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Memo: To ALL FACULTY

From: Dr. P. D. McTaggart-Cowan

President

Subject: University Administrative

Date: November 6, 1967

Re-organization

Last summer on the recommendation of the Deans and Heads the

President appointed an ad hoc committee on University adminisrative

re-organization to study the general administrative organization of the

University and recommend on changes for the future. The committee was

composed of:Dean MacKinnon as chairman, R. J. Baker, G. L.Bursill-Hall,

A. B, Cunningham, C. L. Hamilton, C. D. Nelson, D. P. Robertson, and

D.H.M. Ross. The committee's report was presented to and discussed

by the Committee of Heads prior to being presented to the Board of

Governors who, under the terms of the Universities Act (sect. 46d) must

appoint, fix the salaries and define the duties of all senior members of

the University. The Board has subsequently approved all the recommend-

ations of the committee with only two changes on points of nomenclature.

These recommendations, with the original committee wording and where

applicable the changes approved by the Board and the action related to each,

are enumerated below.

Recommendation 1._ The position of Academic Vice-President be established

immediately and steps be taken to fill the position as

soon as possible.

The President's Advisory Committee has recommended and the

President has agreed to the establishment of a search committee

to fill this position. The search committee is to be composed of

three Board members, and three full professors, one professor

to be appointed from each faculty. Just as soon as the faculty

members are named, the committee can begin its task. In the

very near future, then, they will be asking faculty for names of

possible candidates for this new position. The job of the

committee will be to present a short list from which the final

appointment will be made.

Recommendation 2. The position of Academic Deans be full-time line officers.

Terms of reference for each Dean have been approved by each Faculty

and we now have or will have by January 1, a full time Dean in

Education and Science respectively. The advice of the ad hoc committee

that the Dean of Arts not be appointed until after the appointment of the

• new Vice-President, Academic, has been accepted so that the Vice-

President can be a member of the University search committee for the

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Dean.

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Recommendation 3. The position of Director of Academic Services be

established immediately and steps, be taken to fill the

position as soon as possible.

The supplementary recommendation that Academic Services include

Physical Plant and Planning, Purchasing, Ancilliary Services

(Security, Reidences, Food Services, Caretaking,) the Registrar's

Office, Personnel, and Computing, has also been approved. The

only change from the committee recommendation is that the

position be named Vice-President, Administration. Steps to fill

this position will be taken immediately.

Recommendation 4. The Bursar, as the financial officer of the University, should

report directly to the President and should be a member of

the President's Council.

Recommendation 5. The Committee of Deans should be renamed the President's

Council.

The Board approved the change of name to that of "President's

Advisory Committee" and the ad hoc committee agreed that this

name was more suitable. Committee members are the President as

chairman, the three Deans, the Bursar, the Registrar, who will

be replaced by the Vice-President, Administration when the Director

.of Univeis ity Affairs who will be replaced by the Vice-President,

Academic when appointed, the Dean of Student Affairs (pro tern) and

the Executive Assistant to the President as (non-voting) resource

person to the committee. The committee functions as the top level

advisory body to the President. It enables the senior academic and

administrative people to come together to discuss with the President

mutual prOblems.

Recommendation 6 The position of Director of Academic Planning be changed to

an academic position concerned with Institutional Research.

The Board tabled discussion on this position until after the Academic

Vice-President is appointed. The Board considered that the nature

and purpose of this position should be considered with the Academic

Vice-President in attendance. In the meantime this role is continuing

to be performed by the Director of University Affairs.

i, Recommendation 7. The Committee of Heads to be renamed the Committee of

Departments and to serve as a consultative body rather than

a management committee.

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ORecommendation 8. The position of Dean of Student Affairs be given

careful stuy.

The President's Advisory Committee recommended and the President

ha? appointed an ad hoc university committee on Student Affairs

which

hap been asked to consider the whole area of non-academic student

services and to make such comments and recommendations for

improvement and development as they see fit. The membership of

the committee is: Dr. Charles Hamilton, chairman, the President

of Student Council (Arthur Weeks), a representative of the

graduate students, (Mr. Ian Spencer), two professors from the

faculty of Arts (Dr. Charles Crawford and Professor F. M. Frazer

were named by the Dean) one professor from the Faculty of Science

(Dr. Konrad Colbow was named), one professor from the Faculty

of Education (Dr. Arthur Elliott was named), the Registrar, the

Dean of Student Affairs and the Executive Assistant to the President.

This committee has already met twice and is about to announce a

program of study which will include, in particular, soliciting

student opinion regarding student services.

The full report of the ad hoc committee on re-organization is available in my

office for anyone wishing to see it.

Finally, I would like to thank all those who served so well on the ad hoc

committee and those who are or will be participating in the committees arising out

of the recommendations. I especially hope that as many faculty and students as

possible will take an active part in helping these committees in their very

important tasks.

P. D. Mc aggart-Cowan.