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

AGENDA - Faculty Different types of faculty appointments Recruitment Reappointments Promotions

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.

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

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?

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?

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?

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

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.

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.

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.

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.

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.

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

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.

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 emailed at the closing date

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

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!

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