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APO Request Guidelines

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Appointments Academic Administrative appointments | Named Chair Appointments
Contract Academic Staff (CAS) CAS Ranked Appointments | CAS Ranked Full PROF Appointments (Clinical and non-Clinical) | CAS Ranked CLINICAL Appointments |
CAS Unranked Appointments
Leaves and Reduced Loads Leaves of absence and secondments | Maternity and Parental Leaves | Sabbatical leaves | Reduced Load Appointments
Reappointment CAS Reappointments | Named Chair Reappointments |Tenure-track Reappointment | Reappointment Deferral Requests
Tenure-Track Recruitments Tenure-Track Recruitment Dossiers
Other Tenure Deferral Requests

The Academic Personnel Office processes all requests for appointments, leaves, and most CAS promotions at the University. (The Secretariat handles all tenure track promotions, promotions to full professor and CAS promotions to full professor.) All requests should be approved at the decanal level. In most cases, the faculty office can file the request electronically by sending a single email to academic [dot] personnel [at] mcgill [dot] ca. Any relevant documentation and necessary forms, documents, or memoranda should be attached to this email. For certain requests, paper submission is still required. Please see below for complete instructions.

Simply select the type of request from the clickable Table of Contents and then follow the instructions below. In each section, there are links to more detailed explanations of relevant policies and procedures. Please direct any questions to academic [dot] personnel [at] mcgill [dot] ca or 514-398-3331.

Academic Administrative Appointments
Full DetailsApproval ChainSend APO in a single email
academic [dot] personnel [at] mcgill [dot] ca (subject: Request--Academic%20Administrative%20Appointment) :
NOTE: Above email has been formatted with an appropriate email subject line		Applicable Deadlines:
Academic Administrative Appointment Process

1

Dean ->

2

APO		 Information in email:
  1. Memo from Dean recommending appointment
  2. Full name of candidate
  3. Position in question
  4. Start and end date
  5. Department and Faculty
  6. Type of request: appointment, reappointment, extension, etc
  7. Stipend amount, if applicable
  8. Any other pertinent information
 One month prior to the appointment start-date
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Named Chair Appointments and Reappointments
Full DetailsApproval ChainSend APO single email
academic [dot] personnel [at] mcgill [dot] ca (subject: Request--Named%20Chair) :
NOTE: Above email has been formatted with an appropriate email subject line		Applicable Deadlines:
Named Chair Appointment or Reappointment Steps

1

Dean ->

2

APO		 Information in email:
  1. Name of Chair in question
  2. Name of previous chairholder and the reason for the vacancy, if applicable
  3. Full name of the candidate
  4. Rationale for the appointment of reappointment
  5. Length of the proposed appointment or reappointment
  6. Pertinent financial information
  7. Department or Faculty
  8. Stipend amount,if applicable
  9. Any other pertinent information
Attachments to include in email:
  1. Dean's letter of nomination
  2. Report from selection committee chair
  3. Candidate's CV
  4. In the case of a reappointment, chairholder's progress report
 Ideally 3 months prior to the start-date
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CAS Ranked Appointments (Including Ranked Clinical Full Prof.)
Full DetailsApproval ChainSend APO single email
academic [dot] personnel [at] mcgill [dot] ca (subject: Request--CAS%20Ranked%20Regular) :
NOTE: Above email has been formatted with an appropriate email subject line		Applicable Deadlines:
Submitting Required Documents for Contract Academic Staff Hires

1

Chair ->

2

Dean ->

3

APO		 Information in email:
  1. Dean's approval
  2. Full name of candidate
  3. Position in question
  4. Start and end date
  5. Salary
  6. Position code (if applicable)
  7. Department and Faculty
  8. Reason for request
  9. Any other pertinent information
Attachments to include in email:
  1. Offer Letter from Department
  2. Candidate's CV
  3. The Employment Equity Data Report
  4. Immigration documents (where applicable)
 At least one month before the start date
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CAS Ranked CLINICAL Appointments

(Excluding Ranked Clinical Full Prof.)
Full DetailsApproval ChainSend emails
academicapprovals [dot] hr [at] mcgill [dot] ca
and
cc: academic [dot] personnel [at] mcgill [dot] ca (subject: Request--CAS%20Ranked%20Non-regular) :		Applicable Deadlines:
Submitting Required Documents for Contract Academic Staff Hires

1

Chair ->

2

Dean ->

3

HR
(cc: APO)		 Information in email:
  1. Dean's approval
  2. Full name of candidate
  3. Candidate's hospital affiliation
  4. Position in question
  5. Start and end date
  6. Salary
  7. Minerva document number
  8. Position code
  9. Department and Faculty
  10. Reason for request
  11. Any other pertinent information
Attachments to include in email:
  1. Candidate's CV
  2. Offer Letter from Department
  3. Immigration documentation (where applicable)
 At least one month before the start date
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CAS Unranked Appointments
Full DetailsApproval ChainSend in a single email
academicapprovals [dot] hr [at] mcgill [dot] ca:		Applicable Deadlines:
Submitting Required Documents for Contract Academic Staff Hires

1

Chair ->

2

Dean ->

3

HR
CC: APO in certain cases		 Information in email:
  1. Dean's approval
  2. Chair's justification letter
  3. Full name of candidate
  4. Position in question
  5. Start and end date
  6. Salary
  7. Minerva document number
  8. Position code (if applicable)
  9. Department and Faculty
  10. Reason for request
  11. Any other pertinent information
NB: academic [dot] personnel [at] mcgill [dot] ca (subject: Request--CAS%20Unranked)  should be cc'd in the case of adjunct professors, visiting professors, and professors of practice

 

Attachments to include in email sent to: academicapprovals [dot] hr [at] mcgill [dot] ca:
  1. Candidate's CV
  2. Letter from supervisor or HR at home institution verifying current employment (where applicable)
  3. Immigration documentation (where applicable)
 At least one month before the start date
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Leaves of Absence and Secondments
Full DetailsApproval ChainSend APO by campus mail to APO, Room 600, James Administration Building:Applicable Deadlines:
Procedures for Administrators Regarding Leaves of Absence for Tenure-Track/Tenured Academic and Librarian Staff

1

Faculty Member ->

2

Chair or Director ->

3

Dean ->

4

APO		 Information in email:
  1. The Leave of Absence Application Form
  2. Faculty Member's CV
  3. Copies of any agreements related to employment to be taken up elsewhere during the leave
 Faculty member should submit request at least 90 days before start of proposed leave
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Tenure-Track Maternity and Parental Leaves
Full DetailsApproval ChainSend APO in a single email
academic [dot] personnel [at] mcgill [dot] ca (subject: Request--Maternity) :
NOTE: Above email has been formatted with an appropriate email subject line		Applicable Deadlines:
NB: CAS Maternity & Parental Leave Requests are processed by HR, NOT by APO

Maternity and Parental Leaves

1

Faculty member ->

2

Chair ->

3

Dean ->

4

APO		 Information in email:
  1. Faculty member's formal request to chair or director, with clear statement of the duration of the leave requested
  2. Full name of candidate
  3. Position in question
  4. Start and end date
  5. Department and Faculty
  6. Any other pertinent information
Attachments to include in email:
Letter from doctor specifying expected date of birth OR birth certificate.		 No later than 60 days prior to the start of the term in which the requested leave will begin
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Sabbatical Leaves
Full DetailsApproval ChainSend APO by campus mail to APO, Room 600, James Administration Building:Applicable Deadlines:
Procedures for Sabbatic Leaves

1

Faculty Member ->

2

Chair or Director ->

3

Dean ->

4

APO		 Information in email:
  1. Either the Sabbatic Leave Application  or the Second Half (6-Month) Sabbatic Leave Form (depending on the length and/or type of sabbatical leave requested), including sections completed by Faculty Member, the Chair or Director, and the Dean
  2. Faculty Member's CV (and list of publications if not included in the CV)
  3. Book outline or letter of offer from publisher (if applicable)
  4. Letters of invitation (if applicable)
  5. Report from candidate's previous sabbatical leave (if applicable)

1

Faculty member forwards application to chair by October 1

2

Chair forwards application to Dean by October 20

3

Dean forwards application to APO by November 15
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Reduced Load Appointments
Full DetailsApproval ChainSend APO single email
academic [dot] personnel [at] mcgill [dot] ca (subject: Request--Reduced%20Load) :
NOTE: Above email has been formatted with an appropriate email subject line		Applicable Deadlines:
Temporary Reduced Load for Tenure Track Appointments

1

Faculty Member ->

2

Chair or Director ->

3

Dean ->

4

APO		 Information in email:
  1. Faculty Member's request
  2. Chair or Director's approval
  3. Dean's approval
  4. Full name of candidate
  5. Start and end date of reduced load requested
  6. Degree of load reduction requested
  7. Department and Faculty
  8. Any other pertinent information
 n/a
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CAS Reappointments
Full DetailsApproval ChainSend in a single email
academicapprovals [dot] hr [at] mcgill [dot] ca:		Applicable Deadlines:
Submitting Required Documents for Contract Academic Staff Hires

1

Chair ->

2

Minerva		 Information in email:
If there is NO immigration documentation involved in the reappointment, process through Minerva.

If there IS immigration documentation involved in the reappointment, process through Minerva and send an email to academicapprovals [dot] hr [at] mcgill [dot] ca with the full name of the candidate and attach the relevant immigration documents.

