S.06-15
,4,
4&me,,ded by
S ?
SIMON FRASER UNIVERSITY
University Secretariat
MEMORANDUM
S
To: ?
Senate
From:
?
Alison Watt
Subject ?
Revision to GP
29 Search Committees for Vice-Presidents and
Associate Vice-Presidents
Date: ?
24 January, 2006
Attached is a revision to the University's Policy GP 29 dealing with the Search
committees and procedures for the appointment of Vice-Presidents and Associate Vice-
Presidents. The existing version of the policy (which is also attached) was last updated
in 2001.
In reviewing this policy, it seemed appropriate to take a more generic view of these
committees, and the policy has therefore been reorganized so that there is one basic
template for search committees for a Vice-President, and a separate template for search
committees for an Associate Vice-President. There are areas of flexibility in the
membership of both types of committees.
For example - Dr. Waterhouse mentioned at Senate in January 2006 that he proposed to
have two student representatives and three staff members on the search committee for
the Associate Vice-President, Students and International. The basic committee structure
allows for one student and two staff members, and Dr. Waterhouse would use the "up
to three additional members" clause to expand this committee to include a second
student, and a third staff member.
The Search Committee procedures are for the most part unchanged, with the exception
of changes which reflect the consolidation of the policy, and revisions which clarify that
some non-academic administrators do not have term appointments. One final revision
is the removal of 2.b.ii in the existing policy referring to the search committee
developing a job description. This change is proposed because the establishment of a
position clearly calls for a job description to have been prepared in advance.
It is recommended that the following motion be presented to Senate and the Board:
That Senate approve and recommend to the Board of Governors the
revision of Policy GP 29 Search Committees for Vice-Presidents and
Associate Vice-Presidents, dated 24 January 2006.
Once approved, this policy revision would go into effect immediately.
Room 3186, Strand Hall
?
8888 University Drive, Burnaby, B.C. V5A 1S6
PROPOSED REVISION GP 29 ?
SEARCH COMMITTEES FOR VICE PRESIDENTS AND ASSOCIATE VICE ?
PRESIDENTS
General
1.
For all the search committees referred to in this policy, the election of faculty will be
conducted in accordance with the procedures for electing faculty to Senate; the election
of staff will be conducted in accordance with the procedures for electing a staff member
to the Board of Governors; voting eligibility for part-time faculty and staff shall be
determined by reference to Senate paper S98-71, motions 1 and 3.
2.
The incumbent of a position being searched under this policy is ineligible to serve on the
search committee.
3.
"Dean" includes the Dean of Library Services
4.
While appropriate gender representation will be expected to vary, search committees
should have at least 20% of their members from each gender.
A. SEARCH COMMITTEES FOR VICE PRESIDENTS
.
.
MEMBERS
CONDITIONS
President (or designate)
Chair
One Vice President
Selected by the Vice Presidents
Two Deans (one of whom must be a Faculty Dean)
Selected by the Deans
or
Three Deans (two of whom must be Faculty Deans)
(in searches for Vice-Presidents, Academic and Research)
Two Faculty Members
Elected by the faculty members jointly
or
One Faculty Member from each Faculty
Elected by and from the respective
(in searches for Vice-Presidents, Academic and Research)
Faculties
President of the Faculty Association (or designate)
President of the Student Society (or designate)
Two members of the Support Staff
Elected by and from the support staff of
the units reporting within the Vice-
President's portfolio
Up to three additional members
Selected by the President, to mitigate
under-representation from the equity-
designated groups and/or to provide
better representation of the portfolio.
These individuals may be members of
any part of the university
air
?
community,
c'. -
?
r
p'r
GP 29 Revision 6; 24 January, 2006
?
Page 1 of
MEBERS
CONDITIONS
President or Vice-President (or designate)
Chair
Two Deans (one of whom must be a Faculty
Selected by the Deans
Dean)
Two Faculty Members
Elected by the faculty members jointly
President
?
of the ?
Faculty ?
Association ?
(or
designate)
President of the Student Society (or designate)
-
One member of the Support Staff
Elected by and from the support staff of the
units ?
reporting ?
within ?
the ?
Associate ?
Vice-
President's portfolio
Up
to
three additional members
Selected by the Vice-President, ?
to ?
mitigate
under-representation from the equity-designated
groups and/or to provide better representation of
the ?
portfolio. ?
These ?
individuals ?
may ?
be
members ?
of ?
any ?
part
?
of ?
the
?
university
community, e.
?
- ?
-
?
3\
o
?
Av
.
%;
B. SEARCH COMMITTEES FOR ASSOCIATE VICE-PRESIDENTS
Search Committee Procedure
In these procedures, reference to a vice president shall include associate vice presidents.
1. ?
