Appointment of Clinical Academic Administrators Policy (ACAA Policy) for the School of Medicine

● Owner: Vice-Provost, Faculty Affairs

● Approver: Board of Governors

● Approval Dates: 2023

I. Purpose

This Appointment of Clinical Academic Administrators Policy (“Policy”), which rests on the bedrock of collegial governance, provides a process for the appointment and re– appointment of Clinical Academic Administrators that is transparent and accountable.

The Policy establishes the guidelines for the formation and functioning of Committees related to the appointment of the clinical academic administrative leadership at the School of Medicine at the University. It also establishes the guidelines for the term of appointment, intra-term assessment, and reappointment of Clinical Academic Administrators.

II. Scope and Application

This Policy applies to the appointment of individuals to Clinical Academic Administrator Positions including:

a. Dean within the School of Medicine;

b. Vice Deans within the School of Medicine;

c. Associate Deans within the School of Medicine;

d. Assistant Deans within the School of Medicine.

This Policy does not apply to the Interim appointment of individuals to a Clinical Academic Administrator Position, which are made on the recommendation of the appropriate senior administrator, including the Provost and Vice-President, Academic, after consultation with the appropriate constituency.

This Policy does not apply to the Clinical Academic Portfolio Leaders Positions (e.g. Department Heads, academic directors, etc.), which are within School appointments that are held separate from this policy due to decreased accountability and complexity. Please see the Clinical Academic Portfolio Leaders Positions Policy for details of those positions.

As the academic structure of the University changes and new types of Clinical Academic Administrator Positions are created, the President, in consultation with the Provost and Vice-President, Academic and Dean (School of Medicine) and Vice-President of Medical Affairs may alter the scope of this Policy.

Broadly speaking, all senior leadership roles within the School of Medicine will be listed initially as a Clinical Academic Administrator Position. However, TFA faculty are free to apply to these roles but they would only be eligible for partial salary support that will be arranged via their division/department/school via a transfer that is aligned with the cross appointment processes under the TFA collective agreement. The selection process for all School of Medicine senior leadership roles, however, would remain within the scope of the ACAA or ACAPL policies regardless of the types of applicants within the Search.

III. Definitions

“Assistant Deans” within the School of Medicine are clinical faculty members who are accountable for a defined unit within an academic program (e.g. Recruitment & Admissions, Educational Scholarship) within an Office and Service Section or the entirety of an academic program. Assistant Deans will provide oversight to directors, faculty leads, managers, and staff within their Unit, and report to an associate dean, though in rare instances they will report to a Vice Dean or the Dean directly. They will not be required to manage operational matters, but are encouraged to work alongside an Associate/Vice Dean to collaboratively engage in management activities such as hiring, performance management, financial management & reporting, academic reporting, accreditation, quality improvement.

"Associate Deans” within the School of Medicine are clinical faculty members who are accountable for the entirety of an academic program (e.g. undergraduate medical education, clinical research, equity & social accountability). Associate Deans will usually lead an Office within the School of Medicine (including engaging in performance management, financial management & reporting, academic reporting, accreditation, quality improvement), and report to a Vice Dean within a specific Service Section. Associate Deans are expected to assume responsibility for operational matters within their Office, but are encouraged to delegate to and/or mentor their direct reports to collaboratively engage in management activities such as (but not limited to) strategic direction for the Office, hiring, performance management, financial management & reporting, academic reporting, accreditation, quality improvement.

“Clinical Academic Administrator Position” includes the following positions within the University:

a. Vice Deans within the School of Medicine;

b. Associate Deans within the School of Medicine;

c. Assistant Deans within the School of Medicine.

“Clinical Academic Portfolio Leaders” (covered by the Appointment of Clinical Academic Portfolio Leaders School of Medicine Level Policy) includes the following positions within the University:

a. Department Heads within the School of Medicine;

b. Deputy or Associate Department Heads within the School of Medicine;

c. Research Centre/Institute Directors within the School of Medicine;

d. Clinical Faculty Directors within the School of Medicine;

e. Clinical Faculty Leads within the School of Medicine;

f. Division Directors within Departments in the School of Medicine;

g. Program Directors within the Divisions/Departments in the School of Medicine.

