POLICY ON APPOINTMENT OF ACADEMIC ADMINISTRATORS
The following policy replaces the Policy on Academic
Administrators, as revised by the Board of Governors, October 28, 1971.
This policy shall be applied to all academic administrative
staff unless an individual specifically requests consideration under the policy
in force at the time of his/her appointment.
Academic administrative positions should be held by teaching
staff who are willing to assume, for a time, special responsibility for the
harmonious and effective functioning of their respective divisions or
departments.
Individuals who hold these term appointments shall be
superior teachers and scholars and shall be accountable to both their academic
units and the University’s administration.
Searches for, and appointment of, academic administrators
shall be made in conformity with the University’s employment equity objectives.
Members of advisory committees shall be chosen for their
capacity to contribute to the decision to be made and shall include both men
and women, and, whenever possible and reasonable, members of visible minorities,
aboriginal peoples of Canada, and persons with a disability.
While dates for the commencement of searches cannot be
specified, all advisory committees should be formed expeditiously and begin
work in a timely fashion in order to ensure that the transition between
academic administrators occurs as smoothly as possible.
The definitions for “teaching staff” and “administrative
staff” used in the policy are based on those found in the University
of Toronto Act, 1971, as amended.
“Teaching staff” are full, associate and assistant
professors, senior lecturers, lecturers, senior athletics instructors,
athletics instructors, senior tutors and tutors.
“Administrative staff” are defined as those who are not
members of the teaching staff and, therefore, include the remaining employees
of the University.
“Departmentalized faculties” are the Faculties of Arts and
Science, Applied Science and Engineering, Medicine, Erindale College (University of Toronto at Mississauga), the School of Graduate Studies, The Ontario
Institute for Studies in Education of the University of Toronto and Scarborough College (University of Toronto at Scarborough).
This policy has been structured so that each section
concerns a specific academic administrative office and is a complete,
self-contained unit. The sections consist of the following: a discussion of the
office; qualifications, duties and responsibilities; term of office;
appointment; and removal from office.
(1) The Chair of a department in a departmentalized
faculty is the chief executive officer of the department and reports directly
to the Dean. While the Chair may elect to delegate authority to other academic
administrators in the department, he/she must retain responsibility for the
overall direction of the department and in particular for authority over the
budget and recommendations for appointments and, where appropriate, promotions.
The Chair shall consult with the members of the department on matters of policy
and practice as outlined in (5), but is ultimately responsible for all
administrative decisions that are within his/her jurisdiction and authority.
(2) Chairs should be appointed for their intellectual and
administrative abilities, devotion to education and research, judgement and
qualities of leadership. They have responsibility for the management of the
department and for the implementation of University policy in all aspects of
its operation. They should have the ability to create an environment conducive
to the growth of intellectual life within the department and to maintain the
confidence and co-operation of the teaching staff, administrative staff and
students. They should be able to manage effectively and efficiently the
external relations of their department, both within the University and in the
wider community, so as to facilitate support for its educational and research
activities.
(3) The Chair both represents the particular department’s
policies and points of view, and as an officer of the Faculty, makes
independent judgements on Faculty matters. The Chair shall put the interest of
the department ahead of his/her own research interest or specialty.
(4) The Chair shall endeavour to promote the teaching,
research and scholarship of the teaching staff of the department and to ensure
an equitable distribution of work. He/she shall also endeavour to promote the
career development of administrative staff.
(5) In the development and implementation of departmental
policy, the Chair shall seek the advice of the department expressed through
either a representative committee or meetings of the department. In so doing,
the Chair will be guided by the constitution of the department. The division of
duties between these two bodies may be expected to vary but in general such
matters as program changes should be discussed and approved by the department,
while confidential matters should be discussed with a representative committee
of teaching staff. In large departments, it may be desirable to appoint a small
executive committee to assist the Chair in the day-to-day running of the
department. It might also be desirable to make use of other standing
committees. There should be regularly scheduled meetings of a representative
committee and of the department.
(6) In order to conduct the business of the department
and to maintain reasonable contact with his/her area of research or scholarly
interest, the Chair may
1. recommend to the Dean or Principal the appointment of an
Associate Chair and/or other academic administrative officers with specific
responsibilities to the Chair in certain areas, and
2. appoint administrative personnel to supervise and
provide advice on, for example, finances, physical facilities and personnel,
and
3. request, where justified, research assistance from the
Dean or Principal to maintain the continuity of research work.
(7) The term of office of the Chair is up to a maximum of
five years, with the possibility of one renewal up to a maximum of five years.
No further renewal after two terms shall be considered except where very
unusual circumstances exist which, in the judgement of the President, make such
renewal desirable.
(8) Renewals of the term of office of the Chair, including
renewal under unusual circumstances as provided in (7), shall be on the
recommendation of a committee constituted as in (12) or (17).
(9) In the case of absence of the Chair the following
procedures will apply:
1. during the temporary absence of the Chair for up to two
months, the Chair shall recommend to the Dean or Principal the appointment of
either an Associate Chair or a senior member of the teaching staff to serve as
acting Chair. The Dean or Principal shall inform the Vice-President and Provost
of the appointment.
2. in the event of the Chair’s absence for a period of
more than two months or if the office of the Chair becomes unexpectedly vacant,
the Dean or Principal, after consultation with members of the department and
the Dean of the School of Graduate Studies, shall recommend the appointment of
an Acting Chair for a period of no more than one year and shall forward the
recommendation to the President who shall thereafter transmit his/her own
recommendation to the appropriate body of the Governing Council.
(10) Administrative leave is awarded to a professor after a
minimum term of service as an administrator to permit him/her to pursue his/her
academic interests for a period free of all administrative responsibilities.
Leave entitlement shall be based on the following:
1. a Chair shall be entitled to a full year’s
administrative leave at full salary after five years of administrative service.
