Faculty Handbook

Faculty Handbook

Section 4: Appointment/Reappointment Procedures under the purview of the President and at the pleasure of the Board


1. Appointment/Reappointment of the Vice-Provost and Associate Vice-President, Academic

1.1 Terms of Office
1.2 The Advisory Committee
1.3 The Review Process
1.4 Type of Search
1.5 Search Procedures
1.6 Decision of the Provost and Vice-President, Academic
1.7 Appointment of an Acting Vice-Provost and Associate Vice-President Academic
 

2. Associate Deans

2.1 The Provost and Vice-President, Academic, on the recommendation of the Dean, appoints Associate Deans.
2.2 Duties of Associate Deans
2.3 Appointment/Reappointment of Associate Deans
2.4 Appointment of Associate Deans
2.5 Review and Reappointment Process
 

3. Departmental Chairs (Deleted Senate 609, May 22, 2013)

 

4. Associate University Librarians

4.1 General
4.2 Duties of Associate University Librarians
4.3 Appointment/Reappointment of Associate University Librarians
 


1. Appointment/Reappointment of the Vice-Provost and Associate Vice-President, Academic

The Provost and Vice-President, Academic shall consult, on a confidential basis, with the Deans and with Senate, before making an appointment.
 

1.1 Terms of Office

A. Terms of Appointment - A Vice-Provost and Associate Vice-President, Academic shall normally hold office for an initial term not to exceed five years.

B. Extensions of Terms - The term of office of a Vice-Provost and Associate Vice-President, Academic may be extended for one year periods, provided that, prior to making a recommendation the Provost and Vice-President, Academic, has

i) consulted with the Senior Administrators’ Council; and

ii) advised Senate of the pending extension.

C. Reappointment/Renewal – A Vice-Provost and Associate Vice-President, Academic may be a candidate for a subsequent term.
 

1.2 The Advisory Committee

A. Terms of Appointment

At least 15 months in advance of the date of appointment for a Vice-Provost and Associate Vice-President, Academic, the Secretary to the University will advise the Provost and Vice-President, Academic and the Senate Governance Committee of the need to begin the appointment process. The Provost and Vice-President, Academic shall then ask the Governance Committee of Senate to recommend members of an Advisory Committee as indicated in B. The Senate Governance Committee shall make its recommendations for members of the Advisory Committee following the procedure outlined in the Terms of Reference of the Senate Governance Committee.

B. The Advisory Committee shall be Chaired by the Provost and Vice-President, Academic and shall consist of:

i) one full-time faculty member representing each of the Faculties and a Professional Librarian (to be recommended by the Governance Committee of Senate),

ii) one undergraduate student Senator or student Board member representing BUSU (to be recommended by the Governance Committee of Senate),

iii) one graduate student Senator or student Board member representing the GSA (to be recommended by the Governance Committee of Senate),

iv) one permanent staff member (to be recommended by the Provost and Vice-President, Academic; permanent staff members reporting directly to the Vice-Provost and Associate Vice-President, Academic are not eligible to serve), and

v) one senior administrative officer of the University recommended by the Senior Administrators’ Council.

C. Before the Advisory Committee is announced, potential members of the Committee must agree, in writing, as a condition of membership, a) that they will not be candidates for the position under consideration, and b) that they will maintain strict confidentiality in accordance with D. below. When the membership of the Advisory Committee is announced, it will be made public and circulated to members of faculty, librarians, staff and to BUSU and the GSA.

Senate 609

D. All proceedings of the Advisory Committee, and all communications to or from the Committee shall be held in strict confidence, both during the life of the Committee and thereafter. Unless otherwise decided by the Committee, only the Chair is authorized to release information about the proceedings of the Committee. The Provost and Vice-President, Academic shall discharge from the Committee any member who fails to comply with this requirement.

E. The Committee shall give careful consideration to the need to communicate with the community regarding either the review or search process.
 

1.3 The Review Process

A. As soon as the Advisory Committee has been established, the Provost and Vice-President, Academic, shall write to the incumbent to determine whether he/she wishes to stand for reappointment.

B. If the Vice-Provost and Associate Vice-President, Academic does not wish to continue, a search (as outlined in Sections 1.4 to 1.6 below) shall commence at once.

