Academic Administrative Appointment Process
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NOTE |
Stipends and Pensions | | |
Section 1 |
Appointments Which Do NOT Receive a Provostial Letter | | |
Section 2 |
Appointments Which Receive a Provostial Appointment Letter | Required Documentation | Provost's Appointment Letter | Banner/Minerva | Reappointments/Extensions | | |
Note on Administrative Stipends and Implications on Pensions
New and renewed stipends which take effect after January 1st, 2012 will not be included in the Defined Benefit Mimimum (DBM) Pension Entitlement. This applies to all campus- and hospital-based appointments.
The stipend will be eligible for member and University contributions under the Defined Contribution Component of the Pension Plan, subject to contributions limits established by the Canada Revenue Agency.
SECTION 1: Administrative Appointments Which Do NOT Receive a Provostial Letter
The following academic administrative appointments do not receive a Provostial appointment letter. These appointments must be processed into Banner. For required documentation/approvals, please contact the area listed in the "Process" column.
| Position | Process |
|---|---|
| Academic Associate | Required Appointment Approvals Required Reappointment Approvals |
| Branch Head | These are approved by the Dean of Libraries for exclusive use within McGill's Library system. Once approved, Human Resources may process the Minerva Appointment Form into the Banner System. |
| Medical Directors | Contact the Office of the Dean of Medicine for required documentation. Once approved, Human Resources may process the Minerva Appointment Form into the Banner System. |
| Program Directors | These are approved by the Chair of your department. The Dean must be notified of all such appointments. Once approved, Human Resources may process the Minerva Appointment Form into the Banner System. |
| Team Coordinator | These are approved by the Dean of Libraries for exclusive use within McGill's Library system. Once approved, Human Resources may process the Minerva Appointment Form into the Banner System. |
SECTION 2: Academic Administrative Appointments Below the Level of Dean Which Receive a Provostial Letter of Appointment/Reappointment
The following are Academic administrative appointments, reappointments, or modifications (irrespective of the degree of change involved), which require the Dean to send a memo to the Provost.
Types of Appointments
The following are academic administrative appointments that fall within the scope of these pocedures:
| Position | Description |
|---|---|
| • Associate Dean [specify area] | Click here to see all Associate Dean listings |
| • Assistant Dean [specify area] | Click here to see all Assistant Dean listings |
| • Chair | Click here to see all Chair listings |
| • Directors (of Chair-equivalent units) | Click here to see all Director listings |
| • Associate Chair/Director [specify area] | Not listed |
| • Acting [Chair/Director] | Click here to see any Acting Chair listings |
| • Interim [Chair/Director] | Click here to see any Interim Chair listings |
| • Academic Directors [specify area] (of non-Chair-equivalent units) | Not listed |
| • Curator | Not listed |
| • Associate Curator | Not listed |
To be eligible to be appointed to one of these positions, a staff member must hold a primary tenure-stream or CAS academic position (for example Professor).
Required Documentation
The following must be submitted to the academic [dot] personnel [at] mcgill [dot] ca (Academic Personnel Office email account) with each request for appointment, extension, or reappointment:
| • Candidate's Offer and Acceptance Letter(s) | ||||||||||||
• Dean's memo outlining the following items, if not addressed in the offer letter:
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Provost's Appointment Letter
The official appointment letter containing many of these details is prepared by the Academic Personnel Office for signature by the Provost and once finalized is sent to the incumbent.
Banner/Minerva
System changes may not take place until the Provost approves the Dean’s original request and a copy of the appointment letter is forwarded to the Department of Human Resources by Academic Personnel. In other words, no Minerva appointment forms can be approved until the appointments letter is finalized.
Reappointments/Extensions
The procedures noted above apply to reappointments or extensions.