Time does not accrue towards a research leave while serving a full term and
taking the related administrative leave. However, years credited towards a
research leave at the time of an administrative appointment shall be preserved
and counted towards the next research leave.
2. if a Chair serves a term of three years, he or she will
be entitled to six months of administrative leave.
3. where a Chair serves fewer than five years, and does
not elect to take the administrative leave entitlement as in (b), each of the
years served shall be credited towards a regular research leave entitlement
with the exception that, in calculating the research leave salary, the Chair
shall receive 100 percent of salary pro-rated for the years during which he/she
held the office.
(11) The searches for and appointment of Chairs shall be
made in conformity with the University’s employment equity objectives.
(12) In the appointment of a Chair, following a call for
nominations, the President, in consultation with the Dean of the Faculty or
Principal of the College in which this department or division lies, shall
appoint an advisory committee. With the exception noted for a Graduate Chair in
(17), the committee normally shall be composed as follows:
- the Dean or the Principal or representative who shall
chair the committee;
- three to five members of the teaching staff of the
department;
- the Dean of the School of Graduate Studies or
representative;
- one or two members of cognate departments;
- one or two students;
- a Vice-Dean or Associate Dean of the Faculty or College,
where appropriate; and
- a librarian, where appropriate.
- in addition, the committee may include an alumnus/a, a
member of the administrative staff and, in the case of professional faculties
or schools, a senior member of the appropriate professional community.
(13) The membership of all committees shall be made public.
(14) All members of the teaching and administrative staff
of the department shall be informed of steps being taken to appoint a new Chair
and of the membership of the advisory committee. They shall be invited to
communicate opinions concerning candidates within or outside the department and
to submit nominations. The committee shall consider the names suggested and
also any additional names arising from any other source such as consultation
with alumni and departments in other universities.
(15) 1. In the event of the resignation of a member of the
advisory committee, the Dean, after consultation with the advisory committee,
shall have the authority to replace the member.
2. Should a member of the advisory committee decide to be
considered for nomination, that member shall resign.
(16) The recommendation of the committee and the vote shall
be transmitted by the Dean of the Faculty or Principal of the College, along
with his/her own recommendation and, where the new Chair is responsible for the
graduate program, the recommendation of the Dean of the School of Graduate
Studies, to all members of the committee and to the President, who shall
thereafter transmit his/her own recommendation to the appropriate body of the
Governing Council.
(17) It is expected that the Chair of a department may be
the Graduate Chair. However, the Dean of a non-departmentalized Faculty may or
may not choose to be the Chair of the Graduate Department. In the appointment
of a Graduate Chair where the Dean of a non-departmentalized Faculty, or the
Chair of a department in a departmentalized Faculty, is not to be the Graduate
Chair, or where a graduate department covers more than one campus, an advisory
committee shall be appointed. It shall be composed as follows:
- the Dean of the School of Graduate Studies or
representative who shall chair the committee;
- the Dean(s) of the Faculty or Faculties and Divisions (in
the case of Graduate Departments covering more than one campus, then the relevant
Dean from each such campus);
- three to five members of the graduate teaching staff of
the department (in the case of the Graduate Department covering more than one
campus, then there must be at least one member of the graduate teaching staff
from each such campus);
- two or three members of cognate departments (in the case
of Graduate Departments covering more than one campus, then there must be at
least one member of a cognate department from each such campus;
- two or three graduate students (in the case of Graduate
Departments covering more than one campus, then there must be at least one
graduate student associated with each such campus); and
- in addition, the committee may include an alumnus/a, a
member of the administrative staff and, in the case of professional faculties
or schools, a senior member of the appropriate professional community.
The recommendation of the committee
and the vote shall be transmitted by the Dean of the School of Graduate
Studies, along with his/her own recommendation, to all members of the Committee
and to the President who shall thereafter transmit his/her own recommendation
to the appropriate body of the Governing Council.
(18) A Chair may be removed from administrative office only
for misconduct, incompetence, neglect of duty or other significant failure to
exercise the duties and responsibilities of the position as set out in Section
I.A.
(19) Where there is perceived cause for removal resulting
from a conflict between the Chair and the department, the Dean will, where
appropriate, consult with the Dean of the School of Graduate Studies and with
the support of the Vice-President and Provost, seek to mediate or correct the
situation as early as possible
(20) Where there is perceived cause for removal resulting
from a conflict between the Dean and the Chair, the Vice-President and Provost
will, where appropriate and with the support of the President, seek to mediate
or correct the situation as early as possible.
(21) If the process of mediation fails, as judged by any of
the parties involved, and the Vice-President and Provost believes that formal
proceedings are necessary, a formal inquiry shall be set up. At the same time,
the Vice-President and Provost may choose to suspend the Chair, without
prejudice, financial or otherwise, for the period of the inquiry. In the case
of suspension, the Vice-President and Provost shall recommend appointment of an
Acting Chair in order to facilitate the operation of the department during this
period.
(22) In setting up a formal inquiry, the Vice-President and
Provost shall appoint a committee composed of three senior members of the
teaching staff from outside the department concerned, at least one of whom
shall be from outside the Faculty, to consider the facts and recommend a course
of action. The Chair shall be informed of the names of the members of the
committee and given an opportunity to challenge, in writing, the composition of
the committee for bias, or conflict of interest.
(23) The committee shall determine, in accordance with the Statutory
Powers Procedure Act, 1971, whether it should recommend that the Chair be
removed from administrative office.
(24) On completion of its proceedings, the committee shall
report to the Vice-President and Provost with a recommendation, supported by
reasons, that the Chair either continue in office or be removed for cause. The
report of the committee, with an invitation to respond, shall be made available
to the Chair, the Dean, and the Dean of the School of Graduate Studies and at
the discretion of the Vice-President and Provost, to other concerned parties
within the department. The report of the committee with any such responses and
the recommendation of the Vice-President and Provost shall be transmitted to
the President for a final decision. In the event of a decision for removal, the
President shall report the decision and the reasons therefore to the next
scheduled meeting of the Academic Board.
