Senior University Appointments

Ordinance V

Appointment of a Successor

1. Whenever a vacancy in the office of Chancellor occurs a special meeting of the Council shall be convened for the purpose of nominating a successor.
2. The meeting of the Council at which the appointment is made shall be called with not less than four weeks' notice of the date of the meeting.

Ordinance X

Procedure for the Appointment of Chair of Council

(Version effective from 24 March 1999)

1. When a vacancy occurs in the office of Chair of Council, Council shall appoint a Working Group to consider the appointment which shall have the following membership:
   • Vice-Chancellor
   • Deputy Vice-Chancellor
   • Pro-Chancellors other than the Senior Pro-Chancellor
   • Three other members of Council, one of whom shall be an elected member.
2. The Working Group shall undertake appropriate consultation and make a recommendation to Council.

Role of the University Visitor

Paragraph 4 of the Loughborough University Charter provides for the office of the Visitor:

1. There shall be a Visitor of the University who shall have the right from time to time and in such manner as he/she shall think fit to direct an inspection of the University, its buildings, laboratories and general equipment and also an enquiry into the teaching, research, examinations and other work done by the University. These powers of the Visitor shall not, however, extend to investigation of any matters of concern raised by student members of the University. 
2. The Visitor shall be appointed by Us, Our Heirs or Successors in Council on the representation of the Council of the University for such period as We, Our Heirs or Successors shall see fit.

Following the Higher Education Act 2004, the powers of the Visitor explicitly exclude applicant, student and former student complaints from their jurisdiction; instead, the Office of the Independent Adjudicator for HE fulfils this function.

The Visitor’s jurisdiction is limited to adjudicating on petitions from members of the University’s staff on the interpretation and application of the Charter, Statutes, Ordinances and Regulations, provided the point at issue is not an employment dispute.

Appointment of the University Visitor and Tenure of Office

The Visitor is formally appointed by the Privy Council on the recommendation of the University Council. The Privy Council will determine the period of office of the Visitor, which normally commences from the date the appointment is approved, although the Privy Council will take into consideration any recommendation from the University. Normally, the Visitor is appointed for a term of up to five years. Terms are renewable, but the reappointment must be approved by the Privy Council.

Procedure for Appointment of the University Visitor

1. Where a vacancy in the office of University Visitor arises (or is due to arise), a search for a new Visitor should be undertaken. The search should bear in the mind the nature of the role and the desirability of appointing an individual of seniority, with relevant legal expertise (judicial or otherwise) and experience of employee issues in large complex organisations. Council may determine the process for conducting the search.

2. Once a suitable candidate has been identified, the Chair of Council and the Vice-Chancellor will propose to Council that it recommends to the Privy Council the appointment of the individual to the office of University Visitor. Prior to any proposal being made, the candidate should have confirmed that they are willing to accept the role for the proposed period of office. The proposal will normally include a brief summary of the candidate’s suitability for the role, their CV and a copy of this procedure.

3. Proposals supported by the University Council will be recommended to the Privy Council for formal approval. This will normally take the form of a letter setting out the University Council’s recommendation including:

1. A summary of what the proposed candidate brings to the role and the rationale for appointing them
2. Reference to the process used to select the candidate, confirming consideration of more than one possibility
3. Information on whether the candidate has been approached and is willing to serve
4. Any proposed period of office
5. Confirmation that the process and recommendation are made in accordance with any provisions of the Charter and Statutes.

4. Subject to any comments from the Privy Council Advisors, two Privy Councillors will review the proposal formally before it is submitted on their advice for Her Majesty’s approval at a meeting of the Privy Council. Depending on the time of year, the process may take around three months.

Reappointment of the University Visitor

5. University Visitors are eligible for re-appointment on an unlimited number of occasions in accordance with the procedure set out in paragraph 6 below.

6. Where the Visitor’s term is due to end and they are willing to serve another term, the Chair of Council and the Vice-Chancellor may propose to Council that the Visitor be reappointed. Where Council supports the proposal, it will recommend the reappointment to the Privy Council for formal approval. This will take the form of a letter recommending the reappointment and any proposed term of office and will include the relevant Council minute.

Statute V

The Vice-Chancellor

Updated on 29 Oct 2013

1.~

The successors to the first Vice-Chancellor shall be appointed by a meeting of the Council after consideration of a report from a Joint Committee of the Council and Senate.

2.^†

Subject to Statute XXI the Vice-Chancellor shall hold office for such period and on such terms and conditions as the Council may determine.

3.

