Academic Faculty HR Resources

 

 

The Department’s academic faculty is comprised primarily of tenure stream and partner stream faculty members. Tenure stream faculty are members of the UBC Faculty Association and are under the terms of the Collective Agreement Between UBC and The Faculty Association. Partner stream faculty are affiliated with and supported by a Partner institution external to UBC.

Both tenure and partner stream faculty are expected to maintain an active research and scholarly program, to participate fully and with distinction in undergraduate, graduate and postgraduate education, and to contribute service to the University and community.

 

RESOURCES FOR NEW ACADEMIC FACULTY

ORIENTATION HANDBOOK FOR NEW ACADEMIC FACULTY

An updated Handbook is being developed and will be released soon!

SAC GUIDE FOR ACADEMIC FACULTY

Terms and conditions of appointment, reappointment, promotion and tenure for Academic faculty.

UBC FoM POLICY ON PARTNER APPOINTMENTS

Terms and conditions of appointment, reappointment and promotion for Partner appointees.

UBC FoM / MY HR - FACULTY

Resources to help Academic faculty develop, advance and succeed in their role.

REAPPOINTMENT PROCESS (TENURE STREAM)

For pre-tenure Assistant Professors appointed on or after July 1, 2017, pre-tenure appointments are for two 4-year terms.

In the academic year prior to the term end date of the initial 4-year term,  one formal reappointment review will take place, (ie. if the initial term ends on June 30, 2022, the Year 4 reappointment review will take place over the duration of July 1, 2021 to June 30, 2022).

If a faculty member holding a pre-tenure appointment is not reappointed, they will be given at least 12 months written notice as of the date of decision not to renew the appointment.

*Pre-tenure Associate Professors and Professors should consult the SAC Guide for reappointment guidelines

*Joint appointment guidelines can be found in Section 11 of the SAC Guide

 

GENERAL TIMELINE & PROCESS

PRE-REVIEW: Annual Meeting with Department Head

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

The Administration Office coordinates the meeting date and time each year. The faculty member will be asked to provide a current CV prior to the meeting.

JUNE/JULY: Preparing your Review File

The Administration Office will contact the faculty member in early summer regarding the following materials required for the reappointment review:

SEPTEMBER: Submission Deadline

The faculty member must submit their CV and Teaching Dossier to Bree Wilson, Assistant HR Manager, by September 15.

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.

OCTOBER - DECEMBER: Departmental APT Committee Review

In a formal review process, eligible members of the department APT Committee will provide consultation to the Head (or an Acting Chair), and a vote will take place. If a 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, in consultation with the Dean's Faculty Appointments, Reappointments, Promotion and Tenure (ARPT) Committee, will 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 invited to respond in writing.

APRIL - JUNE: Decision of the President

Upon making a decision on reappointment, the President will inform the candidate and the Department on the decision in writing. (For guidelines on Appeals of the President's Decision, see section 12.2 of the SAC Guide).

Thereafter, the candidate's reappointment will be entered into the electronic HR system.

REAPPOINTMENT PROCESS (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 & PROCESS

PRE-REVIEW: Annual Meeting with Department Head

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

The Administration Office coordinates the meeting date and time each year. The faculty member will be asked to provide a current CV prior to the meeting.

JUNE/JULY: Preparing your Review File

The Administration Office will contact the faculty member in early summer regarding the following materials required for the reappointment review:

SEPTEMBER: Submission Deadline

The faculty member must submit their CV and Teaching Dossier to Bree Wilson, Assistant HR Manager, by September 15.

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.

OCTOBER - DECEMBER: Departmental APT Committee Review

In a formal review process, eligible members of the department APT Committee will provide consultation to the Head (or an Acting Chair), and a vote will take place. If a 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, in consultation with the Dean's Faculty Appointments, Reappointments, Promotion and Tenure (ARPT) Committee, will submit a recommendation on reappointment to the President.

The candidate and the Department will be informed of the 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

Upon making a decision on reappointment, the President will inform the candidate and the Department on the decision in writing. (For guidelines on Appeals of the President's Decision, see section 12.2 of the SAC Guide).

Thereafter, the candidate's reappointment will be entered into the electronic HR system.

PROMOTION/TENURE PROCESS (TENURE STREAM)

Assistant Professors (tenure track) can be reviewed for promotion to Associate Professor, and a successful promotion will be accompanied by the granting of tenure.

Prior to Year 7, promotion reviews may be conducted in any year upon request by the candidate and with the agreement of the Head, or at the recommendation of the Head with the candidate’s consent.

In the penultimate year of an Assistant Professor’s second pre-tenure term (Year 7), they must undergo a mandatory Promotion (and Tenure) review. If the review is unsuccessful, they will enter a one-year terminal appointment.

