Part 2

Part 2

Article 16 — Appointments

 

Appointment Classification

16.1 Appointments with eligibility for tenure may be made at any of the following academic ranks:

16.1.1 Assistant Professor;

16.1.2 Associate Professor;

16.1.3 Professor; and

16.1.4 A grant-tenured appointment or an appointment with eligibility for grant-tenure may be made at any of the above ranks.

16.2 Tenured appointments may be made at any of the above-listed ranks or at the rank of Teaching Professor.

16.3 Other appointments covered by this Agreement may be made only in the following classifications:

16.3.1 Assistant Teaching Professor;

16.3.2 Associate Teaching Professor;

16.3.3 Librarian;

16.3.4 Limited-Term;

16.3.5 Artist-in-residence;

16.3.6 Lecturer; and

16.3.7 Academic Administrator.

16.4 An appointment at the rank of Associate Teaching Professor may be made when an Assistant Teaching Professor is promoted to Associate Teaching Professor or a person is hired at that rank. Assistant Teaching Professors and Associate Teaching Professors are eligible for a continuing appointment.

16.5 An appointment at the rank of Teaching Professor may be made when an Associate Teaching Professor is promoted to that rank or a person is hired at that rank. Teaching Professor is a tenured appointment.

16.6 The workload assignment and study leave of a Teaching Professor with tenure or an Associate Teaching Professor are the same as those of an Assistant Teaching Professor with a continuing appointment. The title of Teaching Professor with tenure or of Associate Teaching Professor does not entitle a Member to a term free of teaching.

16.7 The University retains the right to make appointments without remuneration, including:

16.7.1 adjunct appointments;

16.7.2 honorary appointments;

16.7.3 appointments where an academic appointment is advantageous for obtaining or holding a research grant to conduct research in connection with the University; and

16.7.4 affiliate appointments for physicians teaching in the Island Medical Program whose employment is with the University of British Columbia Faculty of Medicine.

16.8 Persons who at January 1, 2000, were holding appointments in classifications other than those listed in sections 16.1 and 16.2, and who are fulfilling the responsibilities of Association Members and who are not represented by other bargaining units, may continue in those appointment classifications for the term of their current appointments.

Full-time or Part-time Appointments

16.9 An appointment may be either full-time or part-time.

Joint Appointments

16.10 A person may be jointly appointed in:

16.10.1 two or more Departments of a Faculty; or

16.10.2 two or more Faculties.

16.11 A joint appointment may be made at the time of a person’s initial appointment or later, in accordance with sections 17.42 and 17.43.

16.12 Joint appointments are available to all classifications of appointment.

Grant-Tenure

16.13 Any Faculty Member appointed with grant-tenure or with eligibility for grant-tenure will be subject to the same terms and conditions of this Agreement as apply to Faculty Members appointed with tenure or eligibility for tenure, except as provided in this section.

16.14 Where the external funds paying the salary of the Faculty Member appointed with grant-tenure or with eligibility for grant-tenure can no longer fund that portion of the salary obligation to the Faculty Member that was anticipated at appointment (more than 50% of the Faculty Member’s salary), the Faculty Member’s appointment will terminate after the provision of appropriate notice in accordance with section 16.16 and the University will have no obligation to continue that appointment after that date.

16.15 Except as provided in this section, all provisions relating to the appointment, evaluation, tenure or promotion of tenured Faculty Members or Faculty Members with eligibility for tenure apply to the appointment, evaluation, grant-tenure or promotion of grant-tenured Faculty Members or Faculty Members with eligibility for grant-tenure, with the necessary amendments.

16.16 A Member whose appointment must be terminated in accordance with section 16.14 will be notified by the University of the date of termination as soon as the University receives notice that the funding will not be renewed. Where the funding agreement permits funding to be used to provide for a period of notice or salary in lieu of notice, the Member will be entitled to that period of notice or salary in lieu thereof. The letter of offer will describe what provisions are made for notice in the event of termination under section 16.14.

Faculty-Level Appointments in Departmentalized Faculties

16.17 When a departmentalized Faculty seeks to appoint an individual and the Department to which this appointee will be assigned has not yet been identified, once the Department is identified, the individual must be appointed according to the appointment procedures of that Department. Where an Academic Administrator is being appointed who will not be a member of a Department, the procedures of section 17.45 will apply.

Open Competition for Initial Appointments

16.18 There must be an open competition prior to making any of the following initial appointments:

16.18.1 Tenured appointments or appointments with eligibility for tenure;

16.18.2 Assistant Teaching Professor appointments;

16.18.3 Associate Teaching Professor appointments;

16.18.4 Librarian appointments; and

16.18.5 Limited-Term appointments where the term exceeds one year.

16.19 An open competition is not required prior to the appointment of:

16.19.1 NSERC Industrial Chairs;

16.19.2 Canada Research Chairs; or

16.19.3 other externally funded or endowed positions where an open competition would be inconsistent with the terms of the position.

16.20 An open competition is not required prior to the appointment of a candidate when a Department or the Libraries demonstrates that exceptional circumstances exist where it is in the interest of the University to waive the requirement of an open competition and the request for a waiver is approved by each of the Dean, or the University Librarian, the Vice-President Academic and Provost and, where the appointment is to a unit which makes appointments through an advisory committee, the majority of the Appointments Committee of the unit, who are satisfied that exceptional circumstances exist. In such cases, the candidate must be considered for an appointment in accordance with the appointment procedures of the Libraries or the Department and the Faculty. In an academic year where one or more candidates are appointed under this subsection, the University will provide by June 30 a report to the Association listing the appointments, confirming that all the required approvals for waiving an open competition were obtained and providing a statement, in accordance with the 2004 practice, of the exceptional circumstances that justified waiving an open competition.

16.21 An open competition requires:

16.21.1 publicizing the availability of a position in a manner that it will likely come to the attention of qualified candidates; and

16.21.2 interviewing a short-list of qualified candidates.

16.22 The minimum requirements for publicizing the availability of a position are that:

16.22.1 the position be posted on a University website; and

16.22.2 subject to budgetary limitations and advertising copy deadlines, the position be advertised in print or electronic format in two or more of the following media:

16.22.2.1 University Affairs;

16.22.2.2 CAUT Bulletin;

16.22.2.3 a professional journal specific to the discipline that advertises academic employment opportunities;

16.22.2.4 a newspaper with circulation in the geographic area(s) where potential qualified candidates likely reside; and

16.22.2.5 relevant computer listservs or external websites

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Article 17 — Terms of Initial Appointment

 

Assistant Professor

17.1 An initial appointment at the rank of Assistant Professor is made without tenure and carries eligibility for tenure.

17.2 An initial appointment at the rank of Assistant Professor is for a term of three years. Where the effective date of an initial appointment is after September 1, the length of the initial appointment will be for a term of three years plus the length of time between the effective date of the appointment and the following June 30.

17.3 Appointment at the rank of Assistant Professor normally requires:

17.3.1 an earned doctoral degree, the standard academic credential for the discipline, or evidence of appropriate professional achievement; and

17.3.2 evidence of a potential for effective teaching.

Associate Professor

17.4 An initial appointment at the rank of Associate Professor may be made with tenure and carries eligibility for tenure.

17.5 An initial appointment at the rank of Associate Professor with eligibility for tenure is for a term of four years. Where the effective date of an initial appointment is after September 1, the length of the initial appointment will be for a term of four years plus the length of time between the effective date of the appointment and the following June 30.

17.6 Appointment at the rank of Associate Professor normally requires the following qualifications:

17.6.1 an earned doctoral degree, the standard academic credential for the discipline, or evidence of appropriate professional achievement;

17.6.2 evidence of effective teaching; and

17.6.3 a record of substantial scholarly, professional or creative achievement within the candidate’s discipline.

Professor

17.7 An initial appointment at the rank of Professor may be made with tenure and carries eligibility for tenure.

17.8 An initial appointment at the rank of Professor with eligibility for tenure is for a term of four years. Where the effective date of an initial appointment is after September 1, the length of the initial appointment will be for a term of four years plus the length of time between the effective date of the appointment and the following June 30.

17.9 Appointment at the rank of Professor normally requires the following qualifications:

17.9.1 an earned doctoral degree, the standard academic credential for the discipline, or evidence of appropriate professional achievement;

17.9.2 evidence of effective teaching; and

17.9.3 achievement in scholarly, professional or creative endeavours that has been recognized at a national or international level.

Assistant Teaching Professor

17.10 Appointment at the rank of Assistant Teaching Professor is without tenure. Where an Assistant Teaching Professor meets the performance standard specified in section 22.7, there is a normal expectation of reappointment.

17.11 An initial appointment at the rank of Assistant Teaching Professor is for a term of three years.

17.12 Appointment at the rank of Assistant Teaching Professor normally requires:

17.12.1 a Master’s degree or higher qualification, or appropriate professional achievement in the candidate’s discipline; and

17.12.2 substantial teaching experience at a university or college.

Associate Teaching Professor

17.13 Appointment at the rank of Associate Teaching Professor is without tenure and is not a continuing appointment. Where an Associate Teaching Professor meets the performance standard specified in section 22.14, there is a normal expectation of reappointment.

17.14 An initial appointment at the rank of Associate Teaching Professor is for a term of four years.

17.15 Appointment at the rank of Associate Teaching Professor normally requires:

17.15.1 a Master’s degree or higher qualification, or appropriate professional achievement in the candidate’s discipline; and

17.15.2 at least seven years teaching at a university or college, in a full-time equivalent role or reasonably comparable experience.

Teaching Professor

17.16 Appointment at the rank of Teaching Professor is made with tenure. The workload assignment and study leave of a Teaching Professor with tenure are the same as those of an Assistant or Associate Teaching Professor with a continuing appointment. The title of Teaching Professor with tenure normally does not entitle a Member to a term free of teaching.

17.17 Appointment at the rank of Teaching Professor normally requires:

17.17.1 a Master’s degree or higher qualification, or appropriate professional achievement in the candidate’s discipline;

17.17.2 a record of outstanding achievement in teaching; and

17.17.3 scholarship related to teaching that has attained national or international recognition.

Limited-Term Appointments

17.18 Because it is in their mutual interest, the Parties agree that appointments at the rank of Assistant Professor, Associate Professor and Professor normally will be made with tenure or with eligibility for tenure, and appointments as an Assistant Teaching Professor or Associate Teaching Professor with a normal expectation of reappointment as set out in section 17.10 or 17.13. Nevertheless, the Parties recognize that occasionally it will be in the interest of the University to appoint a person at one of these ranks where a person’s skill or experience are required only for a limited period of time.

17.19 A Limited-Term appointment may be made at the rank of Assistant Professor, Associate Professor or Professor:

17.19.1 to replace a person who is on leave or who has been appointed to an administrative appointment at the University;

17.19.2 for a term not exceeding five years, with one or more renewals such that the length of the initial appointment and any renewals will not exceed, in the aggregate, seven years; or

17.19.3 when the funds from which the holder of the appointment will be paid are non-recurring and from sources external to the University.

17.20 A Limited-Term appointment may be made at the rank of Assistant Teaching Professor, Associate Teaching Professor or Teaching Professor:

17.20.1 under circumstances described in section 17.19.1 or section 17.19.3 or where there is a need for the temporary employment of an Assistant or Associate Teaching Professor or Teaching Professor; and

17.20.2 for a term not exceeding two years with one or more renewals such that the length of the initial appointment and any subsequent renewals will not exceed, in the aggregate, five years.

17.21 A Limited-Term appointment is without tenure or eligibility for tenure.

17.22 At the request of the Association, the University will provide a report to the Association with
regard to the Limited-Term appointments made in the academic year preceding the date of the
request. The report will include:

17.22.1 the term of each appointment;

17.22.2 the rank and FTE of each appointment; and

17.22.3 the Academic Unit(s) in which each appointment was made.

Librarian

17.23 An appointment as a Librarian is either a Regular Librarian appointment or a Limited-Term appointment.

17.24 A Regular Librarian appointment is either probationary or confirmed.

17.24.1 Initially, a Regular Librarian appointment normally has probationary status that continues for the period specified in the notice of appointment. A probationary Regular Librarian appointment does not guarantee continuation of employment; however, successful completion of a probationary period will result in a confirmed Regular Librarian appointment.

17.24.2 A confirmed Regular Librarian appointment will carry the expectation of continuation of employment until retirement.

17.25 A Limited-Term appointment is for a fixed term of one year or less without any expectation or right of reappointment. A Limited-Term Librarian may only be reappointed in accordance with section 22.20.

Librarian Ranks

17.26 A Librarian may be appointed at any of the following ranks:

17.26.1 Librarian I;

17.26.2 Librarian II;

17.26.3 Librarian III;

17.26.4 Librarian IV.

17.27 Consideration will be given to years of experience in determining rank at the time of initial appointment.

17.28 Appointment at the rank of Librarian I requires:

17.28.1 an undergraduate degree from a university of recognized standing;

17.28.2 a Master’s degree from an accredited school of library science, or a Master’s or higher degree in another discipline with expertise and excellence in professional practice relevant to the position if the candidate agrees to complete a MLS from an accredited school of library science before the end of the probationary period (or the equivalent combination of education and experience in archival science in the case of an Archivist); and

17.28.3 potential for professional growth and development.