The Vice-Chancellor shall, subject to such directions as may be given by the Council, exercise general supervision over the University and shall be generally responsible to the Council for maintaining and promoting the efficiency and good order of the University.

4.*

The Vice-Chancellor may refuse to admit any person as a Student and may subject to the provisions of Statute XXIV suspend any Student from any class or classes and exclude any Student from any part of the University or its precincts; provided that the reasons for any such refusal, suspension or exclusion shall be reported to the Council and the Senate at their respective next meetings

Note:

Amendments allowed by the Privy Council on 30 December 1974 and 7 April 1982 are embodied in the Statutes, and are indicated by *.

Modifications made by the University Commissioners and allowed by the Privy Council on 17 November 1992 are incorporated and are indicated by †.

Amendments allowed by the Privy Council on 14 December 1993, 24 April 1996, 3 September 1998, 10 August 1999, 27 July 2001, 31 October 2001, 8 May 2003, 20 August 2007, 9 December 2009 and 12 February 2020 are embodied in the Statutes, and are indicated by ¶, #, ∞, $, ^, +, >, ~ ,% and &.

Ordinance XVIII

Appointment of an Acting Vice-Chancellor

(Version effective from 2 July 2015)

1. Should there be a vacancy in the office of Vice-Chancellor or a temporary absence or inability of the Vice-Chancellor which the Chair of Council considers cannot be addressed adequately by the Deputy Vice-Chancellor acting under the provisions of paragraph 2 of Statute VI, the Council shall appoint a Joint Committee of equal numbers nominated by the Council and Senate. The Chair of Council will Chair the Joint Committee which will make a recommendation to the Council for the appointment of an Acting Vice-Chancellor.
2. Where an acting appointment is made it shall be for the duration of the vacancy in office or of the temporary absence or inability of the Vice-Chancellor unless Council has approved an alternative arrangement on the recommendation of the Joint Committee of Council and Senate convened under paragraph 1 hereof.

A – Statutory Provisions

I - Number, Titles and Duties of Pro-Vice-Chancellors

The Charter: Paragraph 9:

There shall be a Deputy Vice-Chancellor and there may be other Pro-Vice-Chancellors not exceeding five in number, with functions and duties as may be prescribed by Council from time to time.

II - Appointment of Pro-Vice-Chancellors

Statute VI: The Pro-Vice-Chancellors:

1. The Deputy Vice-Chancellor shall be appointed by the Council after consideration of a report from a Joint Committee of Council and Senate chaired by the Senior Pro-Chancellor.

2. The Deputy Vice-Chancellor shall hold office for such period and on such terms and conditions and subject to these Statutes shall have such functions as the Council may determine, in addition to exercising and performing all the academic functions of the Vice-Chancellor in the absence of the Vice-Chancellor.

3. Pro-Vice-Chancellors may be appointed by the Council on the recommendation of a Joint Committee of Senate and Council chaired by the Vice-Chancellor. Pro-Vice-Chancellors shall hold office for such periods and on such terms and conditions and shall have such functions as the Council may from time to time determine, after receiving the advice of the Vice-Chancellor.

III - Appointment and Terms of Office of Pro-Vice-Chancellors

Ordinance VII: The Pro-Vice-Chancellors

1. The Deputy Vice-Chancellor and Pro-Vice-Chancellors shall be appointed in accordance with procedures approved by Council on the recommendation of the Senate.
2. The rights of speech and voting of the Deputy Vice-Chancellor or any Pro-Vice-Chancellor acting for the Vice-Chancellor shall be the same as those of the Vice-Chancellor acting in that capacity.

B – Procedure for Appointment of Provost and DVC, and PVCs

1. The Provost & Deputy Vice-Chancellor, and Pro Vice-Chancellors are appointed by Council on the recommendation of a joint committee appointed by the Senate and Council. Appointments are made for an initial period of between three and five years. Office holders are eligible for re-appointment on an unlimited number of occasions in accordance with the procedure set out in paragraph 7 below.  

Committee for Appointment of the Provost & Deputy Vice-Chancellor

2. For the appointment of the Provost and Deputy Vice-Chancellor the joint committee appointed by the Senate and Council will be as follows:

• Chair of Council (Chair)
• Vice-Chancellor
• 2 lay members of Council appointed by the Chair of Council
• 2 members of Senate appointed by Senate upon the recommendation of the Vice-Chancellor
• 1 elected member of Senate elected by Senate
  
  There shall be no all-male or all-female panels.

