Faculty Handbook

Section 1 : University Government

1.1 Composition of the Board
1.2 Powers of the Board
1.3 Functioning of the Board
1.4 Committees of the Board
1.5 Board of Trustees, 2012-2013
1.6 Members of Board Committees, 2012-2013

2. The Chancellor

2.1 Statutory Provisions Concerning the Chancellor

3. The President and Vice-Chancellor

3.1 Appointment and Powers
3.2 Appointment/Reappointment of Presidents
3.3 Committees Constituted by the President

4. The Senate

4.1 Statutory Provisions Concerning the Senate

5. Provost and Vice-President, Academic

5.1 Statutory Provisions Concerning the Provost and Vice-President
5.2 Duties of the Provost and Vice President, Academic
5.3 Appointment/Reappointment of Provost and Vice-President, Academic
5.4 Appointment of an Acting Provost and Vice-President, Academic

6. Appointment/Reappointment of the Vice-Provost and Associate Vice-President, Academic (Refer to Section 4 effective Dec. 13, 2012)

7. Appointment/Reappointment of Vice-President, Research

7.1 Terms of Office
7.2 The Advisory Committee
7.3 The Review Process
7.4 Type of Search
7.5 Search Procedures
7.6 Recommendation of the President

8. Deans

8.1 General
8.2 Duties of Deans of Faculties
8.3 Appointment/Reappointment of Deans

9. Associate Deans (Refer to Section 4 effective Dec.13, 2012)

10. Departmental Chairs (Refer to Section 4 effective Dec.13, 2012)

11. Vice-President, Finance and Administration

11.A Statutory Provisions Concerning Vice-Presidents
11.B Duties of the Vice-President, Finance and Administration
11.C Appointment of Vice-President, Finance and Administration
11.1 Term of Office
11.2 The Advisory Committee
11.3 Type of Search
11.4 Search and Appointment Procedures

12. Vice President, Advancement

12. A Statutory Provisions Concerning Vice-Presidents
12. B Duties of the Vice-President, Advancement
12. C Appointment of Vice-President, Advancement
12.1 Term of Office
12.2 The Advisory Committee
12.3 Type of Search
12.4 Search and Appointment Procedures

13. Appointment/Reappointment of the University Librarian

13.1 Term of Office
13.2 Advisory Committees
13.3 Review Process
13.4 Type of Search
13.5 Search Procedures
13.6 Decision of the President

14. Associate University Librarians (Refer to Section 4 effective Dec.13, 2012)

15. Faculty Association

15.1 Organization and Status
15.2 Officers and Committees of the Association, 2012-2013

16. Students' Union

16.1 Organization and Function
16.2 Officers, 2012-2013
16.3 Graduate Students' Association - Organization and Function
16.4 Officers, 2012-2013

17. University Committees 2012 - 2013

17.1 Joint Committee on the Administration of the Agreement - [Memorandum of Agreement, Article 6]
17.2 Joint Committee on Employment Equity - [Memorandum of Agreement, Article 19]
17.3 University Committee on Promotions and Tenure - [Memorandum of Agreement, Article 21]
17.4 Promotion and Tenure Appeals Committee - [Memorandum of Agreement, Article 21]
17.5 Committee on Academic Leaves - [Memorandum of Agreement, Article 34]
17.6 Research Grants Program - Research Board
17.7 Joint Committee on Salary Anomalies (JCSA)
17.8 Joint Benefits Committee
17.9 Workload Taskforce Committee
17.10 Provisions of Ergonomic Work Stations
17.11 Timetabling Committee

Section I: University Government

1. The Board of Trustees

1.1 Composition of the Board

1.1.1 The Board shall consist of,

a) the Chancellor ex officio;

b) the President and Vice-Chancellor ex officio;

c) such number of members, not exceeding thirty nor less than twenty as may be prescribed by bylaw of the Board, elected or appointed for a term of up to four years in the manner prescribed by bylaw of the Board, and of whom three shall be members of the faculty elected by Senate.

(Brock Act: Article 7)

1.2 Powers of the Board

1.2.1

"Except as to such matters specifically assigned by this Act to the Senate, the government, conduct, management and control of the University and of its property, revenues, expenditures, business and affairs are vested in the Board, and the Board has all powers necessary or convenient to perform its duties and achieve the objects and purposes of the University, including, but without limiting the generality of the foregoing, power,

a) following consultation with Senate, to appoint and remove the President and Vice-Chancellor;

b) to appoint and remove the Vice-Presidents, the head and associate heads of faculties and colleges, other than affiliated colleges of the University, and the professors and other members of the teaching staff of the University, provided that all such appointments of the Board shall be made from among such persons as may be recommended by the President and Vice-Chancellor, and to appoint and remove all other officers, agents and servants of the University;

c) to fix the number, duties and salaries and other emoluments of the officers, clerks, employees, agents and servants of the University;

d) to appoint an Executive Committee and such other committees as it deems desirable, and to delegate to any such committee any of the powers of the Board;

e) to borrow money for the purposes of the University, and give security therefore on such terms and in such amounts as it deems advisable;

f) to make bylaws and regulations for the conduct of its affairs, including the fixing of a quorum, the election or appointment of its members and the filling of vacancies."

(Brock Act: Article 11)

1.3 Functioning of the Board

1.3.1 ByLaws

Rules governing the functioning of the Board are contained in a document entitled "General Bylaws of the Board of Trustees".

1.3.2 Election of Members

a) The Board of Trustees shall consist of:

i) 21 lay members elected for three-year terms. 1971, 1981, 1994

ii) two faculty members elected by Senate for three-year terms, and the Chair of Senate for a one-year term. 1971, 1977, 1981, 2005

iii) two undergraduate student members elected by the undergraduate student body for two-year terms under the same election procedures and eligibility requirements as are used to elect undergraduate student Senators pursuant to FHB II: 5.1 through 5.5 as approved and amended by Senate, and one graduate student member elected by the graduate student body for a one or two-year term, corresponding to the student’s term of study, under the same election procedures and eligibility requirements as are used to elect graduate student senators pursuant to FHB II: 5.6 through 5.10 approved and amended by Senate. 1971, 1981, 2002

iv) three permanent members elected by the permanent staff under the election procedures prescribed in Bylaw 44, 1994.

v) The Chancellor, ex officio. 1981

vi) The President and Vice-Chancellor, ex officio. 1981

In addition, the Vice Presidents are officially designated resource personnel and, as such, are expected to attend all Board meetings, and Committee meetings as appropriate. 1998, 2005, 2007

b) The retirement date shall be June 30th of each year. 1965, 1971.

c) i) Normally, no member of the Board may be elected thereto for more than two (2) consecutive terms unless:

a) such member is the Immediate Past Chair, Chair, Chair-Elect or a Vice-Chair of the Board, in which case election for an additional fraction of term as necessary to enable such member to fulfil his/her responsibilities is premissible. 1971, 1996, 2007.

b) such member has been elected or appointed to the Board to fill a vacancy created by the retirement, death or expulsion of a Board member for the balance of that Board member's term, in which case election for a third term is permissible; 1980, 2001.

ii) A former member may qualify for re-nomination after a period of at least one (1) year. 1971

a) Each year, at its April meeting, the Board shall hear the names of those members described in Article 4 (a) (i), (ii), (iii) and (iv) above whose terms expire during the current year. These names shall be recorded in the Official Minutes of that Board meeting. 1965, 1971, 1994, December 2000

b) At its Annual meeting the Board shall receive from a Committee appointed for this purpose (hereinafter referred to as the Governance/Nominating Committee) a slate of nominations for Board membership which shall include:

i) names of candidates for Board membership that may be proposed by the Governance/Nominating Committee;

ii) in addition to the names in (i) above the Board shall receive, after the appropriate elections, the names of the two faculty members elected to the Board by Senate and the Chair of Senate ex officio (2005); the three student members elected to the Board by the student body; and the three permanent staff members elected to the Board by the permanent staff. 1971, 1994

c) Fourteen (14) days before the Annual Meeting of the Board the Secretary shall distribute to the members of the Board a copy of the slate of nominations for the members of the Board, other than the three faculty members, the three student members and the three permanent staff members, to be submitted to the Annual Meeting by the Governance/Nominating Committee. 1971, 1994

Not less than seven (7) days prior to the Annual Meeting, the Secretary may receive further written nominations signed by at least two members of the Board providing that a signed statement of the nominee/s is included indicating that he/she is willing to serve. 1971.

Seven (7) days before the Annual Meeting of the Board the Secretary shall distribute any additional nominations received to the members of the Board. 1971.

d) The election may be by resolution of the Board adopting the whole or any part of the report of the Governance/Nominating Committee or by a show of hands. 1965, 1971."

[By-Law 4]

1.3.3 Officers of the Board

A. Chair and Chair-Elect

The Board shall elect a Chair from among its members. (Act: Article 9.) The election may be by resolution of the Board adopting the whole or any part of the report of the Governance/Nominating Committee or by a show of hands. 1965, 1971, 1996.

