DHCs are required to submit their hiring recommendation through thegoogle doc Hiring Recommendation Form, external link, which shall capture the following information in accordance with the Collective Agreement:
- A brief account of the recruitment process
- A brief statement on how equity considerations were addressed
- At the DHC’s discretion either a recommendation on a single candidate, or a ranked list of all acceptable candidates from the preferred candidate list, along with the CV and reasons in support of the recommendation.
- A recommendation of a rank, if other than Assistant Professor.
- Period of probation, if other than 6 years; effective for pre-tenure faculty new hires, on or after July 1, 2015).
- Any specific recommendations with respect to conditions for professional upgrading, or other expectations, the DHC believes the appropriate appointee may be required to meet before transfer to tenure.
- If the DHC disagrees about the successful candidate, the votes (without names) and an explanation of the disagreement.
DHCs can recommend a reduction in the probationary period to 3 or 4 years for external candidates or for those candidates who have previously served in Limited Term Faculty or Contract Lecturer positions. The probationary period shall normally be reduced by not more than 1 year for each 3 years of previous service to a maximum of 3 years.
DHCs should inform the candidates that the search remains underway, that the interest and time of the candidates is highly valued and greatly appreciated and that they will be updated as soon as reasonably possible.
Due to the confidential nature of the search process and the approvals required at various levels of the administration, it is important not to overshare details that could potentially mislead candidates.
For further guidance, DHCs are advised to consult with their Sr. HR Partner.
If the Dean is contemplating not accepting the DHC’s recommendation, he/she will provide reasons in writing to the DHC and will request a written response or a meeting with the DHC.
If the DHC only recommended a single candidate, and the Dean rejects the recommendation, the DHC will determine if there is an acceptable second choice.
If the DHC has presented a ranked list, and the Dean rejects the top ranked candidate, the Dean may offer the position to the next ranked candidate on the list.
If the Dean rejects the second ranked candidate, he/she will consult further with the DHC.
All candidates recommended must be from the Preferred Candidates List. In no case may the Dean recommend a candidate not acceptable to the DHC.
The Dean shall forward the DHC’s report along with his/her recommendations to the Vice-Provost, Faculty Affairs.
The VPFA is responsible for authorizing appointments.
If a candidate rejects an offer from the University and the DHC has made a single recommendation, the DHC will determine if there is an acceptable second choice to present to the Dean.
If a candidate rejects an offer from the University and the DHC has provided a ranked list, the Dean may offer the position to the next person on the list or consult with the DHC.
If no ranked list was provided, the DHC may still recommend another suitable candidate.
If no suitable candidates are found at the end of the process, the Dean may declare the search failed and your department or school will be able to conduct a fresh search for the same vacancy in the following year.