Processing Academic Records in HRIS Sara-Jane Finlay, Director Michelle Broderick, Senior Academic Research Analyst Office of the Vice-Provost, Faculty and Academic Life July 3 rd, 2013

Topics for Discussion  Why is accuracy important?  Understanding Academic Rank  Academic Administrators  Research and Study Leaves  Common Errors

Why is accuracy important?  Internal analyses on salaries, education, faculty counts, etc. for the President, Provost, Vice-Provost Faculty and Academic Life and Vice President Human Resources and Equity What do you mean you can't tell me how many tenure-stream faculty we have?

Impact of Errors/Incomplete Info  Verification for faculty HR matters requiring Provostial approval: Research & study leaves Tenure & promotion, Retirement & emeritus titles Grant eligibility (e.g. for status only and adjunct faculty) SGS status  Identification of cohorts for workshops and professional development programs (for new and mid-career faculty, academic administrators)  Internal requests for data on academics from UTFA

Impact of Errors/Incomplete Info  External reporting on academic data:- National & Provincial Governments and Lobby Groups -- AUCC & COU -- (eg. Statistics Canada FT Faculty Salary Survey) National & International Data Exchanges (U15DE & AAUDE) – Benchmarks (eg. Performance Indicators for Governance)

Academic Rank: Tenured/Tenure Stream

 Ranks:-  Assistant Professor (Conditional)  Assistant Professor  Associate Professor (without Tenure)  Associate Professor (with Tenure)  Professor  Policy and Procedures on Academic Appointments  Memorandum of Agreement between the University of Toronto and the University of Toronto Faculty Association

Assistant Professor ( Conditional )  Assistant Professor (Conditional) is entry level of tenure stream for a faculty member who has not yet attained a PhD (or equivalent).  Contract of 1 year usually  Successful completion of doctoral program/ professional work becomes eligible for appointment at rank of Assistant Professor.  No more than six years.

Assistant Professor  Three year contract  Performance review – ‘Third Year Review’ – no earlier than 1 st May of 2 nd year of contract.  Has the appointee's performance been sufficiently satisfactory for a second probationary appointment to be recommended?  If reappointment is recommended, what counseling should be given to the appointee to assist him or her to improve areas of weakness and maintain areas of strength?  Successful outcome – two year renewal, tenure review in terminal year.

Assistant Professor  Tenure:-  Tenure, as understood herein, is the holding by a member of the professorial staff of the University of a continuing full-time appointment which the University has relinquished the freedom to terminate before the normal age of retirement except for cause and under the conditions specified in Sections 27 and 28 below.  Tenure provides a necessary safeguard for free enquiry and discussion, the exercise of critical capacities, honest judgment, and independent criticism of matters both outside and within the University.  Tenure entails acceptance by a member of the University of the obligation to perform conscientiously his or her functions as a teacher and a scholar.  Tenure shall be granted only by a definite act, under stipulated conditions on the basis of merit.

Assistant Professor  Tenure review  In 5 th year of employment unless a different time period is established at time of hire.  Stopping the tenure clock – maternity or for reasons of severe personal circumstances.  If tenure is awarded, they are promoted to Associate Professor and given a continuing, full-time appointment.  If tenure is denied, faculty may appeal. Annual contracts are awarded for a maximum of two years.

Associate Professor  More senior academic position.  Considered for tenure either at time of appointment or following a three-year contract.  Can be considered for tenure earlier. Professor  Most senior academic position.  Appointed with tenure.

Tenure Stream Faculty in HRIS Employee subgroup = F1 Tenured/Tenure Stream RankTenure Status 10 – Professor01 – Tenured 20 – Associate Professor01 – Tenured 02 – Tenure Stream 30 – Assistant Professor02 – Tenure stream 38 – Assistant Professor, conditional 05 – Pre-tenure stream

Academic Rank: Teaching Stream

Teaching Stream Faculty  Lecturer  Yearly contracts, although can be offered appointment up to 3 years.  Cannot serve at this rank for more than 5 years.  Review occurs in 5 th year and recommendation is made to promote to Senior Lecturer.  Negative recommendation results in no further contracts.  Assessed on teaching effectiveness and pedagogical/ professional development related to teaching.

Teaching Stream Faculty  Senior Lecturer  Full-time, continuing appointment but unlike tenure, can be terminated.

Employee Subgroup = F4 Teaching Stream RankTenure Status 71 – Lecturer (term appointment) 03 – Non tenure stream 81 – Senior Lecturer (continuing appointment) 03 – Non tenure stream Teaching Stream Faculty in HRIS

Emeritus or Emerita Status  Policy on Emeritus / Emerita Status  Effective July 1, 2009  “The appointment to the rank of Professor Emeritus, Associate Professor Emeritus, Senior Lecturer Emeritus and Librarian Emeritus will be given to Professors, Associate Professors, Senior Lecturers and Librarians who have retired.”  “An individual appointed to these ranks may elect to have the title”  Grant eligibility, SGS status, exemption from CUPE 3902, Unit 3.

Academic Rank: Non-Tenure Stream Professorial Ranks/CLTA

Non-tenure Stream/CLTA  Contractually Limited Term Agreement  Can be appointed at all ranks.  Contracts can be annual or for up to three years, but no more than five years.  Can apply for tenure-stream positions.