The term of office of the Chair shall normally be two years. 1996, 2002, 2011

At its Annual Meeting prior to the start of a Chair's final year in office, the Board shall elect a Chair-Elect (who may serve concurrently as Vice-Chair) who will assist the Chair in the execution of his/her duties and who will normally be nominated to serve as the next Chair. The term of office of the Chair-Elect shall be one year. 1996, 1999, 2001, 2002.

[By-Law 8]

B. Vice-Chair

At its Annual Meeting, and after its election, the Board may elect one Vice-Chair of the Board from among its members, elected for a one-year term renewable, who would be an ex officio member of all Board Committees but would not be a Chair of a Standing Committee. The election may be by resolution of the Board adopting the whole or any part of the report of the Governance/Nominating Committee or by a show of hands. 1965, 1971, 1996; note: effective July 1, 2007 the Bylaws were amended to indicate one Vice-Chair of the Board).

In the event that a Vice-Chair of the Board is not appointed and there is a temporary absence of the Chair of the board, the Immediate Past Chair or his/her designate would act as the Chair.

In the event that a Vice-Chair of the Board is not appointed and it is anticipated that there will be a prolonged absence of the Chair of the Board, the Governance/Nominating Committee will nominate and recommend to the Board of Trustees a lay member of the Board to be appointed to serve as interim Chair or as Chair for the remainder of the term.

[By-Law 9]

C. Secretary

The Board shall appoint a Secretary who shall serve at its pleasure. 1965, 1971.

[By-Law 10]

1.3.4 Meetings

Regular meetings of the Board shall normally be held each year in the months of September, November, February, April and June. Meetings shall be held at such place as the Board may determine. Notice of regular meetings shall be mailed to each member not less than seven days before the meeting is to take place, or delivered or sent by facsimile or other electronic means not less than four days before the meeting is to take place. In either case, materials for such meetings shall be submitted to the Secretary at least two days prior to the date for distribution. 1965, 1976, 1998, September 2000, December 2000.

An annual orientation session will be held in September and an annual strategic issues discussion will be held in January. (2007)

[By-Law 14(a)]

1.3.5 Quorum

Two-fifths of the Board members shall form a quorum for the transaction of business, provided that lay members constitute a majority of those present. 1994

1.3.6 Open and Private Meetings

i) Subject to sub-paragraphs (ii), (iii) and (iv) below, meetings of the Board will be open to members of the public. Admission will be on a first-come, first-admitted basis subject to the limitations of available space. 1971, 1976.

ii) The following shall normally be the items which may be considered by the Board in private:

a) personnel matters; 1971

b) matters relating to property acquisition; 1971 and

c) legal matters affecting operation of the University. 1971

In addition the Board may at any time decide, by a majority vote of those present and voting, that the whole of a meeting or any part of a meeting be held in private. 1971.

iii) At the conclusion of a private meeting or the private part of a meeting a public announcement of any decision/s may be made following the meeting or when the Board resumes its public session. 1971.

iv) Documents to be presented at meetings of the Board, except those mentioned in (ii) above, shall normally be regarded as available to members of the Brock University community, and shall be available for reading and consultation in the office of the Secretary. Notwithstanding this provision, the Chair and Secretary may declare a document confidential. Such a confidential document shall be made available in advance only to members of the Board and shall be discussed in private, if the Board so decides, subject only to the limitation in (iii) above. 1971.

[By-Law 14(c)]

1.4 Committees of the Board

1.4.1 Types of Committees

The Committees constituted by the Board shall be either

i) Standing Committees, being those Committees whose duties are normally continuous; 1965, 1971, 1998.

ii) Special Committees, being those Committees appointed for specific duties of a non-recurrent nature, whose powers will expire with the completion of the task assigned. 1965.

(By-Law 24(a))

1.4.2 Standing Committees - Terms of Reference

a) Executive Committee

Regular meetings of the Executive Committee shall normally be held in the months of August, October, January, March and May. The Executive Committee shall possess and may exercise (subject to any regulations which the Board may from time to time impose) all the powers of the Board in the management of the affairs of the University (save and except only such acts as must by law be performed by the Board itself), in such manner as the Executive Committee shall deem best for the interests of the University in all cases in which specific directions shall not have been given by the Board. 1998. December, 2000

Subject to any regulations imposed from time to time by the Board, the Executive Committee shall have power to determine its quorum at not less than a majority of its members, provided that lay members constitute a majority of those present, and may determine its rules of procedure from time to time. 1965, 1971, 1994.

b) Governance/Nominating Committee

The Governance/Nominating Committee shall:

i) periodically review the structure of the Board, its Committees and their mandates;

ii) develop recruitment/nominating profiles to determine requirements for the vacant lay member positions on the Board using the Skills Matrix as one tool;

iii) conduct an annual peer review/evaluation of Board members;

iv) consider matters forwarded from the Board or its Committees;

v) develop both the annual Board orientation session and the January strategic issues session;

vi) present a slate of nominations for membership to the Board of Trustees for consideration of the Board during its Annual Meeting which shall include:

a) nominations for Board membership as described by Article 4 of the General Bylaws;

b) nomination for the Office of Chair for a two-year term as described in Article 8 of the General Bylaws; (2011)

c) nomination for the Office of Vice-Chair for a one-year term as described in Article 9 of the General Bylaws;

d) for the second year of the Chair's term in Office, nomination of a Chair-Elect, as described in Article 8 of the General Bylaws; (2011)

e) nominations of the Chair, Vice-Chair and lay members of all Standing Committees and of Sub-Committees of the Board;

f) nominations of up to two Board members as representatives on the University Senate;

vii) nominate members to the Committee on the Presidency for consideration of the Board as outlined in the Faculty Handbook Section I;

viii) advise the President with respect to the membership of Advisory Committees regarding the appointment of Vice-Presidents as outlined in the Faculty Handbook Section I;

ix) convene no later than January of each year to begin the nomination process.

1965, 1971, 1997, 1998, 1999, September 2000, 2007

c) Financial Planning and Human Resources Committee

The Financial Planning and Human Resources Committee shall make recommendations:

i) To the Board of Trustees or the Executive Committee regarding all matters pertaining to the financial affairs of the University, including (but not restricted to) operating and capital financial planning, operating and capital budgets, borrowings, investments, insurance, tuition and other fees;

ii) To the Executive Committee regarding matters related to salary, wage and fringe benefit negotiations and discussions with union and non-union groups on campus and to the Board of Trustees on all other matters relating to University personnel policies and procedures, and

iii) On any other related matters referred to it by the Board, the Executive Committee, or the President and/or his/her delegate.

d) Review annually risk evaluation, management and insurance coverage.

Regular meetings of the Financial Planning and Human Resources Committee shall be held at least two weeks preceding the Board Meeting in the months of September, November, February, April, May and June.

December 2000; 2002; 2010

d) Pension Sub-Committee

The Board of Trustees shall appoint a Pension Committee, which shall be a sub-committee of the Financial Planning and Human Resources Committee of the Board. The terms of reference of the Pension Committee are as follows:

i) To keep the Brock University Pension Plan under review, and to study matters of interest to members of the Plan and to take account of their impact on the Plan; and

ii) To maintain a review of the investment performance of the Trust Fund.

e) Investment Sub-Committee

The Board of Trustees shall appoint an Investment Committee, which shall be a sub-committee of the Financial Planning and Human Resources Committee of the Board. The terms of reference of the Investment Committee are as follows:

i) to monitor, review, evaluate and recommend investment strategies, policies, objectives, and disbursement rates relative to:

- Excess cash balances

- Trusts (including reserves set aside for long-term debt repayment or future asset replacement programs), and

- Endowment funds that are held by Brock University and all related organizations and foundations.

ii) To review matters of interest to donors and potential recipients of awards granted from funds.

iii) To review and approve the appointment, mandate and performance of investment managers and their removal, where necessary.

iv) To review and approve the appointment, mandate and performance of investment custodians and their removal, where necessary.

v) To review and approve the appointment, mandate and performance of investment consultants and their removal, where necessary.

vi) To report, at a minimum, annually through the Financial Planning and Human Resources Committee to the Board of Trustees.

f) Strategic Planning Committee

The Strategic Planning Committee shall make recommendations to the Board of Trustees or the Executive Committee a) on all matters relating to fund raising for any purpose, b) on the development and maintenance of sound internal and external relationships within the University community and with the community at large, c) on matters pertaining to alumni affairs; d) on research related funding, associated business planning, and other activities and practices and on any other related matters referred to it by the Board, the Executive Committee and the President.

Regular meetings of the Strategic Planning Committee normally shall be held in the months of August, October, January, March and May.

December 2000; 2002; 2013

g) Capital Projects and Facilities Committee

The Capital Projects and Facilities Committee shall make recommendations to the Board of Trustees or to the Executive Committee a) on all matters pertaining to the physical accommodations required for students, faculty and staff; b) on tenders, contracts, consultants, architects for new buildings and facilities, or for major alterations to existing structures and facilities; and c) on proposed additions or deletions to present holdings of buildings and land, and on any other matters referred to it by the Board, the Executive Committee or the President.

Regular meetings of the Capital Projects and Facilities Committee normally shall be held in the months of August, October, January, March and May.

