Academic Recruitment Information Session

1. Academic RecruitmentInformation Session Thursday, January 19, 2006 Friday, January 20, 2006

2. Presenters • Roxanne Millan, Office of the Vice-President (Academic) • Keith Matthews, CIAP • Amy Wyse, Human Resources • Karen Hollett, Faculty Relations

3. Presentation Outline • Introduction • Requesting Approval to Recruit • Search Status Update • Advertisement Protocol • Employment Equity Procedures • Recommendation for Academic Appointment • Immigration: Hiring Foreign Academics

4. Academic Recruitment Overview VPA Reference No. Advertising Request to Recruit [Form A] Interviews Employment Equity [Form B] Recommendation for Academic Appointment [Form C] Board of Regents Status Update [Form D]

5. Request to Recruit

6. Request to Recruit – Key Points • Tenure Track and Regular Term only • Separate form for each position requested • Request identified by a “VPA Reference Number” • Discipline must be recorded • FOAPAL information required • Ranks above Assistant Professor must be justified

7. Request to Recruit – Key Points (Cont’d) • Positions Identified as “New”, “Replacement”, and “Bridging” • Bridged positions must indicate whom will be replaced • If externally funded, indicate the percent of salary covered externally • Expiration of Request is 18 months after approval is given

8. Search Status Update

9. Status Update Form – key points • Tenure/Tenure Track Faculty Only • Indicate VPA reference number • Information taken from Request to Recruit form

10. Status Update Form – key points Status Indicators • AP: Advertisement Prepared • APO: Advertisement Posted • IO: Interviews Ongoing • PAD: Position Accepted, recommendation to Dean • PAVP: Position Accepted, recommendation to VPA • PR: Position Reposted • PP: Position Postponed • PC: Position Cancelled

11. Advertisement Protocol

12. Checklist for Advertisements • Rank of Assistant Professor for Tenure Track positions • Approval by the Vice-President (Academic) for higher rank. • Positions are “subject to budgetary approval”. • Names and addresses of three referees are to be sent to the Head/Dean/Director • Include VPA Reference No. in all ads

13. Advertising Procedures • Refer to Collective Agreement, Article 7.15 • Appointments for a period of one (1) year or more are to be advertised in one (1) or more nationally‑distributed print media. • Appointments for a period of less than one (1) year shall: (a) be advertised in a nationally‑distributed print medium or (b) be advertised in the St. John's Telegram and, for positions at the College, in the Western Star, and notification shall be sent by the Administrative Head by E‑mail, telecopier (fax) or regular mail to the appropriate department(s) at each Canadian university • Units may advertise in any additional manner it deems appropriate • Copy of the advertisement to MUNFA, the JEC and VPA Office

14. If a PhD is not a requirement, the following statement must be included in the ad: “A completed earned doctorate is required for the appointee to receive the rank of Assistant Professor and to be in a tenure-track position. (If a successful candidate has not completed an earned doctorate, he/she shall be appointed to a regular term, non-renewable three-year appointment at the rank of Assistant Professor. If the candidate completes all the requirements for the doctorate during the first 24 months of the term appointment, he/she shall begin a tenure-track appointment following completion of the requirements of the degree).”

15. Employment Equity Statement “Memorial University is committed to employment equity and encourages applications from qualified women and men, visible minorities, aboriginal people and persons with disabilities.”

16. Immigration Statement “All qualified candidates are encouraged to apply; however, Canadian Citizens and Permanent Residents will be given priority”.

17. Promotional Statement “Memorial University is the largest university in Atlantic Canada. As the province’s only university, Memorial plays an integral role in the education and cultural life of Newfoundland and Labrador. Offering diverse undergraduate and graduate programs to almost 18,000 students, Memorial provides a distinctive and stimulating environment for learning in St. John’s, a safe friendly city with great historic charm, a vibrant cultural life and easy access to a wide range of outdoor activities.”

18. Employment Equity Procedures Article 29

19. Some terminology… TGM = Target Group Member, defined in the Employment Equity Act as a woman, an aboriginal person, a member of a visible minority group, or a person with a disability (self identification required) JEC = Joint Equity Committee EEO = Employment Equity Officer

20. Preliminary steps • The Search Committee must include at least one TGM. 2. Employment Equity statement must be included in the advertisement 3. Send a copy of the final ad and a list of the Search Committee members to the EEO.

21. Self-identification process 4. When ad is received, the EEO prepares the self-identification package which includes: the self-id forms, copies of Article 29, and postage paid envelopes. 5. The academic unit distributes the equity survey to applicants. Applicants return info to the EEO.