C. If the Vice-Provost and Associate Vice-President, Academic wishes to stand for reappointment, the Advisory Committee shall a) meet with the Vice-Provost and Associate Vice-President to discuss the review process and shall b) proceed to evaluate the performance of the incumbent, using the criteria employed by the Advisory Committee on the search for that individual, the outcome of annual performance reviews conducted by the President, and gathering further information for this purpose from the University community. Specifically:

i) The Chair of the Committee shall invite all members of the community to make individual or collective confidential submissions, in writing, to the Committee, c/o the Office of the Provost and Vice-President, Academic, and/or to meet with the Committee if they so wish.

ii) The Advisory Committee may consult, as it deems appropriate, with members of the University community concerning the question of reappointment of the incumbent.

D. The Advisory Committee shall invite the incumbent Vice-Provost and Associate Vice-President, Academic to submit a self-evaluation based on the criteria described in C. above. The Advisory Committee shall evaluate the information received and meet with the Vice-Provost and Associate Vice-President, Academic. Without identifying sources, the Committee shall inform the Vice-Provost and Associate Vice-President, Academic of and shall invite him/her to respond to any submissions that have been received. The Committee shall recommend to the Provost and Vice-President, Academic either that the incumbent be reappointed for a specified term or that a search be conducted as outlined below.

E. Upon receipt of the Advisory Committee’s recommendation, the Provost and Vice-President, Academic shall meet in confidence with the Vice-Provost and Associate Vice-President, Academic to review the general findings of the Committee and the nature of his/her recommendation to the Board.

F. If the recommendation of the Provost and Vice-President, Academic is that the incumbent should be reappointed, the procedures outlined in Section 6.6 below shall be followed.

G. If the recommendation of the Provost and Vice-President, Academic is that a search should be conducted, the procedures outlined in Sections 1.4 and 1.5 below shall commence at once.
 

1.4 Type of Search

A. Normally, a general (internal and external) search will be conducted. However, after consultation with the Provost and Vice-President, Academic, the Advisory Committee will consider whether a general search should be initiated immediately or if circumstances make it appropriate to limit the process to an internal search. The Advisory Committee shall report its recommendation to the Provost and Vice-President, Academic.

B. If it has been decided to conduct an internal search, and if at any point in this search the results appear likely to be unsatisfactory from the Committee's point of view, the Committee may then recommend to the Provost and Vice-President, Academic that a general search be undertaken. Any general search will also consider applications and nominations from within the University.

C. In the case of a general search, the Committee may engage the services of a highly-qualified executive search consultant possessing expertise in the field of senior level institutional searches to assist the Committee.
 

1.5 Search Procedures

A. In the case of a general search, the position shall be widely advertised and applications and nominations invited by a specified date. Applicants who belong to equity-seeking groups shall be encouraged to self-identify in the application.  Although applications shall be in confidence, applicants who pass any initial screening process shall be informed that the University's search procedures require that the names of the short-listed candidates be made public.

B. In the case of an internal search, applications and nominations from within the University will be solicited. Nominations shall be counter-signed by the nominee. Nominations and applications shall be submitted to the Committee by a specified date.

C. The Advisory Committee may also invite specific individuals to apply.

D. The Advisory Committee shall take care to ensure that qualified members of equity-seeking groups are given consideration. Appropriate actions include extra efforts to ensure that the position is drawn to the attention of these groups.

E. After appropriate proceedings, including the examination of credentials have been completed, a short list shall be compiled. If the list of those to be interviewed does not include a member of an equity-seeking group, the Committee shall consider adding the best qualified applicant from an equity-seeking group to that list. A curriculum vitae for each of the short-listed candidates shall be made available for consultation and comment by members of the University community. When necessary, the Advisory Committee may undertake further consultation on a confidential basis.

F. The Advisory Committee shall invite the short-listed candidates to address members of the University community. These visits shall include a meeting with the department or departments that the candidate would be expected to join as a tenured faculty member.

G. After allowing two weeks for members of the University community to express their views in writing, after consultation by the Provost and Vice-President, Academic with the Department or Departments involved regarding the appointment of the candidate as a tenured colleague, and after any further procedures which it deems appropriate, the Advisory Committee shall make its recommendation to the Provost and Vice-President, Academic.

H. In its recommendation to the Provost and Vice-President, Academic, the Committee shall include a brief description of its efforts to attract women candidates and indicate the total number of applicants and interviewees, also specifying the number of women in each category.

Senate 609
 

1.6 Decision of the Provost and Vice-President, Academic

A. The Provost and Vice-President, Academic shall consult, on a confidential basis, with the Deans and with Senate, before making an appointment. The Provost and Vice-President, Academic shall keep Senate informed during the process, within the limits of confidentiality and in camera procedures.
 

