Academic Operational Policies

Subject: Coordinatorship ***Currently Under Review*** Number:  AOP 213
Issued by: Vice-President Academic Date Issued:  
Supersedes: N/A Page:  1 of 1
Links:   Revision
 March 2008



Academic Coordinators are teachers who in addition to their teaching responsibilities are required to provide academic leadership in the coordination of courses and/or programs. Coordinators report to the academic manager who assigns their specific duties. It is understood that coordinators do not have responsibility for the disciplining of teachers in the bargaining unit. It is not the intention of the Colleges to require employees to accept the designation of coordinator against their wishes. (Academic Employees Collective Agreement 14.03 A3)

Coordinators make a significant contribution to the success of academic programs, the quality of student experience and to the workplace environment. While there is only one Program Coordinatorship appointed to each program, the College recognizes that other coordinators models such as joint co-coordinatorship where two or more full-time program team members share the duties and compensation of a Coordinatorship, may be negotiated between a Program Team and its Dean.


It is recognized that it is beneficial to the incumbents and the program to have a rotation of coordinators if possible. Therefore, the Program Coordinatorship role should be rotated among full-time faculty team members once every three years in programs where more than one faculty member has the requisite attributes.

Scope of the Position

In addition to the assigned teaching responsibilities, the role of Program Coordinator is primarily one of leadership and facilitation among the program faculty group to support students in their educational journey. The Program Coordinator facilitates the tasks and activities involved in program delivery, curriculum planning and operational support. Based on the recommendations provided by the full-time faculty group, the Program Coordinator advises the Dean on a variety of staffing and program direction needs.

Program Coordinators do not assume a supervisory role with other faculty or support staff nor is it expected that they have the full responsibility for the program administration duties; rather they effectively facilitate the operation of the program in order to meet the needs of the program within the College mandate.

The breadth of the Program Coordinator role may vary based on the program size, number of programs in a cluster, number of faculty, number of students, special projects within the program area, and the administrative structure of the school itself.

In a typical program Coordinatorship, a Coordinator may perform many of the following duties, although the exact nature of the assignment will be negotiated with their Dean:

  • Coordination of the academic content of all courses within a program or cluster of programs
  • Coordination of student academic advising and support in collaboration with the Student Success Mentor
  • Coordination of promotion meetings
  • Coordination of lab, clinical, and/or practical assignments
  • Coordination of the development of new programs
  • Coordination of the collection of a variety of data and information as required
  • Coordination of the liaison with local business, employers, and professional associations
  • Coordination of student filed placements, practicum and/or clinical
  • Coordination of program based student recruitment activities
  • Coordination of the collection of program based information for the preparation of operating and capital budget recommendations
  • Coordination of the data and information for program and course timetabling and faculty assignment recommendations to the Dean
  • Coordination of the mentorship of new and part-time faculty
  • Other duties as assigned at the time that the SWF is discussed/developed

Procedure for Coordinatorship Appointment

  1. Coordinator positions due to be filled or rotated are posted annually by the end of February.
  2. All appointments will be for the period of May 1 to June 30 for up to three years in duration. This will allow two months for mentorship from the outgoing coordinator to the new coordinator.
  3. Where a Coordinator vacancy exists, all faculty interested in the position are invited to apply to their Dean. The application should contain references to the applicant’s suitability based on the qualifications listed on the next page.
  4. The Dean of the division will review the applications and select the Program Coordinator based on the qualifications and suitability of the applicant. Where multiple qualified candidates have applied for a Coordinatorship, the Dean will convene a selection panel (to include an HR rep and another chair/dean) and the candidates will be interviewed.
  5. The Dean will forward the recommendations for all new Coordinator appointments and a list of all returning Coordinators to the Vice-President Academic by March 24.
  6. Appointments will be made by the Vice-President Academic by March 31 each year.

Compensation to Program Coordinators

Program Coordinators will be compensated as follows:

Payment of the Coordinator Allowance

Those employees who are designated as coordinators will received an allowance equal to one or two steps on the appropriate salary schedule. Such allowance will be in addition to the individual’s annual base salary. (Academic Employees Collective Agreement 14.03 A3)

One-year certificate programs – 1 Step

Two-year, three-year, or cluster of programs – 2 Steps

In addition to this, all Program Coordinators will be assigned Complementary hours (Academic Employees Collective Agreement 14.01 F) to carry out Coordinator functions using the following formula:

Programs with up to 50 students          6 hours

Programs with up to 100 students        8 hours

An additional hour will be added for each additional 50 students registered in the program(s) being coordinated.

Where additional complexity in the assignment is identified and agreed to, (e.g. the coordination of a program cluster, where there are multiple major options within a single program, or where there is a majority of part-time faculty teaching in the program) additional compensation of up to two assigned complementary hours may be negotiated between the Dean and the Coordinator.


It is anticipated that a program coordinator will possess the following characteristics:

  • A demonstrated understanding of the program or discipline and a majority of their teaching load within the program
  • Demonstrated organization, time management, and planning skills
  • Demonstrated communication and interpersonal skills
  • Demonstrated ability to deal in an empathetic manner with students
  • Demonstrated ability to multi-task and exhibit collaborative leadership skills
  • Demonstrated ability to facilitate team meetings
  • A demonstrated understanding of the learning-centred environment