Monthly Action Guide: July 2024

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. 

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)

Launching the Graduate Faculty Membership Data Site

In early July, the School of Graduate Studies (SGS) will be launching the Graduate Faculty Membership data site, which is an easily accessible data set that provides counts and details for all faculty members (appointed, clinical, and non-appointed) and limited others who hold active Graduate Faculty Membership (GFMs)

The data are presented in two views:

  1. Academic Unit View: presents all faculty (and limited others) who hold an active GFM organized by the academic unit in which they hold their budgetary appointment or faculty position.
  2. Graduate Unit View: presents all faculty (and limited others) who hold an active GFM organized by the graduate unit in which they hold their GFM (primary or secondary)

The GFM dashboard allows unit heads to make data informed decisions and plans. Academic Unit Deans/Chairs are able to see where their faculty are engaged in respect of graduate matters. This is helpful for the purposes of workload, PTR, service, and academic review processes. Graduate Unit Chairs are able to see who is formally committed to supporting their graduate program. This is helpful in order to know who they can call on/where these faculty have obligations, and who a graduate unit chair should be coordinating with.

Access will be given to specific users in early July. Questions may be directed to sgs.data@utoronto.ca

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: Workload letters and the new Unit Workload Document should have been provided/made accessible to each member of the unit and to UTFA no later than June 30. Please see the June 2024 Action Guide for more details.  

Resources for New Academic Administrators

Newly- and recently-appointed academic administrators who will not be able to attend the 2024 Retreat for New Academic Administrators can contact vpfal.prof.dev@utoronto.ca for Retreat resources.

Save the Date: New Faculty & Librarian Orientation

  • The New Faculty & Librarian Orientation will take place on August 12 & 13, 2024 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 in July

Resources 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. If you prefer to email your order requests or if you have any questions, please reach out to one of the Bookstore textbook buyers listed here.

Unconscious Bias 103: Workshop for Faculty & Librarians (Online)

July 11, 11:30-1:30 (online)

This workshop, offered by the Toronto Initiative for Diversity and Excellence (TIDE), will build on the learnings of the Unconscious Bias 101 & 102 talks It will provide concrete guidance to faculty on advancing equity and inclusion, by making change at both the individual and structural levels.

Learn more & register

Webinars from 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 Fall Session (September 30-December 8)