SAC GUIDE

Over the course of their careers, full-time UBC faculty, librarians and program directors will have opportunities for promotion, confirmation and/or reappointment.

For faculty, this includes tenure, which provides job security and academic freedom for the study of problems or to test ideas that may challenge established ideas or practices.

The SAC guide to reappointment, tenure, and promotion at UBC is the primary and most comprehensive source of information on tenure and appointments. The summary of SAC revisions explains the most recent update from February 2020.

Procedures: The SAC guide documents procedures established through longstanding practice and through the evolution of the collective agreement, conditions of appointment for faculty, Articles #5 and #9.

Criteria: The criteria and procedures for tenure, promotion and reappointment reviews are detailed in the agreement on conditions of appointment for faculty, in particular Articles #3 and #4, which form the basis for these documents:

• The professoriate stream: criteria for tenure and promotion
• The educational leadership stream: criteria for tenure and promotion

FoM POLICY ON PARTNER APPOINTMENTS

For terms and conditions of appointment, reappointment and promotion for Partner appointees, please review the FoM Policy on Partner Appointments.

ANNOTATED UBC CV & CV ADDENDUM

The SAC Guide includes appendices regarding Teaching Evidence and an Annotated CV. Please utilize the Faculty of Medicine Annotated CV for the Professoriate Stream (rev Nov 2021) and the Annotated CV for the Educational Leadership Stream (rev June 2016). Please also refer to the FoM Elements of a Teaching Dossier for Candidates (rev June 2013).

A CV Addendum (rev Feb 2022) can be added to your dossier up to the stage of the President’s decision. A CV Addendum should include new, unsolicited information and be sent to the Head if the review is still at the Department level or to the Dean if the review has progressed beyond the Department.

PARTNER STREAM

Partner steam reappointments must undergo formal review by the Department, the Dean and the President, and must also be supported by the Partner institution. For partner stream faculty, the reappointment schedules for each of the ranks are outlined as follows:

• Assistant Professor (Partner): Review takes place in the academic year preceding the term end date of the initial 3-year term. Reappointment will be for a further 3-year term.A second formal reappointment review will place in the academic year preceding the second term end date, and reappointment will be for a further 2-year term, for a total of eight years of appointment at the rank of Assistant Professor.Assistant Professors (Partner) are expected to be promoted to the rank of Associate Professor (Partner) within seven years of their initial appointment in order to retain their appointment beyond the eighth year. (see Section IV (c) of the UBC FoM Partner Policy).
• Associate Professor (Partner): Prior to the end of the initial appointment term, which may be up to five years, the first formal reappointment review will place in the year preceding the term end date. Reappointments after the initial term may be for up to ten years at a time.
• Professor (Partner): Prior to the end of the initial appointment term, which may be up to ten years, the first formal reappointment review will place in the year preceding the term end date. Reappointments after the initial term may be for up to ten years at a time.

General Timeline:

PRE-REVIEW: Annual Meeting with Department Head

• The Department Head meets with faculty members before June 30th of each year to discuss criteria and expectations for upcoming reviews.

JUNE/JULY: Preparing your Review File

• The HR team will reach out to faculty members directly requesting a completed UBC CV & publications list, as well as a teaching dossier.

SEPTEMBER: Submission Deadline

• The annual deadline to submit these documents to the HR team is September 15th.

OCTOBER – DECEMBER: Departmental Committee Review

• Shortly after that, eligible members of the Departmental ARPT Committee will provide consultation to the Head (or an Acting Chair), and a vote will take place. If serious concerns arise at any stage, the candidate will again be given an opportunity to respond in writing prior to a vote.
• The Head will then provide a letter of recommendation on reappointment, along with the candidate's file, to the Dean.

JANUARY – MARCH: Review and Recommendation by the Dean

• The Dean will review the file and submit a recommendation on reappointment to the President.
• The candidate and the Department will be informed of the Dean's recommendation in writing. If the Dean's recommendation is negative, the candidate will be given thirty days to appeal (per Section E of the Procedures of the UBC FoM Partner Policy).

