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This online version is for convenience; the official version of this procedure is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: Board of Governors

Original Approval Date: June 7, 2018

Date of Most Recent Review/Revision: N/A

Administrative Responsibility: University Secretariat

1.0. Scope

Applies to the Executive Leadership Team (ELT), including all Vice-Presidents (or equivalent level positions), and the President and Vice-Chancellor (the President).

2.0. Goals

2.1. Facilitate the alignment of executive goals with institutional mission, vision, values, guiding principles and strategic priorities.

2.2. Emphasize accountability and measurable outcomes.

2.3. Support the development of executive leaders, focusing on the leadership competencies that are critical to Laurier’s success.

2.4. Facilitate regular, future focused conversations to drive performance.

2.5. Provide a mechanism for the Board to have an appropriate line of sight to executive performance.

2.6. Provide a mechanism to communicate executive goals to the Laurier community.

2.7. Inform decisions around performance-based compensation.

3.0. Roles and Responsibilities

3.1. Chair, Board of Governors

3.1.1. Review and establish annual and multi-year goals and metrics with the President.

3.1.2. Present the President’s goals and metrics to the Board for approval, through the appropriate committee(s).

3.1.3. Provide regular and timely feedback to the President on progress vs. goals and overall performance throughout the year.

3.1.4. Evaluate the President’s performance annually, based on agreed upon goals and metrics.

3.1.5. Present the evaluation outcomes and metrics to the Board, through the appropriate committee(s).

3.1.6. Present performance-based compensation recommendations to the Compensation Sub-Committee for approval.

3.2. President & Vice-Chancellor

3.2.1. Develop annual and multi-year President’s goals and metrics, informed by the Executive Leadership Team planning process, and aligned with institutional priorities.

3.2.2. Review and finalize President’s annual and multi-year goals and metrics with the Board Chair.

3.2.3. Provide annual self-assessment/reflection of accomplishments vs. goals to Board Chair.

3.2.4. Finalize Vice-President goals and metrics and evaluate Vice-President performance including any performance-based compensation recommendations.

3.2.5. Provide regular and timely feedback to the Vice-Presidents on progress vs. goals and overall performance throughout the year.

3.3. Vice-Presidents (or Equivalent-Level Role)

3.3.1. Participate in the annual Executive Leadership Team planning and goals setting process.

3.3.2. Develop annual and multi-year Vice-President goals and metrics, informed by the Executive Leadership Team planning process, and aligned with institutional priorities.

3.3.3. Review and finalize goals and metrics with the President.

3.3.4. Cascade goals and metrics to areas of accountability.

3.3.5. Provide annual self-assessment/reflection of accomplishments vs. goals to the President.

3.4. AVP Human Resources

3.4.1. Support the annual planning and assessment process.

3.4.2. Gather evaluation data as required, including possible 360 degree feedback.

3.4.3. Work with the University Secretary to ensure appropriate Board oversight and/or approvals at key points in the process.

3.4.4. Ensure performance-based compensation recommendations align with the government- and Board-approved WLU Executive Compensation Program.

3.5. University Secretary

3.5.1. Support the annual planning and assessment process.

3.5.2. Assist in the gathering of evaluation data as required, including possible 360 degree feedback.

3.5.3. Work with the AVP Human Resources to ensure the appropriate Board oversight and/or approvals at key points in the process.

System Overview

Planning and Goal Setting

• ELT engages in an annual planning and goal setting process.
• ELT develops annual and multi-year goals in support of the institutional mission, vision, values, guiding principles and strategic priorities.
• President assigns clear accountability for goals and outcomes amongst the ELT members.
• Goals are cascaded to other levels of the organization through the accountable Vice-President.
• ELT has quarterly review and progress updates on goals, allowing for re-prioritization as required.

Metrics

• As part of the annual planning process, key metrics are identified to measure performance and outcomes vs. goals.
• Executive leadership competencies are clearly defined (measure the "how" as well as the "what").

Communication

• President's goals and metrics are communicated annually to the Board and the Laurier community. Progress is communicated through the regular Board and committee processes.
• Vice-President's goals are communicated to each other and to their respective teams to ensure horizontal and vertical alignment.

Assessment

• ELT members complete an annual self assessment/reflection of performance and outcomes.
• Board Chair assesses President's performance, informed by outcomes, metrics, data.
• President assesses Vice President's performance, informed by outcomes, metrics, data.
• Data to support measurement may include 360 degree feedback.
• Assessment informs performance pay recommendations.

Process and Timelines

The performance year is July 1 – June 30, in alignment with the academic year.

• ELT engages in the annual planning and goal setting process.
• VP's goals and metrics are defined, documented and shared amongst ELT members to ensure alignment.
• President's goals and metrics are defined, documented and reviewed with Board Chair.

• Board Chair presents President's goals to the confidential HR Compensation Subcommittee of the Board for approval.
• President presents approved goals to the Board.
• VPs cascade goals to their respective units.

• Board Chair meets regularly with the President to discuss progress vs goals and to provide timely feedback.
• President meets regularly with each VP to discuss progress vs goals and to provide timely feedback.
• ELT has quarterly meetings to review progress and priorities.
• President provides regular updates to Board on progress vs. goals and metrics.

• President completes self assessment/reflection of performance vs. goals in previous year for review with Board Chair during annual performance meeting.
• VPs complete self assessment/reflection to review with President during annual performance meeting.
• Annual performance meetings are held and results documented.

• Board Chair presents President's performance evaluation and metrics along with any performance based pay recommendation to confidential HR Compensation Subcommittee of the Board for approval.
• President completes evaluation of VP's performance and metrics, and presents any performance based pay recommendations to confidential HR Compensation Subcommittee of the Board for approval.