Below is a list of important dates in each month. Please have a look to see, if any of these deadlines apply to you. Consult the Collective Agreement for all of the details and the exact language in the referenced articles.

Please do not hesitate to communicate with the Grievance Officer should you have any questions regarding these deadlines or any other articles in the Collective Agreement.

En toute solidarité / in solidarity,

Geneviève Boulet
Grievance Officer

| January | February | March | April | May | June |July |September | October | November | December |

September Deadlines
Date Task Articles
1 Faculty and Lab Instructor members submit their annual report to the Dean.

Librarian members submit their annual report to the University Librarian.

 23.6, 24.6, 49.7
Members of URC, URCL, or URCLI applying for promotion during their tenure on the committee resign from the URC before this date. 20.7.5, 21.7.6, 48B.8.5
Member notifies of her resignation effective 1 January (the President may accept a shorter notice of resignation). 33.1.1
10 Faculty members applying for promotion to Professor, sustained excellence and effectiveness as a teacher, along with members of the Teaching review Committee select 5 possible dates between 15 September and 1 November to conduct the in-class assessments of the member’ teaching. 20.56.7
15 Members applying for reappointment or tenure/permanence update their academic file for evaluation. 20.40.2, 20.44.2, 21.40.2, 21.44.2, 48B.30.2
Grant applications submissions for travel between 1 November and 15 January. Appendix C

October Deadlines
Date Task Articles
1 Faculty members applying for or deferring sabbatical leave for which they are eligible in the upcoming agreement year submit a written application.

(Note to those taking a full-year sabbatical: payment of the research allowance typically occurs at start of the leave. However, you may request payment at a later date, Article 29.1.5. To benefit from tax deductions for sabbatical expenses, these must be incurred in the same taxation year in which you received the sabbatical allowance.)

 29.1.9, 29.1.10
15 Faculty members applying for promotion to Associate Professor or to Professor, Significant Contribution to Academic and/or Professional Discipline, update their academic file for evaluation. 20.47.2, 20.51.5
DRC recommendation for reappointment or tenure is submitted to URC, candidate, Dean 20.40.3, 20.44
Librarian members applying for promotion to Librarian III or Librarian IV update their academic file for evaluation. 21.48.2, 21.52.5
LRC recommendation for reappointment or permanence is submitted to URCL, candidate, dean. 21.40.3, 21.44.3
DCRLI recommendation for reappointment or permanence and promotion

is submitted to URCL, candidate, Dean

 48B.30.3
22 Faculty members applying for reappointment or tenure submit a written response to the DRC recommendation. 20.40.4, 20.44.4
Faculty members applying for promotion to Professor, Significant Contribution to Academic and/or Professional Discipline, submit a written response to the external references. 20.51.6
Librarian members applying for reappointment or permanence submit a written response to the LRC recommendation. 21.40.4, 21.44.4
Librarian members applying for promotion to Librarian IV submit a written response to the external references. 21.52.6
Lab Instructor members applying for reappointment or permanence and promotion submit a written response to the Department’s recommendation. 48B.30.4

November Deadlines
Date Task Articles
1 Members seeking a leave of absence without pay in the following academic year submit a written application to the Dean or University Librarian. 29.8.4
4 Grant application submissions for travel between 16 January and 31 March. Appendix C
14 Faculty and Librarian members applying for reappointment submit a written response to the Dean’s/University Librarian’s recommendation. 20.40.6, 21.40.6
15 Faculty members applying for promotion to Professor, Sustained Excellence and effectiveness as a Teacher, update their academic file for evaluation. 20.56.8
DRC recommendation for promotion to Associate Professor or Professor is submitted to URC, candidate, dean. 20.47.3, 20.51.7
LRC recommendation for promotion to Librarian III or Librarian IV is submitted to URCL, candidate, University Librarian. 21.48.3, 21.52.7
22 Faculty members applying for promotion to Associate Professor or Professor, Significant Contribution to Academic and/or Professional Discipline, submit a written response to the DRC recommendation. 20.47.4, 20.51.8
Faculty members applying for promotion to Professor, Sustained Excellence and effectiveness as a Teacher, submit a written response to the external references. 20.56.9
Librarian members applying for promotion to Librarian III or Librarian IV submit a written response to the LRC recommendation. 21.48.4, 21.52.8

December Deadlines
Date Task Articles
1 Faculty members who intend to claim accumulated course relief in the following academic year submit a written application to the Dean. 23.8
14 Faculty or Librarian members applying for tenure/permanence submit a written response to the Dean’s/University Librarian’s recommendation. 20.44.6, 21.44.6
Lab Instructor members applying for reappointment or permanence and promotion submit a written response to the Dean’s recommendation. 48B.30.6
15 DRC recommendation for promotion to Professor, Sustained Excellence and effectiveness as a Teacher is submitted to URC, candidate, dean. 20.56.10

