Monthly Action Guide: June 2023

This post contains 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. 

Update on Merit (PTR/5%) for the 2022-23 Academic Year (PDAD&C #37)

  • The University and UTFA have reached agreement that July 1, 2023 PTR will be paid to faculty and librarians in the July 2023 pay run. 
  • Both the PTR and 5% merit awards are based on the performance assessment for the 2022-23 year.
  • See PDAD&C #37 for details
  • The Salary Letter July 1, 2023 PTR template may be found here
  • As noted in PDAD&C #53, please be reminded of four important clarifications and changes to the PTR guidelines section in the Academic Administrative Procedures Manual (AAPM)

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)

Reminder: Unit Head’s Responsibilities Relative to Workload

International SOS

Please encourage your faculty to register

  • International SOS provides a range of travel related services, for which University of Toronto faculty, librarians, and staff travelling on work-related business are eligible.
  • Registration with International SOS via the U of T Portal  is strongly encouraged who will be traveling abroad in the course of their work at the University, so that in the event of an individual or local/national crisis in a particular country, individuals are supported and kept healthy and safe.
  • Recent world events have underscored the importance of this resource for faculty.

Register for the Fall 2023 Faculty Success Program through the National Centre for Faculty Development and Diversity (NCFDD)

Please share with your tenure track faculty, tenured faculty, and part-time faculty in continuing appointments in the non-tenure stream

  • The Fall 2023 Faculty Success Program will run from August 27-November 18, 2023.
  • Early bird discount ends July 19, 2023
  • 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 2023-24 year, provided that the home unit or Dean’s Office contributes the remainder of the funds. The memo to this effect will be issued shortly.
  • If there are questions about eligibility for funding, please contact vpfal.prof.dev@utoronto.ca

Planning for 2023-24 Promotions

  • This is the time of year to conduct considerations of all faculty coming up for promotion and to consider who needs a more detailed scrutiny.
  • This includes Associate Professors; Associate Professors, Teaching Stream; Part-Time Assistant and Associate Professors (both teaching stream and non-tenure stream), Status-Only Professors and CLTAs.
  • Here is the relevant policy language for tenure/non-tenure stream and teaching stream faculty:
    • “Each year the Department Chairman will place before the Promotions Committee for preliminary consideration the names of all Associate Professors in the Department, together with their curricula vitae. The Committee will advise the Chairman as to which staff members should receive more detailed consideration for promotion.” (PPP, 1980, 20)
    • “Each year the Department Chair will place before the Promotions Committee for preliminary consideration the names of all part-time Assistant Professors, Teaching Stream with continuing appointments and all Associate Professors, Teaching Stream in the Department, together with their curricula vitae. The Committee will advise the Chair as to which faculty members should receive more detailed consideration for promotion.” (PPPTS, 2021, 18)
  • Follow up with individual faculty members regarding a timeline for when they may be ready to come forward for promotion.
  • “The successful candidate for promotion will be expected to have established a wide reputation in his or her field of interest, to be deeply engaged in scholarly work, and to have shown himself or herself to be an effective teacher.” (PPP, 1908, 7)
    • “The greatest weight will be given to scholarly achievement or, where appropriate, creative professional work, and to high quality in teaching.”
  • “Promotion to Professor, Teaching Stream will be granted on the basis of excellent teaching, educational leadership and/or achievement, and ongoing pedagogical/professional development, sustained over many years.” (PPPTS, 2021, 6)

Annual Faculty Recruitment Plans

Interim Review (Tenure Stream)

  • Tenure stream faculty members who were hired under or who HAVE opted to be covered by the PPAA, 2015 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)

  • 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.14.ii).

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).

Completion of Offers

  • Please complete the Completion of Offer (COO) for Academic Appointments as soon as possible after a search has concluded and return to the Office of the Vice-Provost, Faculty & Academic Life (academic.hr@utoronto.ca). The form should be submitted in cases of acceptances and declines. For acceptances, please also submit the signed letter of offer.
    • Please note: VPFAL must receive the COO and the passport details for the new hire in order to begin start the immigration support process.
  • Please also complete the workflow in SuccessFactors Recruiting (SFR) by moving candidates through the appropriate steps in the recruiting system, depending on the outcome of the search. Please reference the job aids about offering a position, hiring a candidate, and closing a search’ available on the ASA resources  page. Questions about the SFR workflow can be sent to academic.jobs@utoronto.ca.

Retirement Notice

Please share this information with all of your faculty and librarians.

Save the Date: Retreat for New Academic Administrators

  • The Retreat for New Academic Administrators will take place on June 26-29, 2023 at the Faculty Club (41 Wilcocks Street)
  • All newly-appointed academic administrators under the PAAA will receive an invitation in the coming months
  • Any continuing academic administrator who wishes to attend the Retreat is welcome to do so and should contact vpfal.prof.dev@utoronto.ca for registration information. Sessions on June 29 (Bias, Inclusion, and Culture Change, Difficult Conversations, and Creative Professional Achievement) may be of particular interest.
  • Continuing AAAs have been sent an email invitation, including registration information and a full draft schedule for the week.

Save the Date: New Faculty & Librarian Orientation

  • The New Faculty & Librarian Orientation will take place on August 14 & 15, 2023 at the Faculty Club (41 Wilcocks Street)
  • Faculty members who are appointed to the Tenured/Tenure Stream and Continuing Stream Teaching Stream, and librarians will be sent an invitation

Upcoming Programming for Academic Administrators

Highlighted below are the sessions occurring in the next month. To see the complete list of scheduled workshops, please visit the VPFAL programming page.

Recruitment & Hiring (Online)

Note: This session was originally scheduled for May 2 and has been postponed to July 11, 10am-12pm

A unit’s ability to hire the best possible candidates for academic positions depends 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 reports

Register

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

Activate your NCFDD membership to access webinars.