 

 At least one month before the start date
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Tenure-track Reappointments
Full DetailsApproval ChainSend APO in a single email
academic [dot] personnel [at] mcgill [dot] ca (subject: Request--TT%20reappointment) :
NOTE: Above email has been formatted with an appropriate email subject line		Applicable Deadlines:
Reappointing TT Faculty

AND

Reappointing TT Librarians

1

Chair ->

2

Dean ->

3

APO		 Information in email:
  1. Memo from Dean recommending reappointment and mentioning areas where the candidate excels and needs improvement.
    NB: If appointment is for less than the standard 3 years and/or prospects for tenure are negative, this must be mentioned in the Dean’s letter.
  2. Memo from Chair/Director summarizing results of the departmental reappointment committee’s opinion, with specific discussion of research, teaching, and other contributions
  3. Full name of candidate
  4. Position in question
  5. Start and end date
  6. Salary
  7. Department and Faculty
  8. Any other pertinent information
Attachments to include in email:
  1. Candidate's CV
  2. Candidate's teaching portfolio
  3. Summary of candidate's research and professional activities (do not include copies of publications)
  4. Statement of candidate's contributions to the University and scholarly communities
 Process should be initiated about one year prior to the appointment end date and must be completed (including communication of the Provost's decision) at least 37 weeks prior to the appointment end date.
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Reappointment Deferral Requests
Full DetailsApproval ChainSend APO in a single email
academic [dot] personnel [at] mcgill [dot] ca (subject: Request--Reappointment%20Deferral) :
NOTE: Above email has been formatted with an appropriate email subject line		Applicable Deadlines:
Stopping the “reappointment clock” (on the Reappointment of Tenure-Track Academic Staff page)

1

Faculty Member ->

2

Chair ->

3

APO (address to Provost)		 Information in email:
  1. Memo from candidate to chair sent at least 13 months before reappointment date
  2. Dean's memo (addressed to Provost)
  3. Full name of candidate
  4. Position in question
  5. Start and end date
  6. Salary
  7. Department and Faculty
  8. Any other pertinent information
 At least 13 months before reappointment date
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Tenure-Track Recruitment Dossiers
Full DetailsApproval ChainSend APO in a single email
academic [dot] personnel [at] mcgill [dot] ca (subject: Request--Tenure-Track Recruitment) :
NOTE: Above email has been formatted with an appropriate email subject line		Applicable Deadlines:
Submitting a Recruitment Dossier for Tenure-Track Hires

AND

Recruitments Requiring UTCR Approval

1

Chair ->

2

Dean ->

3

APO		 Information in email:
  1. Full name of candidate
  2. Rank (specify: joint appointment, hire with tenure, special category, etc.)
  3. Licence number
  4. Start date
  5. Department and Faculty
  6. Any other pertinent information
Attachments to include in email for initial approval (please note that additional documents will be required later):
  1. Memo from Dean recommending the recruitment and detailing the approved recruiting licence as per the current Faculty Compact, salary and start-up/research monies, other commitments, start date, rank, department, and description of the position and/or the faculty member being replaced by the hire
  2. Chair's recommendation memo to the dean
  3. Application for Approval of Recruitment
  4. Candidate's CV
  5. Selection Committee Report
  6. Three external letters of recommendation (signed originals or scanned copies of signed originals, dated and on letterhead--electronic signatures and emails are not acceptable).
  7. Minerva Academic Position Recruitment Report (available here)
  8. The Employment Equity Data Report

NB: If this is a joint appointment or an Associate Member appointment, clear indication must be given.
NB: After Provostial approval has been obtained, departments must forward additional documents to APO in order to finalize the hire.  These documents include advertisements used in recruitment, the offer letter sent to the candidate, and the signed acceptance.

 Ideally three months prior to the appointment start-date
For hires with tenure, consult the UTCR schedule Recruitments Requiring UTCR Approval and factor the additional time into your timeline
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Tenure Deferral Requests
Full DetailsApproval ChainSend APO in a single email
academic [dot] personnel [at] mcgill [dot] ca (subject: Request--Tenure%20Deferral) :
NOTE: Above email has been formatted with an appropriate email subject line		Applicable Deadlines:
Deferring Tenure Cohorts (on the Tenure Cohort page)

1

Faculty member ->

2

APO (addressed to Provost)		 Information in email:
  1. Memo from candidate to Provost electing to defer tenure consideration must be submitted by June 1 of the yearof mandatory tenure consideration
  2. Full name of candidate
  3. Position in question
  4. Start and end date
  5. Salary
  6. Department and Faculty
  7. Any other pertinent information
 June 1 of the year of mandatory consideration for tenure
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Classified as
Updated on Mon, 2013-06-03 15:24
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