Dean of Graduate Studies Appointment and Renewal Procedures

Purpose

The purpose of these Procedures is to set out the process by which the appointment and/or renewal of the Dean of Graduate Studies will be conducted.

Definitions

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Scope and authority

These Procedures apply to the appointment, extension and renewal of the Dean of Graduate Studies.

The Vice-President, Academic and Provost (VPA and Provost) is responsible for overseeing the implementation, administration and interpretation of these Procedures.

Policy

Term of Office

1. The term of office of the Dean of Graduate Studies will normally be five years, with the possibility of a five‐year renewal. All renewals of the term of office of Dean of Graduate Studies will be as outlined in these Procedures.
   1. No further renewal will be considered beyond two terms except where the VPA and Provost, in consultation with the President, determines that unusual circumstances exist that would make such renewal desirable.
   2. Where such circumstances exist (e.g. failed search for a new Dean), the term of an incumbent Dean may be extended in accordance with section 8 of these Procedures.
2. In the case of absence of the Dean of Graduate Studies the following Procedures will apply:
   1. During the temporary absence of the Dean for a period of up to two months, the Dean will recommend to the VPA and Provost the appointment of a senior faculty member to serve as Acting Dean.
   2. In the event of the Dean’s absence for a period of more than two months or if the office of the Dean of Graduate Studies becomes unexpectedly vacant, the VPA and Provost will recommend the appointment of an Interim Dean for a period of no more than one year and forward the recommendation to the President who will thereafter transmit his/her own recommendation to the appropriate body of the Board of Governors.
   3. The term of an Interim Dean may be considered for extension beyond one year, upon the recommendation of the Provost and with the approval of the President, where unusual circumstances exist that make such an extension desirable.

Initial Appointment

1. Initial appointments will be made following a search conducted by a Search Committee that is advisory to the President.
2. At least 12 months prior to the final year of an outgoing Dean's term, the VPA and Provost will notify the President of the need to appoint a Search Committee and initiate the Appointment process in accordance with these Procedures.
3. The President will call for nominations and, after consulting with the VPA and Provost and the Deans of the Faculties, will appoint an Search Committee that at a minimum will consist of:
   1. Seven faculty members, at least one from each of the Faculties, including one Dean and one Research Chair;
   2. One graduate student;
   3. One administrative staff member from the Office of Graduate Studies;
   4. One representative from HR;  and
   5. VPA and Provost (as Chair).
4. The Assistant to the VPA and Provost will serve as Secretary to the Search Committee. 
5. Membership on this Advisory Committee will be conditional upon agreement to the confidentiality requirements as established in the Policy on Senior Academic Administrative appointments.
6. The membership of the Search Committee will be public and communicated to the Provost’s Advisory Committee on Integrated Planning (PACIP), the Senior Academic Team, Academic Council and any successor bodies.  
7. All members of the University community will be informed of the steps being taken to appoint the Dean and of the membership of the Search Committee. 
   1. All members of the University community will be invited to communicate opinions concerning candidates and to submit nominations. 
   2. The Search Committee will consider the names suggested and also any additional names arising from any other source.
8. Where a member of the Search Committee ceases to be a member for any reason, a successor will be chosen from the same subgroup as outlined above, unless the Search Committee has reached a stage in its deliberations where it deems such a replacement is inadvisable.  
9. The recommendation of the Search Committee, and the recommendation of the VPA and Provost will be provided in writing to the President.  The President will transmit his/her own recommendation to the appropriate body of the Board of Governors.
10. When the Search Committee’s mandate has been discharged, members of the Search Committee will deliver to the Office of the Provost all documents and notes associated with the Search Committee’s work. The Provost’s Office will ensure that all confidential records are managed in accordance with applicable University policies.

