Policy information | Policy summary | Applicable to | Not applicable to | Policy details | Related links | Roles and responsibilities

Policy information

Applicable to

• A Vice-Chancellor whose term of office is due to expire.

Not applicable to

• The appointment of a new Vice-Chancellor. See Policy on appointment of a new Vice-Chancellor.
• Other types of fixed-term contracts. See Policy on fixed-term contract appointments

Policy details

1. Appointment conditions

   1. 1.1 The initial term of appointment of a Vice-Chancellor (VC) is for five years, unless there are special circumstances.

   2. 1.2 There is no limit to the number of contract renewals, which are subject to performance assessment and institutional need.

   3. 1.3 Any renewal would normally be for a period of five years but could be longer if Council decides, particularly where this would take the incumbent to normal retirement age.

2. Re-appointment conditions

   1. 2.1 The VC must enjoy the confidence of the University community and particularly of Council, Senate, his or her executive team, Deans, the Students' Representative Council, the Chair and Deputy Chair of Council and the Chancellor.

   2. 2.2 Any decision to renew or extend a contract must be based on the VC meeting his or her performance targets and objectives.

3. Initiation of re-appointment

   1. 3.1 When the term of office of a VC is due to expire, the Chair of Council, with the assistance of Human Resources (HR), initiates the formal re-appointment process, which normally starts eighteen months before the end of the contract.

4. Consultation and performance review with incumbent Vice-Chancellor

   1. 4.1 The Chair of Council consults the incumbent VC about his or her intentions at the end of the contract. If he or she wishes to step down, the search and selection process for a new VC is initiated. See Policy on appointment of a new Vice-Chancellor.

   2. 4.2 If the incumbent VC is prepared to consider a renewal or extension of the contract, the Chair of Council reviews the VC's performance against previously agreed targets and objectives and provides feedback to the VC.

5. Further consultations

   1. 5.1 The Chair of Council then consults informally and privately with members of Council, the Chancellor, the Senior Leadership Group and the office bearers of the Students' Representative Council.

6. Chair of Council's decision
   1. 6.1 The Chair, in consultation with Council, decides to:
      1. put a proposal for renewal or extension of the contract to Senate, or
      2. initiate a full recruitment process. See Policy on appointment of a new Vice-Chancellor.

   2. 6.2 In the event of a decision to initiate the full recruitment process, the Chair gives the VC reasons for the decision, and allows him or her to make representations to the Chair and members of Council.

7. Proposal to Senate

   1. 7.1 In the event of a proposal to renew or extend the contract, the Chair of Council puts the proposal to members of Senate and takes a ballot of Senate to gauge its support. When a majority of those voting indicate support, the proposal is accepted, and goes forward to Council.

   2. 7.2 In the event that the proposal is not supported by Senate, the Chair of Council provides feedback to the VC, and allows him or her to make representations to the Chair and members of Council.

8. Process report to the Institutional Forum

   1. 8.1 The Chair of Council submits a report to the Institutional Forum (IF), detailing the process that has been followed. The IF meets before Council, and certifies that the approved process was followed, or if not, describes where it differed.

9. Council approval

   1. 9.1 The Chair of Council submits the proposal to Council for a decision, along with the outcome of the Senate vote and feedback from the IF.

   2. 9.2 Should Council not approve the proposal, a full recruitment process may be initiated. See Policy on appointment of a new Vice-Chancellor.

   3. 9.3 In the event of a decision to initiate a recruitment process, the Chair of Council will give the VC reasons for the decision, and allow him or her to make representations to the Chair and members of Council.

   4. 9.4 Ordinarily voting in Council on the proposal will be by ballot.

Related links

Process flow

Policy on appointment of a new Vice-Chancellor

Employment equity policy

Policy on fixed-term contract appointments

Roles and responsibilities

This is a guideline to the internal UCT roles and responsibilities involved in the re-appointment process for an incumbent Vice-Chancellor.

Read in conjunction with HR Delegated Authorities.

Page last updated: 8 July 2023