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

Last updated on: February 16, 2021

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.

You may wish to review the following:

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.

Considering the Impact on Faculty and Librarians of Caregiving Responsibilities During COVID-19

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

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 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.

Retirement

Extension to Deadline to Apply to Special Retirement Program (PDAD&C #55) (March 18, 2020)

This memo extends the deadline to apply for the Special Retirement Program, which was first announced in PDAD&C #26, to April 15, 2020 (original deadline was April 1, 2020).

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

In response to the COVID 19 pandemic, in mid-March 2020 Canada’s federal government imposed international travel and border restrictions to prevent the spread of coronavirus. These restrictions prevent people whose travel to Canada is considered non-essential or discretionary from entering the country. See details on who can travel to Canada during the COVID 19 border restrictions.

As things stand now, all people allowed to enter Canada must self-isolate for 14 days. Further, upon arriving in Canada, every adult must present a credible 14-day isolation or quarantine plan. This rule applies to everyone entering Canada, whether they show coronavirus symptoms or not.

The Government of Canada provides guidelines on how to self-isolate.

The above rules are in force until further notice. Those failing to comply face a maximum fine of $750,000 or six months in jail. The University of Toronto’s Faculty Relocation Service provides Toronto based resources that individuals can use to create a 14-day self-isolation plan. See the 14-day self-isolation resources and other related information.

Mandatory COVID-19 Testing to Enter Canada by Air

On December 31, 2020, the Canadian government announced details regarding mandatory COVID-19 testing to enter Canada by air. At this time, this new requirement is only for those entering Canada by air on or after January 7, 2021, but that may change.

Highlights from the announcement include the following:

“Effective January 7, 2021, at 12:01 a.m. EST, all air passengers five years of age or older will be required to test negative for COVID-19 before travelling from another country to Canada.”
“Documentation of a negative laboratory test result must be presented to the airline prior to boarding a flight to Canada. The test must be performed using a COVID-19 molecular polymerase chain reaction (or PCR) test and must be taken within 72 hours prior to the traveller’s scheduled departure to Canada.”
“Anyone who receives a negative test result and is authorized to enter Canada must still complete the full, mandatory 14-day quarantine.”

You can review the full notice here.

Returning Canadians

Canadian Citizens, Canadian permanent residents (PR), those registered under the Indian Act and protected people can travel to Canada while the border is 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.

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

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.

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.

As of November 21, 2020, if they are flying into Canada and that will be their final destination, they must use ArriveCAN app before they travel to submit their:

travel and contact information
quarantine plan (unless exempted under conditions set out in the mandatory isolation order)
COVID-19 symptom self-assessments

They must use ArriveCAN before they board their flight to Canada.

If they are not entering Canada by plane, they may still need to use the ArriveCAN app. See more details about ArriveCAN.

When at the border, they must present their ArriveCAN receipt, a work permit that is still valid on and past the date they plan to enter Canada.

They should also present a re-entry letter that confirms they still hold the position listed on their work permit. The letter should be signed by their Chair, Dean, or the Dean’s designate. The faculty member should contact their department, to obtain assistance with the letter.

As a reminder, all people returning to Canada must self-isolate for 14 days. The University of Toronto’s Faculty Relocation office provides Toronto-based resources individuals can use to create their 14-day isolation or quarantine plan (see template). See more details about 14-day self-isolation.

In summary, if faculty must travel outside of Canada, they must travel with their passport, valid work permit, their ArriveCAN receipt, the signed final version of the re-entry letter printed on letterhead, and self-isolation plan.

Before faculty plan to return to Canada, they should check the most recent information about the border restrictions: