1.0 Reason for Policy

The University of Manitoba is committed to assuring quality in all activities inherent in its mandate, including its administrative services. The purpose of this Policy is to encourage quality administrative services through a process of periodic formal reviews, and foster a culture of continuous improvement.

2.0 Policy Statement

2.1 Definitions

2.1.1 "Head" means the Executive Director, Director, or other leadership position responsible for a particular Unit.

2.1.2 "Report" means the report of a Review Committee, summarizing the findings and recommendations resulting from a Review.

2.1.3 "Review" means the review of a Unit by a Review Committee, pursuant to this Policy.

2.1.4 "Review Committee" means a committee appointed by the Vice-President, in accordance with the Procedures, to conduct a Review.

2.1.5 "Terms of Reference" means the terms of reference established by the Vice-President for the Review Committee to conduct a Review of a Unit.

2.1.6 "Unit" means an administrative unit of the University identified in the Procedures.

2.1.7 "Vice-President" means the Vice-President to which a Unit reports.

2.2 General Reviews: Regular Reviews of Units will be conducted to encourage high quality administrative services to be available in support of the University's commitment to teaching and research excellence.

2.2.1 Review Schedule: All Units shall undergo periodic formal Reviews, on a schedule set by the Vice-President. A Review must be conducted of each Unit at least once every ten (10) years.

2.2.2 Confidential Process: Each Review is intended to result in a Report providing confidential advice to the Vice-President and the Head. Further sharing of the Report shall only be made in accordance with the Procedures, the Terms of Reference, or with the consent of the Vice-President.

2.2.3 Assessed Criteria: Each Review will examine the strengths, challenges, and opportunities related to the Unit. In this context, it will assess the criteria identified in the Terms of Reference, and may include a review of the following:

(a) organizational structure;
(b) management practices;
(c) functional performance (including levels of service);
(d) budgetary support;
(e) physical space and equipment;
(f) staffing levels;
(g) training;
(h) succession planning; and
(i) overall effectiveness.

2.3 Review Process

The process for each Review shall be set out in the Terms of Reference, and may consist of the following elements:

a) The completion of a self-evaluation report by the Unit;
b) The appointment of a Review Committee to coordinate the Review;
c) Interviews with the Head and other key members of the Unit;
d) An examination of the Unit's budget, space, equipment, performance metrics, and other relevant information;
e) Written submissions from and/or interviews with clients and others working with the Unit;
f) Development by the Review Committee of recommendations which may improve the effectiveness of the Unit;
g) A discussion and opportunity to comment on the findings and recommendations of the Review Committee with the Head and the Vice-President; and
h) The issuance of a Report by the Review Committee.

2.4 Ad-Hoc Reviews: A Vice-President may initiate a Review of a Unit pursuant to this Policy at any time, even where a regularly scheduled Review is not imminent.

2.5 Procedures: The Vice-President (Administration) may approve Procedures under this Policy, including with regard to:

(a) The Units to be subject to Review;
(b) The contents of self-assessment reports;
(c) The development of Terms of Reference for a Review;
(d) The membership of Review Committees; and
(e) Provisions respecting confidentiality.

3.0 Accountability

3.1 The University Secretary is responsible for advising the President that a formal review of the Policy and any secondary documents is required.

3.2 Each Vice-President is responsible for ensuring compliance with this Policy with respect to the Units for which they are responsible.

3.3 The Vice-President (Administration) is responsible for proposing Procedures for the conduct of Reviews.

3.4 The appropriate Vice-President is responsible for providing a summary of the Report to the President, the other Vice-Presidents, and the Board of Governors.

4.0 Review

4.1 Formal Policy reviews will be conducted every ten (10) years. The next scheduled review date for this Policy is January 4, 2022.

4.2 In the interim, this Policy may be revised or rescinded if:

a) The Approving Body deems necessary; or
b) The relevant Bylaw, Regulations or Policy is revised or rescinded.

4.3 If this Policy is revised or rescinded, all Secondary Documents will be reviewed as soon as reasonably possible in order to ensure that they:

a) Comply with the revised Policy; or
b) Are in turn rescinded.

5.0 Effect on Previous Statements

5.1 This Policy supersedes the following:

a) All previous Board/Senate Policies, Procedures, and resolutions on the subject matter contained herein;
b) All previous Administration Policies, Procedures, and directives on the subject matter contained herein; and
c) Policy: Organizational Effectiveness Reviews dated January 1, 2009.

6.0 Cross References

Procedures: Administrative Unit Reviews