SiMON FRASER UNIVERSITY
S.
4-23
MEMORANDUM
To ........................................
Chairman ... o.e ... Senate ..................................
.
From
.........................................
B.,W.lsOn
............................................................................................................................. ..............Vice-President....Ac
ni
.d.e-.c
................
Subect ... Re.cons.iderat.ion... in..Se.le.ct.ion ... of.......................
.
.ate.....................O.c.t.oh.er...30.,....1970.............................................
Department Chairmen as Outlined in
S.224
I have reviewed Senate Paper S.224 concerning the
appointment of Department Chairmen, together with subsequent
action
.
of Senate relating to its implementation, the
development of these proposals dates from the establishment
by Senate of the Tuck Committee on March 4, 1968, almost 3
years ago, while discussion of their implementation has continued
from July 7, 1969.
It is clear that the delay in implementation is due in
large measure to the attempt made in S224 to achieve two goals
through one policy instrument, that is, the tying together of
the concept and development of the chairmanship role and the
reviews of the functioning of departments within the University.
While these topics are certainly not unconnected, I am unconvinced
that they must necessarily be considered at the same time.
The main point of my concern, however, is not a philosophical
one but a practical one
s
The undertaking of departmental review
will be time consuming for the committees involved, for department
members, and for Senate when it finally considers the reports. By
the terms of S309, however, review committees may not deal with the
academic competency of faculty within a department nor the merits
of "a particular academic program or course" although they are
required "to assess the stated objectives of each department and
their successful fulfillment by the departments".
While this mechanism may have had obvious merits during the
period of its formulation, I would appreciate the advice of Senate
as to whether, at the present time, the advantages of conducting
what must be somewhat trivial department reviews, in the light of
restrictions pointed out in the last paragraph, outweigh the
expenditure of faculty time involved. Taking into account the
disadvantages of maintaining the use of the "Acting-" prefix for all
Chairmen in the interim period, suggesting administrative instability
which I feel Is quite undeserved, what I would prefer is to separate
the two issues of chairmanship and review.
With the experience gained in the chairmanship system, it should
now be possible to devise a satisfactory conceptual framework and
.
appointment mechanisms for a chairman while the concept of departmental
review could well be linked with the review of graduate programs,
required under recent Senate action, in order that effective and
comprehensive assessments of departments could be made over a period
of, say, two years, of department goals, of programs, and competencies.
B.C. Wilson
i
O;J
JAE3ER
UiNfl'ESTY
.
rcf
As iodified and
approved by Senate
July
7th,
1969.
. Nr..
H
From
.&.ce.ta.ry.QL.Senftte
.
Dale.
9.. Api.:j.9.9
.
and heads
At a meeting an March 4th,
1968,
Senate established
"a ,committee to study the method of appointment, tenure and
functions of Deans and Heads of Departments" . The members of
this committee are M. Collins, W.M. Hamilton, R.N. Maud,
A.R. MacKinnon and D. G . Tuck (subsequently elected by the
committee as its chairman) . The committee presented a report
to Senate (i41a, with a Minority report S1
1
1b) on
September
2
3 rd ,
1968 at which time Senate received the
report,
and decided tht
a
this
matter not be disciissed now,
but that once Joint Faculty has made recommendations of its
own this matter be reconsidered by the Committee and then
referred to Senate".
The report of Interim Council of joint Faculty was
.
forwarded to Senate on DCc€1flbCr 24th,
1968
by the Acting
Chairman of Joint Faculty (L.A. Boland), together with the
resultsof the referendum on Interim Council
1
s proposals
(s
.
-iB'i). On January 6th,
1969y
the Chairman of Senate
Indicated that items D.I
D.XI1 had been forwarded to the
Senate Committee on Deans and Heads.
On January 21st,
1969,
the Board of Governors
passed a resolution adopting in principle the Chairmanship
principle of departmental administration, and invites Senate
to forward specific recommendations concerning the method of
ap.QifltmCflt, responsibilities and term of OfI1CC of
Department Chairmen".
. .
