Processing Academic Records in HRIS

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Processing Academic Records in HRIS

• Sara-Jane Finlay, Director
• Michelle Broderick, Senior Academic Research
  Analyst
• Office of the Vice-Provost, Faculty and Academic
  Life
• July 3rd, 2013

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Topics for Discussion

• Why is accuracy important?
• Understanding Academic Rank
• Academic Administrators
• Research and Study Leaves
• Common Errors

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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?
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Impact of Errors/Incomplete Info

• Verification for faculty HR matters requiring
  Provostial approval
• Research study leaves
• Tenure promotion,
• Retirement emeritus titles
• Grant eligibility (e.g. for status only and
  adjunct faculty)
• 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

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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 (U15DE
  AAUDE) Benchmarks (eg. Performance Indicators
  for Governance)

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Academic Rank Tenured/Tenure Stream
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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
  Association

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Assistant Professor (Conditional)

• Assistant Professor (Conditional) is entry level
  of tenure stream for a faculty member who has not
  yet attained a PhD (or equivalent).
• 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.

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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 recommended?
• 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 strength?
• Successful outcome two year renewal, tenure
  review in terminal year.

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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
  University.
• 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.

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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.

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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.

Professor

• Most senior academic position.
• Appointed with tenure.

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Tenure Stream Faculty in HRIS
Employee subgroup F1 Tenured/Tenure Stream 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, conditional 05 Pre-tenure stream
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Academic Rank Teaching Stream
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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.

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Teaching Stream Faculty

• Senior Lecturer
• Full-time, continuing appointment but unlike
  tenure, can be terminated.

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Teaching Stream Faculty in HRIS
Employee Subgroup F4 Teaching Stream Employee Subgroup F4 Teaching Stream
Rank Tenure Status
71 Lecturer (term appointment) 03 Non tenure stream
81 Senior Lecturer (continuing appointment) 03 Non tenure stream
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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.

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Academic Rank Non-Tenure Stream Professorial
Ranks/CLTA
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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 years.
• Can apply for tenure-stream positions.

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Non-tenure Stream/CLTA Faculty in HRIS
Employee Subgroup F2 Non-Tenure Stream 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.
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Academic Rank Other Academics
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Other AcademicsInstructors

• Only found in the Faculty of Kinesiology
  Physical Education 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
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Other Academics Part-time

• Policy and Procedures on Employment Conditions of
  Part-time Academic Staff
• All ranks/streams with appointments at 75 FTE or
  less.
• Annual contracts. After 3 annual contracts can
  be reviewed for a 3-year contract.
• Tenured faculty and senior lecturers may move to
  part-time.
• Tenure-stream or promotion-stream faculty are not
  eligible for part-time appointment.

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Other Academic AppointmentsStatus-only, Adjunct
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.

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Academic Administrators
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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)

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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
  promotions.
• Maximum of five years, with the possibility of
  one renewal.

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Director of an Academic Centre or Institute (EDU
A or B)

• 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.

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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.

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Vice Dean or Vice Principal

• Established where size and complexity warrants
• Assists in carrying out academic and
  administrative work
• Maximum of five years with the possibility of one
  renewal.

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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
  (non-academic).

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Research and Study Leave
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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.

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Type of Leave Options

• First leaves-
• A. 12 month leave at 82.5 salary after 6 years
  of service.
• Splitting of 12 month leave into two 6 month
  leaves
• B. 6 month leave at 100 salary after 6 years of
  service.
• C. 12 month leave at 90 salary following a
  successful tenure review, promotion to Senior
  Lecturer or promotion to Librarian III.

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Type of Leave Options

• First leaves-
• Option C continued..
• For tenured faculty, the first research and study
  leave following a successful tenure review and
  promotion to associate professor
• For teaching stream faculty, the first research
  and study leave following a successful promotion
  review and promotion to senior lecturer
• For librarians, the first research leave
  following a successful permanent status review
  and promotion to Librarian III.

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Type of Leave Options

• Subsequent leaves-
• A. 12 month leave at 82.5 salary after 6 years
  of service.
• B. 6 month leave at 100 salary after 6 years of
  service.
• C. 6 month leave at 82.5 salary after 3 years of
  service.

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Type of Leave Options

• Split leaves
• Two six month leaves not taken consecutively.
• In this case, the individual's research leave
  clock does not start to calculate service time
  toward a next leave until both halves of the
  current research leave have been completed.
• 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.

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Common Data Entry Errors
Sorry Fenster, but weve discovered that you
were hired because of a computer error.
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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

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Common Data Entry Errors

• Incorrect information that looks incorrect (e.g.
  inconsistencies between employee subgroup, rank
  and tenure status)
• Incorrect information that looks correct
• Hasnt been updated (e.g. an associate professor
  in Psychology with tenure whose highest degree in
  HRIS is listed as a masters degree)