General Procedures for Searches

The Board of Governors appoints the University’s senior administrators. Search committees report to the Board of Governors through the President (except the Search 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. Ideally, committee members would have an opportunity to review the report before it is submitted.  It is useful to distinguish between preferred candidates and acceptable candidates. Ideally, the chair and the majority of the committee will come to agreement on the preferred candidate. If there are differing views between the chair and the majority of the committee on the preferred candidate, it is critical that there be agreement on acceptable candidates, and the chair may recommend any acceptable candidate to the President.  The President must also be in agreement with the recommendation, and it is within the purview of the President to make an alternative recommendation. The President will recommend one name to the Board of Governors from the short-listed candidates. If the President’s recommendation differs from the majority view of the search committee, a rationale for the alternative recommendation shall be provided to the Board of Governors, and the rationale for the alternative recommendation should be provided to the search committee for information.

For the appointment of the President, the search committee will submit to the Board the name of the preferred candidate with a comprehensive report outlining the committee's assessment of the candidates.  This report shall be presented for advice to the Board at a joint meeting of the search committee and the Board of Governors.

For Associate Deans and Associate Directors of Schools, the Board of Governors has empowered the Provost and Vice-President Academic to make the appointment.

Normally terms of office for all positions will not exceed five years.  If the requirements of a position are such that the selected candidate comes from outside of the University community and would not have an academic appointment to return to, the appointment may be made with or without term.

SEARCH PROCEDURES

1.  In the penultimate year of the term of the incumbent, a search committee shall be struck.

2.  The committee will normally be chaired by the individual to whom the appointee will report.

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

4.  If a committee member ceases to serve for any reason prior to interviews with candidates, a replacement shall be appointed by the same process and from the same constituency as the member withdrawing.  If candidate interviews have commenced, the committee 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. 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.  A search consultant, if retained, shall be advisory to the search committee. Search consultants are highly knowledgeable in their own right and if retained their services should be used in such a way that the committee receives maximum benefit from their expertise.

8.  The committee shall review the position profile and may recommend revision. The search parameters for the position should be based on the position profile.  If the search committee finds that it is seeking qualities in the applicants that are not implied by the position profile, the committee should either recommend revision of the position profile or adjust its expectations of applicants to match the profile.

9.  For a Presidential search, the committee will provide the opportunity for interested members of the University community to provide written comments on the strategic goals and objectives of the University, and on the progress made or problems encountered in achieving those goals and objectives.  All submissions must be written and signed and will be acknowledged and treated in confidence.  Electronic submissions are acceptable with provisions made to confirm the authenticity of the author.

10.  For Deans and Executive Directors, the committee shall hold a meeting open to all faculty members of the college or school and will also consult with staff to discuss the responsibilities, challenges and opportunities of the college or school in relation to its integrated plan and progress made towards meeting strategic goals expressed in the plan.   Staff may attend the open meeting with faculty or may be consulted in a separate meeting as the search committee deems appropriate for a particular college or school.

11.  For Associate Deans and Associate Directors of Schools, members of the University community will be advised that the position of Associate Dean or Associate Director will become vacant at a specific date and be invited to submit applications and nominations.   Normally, Associate Deans and Associate Directors are recruited internally.  The search committee chair shall advise University members when a new Associate Dean or Associate Director position will be created and the search process will commence.

12.  For all senior administrative positions, excepting internal searches for Associate Deans and Associate Directors, the committee shall conduct an extensive search.  Although the committee may determine the most appropriate means and methods of obtaining applications and nominations, 

a)     the position will be advertised in appropriate publications; and by appropriate electronic means
b)     other institutions may be canvassed for nominations; and 
c)     nominations will be invited from faculty; 
d)     a search consultant may be employed.

13.  Searches for senior administrators should commence in a timely manner.  Whenever possible the search, including for newly-created positions, should begin far enough in advance that an appointment can be made without the necessity for an intervening acting appointment.

14.  Report will accompany the search committee recommendation, which details the process followed and the majority and any minority views of members as described in the “Appointment Procedures” above.

15.  Situations may arise when a search is considered failed. A search is declared failed by the President or Board.   For example, a search may be declared failed if the chair and the search committee cannot come to an agreement on an acceptable candidate to recommend for appointment. If the President declares a search failed, the search committee may be reconstituted and may or may not consist of new membership, as determined by the President.  If the Board declares a search failed, the Board will decide how to proceed.