Simon Fraser University ?
S.99-41
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Memorandum ?
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To: ?
Senate
From:
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Marilyn Bowman
Vice-Chair of Senate
Date: ?
May 4, 1999
Subject: ?
Search Committees for Vice-Presidential Appointments
The following matter has been considered by the Senate Committee on Agenda and Rules
which submits the following motion to Senate:
MOTION: "that Senate approve and recommend approval to the Board of
Governors, as set forth in S.99-41, the composition, terms of
reference and search procedures for Vice-Presidential appointments"
.
S
SSUBJECT: SEARCH COMMITTEES FOR VICE-PRESIDENTS1
A. SEARCH COMMITTEE COMPOSITION2
1. SEARCH COMMITTEE FOR VICE PRESIDENT, ACADEMIC
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CONDITIONS
President
?
Chair
One Vice President
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Selected by the Vice Presidents.
(The Vice President, Academic is
excluded from membership.)
Three Deans
3
?
Selected by the Deans.
Five Faculty Members ?
One faculty member to be elected
by and from the respective
faculties.
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Two Sthdcnts
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-Selected by the Student Society,
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one graduate student.
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President of the Faculty Association
(or designate)
One Director who reports
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Selected by and from the Directors
to the Vice President, Academic
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reporting to the Vice President,
Academic
1 In this policy, "Vice President" includes associate vice presidents.
2
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
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Senate paper S98-71, motions 1 and 3.
May include the University Librarian. Two of the three must be faculty
deans.
Elected by and from the Support
Staff reporting within the Vice
President Academic portfolio
One member of the
Support Staff
2
.
President of the Alumni Association
(or designate)
President of the Student Society
(or designate)
Up to two additional ?
Selected by the President tO-sue(J
Ur\ce-* -
members ? appropriate representation from the
equity designated groups.4
.
.
e.g While appropriate gender representation will be expected to vary,
search committees should have at least 20% of their members from each
gender.
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2. SEARCH COMMITTEE FOR
THE
VICE PRESIDENT,
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CA
RESEARCH
.
MEMBERS
President, or designate
One Vice President
Two Deans6
Five Faculty Members
Two Graduate Students
President of the Faculty Association
(or designate)
CONDITIONS
Chair
Selected by the Vice Presidents.5
(The Vice President, Research is
excluded from membership.)
Selected by the Deans
One faculty to be elected by and
from the respective faculties
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ent beiety
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.
President of the Alumni Association
(or designate)
President of the Student Society
(or designate)
If this/a search for the combined position of Vice President, 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.
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y
include the University Librarian. At least one must be a faculty dean.
Up to Two Additional
members
Selected by the Vice President,
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4Ct.- UflC.QM-
Academic to wm-pprnpnate
representation from the equity
designated groups.7
4
.
.
.
7
e.g. While appropriate gender representation will be expected to vary,
search committees should have at least 20% of their members from each
gender.
One member of the Support Staff
Elected by and from the Support
Staff of the faculties and units
reporting within the Associate
Vice President, Academic
portfolio.
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3. SEARCH COMMITTEE FOR THE ASSOCIATE VICE
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5
PRESIDENT ACADEMIC
MEMBERS ?
CONDITIONS
Vice President, Academic,
?
Chair
or designate
Two Deans
?
Selected by the Deans8
Three Faculty Members
?
Elected by the faculty members
jointly.
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cJucte
ted by the Student Sokety,
pceferably one undergraduate-and
one-gEad1ate-student.
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-
President of the Faculty Association
(or designate)
Up to Two Additional c\
Members
Selected by the Vice President,
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Academic to
to
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representation from the equity
designated groups.9
8 This may include the University Librarian. One must be a Faculty Dean.
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e.g. While appropriate gender representation will be expected to vary,
search committees should have at least 20% of their members from each
gender.
6
4. SEARCH COMMITTEE FOR VICE PRESIDENT FINANCE
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AND ADMINISTRATION
MEMBERS ?
CONDITIONS
President or designate
One Vice President
Two Deans10
Two Faculty Members
Two Directors of Administrative
Units
One employee group
representative
Two members of the Support
Staff
Chair
Selected by the Vice Presidents
(The Vice President Finance and
Administration is excluded from
membership.)
Selected by the Deans
Elected from the faculty members
jointly
Selected by the Administrative
Directors who report to the Vice
President Finance and
Administration
Selected by the Employees'
Council
Elected by and from the support
staff reporting within the Vice
President Finance and
Administration portfolio
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President of the Student Society (or designate)
Up to Two additional Members
?
Selected by the President to
ensuwappropriate
10 May include the University Librarian. At least one must be a faculty dean.
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7
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representation from the equity
designated groups."
.
.
11 e.g. While appropriate gender representation will be expected to vary,
search committees should have at least 20% of their members from each
gender.
5.
