senate governance committee nominating/z... · 5. bylaw revisions for the faculty of academic and...

Senate Governance Committee Monday, January 14, 2013

Senate Governance Committee

Monday, January 14, 2013 4:00-6:00 pm Surrey Campus, Cedar 2105

A G E N D A

1. Call to Order / Wade Deisman

2. Confirmation of Agenda / Wade Deisman

3. Approval of Minutes from December 03, 2012 / Wade Deisman

Attached

4. Chair's Report / Wade Deisman

5. Bylaw Revisions for the Faculty of Academic and Career Advancment / Wade Deisman

Attached

6. Procedures for the Selection, Appointment and Re-appointment of Senior Academic Positions / Wade Deisman

Attached

7. Draft Proposal for Formation of New Faculty Update / Wade Deisman

8. Senator Workload and Committee Involvment / Wade Deisman

9. Adjournment

Next Meeting

Monday, February 4, 2013 4:00-6:00 pm Surrey Campus, Cedar 2105

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Senate Governance Committee (2012 12 03) Page 2

Members of FWF includes: Librarians, Counselors, Co‐op Instructors, Learning Centre faculty, Special Education Advisors and the position of Student Life Development Coordinator. There was also the suggestion that the three Directors within the Institute for Sustainable Horticulture may be considered faculty in this category.

Moved by Alan Davis; seconded by Christopher Girodat THAT the Senate Governance Committee recommend to Senate revisions to the Election Rules, removing the sentences under “Eligibility to Run for Office or Vote” that refer to faculty as professional support staff and vice versa. Motion Carried

The idea of reviewing the establishment of a Faculty that would include the FWF’s was raised and discussed. The committee felt that a proposal needs to be brought to the Senate Governance Committee for review.

Moved by Alan Davis; seconded by Jennifer Au THAT the Senate Governance Committee commit to reviewing the full proposal that will come forward to form a Faculty for the disenfranchised group of faculty members and that all legal implications and regulations will be reviewed. Motion Carried

Action: Wade will meet with the delegation from the FWF’s to work on the proposal for the formation of a Faculty and then will pass the proposal on to Shelley Wrean, Legal Counsel, Sandi Klassen, the University Secretary and Gordon Lee, Vice President Academic and Provost for review before it is brought back to the Senate Governance Committee.

6. Copyright Modernization and Communications

At the last meeting of the Senate Governance Committee (SGC), the question was raised about changing the Copyright Modernization and Communications Task Force to an Advisory Committee. Since the original request for the Task Force came from two of our Student Senators the Chair of SGC decided to seek their input on the change – both were in agreement with the change. Ideas around how to model the advisory committee were discussed.

Moved by Wade Deisman; seconded by Betty Worobec THAT the Senate Governance Committee recommend that Senate ask the Senate Standing Committee on the Library to form an Advisory Committee on Copyright for:

1) initiating and overseeing copyright and fair use information and educational activities at the institution

2) liaising with other institutions for the purposes of sharing information about institutional approaches, processes and best practices

3) proactively identifying grey areas in terms of intellectual and creative property protection and seeking clarification

4) engaging in longer range thinking and investigation regarding the future of copyright and the emergence of other approaches to intellectual and creative property protection

With membership composition to be determined by the Senate Standing Committee Library, with the proviso that allowances be made for ample student and KSA representation and representation from the Kwantlen Faculty Association. Motion Carried


7. Recording of Meetings at Senate

Senate has requested that the process of choosing and implementing a recording system begin. Legal Counsel, Shelley Wrean recommends that once a recording system is in place all those who will be part of any recording sign consent forms to allow their images to be projected. Shelley will continue to work on further legalities in the New Year.

Action: Sandi Klassen will ask the IET department to solicit quotes on a web/pod casting system in addition to a microphone system.

The SGC will review further information on this matter at the February 4, 2013 SGC meeting.

8. Senate Committee Structure Review

The review of the Senate Committee structures is still underway. The Chair of the SGC, Wade Deisman, is continuing to meet with Senate Committee Chairs to discuss their committee mandates and to ask if they feel their committees are adequately resourced.

