Procedure for Executive Leadership Performance Planning and Assessment System (8.9)

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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: April 18, 2024

Administrative Responsibility: University Secretariat

1.0. Scope

1.1 Applies to all Vice-Presidents, or equivalent level positions ) and the President & 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 and building capacity for succession.

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

2.5. Provide a mechanism for the Compensation Committee and the Board of Governors to have an appropriate oversight of senior executive performance.

2.6. Provide a mechanism to set and measure executive goals aligned with Laurier’s Strategic Plan and priorities.

2.7. Inform decisions around performance-based compensation.

2.8. Facilitate succession planning for the President and other key Executive roles.

3.0. Roles and Responsibilities

3.1. Chair, Board of Governors

3.1.1. Review and establish annual goals with the President.

3.1.2. Present an overview of the President’s goals (both institutional and professional development goals) to the Compensation Committee for approval, on behalf of the Board of Governors.

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 regular feedback from key stakeholders

3.1.5. Discuss Executive Leaders' readiness for succession to the President's role and develop/ensure plans are in place to build capacity and address skill or experience gaps.

3.1.6. Present an overview of the President’s performance, to the Compensation Committee,

3.1.7. Present performance-based compensation recommendations for the President to the Compensation Committee for approval.

3.2. President & Vice-Chancellor

3.2.1. Develop annual President’s goals, informed by the Executive Leadership Team planning process, and aligned with institutional priorities. Goals for the year ahead should be developed and presented for approval prior to the end of the current governance year.

3.2.2. Review and finalize President’s annual goals (both institutional and professional development goals) with the Board Chair.

3.2.3. Provide annual self-assessment/reflection of accomplishments vs goals to Board Chair. Communicate institutional goals and outcomes to the Board of Governors for information.

3.2.4. Finalize goals for the Executive Leaders and evaluate their performance including any performance-based compensation recommendations; and present these to the Compensation Committee for approval.

3.2.5. Evaluate and discuss Executive Leaders' readiness for succession to the President's role or other Executive Leadership role(s), and create/develop and implement plans to build capacity and address skill or experience gaps. 

3.2.6. Provide regular and timely feedback to the Executives Leaders on progress vs. goals and overall performance throughout the year.

3.3. Executive Leaders

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

3.3.2. Develop annual Executive Leadership goals, informed by the Executive Leadership Team planning process, and aligned with institutional priorities.

3.3.3. Review and finalize goals 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. Compensation Committee

3.4.1. Annually review and consider a motion to approve a proposed executive performance pay framework on behalf of the Board.

3.4.2. Annually receive presentations from the Board Chair on goals of the President and approve the proposed goals on behalf of the Board of Governors

3.4.3. Annually receive an overview from the Board Chair on the President’s performance and results, goals of the President and Designated Senior Executives; and consider a motion to approve recommended performance pay on behalf of the Board of Governors.

3.5. Chief Human Resources and Equity Officer

3.5.1. Support the annual Executive Leadership performance planning and assessment process.

3.5.2. Ensure that a performance pay framework is in place, aligns with any relevant government restrictions related to executive pay, and is approved annually by the Compensation Committee.

3.5.3. Support the gathering of evaluation data and feedback as required

3.5.4. Work with the Assistant University Secretary, Governance & Policy to ensure appropriate Committee and Board oversight and/or approvals at key points in the process.

3.5.5. Ensure that personnel files for the President and Executive Leaders are confidential and maintained and updated with information from the assessment process.

3.5.6. Ensure that any performance based compensation is implemented and communicated to each Executive Leader as approved.

3.6. Assistant University Secretary, Governance & Policy

3.6.1. Support the annual planning and assessment process.

3.6.2. Work with the Chief Human Resources and Equity Officer to ensure the appropriate Committee and Board oversight and/or approvals at key points in the process.