1. OBGYN Leadership Training Program
Faculty Recruiting/Promotion/Tenure & Staff Appointments
Thursday 25 October 2018

2. AGENDA - Faculty Different types of faculty appointments Recruitment
Reappointments
Promotions

3. Types of Faculty Appointments
Why do you need a faculty appointment?
Accreditation
Two main types of faculty appointments:
Academic Faculty
Clinical Faculty
These are broken into three types:
Scientists
Clinical Scientists
Clinical Educators
Accreditation is a process of quality assurance in postsecondary education that determines whether an institution or program meets established standards for function, structure, and performance. The process fosters continual institutional and program improvement.

4. Faculty Recruitment
The processes/timeframes for recruitment and promotion for academic faculty and clinical faculty are VERY different!
This also varies between Health Authorities
The Department has Standard Operating Procedures for all recruitment in the Lower Mainland (PHSA, PHC, VCH)
You can find this on our website under Faculty Resources/Dept Policies and Guidelines
Why?
Many stakeholders involved
Workforce planning reviewed
Feedback from appropriate call group

5. Faculty Recruitment Academic How long do you think this would take?
Funding guarantee
DEX approval
DARPT approval
Finance approval
Advertising in 3 different places for 1 month
Short list and interview
Reference checks
Paperwork to Faculty/Faculty Relations
Sign off by President’s Office
How long do you think this would take?

6. Faculty Recruitment
Clinical – who does not have medical staff privileges
Approved by DEX/REX/call group
Advertised (no set time)
Short list and interview
Check references
DARPT
Offer letter sign off
Paperwork to Faculty/Faculty Relations
Sign off by President’s Office
How long do you think this would take?

7. Faculty Recruitment Clinical – who does have medical staff privileges
Clinical faculty application
Supporting documents (if any)
DARPT
Paperwork to Faculty/Faculty Relations
Sign off by President’s Office
Most new appointments are at the rank of Clinical Instructor
Appointment at a higher rank requires additional paperwork!
How long do you think this would take?

8. Faculty Reappointment
This is where it gets confusing!
UBC reappointment – although Faculty appointments can be for years at a time there is an expectation that there will be a yearly meeting with your Division Head to review your teaching, research and service and talk about promotion
Hospital reappointment – varies by HA. Meet with Site Head

9. Faculty Reappointment
Academic Scientist
Yearly meeting with Division Head and/or Department Head
Academic Clinician
Meet with Site Head – for clinical duties
Clinical
Talk about what the purpose of this is and what needs to be completed. Explain why it’s different at the other HAs.

10. Hospital Reappointment
Done every two years online
Still requires an annual meeting with Site Head
Review of Physician Quality Indicator (PQI) data annually (for VCH, PHC and PHSA only)
Every three years
Multi-source feedback – this is still in development.

11. Faculty Promotion Academic Curriculum vitae in UBC format
Teaching dossier
List of arm’s length referees
4 selected publications of note
SPROT
DARPT approval
Department Head’s letter of support
Paperwork to faculty/faculty relations
Sign off by President’s Office
Guess how long….
Takes at least a year – but usually longer!
Tenure-track Assistant Professors hired on or after July 1, 2017 will be given an initial 4-year appointment and following a successful reappointment review in year 4, will be granted a second 4-year appointment.  Instructors and pre-tenure faculty members appointed at a higher rank will be given an initial 3-year appointment and following successful reappointment review in year 3, will be granted a second 3-year appointment.  Pre-tenure appointments will be extended automatically to fit with the option you select.  The timing of the mandatory review for tenure remains in year 7 for Assistant Professors and year 5 for Instructors and pre-tenure faculty members appointed at a higher rank. The rules for post-tenure promotion reviews have also changed somewhat.  Rather than establishing a schedule of periodic and non-periodic reviews for promotion, in which the candidate only has a right to proceed with a review in periodic years (with non-periodic years requiring the Head's agreement), the revised Collective Agreement now gives post-tenure faculty members an opportunity to opt for a promotion review in any year, with the proviso that if the case is not successful they cannot try again for three years.  The provision takes effect this academic year. CLINICAL – rule of thumb to Asst Prof 3-5 years, Assoc 5-7 years, Prof 5-10 years.

