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Tenure-Stream Recruitment to Appointment Process Flow-Chart

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STAFFING APPROVAL Licence Request and Issuance ||
ADVERTISING/CANDIDATE SELECTION Advertising | Candidates Apply | Candidate Selection ||
CANDIDATE APPROVALS & RECRUITMENT Candidate Approval Requested | Provost’s Approval of Candidate | Formalize the Offer | Post-Approval Recruitment Dossier Follow-Up | UTCR/Tenure Recruitments | Acceptance or Refusal of Offer ||
HIRING Board Appointment Letter Issued | Immigration Procedures for Non-Canadians | Relocation Procedures ||
APPOINTING & ON-BOARDING Person Created in Minerva | Banner Position Number | Setting-up the Staff Member | Benefits Enrolment | Minerva Appointment Form (MAF) | Introduce the New Staff Member | New Tenure-Track and Tenured Academic Staff Orientation | Other Resources ||
HOUSE-KEEPING Other appointments requiring follow-up? | PhD in Progress? | Work Permit | Communicate Expectations ||

The following flow-chart offers a detailed over-view of the tenure-stream recruitments process from obtaining a recruiting licence to the final appointment leading to the first pay cheque. Many of these steps are concurrent and might require follow-up during various stages of the process.

NOTE:

This page should be reviewed in conjunction with the Recruiting New Tenure-Track/Tenured Academic or Librarian Staff Guidelines page.
STEPSIMPORTANT DETAILS

STAFFING APPROVAL

Licence Request and Issuance

• Dean signals staffing need to Associate Provost and/or Provost
• University's Strategic Plan is considered
• Faculty's (and/or Department's) Strategic Plan is considered
• The Recruiting Licence Issued and added to Faculty's Summary Table on Academic Renewal (STAR) report available to the Dean via CentreStage and the Compacts Process
Reference: Recruiting New Tenure-Track/Tenured Academic or Librarian Staff

ADVERTISING/CANDIDATE SELECTION

Adverstising

• Unit Advertises approved position
• Minimum advertising obligations
Reference: Advertising Academic Positions

Candidates Apply

• Applications received
• Equity Form Sent to Candidates
• Reference: Employment Equity Guidelines - Academic Recruitment)

Candidate Selection

• Short-List determined, leading to interview stage (as sub-set of short-list).
• Equity Issues addressed on Short-List, if applicable (see Employment Equity Guidelines - Academic Recruitment)
• Initial negotiations begin with Selected Candidate providing some indication of recruitment package/conditions contingent on Provostial approval. This is the responsibility of the Chair of the department, the search committee and/or the Dean as determined by each Dean. The Provost will have some interest and opinion as to the discussion.
• Make no false promises. Be honest and realistic so that candidate can make an informed decision. They will be more likely to stay in the long-term.
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CANDIDATE APPROVALS & RECRUITMENT

Candidate Approval Requested

• Dean’s office submits the dossier (see Stage 1 on Recruiting New Tenure-Track/Tenured Academic or Librarian Staff), preferably via email to academic [dot] personnel [at] mcgill [dot] ca to the Provost attention, for approval of candidate.
• The Dean signals the hire type:
   - Standard Hire
   - UTCR Hire
   - Spousal/Provostial Hire or Considerations
   - PhD Hire
   - Endowed Chair/CRC/Other special parameters

Provost’s Approval of Candidate

A formal memo will be issued by the Provost approving the recruitment.

Formalize the Offer

• Formalize and finalize negotiations with the approved Candidate. This is the responsibility of the Chair of the department, and/or the Dean as to determined by each Faculty. The Provost may have some interest and input into the finalized offer.
• No false promises! Be honest and realistic so that candidate can make an informed decision about McGill and Montreal. They will be more likely to stay in the long-term.
• The Offer Letter Template gives you a starting point and ensures you cover all the necessary issues.

Post-Approval Recruitment Dossier Follow-Up

Dean’s office sends Academic Personnel any additional documents required (see Stage 3 on Recruiting New Tenure-Track/Tenured Academic or Librarian Staff).
• Immigration Procedures might be initiated at this stage.

UTCR/Tenure Recruitments

If the recruitment is with tenure as signalled in the request (Part1) and as approved by the Provost, the Dean’s office sends Academic Personnel all the required UTCR documents

The file must be approved at UTCR and Board, as per time-table found at Timeline -- UTCR Meeting Dates Schedule

Acceptance or Refusal of Offer

Dean’s office sends the Academic Personnel a signed copy of this letter; or notifies APO that the candidate has declined, if applicable.
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HIRING

Board Appointment Letter Issued

Once all previous steps are completed, the Academic Personnel office will prepare the Board Appointment Letter.