“Chair” means the chair of a Review or Search Committee.

“Clinical Fellow” means a physician pursuing advanced training beyond their initial postgraduate medical education. This includes, but is not limited to, individuals participating in an Area of Focused Competence (AFC) program.

“Clinical Fellowship Program Director” refers to the educational leader that oversees the education of a Clinical Fellow.

“Committee” means a Review Committee or Search Committee.

“Committee Member” means an individual who is either elected or appointed to a Committee including the Chair.

“Conflict of Interest” means a real or perceived situation when an individual’s personal interests interfere or could interfere with the independent judgment required by the individual in order to perform their duties and responsibilities in the best interest of the University. Conflicts of Interest may be financial or may be personal such as where an individual has acted as an academic supervisor of a candidate or where an individual has collaborated with the candidate on a research project or business venture; however, these supervisory and collaborative relationships do not automatically constitute a conflict of interest.

“Dean/VPMA” refers to the Dean of the School of Medicine and the Vice-President of Medical Affairs which is a harmonized role.

"Department” refers to a grouping of faculty members who share a core academic mission and mandate within a domain.

“Equity Representative” means a Committee Member, who is selected or elected by the other Committee Members to be responsible for ensuring that the Committee adheres to the University’s equity, diversity, inclusion, accessibility (EDIA) values.

“Incumbent” means the current holder of a Clinical Academic Administrator Position. An individual who is appointed on an interim basis to an Academic Administrator Position is not considered an Incumbent.

“Interim” means an appointment for a transition period that will normally not exceed one year, unless there are unusual or extenuating circumstances.

“Postdoctoral Fellow” is either a physician or PhD-trained individual who is pursuing advanced research training beyond their initial research and/or postgraduate medical education. This does not include individuals participating in an Area of Focused Competence (AFC) program.

“Procedures” means the procedures to this Appointment of Clinical Academic Administrators Policy as may be instituted by the University from time to time.

“Resident Physician” means an individual pursuing advanced training within their initial postgraduate medical education.

“Residency Program Director” refers to the educational leader that oversees the education of a resident physician.

"Review Committee'' means a Committee that is struck with the mandate of undertaking a review of an Incumbent with respect to recommendation regarding reappointment for a second term.

“School” means the School of Medicine.

"Search Committee" means a Committee that is struck with the mandate of recruiting a new candidate to a Clinical Academic Administrator Position.

"TFA” refers to the Toronto Metropolitan Faculty Association.

“Learner” means an individual registered in a program or course of study at the University leading to a degree, diploma or certificate of the University’s School of Medicine or a resident-physician, clinical fellow, or postgraduate fellow pursuing advanced training within the postgraduate medical education phase of their training, who is in good standing.

“University” means Toronto Metropolitan University.

“Vice Dean” within the School of Medicine are clinical faculty members who are accountable for the entirety of an academic service section (e.g. Scholarship, Research, Creative, and Innovation; Education). Vice Deans will usually lead a Sections within the School of Medicine, which will encompass several Offices and subsidiary units. Vice Deans are expected to assume responsibility for strategic and operational matters within their Service Section. They are responsible for ensuring the supervision, support, and development for their direct reports, and will engage in key activities including but not limited to engaging in performance management, financial management & reporting, academic reporting, accreditation, and quality improvement. They report directly to the Dean, and may be asked to act as the Dean’s delegate at University, Provincial, or National level meetings/events.

“VPFA” means the Vice-Provost, Faculty Affairs

“VPMA” means the Vice-President, Medical Affairs.

IV. Policy

1. All search processes for Clinical Academic Administrative Positions should reflect best practices in recruitment and reflect the University’s commitment to equity, diversity and inclusion, and access to education and employment.

