Recruitment

Recruitment Licence

A department may initiate a recruitment with written approval from the Provost and Vice-Principal (Academic). The formal approval for the staffing plan will include the Recruiting Licence to be used for the position.

A new recruitment licence will be issued to replace pre-tenure academic staff, however, a department must nonetheless receive approval from the Provost and Vice-Principal (Academic) prior to advertising the new position. New recruitment licences are not issued to replace retiring academic staff members.

 

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 excellent academic staff who are members 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–stream 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 a tenure-stream position

All tenure-stream 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, or that 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).

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 personnes candidates sont invitées 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. Quiconque pose sa candidature est encouragé à signaler tout congé ayant eu une incidence sur son rendement et pouvant avoir modifié son parcours de carrière. Ces renseignements seront pris en compte aux fins d’évaluation équitable du 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 courriel.

On encourage tous les candidats qualifiés à postuler; veuillez noter que conformément aux exigences de l’immigration canadienne, la priorité sera toutefois accordée aux personnes détenant la citoyenneté canadienne ainsi que le statut de la résidence permanente.

 

 

Advertisements must be publicly posted to the McGill Careers site on Workday, and to the following domains:

  1. One advertisement in University Affairs or the Canadian Association of University Teachers Bulletin;
  2. A letter sent to the department heads of at least ten similar departments in Canada, where possible;
  3. An advertisement in a Canadian professional journal or association website, where possible.

*Note: You must ensure that the posting period on the McGill Careers website is for longer duration than it is on external websites to allow for administration time.

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. 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. The McGill Equity and Immigration Statements are automatically included in the postings on the McGill Career website in Workday, but must still be added to external postings. For support in broadening advertisement venues and ensuring a diverse applicant pool, please contact the tynan.jarrett [at] mcgill.ca (Senior Employment Equity Advisor).

Tenure-Stream Equity Assessment in Workday

The Selection Committee has access to the candidates' equity data in Workday. 

Information from the Applicant equity survey is confidential and may only be used by Selection Committees to ensure adherence to McGill's Employment Equity Policy. Specifically, a Selection Committee Chair may use the information to:

  1. 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;
  2. Verify the composition of the shortlist - all shortlists must contain at least one member of a designated group, and an email including the Workday requisition number must be submitted to the the Senior Employment Equity Advisor to ensure compliance;
  3. Select the candidate – where candidates do not differ in merit, selection 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 selection committee in order to facilitate compliance with equity guidelines; and
  4. Report on the search – approval from the Senior Employment Equity Advisor must be attached to the Workday recruiting business process. 

 

Selection process

Composing a Selection Committee

Each academic unit that is recruiting ranked academic staff should consider the following criteria when composing their Selection Committees:

  • Committee should be comprised of at least 3 tenure stream members
  • Committee Chair should have tenure
  • Dean's representative is mandatory. Consider someone from outside the hiring department. The Dean's representative has a role that must be focused on ensuring equity in the process of recruitment and selection but does not weigh in on the substance of candidates' dossiers.
  • Include members of diverse viewpoints and disciplinary schools
  • Include people from designated groups, but be mindful of heavy administrative workload 
  • All members of the Selection Committee must attend training on equitable recruitment practices. Faculty must refresh their training after three years.

Ranking and Shortlist

Ranking candidates will be done in Workday. Please recall that Selection Committees should not be numerically ranking candidates but should instead be placing them in equivalency classes (e.g. excellent, good, etc.).  All candidates shortlisted for a position should be ranked in the top class in order to be invited to an interview.  

Once a Selection Committee has established its shortlist (and it has been identified in Workday as such), it must confirm that at least one candidate on that list is a member of a designated equity group. This determination is to be made by consulting the candidate recruiting table in Workday. In the event that there are no members of a designated group on the shortlist, the Selection Committee Chair should consider extending or re-setting the search. If the Chair cannot extend or reset the search, they must provide justification about why the search should proceed with a non-compliant shortlist. 

Selection Committee Chairs should send an email notification, including the Workday requisition number, to the tynan.jarrett [at] mcgill.ca (Senior Employment Equity Advisor) as soon as possible after the shortlist is decided and the committee-level equity review is completed. The Senior Employment Equity Advisor will review the documentation and candidates' files provided by the Selection Committee in Workday and will confirm to the Chair that equity requirements have been met, or, request that the shortlist be expanded to include additional candidates.

Where two or more candidates are deemed to be "excellent" at the end of a search process, Selection Committees should apply preferential measures as outlined in the "Act Respecting Equity Access to Employment in Public Bodies."

 

Procedure

Standard Recruitment

Once a candidate has been selected, the hiring department must assemble the Recruitment Dossier. Dossiers are submitted via Workday to the Academic Personnel Office (APO).

  1. The department or Faculty submits a complete dossier with the required documents:

    Standard Recruitment Documentation for obtaining Provost's Approval 

    Document name

    Template and/or Description

    AAR (Application for Approval of Recruitment)

    Application for Approval of Recruitment

    DRL (Dean's Recommendation Letter)

    Letter from the Dean, addressed to the Provost and Vice-Principal (Academic), recommending the candidate, and including:

    • the recruiting licence as per the current Faculty Compact
    • salary, start-up and/or research monies amounts
    • start date
    • rank
    • department
    • description of the position
    • other department (and/or Faculty) if a joint appointment, or if the candidate will be an associate member of another department

    CRL (Chair’s Letter)

    Letter from the Department Chair or Director, addressed to the Dean, in support of the candidate.

    CV (Curriculum Vitae)

    Candidate’s current CV, including records of teaching and supervision, research, service, and other scholarship.

    ADS (Advertisements for the position)

    • Posting titles and dates must be visible
    • Letters or emails to Department Heads of at least 10 similar departments in Canada, where possible.

    RefL 1, 2, 3 (External Letters of Recommendation)

    Letters of Recommendation must be from someone who can attest to the candidates’ academic accomplishments and potential, on official letterhead, and dated within the last year.

    SCR (Selection Committee Report)

    Report from the Selection Committee Chair, addressed to the Department Chair or Director, outlining:

    • total number of applicants
    • names, citizenship, and ranking of each shortlisted candidate
    • justification for top candidate
    • confirmation that the candidate has demonstrated teaching ability
    • confirmation that credentials have been verified
    • explanations as to why short listed candidates were not selected
    • if applicable, a list of all Canadians applicants with an explanation as to why each was not selected

     

    ESLR (Equity Shortlist Review)

    Written confirmation that the Senior Employment Equity Advisor has confirmed that the equity requirements have been met. If the requirements were not initially met, the review will include instructions that the shortlist be sufficiently broadened.

    OL (Letter of Offer for Tenure-Track Staff)

    Must include the Offer Letter generated in Workday, approved by the Chair and/or Dean.

     

  2. Once approved by the Associate Provost (Equity and Academic Policies), the Letter of Offer will be sent directly to the candidate via Workday. A Letter of Offer will be issued to the candidate within 48 hours of receipt of a complete recruitment dossier from the Faculty.  For hires who are neither Canadian citizens nor permanent residents, the offer must be made conditional upon obtaining the requisite work permit and immigration clearance. The start date for all new hires is August 1 or January 1, unless an exception is approved by the Associate Provost (Equity and Academic Policies).

  3. The candidate will accept and return the signed Acceptance letter in Workday. APO will prepare the Official Letter of Appointment (OLA), otherwise known as the Board of Governors (BOG) Letter.

  4. Once signed by the Provost and Vice-Principal Academic, the BOG Letter is automatically sent to the candidate in Workday. The Department Chair, Dean and Academic Affairs partners can view the BOG Letter in Workday.