Committee for Appointment of Pro-Vice-Chancellors

3. For the appointment of Pro-Vice-Chancellors the joint committee appointed by the Senate and Council will be as follows:

• Vice-Chancellor (Chair)
• Provost & Deputy Vice-Chancellor
• 1 lay member of Council nominated by the Chair of Council
• 2 members of Senate appointed by Senate upon the recommendation of the Vice-Chancellor
• 1 elected member of Senate elected by Senate
  
  There shall be no all-male or all-female panels.

Job Description and Person Specification

4. An updated job description and person specification will be prepared each time there is a vacancy for the role of Provost & Deputy Vice-Chancellor or Pro-Vice-Chancellor. The job description and person specification will be approved by the Vice-Chancellor in consultation with Senate.

Call for Applications

5. The Secretary to Council or his/her nominee will arrange for the advertisement of vacancies to members of University staff.

Interview and Recommendation to Council

6. A short list for interview will normally be drawn up by the Vice-Chancellor and Chair of Council in the case of the appointment of the Provost & Deputy Vice-Chancellor and by the Vice-Chancellor and Provost & Deputy Vice-Chancellor in the case of the appointment of a Pro-Vice-Chancellor. After interviewing those shortlisted, the committee shall make its recommendation to Council.

Reappointment of Provost & Deputy Vice-Chancellor and Pro-Vice-Chancellors

7. Appointments are made for an initial period of between three and five years. Office holders may be re-appointed on an unlimited number of occasions for periods of up to five years. Where an office holder is eligible for reappointment, the Vice-Chancellor may make a recommendation to the Chair of Council for such a reappointment. Before making a recommendation to the Chair, the Vice-Chancellor will consult with Senate and Council. The Chair of Council may then determine to reappoint the office holder without recourse to the appointment process for new appointments. Where a recommendation for reappointment is not made or accepted then the normal process for new appointments will apply. Existing office holders are eligible to reapply in this circumstance.

Appointment of Acting Provost & Deputy Vice-Chancellor and Pro-Vice-Chancellors

8. Where there is a vacancy or a temporary absence or inability of the Provost & Deputy Vice-Chancellor or a Pro-Vice-Chancellor, the Vice-Chancellor may make a recommendation to the Chair of Council for the appointment of an acting Provost & Deputy Vice-Chancellor or an Acting Pro-Vice-Chancellor. The appointment of an acting Provost & Deputy Vice-Chancellor or Acting Pro-Vice-Chancellor shall normally be for the duration of the vacancy in office or of the temporary absence or inability of the principal holder thereof.

If the appointment is likely to be for a period of more than 6 months, the Vice-Chancellor will consult with Senate and Council before making a recommendation to the Chair of Council.

The Chair of Council may then approve the appointment of an acting Provost & Deputy Vice-Chancellor or Pro-Vice-Chancellor and the appointment will be reported to Senate and Council.

Appointment by External Advertisement

9. Roles shall normally be advertised externally, although the Chair of Council has the discretion to proceed with an internal advertisement only, should he/she determine in consultation with the Vice-Chancellor that this is the appropriate course of action.

November 2013, updated July 2015

1. Statutory Framework for Pro-Vice-Chancellors

1.1 The University Charter sets out that there may be Pro-Vice-Chancellors of the University with the appointment arrangements being regulated in a Statute.

1.2 Statute VI sets out that the portfolios of Pro-Vice-Chancellors are approved by Council on the advice of the Vice-Chancellor. The appointment arrangements are jointly regulated by Senate and Council.

1.3 The Pro-Vice-Chancellors report to the Vice-Chancellor, are ex officio members of Senate and are members of the University Executive Board (UEB). Each works closely with Deans and the relevant Associate Dean (where applicable) from each School to deliver their area of the University Strategy.

2. Background to the Establishment of Associate Pro-Vice-Chancellor Roles

2.1 The role of Associate Pro-Vice-Chancellor was established by Senate in November 2017, as a cross-cutting leadership role, to help facilitate prompt, co-ordinated and consistent responses to opportunities, developments and challenges arising in an increasingly complex and challenging environment. 


2.2 The specification for Associate Pro-Vice-Chancellor roles was amended by Senate in January 2023 in the context of the attachment of the title Associate Pro-Vice-Chancellor to six new roles linked to the institutional themes in the new University Strategy.

3. Establishment of Associate Pro-Vice-Chancellor Roles

3.1 Each Pro-Vice-Chancellor, or the Pro-Vice-Chancellors collectively, may recommend to the Vice-Chancellor the establishment of Associate Pro-Vice-Chancellor roles.

3.2 Associate Pro-Vice-Chancellor roles will only be considered where there are clearly defined and substantive elements of one or more Pro-Vice-Chancellor portfolios, or of the University Strategy, which would benefit from additional and distinctive leadership.