This section refers to those Centres or Institutes which
conduct programs in which students can enrol and all Centres and Institutes in
the School of Graduate Studies.
(25) The Director of a Centre or Institute is the chief executive
officer of the Centre or Institute and reports directly to the Dean. While the
Director may elect to delegate authority to other academic administrators in
the Centre or Institute, he/she must retain responsibility for the overall
direction of the Centre or Institute and in particular for authority over the
budget and recommendations for appointments and, where applicable, promotions.
The Director shall consult with the members of the Centre or Institute on
matters of policy and practice as outlined in (29), but is ultimately
responsible for all administrative decisions that are within his/her
jurisdiction and authority.
(26) Directors of Centres and Institutes should be
appointed for their intellectual and administrative abilities, devotion to
education and research, judgement and qualities of leadership. They have
responsibility for the management of the Centre or Institute and for the
implementation of University policy in all aspects of its operation. They
should have the ability to create an environment conducive to the growth of
intellectual life within the Centre or Institute and to maintain the confidence
and co-operation of their teaching staff, administrative staff and students.
They should be able to manage effectively and efficiently the external
relations of their Centre or Institute, both within the University and in the
wider community, so as to facilitate support for its educational and research
activities.
(27) The Director both represents the particular Centre’s
or Institute’s policies and points of view, and as an officer of the Faculty or
School, makes independent judgements on Faculty or School matters. The Director
shall put the interest of the Centre or Institute ahead of his/her own research
interest or specialty.
(28) The Director shall endeavour to promote the teaching,
research and scholarship of the teaching staff of the Centre or Institute and
to ensure an equitable distribution of work. He/she shall also endeavour to
promote the career development of administrative staff.
(29) In the development and implementation of policy in a
Centre or Institute, the Director shall seek the advice of the Centre or
Institute expressed through either a representative committee or meetings of the
members of the Centre or Institute. The division of duties between these two
bodies may be expected to vary, in accordance with divisional constitutions as
approved by Governing Council, but in general such matters as program changes
should be discussed and approved by the Centre or Institute, while confidential
matters should be discussed with a representative committee. There should be
regularly scheduled meetings of a representative committee and of the members
of the Centre or Institute.
(30) In order to conduct the business of the Centre or
Institute and to maintain reasonable contact with his/her area of research or
scholarly interest, the Director may
1. recommend to the Dean the appointment of an Associate
Director and/or other academic administrative officers with specific
responsibilities to the Director in certain areas, and
2. appoint administrative personnel to supervise and
provide advice on, for example, finances, physical facilities and personnel,
and
3. request, where justified, research assistance from the
Dean to maintain the continuity of research work.
(31) The term of office of the Director of a Centre or
Institute is up to a maximum of five years, with the possibility of one renewal
up to a maximum of five years. No further renewal after two terms shall be
considered except where very unusual circumstances exist which, in the
judgement of the President, make such renewal desirable.
(32) Renewals of the term of office of the Director of a
Centre or Institute, including renewal under unusual circumstances as provided
in (31), shall be on the recommendation of a committee constituted as in (36).
(33) In the case of absence of the Director the following
procedures will apply:
1. during the temporary absence of the Director for up to
two months, the Director shall recommend to the Dean the appointment of either
an Associate Director or a senior member of the teaching staff to serve as
acting Director. The Dean shall inform the Vice-President and Provost.
2. in the event of the Director’s absence for a period of
more than two months or if the office of the Director becomes unexpectedly
vacant, the Dean, after consultation with members of the Centre or Institute
and the Dean of the School of Graduate Studies, shall recommend the appointment
of an Acting Director for a period of no more than one year and forward the
recommendation to the President who shall thereafter transmit his/her own
recommendation to the appropriate body of the Governing Council.
(34) Administrative leave is awarded to a professor
after a minimum term of service as an administrator to permit him/her to pursue
his/her academic interests for a period free of all administrative
responsibilities. Leave entitlement shall be based on the following:
1. a Director shall be entitled to a full year’s
administrative leave at full salary after five years of administrative service.
Time does not accrue towards a research leave while serving a full term and
taking the related administrative leave. However, years credited towards a
research leave at the time of an administrative appointment shall be preserved
and counted towards the next research leave.
2. if a Director serves a term of three years, he or
she will be entitled to six months of administrative leave.
3. where a Director serves fewer than five years, and
does not elect to take the administrative leave entitlement as in (b), each of
the years served shall be credited towards a regular research leave entitlement
with the exception that, in calculating the research leave salary, the Director
shall receive 100 percent of salary pro-rated for the years during which he/she
held the office.
(35) The searches for and appointment of Directors shall be
made in conformity with the University’s employment equity objectives.
(36) In the appointment of Directors of Centres or
Institutes, following a call for nominations, the President, in consultation
with the Dean of the Faculty or School in which the Centre or Institute lies,
shall appoint an advisory committee. The committee normally shall be composed
as follows:
- the Dean of the Faculty or School or representative who
shall chair the committee;
- three to five members of the teaching staff appointed to
the Centre or Institute;
- one or two students where appropriate;
- two to four other qualified individuals, at least two of
whom shall be from outside the Centre or Institute; and
- a librarian, where appropriate.
(37) The membership of this committee shall be made public.
(38) All members of the teaching and administrative staff
of the Centre or Institute shall be informed of steps being taken to appoint a
new Director and of the membership of the advisory committee. They shall be
invited to communicate opinions concerning candidates within or outside the
Centre or Institute and to submit nominations. The committee shall consider the
names suggested and also any additional names arising from any other source
such as consultation with alumni and departments, centres or institutes in
other universities.
(39) 1 In
the event of the resignation of a member of the advisory committee, the Dean,
after consultation with the advisory committee, shall have the authority to
replace the member.
2. Should a member of the advisory committee decide to be
considered for nomination, that member shall resign.