December 2000; 2002

h) Audit Committee

The Audit Committee is responsible for the following and as appropriate will make recommendations to the Board of Trustees with respect to:

i) monitoring and assessing the University's financial reporting and disclosure systems and protocols;

ii) reviewing annual financial statements with University staff and the external Auditors prior to recommending approval by the Board;

iii) reviewing and evaluating the audit approach and the scope of the examination by the Auditors and recommending their nomination or removal;

iv) ensuring that the Auditors do not feel restricted in any way by University staff in arriving at their opinions on the annual financial statements and such reports as those on enrolment and capital expenditures;

v) reviewing the results of the audit examination, and in particular any matters that arise with respect to the effectiveness of the University's administrative practices, accountability and adherence to Board resolutions and legislation;

vi) reviewing developments in current accounting principles and practices that could be applicable to Brock University;

vii) monitoring compliance with applicable laws and regulations;

viii) reviewing the annual work plan and monitor reports of the Internal Auditor;

ix) reviewing the Internal Auditor report regarding the Financial Impropriety Policy.

As a minimum, two meetings per year will be held. Other meetings may be held as required.

June 2010

i) Senior Administrators' Compensation Committee

The Board of Trustees shall appoint a Senior Administrators Compensation Committee, which shall be a sub-committee of the Executive Committee. The terms of reference of the Senior Administrators Compensation Committee are as follows:

a) Respecting the President:

1. To annually establish the performance objectives of the President;

2. To annually evaluate the performance of the President, based on agreed annual objectives, and in accordance with the performance evaluation process approved by the Board of Trustees;

3. To annually recommend to the Executive Committee of the Board of Trustees the compensation of the President, including base pay, bonus (if applicable), benefits and prerequisites, in accordance with the Senior Compensation Policy approved by the Board of Trustees;

4. To periodically (no less than every three years) review the President's performance evaluation process and recommend changes in the process, as required, to the Executive Committee of the Board of Trustees;

b) Respecting the Senior Administrators' Council:

5. To annually review and approve, on the recommendation of the President, concerning the compensation of the members of the Senior Administrators' Council, in accordance with the Senior Staff Compensation Policy approved by the Board of Trustees;

6. To review with the President, as required, concerning exceptions to the Senior Staff Compensation Policy;

7. To review with the President, if required, on the composition and structure of the Senior Administrators' Council;

c) Respecting the Senior Compensation Policy:

8. To periodically (no less than every three years) review the Senior Staff Compensation Policy and recommend changes, as required, to the Board of Trustees.

j) Special Committees

The Board may from time to time appoint Special Committees. Unless specifically provided by the resolutions by which they are constituted, such committees shall automatically be dissolved on the date of the first meeting of the Board in the year next following that in which they were appointed. Such committees may, at the discretion of the Board, be reappointed with the same or different membership. Except to the extent that the resolutions by which they are constituted may otherwise specifically provide, the appointment of such Special Committees and the conduct of their activities shall be as provided in Bylaws 24 and 33. 1965, 1971.

1.5 Board of Trustees, 2012-2013

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1.6 Members of Board Committees, 2012-2013

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2. The Chancellor

2.1 Statutory Provisions Concerning the Chancellor

2.1.1 "Following consultation with the Board, the Senate shall elect a Chancellor who shall be the titular head of the University, who shall confer all degrees and diplomas and who shall, subject to the will of the Senate, hold office for three years or until his successor is elected." [For the Senate bylaws concerning the election of the Chancellor, see FHB II: 2.]

[Brock Act: Article 15]

2.1.2 The Chancellor is, ex officio, a member of the Board of Trustees and of the Senate.

[Brock Act: Articles 7 & 12]

3. The President and Vice-Chancellor

3.1 Appointment and Powers

A. "There shall be a President and Vice-Chancellor of the University, who shall be appointed by the Board and who, unless otherwise provided by the Board, shall hold office during the pleasure of the Board."

[Brock Act: Article 14(a)]

B. Under Article 14(c) of The Brock University Act, the President is Vice-Chancellor and Chief Executive Officer of the University, and

(1) in the absence of or vacancy in the office of Chancellor, shall perform the functions of the Chancellor;

(2) Repealed, 1971, c.107, s.8.

(3) shall supervise and direct the implementation of the educational policy and general administration of the University, the teaching staff thereof and the students thereof;

(4) shall have sole authority to recommend academic and senior administrative appointments, promotions and termination of appointment; and

(5) shall have such other powers and duties as may be assigned from time to time by the Board.

3.2 Appointment/Reappointment of Presidents

The Committee on the Presidency shall make a recommendation to the Board of Trustees by which the appointment shall be made.

3.2.1 Term of Office of a President

A. Initial Appointment - A President shall normally hold office for an initial term not to exceed five years.

B. Extension of Terms - The term of office of a President may be extended for one year periods.

C. Renewal - A renewal shall not be automatic. The term of the incumbent President may be renewed as set out in 3.2.2 below. A renewal shall normally be for an additional five years.

3.2.2 Appointment and Renewal Procedures

The Board of Trustees retains the authority vested in it by Article 11 of The Brock University Act to appoint the President and Vice-Chancellor following consultation with Senate.

A. Committee on the Presidency - Terms of Reference

1. At the call of the Chair of the Board, a Committee on the Presidency to serve as an Advisory Committee to the Board shall be established no earlier than eighteen months and no later than one year prior to the expiration of a President’s term of Office.

2. The Committee on the Presidency shall consist of the Chair and the Immediate Past Chair of the Board of Trustees; two lay members of the Board of Trustees, a faculty member of the Board, and a staff member of the Board, appointed by the Board; three individuals appointed by Senate, each of whom shall be either a faculty member or a Professional Librarian; one senior Administrator, to be selected by the Senior Administrators’ Council, and one undergraduate student representing BUSAC and one graduate student representing the Graduate Students’ Association Executive and approved by the Board. The Secretary to the University shall serve as a non-voting Secretary to the Committee and the Associate Vice-President, Human Resources, shall serve as non-voting resource person to the Committee.

The appointment/selection of persons to the Committee shall be conditional on signed agreement to maintain in confidence the information discussed by the Committee, except on points where the Committee subsequently agrees otherwise.

3. Where a member of the Committee on the Presidency ceases to be a member of the Committee for any reason, a successor shall be chosen in the same manner as the person withdrawing, unless the Committee has reached a stage in its deliberations where it deems such a replacement is inadvisable.

4. The Committee shall be charged with recommending to the Board of Trustees an individual to serve as President of the University. In the case of a search and appointment of a new President, the Committee shall prepare a report for the use of the next Presidential Search Committee.

5. The Immediate Past Chair of the Board shall normally serve as Chair. The Committee shall elect its own Vice-Chair and set its own internal procedures.

6. The Secretary to the University shall provide the Committee with a list of security and confidentiality measures practiced by past Committees.

7. The Committee shall give careful consideration to the need to communicate with the community regarding either the review or search process.

8. All Committee deliberations shall be in camera and all documentation collected and opinions expressed therein shall be held in the strictest confidence by all individuals involved. The Chair shall discharge from the Committee any member who fails to comply with this requirement.

9. When the Committee’s mandate has been discharged, Committee members shall deliver to the Secretary to the University all documents and notes associated with the Committee’s work. The Secretary shall ensure that all confidential records of the Committee are immediately destroyed when the successful candidate has assumed office.

10. The Committee shall not be officially discharged until the appointee has taken Office or until such time as otherwise determined by the Board of Trustees.

B. Determination of Applicable Procedures

1. As soon as the Committee on the Presidency has been established, the Chair of the Board of Trustees shall write to the incumbent to determine whether or not he/she wishes to stand for reappointment.

2. If the President wishes to be considered for reappointment, a review as outlined in C. below shall commence at once.

3. If the President does not wish to continue, a search as outlined under Section D below shall commence at once.

C. Procedures for Review of Incumbent

1. At the outset of its work, the Committee will meet with the President to discuss the review process.

2. The Committee shall proceed to evaluate the performance of the incumbent, using the criteria employed by the Committee on the Presidency in its search for that individual, the outcome of the annual performance reviews conducted by the Senior Administrators Compensation Committee of the Board, and gathering further information for this purpose, in confidence, from the University community. The Committee shall specifically invite all members of the University community, including but not limited to Trustees, alumni, students, faculty and staff, to make individual or collective confidential submissions, in writing, to the Committee and/or to meet with the Committee if they so wish.

3. The Committee on the Presidency shall evaluate the information received, invite the President to submit a self-evaluation based on the criteria described in 2. above, and shall meet with the President. Without identifying sources, the Committee shall inform the President of and shall invite the President to respond to any submissions that have been received.

4. When the Committee has formulated its recommendation to the Board, the Chair shall meet in confidence with the President to review the general findings of the Committee and the nature of the recommendation to the Board.

5. No later than nine months before the expiration of the President's term of office, the Committee shall recommend to the Board of Trustees either that the incumbent be reappointed or that a search be conducted.

6. If the decision of the Board is to conduct a search, the procedures outlined under Section D below shall commence at once.

D. Procedures for Appointment

1. The Committee shall engage the services of a highly-qualified executive search consultant possessing expertise in the field of senior level institutional searches to assist the Committee in its search for a President.

