Academic Faculty 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 covered by 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.

 

Orientation Handbook for New Academic Faculty
This resource provides helpful information and links to guide new academic faculty members on relocating to Vancouver, work permits, housing, Campus Wide Login (CWL), library card sign-up, payroll and benefits, and more.

 

Senior Appointments Committee (SAC) Guide to Appointments, Reappointments, Promotion and Tenure
New tenure stream faculty are encouraged to review the SAC Guide, which summarizes and supplements Part IV: Conditions of Appointment for Faculty of the Collective Agreement Between UBC and The Faculty Association for July 1, 2016 to June 30, 2019. ***The Collective Agreement for the period July 1, 2019 to June 30, 2022 has been ratified by both parties and will be available soon.

 

UBC Faculty of Medicine Policy on Partner Appointments
New partner faculty are encouraged to review the Policy, which sets out the terms and conditions of appointment, reappointment and promotion for Partner appointees.

 

UBC Faculty of Medicine MedNet / My HR - Faculty
Visit this site for faculty services, resources and information to help you work, develop and succeed in your role.

For pre-tenure Assistant Professors appointed on or after July 1, 2017, pre-tenure appointments are for two four-year terms. Prior to the end of the initial four-year term, usually ending on June 30, one formal reappointment review will take place in Year 4, which is the academic year leading up to the term end date (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).

*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

 

TIMELINE OF YEAR 4 REAPPOINTMENT REVIEW PROCESS

PRE-REVIEW: Annual Meeting with Department Head

After the first year of appointment the Department Head will meet with faculty members no later than June 30 of each year to review the criteria and expectations for reappointment, tenure and promotion, discuss other relevant matters, and provide the faculty member with an opportunity to ask questions about these processes.

The Administration Office will coordinate the meeting date and time each year, and it is the responsibility of the faculty member to provide an up-to-date curriculum vitae and other relevant information to the Head prior to the meeting.

JUNE/JULY: Preparation of Materials for Reappointment Review Package

The Administration Office will contact the faculty member in early summer with instructions regarding the materials required for submission for the reappointment review, which are:

SEPTEMBER: Submission Deadline for Reappointment Review Package

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

Once materials are submitted, any new information, such as new publications, grants and awards, or recent teaching evaluation results, can be added to the file at any time, up to the stage of the President's decision, through submission of an Addendum.

OCTOBER - DECEMBER: Review by Departmental APT Committee

The reappointment file will be circulated to all members of the APT Committee.  At this stage, the committee may provide consultation to the Head regarding the need for referee letters, if reappointment may not be recommended due to deficiency in scholarly activity.

A formal meeting will then be scheduled, where eligible members will provide consultation to the Head (or an Acting Chair) on the candidate's file, and a vote will take place.  If serious concerns are raised, voting will be deferred until the candidate is informed in writing and given an opportunity to respond to the concerns in a letter. A subsequent meeting will take place thereafter to consider the candidate's response, and voting will proceed.

The Head's letter of justification and recommendation on reappointment, including the committee's full report and the record of the vote, will be reviewed by the committee, then submitted to the Dean along with the candidate's CV and other relevant materials. If the recommendation is negative, the candidate will again be given an opportunity to respond in writing, and the letter will be included in the review file prior to submission to the Dean.

JANUARY - MARCH: Review and Recommendation by the Dean

At this stage, the Dean may request further information from the Department, and in the case of a negative recommendation, will consult the Dean's Faculty Appointments, Reappointments, Promotion and Tenure (ARPT) Committee.

Once the Dean has submitted a recommendation on reappointment to the President, the candidate and the Department will be informed in writing.

If the Dean's recommendation is negative, the candidate will be invited to respond in writing to the President.

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.

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): Prior to the end of the initial appointment term of usually three years, the first formal reappointment review will place in the academic year leading up to the term end date, usually June 30. Reappointment will be for a further three-year term.

Prior to the end of the second term, the second formal reappointment review will place in the academic year leading up to the second term end date, and reappointment will be for a further two-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. In exceptional cases, an Assistant Professor (Partner) may be reappointed for a further three-year term 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 leading up to 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 leading up to the term end date. Reappointments after the initial term may be for up to ten years at a time.

 

TIMELINE OF REAPPOINTMENT REVIEW PROCESS

PRE-REVIEW: Annual Meeting with Department Head

After the first year of appointment the Department Head will meet with partner faculty members, particularly those with an upcoming reappointment or promotion, no later than June 30 of each year to review the criteria and expectations for reappointment and promotion, discuss other relevant matters, and provide the faculty member with an opportunity to ask questions about these processes.

The Administration Office will coordinate the meeting date and time each year, and it is the responsibility of the faculty member to provide an up-to-date curriculum vitae and other relevant information to the Head prior to the meeting.

JUNE/JULY: Preparation of Materials for Reappointment Review Package

The Administration Office will contact the faculty member in early summer with instructions regarding the materials required for submission for the reappointment review, which are:

SEPTEMBER: Submission Deadline for Reappointment Review Package

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

Once materials are submitted, any new information, such as new publications, grants and awards, or recent teaching evaluation results, can be added to the file at any time, up to the stage of the President's decision, through submission of an Addendum.

OCTOBER - DECEMBER: Review by Departmental APT Committee

The reappointment file will be circulated for review by all members of the APT Committee.  A formal meeting will then be scheduled, where eligible members will provide consultation to the Head (or an Acting Chair) on the candidate's file, and a vote will take place.  If serious concerns are raised, voting will be deferred until the candidate is informed in writing and given an opportunity to respond to the concerns in a letter. A subsequent meeting will take place thereafter to consider the candidate's response, and voting will proceed.

The Head's letter of justification and recommendation on reappointment, including the committee's full report and the record of the vote, will be reviewed by the committee, then submitted to the Dean along with the candidate's CV and other relevant materials. If the recommendation is negative, the candidate will again be given an opportunity to respond in writing, and the letter will be included in the review file prior to submission to the Dean.

JANUARY - MARCH: Review and Recommendation by the Dean

The Dean will review the Department's recommendation to ensure it is consistent with the evidence presented, then 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.

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

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 Members of the Departmental APT Committee

Departmental APT Committee Terms of Reference (updated June 2019)