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ACADTRAIN Sept 2011 Powered By Docstoc
					     Processing Academic
       Records in HRIS

              Sara-Jane Finlay, Director
Michelle Broderick, Senior Academic Research Analyst

  Office of the Vice-Provost, Faculty and Academic Life
                     September 2011
Topics for Discussion
   Why is accuracy important?
   Understanding Academic Rank
   Academic Administrators
   Research and Study Leaves
   Common Errors
Why is accuracy important?
 Internal analyses on salaries, education, faculty
  counts, etc. for the President, Provost, Vice-Provost
  Faculty and Academic Life and Vice President
  Human Resources and Equity

                         What do you mean you
                         can't tell me how many
                         tenure-stream faculty
                         we have?
Impact of Errors/Incomplete Info
  Verification for faculty HR matters requiring Provostial
    • Research & study leaves
    • Tenure & promotion,
    • Retirement & emeritus titles
    • Grant eligibility (e.g. for status only and adjunct
    • SGS status
  Identification of cohorts for workshops and professional
   development programs (for new and mid-career faculty,
   academic administrators)
  Internal requests for data on academics from UTFA
Impact of Errors/Incomplete Info
 External reporting on academic data:-
  • National & Provincial Governments and Lobby
    Groups -- AUCC & COU -- (eg. Statistics Canada
    FT Faculty Salary Survey)
  • National & International Data Exchanges (G13DE
    & AAUDE) – Benchmarks (eg. Performance
    Indicators for Governance)
Academic Rank:
Tenured/Tenure Stream
Academic Rank:
Tenured/Tenure Stream
 Ranks:-
   Assistant Professor (Conditional)
   Assistant Professor
   Associate Professor (without Tenure)
   Associate Professor (with Tenure)
   Professor
 Policy and Procedures on Academic Appointments
 Memorandum of Agreement between the University
  of Toronto and the University of Toronto Faculty
Assistant Professor
 Assistant Professor (Conditional) is entry
  level of tenure stream for a faculty member
  who has not yet attained a PhD (or
  Contract of 1 year usually
  Successful completion of doctoral program/
   professional work becomes eligible for
   appointment at rank of Assistant Professor.
  No more than six years.
Assistant Professor
 Three year contract
 Performance review – ‘Third Year Review’ – no
  earlier than 1st May of 2nd year of contract.
   Has the appointee's performance been sufficiently
    satisfactory for a second probationary appointment to be
   If reappointment is recommended, what counseling
    should be given to the appointee to assist him or her to
    improve areas of weakness and maintain areas of
 Successful outcome – two year renewal, tenure
  review in terminal year.
Assistant Professor
 Tenure:-
    Tenure, as understood herein, is the holding by a member of the
     professorial staff of the University of a continuing full-time
     appointment which the University has relinquished the freedom to
     terminate before the normal age of retirement except for cause and
     under the conditions specified in Sections 27 and 28 below.
    Tenure provides a necessary safeguard for free enquiry and
     discussion, the exercise of critical capacities, honest judgment, and
     independent criticism of matters both outside and within the
    Tenure entails acceptance by a member of the University of the
     obligation to perform conscientiously his or her functions as a teacher
     and a scholar.
    Tenure shall be granted only by a definite act, under stipulated
     conditions on the basis of merit.
Assistant Professor
 Tenure review
   In 5th year of employment unless a different time period is
    established at time of hire.
   Stopping the tenure clock – maternity or for reasons of
    severe personal circumstances.
   If tenure is awarded, they are promoted to Associate
    Professor and given a continuing, full-time appointment.
   If tenure is denied, faculty may appeal. Annual contracts
    are awarded for a maximum of two years.
Associate Professor
 More senior academic position.
 Considered for tenure either at time of appointment
  or following a three-year contract.
 Can be considered for tenure earlier.

  Most senior academic position.
  Appointed with tenure.
Tenure Stream Faculty in HRIS
 Employee subgroup = F1 Tenured/Tenure Stream

          Rank                   Tenure Status

10 – Professor              01 – Tenured

20 – Associate Professor    01 – Tenured
                            02 – Tenure Stream
30 – Assistant Professor    02 – Tenure stream

38 – Assistant Professor,   05 – Pre-tenure stream
Emeritus or Emerita Status
 Policy on Emeritus / Emerita Status
   Effective July 1, 2009
   “The appointment to the rank of Professor Emeritus,
    Associate Professor Emeritus, Senior Lecturer Emeritus
    and Librarian Emeritus will be given to Professors,
    Associate Professors, Senior Lecturers and Librarians
    who have retired.”
   “An individual appointed to these ranks may elect to have
    the title”
   Grant eligibility, SGS status, exemption from CUPE 3902,
    Unit 3.
Academic Rank:
Teaching Stream
Teaching Stream Faculty
 Lecturer
   Yearly contracts, although can be offered appointment up
    to 3 years.
   Cannot serve at this rank for more than 5 years.
   Review occurs in 5th year and recommendation is made to
    promote to Senior Lecturer.
   Negative recommendation results in no further contracts.
   Assessed on teaching effectiveness and pedagogical/
    professional development related to teaching.
Teaching Stream Faculty
 Senior Lecturer
   Full-time, continuing appointment but unlike tenure, can
    be terminated.

    Employee Subgroup = F4 Teaching Stream
           Rank                Tenure Status
71 – Lecturer (term      03 – Non tenure stream
81 – Senior Lecturer     03 – Non tenure stream
(continuing appointment)
Non-tenure Stream/CLTA
 Contractually Limited Term Agreement
 Can be appointed at all ranks.
 Contracts can be annual or for up to three years, but no more than five
 Can apply for tenure-stream positions.

