91亚色 values the contributions of Clinical Faculty in fulfilling the academic mission of the School of Medicine, particularly through their engagement in teaching, clinical service, scholarly and research activity, leadership, and service to the profession and broader community.
This Policy establishes the institutional framework for the appointment, renewal, and promotion of Clinical Faculty within the 91亚色 School of Medicine. It provides clear, consistent, and equitable guidelines and procedures to support the governance of Clinical Faculty relations and to ensure alignment with the academic standards, values, and strategic priorities of the University.

2. Scope

This Policy applies to all Clinical Faculty appointed to the School of Medicine who are expected to contribute to the School鈥檚 academic mission through Teaching & Education Activities, Clinical Services, Research & Scholarly Activities, Leadership & Administration. It governs academic appointments held by individuals affiliated with the School who engage in clinical, educational and/or scholarly/research activities, including those based in hospital, community, or clinical practice settings.

3. Definitions

Board of Governors: The Board of Governors is a governing body of 91亚色, responsible for overseeing the University鈥檚 business and financial affairs, property, and overall administrative operations. The Board exercises fiduciary oversight and approves key matters such as budgets, capital projects, and senior administrative appointments. Its authority is derived from the 91亚色 Act, 1965, and it operates in accordance with University policies and applicable legislation.

Clinical Faculty: A physician or healthcare practitioner holding a clinical appointment external to the University (e.g., hospital, clinic, or health authority) who is engaged by the School of Medicine to contribute to its academic mission.

Contributions: Academic activities recognized under this Policy, which may include teaching, clinical or community service, leadership, and scholarly or research output.

Continuing Appointment: An academic appointment with no specified end date that continues until resignation, retirement, or termination in accordance with University policy.

Cross Appointment: A secondary appointment of a Clinical Faculty Member to a Department within the 91亚色 School of Medicine, other than their primary Department, for a defined term. Cross appointments enable Clinical Faculty to contribute to teaching, research/scholarly, or clinical activities in more than one Department within the School of Medicine.

Department: An academic unit within the School of Medicine (e.g., Family Medicine, Psychiatry), established for the purpose of delivering clinical education, scholarly activity/research, and academic leadership.

Department Head: The administrative leader of a Department or designated unit within the School of Medicine.

Dean: The Dean of the School of Medicine.

Physician: A professional who holds a medical or equivalent degree (e.g., Doctor of Osteopathic Medicine [DO], Bachelor of Medicine, Bachelor of Surgery [MBBS]) and is licensed to practice medicine in Ontario by the College of Physicians and Surgeons of Ontario (CPSO) or another recognized medical regulatory authority.

Healthcare Practitioner: A regulated health professional who is licensed to practice in Ontario by their respective regulatory college (e.g., College of Nurses of Ontario, College of Physiotherapists of Ontario). This includes, but is not limited to, nurses, physiotherapists, occupational therapists, pharmacists, and other regulated practitioners as defined under the Regulated Health Professions Act, 1991.

Limited Term Appointment: A full-time academic appointment with a specified end date, eligible for reappointment in accordance with University procedures.

Promotion: The advancement of a Clinical Faculty Member from one academic rank to a higher rank, based on the criteria set out in this Policy.

Reappointment: The renewal of a Limited Term Appointment, subject to University review and recommendation procedures.

School: The 91亚色 School of Medicine.

4. Policy

4.1 Leadership Structure

The governance of Clinical Faculty appointments within the School of Medicine is supported by a defined leadership and committee structure to ensure equity, transparency, and academic rigour in decision-making.

4.2 Associate Dean, Clinical Faculty Affairs

The Associate Dean, Clinical Faculty Affairs is responsible for the oversight of Clinical Faculty appointments, reappointments, promotions, and career development processes. This includes ensuring compliance with University policies and promoting equitable and inclusive faculty advancement practices.

4.3 Department Heads

Each clinical Department (e.g., Family Medicine, Medicine, Psychiatry, Paediatrics, Obstetrics and Gynaecology, Surgery, Anesthesiology, Community and Population Health, Pathology and Laboratory Medicine, and Medical Imaging) is led by a Department Head.

Department Heads are responsible for:

• Academic leadership and administration within the Department;
• Overseeing faculty recruitment, faculty retention, evaluation, mentorship, and promotion;
• Ensuring departmental compliance with University and School policies;
• Serving as the recommending authority for appointments and promotions within the Department;
• Fostering the academic mission of the School with regards to Education and Research.

4.4 School Appointments Advisory Committee (SAAC)

The School shall establish a School Appointments Advisory Committee (SAAC) in accordance with the Procedures. The SAAC has a School-wide oversight mandate to:

• Review and assess appointment and promotion recommendations from Department Appointments and Promotions Committees (DAPCs);
• Ensure consistency, rigour, and fairness in the evaluation of Clinical Faculty;
• Consider structural inequities and systemic factors that may influence faculty career progression;
• Recommend appointments and promotions to the Dean.

The SAAC shall operate in accordance with established procedures, with a commitment to equitable, consensus-driven processes, and effective conflict-of-interest management.

4.5 Department Appointments and Promotions Committees (DAPC)

Each Department shall establish a Department Appointments and Promotions Committee (DAPC) in accordance with the Procedures. DAPCs are responsible for:

• Reviewing and recommending all Clinical Faculty appointments, reappointments, and promotions;
• Ensuring that recruitment and promotion processes are equitable and aligned with the School鈥檚 academic standards and values;
• Establishing fair, transparent decision-making procedures, including effective conflict-of-interest management.

DAPCs may determine their own decision-making methodology (e.g., consensus-based or majority vote), provided it upholds fairness, transparency, and equity.

4.6 Clinical Faculty Appointment & Promotions Appeals Committee (CFAPAC)

In the event of an appeal by a Clinical Faculty Member, an ad hoc CFAPAC shall be struck by the Dean, in accordance with the Procedures, regarding:

• A denied promotion;
• A non-renewal or termination of appointment.

The CFAPAC is mandated to hear appeals in accordance with the Procedures. Where possible, the CFAPAC shall reach decisions by consensus; if consensus is not possible, decisions shall be made by majority vote. The CFAPAC may make recommendations but cannot overturn decisions made by the President under the 91亚色 Act, 1965.

5. Faculty Appointments

5.1 Appointment Requirements and Decision Criteria

All Clinical Faculty appointments must meet the following institutional and regulatory standards:

• Licensure and Registration:
  • Physicians must hold a valid certificate of registration for independent medical practice issued by the CPSO, or an equivalent health profession regulatory body.
  • Individuals with restricted licenses or registrations (e.g., academic registration) may be appointed, subject to approval by the Dean.
• Professional Standing:
  • Non-physician health professionals must be in good standing with their relevant regulatory authority and eligible to practise in Ontario.
• Clinical Affiliation:
  • Appointees must maintain an active appointment to the medical staff of an affiliated hospital or healthcare organization.
  • The Dean may grant an exemption if the absence of such affiliation does not impair the individual鈥檚 academic responsibilities.
• Malpractice Coverage:
  • Clinical Faculty must maintain adequate malpractice insurance coverage for all areas of their clinical practice. For physicians, this typically includes membership in the Canadian Medical Protective Association (CMPA) or equivalent coverage that provides protection consistent with the scope of practice and institutional requirements. Other clinical faculty members must maintain malpractice or professional liability insurance coverage appropriate to their profession and scope of practice, as required by their respective regulatory bodies or institutional policy.
• Compliance:
  • Clinical Faculty must comply with applicable University, Senate, and Board of Governors policies and regulations.

It is understood that the above terms are required conditions for appointment. Accordingly, failure to meet these conditions may result in termination of appointment.

5.2 Appointment Authority and Process

Appointments are approved by the Board of Governors on the recommendation of the President, in accordance with the 91亚色 Act. The appointment process requires:

• Recommendation by the relevant Department Appointments and Promotions Committee (DAPC),
• Review and recommendation by the School Appointments Advisory Committee (SAAC),
• Final recommendation by the Dean.

Appointment ranks and categories are determined based on candidate qualifications, prior academic experience, and Department Head recommendation. The Dean may concur with, or suggest an alternative to, the recommended rank, with rationale provided in writing.

