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.
Kelly Resmer: [email protected]
September Deadlines
| Date | Task | Articles |
| 1 Sept | Faculty and Lab Instructor members submit their annual report to the Dean. | 23.6
50.7 |
| 1 Sept | Librarian members submit their annual report to the University Librarian | 24.6 |
| 1 Sept | Members of URC, URCL, or URCLI applying for promotion during their tenure on the committee resign from the committee before this date | 20.7.5
21.7.6 49.8.5 |
| 1 Sept | Member notifies of resignation effective 1 January (the President may accept a shorter notice of resignation) | |
| 10-Sept | 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. | 20.49.3
20.57.7 |
| 15-Sept | Members applying for reappointment or tenure/permanence update their academic file for evaluation. | 20.41.2
20.45.2 21.44.2 49.31.2 |
October Deadlines
| Date | Task | Articles |
| 1 Oct | 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. | 29.1.8
29.1.9 |
| 15 Oct | 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. | 20.48.2
20.52.5 |
| 15 Oct | DRC recommendation for reappointment or tenure is submitted to URC, candidate, Dean | 20.41.3
20.45.3 |
| 15 Oct | Librarian members applying for promotion to Librarian III or Librarian IV update their academic file for evaluation. | 21.47.2
21.51.5 |
| 15 Oct | LRC recommendation for reappointment or permanence is submitted to URCL, candidate, dean | 21.40.3
21.44.3 |
| 15 Oct | DCRLI recommendation for reappointment or permanence and promotion is submitted to URCL, candidate, Dean | 49.31.3 |
| 22 Oct | Faculty members applying for reappointment or tenure submit a written response to the DRC recommendation. | 20.41.4
20.45.4 |
| 22 Oct | Faculty members applying for promotion to Professor, Significant Contribution to Academic and/or Professional Discipline, submit a written response to the external references. | 20.52.6 |
| 22 Oct | Librarian members applying for reappointment or permanence submit a written response to the LRC recommendation. | 21.40.4
21.44.4 |
| 22 Oct | Librarian members applying for promotion to Librarian IV submit a written response to the external references. | 21.51.6 |
| 22 Oct | Lab Instructor members applying for reappointment or permanence and promotion submit a written response to the Department’s recommendation | 49.31.4 |
November Deadlines
| Date | Task | Articles |
| 1 Nov | 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 |
| 14 Nov | Faculty and Librarian members applying for reappointment submit a written response to the Dean’s/University Librarian’s recommendation | 20.41.6
21.40.6 |
| 15 Nov | Faculty members applying for promotion to Professor, Sustained Excellence and effectiveness as a Teacher, update their academic file for evaluation | 20.57.8 |
| 15 Nov | DRC recommendation for promotion to Associate Professor or Professor is submitted to URC, candidate, dean | 20.48.3
20.52.7 |
| 15 Nov | LRC recommendation for promotion to Librarian III or Librarian IV is submitted to URCL, candidate, University Librarian | 21.47.3
21.51.7 |
| 22 Nov | 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. | 20.48.4
20.52.8 |
| 22 Nov | Faculty members applying for promotion to Professor, Sustained Excellence and effectiveness as a Teacher, submit a written response to the external references. | 20.57.9 |
| 22 Nov | Librarian members applying for promotion to Librarian III or Librarian IV submit a written response to the LRC recommendation. | 21.51.8 |
December Deadlines
| Date | Task | Articles |
| 1 Dec | Faculty members who intend to claim accumulated course relief in the following academic year submit a written application to the Dean | 23.8 |
| 14 Dec | Faculty or Librarian members applying for tenure/permanence submit a written response to the Dean’s/University Librarian’s recommendation. | 20.45.6
21.44.6 |
| 14 Dec | Lab Instructor members applying for reappointment or permanence and promotion submit a written response to the Dean’s recommendation. | 49.31.6 |
| 15 Dec | DRC recommendation for promotion to Professor, Sustained Excellence and effectiveness as a Teacher is submitted to URC, candidate, dean. | 20.49.3
20.57.10 |
January Deadlines
| Date | Task | Articles |