(40) The recommendation of the committee and the vote shall
be transmitted by the Dean of the Faculty or School, along with his/her own
recommendation and, where the new Director is responsible for the graduate
program, the recommendation of the Dean of the School of Graduate Studies, to
all members of the committee and to the President, who shall thereafter
transmit his/her own recommendation to the appropriate body of the Governing
Council.
(41) A Director may be removed from administrative office
only for misconduct, incompetence, neglect of duty or other significant failure
to exercise the duties and responsibilities of the position as set out in
Section II.A.
(42) Where there is perceived cause for removal resulting
from a conflict between the Director and the teaching staff, the Dean will,
where appropriate, consult with the Dean of the School of Graduate Studies and
with the support of the Vice-President and Provost, seek to mediate or correct
the situation as early as possible.
(43) Where there is perceived cause for removal resulting
from a conflict between the Dean and the Director, the Vice-President and
Provost will, where appropriate and with the support of the President, seek to
mediate or correct the situation as early as possible.
(44) If the process of mediation fails, as judged by any of
the parties involved, and the Vice-President and Provost believes that formal
proceedings are necessary, a formal inquiry shall be set up. At the same time,
the Vice-President and Provost may choose to suspend the Director, without
prejudice, financial or otherwise, for the period of the inquiry. In the case
of suspension, the Vice-President and Provost shall recommend appointment of an
Acting Director in order to facilitate the operation of the Centre or Institute
during this period.
(45) In setting up of a formal inquiry, the Vice-President
and Provost shall appoint a committee composed of three senior members of the
teaching staff from outside the Centre or Institute concerned, at least one of
whom shall be from outside the Faculty or School, to consider the facts and
recommend a course of action. The Director shall be informed of the names of
the members of the committee and given an opportunity to challenge, in writing,
the composition of the committee for bias, or conflict of interest.
(46) The committee shall determine, in accordance with the Statutory
Powers Procedure Act, 1971, whether it should recommend that the Director
be removed from administrative office.
(47) On completion of its proceedings, the committee shall
report to the Vice-President and Provost with a recommendation, supported by
reasons, that the Director either continue in office or be removed for cause.
The report of the committee, with an invitation to respond, shall be made
available to the Director, the Dean and the Dean of the School of Graduate Studies, and at the discretion of the Vice-President and Provost, to other concerned
parties within the Centre or Institute. The report of the committee with any
such responses and the recommendation of the Vice-President and Provost shall
be transmitted to the President for final decision. In the event of a decision
for removal, the President shall report the decision and the reasons therefore
to the next scheduled meeting of the Academic Board.
Deans, including Directors of Schools, are the divisional
heads of Faculties and Schools, and Principals, the divisional heads of
Colleges.
(48) The Dean of a Faculty or School or the Principal of a
College is the chief executive officer of the Faculty, School or College and
reports directly to the Vice-President and Provost or his/her designate.
(“Faculty, School or College” will hereafter be referred to as “division”.)
While the Dean or Principal may elect to delegate authority to other academic
administrators in the division, he/she must retain responsibility for the
overall direction of the division and in particular for authority over the
budget, appointments and promotions. The Dean or Principal shall consult with
the members of the division on matters of policy and practice as outlined in (52)
and (53), but is ultimately responsible for all administrative decisions that
are within his/her jurisdiction and authority.
The Principals, for Erindale College (University of Toronto at Mississauga) and Scarborough College (University of Toronto at Scarborough), are Divisional heads and the Chief Executive Officers
for each campus. The President may delegate further
responsibility for overall campus management to the Principal. The Principal
reports to the Vice-President and Provost or his/her designate for academic
matters. While the Principal may elect to delegate authority to other academic
administrators in the division, he/she must retain responsibility for the
overall direction of the division and in particular for authority over the
budget, appointments and promotions. The Principal shall consult with the
members of the division on matters of policy and practice as outlined in (52)
and (53), but is ultimately responsible for all administrative
decisions that are within his/her jurisdiction and authority.
Deans, for Erindale College (University of Toronto at Mississauga) and Scarborough College (University of Toronto at Scarborough), are academic Divisional heads of each College or Division within the
College as may be created by the Governing Council. A Dean reports to the
Principal. Chairs on each campus will report to their Dean. A Dean is the
academic officer in charge of her/his Division. A Dean is responsible for
her/his academic Division, and shall consult with the members of the Division on
matters of policy and practice as outlined in (52) and (53), but is ultimately
accountable to the Principal for all academic administrative decisions that are
within his/her jurisdiction and authority.
(49) Deans and Principals should be appointed for their
intellectual and administrative abilities, devotion to education and research,
judgement and qualities of leadership. They have responsibility for the
management of the Faculty, School or College and for the implementation of
University policy in all aspects of its operation. They should have the ability
to create an environment conducive to the growth of intellectual life within
the division and to maintain the confidence and co-operation of teaching staff,
administrative staff and students. They should be able to manage effectively
and efficiently the administrative affairs of their division, and should have
the ability to conduct effectively the external relations of their division,
both within the University and in the wider community, so as to facilitate
support for its educational and research activities.
(50) Deans and Principals both represent their particular
division’s policies and points of view and, as University officers, make
independent judgements on University matters. Deans and Principals shall put
the interest of their division ahead of their own research interest or
specialty.
(51) The Dean or Principal shall endeavour to promote the
teaching, research and scholarship of the teaching staff of the division and to
ensure an equitable distribution of work. He/she shall endeavour to promote the
career development of administrative staff.
(52) In the development and implementation of policy in a
departmentalized division, the Dean or Principal shall seek the advice of the
division expressed either through the council or through the Chairs of the
departments or Directors of Centres and Institutes in the School of Graduate Studies. The division of duties may be expected to vary, in accordance with divisional
constitutions as approved by Governing Council, but in general such matters as
program changes should be discussed and approved by the council, while
confidential matters should be discussed with the Chairs. There should be
regularly scheduled meetings of the council and regular consultation between
the Dean or Principal and the Chairs of departments or divisions.