17.29 Appointment at the rank of Librarian II requires:

17.29.1 qualifications of a Librarian I, including a completed MLS as specified in section 17.28.2;

17.29.2 demonstrated professional competence through successful performance of assigned responsibilities; and

17.29.3 evidence of professional growth and development.

17.30 Appointment at the rank of Librarian III requires:

17.30.1 qualifications of a Librarian II; and

17.30.2 a record of full professional competence and significant achievement in librarianship including evidence of sound independent judgment, creativity and demonstrated ability in an area of library service or library administration.

17.31 Appointment at the rank of Librarian IV requires:

17.31.1 qualifications of a Librarian III;

17.31.2 a record of consistently excellent performance over a substantial period of time;

17.31.3 a record of significant and sustained contribution to a university library or similar institution and to the profession; and

17.31.4 evidence of the ability to perform independently at a senior level of librarianship.

Artist-in-Residence

17.32 An Artist-in-Residence is a person who has a national and/or international reputation with distinction in music, theatre, the visual or performing arts or writing.

17.33 An Artist-in-Residence is appointed without rank or with a rank specified in section 16.1.

17.34 An Artist-in-Residence may be appointed for renewable terms of five years each. Where an Artist-in-Residence meets the expected standards of their Department, there is a normal expectation of reappointment.

Lecturer

17.35 Where the recommended candidate for an appointment to a tenure-track position as an Assistant Professor does not have the academic credential that is usually required for such an appointment but the candidate is enrolled in a program leading to that academic credential, the candidate may be appointed as Lecturer.

17.36 An appointment at the rank of Lecturer is without tenure.

17.37 An appointment as Lecturer is for a term of two years and carries no expectation or right of reappointment.

17.38 The Faculty Member’s appointment classification will be revised to be an Assistant Professor with eligibility for tenure where, prior to the expiration of a Faculty Member’s appointment as a Lecturer:

17.38.1 the Faculty Member obtains the academic credential specified in the Member’s appointment as a Lecturer, and

17.38.2 the Faculty Member’s teaching has been evaluated by the Chair as meeting or exceeding the standards of the Academic Unit in which the appointment has been made.

17.39 Where the prerequisites set out in section 17.38 are satisfied on or before September 1, an appointment as an Assistant Professor will be made retroactive to the preceding July 1.

17.40 Where the prerequisites set out in section 17.38 are satisfied after September 1, the appointment as an Assistant Professor becomes effective on the following July 1. If the Faculty Member’s salary at the time the prerequisites are satisfied is less than the floor of the Assistant Professor rank, the Faculty Member’s salary will be raised to the floor of the Assistant Professor rank effective on the first day of the month following satisfaction of the prerequisites.

17.41 Where a Faculty Member’s appointment rank is revised under this section, the length of the person’s appointment as a Lecturer will not be included in determining when the person must be considered for tenure.

Joint Appointments

17.42 The notice of appointment of a Faculty Member holding a joint appointment will specify the Department or Faculty that has the responsibility for matters relating to reappointment, tenure, promotion and salary adjustments.

17.43 Prior to the commencement of a joint appointment, the Chair of the Department having responsibility for making recommendations about the Member’s reappointment and salary, and where applicable tenure and promotion, will inform the Member in writing of the allocation of the Member’s responsibilities and of the responsibility for such recommendations of the Department.

Academic Administrators

17.44 An Academic Administrator is a person appointed to a position that primarily carries organizational and administrative responsibilities in direct support of the academic mission and that requires qualifications similar to or greater than what would be normally required for a regular academic appointment at an entry level. It does not include appointments of academic administrators made for a fixed term and holding a base faculty appointment, such as a Dean, Chair, or Vice-President, and does not include appointments where the main responsibilities are teaching and/or research.

17.45 An Academic Administrator need not be appointed to a particular academic Department. If the appointment is not made to a Department, a Dean, Associate Vice-President or Vice-President will be designated as the Line Authority for the appointment and will have the responsibility for making recommendations about the Member’s reappointment, evaluation and salary.

17.46 An Academic Administrator is appointed for an initial three-year term, at one of the following academic ranks:

17.46.1 Assistant Professor;

17.46.2 Associate Professor; or

17.46.3 Professor.

17.47 An Academic Administrator is not eligible for consideration for promotion or tenure and any sections dealing with those processes do not apply to Academic Administrators.

 

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Article 18 — Appointment Procedures: Librarians

 

Consultation

18.1 When there is a proposal by the University Librarian to create a new Librarian position, or to fill a Librarian position vacant due to resignation or retirement, the University Librarian will meet with the members of the Appointments Advisory Committee (AAC) to discuss the proposal. The members of the AAC will circulate the draft position description to all Librarians and solicit their views. The AAC will forward the University Librarian a summary of views received, and may include written recommendations regarding the proposal. In making the final decision, the University Librarian will give the recommendations good faith consideration.

18.2 Once approval has been received from the Vice-President Academic and Provost to go forward with a position, the AAC will review the final, approved written description of the position, and circulate the final position description to all Librarians. When the AAC strikes a search committee, the final approved written description will be used to develop criteria for the search.

Establishment of Committee

18.3 The Libraries must, by February 28 of each year, hold an election, by secret ballot and majority vote of all Librarians with regular or limited-term appointments voting, to select the regular and alternate members of an AAC to serve for staggered two-year terms beginning April 1. Librarians in excluded positions are not eligible to vote or to be elected to the AAC.

Structure of Committee

18.4 Four Librarians with regular, confirmed appointments will comprise the three regular members and one alternate member of the AAC, each selected for staggered two-year terms.

18.5 Role of the alternate member: The regular members of the AAC will include the alternate member of the AAC as a full member of the committee in meetings and discussions up to the point where a particular search committee is struck. If one of the regular members of the committee is unable to serve for that search, the alternate will serve for the duration of that search. If, prior to the search process commencing, the alternate member is added to the committee, and one of the regular members of the committee cannot participate in the search process, an election will be held to appoint an additional Librarian with a regular, confirmed appointment to the committee for the duration of that search. In no case may a member of the AAC be replaced during the process of any particular search.

18.6 The regular members of the AAC will select from their number an Administrative Chair for the committee. The Administrative Chair will act as the primary liaison with the University Librarian in carrying out the AAC’s responsibilities under section 18.1, and have primary responsibility for ensuring procedures of the AAC and the Collective Agreement are properly adhered to.

18.7 When a decision has been made to fill any vacant or new position with a regular or limited-term Librarian appointment, the Librarian (or Librarians) who will supervise the candidate will be added to the AAC. If the candidate is to report directly to the University Librarian, the University Librarian will be added to the AAC. If the supervising Librarian is already one of the regular members of the AAC for the year, the alternate member of the committee will become a serving member of the committee for the duration of that search.

18.8 Before the search process commences, the regular members of the AAC and the supervising Librarian(s) (or University Librarian) will meet to determine whether the membership of the committee should be increased. The AAC may decide to increase its number to:

18.8.1 provide expertise in the area of responsibility of the vacant or new position if current members of the committee do not have expertise in that area; or

18.8.2 add a Librarian from within the same unit who would work closely with the candidate; or

18.8.3 add a member of support staff or a member of the Professional Employees Association who would work closely with the candidate; or

18.8.4 add a Faculty Member from a discipline relevant to the position.

18.9 Normally, where the position to be filled is a limited-term position, the AAC will not increase the number of committee members beyond the regular members and the supervising Librarian or University Librarian.

18.10 The supervising Librarian(s) for the new appointment or the University Librarian, where the University Librarian is a member of the AAC, will chair the committee for all purposes connected with the search. If the supervising Librarian or the University Librarian is unable to serve as the chair, the AAC will select another member of the committee as its chair for the search process. The chair will have primary responsibility for ensuring the procedures of the Agreement are followed in regard to the search process.

Guidelines

18.11 The AAC and the University Librarian will review the guidelines for consultation with regard to sections 18.1 and 27.32– 27.40. These guidelines will be ratified by a majority vote of all Librarian Members voting and any changes thereto will only be made with the mutual agreement of the University Librarian and the Librarian Members.

Advertising Positions to be Filled

18.12 Advertising for a Librarian position will meet the requirements for publicizing the availability of a position as described in section 16.22.

18.13 Where duties involving substantial responsibilities become available and are to be assigned to a Librarian for a period of at least one year, as provided in section 27.36, advertising is not required.

Appointments Advisory Committee Procedures

18.14 The University Librarian will forward all applications received to the chair of the AAC.

18.15 The AAC will evaluate all the documentation provided by applicants, with specific regard to the position description and the criteria in sections 17.28 – 17.31, and will in accordance with its evaluation, establish a short list of candidates to be interviewed.

18.16 The short list must be approved by the University Librarian.

18.17 The AAC will determine its preferred candidate by secret ballot and a majority vote. Only members of the committee who have been present at all deliberations of the committee concerning the candidates for the position and at all interviews with the candidates for the position are eligible to vote.

18.18 In the case of a regular appointment, the chair of the AAC will request the Advisory Committee on Ranks and Promotions (ACRP) to provide written advice on the rank to be recommended for the AAC preferred candidate. The recommendation of the ACRP will be forwarded by the chair of the AAC to the University Librarian with the AAC recommendation.

18.19 In the case of a regular appointment, any recommendation by the AAC to waive a probationary period will be decided by majority vote.

18.20 The AAC will recommend the appointment of the selected candidate to the University Librarian. The recommendation will be in writing, will be accompanied by all related documentation, and will include the rank advised by the ACRP, and in the case of a Regular appointment, a proposal regarding probationary status in accordance with sections 24.2.1 and 24.2.2.

18.21 All discussions by members of the AAC and of the ACRP concerning appointments are confidential. Members of these committees must not disclose or discuss the committee proceedings, opinions expressed during the committee proceedings, or the committees’ recommendations, except as otherwise provided in this Agreement, or as required by law.

The University Librarian

18.22 If the University Librarian accepts the recommendation, it will be forwarded to the Vice-President Academic and Provost with a written statement of endorsement.

18.23 If the University Librarian declines to accept the recommendation, the University Librarian must provide written reasons to the AAC and must meet with the committee as soon as possible thereafter to discuss the matter

 
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Article 19 — Evaluation of Members

 

19.1 Members are evaluated for the purposes of reappointment, tenure, promotion, continuing status, salary adjustment, or removal of probationary status for Librarians.

19.2 Criteria for the evaluation of Members are further elaborated in the Faculty or Libraries Evaluation Policy created pursuant to this section, the departmental standard for attaining tenure, and any other departmental policies further developing the criteria as relevant to the practice of any particular discipline.

19.3 Any departmental policies pertaining to evaluation of Faculty Members must be consistent with the Agreement and the Faculty Evaluation Policy, ratified by a majority of votes cast by those holding regular academic appointments in the unit, and approved by the Dean. Such departmental policies must be available to Members within the Department.

19.4 Every Evaluation Policy must be reviewed by the Faculty, Departments, and the Libraries (as applicable) by December 31 of the year in which a new Agreement comes into effect. Any amendments consequent upon that review must be developed in consultation between the Dean (or the University Librarian) and the unit. Faculty Evaluation Policies must be approved by the members of the Faculty and the Vice-President Academic and Provost; departmental policies must be approved as provided in section 19.3.

Faculty Evaluation Policies

19.5 Each Faculty must have an Evaluation Policy for the evaluation of members in the Faculty. The Evaluation Policy and any amendment thereto must be consistent with the Agreement and will be submitted to the Faculty and the Vice-President Academic and Provost for approval. The Evaluation Policy must include:

19.5.1 a description of the components to be evaluated within each of the following evaluation criteria:

19.5.1.1 teaching performance, which is defined at sections 19.6 – 19.7;

19.5.1.2 scholarly and professional achievement, for Faculty Members other than Assistant Teaching Professors and Teaching Professors, which is defined at section 19.8; and

19.5.1.3 other contributions, which is defined at section 19.11;

19.5.2 a description of the assessment techniques to be used in making evaluations;

19.5.3 a description of the format and essential content to be used by a Faculty Member in preparing the teaching dossier for evaluation of teaching performance;

19.5.4 a description of the mechanism or process by which recommendations will be made with regard to MIs for Members of the Departments, including any system of allocating MIs among Departments and the rules relating to salary evaluation procedures set out in this section;

19.5.5 provision that while Assistant Teaching Professors and Associate Teaching Professors are not evaluated on the basis of their research and scholarship, there is an expectation that they will keep abreast of current developments in their respective fields, and they may be evaluated on the basis of contributions to scholarship related to teaching, which is included in the definition of teaching performance in this section. Teaching Professors will be expected to make contributions to scholarship related to teaching on an ongoing basis;

19.5.6 provision that Academic Administrators be evaluated on the basis of the criteria listed in section 19.14; and

19.5.7 provision for taking into account the effect on performance of maternity, parental and adoption leave, special leave, sick leave, compassionate care leave, compassionate leave without salary, and long term disability.