Associate Professors (tenure) can be reviewed for promotion to Professor (tenure).

*Pre-tenure Associate Professors and Professors should consult the SAC Guide for tenure guidelines

*Joint appointment guidelines can be found in Section 11 of the SAC Guide

 

GENERAL TIMELINE & PROCESS

PRE-REVIEW: Annual Meeting with Department Head

The Department Head meets with faculty members before June 30 of each year to discuss criteria and expectations, and confirm a promotion review for the upcoming year.

The Administration Office coordinates the meeting date and time each year. The faculty member will be asked to provide a current CV prior to the meeting.

JUNE/JULY: Preparing your Review File

The Administration Office will contact the faculty member in early summer regarding the following materials and information required for the promotion and/or tenure review:

SEPTEMBER: Submission Deadline

The faculty member must submit their materials to Bree Wilson, Assistant HR Manager, by September 15.

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.

OCTOBER - DECEMBER: Referee Letters and Departmental APT 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. If serious concerns arise at any stage, the candidate will be given an opportunity to respond in writing. Eligible members of the department APT 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.

JANUARY - MARCH: Review and Recommendation by the Dean

The Dean, in consultation with the Dean's Faculty Appointments, Reappointments, Promotion and Tenure (ARPT) Committee, will submit a recommendation on promotion and/or tenure 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 invited to respond in writing.

APRIL - JUNE: Decision of the President

Upon making a decision on promotion and/or tenure, the President will inform the candidate and the Department on the decision in writing. (For guidelines on Appeals of the President's Decision, see section 12.2 of the SAC Guide).

Thereafter, the candidate's promotion and/or tenure will be entered into the electronic HR system.

PROMOTION PROCESS (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 & PROCESS

PRE-REVIEW: Annual Meeting with Department Head

The Department Head meets with faculty members before June 30 of each year to discuss criteria and expectations, and confirm a promotion review for the upcoming year.

The Administration Office coordinates the meeting date and time each year. The faculty member will be asked to provide a current CV prior to the meeting.

JUNE/JULY: Preparing your Review File

The Administration Office will contact the faculty member in early summer regarding the following materials and information required for the promotion and/or tenure review:

SEPTEMBER: Submission Deadline

The faculty member must submit their materials to Bree Wilson, Assistant HR Manager, by September 15.

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.

OCTOBER - DECEMBER: Referee Letters and Departmental APT 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. If serious concerns arise at any stage, the candidate will be given an opportunity to respond in writing. Eligible members of the department APT 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, along with the candidate's file, to the Dean.

JANUARY - MARCH: Review and Recommendation by the Dean

The Dean, in consultation with the Dean's Faculty Appointments, Reappointments, Promotion and Tenure (ARPT) Committee, will submit a recommendation on promotion and to the President, or may refer the case back to the Department for further consideration.

If the Dean's recommendation is negative, the candidate will be informed and given 30 days to appeal the decision.

APRIL - JUNE: Decision of the President

Upon making a decision on promotion, the President will inform the candidate and the Department on the decision in writing.

Thereafter, the candidate's promotion and/or tenure will be entered into the electronic HR system.

 

 

APPOINTMENTS, PROMOTION, & TENURE (APT) COMMITTEE

The departmental APT Committee fulfills its mandate to review objectively and without bias all appointment, reappointment, promotion and tenure considerations for academic faculty in the Department of Psychiatry. Guided by the criteria set out in Part IV of the Collective Agreement and, when applicable, the UBC FoM Policy on Partner Appointments, the Committee provides consultation and recommendations concerning faculty appointments, reappointments, promotion and tenure to the Department Head, who chairs the committee.

 

ELECTED MEMBERSHIP OF THE APT COMMITTEE

Departmental APT Committee Terms of Reference (updated June 2019)
Effective as of September 1, 2019

 

Chair

Dr. Lakshmi Yatham, Professor and Department Head

Voting Members

Dr. Trisha Chakrabarty, Assistant Professor
Dr. David Kealy, Assistant Professor
Dr. Tamara Vanderwal, Assistant Professor (Partner)
Dr. Daniel Vigo, Assistant Professor
Dr. Fidel Vila-Rodriguez, Assistant Professor
Dr. Clare Beasley, Associate Professor
Dr. Will Panenka, Associate Professor (Partner)

Dr. Jehannine Austin, Professor
Dr. Michael Krausz, Professor
Dr. Erin Michalak, Professor
Dr. Tim Murphy, Professor
Dr. Jeremy Seamans, Professor
Dr. Steven Taylor, Professor

Ex-Officio Members

Dr. Raymond Lam, Associate Head, Graduate & Undergraduate Education
Dr. Sophia Frangou, Associate Head, Research & International Affairs