Policy 1.5 Policy on University Appointments

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Approving Authority: Board of Governors
Responsible Office: University Secretariat
Responsible Officer: Chair, Board of Governors | University Secretary
Original Approval Date: April 17, 2012
Effective Date: June 22, 2022
Date of Most Recent Review: June 22, 2022
Previous Reviews: April 21, 2017

1. Preamble

Pursuant to the University of Guelph Act, 1964, the Board of Governors has the authority to appoint and remove the President, the Vice-Presidents, the heads of all faculties and schools, the senior administrative officers of the University, the teaching staff of the University, and all such other officers, clerks, employees, agents and servants as the Board deems necessary or expedient for the purposes of the University.

In exercising its authority, the Board, and those acting on its behalf, shall uphold the principle that commitment to the imperatives of Indigenization and equity, diversity and inclusion necessitates the involvement of stakeholders with a wide array of lived experiences, identities and perspectives in appointment processes.

2. Scope

2.1. The Board reserves to itself the appointment, review, suspension and removal of the President.

2.2. The Board reserves to itself the appointment and removal of the Vice-Presidents and the Secretary, on the recommendation of the President.

2.3. The Board reserves to the Audit & Risk Committee certain rights relative to the appointment and removal of the Chief Internal Auditor.

2.4. The President shall have the authority to appoint, promote, or remove (or to delegate to one or more individuals the authority to appoint, promote or remove) all other employees of the University other than those referred to in Sections 2.1 and 2.2.

2.5. The President shall fulfill their responsibilities under this Policy according to the terms of the Act, this Policy and any other relevant Board policies and procedures, University policies and procedures, limitations approved by the Board, and collective agreements between the University and University employee groups.

2.6. Nothing in this policy shall be interpreted to constrain the Board’s general authority under the Act, as further defined in its Bylaws, to appoint or remove individuals from the offices of President, Vice-President or Secretary.

3. Definitions

3.1. “Act” means The University of Guelph Act, 1964 (as amended).

3.2. “Board” means the Board of Governors of the University of Guelph.

3.3. “Senior Leader,” for the purposes of this policy, means an executive level employee of the University who reports directly to the President or a Vice-President.

3.4. “Senior Academic or Research Leader,” for the purposes of this policy, means an executive level employee of the University who reports directly to the Provost & Vice-President (Academic) or Vice-President (Research).

3.5. “Department” means an academic department of the University established by Senate or a School, established by Senate, that operates as an academic department.

3.6. “President” means the President and Vice-Chancellor of the University.

3.7. “Secretary” means the University Secretary.

3.8. “University” means the University of Guelph.

3.9. “Vice-President” means any of the Vice-Presidents of the University inclusive of the Provost and Vice-President (Academic).

4. President & Vice-Chancellor

4.1. Appointment of the President

4.1.1. In order to provide sufficient time for a Presidential Search Committee to discharge its mandate, whenever possible, its membership shall be identified at least twelve (12) months prior to the end of the incumbent President’s term.

4.1.2. The Board shall establish a Presidential Search Committee to conduct a search and to recommend to the Board a candidate for appointment as President in keeping with any procedures approved pursuant to this policy. The Presidential Search Committee shall be comprised of:

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

4.1.2.2. The following individuals appointed by the Board:

•   Three (3) external members of the Board
•   One (1) Dean or Senior Leader
•   One (1) graduate of the University

4.1.2.3. The following individuals appointed by Senate:

•   Three (3) faculty members
•   One (1) staff member
•   One (1) undergraduate student
•   One (1) graduate student

4.1.2.4. The following non-voting members:

• The Secretary
• One (1) Indigenization, equity, diversity and inclusion advisor

4.1.3. The incumbent President is ineligible to serve on a Presidential Search Committee and shall not vote on the appointment of members to the Presidential Search Committee. The incumbent President shall be recused for this item.

4.1.4. The Presidential Search Committee shall identify and recommend to the Board of Governors the candidate it determines is best-suited for the position of President. The incumbent President may be a candidate.

4.1.5. Regular status reports on the progress of the Presidential search shall be provided, in closed session, at each Board of Governors meeting that occurs during the search period. The incumbent President shall be recused for this item.

4.1.6. The Presidential Search Committee shall deliver a confidential report to the Human Resources & Membership Committee summarizing the Presidential Search Committee’s process, activities, and deliberations and recommending a candidate for appointment. The confidential report shall include the candidate’s curriculum vitae and the Presidential Search Committee’s supporting rationale for the recommendation. The report shall be provided to the Human Resources & Membership Committee in sufficient time to provide for full and deliberative consideration and discussion of the recommendation.

