Monthly Action Guide: May 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. 

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 the unit 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 policy committee “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: Unit Head’s Responsibilities Relative to Workload

Unit heads should be aware that no later than June 30th, they are responsible for:

  1. Providing a written assignment of workload.
  2. Making workload letters available via a secure site.
  3. Preparing a Unit Workload Document annually setting out information regarding the assigned teaching and assigned service workload for each member in the unit and providing access to all members of the unit and to UTFA by June 30th each year. The Unit Workload Document is due by June 30, 2025.

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:

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 the AAPM Section on Interim Review

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.14.ii, emphasis added).
  • See the AAPM Section on Tenure Review

Probationary Review (Continuing Stream, Teaching Stream)

  • Continuing stream teaching stream faculty members 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 (they “will not normally be required to complete the submission prior to June 30”) (PPAA, VII.30.vii).
  • See the AAPM Section on Probationary Review

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.30.x.b, emphasis added).
  • See the AAPM Section on Continuing Status 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 appointed to the tenure stream; faculty members appointed to continuing stream teaching stream; and librarians with start dates between September 2, 2024 and September 1, 2025 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

May Programming for Faculty

Please share with your continuing stream, teaching stream faculty.

Building the Momentum: Finding Your Post-Continuing Status Pathway (in-person – NEW DATE)

May 14, 12-2pm

Thinking about next steps after continuing status? This session, intended for Associate Professors, Teaching Stream who achieved continuing status between 2020-21 and 2023-2024, is a conversation about post-continuing status pathways. A panel of teaching stream faculty will share how they have continued to grow exciting and dynamic careers after achieving continuing status. This session is moderated by Vice Provost, Faculty & Academic Life, Heather Boon at the Faculty Club (41 Willcocks Street).

Register

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)