COVID-19: Resources for Academic Administrators – Office of the Vice-Provost, Faculty & Academic Life

Last updated on: March 8, 2022

For more general information related to COVID-19 and the University’s planning, we encourage you to visit the University’s COVID-19 web page.

Academic Human Resources (HR) Matters

The following memos have been posted and updates shared in relation to the University’s response to COVID-19. They have been organized by academic life cycle event.

COVID-19 Specific LOU

COVID-19 Expense Reimbursement Fund (CERF) Extension (March 4, 2022): Follow up memo regarding the implementation of CERF for CAOs, HR Managers & Directors, Academic HR Leads. On February 24, 2022, the University and University of Toronto Faculty Association (UTFA) reached an agreement regarding extending certain provisions of the COVID-19 specific Letter of Understanding (COVID LOU) for faculty and librarians, including the CERF.
Agreement on extending provisions of the COVID-19 specific Letter of Understanding for Faculty and Librarians (February 25, 2022): The University and the University of Toronto Faculty Association have reached an agreement to extend certain provisions of the COVID-19-specific Letter of Understanding (the “COVID LOU”) with respect to the PTR process for the 2021-22 assessment period, workload, the reimbursement of COVID-related professional expenses, and accommodation guidelines.
COVID-19 Letter of Understanding Between the University and UTFA Approved (August 13, 2021): Further to the announcement in last week’s Provost Digest that the University and UTFA had reached a tentative agreement on a COVID–19 specific Letter of Understanding (the “COVID LOU”), we are pleased to advise that the agreement has received unanimous approval from UTFA council.
COVID-19 Expense Reimbursement Fund (PDAD&C #12) (August 13, 2021): Following the University’s agreement with UTFA on a COVID-19 specific Letter of Understanding, we are announcing the establishment of the COVID-19 Expense Reimbursement Fund (the “CERF”) to reimburse faculty members and librarians for expenses incurred by them related to the performance of undergraduate and graduate teaching and, in the case of librarians, professional practice remotely due to the COVID-19 pandemic.

COVID-19 Related Flexibility and/or Accommodation

Recruitment

Immigration

For more information relative to Immigration, see COVID-19 Immigration & Travel Resources.

Additional Immigration Considerations (Principals, Deans, Academic Directors, and Chairs [PDAD&C #62]) (April 7, 2020): Further to the memo of March 23, 2020, which provided advice on the Impact of Temporary Travel Restrictions Resulting from COVID-19, there is additional immigration advice relevant to visiting faculty appointments and post-doctoral fellows. All academic units are to put on hold plans to invite visiting professors to the University of Toronto in light of the current COVID-19 pandemic.
Impact of Temporary Travel Restrictions Resulting from COVID-19 (March 23, 2020): The federal government has imposed travel restrictions impacting foreign nationals in Canada and those intending to travel to Canada as part of its efforts to manage the COVID-19 pandemic

Course Evaluations

Course Evaluation Data for Academic Review Processes: COVID-19 (PDAD&C #13) (August 13, 2021): This memo provides information about an agreement between the University and UTFA concerning two matters relating to the use of course evaluations as part of the COVID-19 specific Letter of Understanding (COVID LOU)
2020-21 Course Evaluation Data: COVID-19 (PDAD&C #4) (July 16, 2020): The University advises all Chairs, Academic Directors, and Deans reviewing course evaluation data for the purposes of PTR (Progress Through the Ranks), tenure, continuing status and promotion processes, and for the sessional lecturer advancement process, to consider course evaluation data in the context of the COVID-19 pandemic and significant changes made to course structures and delivery format.
Further to PDAD&C #57: Winter 2020 Course Evaluation Data: COVID-19 (PDAD&C #65) (April 16, 2020): The University has extended the deadline for faculty to opt out of the reporting of their course evaluations on Quercus and agreed to allow any faculty member or librarian to determine whether course evaluations for courses offered in the period March 20 to August 30, 2020, during which physical distancing measures were in place and in-person classes could not continue, may be relied on in any academic review process.
Winter 2020 Course Evaluation Data: COVID-19 (PDAD&C #57) (March 24, 2020): The University advises all Chairs, Academic Directors, and Deans reviewing course evaluation data for the purposes of PTR (Progress Through the Ranks), tenure, continuing status and promotion processes, and for the sessional lecturer advancement process, to consider course evaluation data in the context of the COVID-19 pandemic and significant changes made to course structures and delivery format.