Evaluation of Teaching Performance

19.6 Teaching performance requires the evaluation of all of a Faculty Member’s methods and forms of teaching and student supervision that are described and evaluated in accordance with the evaluation policy of the Faculty and of the Department in which the Faculty Member holds an appointment. Teaching performance includes contributions to the Department’s or Faculty’s teaching program and to scholarship related to teaching as described in the evaluation policy of each Faculty and in any relevant departmental policies. Scholarship related to teaching includes, but is not limited to, the following:

19.6.1 scholarly works relating to teaching, curriculum development or learning in a discipline in which such works would not normally form part of the Member’s scholarly and professional achievement;

19.6.2 presentations and addresses related to teaching, curriculum development or learning in a discipline in which such activities would not normally form part of the Member’s scholarly and professional achievement; and

19.6.3 contributions related to the unit’s teaching program in the form of curriculum development, course design or other contributions that advance the Unit’s ability to meet its teaching responsibilities.

19.7 The evaluation of teaching performance will be conducted on the basis of a Faculty Member’s teaching dossier that, in addition to course experience surveys, may include such items as peer reviews, class visit reports, reviews of syllabi and examinations, evidence of innovative teaching, evidence of contribution to the Department’s or Faculty’s teaching program, teaching awards, and scholarship related to teaching. There must be no obligation to include anecdotal or subjective student comments. Evaluation of teaching performance must not be based solely on student evaluation scores and must consider all materials in the teaching dossier.

Evaluation of Scholarly and Professional Achievement

19.8 Scholarly and professional achievement means continuing mastery of one’s field of knowledge and the awareness of current scholarship in one’s own and closely related fields, and the nature, quality, and extent of one’s research, professional, and creative activity as described in the evaluation policy of the Faculty and Department in which the Faculty Member holds an appointment.

19.9 Scholarly and professional achievement will be evaluated in all possible manifestations and may include, but is not limited to, the following, as specified in each Faculty’s evaluation policy and any relevant departmental policies:

19.9.1 publications and scholarly papers, especially insofar as they reveal the quality of research, including alternate and emerging forms of scholarship;

19.9.2 other forms of creative achievement in areas that are directly relevant to a Faculty Member’s discipline;

19.9.3 awards and fellowships granted by institutions other than the University;

19.9.4 membership on boards or councils devoted to research and professional affairs, and in certain fields the extent to which the Faculty Member’s professional services are in demand by academic and professional organizations outside the University;

19.9.5 recognition by learned and professional societies; and

19.9.6 evidence of reputation for scholarship that the Faculty Member establishes among professional colleagues at the University and at other academic and professional institutions.

19.10 The evaluation of scholarly and professional achievement will be conducted on the basis of a Faculty Member’s curriculum vitae.

Evaluation of Other Contributions

19.11 Other contributions means contributions to the University, a profession or the community that are described in the evaluation policy of the Faculty and the Department in which the Faculty Member holds an appointment. Each policy will specify the factors that should be evaluated under other contributions and may include, but are not limited to, the following:

19.11.1 contributions through service to or development of the Faculty Member’s Academic Unit;

19.11.2 service as the Chair of a Department, or the Director of a School, centre or institute;

19.11.3 contributions through service to the University or the Association;

19.11.4 contributions to student life;

19.11.5 attainment of extra-University recognition of a Faculty Member’s University related activities; and

19.11.6 contributions to the Faculty Member’s profession or community, including membership on boards or councils devoted to research and professional affairs, and in certain fields the extent to which the Faculty Member’s professional services are in demand by academic, professional and community organizations outside the University.

Libraries Evaluation Policy

19.12 The University Libraries must have an evaluation policy for the evaluation of Librarians. The evaluation policy and any amendments thereto will be submitted to the Librarians and the Vice-President Academic and Provost for approval. The evaluation policy shall include:

19.12.1 the following evaluation criteria as described in this section:

19.12.1.1 professional performance, which means the performance of duties and responsibilities devoted to: organizing, managing and facilitating access to library resources; providing reference, consultative, instructional and research services; developing, organizing, and maintaining the Libraries’ collections and information systems; developing and maintaining archival acquisition strategies and archival records management frameworks; managing human and financial resources and contributing to library administration;

19.12.1.2 scholarly and professional achievement, which may include research in an academic subject, archival studies or librarianship; the dissemination of the results of such research; completion of advanced degrees and other relevant educational programs; planning, implementing, or participating in workshops or conferences; participation in scholarly, library, or professional associations; and professional expertise used in service to the community at large; and

19.12.1.3 service, which may include participation in the work of committees of the Libraries, the University, Faculties, and Departments; in the Association; and in other activities that contribute to the quality of the academic life of the University;

19.12.2 a description of the assessment techniques to be used in making evaluations;

19.12.3 a description of the mechanism or process by which recommendations are made for MIs including the rules relating to salary evaluation procedures set out in this Article; and

19.12.4 provision for taking into account the effect on performance of maternity, parental and adoption leave, special leave, sick leave, compassionate care leave, compassionate leave without salary, and long term disability.

19.13 A limited-term Librarian is evaluated for reappointment on the basis of professional performance as stated in section 19.12.1.1. This evaluation takes place at least one month before the end of the Librarian’s term. The supervising Librarian, or her or his delegate, will meet with the limited-term Librarian and prepare a written evaluation based on the evaluation criteria in the Libraries’ Evaluation Policy and the Framework Agreement.

Academic Administrators

19.14 Academic Administrators are evaluated on the basis of their:

19.14.1 administrative contributions; and

19.14.2 teaching performance, or scholarly and professional achievement, or both, where the appointment includes such duties.

19.15 The criteria are defined as follows:

19.15.1 administrative contributions will be determined by the nature of the position description for the particular role; and

19.15.2 teaching performance and scholarly and professional achievement will have the meanings set out in sections 19.6 and 19.8.

19.16 It will be expected that an Academic Administrator will be assigned some duties relating to teaching, research or both. The Line Authority will provide an Academic Administrator at the time of his or her appointment with a written description of the criteria according to which his or her performance will be evaluated.

Expectations with Regard to Standards

19.17 Faculty Members should be assessed taking into account their years of experience. Performance standards may be further defined by the Faculty Evaluation Policy or by other Departmental policies as described in section 19.5.

19.18 The evaluation policy must specify that expectations for a Member’s performance must be consistent with the Member’s FTE.

Curriculum Vitae

19.19 Members are expected to maintain a curriculum vitae, which is updated biennially, that records their scholarly and professional achievements, that may include scholarship related to teaching, and other contributions; and provide a copy of their curriculum vitae to the Chair of each Department and Dean of each Faculty of which the Faculty Member is a member or, in the case of Librarians, to the University Librarian.

19.20 A curriculum vitae will be in the form described in the evaluation policy of the Faculty or Department or Libraries. A Member’s curriculum vitae is a public document that is to be kept on file in the office of the Faculty Member’s Department or the University Librarian’s office in the case of a Librarian.

Teaching Dossier

19.21 Faculty Members are expected to maintain a teaching dossier, which is updated biennially, that documents their teaching performance, and provide a copy of her or his teaching dossier to the Chair of the Department.

Student Evaluations of Teaching Performance

19.22 Evidence of teaching performance will include complete aggregated statistical results of all course experience surveys administered during the period of review, in accordance with the evaluation policy of the Faculty in which the Faculty Member holds an appointment, or the Faculty in which the course is offered, and any relevant Department policies; however, anecdotal or subjective student comments will be included only if the Faculty Member chooses to include them.

19.23 In addition to the data specified in section 19.22, evidence of teaching performance may include complete aggregated statistical results of all teaching evaluation questionnaires administered by the Faculty Member in a course during the period of review; however, the Faculty Member is not obliged to submit or include anecdotal or subjective student comments.

19.24 A Faculty Member may choose to include anecdotal or subjective comments by students or former students in her or his teaching dossier. Where such comments are included that have been collected as part of a survey of students in a course, all the comments from that course must be included in the Faculty Member’s teaching dossier.

Salary Adjustment Evaluation

19.25 Every Faculty and Libraries Evaluation Policy must contain provisions for evaluation for salary adjustment and, in particular, must provide:

19.25.1 that Faculty Members, other than Assistant Teaching Professors and Teaching Professors, be evaluated on the criteria listed in sections 19.5.1.1, 19.5.1.2, and 19.5.1.3 in the ratio of 40:40:20 respectively;

19.25.2 that Assistant Teaching Professors, Associate Teaching Professors and Teaching Professors be evaluated on the basis of the criteria listed in sections 19.6 and 19.11 in the ratio of 80:20 respectively;

19.25.3 that Librarians be evaluated on the criteria listed in section 19.12.1 in a ratio of 80:10:10 respectively; and

19.25.4 that Academic Administrators be evaluated on the criteria listed in section 19.14 in the ratio to be fixed between Members and Chair and approved by the Dean or, where the Member is not in a Department, between the Member and the appropriate Line Authority.

19.26 In regards to the evaluation ratio specified in section 19.25, an alternative ratio may be agreed between the Member and the Chair or supervising Librarian in advance for a fixed period, and approved by the Dean or University Librarian. For a Faculty Member, each figure in this alternative ratio must be at least 20. With regard to Chairs, such an agreement is made between the Dean and the Chair and should be made at the time of appointment as Chair to cover the full term of the appointment.

19.27 The ratio specified in section 19.25, or the alternative ratio agreed to under section 19.26, is for the purposes of salary evaluation only, and has no relation to workload distribution.

19.28 To achieve equity in the evaluation process both within a unit and between units, it is important that the evaluation categories be assessed in a comparable manner. For that purpose, the scores for each of the evaluation categories specified in this section will be assigned on a 0 – 100 scale. Before a Faculty Member’s scores are combined using the 40:40:20 or 80:20 rule, or using another agreed-upon ratio, the score in each category will be adjusted by subtracting a value equal to the average of the scores assigned across the unit for that category less 50.

19.29 Salary evaluations will review a Member’s performance in accordance with the following rules:

19.29.1 For evaluation purposes related to salary increments, Faculty Members are evaluated according to the criteria described in this section, based on performance over the four years of service preceding January 1 of the year in which the Member is evaluated. Where the Faculty Member has been at the University for less than four years, the Member is evaluated on the basis of the actual years of service, on the basis of performance expectations that are proportionate to the period of review.

19.29.2 For evaluation purposes related to salary increments, Librarians are evaluated according to the criteria described in this section, based on performance over the two years of service preceding January 1 of the year in which the Member is evaluated. Where the Librarian has been at the University for less than two years, the Member is evaluated on the basis of the actual years of service, on the basis of performance expectations that are proportionate to the period of review.

19.29.3 Where a Faculty Member has been on leave, except leave without salary, for more than one teaching term during the period of review, the review period for purposes of evaluating teaching performance and other contributions is extended by one year.

19.29.4 Where a Librarian has been on sick leave, long-term disability, maternity, parental, or adoption leave, compassionate leave, compassionate leave without salary, or special leave for a period of four months or more, the period of review for awarding a CPI and MIs is extended by one year.

19.29.5 Where a Member has been on leave without salary, the period of review for awarding a CPI and MIs will not be adjusted and will be the same as provided in section 19.29.1.

19.29.6 Where a Member’s duties have shifted unexpectedly and significantly during a year, the Chair and Dean or University Librarian will take this alteration into account in evaluating the Member for salary purposes.

Biennial Evaluation Process

19.30 Faculty members and librarians are reviewed for CPI and MIs every two years. As a result of the salary review, the faculty member or librarian will receive a salary adjustment effective July 1 in the year of the review and the same adjustment is again applied on July 1 in the next year using the applicable values for the increments in each year except for the MI award for a new appointment as provided in section 19.39.

19.31 Faculty Members and Librarians are reviewed by the Unit to which they are appointed or for the case of split appointments by the unit designated at the time of the appointment to be responsible for reviewing the faculty Member or Librarian.

19.32 The Faculties, the University Libraries and the Division of Medical Sciences are divided into two groups as follows:

Group A Group B
Engineering Business
Fine Arts Education
Human and Social Development Humanities
Libraries Law
Social Sciences Medical Science
Academic Administrators Science

19.33 Salary reviews for Group A units are undertaken in odd numbered years. Salary reviews for Group B units are undertaken in even numbered years.

19.34 Where a Member is on leave at the date for submitting material for salary evaluation purposes, the Member (except a Member on sick leave or long term disability) will be invited to submit material for the salary evaluation on the due date. If the Member cannot or chooses not to submit this material on the due date, then provided the sections regarding return from the leave in question do not provide for salary review, the Member may submit material within one month of his or her return. In that case, the Dean and Chair or University Librarian will evaluate the Member at that time and make a salary adjustment recommendation to the Provost, retroactive to the applicable adjustment date.

