Calendar

The calendar of activities provides a quick summary of the timing for academic human resource processes at the University of Toronto.

The full academic HR calendar will shortly be available at www.faculty.utoronto.ca and contains the relevant policy references. Please always refer to policy. In all instances, the policies are binding and take precedence over the information provided in summary tools.

Download a printable version (PDF).

September | OctoberNovemberDecemberJanuaryFebruaryMarchAprilMay | June | July | August

September

Topic Category Timeline Period in which activity must occur
Third-year review—tenure stream (PPAA, 2003) Mandatory date set in policy Before September 25 Notice of outcome of third-year review must be provided to candidate
Continuing Status review—teaching stream (PPAA, 2015) Period in which activity must occur Early Fall
  • Summary of Evidence prepared by Continuing Status Committee chair and provided to candidate (at least 1 week prior to Continuing Status Committee meeting)
  • Continuing Status Committee should meet
Promotion—tenure and teaching stream Period in which activity must occur Early Fall
  • Unit head must establish promotions committee
  • Formally remind faculty that the deadline to ask for detailed consideration is October 15
Tenure review—tenure stream (PPAA, 2015) (PPAA, 2003) Period in which activity must occur Early Fall
  • Tenure Committee chair should request opinions from students and colleagues
  • Tenure Committee chair must convene Teaching Evaluation Committee
  • Tenure Committee chair must convene Internal Reading Committee
Tenure review—tenure stream (PPAA, 2015) (PPAA, 2003) Period in which activity must occur Fall Division head should notify candidate of proposed composition of tenure committee and subsequently confirm final composition and meeting dates

October

Topic Category Timeline Period in which activity must occur
Tenure review (PPAA, 2015) (PPAA, 2003) Period in which activity must occur Fall Establish January / February dates for Tenure Committee meetings and notify candidate of timing
Promotion—tenure stream Mandatory date set in policy On or before October 15 Deadline for tenured faculty to submit request to be given detailed consideration for promotion
Promotion—teaching stream Mandatory date set in policy On or before October 15 Deadline for teaching-stream faculty with continuing status to submit request to be given detailed consideration promotion
Promotion—tenure stream Period in which activity must occur After Promotion Committee has met Unit Head should solicit external appraisals of tenure stream faculty coming forward for full consideration for promotion
Promotion—teaching stream Period in which activity must occur After Promotion Committee has met Unit Head should solicit external appraisals of teaching stream faculty coming forward for full consideration for promotion
Research and study leave (RSL) Mandatory date set in policy No later than October 31 Deadline for faculty members to submit applications for RSL for the following academic year

November

Topic Category Timeline Period in which activity must occur
Interim review—tenure stream (PPAA, 2015) Mandatory date set in policy Before November 30 Notice of outcome of interim review must be provided to candidate
Continuing status review—teaching stream (PPAA, 2015) Period in which activity must occur Mid Fall Continuing Status Committee should make its final decision on the Continuing Status file and submit file to Dean’s Office (MDF) and Office of the VPFAL (SDFs)

December

Topic Category Timeline Period in which activity must occur
Probationary review—teaching stream (PPAA, 2015) Mandatory date set in policy date No later than December 31 Teaching-stream faculty must be informed of the outcome of their probationary review
Part-time academic staff Mandatory date set in policy date set in policy By December 31 Inform part-time academic staff of the renewal or non renewal of a 3-year contract
Continuing status review—teaching-stream faculty (PPAA, 2015) Mandatory date set in policy date set in policy By December 31 Notice of outcome of continuing status review must be given to candidate
CLTA—non-tenure stream Mandatory date set in policy date By December 31 Notice of the renewal or non-renewal of their contract must be given to any CLTA members of the academic staff (non-tenure stream) in the final year of their appointment
CLTA—teaching stream (PPAA, 2015) Mandatory date set in policy date By December 31 Notice of the renewal or non-renewal of their contract must be given to any CLTA teaching-stream members of the academic staff in the final year of their appointment
Research and study leave Mandatory date set in policy date By December 31 Divisional response in principle to all requests for RSLs for the coming academic year (subject to final approval by the Provost)

January

Topic Category Timeline Period in which activity must occur
Tenure review—tenure stream (PPAA, 2015) (PPAA, 2003) Period in which activity must occur Winter
  • Summary of Evidence prepared by TC chair and provided to candidate (at least 1 week prior to TC meeting)
  • Tenure Committee should meet

February

Topic Category Timeline Period in which activity must occur
Promotion—tenure stream Period in which activity must occur February Positive promotion files for tenured faculty in SDFs should be submitted to the Provost’s Office
Promotion—teaching-stream faculty Period in which activity must occur February Positive files for continuing status teaching-stream faculty in SDFs should be submitted to the Provost’s Office

March

Topic Category Timeline Period in which activity must occur
Merit (PTR and 5%) Notification In March Annual Merit (PTR and 5%) and Salary Increase instructions normally issued by the Provost's Office
Merit (PTR and 5%) Period in which activity must occur By March 31 Unit head requests Annual Period in which activity must occur. Report and Paid Period in which activity must occur. Report from all faculty members and librarians.
Research and study leave Mandatory date set in policy By March 31 Deadline for confirmation of all RSLs for the coming academic year

