Memorial University of Newfoundland
Policies and Procedures
Governing the Appointment, Review, Promotion and Tenure of Academic Administrators

October 26, 2000

MUN/MUNFA Collective Agreement Clause 1.10

Definitions

  1. For the purposes of this document, "faculty member" shall be understood to mean a member of the academic staff, including a librarian, who holds a full-time probationary or tenured position, or a person holding a full-time contractual position whose contract is for a period of twenty-four months or greater.

  2. "Academic unit" shall be taken to mean:

    1. in the case of the University Librarian, the Library;

    2. in the case of the Dean of Graduate Studies, all academic units offering graduate programmes;

    3. in the case of Division Heads at Sir Wilfred Grenfell College, the Division.

I. APPOINTMENT OF DEPARTMENT HEADS, DIVISION HEADS AT GRENFELL COLLEGE, THE ASSOCIATE DEAN OF BASIC MEDICAL SCIENCE AND THE ASSOCIATE DEAN OF COMMUNITY HEALTH

  1. Following a search, Heads of Departments, Division Heads at Grenfell College and the Associate Deans of Basic Medical Science and of Community Health shall be appointed for an initial term not to exceed three years and, following a favourable review (according to the procedures in Section II), to a second term not to exceed three years. At the conclusion of a second term, a search shall be conducted; the incumbent may be a candidate.

  2. The search for a Head of Department, a Division Head or an Associate Dean of Basic Medical Sciences or of Community Health shall be initiated by the Dean at least nine months prior to an anticipated vacancy. The Dean shall establish a Search Committee to advise on the appointment.

  3. Except in a situation where a Committee cannot be formed from faculty members in the academic unit, the Committee shall consist of not fewer than four nor more than eight persons, half of whom shall be elected from within the academic unit concerned. The Dean shall appoint the remainder of the Committee and shall appoint a Chairperson from among the Committee members. In normal circumstances, more than half the Committee will come from the academic unit concerned. The Dean shall not be a member of the Committee, but may meet with the Committee by invitation of the Committee or upon his or her request. The Committee shall have the option of holding meetings in the absence of the Dean.

  4. Whether the search shall be opened to candidates from outside the University shall be decided by the Dean following consultation with the Committee.

  5. The Chairperson of the Committee shall invite nominations and applications and make them available to the members of the Committee. The placement and wording of all advertisements must be approved by the Dean. The Committee shall establish its own procedures, which shall include a process of consultation with faculty members and staff within the academic unit, including those at the Sir Wilfred Grenfell College, where appropriate. The Committee shall also consult with any other persons or bodies it considers appropriate to its task. The Committee shall make available to the members of the academic unit concerned the procedures being used. The Committee shall provide an opportunity for faculty members in the unit concerned to meet with the candidates who have been shortlisted.

  6. The Committee shall report to the Dean in writing, giving the short list of candidates, the recommended candidate(s) and the reasons for its recommendation.

  7. Should the Dean not be prepared to accept the recommendation of the Committee, he or she shall consult with the Committee.

  8. The Dean shall recommend only individuals who have been recommended for appointment in the report of the Search Committee.

  9. The Dean shall inform faculty members in the academic unit concerned of his or her recommendation, and shall provide to them upon request the portion of the Committee's report which includes its recommendation and reasons but exclude confidential material.

  10. The Dean shall make his or her recommendation to the Vice-President (Academic).

  11. If an Acting Head of Department (or Acting Associate Dean of Basic Medical Sciences or Acting Associate Dean of Community Health) is to be appointed for a period of time longer than one semester, the members of the academic unit shall be consulted.

  12. At Sir Wilfred Grenfell College, the term "Principal" shall be substituted for the term "Dean".

II. REVIEW OF DEPARTMENT HEADS, DIVISION HEADS AT GRENFELL COLLEGE, THE ASSOCIATE DEAN OF BASIC MEDICAL SCIENCE AND THE ASSOCIATE DEAN OF COMMUNITY HEALTH

  1. In the first month of the final year of the initial term of a Department Head or an Associate Dean of Basic Medical Sciences or of Community Health, the Dean shall inquire of the incumbent whether he or she wishes to be considered for another term.

  2. Should the incumbent signify that he or she wishes to be considered for a second term, the Dean shall establish a Review Committee and shall fix a date by which the Committee's report shall be rendered.

