Ranked CAS

Ranked Contract Academic Staff (CAS) Classification Table

Rank

Description

Faculty Lecturer

A CAS member appointed to with a primary duty to teach. Appointee shall generally possess the same minimum qualifications as tenure-track academic staff.

Senior Faculty Lecturer

A CAS member appointed to with a primary duty to teach. Appointee has a graduate degree plus six years continuous employment as a Faculty Lecturer at McGill and meets the promotion criteria of their department (normally superior performance in teaching). Exceptionally, may be an entry-level appointment for person who has minimum of six years similar continuous employment at another institution and who meets the other requirements.

Assistant Professor

A CAS member appointed to perform academic duties assigned by their Department Chair or Dean, in alignment with the descriptor in parenthesis to their rank.

Associate Professor

A CAS member who is judged to have met the appropriate criteria for this rank, and is appointed perform the academic duties assigned by their Department Chair or Dean, in alignment with the descriptor in parenthesis to their rank.

Full Professor

A CAS member who is judged to have met the appropriate criteria for this rank, and is appointed perform the academic duties assigned by their Department Chair or Dean, in alignment with the descriptor in parenthesis to their rank.

Descriptors shall be applied to Assistant, Associate and Full Professors and may be applied to Faculty Lecturers and Senior Faculty Lecturers

Clinical

Academic duties primarily related to clinical teaching and training of medical and dentistry students and residents, and related research, in affiliated hospitals and health centres. The terms and conditions of employment are established by the Faculty of Medicine or Dentistry and the affiliated institutions. The appointee will be a duly licensed medical or dental professional who holds and maintains a concurrent appointment in an affiliated hospital.
The clinical designation may also be used for appointees who are members of other professions and whose duties relate to the clinical teaching and training of students.

Professional

Academic duties primarily related to instruction, training, research related, and/or administrative responsibilities to the practice, methods and values of the appointee’s profession, discipline or vocation.

Research

Academic duties primarily involve research, and are typically supported by soft funds.

Teaching

Appointments that are primarily based in teaching or in leading education initiatives within a Faculty or unit.

Academic Administration

Appointments that are primarily based on academic leadership and administration.

 

Post-Retirement

Nil-salary, definite term, appointments of up to three years reserved for newly-retired tenured staff to continue, post-retirement, research activities or graduate supervision in accordance with guidelines set by the Office of Graduate and Postdoctoral Studies. Ranked appointments with a post-retirement descriptor do not include undergraduate teaching responsibilities.

Recruiting and Hiring

Employment Equity

McGill University is committed to fulfilling its mission within an institutional environment that embraces equity and diversity. The University seeks to be proactive in attracting suitably qualified representatives of designated groups, as identified by federal and provincial legislation, as well as McGill’s Employment Equity Policy. These groups include women, Indigenous persons, persons with disabilities, ethnic minorities, racialized persons/visible minorities, and persons of minority sexual orientation or gender identity (LGBTT2SQ* persons).

Employment equity recruitment guidelines are to be followed by all units in the course of hiring ranked academic staff (tenure track and contract academic staff). Each academic unit that is recruiting ranked academic staff must take steps to attract applications from suitably qualified members of the designated groups.

For more information or support in employment equity in recruitment, please contact Tynan Jarrett, the tynan.jarrett [at] mcgill.ca (Senior Employment Equity Advisor).

Advertising 

All ranked contract academic staff positions must be advertised and specify the following information:

  • University
  • Faculty or department
  • Position title
  • Qualifications required
  • Nature of duties
  • Salary (if not indicated, salary will be negotiable and commensurate with qualifications and experience)
  • Person to whom inquiries should be addressed
  • Classification and term of appointment
  • Deadline for receiving applications, with the understanding that is a mandatory 30 day waiting period
 

 

 

The advertisement must also include the following Equity Statement and immigration statement:

 

Equity Statement and immigration statement

Commitment to Equity and Diversity

McGill University, is committed to equity and diversity within its community and values academic rigour and excellence. We welcome and encourage applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to engage productively with diverse communities.