Transition from Annual Evaluation

19.35 All Faculties and the Libraries will conduct an evaluation for CPI and MI effective for 2015.

19.36 For the Group A units, the 2015 evaluation determines the salary adjustments for 2015 and 2016; for Group B units, the 2015 evaluation determines the adjustments for that year only and a new evaluation is undertaken in 2016.

19.37 Thereafter, Group A and Group B will conduct biennial evaluations in accordance with this Agreement.

New Appointments

19.38 For purposes of this section, “the first year of appointment” means the period from the first day of appointment of a Faculty Member or Librarian until June 30 of the next calendar year; the second, third and fourth year of appointment means the next three July 1 – June 30 periods.

19.39 On July 1 of each of the second and third years of appointment, the Faculty Member’s or Librarian’s salary will without review be adjusted by the addition of a CPI plus two MI at the value set in this Agreement.

19.40 If the Faculty Member or Librarian is in a unit being evaluated in the second year of his or her appointment, the Faculty Member or Librarian will be evaluated with their colleagues in that year, but the resulting CPI and MI decision will only be applied in the fourth year of appointment. Faculty Members or Librarians whose units are evaluated in the third year of appointment will be evaluated with their colleagues in that year and their salary for the fourth year of appointment will be that awarded by that evaluation process.

19.41 Thereafter, Faculty Members or Librarians will be evaluated and receive salary adjustments as per the schedule for their units.

 

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Article 20 — Review of Career Progress

 

Non-Tenured Faculty Members with Eligibility for Tenure

20.1 Whenever a Faculty Member is appointed with eligibility for tenure, the Department Chair is responsible for providing the Faculty Member with a written statement of current performance expectations with regard to attaining tenure in the Department.

20.2 The performance expectations must be developed by the Chair and approved by majority vote of the Department and must be consistent with the Faculty Evaluation Policy. In a Faculty with Departments, the performance expectations must be approved by the Dean.

20.3 The performance expectations with regard to attaining tenure must be reviewed by the Chair at the time of each new appointment. Modifications of the standards must be approved by majority vote of the Department and must be submitted to the Dean for approval prior to sending them to the new Faculty Member.

20.4 By May 15 of each year, the Chair of a Department will meet with each non-tenured Faculty Member whose appointment carries eligibility for tenure to discuss:

20.4.1 the performance expectations of the Department with regard to attaining tenure as provided under section 20.1;

20.4.2 the Faculty Member’s performance during the preceding 12 months and since the Faculty Member’s appointment in relation to the performance expectations of the Department;

20.4.3 any concerns that the Chair has with regard to the Faculty Member’s performance;

20.4.4 where the Chair identifies any concerns in relation to the Faculty Member’s performance, the Chair will identify methods or resources that may assist the Faculty Member to enhance their performance; and

20.4.5 the Faculty Member’s research and scholarly activity plan for the forthcoming year.

20.5 After the conclusion of the discussion, the Chair of a Department will prepare a written annual review with regard to each non-tenured Faculty Member with eligibility for tenure that addresses each of the standards for achieving tenure.

20.6 The written review will be sent to the Faculty Member by May 31 and a copy of the written review will be placed in the Faculty Member’s Official Performance File.

20.7 Upon receiving a written annual review, the Faculty Member may send a written response to the Chair who will place the response in the Faculty Member’s Official Performance File.

20.8 Where a Faculty Member believes that their written performance review is inaccurate or unfair, the Faculty Member may, within 30 days of receiving the written annual review, submit a request for a reassessment to the Chair who prepared the written review. A request for a reassessment will include:

20.8.1 a copy of the written performance review;

20.8.2 a written statement that specifies the portions of the written annual review that are inaccurate or unfair and describes how those portions are inaccurate or unfair; and

20.8.3 copies of any documents that will support the Faculty Member’s assertions.

20.9 Upon receiving a copy of the request for a reassessment, the Chair may revise the annual written review in a manner that removes the inaccuracies or unfairness identified by the Faculty Member and the revised annual review will be substituted in place of the initial annual review. A copy of the revised review will be sent to the Faculty Member.

20.10 Where the Chair declines to revise the annual written review or the Faculty Member is not satisfied with the revisions, the Faculty Member may request that the annual review be examined by a reviewer. If the Faculty Member and the Chair can agree upon a suitable reviewer, such person will undertake a review. If agreement cannot be reached with regard to who will undertake the review, the Dean of the Faculty (Vice-President Academic and Provost in the case of a nondepartmentalized Faculty) will appoint the reviewer. The function of the reviewer is to review the Faculty Member’s performance and determine whether the annual written review contains any inaccuracies or unfair comments that should be corrected.

20.11 The reviewer will meet individually with the Faculty Member and the Chair to discuss the content of the annual written review in ration to the Faculty Member’s performance.

20.12 Where the reviewer concludes that the initial or revised annual written review was accurate and fair, the Faculty Member and the Chair will be informed of this conclusion in writing. Where the reviewer concludes that the initial or revised annual written review was inaccurate or unfair, the reviewer will prepare a written report that identifies the inaccuracies or unfairness. A copy of the reviewer’s report will be sent to the Faculty Member and the Chair and a copy of the report will be placed in the Faculty Member’s Official Performance File together with a copy of the initial or revised written review.

Tenured Faculty Members

20.13 Upon the request of a Faculty Member, or upon the initiative of the Chair, an annual meeting will be held to discuss the Faculty Member’s career progress. Upon the request of a Faculty Member, or upon the initiative of the Chair, the latter will provide the Faculty Member with a written summary of the discussion.

Assistant and Associate Teaching Professors

20.14 Whenever an Assistant or Associate Teaching Professor is appointed, the Department Chair is responsible for providing the Faculty Member with a written statement of current performance expectations with regard to attaining reappointment in the Department. A copy of the statement will be sent to the Dean of the Faculty.

20.15 During the three-year term of an Assistant Teaching Professor’s initial appointment or the four-year term of an Associate Teaching Professor initially appointed at that rank, the Chair is required, by May 15 of each year, to conduct a performance review. As part of the review, the Chair of a Department will meet personally with the Assistant or Associate Teaching Professor to discuss:

20.15.1 the performance expectations of the Department with regard to attaining reappointment;

20.15.2 the Faculty Member’s performance during the preceding 12 months and since their appointment in relation to the performance expectations of the Department;

20.15.3 any concerns that the Chair has with regard to the Faculty Member’s performance; and

20.15.4 where the Chair identifies any concerns in relation to the Faculty Member’s performance, the Chair will identify methods or resources that may assist the Faculty Member to enhance their performance.

20.16 After the conclusion of the discussion, the Chair of a Department will prepare a written review that addresses each of the performance expectations for attaining reappointment. Sections 20.6 – 20.12 inclusive apply to performance reviews of Assistant or Associate Teaching Professors made under this section.

Reappointment Terms

20.17 After being reappointed to a four-year term, an Assistant Teaching Professor will receive a performance review by the Chair prior to the end of the second year of the reappointment term.

20.18 Upon the request of an Assistant Teaching Professor, or upon the initiative of the Chair, an annual meeting will be held to discuss the Assistant Teaching Professor’s career progress.

20.19 Upon the request of an Assistant Teaching Professor, or upon the initiative of the Chair, the latter will provide the Faculty Member with a written summary of the discussion.

20.20 Sections 20.6 – 20.7 apply to any performance review conducted under section 20.17.

20.21 If an Assistant Teaching Professor requests a performance review in the third year of a reappointment term, sections 20.8 – 20.12 inclusive apply.

20.22 If an Assistant Teaching Professor requests a reassessment after a performance review in the third year of a reappointment term, this reassessment will, at the request of the Assistant Teaching Professor, include any performance reviews made during that term of reappointment.

Librarians

20.23 A Librarian and their supervising Librarian will meet annually to discuss the Librarian’s performance based on the evaluation policy for Librarians.

20.24 Within 10 working days after the meeting, the supervising Librarian will give a written evaluation of the Librarian’s performance to which the Librarian may respond in writing.

20.25 A copy of the written evaluation and any response will be placed in the Librarian’s Official Performance File.

20.26 Any forms and procedures used in annual evaluations will be consistent with the evaluation policy for Librarians as provided for in section 19.12 and will be developed and revised by mutual agreement between the University Librarian and the Librarians.

Academic Administrators

20.27 Whenever an Academic Administrator is appointed, the Line Authority is responsible for providing the Academic Administrator with a written statement of current performance expectations with regard to reappointment.

 

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Article 21 — Member's Official Files

 

Official Performance File

21.1 Where the performance of a Member is being evaluated for the purpose of reappointment, tenure, promotion, removal of probationary status (Librarian), or salary, the only documents and information that may be considered are documents or information that are contained or deemed by section 21.4 to be contained in the Member’s Official Performance File, and documents or information submitted by the Member.

21.2 A Member’s Official Performance File will be kept and maintained: in the case of a Faculty Member, in the office of the Chair of the Member’s Department; and in the case of a Librarian, in the office of the University Librarian.

21.3 The Official Performance File of a Member must contain only documents and information that pertain to the evaluation of the Member for the purpose of reappointment, tenure, promotion, removal of probationary status (Librarian), or salary. Examples of information that pertains to evaluation for these purposes include:

21.3.1 the Member’s curriculum vitae;

21.3.2 recommendations with regard to reappointment, tenure or promotion of a Faculty Member made by a departmental committee, the University Academic Appointments Committee, Appointments Committee, Dean or the President of the University including all documents specified in the list of documents provided to the candidate with the departmental recommendation;

21.3.3 recommendations with regard to promotion of a Librarian made by the University Libraries ACRP or by the University Librarian;

21.3.4 recommendations for salary adjustments by a Chair, Director, Dean, University Librarian or the Vice-President Academic and Provost, including decisions by the Vice-President Academic and Provost with regard to a Member’s request for a salary review;

21.3.5 an evaluation of a Librarian;

21.3.6 an annual review of a Faculty Member and any response to it;

21.3.7 reports with regard to the Member by a tribunal appointed under the Harassment Policy; the Policy on Scholarly Integrity; or any other University policy.

21.4 A Member’s Official Performance File will be deemed to include any publications of the Member that are referred to in the Member’s curriculum vitae, without the need to physically include a copy in the Official Performance File, and a Faculty Member’s teaching dossier.

21.5 Each document and other forms of information contained in the Official Performance File will identify the author or creator of the document or information except where a summary is authorized by section 21.11.

21.6 A Member’s Official Performance File will not include anonymous letters, documents or information, except those specified in sections 19.22 – 19.24, whose authors or creators are not identified; records of disciplinary action; letters, documents or information with regard to any complaint that, after investigation, and any hearing or appeal, has been resolved in favour of the Member; or letters, documents or information with regard to any complaint that has been determined not to require investigation or has not been investigated.

21.7 At the conclusion of any consideration of the Member for reappointment, continuing status, promotion, tenure, or removal of probationary status of a Librarian, any documents created specifically for or as a result of that process, such as letters of reference and reports of committees, will be removed from the Member’s Official Performance File and retained in accordance with the unit’s policy in the Personnel File in the unit. Nothing in this section precludes a Member from including in their Official Performance File, on any subsequent consideration, any of these documents. The final recommendation will be retained in the Official Performance File.

Personnel File

21.8 All documents related to the Member’s employment status or performance that are not included in the Official Performance File, and that are retained by the University administration, regardless of their location, will be deemed to constitute the Member’s Personnel File. Any record of disciplinary action taken under section 58 will be removed upon request of the Member, or, if no request is made, will be deemed to be removed from the Personnel File after two years from the date when the action was taken unless the conduct that was the subject of the disciplinary action has been repeated within such two-year period. The information contained in these files will not be used in the evaluation of a Member, except as specified in section 58.6 for the purpose of reappointment, tenure, promotion, removal of probationary status (Librarian), or salary adjustment. A Member’s Personnel File will not include anonymous letters or un-attributed documentation.

21.9 Any material relating to the application of section 58 will be removed from the Personnel File in accordance with that section.

Access to Official Performance and Personnel Files

21.10 Members have the right, during normal business hours, and upon reasonable notice, to examine the entire contents of their Official Performance File and Personnel File referred to in this section except for confidential letters of reference and confidential interview reports.

21.11 With regard to confidential letters of reference and confidential interview reports, the Member is entitled either to a copy of the body of the letter with the letterhead and the signature of the writer removed or, if the writer could still be identified, a summary of the letter prepared in a manner that is unlikely to disclose the identity of the author.

21.12 A Member making a request to examine their Personnel File must produce identification, if requested, that is satisfactory to the custodian of the file and the examination will be carried out in the presence of the custodian.

21.13 A Member may not remove any of the contents when inspecting their Official Performance File or Personnel File.

21.14 A Member has the right, on written request, to obtain a copy of any document in their Official Performance File or Personnel File subject to section 21.11. Such copies will be provided free of charge.

