NEW: Part-Time Faculty

Revised: March 2, 2021

The information in this manual provides guidance on implementing policy but in all instances, the policies are binding and take precedence over the information provided in this manual.

1 Definition

  • “A part-time appointment is one that does not exceed 75 per cent of full-time employment and is not less than 20 per cent of full-time employment.” (PtP, Preamble)
  • Note that “This policy does not apply to tenure stream or continuing status teaching stream faculty members who must be appointed under the Policy and Procedures on Academic Appointments (“PPAA”)” (PtP, Preamble). Provisions for faculty with tenure or continuing status to reduce their FTE to part-time have been added to the Policy and Procedures on Academic Appointments. (See PPAA, VIII).   

2 Relevant Policy

On a go-forward basis, part-time faculty are appointed under:

Part-time faculty may be promoted under the following policies:

All the points below relate to the new Part-time Policy (PtP).

1 “Part-time faculty appointed under this Policy are ‘faculty members’ for the purposes of the Memorandum of Agreement between the University and the Association and accordingly the provisions of Article 5: Academic Freedom and Responsibilities of that Memorandum of Settlement apply to part-time faculty members appointed under this Policy.” (PtP, Preamble)

Visual Representation of Progression Under the Part-time Policy

See a visual representation of the provisions for progression described in the part-time policy. Note: If you require this information in another format, please contact academic.hr@utoronto.ca.

3 A Note Concerning the Previous Policy

The Governing Council of the University of Toronto approved important policy changes relating to part-time faculty on October 29, 2020. The former Policy and Procedures on Employment Conditions of Part-time Academic Staff was replaced by the new Policy and Procedures on Employment Conditions of Part-time Faculty, effective January 1, 2021. The changes to the Part-time Policy modernize the terms and conditions of employment for part-time faculty members at the University of Toronto and reflect the important role they play at the University. Changes included:

  1. A change to the rank and titles of part-time teaching stream faculty members from the titles of “Lecturer” and “Senior Lecturer” to “Assistant Professor, Teaching Stream” and “Associate Professor, Teaching Stream,” effective October 29, 2020.
  2. A review in the 6th year of employment within the same unit at the University of Toronto leading, if successful, to a continuing appointment.

Note: this section highlights the key elements of the new policy of which Deans, Chairs, and Directors should be aware.

In addition, changes to other policies were also agreed to:

  1. Amendments to the Policy and Procedures Governing Promotions in the Teaching Stream that now include part-time faculty in the teaching stream. These changes will take effect January 1, 2021.
  2. Amendments to the Policy and Procedures on Academic Appointments (PPAA) that will affect faculty with tenure or continuing status who wish to reduce their percentage appointment (FTE). These changes took effect January 1, 2021.

4 Ranks

  • “Appointments may be made to any academic rank on a part-time basis.” (PtP, 2a)
  • There is no provision in the Part-time Policy for appointment at a conditional rank.
  • “Appointment to the ranks of Assistant Professor, Teaching Stream; Associate Professor, Teaching Stream; Professor, Teaching Stream; Assistant Professor, Associate Professor or Professor should be reserved for those individuals who bear a similar responsibility in terms of teaching, research/scholarship and service, to full-time appointments.” (PtP, 2b.) See below for necessary consultation for senior ranks.
  • Please note that, the new Part-time Policy allows for part-time adjunct or visiting faculty appointments: “Divisions wishing to describe part-time professorial appointments as adjunct or visiting may retain the title but the rank shall also be specified, e.g., Adjunct Assistant Professor.” (PtP, 2c)

5 Determining a Faculty Member’s FTE

  • “When an appointment is considered to be part-time, the fraction of the time for which the individual is to be appointed shall be computed on the basis of the expected workload of the individual divided by the workload of a comparable full-time faculty member over the period of employment.” (PtP, Preamble)
  • “A part-time appointment is one that does not exceed 75 per cent of full-time employment and is not less than 20 per cent of full-time employment.” (PtP, Preamble)
  • The minimum FTE for an appointment under the revised PtP is 20%. “The 20% minimum will apply to appointments made after these amendments [to the PtP] become effective.” (PtP, footnote #1)

6 Making an Appointment

6.1 Consultation Required

  • Any appointment made at the rank of Associate Professor; Professor; Associate Professor, Teaching Stream; or Professor, Teaching Stream requires consultation with the Office of the Vice-Provost, Faculty & Academic Life.
    • Chairs and Directors should contact their Dean’s Office.
    • Deans of Single Department Faculties should contact VPFAL directly.