At McGill, research that reflects diverse intellectual traditions, methodologies, and modes of dissemination and translation is valued and encouraged. Candidates are invited to demonstrate their research impact both within and across academic disciplines and in other sectors, such as government, communities, or industry.

McGill further recognizes and fairly considers the impact of leaves (e.g., family care or health-related) that may contribute to career interruptions or slowdowns. Candidates are encouraged to signal any leave that affected productivity, may have had an effect on their career path. This information will be considered to ensure the equitable assessment of the candidate’s record.

McGill implements an employment equity program and encourages members of designated equity groups to self-identify. It further seeks to ensure the equitable treatment and full inclusion of persons with disabilities by striving for the implementation of universal design principles transversally, across all facets of the University community, and through accommodation policies and procedures. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, this accessibilityrequest.hr [at] mcgill.ca (email )or phone at 514-398-2477.

All qualified applicants are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadians and permanent residents will be given priority.

Adhésion aux principes d’équité et de diversité

L’Université McGill s’engage fermement à respecter les principes d’équité et de diversité au sein de sa communauté, tout en valorisant la rigueur et l’excellence académiques. Elle accueille favorablement les demandes d’emploi des personnes racisées et des minorités visibles, des femmes, des personnes autochtones, des personnes en situation de handicap, des minorités ethniques, des personnes de toute orientation sexuelle et identité de genre, ainsi que toute personne possédant les aptitudes et les connaissances nécessaires pour interagir au sein de groupes diversifiés.

McGill valorise et encourage la recherche qui reflète des traditions intellectuelles, des méthodologies ainsi que des modes de dissémination et de traduction diversifiés. Les candidats sont invités à démontrer la portée de leur recherche, aussi bien au sein de leur champ universitaire que dans un contexte interdisciplinaire, notamment dans les secteurs gouvernemental, communautaire et industriel.

En outre, McGill reconnaît et prend équitablement en considération l’incidence des congés (p. ex., obligations familiales ou congés pour raisons de santé), qui peuvent entraîner des interruptions ou des ralentissements de carrière. Les candidats sont encouragés à signaler tout congé ayant eu une incidence sur leur rendement et pouvant avoir modifié leur parcours de carrière. Ces renseignements seront pris en compte aux fins d’évaluation équitable de leur dossier.

L’Université McGill dispose d’un programme d’équité en matière d’emploi et invite les membres des groupes visés à indiquer leur appartenance à ces derniers dans leur dossier de candidature. Elle tient également à s’assurer que les personnes en situation de handicap reçoivent un traitement équitable et puissent pleinement s’intégrer à la vie universitaire en ayant à cœur de mettre en œuvre les principes de conception universelle dans toutes les sphères d’activité de l’Université, conformément aux politiques et procédures relatives aux aménagements. Les personnes en situation de handicap qui pourraient avoir besoin de certains aménagements pour soumettre leur candidature sont invitées à communiquer en toute confidentialité par accessibilityrequest.hr [at] mcgill.ca (courriel )ou par téléphone, au 514 398-2477.

On encourage tous les candidats qualifiés à postuler; veuillez noter que conformément aux exigences de l'immigration canadienne, la priorité sera toutefois accordée aux Canadiens ainsi qu'aux résidents permanents.

 

 

Advertisements should be publicly posted, on the department website and in at least two of the following three domains:

  1. As much as possible, one advertisement in University Affairs or the Canadian Association of University Teachers Bulletin (highly recommended);
  2. A letter sent to the department heads of at least ten similar departments in Canada;
  3. An advertisement in a Canadian professional journal or association website.

Advertisements that are posted to University Affairs and/or the Canadian Association of University Teachers Bulletin, and that are included in letters to department heads at other universities should be in both official languages. Assistance is available from McGill Translations Services for a fee. The department is required to submit advertisements to the Academic Personnel Office (APO). It is important to retain and submit proof of payments for advertisements and to ensure that the duration of the posting is clearly indicated. Online advertisements that are submitted as PDFs must include the publication date and the URL.