9. Selection, Appointment and Re‐appointment of Senior Academic Positions

Many suggestions for models of establishing a hiring committee for the appointment, selection and re‐appointment of Senior Academic Positions were discussed. It was suggested that an election could be held to fulfill the structure needed for a hiring committee however, the current election process spans a six week period and is not timely. It was suggested that the task be placed in the hands of the Senate Nominating Committee (SNC) and they would put the call out to the Faculty Councils for members. The SGC discussed first getting the appointments from the Kwantlen Faculty Association (KFA) and then approaching only the Faculty Councils where members were needed. After much discussion regarding the merits of various models and determining the need for further review it was decided that the following 3 models would be reviewed in January:

Model 1 Faculty councils will be directed to make nominations Model 2 SNC will make nominations Model 3 SNC will ask for nominations from Faculty Council and then vet the nominations

in accordance with Faculty representation forwarded from the Faculty Association.

Action: Dana Cserepes will ask the Board/Senate Task Force on Bi‐cameral Governance for search procedures which were used for the Presidential Placement. Sandi Klassen will place the item on the Agenda for Board/Senate Task Force on Bi‐cameral Governance.

10. Clarification of Abstention Since the change to “present and voting” now causes abstention to be seen as a neutral vote and given that Senate by‐laws indicate that Senate will follow Robert’s Rules of Order, it was decided that the Robert’s Rules of Order definition of the term “abstention” would be used as the final definition.


11. Senate Workload

Discussion was held regarding the workload created by maintaining a full teaching schedule, attending two or more Senate committees and being involved in scholarly activity. The committee was informed that a fund exists to allow faculty to bring in a substitute when their Senate work conflicts with their instructional schedule. However, such a fund does not solve the problem of faculty fulfilling their service requirements for Senate when on their non‐teaching semester. It was noted that changing the need for Senators to serve on two Senate committees would cause a disconnect when information is forwarded to Senate. Further discussion on this item was deferred to the SGC January meeting.

12. Adjournment

The meeting adjourned at 5:55 pm.

Senate Standing Committee on Governance January 14, 2013

Senate Standing Committee on Governance

MEETING DATE: January 14, 2013 AGENDA #: 5 PRESENTED BY: Wade Deisman

Issue: Bylaw Revisions for the Faculty of Academic and Career Advancement.

For Information:

At the November 30th, 2012 Faculty of Academic and Career Advancement, Faculty as a Whole business meeting the Faculty voted on and passed the attached changes to their bylaws.

For Approval: THAT The Senate Standing Committee on Governance recommend to Senate the approval of the Bylaw revisions for the Faculty of Academic and Career Advancement.

Attached: Memo from the Faculty of Academic and Career Advancement

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Senate Standing Committee on Governance January 14, 2013

Senate Standing Committee on Governance

MEETING DATE: January 14, 2013 AGENDA #: 6 PRESENTED BY: Wade Deisman

Issue: Procedures for the Selection, Appointment and Re-Appointment of Senior

Academic Positions.

For Information:

If the Senate Governance Committee is satisfied that the policy and procedures are ready to move forward, the following will occur:

Next Steps: 1. Public Posting via University Secretariat for 6 weeks 2. Simultaneously, policy reviewed by Senate Standing Committee on

Policy Review (SSCPA) for feedback 3. Comments reviewed, amendments made where necessary and

approved by Policy Sponsor 4. Policy Sponsor submits final draft of policy to SSCPA for

recommendation to Senate 5. Senate reviews for approval 6. Approved policy is added to the policy register and posted to the

policy website

Attachments (3):

Draft Policy for the Selection, Appointment and Re-appointment of Senior Academic Positions Procedures

Draft Procedures with track changes for the Selection, Appointment and Re-appointment of Senior Academic Positions Procedures

Draft Procedures, clean copy for the Selection, Appointment and Re-appointment of Senior Academic Positions Procedures

of 2 Policy No.

Policy History

Policy No. New - To be determined

Revised:

Approving Jurisdiction Senate

Reviewed:

Signed By Chair of Senate

Effective:

Administrative Responsibility President

Approved:

Selection, Appointment and Re-Appointment of Senior Academic Positions Policy

Draft 12 11 23

CONTEXT AND PURPOSE

The University Act specifies that the powers of the Board include: Section 27 (2) (f) “with the approval of the senate, to establish procedures for the recommendation and selection of candidates for president, deans, librarians, registrar and other senior academic administrators as the board may designate;” Section 27 (2) (g) …”subject to section 28, to appoint the president of the university, deans of all faculties, the librarian, the registrar, the bursar, the professors, associate professors, assistant professors, lecturers, instructors and other members of the teaching staff of the university, and the officers and employees the board considers necessary”…

Section (f) addresses procedures for selection of a candidate while section (g) addresses the actual appointment of an individual to a position.

