Administrative Procedure
Governance 20-1
Date effective: 1975-03-21
Authorized by: Secretary of the University
REQUESTS TO THE BOARD OF GOVERNORS
PURPOSE
1. To outline standards and procedures relative to the preparation and submission of requests to the Board of Governors.
TYPES OF REQUESTS
2. Requests to the Board of Governors are identified as follows:
- a) Request C - used for:
- leaves requested by members of the Teaching Personnel such as sabbatical leave, study leave with or without pay and special leave with an academic connotation (see Policy 46 and the Collective Agreement);
N.B. When a leave which had been approved must be deferred to a later date, a request T should be submitted indicating the exact date of the leave, the salary to be paid by the University during the leave, and any other relevant information.
- b) Request D - used exclusively for members of the teaching personnel in case of:
- - cancelled appointment;
- - termination of employment;
- - death;
- - retirement, including early retirement;
- - sick leave and long-term disability leave (see Policy 46);
- any other interruption in employment for reasons which have no academic connotation.
- c) Request E - used for:
- the appointment of teaching personnel;
N.B. A copy of the curriculum vitae and a copy of the contract must be attached to the request, and the contract shall indicate, among other things, the level of bilingualism which the candidate is to meet, and the number of years of relevant experience.
- d) Request P - used exclusively for members of the teaching personnel:
- - in case of promotion;
- in case of tenure.
N.B. In both cases, the request P must be supported by all relevant documentation (see the Collective Agreement).
- e) Request T - used for all:
- - refresher study of the support staff (see Policy 63);
- - appointment of a director of a department or service (enclose a copy of the curriculum vitae);
- - appointment of an adjunct professor;
- - appointment to the rank of emeritus professor
- - cross-appointment of teaching personnel;
- - all types of requests that require the approval of the Board of Governors but for which no special forms have been designed.
PREPARATION OF REQUESTS
3. All the information requested in the forms must be entered, and all the relevant documentation must be attached to the request. Delay may be caused if all information is not provided on form, in which case, the document will be returned to the requester.
4. If more than one form is required for a given request, the identification number of the first form used must be shown on all additional forms that may be required; in such a case, all the additional forms used must also be signed.
5. Requests to be considered by the Administrative Committee should be accompanied by nine additional copies (i.e. the original plus nine copies) and those to be considered by the Joint Committee should be accompanied by one additional copy (i.e. the original plus one copy).
SUBMISSION PROCEDURE
6. All requests must be completed in typewritten form.
7. Except for requests which first require the signature of the Director of Human Resources Service: abolishment of a regular support staff position, appointment to a position with 571 points and more, all requests must be forwarded directly to the Office of the Secretary of the University. The requests are then registered and submitted to the appropriate committee for study (Administrative Committee, Joint Committee of the Senate and the Board of Governors and Budget Services). The decisions might be delayed when the Administrative Committee and the Joint Committee of the Senate and the Board of Governors must make recommendations to the Executive Committee of the Board of Governors and/or the Board of Governors.
8. The Administrative Committee meets weekly, on Wednesday morning. All requests duly completed which are sent to the Office of the Secretary by Friday are submitted to the Administrative Committee the following Wednesday.
9. The meetings of the Joint Committee of the Senate and the Board of Governors are held on Tuesday, as often as required.
10. The meetings of the Executive Committee of the Board of Governors are usually held once a month, on Tuesday.
Revised February 10, 1989
(Office of the Secretary)