The University of Waikato
 

Appointment Committees

Responsibility: HRM Division
Creation Date: June 1999
Current Version: 1
Next Review Date: June 2001

RATIONALE

Appointment Committees are advisory committees to the Vice-Chancellor; they consider applications for appointment to University vacancies, shortlist applicants, conduct interviews, consider referees' reports and recommend appointments to the Vice-Chancellor.

TERMS OF REFERENCE

  1. To consider applications from candidates for appointment to University vacancies (other than casual appointments), and in particular:
    • to determine the most suitable candidates for interview, or consider the recommendations of a shortlisting sub-committee, having regard to the position requirements in terms of qualifications, training, relevant experience, skills, knowledge, personal qualities, and equal employment opportunity policy;
    • to interview shortlisted candidates, consider referees' reports, and (where appropriate) receive submissions;
    • to select the most suitable candidate in terms of the criteria, and make an appointment recommendation to the Vice-Chancellor or his or her delegate.

  2. To observe the confidentiality of applicants' identity, the content of applications, referees' reports, and Appointment Committee proceedings.

NOTES:

  1. Appointment committees are concerned with the selection of appointees. Recommendations to the Vice-Chancellor regarding salary levels are the responsibility of the senior manager and chairperson/other manager in consultation with the Pro Vice-Chancellor (Staff and Students) or Director, Human Resource Management (or nominee).

  2. Only the Human Resource Management Division may commit the University to an appointment.

CONSTITUTIONS

The constitutions of appointment committees are set out in the attached Appendix.

APPROVED/REVISED

The Vice-Chancellor - June 1999

SERVICED BY

Human Resource Management

Appendix

APPOINTMENT COMMITTEE CONSTITUTIONS

  1. All staff should be selected by the committees set out below, irrespective of the source of funding.

  2. A minimum of two interviewers is an overriding requirement for any University appointment except where specific delegations have been made to approve short term appointments (up to one year in length) without advertising and without the need for interviews or appointment committees. Where possible, appointment committees should include at least one woman. At least one Mori member should be included whenever a position has a M ori focus or an interviewee has indicated they are bringing whanau support, and at other times if possible.

  3. Memberships cannot generally be delegated or added to, nor is attendance a matter of personal discretion. The Vice-Chancellor alone has authority to nominate extra members to Appointment Committees for special purposes.

  4. No staff member who is leaving their position may be involved in the selection of a successor.

  5. Appointment committees should be kept as small and relevant as possible.

Constitutions

The following arrangements cover appointments that are for periods of more than one year.

ACADEMIC STAFF OTHER THAN LECTURER TO PROFESSOR

  1. Dean or nominee (chairperson).

  2. Chairperson of Department or equivalent (or nominee).

  3. One other member of the department appointed by the Dean in consultation with the Chairperson.

  4. (optional) One other member appointed by the Dean.

ACADEMIC STAFF AT LECTURER LEVEL AND ABOVE (EXCEPT PROFESSORS)

  1. Dean or nominee (chairperson).

  2. The Vice-Chancellor or Pro Vice-Chancellor (Staff and Students) or nominee.

  3. Chairperson of Department or equivalent (or nominee).

  4. One other member of the department appointed by the Dean in consultation with the Chairperson.

  5. (Optional) One other member appointed by the Dean.

PROFESSORS

  1. The Vice-Chancellor (chairperson).

  2. Dean.

  3. Dean (or nominee) of any Faculty or School to which the Chair will be important. (Normally a professor, appointed by the Vice-Chancellor on the recommendation of the Dean).

  4. Chairperson of the department (or another member appointed by the Vice-Chancellor if the Chairperson is an applicant).

  5. A member of the department appointed by the Vice-Chancellor on the recommendation of the Dean in consultation with the chairperson (unless the latter is an applicant).

  6. One outside expert appointed by the Vice-Chancellor from names suggested by the Dean in consultation with the Chairperson (unless the latter is an applicant).

  7. (Optional) One other member appointed by the Vice-Chancellor to meet the needs of the particular appointment.