Employee Subgroup = F2 Non-Tenure Stream RankTenure Status 10 – Professor03 – Non tenure stream 20 – Associate Professor03 – Non tenure stream 30 – Assistant Professor03 – Non tenure stream 38 – Assist Prof (Cond)03 – Non tenure stream. Non-tenure Stream/CLTA Faculty in HRIS

Academic Rank: Other Academics

Other Academics: Instructors Employee Subgroup = F3 Other Academics 51 – Senior Athletics Instructor 53 – Inst. of Child Studies Instructor 52 – Athletics Instructor03 – non-tenure stream  Only found in the Faculty of Kinesiology & Physical Education and the Institute of Child Studies

Other Academics: Part-time  Policy and Procedures on Employment Conditions of Part-time Academic Staff  All ranks/streams with appointments at 75% FTE or less.  Annual contracts. After 3 annual contracts can be reviewed for a 3-year contract.  Tenured faculty and senior lecturers may move to part-time.  Tenure-stream or promotion-stream faculty are not eligible for part-time appointment.

Other Academic Appointments: Status-only, Adjunct & Visiting Faculty  Status-only – non-salaried, full-time academic employment elsewhere (e.g. affiliated hospitals & research institutions)  Adjunct Faculty – employed elsewhere in a position that is not academic in nature but who have special skills or learning of value to division (e.g. industrial or governmental laboratory or professional of recognized eminence – creative writer, judge, actuary, artist). Reserved for distinguished individuals who can contribute expertise. Adjunct Professor/Adjunct Lecturer  Visiting Professors – hold continuing appointments at home institution and contribute to teaching/research activities of division. May receive honoraria or expenses. If offered annual appointments of.25 to.75 FTE they must be appointed as part-time faculty. If offered full-time salaried appointment – CLTA.

Academic Administrators

 Policy on Appointment of Academic Administrators  Academic Administrators include:-  Chairs of Departments, Directors of an Academic Centre or Institute (not program director); Deans of Faculties, Principals of Schools or Colleges, Vice-Deans, Vice- Principal, Associate Dean  All qualify for administrative leave after a minimum term of service (varies by position, see policy)

Departmental Chairs  Chief executive officer of a department  Reports directly to the Dean  Responsible for overall direction of the department and for budget and administrative decisions.  Makes recommendations for appointments and promotions.  Maximum of five years, with the possibility of one renewal.

Director of an Academic Centre or Institute (EDU A or B)  Chief executive officer of Centre or Institute  Reports directly to the Dean  Responsible for overall direction, budget, recommendations for appointment/promotion, management of Centre and implementation of University policy.  May recommend the appointment of an Associate Director if necessary  Maximum term of five years, with one renewal.

Dean of Faculty/School or Principal of College  Chief executive office reports directly to Vice- President and Provost.  Responsibility for overall direction, budget, appointments & promotions.  Deans at UTM or UTSC report to the Vice- President and Provost.  Maximum of 7 years with the possibility of one renewal up to a maximum of 5 years.

Vice Dean or Vice Principal  Established where size and complexity warrants  Assists in carrying out academic and administrative work  Maximum of five years with the possibility of one renewal.

Associate Dean  Assists in carrying out the academic and administrative work of the division.  Usually focused on a specific area (e.g. graduate studies, etc).  Smaller administrative load than for Vice-Deans  5 years, with the possibility of one renewal  Assistant Dean or Assistant Principal are strictly administrative staff roles (non-academic).

Research and Study Leave

 Memorandum of Agreement – Article 4  Who is eligible?  Librarians, teaching-stream, and tenure-stream faculty on a 50% or greater appointment who have accumulated the appropriate number of years of continuous service (time spent on leave is not counted when calculating service time; see Article 4 of MOA). Holder of prestigious fellowships are allowed up to 2 years credit towards service time.

Type of Leave Options  First leaves:-  A. 12 month leave at 82.5% salary after 6 years of service. Splitting of 12 month leave into two 6 month leaves  B. 6 month leave at 100% salary after 6 years of service.  C. 12 month leave at 90% salary following a successful tenure review, promotion to Senior Lecturer or promotion to Librarian III.

Type of Leave Options  First leaves:-  Option C continued….. For tenured faculty, the first research and study leave following a successful tenure review and promotion to associate professor; For teaching stream faculty, the first research and study leave following a successful promotion review and promotion to senior lecturer; For librarians, the first research leave following a successful permanent status review and promotion to Librarian III.

Type of Leave Options  Subsequent leaves:-  A. 12 month leave at 82.5% salary after 6 years of service.  B. 6 month leave at 100% salary after 6 years of service.  C. 6 month leave at 82.5% salary after 3 years of service.

Type of Leave Options  Split leaves –  Two six month leaves not taken consecutively.  In this case, the individual's research leave clock does not start to calculate service time toward a next leave until both halves of the current research leave have been completed.  Spreading Base Salary  Faculty who take a 12 month leave at 82.5% salary may elect to receive 91.25% of salary spread over 24 months.

Common Data Entry Errors “Sorry Fenster, but we’ve discovered that you were hired because of a computer error.”

Common Data Entry Errors:  Missing information/Not updated information Education data Employee Subgroup Rank data Tenure status data Gender/Sex – avoid using TBD FTE Visa status

Common Data Entry Errors  Incorrect information that looks incorrect (e.g. inconsistencies between employee subgroup, rank and tenure status)  Incorrect information that looks correct Hasn’t been updated (e.g. an associate professor in Psychology with tenure whose highest degree in HRIS is listed as a masters degree)