  3. Except in a situation where a Committee cannot be formed from faculty members in the academic unit, the Committee shall consist of not fewer than four nor more than eight persons, half of whom shall be elected from within the academic unit concerned. The Dean shall appoint the remainder of the Committee and shall appoint a Chairperson from among the Committee members. In normal circumstances, more than half the Committee will come from the academic unit concerned. The Dean shall not be a member of the Committee, but may meet with the Committee by invitation of the Committee or upon his or her request. The Committee shall have the option of holding meetings in the absence of the Dean.

  4. The Committee shall establish its own procedures, which shall include a process of consultation with faculty members and staff in the academic unit. The Committee may also consult with any other persons or bodies it considers appropriate to its task. This may include academic administrators of cognate academic units. Normally, this consultation will involve an invitation to make written submissions and opportunities to meet with the Committee. The Committee shall meet with the academic administrator being reviewed after giving at least ten days notice of such a meeting.

  5. If the initial decision of the Committee is not to recommend renewal, the Committee shall inform the person being reviewed of its concerns in writing and offer to meet with the person being reviewed at a mutually agreeable time to allow him or her to speak to these concerns.

  6. The Committee shall report to the Dean in writing and shall make one of the following recommendations:

    1. the incumbent should be renewed for a second term;

    2. a search should be initiated for which the incumbent may be a candidate.

  7. If the review results in a decision that a search should be initiated, the Review Committee shall be converted to a Search Committee and proceed according to Clause I.5.

  8. The Dean shall make his or her recommendation to the Vice-President (Academic).

  9. At Sir Wilfred Grenfell College the term "Principal" shall be substituted for the term "Dean".

III. APPOINTMENT OF DEANS, DIRECTORS OF SCHOOLS, THE UNIVERSITY LIBRARIAN AND THE VICE-PRINCIPAL OF SIR WILFRED GRENFELL COLLEGE

  1. The term "Dean" shall be understood to mean "Dean","Director", "University Librarian" or "Vice-Principal" as appropriate.

  2. Following a search, a Dean shall be appointed for an initial term not to exceed five years, and following a favourable review (according to procedures in Section IV), to a second term not to exceed five years. With the exception of the University Librarian, a search shall be conducted at the conclusion of a second term.

  3. The appointment of a Dean shall be initiated by the Vice-President (Academic) who shall establish a Search Committee to advise on the appointment. At the College, the appointment of the Vice-Principal shall be initiated by the Principal who shall establish a Search Committee to advise on the appointment.

  4. Whether the search shall be opened to candidates from outside the University shall be decided by the Vice-President (Academic) or Principal, as appropriate, following consultation with the Committee.

  5. The Committee shall consist of not fewer than four nor more than eight persons, half or more of whom shall be elected from the academic unit concerned, except when appointing the Vice-Principal of Sir Wilfred Grenfell College where the majority shall be elected from the College. The Vice-President (Academic) or Principal, as appropriate, shall appoint the remainder of the Committee and a Chairperson from among the Committee members or may elect to chair the Committee.

  6. The Chairperson of the Search Committee shall invite nominations and applications and make them available to the members of the Search Committee. The placement and wording of all advertisements must be approved by the Vice-President (Academic) except at the College where the wording and placement of advertisements for the position of Vice-Principal shall be approved by the Principal. The Committee shall establish its own procedures, which shall include a process of consultation with faculty members within the academic unit, and staff attached to the Dean's office. The Committee shall also consult with any other persons or bodies it considers appropriate to its task. The Committee shall make available to the members of the academic unit concerned the procedures being used. The Committee shall provide an opportunity for faculty members of the unit concerned to meet with one or more of the candidates being actively considered.

  7. The Committee shall report to the Vice-President (Academic) or Principal, as appropriate, in writing, giving the short list of candidates, the recommended candidate(s) and the reasons for its recommendation. If the Vice-President (Academic) chairs the Committee, the report shall be made to the President. If the Principal chairs the Committee, the report shall be made to the Vice-President (Academic).