(53) In the development and implementation of policy in
non-departmentalized divisions where the Dean or Principal is consequently also
the Chair, the Dean or Principal shall seek the advice of the division
expressed either through a representative committee or the council. The
division of duties between these two bodies may be expected to vary, in
accordance with divisional constitutions as approved by Governing Council, but
in general such matters as program changes should be discussed and approved by
the council while confidential matters should be discussed with a
representative committee. There should be regularly scheduled meetings of a
representative committee and of the divisional council.
(54) In order to conduct the business of the Faculty,
School or College and to maintain reasonable contact with his/her area of
research or scholarly interest, the Dean or Principal may
1. recommend to the Vice-President and Provost the
appointment of Vice-Deans, Vice-Principals, Associate Deans, and/or other
academic administrative officers as outlined in (83), (84), (100) or (101),
with specific responsibilities to the Dean or Principal in certain areas, and
2. appoint administrative personnel to supervise and
provide advice on, for example, finances, physical facilities and personnel,
and
3. request, where justified, research assistance from the
Vice-President and Provost to maintain the continuity of research work.
(55) The term of office of the Dean of a Faculty or School
or the Principal of a College is up to a maximum of seven years with the
possibility of one renewal up to a maximum of five years. No further renewal
after two terms shall be considered except where very unusual circumstances
exist which, in the judgement of the President, make such renewal desirable.
(56) Renewals of the term of office of the Dean or
Principal, including renewal under unusual circumstances as provided in (55),
shall be on the recommendation of a committee constituted as in (60), (61) or
(62).
(57) In the case of absence of the Dean or Principal the
following procedures will apply:
1. during the temporary absence of the Dean or Principal
for up to two months, the Dean or Principal shall recommend to the
Vice-President and Provost the appointment of either a Vice-Dean, an Associate
Dean, a Vice-Principal or a senior member of the teaching staff to serve as
acting Dean or Principal.
2. in the event of the Dean’s or Principal’s absence for a
period of more than two months or if the office of Dean or Principal becomes
unexpectedly vacant, the Vice-President and Provost, after appropriate
consultation with the members of the division, shall recommend the appointment
of an Acting Dean or Acting Principal for a period of no more than one year and
forward the recommendation to the President who shall thereafter transmit
his/her own recommendation to the appropriate body of the Governing Council.
(58) Administrative leave is awarded to a professor after a
minimum term of service as an administrator to permit him/her to pursue his/her
academic interests for a period free of all administrative responsibilities.
Leave entitlement shall be based on the following:
1. a Dean or Principal shall be entitled to a full year’s
administrative leave at full salary after five years of administrative service.
Time does not accrue towards a research leave while serving a full term and
taking the related administrative leave. However, years credited towards a
research leave at the time of an administrative appointment shall be preserved
and counted towards the next research leave.
2. if a Dean or Principal serves a term of three years, he
or she will be entitled to six months of administrative leave.
3. where a Dean or Principal serves fewer than five years
and does not elect to take the administrative leave entitlement as in (b), each
of the years served shall be credited towards a regular research leave entitlement
with the exception that, in calculating the research leave salary, the Dean or
Principal shall receive 100 percent of salary pro-rated for the years during
which he/she held the office. Where a Dean or Principal serves more than five
years in a single term, the additional years shall be similarly treated.
(59) The searches for and appointment of Deans and
Principals shall be made in conformity with the University’s employment equity
objectives.
(60) In the appointment of a Dean of a Faculty or School ,
following a call for nominations, the President, after consulting the Chairs of
the constituent departments, where appropriate, and members of the Faculty or
School council, shall appoint an advisory committee. With the exception noted
for the School of Graduate Studies in (61), the committee normally shall be
composed as follows:
- the Vice-President and Provost or representative who
shall chair the committee;
- three to five members of the teaching staff of the
Faculty or School;
- one to three students of that Faculty or School;
- the Dean of the School of Graduate Studies or
representative;
- a librarian, where appropriate; and
- two or three other qualified scholars from within or
outside this University, but outside the Faculty or School.
- in addition, the committee may include an alumnus/a, a
member of the administrative staff and, in the case of professional faculties
or schools, a senior member of the appropriate professional community.
(61) In the appointment of the Dean of the School of Graduate Studies, following a call for nominations, the President, after
consulting the Chairs, Directors, and members of the School’s Council, shall
appoint an advisory committee. The committee normally shall be composed as
follows:
- the Vice-President and Provost or representative who
shall chair the committee;
- one member of the teaching staff from each of the
divisions of the School of Graduate Studies;
- one Dean of a Faculty or School;
- one Chair of a graduate department;
- one Director of a graduate Centre or Institute;
- one to three graduate students; and
- a librarian, where appropriate;
- in addition, the committee may include an alumnus/a, a
member of the administrative staff, and a qualified individual from outside the
University.
(62) (a) In
the appointment of a Principal of a College [2]
, following a call for nominations, the President, after consulting the Chairs
of departments or divisions within the College, where appropriate, and members
of the College council, shall appoint an advisory committee. The committee
normally shall be composed as follows:
- the Vice-President
and Provost or representative who shall chair the committee;
- three
to five members of the teaching staff of the College and/or those who teach in
the College’s programs;
- one to three
students of that College;
- the Dean of the School of Graduate Studies or representative;
- the Dean of the
Faculty of Arts and Science or representative;
- two
or three other qualified scholars from within or outside this University, but
outside the College; and
- a librarian, where
appropriate.
- in
addition, the committee may include an alumnus/a and one or two members of the
administrative staff.
(b) In
the appointment of a Principal of a campus (University of Toronto at
Mississauga, University of Toronto at Scarborough), following a call for
nominations, the President, after consulting the Chairs of the constituent
departments, and members of the College Council, shall appoint an advisory committee.
