The Faculty of Medicine and Health Sciences Promotions Committee reviews promotion dossiers twice per year, in the spring (April 15) and in the fall (October 15).
Departments have their own internal deadlines for receiving promotion dossiers and holding promotions committee meetings, generally once or twice per year.
Promotion Process
- Candidates must first inform the Departmental Chair/School Director they are interested in applying for promotion.
Note: Contact your departmental administrator to find out about internal departmental deadlines. For Departmental contact information, please consult the Schools, Departments and Unit website.
- Candidates submit their promotion dossiers to their departments.
- The Departmental Promotions Committee (DPC) evaluates the Promotion Dossier and, for approved promotions, the Chair writes a recommendation letter.
- Departmental Chairs/Directors forward the complete promotion dossier, including their/the committee’s recommendation, to the Academic Affairs Office (AAO) in the Fall prior to October 15th and in the Spring prior to April 15th.
- The Faculty Promotions Committee (FPC) evaluates the Dossier. Candidates will be informed of the FPC recommendation.
- Recommendations are made to the Provost.
- Candidates will receive official approval of their promotion from the Provost.
- Appointment Form will be processed by the Academic Affairs Office (AAO) after the promotion has been approved by the Provost's Office.
Criteria
The three categories of academic duties are: Teaching, Research and Other Contributions. For a complete description of academic duties and promotion criteria, please consult the Academic Promotions Guidelines.
The promotional criteria for use by the Chairs and the Faculty Promotions Committee are as follows:
Faculty Lecturer to Assistant Professor CAS (Clinical/Research/Professional/Teaching) Full-time
• Excellence (generally in teaching) should be demonstrated in one of the three categories of academic duties with reasonable performance in a second;
Faculty Lecturer to Assistant Professor CAS (Clinical/Research/Professional/Teaching) Part-time
• Excellence (generally in teaching) should be demonstrated in one of the three categories of academic duties;
Assistant Professor to Associate Professor CAS (Clinical/Research/Professional/Teaching) Full-time
• Excellence should be demonstrated in two of the three categories of academic duties;
Assistant Professor to Associate Professor CAS (Clinical/Research/Professional/Teaching) Part-time
• Excellence should be demonstrated in one of the three categories of academic duties with reasonable performance in a second.
Dossier Requirements
The Promotion Dossier has 3 components, the candidate's CV, the candidate's Teaching Portfolio and the Departmental Promotions Committee Chair's Recommendation Letter. The complete dossier should not exceed 75 pages.
The Candidate provides their department with:
- Up-to-date curriculum vitae (Suggested CV Format)
- Teaching Portfolio: Appendix A (Extract from the Regulations Relating to Employment of Tenure Track and Tenured Academic Staff on the University Secretariat's website).
Note: Appendix A was updated as of September 1st, 2012. Teaching Portfolios should have a maximum of 10 pages of Appendices, for a total of 20 pages maximum for the Teaching Portfolio.
Dossier Submission to Academic Affairs Office
The Department sends the Chair's Recommendation Letter, the CV and the Teaching Portfolio to the Academic Affairs Office prior to April 15th (Spring) and prior to October 15th (Fall).
The Promotion Dossier components must be submitted as 3 separate PDF documents (and only 3), with the following file names:
Chair’s Recommendation Letter_Lastname
CV_Lastname
Teaching Portfolio_Lastname
It is the candidate’s responsibility to ensure the dossier is appropriately prepared.
Promotion Dossier Checklist:
You should answer yes to all of the below questions before your dossier is submitted to the Faculty Promotions Committee. The committee reviews a very large number of dossiers so it is important that the dossiers are concise and clearly organized.
- Is your dossier less than 75 pages?
- Does your Teaching Portfolio only have 10 pages of Appendices? (Teaching Portfolio maximum of 20 pages)
- Are your PDF files named as requested?
Frequently Asked Questions from Candidates
How long does it take to get promoted to Assistant Professor or Associate Professor?
- Generally you will receive official confirmation of your promotion (from the Academic Personnel Office) within 4-6 months from when the Faculty received your dossier from the department. Please note that winter or summer holidays may slightly delay this timeline.
Note: If the Faculty Promotions Committee has deferred recommending promotion, you will receive a communication from the Vice-Dean, Faculty Affairs, within a month of the Faculty Promotions Committee meeting.
Do candidates need the electronic online teaching activities report?
- No, this is no longer a part of the promotion dossier documents. It should not be submitted.