21.15 A Member’s Official Performance File is confidential to the Chair of the Member’s Department, Dean of the Member’s Faculty, University Librarian in the case of a Librarian, Associate VicePresident Faculty Relations and Academic Administration, Associate Vice-President Academic Planning, Vice-President Academic and Provost, President, and their respective administrative and secretarial staff.

21.16 A Member’s Personnel File is confidential to staff members in the Department of Human Resources, and the relevant University administrators listed in section 21.15.

21.17 The Member’s Official Performance File and Personnel File referred to in this section are not open to other persons except with the written permission of the Member.

Member’s Challenge of Documents

21.18 A Member may challenge the inclusion or exclusion of documents in either of the Member’s official files referred to in this section. The Member has the right to include in their official files a statement commenting on the accuracy of any documents in the file. The Chair, Dean and the University Librarian have the responsibility and authority to remove documents. For any portion of the Member’s Personnel File kept in the Department of Human Resources, the Associate Vice-President Human Resources has the responsibility and authority to remove documents; for any portion of the Member’s Personnel File kept in the office of the Vice-President Academic and Provost, the Associate Vice-President Faculty Relations and Academic Administration has the responsibility and authority to remove documents.

 

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Article 22 — Reppointments

 

Assistant Professor

22.1 An Assistant Professor who holds an appointment with eligibility for tenure is eligible for reappointment for a term that does not extend beyond the year in which the Faculty Member must formally be considered for tenure.

22.2 An Assistant Professor is evaluated for reappointment on the basis of:

22.2.1 teaching effectiveness since being appointed to the University;

22.2.2 scholarly achievements during their career; and

22.2.3 service and professional activities since being appointed to the University.

22.3 An Assistant Professor under consideration for reappointment must demonstrate that the candidate is making reasonable progress toward meeting the written expectations of their Department with regard to the granting of tenure.

22.4 Where an application for reappointment by an Assistant Professor with eligibility for tenure is unsuccessful, the Faculty Member will be offered a terminal appointment for one year.

Assistant Teaching Professor

22.5 An Assistant Teaching Professor is eligible to be reappointed for a term of four years.

22.6 An Assistant Teaching Professor is evaluated for reappointment on the basis of:

22.6.1 teaching effectiveness; and

22.6.2 other contributions.

22.7 An Assistant Teaching Professor under consideration for reappointment must demonstrate that the candidate has met or exceeded the written expectations of their Department and continues to demonstrate superior teaching effectiveness. Where this is achieved, there is an expectation of reappointment.

22.8 Where an application for reappointment by an Assistant Teaching Professor is unsuccessful, the Faculty Member will be offered a terminal appointment for one year.

22.9 At the time of the second reappointment, an Assistant Teaching Professor must be considered for a continuing appointment.

22.10 Before a continuing appointment is granted, an Assistant Teaching Professor must be reviewed by the departmental committee that considers reappointments and be recommended by the Dean as having met the standard for evaluation set out in section 22.7. The Assistant Teaching Professor must include in their teaching dossier evidence of two recent peer reviews of teaching. The provisions of section 41 apply.

22.11 If a continuing appointment is not granted to the Assistant Teaching Professor who must be considered for a continuing appointment under section 22.9, the Assistant Teaching Professor will be granted a one-year terminal contract after which time the Assistant Teaching Professor’s employment with the University will cease.

Associate Teaching Professor

22.12 Where a Faculty Member is appointed at the rank of Associate Teaching Professor, they must be considered for a continuing appointment in the final year of the initial appointment term.

22.13 An Associate Teaching Professor is evaluated for a continuing appointment on the basis of:

22.13.1 teaching effectiveness; and

22.13.2 other contributions.

22.14 An Associate Teaching Professor under consideration for a continuing appointment must demonstrate that the candidate has met or exceeded the written expectations of their Department and continues to demonstrate excellence in teaching performance. Where this is achieved, there is an expectation of continuing appointment.

22.15 Before a continuing appointment is granted, the Associate Teaching Professor must be reviewed by the departmental committee that considers reappointments and be recommended by the Dean as having met the standard for continuing appointment for their Department. The Associate Teaching Professor must include in their teaching dossier evidence of two recent peer reviews of teaching.

22.16 An Associate Teaching Professor who is being considered for a continuing appointment may also apply for promotion to Teaching Professor with tenure under section 25, but the Faculty Member will only be considered for promotion if the Faculty Member requests it. An Associate Teaching Professor may be awarded a continuing appointment even if their application for Teaching Professor with tenure is unsuccessful and may apply again for promotion in a later year.

22.17 Where an application for continuing appointment by an Associate Teaching Professor is unsuccessful, the Faculty Member will be offered a terminal appointment for one year.

Limited-Term Appointment

22.18 A person holding a Limited-Term appointment is eligible to be considered for reappointment; however, there is no right of renewal or reappointment.

22.19 A person holding a Limited-Term appointment may be reappointed where:

22.19.1 the reappointment is within the circumstances described in section 17.19 or 17.20;

22.19.2 in the case of a Limited-Term appointee who will be assigned teaching responsibilities, the teaching performance of the person has consistently met or exceeded the standard for teaching effectiveness in the Department or Faculty; and

22.19.3 in the case of a Limited-Term appointee who has been primarily engaged in research:

22.19.3.1 the research and scholarly achievements have met the expected standards of the Department or Faculty in which the person has held an appointment; and

22.19.3.2 the requisite funds, resources and physical space will be available to continue the research.

Limited-Term Librarians

22.20 A Librarian appointed for a limited term, whose performance consistently meets the expected standard, may be reappointed for one or more additional limited terms.

Artist-In-Residence

22.21 An Artist-in-Residence, whose performance meets or exceeds the expected standards, has an expectation of reappointment.

22.22 After an Artist-in-Residence has been reappointed for a second five-year term, there will be no review of the Artist-in-Residence’s performance for the purpose of assessing the criteria set out in the departmental standard referred to in section 22.21 on the occasion of any subsequent reappointment, unless the Artist-in-Residence has been denied a CPI in any one of the previous five years. Where a CPI has been received in each of the five previous years, the reappointment will not require an application or further documentation from the Artist-in-Residence.

22.23 In the event that an Artist-in-Residence has been denied a CPI in any one of the previous five years prior to a scheduled reappointment, the departmental committee that considers reappointments will determine whether the Artist-in-Residence has met the departmental standard for reappointment. Where the committee determines that the standard has been met or exceeded, there is an expectation of reappointment and subsequent reappointments will be effected in accordance with section 22.22. The provisions of section 41 apply.

Academic Administrators

22.24 An Academic Administrator whose performance consistently meets or exceeds the expected standard may be reappointed for a second term of three years.

22.25 Where the Academic Administrator is appointed to an academic Department, the procedures of the Department respecting reappointment will apply. Where the Academic Administrator is not appointed to a Department, the designated Line Authority will appoint a committee with a majority of voting members being Faculty Members holding regular academic appointments with relevant expertise to consider the reappointment.

22.26 After being reappointed for a second time, the Academic Administrator will hold a continuing appointment. The continuing appointment may be terminated in accordance with section 58, by resignation or retirement, or by written notice of termination given by the University. The period of notice will be eight months during the first three years’ service, twelve months until the time of second reappointment and thereafter will increase by one month for each additional year up to a maximum of 18 months. At its option, the University may substitute payment of salary for an equivalent period in lieu of notice.

 

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Article 23 — Tenure

 

23.1 Only those Faculty Members whose notice of appointment provides that they are appointed with eligibility for tenure may apply for tenure.

23.2 Assistant and Associate Teaching Professors may not apply for tenure but will be granted tenure in accordance with section 25.6 upon promotion to Teaching Professor.

23.3 The workload assignment and study leave of a Teaching Professor with tenure are the same as those of an Assistant or Associate Teaching Professor with a continuing appointment. The title of Teaching Professor with tenure does not entitle a Member to a term free of teaching.

23.4 A Member with eligibility for tenure whose appointment has been part-time will be evaluated in accordance with the following standards and expectations:

23.4.1 The quality of the scholarship will be the same that is expected from a person holding a full-time appointment. The scholarly activity expected from a person holding a part-time appointment will be in proportion to the scholarly activity expected from a person with a full-time appointment.

23.4.2 The standard for teaching performance will be the same as that of a person holding a fulltime appointment.

23.4.3 The quality of the other contributions will be the same that is expected from a person holding a full-time appointment. The extent of other contributions expected from a person holding a part-time appointment will be in proportion to the extent of other contributions expected from a person with a full-time appointment.

23.5 Where a Faculty Member is considered for tenure in the final year of eligibility for tenure and is denied tenure, the Faculty Member will be offered a terminal appointment for one year.

Deadlines for Consideration and Application for Tenure

23.6 A full-time Assistant Professor with eligibility for tenure must be considered for tenure not later than the sixth year in this rank at the University.

23.7 A recommendation that tenure be granted may include a recommendation that the applicant be promoted to Associate Professor, notwithstanding the absence of a formal application for promotion.

23.8 An Associate Professor or Professor with eligibility for tenure will be considered for tenure not later than the fourth year in this rank at the University.

23.9 Where the effective date of an initial appointment is after September 1, the period between the effective date of the appointment and the following June 30 is not counted in determining the year when the Faculty Member must be considered for tenure.

23.10 A Faculty Member may apply for tenure before the deadline specified in section 23.6 or 23.8.

23.11 Where such an application for tenure is denied and the Faculty Member’s appointment continues beyond the academic year in which the application for tenure was denied, the Member may apply for tenure again.

23.12 Where such an application for tenure is denied and the Faculty Member’s appointment does not continue beyond the academic year in which the application for tenure was denied, the Member will be considered for reappointment if eligible.

23.13 A Faculty Member may withdraw an application for tenure made under this section at any time before the Dean makes their recommendation with regard to the application for tenure.

Standards for Granting Tenure

23.14 Applicants for tenure must demonstrate that their teaching effectiveness and their scholarly and professional achievements meet or exceed the standards for the rank established by the Department in which the applicant holds an appointment.

Assistant Professor

23.15 To become tenured, an Assistant Professor with eligibility for tenure must demonstrate a record of performance that meets or exceeds the written expectations of their Department that are in accord with the evaluation policy of the Faculty in which the Faculty Member holds an appointment and continued development with regard to each of:

23.15.1 teaching effectiveness at or above a level of quality appropriate to the Faculty Member’s experience and with a commitment to the importance of excellence in teaching; scholarly or creative achievements of high quality that are normally but not necessarily demonstrated by presentation or publication in a suitable academic or artistic forum; and service and professional activities that further the goals of the University and the Faculty Member’s academic discipline, where teaching effectiveness and scholarly achievements have paramount importance; and

23.15.2 the capacity to attain the standards to become a tenured Associate Professor.

23.16 The departmental committee will determine whether a Faculty Member who is being considered for tenure has also attained the standards of a tenured Associate Professor, and, if so, the committee will recommend that the Faculty Member be granted tenure and be promoted to Associate Professor.

Associate Professor

23.17 To become a tenured Associate Professor, a Faculty Member must demonstrate scholarship that has made a substantial contribution to an academic discipline; teaching effectiveness at or above a level of quality appropriate to the Faculty Member’s experience and with a commitment to excellence in teaching; and capacity for continuing development with regard to each of the following:

23.17.1 teaching; and

23.17.2 service and professional activities that further the goals of the University and the Faculty Member’s academic discipline.

Professor

23.18 To become a tenured Professor, a Faculty Member must demonstrate scholarship that has made a substantial contribution to the academic discipline; teaching effectiveness at or above a level of quality appropriate to the Faculty Member’s experience and with a continuing commitment to excellence in teaching; a record of service and professional activities that further the goals of the University and the Faculty Member’s academic discipline; and outstanding achievements with regard to either

23.18.1 teaching; or

23.18.2 scholarship that has attained recognition at a national or international level.

 

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Article 24 — Probationary Status: Librarians

 

24.1 A Regular Librarian appointment will have probationary status for the first two years unless the probationary period is waived.

24.2 The Appointments Advisory Committee may recommend to the University Librarian that the probationary period be waived where:

24.2.1 the candidate has held limited-term appointments in the Libraries performing duties similar to those of the position being filled during at least three of the last five years, including the year immediately prior to the initial regular Librarian appointment; or

24.2.2 the Appointments Advisory Committee determines that the candidate, at a minimum, has exceeded the qualifications for appointment in Librarian ranks (sections 17.28 – 17.31, depending on the rank of the appointment) and has had a consistently outstanding record of performance as a Librarian for more than ten years.

24.3 Subject to section 17.28, successful completion of a period of probationary status will result in a recommendation to remove probationary status and to grant a confirmed regular Librarian appointment.

24.4 Failure to receive a recommendation to remove probationary status as described in this section will result in a notice of intent to terminate employment.

Evaluation Procedures

24.5 The evaluation of a Librarian on probation will be based on the Librarian’s professional performance under section 19.12.1.1.

24.6 Evaluation of a Librarian on probation will be mandatory at 12 months and 18 months following their initial appointment date.