   Employee Subgroup = F2 Non-Tenure Stream
           Rank                Tenure Status
10 – Professor           03 – Non tenure stream
20 – Associate Professor 03 – Non tenure stream
30 – Assistant Professor 03 – Non tenure stream
38 – Assist Prof (Cond)  03 – Non tenure stream.
Academic Rank:
Other Academics
Other Academics:
Clinical appointments
 Clinical appointments are only found in the Faculty of
 Policy on Clinical Faculty – medic with a practice plan

          Employee Subgroup = F3 Other Academics

  40 – Lecturer (Medicine – Status Only)     03 – non-tenure stream

  50 – Instructor (Medicine – Status Only)   03 – non-tenure stream
Other Academics:
Clinical-like appointments
 Found in the Health Sciences faculties
 Health practitioners with quasi-clinical appointments

          Employee Subgroup = F3 Other Academics

  60 – Clinical Associate/Assistant   03 – non-tenure stream
Other Academics:
 Only found in the Faculty of Physical Education and Health
  and the Institute of Child Studies

          Employee Subgroup = F3 Other Academics

  51 – Senior Athletics Instructor         03 – non-tenure stream

  52 – Athletics Instructor                03 – non-tenure stream

  53 – Inst. of Child Studies Instructor   03 – non-tenure stream
Other Academic Appointments
 Status-only, Adjunct and Visiting Faculty
    Status-only – non-salaried, full-time academic employment elsewhere
     (e.g. affiliated hospitals & research institutions)
    Adjunct Faculty – employed elsewhere in a position that is not
     academic in nature but who have special skills or learning of value to
     division (e.g. industrial or governmental laboratory or professional of
     recognized eminence – creative writer, judge, actuary, artist).
     Reserved for distinguished individuals who can contribute expertise.
       • Adjunct Professor/Adjunct Lecturer
    Visiting Professors – hold continuing appointments at home institution
     and contribute to teaching/research activities of division. May receive
     honoraria or expenses. If offered annual appointments of .25 to .75
     FTE they must be appointed as part-time faculty. If offered full-time
     salaried appointment – CLTA.
Academic Rank:
Academic Administrators
Academic Administrators
 Policy on Appointment of Academic Administrators
 Academic Administrators include:-
   Chairs of Departments, Directors of an Academic Centre
    or Institute (not program director); Deans of Faculties,
    Principals of Schools or Colleges, Vice-Deans, Vice-
    Principal, Associate Dean
 All qualify for administrative leave after a minimum
  term of service (varies by position, see policy)
Departmental Chairs
 Chief executive officer of a department
 Reports directly to the Dean
 Responsible for overall direction of the department
  and for budget and administrative decisions.
 Makes recommendations for appointments and
 Maximum of five years, with the possibility of one
Director of an Academic Centre or
 Chief executive officer of Centre or Institute
 Reports directly to the Dean
 Responsible for overall direction, budget,
  recommendations for appointment/promotion,
  management of Centre and implementation of
  University policy.
 May recommend the appointment of an Associate
  Director if necessary
 Maximum term of five years, with one renewal.
Dean of Faculty/School or Principal
of College
 Chief executive office reports directly to Vice-
  President and Provost.
 Responsibility for overall direction, budget,
  appointments & promotions.
 Deans at UTM or UTSC report to the Vice-
  President and Provost.
 Maximum of 7 years with the possibility of
  one renewal up to a maximum of 5 years.
Vice Dean or Vice Principal
 Established where size and complexity
 Assists in carrying out academic and
  administrative work
 Maximum of five years with the possibility of
  one renewal.
Associate Dean
 Assists in carrying out the academic and
  administrative work of the division.
 Usually focused on a specific area (e.g. graduate
  studies, etc).
 Smaller administrative load than for Vice-Deans
 5 years, with the possibility of one renewal

 Assistant Dean or Assistant Principal are strictly
  administrative staff roles.
Research and Study Leave
Research and Study Leave
 Memorandum of Agreement – Article 4
 Who is eligible?
   Librarians, teaching-stream, and tenure-stream faculty on
    a 50% or greater appointment who have accumulated the
    appropriate number of years of continuous service (time
    spent on leave is not counted when calculating service
    time; see Article 4 of MOA). Holder of prestigious
    fellowships are allowed up to 2 years credit towards
    service time.
Research and Study Leave
    Types of Leave options
        12 month leave, paid at 82.5% salary – faculty member must
         have accumulated 6 years of service. This type of leave can
         be split and taken in two academic years.
        6 month leave, paid at 100% salary – faculty member must
         have accumulated 6 years of service.
        6 month leave paid at 82.5% salary – faculty member must
         have accumulated 3 year of service. This leave option is only
         available subsequent to a faculty member’s first leave taken as
         either of the options above.
    Spreading Base Salary
        Faculty who take a 12 month leave at 82.5% salary may elect
         to receive 91.25% of salary spread over 24 months.
Common Data Entry Errors

 “Sorry Fenster, but we’ve discovered that you were hired
 because of a computer error.”
Common Data Entry Errors:
 Missing information/Not updated information
  •   Education data
  •   Employee Subgroup
  •   Rank data
  •   Tenure status data
  •   Gender/Sex – avoid using TBD
  •   FTE
  •   Visa status
Common Data Entry Errors
 Incorrect information that looks incorrect (e.g.
  inconsistencies between employee subgroup,
  rank and tenure status)

 Incorrect information that looks correct
  • Hasn’t been updated (e.g. an associate professor
    in Psychology with tenure whose highest degree
    in HRIS is listed as a masters degree)

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