The Role and Responsibilities of the DHC
When approval has been given for a faculty appointment, the DHC is responsible for conducting a search for a suitable appointee ( (PDF file) Article 4.2 C.) for tenure track and limited term faculty positions.
The DHC shall search actively for the strongest possible candidate pool, where strength is measured in all possible dimensions relevant to an academic appointment, including equity, diversity and inclusion ( (PDF file) Article 4.1.E.).
Each new faculty member shall be appointed by the University on the recommendation of the Dean; the appointment will have been recommended to the Dean by the DHC ( (PDF file) Article 4.2 A).
The Recruitment and Selection Process below captures the key steps and Collective Agreement obligations.
Recruitment and Selection Process
Number of tenure stream Faculty |
Chair/Director |
Elected |
Appointed |
Selected |
Total |
10 or fewer |
1 |
1 |
1 |
n/a |
3 |
Between 10-25 |
1 |
2 |
1 |
1 |
5 |
More than 25 |
1 |
4 |
1 |
1 |
7 |
Date |
DHC Activity |
May 15 |
DHC is established for the following academic year |
May 31 |
DHC is fully constituted including selection of final member. DHC elects a DHC Chair. |
June 15 |
DHC Chair submits names of DHC members, including name of DHC Chair to Dean, OVPFA, President of TFA. |
September 1 |
Commencement of DHC’s term of appointment |
August 31 |
End of DHC’s term of appointment |
- Article 4 of the (PDF file) Collective Agreement between Toronto Metropolitan Faculty Association (TFA) and the University.
- Employment Law and the Ontario Human Rights Code (external link) in particular.
- University values as outlined in our academic plan, including, equity, diversity and inclusion (external link) . See diversity data visualization.
- Rights and obligations stipulated in the (PDF file) Rights & Obligations Form
While the DHC is required to engage in departmental consultations at various stages in the recruitment process, it has an obligation to protect the privacy of candidates and maintain confidentiality of the deliberations and decision making process.
During the search process, the Committee has the ability to consult with the TFA and/or members of the Administration, which would include:
- Human Resources
- Office of the Vice-Provost, Faculty Affairs, and
- Office of the Vice-President, Equity & Community Inclusion
Generally, it is the DHC Chair who is authorized to communicate, as appropriate, on behalf of the DHC ( (PDF file) Article 4.2.I).
Pre-tenured faculty members in their first year are strictly prohibited from serving on the DHC.
Unless required in exceptional circumstances, the placement of pre-tenured faculty on the DHC in their subsequent years of probation should still be avoided.
No more than one pre-tenure faculty member may serve on the DHC, and they must be elected members.
Selected members are placed only in 5 or 7 member committees and they join the DHC only after the job profile has been developed, taking into consideration the requirements of the position.
When selecting the 5th or 7th member, if the DHC members are unable to agree upon a member, the choice between the final candidates shall be elected by the tenure stream members of the department/school.
The same faculty member can only be appointed over two consecutive terms. They can however, be elected in the following third term.
Some searches do not have one specific home department and in those cases there may be special nuances to the composition of the DHC; agreement may be required with the VPFA and the TFA.
DHC must consult with HR/VPFA in those circumstances before proceeding with their process.
Should a member need to be replaced for any reason, the replacement shall be chosen in the same manner, that is, by either election or appointment, as the person being replaced.
Where necessary, the new member shall attend a special workshop, under the conditions outlined in this article ( (PDF file) Article 4.1.K).
In exceptional circumstances, where necessary for equity or expertise reasons, one, but no more than one member of the DHC may come from outside the department/school.
A DHC which commences a search will continue until an appointment has been made or until the Dean has declared a failed search.
DHC Terms of Reference are like rules of engagement, recommended to be developed as early as possible (e.g. first meeting of the DHC). Terms of Reference establish a positive tone regarding how the DHC will be operating and making decisions in a collegial, positive and respectful manner. Some things to consider include:
- Collegiality: How will different opinions be respected? How will conflict be resolved?
- Decision Making: How will decisions be made? e.g. majority vote, consensus, voting method, motions,etc.
- Attendance and Quorum: How will DHC members participate? e.g. in-person vs. virtual.
- Timelines: What is the frequency of meetings and estimated completion date?
- Consultation and Roles: What items might require consultation and who might be the lead for different things? e.g. EDI considerations
Review (PDF file) “Creating an Inclusive Space for Faculty in the Academy”
Learn about unconscious bias: