University of Toronto

Office of the Vice-Provost, Faculty & Academic Life

Frequently Asked Questions: Pre-tenure Faculty One-Time Election Process

FAQ puzzle pieceOpt-In Process Questions

 

Third Year Review Questions

 

Tenure Clock Questions

 

Continuing with Current Contract Questions

 


Opt-In Process Questions

 

My start date is not July 1, as stated in my opt-in form. I started on a different date.

Faculty begin their career at the University at various times in the year. The PPAA, however, assumes a July 1 start date for all new faculty. Consequently, the start of the tenure clock is calculated as of the July 1 of the calendar year in which you began your appointment. For example, if your start date was January 1, 2013, your tenure clock started July 1, 2013. If your start date was October 1, 2013, your tenure clock started July 1, 2013.

 

There is an error in my opt-in form. What do I do?

Thank you for noticing this – it is important for us to get this right! We have made every effort to summarize all faculty clocks accurately. However, timelines are sometimes affected by review/tenure delays and other individual circumstances. The data used in each election form was verified by your Dean’s Office at the outset of this process.   As a consequence, please contact your Dean’s Office and confirm with them your relevant dates. We have asked all Dean’s Offices to correct your official record and to let us know.

We are happy to reissue a corrected opt-in letter that reflects the confirmed dates.

 

I didn’t get an opt-in form, what should I do?

If you are an Assistant Professor or Assistant Professor (Conditional) in the tenure-stream and haven’t received an opt-in form, please contact us.

 

I’m an Assistant Professor (Conditional), can I opt-in to the amended PPAA?

Yes.  You should have received a form by email (hard copy followed via campus mail). The form outlines the tenure clock which will begin once you are appointed as an Assistant Professor and how that would change should you chose to opt-in to the amended PPAA.

If you are appointed as an Assistant Professor effective July 1, 2015 your tenure clock will start and will reflect the former or amended policy depending on your choice.  The 2015 tenure clock is here.

If you continue on an additional one-year contract as an Assistant Professor (Conditional), you will receive an acknowledgement if you choose to opt-in to the amended PPAA.  You will not, however, receive a letter of appointment setting out the dates for your tenure clock until you are appointed as an Assistant Professor.

 

I’m not sure what I want to do. Who should I talk to if I need advice?

We would recommend speaking to your departmental mentor, Chair or Dean or to the University of Toronto Faculty Association (UTFA) if you need advice about your particular situation. You may find it helpful to review the information about the opt-in process and the amended PPAA.

Our office has scheduled a number of information sessions for pre-tenure faculty – please contact us if you would like to attend on of these or to request a session for a group of faculty.

 

What happens after I opt-in?

The Office of the Vice-Provost, Faculty & Academic Life will send an email acknowledging receipt of your signed opt-in form. A new letter of appointment outlining your revised tenure-clock will be sent to your Chair/Dean/Director for your signature at the end of the one-time opt-in period and will be effective July 1st 2015.

 

I chose to opt-in but I’m supposed to be up for third-year / tenure review this year.  What happens to that process?

If you were scheduled to begin a 3rd year review May 1st 2015 or a tenure review in the 2015/2016 academic year and opt-in to the amended PPAA we will inform your Dean’s Office so that any processes that have begun will be halted.

 

There’s nothing in my letter about Research and Study Leave. Does my time towards a leave change?

The PPAA amendments did not include changes to Research and Study Leave. Faculty are eligible for a first leave after 6 years of continuous service (including any leave credit noted in your letter of offer at the time of appointment)

 

If I opt in, when can I apply my term of adjusted workload?

An adjustment to the workload of one academic term is intended to allow professors to focus on preparation for tenure. It would be granted upon a successful interim review.  In consultation with your Chair or Dean, you may apply the adjustment to your workload as early as your second term of year 4, or to a term in year 5.  Your tenure review will normally begin July 1 of your 6th year.

Keep in mind that other factors may influence the timing of the term with an adjusted workload (e.g. Research & Study or Maternity/Parental Leaves). You may want to speak with your Chair or Dean about any specific terms you believe will affect your decision to opt in or out of the amended PPAA.

 


Third Year Review Questions

 

My 3rd year review is scheduled to begin May 1st, 2015. Can I undergo the review and then opt-in to the amended PPAA?

