Procedures Governing the Search for and Review of the President & Vice-Chancellor

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 the President & Vice-Chancellor of the 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 Chair has determined that establishing a Presidential Search Committee or Presidential 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 body. 
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 body to make diverse and representative appointments. 

3. Composition of a Search or Review Committee

Each Presidential Search or Presidential Review Committee shall be considered a Working Group of the Board of Governors and shall be comprised of:

3.1. The Chair of the Board, who shall chair the Committee.

Where the Chair is unable or unwilling to chair a Presidential Search or Review Committee, the Chair shall appoint an alternate chair from among the external members of the Board.

3.2.  The following individuals appointed by the Board:

3.2.1.  Three (3) external members of the Board

Appointed on the advice of the Human Resources & Membership Committee and selected from among the Chancellor and the members of the Board appointed pursuant to sections 3.3. and 3.4. of Board of Governors Bylaw No. 2. 

3.2.2.  One (1) graduate of the University

Appointed on the advice of the Human Resources & Membership Committee which shall seek a nominee from the University of Guelph Alumni Association from among the graduates of the University’s credit degree and diploma programs. 

3.2.3.  One (1) Dean or Senior Leader

Appointed on the advice of the Human Resources & Membership Committee. ,

Senior Leaders who by nature of their professional obligations require a degree of autonomy, including but not limited to the University Secretary, General Counsel and Chief Internal Auditor, are not eligible for appointment.

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

3.3.1.  Three (3) faculty members

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

3.3.2.  One (1) staff member

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

3.3.3.  One (1) undergraduate student

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

3.3.4.  One (1) graduate student 

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

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

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

3.4.  The following non-voting members:

3.4.1.  The Secretary
3.4.2.  One (1) Indigenization, equity, diversity and inclusion advisor

Appointed by the Human Resources & Membership Committee on the advice of the Chair and the Secretary. The advisor shall normally be appointed from among the qualified staff and faculty of the University.

3.5.  Where a vacancy occurs in the membership of a Search or Review Committee, the Chair shall make a determination as to whether the vacancy shall be filled. Any vacancy shall be filled by the original appointing authority with an individual who meets the eligibility requirements for the vacant seat.

3.5.1.  The Senate Committee on Bylaws & Membership shall have the authority to fill vacant Senate-appointed seats. 

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

4.1.  The core principles underlying every Presidential 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 Presidential Search Committee shall: 

• Communicate to the University community the names of those appointed to the Presidential Search Committee.
• Determine the general characteristics and capabilities required in a candidate, soliciting input from the University community (including faculty, staff, and students).  
• Advertise the position broadly using appropriate vehicles. 
• Prepare a short list of candidates.
• Conduct in-camera interviews with short-listed candidates.
• Maintain all deliberations of the Presidential Selection Committee in strict confidence.
• Abide by all relevant University Policies, including the Good Governance Policy for the Board of Governors
• Direct the disposition of all related records according to relevant University policies as directed by the Secretary. 

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

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

5. Procedures for the Conduct of a Presidential Search or Review

5.1.  Method of Decision Making

Presidential Search Committees and Presidential 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 Presidential Search Committee and Presidential Review Committee shall establish its own guidelines for the conduct of a search or review at its initial meeting.

5.3 Retention of Consultants

At the discretion of the Chair, and subject to relevant procurement policies, directives, regulations and legislation, consultants maybe retained to support a Presidential Search or Review. The Human Resources & Membership Committee may exercise the Board of Governors’ authority to retain consultants for a Presidential Search or Review. 

6. Onboarding a New President 

6.1.  The Human Resources & Membership Committee shall hold formal responsibility for oversight of the onboarding and transition of a new President.

6.1.1.  Any onboarding or transition committee shall be established as a Working Group of the Human Resources & Membership Committee.

6.2.  The onboarding and transition process for a new President shall reflect their needs and shall be developed by the Chair and Secretary, in consultation with the new President. Particular consideration shall be given to:

• Developing a stakeholder management plan that references governance bodies, students, faculty, staff, alumni, donors, champions and government. 
• Developing of an ongoing communications plan aimed at introducing the new President to the University community
• Development of briefing materials that address community traditions and sensitivities, relationship-building with the senior leadership team, the University’s risk register, key issues, current strategic planning documents and institutional strengths and opportunities for growth. 

6.3.  Regular updates regarding the onboarding and transition process shall be provided to the Board through the Human Resources & Membership Committee.