The committee normally shall be composed as follows:
- the President or
representative who shall chair the committee;
- the Vice-President
and Provost or representative;
- the Dean of the School of Graduate Studies or representative;
- three to five
members of the teaching staff of the campus;
- one to three
students of the campus;
- a librarian, where
appropriate; and
- two
or three other qualified scholars from within or outside this University, but
outside the campus;
- in
addition, the committee may include an alumnus/a, a member of the
administrative staff, and a qualified individual from outside the University.
(c) In
the appointment of a Dean of a College or Division on the University of Toronto at Mississauga, or University of Toronto at Scarborough campus, following a call for
nominations, the President, after consulting the Chairs of the constituent
departments, and members of the College Council, shall appoint an advisory
committee. The committee normally shall be composed as follows:
- the campus
Principal or representative who shall chair the committee;
- the Vice-President
and Provost or representative;
- the Dean of the School of Graduate Studies or representative;
- three to five
members of the teaching staff of the College or Division;
- one to three
students of the College or Division;
- a librarian, where
appropriate; and
- two
or three other qualified scholars from within or outside this University, but
outside the College or Division;
- in
addition, the committee may include an alumnus/a, a member of the
administrative staff, and a qualified individual from outside the University.
(63) The membership of all committees shall be made public.
(64) All members of the teaching and administrative staff
of the division shall be informed of steps being taken to appoint a new Dean or
Principal and of the membership of the advisory committee. They shall be
invited to communicate opinions concerning candidates within or outside the
division and to submit nominations. The committee shall consider the names
suggested and also any additional names arising from any other source such as
consultation with alumni and faculties, schools or colleges in other
universities.
(65) 1. In
the event of the resignation of a member of the advisory committee, the
Vice-President and Provost, after consultation with the advisory committee,
shall have the authority to replace the member.
2. Should a member of the advisory committee decide to be
considered for nomination, that member shall resign.
(66) The recommendation of the committee and the vote shall
be transmitted by the chair, along with his/her own recommendation, to all
members of the committee and to the President, who shall thereafter transmit
his/her own recommendation to the appropriate body of the Governing Council.
(67) A Dean or Principal may be removed from administrative
office only for misconduct, incompetence, neglect of duty, or other significant
failure to exercise the duties and responsibilities of the position as set out
in Section III.A.
(68) Where there is perceived cause for removal resulting
from a conflict between the Dean or Principal and the Chairs, or in a single
departmental Faculty, between the Dean and the teaching staff, the
Vice-President and Provost will, where appropriate and with the support of the
President, seek to mediate or correct the situation as early as possible.
(69) Where there is perceived cause for removal resulting
from a conflict between the Dean or Principal and the Vice-President and
Provost, the President, where appropriate, will seek to mediate or correct the
situation as early as possible.
(70) If the process of mediation fails, as judged by any of
the parties involved, and the President believes that formal proceedings are
necessary, a formal inquiry shall be set up. At the same time, the President
may choose to suspend the Dean or Principal, without prejudice, financial or
otherwise, for the period of the inquiry. In the case of suspension, the
President shall appoint an Acting Dean or Principal in order to facilitate the
operation of the division during this period.
(71) In setting up a formal inquiry, the President shall
appoint a committee composed of three senior members of the teaching staff from
outside the division concerned to consider the facts and recommend a course of
action. The Dean or Principal shall be informed of the names of the members of
the committee and given an opportunity to challenge, in writing, the
composition of the committee for bias, or conflict of interest.
(72) The committee shall determine, in accordance with the
Statutory Powers Procedure Act, 1971, whether it should recommend that the Dean
or Principal be removed from administrative office.
(73) On completion of its proceedings, the committee shall
report to the President with a recommendation, supported by reasons, that the
Dean or Principal either continue in office or be removed for cause. The report
of the committee, with an invitation to respond, shall be made available to the
Dean or Principal and the Vice-President and Provost, and at the discretion of
the President, to other concerned parties within the division. The report of
the committee with any such responses shall be transmitted to the President for
final decision. In the event of a decision for removal, the President shall
report the decision and the reasons therefore to the next scheduled meeting of
the Academic Board.
(74) The office of Vice-Dean or Vice-Principal should be
established only where the size and/or complexity of the division warrants. The
office of Vice-Dean or VicePrincipal may be established, after consultation
with the teaching staff and with the approval of the Vice-President and
Provost, to assist the Dean or Principal in carrying out the academic and
administrative work of the division. The office of Vice-Dean or Vice-Principal
shall be continued only after consultation with the special committee as
described in (83) or (84) which shall first recommend to the Dean or Principal
whether or not the Office should be continued, and with the approval of the
VicePresident and Provost.
(75) The Vice-Dean of a Faculty or School or the Vice-Principal
of a College should be appointed on the basis of intellectual and
administrative abilities, and should possess qualifications similar to those of
the Dean or Principal, as described in (49). The Vice-Dean or Vice-Principal
should have the ability to maintain the confidence and cooperation of the
teaching staff, administrative staff and students of the division; to manage
effectively and efficiently the administrative affairs of the division; and/or
to conduct effectively external relations of the division.
(76) Specific duties shall be delegated to the Vice-Dean or
Vice-Principal by the Dean or Principal. The Vice-Dean or Vice-Principal may be
appointed to act as the Dean’s or Principal’s representative within the
division, the University and the wider community, with a broad range of
responsibilities but not including matters such as finalizing of budgets and
recommending of appointments and promotions.
(77) Vice-Deans and Vice-Principals shall put the interest
of their division ahead of their own research interest or specialty.
(78) The administrative load of the Vice-Deans or
Vice-Principals should not be so large as to prevent them from retaining
reasonable contact with their area of research or scholarly interest.
(79) The term of office of a Vice-Dean or Vice-Principal is
up to a maximum of five years or a maximum of one year beyond the term of
appointment of the Dean or Principal, whichever is less, with the possibility
of one renewal under similar terms, upon recommendation of a special committee
as constituted in (83) or (84). Notwithstanding these terms, a newly-appointed
Dean or Principal shall have the prerogative of initiating the appointment of a
new Vice-Dean or Vice-Principal according to the procedures in (83) or (84).
