VPFAL Monthly Action Guide: January 2025
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.
Academic Searches
You may find it useful in the current context to consult the document on Best Practices for Virtual Faculty Interviews.
Tenure Committee Meeting Protocols: Modifications for 2024-25 Academic Year
- Tenure Committee meetings for the 2024-2025 academic year continue to have the option to be virtual or in-person, and this decision should be made by the Tenure Committee Chair in conversation with Committee members.
- Reminder: All Tenure Committee members should participate virtually OR all members should participate in-person. Hybrid meetings (with some members participating virtually and some participating in-person) are not appropriate in this circumstance.
- For best practices and details on conducting a Tenure Committee meeting virtually, please see the memo circulated last year: Modification to Tenure Committee Meeting Protocols for Academic Year 2023-2024 PDAD&C#15
Tenure Review
- Review the Guidelines: Circulating Tenure Dossiers.
- Prepare the Summary of Evidence and provide it to the candidate, using the template letter, at least one week prior to the first meeting of the Tenure Committee.
- Members of Tenure Committees meeting this month may wish to review resources on committee deliberations and voting procedures.
- Please ensure that you share your Faculty Guidelines on the Evaluation of Teaching with all tenure committee members.
- See the AAPM section on Tenure Review for more information
Continuing Status Review Records
It is critical once the work of the Continuing Status Review Committee is over and a decision on continuing status has been reached for the Chair to:
- Retain a full copy of the continuing status review file as it was made available to the Continuing Status Review Committee members.
- Collect and confidentially dispose of any other hard copies or delete electronic files from all keys or secure sites.
Following a Successful Interim Review, Tenure Stream Faculty
- Chairs should meet with any faculty member who has had a successful interim review to support them in addressing the advice coming out of the review and to schedule their term of adjusted workload (PPAA, II.9)
- See the AAPM section on Interim Review for more information
Following a Successful Probationary Review, Continuing Stream, Teaching Stream Faculty
- Chairs should meet with any faculty member who has had a successful probationary review to support them in addressing the advice coming out of the review and to schedule their term of adjusted workload. (PPAA, VII. 30. viii)
- See the AAPM section on Probationary Review for more information
Promotions in the Tenure and Teaching Streams
Electornic copies of dossiers for candidates recommended for promotion in Single Department Faculties should be submitted to VPFAL as soon as possible. Multi-Department Faculties should follow the submission instructions provided by their Dean’s Office.
January & February Programming for Academic Administrators
Highlighted below are the sessions occurring in the next two months. To see the complete list of scheduled workshops for academic administrators, please visit the VPFAL programming page. Please note that these sessions are not recorded nor are the slides shared.
Advancement Process for Sessional Lecturers for AAAs and Staff (Online)
January 20, 2025, 1-3pm
Session leader: Labour Relations
This session 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 AAAs and Staff (Online)
January 30, 2025, 10am-12pm
Session leader: Labour Relations
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 with 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.
Hiring Teaching Assistants, Course Instructors, and Sessional Lecturers – for AAAs and Staff (Online)
February 24, 2025, 1-3pm
Session leader: Labour Relations
This session, offered by Labour Relations, will provide Chairs, Directors, Associate Chairs, TA Coordinators, and Administrative Staff responsible for the administration of CUPE 3902 appointments with the tools and information necessary for posting, hiring, and filling positions under the CUPE 3902 Unit 1 and Unit 3 Collective Agreements. Topics will include: subsequent appointment assignments, job security commitments, timelines, job postings, and navigating the hiring criteria.
Hosting International Collaborators (Online) for Academic Administrators, Faculty, Principal Investigators and Staff from Single Department Faculties (Online)
January 27, 2025, 1-3pm
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.
January & February Programming for Faculty
Please share with your faculty.
Interim and Tenure Review – For Faculty (Online)
January 28, 2025, 2-4pm
This session is for tenure stream faculty only.
Achieving tenure is an important milestone in the life cycle of tenure-stream faculty. Understanding expectations and knowing what constitutes a complete and thorough file is critical. This session, intended for pre-tenure faculty who are preparing for their interim or tenure reviews, will cover the process and associated timelines for each review.
Probationary and Continuing Status Review – For Faculty (Online)
January 29, 2025, 2-4pm
This session is only for teaching stream faculty in continuing appointments who are prior to their continuing status review.
Achieving continuing status is an important milestone in the life cycle of teaching-stream faculty. Understanding expectations and knowing what constitutes a complete and thorough file is critical. This session, intended for pre-continuing status faculty who are preparing for their probationary or continuing status reviews, will cover the process and associated timelines for each review.
Promotion in the Tenure Stream – For Faculty (Online)
February 27, 2025, 2-3pm
This session is for tenured faculty only.
The University expects that most tenure-stream faculty will achieve the rank of Professor during their career at this institution. This session is intended for Associate Professors in the Tenure Stream who are preparing for promotion to Professor. We will discuss the process and timelines, how candidates may be identified, and how they can develop a professional development plan in preparation for promotion in the tenure stream.
Promotion in the Teaching Stream – For Faculty (Online)
February 28, 2025, 1-2pm
This session is only for teaching stream faculty who have already completed their continuing status review and have been promoted to the rank of Associate Professor, Teaching Stream.
The University anticipates that many teaching- stream faculty will achieve the rank of Professor, Teaching Stream. This session is intended to help associate rank teaching stream faculty prepare for promotion. We will discuss the process and timelines, how candidates may be identified, and how they can develop a professional development plan in preparation for promotion to Professor, Teaching Stream.
NCFDD Programming (Online)
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