Handbook for Academic Staff in Information Resources

Handbook for Academic Staff in Information Resources
6^th Edition

SECTION 8: ASSESSMENT AND PROMOTION

8.1   Performance Review and Assessment
8.2   Recommendation for Merit Increment and Promotion
8.3   Appeals to the Information Resources Promotions Committee
8.4   Information Resources Promotions Committee
8.5   Promotions
8.6   Reassignment of Duties and Responsibilities

NOTE: The policies and procedures regarding assessment and promotions are stated in Section 6 of Procedures Pertaining to Appointment, Promotion and Tenure of Academic Staff (APT) and in the Manual of Policies and Procedures for the Annual Assessment of Academic Staff (Salary Increments and Promotions) (GPC) distributed annually. Additional procedures specific to Information Resources are as follows.
(94.06.24)

8.1 PERFORMANCE REVIEW AND ASSESSMENT

8.1.1 All those in a supervisory position have the responsibility of conferring on a continuing basis with the academic staff members under their direction regarding performance. At these conferences, the participants shall discuss the appointee's objectives and goals, as well as Information Resources expectations, progress towards them, and any problems which may have arisen. These conferences shall form an integral part of the interaction between appointees and their supervisors and should contribute to the professional development of the individual. An appointee has the right to request a conference at a mutually convenient time. An appointee also has the right to request a written evaluation from the Principal Evaluator at any time. Principal Evaluators should inform the appointee of these rights.
(95.03.31)

8.1.2 The status and performance of each academic staff member, other than those who report directly to the Director of Information Resources, shall be reviewed in an annual meeting with the appropriate Principal Evaluator. The status and performance of those who report directly to the Director shall be reviewed annually by the Director.
(95.03.31)

8.1.3 The assessment of performance shall be based on the criteria outlined in Section 4, as well as on the appointee's Academic Annual Report to the President. The appointee shall submit two (2) copies of the Academic Annual Report to the Director of Information Resources and one (1) copy to the Principal Evaluator.
(01.04.20)

8.1.4 A written assessment, along with the recommendation for increment and promotion shall be prepared by the Principal Evaluator. It is their responsibility to ensure that this assessment takes into account the views of all persons who had responsibility for supervising the work of the appointee during the year. The assessment shall be signed by the Principal Evaluator and the appointee, then sent to the Director.
(95.03.31)

8.1.5 The signature of the academic staff member does not indicate agreement with the written assessment, but only that it has been read and discussed with the Principal Evaluator. Each academic staff member shall receive a copy of this written assessment.
(95.03.31)

8.1.6 If the appointee disagrees with the assessment, the appointee may file an appeal according to regular procedures (see section 8.3), or submit a memorandum outlining objections and providing additional relevant information to the Director. This memorandum shall become part of the appointee's file. The Director shall meet and discuss this matter with the appointee. A written summary of the discussion shall be prepared by the Director and a copy shall be sent to the appointee. This written summary shall become part of the appointee's file.
(01.04.20)

8.2 RECOMMENDATION FOR MERIT INCREMENT AND PROMOTION

8.2.1 The Principal Evaluator shall forward the recommendation for increment and promotion to the Information Resources Promotions Committee sending a copy to the appointee concerned, as early as possible, but at least seven days before the annual meeting of the Committee.
(03.12.12)

8.2.2 The recommendation shall be supported by the written assessment, the annual report of the appointee, and any correspondence relating to the assessment and recommendation. No anonymous material will be accepted for inclusion in the candidate's file.
(95.03.31)

8.2.3 It is the duty of the Director to notify an academic staff member promptly if an award of a zero increment is being recommended to the Information Resources Promotions Committee. The Vice- President (Academic) shall also be notified in writing before the meeting of the Information Resources Promotions Committee. The Information Resources Promotions Committee shall pay particular attention to such a recommendation.
(03.12.12)

8.3 APPEALS TO THE INFORMATION RESOURCES PROMOTIONS COMMITTEE

8.3.1 Any appointee may appeal the recommendation of the Principal Evaluator (see APT section 6.6.4). Such an appeal and the grounds thereof shall be forwarded in writing to the Director of Information Resources as Chair of the Information Resources Promotions Committee by the prescribed date contained in the Memo to all Academic Staff in Information Resources from the Director Re: Annual Assessment (Increments and Promotion) (issued annually) (see Important Documentation).
(03.12.12)