4.1.7. The Human Resources & Membership Committee shall discuss the confidential report, focusing in particular on the process, activities and deliberations of the Presidential Search Committee. The Human Resources & Membership Committee shall also determine, by way of a motion, whether it endorses or does not endorse the recommendation of the Presidential Search Committee.

The Human Resources & Membership Committee shall forward to the Board of Governors the confidential report of the Presidential Search Committee, its own recommendation and any supporting rationale in sufficient time to provide for full and deliberative consideration and discussion of the recommendation.

4.1.8. At the same time the recommendation of the Human Resources & Membership Committee and any supporting rationale is provided to the Board, it shall be provided in full to the Presidential Search Committee.

4.1.9. The Board of Governors shall receive the reports of the Presidential Search Committee and the Human Resources & Membership Committee at an in-camera meeting. Board members shall have the opportunity to discuss the confidential reports.

The incumbent President shall not vote on the appointment of the President and shall be recused for this item.

A motion appointing a President must be approved by a majority of those governors present and eligible to vote.

4.1.10. The Chair is responsible for communicating the outcome of the Board’s deliberations to the candidate, which must be held in strict confidence until the Chair approves a public announcement.

4.2. Conditions of Appointment

4.2.1. The President may hold an academic appointment in a Department of the University.

4.2.2. In the event that the Board approves the appointment of a President that does not already hold an academic appointment at the University, and in the event that the individual desires to hold such an appointment, the rank and decision relative to granting of tenure shall be determined through a process that is consistent with the deliberations process for other members of the faculty as defined in the Collective Agreement between the University and the University of Guelph Faculty Association.

4.2.3. Subject to the any provisions in the President’s employment agreement, where a President has been granted an academic appointment, the President may assume that appointment following the completion of their term or their resignation. The appointment shall be governed by the provisions of the Collective Agreement between the University and the University of Guelph Faculty Association.

4.2.4. Normally, the term of office for the President shall be five (5) years. Normally, an individual shall hold the office of President for no more than two (2) consecutive terms.

4.2.5. The specific terms and conditions of employment for the President shall be established by the Human Resources & Membership Committee, on behalf of the Board.

4.2.6. The Chair is responsible for negotiating the President’s employment agreement on behalf of the Board. The Chair shall abide by the terms and conditions established by the Human Resources & Membership Committee, the Board-approved Senior Executive Compensation Framework, and any applicable legislation or regulations.

The Chair shall provide the Human Resources & Membership Committee a copy of the President’s employment agreement prior to executing it on behalf of the Board.

4.2.7. The Board shall implement an annual process of performance review for the President, consistent with the Board-approved Senior Executive Compensation Framework.

4.2.8. The President’s appointment is at the discretion of the Board.

4.3. Review and Re-appointment of the President

4.3.1. At least 15 months prior to the end of the incumbent President’s term, the Chair shall write to the President to determine whether they to be considered for reappointment. The incumbent President shall respond in writing.

If the incumbent President wishes to stand for reappointment, the Board shall establish a Presidential Review Committee.

4.3.2. The composition of the Presidential Review Committee shall be identical to a Presidential Search Committee, as provided in subsections 4.1.1. to 4.1.3.

4.3.3. The Presidential Review Committee shall conduct a review of the incumbent President in keeping with any procedures approved pursuant to this policy.

4.3.4. The Presidential Review Committee shall deliver a confidential report to the Human Resources & Membership Committee summarizing the Presidential Review Committee’s process, activities, and deliberations and including a recommendation in favour of or against the reappointment of the incumbent President. The confidential report shall include the incumbent’s curriculum vitae and the Presidential Review Committee’s supporting rationale for its recommendation. The report shall be provided to the Human Resources & Membership Committee in sufficient time to provide for full and deliberative consideration and discussion of the recommendation.

4.3.5. The Human Resources & Membership Committee shall discuss the confidential report, focusing in particular on the process, activities and deliberations of the Presidential Review Committee.

The Human Resources & Membership Committee shall forward to the Board of Governors the confidential report of the Presidential Review Committee, its own recommendation and any supporting rationale.

In its report, the Human Resources & Membership Committee shall indicate whether it endorses or does not endorse the recommendation of the Presidential Review Committee. The report shall be provided to the Board Governors in sufficient time to provide for full and deliberative consideration and discussion of the recommendation.