Tenure

Modification to Tenure Committee Meeting Protocols for the Academic Year July 1, 2021 to June 30, 2022 (PDAD&C #17) (August 27, 2021): In light of the continued public health concerns associated with the pandemic, the University and the University of Toronto Faculty Association (UTFA) have agreed to a modification of the Tenure Committee meeting protocols that will allow Tenure Committees to convene virtually during 2021-22 when required due to applicable public health guidelines, or when a decision to convene virtually has been made by the Tenure Committee Chair in conversation with Committee members.
Modification to Tenure Committee Meeting Protocols for the Remainder of the 2020-21 Academic Year (PDAD&C #45) (February 12, 2021): Further to PDAD&C #24 (dated November 19, 2020), and in light of the continued public health concerns associated with the pandemic, the University and the University of Toronto Faculty Association (UTFA) have agreed to a change in the tenure process to affect all Tenure Committees meeting between this point and the end of the academic year (June 30, 2021).
Modification to the Tenure Committee Meeting Protocols until February 28, 2021 (PDAD&C #24) (November 19, 2020): The University and UTFA have agreed to a change in the tenure process to affect all Tenure Committees meeting between now and February 28, 2021.
Provision for Requesting Delay to Timeline for Academic Review in Response to COVID-19 (PDAD&C #56) (March 20, 2020): The memo clarifies that any pre-tenure faculty member may request a one-year delay in their timeline to tenure on the grounds of the “serious personal circumstances beyond their control” associated with the current COVID-19 situation.
Modification to the Tenure Committee Meeting Protocols In Response to COVID-19 (PDAD&C #52) (March 16, 2020): The University and UTFA have reached an agreement on an important change to the tenure committee meeting protocols.
Circulating Tenure Files: The Office of the Vice-Provost, Faculty & Academic Life has provided the following guidance to units on making tenure dossiers available to Tenure Committee members. Visit this page for all materials.

Continuing Status Review, Continuing Teaching Stream Faculty

Provision for Requesting Delay to Timeline for Academic Review in Response to COVID-19 (PDAD&C #56) (March 20, 2020)

The memo clarifies that any pre-continuing status faculty member may request a one-year delay in their timeline to continuing status on the grounds of the “serious personal circumstances beyond their control” associated with the current COVID-19 situation.

Permanent Status, Librarians

Provision for Requesting Delay to Timeline for Academic Review in Response to COVID-19 (PDAD&C #56) (March 20, 2020)

The memo clarifies that any pre-permanent status librarian may request a delay in the date of their review for permanent status on the grounds of the impact of the current COVID-19 situation.

Promotions

Submission of Promotion Files to Office of the Vice-Provost, Faculty & Academic Life (March 31, 2020)

Single Department Faculty Deans are asked to submit any promotion files electronically for approval.

Salary Administration / Merit Exercise (PTR/5%)

Further to PDAD&C #58 re: Faculty and Librarian Performance Evaluation and Merit Process for 2019-20 (PTR/5% Merit) (PDAD&C #61) (March 31, 2020): This new memo is provided to clarify PDAD&C #58 concerning the extension of PTR timelines. It asks that Faculties communicate their own internal deadlines ASAP and provide a one-month to two-month extension to faculty in submitting their activity reports, as is appropriate in their local circumstances.
Faculty and Librarian Performance Evaluation and Merit Process for 2019-20 (PTR/5% Merit) (PDAD&C #58) (March 25, 2020): The Provost and the Deans have agreed to extend the annual performance evaluation process for faculty members and librarians by two months in consideration of the current COVID-19 situation.

Workload

Workload Considerations During COVID-19 (PDAD&C #14) (August 13, 2021): The COVID-19 pandemic and related public health guidance and provincial legislation have had a significant impact on the responsibilities, workload, and professional activities of many faculty members and librarians. This memo reiterates the principles and considerations that should guide the assignment of workload in the context of the COVID-19 pandemic and provides highlights of an agreement with UTFA with respect to COVID-19 related workloads in the 2020-21 academic year.

Research

General Resources

Visit Principles for Research Recovery and Adaptation which identifies overarching implementation principles to guide the phased resumption of University research activities that have been impacted by the COVID-19 pandemic. This page is meant to inform and guide divisional and unit preparedness and planning efforts.
Visit the Coronavirus (COVID-19) Research FAQ (Division of the Vice-President, Research & Innovation) for continuously updated answers to the most common questions that researchers may have regarding the COVID-19 pandemic.
Consult the Resources for Researchers During the COVID-19 Pandemic (Centre for Research & Innovation Support) for a research resource hub, online training and events, updates, and quick tips.

