Tenure Track Position- PhD Revision date 2012/08/31
Date Personal & Confidential
Dear Dr. xxxxx:
We are pleased to offer you an academic position in the McGill University Department
of____________, (optional: Division of _______________). The general terms of employment
for professorial staff at McGill University are described in the “Regulations Relating to the
Employment of Tenure Track and Tenured Academic Staff” found on Secretariat’s website at
http://www.mcgill.ca/secretariat/policies/academic/ . The following website
(http://www.mcgill.ca/apo/academic-staff/ ) found on the Academic Personnel site provides
further clarification to these Regulations.
Your initial appointment will be as a full-time Assistant / Associate/ Full Professor within the
Department of _______________, (optional: Division of ________________). This is a tenure-track
position and your initial appointment will be for three years and is renewable upon a satisfactory
review. We will undertake a formal review of your progress at the beginning of your third year.
The starting date for your appointment will be _______________________ optional in the case
of recruiting a non-Canadian: or as soon thereafter that you are able to obtain the requisite
immigration clearances. Please note that in accordance with Canadian and Quebec Law, the
above offer is conditional upon your obtaining the appropriate authorization to work from
Citizenship and Immigration Canada, Immigration Quebec and, if applicable, Human Resources
& Skills Development Canada (HRSDC). While McGill University undertakes to assist you with
the formalities, it cannot guarantee a favorable decision from the Immigration authorities. The
Immigration and Relocation Services in Human Resources (514-398-5598) or the Faculty of
Medicine Immigration Coordinator (514-398-5718) can advise you on this procedure.
Optional in the case of recruitment WITH tenure: We will recommend to the Principal, via the
University Tenure Committee for Recruitment (UTCR), that you be hired with tenure. For this
purpose, we are required to submit a completed dossier to the UTCR.
Your assistance in providing documentation will be required.
Optional for PhD recruitments in clinical departments at the MUHC: We will also arrange for you to
be appointed to the McGill University Health Centre as a (Medical Scientist) in the Department of
________________. Your Hospital appointment is conditional upon us receiving the requisite
approval of the Board of Directors, although I do not anticipate any difficulty in obtaining this
approval. As a full-time member in the Department of _____________, you will also become a
member of The Research Institute of the MUHC. As a member of the Research Institute of the
MUHC, you agree to comply with all the Research Institute policies and procedures.
Your primary duties will be to carry out teaching, research, supervise graduate students, and initiate
a successful scholarly career as evidenced by publications, presentations and a teaching program.
The regulations associated with promotion and tenure are outlined in the “Relating to the
Employment of Academic and Librarian Staff”.
Optional in the case of recruitment in tenure track: In order to achieve eventual tenure, you will be
required to participate in classroom teaching within the guidelines of the Department. Currently, we
expect approximately xxxx hours of classroom contact time per year by the time you come up for
tenure consideration. Classroom teaching should be relevant to your research work and may be
conducted in the Department of ___________ or in other departments as is appropriate. You will be
required to maintain a teaching dossier, including evaluations by students and course supervisors, in
accordance with the Faculty’s requirements (http://www.mcgill.ca/medicine-academic/teaching/ ).
Success in obtaining external funding for your research and personal support will be an important
consideration for the renewal of your appointment and eventual tenure.
You may also be required to engage in committee work from time to time to assist in the
administration of (for clinical departments: the Research Institute of the MUHC) and the
Department of _____________. Optional in the case of recruitment in tenure track: It is the
policy of the Department to limit such administrative duties until you achieve tenure to allow you
the time to be successful in your research and teaching.
It is the responsibility of all members of the Faculty to adhere to the Faculty of Medicine “Code of
Conduct” which can be found at the following link: http://www.mcgill.ca/files/medsra/Code_of_Conduct.pdf
As part of our academic performance review process, your performance will be reviewed and
feedback given, on an annual basis by the Chair or Chair’s designate.
Optional if approved for a CRC application: The Faculty of Medicine will recommend that you be
permitted to apply for a Canada Research Chair (Tier 1 or 2). The Canada Research Chair (CRC)
program is a highly prestigious, federally funded initiative designed to attract world-class researchers
to Canadian universities. If your CRC is approved, this will provide part of your external personal
salary support for 5 years (tier 2, or 7 years for tier 1) and is renewable once in the case of tier 2. A
Tier 1 Chair can be renewed indefinitely. You will be required to submit an application for that award
and we will help you prepare it.
Your initial salary will be $xx,000 per year inclusive of any personal support award you obtain.
Optional in the case of recruitment in tenure track or tenured faculty: You will be eligible for
increases in accordance with the salary policy of the University. You will be expected to apply for
external personal support from the C.I.H.R., the F.R.S.Q., and other appropriate funding agencies
(optional: once the CRC support has ended). Please note that some granting agencies such as the
F.R.S.Q. have restrictions on the eligibility requirements related to immigration status. Please
contact the Faculty of Medicine Research and Graduate Studies Office for more information. You
are expected to apply for salary support for as long as you are eligible for such awards even after
you have achieved tenure.
You will be eligible for benefits offered to full-time staff. You may review a summary of these
benefits on this website: http://www.mcgill.ca/hr/bp/benefits.
You will also be required to apply for peer-reviewed operating grant support from these agencies
(optional: but we will provide up to $xxx,000 in operating expenses per year for up to ____ years
until you are able to obtain independent funding. Please note that start-up funds must be spent
within 3 years of appointment or in accordance with the regulations of the Department.Optional for
those approved to apply for a CFl: In addition and to launch your research program, we will sponsor
your application for a Canada Foundation for Innovation (CFI) Leaders Opportunities Award for up to
$______ (40% CFI; 40% Quebec Government; 20% in-kind contributions) total project cost for major
equipment and/or renovations. The budget must first be approved by the Associate Dean for
Research in the Faculty of Medicine to insure that all of the items are eligible for CFI funding. The
budget will require that you secure 20% of the total equipment cost from private sources (mostly or
up to the whole amount as in-kind contributions from equipment vendors). Any portion of the 20%
not covered by in-kind contributions for equipment will have to be paid from the start-up funds.
Optional: In addition, there is a one-time small equipment allotment of $xxx,000 offered by the
Research Institute of the MUHC.
You will be allocated an office and laboratory space of up to xxx square feet located in room
________ of the __ __________ Building.
Optional for those recruited in a tenure track or tenured position: The University has a generous
Relocation Service. The Immigration & Relocation Services Office in HR can advise you on the
procedures relating to this at telephone (514) 398-5610. For full details, please visit the website
http://www.mcgill.ca/apo/academic-staff/new-faculty/relocation-service. (Optional: In addition to
what is offered by the University, the Department undertakes to …..). Other personnel and
administrative policies (eg. expense reimbursements, etc) can be found in the Administrative
Handbook at the following address: http://www.mcgill.ca/adminhandbook/.
Optional for non-Canadians or repatriated Canadians in the FT category: Revenue Quebec
provides a tax exemption measure for new recruits in the areas of science, engineering, finance,
health science and new information and communication technologies (ONLY non-Canadians or
repatriated Canadians considered non-resident by Revenue Quebec). If you are deemed
eligible by Revenue Quebec, this Tax Holiday will allow you to be exempt from provincial tax
deductions on your University salary for five years, according to the guidelines and rates
established by the Quebec Government.
The University will apply on your behalf to the Ministère de l’Éducation, du Loisir et du Sport
(MELS) for an eligibility certificate. Please note that eligibility criteria are being tightly enforced
by the Quebec Government, and McGill University can in no way guarantee that your application
will be successful. Note also that while the issuance of an eligibility certificate by the MELS is
essential for an application for the tax exemption to be considered by the Ministère du Revenue
du Québec, it does not confirm the eligibility of the individual for the tax holiday, as there
are other criteria that must be met. You are advised to visit the MELS website at:
%5Fa.asp to view the full eligibility criteria. Consistent with fiscal policy, only the Ministry of
Revenue is empowered to determine the non-resident status of the applicant and to grant the
Quebec tax exemption. The individual for whom the application is made is responsible for
ensuring that he or she meets all other legal requirements under this tax exemption measure.
We believe that this represents an exciting career opportunity for you in a supportive environment.
We are very enthusiastic to have you join us. This offer will remain in effect until _____(date)____.
Please do not hesitate to contact one of us should you need any additional information or
clarification. We look forward to the prospect of working with you.
The Faculty of Medicine communicates with its faculty members by e-mail addressed to their McGill
e-mail address (email@example.com). This is the official means of communication with
faculty members. Once your appointment has been processed, you will receive e-mail notifications
to your personal e-mail account with instructions on how to access the McGill e-mail account.
We have enclosed several documents that we would ask you to return, duly completed and signed
as appropriate, with your acceptance. Please note that these documents are essential in order to
ensure that the administrative aspects of your appointments do not cause any delay.
Lastly, please note that upon receiving your acceptance we will recommend your appointment to the
Board of Governors. Appointments do not become official until approved by the Board of Governors.
Dr. __________________ Dr. Mara Ludwig, MD
Chair, Department of ____________ Associate Dean, Faculty Affairs
Optional For clinical departments in the MUHC:
Director, The Research Institute
cc: Optional: Division Director
I accept this offer as outline above: __________________________________________