Faculty Appointment Procedures

Over the years faculty have contacted the USFA with respect to procedures for the appointment of faculty at the University of Saskatchewan. These calls have raised a number of concerns and misunderstandings with the way in which collective agreement provisions should be followed. The following Collective Agreement procedures must be followed with respect to all appointments in-scope of the USFA.

Article 13 of the Collective Agreement sets out the appointment process, but other clauses of the Agreement also apply. Article 10.9, Conflict of Interest, is specifically referenced. Conflicts of interest must be scrupulously avoided.

Collegial processes are an important part of academia and form the basis of much of our Collective Agreement. Your participation in these processes, including appointments, is necessary for their proper functioning. Participation is by personal attendance or simultaneous audio and/or video technology (Article 10.10). This brochure is meant to assist USFA members in better understanding this part of our Collective Agreement.

The Canadian Association of University Teachers discussion paper, "What is Fair?" has been found to be a valuable guide to collegial processes generally. Copies are available through the USFA office.

Refer to the Collective Agreement document for the full wording and always feel free to call the USFA office if you have any questions or concerns.

There are a number of responsibilities in the process for the appointment of faculty members. Briefly, they are as follows:

a) Search Committee (Article 13.5.1)

  • Is established whenever a vacancy in the academic staff exists.
  • Chaired by Head, or Dean in non-departmentalized college.
  • Consists of in-scope faculty holding probationary, continuing status, permanent status or tenured appointments. College Review Committee co-opts faculty from cognate departments to have minimum of five members.
  • Quorum is majority of eligible members. Employees excluded because of leave or conflicts of interest (Article 10.9) do not count towards quorum.
  • Work may be delegated to sub-committee, but the Search Committee approves all recommendations to Appointments Committee.
  • Seeks suitable candidate by advertising
  • All vacancies must be advertised (Article 13.4). Advertising may be waived if urgent or with the approval of the Joint Committee for Management of the Agreement
  • Reviews academic credentials, scholarly work, teaching experience, letters of recommendation and any other relevant information about candidates
  • When hospital privileges are required, prior to the vote consults Physician VP, or designate, of health region
  • Votes by secret ballot on question: "Shall appointment be recommended?"
  • Mail and email ballots are not to be used for the appointment of faculty
  • Positive vote means recommendation for appointment is forwarded to Appointments Committee with vote results, any minority views and employment equity report.
  • A faculty on leave who is member of Search Committee may, if present, participate and vote

b) Sub-Committee of the Search Committee (Article 13.5.1.1)

  • Composition and terms established by Search Committee each time there is a vacancy
  • Majority of members from Search Committee unless JCMA approves otherwise
  • Chaired by member of Search Committee
  • May include members from other departments, affiliated and federated colleges
  • In clinical departments may include members participating in the delivery of clinical service but are not full-time University employees

c) Sub-Committee for Cross-Discipline Appointments (Article 13.5.1.2)

  • When department or college unknown at time of search Heads or Deans of possible departments establish composition and terms of reference
  • Shall include at least two reps from each possible department or college
  • Sub-committee shall recommend department or college in which candidate will be appointed

d) Employment Equity

  • Departments must make every effort to seek candidates from the designated groups (aboriginal people, visible minority people, people with disabilities and women)
  • Efforts must be reported to the Appointments Committee (Article 13.5.1.3)
  • When faced with two candidates for appointment and one is from one of the designated groups, the candidate from the designated group should be recommended for appointment unless the other candidate is a superior candidate.

e) Appointments Committee

  • Chaired by Provost
  • For Departments: Consists of Dean, Department Head, Department Head from cognate department and USFA observer
  • For Non-departmentalized Colleges: Consists of Dean, two tenured in-scope faculty members and USFA observer
  • Reviews recommendations of Search Committees and authorizes appointment
  • Must have positive recommendation for appointment from Search Committee
  • May reject recommendation for appointment or refer back for reconsideration
  • Shall request minority views from Search Committee
  • When hospital privileges are required to perform assigned duties, prior to authorizing appointment, shall consult Physician VP, or designate, of health region
  • Quorum is three members
  • Member shall be disqualified because of conflict of interest (Article 10.9) and committee has right to rule member ineligible or require their withdrawal because of conflict of interest.

Responsibilities for the appointment of Department Heads are the same as for regular faculty with a few differences:

a) Prior to the Search committee considering specific candidates there shall be a meeting of the Search and Appointments committee to discuss the department's needs, requests, obligations and opportunities.

b) Heads are appointed initially for no longer than five years. Reappointments are for no longer than three years. (Article 13.6.5)

c) Search Committee (Article 13.6.1)

  • Chaired by the Dean or designate
  • May recommend two candidates for appointment
  • Candidates shall not be members of Search Committee
  • Determines whether members on leave or absent from meetings may vote based on whether their absence from some or all deliberations is judged to be significant (Article 13.6.3)
  • Mail ballot is used only if necessary and only for members on leave or absent

d) Appointments Committee (Article 13.6.4)

  • Consists of Dean, two department heads from cognate departments and USFA Observer
  • May refer back for reconsideration or reject Search Committee recommendation and request a second nomination
  • Accept initial recommendation or appoint acting Head for one year if Search Committee declines to reconsider or make second nomination
  • Prior to authorizing appointment, shall consult Physician VP, or designate, of health region when appointee will be head of a department in College of Medicine providing clinical services
  • Member shall be disqualified because of conflict of interest (Article 10.9) and committee has right to rule member ineligible or require their withdrawal because of conflict of interest.

Appointment of Acting Department Head (Article 13.6.6):

a) When appointment is less than six months there is no requirement of a joint meeting of the Search and Appointment Committees (Article 13.6.6.1)

b) When 10 weeks or less there is no requirement for a Search Committee meeting (Article 13.6.6.2)