Procedure for Appointing an Associate Vice-President

1. Interpretation

For the purposes of this Procedure, the term “Associate Vice-President” shall include a Vice-Provost or other officer of equivalent rank to an Associate Vice-President, however designated, who reports directly to a Vice-President. Whether an officer is of equivalent rank to an Associate Vice-President shall be determined by the Vice-President to whom that officer reports (the “relevant Vice-President”).

2. Appointing Authority

An Associate Vice-President is appointed by the Administration Committee upon recommendation of the relevant Vice-President.

3. Re-appointment Procedure

3.1 Application

This section shall apply only to an Associate Vice-President who has been appointed for a fixed term.

3.2 Consultation in Anticipation of End of Term of Office

At least six months before the end of an Associate Vice-President’s term of office, the relevant Vice-President shall consult with the incumbent to ascertain whether he or she wishes to seek re-appointment.

3.3 Re-appointment for a Second Term of Office

3.3.1 Recommendation to Re-appoint for a Second Term of Office

If the incumbent wishes to seek reappointment for a second term of office, the relevant Vice-President may recommend re-appointment of the incumbent to the Administration Committee.

3.3.2 Decision to Re-appoint for a Second Term of Office

If the relevant Vice-President recommends re-appointment of the incumbent for a second term of office, the Administration Committee shall decide whether to (a) re-appoint the incumbent for a second term of office; (b) decline to re-appoint the incumbent; or (c) require that the incumbent’s candidacy for a second term of office be considered under the regular appointment procedure set out in section 4 below. If the Administration Committee decides to re-appoint the incumbent, the relevant Vice-President shall take the necessary steps to inform the incumbent and the University community of the incumbent’s re-appointment.

3.4 Engagement of Regular Appointment Procedure

The relevant Vice-President shall engage the regular appointment procedure set out in section 4 below in any of the following circumstances:

(a) the incumbent does not seek re-appointment;
(b)the incumbent seeks re-appointment for a third or subsequent term of office;
(c) the relevant Vice-President does not recommend, under subsection 3.3.1 above, that the incumbent be re-appointed by the Administration Committee for a second term of office;
(d)the Administration Committee declines, under subsection 3.3.2 above, to re-appoint the incumbent for a second term of office; or
(e) the Administration Committee requires, under subsection 3.3.2 above, that the incumbent’s candidacy for a second term of office be considered under the regular appointment procedure.

4. Regular Appointment Procedure

4.1 Application

In addition to the circumstances enumerated in subsection 3.4 above, the procedure established in this section shall apply whenever there is a vacancy or anticipated vacancy in the position of an Associate Vice-President.

4.2 Selection Committee

4.2.1 Establishment and Role

To assist the relevant Vice-President in recommending to the Administration Committee the most suitable candidate for appointment as an Associate Vice-President, the relevant Vice-President shall establish a selection committee (“committee”).

4.2.2 Membership

The committee shall consist of no less than three members, including:

  • the relevant Vice-President, as chair of the committee; and
  • at least two other members appointed by the relevant Vice-President.

4.2.3 Withdrawal of Committee Member(s)

The committee shall not cease to function by reason only of withdrawal by one or more of its members, unless the effect of such withdrawal(s) is to reduce its membership to less than half its original size. If a member withdraws, the relevant Vice-President shall decide, in light of the remaining number of committee members and the state of the committee’s work, whether to appoint a replacement member.

4.2.4 Quorum

A majority of members constitutes a quorum.

4.2.5 Meetings

The committee shall meet at the call of the relevant Vice-President. Committee meetings shall be held in camera and deliberations of the committee shall remain strictly confidential.

4.3 Identification of Potential Candidates

The committee Chair shall invite proposals for potential candidates for the position of Associate Vice-President through any combination of internal or external advertising, calls for nominations or calls for applications, as he or she considers appropriate.

The committee Chair may also use means he or she deems appropriate (including the services of external search experts) to identify potential candidates.

The committee Chair shall, through means he or she deems appropriate, ascertain whether potential candidates who meet the requirements of the position are willing to be considered for the position.

4.4 Short List and Interviews

Once the search for potential candidates is complete, the committee shall, through means it deems appropriate, analyze the list of candidates and draw from it a short list of candidates to be interviewed by the committee.

4.5 Committee Recommendation

Following interviews of the shortlisted candidates, the committee shall either recommend one or more of the shortlisted candidates to the relevant Vice-President, or decide that it is unable to recommend any candidate. If the committee recommends one or more candidates, the committee’s mandate is fulfilled and its work shall come to an end. If the committee decides that it is unable to recommend any candidate, the relevant Vice-President shall decide, in consultation with the committee, either to have the committee recommence the search for potential candidates or to terminate the committee’s mandate. In the latter case, the procedure for an interim appointment set out in section 5 below shall apply.

