Convocation, Policy on Presiding Officers for [May 23, 2013]

Preamble

The University of Toronto Act, 1971, section 4(4) states that the Chancellor is chairman of Convocation. It also provides [section 5(3)] for delegation in the absence of the Chancellor, stating that in such instances, “the President shall confer degrees but if he is absent or unable to act, degrees shall be conferred by such person as the Governing Council may designate.” Consistent with these provisions, the Governing Council in 1987 approved a resolution, Convocation Substitutes for the Chancellor and President, that defined a protocol for selecting appropriate presiding officers. The resolution was further revised in 2005 to permit the Chair and the Vice-Chair of the Governing Council to serve in the role of presiding officer. This Policy, which replaces the 2009 resolution and which reflects the directions arising from a

comprehensive review of convocation (2006-07),¹ provides for Principals and Deans, as well as Chancellors Emeriti, Presidents Emeriti and University Ambassadors,² to serve as presiding officers in specific circumstances.

Given the growth in the number of convocations in June and November each year, it is increasingly difficult for the Chancellor and President to preside over all convocations. In the absence of one or more of the foregoing, the Policy enables the President to delegate responsibilities among academic division heads, Vice-Presidents with academic appointments and others as noted above. The addition of Chancellors Emeriti, Presidents Emeriti and University Ambassadors helps preserve the option of a separation of ceremonial roles between division heads and senior representatives of the University at large.

Policy

Chancellor and President Absent

1. Where both the Chancellor and the President are absent from a University convocation, the Chancellor’s place shall be taken by the head of the academic unit whose students are graduating.

In the case of Arts and Science students, the “head of the academic unit” will be the principal of the constituent college or the executive head of the federated university. In the event of the students of two colleges graduating at the same time, the Chancellor will designate the head of one of the academic units to act for the Chancellor.

In the event of students of an Arts and Science college and a professional faculty or school graduating at the same convocation, the Chancellor will designate the head of one of the academic units to act for the Chancellor.

In the event of the students of two or more professional faculties or schools graduating at the same time, the Chancellor will designate the head of one of the academic units to act for the Chancellor.

If the head of the academic unit is absent or unable to act or if the head and President determine that an alternate is desirable and feasible, the Chair or Vice-Chair of the Governing Council, a Chancellor Emeritus, President Emeritus or a University Ambassador as appointed by the President from time to time may take the Chancellor’s place.

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¹ Report of the Committee to Review Convocation (December 16, 2006) and Administrative Response (March 16, 2007).

² University Ambassadors are appointed by the Executive Committee of the Governing Council on the recommendation of the President pursuant to the Guidelines on the Role and Appointment of University Ambassadors approved by the Governing Council (May 23, 2013).

President Absent or Acting for Chancellor

(2) Where the President is absent from the University convocation, or acting for the Chancellor, the President’s place shall be taken by the Vice-President and Provost.

In the event that the Vice-President and Provost is also absent, the President’s place shall be taken by:

• the Dean of the Faculty of Arts and Science, where students in that Faculty are graduating, or, in his/her absence or at the request of the President in consultation with the relevant heads of the constituent and federated colleges, the relevant head from among the Principals of the relevant Constituent or Federated Colleges, or
• the Vice-President, and Principal, University of Toronto Mississauga, or the Vice- President, and Principal, University of Toronto Scarborough, where students in those divisions are graduating, or
• the head of one of the academic units, as designated by the President, to act for the President where students of an Arts and Science college and a professional faculty or school are graduating at the same convocation, or
• the head of the academic unit whose students are graduating, where students from a professional faculty are graduating, or
• the head of one of the academic units, as designated by the President, to act for the President, where students of two or more professional faculties or schools are graduating at the same time, or
• the Deputy Provost or appropriate Vice-Provost in the case of all other convocations. Should more than one Vice-Provost be appropriate, the President will designate one to serve, or
• an appropriate Vice-President who is also a member of the teaching staff of the University. Should more than one Vice-President be appropriate, the President will designate one to serve.