3.3 Associate Pro-Vice-Chancellor roles may be recommended to provide leadership in areas cutting across Pro-Vice-Chancellor portfolios, or which include aspects of leadership of Professional Services as well as academic leadership.

3.4 The relevant Pro-Vice-Chancellor(s), in consultation with colleagues including the University Executive Board (UEB) and relevant University committee, will draft a proposal for the role which will include:

1. A rationale for the establishment of the new role (or for the revised role for previously established positions). 

2. A job description and person specification.
3. A proposed full-time equivalence and duration of the role in the first instance.
4. Any resource implications, and confirmation that the resource has been approved by Operations Committee. 


The proposal will be considered by the Vice-Chancellor and, if supported, presented to Senate for formal approval.

4. Duration of Associate Pro-Vice-Chancellor Roles and Appointments, Processes for Review, and Appointment and Reappointment of Postholders

4.1 Associate Pro-Vice-Chancellor roles will not normally be required in perpetuity, although they may extend beyond the lifespan of one postholder. For example, an Associate Pro-Vice-Chancellor role may be needed for a period to help lead a step change in an area of activity which, once achieved, might be regarded again as a normal part of the Pro-Vice-Chancellor’s portfolio.

4.2 The anticipated duration of Associate Pro-Vice-Chancellor roles will be specified in the initial proposal, and once established, Associate Pro-Vice-Chancellor roles will be kept under review and may be maintained, amended, or discontinued by Senate on the recommendation of the Vice-Chancellor.

4.3 The continuation of an Associate Pro-Vice-Chancellor role beyond the initial specified period will require further approval by Senate which should be sought in a timely way. It will not necessarily follow from the continuation of an Associate Pro-Vice-Chancellor role that the existing postholder will be reappointed (as is the case with Pro-Vice-Chancellors).

4.4 The duration of appointments to Associate Pro-Vice-Chancellor roles will be approved by Senate and will normally be three years (as for Associate Deans).

4.5 Associate Pro-Vice-Chancellors will normally be internal appointments and may be held by academic or professional service staff. 


4.6 The performance of Associate Pro-Vice-Chancellor postholders will be reviewed in the normal way through the Performance and Development Review process. 


5. Status / Reporting Lines Relating to Associate Pro-Vice-Chancellors

5.1 Associate Pro-Vice-Chancellor roles will not be formally constituted in the Charter, Statutes, Ordinances and Regulations but will operate under the authority of the Senate (as for Associate Deans). 


5.2 Associate Pro-Vice-Chancellors will be line-managed by one of the Pro-Vice-Chancellors in relation to their Associate Pro-Vice-Chancellor role but not in relation to their substantive role, arrangements for which will remain unchanged.

5.3 Pro-Vice-Chancellors will retain final accountability for the area falling within the remit of the Associate Pro-Vice-Chancellor role and will remain involved in the highest levels of activity (similar to the relationship between a Dean and Associate Dean within a School).

5.4 Associate Pro-Vice-Chancellors may be ex officio members of relevant University committees in the area of the relevant Pro-Vice-Chancellor’s responsibility, where there is a correlation between the responsibilities of the Associate Pro-Vice-Chancellor and those of the relevant Pro-Vice-Chancellor. Associate Pro-Vice-Chancellors may also be appointed as ex officio members of Senate - this will be considered and approved by Senate on a case-by-case basis, and Associate Pro-Vice-Chancellors will normally attend Senate only where issues relating to their specific responsibilities are being discussed.

Appointment of Deans of School and Tenure of Office

Deans of Schools shall be appointed on the recommendation of a Joint Committee of Senate and Council chaired by the Vice-Chancellor in accordance with procedures approved by Council on the recommendation of the Senate. Deans shall hold office for such periods and on such terms and conditions and shall have such functions as the Council may from time to time determine, after receiving the advice of the Vice-Chancellor.

Procedure for Appointment of Dean of Schools

1. The Deans are appointed by Council on the recommendation of a joint committee appointed by the Senate and Council. Appointments are made for an initial period of between three and five years. Deans are eligible for re-appointment on an unlimited number of occasions in accordance with the procedure set out in paragraph 6 below.

2. Roles shall normally be advertised externally, although the Chair of Council has the discretion to proceed with an internal advertisement only, should he/she determine in consultation with the Vice-Chancellor that this is the appropriate course of action.

