The policies found on the website of the Secretariat are compulsory rules for the University community. The authoritative copies of the policies are held by the Secretariat and bear the seal of the University. The online version accessible through the website of the Secretariat is available for information purposes only. In case of discrepancy between the online version and the authoritative copy held by the Secretariat , the authoritative copy shall prevail. Please contact the Secretariat for assistance if necessary.
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Established: |
21 November 1988 |
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Revised: |
27 October 1998 |
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28 October 2014 |
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28 February 2020. Amended, official titles only. |
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Supersedes: |
N/A |
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Class: |
A |
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Responsible/Originating Department: |
Office of the President |
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Executive Contact: |
President |
Related Policies, Guidelines and Procedures:
N/A
1. General
The Vice-President, University Research International provides leadership in research throughout the University and externally. He/she is appointed for a definite and known term after the appropriate selection procedure has been followed.
2. Qualifications, duties and responsibilities
The Vice-President, University Research International is a senior faculty member of considerable scholarly stature. He/she is a University officer, serving in that capacity on Senate, appropriate major committees, and on other such University bodies. As a University officer, the Vice-President, University Research International has responsibility for making independent judgments on total University matters, representing the particular interests, policies and point of view of research as determined by the Senate Graduate & Research Council, and being the external representative for the University with regard to research and research-related issues. The Vice-President, University Research International has particular responsibility for maintaining the autonomy and intellectual independence of the University in matters related to research, and for fostering an environment which promotes a high academic standard of scholarly activity.
The Vice-President, University Research International is co-chair and academic mentor of the Senate Graduate & Research Council; together with the Faculty Deans, he/she is responsible for setting and maintaining a high academic standard of scholarly activity with respect to research throughout the University.
3. Legal framework
In addition to the abovementioned “Related Policies, Guidelines & Procedures”, the Policy must be construed in accordance with applicable law, in particular:
- Employment Standards Act, 2000, S.O. 2000, c. 41;
- Human Rights Code, R.S.O. 1990, c. H.19;
- Pay Equity Act, R.S.O. 1990, c. P.7;
- Occupational Health and Safety Act, R.S.O. 1990, c. O1;
- The University of Waterloo Act 1972, S.O., 1972, c. 200; and
- Workplace Safety and Insurance Act, 1997, S.O. 1997, c. 16.
If any of these legal provisions are modified, abrogated, superseded, or added to, the Policy shall be interpreted in accordance with the new legal framework.
4. Term of office
A. The term of office for the Vice-President, University Research International is normally five years, renewable for five years, to a maximum of ten years.
B. Reappointment beyond a second consecutive term should be considered unusual and will occur only if there are compelling reasons, as specified by the nominating committee, along with strong support throughout the University.
C. In the event of the absence of the Vice-President, University Research International for any prolonged period, arrangements should be made for the President to appoint an Acting Vice-President, University Research International for a period of no more than one year.
If the office of the Vice-President, University Research International becomes vacant through death, resignation, or other causes, it is the responsibility of the President to appoint, after appropriate consultation, an interim Vice-President, University Research International and to initiate the process of filling the vacancy as prescribed in section 5. The term of office of the interim Vice-President, University Research International should be of sufficient length for the nominating committee to complete its task and, normally, should not exceed one year.
5. Appointment and reappointment procedures
A. Appointment of a nominating committee
When nominations for the Vice-President, University Research International are required, as through notice of resignation, death, or the approaching end of a term, a nominating committee shall be formed by the President. The nominating committee shall normally be formed no earlier than 18 months and no later than one full calendar year prior to the end of the term of office of the incumbent.
The nominating committee shall consist of:
- The President or the President’s delegate, who shall chair the committee.
- The Associate Vice-President, Graduate Studies and Postdoctoral Affairs.
- One senator of professorial rank from each Faculty, elected by a vote within that Faculty.
- Two graduate students, appointed by the Graduate Student Association.
- One staff member appointed by the Staff Association, and one elected by and from the regular staff in the Office of Research.
- One faculty member from and appointed by the affiliated and federated institutions of Waterloo.
A reasonable gender balance should be maintained on nominating committees, whenever feasible.
Membership on nominating committees shall be conditional on each person agreeing to maintain in confidence the information discussed by the committee, except on points where the committee subsequently agrees otherwise, and to exercise authority and responsibility as an individual in order that decisions may be taken at the time and place of committee meetings.
If any member of the nominating committee becomes, or seeks to become, a candidate for the office of Vice-President, University Research International, the member shall resign from the committee.
In the event of a perceived conflict of interest that could compromise or be seen to compromise the member's judgment of the candidates, he/she shall disclose the nature of that conflict to the committee in sufficient detail to enable the committee to determine whether the member must resign from the committee.
If the association of any member of the nominating committee with the University is terminated or in any way significantly altered, or if for any reason, including resignation, any member is unable to carry out responsibilities on the committee, the nominating committee will request a replacement member, unless the committee has reached a stage in its deliberations where it deems such a replacement inadvisable.
B. Terms of reference
It is understood that the committee shall be responsible for soliciting the views of those affected, including graduate students.