6.2 Approval Required

  • The following need approval from the Division Head and the Vice-President & Provost:
    • A change of stream (i.e., from non-tenure stream to teaching stream).
    • A change of FTE for a part-time faculty member with a continuing appointment

6.3 Initial Term of Appointment

  • “Appointments at all part-time ranks shall normally be one year’s length in duration but may also be up to two year’s length in duration.” (PtP, 1)

6.4 Renewal Terms of Appointment

  • “An appointment may be renewed for one or two years at the option of the department and the part-time faculty member should not expect continuation of the appointment.” (PtP, 4)
  •  “In the event an appointment is to be renewed, the department will endeavor to provide written notice of the renewal at least two (2) months in advance of the end date of the appointment.” (PtP, 4)
  • It is important to note in this respect, that a part-time faculty member who receives an initial one-year appointment under the Part-time Policy in an academic unit and is then given a second appointment in the same unit, is receiving a renewal appointment. The first year would count as one year, and the second year as year two towards review for a continuing appointment.
  • In contrast, a part-time faculty member who receives an initial one-year appointment under the Part-time Policy in an academic unit and is then given an appointment in a different academic unit, is receiving a new appointment. In this sense, the initial year in the first unit would count as one year. However, the new appointment in the new academic unit counts as another first year.
  • Someone who was previously employed as a CLTA in the same unit: “Where a part-time faculty member appointed under this policy was previously employed at the University in a Contractually Limited Term Appointment (CLTA) position in the same academic unit as their part-time faculty appointment, years of CLTA appointment shall normally be included when determining the application of this policy to that part-time faculty member. For example: a faculty member who had served five successive years in a CLTA position in the same academic unit could be appointed to a one year contract and considered for continuing employment in accordance with (b) above during what would be for the purposes of this policy their sixth successive year.” (PtP, 7c.) Contact your Dean’s Office or VPFAL to discuss.
  • For renewals including year 6, use these template LOOs:
    • #3: 6th year Part-Time Academic Appointment — Non-tenure stream. (Note: these are currently posted to the Part-time Transition One Drive folder — please contact your Dean’s Office.)
    • #4: 6th year Part-Time Academic Appointment — Teaching stream. (Note: these are currently posted to the Part-time Transition One Drive folder — please contact your Dean’s Office.)

6.5 Term Limited Appointments Terminate Automatically

  • “Term limited appointments will terminate automatically in accordance with their terms unless previously renewed in writing. Acceptance of a term limited appointment constitutes written receipt of notice that the employment will terminate on the end date as set out in the appointment, except as otherwise provided above.” (PtP, 13a)

7 Continuing Appointment

  • The new Part-time Policy establishes a new employment status: that of a continuing appointment. A continuing appointment does not have an end date, but can be terminated in accordance with the notice and severance provisions of the PtP. In contrast, the policy explicitly says of initial and renewal appointments prior to review for a continuing appointment: “the part-time faculty member should not expect continuation of the appointment.” (PtP, 4)
  •  Part-time faculty are considered for a continuing appointment “[d]uring the sixth (6th) year of a period of successive one year and/or two year appointments.” (PtP, 7a) 
  • A successful review for a continuing appointment does not confer a change in rank.
  • A continuing appointment is distinct from continuing status which is a status held by continuing stream, teaching stream faculty under the PPAA.

