Procedure to (re)appoint executive management positions

Procedure for (vice) deans

The formal appointments procedure is described in Article 17 of the Radboud University Structure Regulations and Article 11 of the Radboud University Administration and Management Regulations.

Appointment of a dean

1. The Faculty Board shall notify the Executive Board that a vacancy has opened. In the event of the expiration of an appointment term, the registrar of the Executive Board shall alert the FB of the impending vacancy. As a rule, this takes place one year in advance.
2. The Executive Board shall appoint a five-member Appointment Advisory Committee (BAC), whose chair (in principle, a dean of another faculty) is appointed directly by the Executive Board. The other members (including the Administrative Director as an (advisory) member, one member representing the FSR and a member representing the Representative Council without obligation or consultation), are nominated by the dean (effectively the Faculty Board). This also takes a male-female balance into account. The secretary of the Faculty Board and the registrar of the Executive Board will discuss the composition and the procedure to be followed beforehand.
   The BAC will be charged with preparing recommendations for filling the vacancy.
   The registrar of the Executive Board acts as the official secretary of the BAC and the HR Division Director as its advisory member.
3. The committee has a kick-off meeting with the rector of the Executive Board and draws up a job profile in consultation with the HR Division Director. Finally, this profile is approved by the Executive Board. The Executive Board tasks the BAC with the search to see if there are suitable candidates for the role of dean. In order to carry out this assignment, the BAC chair sends an email to the professors of the faculty asking them to draw the committee’s attention to possible internal and external candidates and to provide the committee with other suggestions. The BAC can be assisted in this search by an executive recruitment and selection agency.(2) Based on the information and insights gathered, the BAC advises the Executive Board on whether open (internal and external) recruitment will be held or whether the position will be open to only internal candidates.
   The basic tenet is that open recruitment takes place with an advertisement text and/or by deploying a recruitment and selection agency, however, the Executive Board may decide, based on advice received from the BAC, that internal recruitment is preferred. The BAC determines its own work method within this framework.
   A (development) assessment forms part of the procedure.
   After the candidate interviews, the BAC submits its recommendations to the Executive Board in writing.
4. The Executive Board will make a provisional decision on this matter after speaking to the candidate(s) and seeking advice from the faculty’s Executive Board.
5. The Executive Board shall confidentially consult the Faculty Joint Assembly about the proposed appointment. Prior to the discussion, the Faculty Joint Assembly receives a summary of the BAC’s recommendations concerning only the nominated candidate.
6. The screening contract will be issued to Validata through the Screening management positions pilot project. The report will be made available to the Executive Board’s portfolio holder, the HR Director and the decentralised head of HR. 
7. The Executive Board appoints the dean for four years. Terms of employment are determined by
   the Executive Board following advice from the HR Division Director.

(2) See the memo ‘Practical advice for BAC regarding external recruitment and/or support from an executive recruitment and selection agency’

Appointment of the vice dean

1. The Faculty Board shall notify the Executive Board that a vacancy has opened. In the event of the expiration of an appointment term, the registrar of the Executive Board shall alert the Faculty Board of the impending vacancy; six months in advance, as a
   rule.
2. The Executive Board shall appoint a five-member Appointment Advisory Committee (BAC), whose chair (usually a professor from the faculty – this may also be the dean of the faculty) is directly appointed by the Executive Board. The Administrative Director is a member of the BAC as an (advisory) member. This also takes a male-female balance into account. The secretary of the Faculty Board and the registrar of the Executive Board will discuss the composition and the procedure to be followed beforehand.
   The BAC will be charged with preparing recommendations for filling the vacancy.
   The Appointment Advisory Committee (BAC) for a new vice-dean meets with the secretary of the Faculty Board as its official secretary.
3. The Committee determines its own work methods. In general, a job profile is prepared, and all faculty professors are consulted by the BAC chair via email, after which interviews with candidates are held. A
   (development) assessment may be part of the procedure.
   The BAC submits its advice to the Executive Board in writing.
4. The Executive Board will take a provisional decision on this matter.
5. The Executive Board shall confidentially consult the Faculty Joint Assembly and the Faculty Board about the proposed appointment. Prior to the discussion, the Faculty Joint Assembly receives a summary of the BAC’s recommendations concerning
   only the nominated candidate.
6. The screening contract will be issued to Validata through the Screening management positions pilot project. The report is made available to the dean and the head of HR. 
7. The Executive Board appoints the vice dean for a term of four years. Terms of employment
   are established by the dean following advice from the Head of HR.