General
a.
The Search procedure shall usually begin no later than 12 months prior to the expected date
of the appointment.
b.
The Registrar shall be responsible for conducting elections for Search Committees.
C.
?
A quorum
'
shall be 60% of the membership of the Committee.
d.
All members of a Search Committee are expected to maintain in confidence the information
discussed by the Committee, except where the Committee subsequently agrees otherwise.
e.
If a member of the Search Committee, by invitation of the Committee, becomes a candidate
for the position being searched, s/he shall resign from the Committee.
GP 29 Revision 6; 24 January, 2006
?
Page 2 of
.
E ?
In the event of a perceived conflict of interest that could compromise or be seen to
• compromise the member's judgment of the candidate(s), s/he shall disclose the nature of that
conflict to the Committee in sufficient detail to enable the Committee to determine whether
the member should resign from the Committee.
g.
?
If a member of a Search Committee leaves the Committee, the chair may appoint a
replacement.
2. ?
Terms of Reference
a.
Where the Vice-President has a term appointment, the Chair shall first decide, following
appropriate consultation, whether s/he is willing to consider re-appointment of the
incumbent and then determine whether the incumbent is willing to consider reappointment.
An incumbent is a person who was originally appointed in accordance with the procedures
set out in this policy.
If the response to either of these questions is in the negative, the search process will begin
without delay. If the response to both questions is positive, the Search Committee shall
review the incumbent's performance. The review will include meeting with the incumbent,
and broad consultation across the University including the Deans and Vice-Presidents, and
appropriate external constituents. If the Committee is satisfied with the results of the review,
it may recommend reappointment.
b.
Where there is no incumbent seeking reappointment or where the incumbent has not been
recommended for reappointment, the responsibilities of the Search Committee for a Vice-
President shall include:
L ?
inviting the University community to an open meeting to present their views to the
committee on what qualities the committee should look for in a candidate;
H. calling for nominations and applications and determining whether or not to advertise
the position and include in the search process persons from outside Simon Fraser
University;
iii.
encouraging applications from the equity designated groups;
iv.
keeping a record of the search process;
V.
?
drawing up a shortlist and interviewing the top-ranked candidates;
A. ?
establishing such further operational procedures as it may require, such as open
meetings for short-listed candidates
where appropriatec
VA
E& Peres.
Vit t
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o.(.csect.-&., 1.soc.Uiu
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4.ensc.
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o#ee
vii. ?
bringing to the President within a reasonable period of time one or more
recommendations for appointment to the position.
The Search Committee is advisory to the President.
OP 29 Revision 6; 24 January, 2006 ?
Page 3 of 4
C. If the President does not find it possible to recommend to the Board of Governors the
appointment of a candidate recommended by the Committee, the President shall so inform
the Committee, and shall supply an explanation of the decision. In such an event the Search
Committee shall again undertake the responsibilities outlined above.
a
3.
1
Appointment
a.
I
The appointment of a Vice-President requires the approval of the Board of Governors.
b.
Where an external candidate is appointed to an academic administrative position, an
academic appointment will also be required for the person being appointed.
c.
The normal term of office for academic administrative appointments is five years, and
normally, this term may be renewed only once. Some senior administrative appointments
may have a different term, or may have no term.
d.
In the event that a Vice-Presidential vacancy occurs at short notice, the President may
recommend an interim appointment of an Acting Vice-President which would normally not
exceed 12 months.
GP 29 Revision 6; 24 January, 2006 ?
Page 4 of 4
Search Committees for Vice-Presidents (GP 29)
?
1/18/06 11:34 AM
Search Committees for Vice-Presidents (GP 29)
I
L±ti
SIMON FRASER
UNIVERSITY
Policies and Procedures
Date
Number
September 23,
GP 29
Revision Date
Revision
No.
November 22,
2001
A
is
Search Committees for Vice-Presidents and Associate Vice-Presidents
General
1.
For all the search committees referred to in this policy, the election of faculty will be conducted
in accordance with the procedures for electing faculty to Senate; the election of staff will be
conducted in accordance with the procedures for electing a staff member to the Board of
Governors; voting eligibility for part-time faculty and staff shall be determined by reference to
Senate paper S98-71, motions 1 and 3.
2.
The incumbent of a position being searched under this policy is ineligible to serve on the search
committee.
3.
"Dean" shall be defined to include the University Librarian.
4.
While appropriate gender representation will be expected to vary, search committees should
have at least 20% of their members from each gender.
A. Search Committee Composition
1. Search Committee for Vice-President. Academic
MEMBERS
II ?
CONDITIONS
President
Chair
10ne Vice President
Selected by the Vice Presidents
IThree Deans
1
Selected by the Deans
[Five Faculty Members
L
One faculty member to be elected by
land from the respective faculties.