Immigration Procedures for Non-Canadians

If the candidate is non-Canadian and does not hold permanent residency, contact Immigration Services in HR (local 5598). A work permit is needed in order to issue an appointment form and for the staff member to be paid. The process to obtain a work permit is found on Immigration Procedures for Academic Staff.

Relocation Procedures

• If the candidate is relocating from outside of Montreal to take up the offer of employment, the Relocation Service is available. Contact Relocation Services in HR (local 5610).
• The Provost approval and signed acceptance letter must be received in the Academic Personnel Office so that relocation can be initiated.
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APPOINTING & ON-BOARDING

Person Created in Minerva

The Department creates the person in Minerva so that a McGill Staff ID # can be created. Validate that the person was not previously a student or staff member.

Banner Position Number

The approved position that was issued (with a recruiting licence) and matched to the candidate you are hiring is linked to a Position Code.  This can be obtained from the Faculty's STAR report (the Dean's office can provide you with this information). Alternately, the position code can be found in the Minerva Recruitment Tracking Requisition completed for the recruitment. In some situations, namely where a staff member is being hired pre-tenure-track or as clinical tenure-stream, a new number might need to be issued.  In some instances, the start date linked to the position code may need to be modified.  Use the correct position code to generate a Minerva Appointment Form for this appointment.

• ARC### (Special Category position number)
• AR#### for tenure-track positions
• AG#### for tenure-track clinical positions (Faculty of Medicine only, linked to a GFTU Ceiling and a teaching hospital)

Setting-up the Staff Member

• Help the new person set up research space & equipment. Assign someone to this task.
• Other needs include an office, office furniture, telephone, computer, start-up grants.

Benefits Enrolment

• The staff member must obtain a Social Insurance Number via a Service Canada Office near them, if he/she is non-Canadian. To do so, the staff member must have his/her work permit in hand (see Immigration section above).
• The staff member must obtain Quebec Health Insurance coverage by enroling at the Régie de l'assurance maladie (RAMQ). If the staff member is non-Canadian, he/she must have his/her work permit in hand (see Immigration section above).
• The staff member can then finalizes Benefits enrolment, so that he/she can be paid. For a starting point for information about McGill Benefits and Pension Program for New Faculty.

Minerva Appointment Form (MAF)

Process the Minerva Appointment Form (MAF) to appoint the person.
Note payroll deadlines with respect to the candidate’s intended start-date, and any other requirements by HR, Benefits, etc needed to finalize this appointment into the Banner System, so that:
i)    ID card can be issued,
ii)   Building access can be granted,
iii)  Library access can be granted.
iv)  Email access can be granted.
The MAF may be put on hold until the Work permit has been issued (non-Canadians), or Benefits completed.

Introduce the New Staff Member

Introduce the New Staff Member to other staff at meetings and social occasions

New Tenure-Track and Tenured Academic Staff Orientation

Remind the New Staff Member about the New Tenure-Track and Tenured Academic Staff Orientation held twice yearly at the end of August and in early January. More information can be obtained via email from the academic [dot] personnel [at] mcgill [dot] ca (Academic Personnel Office)

Other Resources

• Advise the staff member of some of the numerous on-boarding resources and issues they should take advantage of:
• New Faculty Information Pages.
• Dean of Students for information on student rights and responsibilities and on how to deal with unusual situations
• Graduate & Postdoctoral Office for advice on graduate student support
• Office of Sponsored Research about research funding/grants.
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HOUSE-KEEPING

Any other appointments requiring follow-up?

Dean’s office follows-up on any additional appointments requested at time of recruitment, which sometimes were notionally approved by the Provost in the Approval Memo:
i)    Named Chair appointments
ii)   CRC appointments
iii)   Other
These all have other dossier requirements and procedures to complete before being considered finalized.

PhD in Progress?

If the candidate was approved as an Assistant Professor (Special Category), it is most likely that a PhD was in progress at the time of the approval.
The Converting Special Category Appointments To Tenure-Track will outline the steps required to convert the appointment to tenure-track.

Work Permit

If the employee is an non-Canadian requiring a work permit, please send the Academic Personnel Office (as well as Immigration Services and HR Shared Services) a copy of the Work Permit (see Immigration section above), or Permanent Residency Card. The final Board of Governors appointment letter issued to the staff member may need to be revised to reflect the activation dates of either of these documents.

Communicate Expectations

McGill Regulations (The Relating to the Employment of Tenure Track and Tenured Academic Staff (Sections 6.12 and 7.10), and the Regulations Relating to the Employment of Librarian Staff (Section 2.3.1)) require that reappointment and tenure criteria be provided to all newly appointed tenure track professors and librarians within 2 months (60 days) of their appointment. (This requirement does not apply to those staff hired with tenure.)
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