Procedure for the reappointment of (vice) deans

1. The Faculty Board shall notify the Executive Board in a timely manner that the (vice) dean is eligible for reappointment and shall consult with the Executive Board on this matter. In the event of the expiration of an appointment term, the registrar of the Executive Board shall alert the FB of the impending vacancy.
2. The candidate shall write a short ‘Evaluation and Outlook’ self-reflection to the Faculty Board. The Faculty Board then shares this with the Executive Board.
3. The Executive Board will take a provisional decision on this matter.
4. The Executive Board shall confidentially consult the Faculty Joint Assembly about the proposed reappointment. In the case of the proposed reappointment of a vice dean, the Executive Board shall also consult the dean.
5. The Executive Board reappoints the (vice) dean. The dean is reappointed for a term of four years; the vice dean for two to four years.

Procedure for appointing Secretary of the University

Appointment of the University Secretary

1. The Executive Board notes that a vacancy is open.
2. The Executive Board shall establish an Appointment Advisory Committee (BAC), the chair of which shall, in principle, be the vice chair of the Executive Board.
   The BAC includes at least the RS Managing Director, 1 dean as well as a member of the Works Council and a member of the University Student Council, without obligation or consultation. This also takes a male-female balance into account.
   The registrar of the Executive Board acts as the official secretary of the BAC and the
   HR Division Director as its advisory member.
3. The Executive Board shall prepare a job profile. The BAC receives a search request in which it is asked to simultaneously look for suitable candidates both internally and externally. The BAC can be assisted in this search by an executive recruitment and selection agency3.
   The basic tenet is that open recruitment takes place with an advertisement text and/or by deploying a recruitment and selection agency, however, the Executive Board may decide, based on advice received from the BAC, that internal recruitment is preferred. The BAC determines its own work method within this framework.
   A (development) assessment forms part of the procedure. An employee delegation can be consulted on the selected candidate(s). Any highlighted points of attention can be included in the (development) assessment.
   After the candidate interviews, the BAC submits its recommendations to the Executive Board in writing.
4. The Chair of the Supervisory Board meets with the nominated candidate to see if there is a ‘click’.
5. The Executive Board approves the appointment, after having spoken to the candidate.
6. The screening contract will be issued to Validata through the Screening management positions pilot project. The report shall be made available to the Executive Board’s portfolio holder and the HR Director. 
7. The Executive Board appoints the Secretary of the University. Terms of employment are determined by the Executive Board following advice from the HR Division Director.

(3) See the memo ‘Practical advice for BAC regarding external recruitment and/or support from an executive recruitment and selection agency’.

Procedure for Administrative Directors, Managing Director Radboud Services and Division Directors Radboud Services

The formal procedure for appointing the Administrative Director is described in Article 18 of Radboud University’s Structure Regulations. Article 4 of the RDA Common Regulations and Article 3 of the Regulations for the DCCN describe the procedure for appointing the Managing Director. The Administrative Directors of RDA and DCCN are appointed in accordance with the procedure for Administrative Directors. The procedures for the Director of Radboud Services and the RS Division Directors are also derived from the procedure for Administrative Directors (4).
In the case of the position of RS Director, the Executive Board itself is the ‘vacancy holder’.

• Structure Regulations

Article 18 Administrative Director
The dean shall appoint an Administrative Director with the prior approval of the Executive Board.
Radboud Graduate School of Education Joint Regulation

Article 4 Management structure

1. The RDA has a management structure, consisting of a managing director and an academic director.
2. Following advice from the Executive Board, the management team is appointed and dismissed by the Executive Board.

• Regulations for the F.C. Donders centre for cognitive neuroimaging

Appendix 2 to the Management and Administration Regulations of Radboud University Nijmegen, as referred to Article 8, paragraph 1 of those regulations.

Article 3 Director

1. The Executive Board of Radboud University appoints, suspends and dismisses the Director on the recommendation of the Executive Board.

(4)  In order to prevent the job matrix from being filled in an unbalanced manner, new TSP posts at scales 15 and above or a revaluation of existing TSP posts up to scales 15 and above shall be submitted for advice to a committee consisting of the Division Director HR, an expert from the HR division and a member of the P&O staff to be appointed by the division concerned. This also applies to the revaluation of existing TSP jobs up to salary scale 15 or higher.