The Senate Committee has considered all the
Information laid before it, and now presents to Senate its
rconunendatiOfls on the responsibilities of Chairman, the
methods of appointment and length of term of office. Under
a system of Chairmen, it is impossible to define the
responsibilities of Chairmen without also establishing the
responsibilities of Departments to the university and tp
Senate, and we have therefore set out a statement of such
responsibilities. Similar statements are included for
Acting and Associate. Chairmen. Finally we make recommendations
as to
stipends,
and
on .
methods of implementing our
recámiItenclatlons.
..
O
-2-
1)r Maud has presented a dissenting report, referring
specifically to Section IV. }Iis letter is attached to the
report.
We will at a later date make analogous recommendations
on the appointment, etc. of Deans. Some of the information
required to complete such a document is presently lacking and
we hope that Senate will be able to proceed with'the present
document at this time.
i\J
.
ri
DGT:mlh
D.G. Tuck
0
The Responsibilities, Method of Appointment,
and Tenure of Department Chairmen
Note: The following report is phrased within the context
of an academic Department as such units operate within
the Faculties of Arts and of Science. The Faculty of
,Education is organized into Centres. The Centre for
Communications and the Arts has a single Chairman and
does not have any departmental structure. The Physical
Development Centre and the Educational Foundations Centre
have department Chairmen within each Centre and in
addition a. Chairman who co-ordinates the general operation
of the Centre. For the purposes of this report the
recommendations proposed for departmental Chairmen refer
equally ,
to the Chairman, Centre for Communications and the
Arts and Chairmen of departments in the Physical 'Development
Centre and the Educational Foundations Centre.
.
is
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.....,,:.............................................,.,
.,. ---..
The Res onsibi lit ic a, ?e thod of Appoin trnth-
aI)cl
TCnUL-C
of Dcp.rtment Chair ion
I
I.. Department Chairman - Res ps ibilities
1. (a) Within a Department, the basic p
is that of imus_inter pares; he sh
of his colleagues, and act as their
University, he shall be responsible
of the Depa: ;ment in accordance with
procedures of the University.
osition of a Chairman
all have the confidence
spokesman. Within the
for the administration
the policies and
(b) Within those matters which are properly under Departmental
jurisdiction, the basic po]iáies of the Department will be
approved collectively, although certain areas of
administrative
discretion
must be left to the Chairman. In carrying out the
policies of the i)epartment, the Chairman shall be guided by
the Department meeting, by the appropriate Departmental
committees, and by consultation with his colleagues, as may
be applicable. The Chairman shall be responsible to the
Department for executing its policies, and may be recalled
for failure to do so.
2. (a) A Department may delegate to its Chairman such powers
and functions as it deems advisable; such delegation may
•
include, if desired, supervision of the Department's
performance
perfor
of its resoonsibilities within
the university
(see section III below).
(b) A Department may formalize the relative powers of its
Chairman, of the Department, and of its committees through
the establishment of an accepted set of procedures in a
constitutional document. Such a document will not however
supersede a full statement of the responsibilities of a
Department to the University as a whole; a statement of
such responsibilities is appended for the guidance of
Departments and Departmental chairman..
II. Departmental Chairman - Duties
1.
The Department Chairman shall be responsible for ensuring
that his department generates an academic plan, establishes
its academic priorities, and carries out its intentions in
this regard. Such a plan shall be arrived at through
maximum consultation within
,
the Department, and, where
appropriate, outside the Department.
2.
The Department Chairman shall present the annual budget
estimates for the department, with supporting materials,
through the appropriate channels, to the President. The
estimates shall be arrived at through such procedures as
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the department deems advisable, and will be presented in
.a manner which conforms with recognized University practices.
-2-
.
3.
The Department Chairman shall oversee the administration
and control of departmental funds within the approved
budget, so as to ensure the best use of funds available,
in conformity with the academic, purchasing, personnel,
and financial policies of the university.
1.. The Department Chairman shall supervise the support
staff assigned to his Department to ensure efficient
and economical operation, and to ensure that, within
the limits of the staff at his disposal, the teaching
and research activities of his department are adequately
supported.
5.
