Recruiting and Hiring Requiring UTCR Approval

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Required Documents | Timeline -- UTCR Meeting Dates Schedule | Notification | Listing of UTCR Committee Members | UTCR Committee Member Log-In ||

A person holding an academic appointment at another university or scholarly institution may be recruited as Associate Professor or Professor with tenure if so recommended by the University Tenure Committee for Recruitment (UTCR).

UTCR also recommends new appointments of Contract Academic Staff (CAS) at the rank of Professor.

Required Documents The following documents are required for UTCR approval. Please submit these documents via the Academic Recruitment Files Processing CentreStage Platform, and send academic.personnel [at] (Academic Personnel) an advisal email when the file is ready for review.

1 Stage 1, Standard Recruiting Documents, and Provost & Vice-Principal (Academic)'s approval to recruit

2 Memo from the Dean to the Provost & Vice-Principal (Academic)

endorsing Recruitment, listing reasons for the type of recruitment (Associate Professor or Professor with tenure, or CAS at rank of Professor). This document should not contain salary information.

3 A Dossier Consisting of:

(i) the candidate’s curriculum vitae, including a record of the candidate’s research and research funding, scholarship and professional activities and contributions; a record of the candidate’s teaching (including graduate and professional supervision as appropriate); and a record of the candidate’s general contributions to university and scholarly communities;

(ii) written recommendations from appropriate departmental and/or faculty committees, including justification for an appointment with tenure, where relevant. The appropriate departmental/faculty committee can be the hiring/recruitment committee, the DTC or some other committee that the department/faculty puts together for this purpose. At the Faculty level, the recommendation may come from the Dean, in addition to - or instead of - a faculty committee.

(iii) three confidential letters of reference from recognized authorities who are external to the University. The letters of reference can be those used for recruitment, letters obtained for making a recommendation to the CRC, letters obtained for purposes of promotion or tenure at another institution, or letters obtained specifically for UTCR. (Letters should be relatively recent, i.e., dated within the past two years.)
A brief summary of not more than 3 or 4 sentences on each external referee shall be included.

(iv) For candidates who are being considered for tenure at McGill and who do not have tenure (or equivalent) at another academic institution, it is advisable to include in the dossier a detailed statement by the candidate on their research, teaching and other contributions to the scholarly community.

4 CAS Appointments to Full Professor

Dossier Requirements listed in item 3 above may be modified for CAS appointments. Please contact academic.personnel [at] (subject: CAS -UTCR%20Required%20Documents) for assistance.
Timeline -- UTCR Meeting Dates Schedule
Provost & Vice-Principal (Academic)'s Formal Approval Memo (indicating UTCR must be used) Advise Academic Personnel that there will be a dossier submitted to UTCR

UTCR Documents must be received in Academic Personnel by

UTCR e-vote Start Date (results must be returned within one week)

UTCR Meeting Date (if e-vote cannot be used)

Board of Governors/Executive Committee* Meeting Date
Must be obtained in advance of date in column B Two weeks prior to the date in column C 12 September 2018 19-26 September 2018 20 September 2018, 1:30 p.m. 4 October 2018
10 October 2018 17-24 October 2018 20 October 2018, 10:30 a.m. 1 November 2018*
21 November 2018 28 November - 5 December 2018 29 November 2018, 10:30 a.m. 13 December 2018
23 November 2018 30 November - 7 December 2018 6 December 2018, 10:30 a.m. 17 December 2018*
23 January 2019 30 January - 6 February 2019 31 January 2019, 10:30 a.m. 14 February 2019
6 March 2019 13-20 March 2019 14 March 201, 10:30 a.m. 28 March 2019*
3 April 2019 10-17 April 2019 11 April 2019, 10:30 a.m. 25 April 2019
1 May 2019 8-15 May 2019 14 May 2019. 10:30 a.m. 23 May 2019
29 May 2019 5-12 June 2019 6 June 2019, 10:30 a.m. 20 June 2019*
26 June 2019 3-10 July 2019 4 July 2019, 10:30 a.m. 18 July 2019*
5 August 2019 12-19 August 2019 15 August 2019, 10:30 a.m. 27 August 2019*
Notification Deans will be notified of final approval once obtained from the Board of Governors.
Listing of UTCR Committee Members Please visit the University Tenure Committee for Recruitment page on the Senate's website for a list of current UTCR Commitee Members.
UTCR Committee Member User-Login
UTCR Committee Members Log-In Here to access UTCR files via CentreStage.
Please contact the academic.personnel [at] (Academic Personnel Office) by email for more information regarding the UTCR CentreStage platform or UTCR documents.