SAMPLE LETTER OF APPOINTMENT FOR
ASSOCIATE DEAN
DATE
NAME
Department of __________ OR School of _______________
Faculty of ______________________
Dear NAME:
This letter sets out the terms and conditions under which I will be prepared to recommend to the
Vice Provost, Faculty Affairs, and through him to the President, that you be appointed to the
position of Associate Dean, __________[title], Faculty of ________________.
Your appointment to this position will be for a five-year term and will become effective July 1,
20__ and will expire on June 30, 20__.
Your appointment is subject to the following terms and conditions:
1)
Your appointment to this position, in common with other senior management positions, is
at the pleasure of the President under the authority delegated to him by the Board of
Governors in accordance with the Ryerson University Act.
2)
You will be formally accountable for the responsibilities of the Associate Dean, _______
[title] reporting to Dr. NAME, Dean, Faculty of _______________________.
3)
As Associate Dean, you will be responsible to assist the Dean, Faculty of
___________________ in providing effective academic and administrative leadership to
the Faculty as outlined in detail in the attached position description. This document
specifies the expanded duties, authority and responsibilities associated with the position
and is an integral part of this agreement. You should also note that this comprehensive
list of duties and responsibilities will form part of any review of your performance as
Associate Dean.
4)
As Associate Dean, you should take particular note of those Articles in the Collective
Agreement relating to your status and responsibilities as an Academic Administrator, and
be aware that the Board and the Association recognize that Faculty members who are
appointed to the academic administration have specific management responsibilities to
discharge on behalf of the University for the duration of such an appointment
(Articles 1.10, 1.11, 2.4, 4.7 and Memorandum of Understanding 5, of the current
Collective Agreement).
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5)
Effective July 1, 20__ in addition to your RFA base salary, you will receive an
administrative stipend of $__,000 per annum in connection with your appointment as
Associate Dean, _________[title].
6)
Your academic administrative activities in connection with your appointment as
Associate Dean, ____________ [title], will form the majority of your workload. You
will continue to be involved in academic teaching and research, including teaching a
minimum of one (1) semester course per year.
7)
During your term as Associate Dean, _________[title], you will continue to be eligible
for annual increments and other negotiated changes to faculty salaries as defined in the
Collective Agreement between the Board of Governors and the Ryerson Faculty.
8)
You will be an Associate member of the Ryerson Faculty Association during your tenure
as Associate Dean and dues deductions will occur in accordance with your status as an
Associate Member of the RFA.
9)
You will be entitled to 5 weeks vacation per year during your appointment as Associate
Dean, ____________[title] Faculty of ________________. You may not accumulate
vacation entitlement from one year to the next.
10)
You will be eligible for a one-year post-administrative leave, paid at your regular RFA
rate (excluding the administrative stipend) upon completion of your five-year term. This
is contingent upon your returning to Ryerson upon completion of the leave. Academic
Administrators who are appointed for a second term are only eligible for such a leave at
the end of the second term. In the event you do not complete a five-year term, then you
will earn sabbatical service credits for those half years that you served as Associate Dean.
In such a circumstance, the service credits will be accrued at the rate of 1.5 credits per
half year of full-time service. Further, this will confirm that you have ## [number of
credits to be confirmed by HR prior] sabbatical credits accrued as of the commencement
of your appointment as Associate Dean. If you complete your five-year term and take
your post-administrative leave, you will be allowed to carry forward these ##
credits credit towards a subsequent RFA sabbatical leave. Please note that you must
return from post-administrative leave and assume normal duties for one year before you
are eligible for a subsequent sabbatical.
11)
Confidentiality:
a.
Definition of Confidential Information. "Confidential Information" means
information known or used by the University or its affiliates in connection with its
affairs not generally known at large.
b.
Acknowledgements. You acknowledge that:
(i)
during the course of your employment with the University, that you may
develop, learn, be exposed to, or otherwise become aware of Confidential
Information;
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c.
d.
