Dean Appointment Policy and Procedures

This policy and the the related procedures apply to all staff members involved  with the appointment of  a dean at the University. 

To outline the policy requirements and procedures for employing a dean  at the University.

1. The Vice-Chancellor must determine:

• the need to appoint a new dean
• advisory panel membership
• terms and conditions of any appointment, including total remuneration to be offered

2. Vacancies are to be advertised as required under the State Sector Act 1998, any exceptions to this require approval of the HR Director.

Note - The in-house Academic Executive Search team will be used in the appointment of a dean to ensure international breadth and best practice process.

3. Confidentiality of all information must be maintained at all times by all staff members involved throughout the selection and appointment process in accordance with the Privacy Act 2020.

4. Application documents and resumes of shortlisted candidates may be made available to selected University staff members as deemed necessary by the HR Director.

5. All appointments are to be based on merit, using objective evidence and criteria.

Advisory panel

6. The Vice-Chancellor is to approve the membership of an advisory panel typically comprising:

• Vice-Chancellor as chair
• Provost
• One Deputy Vice-Chancellor
• HR Director
• Pro Vice-Chancellor (Māori)·       
• One professorial member (nominated by faculty professors)·       
• One professional staff member (nominated by faculty professional staff)    
• Other members as determined by the Vice-Chancellor
  

7. The advisory panel is to be chosen or elected with diversity of experience, expertise and lived experience in mind. 

8. Advisory panel members must attend the interviews of all candidates.

9. Where a member of the advisory panel meets with one candidate eg to facilitate a staff meeting, they must meet with every candidate in this capacity.

10. Advisory panel members must not consult or discuss the recruitment and selection process with any other person except as authorised by the Vice-Chancellor

11.  The Vice-Chancellor will determine communications to the faculty staff and other stakeholders in consultation with the advisory panel.

 12. The transcripts of the oral references are to be made available only to the Vice-Chancellor and the HR Director with verbal feedback shared with the advisory panel as appropriate.

13. Appointment decisions are to be made by the Vice-Chancellor after considering the suitability of the applicants against the key requirements of the position and according to all available information gathered via the application and demonstrated through the interview process, including focus group meetings and meetings with key people.  

14. The HR Director or a nominated HR representative is responsible for overseeing the overall process and for arranging all administrative support.

15. The following procedures may only be varied with approval from the Vice-Chancellor or the HR Director.

Search procedures

16. The search procedures are to be appropriately tailored and managed by the Academic Executive Search team in consultation with the HR Director.

17. The named in-house search consultant is to be the point of contact for applicants.

Shortlisting procedures

18. The shortlisting meeting should be attended by all members of the advisory panel and the in-house search consultant where appropriate.

Interview process and logistics

19. Each of the short listed candidates is to be subject to the same process, usually over the course of three days.

20. Each candidate is to meet with the Vice-Chancellor or Provost informally.

21. The candidate is to participate in two focus groups, each chaired by a member of the Advisory Panel or of UEC:

•  one focus group (ideally consisting of six people) is to be based in the faculty with faculty representation across senior academic, early/mid -career academic, and professional staff      
• the other focus group is to be a group of representatives of senior leaders from relevant areas of the University

22.  The in-house Academic Executive Search team organise candidate travel, accommodation, orientation tour, hosting, scheduling, and liaison with candidates. 

23. Support for candidates with disabilities will be provided, such as ensuring the interview location is suitable for applicants. The Equity Office can be contacted for advice. 

Note – In-house Search Consultant will assist with arrangements if required. 

24. Interviews involving whānau - candidates may bring whānau or a support group to the interview. If required, the in-house Search Consultant is to consult with the Pro Vice-Chancellor (Māori) to suggest the name of a facilitator who will be co-opted in this case. 

Interview

25. The questions must be based on the position description and key criteria of the position as advertised and must be consistent with the Impartiality of Decision Making Policy

26. The HR Director must remind members of the requirements of the Privacy Act and Human Rights Act 1993 and ensure that there are no questions which might exclude qualified people from consideration on the basis of prohibited ground.

Offer of appointment

27. The Vice-Chancellor is to make the final decision and must approve proceeding with the appointment, remuneration and terms and conditions of employment to be offered.

The following definitions apply to this document:

Advisory panel is advisory to the Vice-Chancellor who makes the final appointment decision. Members are not considered to be representatives of a constituency, but are expert contributors to the deliberations of the panel and the provision of advice to the Vice-Chancellor

Staff member refers to an individual employed by the University on a full-time or part-time basis

University means the University of Auckland and includes all subsidiaries

Include the following:

• Employment Relations Act 2000
• Health and Safety in Employment Act 1992
• Holidays Act 2003
• Privacy Act 2020 
• State Sector Act 1988
• Interviews Involving Whānau Procedures
  

Content manager: Associate Director, Talent and Recruitment
Owner: Director, Human Resources
Approver: Vice-Chancellor
Date reviewed: 25 January 2024
Review date: 25 January 2029