The Board has delegated its powers to the President under Section 27 (2)(g) with the exception of the appointment of the President and Vice Presidents. (see Board Manual, Appendix H)

This Policy and its related Procedures are intended to outline the principles and processes which will be used by the University in the selection, appointment and re-appointment of senior academic positions within the University.

of 2 Policy No.

SCOPE AND LIMITS

This Policy governs the procedures for the recommendation and selection of candidates for senior academic positions within the University with the exception of the President, which is covered under a separate policy: Board Manual, section 22.

STATEMENT OF POLICY PRINCIPLES

(1) The University will appoint a Selection Advisory Committee (SAC) to participate in designing the search process, and interviewing and recommending appropriate candidates for senior academic positions covered by this policy;

(2) The composition of an SAC, will be broad-based and representative of the University community, commensurate with the nature and level of the position being considered (see Appendix);

(3) The proceedings of each SAC and all communication to and from the Committee will be held in strict confidence, both during the term of the Committee and thereafter.

(4) The education, knowledge, experience, abilities and traits of each position will be determined in consultation with the pertinent SAC.

(5) The search process for each position will be designed to elicit an appropriate level of interest and response, commensurate with the type and nature of the position.

(6) The recommendation of acceptable candidates by each SAC will be forwarded to the President or designate who is responsible for making the appointment.

DEFINITIONS

Senior Academic Positions: Senior academic positions, for the purpose of this Policy and related

Procedures, will include the Vice President Academic and Provost, Deputy Provost, Vice Provosts, Associate Vice Presidents (Research and Academic), Deans, University Registrar, University Librarian, Associate Deans and other senior academic positions as may be determined from time to time. Specific titles of senior positions may change over time.

RELATED POLICIES & LEGISLATION

RELATED PROCEDURES

Refer to Selection, Appointment and Re-appointment of Senior Academic Positions, Procedure XXX

of 5 Procedure No.

Procedure History

Procedure No. New – to be determined

Revised:


Reviewed:


Effective:


Approved:

Selection, Appointment and Re-appointment of Senior Academic Positions Procedures

Draft 12 11 2312 10

DEFINITIONS

Senior Academic Positions: Senior academic positions, for the purpose of this Policy and related Procedures, will include the Vice President Academic and Provost, Deputy Provost, Vice Provosts, Associate Vice Presidents (Research and Academic), Deans, University Registrar, University Librarian, Associate Deans and other senior academic positions as may be determined from time to time. Specific titles of senior positions may change over time.

PROCEDURES

A. Selection Advisory Committees (SAC) Details of the composition of SACs for senior academic positions covered by this policy within the University are listed in the Appendix – Composition of Selection Advisory Committees. In advance of the posting of a new appointment, the members of an SAC will be appointed according to the Appendix to this procedure. The Kwantlen Faculty Association (KFA) Collective Agreement will be followed in the appointment of KFA representatives to SACs.

1. The SAC will be bound by the following regulations:

a) Before the SAC is announced, potential members of the Committee must agree, as a condition of membership, that they will not be candidates for the position under consideration.

of 5 Procedure No.

b) For all the SACs referred to in this policy, the election of faculty will be conducted in accordance with the procedures for electing faculty to Senate; the election of staff will be conducted in accordance with the procedures for electing a staff member to the Board of Governors. Union appointments are excluded from this regulation.faculty appointed by Senate will be based on recommendations from the Senate Nominating Committee in consultation with each Faculty Council. The BCGEU will appoint one staff member. The Chair of the SAC will canvass and appoint one excluded employee.

c) The membership of the SAC, once established, will be made public to the university community.

d) All proceedings of the SAC and all communication to and from the committee shall be held in strictest confidence, both during the term of the Committee and thereafter. Only the Chair is authorized to release information about the proceedings of the SAC. The President shall have the right to discharge from the Committee any member who fails to comply with this requirement.

