1. Appointment Authority
Pursuant to the University of Ottawa Act, the President and Vice-Chancellor (the “President” or the “incumbent”) of the University is appointed by the Board of Governors (the “Board”), on the recommendation of the Executive Committee.
2. Appointment Terms and Conditions
The President shall normally hold office for an initial term not to exceed five years and is eligible to serve additional terms upon being so appointed by the Board.
The terms and conditions of employment for the President are determined by the Chair of the Board of Governors, in accordance with the terms established by the Committee on Governance and Nominating, and in accordance with applicable legislation, policies and regulations.
3. Regular Appointment Procedure
3.1 Selection Committee
3.1.1 Establishment and Role
To assist the Board of Governors in selecting the most suitable candidate, a Selection Committee (“the Committee”) shall be established to administer and provide oversight of the recruitment process, including selecting and interviewing candidates and making a recommendation. The establishment of the Committee shall normally be initiated by the Board no later than one year prior to the end of the incumbent’s term of office.
The Committee shall be established when one of the following conditions applies, unless exceptionally directed by the Committee on Governance and Nominating, as indicated in Section 4. Re-Appointment Procedure:
- a) an incumbent is completing his/her second consecutive term as President; or
- b) an incumbent has indicated that he/she does not wish to seek a second term; or
- c) an incumbent who is completing a first term has indicated that he/she wishes to seek a second term but has not been recommended for re-appointment.
The Committee may retain the services of external search experts to assist it in searching for and evaluating potential candidates.
The Secretary-General is responsible for ensuring the provision of necessary administrative support required by the Committee in fulfilling its mandate and will prepare a budget for the selection process.
The Committee shall be dissolved upon appointment of the President by the Board of Governors.
3.1.2 Selection Committee Membership
The Committee shall consist of no more than fourteen (14) members, including:
- The Chair of the Board of Governors, who shall act as Chair of the Selection Committee;
- the Vice-Chair of the Board of Governors, who shall chair the Committee’s meetings in the absence of the Chair
- five members elected by the Senate from among its own members, to include at least one dean, one full-time faculty member and one student;
- seven members chosen by the Board of Governors from among its own members on the recommendation of the Executive Committee, to include one student and one member of the support staff. In the event that only one full-time faculty member is elected by the Senate, the Board shall appoint one full-time faculty member from among its own members.
The Secretary-General or her delegate shall act as secretary to the Committee.
Members of the Committee shall sit as individuals and not as delegates of their constituencies. Each member is called upon to exercise his/her own judgment in the best interests of the University.
Committee membership of a person appointed by the Board or Senate shall not lapse by reason only of subsequent expiry of that person’s mandate as a member of the Board or Senate.
3.1.3 Withdrawal of Committee Member(s)
The Committee shall not cease to function by reason only of withdrawal by one or more of its members, unless the effect of such withdrawal(s) is to reduce its membership to less than half its original size. If a member withdraws, the Chair of the Board shall decide, in light of the remaining number of committee members and the state of the Committee’s work, whether to appoint a replacement member. Should the Chair decide to replace the withdrawing member, the replacement member shall be appointed or elected in the same manner as the withdrawing member.
A simple majority of members shall constitute a quorum, with the proviso that the presence of the Chair of the Board of Governors shall be required, or, in her or his absence, that of the Vice-Chair.
The Committee shall meet at the call of the Chair. Committee meetings shall be held in camera and in confidence. Minutes shall be strictly confidential and kept sealed in the University Secretariat.
The Committee shall meet as often as necessary, to ensure, insofar as possible, that the appointment of the next President is able to be confirmed a minimum of six months prior to the end of the incumbent President's term.
3.2 Position Profile and Criteria
The Committee shall prepare a list of criteria to serve as a guide for the selection of the next President. Members of the University community shall be consulted on the qualities, attributes and experience required for the position of President.
The Committee shall submit the list to the Executive Committee of the Board of Governors for its review. The Executive Committee shall amend the list as necessary and shall submit it to the Board of Governors for approval. Once approved by the Board, the profile shall guide the Committee’s deliberations.
3.3 Identification of Potential Candidates
Based on the approved selection criteria, the Committee shall invite proposals for potential candidates through any combination of internal or external advertising, calls for nominations or calls for applications, as deemed appropriate.
The Committee shall develop a strategy for attracting a strong candidate pool reflective of the University of Ottawa’s aspiration to employ staff fully representative of the diversity of Canada’s population and faithful to the University’s commitment to employment equity principles.
The Committee shall ascertain the availability of potential candidates who meet the requirements of the position and obtain any information deemed relevant concerning the candidates and nominees.