5.3 Appointment Categories

Clinical Faculty at the School of Medicine may be appointed to one of the following academic ranks. These ranks reflect the nature of contributions expected and the academic trajectory of the appointee:

a. Clinical Educator

This rank is intended for individuals primarily engaged in clinical teaching and person-centered care. It is recognized as a valid career rank. Appointees at this rank are not expected to engage in scholarly/research activity or administrative service, though such contributions are welcomed. Those who meet criteria for higher ranks are encouraged to pursue promotion, but are not required to do so.

b. Clinical Assistant Professor

This is the most common entry-level rank for individuals intending to pursue an academic career and further promotion. Appointees are expected to contribute substantively to at least two of the four academic pillars:

• Teaching and Educational Activities
• Clinical Service
• Research and Scholarly Activities
• Leadership and Administration

This rank reflects a faculty member鈥檚 readiness to engage meaningfully in multiple academic areas. Promotion to the next rank is based on growing academic impact, responsibility, and peer recognition.

c. Clinical Associate Professor

Appointees at this rank must demonstrate sustained contributions and increasing impact across at least two academic pillars, typically including excellence in clinical service, and teaching and educational activities. This rank builds upon the expectations of Clinical Assistant Professor, with evidence of peer recognition, leadership, and broader influence within one鈥檚 field or community.

d. Clinical Full Professor

This is the highest academic rank and is reserved for Clinical Faculty who have previously met the criteria of Clinical Associate Professor and have demonstrated national or international recognition in one or more academic pillars. Promotion to this rank requires clear evidence of exceptional achievement and sustained leadership over time, reflecting continued high-level impact and academic excellence across multiple domains.

e. Clinical Professor Emeritus/Emerita

This honorary title may be conferred upon retirement of Clinical Professors who have made meritorious contributions to the School of Medicine. The title is granted through recommendation by the Department Head and Dean, with final approval from the Board of Governors.

Note: The appointment category of Adjunct is excluded to avoid overlap and confusion with 91亚色鈥檚 existing use of that term under a different appointment framework. Other categories such as Visiting, Sessional, and Clinical Scholar are not introduced at this stage and will be reconsidered as part of a policy review no later than five (5) years following the School鈥檚 launch.

5.4 Promotion and Career Rank

Promotion within the Clinical Faculty ranks at the School of Medicine reflects recognition of increasing academic contribution, professional growth, and impact in one or more pillars of academic activity. This section establishes the general principles and expectations for career progression among Clinical Faculty.

a. Principles of Promotion

• Clinical Faculty may be considered for promotion based on demonstrated excellence and impact in one or more of the four academic pillars:
  • Teaching and Educational Activities
  • Clinical Service
  • Research and Scholarly Activities
  • Leadership and Administration

Promotion is not automatic and may be pursued when a faculty member meets the criteria for the next rank. Clinical Faculty may remain at their current rank indefinitely if they do not seek or meet promotion requirements. Promotion is based on merit, as evaluated through established Departmental and School procedures. Recommendations for promotion are initiated by the Department Head and DAPC, reviewed by SAAC, and finalized in a recommendation by the Dean.

b. Clinical Educator as a Career Rank

Clinical Educator is recognized as a valid career rank. Promotion is optional and may be pursued by those who meet the criteria for Clinical Assistant Professor or higher.

c. Promotion Across Ranks

• From Clinical Assistant Professor to Clinical Associate Professor: Requires sustained and substantive contributions in at least two academic pillars, building upon the foundation established at the Assistant level. Evidence of growing responsibility, peer recognition, and impact is required.
• From Clinical Associate Professor to Clinical Full Professor: Requires continued excellence and a record of national or international recognition, building upon achievements at the Associate level. Candidates must show ongoing leadership and high-level academic contributions across multiple pillars.
• Evidence for promotion may include, but is not limited to: teaching evaluations, peer-reviewed publications, leadership roles, clinical innovation, community engagement, awards, and other substantive contributions to areas which advance the mission and values of the School:
  • Decolonization, Equity, Diversity, and Inclusion (DEDI)
  • Indigenous engagement
  • Community-based scholarship
  • Advocacy for structurally marginalized populations

d. Consideration of External Promotions

• Clinical Faculty holding academic appointments at other institutions who receive a promotion externally may request consideration for equivalent promotion at 91亚色. Such requests will be reviewed through the DAPC and SAAC processes.

e. Leave Considerations

• In the evaluation of promotion, the School will consider any leaves taken under the Ontario Human Rights Code or other recognized compassionate grounds. Such leaves shall not disadvantage the candidate's review.

5.5 Deferred Appointment Types

At the time of the School鈥檚 initial launch, certain Clinical Faculty appointment categories will not be implemented. These categories have been identified for future consideration to ensure alignment with the evolving academic and clinical needs of the School and the broader institutional framework.
The following appointment types are deferred and will be revisited no later than five (5) years following the School鈥檚 launch:

• Clinical Scholar
• Visiting Clinical Faculty
• Sessional Clinical Instructor

These categories are excluded from the initial phase of this Policy to allow for a phased and deliberate implementation process. Any future consideration of these roles will be led by the Associate Dean, Clinical Faculty Affairs (or designate), in consultation with the Dean and the SAAC, and will require formal policy amendment and Board of Governors approval.

No appointments under these categories shall be made until a formal framework for their definition, eligibility, scope of responsibility, and evaluation has been established and approved.

5.6 Temporary Appointments

Temporary Appointments are used to meet short-term academic or clinical needs within the School of Medicine. These appointments are time-limited and non-renewable, unless otherwise specified under exceptional circumstances.

Eligibility and Requirements

Individuals appointed under a Temporary Appointment must:

• Be licensed to practise in Ontario by the appropriate regulatory authority (e.g., College of Physicians and Surgeons of Ontario or equivalent);
• Be in good standing with their professional regulatory body;
• Maintain appropriate malpractice insurance coverage for the duration of the appointment; and
• Comply with applicable University, Senate, and Board of Governors policies and regulations.

Scope and Purpose

Temporary Appointments may be used for:

• Specific teaching assignments;
• Limited-duration clinical contributions;
• Short-term project-based academic roles;
• Filling urgent or interim gaps in instructional or clinical service capacity.

Conditions

• Temporary Appointments do not confer entitlement to reappointment, promotion, or a Continuing Appointment.
• Appointees may not be eligible for certain internal resources or governance roles unless specifically authorized by the Dean.
• All Temporary Appointments must be clearly designated as such in the appointment letter, including defined start and end dates.

5.7 Cross Appointments

A Cross Appointment permits a Clinical Faculty Member to engage academically with a second Department within the School of Medicine, in addition to their primary appointment. This allows for collaborative teaching, clinical, and scholarly activity across departmental lines while maintaining clear reporting structures.

Scope and Eligibility

• Cross Appointments are available to Clinical Faculty who hold a primary appointment in one Department of the School of Medicine and who actively contribute to the academic mission (e.g., teaching, clinical service, research/scholarly activity, or leadership) of a second Department.
• Cross Appointments are limited to Departments within the School of Medicine and do not extend to other faculties or units of the University under this Policy.

Terms and Conditions

• A Cross Appointment does not replace or diminish the responsibilities of the Clinical Faculty Member鈥檚 primary appointment.
• All appointment decisions must be recommended by the Department Head of the secondary Department and approved by the Dean, upon recommendation from the relevant Department Appointments and Promotions Committee (DAPC).
• The appointment rank in the secondary Department shall be the same as the rank held in the primary Department.

Reassignment of Primary Appointment

• Where a Clinical Faculty Member contributes substantially to a secondary Department鈥攑articularly in clinical and teaching responsibilities鈥攖hey may request reassignment of their primary appointment to that Department.
• 听Such a reassignment requires:
  • 听Approval of the new Department Head,
  • 听Recommendation from the new Department鈥檚 DAPC,
  • 听Approval from the Dean.

Promotion and Evaluation

• Promotion applications must be submitted through the primary Department, even if a Cross Appointment exists.
• 听Contributions made in the context of a Cross Appointment may be considered in promotion evaluations, with input from both Departments as appropriate.

5.8 Limited Term and Continuing Appointments

At the time of implementation, Limited-Term Appointments and Continuing Appointments are excluded from the initial faculty appointment structure for Clinical Faculty in the School of Medicine. This decision reflects the phased approach approved by the Faculty Appointments and Policy Committee (FAPC) and the need for further policy and procedural development before adopting these appointment categories.

Future Consideration

• Definitions and conditions for Limited-Term and Continuing Appointments may be reintroduced through a policy amendment following institutional review and consultation.
• Any future implementation will include clear eligibility criteria, evaluation mechanisms, and alignment with University policy frameworks.
• Until such time, all Clinical Faculty appointments shall be made using the approved ranks and categories listed in Section 5.3 of this Policy.