Hiring units’ acknowledgment to applicants should contain the following paragraphs:

McGill University is committed to diversity and equity in employment, and implements an employment equity program. To this end, I draw your attention to McGill's Equity & Diversity Applicant Survey. We invite you to complete this survey online.
When completing the survey, please use the following reference number [insert reference number], and complete the survey by [insert date].

The hiring unit is to provide job applicants with the employment equity reference number that relates to the position for which they have applied.

It is important to provide applicants with a deadline for completing the Equity and Diversity Survey for Applicants. This is particularly important in cases where a unit is conducting more than one job search in a given year.

Selection & appointment

Each academic unit that is recruiting ranked academic staff must ensure that all members of the search committee have attended training on equitable recruitment practices.

The hiring unit may request applicant equity data from the Academic Personnel Office and the Employment Equity Advisor at any point in the search. Information from the Applicant equity survey is confidential, and may only be used by search committees to ensure adherence to McGill's Employment Equity Policy. Specifically, a Search Committee Chair may use the information to:

  • evaluate the diversity of the applicant pool: where the pool is insufficiently diverse, a department may decide to extend the application period or reset the search; If the hiring unit is not satisfied with the response rate of the survey, they may send applicants a reminder to complete it;
  • select the candidate – where candidates do not differ in merit, search committees are instructed to select the candidate from the group that is most underrepresented in their area. At the selection stage, the Chair may share equity data about short listed candidates with the rest of the search committee, in order to facilitate compliance with equity guidelines.

Procedure

Once a candidate has been selected, the hiring department must assemble the Recruitment Dossier and submit it to the Academic Personnel Office at academic.personnel [at] mcgill.ca.

The department or Faculty submits a complete dossier with the required documents, listed below:

Document name

Template and/or Description

ADS - Advertisements

Advertising rules for CAS are similar but not identical to tenure-track advertising rules. Contact us if in doubt.


No advertisement is needed for an appointment with the Clinical descriptor, or for an appointment with the Professional descriptor, if the nature of the appointment is similar to a Clinical appointment.

CV - Curriculum Vitae

 

EEDR - Employment Equity Data Report


Required for all Ranked CAS, with the exception of appointments with the Clinical descriptor

LOO - Letter of Offer and Acceptance

File Template Chair's Offer Letter for CAS Ranked

ACC – Acceptance Letter

APO must receive a copy of the signed Acceptance Letter, which is a signed Letter of Offer

IMM-WP or IMM-PR – Immigration papers

Immigration documentation, if applicable

  1. The APO reviews the documentation, and prepares a dossier with a draft BOG letter, for approval by the Associate Provost (Equity and Academic Policies). 
  2. The APO prepares the BOG Letter and once signed by the Provost and Vice-Principal Academic, the APO emails the BOG Letter to the new staff member and copies the Department Chair, Dean, and Human Resources. The APO retains a copy of the letter in the staff member’s personnel file.
  3. The department must then process a Minerva appointment form.

Hiring a CAS Full Professor

The University Tenure Committee on Recruitment (UTCR) reviews CAS Full Professor recruitment dossiers.

A UTCR dossier requires the following additional documents:

Document name

Template and/or Description

UTCR01 DRM (Dean’s Recruitment Memo) This can be exactly the same as the standard Dean’s Memo, but must not include any financial information.
UTCR04 RS (Summary Report on Referees)

A brief (one or two sentences) biography of each referee, explaining their credentials, and relationship to the candidate.

