ACADEMIC MEMBERS’ RETENTION PROCEDURE
1.0 Definitions Specific to This Document
1.1 Capitalized words and phrases used in this procedure document and not otherwise defined here have the meanings assigned to them in the related Academic Members’ Retention Policy (PL-AC-12).
1.2 The following words and expressions are specific to this document and shall have the meanings hereby assigned to them:
1.2.1 Academic Appraisal: A structured evaluation process designed to assess Academic Members performance’s effectiveness and efficiency, and improve their professional performance, development, and achievements.
1.2.2 Academic Freedom: The right to freely study, discuss, investigate, teach, conduct Research, and publish, as appropriate to the individual’s respective roles and responsibilities.
1.2.3 Academic Promotion: Advancement to the next higher Academic Rank through formal academic recognition by the University of a specified record of achievement by the full-time Academic Member, and of the Academic Member’s potential to make a continuing contribution to the University’s mission and Strategic Priorities in (a) Teaching, (b) Scholarly/Creative Activities, and (c) Service.
1.2.4 Academic Professional Development: Planned activities and events that provide for and contribute to the personal and professional improvement of Academic Members, and are intended to help Academic Members improve their professional knowledge, competence, skill, and effectiveness.
1.2.5 Academic Recruitment: The process for hiring individuals for academic jobs in the University, which includes the establishment of workforce needs, advertisement, pre-screening, shortlisting, interviewing, selection of potential Recommended Candidates, reference and background checks, sending Conditional Offer of Employment, signing Contract of Employment, and onboarding of Academic Members.
1.2.6 Academic Unit: An entity within the University that delivers Courses for Programs or for entry into Programs.
1.2.7 Business Unit: Any function of the University headed by the President, Vice-president, Associate Vice-President, Director, Manager, Dean, Head, or Academic Manager, as the case may be.
1.2.8 Research: The systematic and organized investigation of a subject/topic, and study of the materials and sources in order to establish new knowledge and/or reach new conclusions.
1.2.9 Scholarly/Creative Activities: The empirical (experiential and applied) Research that is aligned to the focus of the University, and the orientation of the vocational and technical type of the education the University is providing, and intellectual attainment including; published journal papers, peer reviewed conference articles, book chapters, as well as other activities that are peer reviewed and/or publicly disseminated and which include the discovery of new knowledge; development of new materials/practices and/or new uses for existing materials/practices; and which broaden and expand the learning communities in which Academic Members function and in which the University is situated.
1.2.10 Service: Engagement by Academic Members in University wide or departmental activities such as leadership on University committees, program development and accreditation support activities, special project assignments, Academic Advising, or other such work in fulfillment of the University's strategic and academic priorities; in their professional organizations through attendance at meetings, professional presentations, or other such work; and service to the broader community such as representing the University in the broader community, professional presentations to audiences outside the campus; or other such activities.
1.2.11 Teaching: The delivery of theoretical and/or practical instruction for the purpose of student learning and development, that is generally organized by disciplines and/or interdisciplinarity of study and administered within an established mode and timeframe.
1.3 Where the context requires, words importing the singular shall include the plural and vice-versa.
1.4 Where a word or phrase is given a particular meaning, other parts of speech and grammatical forms of that word or phrase have corresponding meanings.
2.0 Procedure Purpose
2.1 The purpose of this procedure is to outline the various strategies and initiatives taken by the University to build a productive, supportive, and engaged environment that promotes Academic Members’ retention, in alignment with the University’s mission and Strategic Priorities.
3.0 Procedure Statements
3.1 Subject to applicable policies, Academic Members’ retention can be achieved through various methods, including but not limited to:
3.1.1 Recruitment and onboarding.
3.1.2 Teaching.
3.1.3 Academic Professional Development.
3.1.4 Scholarly/Creative Activities.
3.1.5 Service.
3.1.6 Performance review.
3.1.7 Academic Promotion.
3.1.8 Engagement and communication.
3.1.9 Regular feedback.
3.1.10 Academic Freedom.
3.1.11 Recognition and Awards.
3.1.12 Compensation and benefits.
3.1.13 Exit interview.
3.2 The Human Capital Directorate will submit regular reports on retention to the Vice-President, Academics and Deans/Academic Manager regarding methods mentioned in section (3.1) in this procedure, exit interviews, and surveys outcomes.
3.3 The Dean/Academic Manager is responsible for:
3.3.1 Maintaining a working environment that promotes retention; and
3.3.2 Including retention recommendations as part of the business units’ effectiveness report.
3.4 The Vice-President, Academics will review the recommendations and make the final recommendations to the President.
3.5 The University’s retention plan is developed by the Human Capital Directorate and reviewed annually by the Vice-President, Academics and the Human Capital Directorate.
