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• ?

7/,/ti

Gfi(Il\T

i ?

4i,

.c.e.ta.ry.of.S.ena.tc

Heads

At a meeting on March

kt.h, 1968,

Senate established

committee to study the method of appointment, tenure and

funct ion

s of Deans and Heads of Departments''. The members of

this committee are M. Collins, F .M. Hamilton, H 1

. !4aud

A.R. MacKinnon and I). G . Tuck (subsequently elected by the

conuiiittee as its chairman) . The committee presented a repert

to Senate (51

11a, with a Minority report Si1h) on

September

23rd,

1968,

at which time Senate received the

report, and decided

'that

this matter not be

d5.scüssed nou, 

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

1th,

1968

by the Acting

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

results of the referendum on Interim Council

s proposals

On January 6th,

1969,

the Chairman of Senate

indicated that items ID. I

D. X1! had been

forwarded 

to the

Senate Committee on Deans s.ndi. 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

• aprointmeDt, 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

rçcommendatiOfls on the responsibilities of Chairman, the

mthods of appointment and length of term of office. Under

a sytem of Chairmen, it is impossible to defihe the

responsibilities of Chairmen Without also establishing the

responsibilities of Departments to the university and Q.

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

All.

4..

D.G. Tuck 

DGT:mlh 

.. .• . ?

-2

-

Dr Maud has presented a dissenting report, referring 

specifically to Section IV. fli,s 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 he able to proceed 

with-'-the

present 

document at this time. 

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 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. 

.• ? . ? 

. ?

.

ffff      

—•------............. 

?

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

Th cJ cp.nsibi1it 

?

App

LPI

I.. Depament Chairman - Respsibillties 

1.

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

is that of-Primus 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 

of the Depa ;ment in accordance with the policies and 

procedures cf the University. 

?

-

(b) Within those matters 

which

are properly under Departmental 

jurisdiction, the basic 

p0]

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 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 Departments 

performance of its resoonsibi].ities 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 in 

• a manner which conforms with recognized University practices. 

-2-

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. 

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. 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 

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 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) Departments will be responsible for mounting and rnainta5.ning 

their teaching programmes, including the assignment of 

S

specific courses, tutorials and. laboratory classes by 

• agreement among members of the Department through appropriate 

•

?

procedures. 

—3-

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.

1) A Department will en

age in a continuous review of its

operation to assure that it is functioning well within

the University and where appropriate through external

assessments, thatis well regarded by the wider

academic community.

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.

1)epartmeflts 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 cormiu.nity. ?

y) Departments will organise and supervise graduate work

in their departments in conformity with the policy and

practices of the Senate Graduate Studies Committee.

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.

• ?

Departments will recommend to the President on the advice

of appropriate departmental and faculty committees, the

appointment of teaching staff in their departments.

io) Departments will make recommenda't iota s' to the- President

:throu g

h appropr-ate. departmental and 'other': coiimiit,ecs. on.

the

promotion, salary increase, renewal of appointments

and tenure, of department members.

'11) 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) Departñients will

hold 

regularly

scheduled meetings of 

• ? 

both departnental 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 

involvemeht in committee 

work 

aswould result in marked 

interference with their research activity or other 

scholarly pursuits. 

ill.) Departments will maintain close and responsive contact 

with academic, cultural and other appropriate groups 

outside the University. 

IV.

Procedures for the Selection of Departmental Chairmen, 

Associate Chairmen, and Acting Chairmen 

1. The procedures set forth below for 

the selection 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 IV-1 

Interim Council 

- composition     

above), 

?

the President shall 

II-' • 

6b and 2.-6c; 

request Senate to establish an 

the concept of a 

ad hoc Senate committee, 

?

referred  

Review Committee 

•

?

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 a 

Dean, ? 

the Academic Vice-President, 

individual as chair. 

and two members of the Faculty 

to avoid confusion 

concerned, nominated by the 

over the real isc, 

Faculty and approved by Senate.   

i.e. ? 

acadc 

?

.c

?

sc.:r 

•

The latter two members of Faculty  

It should be a SerLat 

should not be from the Department  

Committee, ? 

since 

under review. 

Senate is the ac ad 

governing body. 

?

?h-

•

Academic V.-?. 

?

is e 

•• 

officio a voting 

mem'oer of all such 

• ? 

•

Committees. 

Revie: 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 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-. 

Procedures follow- 

ing favourable 

rec ommendat ion 

from 

,

Review 

Committee 

.

In preparing its recommendations, 

the Reviev/ Committee will consider 

submissions made to it by all 

members of the department 

• concerned, and by any other 

interested persons. 

1 .

• 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 

(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. 

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 

departments the definition, of. 

majority shall be arrived at by 

the department prior to the 

election. 

Interim Council 

II- - 

6b

Interim Council semi 

to consider outside 

candidates only in 

event of a DeparLierii 

in conflict with a 

Dean 

(I1--60.

t

s Committee 

An

academi'ally sound 

Department may wish 

seek an external 

candidate. 

Interim Council 

Ii--3 

Interim Council 

. ?

• ? 