6. Pillars of Criteria for Promotion

Promotion within the Clinical Faculty ranks of the School of Medicine shall be based on demonstrated performance and academic contributions in one or more of the following four (4) recognized pillars.

6.1 Teaching and Educational Activities

Teaching contributions include the instruction, supervision, and mentorship of learners across clinical, classroom, and community-based settings. Teaching may occur within undergraduate, postgraduate, graduate or continuing professional education environments and should reflect excellence in content delivery, innovation, equity-informed pedagogy, and student engagement.

Assessment of teaching effectiveness may include:

• Learner evaluations (quantitative and qualitative);
• Peer assessments and teaching awards;
• Evidence of curriculum development or instructional innovation;
• Contributions to faculty development or mentorship;
• Integration of DEDI principles in teaching and assessment.

The School recognizes teaching that meaningfully incorporates Indigenous knowledge, culturally responsive practices, or educational outreach in underserved settings as vital to its academic mission.

6.2 Clinical Service

Clinical Faculty are expected to maintain exemplary standards of clinical care in their discipline, as appropriate to their professional licensure and scope of practice. Excellence in clinical service is demonstrated through:

• Clinical activities must align with the ethical, professional, and regulatory expectations of relevant licensing bodies and affiliated institution;
• Evidence of clinical competence and professionalism;
• Participation in quality improvement or person-centered safety initiatives;
• Development and implementation of innovative care models and practice guidelines;
• Recognition by peers, patients, or institutions;
• Service in clinical leadership roles or administrative functions related to care delivery.

6.3 Research and Scholarly Activities

Research and scholarly contributions may encompass a broad range of academic outputs, including but not limited to:

• Peer-reviewed publications, clinical guidelines, or scholarly books;
• Abstracts and presentations at academic or professional conferences;
• Participation on research ethics boards and research committees;
• Educational scholarship or innovations;
• Leadership in research collaborations or clinical trials;
• Creative and community-based scholarship (e.g., narrative medicine, graphic medicine, health policy writing, Indigenous methodologies);
• Public scholarship through media, digital platforms, or health advocacy.

Evaluation of scholarly activity shall prioritize substance and impact over volume or journal metrics. Peer-reviewed or community-endorsed outputs, especially those addressing health equity, primary care, generalism, or the needs of structurally marginalized populations, shall be highly valued.

6.4 Leadership and Administration

Leadership contributions include engagement in administrative, governance, or strategic roles that advance the academic, clinical, or community missions of the School and University. Recognized activities include:

• Service in academic leadership roles (e.g., decanal role, program director, department head, departmental committee chair);
• Participation on institutional, hospital, regional, or national committees;
• Leadership in clinical, educational, or policy development initiatives;
• Advocacy and service related to health equity, Indigenous engagement, or underserved communities;
• Mentorship of learners, peers, or junior faculty.

The School affirms the value of community engagement and leadership outside the academy, especially when such contributions reflect its core priorities, including DEDI and social accountability.

7. Faculty Appointments and Promotions Pathways

7.1 Clinical Faculty Appointment and Promotion Pathway

All appointments and promotions of Clinical Faculty within the School of Medicine shall follow a standardized pathway that ensures equity, consistency, and academic rigour. The pathway includes multi-level review and decision-making processes, as follows:

a. Department Appointments and Promotions Committee (DAPC)

Each Department shall maintain a DAPC, constituted in accordance with University and School procedures. The DAPC is responsible for:

• Reviewing all applications for appointment, reappointment, and promotion of Clinical Faculty;
• Conducting initial evaluations of qualifications, performance, and academic contributions;
• Making recommendations to the School Appointments Advisory Committee (SAAC) for further consideration.

b. School Appointments Advisory Committee (SAAC)

The SAAC provides School-wide oversight and is mandated to:

• Review all DAPC recommendations to ensure consistency with School and University standards;
• Assess the academic merits of each candidate, including consideration of structural inequities that may influence career progression;
• Make recommendations to the Dean for approval.

c. The Dean of the School of Medicine

The Dean is the final authority at the School level for endorsing appointments and promotions before submission to the Board of Governors.

The Dean may:

• Concur with SAAC recommendations;
• Return files for clarification or revision; or
• 听Provide alternate recommendations with rationale.

d. Board of Governors

Final approval for appointments and promotions rests with the Board of Governors upon the recommendation of the President of the University.

7.2 Inter-Institutional Promotions

Clinical Faculty who hold concurrent academic appointments at other institutions may request consideration for equivalent promotion at 91亚色 under the following conditions:

• The external promotion must have been granted through a formal academic process at a recognized post-secondary institution;
• A request for promotion must be submitted to the Department Appointments and Promotions Committee (DAPC) within one academic cycle of the external promotion;
• The candidate may submit the same supporting documentation used in the external process for internal review;
• Final decisions shall follow the standard promotion pathway (DAPC 鈫� SAAC 鈫� Dean 鈫扨resident 鈫� Board of Governors).

8. Evaluation, Renewal, and Promotion

8.1 General Principles

Evaluation, renewal, and promotion of Clinical Faculty shall be guided by the principles of academic excellence, interpreted in a manner appropriate to the roles and responsibilities of Clinical Faculty. Processes shall be characterized by fairness, transparency, and commitment to equity.

Assessments shall recognize diverse contributions Clinical Faculty make across the pillars of academic activity, as outlined in Section 6.

The evaluation process shall:

• Be proportionate to the expectations and responsibilities associated with the faculty member鈥檚 rank and appointment type;
• Consider equity-related factors, such as leaves, career interruptions, and systemic barriers;
• 听Recognize contributions that are community-based, equity-driven, Indigenous, and interdisciplinary.

8.2 Promotion Review Process

Candidates for promotion shall undergo a structured review as follows:

a. Initiation of Promotion Review

• Promotion may be initiated by the Department Head or the Clinical Faculty Member.
• 听A Department Head may recommend early promotion if a candidate demonstrably exceeds the required criteria ahead of the typical timeline.

b. Department-Level Evaluation (DAPC)

• The Department Appointments and Promotions Committee (DAPC) shall evaluate the candidate鈥檚 dossier, referencing the performance standards and criteria outlined in Section 6.
• The DAPC may review peer assessments, teaching evaluations, scholarly outputs, and service contributions.
• 听The DAPC shall prepare a recommendation to the SAAC.

c. School-Level Review (SAAC)

• The SAAC shall assess the completeness, rigour, and fairness of the DAPC鈥檚 recommendation, ensuring alignment with School-wide standards and sensitivity to individual circumstances.

d. Final Review and Approval

• Promotion recommendation(s) by the Dean shall be forwarded to the President, who will submit them to the Board of Governors for final approval and institutional appointment.

8.3 Renewal of Appointment

Renewal of Clinical Faculty appointments shall be based on:

• Evidence of sustained contributions aligned with the initial appointment expectations;
• Compliance with licensure, hospital affiliation, and malpractice insurance requirements;
• Continued engagement in at least one domain of academic activity (e.g., teaching, clinical service, research, or leadership).

While promotion is based on demonstrated excellence and progressive achievement, clinical faculty members are not required to pursue promotion and may remain at the same rank, provided their performance continues to meet acceptable standards.

8.4 Consideration of Leaves

In all evaluations for renewal and promotion, the School shall give due consideration to:

• Leaves taken under the Ontario Human Rights Code, including pregnancy/parental, medical, or compassionate leaves;
• Other career interruptions that may affect academic productivity or timelines.

Candidates shall not be disadvantaged by such leaves, and accommodations in the evaluation process will be applied, where appropriate.

9. Review

9.1 Review Cycle

This Policy shall undergo its first review prior to the admission of the School of Medicine鈥檚 inaugural class of learners, to ensure it reflects the operational realities, academic mission, and strategic priorities of the School at launch.
Subsequent reviews shall occur at least once every five (5) years to ensure continued alignment with:

• University-wide policies and frameworks;
• Evolving expectations in clinical education and academic medicine;
• DEDI priorities;
• 听Feedback from Clinical Faculty, departmental leadership, and governance committees.

9.2 Responsibility for Review

The Dean will be responsible for initiating and coordinating the review of this Policy, in consultation with:

• The School Appointments Advisory Committee (SAAC);
• 听Relevant University bodies (e.g., Office of the Provost/Vice-Provost, Faculty Affairs, where applicable).

Where substantive changes are proposed, a formal consultation process shall be conducted with interested and affected parties, including Clinical Faculty.