3.6 Recruitment and Onboarding
3.6.1 Academic Members are offered a comprehensive orientation program when they join the University. This program is conducted by the Human Capital Directorate in collaboration with the relevant Academic/Business Units to cover various areas that support new Academic Members’ familiarity with the University culture, environment, and expectations. This includes, but is not limited to, introducing Academic Members to:
3.6.1.1 The University’s facilities, systems, and resources.
3.6.1.2 The Employee assistance program.
3.6.1.3 The University’s policies and procedures.
3.6.1.4 Code of Conduct.
3.6.1.5 Committees.
3.6.1.6 Academic Workload.
3.6.1.7 Career pathways.
3.6.1.8 Performance review and promotion, provided by the Faculty Affairs Department.
3.6.1.9 Operations and services pertaining to Academic Members, provided by the Faculty Affairs Department.
3.6.1.10 Onboarding training in Teaching, provided by the Applied and Experiential Learning Department.
3.6.2 The Academic Units, in coordination with the Human Capital Directorate, will provide regular monitoring and support to Academic Members during their first year to address issues, if any.
3.6.3 Teaching
3.6.3.1 Academic Units will ensure equity, transparency, fairness, and consistency in the distribution of the Academic Workload within the Academic Unit, in accordance with the Academic Workload Policy (PL-AC-05) and Teaching Load Procedure (PR-AC-05).
3.6.4 Academic Professional Development
3.6.4.1 The University supports Academic Members in Academic Professional Development activities in accordance with the Academic Professional Development Policy (PL-AC-11) and its relevant procedure.
3.6.5 Scholarly/Creative Activities
3.6.5.1 The University provides support to Academic Members’ engagement in Research and Scholarly/Creative Activities, in accordance with the Funded Research Policy (PL-AC-08).
3.6.6 Service
3.6.6.1 Academic Members are provided opportunities to engage in Service activities, as defined in the Academic Appraisal Policy (PL-AC-09) and its relevant procedure.
3.7 Performance Review
3.7.1 Academic Members are subject to Academic Appraisal, which recognizes their performance through the Academic Appraisal Policy (PL-AC-09) and its relevant Procedure.
3.7.2 At the start of the Academic Appraisal cycle, Academic Members are offered an information session led by the Vice-President, Academics, in collaboration with the Faculty Affairs Department, to provide an overview of the Academic Appraisal process, including its criteria, evaluation, and expected outcomes.
3.8 Academic Promotion
3.8.1 Academic Promotion opportunities are provided as per the Academic Promotion Policy (PL-AC-04) and its relevant procedure.
3.8.2 At the start of the Academic Promotion Cycle, Academic Members are offered an information session led by the Vice-President, Academics, in collaboration with the Faculty Affairs Department, to provide an overview of the Academic Promotion process, including its the criteria, and evaluation.
3.9 Engagement and Communication
3.9.1 The University’s mission, Strategic Priorities, and goals are communicated to its Academic Members.
3.9.2 The University provides opportunities for Academic Members to contribute to the University’s decision-making through their involvement in committees, task forces, and working groups at the University, Academic Unit, and/or department levels.
3.9.3 Academic Units hold regular meetings engaging all Academic Members as a platform for engagement and communication.
3.10 Regular Feedback
3.10.1 Department/Program Head and/or the Dean/Academic Manager meet with Academic Members who report to them on a regular basis to provide and/or receive feedback.
3.10.2 Academic Members are encouraged to approach their Department/Program Head and/or the Dean/Academic Manager to discuss matters related to their Academic Workload, responsibilities, and/or address issues, if needed.
3.10.3 Surveys are conducted regularly by the Strategy and Development Directorate to measure employee engagement and satisfaction.
3.11 Academic Freedom
3.11.1 The University recognizes the Academic Members’ Academic Freedom, in accordance with the Academic Freedom Policy (PL-AC-10).
3.12 Recognition and Awards
3.12.1 The evaluation of Teaching, Scholarly/Creative Activities, and Service in the Academic Appraisal recognizes and acknowledges the achievements of Academic Members at the University.
3.12.2 Annual awards for Teaching, Scholarly/Creative Activities, and/or Service are awarded to Academic Members in recognition of their significant contributions to the University’s mission and Strategic Priorities.
3.12.3 Awards are supported by a clear set of criteria, standards and/or scoring matrices, as per the UDST Awards Manual.
3.13 Exit Interviews
3.13.1 The Human Capital Directorate conducts exit interviews and/or exit surveys with Academic Members leaving the University to improve retention. These are submitted to the Vice-President, Academics and the President, who may share any major concerns identified, with Deans and/or Academic Managers, if deemed necessary.
4.0 Related Documents
4.1 HR-PL-01: HR Policy.
4.2 PL-AC-04: Academic Promotion Policy.
4.3 PL-AC-05: Academic Workload Policy.
4.4 PL-AC-08: Funded Research Policy.
4.5 PL-AC-09: Academic Appraisal Policy.
4.6 PL-AC-10: Academic Freedom Policy.
4.7 PL-AC-11: Academic Professional Development Policy.
4.8 PL-AC-12: Academic Members’ Retention Policy.
4.9 PL-AC-23: Academic Recruitment Policy.
4.10 Manual to Councils, Committees, Task Forces, and Working Groups.
4.11 UDST Awards Manual.