The Committee may, through whatever means it deems appropriate, approach candidates to inquire whether they agree to stand for the position.
When advertising the position, the qualifications and experience needed for the position shall be described in such a way as to encourage a diverse pool of qualified candidates to apply.
3.4 Short List and Interviews
Once the search for potential candidates is complete, the Committee shall:
- analyze the list of candidates who meet the requirements of the position and draw from it a short list of candidates to interview;
- hold interviews with the shortlisted candidates; and
- decide whether to invite one or more of the shortlisted candidates for a second interview, and if so, hold this second interview.
3.5 Confidential Consultation on Committee Recommendation
At the conclusion of the selection process, the Committee shall formulate a recommendation either to appoint a selected candidate or to appoint no candidate.
If the Committee recommends a candidate, the Chair shall seek the personal and confidential views of members of the Senate and of the Board of Governors on the selected candidate. The Chair may also consult, in strictest confidence, such other members of the University community as the Chair considers appropriate. The Chair shall report the results of this consultation to the Committee, keeping the identity of respondents confidential. The Chair shall also ensure that a thorough reference check for the recommended candidate is conducted and shall report the results of this check to the Committee.
3.6 Recommendation to the Board of Governors
The Chair of the Board shall present the results of the consultations and reference check together with the recommendation of the Committee to the Executive Committee of the Board.
The Executive Committee of the Board of Governors shall provide a recommendation to the Board of Governors on whether to approve or reject the appointment of the selected candidate to the Board of Governors.
In the event that the Board does not appoint a candidate recommended by the Committee, or if no candidate is recommended for appointment, the procedures described herein shall be reactivated.
The Board of Governors shall determine whether the Committee is to be reconstituted.
3.7 Appointment of the President
The Chair of the Board of Governors shall take the steps necessary to inform the candidate, the Senate and the University community. In the event that no candidate is appointed, the Chair of the Board of Governors shall inform the Senate and the University community.
The Board shall develop a transition plan which may include assistance from the outgoing President, and shall establish a transition team who will work with the incoming President to ensure he/she is appropriately supported in preparing for the role.
4. Re-appointment Procedure
The following procedure shall be engaged when the incumbent seeks a first reappointment or exceptionally, when directed by the Committee on Governance and Nominating Committee, a second re-appointment:
4.1 Consultation in Anticipation of End of Term of Office
Not more than two years nor less than one year prior to the end of the President's term of office, the Chair of the Board will consult the incumbent to ascertain whether he or she wishes to seek re-appointment.
4.2 Re-appointment for a Second Term of Office
If the incumbent wishes to seek re-appointment, the Committee on Governance and Nominating shall conduct a comprehensive assessment of the President’s overall performance and leadership during the term of office.
4.3 Comprehensive assessment
The comprehensive assessment shall be based on the President’s leadership of the institution, results of the annual performance reviews, the performance of the University, and on written submissions and comments regarding the President’s performance and potential of a renewal.
The process for conducting the comprehensive assessment shall be developed in consultation with the President and shall include:
- the President’s written self-assessment and past annual reviews;
- a list of individuals and groups to be interviewed in confidence, as determined by the Committee on Governance and Nominating, and a process for these interviews; and
- comments from members of the Board and the Senate.
4.4 Report of the Committee on Governance and Nominating and Recommendation Regarding Potential Re-appointment
The Chair of the Committee on Governance and Nominating shall, in confidence, report the results of the comprehensive assessment to the Executive Committee of the Board.
4.5 Decision Regarding Re-appointment
The Executive Committee shall make a recommendation to the Board of Governors regarding re-appointment.
Once the Board has rendered its decision on re-appointment, the Chair of the Board of Governors shall take the steps necessary to inform the President, the Senate and the University community. Should the Board decline to re-appoint the incumbent, the regular appointment procedure shall be engaged.
5. Interim Appointment Procedure
5.1 Appointment Authority
Pursuant to the University of Ottawa Board By-Law No. 1 (2019), article 6.5.3, the Board of Governors shall decide whether to appoint an interim president.
6. Confidentiality of Records
All documents in whatever form produced, received or used in connection with selection committee deliberations and consultations, the President’s consultations of members of the Senate and Board or other members of the University community, or the President’s reports to the Board, shall remain strictly confidential and shall be retained in accordance with the University’s records retention schedule and applicable regulations. All non-documentary information produced, received or used in connection with committee deliberations and consultations, the President’s consultations of members of the Senate and Board or other members of the University community, or the President’s reports to the Board, shall also remain strictly confidential.
7. Exceptions and Amendments
Exceptions or amendments to this Procedure shall require the approval of the Board of Governors.
Adopted by the Board of Governors – May 27, 2019