8.4 INFORMATION RESOURCES PROMOTIONS COMMITTEE

8.4.1 Terms of Reference

8.4.1.1 The Information Resources Promotions Committee functions as an advisory committee to the Director of Information Resources in the annual review of recommendations for increment for appointees, except the Director and those appointees reporting to the Director.
(03.12.12)

8.4.1.2 The status of those appointees reporting to the Director is reviewed annually by the General Promotions Committee.
(95.03.31)

8.4.1.3 At the discretion of the Director, recommendations for increment for appointees reporting to the Director may be referred to the Committee for advice.
(80.05.30)

8.4.1.4 All recommendations for promotion of any academic staff member in Information Resources must be made to the Information Resources Promotions Committee, which shall recommend to the General Promotions Committee, which, in turn, shall recommend to the President.
(03.12.12)

8.4.2 Composition

8.4.2.1 The Information Resources Promotions Committee is an Advisory Committee to the Director of Information Resources and shall be composed of the following members:

a) The Director of Information Resources (Chair - voting only to break a tie)
(04.02.26)

b) All Principal Evaluators (voting) as set out in the Memo to all Academic Staff in Information Resources from the Director Re: Annual Assessment (Increments and Promotion) (issued annually) (see Important Documentation)
(01.04.20)

c) One member appointed by the Faculty Association (non-voting)

d) One or more members of the continuing academic staff chosen by the Director of Information Resources from the members of the Selection, Promotions and Appointment Review Committee (SPARC) (voting) (see section A 6.3)
(01.04.20)

e) One student member chosen by the Director. The Director may make a request to the VP(A) of the Students' Union Executive or to the President of the Graduate Students' Association for suitable student candidates. (voting)
(03.11.28)

8.4.2.2 Both genders shall be included among the voting academic staff members on the Committee.
(04.02.26)

8.4.2.3 Presentations affecting a member of the Information Resources Promotions Committee will be deferred until discussion of all other cases. A Committee member shall be absent from the Committee during the discussion of that individual's case.
(03.12.12)

8.4.3 Procedures

8.4.3.1 The Committee shall receive documentation consisting of the recommendation by the Principal Evaluator, the written assessment, the annual report prepared by the appointee, and any written appeal or record. The Committee members shall have convenient access to this documentation not less than seven days prior to the annual meeting of the Information Resources Promotions Committee.
(95.03.31)

8.4.3.2 Recommendations from this committee, concerning merit increments and promotion, can be modified by the Director, who will then process the recommendations in the established fashion to the General Promotions Committee. If the Director modifies the recommendation of the Information Resources Promotions Committee, the Director shall so advise the General Promotions Committee, the Information Resources Promotions Committee, the Principal Evaluator, and the appointee, and give reasons for such action in writing (see APT section 6.4.18).
(03.12.12)

8.4.3.3 At least one week before the deadline to appeal to the General Promotions Committee, the Director shall also inform each appointee in writing, giving reasons, of the recommendation being carried forward and of the appointee's right to appeal. The Director shall also advise as per APT section 6.4.18. If the recommendation is less favourable than that proposed by the Principal Evaluator, reasons shall be stated in writing to the appointee.
(01.04.20)

8.5 PROMOTIONS

8.5.1 An academic staff member may be considered, upon written application, for promotion to a higher rank at any time during the staff member's progress through the salary scales, regardless of whether the individual has reached the top of the scale for a particular rank. If the academic staff member chooses not to apply for promotion upon reaching the top of a particular rank, s/he shall continue to be evaluated at that rank, receiving performance assessments and shadow increments.
(97.09.26)

8.5.2 Whenever an academic staff member has reached the top of the salary scale for a particular rank and is not recommended for promotion, the Principal Evaluator shall present the reasons for the decision as part of the recommendation to the Information Resources Promotions Committee.
(03.12.12)

8.5.3 All recommendations pertaining to promotion must be recommended by the Principal Evaluator to the Information Resources Promotions Committee which will recommend to the General Promotions Committee which, in turn, will recommend to the President. All academic staff shall be informed, in writing, of the nature of the recommendations being carried forward by the Principal Evaluator to the appropriate committee.
(03.12.12)