2. Before commencing procedures for appointment, the Committee shall consult with Senate and the Board to assist in identifying the issues and challenges facing the University in the ensuing decade and what characteristics/attributes a President should possess in that context.

3. The position shall be widely advertised inviting applications and nominations. The Committee shall also have the power to approach individuals to request that they allow their names to stand for the position.

4. Throughout its procedures, the Committee on the Presidency shall make extra effort to ensure that the principles of equity in employment are applied.

5. The Committee shall establish its own procedures for assessing candidates consistent with the issues and challenges and required characteristics/attributes that have been identified, shall interview selected candidates, and shall formulate a recommendation for the appointment of the candidate of its choice.

6. The Committee shall consult with Senate in camera regarding the chosen candidate before making a formal recommendation to the Board for his/her appointment. The following process shall comprise said consultation:

The three individuals appointed by Senate to the Committee on the Presidency will be given clear expectations about their role and the need to keep Senate informed during the process, within the limits of confidentiality and in camera procedures. A special meeting of Senate will be held to hear the report of the committee on the Presidency regarding the chosen candidate in which all members of the Committee would be invited to attend. The special meeting of Senate will be held at least two days before a recommendation is to be presented to the Board of Trustees by the Committee on the Presidency.

7. The Committee shall then make a recommendation to the Board of Trustees by which the appointment shall be made.

8. Following appointment, the successful candidate shall be invited to meet with the University community.

3.2.3 Appointment of an Acting President and Vice-Chancellor

A. If exigencies require, the Board may appoint an Acting President and Vice-Chancellor for a period of up to one year.

Board of Trustees Feb.26/80; May 2/89; June 27/96; Nov.25/97, Nov. 25/04, May 1/08 Senate 230, 330, 547

3.3 Committees Constituted by the President

Advisory committees constituted by, and reporting to, the President include the following:

3.3.1 Senior Administrators' Council

A. Terms of Reference

To advise the President on matters relating to the administration of the University and to promote communication between the principal sectors of the University.

B. Membership 2012 - 2013

Jack Lightstone, President and Vice-Chancellor

Murray Knuttila, Provost and Vice-President, Academic

Gary Libben, Vice-President, Research

Neil McCartney, Dean, Faculty of Applied Health Sciences

Mike Farrell, University Secretary

Greg Finn, Vice-Provost and Associate Vice-President, Academic

Margaret Grove, University Librarian

Douglas Kneale, Dean, Faculty of Humanities

Fiona Blaikie, Dean, Faculty of Education

Philip Wright, Associate VP, Information Technology and Chief Information Officer

Don Cyr, Interim Dean, Faculty of Business

Darren Harper, Associate Vice-President, Human Resources

Bryan Boles, Associate Vice-President, Finance

Kim Meade, Vice-Provost and Associate Vice-President, Student Services

Anna Lathrop, Vice-Provost, Teaching and Learning

Ejaz Ahmed, Dean, Faculty of Mathematics & Science

David Petis, Vice-President, Advancement

Brian Hutchings, Vice-President, Finance and Administration

Mike Plyley, Dean of Graduate Studies

Tom Saint-Ivany, Associate Vice-President, Facilities Management

Thomas Dunk, Dean, Faculty of Social Sciences

Juan Xu, Director, Institutional Analysis and Planning

4. The Senate

4.1 Statutory Provisions Concerning the Senate

4.1.1 "There shall be a Senate of the University composed of,

(a) the Chancellor ex officio;

(b) the President and Vice-Chancellor ex officio;

(a) such number elected by and from the full-time teaching staff as shall always constitute a majority;

(d) such other persons elected or appointed as the Senate determines."

[Brock Act: Article 12]

4.1.2 "The Senate is responsible for the educational policy of the University, and, with the approval of the Board insofar as the expenditure of funds is concerned, may enact by-laws and regulations for the conduct of its affairs, and, without limiting the generality of the foregoing, has power,

(a) (Repealed, 1971, c. 107, s.7).

(b) to control, regulate and determine the educational policy of the University and to be concerned with all matters that affect the welfare of the University;

(a) to take part in the planning and development of the University;

(b) to establish, subject to the concurrence of the Board, any Faculty, School, Institute, Department, Chair or course;

(c) to determine the courses of study and standards of admissions to the University and continued membership therein, and qualifications for degrees and diplomas;

(d) to conduct examinations and appoint examiners;

(e) to deal with all matters arising in connection with the awarding of fellowships, scholarships, bursaries, medals, prizes and other awards;

(f) to confer the degrees of Bachelor, Master and Doctor, and all other degrees and diplomas in all branches of learning that may appropriately be conferred by a University;

(g) to confer honourary degrees in any department of learning;

(h) to create faculty councils of committees and committees generally to exercise its powers;

(i) advise the Board in respect of the operating budget's consistency with academic policy

(j) to advise the Board as to what buildings and other facilities are required to meet the needs of the University

(k) to advise the President in respect of procedures for the appointment of members of the academic staff and the conditions under which promotions, tenure or leaves shall be granted, or appointments shall be terminated."

[Brock Act: Article 13]

5. Provost and Vice-President, Academic

5.1 Statutory Provisions Concerning the Provost and Vice-President

"The Board may appoint, on the recommendation of the President and Vice-Chancellor, a Vice-President or Vice-Presidents, one of whom shall act in the absence of the President and who shall have such other powers and duties as may be conferred upon him or them by the Board on the recommendation of the President."

[Brock Act: Article 14(b)]

5.2 Duties of the Provost and Vice President, Academic

The duties of the Provost and Vice President, Academic are as follows:

5.2.1 Providing leadership in the coordination and development of academic programmes and projects in the University and the maintenance of the highest standards of excellence and quality. Within this context, the Provost and Vice President, Academic has specific responsibilities for the development and ongoing review of strategic academic planning in cooperation with the appropriate individuals, committees and councils of the University.

5.2.2 Providing leadership in the administration of the various academic units reporting to the Provost and Vice President, Academic (these include the Faculties, Library, Registrar's Office and Student Services). Included in this sphere is the representation of the academic budgetary needs, and the allocation and administration of the budget for academic units.

5.2.3 In conjunction with 5.2.1 and 5.2.2 above, providing administration of space (re)allocation to academic units

5.2.4 Acting as chief executive and academic officer in the absence of the President.

5.2.5 Representing the University, as may be appropriate, when the President is unable to do so.

5.2.6 Serving as an advisor to the President on all academic matters.

5.2.7 Serving as an ex officio member of Senate and Senate committees.

5.2.8 Serving as an ex officio member of the Committee of Deans.

5.2.9 Providing liaison with the Brock University Faculty Association.

5.2.10 Providing representation with external agencies dealing with research and graduate studies.

5.3 Appointment/Reappointment of Provost and Vice-President, Academic

The Board of Trustees, on the recommendation of the President, appoints the Provost and Vice-President, Academic.

5.3.1 Terms of Office

A. Terms of Appointment - A Provost and Vice-President, Academic shall normally hold office for an initial term not to exceed five years.

B. Extensions of Terms - The term of office of a Provost and Vice-President, Academic may be extended for one year periods, provided that, prior to making a recommendation to the Board of Trustees, the President has

i) consulted with the Senior Administrators’ Council; and

ii) advised Senate of the pending extension

C. Reappointment/Renewal - A Provost and Vice-President, Academic may be a candidate for a subsequent term.

5.3.2 The Advisory Committee

A. Terms of Appointment

At least 15 months in advance of the date of appointment for a Provost and Vice-President, Academic, the Secretary to the University will advise the President, the Board and the Senate Governance Committee of the need to begin the appointment process. The President shall then ask the Governance Committee of Senate and the Governance/Nominating Committee of the Board to recommend members of an Advisory Committee as indicated in B. The Senate Governance Committee shall make its recommendations for members of the Advisory Committee following the procedure outlined in the Terms of Reference of the Senate Governance Committee.

B. The Advisory Committee shall be chaired by the President and shall consist of:

i) one full-time faculty member representing each of the faculties and a Professional Librarian (to be recommended by the Governance Committee of Senate),

ii) two lay members of the Board of Trustees (to be recommended by the Board),

iii) one undergraduate student Senator or student Board member (representing BUSU and recommended by the Governance Committee of Senate),

iv) one graduate student (representing the GSA and recommended by the Governance Committee of Senate),

v) one permanent staff member (to be recommended by the President); permanent staff members reporting directly to the Provost and Vice-President, Academic are not eligible to serve), and

vi) one senior administrative officer of the University recommended by the Senior Administrators’ Council.

C. Before the Advisory Committee is announced, potential members of the Committee must agree, in writing, as a condition of membership, a) that they will not be candidates for the position under consideration, and b) that they will maintain strict confidentiality in accordance with D. below. When the membership of the Advisory Committee is announced, it will be made public and circulated to members of faculty, staff and to BUSU and the GSA.

D. All proceedings of the Advisory Committee, and all communications to or from the Committee shall be held in strict confidence, both during the life of the Committee and thereafter. Unless otherwise decided by the Committee, only the Chair is authorized to release information about the proceedings of the Committee. The President shall discharge from the Committee any member who fails to comply with this requirement.

E. The Committee shall give careful consideration to the need to communicate with the community regarding either the review or search process.

