Faculty Appointment, Reappointment, Promotion & Tenure Committee — Terms of Reference

Purpose and Authority

The purpose of this Committee is to:

• Make recommendations to the Dean on new appointments, promotion, and tenure decisions for the rank of Associate Professor of Teaching, Professor of Teaching, Associate Professor, or Professor, in accordance with the provisions of the Collective Agreement;
• Make recommendations to the Dean on new appointments and promotion for the rank of Associate Professor (Partner) or Professor (Partner), in accordance with the provisions of the Faculty of Medicine Policy on Partner Appointments;
• Make recommendations on reappointments when consulted by the Dean, in accordance with the provisions of the Collective Agreement.

Composition

This Committee is made up of elected and appointed members.

The Faculty of Medicine’s commitment to equitable and diverse membership on committees and is guided by advisory councils on nomination and selection processes.

Voting Members

Elected

• Seven (7) faculty members (Professors with tenure, or Professors of Teaching with tenure)

Appointed

• Five (5) faculty members (Professors with tenure or Professors of Teaching with tenure), with at least one Professor of Teaching
• Two (2) Department Heads/School Directors

Non-voting Members

Ex officio

• Dean, Faculty of Medicine or delegate (Chair)

Appointment Process

Elected members are elected by faculty through the annual process initiated by the Dean’s Office.

Appointed members are appointed by the Dean through the annual process initiated by the Dean’s Office.

Term

Elected members are members for a four-year term.

Appointed members are members for a four-year term.

Chair

Chaired by the Dean or delegate.

Meeting Schedule and Administration

Normally meets approximately twice a month from September to June and at the call of the Chair.

All members are expected to attend all meetings.

The Faculty HR Managers, Faculty Affairs will capture minutes and voting results.

Records will be maintained in accordance with UBC and Faculty of Medicine records retention procedures.

Quorum and Decision Making Process

Quorum consists of six members to review, vote and make a recommendation on a case.

The Chair does not vote.

Lines of Accountability and Communication

This Committee:

• Reports and makes recommendations to the Dean.

Responsibilities

This Committee:

1. Makes recommendations to the Dean regarding:
   1. New appointments at, or promotions to, the ranks of Associate Professor of Teaching, Professor of Teaching, Associate Professor, or Professor;
   2. Granting of tenure;
   3. Reappointment of grant tenure track and tenure track Assistant Professors of Teaching, Assistant Professors, and Associate Professors only when a negative recommendation for reappointment has been made to the Dean by a Department Head or School Director.
2. Reviews Faculty, Departmental, and School procedures regarding appointment, reappointment, promotion, and tenure reviews and, as needed, recommends procedural changes to the Dean.
3. Adheres to the FoM General Responsibilities of Standing Committees.

Approval

This version of these terms of reference has been approved by the Faculty Executive Committee on March 12, 2024 and by the Faculty of Medicine (Full Faculty) on May 14, 2024.

Version History

• Effective August 18, 2021, the title “Instructor” was replaced with “Assistant Professor of Teaching” and “Senior Instructor” to “Associate Professor of Teaching” as per the UBC-UBCFA Collective Agreement – July 1, 2019 to June 30, 2022
• Approved by the Faculty Executive Committee on September 26, 2017, and by the Faculty of Medicine (Full Faculty) on November 14, 2017.
• Approved by Faculty Executive on November 18, 2014.