Roles and Responsibilities
The main responsibility for conducting annual tenure reviews lies with the Head of School and the Assistant Professor. If appropriate, the Head of Discipline may be involved. Also, there are certain input required from the Faculty Dean.
Head of School
Year 1 - Probation |
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Setting objectives |
Month 1 |
Within one month of the Assistant Professor’s start date, the Head of School will meet with the Assistant Professor and outline the objectives which the Assistant Professor is required to meet in order to pass their probationary period. The Head of School will ensure that the Assistant Professor agrees to and fully understands these objectives. These objectives will be assessed at each review during the probation period and will form the basis of the decision on whether or not the Assistant Professor successfully passes their probation or their employment with the University ceases. |
Regular reviews |
End of term 1 and 2 |
After the Assistant Professor’s first and second terms, the Head of School will meet with the Assistant Professor and assess how they have settled in and whether or not they are on track to meeting their objectives for the probation period. |
Probation Review Meeting |
Month 9-11 |
After the Assistant Professor has completed nine months’ service, the Head of School will ask them to complete a formal Probation Report. The Head of School will also provide input into this report and will then meet with the Assistant Professor to carry out a final probation review. The final probation review should take place no earlier than nine months and no later than eleven months following the start date. |
Decision |
Month 9-11 |
Based on the review carried out and probation documentation, the Head of School decides whether the Assistant Professor has passed their probation or not. If an Assistant Professor does not meet their objectives and their employment is to be terminated, HR will assist the Head of School with this process. The Assistant Professor should be given one month’s notice (but no later than 11 months following their start date). |
Year 2 - Review by the Head of School |
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Setting objectives |
Beginning of 2nd year in post |
At the beginning of year two, the Head of School will set objectives for the next twelve months for the Assistant Professor and ensure that the Assistant Professor agrees to and understands these objectives. |
Year 2 review meeting |
End of the 2nd year in post |
Towards the end of the twelve months, the Head of School will meet with the Assistant Professor and assess whether the objectives have been met. |
Year 3 - School Review Panel |
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Setting objectives |
Beginning of 3rd year in post |
At the beginning of year three, the Head of School will set objectives for the next twelve months for the Assistant Professor and ensure that the Assistant Professor agrees to and understands these objectives. |
Year 3 Review Meeting |
End of the 3rd year in post |
The Head of School will convene the School Review Panel to carry out the year 3 review and will provide feedback to the Assistant Professor afterwards. |
Year 4 - Final Tenure Review |
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Setting objectives |
Beginning of 4th year in post |
The Head of School will set objectives for the Assistant Professor at the beginning of year four and ensure that the Assistant Professor agrees to and understands to these. |
Year 4 review meeting |
Last term of year 4 in post |
Not later than the Assistant Professor’s last term in year four, the Assistant Professor will complete a Final Tenure Track Review Form which will include input from the Head of School and include the review documents from years one to three. |
Final Tenure Review |
Last term of year 4 in post |
The Head of School will submit the Final Tenure Review form on the Assistant Professor’s behalf to HR for initiation of the final tenure review. The Head of School will submit names of three external referees to be contacted to seek one external report as part of the application. |
At any stage of Tenure Track |
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Feedback |
Following any review meeting |
The Head of School should provide both positive and negative feedback (as appropriate). These review meetings are also an opportunity for the new Assistant Professor to raise any concerns they may have, and the Head of School should encourage a two-way discussion. Feedback is especially important following the School Review Panel in Year 3 of the Assistant Professor's appointment, as it is the last review at the School level before the Final Tenure Review. |
Managing underperformance |
Continuous |
It is essential that any areas requiring improvement which have emerged are highlighted to the Assistant Professor at this meeting and plans should be put in place to address these issues with assistance of the Faculty HR Partner. |
Head of Discipline
In schools that have Disciplines, the Head of Discipline may be asked to support the Head of School in reviewing the staff member’s progress on ongoing basis. As part of their role they may be asked by their Head of School to:
- Assist in setting up objectives in each year of Assistant Professor's appointment,
- Support in conducting the formal Probation Review with the Assistant Professor
- Participate in annual tenure reviews, especially the School Review Panel in Year 3
- Contribute to completing the Head of School report for the Final Tenure Review
- Assist the Head of School in producing names of external referees
Assistant Professor on Tenure Track
Assistant Professor on Tenure Track collaborates with the Head of School and the Head of Discipline where appropriate in completing all steps required by the Tenure Track Procedure in a timely manner. Their main roles and responsibilities are:
- Agreeing objectives with the Head of School (Head of Discipline if appropriate)
- Keeping their RSS profile up-to-date
- Producing Tenure Review Forms at the time of their Annual Reviews
- Attending the 3rd year review by the School Review Panel
- Attending their Final Tenure Review – an interview by the Junior Academic Progression Committee
Dean
The Head of School may consult with the Faculty Dean on a probation review. The Dean also approves lists of external referees’ names for each Assistant Professor in their Faculty who undergo Final Tenure Review. The Faculty Deans are also members of the Junior Academic Progression Committee.
Junior Academic Progression Committee
The role of the Junior Academic Progression Committee (JAPC) is to assess whether an Assistant Professor on Tenure Track meets the criteria of satisfactory performance and achieves threshold in all areas i.e. research and scholarship, teaching, and contribution to College/Discipline/society. The Committee will review complete applications of Assistant Professors due their Final Tenure Review they receive form HR and interview applicants. Following the interview, the Committee will decide should the applicant be offered a permanent position with the University.