5.3.3 The Review Process

A. As soon as the Advisory Committee has been established, the President shall write to the incumbent to determine whether he/she wishes to stand for reappointment.

B. If the Provost and Vice-President, Academic does not wish to continue, a search (as outlined in Sections 5.3.4 to 5.3.6 below) shall commence at once.

C. If the Provost and Vice-President, Academic wishes to stand for reappointment, the Advisory Committee shall a) meet with the Provost and Vice-President, Academic to discuss the review process and shall b) proceed to evaluate the performance of the incumbent, using the criteria employed by the Advisory Committee on the search for that individual, the outcome of annual performance reviews conducted by the President, and gathering further information for this purpose from the University community. Specifically:

i) The Chair of the Committee shall invite all members of the community to make individual or collective confidential submissions, in writing, to the Committee, c/o the Office of the President, and/or to meet with the Committee if they so wish.

ii) The Advisory Committee may consult, as it deems appropriate, with members of the University community concerning the question of reappointment of the incumbent.

D. The Advisory Committee shall invite the incumbent Provost and Vice-President, Academic to submit a self-evaluation based on the criteria described in C. above. The Advisory Committee shall evaluate the information received and meet with the Provost and Vice-President, Academic. Without identifying sources, the Committee shall inform the Provost and Vice-President, Academic of and shall invite him/her to respond to any submissions that have been received. The Committee shall recommend to the President either that the incumbent be reappointed for a specified term or that a search be conducted as outlined below.

E. Upon receipt of the Advisory Committee’s recommendation, the President shall meet in confidence with the Provost and Vice-President, Academic to review the general findings of the Committee and the nature of his/her recommendation to the Board.

F. If the recommendation of the President to the Board is that the incumbent should be reappointed, the procedures outlined in Section 5.3.6 below shall be followed.

G. If the recommendation of the President to the Board is that a search should be conducted, the procedures outlined in Sections 5.3.4 and 5.3.5 below shall commence at once.

5.3.4 Type of Search

A. Normally, a general (internal and external) search will be conducted. However, after consultation with the President, the Advisory Committee will consider whether a general search should be initiated immediately or if circumstances make it appropriate to limit the process to an internal search. The Advisory Committee shall report its recommendation to the President.

B. If it has been decided to conduct an internal search, and if at any point in this search the results appear likely to be unsatisfactory from the Committee's point of view, the Committee may then recommend to the President that a general search be undertaken. Any general search will also consider applications and nominations from within the University.

C. In the case of a general search, the Committee shall engage the services of a highly-qualified executive search consultant possessing expertise in the field of senior level institutional searches to assist the Committee.

5.3.5 Search Procedures

A. In the case of a general search, the position shall be widely advertised and applications and nominations invited by a specified date. Although applications shall be in confidence, applicants who pass any initial screening process shall be informed that the University's search procedures require that the names of the short-listed candidates be made public.

B. In the case of an internal search, applications and nominations from within the University will be solicited. Nominations shall be counter-signed by the nominee. Nominations and applications shall be submitted to the Committee by a specified date.

C. The Advisory Committee may also invite specific individuals to apply.

D. The Advisory Committee shall take care to ensure that qualified women are given consideration. Appropriate actions include extra efforts to ensure that the position is drawn to the attention of qualified women.

E. After appropriate proceedings, including the examination of credentials and interviews (as appropriate), have been completed, a short list shall be compiled. If the list of those to be interviewed does not include a woman, the Committee shall consider adding the best qualified woman to that list. A curriculum vitae for each of the short-listed candidates shall be made available for consultation and comment by members of the University community. When necessary, the Advisory Committee may undertake further consultation on a confidential basis.

F. The Advisory Committee shall invite the short-listed candidates to address members of the University community. These visits shall include a meeting with the department or departments that the candidate would be expected to join as a tenured faculty member.

G. After allowing additional time for members of the University community to express their views in writing, after consultation by the President with the Department or Departments involved regarding the appointment of the candidate as a tenured colleague, and after any further procedures which it deems appropriate, the Advisory Committee shall make its recommendation to the President.

H. In its recommendation to the President, the Committee shall include a brief description of its efforts to attract women candidates and indicate the total number of applicants and interviewees, also specifying the number of women in each category.

5.3.6 Recommendation of the President

A. Before making a recommendation to the Board of Trustees, the President shall consult, on a confidential basis, with the Senior Administrators’ Council and with Senate. The President shall keep Senate informed during the process, within the limits of confidentiality and in camera procedures.

B. The President shall then make a recommendation to the Board of Trustees, by which the appointment shall be made.

5.4 Appointment of an Acting Provost and Vice-President, Academic

The President may appoint an Acting Provost and Vice-President, Academic for a period of up to one year.

Board of Trustees, April 26, 1994, November 25, 2004, May 1, 2008

7. Appointment/Reappointment of Vice-President, Research

The Board of Trustees, on the recommendation of the President, appoints the Vice-President, Research.

7.1 Terms of Office

A. Terms of Appointment - A Vice-President, Research shall normally hold office for an initial term not to exceed five years.

B. Extensions of Terms - The term of office of a Vice-President, Research may be extended for one year periods, provided that, prior to making a recommendation to the Board of Trustees, the President has

i) consulted with the Senior Administrators’ Council; and

ii) advised Senate of the pending extension

C. Reappointment/Renewal - A Vice-President, Research may be a candidate for a subsequent term.

7.2 The Advisory Committee

A. Terms of Appointment

At least 15 months in advance of the date of appointment for a Vice-President, Research, the Secretary to the University will advise the President, the Board and the Senate Governance Committee of the need to begin the appointment process. The President shall then ask the Governance Committee of Senate and the Governance/Nominating Committee of the Board, to recommend members of an Advisory Committee as indicated in B. The Senate Governance Committee shall make its recommendations for members of the Advisory Committee following the procedure outlined in the Terms of Reference of the Senate Governance Committee.

B. The Advisory Committee shall be Chaired by the President and shall consist of:

i) one full-time faculty member representing each of the Faculties and a Professional Librarian (to be recommended by the Governance Committee of Senate),

ii) two lay members of the Board of Trustees (to be recommended by the Board),

iii) one undergraduate student Senator or student Board member (representing BUSU and recommended by the Governance Committee),

iv) one graduate student (representing the GSA and recommended by the Governance Committee),

v) one permanent staff member (to be recommended by the President; permanent staff members reporting directly to the Vice-President, Research are not eligible to serve), and

vi) one senior administrative officer of the University recommended by the Senior Administrators’ Council.

E. The Committee shall give careful consideration to the need to communicate with the community regarding either the review or search process.

7.3 The Review Process

A. As soon as the Advisory Committee has been established, the President, shall write to the incumbent to determine whether he/she wishes to stand for reappointment.

B. If the Vice-President, Research does not wish to continue, a search (as outlined in Sections 7.4 to 7.6 below) shall commence at once.

C. If the Vice-President, Research wishes to stand for reappointment, the Advisory Committee shall a) meet with the Vice-President, Research to discuss the review process and shall b) proceed to evaluate the performance of the incumbent, using the criteria employed by the Advisory Committee on the search for that individual, the outcome of annual performance reviews conducted by the President, and gathering further information for this purpose from the University community. Specifically:

ii) The Advisory Committee may consult, as it deems appropriate, with members of the University community concerning the question of reappointment of the incumbent.

D. The Advisory Committee shall invite the incumbent Vice-President, Research, to submit a self-evaluation based on the criteria described in C. above. The Advisory Committee shall evaluate the information received and meet with the Vice-President, Research. Without identifying sources, the Committee shall inform the Vice-President, Research of and shall invite him/her to respond to any submissions that have been received. The Committee shall recommend to the President either that the incumbent be reappointed for a specified term or that a search be conducted as outlined below.

E. Upon receipt of the Advisory Committee’s recommendation, the President shall meet in confidence with the Vice-President, Research to review the general findings of the Committee and the nature of his/her recommendation to the Board.

F. If the recommendation of the President is that the incumbent should be reappointed, the procedures outlined in Section 7.6 below shall be followed.

G. If the recommendation of the Board is that a search should be conducted, the procedures outlined in Sections 7.4 and 7.5 below shall commence at once.

7.4 Type of Search

7.5 Search Procedures

C. The Advisory Committee may also invite specific individuals to apply.

G. After allowing two weeks for members of the University community to express their views in writing, after consultation by the President with the Department or Departments involved regarding the appointment of the candidate as a tenured colleague, and after any further procedures which it deems appropriate, the Advisory Committee shall make its recommendation to the President.

7.6 Recommendation of the President

B. The President shall then make a recommendation to the Board of Trustees, by which the appointment shall be made.

Board of Trustees May 1, 2008

8. Deans

8.1 General

8.1.1 Authority to appoint Deans is delegated by the Board of Trustees to the President.

Board: July 2/98 [Brock Act: Articles 11 and 14]

8.1.2 Senate has recommended the following to the President:

a) in favour of the principle of rotation of Deans;

b) that Senate be consulted in advance of the recommendation for a new Dean by the President and Vice-Chancellor;

c) that each Dean should remain an active member of the academic community; have tenure in a departmental position; by mutual arrangement with the appropriate department(s), be active in teaching and research; be eligible for sabbatical leave; and enjoy the other rights and privileges of academic colleagues;

d) that, upon retirement from the office of Dean:

i) there should be no reduction in professorial salary and benefits, and

ii) consideration be given to the possibility of additional sabbatical leave; and

e) that annual increments should be considered in the same light as for all other academic staff.