2. All recommendations for a candidate’s appointment or reappointment to a Clinical Academic Administrative Position must be made by a Committee duly constituted in accordance with the Procedures, and must be approved by the President or the President’s designate prior to an offer of appointment or reappointment being extended to the selected candidate.

3. In making a recommendation for a candidate’s appointment to a Clinical Academic Administrative Position, a Search Committee will seek to identify and appoint the most suitable individual for the Clinical Academic Administrative Position. Such recommendation shall be based on evidence of demonstrated abilities and excellent performance of duties by the candidate, while also considering a candidate’s future potential for the Clinical Academic Administrative Position.

4. The University is committed to promoting equity, diversity,inclusion, and accessibility within its community; and to providing leadership opportunities for people from historically under-represented and marginalized communities and groups. Equity, diversity and inclusion in education and employment and respect for Indigenous perspectives are core values of the University and the School of Medicine. Committee Members shall, in all their deliberations, consider issues of equity, diversity,inclusion, and accessibility (EDIA) and each Committee shall identify or nominate an Equity Representative. Committees.

5. All Committees shall be constituted in accordance with the Procedures, and in accordance with generally accepted principles of collegial governance.

6. Each Committee shall include elected Committee Members and shall normally include at least one Trainee Committee Member whose program of studies/training falls within the responsibilities of the Clinical Academic Administrator Position in question.

7. In undertaking their duties, all Committee Members have a duty and obligation to act in the best interests of the University, including complying with the principles and processes articulated in this Policy and acting in a fair, equitable, objective, professional, respectful, civil, non-discriminatory, non-harassing, and confidential manner. All Committee Members will act in accordance with University policies including, but not limited to policies on Employment Equity, Respectful Workplace, Discrimination and Harassment Prevention, Conflict of Interest, and Accommodation for Persons with Disabilities.

8. To serve as a Committee Member, an individual must agree to be bound by the rights and responsibilities set out in the Rights and Obligations of Toronto Metropolitan University Committee Members form.

9. A Committee Member who has or believes they have a Conflict of Interest shall declare the Conflict of Interest to the Chair of the Committee as soon as possible and shall refrain from taking part in any discussion or decision related to the matter, or withdraw from the meeting at which the matter is being discussed if required to do so by the Chair.

10. Committee Members and others involved in the review and search processes will have access to confidential material and are therefore bound by the requirements of confidentiality necessary for the proper functioning of such a Committee and the protection of the interests of the Incumbent and candidates. In particular:

a. In the course of Committee work, Committee Members may become aware of plans, opinions and employment experiences provided in confidence by individual candidates. Confidential reference comments about candidates will also be received. This information should only be shared or discussed with other Committee Members.

b. The Committee process should respect the confidence of the candidates and the identity of candidates should not be disclosed save as necessary for the decision-making process.

c. In the course of Committee deliberations, Committee Members will become aware of the perceptions, assessments and views of the other Committee Members concerning candidates being assessed. These exchanges are provided in confidence and should only be shared or discussed with other Committee Members; all Committee Members have an obligation to make every effort to respect the dignity and integrity of their colleagues and to sustain a climate in which colleagues are able to function as responsible members of the academic community.

11. Consultation:

a. On issues related to process, and interpretation of this Policy and Procedures, Committees Members may consult with the Dean/VPMA, but also with the Vice-Provost, Faculty Affairs as necessary.

b. If a Committee Member observes inappropriate behavior or activity that contravenes this or any other policies relevant to the Committee's mandate, this Committee Member should avail themself of the consultation process described in the paragraph above.

12. Term of Appointments

a. The term of an appointment of an individual to a Clinical Academic Administrator Position may not exceed five years. An Incumbent may be renewed for a second consecutive term not to exceed five years on the recommendation of the Chair of the Review Committee, and the approval of the President.

b. Incumbents are restricted to two consecutive terms. A second consecutive term includes two, five-year terms interrupted by a leave or an Interim appointment.

c. In special circumstances, on the recommendation of the appropriate senior administrator, the length of appointment (either the first or second term) of an Incumbent may be extended for up to two additional years.