22. New Electronic Self-ID process • Self-identification can now be done on-line • Instead of mailing out survey, departments now have the option to forward a web link (via email only) to applicants • Each web link is customized specifically for each competition • Many benefits: including faster response times and less paper • Optional - the paper process still available

23. 6. Deadline passes for the receipt of applications. • The Search Committee meets to compile a preliminary short-list. • Academic Unit contacts EEO for the self-identification information.

24. JEC review required? • Have TGMs applied? • If there are no self-identified TGMs in the applicant pool, the academic unit proceeds without any further involvement from the JEC. • If at least ONE applicant self-identifies as a TGM, then the remaining equity steps apply.

25. The short-list • EEO provides a list of the self-id information & graduate data to the Administrative Head. • Administrative Head forwards the equity information to the Search Committee. • Search Committee uses equity information to confirm the preliminary short-list.

26. The paperwork • Search Committee Chair completes the JEC Procedure Review Form (available on line in Adobe fill-able format). • Academic Unit sends the EEO: • Completed JEC form • The CVs of short-listed candidates • The CVs of those candidates who self-identified as TGMs but were not short-listed

27. JEC review of file: • The JEC meets within five business days to review the file (every Tuesday at 11am). • JEC sends its advice, or a request for more information to the Administrative Head. • Proceed with interviews following JEC review.

28. Questions on equity process?

29. Interviewing candidates • Following approval by the JEC, Search Committees proceed with interviewing • Candidates are invited for on campus interviews • Open, transparent process • Presentations, lectures, interviews with key academic administrators • Travel Guidelines – Prospective Employees

30. Recommendation for Academic Appointment

31. Recommendation to Appoint –Highlights • VPA Reference No. • Additional information (e-mail, etc.) • Commitment to start-up funds – Vice-President (Research) approval

32. Recommendation to Appoint –Highlights (cont’d) • Attachments • RTR • Referees’ letters • CV • Search Committee Recommendation

33. Immigration: Hiring Foreign Academics

34. Canadian Citizens and Permanent Residents (cannot discriminate) Canadian Immigration Regulations and Service Canada rules govern the recruitment, selection, and hiring of Foreign Academics Failure to demonstrate compliance with these rules/regulations may result in a negative Labour Market Opinion (LMO) “CANADIANS FIRST” HIRING POLICY

35. ADVERTISING • Vacant positions must be advertised in Canada (can be advertised abroad simultaneously) • Canadian advertisements must run for a reasonable length of time (one month rule of thumb) • Must be advertised in Canada within one year of hiring decision • Medium (print/electronic/web) must be effective to attract qualified Canadians/broad exposure • Immigration statement in advertisement • Qualifications should be clearly defined e.g. “demonstrated excellence in research”

36. SELECTION • All Canadian Citizens and Permanent Residents who meet the advertised qualifications must be invited to participate in the selection process • Canadian Citizens and Permanent Residents who are qualified MUST be offered the position before it is offered to a foreign Academic • Detailed reasons required for refusing the top three Canadians before permission is given to hire a Foreign Academic

37. COLLECTIVE AGREEMENT • The MUNFA Collective Agreement also reflects a “Canadians First” hiring policy • Service Canada rules require that hirings comply with the Collective agreement • Collective Agreement dictates process for creation of the short list i.e separate the applications into Canadian/Foreign Academics (clause 7.18 (a) ) • Caution re: inquiries as to status • Canada Research Chairs

38. IMMIGRATION FORM • Requirement to provide information on advertisement, selection process and hiring decision • Information necessary for application to Service Canada • Requirement for verification by S.C. Chair, Dean, or Department Head

39. Academic Recruitment – Flowchart of the Process Request to Recruit Form [Form A] Article 7.03 (a) Approval by VPA VPA Reference No. assigned Draft ad finalized Form returned to Unit Proceed with Advertising [Article 7.15] 12 mos or > nationally distributed print medium 4- 8-mo Telegram and Western Star E-mail departments at each Canadian university Search Committee [Article 7.18] Review Applications for Canadian Citizens and Permanent Residents Compiles Short-list Submit Shortlist to Joint Equity Committee Complete EE Form [B] Following approval by JEC Proceed with Interviews Candidate selected Recommendation For Academic Appointment [Form C] Immigration Process – Foreign Academics Information on the Selection Process to be Submitted to Office of Faculty Relations Board of Regents Approval and notification to the Candidate Office of Faculty Relations submits application to Service Canada