Monthly Action Guide: December 2020

This guide contains some friendly reminders of key deadlines and administrative tasks related to academic HR.

COVID-19 Resources for Academic Administrators

New: Modification to the Tenure Committee Meeting Protocols until February 28, 2021

  • The University and the University of Toronto Faculty Association (UTFA) have agreed to a change in the tenure process to affect all Tenure Committees meeting between now and February 28, 2021 in a Principals, Deans, Academic Directors, and Chairs (PDAD&C) memo issued on November 19, 2020.

AAPM Update: New Template Letters of Offer Posted

  • New template letters of offer have been posted as of August 31, 2020. All letters of offer should be issued using the most up-to-date templates posted on the Academic Administrative Procedures Manual (AAPM). The revised templates include several updated links based on the recently redesigned Human Resources & Equity site and an updated link to the employment standards poster.

Recruitment: General Information About SuccessFactors Recruiting

Contractually Limited Term Appointment (CLTA) Renewals

  • “Notice of termination must be given by December 31 of the final appointment year.” (Policy and Procedures on Academic Appointments [PPAA], 2015, VI.29.vi)
  • “Where circumstances justify and with the approval of the Vice-President and Provost, an extension may be granted. The option to extend may be exercised only once and then not to exceed a total maximum of five years.” (PPAA, 2015, VI.29.ii)

Part-Time Faculty

  • “A member of the academic staff who holds a three-year contract may be eligible for a renewal of the contract at the discretion of the department chairman and with the approval of the division head and the Vice-President and Provost, and after review. The review shall be held in the third year of the contract before December 31, and shall be the same as the review specified in (c) though the staff member shall be expected to have made additional achievements in research, or creative activity where applicable. The staff member shall be notified before December 31 regarding renewal of the contract.” (Policy and Procedures on Employment Conditions of Part-time Academic Staff, 1994, 6.d)

Tenure Stream Interim Review, PPAA, 2015

Applies to tenure stream faculty hired under or who have opted to be covered by the 2015 PPAA.

  • “Notice that the contract will or will not be renewed on the following July 1 must be given in writing no later than November 30.” (PPAA, 2015, II.30)

Teaching Stream Probationary Review, PPAA, 2015

  • “Notice that the contract will or will not be renewed on the following July 1 must be given in writing no later than December 31.” (PPAA, 2015, VII.30.vii)

Continuing Status Review, PPAA, 2015

  • “The continuing status review should be completed and the candidate notified by December 31st.” (PPAA, 2015, VII.30.x)

Retirement

  • Please remind faculty and librarians who might wish to retire on January 1, 2022 of the January 1, 2021 deadline to provide notice of their intention to retire. Please see the AAPM section on Retirement for details.

Workshops and Resources for Academic Administrators

New! Thinking Big: How to Advance Your Unit in the Current Budgetary Context

This panel, offered by the Office of the Vice-Provost, Faculty & Academic Life and the Planning & Budget Office, is an opportunity for new and continuing Chairs and Directors to discuss ways to advance their units in the current budgetary context. Participants will hear from experienced unit heads who have worked with their budgets in a thoughtful and creative way. The panel will be moderated by Scott Mabury, Vice-President of Operations and Real Estate Partnerships and Vice-Provost of Academic Operations, and Trevor Rodgers, Assistant Vice-President, Planning & Budget.

Date: November 27, 2020
Time: 2 to 4 pm

New! Academic HR Sessions for AAAs (Chairs, Directors & Single Department Faculty Deans)

Leading tenure, continuing status, and promotion reviews are the responsibility of the Chairs, Directors, and Single Department Faculty Deans. These sessions, offered by the Office of the Vice-Provost, Faculty & Academic Life, are intended to provide unit heads with an overview of assessment processes. We will discuss materials unit heads need to gather to support each review and will offer key strategies for success. The goal of these sessions is to help unit heads run fair and robust reviews and avoid common pitfalls.

Register for any and all sessions relevant to you. All sessions will be held online.

1. Interim & Tenure Review for AAAs

Date: March 4, 2021
Time: 10 am to 12 pm

2. Probationary & Continuing Status Review for AAAs

Date: April 1, 2021
Time: 10 am to 12 pm

3. Promotion in the Tenure Stream for AAAs

Date: March 31, 2021
Time: 1 to 2 pm

4. Promotion in the Teaching Stream for AAAs

Date: March 10, 2021
Time: 1 to 2 pm

Register now for any and all of these sessions.

We will send you a Zoom link a few days before the event.

New! Recruitment & Hiring for Chairs, Directors & Single Department Faculty Deans

A unit’s ability to hire the best possible candidates for academic positions can depend on effective management of the recruitment process. This session for Chairs, Directors, Single Department Faculty Deans, and supporting staff is intended to provide information about the following topics that are critical to the success of this process:

  • Recruitment plan
  • Job ads
  • Immigration considerations
  • Appointment files
  • Search report

Date: May 6, 2021
Time: 10 to 11:30 am

Register now.

We will send you a Zoom link a few days before the event.

Advancement Process for Sessional Lecturers

This session will provide Chairs, Directors, Associate Chairs, Vice/Associate Deans, and Administrative Staff responsible for the administration of CUPE 3902 Unit 3 appointments with the necessary information to manage and conduct the processes for advancement to Sessional Lecturer II, and advancement to Sessional Lecturer III.

Date: January 19, 2021
Time: 1 to 3 pm

Register now.

We will send you a Zoom link a few days before the event.

Managing Teaching Assistants (TAs) and Sessional Lecturers for Chairs, Directors, Deans & Staff

With the new academic year under way, this session will provide Chairs, Directors, Associate Chairs, Vice/Associate Deans, TA Coordinators, and Administrative Staff responsible for the administration of CUPE 3902 appointments with the tools and information necessary for managing employees under the CUPE 3902 Unit 1 and Unit 3 Collective Agreements. Topics will include: performance management, accommodation, workload, leaves, and all other relevant processes under the Collective Agreements for the duration of an employee’s contract.