Resources That May be of Particular Interest to Academic Administrators

Memo: A COVID-19 Response Resource for the University of Toronto and Affiliated Institutions (March 24, 2020): The University has received many offers from faculty who wish to offer research capacity, engineering expertise, materials, labs, and access to infrastructure, in support of addressing the challenges posed by COVID-19. This memo provides points of contact for those who would like to contribute to this important effort.
COVID-19 Response Resource: This secure SharePoint site is an online platform for faculty to share research expertise, materials, and infrastructure in support of COVID-19 response efforts.

Teaching

Visit the Centre for Teaching Support & Innovation website for up-to-date information and resources related to continuity planning, online teaching and learning, how to hold a vote to modify methods of evaluation, and online tests and exams.

COVID-19 Immigration & Travel Resources

This section last updated: December 16, 2021

COVID-19 Canadian Border and Entry Restrictions

Please note the University of Toronto is closed from December 22 to December 31, 2021, inclusive. We will reopen on January 3, 2022.

The Government of Canada’s response to the COVID 19 pandemic is rapidly evolving and may change at any time. The information below was updated on December 16, 2021.

Effective December 15, 2021, the Public Health Agency of Canada is advising travellers, regardless of their vaccination status, to avoid non-essential travel internationally. Omicron travel health notice

At this time, people who travel to Canada, regardless of citizenship, will need to follow additional testing and quarantine requirements.

Here are links to the most recent information from the Canadian Government:

Until January 14, 2022, those travelling to Canada who are not fully vaccinated with a Health Canada or WHO vaccine may be permitted to enter but will be required to quarantine for 14 days.

Effective January 15, 2022, all foreign nationals must be fully vaccinated in order to enter Canada. This includes international students over the age of 18 and temporary foreign workers with valid work permits. Foreign nationals who are not fully vaccinated will be prohibited from entering Canada unless they fall under one of the limited exemptions, including some children under the age of 18, new permanent residents, and agricultural workers. Exempt unvaccinated travellers will continue to be subject to testing, quarantine, and other entry requirements.

A traveller is eligible to enter or return to Canada if they qualify as a fully vaccinated traveller. Check if you qualify to enter as a fully vaccinated traveller.

COVID Mandatory Quarantine

Fully vaccinated travellers who have been in any country other than Canada and the United States in the 14 days prior to entry to Canada may be selected for arrival testing. They must quarantine in a suitable place until they receive a negative test result. They may take public transportation (for example, connecting flights) to their place of quarantine.

The Government of Canada is increasing the number of fully vaccinated travellers being selected for testing to reach 100% of vaccinated travellers in the coming weeks.

Requirements for unvaccinated travellers remain unchanged at this time.

Here is a link to the most recent information from the Canadian Government regarding quarantine.

Returning Canadians

Canadian Citizens, Canadian permanent residents (PR), those registered under the Indian Act and protected people can travel to Canada even while the border may be closed to other foreign nationals.

If you are a Canadian PR returning to Canada, ensure your PR card is valid on the date you plan to return to Canada. Having an expired PR card will seriously complicate the process of re-entering Canada.

As of November 21, 2020, travellers to Canada must submit COVID-related information digitally. Use the ArriveCAN app to comply with the new mandatory requirements.

Before you plan your return, please check the most recent information about the border restrictions and entry requirements for Canadians. See information from the Canadian Government for returning Canadians.

Non-Canadian U of T Faculty Returning to Canada

Individuals with a valid work permit (open or employer-specific) can return to Canada during the COVID 19 related border restrictions since their entry into Canada is considered essential since they hold a valid Canadian work permit and usually live in Canada. These individuals will need to follow all testing and quarantine requirements.

All travellers, with limited exceptions, whether entering Canada by air or land, must use ArriveCAN to enter proof of vaccination, quarantine and travel information.

You should also present a letter that confirms you still hold the position listed on your work permit. The letter should be printed on letterhead and signed by your Chair, Dean, or the Dean’s designate. Please contact your department to obtain assistance with the letter.

As a reminder, all people returning to Canada must have a quarantine plan and be prepared to self-isolate if it is needed. The University of Toronto’s Faculty Relocation office provides Toronto-based resources you can use to create the isolation or quarantine plan you will enter in the ArriveCAN app. See more details about 14-day self-isolation.

If you must travel outside of Canada, you must travel with your valid passport, valid work permit, the signed final version of the re-entry letter printed on letterhead, and proof that you are fully vaccinated, and have a self-isolation plan.

Before you return to Canada, be sure to check the most recent information about the border restrictions: