Monthly Action Guide: July 2022

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. 

Contact vpfal.prof.dev@utoronto.ca to be added to the distribution list or with any questions. 

Save the Date: New Faculty and Librarian Orientation, 2022

Please share with your faculty 

  • All newly appointed faculty with a start date after September 1, 2021 will receive an invitation to the New Faculty and Librarian Orientation, scheduled for Tuesday, August 16 and Wednesday, August 17, 2022.
  • Please share this information with any newly appointed faculty so that they can block these dates on their calendar.

Social Media Resources and Supports for Faculty Members and Librarians

  • The Office of the Vice-President and Provost has launched a Social Media Resource that provides resources and supports for faculty members and librarians engaging in social media.

Changes to Visiting Faculty Submissions

  • In light of increased immigration staffing at VPFAL, effective immediately please send the following requests and enquires exclusively to faculty.immigration@utoronto.ca:
    • International Contributor requests for those who currently hold an academic appointment (e.g., Visiting Professors, Research Award Recipients, Guest Lecturers, etc.), including those entering under the Global Skills Strategy;
    • Immigration support requests for new and renewed part-time faculty appointments; and
    • Immigration-related questions from currently appointed faculty.
  • Please note: Non-Canadian visiting faculty no longer require the “critical need letter” stating why it is essential for the visiting faculty to enter Canada for their appointment.  VPFAL will send out a notification if that changes.

PTR Process for the 2022-23 Academic Year

  •  “at the beginning of the academic year (i.e., July 1)”, unit heads “shall communicate, in writing, to each faculty member of their unit”:
    • Internal policies and procedures for assessment of PTR
    • The format to be used for activity reports
    • The relative weight of teaching, research and service (PDAD&C #53).
  • “A separate weighting of teaching, pedagogical/professional development and service should be made for teaching-stream faculty. Teaching stream faculty members shall be evaluated on their pedagogical and/or discipline-based scholarship in relation to the field in which they teach and/or creative/professional activity[1] that allows the faculty member to maintain a mastery of their subject area and this evaluation will be appropriately weighted in the PTR assessment. (PDAD&C #53).

Written Assignment of Workload

  • Unit heads should be aware of the following requirement and deadline:
    • “Each member will be provided with a written assignment of their workload duties on an annual basis that includes the member’s percentage appointment and details of teaching and service or, in the case of librarians, professional practice and service, by no later than June 30th.” (WLPP, 2.17, emphasis added)
  • As a reminder, starting in June 2022, all academic units are expected to make current individual workload assignments available via a secure site annually.

Interim Review

  • Tenure stream faculty members should have their performance “reviewed no earlier than May 1 of the third year of [their] contract … Normally no later than 30th June, the appointee should be asked to submit an account of research or creative professional activity which has been completed or undertaken since the time of initial appointment … The appointee will not normally be required to complete the submission prior to August 31.” (PPAA, II.8)

Probationary Review

  • Teaching stream faculty coming forward for their probationary review should be notified of their upcoming review “normally no later than May 1” and given a deadline for submission of their dossier (and “will not normally be required to complete the submission prior to June 30”) (PPAA, VII.30.vii).

Tenure Review

  • In units with faculty members coming forward for tenure review, “Each division head or chair of the department in the multi-departmental divisions shall have the responsibility … to notify the candidate, normally no later than June 30th, that he or she will be considered for tenure in the following spring and when the process of review, including assembling of documentation, is about to begin and when it will be completed. Candidates should normally be provided with a period of at least 6 weeks in which to assemble and prepare the documentation required from them as set out below and will not normally be asked to submit their research dossier prior to July 1.” (PPAA, III.14ii)

Continuing Status Review

  • In units with faculty members coming forward for continuing status review, “The division head or chair shall … notify the candidate of the final composition of the continuing status committee and when the process of review, including assembling of documentation, is about to begin and when it will be completed. The candidate, with appropriate assistance and advice from the division or department head, will prepare a dossier in accordance with Divisional Guidelines for submission to the continuing status committee by June 30th.” (PPAA,VII x.b)

Resources for Academic Administrators

  • Newly- and recently-appointed academic administrators who were unable to attend the 2022 Retreat for New Academic Administrators, delivered online between June 20-24, can contact vpfal.prof.dev@utoronto.ca for Retreat resources.

Unit Workload Policies

  • All units should review the date of their most recent unit Workload Policy. The University’s Workload Policy and Procedures for Faculty and Librarians (WLPP) 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).

Resources for Faculty

Save the Date: New Faculty and Librarian Orientation, 2022

Please share with your faculty 

  • All newly appointed faculty with a start date after September 1, 2021 will receive an invitation to the New Faculty and Librarian Orientation, scheduled for Tuesday, August 16 and Wednesday, August 17, 2022. Please share this information with any newly appointed faculty so that they can block these dates on their calendar.

U of T Bookstore Support for Faculty

Please share with your faculty 

  • Please encourage new faculty members to reach out to the U of T Bookstore for assistance with course materials. The Bookstore works closely with faculty members to source the best materials for their courses, with both print and digital options available. For those looking to assign readings from multiple sources, the U of T Bookstore works with a licensed Access Copyright copy shop and can help faculty create and distribute a custom course pack with desired materials. All Fall course material orders should be placed with the U of T Bookstore ASAP to ensure availability at the term start. Order now through Verba Collect or contact the relevant buyer for support.

National Centre for Faculty Development & Diversity (NCFDD) Programming

Activate your NCFDD membership

NCFDD Webinars

Faculty Success Program & the Post-Tenure Pathfinders Program

  • The Provost’s Office will continue to contribute 50% of the cost associated with the National Center for Faculty and Development & Diversity’s (NCFDD) Faculty Success Program & the Post-Tenure Pathfinders Program for the 2021-22 year, provided that the home unit or Dean’s Office contributes the remainder of the funds.  A new memo will be issued in July.
  • The registration deadline for the Faculty Success Program is July 27, 2022. The program runs from late August until mid-November.
  • The $500 Early Bird Discount ends July 20, 2022.
  • The Post-Tenure Pathfinders Program runs from May to August each year, with a registration deadline in March.