Academic leaders
The University of Victoria recognizes the critical contributions of academic leaders in moving forward the university’s mission and strategic priorities. We are grateful for those who agree to serve in this capacity and endeavour to provide support, guidance and resources that will equip leaders to lead knowledgeably and well.
Cost-shared external leadership training program
A variety of external programs offer intensive and highly specialized curricula and an opportunity to make useful contacts with those in similar positions in other institutions. A limited number of cost-shared subsidies are provided by VPAC each year for academic administrators who wish to attend such programs.
Interested academic leaders should speak to their one-over and contact fraasec@uvic.ca.
Roles and responsibilities
As a Dean/University Librarian/Head, your responsibilities are set out in your employment contract, which also references the “Terms & Conditions of Employment of Deans”, and the “Statement of Policy Regarding Deans of Faculties and Divisions” (GV0660). You are also expected to engage in work related to general leadership of the University, as might be assigned or agreed to from time to time. Annually, the VPAC will assess your performance, in relation to the criteria in those policies, in relation to your progress against your defined goals for that academic year, and in relation to the Academic Leader competencies. It is imperative that the deans work as a team, to provide leadership to the whole of the University and so a Dean’s ability to be a team player is weighed heavily.
Statement of Policy Regarding Deans of Faculties and Divisions GV0660
As an Associate Dean/Associate University Librarian, your duties are defined by your Dean/University Librarian. The policy in relation to your appointment is “Policy of the Vice-President Academic and Provost Regarding Terms and Conditions of Appointment of Associate Deans” (Pages 41-47). Since you are excluded from the bargaining unit, your performance is assessed annually by your Dean/University Librarian, using the “excluded faculty” process. The assessment is done in the spring in relation to that academic year.
Collective Agreement resources
The Collective Agreement Resource Document (CARD) is a living version of the Faculty and Librarian Collective Agreement that will include inserted context to provide more detail on various articles. Inserted information may include links to existing templates or guides, links to training material or online courses, connections with other policies or laws, or accepted interpretations.
CARD is housed in the Faculty Relations Administrator's Portal and requires a NetLink ID to access.
The Collective Agreement for Academic Leaders
The Collective Agreement can be overwhelming. This document outlines which articles of the CA academic leaders should prioritize and develop a good understanding of.
Faculty and librarian recruitment
Before initiating a search, review the Guide to Faculty & Librarian Recruitment. Here you will find a comprehensive guide to recruitment for the Chair of the Hiring Committee and anyone else who is assisting with the recruitment process.
The Guide to Faculty & Librarian Recruitment, along with other recruitment resources, is housed in the Faculty Relations Administrator's Portal and requires a NetLink ID to access.
Limited and preferential Hiring
Hiring at UVic is governed by various collective agreements, each of which has its own procedures and requirements. Preferential and limited hiring is possible under all of these agreements; however, hiring managers or hiring committees should seek union approval before proceeding since use of this policy restricts the pool of applicants, and thus are an exception to typical collective agreement hiring processes. All uses of the policy require approval of the vice-president associated with your unit.
For more information, resources and policies on Limited and Preferential Hiring of faculty/librarian positions, visit Equity and Human Rights website below.
Salary evaluation and performance management
An important part of an academic leaders role is engaging with the salary evaluation and performance management processes for their units. Different leaders have varying roles in these processes.
Resources and supporting training material for leaders is housed in the Faculty Relations Administrator's Portal and requires a NetLink ID to access.
Employee management support
Academic leaders are often also responsible for managing or supervising non-academic employees and are key to their performance and development within the organization. At UVic we recognize in these times of continuous change, leaders are facilitators of learning and communication with employees as they adapt business operations and services to new conditions. For non-academic employee relations, each department has an assigned HR consultant (HRC), who works closely with the HR associate and specialty units, to provide generalist HR Consulting services.
Select the button below to access more information and resources about managing non-academic employees.
Resource planning and budget
The chair/director is responsible for leading the overall development and advancement of the academic program and managing its delivery, which includes developing staffing plans, managing the budget and financial operations of the department, allocating academic resources within the department and working to develop the necessary resources from internal and external sources.
The administrative officer and/or senior secretary may assist the chair/director with financial tasks by monitoring FAST accounts, preparing budget updates, and performing other financial tasks under the supervision of the chair/director.
The Budget Office forecasts, manages, and develops the university's operating budget, and also provides information and advice to deans, chairs/directors and departments for making informed decisions on the management of their funds.
The Financial Services department is responsible for managing the university's accounting policies, procedures and financial reporting.
The Purchasing Department provides centrally administered purchasing services with responsibility to acquire products, services, construction and business solutions. Skilled staff are available to assist requisitioners in all aspects of the supply chain including specification development, market research, sourcing, evaluations, recommendation for award, supplier quality and performance, contract management, supplier payments and relations, asset disposal and general supply management requirements.
External relations
It is the duty of the chair/director to advance the interests of the department in accordance with the goals of the university in the wider university community through:
- services on committees
- participation in formal and informal consultations and projects
- liaison with a wide range of units, including both academic and administrative
- providing advice to the dean of the faculty and to the dean of the faculty of graduate studies
- supporting connections with external organizations appropriate to the discipline
The Division of External Relations can support leaders through alumni services, community and government relations, ceremonies and events, communications and marketing, and fundraising and development.