General Procedures for Reviews

 The Board of Governors re-appoints the University’s senior administrators. Review committees report to the Board of Governors through the President (except the Review Committee for the President which reports directly to the Board). The report shall provide a rationale for the committee’s recommendation and include the majority and minority views (if any) held by committee members. If the President’s recommendation differs from the majority view of the review committee, a rationale for the alternative recommendation shall be provided to the Board of Governors, and the rationale for the alternative recommendation provided to the review committee for information.  For the review of the President and the Provost and Vice-President Academic, the review committee’s report shall be presented for advice to the Board of Governors at a joint meeting of the review committee and the Board.

Normally terms of office will not exceed five years, with the exception of the Vice-President Finance and Resources, who may be re-appointed with or without term.  Senior administrators in without term appointments shall be reviewed every five years. 

1. In the penultimate year of the term of the incumbent, a review committee shall be struck if the incumbent wishes to seek a further term.

2.  The committee is normally chaired by the individual to whom the incumbent reports.

3.  The composition of the committee shall be made public.

4.  If a member ceases to serve for any reason prior to the interview with the incumbent, a replacement shall be appointed by the same process and from the same constituency as the member withdrawing.  If the interview with the incumbent has occurred, the member will not be replaced.

5.  Any conflict of interest or perceived conflict of interest of any member, as described in the University’s Conflict of Interest Policy, will be promptly disclosed by the member to the committee, so that it may be appropriately considered by the committee to determine whether the member shall resign.

6.  Subject to the approved principles and procedures for searches and reviews, the committee shall establish its own procedures. The chair will meet with the incumbent prior to and subsequent to the review to provide information and feedback about the process and outcome. The incumbent will normally have an opportunity to meet with the committee as a whole to discuss her or his performance.  It is critically important that all committee members are working from the same base of information and that the significance of that information is considered by the entire committee. Accordingly, at its first meeting the committee should establish such matters as quorum, attendance expectations, and information gathering procedures.

7.  The committee shall review the position profile and may recommend revision.  Assessment of an incumbent’s performance should be based on the position profile that applied during the incumbent’s term of office.  Assessment of the likelihood of the incumbent continuing to perform the responsibilities of his or her office at a high level should be based on the revised position profile if that profile is different from what was in effect during the incumbent’s term.  If, in considering the likelihood of the incumbent performing at a high level in the future, the review committee finds that it is seeking qualities in incumbents that are not implied by the position profile, the committee should either recommend revision of the position profile or adjust its expectations of the incumbent to match the profile.

8.  In conducting a review of the incumbent, the committee will review the performance and progress made toward stated goals which have been outlined as part of the annual appraisal and evaluation process conducted by the incumbent’s supervisor.  As the 360-degree review process is primarily intended as a formative process, the 360-degree reviews in their original form should not be admitted to review committees.

Written comment on the performance of the incumbent will be invited by the chair from members of the university community.  All submissions must be written and signed and will be acknowledged.  Electronic submissions will be accepted with provisions made to confirm the authenticity of the author.

Submissions received will be provided to the committee and incumbent as submitted, other than with the removal of the author’s name.  The chair will first review the submissions to ensure their professionalism.  The chair will contact the author of any submissions considered by the chair to be unprofessional and provide the opportunity for the author to resubmit her or his comments.  Unprofessional submissions will not be provided to the incumbent and committee. Without revealing their content, the chair shall report all exclusions to the committee.

9.  Reappointment of senior administrators will be recommended if the committee and the supervisor for the incumbent agree the incumbent has fulfilled all responsibilities at a high level and is making and is expected to continue to make significant contributions to the University as defined by their administrative responsibilities.

For Deans and Executive Directors, the committee will conduct a full review of the performance of the incumbent within the context of the position profile and strategic goals and objectives of the college or school as expressed within its integrated plan, and written comments received from members of the University community.  Upon completion of its review, the committee shall recommend either that the incumbent be re-appointed to a subsequent term or that a search be conducted.

For Associate Deans and Associate Directors, the committee will conduct a full review of the performance of the incumbent within the context of the position profile and strategic goals and objectives of the college as expressed within its integrated plan.  Upon completion of its review, the committee shall recommend either that the incumbent be appointed to a subsequent term or that a search be conducted.

10.  If a review does not lead to a recommendation for reappointment, a search committee will be constituted.  It is permissible but not required that members of the review committee could also serve on the subsequent search committee.

11.  A report will accompany the review committee recommendation, which details the process followed and the majority and any minority views of members as described in “Re-appointment Procedures” above.