9.3 Amendments

All proposed amendments to this Policy must be approved through the appropriate governance channels, including:

• Recommendation from the Dean or Associate Dean, Clinical Faculty Affairs;
• Review and recommendation by SAAC;
• Approval by the Board of Governors, depending on the scope of change;
• 听Amendments shall take effect on the date of approval unless otherwise specified.

10. Discipline and Appeals

10.1 Removal from Learner Contact Pending Investigation

Where serious allegations of misconduct, mistreatment, or professionalism violations arise, a Clinical Faculty Member may be temporarily removed from contact with learners. This measure may be taken:

• During internal or external investigations (e.g., CPSO, hospital, University);
• 听At the recommendation of the Vice Dean, Medical Education, Undergraduate or Postgraduate Medical Education, with approval of the Dean.

This action is precautionary and administrative, not disciplinary, and shall be communicated in writing with a clear rationale. Restoration of learner-facing duties may occur following resolution and, if applicable, completion of remediation.

10.2 Suspension or Termination of Appointment

A Clinical Faculty Member may be disciplined up to and including termination of appointment where one or more of the following conditions apply:

a. Failure to Meet Appointment Requirements

The individual no longer satisfies the conditions of appointment as outlined in Section 5, including:

• Loss of licensure or professional certification;
• Suspension or termination of hospital or clinical privileges;
• Failure to maintain adequate malpractice insurance;
• 听Cessation of academic or teaching contributions without approved leave.

b. Breach of Policy or Conduct Expectations

A breach of University or School policy, procedures, or professional codes of conduct has occurred, including:

• Misconduct or unprofessional behaviour in teaching, clinical, or academic contexts;
• Non-compliance with the School鈥檚 Standards of Professional Conduct;
• 听Outcomes of disciplinary findings from professional regulatory bodies.

c. Non-Compliance with Investigative or Remedial Processes

Refusal or failure to comply with remediation, investigation, or disciplinary processes mandated by the School, University, or affiliated clinical institutions.

Suspension or termination shall follow principles of progressive discipline.

10.3 Appeals Process

Clinical Faculty Members who receive a negative decision related to:

• Promotion;
• Renewal or non-renewal of appointment;
• Termination or denial of an appointment;

may submit an appeal to the Clinical Faculty Appointment & Promotions Appeals Committee (CFAPAC) in accordance with procedures established by the School. A written appeal must be submitted within twenty (20) business days of the date of the written decision (where 鈥渂usiness days鈥� excludes Saturdays, Sundays, the days on which Statutory Holidays are observed by the University, and Grant Days as declared by the President).

The Clinical Faculty Appointment & Promotions Appeals Committee (CFAPAC) shall be convened as an ad hoc committee by the Dean and shall operate in accordance with the principles of:

• Procedural fairness;
• Conflict-of-interest management;
• 听Consensus-based decision-making where possible (majority vote if consensus cannot be reached).

The Clinical Faculty Appointment & Promotions Appeals Committee (CFAPAC) may issue recommendations but does not have the authority to overturn decisions of the President.

11. Confidentiality

All members of any committee mandated under this Policy will respect the confidentiality of the committee鈥檚 deliberations, consultations and any other relevant committee activities or proceedings. This confidentiality obligation will also apply to all other individuals who may from time to time be required to appear before or otherwise be involved in the in-camera proceedings of any such committee in the capacity of consultant, counsel or academic colleague, witness or party. Limited exceptions exist to the requirement for confidentiality; for example, where a committee member is required by law or policy to report facts including, but not limited to, situations of harassment or discrimination or racism or where a person is at risk of doing harm to themselves or someone else in the University community.

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1.1 The University personalizes its abstract ideals through the granting of honorary degrees to people whose achievements represent the values the University cherishes, whose benefactions have strengthened the community and the institution, and whose public lives are deemed worthy of emulation. The granting of an honorary degree provides a focal point for Convocation ceremonies. The citation of honourable deeds and the words of experience of the honorary graduand challenge and inspire the university and reinforce its links to the wider community. The granting of a degree honoris causa is the highest distinction the University can bestow on person. In granting the degree, the University engages its reputation before its community and the world and, at times, must act to protect that reputation from honourees who have discredited themselves such that they are no longer worthy of the honour.

1.2 This Policy establishes rules and procedures that frame the process to review an honorary degree bestowed upon a person by the University. Its aim is to protect the University鈥檚 reputation from harm caused by honourees whose actions have discredited them, while ensuring that the review of an honour, which can conclude in the recission of the honour, is conducted equitably.

2. Scope and Application

2.1 Scope

This Policy applies to the review of honorary degrees bestowed by the University. It does not encompass other distinctions conferred or bestowed by the University. The process to bestow honours is set in Guidelines established by the Senate Sub-committee on Honorary Degrees and Ceremonials and is not regulated under this Policy.

2.2 Application

This policy applies to all members of the University Community who submit a request to the effect that an honour be rescinded, honourees, officers of the University who have a role in the process of reviewing honours, members of the Senate Sub-committee on Honorary Degrees and Ceremonials, the Executive Committee of Senate, and the Secretary of Senate.

3. Definitions

For the purposes of this Policy, the term:

Honour: means an honorary degree bestowed by the University,
Honouree: means a person on whom the University has bestowed an honorary degree or their estate in succession

Secretary: means the Secretary of Senate as appointed by the President under section 2.5 of the Rules of Senate.

Sub-committee: means the Senate Sub-committee on Honorary Degrees and Ceremonials,

University Community: means a member of faculty, a student, an employee or an officer of the University.

4. Policy

4.1 A review of an honour shall be conducted where the Sub-committee receives credible information that an honouree:

a. has been convicted of any criminal offence (and all appeal options have been exhausted) which shall be held by the Executive Committee of Senate to be of an immoral, scandalous, or disgraceful nature;

b. has obtained the honour by fraud, deception, or any other inappropriate means;

c. has had their name removed for misconduct by a properly constituted legal authority from any official register of members of the profession to which they belong; or

d. has engaged in conduct which, in the reasonable opinion of the Executive Committee of Senate, constitutes a significant departure from generally recognized standards of public behavior and which is deemed to undermine the public reputation of the University, or is inconsistent with the University鈥檚 mission and values, or constitutes a breach of any agreement made with the University as a condition of the conferment of the honour.

4.2 All communications, information, records and documents regarding a review of an honour or in support of a decision to sustain or rescind an honour, are confidential. Only persons who have a role in the processes established under this Policy will be informed of such processes and only to the extent necessary to execute their role under this Policy.

5. Roles and Responsibilities

5.1 The Chair of the Sub-committee on Honorary Degrees and Ceremonials will ensure that the proceedings of the Sub-committee comply with the requirements under this Policy and that all matters brought before the Sub-committee for consideration under this Policy be resolved fairly and equitably.

5.2 The Secretary of the Sub-committee is responsible for providing guidance and advice, supporting the duties and responsibilities of the Sub-committee and Senate Executive Committee and diligently preforming all duties assigned to them under this Policy.

5.3 Members of the Sub-committee and of the Executive Committee of Senate are responsible for conducting deliberations in a fair and equitable manner, in accordance with all University Conflict of Interest policies, with consideration of the balance to be struck between the protection of the reputation of the University and the potential reputational harm to the honouree in all matters coming before it under this Policy.

5.4 The Executive Committee of Senate is:

a. responsible for the implementation of this Policy

b. granted authority to establish procedures:

i. To frame notices and communications under this Policy

ii. To further define the roles and responsibilities under this section of entities and officers of the University

iii. To define the processes and procedures to submit a request to review or reestablish an honour under sections 7.1 and 7.4.

6. Review

This Policy will be reviewed by the Sub-committee every 5 years with any following recommendations to proceed to the Executive Committee of Senate and, on the recommendation of Senate Executive, to Senate for approval.

7. Procedures

Initiation of a Review of an Honour

7.1 The Sub-committee will meet to consider whether to conduct a review of an honour:

a. Upon receipt by the Chair or the Secretary of a written request to that effect from a member of the University Community; or

b. At the Chair鈥檚 initiative, from information available to the Chair, including information provided by the Secretary; or

c. At the request of the Executive Committee of Senate.

7.2 In coming to a determination as to whether a review should be conducted, the Sub-committee will consider all information available in the public record, provided by the Chair or the Secretary of the Sub-committee, the Executive Committee of Senate or any other source of information deemed useful by the Sub-committee, and ascertain whether there is sufficient credible information to warrant a review.

7.3 If the Sub-committee, after considering all information available,

a. is of the opinion that the information is insufficient or spurious, it will declare that the honour is sustained, and the matter closed; or

b. is of the opinion that the information is sufficient and credible, it will initiate a review of the honour.

