the results of the
review, it may recommend reappointment.
(b) Where there is no incumbent seeking reappointment or where
the incumbent has not been recommended for reappointment, the
responsibilities of the Search Committee for a Vice President shall
include:
(i)
inviting the University community to an open meeting to present
their views on what qualities the committee should look for in a
candidate;
(ii)
developing a job description for the position;
(iii)
calling for nominations and applications and determining
whether or not it will advertise for the position and include in the
search persons from outside Simon Fraser University;
(v)
encourage applications from the equity designated groups.
(vi)
keeping a record of the search process;
(vii)
drawing up a shortlist and interviewing the top-ranked
candidates;
(viii)
establishing whether the names of the short-listed candidates
will be made public;
(ix)
establishing such further operational procedures, as it may
require;
(x)
bringing to the President within a reasonable period of time one
or more recommendations for appointment to the position.
The Search Committee is advisory to the President.
10
(c)
If the President does not find it possible to recommend to the
Board of Governors the appointment of a candidate recommended
by the Committee, the President shall so inform the committee, and
shall supply an explanation of the decision. In such an event the
Vice President's Search Committee shall again undertake the
responsibilities outlined above.
3. APPOINTMENT OF A VICE PRESIDENT
(a)
The appointment of a Vice President requires the approval of the
Board of Governors.
(b)
Where an external candidate is appointed as Vice President
Academic, Vice President Research or Associate Vice President,
Academic, it will also require an academic appointment for the
person being appointed.
(c)
For the Vice President, Academic, the Vice President Research
and the Associate Vice President, Academic, the normal term of
office is five years. Normally, this term may be renewed only once.
(d)
In the event that a vice presidential vacancy occurs at short
notice, the President or Vice President Academic, as appropriate,
may recommend an interim appointment of an acting vice president
which would normally not exceed 12 months.
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