Category: Governance Number: Audience: Board members and employees Issued: June 10, 2013 Secretary to the Board Approved by: Board of Governors

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Absence of the President Category: Governance Number: Audience: Board members and employees Issued: June 10, 2013 Owner: Secretary to the Board Approved by: Board of Governors Contact: Secretary to

It ensures continued leadership and order at the University when the President is absent and unavailable to perform his or her presidential duties and obligations.

1 Absence of the President Category: Governance Number: Audience: Board members and employees Issued: June 10, 2013 Owner: Secretary to the Board Approved by: Board of Governors Contact: Secretary to the Board Introduction This policy is relevant to all members of the First Nations University of Canada community. It ensures continued leadership and order at the University when the President is absent and unavailable to perform his or her presidential duties and obligations. The policy outlines how the authorities and duties of the President of the First Nations University of Canada are to be delegated when he or she is ill, on vacation, or unable to perform his or her duties for any reason. Definitions Absence of the President Short-term absence The President is away from the University (e.g., ill or on vacation) and unavailable to perform his or her duties for one month or less Long-term absence The President is away from the University (e.g., ill or on vacation) and unavailable to perform his or her duties for more than a month ABSENCE OF THE PRESIDENT PAGE 1 OF 5

2 Policy The Chair of the Board must be notified when the President is or will be absent from the University and unable to perform his or her presidential duties during the absence. Short-Term Absence of the President When the President is or will be absent from the University and unable to perform his or her presidential duties for five consecutive working days up to one month, the President s executive assistant will notify the Chair of the Board. Presidential duties and authorities will be delegated to the University s senior administrators as follows: 1) to the Vice President (Academic), or 2) to the Vice President (Administration and Finance) if the Vice President (Academic) is absent, or If the vice presidents are all absent at the same time as the President, the Board Chair will appoint an acting President. Senior administrators will receive no additional compensation when they assume the authorities and duties of the President for one month or less. Correspondence and other documentation intended for the President will be delivered to the President s office and then forwarded to the acting President. The acting President will: make decisions on matters that affect the health and safety of students and employees, be the University s spokesperson, and deal with all crises, but limit the binding commitments he or she makes on behalf of the University to those that cannot wait for the President s return, and he or she will consult the Chair of the Board before making any such commitment. ABSENCE OF THE PRESIDENT PAGE 2 OF 5

3 Long-Term Absence of the President If the President is or will be absent and unavailable for more than a month, the Board will appoint an acting President and determine: the term of the acting appointment, the authorities and any executive limitations, compensation and other administrative considerations, and any other important items or terms. The President s executive assistant will keep a record of messages on the matter of the President s absence. Consequences for Noncompliance Failure to comply with this policy could hinder the University s ability to make timely decisions and conduct business. It could also result in a person without the proper authority binding the University to commitments that do not align with it vision, mission, and strategic plan. If a person uses an authority they do not have, the University will take disciplinary action, which could include termination of employment. ABSENCE OF THE PRESIDENT PAGE 3 OF 5

4 Processes Short-Term Absence of the President 1) The President or the President s executive assistant will send the Chair of the Board an message informing him or her the President will be absent. The message will include: - the reason for the absence, - the start and end dates of the absence, - the name of the person who will be acting President during the absence and his or her contact information. 2) The President or the President s executive assistant will send employees and other stakeholders an message(s) informing them the President will be absent. The message(s) will include: - the start and end dates of the absence, - the name of the person who will be acting President during the absence and his or her contact information. 3) The President s executive assistant will file all messages on the matter of the President s absence in the President s personnel record. 4) The Secretary to the Board of Governors records the disclosure in the meeting minutes, which are maintained as official records of the University. He or she files any written disclosures in the official Board of Governors records. ABSENCE OF THE PRESIDENT PAGE 4 OF 5

5 Long-Term Absence of the President 1) The President will inform the Chair that he or she will be absent for more than a month. The President will let the Chair know: - the reason for the absence, - the start and end dates of the absence, and - the Board should meet as soon as possible to appoint an acting President. 2) The Chair of the Board will call an emergency meeting of the Board (in-person or teleconference) to appoint an acting President. 3) When the acting President is appointed, the Chair of the Board will prepare a contract that outlines: - the term of the acting appointment, - the authorities and any executive limitations, - compensation and other administrative considerations, and - any other important items or terms. 4) The Chair of the Board will send employees and other stakeholders an message(s) letting them know the President will be absent, the name of the person who will be acting President, and his or her contact information. 5) The President s executive assistant will file all messages on matter of the President s absence and the appointment of the acting President in the official meeting minutes of the Board and in the President s and acting President s personnel records (if appropriate). Related Information Board-President Relationship Delegation of Authority Signing Authorities Guidelines for Determining the Locus of Policy Decision Making at the Board and Executive Levels ABSENCE OF THE PRESIDENT PAGE 5 OF 5

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