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
| 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 |
Status |
Date |
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.)
|
| 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)) June 13, 2017, 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 |