Senate 49 Special Mtg. May 16/74, 156

8.2 Duties of Deans of Faculties

8.2.1 The primary responsibility of Deans is to provide academic leadership within their Faculty. They have particular responsibility for setting and maintaining a high level of research activity and teaching within the Faculty and for encouraging an atmosphere conducive to the furtherance of academic pursuits.

8.2.2 Other responsibilities within the Faculty include the following:

A. To plan, facilitate and encourage the development of the academic program, both graduate and undergraduate; scrutinize departmental and other proposals to Senate committees and to Senate; supervise the graduate and undergraduate programs. [Should differences arise under the above section which cannot be resolved by discussions with the department(s) involved, then the Dean forwards the departmental proposal(s) to the appropriate body or individual (e.g., Senate or the President) with comments as appropriate.] The ultimate responsibility for the University's academic program rests with Senate (see FHB I: 4.1.2).

B. In consultation with Departmental Chairs and other senior colleagues, to promote, facilitate and review the scholarship and teaching performance of all faculty members; recommend on matters pertaining to tenure, promotion, salary and sabbatical leaves; recommend faculty and staff appointments to the President; maintain on file recent annual progress reports of faculty.

C. To supervise faculty, staff and both academic and non-academic departments in the Faculty according to the established procedures within the University and to principles of equitability (e.g., in the assignment of teaching duties).

D. To prepare and administer the Faculty budget; allocate and supervise the spending of departmental budgets; apportion discretionary funds.

E. To be available for advice, counsel and consultation to faculty, staff and students in order to provide a wide base of informed members within the Faculty.

F. To represent the University at various outside gatherings as need or opportunities arise. (Deans are ex officio members of Senate and various Senate and University committees.)

G. To perform such other duties as pertain specifically to the Faculty, or as may be assigned by the Provost and Vice President, Academic.

Senate 270 Board: June 28/83

8.3 Appointment/Reappointment of Deans

The President shall consult, on a confidential basis, with the Departmental Chairs of the Faculty concerned and with Senate, before making an appointment.

8.3.1 Term of Office

A. Term of Appointment - A Dean shall normally hold office for an initial term not to exceed five years.

B. Extension of Terms - The term of office of a Dean may be extended once for a period of one year, provided that, prior to a decision, the President shall

i) consult the Chairs of the Departments/Centres in the Faculty; and

ii) advise Senate of the pending extension.

C. Reappointment/Renewal - Normally, a Dean would serve for a maximum of two terms (10 years).

8.3.2 Advisory Committees

A. At least 15 months in advance of the date of appointment for a Dean, the Secretary to the University will advise the President, the Board and the Senate Governance Committee of the need to begin the appointment process. The President shall ask the Governance Committee of Senate to recommend the members of an Advisory Committee as indicated in B. The Senate Governance Committee shall make its recommendations for members of the Advisory Committee following the procedure outlined in the Terms of Reference of the Senate Governance Committee.

B. The Advisory Committees normally shall be chaired by the Provost and Vice President, Academic, and shall be comprised as follows:

a) at least six full-time tenured faculty members from the appropriate Faculty, such that each Department is represented and such that the faculty members comprise a majority of the Committee; in the case of an Advisory Committee for the Dean of Graduate Studies, at least six full-time tenured faculty members from graduate programs, such that each of the six Academic Faculties is represented.

b) where applicable, at least one full-time tenured faculty member of the Program Committee of a Centre from the appropriate Faculty;

c) at least one undergraduate student, representing BUSU, from the appropriate Faculty;

d) at least one graduate student, representing the GSA, from the appropriate Faculty;

e) at least one permanent staff member from the appropriate Faculty (permanent staff members reporting directly to the Dean are not eligible to serve), and

f) at least one full-time tenured faculty member who is an elected member of Senate and from another Faculty in the University.

C. Before the Advisory Committee is announced, potential members of the Committee must agree, in writing, as a condition of membership,

a) that they will not be candidates for the position under consideration, and

b) that they will maintain strict confidentiality in accordance with D. below. When the membership of the Advisory Committee is announced, it will be made public and circulated to members of the faculty, staff and to the Students’ Union.

The President shall discharge from the Committee any member who fails to comply with this requirement.

E. The Committee shall give careful consideration to the need to communicate with the community regarding either the review or search process.

8.3.3 Review Process

A. As soon as the Advisory Committee has been established, the Provost and Vice-President, Academic shall write to the incumbent to determine whether or not he/she wishes to stand for reappointment.

B. If the Dean does not wish to continue, a search (as outlined in Sections 8.3.4 and 8.3.5 below) shall commence at once.

C. If the Dean wishes to stand for reappointment, the Advisory Committee shall

a) meet with the Dean to discuss the review process and shall

b) proceed to evaluate the performance of the incumbent, using the criteria employed by the Advisory Committee on the search for that individual, the outcome of annual performance reviews conducted by the Provost and Vice President, Academic, and gathering further information for this purpose from the University community. Specifically:

i) The Chair of the Committee shall invite members of the community to make individual or collective confidential submissions, in writing, to the Committee, c/o the Office of the Provost and Vice-President, Academic, and/or to meet with the Committee if they so wish.

ii) The Advisory Committee may consult, as it deems appropriate, with members of the University community concerning the question of reappointment of the incumbent.

D. The Advisory Committee shall evaluate the information received and shall invite the incumbent Dean to submit a self-evaluation based on the criteria described in C. above, and shall meet with the Dean. Without identifying sources, the Committee shall inform the Dean of and shall invite him/her to respond to any submissions that have been received.

E. When the Committee has formulated its recommendation, the Provost and Vice President, Academic shall meet in confidence with the Dean to review the general findings of the Committee and the nature of the recommendation to the President. The Committee shall recommend to the President either that the incumbent be reappointed for a specified term or that a search be conducted as outlined below.

F. If the decision of the President is that the incumbent should be reappointed, the procedures outlined in Section 8.3.6 shall be followed.

G. If the decision of the President is that a search should be conducted, the procedures outlined under Sections 8.3.4 and 8.3.5 shall commence at once

8.3.4 Type of Search

B. If it has been decided to conduct an internal search, and if at any point in this search the results appear likely to be unsatisfactory from the Committee's point of view, the Committee may then recommend to the President that a general search be undertaken. Any general search shall also invite applications and nominations from within the University.

C. With the President's approval, the Advisory Committee may use the services of consultants in a general search.

8.3.5 Search Procedures

C. The Advisory Committee may also invite specific individuals to apply.

E. After appropriate proceedings, including the examination of credentials, and interviews, as appropriate, have been completed, a short list shall be compiled. If the list of those to be interviewed does not include a woman, the Committee shall consider adding the best qualified woman to that list. A curriculum vitae for each of the short-listed candidates shall be made available for consultation and comment by members of the Faculty concerned. When necessary, the Advisory Committee may undertake further consultation on a confidential basis.

F. The Advisory Committee shall invite the short-listed candidates to address members of the University community. These visits shall include a meeting with the Department or Departments that the candidates would be expected to join as a tenured faculty member.

G. After allowing additional time for members of the University community to express their views in writing, after consultation by the President with the Department or Departments involved regarding the appointment of the decanal candidate as a tenured colleague, and after any further procedures which it deems appropriate, the Advisory Committee shall make its recommendation to the President.

8.3.6 Decision of the President

A. The President shall consult, on a confidential basis, with the Departmental Chairs of the Faculty concerned and with Senate, before making an appointment. The President shall keep Senate informed during the process, within the limits of confidentiality and in camera procedures.

Senate 381, 566 Board: November 24/92, November 25/04, May 1, 2008, April 30/09

11. Vice-President, Finance and Administration

The Board of Trustees, on the recommendation of the President, appoints the Vice-President, Finance and Administration.

11.A Statutory Provisions Concerning Vice-Presidents

"The Board [of Trustees] may appoint, on the recommendation of the President and Vice-Chancellor, a Vice-President or Vice-Presidents, one of whom shall act in the absence of the President and who shall have such other powers and duties as may be conferred upon him or them by the Board on the recommendation of the President." [Brock Act: Article 14(b)]

11.B Duties of the Vice-President, Finance and Administration

The duties of the Vice-President, Finance and Administration shall be as assigned by the President and Board of Trustees.

11.C Appointment of Vice-President, Finance and Administration

11.1 Term of Office

The Vice-President, Finance and Administration shall serve at the pleasure of the Board of Trustees.

11.2 The Advisory Committee

11.2.1. Term of Appointment

As soon as possible in advance of the date of appointment for a Vice-President, Finance and Administration, the President will select the members of an Advisory Committee on the Appointment of a Vice-President, Finance and Administration.

