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Terms of Reference

Succession Planning Committee

Terms of Reference

Mission Statement

Succession planning ensures Memorial University develops and retains employees necessary to accomplish the goals identified in the institution’s strategic plan. Memorial University’s succession plan incorporates best practices of succession planning while considering the unique environment of the institution. The succession plan provides ease of transition in filling anticipated organizational human resource needs. Succession planning is a transparent, inclusive process. Succession planning is supported by and supports other strategies of Memorial University including the strategic plan, employment equity, employee relations, recruitment, learning and development, and risk management. The succession plan will include main campus in St. John’s, the Marine Institute, and Grenfell Campus.

The following terms of reference guide the operation of the Succession Planning Committees. There will be two sections of the Succession Planning Management committees: One for the St. John’s campus and Marine Institute; and one for Grenfell Campus. The work of both sections will be combined to create one succession plan for the entire organization.

References within these Terms of Reference to the “Committee” mean the Succession Planning Committees.

1. Membership

1.1 Members of the Committee shall be appointed by the Vice-President (Administration and Finance). The St. John’s section of the Committee shall be comprised of 7 members from senior administrative positions at Memorial University of Newfoundland and the Marine Institute. Three members of this 7 member committee will represent Administration, Research, Academics, and Student Affairs. The Grenfell Campus section of the committee shall be comprised of 5 members from senior positions of Grenfell Campus.

1.2 Each section will select one committee member as Chair of the Committee. The section chairs will be the Co-Chairs of the committee.

1.3 Appointments to the Committee shall be for a period of up to three years. Committee members may be re-appointed at the end of their term. Membership of the Committee will be reviewed annually to ensure there is an appropriate balance of continuity and perspectives.

1.4 The Succession Planning Manager provides information regarding process, collected data, and updates to the Succession Planning Committees.

2. Quorum

2.1 The quorum for the meetings of the Memorial University and Marine Institute section shall be four members. The quorum for the Grenfell Campus section shall be three members.

2.2 A quorum for the Succession Planning Management Committee shall be 7 members.

2.3 Quorums for the sections and the Committee are required to carry out the work of the sections and committee.

3. Meetings

3.1 The sections shall meet at least three times per year and at such other times as the Chair of the sections and/or the Vice-President (Administration and Finance) considers necessary or appropriate.

3.2 The Succession Planning Management Committee will meet at least once per year and at such other times as the committee co-chairs and/or the Vice-President (Administration and Finance) considers necessary or appropriate.

3.3 Meetings will be called by the Co-Chairs of the sections and committee.

3.4 Unless otherwise agreed, notice of each meeting confirming the venue, time and date, together with an agenda of items to be discussed, shall be forwarded to each member at least 2 weeks in advance of the meeting date. Supporting documentation shall be sent to committee members as appropriate, at the same time.

4. Duties

The Committee shall:

4.1 Give full consideration to succession planning at Memorial University by regularly reviewing the structure, size and composition of the current workforce and by reviewing the upcoming organizational needs, including underrepresentation of designated employment groups.

4.2 Review nominations for high potential employees and selecting candidates for development opportunities that are aligned with the organizational needs of Memorial University.

4.3 Recommend development opportunities for high potential employees.

4.4 Review policies and procedures related to succession planning.

4.5 Identify processes needed at Memorial University that will support the implementation of the succession plan.

4.6 Assist in evaluating the effectiveness of the succession planning process.

4.7 Maintain absolute confidentiality regarding the details of each employee’s participation in succession planning and the overall succession plan.

4.8 Work collaboratively to develop a succession plan for the entire organization.

  1. Additional Resources

5.1 The Succession Planning Committee may seek additional information on operational issues and human resources issues from selected individuals within the organization. Individuals providing such assistance to the committee will maintain absolute confidentiality on their discussions with the Succession Planning Committee and the succession planning process.

  1. Conflict of Interest

6.1 All committee members will adhere to Memorial University’s conflict of interest guidelines.

6.2 Committee members may not submit a personal nomination or be nominated as a candidate for succession planning.

  1. Other matters

7.1 At least once a year, the Committee shall review its own performance to ensure it is operating at maximum effectiveness and recommend any changes it considers necessary to the Vice-President (Administration and Finance).