  8. The Vice-President (Academic) shall make his or her recommendation to the President.

IV. REVIEW OF DEANS, DIRECTORS OF SCHOOLS, THE UNIVERSITY LIBRARIAN AND THE VICE-PRINCIPAL OF SIR WILFRED GRENFELL COLLEGE

  1. The term "Dean" shall be understood to mean "Dean", "Director", "University Librarian" or "Vice-Principal" as appropriate. In the case of the review of the Vice-Principal of the College, the term Vice-President (Academic) will be understood to mean Principal.

  2. In the first month of the final year of the initial term of a Dean, the Vice-President (Academic) shall inquire of the incumbent whether he or she wishes to be appointed for a second term.

  3. Should the Dean signify that he or she wishes to be considered for a second term, the Vice-President (Academic) shall establish a Review Committee and shall fix the date by which the Committee's report shall be rendered.

  4. The Committee shall consist of not fewer than four nor more than eight persons, half or more of whom shall be elected from the academic unit concerned, except when reviewing the Vice-Principal of Sir Wilfred Grenfell College where the majority shall be elected from the College. The Vice-President (Academic) shall appoint the remainder of the Committee and a Chairperson from among the Committee members.

  5. The Committee shall establish its own procedures, which shall include a process of consultation with faculty members in the academic unit, and staff attached to the Dean's office. The Committee may also consult with any other persons or bodies it considers appropriate to its task. This may include academic administrators of cognate academic units. Normally, this consultation will involve an invitation to make written submissions and opportunities to meet with the Committee. The Committee shall meet with the academic administrator being reviewed after giving at least ten days notice of such a meeting.

  6. If the initial decision of the Committee is not to recommend renewal, the Committee shall inform the person being reviewed of its concerns in writing and offer to meet with the person being reviewed at a mutually agreeable time to allow him or her to speak to these concerns.

  7. The Committee shall report to the Vice-President (Academic) in writing and shall make one of the following recommendations:

    1. the incumbent should be renewed for a second term (or, in the case of the University Librarian, a subsequent term);

    2. a search should be initiated for which the incumbent may be a candidate.

  8. If the review results in a decision that a search should be initiated, the Review Committee shall be converted to a Search Committee with the proviso that the Vice-President (Academic) may elect to replace the chairperson with himself or herself and the Committee shall proceed according to Clause III.6.

V. APPOINTMENT AND REVIEW OF DIRECTORS REPORTING DIRECTLY TO A DEAN

  1. The procedures to be used in the search for, appointment of, and review of a Director reporting directly to a Dean shall be initiated by the Dean and shall be broadly consistent with those specified for the appointment and review of Department Heads or of Associate Deans, as determined by the Dean.

VI. APPOINTMENT OF VICE-DEANS, ASSOCIATE AND ASSISTANT DEANS, ASSOCIATE DIRECTORS OF SCHOOLS, AND ASSOCIATE UNIVERSITY LIBRARIANS

  1. The term "Associate" shall be understood to mean Vice-Dean, Associate Dean, Assistant Dean, Associate Director of a School or Associate University Librarian. The term "Dean" shall be understood to mean Dean, Director of a School or University Librarian, as appropriate. In the case of an Associate University Librarian, the academic unit shall be understood to mean the University Library.

  2. Following a search, an Associate shall be appointed for an initial term not to exceed three years, and following a favourable review (according to procedures in Section VII), to a second term not to exceed three years. With the exception of Associate University Librarians, a search shall be conducted at the conclusion of a second term.

  3. The appointment of an Associate shall be initiated by the Dean who shall establish an Advisory Committee to advise on the appointment.

  4. Whether the search shall be opened to candidates from outside the University shall be decided by the Dean.

  5. In departmentalized faculties, the Committee shall consist of not fewer than five persons, half or more of whom shall be elected from the academic unit concerned. In non-departmentalized faculties, the Committee shall consist of not fewer than three persons, half or more of whom shall be elected from the academic unit concerned. The Dean shall appoint the remainder of the Committee and a Chairperson from among the Committee members.

  6. The Chairperson of the Advisory Committee shall invite nominations and applications and make them available to the members of the Advisory Committee. The placement and wording of all advertisements must be approved by the Dean. The Committee shall establish its own procedures, which shall include a process of consultation with faculty members within the academic unit. The Committee shall also consult with any other persons or bodies it considers appropriate to its task. The Committee shall make available to the members of the academic unit concerned the procedures being used.

  7. The Committee shall report to the Dean, in writing, giving the short list of candidates, the recommended candidate(s) and the reasons for its recommendation.

