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

University of Toronto Governing Council

Policy on Presiding Officers for Convocation

May 23, 2013

To request an official copy of this policy, contact:

The Office of the Governing Council Room 106, Simcoe Hall
27 King’s College Circle University of Toronto Toronto, Ontario
M5S 1A1

Phone: 416-978-6576
Fax: 416-978-8182
E-mail: governing.council@utoronto.ca
Website: http://www.governingcouncil.utoronto.ca/

POLICY ON PRESIDING OFFICERS FOR CONVOCATION

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.

_________

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.

Appendix A attached hereto summarizes the options described in (1) and (2).

Original resolution approved by Governing Council 1987
Revised by Governing Council April 28, 2005

Revised by Governing Council May 30, 2007
Revised by Governing Council April 16, 2009
Revised by Governing Council May 23, 2013

GC/ Policy on Presiding Officers for Convocation.docx

RELATED DOCUMENTS (Added for reference by the Secretariat, March 4, 2020)

University of Toronto Act, 1971

Guidelines on the Role and Appointment of University Ambassadors

Policy on Presiding Officers for Convocation – Appendix A

Acting for Chancellor

Acting for President

Chancellor Present President Present

Chancellor

President

Chancellor Absent

Chancellor Emeritus,

N/A, or if President

President Present

University Ambassador,

serving as Chancellor,

President Emeritus,

Vice-President and

Chair or Vice-Chair of

Provost

Governing Council or

President

For Arts and Science:

Chancellor Absent President Present

Vice-President and Provost Absent

As Above

N/A, or if President serving as Chancellor, Dean, Faculty of Arts and Science

For Arts and Science:

Chancellor Absent President Present

Vice-President and Provost Absent

Dean, Arts and Science Absent

As Above

N/A, or if President serving as Chancellor, Relevant Principal from Constituent or Federated College; (designated by President)

For UTM and UTSC:

Chancellor Absent President Present

Vice-President and Provost Absent

As Above

N/A, or if President serving as Chancellor, Vice-President and Principal, UTM / UTSC

Acting for Chancellor

Acting for President

For Arts and Science and

Professional Faculties (same ceremony):

Chancellor Absent President Present

Vice-President and Provost Absent

Dean, Arts and Science Absent

As Above

N/A, or if President serving as Chancellor, Head of Academic Unit as designated by the President

For Professional Faculties:

Chancellor Absent President Present

Vice-President and Provost Absent

As Above

N/A, or if President serving as Chancellor, Head of Academic Unit

If students from two or more professional Faculties are graduating, Head of Academic Unit

as designated by the President.

Chancellor Absent

As Above

N/A, or if President

President Present

serving as Chancellor,

Vice-President and Provost

Deputy or Vice-Provost,

Absent

designated by the

Heads of Academic Units

President

Absent

Chancellor Absent

President Present

As Above

N/A, or if President

Vice-President and Provost

serving as Chancellor,

Absent

Vice-President who is

Heads of Academic Units

also a member of the

Absent

teaching staff.

Deputy or Vice-Provosts Absent

Acting for

Chancellor

Acting for President

Chancellor Absent President Absent

Head of Academic Unit (see below)

  • For Arts and Science Students
    – Principal of constituent College or executive head of Federated University (as designated by the Chancellor if more than one college)
  • For College and Professional Faculty (as designated by the Chancellor)
  • For two or more Professional Faculties (as designated by the Chancellor)

If Head is not available, then Chancellor Emeritus, President Emeritus, University Ambassador, Chair or Vice-Chair of Governing Council.

Vice-President and Provost

Acting for Chancellor

Acting for President

Chancellor Absent President Absent

Head of Academic Unit Absent

As Above

Vice-President and Provost

Chancellor Present President Absent

Chancellor

Vice-President and Provost

For Arts and Science:

Chancellor Present President Absent

Vice-President and Provost Absent

Chancellor

Dean, Faculty of Arts and Science

For Arts and Science:

Chancellor Present President Absent

Vice-President and Provost Absent

Dean, Arts and Science Absent

Chancellor

Relevant Principal from Constituent or Federated College; (designated by President)

For UTM and UTSC:

Chancellor Present President Absent

Vice-President and Provost Absent

Chancellor

Vice-President and Principal, UTM / UTSC

For Arts and Science and

Professional Faculties (same ceremony):

Chancellor Present President Absent

Vice-President and Provost Absent

Chancellor

Head of Academic Unit as designated by the President

Acting for Chancellor

Acting for President

For Professional Faculties:

Chancellor Present President Absent

Vice-President and Provost Absent

Chancellor

Head of Academic Unit as designated by the President.

Chancellor Present President Absent

Vice-President and Provost Absent

Head of Academic Unit Absent

Chancellor

Deputy or Vice-Provost designated by President

Chancellor Present President Absent

Vice-President and Provost Absent

Head of Academic Unit Absent Deputy or Vice-Provosts Absent

Chancellor

Vice-President who is also a member of the teaching staff designated by President