President of the Faculty Association (or
designate)
One Teaching Assistant, Tutor-Marker or
Sessional Instructor2
Selected by the TSSU
10ne member of the Support Staff
Elected by and from the Support Staff
http://www2.sfu.ca/policies/general/gp29.htm ?
Page 1
1/18/06 11:34 AM
a.
Search Committees for Vice-Presidents (GP 29)
reporting within the Vice-President
Academic portfolio
President of the Student Society (or
designate) ?
-
Up to two additional faculty members Selected by the President to mitigate
under-representation from the equity
designated groups.
L Search Committee for the Associate Vice-President, Academic
MEMBERS
CONDITIONS
[Vice-President, Academic (or designate)
Chair ?
j
I
Two Deans
Selected by the Deans3
Three Faculty Members
Elected by the faculty members jointly
President of the Faculty Association (or
designate)
President of the Student Society (or
designate)
One member of the Support Staff
Elected by and from the Support Staff of
-
the faculties and units reporting within
the Associate Vice-President, Academic
portfolio.
Up to two additional members
Selected by the Vice-President,
Academic to mitigate under-
representation from the equity
designated groups.
Search Committee for the Vice-President, Research
I ?
-MEMBERS
CONDITIONS
President (or designate)
Chair
1
0ne Vice-President4
Selected by the Vice-Presidents
ITwo Deans5
Selected by the Deans
Five Faculty Members
One faculty to be elected by and from
the respective faculties
Two Graduate Students
Elected by and from the graduate
1
11
student body
President of the Faculty Association (or
designate)
One member of the Support Staff
Elected by and from the support staff of
the faculties and units reporting within
the Vice President, Research portfolio.
President of the Alumni Association (or
designate)
President of the Student Society (or
designate)
Up to two additional faculty members
Selected by the Vice-President,
Academic to mitigate under-
representation from the equity
http:/fwww2.sfu.caipoiicies/generalfgp29.htm
.
.
Page 2
Search Committees for Vice-Presidents (GP 29)
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1/18/06 11:34 AM
.
F_
L
.
4. Search Committee for Vice-President. Finance and Administration
MEMBERS
ll•
?
CONDITIONS
President (or designate)
?
liChair
10ne Vice-President ?
IlSelected
by the Vice-Presidents
1Two Deans6 ?
IISelected
by the Deans
ITwo Faculty Members
IEIected from the faculty members jointly
Two Directors of Administrative Units
Selected by the Administrative Directors
who report to the Vice-President, Finance
and Administration
10ne employee group representative
Selected by the Employees Council
Two members of the Support Staff
Elected by and from the support staff
reporting within the Vice-President,
Finance and Administration portfolio.
President of the Student Society (or
designate)
-
FUp to two additional members
Selected by the President to mitigate
under-representation from the equity
Ldesignated groups.
S. Search Committee for the Associate Vice-President. Administration
MEMBERS
CONDITIONS
Vice-President, Finance and
Administration
Chair
Two Deans7
Selected by the Deans
ITwo Faculty Members
Elected from the faculty members jointly
Director of Human Resources
10ne employee group representative
Selected by the Employee's Council
President of the Student Society (or
designate)
Up to two additional members
Selected by the President to mitigate
under-representation from the equity
designated groups.
6. Search Committee for Vice-President, External Relations
MEMBERS
CONDITIONS
President (or designate)
Chair
lone Vice-President
Selected by the Vice-Presidents
?
I
1Two Deans8
Selected by the Deans
ITwo Faculty Members
lElected from the faculty members join
tlyJ
One employee group
Selected by the Employee's
representative Council
Two members of the Support Staff
Elected by and from the support staff
reporting within the Vice President
External Relations portfolio
http://www2.sfu.ca/policies/generallgp29.htm ?
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Search Committees for Vice-Presidents (OP 29)
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1/18/06 11:34 AM
President of the Faculty Association (or
designate)
President of the Student Society (or
designate)
President of the Alumni Association (or
designate)
Up to two additional members
Selected by the President to mitigate
under-representation from the equity
designated groups.
7. Search Committees for Associate Vice-President, Policy, Equity and Legal and Associate
Vice-President, Harbour Centre
MEMBERS
II
?
CONDITIONS
President (or designate)
lichair
lone Vice-President
IlSelected by the Vice-Presidents
ITwo Deans 9
IIseIted by the Deans
ITwo Faculty Members1°
from the faculty members jointly
President of the Faculty Association (or
designate)
IDirector of Human Resources
ITwo employee group representatives
11
Selected by the Employees Council
President of the Student Society (or
designate)
Up to two additional members
Selected by the President to mitigate
under-representation from the equity
designated groups.