Procedure

  1. The APO reviews the documentation, and prepares a dossier with a draft BOG letter, for approval by the Associate Provost (Equity and Academic Policies). If the recruitment is for Full Professor (CAS), the UTCR will review the dossier, make a recommendation to the Principal, who will in turn provide a recommendation about the candidate to the Board of Governors.
  2. The APO prepares the BOG Letter and once signed by the Provost and Vice-Principal Academic, the APO emails the BOG Letter to the new staff member and copies the Department Chair, Dean, and Human Resources. The APO retains a copy of the letter in the staff member’s personnel file.
  3. The department must then process a Minerva appointment form.

Deadlines for Submitting Documents for a UTCR Dossier

The following chart is updated each academic year, as the Board of Governors’ meeting dates are released. Note that the UTCR will review and recommend the candidate’s dossier once the signed Acceptance Letter is received in APO.

UTCR Docs to APO

UTCR E-vote

UTCR Meeting Dates

BOG/Executive Committee* Meeting Dates

9 Sept 2019

16 - 23 Sept 2019

19 Sept 2019

3 Oct 2019

7 Oct 2019

14 - 21 Oct 2019

17 Oct 2019

31 Oct 2019

11 Nov 2019

18 - 25 Nov 2019

21 Nov 2019

5 Dec 2019

9 Dec 2019

16 - 23 Dec 2019

19 Dec 2019

14 Jan 2020*

20 Jan 2020

27 Jan - 3 Feb 2020

30 Jan 2020

13 Feb 2020

2 Mar 2020

9 - 16 Mar 2020

10 Mar 2020

26 Mar 2020*

20 Mar 2020

6 - 13 Apr 2020

7 Apr 2020

12 Apr 2020

27 Apr 2020

4 - 11 May 2020

6 May 2020

21 May 2020

25 May 2020

1 - 8 Jun 2020

2 Jun 2020

18 Jun 2020*

22 Jun 2020

29 Jun - 6 Jul 2020

2 Jul 2020

16 Jul 2020*

3 Aug 2020

10 - 17 Aug 2020

13 Aug 2020

25 Aug 20

UTCR Members Area

Please visit the University Tenure Committee for Recruitment page on the Senate's website for a list of current UTCR Members.

UTCR Committee Members Log-In Here to access current UTCR dossiers and other helpful documentation via D2.

Change of Status within Ranked CAS Appointments

Any change of status, as defined below, requires approval from the Academic Personnel Office.

Salary and Stipend Changes

  • If base salary or stipend amount(s) fluctuate by 5% or more
  • If appointment changes from nil-salary to salaried, or vice-versa
  • If appointment changes from Hospital/affiliated institution-based to campus-based, or vice-versa

Procedure

Document name

Template and/or Description

Justification memo

Memo from Department Chair, outlining the reasons for the change of status. Must be approved by Dean.

 

  1. The Faculty submits the following required documentation for APO approval:
  2. The APO prepares a dossier for the Associate Provost (Equity and Academic Policies).

  3. If the Associate Provost (Equity and Academic Policies) approves the request, the APO sends an approval email to the requesting Faculty.

  4. The department must then perform a “MAINTAIN” to the Minerva appointment form, to reflect the new status.

     

Change to FTE

Procedure

  1. The Faculty submits the following required documentation for APO approval:

    Document name

    Template and/or Description

    Signed Letter of Offer (LOO), noting the change in hours per pay

    The LOO must come from the Department Chair and outline the change of status. Must be approved by Dean.

  2. The APO prepares a dossier for approval by the Associate Provost (Equity and Academic Policies).

  3. If the Associate Provost (Equity and Academic Policies) approves the request, the APO sends an approval email to the requesting Faculty. A new BOG letter is issued if an appointment changes from full-time to part-time, or vice-versa.

Reappointment and promotion

Ranked CAS member reappointment and promotion is considered at three levels:

  • an appropriate departmental committee chaired by the Department Chair or delegate (units are free to determine the membership of these committees so long as all members of the search committee have attended training on equitable recruitment practices);
  • the Dean, who may consult a faculty-level committee, and
  • the Provost and Vice-Principal (Academic)


In the case of CAS members who hold joint appointments, the departmental committees shall have equal representation from all relevant departments; all Deans shall be involved in the decision in the case of cross-Faculty reappointments.