8.5.4 Promotions shall normally take effect on July 1.
(80.05.30)

8.6 REASSIGNMENT OF DUTIES AND RESPONSIBILITIES

8.6.1 The Director of Information Resources may make such substantive change of assignment of academic staff members as the Director considers necessary for the effective and efficient operation of Information Resources, after the fullest consultation with the principal parties involved. Opportunities for major changes in responsibility shall be publicized to all academic staff in Information Resources, with a view to internal competition where deemed appropriate by the Director.
(94.06.24)

8.6.2 Such changes shall not reduce an individual's rank, position within rank, or salary.
(80.05.30)

8.1	PERFORMANCE REVIEW AND ASSESSMENT

8.1.1	All those in a supervisory position have the responsibility of conferring on a continuing basis with the academic staff members under their direction regarding performance. At these conferences, the participants shall discuss the appointee's objectives and goals, as well as Information Resources expectations, progress towards them, and any problems which may have arisen. These conferences shall form an integral part of the interaction between appointees and their supervisors and should contribute to the professional development of the individual. An appointee has the right to request a conference at a mutually convenient time. An appointee also has the right to request a written evaluation from the Principal Evaluator at any time. Principal Evaluators should inform the appointee of these rights. (95.03.31)

8.1.2	The status and performance of each academic staff member, other than those who report directly to the Director of Information Resources, shall be reviewed in an annual meeting with the appropriate Principal Evaluator. The status and performance of those who report directly to the Director shall be reviewed annually by the Director. (95.03.31)

8.1.3	The assessment of performance shall be based on the criteria outlined in Section 4, as well as on the appointee's Academic Annual Report to the President. The appointee shall submit two (2) copies of the Academic Annual Report to the Director of Information Resources and one (1) copy to the Principal Evaluator. (01.04.20)

8.1.4	A written assessment, along with the recommendation for increment and promotion shall be prepared by the Principal Evaluator. It is their responsibility to ensure that this assessment takes into account the views of all persons who had responsibility for supervising the work of the appointee during the year. The assessment shall be signed by the Principal Evaluator and the appointee, then sent to the Director. (95.03.31)

8.1.5	The signature of the academic staff member does not indicate agreement with the written assessment, but only that it has been read and discussed with the Principal Evaluator. Each academic staff member shall receive a copy of this written assessment. (95.03.31)

8.1.6	If the appointee disagrees with the assessment, the appointee may file an appeal according to regular procedures (see section 8.3), or submit a memorandum outlining objections and providing additional relevant information to the Director. This memorandum shall become part of the appointee's file. The Director shall meet and discuss this matter with the appointee. A written summary of the discussion shall be prepared by the Director and a copy shall be sent to the appointee. This written summary shall become part of the appointee's file. (01.04.20)

8.2	RECOMMENDATION FOR MERIT INCREMENT AND PROMOTION

8.2.1	The Principal Evaluator shall forward the recommendation for increment and promotion to the Information Resources Promotions Committee sending a copy to the appointee concerned, as early as possible, but at least seven days before the annual meeting of the Committee. (03.12.12)

8.2.2	The recommendation shall be supported by the written assessment, the annual report of the appointee, and any correspondence relating to the assessment and recommendation. No anonymous material will be accepted for inclusion in the candidate's file. (95.03.31)

8.2.3	It is the duty of the Director to notify an academic staff member promptly if an award of a zero increment is being recommended to the Information Resources Promotions Committee. The Vice- President (Academic) shall also be notified in writing before the meeting of the Information Resources Promotions Committee. The Information Resources Promotions Committee shall pay particular attention to such a recommendation. (03.12.12)

8.3	APPEALS TO THE INFORMATION RESOURCES PROMOTIONS COMMITTEE

8.3.1	Any appointee may appeal the recommendation of the Principal Evaluator (see APT section 6.6.4). Such an appeal and the grounds thereof shall be forwarded in writing to the Director of Information Resources as Chair of the Information Resources Promotions Committee by the prescribed date contained in the Memo to all Academic Staff in Information Resources from the Director Re: Annual Assessment (Increments and Promotion) (issued annually) (see Important Documentation). (03.12.12)

8.4	INFORMATION RESOURCES PROMOTIONS COMMITTEE

8.4.1	Terms of Reference

8.4.1.1	The Information Resources Promotions Committee functions as an advisory committee to the Director of Information Resources in the annual review of recommendations for increment for appointees, except the Director and those appointees reporting to the Director. (03.12.12)

8.4.1.2	The status of those appointees reporting to the Director is reviewed annually by the General Promotions Committee. (95.03.31)