| 7 Jan | Faculty members applying for promotion to Professor, Sustained Excellence and effectiveness as a Teacher, submit a written response to the DRC recommendation. | 20.57.11 |
| 18 Jan | Faculty and Librarian members applying for reappointment provide written notice to send the matter to the UAC. Members are reminded of their right to grieve, please contact the grievance officer. | 20.41.9
21.40.9 |
February Deadlines
| Date | Task | Articles |
| 1 Feb | Members provide written notice of their intent to retire or begin phased-in retirement to the members’ Dean, with a copy to their Chair/Director | 47.21 |
| 1 Feb | Members wishing to defer an approved sabbatical leave intended to commence 1 July make the request | 29.1.15.1 |
| 7 Feb | 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. | 20.48.6
20.52.10 20.57.13 21.47.6 21.51.10 |
| 15 Feb | Agreement on members’ individual teaching assignments. | 23.4
50.4 |
| 15 Feb | 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 |
March Deadlines
| Date | Task | Articles |
| 1 March | Faculty member notifies about resignation effective 1 July (The president may accept shorter notice of resignation) | 33.1 |
| 8 March | Members applying for tenure/permanence provide written notice to send the matter to the UAC. Members are reminded of their right to grieve, contact the grievance officer. | 20.45.9
21.44.9 49.31.9 |
| 31 March | 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. | 20.39.1
20.41.1 |
| 31 Mar | 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
21.41.1 |
| 31 Mar | Members applying for the reimbursement for professional development expenses. | 39.2 |
April Deadlines
| Date | Task | Articles |
| 1 April | 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. | 20.48.1
20.52.1 20.57.1 |
| 1 April | Librarian members applying for promotion to Librarian III or IV submit written notice to the Chair of the LRC and the University Librarian | 21.47.1
21.51.1 |
| 21 April | All members applying for promotion notify they will send the matter to the UAC. Members are reminded of their right to grieve, please contact the grievance officer. | 20.48.9
20.52.13 20.57.16 21.47.9 21.51.13 |
| 30 April | DRC sends the mutually agreed upon list of external referees to the Dean, the Alternate Dean, and the Vice-President Academic and Provost | 20.52.1.2
20.57.1.2 |
| 30 April | LRC sends the mutually agreed upon list of external referees to the University Librarian, the Alternate Dean, and the Vice-President Academic and Provost | 21.51.1.2 |
May Deadlines
| Date | Task | Articles |
| 1 May | Members of the URC, URCL, or URCLI who apply for promotion during their tenure on the committee notifies the Senate Nominations Committee. | 20.7.5
21.7.6 49.8.5 |
| 1 May | Members applying for tenure/permanence before automatic consideration give notice to the DRC and Dean. | 20.45.1
21.44.1.1 |
| 31 May | 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 | 20.52.2
20.57.3 |
| 31 May | 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 | 21.51.2 |
June Deadlines
| Date | Task | Articles |
| 1 June | 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 June | Faculty members applying for promotion to Professor (both routes) forward their application to the Vice-President Academic and Provost for inclusion in candidate’s academic file and forward to the Alternate Dean a package of materials for external review. | 20.52.3
20.57.4 |
| 15 June | Librarian members applying for promotion to Librarian IV forward their application to the Vice-President Academic and Provost for inclusion in candidate’s academic file and forward to the Alternate Dean a package of materials for external review | 21.51.3 |
July Deadlines
| Date | Task | Articles |
| 1 July | Members engaging in outside activities shall report to their Dean/University Librarian, copy to their Chair/Director | 30.3 |
| 1 July | Normal retirement date. President may accept an alternative date of retirement | 47.20 |
| 15 July | Chairs/Directors submit their annual report. | 31.10.16
31.11.16 |
August Deadlines
| Date | Task | Articles |
| 1 Aug | Members wishing to defer an approved sabbatical leave intended to commence 1 January make the request. | 29.1.15 |