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Reappointment of Tenure-Track Academic Staff

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The Regulations | Criteria for Reappointment | Process | Dossier | Reappointment | Timing | Critical Dates | Deferring Reappointment Consideration | Minerva Appointment Forms or Notices of Termination ||

The Regulations

The Regulations Relating to the Employment of Tenure Track and Tenured Academic Staff provide the regulatory framework regarding reappointment and, where appropriate, the termination of tenure track academic staff. This page provides the procedural framework. Additional reference documents can be obtained from the Secretariat's Re-Appointment webpage.

Librarian staff should refer to the Reappointment of Tenure-Track Librarian Staff procedures page. Other reappointment pages can be accessed from the Reappointment Process Overview portal page.


Criteria for Reappointment

Recommendations relating to reappointment are based on the staff member’s performance of Academic Duties (teaching, research and other contributions) and on whether the staff member’s dossier discloses satisfactory progress and promise of meeting the criteria for tenure.

The academic unit's criteria for reappointment must be communicated in writing to the staff member by the Chair, Director, or Dean where there are no departments, within two months of the initial appointment.


Process

  • The candidate’s Chair/Director consults with a departmental committee concerning the reappointment. In units without departments, the committee is chaired by a member of the academic staff other than the Dean. In the case of joint appointments, both units shall have equal representation on the reappointment committee.
  • The Chair of the reappointment committee submits to the Dean a written report containing the recommendation, with supporting reasons, copied to the candidate.
  • The Dean communicates his or her recommendation, together with supporting reasons, in writing to the Provost, copied to the candidate.
  • The Provost communicates his or her decision to the candidate, with a copy to the Dean and Chair/Director.
  • If at any stage the departmental committee, Dean or Provost is tending towards a negative recommendation or decision, the candidate must be provided with written reasons and must be given the opportunity to address the concerns in person, accompanied by an advisor if he or she so wishes.

Dossier

Candidates must use due diligence in pursuing their case for reappointment, providing the committee with a dossier containing the necessary information and documentation to establish that they have met the reappointment criteria. The reappointment dossier is not expected to be as extensive as a tenure dossier.

The dossier must include:

  • the candidate’s updated Curriculum Vitae;
  • a detailed statement covering the candidate’s research, teaching and other contributions ('service'). (For suggestions on how to address the teaching component of this statement, candidates should consult Appendix A of the Regulations Relating to the Employment of Tenure Track and Tenured Academic Staff.)

copies of publications are not required, unless specified by the department.

The Dean’s recommendation to the Provost must be accompanied by this dossier, as well as the report of the Chair of the reappointment committee.

 


Reappointment

Reappointments shall be for a definite term of up to three years. It is established practice to grant:

  • three year reappointments to candidates who are clearly “on track” for tenure;
  • one or two year reappointments to candidates whose performance with respect to one of more of their academic duties is a source of concern.
    (Note that such candidates have to be considered again for reappointment.)

Timing

The reappointment process, including the communication of the Provost’s decision to the candidate, MUST be completed at least 37 weeks before the end date of the appointment. This is especially critical where the decision is against reappointment, since failure to provide the 37 weeks notification results in an automatic one year extension of the candidate’s appointment.

Consequently, Chairs/Directors need to initiate the reappointment process about one year in advance of the appointment end date. Suggested dates for the various steps, depending on appointment end dates, are provided in the table below.

Note: Any time spent in a pre-tenure-track Assistant Professor (Special Category) position prior to conversion to tenure-track is excluded from calculation of years of service for reappointment and tenure.


Critical Dates

A B C D E
Unit head initiates process 12-13 months before appointment end dateDeadline for Dean to receive committee chair's recommendationDeadline for Provost to receive Dean's recommendationDeadline for Candidate to receive Provost's decision
(37-weeks)
Appointment end dates
June,
previous year
Aug 15,
previous year
Sept 15,
previous year
Oct 15,
previous year
Jun 30
July,
previous year
Sept 15,
previous year
Oct 15,
previous year
Nov 15,
previous year
July 31
Dec,
previous year
Feb 15,
current year
Mar 15,
current year
Apr 15,
current year
Dec 31

Deferring Reappointment Consideration

  • Tenure-track staff who have taken an authorized leave of 3 months or more prior to the beginning of their year of reappointment consideration may request a postponement of their reappointment consideration.
  • Tenure-track staff shall make such requests by email to the academic [dot] personnel [at] mcgill [dot] ca (Academic Personnel Office), with a copy to the Department Chair, within 3 months of the beginning the year of reappointment consideration.
  • The reappointment consideration of tenure-track staff may be postponed for a maximum of one (1) year per authorized leave, at the Provost’s discretion.
  • All leaves relating to the same event are treated as a single authorized leave (e.g. maternity leave and extended maternity leave taken in relation to the birth of a child).
  • Postponement of reappointment consideration may have the effect of delaying tenure consideration, if candidates so elect by notifying their Dean and the Secretariat in writing not later than June 1st of their year of mandatory consideration for tenure.

Minerva Appointment Forms or Notices of Termination

Once the Provost's notification of decision has been issued, the reappointment must be processed into the Banner System via a Minerva Appointment form to reflect the change of dates, as appropriate.

In the case of academic staff who will be terminated, in addition to the required letters sent to the staff member, the Notice of Termination form must be sent via the Dean's Office to the Academic Personnel Office, the Budget Office and HR Payroll.