CA 2014-2016: Part 4, Article 5

Collective Agreement between
The University of British Columbia
and the
Faculty Association of The University of British Columbia

(July 1, 2014 to June 30, 2016)

PART 4: CONDITIONS OF APPOINTMENT FOR FACULTY

Article 5. Procedures for Appointment, Reappointment, Tenure and Promotion

5.02 Meetings with the Head

1. No later than June 30 of the academic year preceding the year in which a faculty member may be considered for promotion under Article 9 below, or will be considered for reappointment, or for tenure, the Head shall meet with the faculty member. It is the responsibility of the faculty member to provide an up-to-date curriculum vitae and other relevant information for the review of the Head, prior to the meeting.
2. The purpose of the meeting is to identify any potential difficulties with the candidature, to assist the candidate with any concerns, and to discuss:
   1. the timing of the next review;
   2. the criteria and expectations of the next review, including how teaching, scholarly activity and service will be assessed;
   3. the candidate’s record including their successes, any potential difficulties and how concerns may be addressed; and
   4. where relevant, the information and documents required for the review to proceed.
3. The candidate may bring a colleague to each of the above meetings.
4. At the conclusion of each of these meetings the matters discussed must be recorded in a memorandum prepared by the Head and agreed to by the candidate. Although the candidate and the Head must agree on what was discussed, they may or may not agree on the evaluations or advice provided.

5.06 Departmental Committee: Meetings

1. Consultation shall be conducted according to procedures agreed upon between the Head and the eligible members of the Department and approved by the Dean. The Head shall ensure that each faculty member in the Department is informed of the agreed procedures. The Dean shall collect and maintain an open file of all such procedures.
2. Consultation shall include consideration of all relevant information, including any information submitted by the candidate as provided for in 5.02(b)(i) or 5.03 above, at formal meetings.
3. Members of the departmental standing committee who cannot participate in the consultations may submit opinions in writing to the committee.
4. The Head shall chair the departmental standing committee but shall not vote.
5. Normally, the only material which will be considered is material that has been obtained following required or other recognized procedures. Material which will not normally be considered includes material solicited by the candidate and unsolicited material such as letters from third parties, faculty members who are not official appraisers, or students. If any material that would normally not be taken into account is considered and it is not supportive of the candidate, the contents of the material shall be revealed to the candidate. The candidate shall be given a reasonable opportunity to rebut or explain the contents, and this rebuttal or explanation shall be added to the file.
6. When serious concerns about the candidacy arise in the departmental standing committee, the Head shall inform the candidate of that fact and the reasons therefore with sufficient particularity to enable the candidate to have a meaningful opportunity to respond either orally or in writing at the option of the committee and to introduce further relevant evidence. The candidate shall be provided with a summary of the referees’ opinions, the summary to be prepared by a member of the departmental committee selected by the committee. The summary shall be prepared in such a way that the identities of the referees are not disclosed.
7. The recommendation of the departmental standing committee shall be that of a majority.

To access the Collective Agreement in pdf format, please follow this link:
Collective Agreement 2014-2016

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