4.6 Consultations on Recommended Candidate(s)

The relevant Vice-President may consult, in strictest confidence, such members of the University community as the relevant Vice-President considers appropriate regarding the candidate(s) recommended by the committee.

For the position of an Associate Vice-President reporting to the Vice-President, Research or the Vice-President, Academic and Provost, the relevant Vice-President shall invite the members of the Executive Committee of the Senate to provide written comments, in strictest confidence, regarding the candidate(s) recommended by the committee.

Where a committee recommends more than one candidate, the relevant Vice-President may conduct such further interviews or other inquiries into the suitability of the recommended candidates as he or she considers appropriate in the circumstances.

4.7 Vice-President’s Report and Recommendation to the Administration Committee

If the committee recommends one or more candidates under subsection 4.5 above, and once references have been verified, the relevant Vice-President shall report in confidence to the Administration Committee on the committee's activities, its recommendation(s), and the results of any consultations or further inquiries pursuant to subsection 4.6 above. The relevant Vice-President shall also make his or her own recommendation to the Administration Committee.

4.8. Appointment by Administration Committee

The Administration Committee shall decide whether to make the appointment recommended by the relevant Vice-President (if any). If the Administration Committee makes the appointment recommended by the relevant Vice-President, the relevant Vice-President shall take the necessary steps to inform all the candidates and the University community of the appointment. If the Administration Committee declines to make the appointment recommended by the relevant Vice-President, the procedure for an interim appointment set out in section 5 below shall apply.

5. Interim Appointment Procedure

5.1 Application

The procedure established in this section shall apply where:

  • a committee decides, under subsection 4.5 above, that it is unable to recommend any candidate and the relevant Vice-President decides to terminate that committee’s mandate;
  • the relevant Vice-President does not recommend, under subsection 4.7 above, the appointment of any candidate recommended by the committee;
  • the Administration Committee declines, under subsection 4.7 above, to make an appointment recommended by the relevant Vice-President;
  • a regular appointment procedure under section 4 above has been engaged but, in the relevant Vice-President’s judgment, is unlikely to be completed before a vacancy arises in the relevant position, and it is necessary to fill the position on an interim basis during the period of vacancy until completion of the regular appointment procedure; or
  • the position of an Associate Vice-President becomes effectively vacant due to incapacity, resignation or any other circumstance and, in the judgment of the relevant Vice-President, it is necessary to fill the position on an interim basis pending the return to duties of the incumbent or the appointment of a new Associate Vice-President pursuant to the regular appointment procedure set out in section 4 above.

5.2 Vice-President to Identify Interim Candidate

The relevant Vice-President shall, through means he or she deems appropriate, identify a candidate who in the relevant Vice-President’s judgment meets the requirements of the position to be filled and who is willing to serve in the position for an interim period.

5.3 Consultations on Interim Candidate

The relevant Vice-President may consult, in strictest confidence, such members of the University community as the relevant Vice-President considers appropriate regarding the proposed interim candidate.

5.4 Vice-President’s Report and Recommendation to Administration Committee

The relevant Vice-President shall, in confidence, report the results of any consultations on the proposed interim candidate, and shall make his or her recommendation regarding the interim appointment, including its duration, to the Administration Committee.

5.5 Interim Appointment

The Administration Committee shall decide whether to make the interim appointment recommended by the relevant Vice-President, and if so, its duration. If the Administration Committee makes the interim appointment recommended by the relevant Vice-President, the relevant Vice-President shall take the necessary steps to inform the candidate and the University community of the interim appointment. If the Administration Committee declines to make the interim appointment recommended by the relevant Vice-President, the procedure under this section shall recommence.

6. Confidentiality

Selection committee proceedings shall remain strictly confidential. All documents in whatever form produced, received or used in connection with committee deliberations and consultations, a Vice-President’s consultations of members of the University community, or a Vice-President’s reports to the Administration Committee, shall remain strictly confidential and shall be retained in accordance with the University’s records retention schedule and applicable regulations. All non-documentary information produced, received or used in connection with committee deliberations and consultations, a Vice-President’s consultations of members of the University community, or a Vice-President’s reports to the Administration Committee, shall also remain strictly confidential.

For greater certainty, the confidentiality provisions of this section shall apply to the re-appointment, regular and interim appointment procedures set out in sections 3-5 above.

7. Exceptions and Amendments

Exceptions or amendments to this Procedure shall require the approval of the Administration Committee.

Approved by the Administration Committee on 22 November 2017.