Final Approval Body: Senate
Senior Administrative Position with Responsibility for Procedure: Provost and Vice-Principal (Academic)
Date Initially Approved: 3/26/26
Date of Last Revision, if applicable: N/A
Purpose of Procedure
The purpose of this procedure is to set out the steps to be followed when conducting a review of an existing academic decanal appointment or a search for a new academic Dean. The procedure does not apply to interim and acting decanal appointments. The mandate of the Principal’s Advisory Committee, whether Review or Search, tasked with this work is to provide evaluative assessments of viable candidates to the Principal and Vice-Chancellor.
Reporting to the Provost and Vice-Principal (Academic), Deans provide strategic direction, academic planning leadership, and administrative oversight for a specific Faculty or School. A Dean manages the financial, administrative, and human resources of the Faculty/School and promotes and enhances the reputation and achievements of Queen’s both internally and externally. Committed to the success and development of students, faculty, and staff, Deans work collegially and collaboratively with academic, alumni, and public sector partners to enhance the stature and resources of the Faculty/School.
In view of the long tradition at Queen's of associating academic appointments with the appointment of Deans, we recommend that the Principal’s Advisory Committee give due consideration, where appropriate, to the candidates' teaching abilities, and scholarly, research, and professional interests.
The Principal’s Advisory Committees should be made aware that it is desirable to conclude Decanal reviews and searches in a timely manner. Ideally, the process will take no longer than 18 months to complete in full.
Procedure
Step 1 - Deans shall ordinarily serve a term of five years, renewable for one term only. Deans shall advise the Provost on whether or not they desire to seek a second term no later than 18 months prior to the end of their first term.
Responsible officer/unit - Dean
Step 1.1 - In instances where notice cannot be provided or the notice is significantly less than 18 months, an interim Dean may be appointed by the Provost for a maximum of two years. At the end of the interim appointment, the Provost may wish to convene a group of members from the applicable Faculty to consider renewal of the interim appointment for a period of not more than one additional year, for an overall total of three years for any interim appointment.
Responsible officer/unit – Provost’s Office
Step 2 – If the sitting Dean indicates a desire for a second term, the establishment of a Principal’s Advisory Committee (Review) shall take place in due course.
Responsible officer/unit – Provost’s Office
Step 2.1 - At this time, the Principal shall call upon the Queen’s community for submissions of opinion on the direction and leadership of the applicable Faculty, and for expressions of interest from those who may wish to serve on the Committee. This information shall be shared widely, as well as directly with the Senate and relevant Faculty Board.
Responsible officer/unit – Principal’s Office
Step 3 - The establishment of a Principal’s Advisory Committee (Search) shall take place when either a Principal’s Advisory Committee (Review) has been struck and the sitting Dean is not renewed or if the sitting Dean does not indicate a desire for a second term.
Step 3.1 - If a Principal’s Advisory Committee (Review) was struck, the Committee membership shall normally transition to become the Principal’s Advisory Committee (Search) membership, provided the members have agreed to extend their individual commitments to serve. Any departures from the Principal’s Advisory Committee (Review) shall be filled expeditiously and substitutions shall not normally take place once the work of the Principal’s Advisory Committee (Search) begins.
Responsible officer/unit – Provost’s Office
Step 3.2 – If a Principal’s Advisory Committee (Review) was not struck, at this time, the Principal shall call upon the Queen’s community for submissions of opinion on the direction and leadership of the applicable Faculty, and for expressions of interest from those who may wish to serve on the Principal’s Advisory Committee (Search). This information shall be shared widely, as well as directly with the Senate and relevant Faculty Board.
Responsible officer/unit – Principal’s Office
Step 4 - In assembling the Principal’s Advisory Committee (Review or Search), the Provost shall keep in mind the principles of Indigenization – Equity, Diversity, Inclusion, Accessibility, and Anti-Racism (I-EDIAA). Queen’s is committed to the university's equity goals and recognizes the value that diversity brings to our campus community. In order to help us achieve the goal of reflecting the diversity of Canadian society, individuals from equity deserving groups such as women, Black, racialized persons and Indigenous Peoples, persons with a disability, and persons who identify in the 2SLGBTQI+ community shall be represented in the Committee membership.