The Department Chairman shall
participate in the teaching
and research programs of his Department to an extent
compatible with his administrative duties.
6.
The Department Chairman shall put the interest of his
department ahead of his own research interest or the
interest of his speciality or section
within
a given
field.
7.
The Department Chairman shall prepare for the President
an annual reporton the activities of his department up
.
to March 31 each year, and have it available by the close
of the Spring Semester.
III.
Academic departments at Simon Fraser University have the
following responsibilities, and will be held accountable
through their Chairman for the performance of these
responsibilities.
i) Departmen'ts will be responsible for maintaining teaching
and research programs of the hi
g hest quality. They will
maintain interest in the well-being of students and
concern for the academic progress of the University. They
will
in the
ensure
Department
that the
is in
quality
accordance
of teaching
with the
and
academic
scholarship
policy of the University, and will facilitate effective
• Qollaboration with other departments. They will ensure that
their faculty and students are given every opportunity to
participate in the academic life of the University, and to
obtain the maximum academic benefit from their participation
in the Simon Fraser University community.
2) Depatments will be responsible for mounting and maintaining
their teaching programmes, including the assignment of
specific courses, tu-torials andl laboratory classes by
agreement among members of the Department through appropriate
procedures.
•
•
-•)-
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3)
Departraents will recommend to Senate, on the advice of
appropriate departmental committees and with the support
of the appropriate Faculty, the courses of instruction
to be offered in the department.
i) A Department will engage in a continuous review of its
operation to assure that it is functioning well within
the University and where appropriate through external
assessments, that\.is well regarded by the wider
academic community.
5)
Departments will ensure that there are in the Department,
at all times, members of faculty assigned the duties of
advisors to, students, and that the Registrar is aware of
the names of these advisors.
6)
Departments will collaborate with Senate and other
departments to ensure that duplication of courses or
activities is avoided, and that the resources of
departments are used to the maximum advantage of the
academic community.
7)
Departments will organise and supervise graduate work
in their departments in conformity with the policy and
practices of the Senate Graduate Studies Committee.
8)
Departments will recommend to the Dean, and on his
approval appoint, suitable Teaching Assistants to
authorised positions and report these appointments to
the President each semester.
9)
Departments will recommend to the President on the advice
of appropre departmental and faculty committees, the
appointment of teaching staff in their departments.
10)
Departments will make recommendatiOts to the President
:throuh appropr.a'te. departmental and 'other: coirimitees. on.
the 'promotion, salary increase, renewal of appointments
and tenure, of department members.
'ii) Departments will prepare annual budget, estimates for the
• Department through such internal procedures as they shall
deem appropriate.
12) Departments will arrange for their represertation on
committees as necessary, and will ensure that each
department carries its fair share of the committee work
required of faculty in the operation of the University.
13) 1)epartñients will hold regularly scheduled meetings of
•
both de par tiiental committees and of the whole department,
bearing
n
in mi
d that individual members of the department,
as far as possible
.
, must be protected from such extensive
involvemeht in committee work as would result in marked
interference with their research activity or other
scholarly pursuits.
hi-)
Departments will maintain close and responsive contact
with academic, cultural and other appropriate groups
outside the University.
TV.
Procedures for the Selection of Departmental Chairmen,
Associate Chairmen, and Act in Chairmen
1. The procedures set forth below for
the selection of Departmental
Chairman
shall be
initiated normally nol
later than six monLhs prior to the
end of the term of office of a
Departmental Chairman
Review Committee
2. At the appropriate time (see IV-1
Interim Council
- composition
above),
the President shall
II- 1 6b
and 1-•6c;
request Senate to establish an
the concept of a
ad hoc Senate committee,
referred
Review Committee
•
to hereafter as a Review Conu'iittee,
is accepted,
but thc
unclor the chairmanship of the Dean
timing of its work
of the Faculty involved.
This
should precede the
committee
shall
consist of the
identification of a'
Dean,
the Academic Vice-President,
individual as chairi
and two members of the Faculty
to avoid confusion
concerned, nominated by the
over
the real
i.s:c,
Faculty and approved by Senate.
i.e.
academic
so.:
The latter two members of Faculty
It should be a Scriat
should not be from the Department
Committee,
since
under review.