7.4 Following a decision by the Sub-committee to initiate a review, the Secretary will provide notice to the honouree, or a representative of their estate, of the review and describe to them the process of review under this Policy, in accordance with procedures established further to this Policy by the Executive Committee of Senate. The Secretary will also inform the President and the Executive Committee of Senate, in confidence, that a review will be conducted.

Conducting a Review of an Honour

7.5 To conduct a review of an honour, the Sub-committee will:

a. request that the Secretary investigate within reason and with the means normally available to the University, allegations brought to its attention regarding the honouree and submit to the Sub-committee a report of findings.

b. share the report of findings with the honouree and offer an opportunity to address the findings in writing or in person before the Sub-committee by a deadline established by the Sub-committee, while making it clear that the review will continue even if the honouree omits to reply before the deadline.

c. based on elements of the report of findings that the Sub-committee, after considering the rebuttal from the honouree (if any), deems credible, approve and submit a report to the Executive Committee of Senate with a recommendation as to whether the honour should be rescinded.

Rescission of an Honour

7.6 The Executive Committee of Senate, on a recommendation from the Sub-committee, will rescind an honour when an honouree:

a. has been convicted of any criminal offence (and all appeal options have been exhausted) which shall be held by the Executive Committee of Senate to be of an immoral, scandalous, or disgraceful nature;

b. has obtained the honour by fraud, deception, or any other inappropriate means;

c. has had their name removed for misconduct by a properly constituted legal authority from any official register of members of the profession to which they belong; or

d. has engaged in conduct which, in the reasonable opinion of the Executive Committee of Senate, constitutes a significant departure from generally recognized standards of public behavior and which is deemed to undermine the public reputation of the University, or is inconsistent with the University鈥檚 mission and values, or constitutes a breach of any agreement made with the University as a condition of the conferment of the honour.

7.7 If, on consideration of a recommendation from the Sub-committee, the Executive Committee of Senate determines

a. that the honour is sustained, the matter is deemed closed, the Secretary will inform the honouree of the decision to sustain the honour and that all rights and privileges remain. A matter that has been closed cannot be reopened unless, in the opinion of the Sub-committee, significant new information has come forth that warrants a new review; or

b. that the honour is rescinded, the Secretary will:

i. inform the former honouree that they may no longer style themselves as a recipient of an honour from the University;

ii. request of the former honouree that they return their honorary degree parchment and, upon receiving it, destroy it before witnesses (preferably the General Counsel or the University Registrar or their designates); and

iii. remove the name of the former honouree from the list of honourees.

Reestablishment of an Honour

7.8 The Executive Committee of Senate may reestablish an honour it has rescinded when, following a submission to that effect from the former honouree, it believes that there is sufficient evidence that the honour was rescinded in error. The process to reestablish the honour is similar to the process to sustain and rescind an honour under this Policy, and will be in accordance with procedures established further to this Policy by the Executive Committee of Senate.

Return of the Honour

7.9 At any time, an honouree may return their honour to the University. If an honour is returned to the University while a review in being conducted, the review immediately ends, and the matter is closed. On the return of an honour, the Secretary will implement section 6.8 b.

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Whereas the Act stipulates that:

"The Board shall elect from its membership a chairman who shall hold office for a term of seven years and who shall be eligible for re-election for one further term."

And further stipulates that:

鈥�The Board may reappoint a member to successive terms of membership; however, continuous membership shall not exceed a total of 12 years, except in the case of the Chair where section 8 of the 91亚色 Act shall take precedence.鈥�

Notwithstanding, the practice of the Board will be that an incoming Chair will be offered an initial three-year term, which can be extended for up to two successive terms of two years, for a total cumulative term of office of no more than seven years.

Whereas the By-laws stipulate that:

"The Board shall elect the Chair and Vice-Chair from among its external members."

DEFINITIONS

For these procedures, the expression:

鈥�Act鈥� means the 91亚色 Act (1965).

鈥�By-Laws鈥� means the General By-Laws of the Board of Governors.

鈥�Chair鈥� means the Chair of the Board of Governors.

鈥�Chair Elect鈥� means the external member of the Board who has been selected to be the next incoming Chair of the Board and who has not yet become Chair.

鈥�External Member鈥� means a member of the Board under subparagraph VIII (1) (ii) of the Act.

鈥�Incoming Chair鈥� designates a member of the Board that has been selected to be Chair for an initial term under Article C.

鈥�Initial term鈥� means the three-year term of an incoming Chair.

鈥�Member鈥� means a member of the Board.

鈥�Non-renewable term鈥� means a term that cannot be renewed under section A.1 1.

鈥�President鈥� means the President of 91亚色.

鈥�Renewable term鈥� means a term that can be renewed under section A.1 3.

鈥�Term鈥� means the period during which the Chair holds office.

鈥�Secretary鈥� means the Secretary of the Board under Article VIII (2) of the By-Laws.

A. General Rules

1.Duration of the term

1. The Chair shall hold office for no more than seven consecutive years, not including extensions under section D.

2. The initial term of the Chair shall be for three years.

3. At the conclusion of an initial term, the incumbent Chair鈥檚 term may be renewed for up to two consecutive terms of two years.

2.Eligibility

1. The Chair shall be an external member.

2. The incoming Chair shall have been a member for no less than one year at the start of an initial term.

3. Executive

1.The Chair-Elect shall be a member of the Executive Committee and shall be deemed to have been so appointed under Article VI (2) of the By-laws.

4. Confidentiality

1. All conversations, suggestions, comments, or documents related to the renewal or selection processes shall be held in confidence.

5. Vice-Chair of the Board

1.The Chair-Elect shall be Vice-Chair of the Board for the period from appointment under section C10 to coming into office to the following 1 July. When there is not a Chair-Elect, the Chair of the Governance and Human Resources Committee shall be Vice-Chair of the Board.

B.听 Renewal of a Chair

1. Not later than the first week of the month of September immediately preceding the conclusion of a renewable term, the Secretary shall seek from the Chair confirmation that a renewal is sought.

2. Where:

a) a renewal is not sought,

or

b) a renewal was sought, but not granted by the Board,

or

c) the term is non-renewable,

the Secretary of the Board shall invoke the procedures under Article C.

3. Where a renewal is sought:

a) The Chair shall be absent from all deliberations and discussions pertaining to the renewal of the term, except under paragraph d).

b) The Secretary shall invite members to provide their comments regarding the renewal of the term of the Chair. The Secretary shall remit to the Chair of the Governance and Human Resources Committee, an anonymized summary of the comments received.

c) The Governance and Human Resources Committee shall review the Secretary鈥檚 report and formulate a recommendation to the Board prior to the October meeting of the Board.

d) In formulating its recommendation, the Governance and Human Resources Committee shall meet separately with the President of the University and the Chair and may meet with the Secretary, to obtain their views.

e) At its October meeting, the Board shall:

i) Approve the renewal of the term of the Chair,

or

ii) Not approve the renewal of the term of the Chair and direct the Secretary to invoke the procedures under Article C.

f) Where a renewal is approved, the new term shall start the following 1 July and end on 30 June two years hence.

C.听 Selection of a Chair-Elect

1. Not later than the end of first week of the month of November prior to the conclusion of a term, the Secretary shall invite members to suggest the names of those external members to be considered for the position of Chair. This invitation will also request members to identify the qualities and attributes which the next Chair should possess given the anticipated requirements of the position in the years ahead.

2. The Secretary shall confirm with members whose name has been suggested, their will to stand for the position of Chair.听 Those members who stand are deemed to be candidates for the position of Chair.

3. There shall be a Selection Advisory Committee composed of:

a) The Chair of the Governance and Human Resources Committee, as Chair of the Selection Advisory Committee,

b) One Chair of a Board Committee other than the Governance and Human Resources Committee,

c) Two external members, other than those mentioned in paragraphs a) and b), and

d) One internal member

4. The Secretary shall be the Secretary of the Selection Advisory Committee.

5. Members of the Selection Advisory Committee under paragraphs 3 a), b) and c) are nominated by the Governance and Human Resources Committee and appointed by the Board at its December meeting.

6. Members of the Selection Advisory Committee shall not be candidates for the position of Chair. If the Chair of the Governance and Human Resources Committee is a candidate for the position of Chair, the Board shall appoint a Chair of the Selection Advisory Committee among its external members other than those mentioned under paragraph 3 b), c) and d).

7. The Secretary shall remit to the Chair of the Selection Advisory Committee, the name of candidates, along with comments submitted by members regarding the qualities and attributes the next Chair should possess.