The composition of the Committee shall be, at a minimum, as follows:
- Provost and Vice-Principal (Academic), who shall chair the Committee and advise the Principal and Vice-Chancellor on the future direction of the Faculty/School and the selection of its next Dean
- Vice-Principal (Culture, Equity, and Inclusion), or delegate
- At least one academic Dean
- At least three faculty members (depending on the size of the Faculty/School), at the rank of Associate Professor or Professor, without major administrative appointments, from the Faculty/School that will be headed by the successful candidate, who shall demonstrate reasonable representation of academic disciplines, as designated by the relevant Faculty Board through appointment or election
- Two students, including one from the Faculty/School’s own student society, with consideration given to a balance between graduate and undergraduate representation
- One staff member from the Faculty/School for which the candidate(s) are being considered
Additionally, depending on the requirements and nature of the search, the following members may be considered:
- University Librarian, or delegate,
- One representative appointed by the Principal, or at the request of the Principal, from constituencies outside the university, such as the business community, the community hospitals, the local arts community, etc. depending on the nature and activities of the Faculty/School in question
- Up to two additional faculty members, which the VP (CEI) may recommend to ensure adequate representation from diverse members of the university community
The Principal, in consultation with the Provost, as Chair of the Committee, shall finalize membership of the Committee.
In the preliminary stages of a search, the Committee may seek additional advice from invited guests. Any such guests will meet with the Committee only and will not have access to confidential materials.
The full membership of the Committee shall be published and included in a communication to the university community and in the Provost’s Report to Senate.
Responsible officer/unit – Provost’s Office
Step 5 - The Committee Chair shall ensure a thorough consultation process is associated with the work of the Committee, with special attention given to the Faculty/School in question. Consultation should include notification of the review/search process to the university community, a webpage with information on the review/search, an opportunity for community members to provide feedback on the direction and leadership of the Faculty/School, and the provision of such feedback to Committee members for their information. Senators shall receive direct notification of the consultation process.
Responsible officer/unit – Office of the Provost’s Office, Office of the Vice-Principal (University Relations), University Secretariat
Step 6 - The manner of decision-making of the Committee shall favour consensus-building and avoid voting wherever possible. Committee members should discuss the principles under which they will work and that will guide their decision-making in an initial meeting. Generally, Committee members should work toward sharing their opinions, discussing options, and coming to a consensus decision with the understanding that they are willing to commit to and support the final decision and appointment of the Dean.
Responsible officer/unit – Provost’s Office
Step 7 - When the Committee has arrived at its recommendations, they shall be provided to the Principal by the Committee Chair. The Committee may submit supporting documentation for the Principal’s information, including any relevant background on the preferred candidates, such as curriculum vitae, supporting letters, references, etc. The Committee shall provide evaluative assessments on all acceptable candidates, providing a full and comprehensive account of their deliberations. The recommendations shall also identify any candidates deemed not appointable.
Step 8 - The ultimate responsibility for the appointment rests solely with the Principal. An announcement regarding the successful candidate will be shared with the university community in due course. A high-level report will also be provided to Senate, with all identifying information redacted. This report will provide, in general terms, an overview of the Committee’s findings including, but not limited to, the initial number of candidates, the number interviewed and shortlisted, and other general non-identifying information and findings.
Responsible officer/unit – Principal’s Office
During and following any review or search process, members of the Committee shall maintain absolute confidentiality with respect to the Committee’s deliberations as well as the names and personal information of any and all candidates involved in the process. All Committee members must sign a confidentiality undertaking.
Related Policies, Procedures, Guidelines:
Procedures Superseded by this Procedure: Appointment of Deans Procedure (1971)
Responsible Officer (senior administrator ultimately responsible): Provost and Vice-Principal (Academic)
Contact: Office of the Provost and Vice-Principal (Academic)
Date for Next Review (five years from initial approval): 3/27/31