8.1 Performance Review and Assessment 8.2 Recommendation for Merit Increment and Promotion 8.3 Appeals to the Information Resources Promotions Committee 8.4 Information Resources Promotions Committee 8.5 Promotions 8.6 Reassignment of Duties and Responsibilities
NOTE: The policies and procedures regarding assessment and promotions are stated in Section 6 of Procedures Pertaining to Appointment, Promotion and Tenure of Academic Staff (APT) and in the Manual of Policies and Procedures for the Annual Assessment of Academic Staff (Salary Increments and Promotions) (GPC) distributed annually. Additional procedures specific to Information Resources are as follows.
||PERFORMANCE REVIEW AND ASSESSMENT
||All those in a supervisory position have the responsibility
of conferring on a continuing basis with the academic staff
members under their direction regarding performance. At
these conferences, the participants shall discuss the
appointee's objectives and goals, as well as Information Resources
expectations, progress towards them, and any problems which
may have arisen. These conferences shall form an integral
part of the interaction between appointees and their supervisors
and should contribute to the professional development of the
individual. An appointee has the right to request a conference
at a mutually convenient time. An appointee also has the right
to request a written evaluation from the Principal Evaluator
at any time. Principal Evaluators should inform the appointee
of these rights.
||The status and performance of each academic staff member,
other than those who report directly to the Director of Information Resources, shall be reviewed in an annual meeting with the
appropriate Principal Evaluator. The status and performance
of those who report directly to the Director shall
be reviewed annually by the Director.
||The assessment of performance shall be based on the
criteria outlined in Section 4, as well as on the appointee's
Academic Annual Report to the President. The appointee
shall submit two (2) copies of the Academic Annual Report to the
Director of Information Resources and one (1) copy to the Principal
||A written assessment, along with the recommendation for
increment and promotion shall be prepared by the Principal
Evaluator. It is their responsibility to ensure that this
assessment takes into account the views of all persons who
had responsibility for supervising the work of the
appointee during the year. The assessment shall be
signed by the Principal Evaluator and the
appointee, then sent to the Director.
||The signature of the academic staff member does not
indicate agreement with the written assessment, but only
that it has been read and discussed with the Principal
Evaluator. Each academic staff member shall receive a
copy of this written assessment.
||If the appointee disagrees with the assessment, the
appointee may file an appeal according to regular procedures (see section 8.3), or submit a memorandum outlining objections and providing
additional relevant information to the Director. This
memorandum shall become part of the appointee's file.
The Director shall meet and discuss this matter with
the appointee. A written summary of the discussion shall
be prepared by the Director and a copy shall be sent to
the appointee. This written summary shall become part of
the appointee's file.
||RECOMMENDATION FOR MERIT INCREMENT AND PROMOTION
||The Principal Evaluator shall forward the recommendation
for increment and promotion to the Information Resources Promotions Committee
sending a copy to the appointee concerned, as early as possible,
but at least seven days before the annual meeting of the Committee.
||The recommendation shall be supported by the written
assessment, the annual report of the appointee, and any
correspondence relating to the assessment and recommendation.
No anonymous material will be accepted for inclusion in the
||It is the duty of the Director to notify an academic staff
member promptly if an award of a zero increment is being
recommended to the Information Resources Promotions Committee. The Vice-
President (Academic) shall also be notified in writing before
the meeting of the Information Resources Promotions Committee. The Information Resources Promotions Committee shall pay particular attention to such a
||APPEALS TO THE INFORMATION RESOURCES PROMOTIONS COMMITTEE
||Any appointee may appeal the recommendation of the
Principal Evaluator (see APT section 6.6.4). Such an appeal and the grounds thereof shall be forwarded in writing to the Director of Information Resources as Chair of the Information Resources Promotions Committee by the prescribed date contained in the Memo to all Academic Staff in Information Resources from the Director Re: Annual Assessment (Increments and Promotion) (issued annually) (see Important Documentation).
||INFORMATION RESOURCES PROMOTIONS COMMITTEE
||Terms of Reference
||The Information Resources Promotions Committee functions as an advisory
committee to the Director of Information Resources in the annual review
of recommendations for increment for appointees, except the
Director and those appointees reporting to the Director.
||The status of those appointees reporting to the Director
is reviewed annually by the General Promotions Committee.
||At the discretion of the Director, recommendations for
increment for appointees reporting to the Director may be
referred to the Committee for advice. |
||All recommendations for promotion of any academic staff
member in Information Resources must be made to the Information Resources Promotions Committee, which shall recommend to the General Promotions
Committee, which, in turn, shall recommend to the President.
||The Information Resources Promotions Committee is an Advisory Committee
to the Director of Information Resources and shall be composed of the
||Both genders shall be included among the voting academic staff members on the Committee.
||Presentations affecting a member of the Information Resources Promotions
Committee will be deferred until discussion of all other cases.
A Committee member shall be absent from the Committee during
the discussion of that individual's case.
||The Committee shall receive documentation consisting of
the recommendation by the Principal Evaluator, the written
assessment, the annual report prepared by the appointee, and
any written appeal or record. The Committee members shall
have convenient access to this documentation not less than
seven days prior to the annual meeting of the Information Resources Promotions Committee.
||Recommendations from this committee, concerning merit
increments and promotion, can be modified by the Director,
who will then process the recommendations in the established
fashion to the General Promotions Committee. If the Director
modifies the recommendation of the Information Resources Promotions
Committee, the Director shall so advise the General Promotions
Committee, the Information Resources Promotions Committee, the Principal Evaluator, and the appointee, and give reasons for such action in writing (see APT section 6.4.18).
||At least one week before the deadline to appeal to the General Promotions Committee, the Director shall also inform
each appointee in writing, giving reasons, of the recommendation being carried forward and of the appointee's right to appeal. The Director shall also advise as per APT section 6.4.18. If the
recommendation is less favourable than that proposed by the
Principal Evaluator, reasons shall be stated in writing to
||An academic staff member may be considered, upon written
application, for promotion to a higher rank at any time during
the staff member's progress through the salary scales, regardless
of whether the individual has reached the top of the scale for
a particular rank. If the academic staff member chooses not to
apply for promotion upon reaching the top of a particular rank,
s/he shall continue to be evaluated at that rank, receiving
performance assessments and shadow increments.
||Whenever an academic staff member has reached the top of the
salary scale for a particular rank and is not recommended for
promotion, the Principal Evaluator shall present the reasons
for the decision as part of the recommendation to the Information Resources Promotions Committee.
||All recommendations pertaining to promotion must be recommended
by the Principal Evaluator to the Information Resources Promotions Committee
which will recommend to the General Promotions Committee which,
in turn, will recommend to the President. All academic staff
shall be informed, in writing, of the nature of the recommendations
being carried forward by the Principal Evaluator to the appropriate
||Promotions shall normally take effect on July 1. |
||REASSIGNMENT OF DUTIES AND RESPONSIBILITIES
||The Director of Information Resources may make such substantive change of assignment of academic staff members as the Director considers
necessary for the effective and efficient operation of Information Resources, after the fullest consultation with the principal parties involved. Opportunities for major changes in responsibility shall be publicized to all academic staff in Information Resources, with a view to internal competition where deemed appropriate by the Director.
||Such changes shall not reduce an individual's rank, position
within rank, or salary. |