April

Topic Category Timeline Period in which activity must occur
Recruitment / searches Formal Call In April
  • Call for recruitment plans issued to all Divisions by the VPFAL
  • Once approval has been received, unit heads may begin the recruitment process for the next academic year
Tenure review—tenure stream (PPAA, 2015) Mandatory date set in policy April 15 Deadline under the 2015 PPAA to notify all candidates of the recommendation of their tenure committee (unless you have explicitly received an extension)
Tenure review—tenure stream (PPAA, 2003) Mandatory date set in policy April 15 Deadline under the 2003 PPAA to notify all candidates of the recommendation of their tenure committee (unless you have explicitly received an extension)
Merit (PTR and 5%) Period in which activity must occur By April 30 Faculty and librarians submit their Annual Activity Report and Paid Activity Report to their unit head
Merit (PTR and 5%) Formal Call By April 30 5% Merit Pool memo normally sent to Deans of SDFs

May

Topic Category Timeline Period in which activity must occur
Probationary review—teaching stream (PPAA, 2015) Mandatory date set in policy No later than May 1 Teaching-stream faculty coming forward for their probationary review should be notified of their upcoming review by May 1 and given a deadline for submission of their teaching dossier (note: not normally to be submitted before June 30 )
Third-year review—tenure stream (PPAA, 2003) Mandatory date set in policy Not before May 1 Conduct third-year review of pre-tenure faculty who have not opted in to the SJAC changes
Interim review—tenure stream (PPAA, 2015) Mandatory date set in policy Not before May 1 The interim review of pre-tenure faculty (normally occurs during their 4th year) can be reviewed no earlier than May 1 (of their 3rd year). (Note that the candidate must normally be notified no later than June 30 of the deadline to submit their documentation.) (The deadline for submission is not normally before August 31.)
Probationary review—teaching stream (PPAA, 2015) Mandatory date set in policy Not before May 1 The probationary review of pre-continuing status faculty (normally occurs during their 4th year) can be reviewed no earlier than May 1 (of their 3rd year). (Note that the deadline for submission of the file is not normally before June 30.)
Continuing status review—teaching stream (PPAA, 2015) Period in which activity must occur Spring Written notification to candidates that their continuing status review will occur (note: in time for dossier submission June 30).
Tenure review—tenure stream (PPAA, 2015) Mandatory date set in policy In May Unit heads must identify those faculty who will come forward for tenure review in the coming academic year
Merit (PTR and 5%) Period in which activity must occur By end of May Deans submit their Annual Activity Report and Paid Activity Report to the Provost
Merit (PTR and 5%) Period in which activity must occur By end of May
  • Deans of single-department Faculties complete assessments for each faculty member and librarian and submit recommendations for 5% merit pool allocations to the Provost
  • MDFs will set their own deadlines

June

Topic Category Timeline Period in which activity must occur
Merit (PTR and 5%) Period in which activity must occur Mid to end of June The Provost will normally notify Deans of merit allocations before the end of June
Retirement notice Period in which activity must occur Before the end of June Deadline for faculty to submit notice of their intention to retire the following June 30
Tenure review—tenure stream (PPAA, 2015) Mandatory date set in policy No later than June 30 Deadline for written notification of those coming forward for tenure review the following spring including timelines. (Note: Candidates should be given at least 6 weeks to prepare their material.) (The research dossier is not normally expected to be submitted before August 31.)
Interim review—tenure stream (PPAA, 2015) Mandatory date set in policy No later than June 30 Faculty members coming forward for interim review must receive a request to submit an account of research/CPA before June 30 (not normally to be submitted prior to August 31 )
Continuing status review—teaching stream (PPAA, 2015) Mandatory date set in policy By June 30 Deadline for submission of dossier by candidate to the Chair of the Continuing Status Committee
Probationary review—teaching stream (PPAA, 2015) Mandatory date set in policy Not before June 30 The deadline for teaching stream faculty coming forward for probationary review to submit their dossier is normally after June 30

July

Topic Category Timeline Period in which activity must occur
Merit (PTR and 5%) Period in which activity must occur July 1 Written notification of performance assessment and (normally) PTR award must be received by faculty and librarians
Merit (PTR and 5%) Period in which activity must occur After July 1 Normally, submit histograms to VPFAL Office
Tenure review—tenure stream (PPAA, 2015) Mandatory date set in policy Not before July 1 Candidates for tenure review should not be required to submit their materials before July 1 (and must be given at least 6 weeks after formal notification to prepare the dossier)
Continuing status review—teaching stream (PPAA, 2015) Period in which activity must occur Summer Unit head should notify candidate of proposed composition of Continuing Status Committee and subsequently confirm final composition and of meeting dates
Continuing status review—teaching stream (PPAA, 2015) Period in which activity must occur Summer Chair of Continuing Status Committee should secure external assessments for file and any relevant internal assessments in line with Divisional Teaching Guidelines
Tenure review—tenure stream (PPAA, 2015) Period in which activity must occur Summer Chair of Tenure Committee should confirm external assessors who are willing to review tenure dossier

August

Topic Category Timeline Period in which activity must occur
Workload Period in which activity must occur Before the fall “Each member will be provided with a written assignment of his/her workload duties on an annual basis which includes details of teaching and service” (University of Toronto Workload Policy and Procedures For Faculty and Librarians [WLPP] Oct 3, 2015, section 2.14)
Interim review—tenure stream (PPAA, 2015) Mandatory date set in policy After August 31 Deadline for submission of materials by candidate for interim review normally after this date