Monthly Action Guide: March 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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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).
Progress Through the Ranks (PTR)
- Units should begin the annual performance evaluation process for faculty by sending a request for Annual Activity Reports and Paid Activity Reports to all faculty members and librarians. These should be submitted to unit heads at the end of April (following divisional norms).
Unit Workload Policies
- All units should review the date of their most recent unit Workload Policy. The University’s Workload Policy and Procedures states that “Unit Workload Policies shall be reviewed at least every three years by the unit.” (WLPP, 2.16)
- If your unit workload policy was last reviewed three or more years ago, it is time to review it again to ensure it continues to serve you well. Policies require approval: in a Multi Department Faculty, please reach out to your Dean’s Office; Single Department Faculties should contact VPFAL.
- The process of considering your unit workload policy is meant to be a collegial one: your workload committee “membership should be reasonably reflective of the membership of the Unit, including reflecting the types of appointments that faculty members in the unit hold.” (WLPP, 2.2)
Modification to the Tenure Committee Meeting Protocols for the Remainder of the Academic Year
- PDAD&C#45 was circulated on February 12, 2021
- It clarifies that “based on current public health advice, all Tenure Committees should convene virtually for the remainder of the academic year.”
Research & Study Leaves
- This month, the Office of the Vice-Provost, Faculty & Academic Life will send approvals for upcoming Research & Study Leaves in your unit or division. More details about Research & Study Leaves are available in the AAPM.
- Dates for the annual retirement information sessions for faculty and librarians will be in the Spring and will be announced soon. The sessions are designed to help individuals plan for retirement through a discussion of their retirement options including Phased Retirement and pension details.
Travel & Visiting Faculty
- 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 is 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)
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)Register now. We will send you a Zoom link a few days before the event.
Hiring TAs, Course Instructors, and Sessional Lecturers – POSTPONED
IMPORTANT: This session, originally scheduled for March 2, has been postponed. We will connect with all those registered about the new date when we are in the position to do so.
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.
Workshops & Resources for Faculty
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)
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 2pm (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, 10-11am (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.