If the departmental committee, the Dean, or the Provost is tending towards a negative recommendation, the CAS member shall be so advised, with reasons, and provided with an opportunity to address the concerns, accompanied by an advisor.

 

Reappointments

Ranked CAS members who have an initial appointment of three years are considered for reappointment in their third year. Appointments of less than three years shall be considered in the final year of appointment.

Criteria

Each Faculty must establish written criteria for reappointment and promotion that are to be submitted by the Dean and approved by the Provost and Vice-Principal (Academic) or delegate, specifically include:

  • Academic duties expected for Faculty Lecturers, Assistant Professors and Associate Professors;
  • Performance expectations for each academic duty by rank, using standardized terminology within each unit (e.g., ‘superior’, ‘reasonable’, ‘less than reasonable’); and
  • Indicators of performance.

Units may use the established criteria for tenure-track staff, with appropriate modifications.

Academic duties

It is recommended that CAS members be provided the criteria within two months of their initial appointment to mirror the timeline for tenure-track academic staff.

Recommendations for reappointment are based on the CAS member’s performance of academic duties. Academic duties for CAS members fall into the same three categories as those for tenure-stream academic staff:

  • Teaching, assessment and supervision of graduate and undergraduate students, the evaluation and marking of student work, and supervision of individual graduate and undergraduate programs;
  • Research and other original scholarly activities, and professional activities; and
  • Other contributions to the University and external scholarly communities.

CAS are expected to demonstrate superior performance in at most two of the three academic duties used to assess suitability for reappointment. For example, Faculty Lecturers and Senior Faculty Lecturers will most often be assigned teaching as their primary academic duty. Other CAS ranks have descriptors to indicate the primary academic duty of that position.

Timing of Reappointment Consideration

CAS shall be considered for reappointment in the final year of their initial appointment and again in the 6th year. CAS who have been continuously employed in the same Faculty for six years shall be appointed for an indefinite term, after which reappointment consideration does not apply. The reappointment process, including the communication of the Provost’s decision to the CAS member must be completed at least 37 weeks prior to the end date of the appointment. Consequently, Department Chairs should initiate the reappointment process approximately one year in advance of the appointment end date.

Dossier

CAS must provide their Department Chair with the necessary documentation to support a case for reappointment sufficiently in advance of the end date of their appointment. The reappointment dossier shall include, at minimum, a recent CV and a record of achievements related to relevant academic duties. Departments and Faculties can specify other requirements for the dossier.

Indefinite Appointments

After six years of continuous service within the same Faculty, a CAS shall be appointed indefinitely. Such appointments must be processed via a Minerva Appointment Form with no end-date on the position. The only instance where an end-date is allowed on indefinite appointments is for non-Canadians who are obligated to hold a work permit, and where Canadian law obligates us to have an end-date on the appointment matching the date on the work permit.

Soft Funding for Indefinite Appointments

An appointment that is funded, in part or in entirety, through soft funds must follow these additional procedures on the Minerva Appointment Form:

  • Ensure that the end-date on the soft-fund in the FOAPAL section is the end-date on the grant/soft-fund;
  • Assign a new, valid Departmental FOAPAL to begin the day after the initial grant/soft-fund expires; and
  • Select one of the following:
    • Continue to fund the indefinite term appointment using the Department FOAPAL
    • If new soft funding is available, submit a FOAPAL Change appointment form and repeat the steps above; or
    • Terminate the appointment with the required notice (per the CAS Regulations), and fund the indefinite term appointment using the Department FOAPAL until the termination date.

Procedure

  1. The Faculty submits the following required documentation for APO approval:

    Document name

    Template and/or Description

    Recommendation memo

    Memo from Department Chair, outlining length of term, salary, source of salary, and established criteria for promotion. The memo must be approved by the Dean.

