Appointment of Clinical Academic Portfolio Leaders Policy (ACAPL Policy) for the School of Medicine

● Related Documents: Appointment of Clinical Academic Portfolio Leaders Procedures (ACAPL Procedures)

● Owner: Dean, School of Medicine & Vice-President, Medical Affairs

● Approver: School of Medicine

● Approval Date: 2023

The Policy, which is determined and administered at the level of the School of Medicine, establishes the guidelines for the formation and functioning of Committees related to the appointment of the clinical academic portfolio 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 Portfolio Leaders.

II. Scope and Application

This Policy applies to the appointment of individuals to Clinical Academic Portfolio Leader Positions within the School of Medicine, including:   

i. Department Heads within the School of Medicine;

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

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

iv. Clinical Faculty Directors within the School of Medicine;

v. Clinical Faculty Leads within the School of Medicine;

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

vii. Program Directors (PDs) within the Divisions/Departments in the School of Medicine (including residency PDs, Clinical Fellowship PDs, Area of Focused Competence PDs, or other PDs in the School of Medicine).

All above positions will be appointed at the discretion of the Dean & VPMA or delegate after a competitive selection process that is customized to the needs of the role as clarified in the Appointment of Clinical Academic Portfolio Leaders Procedures (ACAPL Procedures). The selection of these should adhere to the principles of EDIA and procedures outlined within this document for the more senior roles, however, these roles are considered out of scope for this document. Please see separate School of Medicine guidelines developed in the School of Medicine in consultation with the Office of the VPFA.

This Policy does not apply to the Interim appointment of individuals to a Clinical Academic Portfolio Leader Position. Interim appointments are made on the recommendation of the appropriate senior administrator to the Dean & VPMA, after consultation with the appropriate constituency.

This Policy does not apply to the appointment of Clinical Academic Administrators. For those appointments, see the Appointment of Clinical Academic Administrators policy.

III. Definitions

• “Area of Focused Competence” a specific type of postgraduate training program that is defined by the Royal College of Physicians and Surgeons of Canada (RCPSC) - see the official definition at the RCPSC website (external link) .
• “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.  See ACAA for details and specifics of the role.
• “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). See ACAA for details and specifics of the role.
• “Clinical Academic Administrator Position” (covered by the Appointment of Clinical Academic Administrators Policy) includes the following positions within the School of Medicine:
  • Dean within the School of Medicine;
  • Vice Deans within the School of Medicine;
  • Associate Deans within the School of Medicine; and
  • Assistant Deans within the School of Medicine.
• “Clinical Academic Portfolio Leader” includes the following positions within the School of Medicine:
  • Research Centre/Institute Directors within the School of Medicine;
  • Clinical Faculty Directors within the School of Medicine;
  • Clinical Faculty Leads within the School of Medicine;
  • Department Heads within the School of Medicine;
  • Deputy or Associate Department Heads within the School of Medicine;
  • Division Directors within Departments in the School of Medicine;
  • 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 Advocate” 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, and 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 Fellows” 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 Clinical Appointment of 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.
• “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).   See ACAA for details and specifics of the role.
• “VPFA” means the Vice-Provost, Faculty Affairs.

IV. Policy

1. All search processes for Clinical Academic Portfolio Leader 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 Portfolio Leader Position must be made by a Committee duly constituted in accordance with the Procedures, and must be approved by the Dean/VPMA or the Dean/VPMA’s designate prior. The selected candidate must be also approved by the Dean/VPMA (or designate, such as a Vice Dean or Associate Dean) 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 Portfolio Leader Position, a Search Committee will seek to identify and appoint the most suitable individual for the Clinical Academic Portfolio Leader 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 Portfolio Leader 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. EDIA 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 and each Committee shall identify or nominate an Equity Advocate.

Committees

1. All Committees shall be constituted in accordance with the Procedures, and in accordance with generally accepted principles of collegial governance.
2. Each Committee shall include 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 Portfolio Leaders Position in question.
3. 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, Workplace Civility and Respect, Discrimination and Harassment Prevention Policy (DHPP), Conflict of Interest, and Accommodation for Persons with Disabilities.
4. To serve as a Committee Member, an individual must agree to be bound by the rights and responsibilities set out in the  (PDF file) Rights and Obligations of Toronto Metropolitan University Committee Members form.
5. 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.
6. 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:
   1. 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.
   2. 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.
   3. 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.
7. Consultation
   1. On issues related to process and interpretation of this Policy and Procedures, Committees Members may consult with the Dean/VPMA, who may also consult the VPFA at times for clarity and rigor in the process to ensure alignment between the School and University policies.
   2. 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.
8. Term of Appointments
   1. The term of an appointment of an individual to a Clinical Academic Portfolio Leaders Position may not exceed four years. An Incumbent may be renewed for a second consecutive term not to exceed four years on the recommendation of the Chair of the Review Committee, and the approval of the President.
   2. Incumbents are restricted to two consecutive terms. A second consecutive term includes two, four-year terms interrupted by a leave or an Interim appointment.
   3. 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.
9. Intra-Term Assessment
   1. 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.
   2. 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.
   3. Beginning in the second year of the four-year term, there will be a full and detailed intra-term assessment of each Clinical Academic Portfolio Leader Position covered by this Policy.
   4. 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 Portfolio Leader Position’s supervisor. 
   5. The supervisor may seek similar broad input to assist in the assessment at any time in the four-year term.
   6. The Incumbent being reviewed has the right to obtain a deidentified 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.

IV. Roles and Responsibilities

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

• Will oversee the policy and procedures, review committee recommendations, and approve and appoint these individuals, and ensure that the Office of the VFPA, Provost, and President are informed about the newly selected incumbents in a timely fashion.

Vice-Dean

• Will oversee and approve the search procedures for this policy, and act as the ultimate nominator of successful search candidates to the Dean/VPMA.
• Will consult with 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 (VDCFA). In the case of a review/search for the VDCFA issues related to the 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 School policies and procedures with that of other University policies and procedures around University leaders and administrators.

Chair of the Search Committee ("Chair">

• Is normally the supervisor (e.g. Department Head for a Division Director) for the position being filled;

• 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 Advocate;

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

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

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

Committee Members

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

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

• 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;

• 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.

V. Jurisdiction

This Policy falls under the jurisdiction of the Dean/VPMA, with the VPFA and Provost acting in advisory, who is 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.