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er

At a 

meeting on March th, 

196

3

Senate csta'olisheci 

a committee to study the method of appointment, tenure and 

functions of Deans 

and Heads of

Department s' . The mcrfo ers of 

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

A. IL 11acI(innon and 1).G . Tuck ( subsequently elected by the 

committee as its chairman) . The committee presented a 

to Senate (Si 

1

iia, with a '1inority report si 

l

iib) on 

September 23rd, 19 

68 ? 

at which time Senate received the 

report, and dcc 

.ded 

that this matter not be 

di.sCÜESSed nOY

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 December 

2

1

th, 1968 

by

the Acting 

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

results of the referendum on In terim Ccuncil' s proposals 

(s-184). On January 6th, 

1969,

the Chairman of Senate 

indicated that items P.1 

?

B. XII had been forwarded to the 

Senate Committee on Deans and Heads. 

On January 21st, 

6

'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 

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 

recommendations on the responsibilities of Chairman, the 

i '

thods of appointment and length of ter 

m

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 tc,) 

Senate, and we have therefore se j. 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 

rcconmsnci.at;iOfls. 

•

-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 

Oil

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 

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 

6.,

ho 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. 

.

.

..... ? 

................................................

•

ME-t-1-10d 

of

Aj:qpo^nt 

ciair;c

I.

Department Chairman - Responsibilities

(a) Within a Department, the basic position of a Chairman

is that of

imus_inter pares; he shall have the confidence

• ?

• ? 

University, 

of his colleagues,

he shall 

and

be

act

responsible 

as their spokesman.

for the administration 

Within the

of the Depa ;tnent in accordance with the policies and 

procedures 

the

University. 

(b) Within those matters which are properly under Departmenta)

jurisdiction, the basic poiiáies of the Department will be

approved collectively, although certain areas of administra

t

ive

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

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 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 

?

W

?

the department deems advisable, and will be presented 

• a manner which conforms with recognized University practices. 

-2-

TheDepartment 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. 

4.

The Department Chairman shall supervise the support 

staff assigned to his 

1

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 report-on the activities of his department up 

to March 31 each year, and have it available by the close 

of the Spring Semester. 

III. The Re spans ibflities of Academic Departments 

Academic departments at Simon Fraser University have the 

following responsibilities, and will be held accountable 

through their Chairman for the performance or these 

responsibilities. 

i) Departments 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 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. 

• 3

2) Depatments will be responsible for mounting and maintaining 

their teaching programmes, including the assignment of 

specific courses, tutorials and. laboratory classes by 

agreement among members of the Department through ppropriate 

procedures. 

-3-

W ?

Depar.tments 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 en 

g

age 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. 

y) 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 approprste departmental and faculty committees, the 

appointment of teaching staff in their departments. 

10)

Departments will make reconnendat iota s to the 

.

President 

:throuh approprate. departmental .nd other: eQ ni.ttcesl. 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 representation 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)epartthents will hold regularly scheduled meetings of 

both departuenta1 committees and of the whole department, 

bearing in mind that individual members of the department, 

as far as possible, must be protected from such extensive 

involvement in committee work as would result in marked 

interference with their research ativity or other 

scholarly'pursuits. 

14)

Departments will maintain close and responsive contact 

with academic, cultural and other appropriate groups 

outside the University. 

11/. Procedures for the Selection of Departmental Chairmen, 

Associatc_Crnm en, and_AcmCnricn 

1. The procedures set forth below for 

the selection of Departmental 

Chairman sriall 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 1 

J-1

Interim Council 

- composition     

above), ? 

the President shall 

II--6b and 26c; 

request Senate to establish an 

the concept of a 

ad hoc Senate committee, 

?

referred  

Review Comnhitted!                                     

-

• ? 

to hereafter as a Review Committee, 

is accepted, 

?

but t 

under 

'the chairmanship of the Dean 

timing of its work 

of the Faculty involved. 

?

This   

should precede the 

committee shall consist of the 

identification of sm 

Dean, ? 

the Academic Vice-President, 

individual as char. 

and two members of the Faculty 

to avoid confusion 

concerned, nominated by the 

over the real i.sec., 

Faculty and approved by Senate.   

i.e. 

?

a ca. dcm5.c ? 

so:.ir 

The latter two members of Faculty  

It should be a Ser 

- ?

st)not be from the Department 

Committee, ? 

since 

under review. 

Senate is the 

,1

governing body. 

?

Th

Academic V.-P. 

?

is

$-'6

1.L

officio a voting 

member of all such 

•

Committees. 

Rcvie: Committee  

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 commrnity. 

•

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-. 

Procedures follow- 

ing favourable le 

ommenciat ion 

from Review 

Committee 

'S.