    Reappointment Committee's Report

    Based on unit’s established criteria

    AL – Acceptance Letter

    Signed Letter of Offer

    Curriculum Vitae

    Must be current

     

  2. The APO reviews the documentation, and prepares a dossier and draft BOG letter for approval by the Associate Provost (Equity and Academic Policies).

  3. Once the dossier is approved and the BOG letter is signed, APO sends the signed BOG Letter to the staff member by email, and retains a copy in the staff member’s personnel file.

  4. The department must submit the Minerva REAPPOINTMENT form to initiate the reappointment period in Banner.

     

Promotions

These guidelines cover promotion at the following ranks:

  • Faculty Lecturer to Senior Faculty Lecturer;
  • Assistant Professor to Associate Professor; and
  • Associate Professor to Professor.

Timing of Promotion Consideration

Rank

Promotion to

Timeline

Faculty Lecturer*

Senior Faculty Lecturer*

Minimum of six continuous years in the same Faculty as Faculty lecturer, or sooner, on the recommendation of the Department Chair

CAS Assistant Professor

CAS Associate Professor

Minimum of 6 continuous years in the same Faculty as Assistant Professor, or sooner, on the recommendation of the Department Chair

CAS Associate Professor

CAS Full Professor

Minimum of 10 continuous years in the same Faculty as Associate Professor, or sooner, on the recommendation of the Department Chair

*Faculty and Senior Faculty Lecturers may exceptionally be promoted to Assistant Professor according to guidelines set at Faculty-level

 

If a CAS member’s performance is outstanding, the Department Chair may, with the consent of the CAS member, recommend a promotion at any point.

Criteria

Departments must prepare written criteria that provide guidance on the requirements and expectations for promotion.

For promotion to Senior Faculty Lecturer or Associate Professor, units need to clarify:

  • The performance expectations for each academic duty by rank. Superior performance (or equivalent) should be expected for at least one of the two academic duties; andIndicators of performance.

For promotion of CAS Associate Professors to Professor, the requirements are similar to those for promotion of tenure track professors. In particular, very strong performance is expected in all three areas of academic duties. The professor must establish:

  • A record of highly significant contributions in one or more of the areas of:
    • research and/or other original scholarly activities as evidenced by international recognition by peers;
    • professional and/or clinical innovation that has an influence on the practice of the profession, and that is published, publicized or otherwise recognized in a way that makes possible its evaluation by external peers; and/or
    • sustained creative activity as exemplified by external peer and public recognition, appropriate awards and prizes, invited performances, stagings and exhibitions;
    • a record of superior teaching; and
    • Superior contributions to the University and scholarly communities.

Units may use the established criteria for tenure-track staff, with appropriate modifications.

Dossier

CAS who are being considered for promotion must provide the Department Chair with the necessary documentation to support the case for promotion. This dossier shall, minimally, include the candidate’s CV and a record of achievements related to the relevant academic duties. Faculties can specify other requirements for the dossier. Candidates for promotion to Professor must also include a personal statement covering contributions and achievements in all three areas of academic duties.

Procedure

  1. The Faculty submits the following required documentation for APO approval:

    Requirement documents

    Template and/or Description

    Recommendation memo

    Memo from Department Chair, outlining length of term, salary, source of salary, established criteria for promotion. Must be approved/seconded by the Dean.

    Promotion Committee report

    Reappointment or Promotion Committee's report, or other requirements as outlined in the CAS Regulations.

    Curriculum Vitae

    Must be current.

    The APO reviews the documentation and prepares a dossier and draft BOG letter for approval by the Associate Provost (Equity and Academic Policies).

  2. Once the dossier is approved and the BOG letter is signed, APO sends the signed BOG Letter to the staff member by email, and retains a copy in the staff member’s personnel file.

  3. The department must then submit a Minerva appointment form.

    For a single position, the APO does a MAINTAIN to the position code to update the rank. The Department shall issue a SALARY appointment form to apply the salary increase stipulated above.

    For a pooled position, the Department does a TRANSFER to the appointment in Minerva.