Calendar - Chairs MDF

Calendar of Administrative Activities: Chairs

September:

Search and Hiring If you have not already begun the search process for any approved tenure-stream or full-time Lecturer positions to be effective July 1, you should start now.
Promotions Establish the promotions committee. Notify the committee of the names of all Associate Professors in the unit and supply C.V.s for preliminary consideration for promotion. Notify all Associate Professors that requests for promotion and updated C.V.s must be received in writing by October 15.
Tenure

Identify academic staff due to be considered for tenure in the spring (appointment to be effective the following July 1). Associate Professors appointed without tenure and in the third year of their contracts must be considered for tenure in the current year.

Send written notification to candidates due to be considered for tenure that their tenure review will take place. Candidates should be informed of the proposed membership of their tenure committee with the request that any objections to the membership be registered in writing, within two weeks.

Send formal notification to the Dean of the candidates to be considered for tenure, recommending the membership of a tenure committee for each candidate and requesting a Dean's representative on each committee.

Write to the Dean of the School of Graduate Studies requesting his/her membership or designate on each tenure committee.

Third Year Review Send written notification by hand or registered mail of extension or termination of contract to tenure-stream Assistant Professors in the final year of their three-year contracts no later than September 25. A copy of the letter of notification, the report of the Review Committee and the candidate's C.V. should be sent to the Dean.

October:

Tenure

Inform candidates to be considered for tenure of the proposed membership of the tenure committee. If no objection is received, send letters to individuals inviting them to serve on tenure committee.

Establish Internal Reading and Teaching Evaluation Committees for candidates being considered for tenure. Send letters to individuals asking them to serve. Note that there should be no overlap of membership on the Tenure, Internal Reading and Teaching Evaluation Committees.

Promotion After October 15, when all requests for promotion and updated C.V.s have been received, the Promotions Committee should meet to recommend which staff members should receive detailed consideration for promotion. The Chair should then begin assembling the documentation.
Lecturer/Senior Lecturer Full-time Lecturers must be reviewed for promotion to Senior Lecturer and a recommendation made with respect to their promotion no later than October 31 of the fifth year of service. This policy does not apply to part-time Lecturers.
Tenure/Promotion Send letters to referees for tenure/promotion candidates (suggested deadline for response: one month).
Third Year Review Appeals of non-renewal of three-year contracts as Assistant Professor in the tenure stream must be received in writing by October 15.
Leaves Notify academic staff that all applications for Research and Study Leave for the next academic year must be submitted by October 31.

November:

Promotions Departmental promotions committees should start to meet.
Leaves Departmental research and study leave requests must be submitted to Dean's Office by early November.
Third Year Review Where applicable, respond in writing to Assistant Professors in the tenure stream who appealed non-renewal of their three-year contract by November 15.
Tenure Finalize membership of tenure committees by November 30.

December:

Tenure Tenure committees should start to meet. Where necessary send reminders to reviewers.
Promotions Departmental promotions committees should continue to meet. Where necessary send reminders to referees early this month.
Lecturer Send written notice of extension or termination of contract by hand or registered mail to Lecturers with less than five years service (six months notice) by December 31.
Part-Time Faculty Send written notice of extension or termination of contract by hand or registered mail to part-time academic staff whose sessional appointments end after the spring term by December 31.
CLTAs

Send notice of extension of full-time CLTA appointments ending in the current year (total number of years as a CLTA must not exceed five and only one renewal can be given within this period).

Send written notice of termination of contract by hand or registered mail to all CLTAs in their final year of appointment (six months notice) by December 31.

Leaves The recommendation of the Dean or Principal to approve the request should be communicated by the Chair to the faculty member or librarian and submitted to the Office of the Vice Provost, Faculty and Academic Life no later than December 31

January:

Promotions Departmental Promotions Committees must complete their deliberations this month. All dossiers of persons being recommended for promotion to Decanal Promotions Committee should be forwarded to the Dean's Office by February.

March:

Salary Increases Request updated C.V.s, Annual Activity Reports and Paid Activities Reports on activities during the 12-month period ending the previous month from all academic staff in preparation for performance reviews and PTR allocation.
Leaves Research and Study Leaves scheduled to begin the following July should be confirmed with faculty members by March 31.
Tenure Tenure committees must complete their deliberations this month. All dossiers must be received in the Dean's Office by April 1.

March/April:

Searches Begin planning the search process for any approved tenure-stream or full-time Lecturer positions.Establish search committees as early as possible in order to develop a proactive outreach plan. Submit ads now for May issue of University Affairs.

April:

Tenure As tenure committees complete their deliberations, send completed tenure dossiers to the Dean's Office. Candidates should be notified of the committee's recommendation by April 15.
Salary Increases Faculty submit their Annual Activity Report and Paid Activity Report to the unit head by April 30.

May:

Salary Increases

Review Annual Activity Reports and C.V.s for faculty members in your Department. Confirm the Departmental PTR evaluation system in preparation for PTR allocation effective the following July 1.

July 1 Salary Increase Instructions for academic staff are normally sent out this month by the Provost's Office.

Third Year Review This month begins the period (May 1 to September 25) during which three-year reviews for tenure-stream Assistant Professors in the second year of their three-year contract must be carried out.
Accountability Reports Distribute Accountability Reports to be completed by Principal Investigators, Administrative Managers and Business Officers. These should be returned by June 30.

June:

Salary Increases

Finalize PTR recommendations and submit to Dean's Office with departmental histograms for approval.

Recommendations for 5% merit pool allocations are submitted by Chairs and Directors to Deans (deadline is set by each Dean).

Prepare performance review/PTR letters for academic staff. Wait for notification from the Dean's Office before sending PTR/salary increase letters.

Professor Emeritus Forward names of Full Professors who have retired or are due to retire as of July 1 and wish to have Professor Emeritus status to the Dean's Office.
Lecturer/Senior Lecturer Send written notification to candidates due to be considered for promotion to Senior Lecturer that their promotional review will take place.

July:

Salary Increases All salary increase letters should be distributed. All Professorial staff and Lecturers/Senior Lecturers in PTR pools of four or more should receive a copy of their departmental histogram; for PTR pools of three or less they should receive a copy of the Faculty-wide histogram.
Searches Submit ads now for October issue of University Affairs.