CAUT | ACPPU
Canadian Association of University Teachers
CAUT Policies
Policy Statement on Appointment Procedures
The process for hiring academic staff is of critical importance to the future of an academic institution. Sound appointment decisions require a process of peer assessment and review, and that process must be consistent with fair hiring practices and with CAUT policies on employment equity and Canadianization. A hiring process that includes an effective advertising strategy and a fair and transparent assessment of candidates will help to ensure that a new hire will have qualities consistent with the needs of the institution. All applicants should be provided with an opportunity to self-identify as a member of a marginalized group.1 2
1
The size of the academic staff complement, including the renewal of academic staff and creation of new positions, should be subject to the terms of the collective agreement with the academic staff association.
2
Departments or equivalent academic units have the right and responsibility for strategic planning, including making recommendations to the Dean or other appropriate administrative officer for all new and vacant positions. The Dean or appropriate academic administrator shall only deny the filling of such positions upon the demonstration of sound academic or financial reasons.
3
For all such positions, the academic unit shall provide the Dean or appropriate academic administrator with the job description which includes an outline of the qualifications and specific duties.
4
When the department or appropriate academic unit has been authorized to fill a vacancy or to fill a new position it will establish a selection committee. The selection committee should be constituted according to CAUT policies on equity. The committee should be representative of the members of the academic unit. The selection committee shall be constituted of members from the relevant bargaining unit or units, as well as students, in accordance with provisions in the collective agreements.
5
At its first meeting the committee should review the collective agreement, legal standards of conflict of interest and bias, CAUT equity policies, human rights legislation, and other government regulations on hiring.
6
The committee should first conduct an internal search by providing notice to academic staff employed by the institution of the availability of the position. The department or its selection committee shall conduct an external search only after the internal search is completed and has failed to find a qualified Canadian or permanent resident candidate.
7
Advertisements for an academic position shall be based on the job description and clearly explain the minimum rank, the nature and responsibilities of the position, and the minimum qualifications required, including the preferred area(s) of expertise. The advertisement must be consistent with the relevant clauses in the collective agreement or academic staff handbook, including employment equity policies.
8
The advertisement should appear in the CAUT Bulletin and/or its associated website in a timely fashion as well as any other relevant venues. All reasonable and sufficient efforts should be made to ensure that advertising reaches all potential applicants including members of all marginalized groups.
9
The academic unit to which the position is attached should evaluate candidates through a representative selection committee. Evaluation will comply with existing CAUT equity policies. Candidates with a degree from the hiring institution will be considered along with all other candidates.
10
The employer is responsible for providing a copy of the collective agreement or academic staff handbook, including all documents relevant to the institution’s equity policies, to all candidates who are to be interviewed. The academic staff association has the right to meet with candidates and candidates have the right to meet with the relevant academic administrators during the interview process.
11
The development of the short list is the most important step in the appointments process in the selection of qualified candidates. All candidates who meet the minimum qualifications must be systematically evaluated with respect to only the qualifications in the job description. The evaluation and ranking of the candidates must be consistent with the criteria listed in the job description. An evaluation grid outlining the qualifications and weights should be used to evaluate each candidate. This evaluation is not a relational evaluation, but rather an evaluation of each candidate against the criteria. Interviews should thoroughly assess the candidate on all facets of the position. The interview and selection process should be as inclusive as is reasonably possible of all members of the academic unit.
12
The selection committee makes its recommendation to the appropriate administrator or administrative committee, usually the Dean or equivalent. The recommendation should include the selection committee’s recommendations for rank, credited years of experience, and other relevant considerations. At all stages the administrative approval process shall ensure that the recommendation is consistent with the advertisement, and that collective agreement language on appointments and employment equity are adhered to throughout the process. Once the recommendation is received by the employer they may accept the recommendation, request further information from the candidate, or reject the recommendation with written reasons and refer back to the committee for reconsideration. The employer may only offer an appointment to an individual recommended by the committee. The employer may not suggest alternative candidates, different hiring criteria, or make any other significant changes to the nature of the appointment. Members of the selection committee should have the right to consult with the academic staff association at any time on any concern regarding process.
13
Canadian citizens and permanent residents who are found qualified are to be offered the position before it can be offered to a foreign candidate. Until it has been determined that no applicants who are Canadian citizens or permanent residents are qualified, no files other than those of applicants who are Canadian citizens or permanent residents shall be considered or reviewed by selection committees.
14
Prior to making any final decision or offer of appointment, recommendations will be reviewed by a committee appointed jointly by the academic staff association and the employer, with a clear majority of academic staff members on it. The committee should have access to any relevant documents it deems necessary. This committee should advise the president on the conduct of the appointment procedure and evaluate whether each vacancy was adequately advertised in Canada, whether the qualifications listed were reasonable, whether the selection procedures were fair and consistent with all equity and other policies, and whether an active effort was made to recruit Canadians and permanent residents. A copy of the report should be given to the association.
15
In the event that the search has not produced a successful appointment, the search process begins anew in accordance with this policy statement.
16
All signed and final offers of appointment should include the starting rank and salary and the method for determining the starting salary, the first date of any salary increment, the academic unit to which the individual will be assigned, the starting date and termination date (if applicable), as well as any additional terms relevant to the appointment and should be copied to the academic staff association.
1. Marginalized groups include Aboriginal peoples, women, visible/racialized minorities, persons with disabilities, and lesbian, gay, bisexual, transgendered, queer and 2-spirited persons.
2. Such self-identification shall be made known only to the members of the committee and the administrative decision-makers responsible for the appointment and is in confidence.
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