8. The Selection Advisory Committee shall meet before the March meeting of the Board to:

a) review the suggested names and the qualities and attributes identified by members,

b) meet individually with the Chair and the President to obtain their views, and

c) recommend to the Board the name of the member to be appointed Chair-Elect.

9. The Selection Advisory Committee shall propose to a closed session at the March meeting of the Board, the name of the member to be the appointed Chair-Elect. The member so proposed will be invited to be absent from the session.

10. At its March meeting, the Board shall:

a) Appoint a Chair-Elect, or

b) Invite the Committee to reconsider the matter and propose another name.

11. Where a Chair-Elect is appointed, the successful nominee will immediately assume the role of Chair-Elect and succeed the Chair on the following 1 July.

12. If the position of Chair or Chair-Elect falls vacant for any reason, the Secretary of the Board shall inform members of the vacancy and invoke the procedures under Article C as soon as possible, with the appointment of the succeeding Chair to take effect immediately.

D. Extenuating Circumstances

1. In circumstances where the normal selection or renewal process is unfeasible or undesirable, the Executive Committee may extend the term of the Chair for no more than one year.

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In furtherance of its academic mandate and out of a desire to provide donors with opportunities to support tenure and alternate stream faculty members, 91亚色 may designate certain regular academic positions as named chairs.听 Regular named positions differ from Research and Teaching Chairs and Professorships and Distinguished Fellowships by the level of support provided and the expectations associated with the position.听 They are indistinguishable from other tenure or alternate stream faculty positions in all other respects except by virtue of their naming.

Funding

Regular named chairs are established through formal agreements between the University and donors that stipulate the nature and duration of funding and the recognition of donors.听听 In general it is expected that funding will be sufficient to cover at least 50% of the costs of the position either through endowment, or expendable funding sufficient to support at least a five year term of support.

Expectations of Incumbents

听Faculty members occupying a regular named Chair are expected to provide an annual report on their activities to their Dean and to the Division of Advancement, which may be shared with donors.听听 They also are also expected to participate in activities that recognize the contribution of donors to the establishment and promotion of the position.

Establishment

The Provost shall review the terms and conditions of all proposals to ensure that they are consistent with 91亚色鈥檚 academic interests and provide the formal approval for the establishment of the naming designation.

Disestablishment

The term or conditions for ending the naming opportunity shall either be provided for at the time of establishment or determined by mutual agreement of the University and donors such that they may be ended following the expiration of a funding term or in the event that endowment income or other funding no longer fully supports the Chair.

Procedures

The Provost is responsible for establishing Regular Named Chairs. See the procedures for the establishment of Distinguished Fellowships in the procedures associated with the Policy on the Establishment and Designation of Research and Teaching Chairs, Professorships and Distinguished Fellowships for further details.

See also the Policy on the Establishment and Designation of Research and Teaching Chairs, Professorships and Distinguished Fellowships

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Honorary Governor is a titular status which may be conferred upon past governors in recognition of distinguished service or exceptional contribution to the Board of Governors or the mission of 91亚色.

II. 听听听 Criteria for Appointing Honorary Governors

Honorary Governor status may be conferred upon a member of the Board of Governors upon completion of their full term on the Board in recognition of distinguished service and exceptional contribution to the Board and / or the mission of 91亚色. An Honorary Governor will have demonstrated outstanding dedication and leadership and a strong commitment to advance the goals of the University.

III.听听 Specific Criteria

Candidates for Honorary Governor will normally meet two or more of the following criteria:

• completed the maximum term on the Board as established by By-Law or Guidelines of the Board
• served as Chair of a committee of the Board, or has held the office of Chancellor of the University
• demonstrated exemplary commitment to the life and development of the University through personal leadership, responsibility or fund-raising
• supported major University initiatives that have demonstrably moved the institution forward

IV.听听听Nomination Procedure

In accordance with the criteria, the Governance and Human Resources Committee will propose to the Executive Committee candidates for Honorary Governor, normally appointed for an unlimited term. The Executive Committee will review and recommend the approval of candidates to the Board of Governors. Nominations may be brought forward coincident with the completion of a governor鈥檚 full-term on the Board, or thereafter.

V.听 Privileges of Honorary Governors

Honorary Governors are entitled to receive all materials related to meetings of the Board of Governors. When in attendance at Board meetings, Honorary Governors may participate in deliberations in an ex-officio capacity without vote.

While not members of the Board, Honorary Governors are eligible for appointment to committees of the Board of Governors as well as to represent the Board on other bodies.听 When appointed to a committee of the Board, Honorary Governors are full members of the committee with both voice and vote, and their presence is considered in determining quorum.

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Postdoctoral researchers are individuals professionally conducting research after the completion of their doctoral studies. As integral members of the 91亚色 research community, postdoctoral researchers make valuable contributions to their research fields, and are vital to the achievement of University Academic Plan objectives and other planning goals.

Scope and Definitions

This policy applies to postdoctoral fellows categorized as:

• Postdoctoral Visitors (PDVs) whose status is defined by the 91亚色 Faculty Association (YUFA) Collective Agreement
• Postdoctoral Fellows (PDFs) whose status is determined by an external award or funding source

Criteria for Positions and Appointments

The following criteria apply to these positions and the individuals who hold them:

1. Positions

1. The fellowship shall be primarily research focused.
2. The fellowship shall have a duration of no less than three (3) months.
3. The fellowship shall be time limited at 91亚色, normally up to three (3) years, and may not exceed four (4) years.
4. Fellowships are intended to be full time. Exceptions may be permitted at the discretion of the Dean. All part-time fellowships shall offer the appointee a robust research and professional development opportunity.听 They are governed by, and shall adhere to, all aspects of this Policy.

b. Appointees

1. Appointees must have completed all requirements for a PhD.
2. Appointees may not hold a full-time faculty member appointment at any university.
3. All appointees shall be supervised by a full-time faculty member at 91亚色.
4. The work of the appointee must meet the standards set by the supervisor and must comply with all relevant regulations, policies and procedures of 91亚色.

Administration

1. Administrative procedures for the engagement of post-doctoral researchers shall be set by the Faculty of Graduate Studies and implemented by all Faculties.
2. The conduct of postdoctoral research is governed by University and Senate policies and procedures, including but not limited to the Senate Policy on Responsible Conduct of Research.

Dispute Resolution

In the event of a dispute between a postdoctoral researcher and any other member of the 91亚色 community, University policies, procedures and regulations apply. The Faculty of Graduate Studies shall

1. maintain current information on supports and applicable processes for dispute resolution involving postdoctoral researchers
2. respond to procedural inquiries and provide guidance upon request

听Intellectual Property

An Intellectual Property Agreement between a postdoctoral researcher and supervisor that conforms to 91亚色 regulations on Intellectual Property shall be put in place before the start date of each fellowship. Deviations from standard Intellectual Property agreements shall be reviewed and approved by the Faculty of Graduate Studies and Vice-President Research & Innovation (VPRI).

Professional Development

听Professional Development activities are central to the success of 91亚色鈥檚 postdoctoral researchers. It is expected that all appointees shall be encouraged to participate regularly in professional development programming and academic life across the campuses.

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Guidelines

Funding

Research and Teaching Chairs, Professorships and Distinguished Fellowships may be funded through:

• an endowment
• fixed term funding from external sources
• a combination of sources including eligible internal funds.

Funding for incumbents shall be commensurate with explicit academic goals and objectives, and shall be sufficient to cover 100 per cent of costs (which will vary with the nature of positions, expectations and areas of scholarship). Minimum amounts and financial terms shall be consistent with those promulgated by the University, which may be expected to be adjusted periodically.

Funding for fixed term Chairs and Professorships shall be for a minimum of five years. In the event that necessary additional funding is secured, a limited term Chair or Professorship may be converted to an Endowed Chair or Professorship without further review or approval. Similarly, should the necessary additional funding be realized, an endowed Professorship may be converted to an endowed Chair, without further review or approval.

Funding for limited term Distinguished Fellowships shall be for a minimum of 3 years. Distinguished Fellowships may only be converted to other Chairs or Professorships upon successful review and approval.

