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Re-appointment of an incumbent Deputy Vice-Chancellor

Re-appointment of an incumbent Deputy Vice-Chancellor

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

Policy information

Approved by Council September 2012
Reviewed by VCMAG, ERMC, UHRC, Senate, IF, Council (view acronym list)
Updated ERMC, VCMAG August 2014
Policy owner Staff Recruitment Office
Enquiries Senior Manager: HR Organisational Development (view contacts)

Policy summary

  1. A Deputy Vice-Chancellor (DVC) is ordinarily initially appointed for five years.
  2. There is no limit to the number of contract renewals, which are subject to performance assessments.
  3. The Vice-Chancellor (VC) establishes whether the DVC wishes to be considered for re-appointment.
  4. If yes, the VC conducts a performance review and consults with key stakeholders.
  5. The VC either proposes a renewal, extension, or full recruitment process.
  6. The VC submits a proposal to Senate for a vote.
  7. The Institutional Forum verifies the above process and makes a recommendation to Council.
  8. The Council decides whether to make a re-appointment.

Applicable to

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

Not applicable to

Policy details

  1. Appointment conditions
    1. 1.1 The initial term of appointment of a Deputy Vice-Chancellor (DVC) 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 A DVC must enjoy the confidence of the University community and particularly of the Vice-Chancellor (VC), Council, Senate, the Senior Leadership Group (especially the faculty Deans) and the Students' Representative Council.

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

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

  4. Consultation and performance review with incumbent Deputy Vice-Chancellor
    1. 4.1 The VC consults the incumbent DVC about his or her intentions before the end of the contract. If he or she wishes to step down, the search and selection processes for a new DVC is implemented. See Policy on appointment of new Deputy Vice-Chancellors.

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

    3. 4.3 The VC reports his or her assessment of this performance, with any commentary supplied by the DVC, to the Chair of Council and the Chair of the Remuneration Committee.

    4. 4.4 If the Chair of Council and the Remuneration Committee (of which the VC is a member) judges that the DVC is meeting his or her performance targets and objectives, the VC proceeds with further consultations.

  5. Further consultations
    1. 5.1 The VC consults informally and privately with members of Council, the Senior Leadership Group and the office bearers of the Students' Representative Council.

  6. Vice-Chancellor's decision
    1. 6.1 The VC, in consultation with the Chair of 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 new Deputy Vice-Chancellors.
    2. 6.2 In the event of a decision to initiate the full recruitment process, the VC gives the DVC reasons for the decision, and allows him or her to make representations to the VC and the Chair of Council.

  7. Proposal to Senate
    1. 7.1 In the event of a proposal to renew or extend the contract, the VC 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 VC provides feedback to the DVC, 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 VC submits a report to the Institutional Forum (IF), detailing the process that has been followed. The IF meets before Council meets, and verifies that the approved process was followed, or if not, describes where it differed.

  9. Council approval
    1. 9.1 The VC 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 new Deputy Vice-Chancellors.

    3. 9.3 In the event of a decision to initiate a recruitment process, the VC gives the DVC reasons for the decision, and allows him or her to make representations to the VC and the Chair of Council.

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

Related links

Process flow

Policy on appointment of new Deputy Vice-Chancellors

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 Deputy Vice-Chancellor.

Read in conjunction with HR Delegated Authorities.

Role Responsibilities
Human Resources (HR) HR Practitioner
  • Provides full support to VC in re-appointment process.
  • Assists VC with reports to Senate, IF and Council.
  • Provides relevant documentation to Appointments Office, including the HR100a form for re-appointment.
Appointments Office
  • Compiles letter of offer for re-appointment.
  • Completes any other relevant HR forms pertaining to offer, e.g. additional appointments/allowances.
  • Copies offer letter to relevant HR Practitioner.
  • Sends relevant HR forms to HR Administrator.
HR Administrator
  • Captures appointment on SAP.
Staff Recruitment Advisor
  • Initiates and supports full recruitment process if re-appointment not supported.
Vice-Chancellor (VC)
  • Consults with DVC on renewal.
  • Consults with Chair of Council, Chair of Remuneration Committee, Council members, SLG and SRC.
  • Submits proposal to Senate, IF and Council.
  • Provides feedback to DVC during re-appointment process.
Chair of Council
  • Consults with VC.
Chair of Remuneration Committee
  • Provides input to VC on DVC's performance.
Senior Leadership Group (SLG)
  • Provides input to VC.
Student's Representative Council (SRC)
  • Provides input to VC.
Senate
  • Votes on re-appointment.
Institutional Forum (IF)
  • Verifies re-appointment process and reports to Council.
Council
  • Grants final approval for re-appointment.

Page last updated: 26 September 2016