24.7 The University Librarian will notify the Librarians on probation and their respective supervising Librarians when evaluations are required.

24.8 Evaluations will be made by the Librarian’s supervising Librarian, who will send to all Librarians a written request for comments relating to the professional performance of the Librarian being evaluated. The request will state that the comments must be received in writing and that the comments will be included in the Official Performance File of the Librarian being evaluated. If the writer expressly states that the comment has been given in confidence, the comment will be treated as a confidential letter of reference in accordance with section 21.11. After the evaluation is completed, the comments will be treated as letters of reference in accordance with section 21.7.

24.9 The supervising Librarian will inform the Librarian being evaluated of the Librarian’s right to request assessments from Librarians or Faculty Members of the Librarian’s choice and to have those assessments included in the Official Performance File in accordance with the provisions of section 21.1.

24.10 The supervising Librarian and the Librarian on probation will meet to discuss all aspects of the Librarian’s professional performance. The supervising Librarian will provide the Librarian being evaluated with copies of the comments received in accordance with sections 24.8 and 24.9, or with a summary thereof where authorized by section 24.8. Where appropriate, the supervising Librarian will advise the Librarian of ways in which performance can be improved.

24.11 Following the meeting with the Librarian on probation, the supervising Librarian will prepare a written evaluation based on: the discussion at the meeting; the comments received pursuant to sections 24.8 and 24.9; and other documentation in the Official Performance File of the Librarian on probation. The evaluation will be sent to the University Librarian and to the Librarian being evaluated. The evaluation will state clearly that it is favourable or unfavourable and will include any specific advice with regard to improving the Librarian’s performance that was offered by the supervising Librarian at the meeting.

24.12 Within seven working days after receiving the evaluation, the Librarian being evaluated may send a written response to the supervising Librarian. Any written response will be included in the Official Performance File together with the written evaluation and becomes part of the documentation of the evaluation.

Supervisor’s Recommendations

24.13 If an evaluation at 12 or 18 months is unfavourable, another evaluation will be done three months later. If the second, consecutive evaluation is also unfavourable, the supervising Librarian will forward a recommendation, with reasons, to the Advisory Committee on Ranks and Promotions (ACRP) not to remove the probationary status of the Librarian being evaluated. This recommendation may result in a request to issue a notice of intent to terminate employment under sections 24.23 or 24.24. The supervisor will provide a copy of the recommendation to the Librarian being evaluated.

24.14 If an evaluation at 18 or 21 months is favourable, the supervising Librarian will forward a recommendation, with reasons, to the ARCP to remove the probationary status of the Librarian being evaluated. The supervising Librarian will provide a copy of the recommendation to the Librarian being evaluated.

Advisory Committee on Ranks and Promotions

24.15 Where the ACRP receives a recommendation pursuant to section 24.13 or 24.14, it will review the supervising Librarian’s recommendation, the comments received pursuant to sections 24.8 and 24.9 and the Official Performance File of the Librarian on probation.

24.16 The ACRP will advise the University Librarian as to whether the supervising Librarian’s recommendation constitutes a sound and unbiased evaluation of the Librarian on probation. It will confirm the supervising Librarian’s recommendation unless it finds that the supervising Librarian made a serious error in procedure that materially affected the recommendation, or that a reasonable apprehension of bias exists with respect to the recommendation, or that the recommendation was clearly unreasonable in light of the facts and the relevant criteria being applied.

24.17 The decision of the ACRP will be made by secret ballot and on a majority vote.

24.18 The decision of the ACRP whether or not to concur with a supervising Librarian’s decision regarding the removal of probationary status will be forwarded to the University Librarian. Where the decision does not confirm the supervising Librarian’s recommendations, the ACRP must include its reasons and may include a minority report. The decision will be in writing and a copy will be provided to the Librarian on probation.

University Librarian

24.19 The University Librarian will review all recommendations regarding the removal of probationary status.

24.20 If the University Librarian accepts a recommendation to remove probationary status, they will forward a recommendation to the Vice-President Academic and Provost with a copy to the Librarian being evaluated recommending that:

24.20.1 In the case of a Librarian I, probationary status be removed and a confirmed regular Librarian appointment at the rank of Librarian II become effective upon the completion of the probationary period specified in the letter of appointment; and

24.20.2 In the case of a Librarian II, III or IV, probationary status be removed and a confirmed regular Librarian appointment become effective upon the completion of the probationary period specified in the letter of appointment.

24.21 If the University Librarian does not accept a recommendation, the University Librarian will meet with the supervising Librarian and the ACRP to discuss the disagreement:

24.21.1 If this procedure results in agreement, the University Librarian and the supervising Librarian will forward a joint recommendation to the Vice-President Academic and Provost; but

24.21.2 If there is no resolution of the disagreement, the University Librarian will forward to the Vice-President Academic and Provost the supervisor’s recommendation, the advice of the ACRP, all the documentation of the evaluation, and the University Librarian’s dissenting opinion; and

24.21.3 The Vice-President Academic and Provost will make a recommendation to the President.

24.22 If the University Librarian accepts a recommendation not to remove probationary status, the University Librarian will forward the recommendation to the Vice-President Academic and Provost with a request to issue a notice of intent to terminate the employment of the Librarian being evaluated. The University Librarian will provide a copy of the recommendation to the Librarian being evaluated.

Notice of Intent to Terminate

24.23 Subject to a grievance under section 59.23 – 59.25, notice of intent to terminate the employment of a Librarian on probation prior to the expiry of the probationary period under section 24.13 will be given in writing by the University to the Librarian no less than two months prior to the proposed date of termination.

24.24 Subject to a grievance under section 59.23 – 59.25, notice of intent to terminate the employment of a Librarian at the end of a probationary period will be given in writing by the University to the Librarian no less than two months prior to the expiry of the probationary period. Failure to provide the specified notice will entitle the Librarian to an extension of the appointment for two months or, at the option of the University, to the equivalent salary.

24.25 A decision not to remove probationary status made in accordance with this section is not regarded as discipline or dismissal.

 

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Article 25 — Promotion: Faculty Members

 

Promotion to Associate Professor

25.1 An Assistant Professor under consideration for promotion to Associate Professor must meet or exceed the standards specified in section 23.17 for a tenured Associate Professor. An Assistant Professor who is promoted to Associate Professor is granted tenure.

Promotion to Professor

25.2 An Associate Professor who applies for promotion to Professor must demonstrate performance that meets or exceeds the standards specified in section 23.18 for a tenured Professor. An untenured Associate Professor who is promoted to Professor is granted tenure.

Promotion to Associate Teaching Professor

25.3 An Assistant Teaching Professor may apply for promotion to Associate Teaching Professor at the time of second reappointment or in any year thereafter. An Assistant Teaching Professor may not apply for promotion to Associate Teaching Professor earlier than the date for second reappointment unless, in the letter of offer, the Assistant Teaching Professor has been granted years of credit toward promotion based upon previous teaching experience at another postsecondary institution.

25.4 Promotion to Associate Teaching Professor of an Assistant Teaching Professor who does not have a continuing appointment confers a continuing appointment, but an Assistant Teaching Professor may be granted a continuing appointment without promotion.

25.5 To become an Associate Teaching Professor, the Assistant Teaching Professor must have the appropriate academic credentials or evidence of appropriate professional achievement and must demonstrate:

25.5.1 excellence in teaching;

25.5.2 initiative in the development or delivery of the academic program of the Assistant Teaching Professor’s unit or the University; and

25.5.3 service and professional activities that further the goals of the University and the Assistant Teaching Professor’s discipline.

Promotion to Teaching Professor

25.6 An Associate Teaching Professor may apply for promotion to Teaching Professor during the fourth year of holding the rank of Associate Teaching Professor or in any year thereafter. The workload assignment and study leave of a Teaching Professor with tenure are the same as those of an Assistant or Associate Teaching Professor with a continuing appointment. The title of Teaching Professor with tenure does not entitle a Member to a term free of teaching. An Associate Teaching Professor who is promoted to Teaching Professor is granted tenure.

25.7 To become a Teaching Professor, an Associate Teaching Professor must have the appropriate
academic credentials or evidence of appropriate professional achievement and must demonstrate:

25.7.1 a record of outstanding achievement in teaching; and

25.7.2 either scholarship related to teaching that has attained national or international recognition, or substantial leadership in the improvement of teaching in the Associate Teaching Professor’s Department or in the University; and

25.7.3 service and professional activities that further the goals of the University and the Associate Teaching Professor’s discipline.

25.8 An Assistant Teaching Professor who has, as of July 1, 2014, a continuing appointment as an Assistant Teaching Professor may apply directly for promotion to Teaching Professor with tenure without first being granted promotion to Associate Teaching Professor, provided:

25.8.1 they do not apply for promotion to Teaching Professor before their eleventh year of service in the rank of Assistant Teaching Professor; and

25.8.2 the application is made prior to June 30, 2019.

Right of Withdrawal

25.9 A Faculty Member may withdraw an application for promotion at any time before the Dean makes the Dean’s recommendation with regard to the application for promotion.

 

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Article 26 — Promotion: Librarians

 

26.1 Promotion, or advancement in rank, is not automatic. It is based on an appraisal of performance of a Librarian in relation to the specifications for each rank. Assumption of increased administrative responsibility will not necessarily result in advancement in rank, nor will such advancement depend solely on the assumption of administrative responsibility.

26.2 For probationary appointments at the rank of Librarian I, promotion to the rank of Librarian II is recommended to the Vice-President Academic and Provost by the University Librarian upon satisfactory completion of the probationary period specified in the letter of appointment.

26.3 A person holding a regular, confirmed appointment as a Librarian II may apply for promotion to the rank of Librarian III after the completion of at least five years of successful performance at the rank of Librarian II at the University or at an equivalent rank at a similar institution.

26.4 A person holding a regular, confirmed appointment as a Librarian III may apply for promotion to the rank of Librarian IV after the completion of at least seven years of successful performance at the rank of Librarian III at the University of Victoria or at an equivalent rank at a similar institution.

26.5 A Librarian with a regular, confirmed appointment may apply for promotion to Librarian III or IV before the completion of years of service specified in sections 26.3 or 26.4. In that case, the application may be granted only upon demonstration of exceptional performance, which may include the holding or attainment of additional relevant degrees or academic qualifications. Degrees or qualifications which were the basis for promotion or appointment to a lower rank will not be considered in this respect.

26.6 For purposes of calculating years in rank in sections 26.3 or 26.4, a Librarian appointed to the University or promoted between July 1 and March 31 will be deemed to have been appointed or promoted on the previous July 1, and a Librarian appointed or promoted between April 1 and June 30 will be deemed to have been appointed or promoted on the following July 1.

Standards for Promotion

26.7 A Librarian holding the rank of Librarian II who applies for promotion to Librarian III requires:

26.7.1 full professional competence and expertise demonstrated by a record, over a number of years, of significant achievement in professional performance at the Librarian II level; and

26.7.2 regular and substantive involvement in scholarship and professional activities and service.

26.8 A Librarian holding the rank of Librarian III who applies for promotion to Librarian IV requires:

26.8.1 a high level of professional expertise and an excellent record of professional performance at the Librarian III level;

26.8.2 a significant and sustained contribution over a substantial period of time in scholarship and professional activities and in service, and

26.8.3 evidence of initiative, leadership, creativity, and the ability to perform independently in professional activities of a complex nature.

Advisory Committee on Ranks and Promotions

26.9 An Advisory Committee on Ranks and Promotions (ACRP) consisting of five Librarians holding confirmed regular Librarian appointments will be constituted to consider applications for promotion to Librarian III or Librarian IV, to make recommendations to the University Librarian regarding the assignment of rank at the time of any initial appointment, and to make recommendations to the University Librarian regarding decisions of supervising Librarians relating to the removal of any probationary period. The ACRP will consist of:

26.9.1 three Members to be elected by Librarians holding confirmed regular Librarian appointments, for staggered three-year terms; and

26.9.2 two Librarians to be appointed by the University Librarian for staggered two-year terms.

26.10 Librarians in excluded positions are not eligible to vote or be elected to the ACRP, but may be appointees of the University Librarian. In making appointments to the ACRP, the University Librarian will give consideration to the representative nature of the committee with a view to achieving as fair a balance as possible in the representation of service and the administrative levels of the Library.

26.11 The ACRP will select one of its members to chair its meetings.

26.12 A Librarian holding a confirmed regular Librarian appointment, elected by all Librarians with regular appointments, has the right to attend as an observer at meetings of the ACRP and may only speak on matters regarding procedure and not on the suitability of a candidate for promotion.

26.13 The University Librarian has the right to attend meetings of the ACRP as an observer, but in such cases may only speak on matters regarding procedure and not on the suitability of a candidate for promotion.

26.14 In the event that a member of the ACRP has a conflict of interest or there is an apprehension of bias on any matter being considered by the ACRP, that member will withdraw from the ACRP for the course of those deliberations. An elected member will be replaced by another Librarian selected by the ACRP. An appointed member will be replaced by another appointee of the University Librarian.