12. Faculty Promotion When can we apply? Clinical – rule of thumb
To Clinical Assistant Prof
3-5 years
To Clinical Associate Prof
5-7 years
To Clinical Prof
5-10 years
Criteria for each rank on our website under Clinical Faculty/Promotions
Faculty Promotion
Tenure-track Assistant Professors hired on or after July 1, 2017 will be given an initial 4-year appointment and following a successful reappointment review in year 4, will be granted a second 4-year appointment.  Instructors and pre-tenure faculty members appointed at a higher rank will be given an initial 3-year appointment and following successful reappointment review in year 3, will be granted a second 3-year appointment.  Pre-tenure appointments will be extended automatically to fit with the option you select.  The timing of the mandatory review for tenure remains in year 7 for Assistant Professors and year 5 for Instructors and pre-tenure faculty members appointed at a higher rank. The rules for post-tenure promotion reviews have also changed somewhat.  Rather than establishing a schedule of periodic and non-periodic reviews for promotion, in which the candidate only has a right to proceed with a review in periodic years (with non-periodic years requiring the Head's agreement), the revised Collective Agreement now gives post-tenure faculty members an opportunity to opt for a promotion review in any year, with the proviso that if the case is not successful they cannot try again for three years.  The provision takes effect this academic year.

13. Faculty Promotion Clinical Curriculum vitae in UBC format
Letter of justification
Teaching evaluations and summary of teaching activities
Other relevant documentation
DARPT approval
Division Head’s letter of support
Paperwork to faculty/faculty relations
Sign off by President’s Office
Guess how long….
Approx 4 months
Faculty Promotion
Tenure-track Assistant Professors hired on or after July 1, 2017 will be given an initial 4-year appointment and following a successful reappointment review in year 4, will be granted a second 4-year appointment.  Instructors and pre-tenure faculty members appointed at a higher rank will be given an initial 3-year appointment and following successful reappointment review in year 3, will be granted a second 3-year appointment.  Pre-tenure appointments will be extended automatically to fit with the option you select.  The timing of the mandatory review for tenure remains in year 7 for Assistant Professors and year 5 for Instructors and pre-tenure faculty members appointed at a higher rank. The rules for post-tenure promotion reviews have also changed somewhat.  Rather than establishing a schedule of periodic and non-periodic reviews for promotion, in which the candidate only has a right to proceed with a review in periodic years (with non-periodic years requiring the Head's agreement), the revised Collective Agreement now gives post-tenure faculty members an opportunity to opt for a promotion review in any year, with the proviso that if the case is not successful they cannot try again for three years.  The provision takes effect this academic year. CLINICAL – rule of thumb to Asst Prof 3-5 years, Assoc 5-7 years, Prof 5-10 years.

14. AGENDA - Staff Different types of staff appointments
How recruitment is conducted
Staff appointments
Staff reviews
Other types of appointments

15. Types of Staff Appointments
Three main types:
CUPE 2950
Non Union Technicians/Research Assistant (NUTs)
Management & Professional (M&P)
Talk about the different types of positions in each of the employment groups.

16. How Staff are Recruited
Contact the HR Manager with the following:
Type of Appointment
How the position will be funded
A list of duties
Start and end dates
We do have forms for this!
The HR Manager will help you develop the job description
Any appointment of a year or more the position must be advertised (3 months for CUPE)
Applications will be ed at the closing date

17. Staff Reviews A new process to start in 2019
Staff reviews to be done yearly on anniversary of appointment
In the first year a review should be done at 3-4 months and then again around the 7-8 month stage
You will be reminded by the HR Manager of upcoming reviews
A copy of the completed review to be send to the HR Manager and will be saved in the employees e-file
Don’t wait until review time to bring up issues with staff!
Talk about new process

18. Other Types of Appointments
Student appointments
Co-ops
Graduate Research Assistants (GRAs)
Visiting faculty appointments
2 year max appt
Need temporary work permit – takes time
Post Doctoral Fellows
Internationals need work permit – take time
Research Associates
Similar to Academic Faculty – needs to be advertised
Co-op – through co-op office
GRA – through Dept – domestics around 1 month, Internationals around 6-8 weeks
Visiting Profs – about 6 months – needs immigration clearance
PDF – Domestic 6-8 weeks, international around 6 months
RA – approx 3 months
Also plug the staff service awards!

19. Contacts
Academic Faculty, Research Associates, Post Doctoral Fellows and Staff
Alena Martin
Clinical Faculty, Visiting Faculty and Students
Brian Nelson
If in doubt visit our website: Faculty Resources/Human Resources for more info