.

In preparing its recommenclations, 

the Revievi Committee will consider 

submissions made to it by all 

members of the department 

concerned, and by any other 

interested persons. 

i

t. It can be assumed that the Review 

Committee's report of its findings 

to Senate will in normal 

circumstances, be favourable, in 

which case th 

'

e Department concerned 

will be asked, by Senate to select 

its nominee for the position of 

Chairman. 

5.

The Department will then decide on 

(a)

whether it wishes to select an 

internal or external nominee 

(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 

Dpartraent. 

Interim Council 

II- - 

6b

Interim Council scem 

to consider outside 

candidates only in 

event of a Departmni 

in conflict with a 

Dean's 

(ii-i-6c).

Committee 

An

academi:ally sound 

Department may wish 

seek an external 

candidate. 

Interim Council 

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 

II-jI-jt 

-6--

•

??

) If the department decides to 

select an external candidate, it 

S. ?

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. 

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- 

In the event that the Review 

ing unfavourable 

?

Committee,!s report to Senate is 

recortunenciation ? 

unfavourable, a'-Chairman shall be 

from Review ? 

selected 

Committee 

?

?

by the following 

procedures: 

a) There shall be formed a search 

and nomination committee composed 

of the Dean of the faculty concerri4 

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.' 

Interim Council. maj. 

no recorninendation 

this point. 

(Interim Council 

II

. -

1 - .

7a gave 

composition of this 

entirely lo I)epart: 

thi. doe- no seem 

for a Department in 

need of a boost; this 

composition gives th 

Department an equal 

voice with Scnatc.) 

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 

members of the 

department concerned. The committee 

shall give most serious attention to 

all persons suggested by the 

departmental representatives and 

shall endeavour, where possible', to 

recommend such a person for -the 

position. ? 

'

The recommendation of the Search 

Committee ? 

(para .7(a) above) shall 

be conveyed to the President for 

submission to the Board of 

Governors. 

Recall procedures 

a) The chairman chosen by the 

department according to the 

procedures set forth in 

paragraphs 6 a), 

?

b), ? 

c) above 

W

may be recalled according to 

the following procedures: 

1) A petition signed by at least 

one third of the menibe.'s of the 

department and presented to the 

Dean, ? 

followed by: 

ii) A simple majority vote of 

the entire department, ? 

this vote 

to he 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 

above 

shall not be subject to the 

initiation of this recall 

procedure until he has held 

office for at least 24 months. 

..

(This changes Int 

Council II 

.

-k--7a, t, 

the dcparinent sha1 

ratify the candida 

before recommendati 

is made. It isUn- 

likely that dead 

WCC°

will welcome the 

'IOc

cutter. This proced 

would seem to give t 

department the 

maximum feasible 

influence cf. Duff- 

Berdahi report lith 

departmental voice 

should be the pre- 

dominant but not th 

exclusive one in the 

choice of the now 

chairman.) 

Interim Council 

11-4-11 

A Chairman appoint. 

this situation 

a period of imr:iuniy 

in which to 

'000sf

th

academic standard of 

the Department. 

•

: ?

-:8-

Associ1.te     

10.

A Department which feels the need 

.irman        

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.I 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

•

:

?

• ? 

Chairman 

term of office 

shall 

of

not

the

be

Associate 

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 is selected. 

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. 

Stipend of    

12. Normal academic considerations will 

Chairman, ? 

etc.     

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 

II_ 1 

18. It seems 

reasonable for a 

Department to 

jUSLi

the need for a 

serru 

permanent 'Associate 

Chairman. 

Interim Council 

II--9a, 9b 

-.••9

DcpartmcnLai Chairnien, Associate

Chairmen and Acting Chairmen will

be entitled to research semesters

in ac

c

ordance with normal.

university practice, but shall not

receive the adm.nis Irative stipend

(para. 12) if they choose not to

perform administrative duties

during such

semesters. 

V. Im p 

m

entation of Recommendations

1.

All departments of the University 

.y

il1 initiate selction procedures for 

Chairmen ?

by the procedures set out above, within

six months of the final acceptance of this policy

statement by the University.

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. 

1V-2 and

above. These lists will

be

presented to Senate 

within

one

month

of the final 

acceptance of this policy statement by 

­

the Universi 

.

3The

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.

RcsearCh scweter 1.

F^

Extract from Senate Minutes— July 7, '1969 

Moved by b.1)'Aoust, seconded by K.Burstein, that 

" because 

1)

goodwill for a policy or a department is not easily 

coma by but can easily be lost, and 

2)

the rCaLCr 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. 

MOTION CARRIED 

NOTE: 

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

accompanies the, paper. 