The Secretariat is responsible for the administration of the tenure process at Â鶹AV. The Academic Affairs Office coordinates the tenure process in the Faculty of Medicine and Health Sciences and provides related information.
Timetable for tenure process
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For information on your tenure cohort, please refer to the Tenure Cohort Page on the Academic Personnel website.
| DEADLINE | TENURE PROCESS |
|---|---|
| April 15 | Candidates seeking early consideration must notify Departmental Chairs and Deans (7.6.2/3.6) |
|
By May 1 |
Deans shall notify the Secretary-General of the names of ALL candidates, including those who have requested early consideration for tenure (7.7/3.7). |
| By May 1 |
Candidates, Departmental Chairs/LTC Chair (or Deans of faculties without departments) shall agree on list of eight (8) external evaluators (7.17/3.32.1.) Where the candidate holds appointment in two or more departments, the eight proposed external evaluators shall be mutually agreed upon by the Chairs of the relevant departments and the candidate (7.16.2/3.32.2). See List of Proposed External Evaluators Form on the University . |
| By May 1 |
DTC/LTC Chairs shall forward to the chair of the UTC and to the Secretary-General the following documents (7.17/3.32.1, 3.32.7 & 3.32.8): (i) a list of eight proposed external evaluators; (ii) the written justification for the choice of each proposed external evaluator; (iii) the candidate’s current curriculum vitae Suggested CV Format |
| By June 15 |
Candidates shall be informed of the composition of the DTC/LTC and the UTC by the Chair of each committee (7.18.2/3.15). |
| By June 30 |
The UTC shall rank the eight proposed external evaluators in order of preference and the chair of the UTC shall forward a copy of the ranked list to the Secretary-General, with a copy to the candidate and the Chair of the department/LTC (7.17.1/3.32.10). |
|
By September 1 |
The candidate shall submit the internal package and the external package to the Secretary-General in electronic form (7.12.2/3.35). |
|
Early September |
The Secretary-General transmits internal packages to Chairs of DTCs/LTC and UTCs for transmission to committee members (7.12.2/3.35). The Secretary-General requests reports from external evaluators (7.12.2/3.32.12). |
| November 15 |
Deadline for addition of material to dossiers by Chairs of DTCs/LTC (7.15/3.38). Deadline for candidates to submit additional material on research and scholarly activities, with written explanation (7.15/3.39.1). |
| Post November 15 |
Candidates, if requested by Chairs of DTCs/LTC, may add new material to their dossiers but only to address new issues that have arisen during DTCs'/LTC’s consideration of their cases (7.15.1/3.39.2). |
| By November 25 |
Secretary-General shall submit reports from external evaluators to Chairs of DTCs/LTC and UTCs, for transmission to committee members (7.17.6/3.37). |
| By January 25 |
DTCs/LTC shall submit their reports to Secretary-General who shall forthwith transmit copies to candidates and UTCs (7.23.4/3.42). |
|
By April 30 |
Deadline for submission of UTC reports to Secretary-General who shall forthwith transmit copies to the Principal, candidates and Chairs of DTCs/LTC (7.27/3.48). |
| May |
Principal shall communicate decision to candidates (7.29.2/3.50.2 to 7.29.4/3.50.5). |
Tenure Dossiers
Guidelines for the submission of tenure dossiers areÌýavailable on the University Secretariat site.
Instructions and guidelines for preparing a Teaching Portfolio areÌýin theÌýRegulations Relating to Employment of Tenure Track and Tenured Academic Staff.Ìý The teaching portfolio guidelines (Appendices A, B, and C) are found at the end of the Regulations (page 20).
It is recommended that you format your CV according to the Faculty of Medicine and Health Sciences' Suggested_CV Format.
Departmental Tenure Committees
Please consult the Employment of Tenure Track and Tenured Academic Staff, Regulations relating to, Sections 7.18 to 7.20 for details about the Departmental Tenure Committee, DTC Chair and Membership and Section 7.23 for information about the Deliberations of the Departmental Tenure Committee.
See Departmental Tenure Committee Report Form on the University .
Early consideration of tenure
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Every full-time Associate Professor and Full Professor is entitled to one early consideration of tenure at his/her own request. A full-time Assistant Professor may initiate application for promotion and tenure no earlier than the third year of his/her appointment. The department may initiate early tenure consideration at any time.
Any staff member who wishes to initiate early consideration for tenure shall so notify the Chair and Dean in writing no later than April 15 of the year in which the staff member wishes to be considered.
Deferring Tenure Cohorts
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Staff members who have been on an authorized leave of longer than 3 months (e.g. maternity leave, disability leave, leave of absence) PRIOR to their mandatory year of tenure consideration may elect to defer the year of tenure consideration. If so, they must inform the Provost academic.personnel [at] mcgill.ca (subject: Change%20of%20Tenure%20Cohort%20--%20PUT_PERSONS_FULL_NAME_HERE) ((via an email to the Academic Personnel Office)) by June 1st of their year of mandatory tenure consideration. Only two such elections are permitted.
NOTE: All leaves relating to the same event are treated as a single authorized leave (e.g. maternity leave and extended maternity leave taken in relation to the birth of a child).