8.4.1.3	At the discretion of the Director, recommendations for increment for appointees reporting to the Director may be referred to the Committee for advice. (80.05.30)

8.4.1.4	All recommendations for promotion of any academic staff member in Information Resources must be made to the Information Resources Promotions Committee, which shall recommend to the General Promotions Committee, which, in turn, shall recommend to the President. (03.12.12)

8.4.2	Composition

8.4.2.1	The Information Resources Promotions Committee is an Advisory Committee to the Director of Information Resources and shall be composed of the following members: a) The Director of Information Resources (Chair - voting only to break a tie) (04.02.26) b) All Principal Evaluators (voting) as set out in the Memo to all Academic Staff in Information Resources from the Director Re: Annual Assessment (Increments and Promotion) (issued annually) (see Important Documentation) (01.04.20) c) One member appointed by the Faculty Association (non-voting) d) One or more members of the continuing academic staff chosen by the Director of Information Resources from the members of the Selection, Promotions and Appointment Review Committee (SPARC) (voting) (see section A 6.3) (01.04.20) e) One student member chosen by the Director. The Director may make a request to the VP(A) of the Students' Union Executive or to the President of the Graduate Students' Association for suitable student candidates. (voting) (03.11.28)
8.4.2.2	Both genders shall be included among the voting academic staff members on the Committee. (04.02.26)

8.4.2.3	Presentations affecting a member of the Information Resources Promotions Committee will be deferred until discussion of all other cases. A Committee member shall be absent from the Committee during the discussion of that individual's case. (03.12.12)

8.4.3	Procedures

8.4.3.1	The Committee shall receive documentation consisting of the recommendation by the Principal Evaluator, the written assessment, the annual report prepared by the appointee, and any written appeal or record. The Committee members shall have convenient access to this documentation not less than seven days prior to the annual meeting of the Information Resources Promotions Committee. (95.03.31)

8.4.3.2	Recommendations from this committee, concerning merit increments and promotion, can be modified by the Director, who will then process the recommendations in the established fashion to the General Promotions Committee. If the Director modifies the recommendation of the Information Resources Promotions Committee, the Director shall so advise the General Promotions Committee, the Information Resources Promotions Committee, the Principal Evaluator, and the appointee, and give reasons for such action in writing (see APT section 6.4.18). (03.12.12)

8.4.3.3	At least one week before the deadline to appeal to the General Promotions Committee, the Director shall also inform each appointee in writing, giving reasons, of the recommendation being carried forward and of the appointee's right to appeal. The Director shall also advise as per APT section 6.4.18. If the recommendation is less favourable than that proposed by the Principal Evaluator, reasons shall be stated in writing to the appointee. (01.04.20)

8.5	PROMOTIONS

8.5.1	An academic staff member may be considered, upon written application, for promotion to a higher rank at any time during the staff member's progress through the salary scales, regardless of whether the individual has reached the top of the scale for a particular rank. If the academic staff member chooses not to apply for promotion upon reaching the top of a particular rank, s/he shall continue to be evaluated at that rank, receiving performance assessments and shadow increments. (97.09.26)

8.5.2	Whenever an academic staff member has reached the top of the salary scale for a particular rank and is not recommended for promotion, the Principal Evaluator shall present the reasons for the decision as part of the recommendation to the Information Resources Promotions Committee. (03.12.12)

8.5.3	All recommendations pertaining to promotion must be recommended by the Principal Evaluator to the Information Resources Promotions Committee which will recommend to the General Promotions Committee which, in turn, will recommend to the President. All academic staff shall be informed, in writing, of the nature of the recommendations being carried forward by the Principal Evaluator to the appropriate committee. (03.12.12)

8.5.4	Promotions shall normally take effect on July 1. (80.05.30)

8.6	REASSIGNMENT OF DUTIES AND RESPONSIBILITIES

8.6.1	The Director of Information Resources may make such substantive change of assignment of academic staff members as the Director considers necessary for the effective and efficient operation of Information Resources, after the fullest consultation with the principal parties involved. Opportunities for major changes in responsibility shall be publicized to all academic staff in Information Resources, with a view to internal competition where deemed appropriate by the Director. (94.06.24)

8.6.2	Such changes shall not reduce an individual's rank, position within rank, or salary. (80.05.30)

Handbook for Academic Staff in Information Resources 6th Edition

SECTION 8: ASSESSMENT AND PROMOTION

Handbook for Academic Staff in Information Resources
6^th Edition