To: Principals, Deans, Academic Directors, and Chairs; Pre-Tenure, Pre-Continuing Status Faculty, and Pre-Permanent Status Librarians    
From: Heather Boon, Vice-Provost, Faculty & Academic Life
Date: March 20, 2020
Re: Provision for Requesting Delay to Timeline for Academic Review in Response to COVID-19 (PDAD&C#56)

We are aware that the COVID-19 situation may have caused significant challenges for pre-tenure and pre-continuing status faculty members at the University of Toronto with respect to their research/scholarship and teaching. It similarly may have impacted pre-permanent status librarians.

In response, any pre-tenure or pre-continuing status faculty member may request a one year delay in their timeline to tenure or continuing status on the grounds of the “serious personal circumstances beyond their control” associated with the current COVID 19 situation. In addition, any pre-permanent status librarian may request a delay in the date of their review for permanent status on the grounds of the impact the current COVID 19 situation.

Requesting a delay

Current provisions and process

• The PPAA provides that relative to pre-tenure faculty, that “Candidates may make a written request for a delay in the interim review or consideration for tenure based on pregnancy and/or parental or adoption leave or serious personal circumstances beyond their control such as illness or injury or damage to their research facilities. Delays may be granted for one year but not more than 2 years with the approval in writing of the Vice-President and Provost. Written requests by a candidate for further delays based on the provisions of Ontario Human Rights Code as amended from time to time (the “Code”) will be considered by the Vice-President and Provost on a case-by-case basis, it being understood and agreed that such requests must be made by the candidate in writing at the earliest opportunity in the interim review or consideration for tenure process (i.e. as soon as a candidate knows or reasonably ought to know that their interim year review or consideration for tenure may warrant a delay based on the provisions of the Code.)” (Policy and Procedures on Academic Appointments [PPAA], Section II, part 10 )
• The language in policy is the same in respect to the probationary review and continuing status review for continuing stream teaching stream faculty (PPAA Section VII, part 6)
• Librarians are also able to request a delay in the date for their consideration for permanent status and promotion to Librarian III.

Modification in the context of COVID-19

• Faculty members should submit any request for a delay in writing through their Dean/Chair/Director/Principal following the normal process.
• In addition to the grounds set out in policy, it is clear that the current COVID-19 situation meets the criteria of “serious personal circumstances beyond their control” and is appropriate grounds to request a delay.
• A tenure stream faculty member may request a delay to their interim review, their tenure review, or both.
• A teaching stream faculty member may request a delay to their probationary review, their continuing status review, or both.
• Similarly, Librarians should continue to submit any request for a delay in the date for their consideration of permanent status and promotion to Librarian III in writing to the Chief Librarian. Librarians would be eligible to request a delay for a period of time equivalent to the time they are unable to physically work at the University due to the COVID-19 situation.
• In line with the provisions of the PPAA, we would ask faculty members or librarians to submit any request at the earliest opportunity in the review process (i.e., as soon as you know or reasonably ought to know that your review may warrant a delay).