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Re-appointment of an incumbent 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 HR Client Services
Enquiries Director: HR Client Services (view contacts)

Policy summary

  1. A Vice-Chancellor (VC) 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 Chair of Council establishes whether the VC wishes to be considered for re-appointment.
  4. If yes, the Chair of Council conducts a performance review and consults with key stakeholders.
  5. The Chair of Council either proposes a renewal or extension, or a full recruitment process.
  6. The Chair of Council 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 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 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.

Role Responsibilities
Human Resources (HR) HR Practitioner
  • Provides full support to Chair of Council in re-appointment process.
  • Assists Chair of Council 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 a full recruitment and selection process if re-appointment not supported.
Chair of Council
  • Consults with VC on renewal.
  • Consults with Council, Senate, SLG, SRC and the Chancellor.
  • Submits proposals to Senate, IF and Council.
  • Provides feedback to VC during re-appointment process.
Senior Leadership Group (SLG)
  • Provides input to Chair of Council on VC's performance.
Student's Representative Council (SRC)
  • Provides input to Chair of Council on VC's performance.
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: 15 September 2017