Monthly Action Guide: July 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. 

New URL for PDAD&C#134: The Tenure Review Process and Tenure Check List

Update your links and bookmarks

New Letter to Referees Requesting External Assessment

  • We have posted a new “Letter to Referees Requesting External Assessments” on the AAPM Templates page.

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)

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 must be reviewed in accordance with the process outlined in the WLPP. Policies require approval: in a Multi Department Faculty, please reach out to your Dean’s Office; Single Department Faculties should contact the VPFAL office.
  • VPFAL will be reaching out to Multi-Department Faculty Dean’s Offices with lists of units where workload policies are due for review and to Single Department Faculty Dean’s Offices where their workload policy requires review.
  • 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)
  • VPFAL will be reaching out to Dean’s Offices in the near future with lists of unit workload policies that are due for review according to our records.

PTR

  • “Each unit head must provide the unit’s faculty members with a clear statement outlining the procedure to be followed for the evaluation of PTR. The statement should include a description of the mandate and membership of any advisory committees used. Further, the unit head shall communicate, in writing, to each faculty member of the unit, the relative weight of the various activities of teaching, research and service, the format to be used for the Activity Report, as well as any unique aspects of the evaluation process for the unit.
  • This communication shall be distributed to the members of the unit at the beginning of the academic year (i.e. July 1st).” (AAPM, Academic Salary Administration)

Resources and Programming for Academic Administrators

AAA Retreat Materials

  • Newly- and recently-appointed academic administrators who will not be able to attend the 2023 Retreat for New Academic Administrators can contact vpfal.prof.dev@utoronto.ca for Retreat resources.

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

Tenure and Continuing Status Review Information Sessions (Online)

Unit heads with tenure and continuing status files in motion are invited to attend information sessions on these topics.

Tenure Information Session, July 25, 10-11: Register Now

Continuing Status Information Session, July 27, 10-11: Register Now

Resources and Programming for Faculty

U of T Bookstore Support for Faculty

  • Please encourage new faculty members to reach out to the UofT 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 UofT 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 UofT Bookstore ASAP to ensure availability at the term start. Order now through Verba Collect or contact the relevant buyer for support.

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

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

Please share with faculty

NCFDD offers on-demand access to programs and resources designed to help faculty members “achieve extraordinary writing and research productivity while maintaining a full and healthy life off campus”

Activate your NCFDD membership to access webinars.