26.15 All decisions of the ACRP will be made by secret ballot and will be by vote of the majority. All discussions by members of the ACRP are confidential. Members of the committee must not disclose or discuss the committee proceedings, opinions expressed during the committee proceedings, or the committee’s recommendations, except as otherwise provided in this Agreement, or as required by law.

Application for Promotion

26.16 By January 2, a Librarian who wishes to apply for promotion will submit an application to the University Librarian and notify their supervising Librarian that the application has been submitted. A recommendation for promotion, if approved by the Vice-President Academic and Provost, will take effect on July 1 of the same year. The application will be accompanied by:

26.16.1 a current curriculum vitae;

26.16.2 a statement from the candidate in support of the application that will be based on the
relevant standards for promotion in sections 26.7 or 26.8;

26.16.3 the names of not less than three referees, one of whom, in the case of an application for Librarian IV, will be from outside the University Libraries; and

26.16.4 other documentation which the candidate wishes to have considered.

26.17 The candidate’s supervising Librarian will prepare a written statement of evaluation of the candidate’s suitability for promotion. If the supervising Librarian does not support the application, the statement will contain advice that will assist the Librarian to enhance their suitability for promotion. The supervising Librarian will provide a copy of the statement to the University Librarian and the candidate by January 15.

26.18 If the supervising Librarian’s statement does not support the application, the candidate may withdraw an application before it has been referred to the ACRP. Otherwise, the University Librarian will refer the application and supporting documentation, including the supervising Librarian’s statement, to the ACRP by February 1.

Advisory Committee Procedure

26.19 The ACRP will consider:

26.19.1 all documentation included with the application;

26.19.2 letters of reference from at least three referees named by the candidate; and

26.19.3 at its discretion, additional letters of reference from referees selected by the ACRP.

26.20 The ACRP will be provided with and will consider copies of the following documentation placed in the candidate’s Official Performance File since the candidate’ s appointment or last promotion, whichever is the more recent:

26.20.1 evaluation reports and other documents related to professional performance, scholarship and professional activities, service; and

26.20.2 where applicable the candidate’ s written comments on any of the documents.

26.21 At least ten days prior to a meeting at which the candidate’s application will be considered, the ACRP will provide the candidate with a list of all the documents, other than those included with or referred to in the candidate’s application, that the ACRP will consider in relation to the application. If requested by the candidate, within three working days the chair of the ACRP will provide the candidate with a copy of any document on the list, except for a confidential letter of reference. In the case of such a letter, a summary of the letter that does not disclose the author will be provided to the candidate unless the author was informed when the letter was solicited that the letter might be made available to the candidate and attributed to the author, and the author has agreed.

26.22 The ACRP may request and consider additional documents that the ACRP considers relevant to the application, but must provide a copy of any such document to the candidate at least three working days prior to the meeting of the ACRP at which the document will be considered.

26.23 A candidate may submit a written response to the complete list of documents mentioned in section 26.21 to the chair of the ACRP not later than five working days after receiving the list of documents. A candidate may submit a written response to any additional documents mentioned in section 26.22 to the chair of the ACRP not later than three working days after receiving a copy of such a document. The chair of the ACRP will provide a copy of any written response from the candidate to each member of the ACRP prior to a meeting at which the documents to which the response relates will be considered.

26.24 The ACRP will interview the candidate. The ACRP may conduct other interviews it considers relevant. At least five days before any such interviews are held, the ACRP must inform the candidate as to when the interviews will be held and who will be interviewed. To be eligible to vote, a member of the ACRP must have been present for any meeting between the committee and the candidate, and all of the committee’s deliberations concerning a candidate.

26.25 The ACRP will apply the relevant standards for promotion in sections 26.7 and 26.8 and the criteria in section 19.12 in assessing the application and will forward a written recommendation, together with reasons and all relevant documentation, to the University Librarian by April 1. A copy of the written recommendation will be sent to the candidate by the ACRP.

University Librarian

26.26 The University Librarian is not bound by either a positive or negative recommendation of the ACRP, but must make a separate recommendation which must include reasons and which must be forwarded to the Vice-President Academic and Provost together with the recommendation of the ACRP by April 15.

26.27 The University Librarian must send the recommendation, including reasons, to the candidate and to the ACRP within five days of receiving the ACRP’s recommendation where the University Librarian’s recommendation is to deny promotion or by April 20 if the recommendation is in favor of promotion.

Vice-President and Academic Provost

26.28 Where the Vice-President Academic and Provost receives a recommendation from the University Librarian, the Vice-President Academic and Provost will notify the candidate and the University Librarian by May 15 if the promotion has been denied. A successful candidate will be notified in writing by May 15 or as soon thereafter as may be practical.

26.29 Where the Vice-President Academic and Provost does not accept a recommendation that a candidate be promoted, the Association may grieve the decision pursuant to the provisions of the section 59 and any arbitration resulting from the grievance will be refered in accordance with sections 59.23 – 59.25.

 

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Article 27 — Duties And Responsibilities

 

Standards for Faculty Members in Academic Units

27.1 Each Academic Unit must have a written Standard for the Distribution of Duties and Responsibilities of Faculty Members (hereafter, the “Standard”), and must review the Standard, and amend it as required, within six months of every renegotiation of this Agreement to ensure that that the academic objectives and mandate of the unit are achieved.

27.2 The Standard will describe the norm for Faculty Members holding tenured, tenure-track, Assistant Teaching Professor, Associate Teaching Professor, Artist-in-Residence and Limited-Term appointments.

27.3 The Standard may incorporate or refer to the evaluation policy of the Faculty that is developed under section 19.5.

27.4 Each unit will establish its own procedures for preparing and revising its Standard. The Standard and any revision must be recommended by a majority of the Faculty Members in the unit, after which it is to be forwarded to the Dean for approval.

27.5 The Standard must address such matters as the number of course units normally taught by a Faculty Member in the unit; the normal duties and responsibilities for a Faculty Member’s involvement in the laboratories or other components associated with courses; and the normal administrative and academic duties and responsibilities that are either assigned to a Faculty Member in the unit or to which a Faculty Member is elected by members of the unit.

27.6 Should the Dean find that a unit’s Standard will not enable the unit to meet its academic objectives and mandate, the Dean will refer it back to the unit for revision, together with written reasons.

27.7 Once a unit’s Standard has been approved by the Dean, it will normally only be revised in the event of a substantive, non-transient change to the overall academic objectives and mandate of the unit.

Standard for Librarians

27.8 The University Libraries must have a written Standard for the Distribution of Duties and Responsibilities for Librarians (hereafter called the “Standard for Librarians”), and must review the Standard for Librarians, and amend it as required, within six months of every renewal of this Agreement, to ensure that the University Libraries’ service objectives and mandate are achieved.

27.9 The Standard for Librarians may incorporate or refer to the evaluation policy for Librarians that is developed under section 19.12.

27.10 The University Librarian and the Librarians will establish procedures for preparing and revising the Standard for Librarians. The Standard and any revision must be recommended by a majority of Librarians after which it is to be forwarded to the University Librarian for approval.

27.11 The Standard for Librarians must address such matters as the length of a normal work week, averaged over one year, and normal scheduling practices.

27.12 Should the University Librarian find the Standard for Librarians will not enable the University Libraries to meet their service obligations, the University Librarian will refer it back to the Librarians for revision with written reasons.

27.13 Once the Standard for Librarians has been approved by the University Librarian, it will normally only be revised in the event of a substantive, non-transient change to the overall objectives and mandate of the University Libraries.

Assignment of Duties: Faculty

27.14 Within each Academic Unit, the duties and responsibilities of Members will be equitably distributed to achieve the academic objectives and mandate of the unit.

27.15 The duties and responsibilities of tenured, tenure-track, Artists-in-Residence and Limited-Term Faculty Members include teaching duties and responsibilities as described in the Standard of each Academic Unit, scholarship, research, and professional activities, and academic and administrative duties described in the Standard.

27.16 The duties and responsibilities of Assistant Teaching Professors and Associate Teaching Professors include teaching duties and responsibilities as described in the Academic Unit’s Standard and academic and administrative duties and responsibilities as described in the Standard.

27.17 The Chair of a Department has the responsibility for assigning the duties and responsibilities specified in section 27.15 (other than scholarship and research) and section 27.16. A Chair will seek to make an equitable distribution of the unit’s duties and responsibilities among Faculty Members of the unit with consideration of each Faculty Member with respect to:

27.17.1 the academic objectives and mandate of the Academic Unit;

27.17.2 the Standards of the unit determined under section 27.1;

27.17.3 the duties and responsibilities assigned to a Faculty Member in previous years;

27.17.4 a Faculty Member’s administrative and other contributions outside the Faculty Member’s
unit;

27.17.5 a Faculty Member’s program of research and scholarship;

27.17.6 other relevant factors, such as preparation of new courses, the level and type of courses,
and the location of courses (on or off campus);

27.17.7 the legal duty and need to accommodate on compassionate grounds; and

27.17.8 the responsibilities of the Academic Unit to contribute to the University community.

27.18 A Faculty Member’s assigned duties and responsibilities under this section will be determined by the Chair after consultation with the Faculty Member.

27.19 During each 12-month period (except when on leave), a tenured, tenure-track or limited-term Faculty Member will have one four-month period (the “research term”) within which to devote themselves primarily to research and scholarship and to take their annual vacation. During the research term the Chair of a Department will not assign the teaching of any course to the Faculty Member except in special circumstances and with the agreement of the Faculty Member and will not assign administrative duties to the Faculty Member except with the agreement of the Faculty Member or where due to academic or administrative requirements of the unit the administrative duties must be performed during that term.

27.20 The Chair will notify Faculty Members of the proposed teaching assignments across the unit at least four months in advance of the commencement of such assignments. In case of any concerns, Faculty Members and the Chair will use their best efforts to resolve concerns regarding the proposed teaching assignments. The Chair normally will notify Faculty Members of the finalized teaching assignments across the unit at least three months in advance of the commencement of such assignments.

27.21 After the courses to be taught have been assigned to a Faculty Member, alterations to teaching assignments will be made only in unusual or unanticipated circumstances and, where possible, in consultation with the Faculty Member.

27.22 Teaching courses above the Standard for the unit on an extra-to-load basis is limited to extraordinary circumstances or where there is a crucial need. Where the University requests a Faculty Member to teach a course on an extra-to-load basis, the Faculty Member may accept the extra-to-load teaching assignment, but is not compelled to do so. Where, with the approval of the Chair of the Faculty Member’s Department and Dean of the Faculty Member’s Faculty, a Faculty Member accepts an extra-to-load teaching assignment, the Faculty Member is paid at the extrato-load rate. The acceptance of extra-to-load teaching assignments will not reduce the Faculty Member’s obligation to fulfill assigned duties and responsibilities or scholarship and research responsibilities.

27.23 The Chair will assign academic and administrative duties and responsibilities to Faculty Members, as needs arise, after consultation with the Faculty Member and with due regard to the equitable assignment of duties and responsibilities and to the factors identified in section 27.17.

27.24 The assigned duties and responsibilities for part-time Faculty Members in an Academic Unit will be in accordance with the FTE value of the appointment.

27.25 The Standard for Faculty Members establishes a norm across the unit. The ratio of research and assigned teaching, academic and administrative duties and responsibilities may vary from the Standard from time to time provided that over time the aggregate contribution of each Faculty Member in a unit with regard to teaching, scholarship, professional activities, academic and administrative duties and responsibilities referred to in sections 27.15 and 27.16 is balanced and equitable.

Assignment of Duties: Librarians

27.26 The duties and responsibilities of Librarians include organizing, managing and facilitating access to library resources; providing reference, consultative, instructional and research services; developing, organizing, and maintaining the Libraries’ collections and information systems; developing and maintaining archival acquisition strategies and archival records management frameworks; managing human and financial resources and contributing to library administration.

27.27 The duties and responsibilities of a Librarian specified in section 27.26 will be assigned by the Librarian’s supervising Librarian or the person to whom the Librarian reports after consultation with the Librarian. The assignment will be based on:

27.27.1 the service obligations of the University Libraries to the University;

27.27.2 the Standard for Librarians as determined under section 27.8;

27.27.3 the Librarian’s position description;

27.27.4 the Librarian’s University service;

27.27.5 other relevant factors, such as special projects of limited duration assigned by the
supervisor or University Librarian; and

27.27.6 the legal duty and/or need to accommodate on compassionate grounds.

27.28 The Standard for Librarians establishes a norm across the Libraries. The ratio of various assigned duties and responsibilities may vary from the Standard from time to time provided that over time the aggregate contribution of each Librarian with regard to duties and responsibilities referred to in section 27.26 is equitable.

27.29 Using the criteria in section 27.27, the University Librarian will review the assignment of duties and responsibilities among Librarians and has the responsibility of ensuring that duties and responsibilities are distributed equitably among Librarians.

27.30 A Librarian and their supervising Librarian or the University Librarian, as appropriate, will meet to discuss the assignment of the Librarian’s duties and responsibilities at least once each year and will use their best efforts to resolve any concerns regarding the assigned duties and responsibilities.