13. Intra-Term Assessment

a. The primary purpose of performance evaluation is to maintain and increase the effectiveness of clinical academic administration through feedback on administrative performance and, where appropriate, recommendations for improvement.

b. An annual performance assessment will be conducted by the clinical academic administrator's supervisor. The annual performance assessment is a confidential document. It is to be completed by May 31 of each year.

c. The supervisor may seek similar broad input to assist in the assessment at any time in the five-year term.

d. Between month 22-36 of the five-year term, there will be a full and detailed intra-term assessment of each Clinical Academic Administrative Positions covered by this Policy.

e. The intra-term assessment will be informed by confidential input from appropriate and knowledgeable people in the School of Medicine community, including clinical faculty in the relevant units, as determined by the Clinical Academic Administrative Position’s supervisor.

f. The Incumbent being reviewed has the right to obtain a copy and respond in writing to the confidential annual performance assessments, intra-term assessment or any other assessments. The Incumbent will be provided with a summary of the input but under no circumstances will the names of those who provided input be identified.

V. Roles and Responsibilities

Dean of School of Medicine & Vice-President, Medical Affairs (Dean/VPMA)

a. Will oversee the implementation of the procedures, and act as the ultimate nominator of successful search candidates to the Provost and President via the OVPFA.

Vice-Dean, Clinical & Faculty Affairs (VDCFA)

b. Consultation with Search Committee Chairs and Committee Members on issues related to the process of review and search Committees, except in the review/search for the Vice-Dean, Clinical & Faculty Affairs. In the case of a review/search for the Vice-Dean, Clinical & Faculty Affairs issues related to process of review and search Committees will be directed to the Dean/VPMA. The VDCFA will also, at times, liaise with the OVFPA and Provost’s office to ensure coherence of the SoM procedures with that of other University policies and procedures around University leaders and administrators.

Chair of the Search Committee (“Chair”)

a. Is normally the supervisor (e.g. Vice Dean will act as the Chair for the search for an Associate Dean within their portfolio) for the position being filled;

b. Oversight for Committee development and formation, including oversight of elections and the appointment of non-elected Committee Members, and ensuring that the Committee identifies an Equity Representative;

c. Responsible for principles and processes outlined in the ACAA Procedures including creation and maintenance of a Committee environment that is collegial, respectful and accessible, and where all Committee Members comply with University policies;

d. Considerations of institutional values, in particular equity, diversity, inclusion and accessibility as described in the academic plan, during Committee formation and Committee administration;

e. Participation in Committee discussions on an equal basis as a non-voting Committee member.

Committee Members

a. Complying with the principles, rules and procedures of this policy;

b. Reading, signing and abiding by the Rights and Obligations of Toronto Metropolitan University Committee Members document;

c. Reading documents put before the Committee, listening with an open mind to diverse viewpoints for and against particular candidates, and respectfully engaging in Committee interviews, Committee discussions and decision- making;

d. Respecting the rights of Committee Members to have different opinions and making different judgments, and raising difficult questions in a respectful manner and in an atmosphere of collegiality and mutual respect, without fear of reprisal.

VI. Jurisdiction

With the exception of the Dean/VPMA role for the School of Medicine, this Policy falls under the jurisdiction of the Dean/VPMA, with the VPFA and Provost acting in advisory roles. The Dean/VPMA is responsible for the interpretation and application of this Policy and for the creation of such Procedures and guidelines as necessary or desirable to give effect to this Policy.

The Dean/VPMA role will fall under the jurisdiction of the VPFA and Provost, who are responsible for the interpretation and application of this Policy, and the creation of such Procedures and guidelines as necessary or desirable to give effect to this Policy as they relate to the Dean/VPMA position.