Annual Academic HR Calendar
Updated: April 6, 2023
The calendar of activities provides a quick summary of the timing for academic human resource processes at the University of Toronto.
References to the following policies are posted at governingcouncil.utoronto.ca/secretariat/policies.
- PPAA: Policy and Procedures on Academic Appointments
- PPP: Policy and Procedures Governing Promotions
- PPPTS: Policy and Procedures Governing Promotions in the Teaching Stream
- PtP: Policy and Procedures on Employment Conditions of Part-time Faculty
Download a printable version (PDF).
September
| Topic | Category | Timeline | Activity |
|---|---|---|---|
| Promotion — tenure and teaching stream | Period in which activity should 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) | Period in which activity should 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) | Expectation set in policy | Fall | Tenure Committee Chair should notify candidate of proposed composition of tenure committee and subsequently confirm final composition and meeting dates. “This notification will normally happen in the fall.” (PPAA, 2021, Part II, 14 iii) |
October
| Topic | Category | Timeline | Activity |
| Continuing Status review — teaching stream (PPAA) | Period in which activity should occur | ASAP 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. “The division head or chair shall prepare and provide a written summary of the content of the external assessments and other evaluations, without identifying their source, to the candidate at the time of submission of the dossier to the continuing status committee normally at least one week prior to the first meeting of the committee.” (PPAA, 2021, Part VII, 30, x) |
| Tenure review (PPAA) | Period in which activity should occur | Fall | Establish January/February dates for Tenure Committee meetings and notify candidate of timing |
| Promotion — tenure stream (PPP) | 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 (PPPTS) | 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 for promotion |
| Research and Study Leave | Mandatory date set in policy | No later than October 31 | Deadline for faculty members to submit applications for RSL to their academic Unit head for the following academic year |
November
| Topic | Category | Timeline | Activity |
| Interim review — tenure stream (PPAA) | Mandatory date set in policy | Before November 30 | Notice of outcome of interim review must be provided to candidate. Plan for term of adjusted workload following successful review. |
| Continuing Status review — teaching stream (PPAA) | Period in which activity should occur | Mid – Late 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 | Activity |
| Part-time faculty (PtP) | Mandatory date set in policy | Before December 31 | The review of part-time faculty for a continuing appointment should occur “during the sixth (6th) year of a period of successive one year and/or two year appointments.” “The review to be conducted before December 31.” (PtP, 7b) |
| Continuing Status review — teaching stream faculty (PPAA) | Mandatory date set in policy | By December 31 | Notice of outcome of continuing status review must be given to candidate. Candidate notified of outcome: “The continuing status review should be completed and the candidate notified by December 31st.” (PPAA, 2021, Part VII, 30, x) |
| CLTA — non tenure stream (PPAA) | Mandatory date set in policy | 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 (PPAA, VI, 29, vi) |
| CLTA — teaching stream (PPAA) | Mandatory date set in policy | 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 (PPAA, VII, 30, xix) |
| Probationary review — teaching stream (PPAA) | Mandatory date set in policy | No later than December 31 | Teaching stream faculty must be informed of the outcome of their probationary review. Plan for term of adjusted workload following successful review. “Notice that the contract will or will not be renewed on the following July 1 must be given in writing no later than December 31.” (PPAA, 2021, Part VII, 30, vii) |
| Research and Study Leave | Mandatory date set in policy | By December 31 | Divisional response in principle to all requests for RSLs for the coming academic year (subject to final approval by the Provost) |
| Retirement notice | Period in which activity must occur | Before the end of December | Deadline for faculty to submit notice of their intention to retire the following December 31 |
January
| Topic | Category | Timeline | Activity |
| Tenure review — tenure stream (PPAA) | Period in which activity should occur | Winter | Summary of Evidence prepared by Tenure Committee chair and provided to candidate (at least 1 week prior to TC meeting) (PPAA, 2021, Part II, 14 iv). Tenure Committee should meet. |
February
| Topic | Category | Timeline | Activity |
| Promotion — tenure stream | Period in which activity should 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 should occur | February | Positive files for continuing status teaching stream faculty in SDFs should be submitted to the Provost’s Office |
March
| Topic | Category | Timeline | Activity |
| Merit (PTR and 5%) | Notification | Spring (March – April) | Annual Merit (PTR and 5%) and Salary Increase instructions normally issued by the Provost Office |
| Merit (PTR and 5%) | Period in which activity should occur | By March 31 | Unit head requests Annual Activity 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 by VPFAL |
April
| Topic | Category | Timeline | Activity |