(80) Administrative leave is awarded to a professor after a
minimum term of service as an administrator to permit him/her to pursue his/her
academic interests for a period free of all administrative responsibilities.
Leave entitlement shall be based on the following:
1. Vice-Dean or Vice-Principal shall be entitled to a full
year’s administrative leave at full salary after five years of administrative
service. Time does not accrue towards a research leave while serving a full
term and taking the related administrative leave. However, years credited
towards a research leave at the time of an administrative appointment shall be
preserved and counted towards the next research leave.
2. if a Vice-Dean or Vice-Principal serves a term of three
years, he or she will be entitled to six months of administrative leave.
3. where a Vice-Dean or Vice-Principal serves fewer than
five years and does not elect to take the administrative leave entitlement as
in (b), each of the years served shall be credited towards a regular research
leave entitlement with the exception that, in calculating the research leave
salary, the Vice-Dean or Vice-Principal shall receive 100 percent of salary
pro-rated for the years during which he/she held the office.
(81) The searches for and appointment of Vice-Deans and
Vice-Principals shall be made in conformity with the University’s employment
equity objectives.
(82) Because of the close working relationship between Dean
and Vice-Dean or Principal and Vice-Principal, their relationship must be
founded on mutual respect and confidence. Hence it is essential that the
recommendation of a person for the position of Vice-Dean or Vice-Principal be
made by the Dean or Principal and not by a committee, but he/she shall be
advised by a special committee as described in (83) or (84). It is equally
important that a person in the position of Vice-Dean or Vice-Principal has the
respect and confidence of members of the division, the University and the wider
community with whom he/she will be working and for this reason the Dean or
Principal must seek and receive advice from these constituencies before making
a recommendation.
(83) In the appointment of the Vice-Dean of a Faculty or
School or the Vice-Principal of a College, the Dean or Principal shall appoint
a special committee to advise him/her on possible candidates and shall inform
the Vice-President and Provost of its membership. Where the committee has been
formed to recommend a successor to the present Vice-Dean or Vice-Principal, the
committee shall first recommend whether or not the Office itself ought to be
continued. With the exception noted for the School of Graduate Studies in (84),
the committee normally shall be composed as follows:
- the Dean or Principal or representative who shall chair
the committee; and
- five to eight persons, drawn from teaching staff,
students and administrative staff of the division, teaching staff from outside
the division and members of the wider community including alumni, each group
not necessarily being represented.
A committee to advise on the
appointment of the Vice-Dean of a Faculty or School or the Vice-Principal of a
College that has a departmentalized organization should include at least three
Chairs of departments among its members. If the Faculty, School or College has
a non-departmentalized organization, the committee should include at least
three teaching staff. The composition of the special committee should reflect
the responsibilities that the Dean or Principal intends to delegate to the
Vice-Dean or Vice-Principal. The committee shall nominate up to three
candidates and, after consultation with the Chairs, where appropriate, one of
these will be recommended by the Dean or Principal to the President who shall
transmit his/her own recommendation to the appropriate body of the Governing
Council. The Dean or Principal shall inform the committee of his or her
recommendation.
(84) In the appointment of the Vice-Dean of the School of Graduate Studies, the Dean shall appoint a special committee to advise him/her on
possible candidates and shall inform the Vice-President and Provost of its
membership. Where the committee has been formed to recommend a successor to the
present Vice-Dean, the committee shall first recommend whether or not the
Office itself ought to be continued. The committee normally shall be composed
as follows:
- the Dean or representative who shall chair the committee;
- one associate dean;
- three to six directors of centres and institutes; and
- two or three graduate chairs.
The committee shall nominate up to
three candidates. After consultation with the Associate Deans, one of these
candidates will be recommended by the Dean to the President, who shall transmit
his/her own recommendation to the appropriate body of the Governing Council.
The Dean shall inform the committee of his or her recommendation.
(85) A Vice-Dean or Vice-Principal may be removed from
administrative office only for misconduct, incompetence, neglect of duty or
other significant failure to exercise the duties and responsibilities of the
position as set out in Section IV.A. However, a newly appointed Dean or
Principal may choose to replace a Vice-Dean, Vice-Principal or Associate Dean
who was appointed by his/her predecessor. (See (79) and (97).)
(86) Where there is perceived cause for removal resulting
from a conflict between the Vice-Dean or Vice-Principal and the members of the
Faculty, School or College, the Dean or Principal will, where appropriate and
with the support of the Vice-President and Provost, seek to mediate or correct
the situation as early as possible.
(87) Where there is perceived cause for removal resulting
from a conflict between the Dean or Principal and the Vice-Dean or
Vice-Principal, the Vice-President and Provost will, where appropriate and with
the support of the President, seek to mediate or correct the situation as early
as possible.
(88) If the process of mediation fails, as judged by any of
the parties involved, and the Vice-President and Provost believes that formal
proceedings are necessary, a formal inquiry shall be set up. At the same time,
the Vice-President and Provost may choose to suspend the Vice-Dean or Vice-Principal,
without prejudice, financial or otherwise, for the period of the inquiry. In
the case of suspension, the Vice-President and Provost shall recommend
appointment of an Acting Vice-Dean or Vice-Principal in order to facilitate the
operation of the Faculty, School or College during this period.
(89) In setting up a formal inquiry, the Vice-President and
Provost shall appoint a committee composed of three senior members of the
teaching staff from outside the Faculty, School or College concerned, to consider
the facts and recommend a course of action. The Vice-Dean or Vice-Principal
shall be informed of the names of the members of the committee and given an
opportunity to challenge, in writing, the composition of the committee for
bias, or conflict of interest.
(90) The committee shall determine, in accordance with the Statutory
Powers Procedure Act, 1971, whether it should recommend that the Vice-Dean
or Vice-Principal be removed from administrative office.
