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Recruiting Guidelines


Recruiting Guideline Details

Section1: Step by Step Details for Recruiting Guidelines

1. Review of job search plan and advertisement

Please provide a draft job advertisement, a job search plan and position funding information to Gale Arndt and Vanessa Auld (arndt@science.ubc.ca, auld@science.ubc.ca) at the Dean’s office for review. Advertisements and search plans should be approved and provided to the Dean's office by the department Head. We will provide feedback promptly, typically within 2-3 working days of receiving the plan.

The advertisement should be written in a manner to attract as diverse array of qualified applicants as possible. Suggestions on how to tailor an advertisement are provided in Section 2. Once approved, please provide Chris Balma (chris.balma@science.ubc.ca) with the URL for the ad.

The search plan should outline how the committee and search will be constructed to equitability create and judge an applicant pool that is as diverse as possible. Suggestions on how to develop the recruitment plan and examples are provided in Section 2.

Provide information on how this position links with the Hiring Plan from Spring Budget Review Meeting.

2. Meeting with Associate Dean

The Associate Dean will meet with the recruiting committee chair and the committee to provide feedback on the search plan, plus details on the interview process and the recruitment "tool-kit".

Please contact Michele Jayasinha, (jayasinha@science.ubc.ca, 2-3336) to arrange a time.

3. Tracking of applicant pool – the entire pool

The Dean's office will provide an online Equity survey that should be offered to all applicants. These data are critically important to help us understand where the challenges are in the recruiting process in achieving our diversity goals.

In keeping with Canada’s Employment Equity Act and the Federal Contractors Program, we track demographic data on women, visible minorities, persons with disabilities and Aboriginal people. The survey is confidential and not linked to the application information.

4. Reviewing the “long list” and generating the interview short list

The “long list” also known as the "B list" and interview shortlist will be provided to the Dean’s office for review. If there is low representation of women and/or visible minorities in the “long list” or on the shortlist, an explanation should be provided.

The Dean or Associate Dean may ask to see the applications, and if serious concerns arise about the quality or diversity of the shortlist, may decide to halt the search. Such a decision would only occur after a full discussion with the Department head and recruiting committee chair. We will respond promptly when we receive the information, but recommend that you allow some flexibility (2-3 days) in your schedule in case concerns arise.

5. Meetings with the candidates

The Dean or Associate Dean will meet with all faculty candidates invited for interview. This gives candidates an opportunity to bring up questions with the Dean's office such as partner accommodations and tenure expectations. In addition the interview will provide an opportunity to showcase the resources available at UBC to facilitate recruitment.

Please send application packages to the Dean’s office in advance of the meetings and contact Michele Jayasinha, (jayasinha@science.ubc.ca, 2-3336) to arrange meeting times.

6. Approval of offers and negotiation of offer details

Following the interviews, recommendations for offer shall be sent to the Dean’s office for approval, before offers may be extended.

The Dean and Assistant Dean of Finance and Administration, David Shorthouse, will work with the department head on details of the offers, and approve offer letters. Please allow time in your schedule to respond to any concerns that may arise.

7. Debriefing

The recruiting chair shall provide the Dean’s office with a short review of the overall process.

The recruiting chair meeting will discuss issues such as: what went well, what parts of the search plan were effective, what might be done differently in the future, where more support from the Dean’s office or upper administration would have been helpful. This will help us refine our procedures and share best practices.

Thank you for your cooperation. We look forward to a successful hiring season!

Section 2: Developing Your Search Plan

Suggestions for Plan Outline
Current Demographics of PhD and Post-doctoral Pool


Even when there is strong commitment to increase diversity in our academic units, it can be hard to translate this commitment into a plan. UBC’s Faculty Recruitment Guide and Employment Equity at UBC provide valuable information on university wide policies and it is important that all committee members are aware of the UBC policies. Several suggestions are outlined below, drawn heavily from excellent resources at peer institutions.

Suggestions for Plan Outline:

• Composition of the search committee
• Starting salary
• Scope of the search
• Creation of a diverse applicant pool
• Evaluation of applications and selection of the interview shortlist
• During and after the interview

Feel free to structure your plan according to the following suggestions, and to use parts of what is written below verbatim. More importantly, make sure that the plan makes sense in the context of your field and your search process.

1. Composition of the search committee

A diverse search committee is an important factor in identifying and attracting a wide range of talented candidates. Research has shown that the composition of the search committee is a critical component to increasing diversity in hiring. Therefore, women and minorities should be included on hiring committees. To increase diversity, it can be helpful to appoint some search committee members from outside the department. Note, however, that women and minorities are often asked to do significantly more service, so it is important to keep track of their service load and ensure equal loads for service. We recommend having instructors and graduate students on the committee as a way to increase diversity.

In your plan include the names and ranks of the committee members.

2. Starting salary.

Please include in your plan the expected starting salary.

3. Advertising and expanding the scope of the search.

Aim to define the search as broadly as possible to increase the chances of diversity in the applicant pool. Restricting the search to a narrow sub-field may rule out excellent minority candidates.

