Monthly Action Guide: April 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. 

Visiting Faculty

  • If you plan to invite non-Canadian academics or researchers to campus, even if those who won’t be paid, you must work with your Dean’s Office or HR office to obtain updated template letters and confirm your Faculty’s protocol submission to Faculty Immigration (faculty.immigration@utoronto.ca). Due to the volume of requests received, we triage the processing based on urgency (posted immigration processing times, citizenship, and start date). Once the urgent requests are processed, we use a “first in, first out” model.
  • Immigration work permit processing times continue to be long (an average of 22 weeks for those who also need a Canadian visa). We suggest starting the process at least six months in advance of the start date, or discussing with your Dean’s office a start date that will accommodate the processing time.
  • Please contact Faculty Immigration (faculty.immigration@utoronto.ca) if you have questions.
  • You are encouraged to review U of T’s safeguarding research resources and consult the VPRI Research Security Team (RST) (researchsecurity@utoronto.ca) when considering visiting faculty appointments. The RST can guide you through the research security implications of visiting researchers in regards to the Canadian and Ontario funding government requirement

Changing US Requirements & Reminder to Register for International SOS

  • The required documentation for some travel to the United States has been updated. These changes may affect the current or future stay of faculty members.
  • Before travelling to any destination, please ensure you have reviewed the most up-to-date information on the Government of Canada’s travel advisory information. 
  • To ensure access to critical support while travelling for work, faculty members, librarians and staff are also encouraged to register for the International SOS program, which provides 24/7 travel assistance at no cost.  
  • If you have questions or concerns regarding upcoming work-related travel, please contact:

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).
  • See AAPM Section on Probationary Review

Interim Review (Tenure Stream)

  • 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).
  • See AAPM Section on Interim Review

Tenure Review

Retirement Notice

Save the Date: Retreat for New Academic Administrators

  • The Retreat for New Academic Administrators takes place on June 23-25 at the Faculty Club (41 Wilcocks Street)
  • Newly appointed Chairs; Graduate Chairs; Directors; Deans; and Vice and Associate Deans with portfolios related to faculty, academics, and graduate education 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

Save the Date: New Faculty & Librarian Orientation

  • The New Faculty & Librarian Orientation takes place on August 11 & 12 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

May 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.

Recruitment & Hiring (Online)

May 8, 2025, 1-3pm

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, Deans, and supporting staff, is intended to provide detailed information about the following topics that are critical to the success of this process:      

  • Recruitment plan
  • Faculty job ad
  • Immigration considerations
  • Search Committee composition
  • Campus visit / interviews
  • Appointment file
  • Search report
  • Making an offer

We recommend that AAAs register with the staff member who supports faculty recruitment and hiring in their unit.

Register

April Programming for Faculty

Please share with your faculty.

Retirement Information Videos and Q&A Session

The retirement resources below are intended for faculty and librarians enrolled in the University Pension Plan, ages 54-72, who are thinking about retirement, who have entered phased retirement, or who have submitted their Notice of Intention to retire.

  • Retirement Information Pre-Recorded Video Series (available February 28 – June 30, 2025): These videos cover the University Pension Plan (UPP), the University’s Phased Retirement Program, and retiree benefits. Register to receive a link to the videos. The link will arrive to the registrant’s email a few days after registering.
  • Retirement Information Q&A Session (April 8, 2025, 1-3pm, via Teams): This is a Q&A session only, most helpful to those who have reviewed the pre-recorded videos. Register for the Q&A session.

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

NCFDD Post-Tenure Pathfinders Program (May 19-August 10, 2025)

Unlike the FSP, eligible faculty members are responsible for registering themselves for the program.

The Summer 2025 Session of NCFDD’s Post-Tenure Pathfinders Program is scheduled to run from May 19-August 10, 2025. The total cost of the program for those who register by the early bird deadline (May 9) is $3,950 USD ($300 USD discount)

This program is intended for tenured or soon-to-be tenured faculty who have completed the Faculty Success Program (FSP). Provostial funding is available for these individuals. Please see Provostial Funding for the NCFDD Faculty Success Program and the Post-Tenure Pathfinders Program, 2024-25 for details.