1. Reappointment at the end of a first term
The first charge to the nominating committee will be to solicit, with the prior knowledge of the incumbent and by whatever means it may decide, the opinion of the Senate Graduate & Research Council, the Faculty Deans and other persons affected, with respect to the reappointment of the incumbent. If the incumbent is found to be generally acceptable, the committee shall then determine the incumbent's willingness to accept reappointment. If the incumbent indicates willingness to accept, the committee shall recommend reappointment to Senate without considering other candidates. Upon receiving the report of the nominating committee and the recommendation of Senate, the President shall recommend reappointment to the Board of Governors.
2. New appointments
If the incumbent is not to be recommended for reappointment at the end of a first term, or if the incumbent is nearing the end of a second term, or if the incumbent has died, resigned or been removed, then the following procedure shall be followed: the committee will invite nominations, by whatever means it considers appropriate, from any person or group; it will advertise the position internally, and also externally if this seems appropriate; and it will establish criteria against which nominations and applications may be measured.
The committee will consider all names placed before it and will develop a short list of candidates as its first step in proceeding towards a recommendation. These candidates will be invited to meet with the committee and/or with such other persons and/or groups as it may determine. After screening candidates, the committee shall select the person it regards as most suitable for the position and submit its recommendation for the appointment of that candidate, in confidence, to the members of the Senate Graduate & Research Council, the Faculty Deans and the Vice-President, Academic & Provost. If the committee feels that two or more of the candidates are well qualified, it may choose to submit the choice between these, in confidence, to the members of the Senate Graduate & Research Council, the Faculty deans and the Vice-President, Academic & Provost.
The members of the Senate Graduate & Research Council, the Faculty Deans and the Vice-President, Academic & Provost will then have the opportunity to indicate the acceptability of each candidate, and their choice among candidates, in a secret ballot which shall be returned to the chair of the nominating committee. The results of the ballot shall be made known to the nominating committee. If the results of the ballot indicate that no candidate is acceptable to a majority of the members of the Senate Graduate & Research Council, the Faculty Deans and the Vice-President, Academic & Provost, the nominating committee shall resume its screening activities. If the Senate Graduate & Research Council, the Faculty Deans and the Vice-President, Academic & Provost generally approve a candidate, the nominating committee shall recommend the appointment of that candidate to Senate. When more than one candidate is generally acceptable and the ballot results indicate no clear preference, the nominating committee shall select the person it regards as most suitable for the position and recommend the appointment of that candidate to Senate. If the results indicate that the candidate is unacceptable to a majority of Senate, the nominating committee shall resume its screening activities. If Senate approves the recommendation it shall be forwarded to the President. Upon receiving the report of the nominating committee and the recommendation of Senate, the President shall recommend an appointment to the Board of Governors.
All such discussions, in the committee and in Senate, will be carried out in confidence.
6. Removal of the Office Holder before expiration of term
A. General principles
The Vice-President, University Research International may only be removed from office for cause. Cause is to be understood in relation to the duties of the Vice-President, University Research International as indicated by all relevant University policies. Causes for removal include negligence, incompetence, unprofessional conduct, and inability to maintain the confidence of the University research community.
Dismissal for cause from an administrative position is not to be confused with the dismissal for cause of a tenured faculty member. The criteria used and the procedures to be followed are different.
B. Reconciliation
In cases where the President becomes aware of serious problems, for example through individual submissions or a general petition, the President will, where appropriate, seek to mediate the situation as early as possible. Especially in cases of widespread disaffection or dissatisfaction with the Vice-President, University Research International the process of reconciliation may involve the holding of a meeting with members of the Senate Graduate & Research Council for a full and frank discussion of concerns.
C. The setting-up of a formal inquiry
If the process of reconciliation fails or is inappropriate, then the President should determine whether there is sufficient evidence to warrant an inquiry into whether there is cause for removal. The Vice-President, University Research International will be informed in writing of the President's decision and the basis for it, and be given an opportunity to respond. If the President believes that formal proceedings are necessary, the President will set up a formal inquiry. At the same time, the President may choose to suspend the Vice-President, University Research International, without prejudice, financial or otherwise, for the period of the inquiry, if this is warranted by the general interests of the University and of the individuals involved, and is compatible with principles of natural justice. In the case of suspension, the President will appoint an acting Vice-President, University Research International so as to facilitate the operation of research affairs during that time.
D. Formal inquiry
The President will appoint a committee of three senior faculty members and inform the Vice-President, University Research International. The Vice-President, University Research International may challenge, in writing, a member or members of the committee for bias, apprehension of bias or conflict of interest.
The committee shall determine its own procedures. However, in all its proceedings it shall be guided by principles of natural justice. In particular, it shall make sure that the Vice-President, University Research International has full knowledge of every charge, and has every opportunity to respond to these charges. On completion of its work, the committee shall report to the President with a recommendation, supported by reasons, that the Vice-President, University Research International either (1) continue in office (or be reinstated if temporary suspension has occurred) or (2) be removed for cause. The President will then take appropriate action. The report of the committee shall be made available to the Vice-President, University Research International, the Vice-President, Academic & Provost and, at the discretion of the committee, to other concerned parties within the Senate Graduate & Research Council.