Faculty recruiting guidelines and checklist

Recruiting a diverse faculty and attaining excellence in our research and educational missions go hand in hand.

We will be at our best when we draw from the full spectrum of talent available, and when our students have access to role models and mentors that share their experiences. Being successful at recruiting members of underrepresented groups in a competitive market requires careful planning, good judgment and a significant, coordinated effort. We can benefit by sharing best practices within our faculty, and by adopting approaches already honed at our peer institutions.

The Faculty of Science Dean’s office and departments share the common goal of attracting the very best faculty members. The following is the explanation of how communication among members of the Dean's office and recruiting committees should be structured.

Download the full UBC Science faculty recruitment guidelines

Department’s Check-list for Faculty Recruitment

Budget Review

  • Prerequisites to initiate a faculty recruitment – work with Assistant Dean, Resources and Operations
  • Budget year end (March), before ad approval, need an up-to-date budget (three-year outlook)
  • Review of budget support for position, review of upcoming hiring season (all faculty lines)
  • CRC Tier 2 bridging plans reviewed
  • Grant-tenure funding provided for five years

Review of job search plan and advertisement – submit to Assistant Dean, HR

  • Job Search Plan (see details in Recruiting Guideline’s Sections 1.1. and 2.), including names, ranks and gender of committee members and committee chair
  • Draft Advertisement
  • Grant-tenure external support letter provided (if applicable)
  • Start-up funding estimate
  • Dean’s Office sign-off (i.e. authorization to submit advertisement through HR Position Management system) and Provost’s sign-off received; final approval forwarded to Dean’s office – allow for 1-2 weeks for approval process

Tracking of applicant pool

  • Diversity Survey link (unique to search) received from dean's office
  • Survey link provided to each applicant
  • Survey results received from Dean’s office before and after application deadline and sent to committee
  • Data on applicant pool (see Recruiting Guidelines section 1.2) sent to Dean’s office to Carola Hibsch-Jetter (hibsch (at) science (dot) ubc (dot) ca)

Recruiting-committee orientations (scheduled through Dean’s office)

  • Orientation session attended by committee members and chair before review of candidates’ CVs and applications
  • Recruitment 'tool-kit' and Conflict of Interest guidelines and Confidentiality documents distributed
  • Conflicts managed or alternative committee members identified
  • Defining and finalizing the search criteria was discussed
  • The search process, privacy and documentation was discussed

Review of the interview shortlist

  • Proposed interview shortlist sent to Dean’s office – to Kate Blackburn (blackburn (at) science (dot) ubc (dot) ca)
  • Dean’s Office sign-off received (from Assoc. Dean or Asst. Dean, HR) prior to inviting candidates
  • List of proposed shortlist candidates must include the gender breakdown, Canadian citizenship or permanent residency status if known, and one to two sentences of rationale for each of the short-listed candidates and for the top women who did not make the list, based on the selection criteria used by the committee  

Dean’s office meetings with the candidates

  • Final shortlist, interview schedule, and interviewees’ CVs sent electronically to Kate Blackburn
  • Associate Dean met with faculty candidates

Authorization to make an offer to preferred candidate and terms

  • Following the candidate visits and Department vote, Head or Director provides a final ranking of the candidates to the Dean’s office (Assistant Dean, HR) with a request to make an offer to the top candidate, along with a rationale for the ranking of the shortlisted candidates.
  • Dean’s office will review and provide authorization for Head to initiate negotiations with the preferred candidate, and Head should consult on a starting salary if higher than the current baseline and other terms such as start-up (rationale may be required), CFI and PIRL.
  • When terms are finalized, Dept submits draft offer letter for approval (to Assistant Dean HR)
  • Dean’s Office approval must be received before sending offer letter to candidate

Contacts for Faculty Recruitment

Janie McCallum
Assistant Dean, Human Resources
mccallum (at) science (dot) ubc (dot) ca

Ninan Abraham
Associate Dean, Equity and Diversity
nabraham(at) science (dot) ubc (dot) ca

Resources for Faculty Recruitment