Search Committee Procedures
1. General
a. The Search Procedure shall usually begin no later than 12 months prior to the expected
date of the appointment.
b.
The Registrar shall be responsible for conducting elections for Search committees.
c. A quorum shall be 60% of the membership of the committee.
d.
All members of a Search Committee are expected to maintain in confidence the information
discussed by the committee, except where the committee subsequently agrees otherwise
e.
If a member of the Search Committee, by invitation of the Committee, becomes a
candidate for the position being searched, s/he shall resign from the Committee.
f. In the event of a perceived conflict of interest that could compromise or be seen to
compromise the member's judgment of the candidate(s), s/he shall disclose the nature of
http://www2.sfu.ca/policies/general/gp29.htm
.
.
.
Page 4
Search Committees for Vice-Presidents (GP 29)
?
1/18/06 11:34 AM
that conflict to the committee in sufficient detail to enable the committee to determine
whether the member should resign from the committee.
0
g.
If a member of a Search Committee leaves the Committee, the chair may appoint a
replacement.
2. Terms of Reference
a.
Where the Vice-President has a term appointment, the President or Vice-President,
Academic, as appropriate, shall first decide, following appropriate consultation, whether SI
he is willing to consider re-appointment of the incumbent and then determine whether the
incumbent is willing to consider reappointment. An incumbent is a person who was originally
appointed in accordance with the procedures set out in this policy.
If the response to either of these questions is in the negative, the search process will begin
without delay. If the response to both questions is positive, the Search Committee shall
review the incumbents performance. The review will include meeting with the incumbent
and broad consultation across the University, with the Deans and Vice-Presidents, and with
appropriate external constituents. If the committee is satisfied with the results of the
review, it may recommend reappointment.
b.
Where there is no incumbent seeking reappointment or where the incumbent has not been
recommended for reappointment, the responsibilities of the Search Committee for a Vice-
President shall include:
L inviting the University community to an open meeting to present their views on what
qualities the committee should look for in a candidate;
ii. developing a job description for the position;
iii.
calling for nominations and applications and determining whether or not it will advertise
for the position and include in the search persons from outside Simon Fraser
University;
iv. encourage applications from the equity designed groups;
v.
keeping a record of the search process;
vi.
drawing up a shortlist and interviewing the top-ranked candidates;
vii.
arranging open meetings for the short-listed candidates for the positions of Vice-
President, Academic, Vice-President, Research, and Associate Vice-President,
Academic;
viii.
establishing such further operational procedures as it may require;
.
?
ix.
bringing to the President within a reasonable period of time one or more
recommendations for appointment to the position.
http://www2.sfu.ca/policies/general/gp29.htm ?
Page
5
1/18/06 11:34 AM
Search Committees for Vice-Presidents ?
(CII' 29)
The Search Committee is advisory to the President
c. ?
If the President does not find it possible to recommend to the Board of Govenors the
appointment of a candidate recommended by the Committee, the President shall so inform
the Committee, and shall supply an explanation of the decision. In such an event the Vice-
Presidents Search Committee shall again undertake the responsibilities outlined above.
3.
Appointment of a Vice-President
a. ?
The appointment of a Vice-President requires the approval of the Board of Governors.
b. ?
Where an external candidate is appointed as Vice-President, Academic, Vice-President,
Research or Associate Vice-President, Academic, it will also require an academic
appointment for the person being appointed.
c. ?
For the Vice-President, Academic, the Vice-President, Research and the Associate Vice-
President, Academic, the normal term of office is five years. Normally, this term may be
renewed only once.
d.
?
In the event that a Vice-Presidential vacancy occurs at short notice, the President or Vice-
President, Academic, as appropriate, may recommend an interim appointment of an acting
Vice-President which would normally not exceed 12 months.
1 Two of the three must be faculty deans.
2 From current TSSU members or those individuals who have held an appointment within the
last year.
3
At least one must be a faculty dean.
4 1f this is a search for the combined position of Vice-President, Research/Dean of Graduate
Studies, and if the President does not designate the Vice-President, Academic to chair the
search, the Vice-President, Academic shall be the Vice-President who serves on the search
committee.
5 At least one must be a faculty dean.
6 At least one must be a faculty dean.
7 At least one must be a faculty dean.
8
At least one must be a faculty dean.
9
At least one must be a faculty dean.
The faculty representatives in the search for the Associate Vice-President, Harbour Centre
should have taught at the Harbour Centre campus.
11
For the Associate Vice-President, Harbour Centre, the employee group representatives
should work at the Harbour Centre campus.
htxp://www2.sfu.ca/policies/general/gp29.htm ?
Approved by Senate:
?
November
?
5,
?
2001
Page 6
Approved by the Board:
?
November 22, 2001