  8. The Dean shall make his or her recommendation to the Vice-President (Academic).

VII REVIEW OF VICE-DEANS, ASSOCIATE AND ASSISTANT DEANS, ASSOCIATE DIRECTORS OF SCHOOLS, AND ASSOCIATE UNIVERSITY LIBRARIANS

  1. The term "Associate" shall be understood to mean Vice-Dean, Associate Dean, Assistant Dean, Associate Director of a School or Associate University Librarian. The term "Dean" shall be understood to mean Dean, Director of a School or University Librarian, as appropriate. In the case of an Associate University Librarian, the academic unit shall be understood to mean the University Library.

  2. In the first month of the final year of the initial term of an Associate, the Dean shall inquire of the incumbent whether he or she wishes to be appointed for a second term.

  3. Should the Associate signify that he or she wishes to be considered for a second term, the Dean shall establish a Review Advisory Committee and shall fix the date by which the Committee's report shall be rendered.

  4. In departmentalized faculties, the Committee shall consist of not fewer than five persons, half or more of whom shall be elected from the academic unit concerned. In non-departmentalized faculties, the Committee shall consist of not fewer than three persons, half or more of whom shall be elected from the academic unit concerned. The Dean shall appoint the remainder of the Committee and a Chairperson from among the Committee members.

  5. The Committee shall establish its own procedures, which shall include a process of consultation with faculty members in the academic unit, and staff attached to the Dean's office. The Committee may also consult with any other persons or bodies it considers appropriate to its task. This may include academic administrators of cognate academic units. Normally, this consultation will involve an invitation to make written submissions and opportunities to meet with the Committee. The Committee shall meet with the academic administrator being reviewed after giving at least ten days notice of such a meeting.

  6. If the initial decision of the Committee is not to recommend renewal, the Committee shall inform the person being reviewed of its concerns in writing and offer to meet with the person being reviewed at a mutually agreeable time to allow him or her to speak to these concerns.

  7. The Committee shall report to the Dean in writing and shall make one of the following recommendations:

    1. the incumbent should be renewed for a second term (or, in the case of an Associate University Librarian, a subsequent term);

    2. a search should be initiated for which the incumbent may be a candidate.

  8. If the review results in a decision that a search should be initiated, the Review Committee shall be converted to an Advisory Committee and the Committee shall proceed according to Clause VI.5.

VIII. APPOINTMENT AND REVIEW OF VICE-PRESIDENTS, ASSOCIATE VICE-PRESIDENTS AND THE PRINCIPAL OF THE COLLEGE

  1. The procedures to be used in the search for, appointment of, and review of Associate Vice-Presidents, Vice-Presidents and the Principal of the College shall be initiated by the President and shall be broadly consistent with those specified for the appointment and review of Deans, Directors, and the University Librarian except that, in the case of appointment, the names of the candidates may be kept confidential.

IX. APPOINTMENT TO ACADEMIC RANK, PROMOTION AND TENURE OF ACADEMIC ADMINISTRATORS

  1. The procedures and criteria for the granting of promotion and tenure to academic administrators shall be the procedures and criteria applied in all other academic promotion and tenure decisions, except as follows:

    1. the administrative officer immediately senior to the candidate shall substitute for the candidate in any procedural responsibility which would otherwise fall to the office of the candidate including appointing members to the Promotion and Tenure Committee of the academic unit;

    2. an academic administrator applying for promotion must do so in writing to the administrative officer immediately senior to the candidate by April 1 of the academic year preceding the year in which the promotion will be considered;

    3. letters of assessment from scholars external to Memorial University shall be sought for candidates for promotion to any rank in the same manner as letters of assessment are sought in connection with consideration for promotion to Professor;

    4. where an academic administrator is appointed without tenure, the administrative officer immediately senior to the candidate shall initiate the review for tenure by making the appointments to the Promotion and Tenure Committee that would otherwise be made by the candidate before May 1 of the academic year preceding the academic year in which the tenure decision will be made.

  2. The academic rank, tenure status and departmental affiliation of academic administrators appointed from outside the university shall be established on the recommendation of the academic administrator immediately senior to the position to be assumed by the candidate in consultation with the faculty members or librarians in the academic unit concerned.

(Last revised: October 26, 2000)