27.31 The assigned duties and responsibilities for part-time Librarians will be in accordance with the FTE-value of the appointment.

27.32 When duties become available, and are to be assigned to a Librarian, the University Librarian will provide the members of the AAC, including the alternate member, with a written description outlining the proposed duties and responsibilities, and the proposed period of time for the assignment.

27.33 When the period of time is proposed to be for at least one year, the University Librarian will indicate whether, with reference to section 27.35, the duties involve substantial responsibilities, or not.

27.34 With reference to section 27.35 the members of the AAC will determine whether or not they agree with the University Librarian’s determination regarding the substantial (or not substantial) nature of the proposed assignment of duties and responsibilities. If the AAC and the University Librarian do not agree on whether the responsibilities are substantial or not, the AAC and the University Librarian will meet to discuss the issue and come to consensus.

27.35 In assessing whether duties to be assigned involve “substantial responsibilities” under sections 27.33 and 27.34, consideration will be given to the scope of areas of duties assigned to a Librarian; the impact of the duties on the organization; any change(s) in the reporting relationship(s); and whether there are significant additions to existing duties.

27.36 When duties are to be assigned to a Librarian for a period of at least one year, and the University Librarian and the AAC have agreed that the duties involve substantial responsibilities, the AAC will advise all Librarians of the assignment, and circulate the written description. A search will be conducted, and the provisions of section 18 will apply, except for the requirement to advertise.

27.37 When duties are to be assigned to a Librarian for a period of less than one year, or the proposed assignment is determined by the University Librarian and the AAC to be not substantial, as delineated in section 27.35, the AAC will advise all Librarians of the assignment. Librarians will have the opportunity to self-nominate for the new assignment by submitting a one-page expression of interest directly to the University Librarian, outlining their interest in the assignment or reassignment. The University Librarian will make the decision about the successful candidate and will send an announcement to all Librarians.

27.38 Any change in the reporting relationship of an individual Librarian (where duties and responsibilities are not changed) is by agreement between the Librarian, the University Librarian, and the supervising Librarian(s) involved, and, as such, is not subject to sections 27.36 and 27.37.

27.39 The requirement to consult will not apply when a change to the duties is a requirement of law or is a result of the application of the provisions of this Agreement (other than sections 18.1 and 27.32 – 27.38).

27.40 All discussions by members of the AAC are confidential. Members of the committee must not disclose or discuss the committee proceedings, opinions expressed during the committee proceedings, or the committee’s recommendations, except as provided in this Agreement.

 

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Article 28 — Vacation: Librarians

 

28.1 The basic vacation entitlement for regular Librarians is:

28.1.1 22 working days in the first through the fifth year of continuous service; and

28.1.2 25 working days in the sixth year of continuous service and thereafter.

28.2 These entitlements will be prorated for part-time appointments.

28.3 The number of vacation days for which a Librarian is eligible will be accrued monthly from January 1 of each calendar year and be pro-rated for part-year service. Entitlements will increase on Librarians’ fifth anniversary date. The accrued total at the end of a calendar year (less any vacation days taken during the calendar year) will be carried forward to the next calendar year.

28.4 Basic vacation entitlement will be taken by December 31 of the year following the year in which it was earned unless otherwise agreed.

28.5 The University recognizes long service of regular Librarians with supplementary vacation entitlements, to be granted once in each five-year period after becoming eligible as follows:

28.5.1 after ten (10) years, five (5) working days;

28.5.2 after fifteen (15) years, ten (10) working days;

28.5.3 after twenty (20) years, fifteen (15) working days; and

28.5.4 after twenty-five (25) years and every five (5) years thereafter, twenty (20) working days.

28.6 Long service vacation must be used within five years after it is awarded, and if not used during that period, it will be forfeited.

28.7 Librarians will schedule their vacations after consultation with and approval by their supervisors, who will ensure that an annual vacation record for each Librarian is maintained.

 

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Article 29 — Transfer of Faculty Appointments

 

29.1 A Faculty Member may be transferred to an Academic Unit or units of the University other than the Academic Unit or units to which they were originally appointed, subject to:

29.1.1 the consent of the Member;

29.1.2 a recommendation for the approval of the appointment by the Academic Unit or units to which the Member is being transferred made in accordance with the process for making appointments in the unit;

29.1.3 a recommendation for the appointment by the Dean of the Faculty to which the Member is being transferred; and

29.1.4 the approval of the transfer by the Vice-President Academic and Provost.

29.2 Faculty Members who are transferred from one Academic Unit to another in accordance with this section will retain their rank, annual salary, benefits, and seniority.

 

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Article 30 — Resignation, Retirement, and Termination

 

30.1 When considering resignation, a Member must give a reasonable period of notice to the University.

30.2 In the case of a Faculty Member, reasonable notice means notice that is given at least four months in advance of the commencement of the Member’s next scheduled teaching term.

30.3 In the case of a Librarian, reasonable notice means at least one month’s notice.

30.4 A Member wishing to retire from a University appointment or commence a phased-in retirement plan as described in this section will provide a minimum 6 months’ notice and preferably, to facilitate academic planning, 12 months’ notice, with an effective date of June 30 or December 31 of any calendar year.

30.5 Long-term disability coverage and long-term disability benefits will cease at the Member’s NRD, and basic life insurance will be reduced to one times annual salary at the Member’s NRD.

30.6 Pension contributions from both the Member and the University will cease at the age set by statute, and the Member must begin to draw their pension, in accordance with the statutory rules, at that age.

Retirement Phase-In Plan

30.7 The retirement phase-in plan program includes provision for adjustment of the Member’s duties and responsibilities, and reduced FTE appointment for a one, two, or three year period at the end of which the Member is irrevocably committed to retire.

30.8 A retirement phase-in plan must commence on January 1 or July 1.

30.9 A Member who participates in a retirement phase-in plan is entitled to all normally available salary increments and negotiated salary increases, pro-rated for FTE, and to all other terms and conditions of employment of the Agreement except as set out in this section.

30.10 A Member may elect to commence a retirement phase-in plan if that Member has at least 10 years of pensionable service at the University of Victoria and is 55 or older at the time the plan will commence.

30.11 Once a Member has given notice to commence a phased-in retirement plan, that notice, subject to the provisions of section 30.12, is irrevocable.

30.12 Once a retirement phase-in plan has been approved, alterations to that plan must be approved by the Dean or the University Librarian. Approvals of alterations of the plan will not be unreasonably withheld.

30.13 Once a Member has commenced a retirement phase-in plan, the Member and the University will continue to make pension contributions for the Member based on a notional salary which will be equivalent to the Member’s salary, as determined at July 1 in each year of the phase-in plan, computed as if the Member had continued to work at the Member’s regular FTE prior to entering the phase-in plan. Pension contributions will terminate on either the irrevocable retirement date or the required pension start date, as set by statute, whichever comes first.

30.14 During a retirement phase-in plan, the Member will continue to receive the level of benefit coverage for sick leave, extended health, dental care, LTD and MSP that the Member would be entitled to if the Member had not entered the retirement phase-in plan except as provided in this section. Salary during sick leave and LTD will reflect the FTE of the Member during the period of absence. At the Member’s NRD, LTD coverage and benefits cease. Coverage for basic life insurance will be the applicable multiplier for the Member’s age (pre NRD or post NRD) times the Member’s salary at the time of death calculated using the Member’s average FTE over the entire period of the retirement phase-in plan.

30.15 For purposes of eligibility for UVic benefit plans, the Member’s FTE will be deemed never to fall below 0.5 FTE.

30.16 At the Member’s sole discretion, a Member’s retirement phase-in plan may specify a reduced FTE appointment for each year of the plan subject to the following condition: The cumulative FTE appointment over a retirement phase-in plan will be at least 1.5 for a three-year plan, 1.0 for a two-year plan, and 0.5 for a one-year plan.

30.17 If the annual FTE is 0.5 or less, the Member may fulfill the annual requirements for the appointment in six months of the year if the Dean or the University Librarian agrees that the configuration of duties will not seriously prejudice students or the unit. The configuration of duties must be included in the plan as submitted.

30.18 Normally, the FTE for each year, excluding periods of study or administrative leave, will be set at 1.0, 0.75, 2/3, 0.5, 1/3 or 0.25. Any other FTE allocation requires the approval of the Chair or the University Librarian.

30.19 The FTE during the period of a study leave or administrative leave taken during a retirement phase-in plan (see section 30.28) will be the fraction of full-time service during the qualifying period, and will not be based upon any year or years of the retirement phase-in plan.

30.20 The Member’s salary during the retirement phase-in plan will be prorated each year to the FTE specified in the plan and, during any period of study or administrative leave, will be as determined under the Agreement.

30.21 The number of course units to be taught by a Faculty Member during a retirement phase-in plan will be determined as follows:

30.21.1 The prorated teaching expectation (PTE) is the Faculty Member’s cumulative FTE for the period of the plan times the number of course units they would annually teach at 1.0 FTE which is determined in accordance with the unit’s Standard for the Distribution of Duties and Responsibilities of Faculty Members prior to any special arrangements.

30.21.2 For a Faculty Member who takes a study or administrative leave during their retirement phase-in plan, the PTE is reduced by the number of course units release the Member is entitled to for that leave in accordance with the provisions of the Agreement.

30.21.3 The actual number of course units taught by the Faculty Member during the Member’s retirement phase-in plan must meet or exceed the PTE, as determined in section 30.21.1 and section 30.21.2, less 1.0 unit.

30.21.4 The scheduling of courses during the retirement phase-in plan is arranged by the Chair subject to agreement of the Faculty Member with the requirement that the Faculty Member must teach at least 1.5 units per year regardless of the Member’s FTE level that year unless the Member is on study or administrative leave for the entire year.

30.22 A Member’s retirement phase-in plan may specify an alteration in the balance of the Member’s duties and responsibilities as specified below. Approval of such an alteration will be granted unless the proposed plan would seriously disrupt the operational needs of the unit. Normally, an alteration in the balance of a Member’s duties and responsibilities will be fixed for the entire retirement phase-in plan.

30.23 A Faculty Member’s retirement phase-in plan (except for an Assistant Teaching Professor, Associate Teaching Professor or Teaching Professor) may specify reductions in the Member’s duties and responsibilities regarding scholarship and professional achievements and other contributions, as well as increases in the Member’s duties and responsibilities with respect to teaching, scholarship and professional achievements, or other contributions that fall within the Faculty Member’s normal responsibilities so as to maintain the Member’s FTE at the levels specified in the Member’s phase-in plan. Where the Member elects this option, the Member’s annual evaluation in accordance with section 19.25.1 will be adjusted accordingly, with allowance that the scholarship and professional achievements, or other contributions components of the evaluation ratio may be reduced to 0.

30.24 The retirement phase-in plan for an Assistant Teaching Professor, Associate Teaching Professor or Teaching Professor may specify an alteration in the balance of their teaching and other contributions provided teaching is specified at 50% or higher. Where the Member elects this option, the Member’s annual evaluation in accordance with section 19.25.2 will be adjusted accordingly, with allowance that the other contributions component of the evaluation ratio may be reduced to 0.

30.25 In the event a Faculty Member’s retirement phase-in plan specifies an increase in duties and responsibilities with respect to other contributions, the plan will specify the nature and scope of those increased duties and responsibilities.

30.26 A Librarian’s retirement phase-in plan may specify an adjustment in the Librarian’s duties and responsibilities regarding professional performance, scholarly and professional achievement, and service. Where the Librarian elects this option, the Librarian’s biennial evaluation in accordance with section 19.25.3 will be adjusted accordingly. Approval of a change in balance of duties will be granted unless the proposed plan would seriously disrupt the operational needs of the unit.

30.27 It is accepted practice for a Member and the unit to make an alteration in the distribution of duties and responsibilities of the Member in cases where the unit has a specific need for the Member to undertake special responsibilities or where the Member has been provided with a teaching release. This may include an adjustment of the ratio on which a Member is evaluated, as contemplated in section 19.26. Nothing in this section is intended to prohibit such arrangements with Members who are in the midst of a retirement phase-in plan.

30.28 Where a Member enters into a retirement phase-in plan, their eligibility and terms for study leave or administrative leave, including the obligation to return, are as provided in section 43, section 44, and section 46 except that there will be no accrual of service towards study leave or administrative leave eligibility once a retirement phase-in plan commences. The period of notice to commence a retirement phase-in plan contributes to accrued service.

30.29 A study leave or administrative leave must be approved before a Member may commence a retirement phase-in plan.

Termination

30.30 Termination of an administrative appointment does not terminate any underlying base faculty or Librarian appointment.

30.31 Just cause for dismissal includes continued inability to perform assigned duties and responsibilities for non-culpable reasons that cannot be remedied in the circumstances of the case through accommodation to the point of undue hardship (where accommodation is legally required) and in which long-term disability is unavailable or the Member has refused to make application for it.

 

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