SEARCH COMMITTEE FOR VICE PRESIDENT, UNIVERSITY
8
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ADVANCEMENT
MEMBERS
President, or designate
One Vice President
Two Deans12
Two Faculty Members
One employee group
representative
Two members of the Support
Staff
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ov deoce
President of the Student Society
(or designate)
President of the Alumni Association
(or designate)
Up to Two additional Members
CONDITIONS
Chair
Selected by the Vice Presidents
(The Vice President University
Advancement is excluded from
membership)
Selected by the Deans
Elected from the faculty members
jointly
Selected by the Employees'
Council
Elected by and from the support
staff reporting within the Vice
President University
Advancement portfolio
Selected by the President to
mdei(..
ensure appropriate
representation from the equity
designated groups.
13
is
12
May include the University Librarian. At least one must be a faculty dean.
13 e.g. While appropriate gender representation will be expected to vary,
search committees should have at least 20% of their members from each
gender.
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.
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(f)
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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. If the
response to either of these questions is in the negative, the search
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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 shortlisted 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.
(c)
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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
10
11
• ?
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. ?
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(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.
0
EXISTING COMMITTEE
VICE-PRESIDENT,
Members
ACADEMIC AND PROVOST SEARCH COMMITTEE
I
President
Vice-President
Dean
Dean
Dean
Faculty Member
(Applied Sciences)
Faculty Member
(Arts)
Faculty Member
(Business Administration)
Faculty Member
(Education)
Faculty Member
(Science)
Student (Undergraduate)
Student (Graduate) -
President, Faculty Association
(or designate)
President, Student Society
(or designate)
President, Alumni Association
(or designate)
Conditions
?
Name
Chair
Selected by the
President
Selected
by the
Deans
Elected by
and
from
respective
Faculties
Elected by and from
undergraduate student
body
Elected by
and from
graduate student body
Employee
?
Elected by and from
full-time employees
who are not faculty
members
The Search Committee will establish its operating procedures.
Sertcmber, 1994
S
EXISTING COMMITTEE ?
13
. ?
VICE-PRESIDENT. RESEARCH AND DEAN. GRADUATE STUDIES
SEARCH COMMflTEE
Members
?
Conditions
?
Name
President ?
Chair
Provost and
Vice-President, Academic
Dean
Selected
Dean
by the Deans
Faculty Member
Elected by
(Applied Sciences)
Faculty Member
and
(Arts)
Faculty Member
from
(Business Administration)
Faculty Member
respective
(Education)
Faculty Member
Faculties
0
?
(Science)
Graduate Student
?
Elected by and from
Graduate Student
?
Graduate student body
President, Faculty Association
(or designate)
President, Student Society
(or undergraduate designate)
University Librarian
(or designate)
President, Alumni Association
(or designate)
Employee
?
?
Elected by and from
full-time employees
who are not faculty members
A quorum shall be 60% of the membership of the Committee.
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No later than 10 months before the expiration of the term of office, the President shall
initiate formation of the Search Committee. In the event the incumbent 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.
Terms of Reference
The search committee will establish its operating procedures.
When an external candidate is recommended for the position, an academic appointment is
required.
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 President may appoint
replacement. ?
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EXISTING COMMITTEE
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Members
Vice-President, Academic
Two Deans
Three Faculty
Members
Two Students
One
Director
Who Reports
To The
Associate
Vice-President,
Academic
President, Faculty
Association
(or designate)
Up To Two Additional
Faculty Members
Conditions
Chair
Selected by the Deans
(At least one must be a
Faculty Dean)
Elected by
and from
faculty members jointly
Selected by the Student Society, preferably one
undergraduate
and
one graduate student
Selected by
and from
the Directors
reporting
to the Associate Vice-President
Selected
by the
Vice-President, Academic
to ensure
appropriate gender representation'
A
quorum shall be 60%
of the
membership
of the Committe.
No
later than
10
months
beforethe expiration of
the Associate Vice-President's
term of office, the
Vice-President, Academic shall initiate formation of the Search
Committee
for the Associate Vice-
President, Academic. In the event
the Associate Vice-President,Academic 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.
Terms of Reference
1. Responsibilities of the Search
Committee
for the
Associate Vice-President, Academic shall
include:
a)
deciding
whether
to include in its search persons
outside the
University;
b)
engaging in a
search
for
potential candidates
and examining
the
credentials;
c)
bringing to the President of the University within a reasonable
time
one or more
recommendations for appointment as
Associate
Vice-President, Academic.
2. When an external candidate
is being recommended
as Associate
Vice-President,
Academic,
an
academic
appointment under the
terms
of AC
1 is required.
3. 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
Search
Committee
for the Associate Vice-President, Academic shall undertake once more the
responsibilities
outlined
above.
4.
Any
person who is a candidate for the position shall not be a member of
the Search
Committee.
5.
If a
member of the Search
Committee
leaves the
Committee,
the Vice-President, Academic
may
appoint a replacement.
1
While appropriate gender representation will be expected to
vary, search committees
should
have at least 20% of
their
members
from each gender.
Membership
and terms
of reference
approved
by
Senate at its
meeting of September 9,
1991 and
approved by the Board of
Governors on September 24,
1991.
