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Appendix B: Canada Research Chairs Nomination Process
Once the Search Committee Chair (or designate) is ready to commence the process, they contact their Faculty Relations Advisor. It is recommended that this contact occurs as early possible to ensure that the search process meets all TIPS requirements.
The Faculty Relations Advisor directs CRC requirement questions to the Director of Equity, Diversity, & Inclusion, Faculty Relations (EDI-FR) and/or the Equity in Research Lead, who are involved and consulted throughout the recruitment and nomination processes, and ensure that all search/nomination processes follow TIPS requirements for a fair and transparent search by:
- providing guidelines and best practices for constructing Search Committees and the recruitment/nomination process;
- ensuring the Search Committee is aware of the institution’s commitment to and strategy for meeting (and sustaining) its equity and diversity targets and any gaps;
- communicating with ISA to ensure that the desired timeline for submission is possible and potential start dates for candidates;
- providing job ad templates with required language;
- coordinating data collection on applicants required by TIPS during the recruitment process using best practices;
- surveying Search Committee members to ensure that the committee meets diversity requirements;
- communicating with Search Committee Chairs to ensure an equity champion or officer is on the committee and providing support and resources;
- arranging Unconscious Bias training for the committee before the consideration of applications; and
- providing a template for the Nomination Committee Report to the Search Committee to capture how the committee met all requirements; this report must be signed by all committee members.
The Search Committee drafts the job ad and sends to their Dean(s) for approval. Once the Dean approves the ad, it is sent to Equity in Research lead, which triggers the following process:
- The Equity in Research Lead vets and shares the ad with the Faculty Relations Advisor and Director of EDI-FR and consults with:
- the AVPR for approval; and
- ISA to ensure that any issues around timing are considered.
- The Equity in Research Lead works with the Search Committee Chair using an iterative process for edits/changes to the job ad to ensure compliance with all TIPS and EDI criteria. *Please note: In keeping with transparency, a job posting may be advertised no more than two years prior to the nomination being put forward to TIPS.
- The Equity in Research Lead sends the ad to the AVPR office for final approval, which is then returned to the Equity in Research Lead and Faculty Relations Advisor.
- Faculty Relations Advisor sends the position advertisement to the Executive Secretary, CIO, which is then posted on SFU’s VPA website.
- The department/school/faculty will be copied so that they can then post the ad.
- The Equity in Research Lead coordinates with the AVPR to send the ad to TIPS on the day it is posted and arranges to post the ad on the VPRI CRC Public Accountability Page as soon as possible.
- As part of SFU’s commitment to and strategy for meeting and sustaining its equity targets and gaps and to ensure a proactive search process, it is recommended that:
- Departments, Schools, and Faculties place CRC advertisements in venues that will reach a broader, more diverse audience such as job-posting venues, websites, listservs, journals, and professional networks.
- Ads use encompassing, clear, flexible criteria for assessing excellence that fully document, recognize and reward the scholarship of teaching, professional service, community service, outreach, mentoring and research training, and account for nontraditional areas of research and/or research outputs.
CRC applicants submit documents to the Search Committee by the method specified in the ad, which ordinarily include elements such as:
- Letter of interest in the advertised position.
- A full CV, including all research contributions, sources of funding, and positions held throughout the candidate’s career.
- Statements of research, teaching, and service, and any additional documents requested by the SC; these documents should include:
- a short description of the proposed research program during the tenure of the Chair (five years for Tier 2 and seven years for Tier 1);
- alignment with SFU’s SRP;
- contributions to research, infrastructure, and research collaborations; and
- discussion of how the Chair would strengthen graduate training at SFU.
- Two examples of refereed published scholarly work.
- Three letters of reference and/or the names of 4-6 potential referees to contact for letters of reference.
- For Tier 2 positions, if more than ten years post-PhD, justification for nominating to a Tier 2 Chair (if applicable) must be provided. As stated in the job ad template, the applicant may contact ISA to discuss details of eligibility.
- The Search Committee assesses the applicants and through an iterative process of short-listing and interviews, presentations, etc., ranks the applicants and selects one preferred candidate for nomination using best practices.
- Search Committees must be aware of SFU’s commitment to and strategy for meeting and sustaining its equity targets and gaps, which includes:
- Department/School/Faculty ratification vote: the TPC must review and vote on bringing in the individual with tenure (if applicable) – this would be done in a separate process and provided in a memo from the TPC, but would also be referred to in the SC’s memo.
- Recommendation Memo and Appointment Package from the Search Committee Chair to the Dean of the Faculty: this memo should refer to how the individual meets the criteria both for a CRC position (Tier 2 or Tier 1) and for an academic appointment at the specified rank.
- The Dean submits the name of the successful nominee to the VPA/VPRI; negotiations occur between the individual and Dean.
- Recommendation memo with the Appointment Package from the Dean to the VPA, which includes (if not fully addressed by the Search Committee):
- How the candidate meets or exceeds the requirements for a Tier 2 or a Tier 1 CRC;
- the quality of the institutional environment;
- institutional commitment; and
- the fit of the proposed chair with the university strategic research plan, which includes:
- ½ page regarding fit to priority research areas; and
- ½ page to explain how the nominee’s proposed research will help SFU achieve its SRP objectives.
- VPRI and VPA review the documentation and approve to go forward.
- The Appointment Package is received by Faculty Relations. If the Chair position is not contingent on a successful nomination, then Faculty Relations can complete the initial appointment letter to the individual, referring to the CRC processes under way.
- Faculty Relations sends relevant information (terms of appointment, institutional commitments, and all sources of support) to ISA/Research Facilitator so that they can develop the nomination in conjunction with the candidate (ISA or Research Facilitator may reach out to FR to confirm salary and stipend details, relocation expenses (if applicable), and other information, as required.
- ISA/Research Facilitator works with candidate to develop full CRC application, which includes:
- Quality of the nominee;
- Description of the proposed research; and
- Quality of the institutional environment, institutional commitment, and fit of the proposed chair with the institution’s strategic research plan.
- ISA reviews the CRC application for completeness (click here to view the ISA Nomination Review Checklist) and submits the draft package to FR.
- The Equity in Research Lead drafts the Institutional Attestation – Recruitment and Nomination Process (formal letter for processes that began prior to Sept 10, 2018) to go along with the nomination and facilitates the AVPR signature on the letter.
- Memo from the VPA (done by Faculty Relations) to the President supporting the nomination of the candidate, stating appointment contingent (or not contingent) on receipt of the award, and stating the components of the institutional commitment upon successful award (faculty salary, teaching release time, start-up grant, CRC nomination, CRC stipend, etc.). At the same time, the AVPR and VPA review the full Nomination Package for final CRC submission.
- The nomination is signed by the nominee and AVPR.
- The nominee will receive an Appointment Offer letter from the President (done by Faculty Relations) including all usual elements (FR will consult with the CFI Lead in ISA to ensure that all CFI components are included). At the same time, ISA submits the nomination electronically and couriers a hard copy of the full nomination package with signature pages included, the JELF application (if applicable), three letters of reference, the position advertisement, the Attestation letter (if applicable), and for an off-cycle nomination, a signed letter from the AVPR indicating that the enclosed nomination will aid the university in attaining and/or maintaining its EDI targets.