Renewal

1. An incumbent Dean must provide notice to the VPA and Provost in writing at least 12 months prior to the final year of his/her initial term of appointment as to whether or not he/she intends to seek renewal.
2. Renewal is not automatic. The term of the incumbent Dean of Graduate Studies may be renewed for a period not to exceed five years following review.
3. Upon receiving notification of the request to seek renewal, the VPA and Provost, in consultation with the President, will consider the request.
4. If the VPA and Provost decide to pursue the renewal process, the President will appoint a Renewal Advisory Committee and initiate the renewal process in accordance with these Procedures.
5. The President will call for nominations and, after consulting with the VPA and Provost and the Deans of the Faculties, will appoint a Renewal Advisory Committee that at a minimum will consist of:
   1. Seven faculty members, at least one from each of the Faculties, including one Dean and one Research Chair;
   2. One graduate student;
   3. One administrative staff member from the Office of Graduate Studies;
   4. One representative from HR;  and
   5. VPA and Provost (as Chair)
6. The Assistant to the VPA and Provost will serve as Secretary to the Renewal Advisory Committee. 
7. The mandate of the Renewal Advisory Committee will be to recommend to the president whether the incumbent Dean will be renewed.  In the event that the decision is not to renew the Dean's appointment, the members of the Renewal Advisory Committee will serve as a Search Committee for a new Dean of Graduate Studies.
8. Membership on this Renewal Advisory Committee will be conditional upon agreement to the confidentiality requirements as established in the Policy on Senior Academic Administrative Appointments.  
9. The membership of the Renewal Advisory Committee will be public and communicated to PACIP, Senior Academic Team, Academic Council and any successor bodies.  
10. All members of the University community will be informed of the steps being taken to renew the Dean and of the membership of the Renewal Advisory Committee.
    1. All members of the University community will be invited to communicate opinions concerning the incumbent Dean. 
    2. If desirable, external stakeholder groups may be asked to communicate opinions concerning the incumbent Dean.
11. Where a member of the Renewal Advisory Committee ceases to be a member for any reason, a successor will be chosen from the same subgroup as outlined above, unless the Renewal Advisory Committee has reached a stage in its deliberations where it deems such a replacement is inadvisable.  
12. The recommendation of the Renewal Advisory Committee, and the recommendation of the VPA and Provost will be provided in writing to the President.  The President will transmit his/her own recommendation to the appropriate body of the Board of Governors.
13. When the Renewal Advisory Committee’s mandate has been discharged, members of the Renewal Advisory Committee will deliver to the Office of the Provost all documents and notes associated with the Renewal Advisory Committee’s work. The Provost’s Office will ensure that all confidential records are managed in accordance with applicable University policies.

Extension of Term

1. The term of office of the Dean of Graduate Studies may be extended for one year periods up to a maximum of five years, provided that, prior to making a recommendation to the President, the VPA and Provost has:
   1. Considered the recommendation of the Search or Renewal Advisory Committee (as applicable);
   2. Consulted with the Senior Leadership Team; and
   3. Advised PACIP, the Senior Academic Team, Academic Council, and any successor bodies, of the pending extension.

Removal of the Dean

1. The Dean may be removed from administrative office only for significant failure to exercise the duties and responsibilities of the position. Such failure may include, but is not limited to, misconduct, incompetence and/or neglect of duty.
2. In the event that significant complaints concerning the performance of the Dean are made, an investigation will be undertaken by the VPA and Provost, who will then provide an opportunity for the Dean to discuss the complaints.
3. If, in judgment of the VPA and Provost, the Dean should be removed the VPA and Provost will provide the recommendation and reasons for removal to the President in writing. 
4. The President will transmit his/her own recommendation to the appropriate body of the Board of Governors.  If the President recommends termination of the appointment:
   1. An Interim Dean will be appointed in accordance with section 5 of these Procedures; and
   2. The President will convene a search committee as outlined in section 6 of these Procedures. 

Monitoring and Review

These Procedures will be reviewed as necessary and at least every three years.  The VPA and Provost is responsible to monitor and review these Procedures.

Relevant Legislation

University of Ontario Institute of Technology Act, 2002, S.O. 2002, c. 8, Sch. O

By-Law Number 1 of the University of Ontario Institute of Technology, as amended.

Related policies, procedures & documents

Policy on Senior Academic Administrative Appointments