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

1. Appointment/Reappointment of a Vice-Provost

The Provost and Vice President, Academic may appoint a Vice Provost as he/she deems necessary.

Board of Trustees October 1, 2015

1.1 Terms of Office

A. Terms of Appointment – A Vice-Provost shall normally hold office for an initial term not to exceed five years.

B. Reappointment/Renewal – A Vice Provost may be reappointed for a subsequent term which will not normally exceed 5 years.

Board of Trustees October 1, 2015

C. Extensions of Terms – The term of office of a Vice-Provost 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.

1.2 The Advisory Committee

A. Terms of Appointment

At least 15 months in advance of the date of appointment for a Vice-Provost 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.

Board of Trustees October 1, 2015

B. The Advisory Committee shall be chaired by the Provost and Vice-President, Academic and shall consist of¹:

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

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

1. In the case of the Appointment/Reappointment of a Vice-Provost, Indigenous Engagement, an additional representative from the Aboriginal Education Council and an Indigenous student to be selected by the Provost and Vice-President, Academic, shall be added to the Advisory Committee. Where possible, efforts will be made to ensure Indigenous representation on the Advisory Committee shall constitute a majority.

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, and 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 a Vice-Provost 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 wishes to stand for reappointment, the Advisory Committee shall a) meet with the Vice-Provost 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:

Board of Trustees October 1, 2015

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 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 without identifying sources, the Committee shall inform the Vice-Provost 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 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 1.6 below shall be followed.

Board of Trustees October 1, 2015

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. 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. For external candidates these visits shall include a meeting with the department or departments that the candidate would be expected to join as a tenured faculty member.

Board of Trustees October 1, 2015

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

The Provost and Vice-President, Academic may appoint an Acting Vice-Provost normally for a period up to one year and not to exceed 24 months.

Board of Trustees May 1, 2008, October 1, 2015


2. Deans

2.1 General

2.1.1 Authority to appoint Deans is delegated by the Board of Trustees to the President.

Board: July 2/98 [Brock Act: Articles 11 and 14]

2.1.2 Senate has recommended the following to the President:

a) in favour of the principle of rotation of Deans;

b) that Senate be consulted in advance of the recommendation for a new Dean by the President and Vice-Chancellor;

c) that each Dean should remain an active member of the academic community; have tenure in a departmental position; by mutual arrangement with the appropriate department(s), be active in teaching and research; be eligible for sabbatical leave; and enjoy the other rights and privileges of academic colleagues;

d) that, upon retirement from the office of Dean:

i) there should be no reduction in professorial salary and benefits, and

ii) consideration be given to the possibility of additional sabbatical leave; and

e) that annual increments should be considered in the same light as for all other academic staff.

Senate 49 Special Mtg. May 16/74, 156

2.2 Review of the Faculty

In the fifth year of a Dean’s term an external review of the academic and administrative functions of the Faculty will be undertaken.

Board of Trustees October 1, 2015

2.3 Duties of Deans of Faculties

2.3.1 The primary responsibility of Deans is to provide academic leadership within their Faculty. They have particular responsibility for setting and maintaining a high level of research activity and teaching within the Faculty and for encouraging an atmosphere conducive to the furtherance of academic pursuits.

2.3.2 Other responsibilities within the Faculty include the following:

A. To plan, facilitate and encourage the development of the academic program, both graduate and undergraduate; scrutinize departmental and other proposals to Senate committees and to Senate; supervise the graduate and undergraduate programs. [Should differences arise under the above section which cannot be resolved by discussions with the department(s) involved, then the Dean forwards the departmental proposal(s) to the appropriate body or individual (e.g., Senate or the President) with comments as appropriate.] The ultimate responsibility for the University’s academic program rests with Senate (see FHB I: 4.1.2).

B. In consultation with Departmental Chairs and other senior colleagues, to promote, facilitate and review the scholarship and teaching performance of all faculty members; recommend on matters pertaining to tenure, promotion, salary and sabbatical leaves; recommend faculty and staff appointments to the President; maintain on file recent annual progress reports of faculty.

C. To supervise faculty, staff and both academic and non-academic departments in the Faculty according to the established procedures within the University and to principles of equitability (e.g., in the assignment of teaching duties).

D. To prepare and administer the Faculty budget; allocate and supervise the spending of departmental budgets; apportion discretionary funds.

E. To be available for advice, counsel and consultation to faculty, staff and students in order to provide a wide base of informed members within the Faculty.

F. To represent the University at various outside gatherings as need or opportunities arise. (Deans are ex officio members of Senate and various Senate and University committees.)

G. To perform such other duties as pertain specifically to the Faculty, or as may be assigned by the Provost and Vice President, Academic.

Senate 270 Board: June 28/83, Board of Trustees October  1, 2015

2.4 Appointment/Reappointment of Deans

The President shall consult, on a confidential basis, with the Departmental Chairs of the Faculty concerned and with Senate, before making an appointment.