8 Review for a Continuing Appointment

8.1 Review Occurs in Year Six

  • “During the sixth (6th) year of a period of successive one year and/or two year appointments, a part-time faculty member will be considered for continuing appointment as a part-time faculty member in accordance with (b) below on the terms set out in this policy.” (PtP, 7a)
  • “There shall be no more than six (6) successive annual appointments or successive appointments totaling six years before the part-time faculty member will be considered for continuing appointment in accordance with 7(a) below.” (PtP, 4)
  • In this respect, note section 6.4 which clarifies that “six (6) successive annual appointments” are understood to have been within the same academic unit.
  • “Where a part-time faculty member appointed under this policy was previously employed at the University in a Contractually Limited Term Appointment (CLTA) position in the same academic unit as their part-time faculty appointment, years of CLTA appointment shall normally be included when determining the application of this policy to that part-time faculty member. For example: a faculty member who had served five successive years in a CLTA position in the same academic unit could be appointed to a one year contract and considered for continuing employment in accordance with (b) above during what would be for the purposes of this policy their sixth successive year.” (PtP, 7c)
  • “Exceptions to the requirement that employment be successive can be made by the Vice-President & Provost” (PtP, 7e)

8.2 Review

  • “The review shall be the same as that of interim review for Assistant Professor and probationary review for Assistant Professor, Teaching Stream, pursuant to the relevant provisions of the PPAA, it being understood that the part-time faculty member is expected to have made achievements in teaching and research/scholarship during the course of their employment. Significant service contributions may also be considered.” (PtP, 7b)

8.3 Review Timing

  • “The review to be conducted before December 31.” (PtP, 7b)
  • The effective date of a continuing appointment is normally July 1 following the review.

8.3.1 Request for a Delay

  • “Part-time faculty members who are scheduled to be considered for continuing appointments pursuant to 7(a) above may make a written request for delay in their review for continuing appointment due to pregnancy and/or parental or adoption leave or serious circumstances beyond their control such as illness or injury. The leave or serious circumstances must have occurred during their appointment as a part-time faculty member.” (PtP,12)
  • “Delays may be granted for one year, but not more than two years, with the written approval of the Vice-President & Provost. Written requests by a part-time faculty member for further delays based on the provisions of the Ontario Human Rights Code as amended from time to time will be considered by the Vice-President & Provost on a case-by-case basis, it being understood and agreed that such requests must be made by the member in writing at the earliest opportunity (i.e. as soon as a part-time member knows or reasonably ought to know that their review for continuing appointment may warrant a delay based on the provisions of the Code.)” (PtP 12)

8.4 Review Criteria

  • “The review committee should consider two questions:
    • (i) Has the part-time faculty member’s performance been sufficiently satisfactory for a continuing appointment to be recommended?
    • (ii) If a continuing appointment is recommended, what counselling should be given to the part-time faculty member to assist them to improve areas of weakness and maintain areas of strength?” (PtP, 7b)

8.5 Successful Review — Continuing Appointment

  • “If the review is successful the part-time faculty member will be provided continuing appointment as a part-time faculty member at the same percentage appointment as the part-time member’s contract at the time the review was conducted unless the part-time faculty member and the unit head (with the approval of the division head and the Vice-President & Provost) agree to a different percentage.” (PtP, 7b)
  • For a continuing appointment, use these template LOOs:
    • #5: Continuing Part-Time Academic Appointment — Non-tenure stream. (Note: these are currently posted to the Part-time Transition One-Drive folder — please contact your Dean’s Office.)
    • #6: Continuing Part-Time Academic Appointment — Teaching stream. (Note: these are currently posted to the Part-time Transition One-Drive folder — please contact your Dean’s Office.)

8.6 Unsuccessful Review

  • “If the review is not successful, the part-time faculty member’s contract will end in accordance with its terms and this Policy and will not be renewed.” (PtP, 7b)

8.6.1 Right of Appeal:

  • “Where there is a review for a continuing appointment and the review is not successful and the part-time faculty member will not be offered a continuing appointment, the non-continuation or non-renewal of the part-time appointment cannot be the subject of a grievance under the Grievance Procedure set out in Article 7 of the Memorandum of Agreement. A claim that the non-renewal of a part-time appointment breached Article 9: No Discrimination of the Memorandum of Agreement or was made in bad faith or as a reprisal for the exercise of academic freedom may be appealed.” (See PtP, 7d for further details.)