In addition to covering the salary and benefits of the holder, funding for Research and Teaching Chairs and Professorships shall include provide for an appropriate level of scholarly and research support that may include one or more of the following:

• unrestricted or restricted accounts in support of the research and teaching goals
• provisions for a stipend
• funding for the relief of teaching
• provisions for infrastructure requirements of an externally recruited appointee

Teaching Requirement

91亚色 prides itself on being comprehensive in its approach to education and in the contact of all faculty members with undergraduate and graduate students. At the same time appointments may offer a number of means through which research intensity beyond normal expectations can be recognized through provision of teaching release time. Accordingly, Research Chairs and Professorships will be expected to include a teaching load that is not less than 50 per cent of the normal load for full time professors in the applicable discipline, and in any case not less than a course load of 1.0. Teaching Chairs and Professorships will be expected to maintain course teaching load equivalent to the norm for faculty members in their Faculties.

Leadership and Community Engagement

All appointees will be identified and recognized leaders of scholarship, research, creative activity, and teaching. As such, they are shall provide leadership in the overall development of the research and teaching mandate of the University and to be active mentors for their colleagues.

Research and Teaching Chairs

The establishment of a Research and Teaching Chair represents a major commitment by the University to the development of an area of research, scholarship and teaching. The holder of a Chair should be of great distinction and be an exceptionally productive well established scholar normally at the rank of Professor.

The normal appointment as Chair is for a fixed term of five years, renewable up to two times (for a total maximum appointment time of 15 years), contingent upon successful performance review. Upon approval of the Provost, there may also be provision to extend an outgoing appointee by one additional year to facilitate the completion of a body of work or to provide for a smooth transition to a new Chair holder.

Professorships

The establishment of a Research and Teaching Professorship represents a commitment by the University to the development of an area of research, scholarship and teaching. The holder of a Professorship should be of distinction and be a highly productive scholar normally at the rank of Assistant Professor or Associate Professor.

The normal appointment to a Professorship is for a fixed term of five years. A term may be renewed not more than once and renewal is contingent upon a successful performance review. Upon approval of the Provost, there may also be provision to extend an outgoing appointee by one additional year to facilitate completion of a body of work or to provide for a smooth transition to a new Professorship holder.

Distinguished Fellowships

Distinguished Fellowships may be established to assist the University in the development of new academic initiatives or in the further development of established areas of scholarship. They may be awarded to visitors from outside the University as well as to internal faculty members.

The appointment for Distinguished Fellowships shall be for a term of up to three years, and may be extended by up to two additional years upon approval of the Provost.

Reporting and other Expectations

All incumbents shall give a lecture to the University community in the first year of their appointment, and if renewed, the first year of subsequent re-appointments. They also will be expected to participate in activities that promote the University鈥檚 research and teaching or recognize its donors.

Incumbents will also submit an annual report of their activities to their Department Chairs and Dean/Principal that may be made available to the University Executive and to the donor(s) or their representatives. The format of reports will be determined by the Vice President Advancement in consultation with the Faculties.

Duration of Terms

Individual appointees shall hold their positions

• for the term specified unless renewed according to the specified process
• for the term specified unless it has been determined that they are not fulfilling the general criteria of this Policy and / or the explicit expectations associated with a position must relinquish the position
• until such time as they retire or depart from the University, at which point they shall automatically relinquish the position

Procedures

Establishment of a Research of Teaching Chair or Professorship

听In accordance with the 91亚色 Act, individual and program-based Research and Teaching Chairs and Professorships are formally established by the Board of Governors after consultation with Senate, normally through its Academic Policy, Planning and Research Committee.

The following are the legislative steps to the formal establishment of a new designation:

• The Vice-President Academic and Provost, having determined that a proposal is consistent with 91亚色鈥檚 academic interests and all relevant policies and agreements, shall make a recommendation to the Academic Policy, Planning and Research Committee of Senate seeking its concurrence.
• Upon concurring with a recommendation, the Academic Policy, Planning and Research shall inform Senate of its decision and transmit a record of its action to the Board of Governors.
• The Academic Resources Committee of the Board shall be responsible for making recommendations to approve proposals to the Board.

A change in the name of a Chair or Professorship fellowship shall follow the same pathway.

Establishment of a Distinguished Fellowship

The establishment of a Distinguished Fellowship is approved by the Provost, who must be satisfied that a proposal is wholly consistent with the aims of this Policy, articulates appropriate expectations, and has a sufficiency of resources to ensure its sustainability for the term specified. Senate and the Board of Governors shall be informed of the establishment or disestablishment of Distinguished Fellowships.

Proposals

The Deans/Principal or academic Vice Presidents may propose the establishment of a Research and Teaching Chair, Professorship or Distinguished Fellowship through the Office of the Provost and Vice President Academic.

Proposals shall include:

• a rationale for the Chair or Professorship
• a description of the scope of the proposed position
• a description of its alignment with all relevant University and Faculty academic plans

Proposals shall also be accompanied by detailed terms of reference for the position that will include the Faculty / unit of appointment, general requirements and specific expectations, and guidelines for the use of funds.

Proposals must also include a funding plan that demonstrates the presence of funding sufficient to cover 100 per cent of all costs.

Confidentiality Provision

If the University or benefactor(s) wish to maintain the confidentiality of a proposal until a public announcement, the Academic Policy, Planning and Research Committee shall exclude any identifying information from its reports to Senate, and the Board of Governors shall consider proposals under its confidentiality procedures.

Selection, Review and Renewal: Principles

Positions that are fully funded through external sources are expected to be primarily oriented towards external recruitment to enhance 91亚色鈥檚 research and teaching capacity, although highly qualified internal candidates will also be eligible in all instances.

Selection processes must be open, transparent, and respectful of all normal hiring processes for the University when external recruitment is sought. Specific qualifications and expectations must be approved by the Provost prior to engaging in a selection process.

Similarly, review of incumbents in cases where renewal is permitted, must follow a clear, transparent, and collegial process led by the Dean/Principal of the Faculty(ies) in which the position resides.

If at any time during the period, incumbents are not meeting objectives, the Dean/Principal, in consultation with the Provost and unit head, may make a recommendation to the Provost and President to terminate the term of the holder.

Appointment of Research and Teaching Chairs and Professorships

The Dean(s)/Principal shall appoint an appropriate selection committee. In instances where an interdisciplinary focus extends across Faculties, the selection committee will be formed in consultation with the relevant Deans/Principal, and the Provost. For external hires, the Dean/Principal must submit a detailed description of the qualifications and expectations of the individual to be sought as part of the normal complement planning process. The enhanced expectations for the position also must be clearly articulated in advertising, and throughout the selection process, with approval of all advertisement by the Provost.

Nominations to the Provost by the Dean/Principal must respect in full the criteria of this Policy and the expectations of the position, and shall include a clear and detailed rationale for the recommendation.

Appointment of Distinguished Fellows

The Faculty Dean/Principal will ensure the appointment of an appropriate selection committee.

Nominations to the Provost by the selection committee must respect in full the criteria of this Policy and the expectations of position and shall include a clear and detailed rationale for the recommendation.

听Selection of Incumbents: Eligibility and Authorization

Positions that are fully funded through external sources shall be primarily oriented towards external recruitment to enhance 91亚色鈥檚 research and teaching capacity, although highly qualified internal candidates will also be eligible in all instances.

Processes for the selection of honorees must be open, transparent, and fully respect all applicable hiring protocols and procedures for the University when external recruitment is sought. Prior to a search, specific qualifications and expectations for candidates must be approved by the Provost.

The Provost shall be responsible for recommending individuals for the awarding of a designation by the President of the University.

Renewal of Incumbents

If incumbents occupy a position for which renewal is provided for, the process of review and renewal must be clear, transparent, and collegial. Such processes are normally led by the Dean or Principal of the Faculty(ies) to which the position is attached.

Review of Chairs and Professorships

Where the terms of reference allow for renewal of incumbents, the review process for consideration of renewal will commence one year prior to the end of the current appointment.

The Dean(s)/Principal establish an appropriate review committee of the incumbent. In instances where the interdisciplinarity extends across Faculties, the review committee will be formed in consultation with the relevant Deans/Principals and the Provost. For Research Chairs and Professors, the review committee shall include a representative of the Vice President Research and Innovation. The review process shall be open and transparent and shall allow for a response by the incumbent to the findings of the review before a recommendation is finalized.

Recommendations to the Provost based on the outcome of the review must be received at least eight months prior to the expiry of the term of the incumbent

Request for an Extension

Requests for extensions of an appointment must be made in writing to the Provost and Vice President Academic by the holder and must be supported by the relevant Dean(s)/Principal

Termination of an Appointment

The applicable Dean(s) / Principal, finding that an appointee has manifestly not fulfilled the terms of the appointment, the may recommend that the Provost terminate incumbency at any time prior to the end of a term or the normal review.