2.4.1 Term of Office

A. Term of Appointment – A Dean shall normally hold office for an initial term not to exceed five years.

B. Extension of Terms – The term of office of a Dean may be extended once for a period of one year, provided that, prior to a decision, the President shall

i) consult the Chairs of the Departments/Centres in the Faculty; and

ii) advise Senate of the pending extension.

C. Reappointment/Renewal – Normally, a Dean would serve for a maximum of two terms (10 years).

2.4.2 Advisory Committees

A. At least 15 months in advance of the date of appointment for a Dean, the Secretary to the University will advise the President, the Board and the Senate Governance Committee of the need to begin the appointment process. The President shall ask the Governance Committee of Senate to recommend the members of an Advisory Committee as indicated in B, with the exception of the staff member who shall be appointed by the President upon the recommendation of the Provost and Vice-President, Academic following a nomination process which is equivalent to the process in FHB II: 9.5.1 j). 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.

Board October 2, 2014

B. The Advisory Committees normally shall be chaired by the Provost and Vice President, Academic, and shall be comprised as follows:

a) at least six full-time tenured faculty members from the appropriate Faculty, such that each Department is represented and such that the faculty members comprise a majority of the Committee; in the case of an Advisory Committee for the Dean of Graduate Studies, at least six full-time tenured faculty members from graduate programs, such that each of the six Academic Faculties is represented.

b) where applicable, at least one full-time tenured faculty member of the Program Committee of a Centre from the appropriate Faculty;

c) at least one undergraduate student, representing BUSU, from the appropriate Faculty;

d) at least one graduate student, representing the GSA, from the appropriate Faculty;

e) at least one ongoing staff member from the appropriate Faculty (to be recommended by the President; ongoing staff members reporting directly to the Dean are not eligible to serve), and

f) at least one full-time tenured faculty member who is an elected member of Senate and from another Faculty in the University;

g) where applicable, at least one full-time faculty member of the Program Committee of a Program not housed in a Department or Centre from the appropriate Faculty.

Board May 7, 2015

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 the faculty, staff and to the Students’ Union.

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 President 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.

2.4.3 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 or not he/she wishes to stand for reappointment.

B. If the Dean does not wish to continue, a search (as outlined in Sections 2.4.4 and 2.4.5 below) shall commence at once.

C. If the Dean wishes to stand for reappointment, the Advisory Committee shall

a) meet with the Dean 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 Provost and Vice President, Academic, and gathering further information for this purpose from the University community. Specifically:

i) The Chair of the Committee shall invite 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 evaluate the information received and shall invite the incumbent Dean to submit a self-evaluation based on the criteria described in C. above, and shall meet with the Dean. Without identifying sources, the Committee shall inform the Dean of and shall invite him/her to respond to any submissions that have been received.

E. When the Committee has formulated its recommendation, the Provost and Vice President, Academic shall meet in confidence with the Dean to review the general findings of the Committee and the nature of the recommendation to the President. The Committee shall recommend to the President either that the incumbent be reappointed for a specified term or that a search be conducted as outlined below.

F. If the decision of the President is that the incumbent should be reappointed, the procedures outlined in Section 2.4.6 shall be followed.

G. If the decision of the President is that a search should be conducted, the procedures outlined under Sections 2.4.4 and 2.4.5 shall commence at once.

2.4.4 Type of Search

A. Normally, a general (internal and external) search will be conducted. However, after consultation with the President, 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 President.

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 President that a general search be undertaken. Any general search shall also invite applications and nominations from within the University.

C. With the President’s approval, the Advisory Committee may use the services of consultants in a general search.

2.4.5 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. 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 women are given consideration. Appropriate actions include extra efforts to ensure that the position is drawn to the attention of qualified women.

E. 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 woman, the Committee shall consider adding the best qualified woman 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 Faculty concerned. 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 candidates would be expected to join as a tenured faculty member.

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

H. In its recommendation to the President, 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.

2.4.6 Decision of the President

A. The President shall consult, on a confidential basis, with the Departmental Chairs of the Faculty concerned and with Senate, before making an appointment. The President shall keep Senate informed during the process, within the limits of confidentiality and in camera procedures.

Senate 381, 566   Board: November 24/92, November 25/04, May 1, 2008, April 30/09, October 1/15

2.4.7 Appointment of an Interim Dean

The President may appoint an Interim Dean normally for a period not to exceed 24 months.

Board of Trustees October 1, 2015


3. Associate Deans

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

3.2 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

3.3 Appointment/Reappointment of Associate Deans

3.3.1 Term of Office

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

3.3.2 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.

3.3.2 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 addition, where applicable, the Committee shall include at least one full-time tenured faculty member of the Program Committee of a Centre from the appropriate Faculty and at least one full-time tenured faculty member from a Program Committee not housed in a Department or Centre from the appropriate Faculty.  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.

Senate 644

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.