1.7 Appointment of an Acting Vice-Provost and Associate Vice-President Academic

The Provost and Vice-President, Academic may appoint an Acting Vice-Provost and Associate Vice-President, Academic for a period of up to one year.

Board of Trustees May 1, 2008
 

2. Associate Deans

2.1 The Provost and Vice-President, Academic, on the recommendation of the Dean, appoints Associate Deans.
 

2.2 Duties of Associate Deans
 

Associate Deans shall have particular responsibilities within a Faculty as defined by the Dean prior to a search for an Associate Dean. Normally, an Associate Dean shall act on behalf of the Dean during periods of time when the Dean is not available.

Senate 609
 

2.3 Appointment/Reappointment of Associate Deans
 

2.3.1 Term of Office

An Associate Dean shall normally hold office for a term of three years, renewable for one additional three-year term.
 

2.3.2 Eligibility

An Associate Dean shall hold an academic rank at Brock University and shall be excluded from membership in the bargaining unit (Brock University Faculty Association) during the term of appointment.
 

2.3.2 Advisory Committees

A. Prior to commencing a search or review process, and after consultation with the Chairs and Directors of academic units within the Faculty, the Dean shall select and chair an Advisory Committee made up of full-time tenured faculty members such that each Department is represented on the Committee. In the case of an Advisory Committee for an Associate Dean of Graduate Studies, the Dean shall select and Chair an Advisory Committee consisting of full-time tenured Faculty members such that each of the Academic Faculties is represented. Before the Advisory Committee is announced, potential members of the Committee must agree, as a condition of membership, that they will not be candidates for the position of Associate Dean.

B. All proceedings of the Advisory Committee, and all communications to or from the Committee shall be held in strict confidence, both during the life of the Committee and thereafter. Unless otherwise decided by the Committee, only the Chair is authorized to release information about the proceedings of the Committee.
 

2.4 Appointment of Associate Deans
 

2.4.1 The Dean shall notify members of the Faculty that an Associate Dean is to be appointed and shall invite applications and/or nominations for the position.

2.4.2 The Advisory Committee shall review applications/nominations and, at the Committee's discretion, may interview candidates and may require candidates to meet with members of the Faculty.

2.4.3 The Advisory Committee shall compile a short list of candidates which shall be circulated to all members of the Faculty. A curriculum vitae for each of the short-listed candidates shall be made available for consultation by members of the Faculty concerned.

2.4.4 The Dean shall invite faculty, students and staff within the Faculty to make written submissions to the Committee.

2.4.5 After allowing time for members of the Faculty to express their views in writing, the Advisory Committee shall evaluate the information received and shall make its recommendation to the Dean.

2.4.6 The Dean, after considering the information received, shall make a recommendation to the Provost and Vice-President, Academic who shall make the appointment.
 

2.5 Review and Reappointment Process
 

2.5.1 The Dean shall determine whether the incumbent Associate Dean wishes to stand for reappointment.

2.5.2 If the incumbent does not wish to stand for reappointment, a search shall commence immediately as outlined in Section 2.4.

2.5.3 If the Associate Dean wishes to stand for reappointment, the Advisory Committee shall proceed to evaluate the performance of the incumbent.

2.5.4 The Dean shall invite faculty, students and staff within the Faculty to make written submissions to the Advisory Committee.

2.5.5 The Advisory Committee shall evaluate the information received and shall meet with the incumbent before recommending to the Dean either that the incumbent be reappointed or that a search be conducted.

2.5.6 The Dean, after considering the information received, shall make a recommendation to the Provost and Vice-President, Academic who shall either reappoint the incumbent or direct that a search be conducted pursuant to Section 2.4.

Senate 498, Board of Trustees Nov. 28/02, May 1, 2008

 

 

3. Departmental Chairs (Deleted Senate 609, May 22, 2013)

                                                                                                                                         

4. Associate University Librarians

4.1 General
 4.1.1 The Provost and Vice-President, Academic, on the recommendation of the University Librarian, appoints Associate University Librarians.

4.1.2 Associate University Librarians shall have a permanent appointment, at a rank consistent with their qualifications and experience; be excluded from membership in the bargaining unit (Brock University Faculty Association) during the term of the appointment; remain active members of the academic community; be eligible for professional leave on the same basis as other professional librarians; and shall have all of the rights, privileges and responsibilities of professional librarian colleagues.