Senate
is
CI
acac1
governing body.
•
Academic V.-?.
is e:(
officio a voting
member of all such
•
Committees.
'Rev
cw Committee
3.
The
Review
Committee will make
- duties
recommendations to the President,
as chairman of Senate, and to the
department concerned,
as to
whether the department is
functioning well within the
University and as to whether its
members are well regarded by the
wider academic community.
Departments should at all times
hold themselves ready to present
to a Review Committee the results
of the continuing review referred
to in para. III-.
.
In: preparing its recommendations,
Interim Council
the Revievi Committee will consider
II--6b
submissions made to it by all
members of the department
concerned, and by any other
•
interested persons.
L .
It can be assumed that the Review
Committee's report of its findings
to Senate will in normal
circumstances, be favourable, in
which case the Department concerned
will be asked by Senate to select
its nominee for the position of
Chairman.
Procedures follow-
5.
The Department will then decide on
ing favourable
recommendation
(a) whether it wishes to select an
from Review
internal or external nominee
Committee
Interim Council secm
•
to consider outside
candidates only in
o
event of a DeparLmon
in
conflict with a
Dean's Committee
(b) the term of office of the
(Ii--6c).
An
Chairman; this shall be not less
academi:ally sound
than
two
years, and not more
Department may wish
than five years.
In any case,
seek an external
the term shall be renewable
candidate.
once by agreement of both the
individual concerned and the
Interim Council
•
Department.
..
II2-3
•
•
6.
a) If the department decides to
select an internal candidate,
the
Dean shall supervise the election
Interim Council
for the position of Chairman.
The person elected must 'be
•
acceptable to the majority of the
•
•
department; the definition, of.
•
•
majority shall be arrived at by
the department prior to the
election.
..•
•
.
b)
If
the
dcpLtrac1t decides to
select an external candidate, it
.
shall form a Search Committee,
the composition of which
shall be
at the discretion of the department.
It may be thought advisable to
include members of faculty from
outside the Department, and/or the
Dean of the Faculty, on this
committee. The final recommendation
of the Search Committee shall be
•
ratified by the department as its
nominee for the position.
c)
The department's nominee in
either a) or b) above shall be
recommended through the Dean to
the President for submission to
the Board of Governors.
Interim Council
no rccomincndation
on this point.
Procedures follow-
7.
In the event that the Review
ing unfavourable
Committee's report to Senate is
recommendation
unfavourable, a 'Chairman shall be
from Review
selected
Committee
by the following
procedures:
a) There shall be formed a search
and nomina t ionc ormni t tee composed
of the Dean of the faculty concerrd,
three members of the department
concerned elected by the department,
the Academic Vice-President and two
members of faculty elected by the
Senate.
This committee may, at its
discretion,
choose a non-voting
external advisor who shall be in
the same discipline as the
department concerned but from
another university.'
b) Any member of
'
the committee shall
have the right to propose persons, for
consideration during the search;
specifically,
the department
representatives shall bring: forward
for consideration persons
who have been
suggested
by
members of the
department concerned.
,
The committee
shall give most serious attention to
.
all persons sugested by the
departmental representatives and
shall endeavour, where possible,
to
recommend such a person for -the
position.
(interim Council
II--7a
gave
composition of this
entirely to
Dcpart:
this does no seem
for a Department in
need of a boost; this
composition givcs th
Department an equal
voice with Senate'.)
7-
.
0
8.
The rcöonuiiendation of the Search
Committee (Para .7(a)
above) shall
be conveyed to the President for
submission to the Board of
Governors.
9.
a) The chairman chosen by the
department according to the
procedures set forth in
paragraphs 6 a), b), c) above
may be recalled according to
the following procedures:
1) A petition signed by at least
one third of the membe's of the
department and presented to the
Dean, followed by:
ii) A simple majority vote of
the entire department, this vote
to be held not earlier than
sixty days after the submission
of the petition. Such a recall
vote shall not occur until a
chairman. has been in office for
at least four months.
b) The Chairman who has been
selected according to the
Procedures set forth in
paragraphs 7a, 7b and
8
above
shall not be subject to the
initiation of this recall
procedure until he has held
office for at least 24 months.