APRIL - JUNE: Decision of the President

• From April to June, the President will inform the candidate and the Department on the decision in writing.
• Thereafter, the candidate's reappointment will be entered and updated into Workday.

PARTNER STREAM

Assistant Professors (Partner) have scheduled opportunities for promotion to Associate Professor (Partner) in their 5th and 7th year, and are expected to be promoted to the rank of Associate Professor (Partner) within seven years of their initial appointment in order to retain their appointment beyond the eighth year, per Section IV (c) of the UBC FoM Partner Policy.

If promoted to Associate Professor (Partner), the initial term will be up to 5 years. Associate Professors (Partner) may be reviewed for reappointment or promotion to Professor (Partner) per Section IV (c) and Section V of the UBC FoM Partner Policy.

General Timeline:

PRE-REVIEW: Annual Meeting with Department Head

The Department Head meets with faculty members before June 30th of each year to discuss criteria and expectations, and confirm a promotion review for the upcoming year. The faculty member will be asked to provide a current CV prior to the meeting.

MAY/JUNE: Preparing your Review File

The HR team will reach out to faculty members directly requesting:

• • A list of four (4) external arm's length referees (no personal relations, colleagues or former supervisors, co-authors, collaborators etc.)
  • A complete and updated UBC-Format CV & Publication List, dated and initialed.
  • 2-3 publication reprints
  • A complete and updated Teaching Dossier.
    • At least two (2) recent peer reviews of teaching are required.
    • It is the faculty member's responsibility to arrange for peer reviews of teaching.
    • Peer evaluation templates are available for Educational Sessions (ie. Grand Rounds), Lecture-Lab Observation, Small Group Teaching, and Tutor Observation.

JULY: Submission Deadline

• • • The annual deadline to submit these documents to the HR team is July 1st.
    • Once materials have been submitted, new information may be added to the CV, up to the stage of the President's decision, through submission of an Addendum.

SEPTEMBER - NOVEMBER: Departmental Committee Review

• • • Once four (4) letters of reference are obtained (two from candidate list / two from Department list), a formal review process will take place. Obtaining reference letters can take anywhere from 2-6 months.
    • If serious concerns arise at any stage, the candidate will be given an opportunity to respond in writing. Eligible members of the departmental ARPT Committee will provide consultation to the Head (or an Acting Chair), and a vote will take place.
    • The Head will then provide a letter of recommendation on promotion and/or tenure, along with the candidate's file, to the Dean.

DECEMBER - MARCH: Review and Recommendation by the Dean

• • • The Dean will review the file and submit a recommendation on promotion and to the President, or may refer the case back to the Department for further consideration.

APRIL - JUNE: Decision of the President

• • • If the Dean's recommendation is negative, the candidate will be informed and given 30 days to appeal the decision.
    • The President will inform the candidate and the Department on the decision in writing.
    • Thereafter, the candidate's promoted rank and/or tenure will be entered and updated into Workday.

Meetings are set at the end of the year prior to the January Dean’s Office deadline or as required. A merit prioritization meeting will be held prior to the Faculty of Medicine deadline. Minutes will be taken. Each meeting’s minutes, agenda and voting sheet are kept at the department administration office. The portion of the minutes covering each candidate are also filed in the candidate’s human resources file.

Committee Member Expectations

1. It is expected that members of the Committee will attend at least 50% of meetings. If a member’s attendance is poor, the Chair may ask that member to step down.
2. Committee members present are expected to vote on all cases, and are discouraged from abstaining. Abstention votes are not negative votes, however, must be recorded as eligible voters.
3. Members unable to attend the meeting may submit a written opinion to the Chair prior to the meeting for oral transmission to the Committee.

Meeting Conduct

1. The Chairs conduct the meeting and do not vote. In cases where the Chairs perceive a conflict of interest with one of the candidates being reviewed, he or she will appoint an alternate Chair.
2. The Committee may discuss other items of business related to the appointments and promotion process. These discussion items will be noted in the minutes. This includes department appointment and promotion policies, appeals to promotion decisions, changes to UBC promotion and appointment policies.

CLINICAL PROMOTIONS SUB-COMMITTEE MEMBERSHIP