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approved by Senate,

July 7th,

1969.

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From

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S.en.e      

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Sbjec.

Senate. 

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DIC

and heads 

At a meeting on. March 

•t•t.h, 1968, Senate esta'Olisbed 

'a •committee to study the method of appointment, t;enure and 

functions of Deans and Heads of Departments . The members of 

this committee are M. Collins, f,M, Hamilton, R .N . Maud 

A. H. MacKinnon and H. G. Tuck (subsequently elected by the 

commit tee as its chairman) . The 

commit 

Wsantcd a report. 

to senate Q14 1a, with a Minority re 

ort S1 ib) on 

September 23rd, 

968,

at

which

time Senate received the 

report, and decided that this matter not 

be

discussed now, 

but that once Joint Faculty has made recommendations of its 

own thi 

s

matter be reconsidered by the Committee and then 

referred to Senate" 

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The report of Interim Council. of Joint Faculty 

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s

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forwarded to Senate on December 

24

th " 

1968

by the Ac: ting 

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Chairman of Joint Faculty (L.A. Boland), tc.getber with the 

-.

results of the referendum on Interim Council' s proposals 

On January 6th, 

19695

the Chairman of Senate 

indicated that items H. I •- D.XII had been forwarded to the 

Senate Committee on Deans and Heads. 

On January 21st, 

19 6

the Hoard of Governors 

passed a resolution adopting "in principle the 

ChairrdaflhiP

principle of departmental administration, and invites Senate 

to forward specific

recommendations concerning the method of' 

appointment, responsibilities and term of office of 

Department Chairmen" 

The Senate Committee has considered all the 

information laid before it, and now presents to Senate its 

rcoinnendatiOns 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

Senate, arid we have therefore set out a statement of such 

•y , csponsibilitles.

Similar statements are 

included

for

Acting and Associate Chairmen. Finally we make recommendations 

A111

as

to stipends, and on methods of implementing our 

rcc

.

nmer i dat 

ion

s. ? 

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Dr Maud has presented a dissenting report, rcfCrriflL 

specifically to Section IV. Hi 

S

s letter is attached to the 

report. 

We will. at a latcr 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. 

DGT:mlh 

?

D.G. Tuck 

itt

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 

C ommu n Ic at ion s 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. 

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2_jacnt

Chainncn 

I. Department Chairman - Rs9psibiiities 

1.

(a)

Within a Department, the basic position of a Chairman 

is that of 

?

imus_inter pares; he shall have the confidence 

of his colleagues, and act as their spokesman. Within the 

University, he shall be responsible for the administration 

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of the Depa ;rncnt in accordance with the policies and 

procedures 

of

the University. ? 

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(b) Within those matters which are properly under Departmental 

jurisdiction, the basic poiiáies 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 Department, 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 

1)cpartment 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 of its res 

p

onsibilities 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 

superGede 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 

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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. 

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2. The Department Chairman shall present the annual budget 

estimates for the department, with supporting materials, 

through the appropriate channels, to the President. The 

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estimates shall be arrived at through such procedures as 

the department deems advisable, and will be presented in 

• a manner which conforms with recognized University practices. 

4

)a 4 ? 

I.

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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 avai.lable, 

in conformity with 

the

academic, purchasing, personnel, 

and financial policies of the university. 

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. 

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3•

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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. The Responsibilities of Academic_Departments 

Academic departments at Simon Fraser University have the 

following responsibilities, and will be held accountable 

through their Chairman for the performance of these 

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responsibilities. 

i) Departmen9s will be responsible for maintaining teaching 

and research programs of the 

highest

quality. They will 

maintain interest in the well-being of students and 

concern for the academic progress of the University. They 

will ensure that the quality of teaching and 

scholarship

in the Department is in accordance with the academic 

policy of the University, and will facilitate effective 

collaboration with other depaitments. 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 mainta5.ning 

their teaching programmes, including the assignment of 

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specific courses, tutorials andl laboratory classes by 

agreement among members of the Department through appropriate 

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procedures. 

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Departments 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 rill recommend to the President on the advice 

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of approprte departmental and faculty committees, the 

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appointment of teaching staff in their departments. 

10)

Departments will make recommendatiOts' to the- President 

:through approprate. departmental and other: commi.ttçesl. 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. 

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4Atd (

13) Departncnts will hold regularly scheduled meetings of

both departirental committees

and of

the whole department,

bearing

mind that individual members of the department,

as far as possible, must be protected from such extensive

involvemoht in committee work aswould result in marked

interference with their research activity or other

scholarly pursuits.

11.) Departments will maintain close and responsive contact

with academic, cultural and other appropriate groups

outside the University.

IV. Procedures for the Solectio

n of Departmenta

Chairmen,

soc

late Chairmen, and Act in Chairmen

1. The procedures set forth below for

the seloc tion of Departmental

Chairman shall be initiated normally not

later than six months prior to the

end of the term of office of a

Departmental Chairman.'

Review Committee

2. At the appropriate time (see P1-1

Sente to establish an

the concept of a

ad hoc Senate committee,

referred

Review Committee

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to hereafter as a Review Coru'iittee,

is accepted, ?

but thc

under' the chairmanship of the Dean

timing

its work

of the Faculty involved.

