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Vice-Chancellor’s Medals – Procedures
Parent policy: Vice-Chancellor’s Medals – Managerial Policy
Approval authority: Vice-Chancellor and President
Responsible officer: Director, Human Resources
Date of approval: 23 February 2010
Date last amended: 19 April 2011
Effective starting date: 19 April 2011
Any procedures replaced by these procedures: All previous documentation relating to Vice-Chancellor’s medals
- Administration
- Call for nominations
- Nomination
- Submission by nominee(s)
- Establishment of panels
- Assessment of submissions by panels
- Award of medals
- Presentation of medals
1. Administration
1.1 Administration of the Vice-Chancellor’s medals is provided by Human Resources under the direction of the Vice-Chancellor and President.
2. Call for nominations
2.1 The Vice-Chancellor and President calls for nominations for the Vice-Chancellor’s medals by no later than 1 August each year.
3. Nomination
3.1 Nominations for the Vice-Chancellor’s medals are submitted using the Vice-Chancellor’s Medals Nomination Form.
3.2 Nominations are submitted to Human Resources by no later than midday on the last working day of August. Nominators submit both the hard copy of the nomination form with signatures, and an electronic copy of the form (via email).
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4. Submission by nominee(s)
4.1 Nominated staff and/or nominator submit a single response to the criteria for the relevant medal (as an individual or as a team) using the Vice-Chancellor’s Medal Response to Criteria Form. A Curriculum Vitae may also be submitted.
4.2 Submissions are presented to Human Resources by no later than close of business on the last Monday of October.
4.3 The supervisor(s) of nominee(s) may submit a confidential commentary on the nominee(s) to the Deputy Vice-Chancellor, as responsible officer, by no later than the last Monday of October. Any such confidential commentary is discussed by the Deputy Vice-Chancellor and the chairs of the relevant panel(s) identified in section 6 below.
4.4 Current recipients of faculty sessional staff awards are nominated by their respective faculties as in 4.1, 4.2 and 4.3 above. Each faculty nominates one eligible sessional staff member for consideration by the selection panel for the Vice-Chancellor's medal for Learning and Teaching - Sessional.
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5. Establishment of panels
5.1 The Deputy Vice-Chancellor and the respective chairs of the committees (Learning and Teaching Committee; Research Management Committee; Research Degrees Committee; Regional Engagement Committee; Senior Staff Forum) confer on the membership of the panels to recommend the award of medals and ensure they are established through each of the committees. Panels are established by no later than the last Monday of October.
6. Assessment of submissions by panels
6.1 Panels meet and assess all eligible submissions. Panels are chaired by the chairs of Learning and Teaching Committee (learning and teaching medals), Research Management Committee (research medal), Regional Engagement Committee (engagement medal), and the Deputy Vice-Chancellor (service medal).
6.2 Panels prepare written feedback on all nominees and forward this, with their respective recommendations for medal recipients, to the Vice-Chancellor and President by no later than 30 November.
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7. Award of medals
7.1 The Vice-Chancellor and President determines the recipients of the medals by no later than the end of the second week of December.
7.2 The Vice-Chancellor and President writes a letter of congratulation to the medal recipients informing them of their award and of the need to treat the information confidentially until the University’s next graduation ceremony.
7.3 The Vice-Chancellor and President’s letters are prepared and sent in time for medal recipients to receive their letters by no later than the last day of business for the University for the year.
7.4 The Vice-Chancellor and President writes to the unsuccessful nominees informing them that they have not received an award and asking them to treat the information confidentially until the University’s next graduation ceremony.
7.5 The Vice-Chancellor and President’s letters are prepared and sent in time for unsuccessful nominees to receive their letters by no later than the last day of business for the University for the year.
8. Presentation of medals
8.1 The Vice-Chancellor’s medals for Learning and Teaching, Learning and Teaching - Sessional, and Research are presented to the recipients at the graduation ceremony held in April. The Vice-Chancellor's medals for Regional Engagement and Service are presented to recipients at the graduation ceremony held in September/October.
8.2 Five thousand dollars is subsequently placed in each recipient’s academic/professional pursuits account in order to support their work. In the event that there is more than one winner of any medal the $5,000 will be shared between the winners.
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