January Deadlines
Date Task Articles
7 Faculty members applying for promotion to Professor, Sustained Excellence and effectiveness as a Teacher, submit a written response to the DRC recommendation. 20.56.11
15 Grant application submissions for travel between 1 April and 14 June. Appendix C
18 Faculty and Librarian members applying for reappointment provide written notice to send the matter to the UAC. (New: members are reminded of their right to grieve.) 20.40.9, 21.40.9

20.13.2, 21.13.2

February Deadlines
Date Task Articles
1 Member provides written notice of her intent to retire or begin phased-in retirement to her Dean, with a copy to her Chair/Director. 47.21
7 Members applying for promotion to Associate Professor, Professor (both routes), Librarian III, or Librarian IV respond in writing to the Dean or the University Librarian recommendation. 20.47.6, 20.51.10, 20.56.13, 21.48.6, 21.52.10
15 Agreement on members’ individual teaching assignments. 23.4, 49.4
Members who have undertaken academic duties that are not counted as part of their normal teaching load (chits) report to the Dean all such academic duties. 23.7
Last Day Members wishing to defer a sabbatical leave intended to commence 1 July make the request. 29.1.16.1

March Deadlines
Date Task Articles
1 Faculty member notifies her resignation effective 1 July (The president may accept shorter notice of resignation). 33.1.1
8 Members applying for tenure/permanence provide written notice to send the matter to the UAC. (New: members are reminded of their right to grieve.) 20.44.9, 21.44.9,

20.13.2, 21.13.2 48B.30.9, 48B.14.2
31 Faculty members applying for reappointment or tenure for whom there have been significant changes in department curriculum and an increased workload that may have adversely affected their ability to meet the criteria, or in cases in which the member has taken certain types of leaves, submit a written application to the VP academic to defer the application for reappointment or tenure by one year. 20.38.1, 20.38.2, 20.41.1, 20.41.2
Librarian members who are applying for reappointment and permanence and who have experienced an increased workload due to major changes in library organisation or who have taken certain types of leaves. 21.38.1, 21.38.2, 21.41.1, 21.41.2
Members applying for the reimbursement for professional development expenses. 39.2 and sub-articles
Grant application submissions for travel between 15 June and 31 October. Appendix C

April Deadlines
Date Task Articles
1 Faculty members applying for promotion to Associate Professor or Professor (both routes) submit written notice of application to the Chair of the DRC and the Dean. 20.47.1, 20.51.1 20.56.1
Librarian members applying for promotion to Librarian III or IV submit written notice  to the Chair of the LRC and the University Librarian. 21.48.1, 21.52.1
21 All members applying for promotion notify she will send the matter to the UAC.

(New: members are reminded of their right to grieve)

 20.47.9, 20.51.13, 20.56.16, 20.13.2 21.48.9, 21.52.13, 21.13.2
30 DRC sends the mutually agreed upon list of external referees to the Dean, the Alternate Dean, and the Vice-President Academic and Provost. 20.51.1.2, 20.56.1.2
LRC sends the mutually agreed upon list of external referees to the University Librarian, the Alternate Dean, and the Vice-President Academic and Provost. 21.52.1.2

May Deadlines
Date Task Articles
1 A member of the URC, URCL, or URCLI who applies for promotion during her tenure on the committee notifies the Senate Nominations Committee. 20.7.5, 21.7.6, 48B.8.5
Members applying for tenure/permanence before automatic consideration give notice to the DRC and Dean. 20.44.1, 21.44.1
31 The Alternate Dean or appropriate substitute shall confirm the names of the external referees who have agreed to serve. The member and the Chair of DRC shall confirm in writing their satisfaction with the final list 20.51.2, 20.56.3
Librarian members applying for promotion to Librarian IV submit a letter of application to the VP Academic and forward a copy to the Alternate Dean along with the package of materials for external review. 21.52.2

June Deadlines
Date Task Articles
1 Chair and Dean confirm number of FTE faculty members in the department for each Agreement year and advise the VP Academic and Provost of the number. 32.2
15 Faculty members applying for promotion to Professor (both routes) forward their application to the Vice-President Academic and Provost for inclusion in her academic file and forward to the Alternate Dean a package of materials for external review. 20.51.3, 20.56.4
Librarian members applying for promotion to Librarian IV forward their application to the Vice-President Academic and Provost for inclusion in her academic file and forward to the Alternate Dean a package of materials for external review. 21.52.3

July Deadlines
Date Task Articles
1 Members engaging in outside activities shall report to her Dean/University Librarian, copy to her Chair/Director 30.3
Normal retirement date. President may accept an alternative date of retirement 46.1, 47.20
15 Chairs/Directors submit their annual report. 31.1.8, 32.1.8
Last day Members wishing to defer a sabbatical leave intended to commence 1 January make the request. 29.1.16.2

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