11.2.2. The Advisory Committee shall consist of

a) two full-time faculty members recommended by the Governance Committee of Senate. The Senate Governance Committee shall make its recommendations for members of the Advisory Committee following the procedure outlined in the Terms of Reference of the Senate Governance Committee;

b) one permanent staff member (to be recommended by the President; permanent staff members reporting directly to the Vice-President, Finance and Administration, are not eligible to serve);

c) three lay members of the Board of Trustees (to be recommend by the Board),

d) one senior administrative officer of the University recommended by the Senior Administrators' Council;

e) an academic Dean, (to be recommended by the Committee of Academic Deans);

f) one undergraduate student Senator or student Board member (representing BUSU and recommended by the Governance Committee of Senate);

g) one graduate student (representing the GSA and recommended by the Governance Committee of Senate); and

h) the President (who will chair the Committee).

11.2.3 When the membership of the Advisory Committee has been determined, its composition will be made public and circulated to members of faculty, staff and to the Brock University Students' Union and the Graduate Students' Association.

11.2.4 All deliberations of the Advisory Committee shall be held in camera. All communications to or from the Committee shall be held in strict confidence, both during the life of the Committee and thereafter. Unless otherwise decided by the Committee, only the Chair is authorized to release information about the proceedings of the Committee.

11.3 Type of Search

11.3.1 Normally, a general (internal and external) search will be conducted.

11.3.2 The services of a highly qualified executive search consultant possessing expertise in the field of senior level institutional searches may be engaged to assist the Committee in the search.

11.4 Search and Appointment Procedures

11.4.1 The position shall be widely advertised and applications and nominations invited by a specified date.

11.4.2 Applications and nominations from within the University will be solicited.

11.4.3 The Advisory Committee may also invite specific individuals to apply.

11.4.4 The Advisory Committee shall take care to ensure that qualified women are given consideration. Appropriate actions include extra efforts to ensure that the position is drawn to the attention of qualified women.

11.4.5 The Committee shall establish its own procedures for assessing candidates consistent with the issues and challenges and required characteristics/attributes that have been identified and shall interview selected candidates.

11.4.6 Following the conclusion of the Committee’s deliberations, the President will review the recommendation with the Audit Committee before making a recommendation to the Board of Trustees.

11.4.7 Following the appointment of a candidate by the Board, the successful candidate will meet, for discussion purposes, with members of the University community and, in particular, with representatives from Senate, the Committee of Academic Deans, Department Chairs, the Brock University Faculty Association, the Brock University Students' Union, the Graduate Students' Association, senior administrators, and the Board of Trustees.

Board of Trustees, Oct. 4/01, May 1, 2008

12. Vice President, Advancement

The Board of Trustees, on the recommendation of the President, appoints the Vice-President, Advancement.

12. A Statutory Provisions Concerning Vice-Presidents

12. B Duties of the Vice-President, Advancement

The duties of the Vice-President, Advancement shall be as assigned by the President and Board of Trustees.

12. C Appointment of Vice-President, Advancement

12.1 Term of Office

The Vice-President, Advancement shall serve at the pleasure of the Board of Trustees.

12.2 The Advisory Committee

12.2.1. Term of Appointment

As soon as possible in advance of the date of appointment for a Vice-President, Advancement, the President will select the members of an Advisory Committee on the Appointment of a Vice-President, Advancement.

12.2.2. The Advisory Committee shall consist of

b) one permanent staff member (to be recommended by the President; permanent staff members reporting directly to the Vice-President, Advancement are not eligible to serve);

c) three lay members of the Board of Trustees (to be recommended by the Board),

d) one senior administrative officer of the University recommended by the Senior Administrators’ Council;

e) an academic Dean, (to be recommended by the Committee of Academic Deans);

f) one undergraduate student Senator or student Board member (representing BUSU and recommended by the Governance Committee of Senate);

g) one graduate student (representing the GSA and recommended by the Governance Committee of Senate),

h) the President (who will Chair the Committee).

12.2.3 When the membership of the Advisory Committee has been determined, its composition will be made public and circulated to members of faculty, staff and to the Brock University Students' Union and the Graduate Students’ Association

12.2.4 All deliberations of the Advisory Committee shall be held in camera. All communications to or from the Committee shall be held in strict confidence, both during the life of the Committee and thereafter. Unless otherwise decided by the Committee, only the Chair is authorized to release information about the proceedings of the Committee.

12.3 Type of Search

12.3.1 Normally, a general (internal and external) search will be conducted.

12.3.2 The services of a highly qualified executive search consultant possessing expertise in the field of senior level institutional searches may be engaged to assist the Committee in the search.

12.4 Search and Appointment Procedures

12.4.1 The position shall be widely advertised and applications and nominations invited by a specified date.

12.4.2 Applications and nominations from within the University will be solicited.

12.4.3 The Advisory Committee may also invite specific individuals to apply.

12.4.4 The Advisory Committee shall take care to ensure that qualified women are given consideration. Appropriate actions include extra efforts to ensure that the position is drawn to the attention of qualified women.

12.4.5 The Committee shall establish its own procedures for assessing candidates consistent with the issues and challenges and required characteristics/ attributes that have been identified and shall interview selected candidates.

12.4.6 Following the conclusion of the Committee’s deliberations, the President will make a recommendation to the Board of Trustees.

12.4.7 Following the appointment of a candidate by the Board, the successful candidate will meet, for discussion purposes, with members of the University community and, in particular, with representatives from Senate, the Committee of Academic Deans, Department Chairs, the Brock University Faculty Association, the Brock University Students' Union the Graduate Students’ Association, senior administrators, and the Board of Trustees.

Board of Trustees May 1, 2008

13. Appointment/Reappointment of the University Librarian

The President shall consult, on a confidential basis, with the Library Council and with Senate, before making an appointment.

13.1 Term of Office

A. Term of Appointment - The University Librarian shall normally hold office for an initial term not to exceed five years.

B. Extensions of Terms - The term of office of the University Librarian may be extended once for a period of one year, provided that, prior to a decision, the President shall i) consult the Library Council; and ii) advise Senate of the pending extension.

C. Reappointment/Renewal - The University Librarian may be a candidate for subsequent term(s).

13.2 Advisory Committees

A. At least 15 months in advance of the date of appointment for the University Librarian, the Secretary to the University will advise the President and the Senate Governance Committee of the need to begin the appointment process.

After any written submissions concerning the composition of the Advisory Committee (or other related matters) are received from members of the University community, the President shall ask the Governance Committee of Senate, to recommend the members of an Advisory Committee as indicated in B. The Senate Governance Committee shall make its recommendations for members of the Advisory Committee following the procedure outlined in the Terms of Reference of the Senate Governance Committee.

B. The Advisory Committees normally shall be Chaired by the Provost and Vice President, Academic, and shall be comprised as follows:

a) at least four full-time permanent librarians, from different areas of the Library;

b) at least one permanent staff member from the University Library (permanent staff members reporting directly to the University Librarian are not eligible to serve);

c) at least one undergraduate student (representing BUSU);

d) at least one graduate student (representing the GSA);

e) at least one full-time tenured faculty member (to be recommended by the Governance Committee of Senate);

f) a Dean (to be recommended by the Committee of Academic Deans);

g) a member of Human Resources, who shall serve as a non-voting ex officio resource to the Committee.

C. Before the Advisory Committee is announced, potential members of the Committee must agree, in writing, as a condition of membership

a) that they will not be candidates for the position under consideration, and

E. The Committee shall give careful consideration to the need to communicate with the community regarding either the review or search process.

13.3 Review Process

A. As soon as the Advisory Committee has been established, the Provost and Vice-President, Academic shall write to the incumbent to determine whether or not he/she wishes to stand for reappointment.

B. If the University Librarian does not wish to continue, a search (as outlined in Sections 13.4 and 13.5 below) shall commence at once.

C. If the University Librarian wishes to stand for reappointment, the Advisory Committee shall meet with the University Librarian to discuss the review process and shall proceed to evaluate the performance of the incumbent, using the criteria employed by the Advisory Committee on the search for that individual, the outcome of annual performance reviews conducted by the Provost and Vice-President, Academic, and gathering further information for this purpose from the University community. Specifically:

ii) The Advisory Committee may consult, as it deems appropriate, with members of the university community concerning the question of reappointment of the incumbent.

D. The Advisory Committee shall invite the incumbent University Librarian, to submit a self-evaluation based on the criteria described in C. above. The Advisory Committee shall evaluate the information received and meet with the University Librarian. Without identifying sources, the Committee shall inform the University Librarian of and shall invite him/her to respond to any submissions that have been received.

E. When the Committee has formulated its recommendation, the Provost and Vice-President, Academic shall meet in confidence with the University Librarian to review the general findings of the Committee and the nature of the recommendation to the President. The Committee shall recommend to the President either that the incumbent be reappointed for a specified term or that a search be conducted as outlined below.

F. If the decision of the President is that the incumbent should be reappointed, the procedures outlined in Section 13.3.6 shall be followed.

G. If the decision of the President is that a search should be conducted, the procedures outlined under Sections 13.4 and 13.5 shall commence at once.

13.4 Type of Search

A. Normally, a general (internal and external) search will be conducted. Any general search shall also invite applications and nominations from within the University.