•

•-6-

b)

If the dcpaitracit decides to 

select an cxtci-na). 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. 

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 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 nomination committee composed 

of the Dean of the faculty concerrzd, 

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 

no reconuncndation 

on this point. 

(Interim council 

II-

1

-7a gave 

composition of this 

entirely to DeparL: 

this does not seem 

for a Department in 

need of a boost; this 

composition gives th 

Department an equul 

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 by 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 rob onunendation 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 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 lease 24 months. 

Recall procedures 

.

(This changes Inter 

Council II-4-7a, t, 

the depar ? 

nt sha1 

ratify the candicia 

before recommendatj 

is made. It is.un, 

likely that dead 

will welcome the 

1.100.

cutter. This proced 

would seem to give t 

department the 

maximum feasible 

influence cf. Duff- 

Berdahi report "the 

departmental voice 

should be the pre-. 

dominant but not the 

exclusive one in the 

choice of the nOw 

chairman.) 

Interim Council 

A Chairman appoint-e-_': 

this situation reo;ir 

a period of imr:uniLy 

in which to boos 

the.

academic standard 

of

the Department. 

-:8-

Associatc 

?

10.

A Department which feels the need 

- \jrman ? 

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 (c) above.- 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 is selected. 

Departments which do not have an 

associate chairman will normally 

select an acting chairman according 

to the procedures-set forh in 

paragraphs Ga 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-I--8. ? 

It seems 

reasonablefor a 

Department to justj 

the need for a semi- 

permanent Associate 

Chairman. 

Interim Council 

II- 1 -9a, 9b 

•

I

}c search scmcter 1. Departmental Chairmen, 

Associate 

Chairmen and Acting Chairmen will

be untitled to research semesters 

in ac:corclancc with normal. 

university practice, but shall not 

receive the aciini..nisLrative stipend 

(para. 12) if they choose not to 

perform admini strative duties 

during such semesters. 

V. Implementation of Recommendations 

1. ? 

All departments of the 

University will initiate seiction procedures for 

Chairmen ? 

by the procedures set out above, within 

six months of the final acceptance of this policy 

statement by the University. 

2. The Academic Vicc-Prcsident and the Dean of the 

appropriate Faculty wi].l prepare for Senate approval 

a list setting out the order in which the Departments 

of each Faculty will he reviewed by the procedures in 

para. ? 

]TV-2 and IV-3 above. 

?

These lists will be 

Presented to Senate within one month of the final 

acceptance of this policy st.terncnt by the Unlvcrs]ty. 

3•

The

term of service of al]. 

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. 

.

Extrictfroni Senate Minutes- July 7,1969 

Moved by 

]3.DtAoust, 

seconded by K.Burstcin, that 

" because 

1)

goodwill for a policy or a department is not easily 

come by but can easily be lost, and 

2)

the y',rcciter probability of objectivity and competcncc 

should help to avoid the nurturing of bad will, 

movcd,in principle, 

that where a 

?

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. 

MOTION CARRIED 

NOTE: 

The above motion does not form an integral part of Paper 

S.224,

but

accompanies the, paper. 

2

2

SIMON FRASER UNIVERSITY-

NIVERSITY

DEPARTMENT OF ENGLISH

BURNABY 2, BRITISH COLUMBIA

Telephone 291-3111 Area code 601

April 16, 1969. 

•D. C. 

Tuck, 

Chairman, 

Senate Committee on Deans and Heads, 

?

-

Simon 'Fraser University. 

Dear Professor Tuck: 

-

Thank you for the final report of the Committee, dated 9th April 

.'

1969. 

This dissenting report is concerned with Section IV, and centers on 

the Review Committee described on 

pp.

4-5. Insofar as this Review .Committee 

is supposed to judge the fitness of a Department to choose a Chairman before 

_—the-Department has even tried to choose a Chairman, this proposed Review 

Committee violates the provisions of the Interim Council Report II-4--6b and 

iI-4-6c, where the 

re

viewing Dean's Committee asks the Department to choose 

a candidate from outside the Department if the choice from within the 

Department is unacceptable. The Interim Council Report makes good sense: 

there is no point in raising all kinds of accusations and counter-accusations 

as a (god forbid!) normal procedure prior to a Department's efforts to sélec 

a Chairman. Even a suspect Department may come up with a perfectly acceptable 

• Chairman either from within or outside the Department. If the Department's 

candidate is unacceptable, then, the trouble obviously begins. But this 

dissentin 

g

report asks: Why create a lot of trouble before you have to? 

And I predict that there will be a lot of unnecessary trouble if Senate accepts 

"this notion of a Review Committee granting or withholding its "Certificate of 

Good Housekeeping" on the basis of goodness knc;is 'what rumour and hearsay 

evidence. - 

Yours sincerely, 

-Ralph Maud, 

Professor of English, 

member of the Senate Committee. 

/pa

Dr. K. Strand 

Nr. N. Collins 

Dr.

A. cKinnon 

Mr. W. Hamilton 

Mr.

II. Evans 

Dr. L. Boland 

Professor C. Sperling 

Professor J. Hutchinson 

Dean D. Sullivan 