Monthly Action Guide: January 2021
This email contains some friendly reminders of key deadlines and administrative tasks related to academic HR. Please share with faculty or staff who would find this information relevant.
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New! VPFAL Website
- We have launched a new website, which features a user-centred experience, streamlined architecture, and greater attention to accessibility.
- The site now houses a number of core pages and we will continue to add and adjust content over time in response to emerging needs.
COVID-19 Resources for Academic Administrators
- Please visit our dedicated page.
- Note that we have posted a revised document on Best Practices for Virtual Faculty Interviews (updated November 6, 2020).
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 PDAD&C (Principals, Deans, Academic Directors, and Chairs) memo issued 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 in 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
- New system: The new SuccessFactors Recruiting Tool launched on July 7, 2020, replacing Taleo.
- Instructions: Please note that guides that explain how to access and use the system are available as follows:
Continuing Status Review
- It is important to remember: Now that the season for Continuing Status Review has concluded, please ensure that you dispose of all hard copy files and soft copy files securely.
Promotions in the Tenure & Teaching Streams
- Soft copy files for candidates recommended for promotion may be submitted to the Office of the Vice-Provost, Faculty & Academic Life as soon as possible.
- Review the updated guidelines for the circulation of tenure files, which now include electronic options.
- Prepare the Summary of Evidence and provide it to the candidate, using the template letter, at least one week prior to the first meeting of the Tenure Committee.
- Members of Tenure Committees meeting this month may wish to review resources on committee deliberations and voting procedures.
- Please ensure that you share your Faculty Guidelines on the Evaluation of Teaching with all tenure committee members.
- In response to the COVID-19 pandemic, Canada’s federal government imposed international travel and border restrictions to prevent the spread of coronavirus. Effective January 7, 2021, people entering Canada by plane must provide proof of a negative COVID-19 test before boarding the plane. The VPFAL website provides information on these new restrictions and the other restrictions that are in place.
- If you have new or visiting faculty who plan to arrive in the next 12 months, please follow your Faculty’s established procedure and submit any immigration-related documents for action. If you plan to invite non-Canadian visiting faculty to campus during the Canadian border closure, your submission must include a letter stating why it is essential for the visiting faculty to enter Canada for their appointment. Please contact Faculty Immigration for a letter template. This letter should factor into the Decanal approval process.
Workshops & Resources for Academic Administrators
Academic HR Sessions for 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 that 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.
1. Interim & Tenure Review for AAAs
Date: March 4 from 10 am to 12 pm (online)
2. Probationary & Continuing Status Review for AAAs
Date: April 1 from 10 am to 12 pm (online)
3. Promotion in the Tenure Stream for AAAs
Date: March 31 from 1 to 2 pm (online)
4. Promotion in the Teaching Stream for AAAs
Date: March 10 from 1 to 2 pm (online)
Newly Advertised: 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 from 10 to 11:30 am (online)
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 from 1 to 3 pm (online)
Managing Teaching Assistants & Sessional Lecturers for Chairs, Directors, Deans & Staff
With the new academic year underway, this session will provide Chairs, Directors, Associate Chairs, Vice/Associate Deans, Teaching Assistant 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 from 2 to 4 pm (online)
Hiring Teaching Assistants, Course Instructors & Sessional Lecturers
This session will provide Chairs, Directors, Associate Chairs, Teaching Assistant 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 from 1 to 3 pm (online)
Workshops & Resources for Faculty
Building the Momentum: Finding Your Post-Tenure Pathway
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 the Vice Provost, Faculty & Academic Life, Heather Boon.
Date: January 14 from 10 to 11:30 am (online)
Building the Momentum: Finding Your Post-Continuing Status Pathway
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 from 10 to 11:30 am (online)
New Session! Faculty Check-In
This session is intended as an opportunity for new tenure and continuing teaching stream faculty to connect informally with colleagues. It is also intended to allow new faculty to share comments or observations and to ask questions about things that are top of mind. A panel of senior colleagues and staff will be on hand to help provide answers to questions and direct attendees to resources.
Date: February 2 from 1 to 2:30 pm (online)
Preparing for Your Interim & Tenure Review for 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 and Directors will be on hand to provide insight into how files are read and assessed.
- March 9 from 10 am to 12 pm (for faculty appointed on St. George, at UTM, or at UTSC)
- February 11 from 1- to 3pm (for faculty appointed at UTM only)
Preparing for Your Promotion from Associate Professor to Professor in the Tenure Stream for Faculty
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.
- February 25 from 1 to 2 pm (for faculty appointed on St. George, at UTM, or at UTSC)
- February 24 from 1 to 2 pm (for faculty appointed at UTM only)
Preparing for Your Probationary & Continuing Status Review for 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.
- February 23 from 10 am- to 12 pm (for faculty appointed on St. George, at UTM, or at UTSC)
- February 22 from 1 to 3 pm (for faculty appointed at UTM only)
Preparing for Your Promotion from Associate Professor, Teaching Stream to Professor, Teaching Stream for Faculty
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.
- March 25 from 1 to 2 pm (for faculty appointed on St. George, at UTM, or at UTSC)
- March 3 10 to 11 am (for faculty appointed at UTM only)
Save the Date: New Faculty Orientation, 2021
For all Chairs, Directors, and Single Department Faculty Deans: Please note that the 2021 New Faculty Orientation will be held on August 16 and 17.
Webinars from the National Centre for Faculty Development & Diversity (NCFDD)
Turning Chutes into Ladders for Women Faculty: A Roadmap to Equity in Academia (January 26 from 2 to 3 pm)