Date: February 3, 2021
Time: 2 to 4 pm

Register now.

We will send you a Zoom link a few days before the event.

Hiring Teaching Assistants (TAs), Course Instructors & Sessional Lecturers

This session will provide Chairs, Directors, Associate Chairs, TA Coordinators, and Administrative Staff responsible for the administration of CUPE 3902 appointments with the tools and information necessary for posting, hiring, and filling positions under the CUPE 3902 Unit 1 and Unit 3 Collective Agreements. Topics will include: subsequent appointment assignments, job security commitments, timelines, job postings, and navigating the hiring criteria.

Date: March 2, 2021
Time: 1 to 3 pm

Register now.

We will send you a Zoom link a few days before the event.

Workshops & Resources for Faculty

New! Building the Momentum: Finding Your Post-Tenure Pathway

Please share with any faculty who have achieved tenure between 2016-17 and 2019-20, inclusive (for tenure stream faculty only).

There has been conversation about the notion of a “post-tenure slump.” This interactive panel, intended for Associate Professors who achieved tenure between 2016-17 and 2019-20, is a conversation about how it feels to have tenure and to explore post-tenure pathways. Experienced faculty will share how they navigated the immediate post-tenure period. This panel will be moderated by Vice Provost, Faculty & Academic Life, Heather Boon.

Date: January 14, 2021
Time: 10 to 11:30 am

Register now.

We will send you a Zoom link a few days before the event.

New! Building the Momentum: Finding Your Post-Continuing Status Pathway

Please share with any Associate Professors, Teaching Stream (for teaching stream faculty only).

Thinking about next steps after continuing status? This session, intended for Associate Professors, Teaching Stream, is a conversation about post-continuing status pathways. A panel of teaching stream faculty will share how they have continued to grow exciting and dynamic careers after achieving continuing status. This session will be moderated by the Vice-Provost, Faculty & Academic Life, Heather Boon.

Date: January 26, 2021
Time: 10 to 11:30 am

Register now.

We will send you a Zoom link a few days before the event.

Preparing for Your Interim & Tenure Review, for Faculty

Please share with pre-tenure faculty. This session is for tenure stream faculty only.

Achieving tenure is an important milestone in the life cycle of tenure-stream faculty. Understanding expectations and knowing what constitutes a complete and thorough file is critical. This session, intended for pre-tenure faculty who are preparing for their interim or tenure reviews, will cover the process and associated timelines for each review. Experienced Chairs/Directors will be on hand to provide insight into how files are read and assessed.

Dates:

  • March 9, 2021 from 10 am to 12 pm. For faculty appointed on St. George, at UTM, or at UTSC.
  • February 11, 2021 from 1 to 3 pm. For faculty appointed at UTM only.

Register now.

We will send you a Zoom link a few days before the event.

Preparing for Your Promotion from Associate Professor to Professor in the Tenure Stream, for Faculty

Please share with Associate Professors in the Tenure Stream. This session is for tenured faculty only.

The University expects that most tenure stream faculty will achieve the rank of Professor during their career at this institution. This session is intended for Associate Professors in the tenure stream who are preparing for promotion to Professor. We will discuss the process and timelines, how candidates may be identified, and how they can develop a professional development plan in preparation for promotion in the tenure stream.

Dates:

  • February 25, 2021 from 1 to 2 pm. For faculty appointed on St. George, at UTM, or at UTSC.
  • February 24, 2021 from 1 to 2 pm. For faculty appointed at UTM only.

Register now.

We will send you a Zoom link a few days before the event.

Preparing for Your Probationary & Continuing Status Review, for Faculty

Please share with pre-continuing status faculty. This session is only for teaching stream faculty in continuing appointments who are prior to their continuing status review.

Achieving continuing status is an important milestone in the life cycle of teaching stream faculty. Understanding expectations and knowing what constitutes a complete and thorough file is critical. This session, intended for pre-continuing status faculty who are preparing for their probationary or continuing status reviews, will cover the process and associated timelines for each review. Experienced Chairs will be on hand to provide insight into how files are read and assessed in the teaching stream.

Dates:

  • February 23, 2021 from 10 am to 12 pm. For faculty appointed on St. George, at UTM, or at UTSC.
  • February 22, 2021 rom 1 to 3 pm. For faculty appointed at UTM only.

Register now.

We will send you a Zoom link a few days before the event.

Preparing for Your Promotion from Associate Professor, Teaching Stream to Professor, Teaching Stream for Faculty

Please share with Associate Professors, Teaching Stream. This session is only for teaching stream faculty who have already completed their continuing status review and have been promoted to the rank of Associate Professor, Teaching Stream.

The University anticipates that many teaching stream faculty will achieve the rank of Professor, Teaching Stream. This session is intended to help associate rank teaching stream faculty prepare for promotion. We will discuss the process and timelines, how candidates may be identified, and how they can develop a professional development plan in preparation for promotion to Professor, Teaching Stream.

Dates:

  • March 25, 2021 from 1 to 2 pm. For faculty appointed on St. George, at UTM, or at UTSC.
  • March 3, 2021 from 10 to 11 am. For faculty appointed at UTM only.

Register now.

We will send you a Zoom link a few days before the event.

Save the Date: New Faculty Orientation, 2021

For all Chairs, Directors, Single Department Faculty Deans: Please note that the 2021 New Faculty Orientation will be held on August 16 and 17, 2021.

Webinars by the National Center for Faculty Development & Diversity (NCFDD)

Activate your NCFDD membership now.