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Queen’s University Faculty Association
Renewal and Tenure/Promotion Workshop (Part 1)
June 3, 2004 @ 9:30 am MacCorry E230
Procedural Principle
 

The following principles underlie the procedural rules set out in Article 28:

1.    Notice of Eligibility. There is an obligation on the part of the University to inform Members eligible for Renewal or Tenure (i.e. decisions that determine whether you will continue to be employed by Queen’s) that the contract is about to expire and that you may apply for Renewal or Tenure. The University must receive a response one way or other from each Member and must persist in the notification process until it does so.

2.    Date for Submitting Materials. The September 1 date for the selection of referees is problematic because it gives such a short time for the referees to review materials. There may be pressure placed on you to submit materials earlier, and it might be to your advantage to do so in order to secure certain referees. However, this date was chosen in order to ensure that Members could have a full summer in which to prepare their files. You are entitled to have until September 1 and no pressure of any kind can be brought to bear to make you submit them earlier.

3.    Recommendations. Only the decision makers (the Personnel Committee, the Head, the Deans, the Principal) see recommendations. Colleagues within the department do not because there is to be no first order evaluation based on other people’s evaluations.

4.    Consideration of the File. All materials must be considered together. That is, referees and department members look at a complete file of publications and related materials. Nothing new may be added unless it is so significant that it might alter the decision. The Personnel Committee must look at a complete file of letters and publications, teaching dossier, etc. No recommendation (from Personnel Committee, or Head, or Dean) can be read separately from the Member’s response to it.

If you have any questions about procedures at any time, do not hesitate to contact the QUFA Office for assistance. (Email <qufa@post.queensu.ca>) (phone 533-3033 or 533-2151). Strict confidentiality about your situation is assured.
 

Deadlines for Personnel Procedures and Decisions
(Renewal, Tenure, Promotion and Continuing Appointment of Tenure-stream Faculty)
(June 3, 2004)
 

The following deadlines are as agreed to by the University Administration and QUFA in the Collective Agreement of May 2002 - April 30, 2005. It is possible to alter deadlines but only with the agreement of QUFA and the Administration. Whether a change of deadline is requested by the Member or by the Administration (a Head, Dean etc...) the Member should contact QUFA to ensure that this is fair and is done properly.

Note: Unit Head refers, as appropriate, to the Head of a department, the Dean of a non-departmental faculty, the University Librarian or Archivist.

THIS IS A GUIDE ONLY - PLEASE CONSULT THE COLLECTIVE AGREEMENT FOR THE FULL DETAILS WHEN CONSIDERING AN APPLICATION

April 1
-    The Personnel Committee (Article 28) shall be elected.

May 1
-    The Member eligible for renewal, tenure or continuing appointment shall be informed in writing by the Unit Head of their eligibility.

    A notice in the Queen's Gazette announcing the deadline for application for renewal, tenure, promotion and continuing appointment shall appear.

May 15
-    The Unit Head shall provide all Members in the Unit with written notification of the announcement in the Queen’s Gazette. (Note: This pertains functionally to promotion separate from tenure decisions.)

As of June 30, 2002
-    Each Unit shall specify the number of referees required for each type of personnel decision for the duration of this agreement. (Article 28.4.2)

August 1
-    The Member must notify the Unit Head of her/his application for renewal, tenure, promotion or continuing appointment.

August 15
-    The Unit Head shall have met with the Member by this time to help prepare the application and to discuss the suitability of referees.

September 1
-    The Member, at the request of the Personnel Committee, shall provide a complete application to the Committee. Refer to Articles 28.4.3 (general), 32.2 (promotion), 30.3 (renewal), 31.3 (tenure and continuing appointment) for the requirements.
Note: it is assumed that the list of referees will be finalized at this point.

September 15
-    The application (as defined in Article 28.4.4) is made available for review by Members in the Unit.

October 15
-    The Unit Head shall make available to the Member information to be included in the application file from the Member's Official File (Article 34) if relevant.

-    Within 10 working days the Member may respond to this material and may add materials including a response in writing to be placed in the application file. QUFA recommends that such responses by applicants be prepared with the confidential assistance of QUFA’s Grievance Officer.

November 1
-    The application file (including letters from the referees) is made available to all members of the Personnel Committee. The Committee makes their recommendation and the Member is informed of it in writing.

-    Within 10 working days the Member may respond to the Committee's recommendation and place a written response in the application file. QUFA recommends that such responses by applicants be prepared with the confidential assistance of QUFA’s Grievance Officer.

December 1
-    The Unit Head provides the Member with the Head's recommendation.

10 working days later
-    The Member may respond to the Head's recommendation and place a written response in the application file. QUFA recommends that such responses by applicants be prepared with the confidential assistance of QUFA’s Grievance Officer.

December 15
-    The Unit Head submits the application file to the next level. This includes the application file, the written recommendation of the Committee with its reasons and any dissenting views, and the Head's written recommendation and reasons.

February 1
-    The Dean (of a departmental faculty) shall inform the Member of the Dean's recommendation. If it differs from that of the Committee or Unit Head, the Dean shall have discussed her/his concerns with the Committee and the Head.
   
    Within 7 working days the Member may respond and place a written response in the application file. QUFA recommends that such responses by applicants be prepared with the confidential assistance of QUFA’s Grievance Officer.

February 15
-    The application file and all recommendations and responses are forwarded to the Principal.

March 1
-    The Principal shall inform the Member in writing of her/his decision including reasons for any denial for RENEWAL.

March 15
-    The Principal shall inform the Member in writing of her/his decision including reasons for any denial for TENURE, CONTINUING APPOINTMENT OR PROMOTION TO ASSOCIATE PROFESSOR.

April 15
-    The Principal shall inform the Member in writing of her/his decision including reasons for any denial for PROMOTION TO PROFESSOR.

-    Within 20 working days after the decision
    The Member may formally indicate the intention to grieve a negative decision. (See Article 19)