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Purpose and Aims

In furtherance of its academic goals and out of a desire to recognize and reward faculty members for their achievements, 91亚色 may establish Research and Teaching Chairs and Professorships, and Distinguished Fellowships, which may also have the following aims:

• honour meritorious scholars who have demonstrated exceptional teaching and research
• recognize, in the names that may be assigned to these positions, the University鈥檚 benefactors, supporters, past faculty members and others
• advance strategic plans, build on strengths and support emerging foci
• enhance the University鈥檚 research and teaching
• attract and retain prestigious faculty members

Notwithstanding the source of funding or type of position, the criteria guiding the establishment of designations under this policy are the recognition of high merit and the advancement of the University鈥檚 academic mission.

Applicability of the Policy

This policy applies to the establishment of named and / or funded positions, as well as to the appointment, review and renewal of incumbents.

Sources and Nature of Funding

The funding of chairs, professorships and distinguished fellowships covered by this policy may be derived in whole or in part from donations, University or Faculty funds, or financial arrangements with other institutions. Financial support may flow out of a perpetuated bequest or fixed term funding.

Normally, funding will be sufficient to provide for 100 per cent of costs without additional support from the University鈥檚 operating budget.

Donors

Donors shall not be involved in selection or review processes for any position.

Donors may, however, be expected to take an interest in the activities of the incumbents of the chairs and professorships they have funded. They will receive an annual report on the activities of incumbents and may participate in other forms of engagement and support.

Naming of Chairs and Professorships

Research and Teaching Chairs or Professorships will be distinguished from other chairs by the inclusion of the words 鈥淩esearch鈥� or 鈥淭eaching鈥� in their titles. The title may also include the names of donors, or others commemorated such as past 91亚色 scholars.

Terms and Conditions

The terms, conditions and expectations of named and funded positions shall be explicitly defined and will include a sustainable financial plan. Financial support shall be commensurate with the research, teaching and educational leadership activities associated with the chair, professorship or distinguished fellowship. Support of positions will be commensurate with the goal of enhancing the capacity of a faculty member to undertake research, teaching and educational leadership activities.

Disestablishment

Disestablishment of chairs, professors and distinguished fellowships shall be provided for at the time of establishment or by mutual agreement of the University and the donor.

Effective Date of the Policy

This Policy shall be take effect from the time it is enacted by Senate and the Board of Governors. It does not apply retroactively to any pre-existing position with the exception that the appointment and renewal procedures described below shall apply provided that they are consistent with the terms under which a pre-existing position was established.

Positions and Designations Not Covered by this Policy

The following positions and designations are not covered by this policy:

• Distinguished Research Professors and University Professors, which are honorary designations under other policies and procedures
• Chairs established by programs created by external bodies, such as Canada Research Chairs and Canada Excellence Research Chairs, Killiam Awards, or NSERC Industrial Research Chairs
• Regularly Named Chairs, which are covered by a separate Policy

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Categories

The following award terms and definitions were approved by the Senate in June 2004 and revised in March 2009. These classifications are followed when naming an award.

Award: Combines academic criteria (minimum grade of 70% for students entering from secondary school, undergraduate grade point average of 6.0, or graduate average of B) and non-academic criteria (e.g. talent, promise, community service, leadership, financial need). Awards appear on a student鈥檚 transcript.

Bursary: Primarily designed to assist students with financial need. Recipients must be in good academic standing. Bursaries do not appear on the student's transcript.

Fellowship: Primarily designed to support research by outstanding graduate students with an A average or the top academic performance when an award evaluates students鈥� marks in comparison to their peers (although financial need may be taken into account). Fellowships appear on a student's transcript.

Scholarship: Recognizes exceptional talent/promise or academic excellence, as defined by:

• A minimum grade of 80% for students entering from secondary school; or
• A minimum undergraduate grade point average of 7.5; or
• A minimum A average for graduate studies; or
• Top academic performance, when an award evaluates students鈥� marks in comparison to their peers. In some cases scholarships may also include non-academic criteria (e.g. financial need, residency, etc.). All scholarships appear on a student鈥檚 transcript.

Prize: A prestigious recognition, often a book or nominal financial award, which recognizes academic achievement in a course, cluster of courses (no more than 3), program/field of study, or an academic piece of work, as defined by:

• A minimum undergraduate grade point average of 7.5; or
• A minimum A average for graduate studies; or
• Top academic performance, when an award evaluates students鈥� marks in comparison to their peers; or
• Talent or promise.
• All prizes appear on a student鈥檚 transcript.

Medal: A medal recognizes academic achievement in a program and may include non-academic criteria such as contribution to student life. All medals appear on a student鈥檚 transcript.

Authority for Approval

Senate has delegated to the Office of Student Financial Services (OSFS) of the responsibility to approve all newly-created fellowships, scholarships, medals, prizes and other awards.

Guidelines for the Approval of New Awards

1. Fellowships, scholarships, medals and prizes and other awards shall conform to the Ontario Human Rights Commission Policy on Scholarships and Awards and other legislative requirements, as they exist from time to time;
2. Awards shall conform to the University Policy: Guidelines for the Acceptance of Gifts;
3. The integrity of the University shall be protected through thorough review of the donor鈥檚 background;
4. Awards which are specific to Faculties shall be approved by the Dean of that Faculty and any other approving body where relevant;
5. Award criteria shall be constructed so as to encourage distribution of awards to a wide-range of qualified and eligible students, rather than limiting that range;
6. Award criteria should be amenable to administration and not so restrictive as to make finding a qualified applicant difficult;
7. Awards should be encouraged that have criteria reflecting 91亚色鈥檚 history, community context and long-standing commitments to equity and interdisciplinarity.

Procedure for Reporting

To fulfill its policy mandate, AWARDS will report to Senate twice a year, normally in December and June on the new awards. More comprehensive reports, including analysis such as award types, amounts, distribution by Faculty/program, trends over time, etc., shall be made to Senate at a minimum once a year. A sample of this type of report is attached to this Appendix. Faculty awards committees will be requested to report annually to AWARDS.

Procedures for the Awarding of Prestigious Scholarships and Merit-Based Awards

AWARDS will work with the Office of Student Financial Services to establish sub-committees for the selection of recipients of University-wide undergraduate prestigious scholarships. These sub-committees will have at least 50% of the membership drawn from AWARDS, preferably including both faculty and student members. In addition, at least 50% of the membership in total will be faculty members, and normally there will be one student representative. These sub-committees will report back to AWARDS on the process and its results. Selection of merit-based awards administered by individual Faculties and other units shall be carried out by Faculty committees including at least one faculty member at the associate or full professor level. These Faculty committees will report back to AWARDS annually on the process and its results.

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Senate supports appropriate forms of recognition or commemoration of students who are unable to complete their studies owing to untimely permanent incapacitation or untimely death.听Permanent incapacitation means the student will never be able to continue their studies even with assistance.听Recognition may take the form of

• an earned academic degree, certificate or diploma that is awarded posthumously an
• academic degree, diploma or certificate for which incomplete requirements are fulfilled by the granting of aegrotat standing
• a non-academic degree, certificate, or diploma 鈥淚n Commemoration.鈥�*

Categories and Eligibility

1. An academic degree, diploma or certificate may be awarded posthumously if all requirements were completed prior to death.
2. An academic degree, diploma or certificate may be awarded to students who were a) unable to complete a program owing to death or permanent incapacitation and b) normally had completed at least 75 per cent of the requirements with the balance fulfilled through the awarding of aegrotat standing by a duly authorized Faculty committee.
3. A non-academic degree, diploma or certificate 鈥淚n Commemoration鈥� may be awarded to students who were enrolled at the University but had not completed their studies at the time of their death or permanent incapacitation, and are not eligible for aegrotat standing.
4. Students are not eligible if death or incapacitation resulted from their commission of illegal activities.

*Example: Bachelor of Arts in Commemoration

Procedures

Requests for fully earned or in commemoration degrees, diplomas and certificates shall normally be addressed directly to the University Registrar, who shall be responsible for confirming enrolment, processing requests, and notifying the applicable Faculty鈥檚 Council Office and Dean/Principal.

Requests for aegrotat standing may be addressed to the Registrar, or to the student鈥檚 major department or home Faculty in the first instance.听The Registrar is responsible for confirming the enrolment of students and progress at the time of death or incapacitation.听Faculties shall be responsible for notifying the Registrar of decisions to award degrees, diplomas or certificates through aegrotat standing.

Formal requests must be in writing and must provide authoritative documentation concerning the death or permanent incapacitation.

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