Appointment of an Administrative Director

1. The Faculty Board shall notify the Executive Board about an upcoming vacancy.
2. The Faculty Board establishes an Appointment Advisory Committee (BAC) in coordination with the Executive Board.
   The BAC has at least 1 other Administrative Director and 1 RS Division Director, 1 member of the Faculty Board, 1 member of the FSR and 1 member of the Representative Council, without obligation or consultation. This also takes a balanced male-female balance into account.
   The BAC shall have the faculty secretary as its official secretary and the head of HR as its advisory member.
3. The Faculty Board prepares a draft job profile and discusses it with the Executive Board. The BAC receives a search request in which it is asked to simultaneously look for suitable candidates both internally and externally. The BAC can be assisted in this search by an executive recruitment and selection agency5.
   The basic tenet is that open recruitment takes place with an advertisement text and/or by deploying a recruitment and selection agency, however, the Executive Board may decide, based on advice received from the BAC, that internal recruitment is preferred. The BAC determines its own work method within this framework.
   A (development) assessment forms part of the procedure. An employee delegation can be consulted on the selected candidate(s). Any highlighted points of attention can be included in the (development) assessment. After the candidate interviews, the BAC submits its recommendations to the Faculty Board in writing.
4. After speaking to the candidate, the Faculty Board submits the proposed decision to the Executive Board for approval.
5. The Faculty Board shall confidentially consult the Faculty Joint Assembly about the proposed appointment. Prior to the discussion, the Faculty Joint Assembly receives a summary of the BAC’s recommendations concerning only the nominated candidate.
6. The Executive Board approves the appointment, after having spoken to the candidate.
7. The screening contract will be issued to Validata through the Screening management positions pilot project. The report is made available to the dean, HR Director and the head of HR. 
8. The Faculty Board appoints the director. Terms of employment are determined by the Faculty Board following advice from the HR Division Director.

(5) See the memo ‘Practical advice for BAC regarding external recruitment and/or support from an executive recruitment and selection agency’.

Appointment of the Director of Radboud Services

1. The Executive Board notes that a vacancy is open.
2. The Executive Board shall establish an Appointment Advisory Committee (BAC), the chair of which shall, in principle, be the vice chair of the Executive Board.
   The BAC has at least 1 RS Division Director, 1 Administrative Director, 1 dean and 1 member of the Representative Council, without obligation or consultation. This also takes a male-female balance into account.
   The registrar of the Executive Board acts as the official secretary of the BAC and the HR Division Director as its advisory member.
3. The Executive Board shall prepare a job profile. The BAC receives a search request in which it is asked to simultaneously look for suitable candidates both internally and externally. The BAC can be assisted in this search by an executive recruitment and selection agency(6).
   The basic tenet is that open recruitment takes place with an advertisement text and/or by deploying a recruitment and selection agency, however, the Executive Board may decide, based on advice received from the BAC, that internal recruitment is preferred. The BAC determines its own work method within this framework.
   A (development) assessment forms part of the procedure. An employee delegation can be consulted on the selected candidate(s). Any highlighted points of attention can be included in the (development) assessment.
   After the candidate interviews, the BAC submits its recommendations to the Executive Board in writing.
4. The Executive Board approves the appointment, after having spoken to the candidate.
5. The screening contract will be issued to Validata through the Screening management positions pilot project. The report will be made available to the Executive Board’s portfolio holder, the HR Director and the decentralised head of HR. 
6. The Executive Board appoints the RS Director. Terms of employment are determined by the Executive Board following advice from the HR Division Director.

(6) See the memo ‘Practical advice for BAC regarding external recruitment and/or support from an executive recruitment and selection agency’.

Appointment of Division Director Radboud Services

1. The RS Director shall notify the Executive Board about an upcoming vacancy.
2. The RS Director establishes an Appointment Advisory Committee (BAC) in coordination with the Executive Board. The RS Director is, in principle, the chair of the BAC.
   The BAC has at least 1 RS Division Director, 1 Administrative Director and 1 member of the Representative Council, without obligation or consultation. This also takes a male-female balance into account.
   The Head of RS Business Office acts as the official secretary of the BAC and the Head of P&O RS as its advisory member.
3. The RS Director prepares a draft job profile and discusses it with the Executive Board. The BAC receives a search request in which it is asked to simultaneously look for suitable candidates both internally and externally. The BAC can be assisted in this search by an executive recruitment and selection agency(7).
   The basic tenet is that open recruitment takes place with an advertisement text and/or by deploying a recruitment and selection agency, however, the Executive Board may decide, based on advice received from the BAC, that internal recruitment is preferred. The BAC determines its own work method within this framework.
   A (development) assessment forms part of the procedure. An employee delegation can be consulted on the selected candidate(s). Any highlighted points of attention can be included in the (development) assessment.
   Following the interviews with candidates, the BAC shall issue its recommendation in writing to
   the Executive Board or, if the RS Director is not the chair of the BAC, to the RS Director.
4. The RS Director presents the proposed decision to the Executive Board for approval.
5. The Executive Board approves the appointment, after having spoken to the candidate.
6. The screening contract will be issued to Validata through the Screening management positions pilot project. The report is made available to the RS Director and the head of HR. 
7. The RS Director appoints the Division Director. Terms of employment are determined by the
   RS Director following advice from the HR Division Director.

(7) See the memo ‘Practical advice for BAC regarding external recruitment and/or support from an executive recruitment and selection agency’.