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

Last updated on: August 13, 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.

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 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: August 10, 2021

COVID-19 Canadian Border and Entry Restrictions

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

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

All travellers 5 years of age or older, regardless of citizenship, must provide proof of a COVID-19 test result to enter Canada.

As of February 22, 2021, all travellers, with limited exceptions, whether entering Canada by air or land, must use ArriveCAN. You’ll need to submit your information within 72 hours before your arrival to Canada. If you’re entering by air or land, you must use ArriveCAN before entering Canada.

As of August 9, 2021, fully vaccinated foreign nationals will be allowed to enter Canada for discretionary travel on the following dates if they meet specific criteria:

August 9, 2021: American citizens and permanent residents of the United States, who currently reside in the United States, who meet specific criteria to qualify as fully vaccinated
September 7 (tentative): All other foreign nationals who qualify as fully vaccinated

Effective August 9, 2021, the 3-night hotel stopover requirement ends for all travellers scheduled to arrive by air after that date.

Check if you qualify for the fully vaccinated traveller exemption

Definition of Fully Vaccinated Traveller

To qualify for the fully vaccinated traveller exemption, you must:

be eligible to enter Canada on the specific date you enter
have no signs or symptoms of COVID-19
have received the full series of an accepted COVID-19 vaccine or a combination of accepted vaccines that are approved by the Canadian Government
have received your last dose at least 14 days prior to the day you enter Canada
- Example: if your last dose was anytime on Thursday July 1st, then Friday July 16th would be the first day that you meet the 14 day condition
upload your proof of vaccination in ArriveCAN
meet all other entry requirements (for example, pre-entry test)

Accepted COVID-19 vaccines in Canada

Pfizer-BioNTech (Comirnaty, tozinameran, BNT162b2)
Moderna (mRNA-1273)
AstraZeneca/COVISHIELD (ChAdOx1-S, Vaxzevria, AZD1222)
Janssen/Johnson & Johnson (Ad26.COV2.S)

The list of accepted vaccines may expand in the future.

Read more about entering Canada as a fully vaccinated person, including travelling with children.

COVID Mandatory Quarantine

Federal quarantine applies for travellers entering Canada. If you can enter Canada and you have no symptoms, you must quarantine for a minimum of 14 days.

There are some exemptions for eligible fully vaccinated travellers.

If coming to Canada as a final destination, all travellers must use ArriveCAN to submit their 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.

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.

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.

As of February 22, 2021, 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 self-isolate for 14 days. The University of Toronto’s Faculty Relocation office provides Toronto-based resources you can use to create your 14-day isolation or quarantine plan (see template). See more details about 14-day self-isolation.

If you qualify for the fully vaccinated traveller exemption you are exempt from quarantine, hotel stopover (for air travellers), and the day-8 testing requirement.

In summary, 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, or a self-isolation plan.

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