No. If you opt-in to the amended PPAA your 3rd year review will stop and you will undergo an interim review beginning May 2016. Upon a successful interim review you will be issued a 2- year contract with the adjusted workload entitlement.

 

My 3rd year review is scheduled to begin May 1st, 2015. I haven’t decided whether I will opt-in to the amended PPAA, what happens with the review?

If you do not opt-in, the 3rd year review will commence as scheduled. Should you opt-in between May 1st and June 30th, 2015 we will notify your Dean’s Office and the review will stop. A new interim review will begin in May 2016. No materials from the 3rd year review can be used for the 2016 interim review.

 


Tenure Clock Questions

 

I have received a delay to my interim review, can I still opt in to the new policy?

If you have received a delay to your interim review, this delay will be honoured. The dates for your interim review and, upon successful review, your tenure consideration will take place one year later than your original clock.

EXAMPLE: if you were employed at the University in 2013, and received a delay to your interim review, your current clock is as follows:-

  • Your current contract ends June 30, 2016.
  • Your 3rd year review will begin no earlier than 1 May 2016, with notification by 25 September 2016.
  • Upon a successful review you will be offered an additional two-year contract from 1 July 2017 to 30 June 2019.
  • Your tenure review will be conducted in 2018/2019 with notification of your committee’s recommendation by 15 April 2018.

 

If you opt-in to the new policy….

  • Your current contract will be extended one year to June 30, 2017.
  • You will receive notification of your interim review in May 2017.
  • Notification of the outcome of your Interim review will occur by 30 November 2017.
  • Upon a successful review you will receive an additional two-year contract from 1 July 2018 to 30 June 2020. You will also be entitled to an adjustment to your workload for one term to allow you to focus on preparation for tenure.
  • Your tenure review will be conducted in 2019/2020 with notification of your committee’s recommendation by 15 April 2019.

 

I have received a delay to my tenure review, can I still opt into the new policy?

If you have received a one year delay to your tenure review, this delay will be honoured. The dates for your tenure review will take place one year later than your original clock

EXAMPLE: if you were employed at the University in 2011, and received a one year delay to your tenure review, your current clock is as follows:

  • Your 3rd year review was completed in 2013.
  • 1 July 2014, you received an additional two-year contract from July 1 2014 to June 30, 2016.
  • Your tenure review will be conducted in 2016/2017 with notification of your committee’s recommendation by 15 April 2017.

 

If you opt-in to the new policy….

  • Your current contract will be extended to June 30, 2017.
  • You will also be entitled to an adjustment to your workload for one term prior to the commencement of your tenure consideration to allow you to focus on preparation for tenure.
  • Your tenure review will be conducted in 2017/18 with notification of your committee’s recommendations by 15 April 2018.

 

I have a shorter time to tenure, can I still opt into the new policy?

If you were offered a shorter time to tenure as part of your initial appointment, this shorter time will be honoured. You may choose not to opt in to the new policy and follow your original timeline, or, working with your Chair or Dean, you may request a revised timeline to tenure. This requires Provostial approval.

I want to opt-in to the new policy but would like to come up for tenure in five years rather than six?

It is still possible to opt-in to the new policy and make a request to come up for tenure in five years rather than six. Requests to come up in five years rather than six would be considered requests for an early tenure review under the new policy and would require Provostial approval. Speak to your Chair or Dean about making this request.

The request for an early tenure review was not amended in the PPAA. Early tenure cases will be treated as all tenure cases and no allowance will be made for the shorter time period.

 


Continuing with Current Contract Questions

 

I wish to stay on the old policies. How do I opt-out?

Faculty who would like remain under the unamended PPAA and continue with their current terms and conditions of employment do not need to formally inform the Office of the Vice-Provost, Faculty & Academic Life.

Those from whom we do not obtain a signed agreement by June 30, 2015 will continue to be covered by the provisions of the PPAA in place at the time of their appointment.

If I stay on my current contract (old policies), can I have the term of adjusted workload?

No. Only faculty who opt-in to the amended PPAA can access the new adjusted workload provisions before their tenure review.

 

My tenure is scheduled for the 2015/2016 academic year and I wish to continue on my current tenure clock. Can I still have a term of adjusted workload?

No. If you choose to stay on your current tenure clock you cannot access the term of adjusted workload.

 


The information on this site provides guidance for faculty about the tenure process at the University of Toronto. For complete details, refer to the policies which are binding and take precedence over the information provided here.