B. Senior Academic Appointments and Concurrent Faculty Positions

Where appropriate, a person recommended for appointment to a senior academic position may also be accorded an academic appointmentdesignated as a member of the faculty of KPU. Based on the candidate’s background, Tthe SAC may recommend the appointment assignment of the successful candidate to an appropriate academic unit,. The which must be confirmed through the normal faculty search committee processes will be used for the above situation. procedures for such appointments in effect at KPU.

C. Term Limits Senior positions that have concurrent faculty appointments will normally be appointed for a five (5) year term with the exception of Associate Deans, which will normally be appointed for a three (3) year term. Normally, the position can be renewed for an additional five or three year term, respectively, after a review undertaken according to Section D below.

D. Renewal of Appointments

1. When a senior academic position is being considered for renewal, the President will establish a Selection Advisory Committee with a composition determined by the Appendix to recommend on her/his re-appointment.

2. The SAC will inform the University community that a review of the incumbent will be conducted and invite submissions, as the Committee shall deem appropriate.

3. After it reviews the incumbent, the SAC will determine whether it will recommend reappointment of the incumbent.

4. The Chair of the SAC will make a recommendation to the President based on advice of the Committee.

of 5 Procedure No.

5. If the recommendation for reappointment of the incumbent is not accepted, a full search (as outlined in this policy) shall be followed.

E. The Search Process 1. Normally, a general (internal and external) search will be conducted. 2. The President will decide if an external search consultant will be used. 3. The position will be advertised both internally and externally unless the SAC obtains approval

from the President to only advertise internally. 4. Applications will be made in confidence to the SAC. The SAC will determine early in its process if

the names of shortlisted candidates will be made public. Decisions will be communicated to the shortlisted candidates.

5. The SAC may invite the short-listed candidates to campus to meet with various university groups to be determined by the SAC.

6. The Chair of the SAC will make a recommendation to the President, or designate, based on advice of the Committee. Normally, this recommendation will include up to three (3) candidates who the SAC deems acceptable to fill the position, rank ordered.

7. The President will provide reasons to the SAC if its recommendations are not accepted or followed. If all candidates are deemed unacceptable, or no appointment is made, the search will continue.

F. Appointment to an Interim Position

The President may make interim appointments for senior positions that are vacant. Normally, interim appointments are made for a period of up to six (6) months, but may extended if necessary, subject to the agreement of the KFA.

The President may choose to make an interim appointment using procedures under “Section D, Renewal of Appointments”.

RELATED POLICY

Refer to Selection, Appointment and Re-appointment of Senior Academic Positions, Policy XXX

Appendix 1

Page 4 of 5 Procedure No.

G. Appendix: Composition of Selection Advisory Committees

Provost & Vice President Academic

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

i) eight regular faculty members, representing each of the Faculties,

with five members appointed by the Kwantlen Faculty Association, and three or more to be appointed by the Senate to ensure representation from all Faculties.

ii) one community member of the Board of Governors, appointed by the Board

iii) one student Senator appointed by the Senate, iv) one student Board member appointed by the Board v) 2 one professional support staffregular BCGEU staff member,

appointed by BECGU v)vi) one excluded support staff employee, appointed by the Chair vi)vii) two one senior administrative officers of the institution,

appointed by the Chair vii)viii) one two Deans chosen by her/his peers

Deputy Provost, Vice Provosts, and

Associate Vice President Academic

The Advisory Committee shall be chaired by the Provost & Vice President Academic and shall consist of:

i) five regular faculty members, two of whom are regular and

appointed by the Kwantlen Faculty Association and three appointed by the Senate

ii) one student Senator, appointed by the Senate iii) one student Board member appointed by the Board iv) 2 one professional support staff regular BCGEU staff member,

appointed by the BCGEU

iv)v) one excluded support staff employee, appointed by the Chair

v)vi) one senior administrative officers of the institution appointed by the Chair,

vi)vii) one Dean chosen by her/his peers.

Dean The Advisory Committee shall be chaired by the Provost and Vice President, Academic and shall consist of



ii) one student Senator , appointed by the Senate iii) one regular BCGEU staff member, appointed by the BCGEU,

preferably selected from the Faculty iv) 2 professional support staff one excluded support staff

employee, preferably from the Faculty, appointed by the Chair

v) two senior administrative officers of the institution appointed by the Chair,

Appendix 1


vi) one Dean chosen by her/his peers.