(91) On completion of its proceedings, the committee shall
report to the Vice-President and Provost with a recommendation, supported by
reasons, that the Vice-Dean or Vice-Principal either continue in office or be
removed for cause. The report of the committee, with an invitation to respond,
shall be made available to the Vice-Dean or Vice-Principal and the Dean or
Principal, and at the discretion of the Vice-President and Provost, to other
concerned parties within the Faculty, School or College. The report of the
committee with any such responses and the recommendation of the Vice-President
and Provost shall be transmitted to the President for final decision. In the
event of a decision for removal, the President shall report the decision and
the reasons therefore to the next scheduled meeting of the Academic Board.
(92) The office of one or more Associate Deans may be
established, after appropriate consultation with the teaching staff and with
the approval of the Vice-President and Provost, to assist the Dean of a Faculty
or School or of a College or Division on the UTM or UTSC campus in carrying out
the academic and administrative work of the division. The office of Associate
Dean shall be continued only after consultation with the special committee as
described in (100) or (101) which shall first recommend to the Dean or
Principal whether or not the Office should be continued, and with the approval
of the Vice-President and Provost.
(93) The qualities required for the Associate Dean of a
division should be similar to those of Deans and Principals, but with these
qualities focused on the requirements of a particular post.
(94) Specific duties shall be delegated to each Associate
Dean by the Dean. In smaller Faculties or Schools which do not have an office
of Vice-Dean, the Associate Dean or Deans may be assigned division-wide duties
similar to those assigned to a Vice-Dean of a larger Faculty or School. In
larger Faculties or Schools which do have an office of Vice-Dean, Associate
Deans may be expected to carry out sectoral responsibilities where their
jurisdictions are defined by groups of departments or academic divisions within
the Faculty or School, or they may be assigned specific functional
responsibilities under the supervision of the Dean. While Associate Deans may
have certain delegated responsibilities, the final responsibility and authority
must remain with the Dean.
(95) Associate Deans shall put the interest of the division
ahead of their own research interest or specialty.
(96) The administrative load of the Associate Deans shall
not be so large as to prevent them from retaining reasonable contact with their
area of research or scholarly interest.
(97) The term of office for an Associate Dean is up to a
maximum of five years, with the possibility of one renewal to a maximum of five
years upon recommendation of a special committee as constituted in (100) or
(101). Notwithstanding these terms, a newly-appointed Dean shall have the
prerogative of initiating the appointment of new Associate Deans according to
the procedures in (100) or (101).
(98) Administrative leave is awarded to a professor after a
minimum term of service as an administrator to permit him/her to pursue his/her
academic interests for a period free of all administrative responsibilities.
Leave entitlement shall be based on the following:
1. an Associate Dean shall be entitled to a full year’s
administrative leave at full salary after five years of administrative service.
Time does not accrue towards a research leave while serving a full term and
taking the related administrative leave. However, years credited towards a
research leave at the time of an administrative appointment shall be preserved
and counted towards the next research leave.
2. if an Associate Dean serves a term of three years, he
or she will be entitled to six months of administrative leave.
3. where an Associate Dean serves fewer than five years
and does not elect to take the administrative leave entitlement as in (b), each
of the years served shall be credited towards a regular research leave
entitlement with the exception that, in calculating the research leave salary,
the Associate Dean shall receive 100 percent of salary pro-rated for the years
during which he/she held the office.
(99) The searches for and appointment of Associate Deans
shall be made in conformity with the University’s employment equity objectives.
(100) In the appointment of an Associate Dean of a Faculty,
School, or College, the Dean shall appoint a special committee to advise
him/her on possible candidates and inform the VicePresident and Provost of its
membership. Where the committee has been formed to recommend a successor to the
present Associate Dean, the committee shall first recommend whether or not the
Office itself ought to be continued. With the exception noted for the School of Graduate Studies in (101), the committee normally shall be composed as follows:
- the Dean or representative who shall chair the committee;
and
- three to five members of the teaching staff from within
the division. In addition the committee may include one or two qualified
individuals from appropriate constituencies from outside the division. In the
appointment of an Associate Dean in a Faculty or School that has a
departmentalized organization, the advisory committee should include at least
three Chairs of departments. The membership of the committee should reflect the
responsibilities of the Associate Dean.
The committee shall nominate up to
three candidates. After consultation with members of the division and other
persons who would work closely with the Associate Dean, the Dean shall
recommend one of these to the President, who shall transmit his/her own
recommendation to the appropriate body of the Governing Council. The Dean shall
inform the committee of his or her recommendation.
(101) In the appointment of the Associate Deans of the School
of Graduate Studies, the Dean, after consultation with the Chairs and Directors
of the division, shall appoint a special committee to advise him/her on
possible candidates and inform the Vice-President and Provost of its
membership. Where the committee has been formed to recommend a successor to the
present Associate Dean, the committee shall first recommend whether or not the
Office itself ought to be continued. The committee normally shall be composed
as follows;
- the Dean or representative who shall chair the committee;
and
- three to five Chairs or Directors of the appropriate
division (normally there will be representation across the campus).
The committee shall nominate up to
three candidates. After consultation with the Chairs and Directors of the
division, including consultation across the campus, the Associate Deans and the
Vice-Dean, the Dean shall recommend one of these candidates to the President,
who shall transmit his/her own recommendation to the appropriate body of the
Governing Council. The Dean shall inform the committee of his or her
recommendation.
(102) The procedures for removal of Associate Deans before
the expiration of their terms are analogous to those for Vice-Deans and
Vice-Principals in (85) to (91).
(103) The title of Assistant Dean or Assistant Principal
should be reserved for offices normally held by members of the administrative
staff or by a teaching staff member where scholarly credentials are not a
primary criterion in the selection.
END OF POLICY ON APPOINTMENT OF ACADEMIC ADMINISTRATORS