Add language that encourages applications from candidates who would contribute to the department’s diversity priorities such as the following example.

“UBC hires on the basis of merit and is committed to employment equity. All qualified persons are encouraged to apply. We especially welcome applications from members of visible minority groups, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to engage productively with diverse communities.”

4. Creation of a diverse applicant pool.

Effective recruitment produces diverse applicant pools. Describe the forums in which you will advertise, including mailing lists and websites of particular interest to members of underrepresented groups. Please provide the URL where the ad will be placed on the website of your department/unit. Are there conferences or workshops in your field for members of underrepresented groups, where you can network with potential candidates?

Examples of organizations that can help inform potential candidates from underrepresented groups include:
• SACNAS (Society for Advancement of Chicanos and Native Americans in Science) www.sacnas.org/jobIndex.cfm
• AISES (American Indian Science and Engineering Society) www.aises.org/what/programs/postjobs.

If there other discipline-specific organizations in your field please list those that you will use.

Ask faculty in your department to contact colleagues at other institutions, who might know of suitable candidates, who could be provided with the position advertisement. Send a personal email to a potential candidate potentially recommended by a colleague, or identified using a database or resource such as those listed below.

Describe databases, lists of award winners, or other resources in your field that you plan to use in identifying promising candidates. Some example can be found in the resources/databases section below.

5. Evaluation of applications and selection of the interview shortlist.

Beware of unconscious bias or stereotyping and review literature on ways that these may influence judgments. "Reviewing Applications: Research on Bias and Assumptions" included in the "tool-kit" provides a good overview. In our your plan outline how you will address bias.
Be cautious about expecting that candidates have a “typical” amount of post-doctoral experience, and find ways to make fair comparisons that account for differences in years of experience (such as maternity or parental leave, early job applications). For instance parents of young children, or people with other significant demands on their time, may take longer to build up their publication record.

6. During and after the interview.

Plan to remind those on the interview schedule about UBC’s policies on recruiting outlined in the Faculty Recruitment Guide.

Does your department plan to use a common evaluation form for candidates? If so, please attach to your plan. Do you expect broad participation by department members (including graduate students) outside of the search committee, in completing the evaluation form?

In negotiating an offer, plan to discuss with the candidate what will be important in ensuring their success. Not all candidates will ask for what they need, or are comfortable with negotiation. Junior faculty in particular will likely be reassured to hear of principles that are applied uniformly in setting starting salaries or research support.

Current Demographics of PhD and Post-doctoral pool:

It is useful to know some data on the availability of women and other underrepresented groups in the PhD pool and Post-doctoral pool. The Dean of Science office will provide the latest information on request and online from:
• CAUT Almanac of Post-Secondary Education
• NSF Women, Minorities, Persons with Disabilities in Science and Engineering
• Analysis of Minorities in Science and Engineering Faculties

Some data on the diversity of our student and trainees in Science:
Faculty of Science 2008 % Women
1st yr B.Sc. 54%
4th yr B.Sc. 52%
MSc 39%
PhD 35%
Post-doctoral Fellows 31%

From UBC’s NSSE (2008) survey, First year students identified themselves as:
42.1% Chinese
23.5% White
8.4% Other Asian
8.2% South Asian
0.2% Aboriginal
7.5% Other
10% Mixed

From UBC’s GPSS (2007) survey, PhD students identified themselves as:
72.5% White
17.3% East Asian
2.5% Other Asian
3.6% Latin American
0% Black
1.5% Aboriginal
2.6% Mixed


UBC’s Faculty Recruitment Guide
Employment Equity at UBC
Building on Success: Increasing the Percentage of Women Faculty in the Sciences PDF format.
UCLA Faculty Diversity: Affirmative Action Guidelines for Recruitment and Retention of Faculty PDF format
U. Michigan Faculty Recruitment Handbook
U. Washington’s Faculty Recruitment Toolkit
U. Wisconsin: Reviewing Applicants – Research on Bias and Assumptions PDF format
U. Wisconsin: Searching for Excellence and Diversity PDF format
• Faculty Diversity: Problems and Solutions. JoAnn Moody, Routledge 2004.
A copy of Chapter 4 of this book is available from the Dean’s office. This chapter contains excellent suggestions for administrators as well as search committees.


MIT Technology Review 100 (TR100) Technology review of 100 remarkable innovators under 35. (Paid subscription necessary)
NSERC fellowships: Searchable database
CIHR Fellowships: Funding decisions
Other Private Agency Funding Databases: a list of other funding agencies.
• Minority and Women Doctoral Directory, a US database of minority and women students who have already received or are about to receive their PhD degrees.
Rice University’s ADVANCE Database: a database assembled by the NSF Advance program at Rice University. The database lists women senior PhD and Post-docs in Science and Engineering who are interested in obtaining faculty positions. [Logon: facultysearch, Password: women08; Contact: Jan Rinehart. jan.rinehart@rice.edu]
Other resources that you may find useful are listed in U. Michigan's ADVANCE handbook for faculty searches and hiring [5].
WISELI Women in Science and Engineering Leadership Institute provides many other resources to help during the recruitment process.

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