  5. The department initiates the hire and on-boarding processes in Workday.  

Hiring with Tenure

The procedure for hiring with tenure is the same as that of a standard recruitment, however the dossier requires two additional documents for consideration by the University Tenure Committee for Recruitment. Complete dossiers are submitted via Workday to the Academic Personnel Office (APO).

  1. The department or Faculty submits a complete dossier as outlined in the procedure for a standard recruitment, with the addition of the following required documents:

    Additional Documentation for Recruitment with Tenure 

    Document name

    Template and/or Description

    DRL (Dean’s Recruitment Letter)

     

    This can be exactly the same as the standard Dean’s Letter, without any financial information included.

    RS (Summary Report on Referees)

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

  2. Once approved by the Associate Provost (Equity and Academic Policies), the Letter of Offer will be sent directly to the candidate via Workday. A Letter of Offer will be issued to the candidate within 48 hours of receipt of a complete recruitment dossier from the Faculty. For hires who are neither Canadian citizens nor permanent residents, the offer must be made conditional upon obtaining the requisite work permit and immigration clearance. The start date for all new hires is August 1 or January 1, unless an exception is approved by the Associate Provost (Equity and Academic Policies).

  3. The candidate will accept and return the signed Acceptance letter in Workday. 

    UTCR e-vote and recommendation to Principal

    Once the Offer Letter comes back from the candidate as the signed Acceptance Letter, the dossier can now be put forward for review and voted on by the UTCR. E-votes last for one full week (seven days), and will occur approximately two weeks prior to the next occurring Board of Governor’s meeting.

    The Provost and Vice-Principal (Academic) chairs the UTCR, and recommends the appointment of the candidate (with tenure) to the Principal. The Principal then in turn recommends the appointment to the Board of Governors.

    E-vote timing is dependent on the date the Acceptance Letter is received in the Academic Personnel Office. Deadlines for the current academic year can be found below.

  4. APO will prepare the Official Letter of Appointment (OLA), otherwise known as the Board of Governors (BOG) Letter in Workday. Once signed by the Provost and Vice-Principal Academic, the BOG Letter is automatically sent to the candidate in Workday. The Department Chair, Dean and Academic Affairs partners can view the BOG Letter in Workday.

  5. The department initiates the hire and on-boarding processes in Workday.

Deadlines for Submitting Documents for a UTCR Dossier

The following table will be 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 after a signed Acceptance Letter is received in APO.

UTCR Docs to APO

UTCR E-vote

UTCR Meeting Dates**

BOG/Executive Committee* Meeting Dates

18 Jun 2021

25 Jun - 2 Jul 2021 29 Jun 2021 15 Jul 2021*

30 Jul 2021

5 - 12 Aug 2021 10 Aug 2021 24 Aug 2021*

3 Sept 2021  

10-17 Sep 

15 September 2021 

7 October 2021 

30 Sep 2021 

7-16 oct 

12 October 2021 

28 October 2021* 

18 Nov 2021 

25 Nov – 4 Dec 

30 November 2021 

16 December 2021 

9 Dec 2021 

16 – 23 Dec 

21 December 2021

12 January 2022* 

13 Jan 2022 

20 – 29 Jan 

25 January 2022 

10 February 2022 

26 Feb 2022 

4 – 12 Mar 

9 March 2022

24 March 2022* 

24 Mar 2022 

31 Mar – 9 Ap 

5 April 2022 

21 April 2022 

21 April 2022 

28 Apr – 7 May 

3 May 2022 

19 May 2022 

19 May 2022 

26 May – 2 June 

31 May 2022

16 June 2022* 

16 Jun 2022 

23 June – 2 Jul 

28 June 2022

14 July 2022* 

28 Jun 2022 

4 Jul – 13 Aug 

9 August 2022 

23 August 2022* 

**The UTCR meets only when necessary.

UTCR Members Area

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

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

 

 

 

 

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