Clinical & Adjunct Appointments

Adjunct or Clinical appointees shall be persons with substantial experience in a profession or discipline who are from outside a Department, Division, or Faculty and who agree to contribute to the educational experience of students on a recurring basis through active participation in the academic programs of a Department, Division, or Faculty. 

• The nature and extent of the duties of an Adjunct or Clinical appointment shall be decided by mutual agreement between the academic appointee and the Dean or Head, subject in the latter case to the approval of the Dean. The agreed duties shall be incorporated within the letter of appointment. 
• In exceptional circumstances, a Dean or Head may request the approval of the Dean of Graduate Studies or, when appropriate, the Dean of the School for Architecture, Planning and Landscape for an appropriately qualified Adjunct or Clinical appointee to participate in the supervision of graduate students. 
• Faculties having Adjunct or Clinical appointees shall establish criteria for the assessment of Adjunct or Clinical appointees that maintain the spirit of the criteria for the Rank while maintaining cognizance of the special nature of the form of appointment as well as any expectations spelled out in specific letters of appointment. 
• Duties must be outlined in the Offer of Employment in order that the University and the Candidate share a clear understanding of their overall duties expected under this assignment. When duties are outlined in the offer of employment it alleviates any confusion or discrepancy between parties with regards to the appointees’ duties when their assessments are completed. 
• If the Dean decides to add teaching duties, a separate new term-certain ‘Sessional’ appointment will need to be made in order to remunerate the individual for those duties. If appointing these individuals, use the ‘Template Based Hire’ for Sessional Instructors and remunerate them according to Schedule B of the Collective Agreement. 
• Appointments must comply with the Collective Agreement in regards to first consideration for future teaching appointments. 
• If the appointee holds a regular academic appointment currently at the University of Calgary in another Faculty or Department, please ensure that, at minimum, the Dean the appointees’ home faculty is informed of this contract. It is recommended that the Dean’s office looking to appoint an existing staff member into an adjunct role, contact the primary Dean’s office for a discussion of intent prior to this offer being extended. 

The Dean or equivalent negotiates with the candidate, and a verbal agreement is reached. The faculty or unit generates an Offer of Employment letter created using the faculty templates and completes the AE2 form. The Dean is required to sign both documents. 

Once the appointee has signed and returned the Offer of Employment, the faculty or unit will submit both the letter and AE2 form to hracadem@ucalgary.ca  to process the hire in the system. 

All supporting documents (including CV, 3 letters of reference) must be collected and stored in the Faculty/Department files for audit purposes. 

This job change is used to extend the end date of a clinical or adjunct appointment which has not yet expired. This transaction type allows users to change: 

• End date of the appointment 
• Title change (minimal) 
• Reporting relationship change (reports to position number) 
• Compensation (CSM only)* 

*Please note: The transaction type "Reappointment with Comp" should only be used for appointments that were initially hired with compensation and are continuing with compensation in the Cumming School of Medicine. 

To reappoint a clinical or adjunct appointment which has already expired, please complete the AE2 form and send to hracadem@ucalgary.ca for processing. 

This transaction is anticipated to become available via Job Change Request form in June 2025. 

The transaction type Accounting Change is used when the remuneration for a clinical or adjunct appointment is to be charged to a different funding source. No other details of the appointment may be changed in this transaction. 

The transaction type Reports To Update is used to change the position number to which an employee reports. This update is not required when the incumbent in a position changes. When an incumbent changes, the new incumbent inherits all the reporting relationships associated with that position.  

To determine if a reporting relationship requires an update, review the position number rather than the name. If the position number matches the current reporting relationship, no update is needed. However, if the position number needs to be changed, submit a job change request. 

The transaction type Department Change (non-reorg) is used to update the Department ID where clinical or adjunct appointment resides. An accounting change would also be required to update the funding source of the appointment (if applicable).

The transaction type Title Change is used to update the Business Title of the clinical or adjunct appointment.