B. With the President's approval, the Advisory Committee may use the services of consultants in a general search.

13.5 Search Procedures

A. The position shall be widely advertised and applications and nominations invited by a specified date. Although applications shall be in confidence, applicants who pass any initial screening process shall be informed that the University's search procedures require that the names of the short-listed candidates be made public.

B. The Advisory Committee may also invite specific individuals to apply.

C. The Advisory Committee shall take care to ensure that qualified women are given consideration.

D. After appropriate proceedings, including the examination of credentials, and interviews, as appropriate, have been completed, a short list shall be compiled. If the list of those to be interviewed does not include a woman, the Committee shall consider adding the best qualified woman to that list. A curriculum vitae for each of the short-listed candidates shall be made available for consultation and comment by members of the Library Council. When necessary, the Advisory Committee may undertake further consultation on a confidential basis.

E. The Advisory Committee shall invite the short-listed candidates to address members of the University community. These visits shall include a meeting with the Library Council and staff of the University Library.

F. After allowing additional time for members of the University community to express their views in writing, and after any further procedures which it deems appropriate, the Advisory Committee shall make its recommendation to the President.

13.6 Decision of the President

The President shall consult, on a confidential basis, with the Library Council and with Senate, before making an appointment. The President shall keep Senate informed during the process, within the limits of confidentiality and in camera procedures.

Board of Trustees May 1, 2008

15. Faculty Association

15.1 Organization and Status

15.1.1 General

A. The Brock University Faculty Association (BUFA) is an organization of the teaching and research staff having the purpose of "advancing teaching, scholarship and research in the University and of maintaining and improving the standards and welfare of the teaching and research staff".

B. The Association concerns itself "with policy matters such as salaries, promotion, hiring, firing, tenure, fringe benefits, academic development and University government and administrative procedures...[and will] issue statements of policy as approved by a general meeting of the Association".

[BUFA Constitution: Section 2]

15.1.2 Affiliations

The Association is a member of the Canadian Association of University teachers (CAUT) and of the Ontario Confederation of University Faculty Associations (OCUFA).

15.1.3 Membership

"Membership in the Association shall be open to all members of Faculty of Brock University, where "Faculty" is defined by the Agreement on Terms and Conditions of Employment between the Brock University Faculty Association and Brock University...." (see Memorandum of Agreement, Article 1.06).

"Other members of the University community...may apply through the Executive Committee for membership and may be admitted thereto by a vote of the Association...."

[BUFA Constitution: Section 3]

15.1.4 Associate Membership

"Associate Membership in the Association shall be open to all members of the Brock University community specifically excluded from "Faculty" under paragraph (c) of [Article 1.06].Associate members shall not be eligible to vote or to stand for elective office or to accept appointive office in the Association."

[BUFA Constitution: Section 3.1]

15.2 Officers and Committees of the Association, 2012-2013

15.2.1 Executive Committee

President: Linda Rose-Krasnor

Vice-President: Hilary Findlay

Secretary: Nancy DeCourville

Treasurer: Jonah Butovsky

OCUFA Director: Michelle Webber

Communications Officer: Jonathan Younker

Members-At-Large: Sandra Felton, Bozidar Mitrovic

Grievance Officer: David Whitehead

Health & Safety Officer: Joe Norris

Non-tenured Faculty Representative: Debra Harwood

Professional Librarian Representative: Tim Ribaric

Past President: Hans Skott-Myhre

15.2.2 BUFA Observers on Senate Committees

A. Budget Advisory Committee: Jeannette Sloniowski

B. Governance Committee: Linda Rose-Krasnor

C. Graduate Studies Committee: Coral Mitchell

D. Information Technology and Infrastructure Committee: Peter Landey

E. Teaching and Learning Policy Committee: Julie Stevens

F. Research and Scholarship Policy Committee: Patricia Debly

G. Undergraduate Program Committee: Erin Sharpe

H. Undergraduate Student Affairs Committee: Marian Bredin

I. Student Appeals Board: Tim Ribaric

J. Academic Review Committee: Karin DiBella

15.2.3 BUFA Observers on University Committees

A. Parking and Traffic Committee:

B. Occupational Health & Safety Committee:

C. Alumni Association Award for Excellence in Teaching Committee:

D. University Award for Distinguished Research or Creativity:

E. CAUT Defence Fund Trustee:

F. Information Technology :

G. Appeal Board - Appeals in Non-Academic Matters

15.2.4 Standing Committees

A. Salaries and Benefits

Chair:

Members:

B. Pensions

Chair:

Members:

C. Terms and Conditions of Employment

Chair:

Members:

D. Working Environment

Chair:

Members:

E. Public Affairs and Community Liaison

Chair:

Members:

F. Grievance Panel

Chair:

Members:

G. Status of Women

Chair:

Members:

H. Promotion and Tenure Advice

Chair:

Members:

I. Evaluation of Academic Adminsitrators

Chair:

Members:

J. Professional Librarians

Chair:

Members:

15.2.5 BUFA Forum

Editor: Jonathan Younker

16. Students' Union

16.1 Organization and Function

The Brock University Students' Union (BUSU) strives (through the Brock University Students' Administrative Council (BUSAC), its executive arm) to articulate the needs, concerns and problems of students and to safeguard the quality of student life, academically and otherwise. This includes directing student involvement with faculty, administration, committees and other bodies within the University, opening up and pursuing channels for discussion and action. In the broader community, this means representing Brock students to and in provincial and national student organizations and any governmental bodies, and all other organizations.

Realizing that a complete educational experience demands student interest and participation in activities beyond the strictly academic demands of university life, BUSU works to satisfy the diverse needs of Brock students by providing ancillary services, including those in the areas of communications, information, social and recreational activities, housing and employment.

16.2 Officers, 2012-2013

President	Heather Finn
VP, Finance & Administration	Luke Speers
VP, Student Services	Cooper Millard
VP, University Affairs	Steve Nicholls
General Manager	Juliette Prouse
Accounting Manager	Marie Murphy
Acconting Clerk	Ayesha Sazal
Administrative Assistant	Sandra Hammond
Speaker	Josh Doan
Deputy Speaker	TBA
Brock Press, E.I.C.	Time Stacey
Ombuds Officers	Carole Moss
Chief Returning Officer	James Norman
Retail Manager	Heather Hill

16.3 Graduate Students' Association - Organization and Function

The Brock University Graduate Students' Association (GSA) represents graduate students at administrative levels and in cooperation with governing bodies within the University community. The GSA provides responsible student government that promotes the diverse interests of its members both within and outside the University community. As such, it strives to develop and promote the academic and social activities of its members.

To advance the cause of higher learning in the Province of Ontario, the GSA acts as a liaison between its members and post-secondary institutions, government, student societies and organizations, as well as the community at large.

16.4 Officers, 2012-2013

President	Kiel Ormerod
VP, Finance	Riaz Akseer
VP, Student Affairs	Phuc Dang
VP, Equity and External Affairs	Brandon Garib
VP, Communications	Amanda Lepp

17. University Committees 2012 - 2013

17.1 Joint Committee on the Administration of the Agreement - [Memorandum of Agreement, Article 6]

A. Appointed by BUFA
Hans Skott-Myhre
Linda Rose-Krasnor

B. Persons Appointed by the University
Murray Knuttila
Varujan Gharakhanian

17.2 Joint Committee on Employment Equity - [Memorandum of Agreement, Article 19]

Francine McCarthy	[to June 2013]
Tom O'Neil	[to June 2013]
Rebecca Raby	[to June 2013]
Raafat Roubi	[to June 2015]
Ana Sanchez	[to June 2015]
Francine Vachon	[to June 2015]
Expert Appointee: Kim Thompson (Admin)
Dolana Mogadime (BUFA)

17.3 University Committee on Promotions and Tenure - [Memorandum of Agreement, Article 21]

Ana Sanchez	[to June 2012]
Louis Volante	[to June 2012]
Darlene Bay	[to June 2012]
Susan Spearey	[to June 2012]
David Crandles	[to June 2012]
Tim Murphy	[to June 2014]

Secretary:	Coordinator, Academic Reviews and Planning

17.4 Promotion and Tenure Appeals Committee - [Memorandum of Agreement, Article 21]

Michael O'Sullivan	[to June 2014]
Adonis Skandalis	[to June 2014]
Michelle Webber	[to June 2014]
Hedy McGarrell	[to June 2014]
Linda Lowry	[to June 2014]
Allan Adkin	[to June 2013]
Martin Kusy	[to June 2013]

17.5 Committee on Academic Leaves - [Memorandum of Agreement, Article 34]

Tony Dipetta	[to June 2015]
Hemantha Herath	[to June 2014]
Tom Farrell	[to June 2014]
Miriam Richards	[to June 2013]
Linda Lowry	[to June 2013]
Philip Mackintosh	[to June 2013]
Suzie Lane	[to June 2013]
Secretary:	Coordinator, Academic Reviews and Planning

17.6 Research Grants Program - Research Board

Roberto Nickel	[to June 2014]
Hemantha Herath	[to June 2014]
Renne Bedard	[to June 2014]
Tony Bogaert	[to June 2013]
Tony Ward	[to June 2013]
David Hughes	[to June 2013]
Secretary:	Research Grants Officer