Notes

  1. When the University advertises for a Professor and it is contemplated that the appointee will also become Chairperson of Department, then the two appointment processes will be merged and will be carried out by the Appointment Committee for Professors.
  2. On a case-by-case basis the Vice-Chancellor as Chairperson may appoint a committee member to consult departmental staff or undertake other arrangements before shortlisting. (All staff will have the opportunity to see CVs of shortlisted candidates before interviews.)

CHAIRPERSONS OF DEPARTMENTS AND DIRECTORS OF EQUIVALENT STATUS

Rationale

The appointment committee is convened if a consensus has not been reached amongst the Vice-Chancellor, the Dean and members of the Department about the appointment/reappointment of a Chairperson of Department.

Terms of Reference


  1. To invite and consider comments and submissions from staff regarding the appointment of Chairpersons of Departments.

  2. To recommend appointments to the Vice-Chancellor.

Constitution

Ex Officio Members

  1. The Vice-Chancellor.
  2. The relevant Dean.

Appointed Members

  1. Two members appointed by the Vice-Chancellor on the nomination of the Dean, being members of the academic staff from outside the department concerned.

Notes

  1. The procedures for selecting a Chairperson of Department (COD) do not normally require an appointment committee. The procedures are initiated by the Dean, usually about three months before the end of the incumbent COD's current term.

  2. The Dean should consult the Vice-Chancellor for a preliminary discussion about the range of suitable senior staff available.

  3. The Dean should then consult all staff in the department.

  4. If a reasonable consensus emerges and the recommended appointment or reappointment is acceptable to the Dean and Vice-Chancellor, then the three will discuss the matter and the Vice-Chancellor will make the appointment.

  5. In other circumstances, the Vice-Chancellor will seek the advice of an appointment committee.

  6. Role descriptions are available from Human Resource Management. Appointment is normally for a three year term. The term may be terminated early by agreement or by decision of the Vice-Chancellor.

DEANSHIPS

Constitution

  1. Vice-Chancellor

  2. Assistant to the Vice-Chancellor on Equal Opportunity matters

  3. Such other membership as may be decided by the Vice-Chancellor for particular circumstances, commonly:
    A professor with relevant experience from another University
    A Dean
    Three members of the School, including at least one professor and one chairperson
    A Director
    (Optional) Up to two other members

Notes

  1. The Appointment Committee is convened to give advice to the Vice-Chancellor when a deanship is advertised externally. On occasions an Appointment Committee will also be needed where internal University processes are involved; however, the Vice-Chancellor may decide to act without a Committee in renewing an appointment.

  2. Generic role descriptions for deans are available from the Human Resource Management Division.

  3. When considering the renewal of a Dean's appointment, the Vice-Chancellor will normally appoint a delegate to consult staff in the School and report back on their views.

DIRECTORS OF DIVISIONS

  1. The Vice-Chancellor or nominee.

  2. A Director appointed by the Vice-Chancellor.

  3. A Dean appointed by the Vice-Chancellor.

  4. The Director of the Human Resource Management Division.

  5. A member of staff from the relevant Division or Library appointed by the Vice-Chancellor on the recommendation of the Director of Human Resource Management.

  6. One outside expert appointed by the Vice-Chancellor.

  7. (Optional) Up to two other members appointed by the Vice-Chancellor.

GENERAL STAFF MANAGERIAL OR OTHER KEY POSITIONS WITH HIGH LEVELS OF RESPONSIBILITY

  1. The relevant senior manager or nominee.

  2. The direct manager (if not included above).

  3. The Director Human Resource Management Division or nominee.

  4. A member of staff from the relevant area nominated by the Director of HRM (on behalf of the Vice-Chancellor) in consultation with the Dean/Director/Librarian.

  5. (Optional) One other member nominated by the Director of HRM (on behalf of the Vice-Chancellor) in consultation with the Dean/Director/Librarian.

ALL OTHER GENERAL STAFF POSITIONS

  1. (Optional) The relevant senior manager or nominee.

  2. The direct manager.

  3. The direct supervisor (if not included above).

  4. (Optional) Director, HRM or nominee.