Committee for Appointment of Deans of Schools

3. For the appointment of Deans the joint committee appointed by the Senate and Council will be as follows:

• Vice-Chancellor (Chair)
• Provost and Deputy Vice-Chancellor
• 1 lay member of Council nominated by the Chair of Council
• 1 Dean from another School nominated by the Vice-Chancellor
• At least 1 and no more than 2 individuals from the School nominated by the Vice-Chancellor following consultation with School appointed member(s) of Senate.

4. There shall be no all-male or all-female panels.

Interview, Consultation and Recommendation to Council

5. As part of the appointment process, the Secretary to Council or his/her nominee should undertake formal consultation with the School's Senior Management Team. A short list for interview will normally be drawn up by the Vice-Chancellor and Provost & Deputy Vice-Chancellor. These comments will generally be treated as strictly confidential to the Committee. However, if a candidate requests to see the comments received regarding his/her candidature, they will be released to a candidate in anonymised form (as far as possible).

After interviewing those shortlisted, the committee shall make its recommendation to Council.

Reappointment of Deans

6. Where a Dean is eligible for reappointment, the Provost & Deputy Vice-Chancellor may make a recommendation to the Vice-Chancellor for such a reappointment. Before making a recommendation to the Vice-Chancellor, the Provost & Deputy Vice-Chancellor will formally consult with members of the School's Senior Management Team. Where appropriate other colleagues may be consulted including other members of the School. The Vice-Chancellor may then determine to reappoint a Dean without recourse to the appointment process for new appointments. Where a recommendation for reappointment is not made or accepted then the normal process for new appointments will apply. Existing office holders are eligible to reapply in this circumstance.

7. Where there is a vacancy or a temporary absence or inability of a Dean, the Provost & Deputy Vice-Chancellor may make a recommendation to the Vice-Chancellor for the appointment of an acting Dean. The appointment of an acting Dean shall normally be for the duration of the vacancy in office or of the temporary absence or inability of the principal holder thereof.

The Vice-Chancellor may then approve the appointment of an acting Dean and the appointment will be reported to Senate and Council.

A – Procedure for Appointment of Associate Deans

Selection

1. The Dean contacts all Academic staff in the School asking for applications from anyone within the School who might wish to be considered.
2. The Dean consults all staff in the School inviting confidential written comments on the suitability of the applicants for the role. Any staff member who prefers to send his/her comments to the relevant Pro Vice-Chancellor (PVC) may choose to do so.
3. Having considered the comments, the Dean of School and the relevant Pro-Vice-Chancellor (PVC) will short list and interview the candidate(s) who stated their willingness to be considered.
4. Following interviews, the Dean and relevant PVC will make recommendations to the Provost & Deputy Vice-Chancellor, who will make an appointment on behalf of Senate.
5. The appointment will be reported to Senate.
6. The Dean of School should notify the School of the outcome of the process.

Period of Appointment

Associate Deans should normally be appointed for a period of three years in the first instance. Appointments may be extended by further periods of office. Each period of office shall be up to three years. At the end of each three-year period, the full selection procedure should be repeated. 

Once the preferred candidate has been appointed through the above procedure, the Dean should inform the Academic Registrar (who will ensure the appointment is reported to Senate and the central website of Associate Dean appointments is kept up to date) and the Director of HR (who will ensure that all relevant HR records are updated and follow-up actions undertaken). The notification from the Dean should include details of the start and end dates of the appointment.

B – Procedure for Appointment of Heads of Department

Following agreement at Senate on 26 June 2013, the process to be followed for the appointment of Heads of Department (where Departments exist within a School) is determined by the Dean of the School. This arrangement mirrors that in place for discipline leaders in other Schools where the departmental structure does not exist.

It is important that Heads of Department and discipline leaders have the support of the staff who they serve. The appointment process should therefore be transparent and involve consultation with staff within the Department. The Provost & Deputy Vice-Chancellor will seek feedback from Deans following Head of Department appointments made from 2013/14 onwards concerning the processes followed to enable sharing of good practice.

Deans of School are advised to consider the advantages of agreeing a clear term of office with Heads of Department and discipline leaders (three years with the possibility of re-appointment is generally recommended) and to ensure that the procedures used give scope to consider other candidates even when an incumbent is willing to continue beyond their current term, to enable the best candidates to be appointed.

Deans are asked to notify the Academic Registrar and the Director of HR when a Head of Department stands down and a new individual is appointed so the central website of Head of Department can be kept up to date, and all relevant HR records can be updated and follow-up actions undertaken. The notification from the Dean should include details of the start and end date of the appointment.

The appointment of Heads of Department is not routinely reported to Senate and Council following the discontinuation of the centrally determined process at the end of 2012/13.