Recall procedures
.
(This changes Inte
Council II
4-
-
7a, t.
the department shai
ratify the ca.ncliciat
before recoiriendat
is made. It isuri-
likely that dead
Wc(
will welcome the
w00.
cutter. This proc:
would seem to give
department the
maximum feasible
influence of. Duff-
Berdahi report "t-he
departmental voice
should be the pre-
dominant but not the
exclusive one in the
choice of the nOw
chairman.)
Interim Council
11-11-11
A Chairman appoin
this situation reciW'
a period of imr:unity
in
which to boos th:.
academic standard of
the Department.
•Associatc
4
.
Stipend of
Chairman, etc.
is
10.
A Department which feels the need
for administrative competence in
addition to its Chairman, and
which
wishes to formalise the position of
Associate Chairman, shall submit a
statement of its case to the Dean
of its Faculty for transferC to
the President and the Board of
Governors. The procedures for
selection of an Associate Chairman
will normally be those set out in
paras. 6(a) and
6(c)
above.-
bove.
'
The
term of office of the Associate
Chairman shall
not
be longer than
that of the Chairman, and shall
not be less than twelve months.
11.
In the case of the absence of the
departmental chairman, the follow-
ing
shall apply:
• a) where absence is to p be of a
short term (i.e. less than one
month) the chairman may appoint
an acting chairman.
b) in the case where absence is to
be longer than one month, or where
the position falls vacant without
notice, the associate chairman shall
fill the position as acting chairman
until the chairman returns or until
a new chairman isselected.
Departments which do not have an
•
associate chairman will normally
select an acting chairman according
to the procedures set forh in
paragraphs 6a and
6c
above.
12. Normal academic considerations will
apply in establishing the basic
salary of a Chairman, Associate
Chairman, or Acting Chairman. In
addition to this salary, each shall
receive an extra stipend for the
• performance of his administrative
duties. This stipend shall be paid
as long as the person concerned
continues to hold the position in
question.
Interim Council
11---8. It seems
reasonable for a
Department to jusLi-
the need for a Semi..
permanent Associat
Chairman.
Interim Council
II- 1
-9a, 9b
Rcscarch semester
13.
Departmental Chairmen, Associate
Chairincri and Acting Chairmen will
be entitled to research semesters
in accordance with normal.
university practice, but shall not
receive the adm5.nisLrative stipend
(para. 12) if they choose not to
perform administrative duties
during such semesters.
V. Implemen tat ion of Rec ominendat ions
1.
All departments of the University will initiate selction
procedures for
Chairimn
by the procedures set out above, within
six months of the final acceptance of this policy
statement by the University.
2.
The Academic Vice-President and the Dean of the
appropriate Faculty will prepare for Senate approval
a list setting out the order in which the Departments
of each Faculty will be reviewed by the procedures in
para. IV-2 and IV-3 above. These lists will be
presented to Senate within one month of the final
acceptance of this policy stttem€nt by the Univcrs Ly
3.
The term of service of all. existing Heads, Acting
Heads and Chairmen shall be deemed to expire when
a Chairman, selected by the procedures in Section 1Y,
• takes office. Existing Heads, Acting Heads and
Chairmen will not be disbarred from selection as
• Chairmen.
Extract froiii Senate Minutes- July 7.'1969
Moved by B.D'Aoust, seconded by K.l3urstein, that
because
1)
goodwill for a policy or a department is not easily
come by but can easily be lost, and
2)
the. ircrtter probability of objectivity and competence
should help to avoid the nurturing of bad will,
moved ,in principle,
that whore a department's academic soundness is seriously
qucstioncd,and whenever feasible, that outside authorities
within the department's general field of competence be
called in to assess its soundness.
C
MOTION CARRIED
NOTE:
The above motion does not form an integral part of Paper
S.224,
but
accompanies the, paper.
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