4.3.6. At the same time the report of Human Resources & Membership Committee is provided to the Board, it shall be provided in full to the Presidential Review Committee.

4.3.7. The Board of Governors shall receive the reports of the Presidential Review Committee and the Human Resources & Membership Committee at an in-camera meeting. Board members shall have the opportunity to discuss the confidential reports.

The incumbent President shall not vote on their re-appointment and shall be recused for this item.

4.3.8. The Chair is responsible for communicating the outcome of the vote to the incumbent President, which must be held in strict confidence until the Chair approves a public announcement.

4.3.9. In the event that the Board declines to reappoint the incumbent President, the Board shall determine whether to reconvene the Presidential Review Committee as a Presidential Search Committee or to strike a new a Presidential Search Committee pursuant to this policy.

4.4. Appointment of an Acting or Interim President

4.4.1. The Act provides that a Vice-President shall act as President when the President is absent or there is a vacancy in the office of President and that, while so acting, they shall have all the powers and duties of the President.

4.4.2. In the event the President will be temporarily unable to fulfill their duties the President shall appoint an acting President, from among the Vice-Presidents appointed by the Board.

4.4.2.1. In the event of the unanticipated absence or incapacity of the President, the Chair shall, after consulting with the chair of the Human Resources & Membership Committee, appoint an Acting President from among the Vice-Presidents appointed by the Board. The appointment shall be brought before the Board for its confirmation no later than its next regular meeting.

4.4.3. In the event of the sustained absence of the President or a vacancy in the Office of the President, the Board shall appoint an Interim President, on the recommendation of the Human Resources & Membership Committee.

5. Vice-Presidents holding Academic Appointments

5.1. The provisions in this section apply to the appointment, review and reappointment of the Provost and Vice-President (Academic), the Vice-President (Research), and any other Vice-Presidents that the President determines should also hold an academic appointment in a Department of the University.

5.2. Appointment of Vice-Presidents holding Academic Appointments

5.2.1. The President shall establish and chair a Search Committee to conduct a search and to recommend to the President candidates for appointment to the positions enumerated in section 5.1. The Search Committee shall be comprised of:

5.2.1.1. The following individuals appointed by Senate:

•   Three (3) faculty members
•   One (1) undergraduate student
•   One (1) graduate student
•   Two (2) staff members

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

• One (1) external governor

5.2.1.3. The following individuals appointed by the President:

• One (1) Dean
• One (1) Dean or Senior Academic or Research Leader

5.2.2. The incumbent Vice-President is ineligible to serve on a Search Committee for their replacement.

5.2.3. In order to provide sufficient time for a Search Committee to discharge its mandate, whenever possible, its membership shall be identified at least nine (9) months prior to the end of the incumbent Vice-President’s term.

5.2.4. The Search Committee will identify the candidate it perceives is best-suited for the relevant position.

5.2.5. The Search Committee shall deliver a confidential report to the President summarizing the Search Committee’s activities and deliberations, and recommending a candidate for appointment. The report shall include the candidate’s curriculum vitae, and the Search Committee’s supporting rationale for the recommendation.

5.2.6. The President shall provide the report and their own recommendation regarding the relevant appointment to the Board in sufficient time to provide the Board the opportunity for full and deliberative consideration and discussion.

5.3. Conditions of Appointment

5.3.1. Each Vice-President shall report directly to the President.

5.3.2. The Provost and Vice-President (Academic), the Vice-President (Research) and any other Vice-President appointed pursuant to this section must be eligible to hold an academic appointment in a Department of the University.

5.3.3. In the event that the Board approves the appointment of a Vice-President, pursuant to this section, that does not already hold an academic appointment at the University the rank and decision relative to granting of tenure shall be determined through a process that is consistent with the deliberations process for other members of faculty as defined in the Collective Agreement between the University and the University of Guelph Faculty Association.

5.3.4. Subject to any provisions in the Vice-President’s employment agreement, where a Vice-President has been granted an academic appointment, the Vice-President may assume that appointment following the completion of their term or their voluntary resignation. The appointment shall be governed by the provisions of the Collective Agreement between the University and the University of Guelph Faculty Association.

5.3.5. Normally, the term of office for a Vice-President appointed pursuant to this section shall be five (5) years. Normally, an individual appointed as a Vice-President pursuant to this section shall hold office for no more than two (2) consecutive terms.

5.3.6. The President shall implement a process of performance review for Vice-Presidents appointed pursuant to this section consistent with the Board’s Senior Executive Compensation Framework.