3.4 Appointment of Associate Deans

3.4.1 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.

3.4.2 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.

3.4.3 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.

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

3.4.5 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.

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

3.5 Review and Reappointment Process

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

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

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

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

3.5.5 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.

3.5.6 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

3.6 Appointment of an Acting/Interim Associate Dean

The Provost may appoint an Acting Associate Dean normally for a period up to one year and not to exceed 24 months.

Board of Trustees October 1, 2015


4. Departmental Chairs

(Deleted Senate 609, May 22, 2013)


5. University Librarian

The President shall consult, on a confidential basis, with the Library Council and with Senate, before making an appointment.

5.1 Term of Office

A. Term of Appointment – The University Librarian shall normally hold office for an initial term not to exceed five years.

B. Extensions of Terms – The term of office of the University Librarian may be extended once for a period of one year, provided that, prior to a decision, the President shall i) consult the Library Council; and ii) advise Senate of the pending extension.

C. Reappointment/Renewal – The University Librarian may be a candidate for subsequent term(s).

5.2 Advisory Committees

A. At least 15 months in advance of the date of appointment for the University Librarian, the Secretary to the University will advise the President and the Senate Governance Committee of the need to begin the appointment process.

After any written submissions concerning the composition of the Advisory Committee (or other related matters) are received from members of the University community, the President shall ask the Governance Committee of Senate, to recommend the 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 Committees normally shall be chaired by the Provost and Vice President, Academic, and shall be comprised as follows:

a) at least four full-time permanent librarians, from different areas of the Library;

b) at least one permanent staff member from the University Library (permanent staff members reporting directly to the University Librarian are not eligible to serve);

c) at least one undergraduate student (representing BUSU);

d) at least one graduate student (representing the GSA);

e) at least one full-time tenured faculty member (to be recommended by the Governance Committee of Senate);

f) a Dean (to be recommended by the Committee of Academic Deans);

g) a member of Human Resources, who shall serve as a non-voting ex officio resource to the Committee.

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 the Library, faculty, other staff, and to the Brock University Students’ Union and the Graduate Students’ Association.

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 President 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.

5.3 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 or not he/she wishes to stand for reappointment.

B. If the University Librarian does not wish to continue, a search (as outlined in Sections 5.4 and 5.5 below) shall commence at once.

C. If the University Librarian wishes to stand for reappointment, the Advisory Committee shall meet with the University Librarian to discuss the review process and shall 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 Provost and Vice-President, Academic, and gathering further information for this purpose from the University community. Specifically:

i) The Chair of the Committee shall invite 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 University Librarian, 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 University Librarian. Without identifying sources, the Committee shall inform the University Librarian of and shall invite him/her to respond to any submissions that have been received.

E. When the Committee has formulated its recommendation, the Provost and Vice-President, Academic shall meet in confidence with the University Librarian to review the general findings of the Committee and the nature of the recommendation to the President. The Committee shall recommend to the President either that the incumbent be reappointed for a specified term or that a search be conducted as outlined below.

F. If the decision of the President is that the incumbent should be reappointed, the procedures outlined in Section 5.3.6 shall be followed.

G. If the decision of the President is that a search should be conducted, the procedures outlined under Sections 5.4 and 5.5 shall commence at once.

5.4 Type of Search

A. Normally, a general (internal and external) search will be conducted. Any general search shall also invite applications and nominations from within the University.

B. With the President’s approval, the Advisory Committee may use the services of consultants in a general search.

5.5 Search Procedures

A. The position shall be widely advertised and applications and nominations invited by a specified date. 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. The Advisory Committee may also invite specific individuals to apply.

C. The Advisory Committee shall take care to ensure that qualified women are given consideration.

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 woman, the Committee shall consider adding the best qualified woman 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. When necessary, the Advisory Committee may undertake further consultation on a confidential basis.

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

F. After allowing additional time for members of the University community to express their views in writing, and after any further procedures which it deems appropriate, the Advisory Committee shall make its recommendation to the President.

5.6 Decision of the President

The President shall consult, on a confidential basis, with the Library Council and with Senate, before making an appointment. The President shall keep Senate informed during the process, within the limits of confidentiality and in camera procedures.

Board of Trustees May 1, 2008

5.7 Appointment of an Interim University Librarian

The President may appoint an Interim University Librarian normally for a period not to exceed 24 months.

Board of Trustees October 1, 2015


6. Associate University Librarians

6.1 General

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

6.1.2 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.

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

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

6.2 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.

6.3 Appointment/Reappointment of Associate University Librarians

6.3.1 Term of Office

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

6.3.2 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.

6.3.3 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.

6.3.4 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.

6.3.5 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

6.4 Appointment of an Acting/Interim Associate University Librarian

The Provost may appoint an Acting/Interim Associate University Librarian normally for a period up to one year and not to exceed 24 months.

Board of Trustees October 1, 2015
Section IV established Dec.13, 2012 as per the Board of Trustees