8.6.2 Appeal Process:

  • “In the multi-departmental divisions, the appeal will be considered by the Principal or Dean. In other divisions, the appeal will be considered by a Principal or Dean designated for this purpose by the Vice-President & Provost. Where the appellant is cross-appointed, the person to hear the appeal will be determined according to the division in which the appellant holds their primary appointment. Appeals must be made in writing within fifteen (15) working days of the non-renewal of the part-time appointment and the appellant informed of the decision within twenty (20) working days of the appeal. The decision of the Principal or Dean may be appealed to the Vice-President & Provost within ten (10) days. The Vice-President & Provost’s decision will be final and cannot be grieved under the Grievance Procedure set out in Article 7 of the Memorandum of Agreement.” (PtP, 7d)

9 Eligibility for Promotion

  • “The criteria and procedures for promotion through the ranks shall be the same as for full-time faculty members with an appropriately reduced expectation as to the quantity of work.” (PtP, 11)
  • Part-time faculty in the non-tenure stream are eligible for promotion under the Policy and Procedures Governing Promotions, 1980 (PPP)
  • Part-time faculty in the teaching stream are eligible for promotion under the Policy and Procedures Governing Promotions in the Teaching Stream, January 2021 (PPPTS)

10 The Revised Policy Clarifies the Following:

10.1 Workload Expectations and FTE Calculation

  • “When an appointment is considered to be part-time, the fraction of the time for which the individual is to be appointed shall be computed on the basis of the expected workload of the individual divided by the workload of a comparable full-time faculty member over the period of employment.” (PtP, Preamble)

10.2 Eligibility for Pension and Benefits

  • “All part-time faculty members shall be eligible for participation in the pension plan according to present policy. In addition, part-time faculty members holding appointments of 25 per cent or more shall be eligible for other benefits on a pro-rated basis.” (PtP, 5)

10.3 Eligibility for PTR

  • “All part-time faculty members are eligible for consideration for PTR awards in accordance with the relevant policies and procedures on a pro-rated basis.” (PtP, 6)

10.4 Service Expectations

  • “Part-time faculty members appointed under this policy shall normally be expected to participate in departmental administrative activities as appropriate unless otherwise agreed to in writing with the unit head. The contribution will be proportionately reduced in accordance with their full-time equivalency. Such service will be assessed as part of the annual merit process.” (PtP, 8)

10.5 Eligibility for RSL

  • “A faculty member on 50 percent or greater appointment shall be entitled to apply for research and study leave in accordance with the provisions of the Memorandum of Agreement.” (PtP, 9)

10.6 Graduate Faculty Membership

  • “Part-time faculty members appointed under this policy shall be eligible for appointment to the graduate faculty upon recommendation of the unit head to the Dean of the School of Graduate Studies under the same terms as full-time faculty in their division.” (PtP, 10)

10.7 PI Eligibility

  • “Whether a faculty member is full or part time does not affect eligibility to act as a Principal Investigator or their eligibility to apply for grants or awards provided they are otherwise eligible.” (PtP, 10)

11 Notice and Severance Provisions for Part-time Faculty with Continuing Appointments

  • “The continuing appointment of a faculty member appointed under this policy may be terminated by the University for reasons that do not amount to cause for termination.” (PtP, 13b)
  • “When the University decides to terminate a continuing appointment without cause, the part-time faculty member will be provided with two (2) months’ working notice of termination plus, at the end of the period of working notice, severance pay on the basis of one (1) month’s pay per completed year of continuous service* with the University, to a maximum of twenty-two (22) months** (i.e., a combined maximum of working notice and severance pay of twenty-four (24) months).”
    • “*Continuous service is defined as years of service that are counted under this Policy for which the faculty member has not previously received any severance pay under this Policy; or, solely for the purposes of calculating severance pay under the Employment Standards Act, as defined by the Employment Standards Act.”
    • “** If two (2) months’ working notice of termination is not provided, then severance pay would be up to a maximum of twenty-four (24) months.” (PtP, 13b)
  • For more see PtP, Section 13 in full including Section 13, 2 “Termination for Cause.”