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Our Objective
To give you the tools to conduct smooth, fair and equitable
reappointment, tenure and promotion processes for our faculty members
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Reappointment, Tenure & Promotion
Tenure Streams Criteria Tenure & Tenure Clocks Promotion Reviews Schedules Procedures For Assistance…
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The Tenure Streams
The Professor Stream
Assistant Professor Associate Professor Professor
Instructor II
The Instructor Stream
Instructor I Senior Instructor
(See the Tenure Stream Faculty Ranks at a Glance handout)
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The Criteria
The Professor Stream The Instructor Stream
Service Service
TeachingTeachingResearch
(See the Professor and Instructor Path Criteria handouts)
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Tenure
Tenured appointments are full-time appointments (unless agreed to be part-time) that cannot be terminated before normal retirement age except for cause, financial exigency or redundancy.
Grant tenured appointments are tenured appointments that are subject to non-University funding availability.
The criteria are the same!
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The Tenure Clock
The tenure clock for faculty always begins on July 1 of the calendar year in which they were hired
Extensions are granted for maternity & parental leaves (automatic) and sick leaves (on a case by case basis)
There is only one shot at tenure in that stream An Assistant Professor is the only rank that
cannot be reviewed early for tenure unless linked to a promotion review
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The Tenure Clock
Rank Tenure Year
Assistant Professor Year 7
Associate and Full Professor
Year 5* (*Normally Year 3)
Instructor 1 Year 5
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Promotion Reviews
Review Scheduled?Obligation to Initiate?
Who can stop the
process?
Appeal of negative
decision?
Periodic Yes UniversityCandidate
onlyYes
Non-Periodic
NoCandidate
or the University
Head, Dean or
Candidate
Yes, if President made the decision
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Periodic Review for Promotion
Rank Periodic Review Year
Assistant Professor
Year 5
then every 2 years
Associate Professor
Year 5
then every 3 years
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Senior Instructors & Promotion
A Senior Instructor can request a periodic review for promotion to the professoriate in the 5th year and then every 3 years.
If promoted to Assistant Professor, the appointment is tenure track, with tenure retained as Senior Instructor
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The ARPT Schedules
(See the Sample RPT Schedule for a tenure track Assistant Professor hired in 2008 handout)
We have templates on our website to help you identify the review dates for:
Assistant Professor (tenure track)Instructor II (tenure track)Instructor I (tenure track)Associate Professor (tenure track)
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The Procedures
The reappointment, tenure & promotionprocedures are set out in Articles 5 & 9 of
the Agreement on Conditions of Appointment for Faculty, and are
supplemented by the Guide to Reappointment, Tenure and Promotion
Procedures at UBC
(See the Summary of the Tenure and Promotion Process and theTenure and Promotion Checklist for Heads/Directors handouts)
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Reappointment Reviews
The process for reappointment reviews is exactly like the process for tenure & promotion reviews EXCEPT:
1. External letters are only required where the Head or Department are considering a negative recommendation
2. The President doesn’t consult with SAC
(See the Reappointment Checklist for Heads/Directors handout)
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Head’s Meeting
The Head must meet with all tenure track faculty at least annually.
For tenured faculty, we encourage annual meetings or, at minimum, at least in the 2 years prior to a promotion review.
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Head’s Meeting
It’s an opportunity to clearly note the strengths and opportunities for improvement.
It is also important to provide advice re the CV & other relevant material required for the next RPT review.
The Head & candidate must agree in writing on matters discussed.
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Eligibility to be Consulted
The Head must consult with eligible members of the
departmental standing committee on all reappointment, tenure and
promotion cases.
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Departmental Consultation Procedures
Each Academic Unit is required to have documented procedures regarding
consultation with the departmental standing committee for all reappointment, tenure and
promotion cases.
Please ensure that this includes information about joint appointments, whether as the
home or non-home department.
(See the 2 Sample ARPT Department Procedures handout)
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Letters of Reference
The Head must consult with the departmental standing committee
on choosing referees.
See the Sample Letter of Request for Reference in the Guide
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Letters of Reference
All tenure and promotion cases require 4 arm’s length letters of
reference
Note that Senior Instructor cases do not require arm’s length letters but
still need 4 letters.
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Tenure & Promotion Reviews
Department Standing Committee meets after obtaining letters of reference
Department Standing Committee votes & recommends to Head
Serious concerns?
Yes
No
Invited to respond in writing to serious concerns
We can help!
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Tenure & Promotion Reviews
Head recommends to Dean*
Head notifies candidate of decision
Negative?
Yes
Invited to respond in writing to Dean
*See the Suggested
Formatfor the
Head’s LetterIn the Guide
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Tenure & Promotion Reviews
Dean recommends to President*
Dean notifies candidate of decision
Invited to respond in writing to President
Negative?
Yes
Dean seeks Faculty Committee vote
*See the SAC Checklist
in the Guide
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Supplementing the File
The University and the candidate have the right to supplement the file with new, unsolicited info or a response to particular concerns that emerge, up to the stage of
the President’s decision
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For Assistance…
The Collective Agreement, in particular Articles 2-5 & 9 of the Agreement on Conditions of Appointment for Faculty
Guide to Reappointment, Tenure and Promotion Procedures at UBC for 2008/09 (coming very, very soon…promise!!)
Our website: www.hr.ubc.ca/faculty_relations/tenure/
Call us!