5.3.7. The President shall provide the Chair and the Secretary a copy of the fully executed employment agreement for any Vice-President appointed pursuant to this section.

5.4. Review and Re-appointment of a Vice-President holding an Academic Appointment

5.4.1. At least 12 months prior to the end of an incumbent Vice-President’s term the President shall write to the incumbent to determine whether the incumbent wishes to be considered for reappointment. The incumbent Vice-President shall respond in writing.

If the incumbent Vice-President wishes to stand for reappointment, prior to conducting a search pursuant to section 5.2 the President shall establish a Review Committee.

5.4.2. The composition of the Review Committee shall be identical to a Search Committee, as provided in subsections 5.2 to 5.4.

5.4.3. The Review Committee shall conduct a review of the incumbent Vice-President in keeping with any procedures approved pursuant to this policy.

5.4.4. The Review Committee shall deliver a confidential report to the President summarizing the Review Committee’s activities and deliberations, and including a recommendation in favour of or against the reappointment of the incumbent. The report shall include the incumbent’s curriculum vitae, and the Review Committee’s supporting rationale for the recommendation.

5.4.5. The President shall provide the report and their own recommendation regarding the relevant re-appointment to the Board in sufficient time to provide the Board opportunity for full and deliberative consideration and discussion of the recommendation.

5.4.6. In the event that the Board declines to reappoint the incumbent Vice-President, the President shall determine whether to reconvene the Review Committee as a Search Committee or to strike a new Search Committee pursuant to this policy.

6. Vice-Presidents not holding Academic Appointments and the Secretary

6.1. The provisions in this section apply to the appointment of any Vice-President to which the provisions of section 5 do not apply, and to the appointment of the Secretary.

6.2. Appointment of Vice-Presidents not holding Academic Appointments and the Secretary

6.2.1. The President shall determine whether or not a Search Committee shall be established to conduct a search regarding candidates for appointment to positions enumerated in this section.

6.2.2. In the event that a Search Committee is established the President shall determine the composition, mandate and procedures of the Search Committee, subject to this Policy and any other limitations imposed by the Board.

6.2.3. The President shall provide a recommendation to the Board regarding the relevant appointment.

6.3. Provisions Respecting Certain Vice-Presidents

6.3.1. The Chairs of the Finance Committee and Audit & Risk Committee shall be consulted by the President as part of the search and hiring process for the position of Vice-President (Finance & Operations).

6.4. Provisions Respecting the Secretary

6.4.1. The Chair shall be consulted by the President as part of the search and hiring process for the position of University Secretary.

6.5. Conditions of Appointment

6.5.1. Each Vice-President shall report directly to the President.

6.5.2. The Secretary shall report jointly to the President and the Chair.

6.5.3. The President shall implement a process of performance review for the Vice-Presidents appointed pursuant to this section and for the Secretary consistent with the Board’s Senior Executive Compensation Framework.

6.5.4. The President shall provide the Chair and the Secretary a copy of the fully executed employment agreement for any Vice-President appointed pursuant to this section.

6.5.5. The President shall provide the Chair a copy of the fully executed employment agreement for the Secretary.

7. Vice-Presidents and the Secretary

7.1. Appointment of an Acting or Interim Vice-President or Secretary

7.1.1. In the event a Vice-President or the Secretary will be temporarily unable to fulfill their duties, the President shall appoint an Acting Vice-President or Secretary.

7.1.2. In the event of the sustained absence of a Vice-President or the Secretary, or a vacancy in the office of a Vice-President or the Secretary, the Board shall appoint an Interim Vice-President or Secretary, on the recommendation of the President and the Human Resources & Membership Committee.

7.2. Suspension of a Vice-President or the Secretary

7.2.1. Prior to suspending a Vice-President or the Secretary, the President shall seek advice from the Chief Human Resources Officer and the Secretary, save and except for cases where the Chief Human Resources Officer or Secretary have a conflict of interest or where there are other similar concerns. The President shall obtain the concurrence of the Chair prior to undertaking any suspension. The President shall report the reasons for the suspension to the Human Resources & Membership Committee and the Board of Governors.

8. Chief Internal Auditor

8.1. Unless the Audit & Risk Committee determines otherwise, the Chair of the Audit & Risk Committee or their designate from among the members of the Committee shall serve on any hiring committee for the Chief Internal Auditor.

8.2. The Audit & Risk Committee shall be informed in advance, and provided with sufficient opportunity to comment on, any decision to hire, reassign, remove or materially change the conditions of employment of the Chief Internal Auditor.