Instructions for Decanal and Provostial Approvers

All requisitions for academic positions (including those at affiliated hospitals which have an academic appointment at the University of Toronto) require approval from the Dean’s Office (for multi-departmental faculties) and from the Provost’s Office.

This section is a guide to the approval process for Decanal and Provostial Approvers.  The approval process for Academic Search Administrators (ASAs) is outlined here.

Decanal Approvers should carefully review the entire requisition to ensure completeness before any job is forwarded to the Provost’s Office for final approval.

Please consult the attached sample requisitions and model job posting for the locations of required elements.  Both a PDF and a “live” UTORecruit version of a requisition are provided for reference. 

If required elements are not complete we recommend “reject” the requisition and list the required changes in the comments.  Approvers can log in to UTORecruit and edit requisitions.  You may choose to do this for minor errors (e.g. typos).

If you require assistance contact academic.jobs@utoronto.ca.

There are 3 ways to locate and review a requisition for approval

  1. Review a Requisition for Approval by Email Using the E-Share Centre
  2. Review a Requisition for Approval Within UTORecruit (Editable view)
  3. Review a PDF of a Requisition for Approval within UTORecruit

Review a Requisition for Approval by Email Using the E-Share Centre

The E-Share Centre allows Approvers to review and approve requisitions without logging in to UTORecruit.  However, if you wish to edit minor errors you will need to log in to the system and follow the instructions below.

  • Once the ASA has initiated the approval process, an email is sent to the Decanal Approver account (for multi-departmental faculties) or the Provost Approver account.

request to approve email

  • Click Respond to access the "E-Share Centre" in your browser.

e share screen

  • To view the approval path details (to ensure the Provost's Office has been included in a multi-departmental faculty approval process) click the "Requisition approval path details" link

  • Verify the information is correct and click Close
  • If the Provost's Office is not included REJECT the requisition and instruct the ASA to reset the approval path to include the Approver, Provost Office account.

View the Requisition:

  • Click the Requisition Details link (see E-Share image above)
  • A PDF will open in a separate tab or window
  • Review the PDF (see the PDF sample requisition for required elements)
  • If the requisition is complete, it is ready for Decanal approval

Approve the Requisition:

  • Select "I approve this requisition" in the E-Share Centre

I approve in e share centre

  • If desired, type a comment in the box below
  • Click Done
  • An email is automatically sent to the Provost's Approver account for final approval of the requisition

Reject the Requisition:

  • Select "I reject this requisition" in the E-Share Centre
  • In the Comments box detail what is required for approval.  This will appear in the requisition history which can be accessed by the ASA

  • If substantial changes are required, you may wish to follow-up with the ASA by email
  • Click Done
  • The requisition is rejected and the ASA must reinitiate the approval path once the required changes are made.

NOTE: The ASA does not receive notification from the system that the requisition has been rejected.  ASAs have been instructed to log in to UTORecruit on regularly to check the status of their requisitions.

Two business days are required for Provostial approval of a requisition.  An email will be sent to the ASA once a requisition is approved.  A separate email is also sent to the Chair of the Search Committee outlining recommended next steps for using UTORecruit for the search.

Review a Requisition for Approval Within UTORecruit (Editable view)

Using this method you may approve or reject requisitions from within the UTORecruit system.  If you wish to edit a requisition, please see the instructions below.

  • Once you receive email notification of a requisition requiring approval, log in to UTORecruit using the Approver account log in and password.
  • Click Requisitions

Select Requisitions

  • Locate the appropriate requisition
  • If there are many requisitions filter results:
    • Click Status in the left-hand pane
    • Check the box "Pending"
    • Only requisitions requiring approval will be displayed
  • Click the link of the requisition title to view the requisition details

locate requisition using filters

To View and Edit the Requisition:

edit button in requisition

Note: To maintain formatting for the UofT Career Site, cut and paste text from outside UTORecruit (e.g. email or MS Word) as plain text. Instructions on Creating a Requisition are here

  • Click Save and Close
  • The requisition is now ready for approval
  • Click "More Actions", then "Decide on Approval" 

  • This opens the "Decide on Approval" window

Approve the Requisition:

  • Locate your Approver name 
  • Choose "Approve" from the dropdown menu under Decision
  • If desired, type a comment in the box below
  • Click Done
  • An email is automatically sent to the Provost's Approver account for final approval of the requisition

Reject the Requistion:

  • Locate your Approver name in the window 
  • Choose "Reject" from the dropdown menu under Decision
  • In the Comments box detail what is required for approval.  This will appear in the requisition history which can be accessed by the ASA

  • If substantial changes are required, you may wish to follow-up with the ASA by email
  • Click Done
  • The requisition is rejected and the ASA must reinitiate the approval path once the required changes are made

NOTE: The ASA does not receive notification from the system that the requisition has been rejected.  ASAs have been instructed to log in to UTORecruit on regularly to check the status of their requisitions.

Two business days are required for Provostial approval of a requisition.  An email will be sent to the ASA once a requisition is approved.  A separate email is also sent to the Chair of the Search Committee outlining recommended next steps for using UTORecruit for the search.

Review a PDF of a Requisition for Approval within UTORecruit

  • Log in to UTORecruit
  • Click "Recruiting"

  • Click "Approve Requisition" in the Tasks area

  • Locate the requisition and click the 'Approve Requisition" link 

choose approve requisition

  • This opens the "Decide on Approval" window
  • Click the link under "Requisition Details" 
  • A PDF will open in a separate tab or window

decide on approval window with PDF viewer