12)
(ii)
the Confidential Information is either the property of the University
exclusively or entrusted to the University to keep confidential, the
unauthorized use or disclosure of which would cause very serious harm to
the interests of the University; and
(iii)
it is important to the interests of the University that the Confidential
Information remain confidential and that it not be used or disclosed except
in accordance with the knowledge and consent of the University and in the
University’s best interests.
Confidential Information to be Kept in Confidence. You agree that during
your employment, except in the course of performing duties as an employee of the
University with the knowledge and consent of the University in the University’s
interest, and, at all times following the cessation of his employment regardless of
the reason for the cessation:
(i)
you shall hold in confidence all Confidential Information;
(ii)
you shall not directly or indirectly use any Confidential Information;
(iii)
you shall not directly or indirectly disclose any Confidential Information
obtained by yourself incident to your employment or any other association
with the University or any of its affiliates unless required by law.
Exceptions. Nothing in this Agreement shall prevent you following the cessation
of your employment from making use of or disclosing:
(i)
any Confidential Information which is or becomes a matter of public
knowledge through no fault of yourself;
(ii)
any Confidential Information of which you had specific knowledge prior
to your employment, except to the extent that such Confidential
Information has become the property of the University pursuant to the
Ryerson Faculty Association collective agreement; or
(iii)
any Confidential Information of which you obtain specific knowledge
from a third party following the cessation of your employment, unless the
third party obtained such Confidential Information directly or indirectly
from an individual in violation of any duty of confidence owed to the
University, provided that you are able to prove the existence of the
circumstances referred to in subparagraphs d(i), d(ii), and d(iii).
Obligations regarding the Freedom of Information and Protection of Privacy Act.
In accordance with the Freedom of Information and Protection of Privacy Act and
Ryerson University confidentiality and protection of privacy policies (in particular the
Information Protection and Access Policy – Restricted Information) the Employee agrees
to protect all restricted information, including personal information, to which he has
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access in the course of his employment. He agrees to use the personal information only
for the purposes for which it was collected and purposes consistent with his employment.
He agrees that he will only disclose personal information as permitted by law. When he
becomes aware of personal information that is lost, shared in an unauthorized way or any
other form of privacy breach he will notify the university’s Information and Privacy
Protection Coordinator immediately.
13)
Consistent with prevailing University policies, you are eligible to apply for a further term
for the position of Associate Dean, ___________[title] Faculty of __________________.
14)
This appointment may be terminated prior to the expiry date of June 30, 20__ upon the
following basis:
i)
ii)
iii)
at any time with the mutual written consent of the parties;
by Ryerson University, at any time;
by the employee upon providing the University with three months written notice.
If the University terminates your appointment as Associate Dean, the University may pay
you the stipend for the remaining length of your appointment or twelve (12) months
stipend, whichever is lesser.
15)
In the event that your appointment is terminated under the terms of paragraph (14) above,
you will have the right to resume your tenured faculty position in the Faculty of
______________, at what will be your base RFA salary at that time.
16)
As an employee of Ryerson, your responsibilities include being aware of and complying
with various University policies and, in particular, we draw your attention to the
following:
◦
◦
◦
◦
◦
◦
Senate Policy #145 Course Management
University Conflict of Interest Policy
Guide to Civility
Discrimination and Harassment Prevention
Environmental Health and Safety System
Accommodation Policy for persons with Disabilities
These policies and other important Senate and University policies can be accessed from
the Policies and Procedures section of the Teaching@Ryerson web page
[www.ryerson.ca/teaching/policies/].
If you wish me to proceed with my recommendation, kindly signify your approval and
acceptance of the foregoing terms and conditions by signing and returning to me the enclosed
copy of this letter.
I know that you will provide very strong and effective leadership to the Faculty of
____________________. I very much look forward to working with you.
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Sincerely,
Dr. NAME, Dean
Faculty of ___________________________
Accepted on the terms and conditions as outlined above:
_________________________________________
Signature
cc:
___________________________
Date
Vice Provost, Faculty Affairs
Provost and Vice President Academic
Human Resources Consultant
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