Preamble

1. These procedures have been approved by Senate and Council after considering the advice of the Institutional Forum, as required by the Higher Education Act, 1997. They are intended to ensure that the University identifies and appoints the best available candidate, and that such candidate enjoys the necessary support of the Executive, fellow Deans, Heads of Departments and members of the Faculty concerned.

2. Deans are accountable to Senate and Council for academic and financial matters within their Faculties. Furthermore, Deans must stand to the Faculty in the same relationship as a Head stands to his/her Department; accountable to the Faculty and therefore expected to consult and co-operate, but also able to act.

3. One of the first steps which must be taken in the selection process is the strategic decision of where to seek the new Dean. The University's Employment Equity Policy applies very importantly at all levels within the University and recruitment decisions at the senior level must show commitment to the policy. Every effort must be made to draw on the widest pool of talent available in filling the post of Dean.

4. Where this document does not prescribe a procedure, the University's rules governing selection committees for academic appointments will apply.

Criteria to be used in the Selection of Deans

5. In appointing Deans, the University must seek individuals who:

1. are scholars of note who will have credibility among their academic peers;

2. will offer academic leadership in the Faculty, it being understood that this will include

• being able to plan effectively and to inspire and innovate;

• having a strategic vision for the Faculty, and for the role of the Faculty in the institution;

• having proven leadership and management skills; and

3. will strive to transform the Faculty in ways that achieve social justice in South Africa, which must include meeting staff and student equity targets.

   In appointing the Dean of Health Sciences, the successful candidate must be registered, or eligible for registration, as a health professional in South Africa.

Composition of the Selection Committee

6. The Vice-Chancellor (or nominee) must consult the Dean's Advisory Committee (DAC) on the election of Faculty members to serve on the selection committee. The representation from each of the categories listed is not prescribed and the determination of the number of people from each category must be decided by the Vice-Chancellor in consultation with the DAC. In doing so the Vice-Chancellor must try to keep the size of the committee reasonable, but at the same time must ensure diversity in its composition.

7. The Selection Committee must include:

1. The Vice-Chancellor (Chair); and

2. at least one from each of the following categories:-

Executive Officers, nominated by the Vice-Chancellor;

Deans, elected by the Deans;

Professors in the faculty, elected by the Faculty Board;

Non-professorial members of the Faculty Board, elected by that constituency;

PASS staff in the Faculty, elected by that constituency;

Student nominees elected by the recognised student formations in the faculty concerned;

Faculty's Employment Equity Forum representatives; and

Members of Council, appointed by Council.

3. Further members nominated by the Vice-Chancellor in consultation with the DAC to provide balance to the composition of the Committee

4. Where appropriate, external members (non-voting members) may be appointed for their professional or other relationship with the Faculty

5. The Selection Committee for the Dean of the Faculty of Health Sciences must include representatives of the Provincial Administration of the Western Cape in view of the joint agreement with the Province.

No member of the selection committee may apply for, or accept nominations for the position.

Terms of Reference of the Selection Committee

8. The Selection Committee must make a recommendation for the appointment of a Dean who meets the criteria listed above. The Selection Committee must attempt to reach consensus on a shortlist and a final candidate, voting only when this is not possible. Where it votes, a two-thirds majority of those present will be required for a candidate to be recommended.

Chairing the Selection Committee

9. The Vice-Chancellor convenes and Chairs all meetings of the Selection Committee, but may nominate an Executive Officer to do so in his/her absence.

Quorum

10. The quorum for all meetings of the Selection Committee is half of its full composition. No member of the Selection Committee may vote on the final candidate if he or she was not present at an interview of all of the candidates who are considered in that vote.

The Recruitment and Selection Process

11. The search and selection process must be initiated at least twelve months before the post becomes vacant. The Dean is appointed for a term of five to eight years unless there are special circumstances.

12. The Selection Committee meets first as a Search Committee, to ensure that it has a common understanding of the criteria for appointment and to determine the search and advertising methods, and the timeframe for the recruitment and selection process. The search methods may include advertising publicly, a direct search for an internal or external candidate, or any other appropriate course of action, taking into account the University's Employment Equity Policy. In coming to this decision, the Committee must consult the Executive, the Deans, and the Heads of Department in the Faculty (who will be expected to represent the views of the staff in their departments).

13. The Selection Committee receives applications and creates a shortlist of candidates for further assessment and selection. The selection must be based on the normal requirements of a letter of motivation, a curriculum vitae, referees' reports and an interview, and any other information which the Selection Committee determines, but must maintain the privacy of individuals and the confidentiality of its proceedings until a decision has been made on the final candidate. HR must advise the selection committee on appropriate selection methodologies.

14. The candidate/s on the final shortlist must confirm their candidacy and agree to participate in the selection process. There will be no public (internal or external) announcement of the shortlist.

Recommendation and Approval Process

15. The Selection Committee will meet to make a recommendation. It must make every effort to attempt to reach its decision by consensus, but failing this a decision to recommend a candidate requires at least two-thirds of the members present in favour.

16. The name and curriculum vitae (but no referees' reports) of the candidate chosen by the Selection Committee must be put to the Faculty Board at a meeting where the candidate will make a presentation and answer questions (if feasible). The purpose of this meeting is for Faculty Board members to make a decision on whether they would have confidence in the candidate.

17. After the presentation, but at the same meeting, members of the Faculty Board must vote by secret ballot on whether or not they would have confidence in the candidate. Only members of the Faculty Board who are present at the meeting may vote and no email or postal votes will be accepted. Any member of the Faculty Board who had been an applicant or who had accepted nomination for the post, may not attend the Faculty Board meeting and may not vote.

18. The quorum for the meeting of the Faculty Board will be half of its full composition and a two-thirds majority vote of confidence in the candidate is required before the recommendation of the Selection Committee is forwarded to Council.

19. Should the candidate not receive the two-thirds majority vote, the Selection Committee must reconvene to make a decision on whether to submit its recommendation to Council, or to continue with the selection process. If the Selection Committee decides to submit its recommendation to Council the Faculty Board will be entitled to submit a report on its views direct to Council.

20. Before submitting a recommendation to Council, the Selection Committee must request the Institutional Forum to state whether it is satisfied that the approved procedures have been properly implemented. The Institutional Forum receives the Selection Committee's report on the procedures followed and the steps taken to meet equity targets, but not the names of any candidates or the recommended candidate.

21. If the Institutional Forum is not satisfied with the Selection Committee's report on the procedures followed, it must state its reasons and make suggestions as to how any perceived deficiencies should be resolved. The Selection Committee and the Institutional Forum thereupon engage in dialogue with a view to resolving any such issues and concerns to their mutual satisfaction. These matters, including the outcome of any such dialogue, must be reported to Council, which, having considered the advice of the Institutional Forum, will decide how to proceed.

22. The Selection Committee must submit a full report on the recruitment and selection process to Council. This report will include the curriculum vitae of the recommended candidate, the Selection Committee's reasons for recommending that candidate and the names of the short-listed candidates. Every Council member has the right to inspect the full Selection Committee records (including all applications and referees' reports). This will be made available by the HR office responsible for co-ordinating the process via the most efficient method. The report of the Selection Committee will be submitted to Council along with the reports of the Faculty Board and of the Institutional Forum.

23. In making its decision, Council will attempt to reach consensus. Council is entitled to take a decision in this matter by simple majority. Should Council not approve the recommendation, Council will refer the matter back to the Selection Committee for further consideration.

Approved by Council, 3 October 2007

Page last updated: 5 March 2012

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