Monthly Action Guide: October 2023 – Office of the Vice-Provost, Faculty & Academic Life

This email 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. 

Recruitment

Academic searches are ongoing at this time. Chairs may find it helpful to review Strategies for Recruiting an Excellent & Diverse Faculty Complement.
Ask your Dean’s Office for a copy of a relevant sample job ad. Basing your ad on an approved model will help ensure your ad conforms with immigration and best practice requirements, increasing the speed with which your ad can be approved and posted.

Part-Time Faculty Review for Continuing Appointment

Part-time faculty who have been renewed for a sixth year, must be reviewed in the fall before December 31.

Promotion to Professor

“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, 20).
“Associate Professors may request that they be considered for promotion in any given year. Such requests are to be made in writing to the Chairman of the department on or before October 15 of the calendar year preceding the possible promotion. In this case, the Promotions Committee is obliged to give the faculty member detailed consideration along with any other candidates under consideration” (PPP, 21).
Single Department Faculty Deans should be aware that promotion files sent to VPFAL by January/February may allow for review and response by our Office before tenure season begins in April.

Promotion to Professor, Teaching Stream

“Each year the Department Chair will place before the Promotions Committee for preliminary consideration the names of 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, 18).
“Associate Professors, Teaching Stream may request that they be considered for promotion in any given year. Such requests are to be made in writing to the Chair of the department on or before October 15 of the calendar year preceding the possible promotion. In this case, the Promotions Committee is obliged to give the faculty member detailed consideration along with any other candidates under consideration” (PPPTS, 18).
Single Department Faculty Deans should be aware that promotion files sent to VPFAL by January/February may allow for review and response by our Office before tenure season begins in April.

Research & Study Leave (RSL)

Academic units should be receiving leave requests from faculty and librarians and preparing their leave request form for the 2024-25 leave cycle.
- “A faculty member who wishes to take research leave shall request such leave in writing from his or her chair, dean, or principal no later than October 31 of the academic year preceding. Every request for research leave requires the approval of the Vice-President and Provost of the University of Toronto.” (MoA, 2016, Article 4)
For details on leave information, eligibility, and requests, please see the Research & Study Leave section of the AAPM and the Research & Study Leave Tool
You should be aware of resources to assist with the RSL/Admin leave process.
- The Research and Study Leave Report is available to specific users in Fiori. Instructions for the report: HR Systems Training & Support Centre and then HRIS Support Materials > Fiori Launch Pad.
- Revised Leave Request Form (revised Fall 2023): Dean’s Offices must submit leave requests using the revised RSL request form. Note: there is a separate form for Multi-Department Faculties (MDFs) and Single Department Faculties (SDFs).
  - Please be reminded that MDFs should separate exceptional RSL/admin leaves in annual omnibus submissions. Requests that do not conform to policy will receive additional review. Standard requests will not be given further review. The MDF specific form reflects this process.
  - All SDF leave requests will be thoroughly reviewed by VPFAL. A reminder to please submit all leave documentation including leave proposals. The SDF specific form reflects this process.
- VPFAL was providing the technical leave entry details for HRIS in the RSL omnibus approval form to upkeep leave entitlements in HRIS after leaves were approved. This was provided on a transitional basis in support of the launch of the RSL Tool. As of the 2024-25 leave cycle, VPFAL will not be providing these technical leave entry details for HRIS in the approval form. Please be reminded that support materials (guides and video tutorials) will continue to be available on the HRIS Support Materials > Academic> Leave- Paid & Unpaid. In addition, the RSL request form has sample tabs with direct links to the “how-to” materials.

October & November Programming for Academic Administrators

Highlighted below are the sessions occurring in the months of October and November 2023. To see the complete list of scheduled workshops for academic administrators, please visit the VPFAL programming page.

Advancement Process for Sessional Lecturers for Academic Administrators and Staff (Online)

September 28, 2023 2-4pm

This session, offered by Labour Relations, 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.

Managing Teaching Assistants and Sessional Lecturers for Academic Administrators and Staff (Online)

October 19, 2023 2-4pm

This session, offered by Labour Relations, will provide Chairs, Directors, Associate Chairs, Vice/Associate Deans, TA Coordinators, and Administrative Staff responsible for the administration of CUPE 3902 appointments 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.

Hosting International Collaborators (Online) for Academic Administrators, Faculty, Principal Investigators and Staff

October 24, 2023 1-2:30pm (for Single Department Faculties)

December 1, 10-11:30pm (for Multi-Department Faculties)

Hosting international colleagues, researchers, expert knowledge holders, students or visitors to your department, lab, or office requires advance planning and must include immigration considerations. There can be a variety of negative repercussions if there are errors or omissions in the process. This session will guide participants on where to seek assistance. We will provide an overview of the Canadian immigration system, offer information on ways to invite and host international collaborators, and answer general questions about immigration processes and options.

Assessment of Teaching in Tenure, Continuing Status, and Promotion Reviews for Chairs, Directors, and Members of Teaching Evaluation Committees (Online)

November 6, 2023 9-11am

Session leader: Centre for Teaching Support & Innovation

The evaluation of teaching is a critical element in tenure, continuing status, and promotion reviews. This substantive session on the evaluation of teaching effectiveness will help those engaged in these reviews conduct their work in a fair and robust way.

October & November Programming for Faculty

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

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

NCFDD Faculty Success Program

The Spring 2024 Faculty Success Program, which runs from January 22-March 31, 2024, is now accepting registrations.
The $400 USD Early Bird Discount runs from October 16-November 15, 2023 ($4,750 USD per seat. The full cost of the Faculty Success program is $5,150 USD).
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.