Monthly Action Guide: November 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. 

Research and Study Leave

For the 2026-27 leave cycle a reminder that:

  • SDFs should continue to submit their leaves and revisions to VPFAL in the normal course for a second level of review. Please use the form for SDFs.
  • 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. Please use the form for MDFs.
  • All documentation should be sent for approval to VPFAL no later than December 31.
  • VPFAL does not approve requests for standard administrative leaves (i.e., those that are consistent with policy and the AAA appointment letter). However, information about such leaves should be submitted to VPFAL for information and record-keeping purposes only. VPFAL should continue to be consulted on non-standard admin leave requests.

To support the review of RSL and admin leaves, please review the following resources:

Recruitment and Immigration

  • As postings for faculty positions begin to close and your units prepare to arrange interviews, remember it is an important principle that interview methods should be applied uniformly to all candidates in a search.
  • If you plan to invite international candidates or contributors to campus, you should work with the Dean’s Office or Academic HR Office to confirm the current protocols and obtain updated template letters.
  • If you plan to have in-person interviews, be sure to factor in visa processing times for those who need a visa to enter Canada.
    • Applicants can find out if they need an eTA or a visa to visit Canada by using this link: Visa or eTA
    • Applicants can check the outside Canada visitor visa processing time (for the county they are currently located or will apply from) by using this link: Visa Processing Time
      • Currently, the visitor visa processing time for people coming from the US is 40 days.
      • the visitor visa processing time for people coming from the UK is 57 days.

Tenure Stream Interim Review

  • “Notice that the contract will or will not be renewed on the following July 1 must be given in writing no later than November 30.” (PPAA, II.8)
  • See the AAPM Section on Interim Review

Teaching Stream Probationary Review

  • Please see the AAPM Section on Probationary Review
  • “Notice that the contract will or will not be renewed on the following July 1 must be given in writing no later than December 31.” (PPAA, Part VII, 30, vii)

Continuing Status Review Dossier Submission

  • Continuing Status Review dossiers must be submitted to VPFAL as soon as possible to ensure the files are processed prior to the University’s holiday closure, and the PPAA states that “the continuing status review should be completed and that the candidate notified by December 31st.” Dossiers must be submitted via the secure VPFAL Document Submission Portal. Please contact jamie.ryckman@utoronto.ca with any questions about the submission deadline.
  • Any process related questions may be directed to melodie.buhagiar@utoronto.ca.

Part-Time Faculty Review for a Continuing Appointment

Retirement

  • Please remind faculty and librarians who might wish to retire on January 1, 2027 of the January 1, 2026 deadline to provide notice of their intention to retire. Please see the AAPM section on Retirement.

For Dean’s Offices: Academic Administrative Appointments

  • You may wish to generate the Academic Administrative Appointment (AAA) Term End Date report. This will allow users to identify any AAA terms which are coming to an end.
  • The report is available to users with access to the AAA Tool.

TIDE Information Session (Online) for Faculty & Librarians

November 17, 2025 (1:10-2:00 pm)

Presenters: University Professor Maydianne Andrade; Professor, Teaching Stream Fiona Rawle; Professor Bojana Stefanovic

  • The Toronto Initiative for Diversity and Excellence (TIDE) is holding an Information Session for all University community members interested in learning more about their work to support inclusive practices and cultures at the University.
  • This session will provide information about past impact and ongoing initiatives of the Toronto Initiative for Diversity and Excellence (TIDE) and how units or individuals can connect with these efforts.
  • Attendees will learn about how TIDE can support efforts to: 
    • Develop and report on inclusive research practices
    • Consider how to align with EDI requirements in grant applications
    • Integrate EDI into academic leadership
    • Build awareness about inclusive practices and actions
    • Leverage tools, resources, and peer support to advance your EDI goals

Register Now

November Programming for Academic Administrators

Highlighted below are the sessions occurring in the next month. To see the complete list of scheduled workshops for academic administrators, please visit the VPFAL programming page.

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

November 19, 2025, 1-3pm

The evaluation of teaching is a critical element in tenure, continuing status, and promotion reviews. Led by the Centre for Teaching & Learning (CTL) and the Office of the Vice-Provost, Faculty & Academic Life (VPFAL) this is a substantive session on the evaluation of teaching effectiveness that will help those engaged in these reviews to conduct their work in a fair and robust way.

Register Now

November Programming for Faculty

NCFDD Programming

  • 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

University of Toronto 14-Day Writing Challenge (November 3-16, 2025)

  • The University of Toronto, in partnership with NCFDD, is offering a free, virtual 14-Day Writing Challenge for faculty members of all ranks
  • Participants commit to 30 minutes of writing per day, which could include a range of scholarly activity
  • Please encourage your faculty members to participate and consider booking a space in your unit where faculty can gather to write together in person
  • More details and registration: web.ncfdd.org/14dayuoftoronto25.