Associate Dean The Advisory Committee shall be chaired by the Dean and shall consist of:

i) five regular faculty members, three of whom are appointed by the

Kwantlen Faculty Association and.two of whom must be from the Faculty of the Associate Dean and appointed by the Senate, and three of whom are regular and appointed by the Kwantlen Faculty Association.

ii) one student majoring in a program offered by the Faculty, appointed by the Senate,

iii) one regular BCGEU staff member from the Faculty, appointed by the BCGEU

iii)iv) one or Eexcluded staff member from the Faculty, appointed by the Chair.

iv)v) one Dean or Associate Dean from another Faculty appointed

by the Provost

University Librarian, University Registrar

The Advisory Committee shall be chaired by the Provost and Vice President, Academic and shall consist of



ii) two studentsone student Senator appointed by Senate ii)iii) one student appointed by the Kwantlen Student Assn. iv) two professionalone regular BCGEU staff members, preferably

selected from the relevant functional area, appointed by the BCGEU iii)v) one excluded staff member, preferably from the relevant

functional area, appointed by the Chair vi) two one senior administrative officers of the institution, appointed

by the Chair iv)vii) one of whom must be a Dean. chosen by her/his peers

of 5 Procedure No.

Procedure History

Procedure No. New – to be determined

Revised:


Reviewed:


Effective:


Approved:

Selection, Appointment and Re-appointment of Senior Academic Positions Procedures

Draft 12 12 10

DEFINITIONS

Senior Academic Positions: Senior academic positions, for the purpose of this Policy and related Procedures, will include the Vice President Academic and Provost, Deputy Provost, Vice Provosts, Associate Vice Presidents (Research and Academic), Deans, University Registrar, University Librarian, Associate Deans and other senior academic positions as may be determined from time to time. Specific titles of senior positions may change over time.

PROCEDURES

A. Selection Advisory Committees (SAC) Details of the composition of SACs for senior academic positions covered by this policy within the University are listed in the Appendix – Composition of Selection Advisory Committees. In advance of the posting of a new appointment, the members of an SAC will be appointed according to the Appendix to this procedure. The Kwantlen Faculty Association (KFA) Collective Agreement will be followed in the appointment of KFA representatives to SACs.

1. The SAC will be bound by the following regulations:

a) Before the SAC is announced, potential members of the Committee must agree, as a condition of membership, that they will not be candidates for the position under consideration.

of 5 Procedure No.

b) For all the SACs referred to in this policy, faculty appointed by Senate will be based on recommendations from the Senate Nominating Committee in consultation with each Faculty Council. The BCGEU will appoint one staff member. The Chair of the SAC will canvass and appoint one excluded employee.

c) The membership of the SAC, once established, will be made public to the university community.

d) All proceedings of the SAC and all communication to and from the committee shall be held in strictest confidence, both during the term of the Committee and thereafter. Only the Chair is authorized to release information about the proceedings of the SAC. The President shall have the right to discharge from the Committee any member who fails to comply with this requirement.

B. Senior Academic Appointments and Concurrent Faculty Positions

Where appropriate, a person recommended for appointment to a senior academic position may also be designated as a member of the faculty of KPU. Based on the candidate’s background, the SAC may recommend the assignment of the successful candidate to an appropriate academic unit, which must be confirmed through the procedures for such appointments in effect at KPU.

C. Term Limits Senior positions that have concurrent faculty appointments will normally be appointed for a five (5) year term with the exception of Associate Deans, which will normally be appointed for a three (3) year term. Normally, the position can be renewed for an additional five or three year term, respectively, after a review undertaken according to Section D below.

D. Renewal of Appointments

1. When a senior academic position is being considered for renewal, the President will establish a Selection Advisory Committee with a composition determined by the Appendix to recommend on her/his re-appointment.

2. The SAC will inform the University community that a review of the incumbent will be conducted and invite submissions, as the Committee shall deem appropriate.

3. After it reviews the incumbent, the SAC will determine whether it will recommend reappointment of the incumbent.

4. The Chair of the SAC will make a recommendation to the President based on advice of the Committee.

5. If the recommendation for reappointment of the incumbent is not accepted, a full search (as outlined in this policy) shall be followed.

