The basics of recruitment for academics are covered on our steps to faculty recruitment page. This page further details how advisory committees are formed and the procedures they must follow.
Academic administrative appointment guidelines
Deans, heads and directors should use the information below as guidance around advisory committees governing faculty appointments.
Position and qualifications
- A description of the post shall be drawn up listing the key tasks associated with it.
- A profile of the successful candidate shall be constructed with the primary qualifications and experience associated with the position.
- These descriptions shall be provided to all who apply or express an interest in applying for the position.
- Qualifications and experience required must relate to the duties to be carried out.
Advertising and solicitation of applications
- Advertisements for heads of academic units must be reviewed and approved by the Office of the Provost and VP Academic prior to posting. Where the posting is internal the ad should be emailed to Selina.email@example.com. Where an external ad is required, the standard advertising process is followed – Professorial (and Head) appointment created in position management and then is routed to UBC's faculty relations team and Provost’s Office for approvals.
- If an appointment is to be made from within the university the appointment shall be advertised on the department and faculty websites as applicable. Dean positions shall be advertised on the website of the Office of the Provost and VP Academic.
- If an appointment is open to candidates from within and outside the university, the appointment shall be advertised in accordance with Policy HR11 – Employment Advertising (pdf, formerly Policy #20). Please also refer to the advertising guidelines page for further information.
- The university may in any case invite persons whom it considers suitable for the position to be candidates, provided that any such candidates shall be considered pursuant to these guidelines.
Advisory committee rules and procedures
The information below details how advisory committees are formed, and the specifics of procedures in which they must operate.
Appointments on the advisory committee
- Advisory committees shall be established in accordance with the relevant provisions of policies. For appointments of deans and principals refer to Policy AP5 – Deans/Principals Appointment (pdf, formerly Policy #21). For appointments of heads and directors, refer to Policy AP9 – Academic Heads (pdf, formerly Policy #22).
- Each member of an advisory committee shall become familiar with Policy SC3 – COI (pdf, formerly Policy #97) on conflict of interest.
Committee terms of reference
The nature of the recommendation the committee is to make shall be specified when it's established. It may be asked to recommend with reasons: (a) a single candidate; (b) two or more candidates in order of preference; (c) two or more candidates with no order of preference.
Quorum and voting
- The quorum for any meeting of the committee shall be not less than two-thirds of its total membership.
- Many committees operate by consensus. Where votes are taken, the committee may act by majority vote. In the event of a tie a motion is lost. Where the chair is receiving a recommendation or representing the office to receive the recommendation, the chair will not vote.
- When a member is not present at a meeting of the committee, the member and the committee shall take all reasonable steps to inform the member of the significant questions dealt with at the meeting.
Agenda and minutes
Except with the consent of all members of the committee, due notice shall be given of any meeting and members shall be informed of the purpose of the meeting.
Criteria weighting for candidate selection
The committee shall at the outset discuss the weighting to be given to the criteria relevant to the duties and the expected qualifications and experience. Different members of the Committee may give different weightings to particular criteria. Each member is expected to apply those weightings consistently.
Initial consideration of candidates
- Eligible candidates shall be invited by a specified date to provide the committee with a curriculum vitae, the names of at least two referees and any statement the candidate wishes to provide.
- The committee may reject candidates on the basis of the information provided under (1) above.
- Subject to (1) and (2) above, the chair shall solicit references from the referees nominated by candidates.
- On the basis of the information provided by the candidate and the letters of reference, the committee shall strike a shortlist of candidates to be invited for interviews and presentations at the University. Equivalent opportunities for interviews and/or presentations shall be afforded each candidate. Those who meet the candidates or who hear presentations by the candidates may provide their opinions in writing to the committee.
- The committee may at any time, through its chair, solicit further information from a candidate, the candidate’s referees or from any third party who in the opinion of the committee may have information which would be useful in its deliberations.
- Committee members shall make a particular effort to attend the meeting at which the committee is to decide on its recommendation. If a member is not able to be present, the member shall submit his or her views in writing to the chair. These views shall be circulated to the committee, but shall not count as a vote.
- It's expected that there be full attendance by all committee members. The chair has the discretion to disallow a member from voting where, in the chair’s opinion, a member has failed to attend a reasonable number of meetings (to include interviews and presentations).
- The chair of the committee shall submit the recommendation of the committee in writing.
In carrying out its task, the committee may implement such additional ancillary procedures as it sees fit, provided that they are not in conflict with these guidelines or any other university policy. If the committee is of the opinion any ancillary procedure is of a significant nature, it should seek the approval of the person to whom it will be making a recommendation.
Adherence to UBC policies and legislation
- In carrying out its task, the committee shall adhere to any relevant policies, including Policy HR10 – Employment Equity (pdf, formerly Policy #2) and Policy SC7 – Discrimination (pdf, formerly Policy #3)
- The committee shall also adhere to any applicable legislation or regulations.
- Without limiting the generality of adherence to university policies, the committee shall comply with relevant legislation and regulations concerning the recruitment of foreign academics.
Emergency and interim appointments
Where in the opinion of the person with the authority to make an appointment there are circumstances which justify the making of an appointment without following these guidelines, that person may make an appointment, including an acting or pro tem appointment. Such an appointment shall not normally be for more than one year, and if renewed shall not be renewed for more than one further year.
Advising unsuccessful candidates
At the termination of the process the Chair shall advise the unsuccessful candidates of the decision and, upon request, in general terms, the reasons for it.