Procedures Governing the Search for and Review of Vice-Presidents Holding Academic Appointments

The official version of this procedure is housed with the University Secretariat.  In the event of a discrepancy, the official version will prevail. Click here for a printable version of this procedure.

Parent Policy: Policy 1.5 Policy on University Appointments
Approving Authority:  Human Resources & Membership Committee
Responsible Office:  University Secretariat
Responsible Officer: Chair, Board of Governors, University Secretary
Original Approval Date:  June 22, 2022
Effective Date:  June 22, 2022
Date of Most Recent Review: 
Previous Reviews:

1. Purpose

The procedures provided in this document shall govern the search for and review of Vice-Presidents holding academic appointments at University of Guelph and shall be interpreted consisted with Policy 1.5 Policy on University Appointments.

2. Establishing a Search or Review Committee

2.1.  Where the President has determined that establishing a Search Committee or Review Committee is required, the Secretary shall issue a Call for Nominations to the University community. The call for nominations shall include:

• An approximate timeline for the search or review process
• An estimate of the time commitment involved
• A description of the desired attributes and qualifications of committee members.

2.2.  The nomination period shall be at least 10 Days in length. The Secretary may extend the nomination period at their discretion. Any extension of the nomination period shall be applied equally to all classes of members.
2.3.  Nominations may be submitted by a nominator who must be eligible for nomination themselves, with the nominee’s consent, or by the nominee themselves (self-nomination). 
2.4.  At the conclusion of the nomination period, the Secretary shall convey all eligible nominations to the relevant appointing authority. 
2.5.  The appointing body may seek additional nominations where an insufficient number of nominations were received or where the pool of nominees would not permit the appointing authority to make diverse and representative appointments. 

3.   Composition of a Search or Review Committee

Each Search or Review Committee shall be chaired by, and considered an advisory committee to the President and shall be comprised of:

3.1.  The following individuals appointed by Senate, who need not be Senators:

3.1.1.  Three (3) faculty members

3.1.1.1. Who shall be selected from among the faculty of the University eligible for election to the Board.
3.1.1.2. No two faculty members may come from the same College.

3.1.2.  One (1) undergraduate student

Who shall be selected from among the undergraduate students of the University eligible for election to the Board.

3.1.3.  One (1) graduate student 

Who shall be selected from among the graduate students of the University eligible for election to the Board.

3.1.4.  Two (2) staff members

Who shall be selected from among the staff of the University eligible for election to the Board. 

3.1.5.  Student nominees who are anticipated to retain their student status until the Search or Review Committee completes its function shall be given preference by Senate where possible.
3.1.6.  Except where the Policy or these procedures provide otherwise, individuals appointed by Senate shall be appointed in accordance with regulations established by Senate. 

3.1.6.1. Where there is a conflict between any provision established by Senate and any provision established by the Board, the Board-established provision shall prevail.

3.2.  The following individuals appointed by the Human Resources & Membership Committee of the Board:

3.2.1.  One (1) external member of the Board

Selected from among the members of the Board appointed pursuant to sections 3.3. and 3.4. of Board of Governors Bylaw No. 2. 

3.3.  The following individuals appointed by the President:

3.3.1.  One (1) Dean
3.3.2.  One (1) Dean or Senior Academic or Research Leader.

Senior Academic or Research Leaders who by nature of their professional obligations require a degree of autonomy are not eligible for appointment.  

3.4.  The President may also appoint such non-voting members as they deem necessary to support the work of the Search or Review Committee. 
3.5.  Where a vacancy occurs in the membership of a Search or Review Committee, the President shall make a determination as to whether the vacancy shall be filled. Any vacancy shall be filled by an individual who meets the eligibility requirements for the vacant seat. 

3.5.1.  The Senate Governance and Nominating Committee shall have the authority to fill vacant Senate-appointed seats.

4. Principles and Requirements for the Conduct of a Search or Review

4.1.  The core principles underlying every search and review process are:

• Upholding the University’s commitments to Indigenization, equity, diversity and inclusion 
• Broad consultation
• Timely communication and clarity of process
• Accountability
• Respect for the integrity of the process.
• Confidentiality
• Avoidance of conflict of interest. 

4.2.  In furtherance of these core principles, each Search Committee shall: 

• Communicate to the University community the names of those appointed to the Search Committee.
• Determine the general characteristics and capabilities required in a candidate, soliciting input from the University community (including faculty, staff, and students). The incumbent may be a candidate.
• Advertise the position in appropriate vehicles.
• Prepare a short list of candidates.
• Conduct interviews with short-listed candidates.
• Arrange for public lectures to be delivered by short-listed candidates as part of its evaluation of those candidates.
• Solicit input from the University community (including faculty, staff, and students) concerning short-listed candidates who give public lectures and consider this input.
• Maintain all deliberations of the Search Committee in strict confidence.
• Direct the disposition of all related records according to relevant University policies as directed by the President.

4.3.  In furtherance of these core principles, each Review Committee shall: 

• Communicate to the University community the names of those appointed to the Review Committee.
• Solicit input from the University community (including faculty, staff, and students).
• Review all written submissions.
• Invite the incumbent to meet with the Review Committee.
• Maintain all deliberations of the Review Committee in strict confidence.
• Direct the disposition of all related records according to relevant University policies as directed by the President.

5. Procedures for the Conduct of a Search or Review

5.1.  Method of Decision Making

Search Committees and Review Committees shall aim to make decisions using a consensus-based model. Formal rules of order and motion-based decision making should be relied on as a last resort. Committee members should work toward sharing their opinions, discussing options, and coming to a consensus-based decision with the understanding that, while their preferred option may not be fully reflected in the committee’s final decision, they are willing to commit to and support the final decision.

5.2 Committee to Develop its Own Guidelines 

Subject to the requirements of the Policy and these Procedures each Search Committee and Review Committee shall establish its own guidelines for the conduct of a search or review at its initial meeting.

5.3.  Retention of Consultants 

Subject to relevant procurement policies, directives, regulations and legislation, the President may retain consultants to support a Search or Review.