4.1.3 Upon retirement from the office of Associate University Librarian, there shall be no reduction in nominal salary and benefits.

4.1.4 Annual increments shall be considered in the same light as for all other professional librarians.
 

4.2 Duties of Associate University Librarians
 Associate University Librarians shall have particular responsibilities within the University Library as defined by the University Librarian prior to a search for an Associate University Librarian. Normally, the Associate University Librarians shall act on behalf of the University Librarian during periods of time when the University Librarian is not available.
 

4.3 Appointment/Reappointment of Associate University Librarians
4.3.1 Term of Office

An Associate university Librarian shall normally hold office for a term of five years, renewable for subsequent term(s).
 

4.3.2 Advisory Committees

A. Prior to commencing a search or review process, and after consultation with the Library Council, the University Librarian shall select and Chair an Advisory Committee. Before the Advisory Committee is announced, potential members of the Committee must agree, as a condition of membership, that they will not be candidates for the position of Associate University Librarian.

B. All proceedings of the Advisory Committee, and all communications to or from the Committee shall be held in strict confidence, both during the life of the Committee and thereafter. Unless otherwise decided by the Committee, only the Chair is authorized to release information about the proceedings of the Committee.
 

4.3.3 Review Process

A. The University Librarian shall determine whether the incumbent Associate University Librarian wishes to stand for reappointment.

B. If the incumbent does not wish to stand for reappointment, a search shall commence immediately as outlined in Sections 4.3.4 and 4.3.5.

C. If the Associate University Librarian wishes to stand for reappointment, the Advisory Committee shall proceed to evaluate the performance of the incumbent.

D. The University Librarian shall invite librarians, staff, faculty and students to make written submissions to the Advisory Committee.

E. The Advisory Committee shall evaluate the information received, shall invite the incumbent Associate University Librarian to submit a self-evaluation, and shall meet with the incumbent to discuss the self evaluation and other relevant information before recommending to the University Librarian either that the incumbent be reappointed or that a search be conducted.

F. The University Librarian, after considering the information received, shall make a recommendation to the Provost and Vice-President, Academic, who shall either reappoint the incumbent or direct that a search be conducted pursuant to Section 4.3.5.
 

4.3.4 Type of Search

A. Normally, a general (internal and external) search will be conducted. However, after consultation with the Provost and Vice-President, Academic, the Advisory Committee will consider whether a general search should be initiated immediately or if circumstances make it appropriate to limit the process to an internal search. The Advisory Committee shall report its recommendation to the Provost and Vice-President, Academic.

B. If it has been decided to conduct an internal search, and if at any point in this search the results appear likely to be unsatisfactory from the Committee's point of view, the Committee may then recommend to the Provost and Vice-President, Academic that a general search be undertaken. Any general search shall also invite applications and nominations from within the University.
 

4.3.5 Search Procedures

A. In the case of a general search, the position shall be widely advertised and applications and nominations invited by a specified date. Applicants who belong to equity-seeking groups shall be encouraged to self-identify in their application.  Although applications shall be in confidence, applicants who pass any initial screening process shall be informed that the University's search procedures require that the names of the short-listed candidates be made public.

Senate 609

B. The Advisory Committee may also invite specific individuals to apply.

C. The Advisory Committee shall take care to ensure that qualified members of an equity-seeking group are given consideration.

Senate 609

D. After appropriate proceedings, including the examination of credentials, and interviews, as appropriate, have been completed, a short list shall be compiled. If the list of those to be interviewed does not include a member of an equity-seeking group, the Committee shall consider adding the best qualified applicant from an equity-seeking group to that list. A curriculum vitae for each of the short-listed candidates shall be made available for consultation and comment by members of the Library Council.

Senate 609

E. The Advisory Committee shall invite the short-listed candidates to address members of the library staff. These visits shall include meetings with the Library Council and staff of the University Library.

F. The University Librarian shall invite librarians and library staff to make written submissions to the Committee.

G. After allowing time for members of the University Library to express their views in writing, the Advisory Committee shall evaluate the information received and shall make its recommendation to the University Librarian.

H. The University Librarian, after considering the information received, shall make a recommendation to the Provost and Vice-President, Academic, who shall make the appointment.

 

Senate 529, Board of Trustees, Sept. 29/05, May 1, 2008

Section IV established Dec.13, 2012 as per the Board of Trustees