Procedure 20-1 - Submitting Request to the Delegates of the Administration Committee

Date effective: 2013-03-01

Authorized by: Vice-President, Governance

SUBMITTING REQUEST TO THE DELEGATES OF THE ADMINISTRATION COMMITTEE

1. PURPOSE

This procedure aims to establish standards and a process for the preparation and submission of requests to the delegates of the Administration Committee. 

2. ADMINISTRATION COMMITTEE AUTHORITIES

Under the direction of the President, the Administration Committee is the committee responsible for the internal management of the University and for the general administration of University business according to applicable laws and regulations. Among other duties, this committee is responsible for managing the Strategic Plan, implementing the Administration and strategic support that the University of Ottawa requires to fulfill its academic and research mission, optimizing resources and assets, maintaining an institutional communications framework and developing a fundraising strategy. The Administration Committee answers to the President, who is responsible for making the necessary recommendations to the Board of Governors.

Terms of reference for the Administration Committee.

3. DELEGATION OF DECISION-MAKING AUTHORITY OF THE ADMINISTRATION COMMITTEE

In order to uphold the principles of institutional accountability and collegiality, and to promote efficiency, the Administration Committee has delegated some of its decision-making authority which are not dictated by a policy to the areas of competency exercised by vice-presidents, deans, and directors of services. 

3.1. ADMINISTRATION COMMITTEE MATRIX FOR DELEGATION OF DECISION-MAKING AUTHORITY

The Administration Committee matrix for delegation of decision-making authority specifies the types of decisions that the Administration Committee has decided to delegate and describes in detail the consultation and approval processes required for each decision.

3.2. TEMPLATES TO SUBMIT A REQUEST

Depending on the type of request, four templates are available. The delegation matrix specifies which type of form to use for each type of decision.

3.2.1. A form

  • For any employment request except those related to the categories below.

3.2.2. D form (to be used for teaching personnel only)

  • For an appointment that has been revoked
  • For termination of, or a break in, employment for non-scholastic reasons (maternity leave, disability leave, etc.) 

3.2.3. E form (to be used for teaching personnel only)

  • For appointment requests 

N.B.  E forms must include, as annexes, all documents listed on the corresponding checklist in accordance with the collective agreement available at: http://www.uottawa.ca/administration-and-governance/policies-and-regulations/forms-and-other-documents

3.2.4. R form (to be used for teaching personnel only)

  • For employment contract renewal 

3.3. PREPARATION AND SUBMISSION OF THE REQUEST

Requests must follow the consultation processes as specified in the applicable regulatory framework or as specified in the delegation matrix before being submitted to the Administration Committee delegate. 

Once the request has been approved by the Administration Committee delegate, the duly signed original document is sent to the University Secretariat for purposes of distribution and conservation. 

Once they have been approved by an Administration Committee delegate, R form requests are sent directly to the Office of the Vice-President, Academic and Provost, which is tasked with distributing and conserving this information. 

3.4. NOTIFICATION OF DECISIONS

Upon receipt of a request that has been duly approved by an Administration Committee delegate, the University Secretariat will distribute the request to the services concerned (Human Resources, Payroll Service, Financial Planning Service) to initiate the necessary follow-up action.

Revised on February 6, 2013

(Office of the Vice-President, Governance)

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