Calculating Years in Rank

See also information for Sessional Lecturers.

For New Tenure/Tenure Track Faculty, 12-Month Lecturers & Professorial Ranks Appointments without Review

It is UBC’s practice to count years in an equivalent rank at another institution or equivalent experience in determining where a new appointee should begin on the career progress increment (CPI) scale for the purpose of salary increases. Applicable ranks include all tenured/confirmed, tenure track/probationary and without review appointments, and 12-month Lecturers (not including Sessional Lecturers).

An equivalent rank should include ranks with equivalent experience; for example, a new Assistant Professor at UBC would be considered to have previous years in rank if s/he had previous experience in teaching, research and service in previous appointments.

It is necessary that the number of years in an equivalent rank be determined at the time of hire, and communicated to the new appointee in writing, preferably in the offer letter so that the new hire can indicate acceptance with their placement on the CPI scale.

This process is important to ensure that starting salaries are appropriate. It is also an important step to ensure that all appointees are treated fairly and to avoid future salary anomalies and inequities; new appointees with prior experience who are placed at the bottom of the CPI scale are placed at an advantage over new appointees whose experience is solely at UBC.

Please indicate the number of years in an equivalent rank on the Faculty Appointment Form in the “Prev Exp Yrs In Rank” box prior to submission.  A Years in Rank (DOC) form must be completed for each new faculty appointment; please attach to the Faculty Appointment Form.

If you have any questions regarding this procedure, please feel free to contact Faculty Relations at fr@exchange.ubc.ca.

For Sessional Lecturers

In order to implement the Agreement on Conditions of Appointment for Sessional and Part-Time Faculty Members, it is essential that Faculty Relations be provided with accurate information regarding the full-time equivalent (“FTE”) service attributable to each appointment. This section provides the basic procedure that should be followed:

1. Each department must determine what constitutes a full-time load. Normally, this will be either 18 or 24 credits per academic year (which is the 8 month period from September 1 to April 30). However, it may be described in other terms, such as, for example, a certain number of hours of supervision per month. The balance of this procedure assumes that the full-time load is defined in terms of credits per academic year, but the same principles will apply regardless of how a full-time load is defined.

2. The number of credits being taught by a sessional lecturer should be divided by the full-time load determined in step 1 to determine his/her percentage load. Please note that part-time percentage should be calculated as a percentage of full-time employment for the period of the sessional lecturer’s appointment only and not as a fraction of the whole winter session of the full year. For example, if 18 credits is a full-time load over 8 months, than 9 credits is a full-time load over 4 months. For a sessional lecturer teaching 3 credits over the course of a 4 month appointment, the percentage load is determined by dividing the number of credits (3) by the full-time load for that period of appointment (9). Therefore, 3 divided by 9 equals 33.33%. If a sessional lecturer teaches 6 credits over the course of an 8 month appointment, he/she would also be teaching at a 33.33% load: 6 divided by 18 equals 33.33%.

3. The percentage load determined in step 2 should be multiplied by the number of months of the sessional lecturer’s appointment to determine the amount of FTE service that the appointment represents. For example, a sessional lecturer teaching at a 50% load over the course of a 4 month appointment should be credited with 2 months of FTE service in respect of that appointment (.50 x 4 = 2).

EXAMPLE for a full-time load for 8 months = 18 credits

Full-time load per term (in credits) 3-credit course (1 term = 4 months) 6-credit course (2 term = 8 months
% FTE(in months) % FTE(in months)
6 50% 2.67 50% 4.00
9 33.33% 1.33 33.33% 2.67
12 25% 1.00 25% 2.00
15 20% 0.80 20% 1.60

Please note: For the purpose of calculating FTE months of service, each ESS course should be given the same weight as the same course is given when taught during the regular winter session.

Once the FTE service is known for each appointment, a sessional lecturer’s accumulated FTE service can be calculated by simply adding them all up. Using the total FTE, you can then determine if a sessional lecturer has attained continuing status if the total equals at least 36 full-time months within a six year period. Please note that the resulting figure will not necessarily be the same as the person’s years in rank which determines where a sessional lecturer should be placed on the sessional scale. A person’s years in rank should be calculated by dividing the number of months of FTE service by 8 and adding to that any equivalent service the person may have obtained elsewhere. Previous experience should be assessed and considered by the respective Dean, Head or Director.

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