E. The Search Process 1. Normally, a general (internal and external) search will be conducted.

of 5 Procedure No.

2. The President will decide if an external search consultant will be used. 3. The position will be advertised both internally and externally unless the SAC obtains approval

from the President to only advertise internally. 4. Applications will be made in confidence to the SAC. The SAC will determine early in its process if

the names of shortlisted candidates will be made public. Decisions will be communicated to the shortlisted candidates.

5. The SAC may invite the short-listed candidates to campus to meet with various university groups to be determined by the SAC.

6. The Chair of the SAC will make a recommendation to the President, or designate, based on advice of the Committee. Normally, this recommendation will include up to three (3) candidates who the SAC deems acceptable to fill the position, rank ordered.

7. The President will provide reasons to the SAC if its recommendations are not accepted or followed. If all candidates are deemed unacceptable, or no appointment is made, the search will continue.

F. Appointment to an Interim Position

The President may make interim appointments for senior positions that are vacant. Normally, interim appointments are made for a period of up to six (6) months, but may extended if necessary, subject to the agreement of the KFA.

The President may choose to make an interim appointment using procedures under “Section D, Renewal of Appointments”.

RELATED POLICY

Refer to Selection, Appointment and Re-appointment of Senior Academic Positions, Policy XXX

Appendix 1


Appendix: Composition of Selection Advisory Committees

Provost & Vice President Academic

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

i) regular faculty members, representing each of the Faculties, with

five members appointed by the Kwantlen Faculty Association, and three or more appointed by the Senate to ensure representation from all Faculties.

ii) one community member of the Board of Governors, appointed by the Board

iii) one student Senator appointed by the Senate, iv) one student Board member appointed by the Board v) one regular BCGEU staff member, appointed by BECGU vi) one excluded support staff employee, appointed by the Chair vii) one senior administrative officer of the institution, appointed by

the Chair viii) two Deans chosen by her/his peers

Deputy Provost, Vice Provosts, and

Associate Vice President Academic

The Advisory Committee shall be chaired by the Provost & Vice President Academic and shall consist of:

i) five regular faculty members, two of whom are appointed by the

Kwantlen Faculty Association and three appointed by the Senate ii) one student Senator, appointed by the Senate iii) one student Board member appointed by the Board iv) one regular BCGEU staff member, appointed by the BCGEU

v) one excluded support staff employee, appointed by the Chair

vi) one senior administrative officer of the institution appointed by the Chair

vii) one Dean chosen by her/his peers

Dean The Advisory Committee shall be chaired by the Provost and Vice President, Academic and shall consist of


Kwantlen Faculty Association and three appointed by the Senate ii) one student Senator, appointed by the Senate iii) one regular BCGEU staff member, appointed by the BCGEU,

preferably selected from the Faculty iv) one excluded support staff employee, preferably from the

Faculty, appointed by the Chair v) two senior administrative officers of the institution appointed

by the Chair, vi) one Dean chosen by her/his peers

Associate Dean The Advisory Committee shall be chaired by the Dean and shall consist of:

Appendix 1


i) five regular faculty members, three of whom are appointed by the Kwantlen Faculty Association and.two of whom must be from the Faculty of the Associate Dean and appointed by the Senate

ii) one student majoring in a program offered by the Faculty, appointed by the Senate

iii) one regular BCGEU staff member from the Faculty, appointed by the BCGEU

iv) oneexcluded staff member from the Faculty, appointed by the Chair v) one Dean or Associate Dean from another Faculty appointed by the

Provost

University Librarian, University Registrar

The Advisory Committee shall be chaired by the Provost and Vice President, Academic and shall consist of


Kwantlen Faculty Association and three appointed by the Senate ii) one student Senator appointed by Senate iii) one student appointed by the Kwantlen Student Assn. iv) one regular BCGEU staff members preferably selected from the

relevant functional area, appointed by the BCGEU v) one excluded staff member, preferably from the relevant functional

area, appointed by the Chair vi) one senior administrative officer of the institution, appointed by the

Chair vii) one Dean chosen by her/his peers

senate governance committee nominating/z... · 5. bylaw revisions for the faculty of academic and...

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