| Tenure review — tenure stream (PPAA) | 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) (PPAA, 2021, Part II, 10) |
| Merit (PTR and 5%) | Period in which activity should 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 (sometimes slightly later in practice) | 5% Merit Pool memo normally sent to Deans of SDFs |
May
| Topic | Category | Timeline | Activity |
| Recruitment / Searches | Formal Call | Early May | Call for recruitment plans issued to all Divisions by the Vice-Provost, Faculty & Academic Life. Once approval has been received, unit heads may begin the recruitment process for the next academic year. |
| Probationary review — teaching stream (PPAA) | 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 ) (PPAA, 2021, Part VII, 30, vii) |
| Interim review — tenure stream (PPAA) | 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 third year). (PPAA, 2021, Part II, 8) Note that the candidate must normally be notified no later than June 30 of the deadline to submit their documentation. (PPAA, 2021, Part II, 8) The deadline for submission is not normally before August 31.) (PPAA, 2021, Part II, 8) |
| Probationary review — teaching stream (PPAA) | Mandatory date set in policy | Not before May 1 | The probationary review of pre-continuing status faculty (normally occurs during their fourth year) can be reviewed no earlier than May 1 (of their third year). (PPAA, 2021, Part VII, 30, vii) Note that the deadline for submission of the file is not normally before June 30. |
| Continuing Status review — teaching stream (PPAA) | Period in which activity should 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) | 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 (PPAA, 2021, Part II, 14, i) |
| Merit (PTR and 5%) | Period in which activity should 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 should occur | By end of May (sometimes early June) | 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 | Activity |
| Promotion — tenure stream | Period in which activity should occur | Should occur as soon as it is known that a faculty member will be given full consideration | Unit Head should solicit external appraisals of tenure stream faculty coming forward for full consideration for promotion |
| Promotion — teaching stream | Period in which activity should occur | Should occur as soon as it is known that a faculty member will be given full consideration | Unit Head should solicit external appraisals of teaching stream faculty coming forward for full consideration for promotion |
| SDF 5% | Period in which activity should occur | Mid-End 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 |
| Workload letters | Mandatory date set in policy | By no later than June 30th | Deadline for faculty and librarians to be provided with annual workload letter (WLPP, 2.17) |
| Interim review — tenure stream (PPAA) | 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) (PPAA, 2021, Part II, 8) |
| Tenure review — tenure stream (PPAA) | 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. (PPAA, 2021, Part II, 14, ii) Note: Candidates should be given at least 6 weeks to prepare their material. |
| Continuing Status review — teaching stream (PPAA) | Mandatory date set in policy | By June 30 | Deadline for submission of dossier by candidate to the Chair of the Continuing Status Committee. “The candidate, with appropriate assistance and advice from the division or department head, will prepare a dossier in accordance with Divisional Guidelines for submission to the continuing status committee by June 30th.” (PPAA, 2021, Part VII, 30, x) |
| Probationary review — teaching stream (PPAA) | 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 | Activity |
| 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 | Period in which activity must occur | At the beginning of the academic year (i.e. July 1) | Unit heads “shall communicate, in writing, to each faculty member of their unit: -”internal policies and procedures for assessment of PTR -the format to be used for activity reports -the relative weight of teaching, research and service |
| Merit (PTR and 5%) | Period in which activity must occur | After July 1 | Normally, Dean’s Offices to submit histograms to VPFAL Office |
| Tenure review — tenure stream (PPAA) | 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) (PPAA, 2021, Part II, 14 ii) |
| Continuing Status review — teaching stream (PPAA) | 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 meeting dates |
| Continuing Status review — teaching stream (PPAA) | 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) | Period in which activity must occur | Summer | Chair of Tenure Committee should confirm external assessors who are willing to review tenure dossier |
| Part-time faculty (PtP) | Period in which activity must occur | Summer | Unit head should initiate process of review for continuing appointment for faculty members who began relevant part-time contracts July 1 |
August
| Topic | Category | Timeline | Activity |
| Interim review — tenure stream (PPAA) | Mandatory date set in policy | After August 31 | Deadline for submission of materials by candidate for interim review normally after this date (PPAA, 2021, Part II, 8) |
Abbreviations
CLTA = Contractually Limited Term Appointment
MDF = Multiple Department Faculty
SDF = Single Department Faculty
PTR = Progress Through the Ranks
RSL = Research and Study Leave
WLPP = Workload Policy and Procedures For Faculty and Librarians