Review of the Appointment of Academic Administrators (AAA) Policy and Procedures

About

In accordance with section VI of the Appointment of Academic Administrators (AAA) Policy, the university has undertaken a review of the AAA Policy and Procedures.

This review involved formal consultations with the Toronto Metropolitan University community regarding ways in which the current policy and procedures may be improved.

Community feedback is an important part of the review process. In addition to six meetings with various stakeholders across the TMU community, a virtual town hall took place on Monday, January 30, 2023. All TMU community members were invited to attend and also had the opportunity to provide feedback via a feedback form. 

Purpose of the AAA Policy and Procedures

The AAA Policy, which rests on the bedrock of collegial governance, is intended to provide for the Appointment of Academic Administrators in a manner that is transparent and accountable.

The AAA Policy establishes the guidelines for the formation and functioning of committees related to the appointment of the academic administrative leadership of TMU. The AAA Policy also establishes the guidelines for the term of appointment and intra-term assessment of academic administrative leaders. The application of the policy is articulated in the Appointment of Academic Administrators Procedures.

Community invited to provide feedback by November 20

Taking into consideration the feedback received from community members, the AAA Policy and Procedures have been updated. Community members are invited to review and provide feedback on the proposed changes through the below feedback form by Monday, November 20. A high-level summary of the proposed changes can also be viewed below.

•  (PDF file) Revised AAA Policy
•  (PDF file) Revised AAA Procedures

Summary of proposed changes to AAA Policy and Procedures

Overall the feedback received on the AAA Policy was that it was meeting its intended purpose. However, the policy and its associated procedures could be improved to clarify roles and processes, as well as the procedures for how committees are established and operated. Updates were also required to reflect changes to certain university titles and portfolios and to bring the formatting of the policy into compliance with current university standards.

The university has reviewed all of the feedback and comments received and has revised the AAA Policy and Procedures as per above.

Reflecting the feedback received, the revisions to the AAA Policy are generally not material and include the following:

• The policy was revised to use the new style of university administrative policies.
• The wording of the scope and application section was refined to reflect new definitions and to make it more clear as to whom the policy applied. There were no material changes made as to whom the policy applies.
• The AAA Policy’s application to clinical faculty roles in the School of Medicine was considered, and it was determined that a separate policy for the appointment of academic administrators in the School of Medicine should be developed independently of the AAA Policy.
• The format and numbering of the policy were cleaned up and any redundant language was removed.
• The definitions were updated and clarified, including adding a definition of ‘student.’
• References to titles of roles within the university were updated to reflect current usage. 
• The requirement to select/elect an ‘equity advocate’ on committees was added to the policy to reflect the university’s commitment to equity, diversity and inclusion.
• Language was added to confirm that the jurisdiction of this policy falls under the vice-provost, faculty affairs, who is responsible for the interpretation and application of this policy.

• The format and numbering of the procedures were cleaned up and any redundant language was removed.
• The definitions were updated and clarified, including adding a definition of ‘student.’
• Language was added to confirm that procedures for nomination and election of committee members will follow the Senate Election Procedures and will be supported by the Senate Secretariat.
• Language was added to confirm that the nomination period for elected committee members will be open for at least seven working days.
• The OVPFA has committed to keep up-to-date information on its website regarding the roles, responsibilities, incumbent and term length of each academic position covered by the policy.
• Language was added to clarify the process for a committee member to declare a conflict of interest.
• Student representatives on committees are now elected by the relevant student body.
• Specified that for associate deans, the type of student elected (undergraduate or graduate) will depend on the portfolio of the associate dean.