This

should precede the

committee shall consist of the

identification of an

Dean, ?

the Academic Vice-President,

individual as chair

and two members of the Faculty

to avoid confusion

concerned, nominated by the

over the real isnc

Faculty and approved by Senate.

The latter two members of Faculty

It should be a Scri.t

should not be from the Department

The Review Committee will make

- duties

recairanendations 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

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wider academic community.

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Departments should at all times

hold themselves ready to piescnt

to a Review Committee the results

of the continuing review referred

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to in pars. III-L

Procedures follow- 

ing favourable 

rcc ommenciat ion 

from ,   

Review 

Committee 

• In preparing its recommendations, 

the Reviei Committee will consider 

submissions made to it by all 

members of the department 

concerned, and by any other 

interested persons. 

1

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. 

The Department will then decide on 

(a) whether it wishes to select an 

internal or external 

nominee

Interim Council 

II-4-6b 

.

(b) the term of office of the 

Chairman; this shall be not less 

than two years, and not more 

than five years. In any case, 

the term shall be renewable 

once by agreement of both the 

individual concerned and the 

Department. 

a) If the department decides to 

select an internal candidate, the 

Dean shall supervise the election 

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. 

...

Interim Council scem 

to consider outside 

candidates only in 

event of a Departmen 

in conflict with a 

Dean's Committee 

(ii- 1 

-6c). An 

academi-ally sound 

Department may wish 

seek an external 

candidate. 

Interim Council 

II_11_3 

Interim Council 

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,

b)

If the department decides to 

select an external candidate, it 

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shall form a Search Committee, 

the composition of which shall be 

at the discretion of the department. 

It may be 

thought

advis.ble to 

include members of faculty from 

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outside the Department, and/or the 

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Dean of the Faculty, on this 

committee. The final recommendation 

• . of the Search Committee shall be 

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ratified by the department as it 

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. 

Procedures follow- 7. In the event that the fleview 

in- unfavourable ? 

Committee,s report to Senate is 

recommendation 

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unfavourable, a'-Chairman shall be 

from Review ? 

selected 

Committee 

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by the following 

procedures: 

a) There shall be formed a search 

and nominationcommittee composed 

of the Dean of the faculty 

concern-- 

id,

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 

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department concerned but from 

another university. 

Interim Council 

no recommendations 

on this point. 

(Interim Council 

II-

1

-7a gave 

composition of this 

entirely to I)epartm: 

this does not seem 

for a Department in 

need of a boost; this 

composition gives th 

Department an equal 

voice with Senate.) 

b) Any member of 

*

the committee shall 

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have the right to propose persons, for 

consideration during the search; 

specifically, the department 

representatives shall bring-forward 

for consideration persons 

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who have been 

suggested 

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. ? 

The rob oriimendation of the Search 

Committee (Para 

7(a)

above) shall 

be conveyed to the President for 

submission to the Board of 

Governors. 

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 members 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 

ci' 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 

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 Ile: 

Council IL-4-7a, t, 

the department shal 

ratify the candicia 

before recommend-ea,- 

is made. It 

1SU-

likely that dead 

WCC

will welcome the 

WO..

cutter. This proce 

would seem to give 

department the 

maximum feasible 

influence cf. Duff- 

Berdahl report "the 

departmental voice 

should be the pre- 

dominant but not th 

exclusive one in the 

choice of the nOw 

chairman.) 

Interim Council 

A Chain1ari appoine:1 

this situation reo;.i' 

a period of imr:iuniy 

in

which to boost t 

academic standard of 

the Department. 

As

Soc iate 

- .irman 

.

Stipend of 

Chairman, etc. 

.

10.

A Department which feels the necà 

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 transfer( 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.- The 

term of office of the Associate 

Chairman shall not be longer than 

that of the Chairman, and shal) 

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 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 

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 

It seems 

reasonable for a 

Department to jusLt 

the need for a semi 

permanent 'Associate 

Chairman. 

Interim Council 

II--9a, 9b 

tL5L,(

e/i

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44/Ct- 

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Rcsearch semester 13. 

DcpartmcnLai Chairmen, Associate 

Chairmen and Acting Chairmen will 

be entitled to recarch semesters 

in acc 

ordance 

with normal 

university practice, but shall not 

receive the administrative stipend 

(para. 12) if they choose not to 

perform administrative duties 

during such semesters. 

a

V.

Impemen 

tat ion of Recommendations 

1. All 

departments of the University will initiate seiction procedures for 

Chairmen 

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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. YV-2 and IV-3 above. These lists will be 

presented to Senate within one month of the final 

acceptance of this policy statement by the University. 

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 1V, 

takes office. Existing Heads, Acting Heads and 

Chairmen will not be disbarred from selection as 

Chairmen. 

'xUa.- 

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a&U -C4 

Extract from Senate Minutes' 

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Jul y 

7i'1969 

Moved by 3.])Aoust, seconded by KJ3urstcin, that 

because 

1)

goodwill for a policy or a department is not easily 

come by but can easily be lost, and 

2)

the grcmer probability of objectivity and competence 

should help to avoid the nurturing of bad will, 

moved,in principle, 

that where a department's academic soundness is seriously 

questioned ,and whenever feasible, that outside authorities 

within the department's general field of competence be 

called in to assess its soundness. 

is

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MOTION CARRIED 

NOTE: 

The above motion does not form an integral part of Paper S.224, but 

accompanies the, paper. 