Head of Academic School
Renewal of Appointment Procedure
The Human Resources Manager will notify Executive Group and the Dean twelve
months prior to the end of the term of a serving Head. Heads of School will normally be
appointed for a three-year term of office, with the possibility of a second three-year term,
and will not normally be appointed for more than six consecutive years.
This procedure should be used in the case that a Head seeks renewal. In the case that
a Head does not seek renewal, then the Head Internal and External Appointment
Procedure should be used. In the case that a new Head is required for a period of at
least one term but less than one year, the Head Interim Appointment Procedure should
2. Establishing the Case for Renewal
The Faculty Dean is responsible for ascertaining the interest of the current Head of
School in serving a second three-year term and for initiating a discussion about what
is in their best interests and the best interests of the School and University.
Deans will begin discussions with the Head of School at the latest by the beginning of
the autumn term of their last year of office (but preferably earlier) to ensure that the
renewal process takes place in a timely manner, well ahead of the end of the Head of
School’s current term of office. Deans will liaise with their HR Manager/Resourcing
Adviser to confirm renewal plans.
The timescales identified below are intended as targets:
Head provides written submission to Dean
2 - 4 Weeks
Documentation reviewed and panel confirmed
4 - 6 Weeks
Presentation and Interview process completed
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4. Application Procedure for Renewal
Heads of School wishing to renew their appointment should provide a one-page
summary of achievements during their current tenure, a self-evaluation of their personal
effectiveness measured against the criteria in the person specification and a one-page
summary of their vision and what they hope to accomplish if their appointment is
renewed.1 A template will not be provided for this process to allow Heads of School to
present this information in whatever way they feel is most appropriate. This should be
sent to the Dean with a copy to the relevant Resourcing Adviser in Human Resources
by a deadline agreed between the Dean and the Head of School.
The Resourcing Adviser will liaise with the School Administration Manager to make the
necessary practical arrangements for the renewal procedure.
5. Presentation to School
The Head of School will present their vision to School staff and the Faculty Dean. The
presentation should be no longer than 20 minutes with an additional 10 minutes allowed
Following the presentation, the Faculty Dean will chair a discussion to ascertain the
views of the School. The Dean will be responsible for reporting this feedback from the
School to the appointing panel.
The School Administration Manager will:
- book an appropriate room and arrange for refreshments1 for the presentation to the
- arrange for an OHP, flipchart, projector etc to be provided as required
- liaise with the Faculty Dean to invite School Staff members to presentation
The Dean will:
- chair the presentation
- chair the discussion to ascertain the views of the School on the strengths and
limitations of the candidate
- be responsible for providing an oral report of the feedback from the School to the
Following the presentation, the Head of School will attend an interview with the
appointing panel (see 6). This will take no longer than 45 minutes.
The Resourcing Adviser is responsible for:
- organising the date for the appointing panel to meet
- booking an appropriate room1 for the appointing panel
- circulating relevant paperwork to the appointing panel
- booking refreshments1 for the appointing panel
Heads who are seeking renewal may also submit an application for salary review at the same
time as their renewal application for consideration by EG outside the annual process. Relevant
documents for salary review may found here: http://www.kent.ac.uk/hr-
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- inviting Head of School to the presentation/interview
7. Appointing Panel
The Appointing Panel will consist of the Vice-Chancellor (Chair), one additional member
of Executive Group, the Faculty Dean and the Director of Human Resources or
designated HR representative. The Dean will liaise with the Vice-Chancellor to confirm
which member of Executive Group is required on the appointing panel and the
Resourcing Adviser will ascertain suitable dates for interview and will forward these
dates to the Dean.
8. Final Selection Process
The appointing panel will reach a decision on the basis of the renewal documents, the
interview, and the oral report from the Dean of the feedback from the School.
The Resourcing Adviser attending the appointment panel will be responsible for writing
the official interview notes which will then be agreed by the Vice-Chancellor and
circulated to the panel. Copies of all documents and notes related to the renewal
candidate should be returned to the Resourcing Adviser for processing and eventual
9. Notification and Communications
For the Unsuccessful Candidate
In the situation of an unsuccessful case for renewal, the Vice-Chancellor will provide
feedback and will advise Human Resources. The Dean may also be asked to give
feedback to the Head personally.
A formal decision letter will be issued by Human Resources to the unsuccessful
candidate for renewal.
For the Successful Candidate
The Vice-Chancellor will contact the successful renewal candidate to make a verbal
offer of the renewal. The terms agreed will then be passed to the Resourcing Adviser for
the formal offer / contract of employment to be issued.
Once the candidate has formally accepted the renewal offer, the Resourcing Adviser will
inform the panel. The Resourcing Adviser will inform the Head of Central Secretariat
and Director of Communications of the renewal. The Dean will be responsible for
informing the School of the renewal. The Resourcing Adviser will be responsible for
ensuring that Council and Senate are advised of the renewal in accordance with the
rules of governance and that Managers’ Forum is advised of the appointment by email.
Revision Date: 4 April 2011
All costs relating to the procedure are to be met by the School concerned.
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