Staff Departures

Retirement

The Regulations on Retirement of Academic Staff apply to full-time ranked academic staff and set out the general terms and conditions relating to their retirement.

Upon written request from an eligible staff member, the University shall consider the staff member’s request for retirement. Eligible staff may apply for retirement under one of four options:

1. Early Retirement
2. Phased Early Retirement
3. Retirement at Normal Retirement Date (as defined by the McGill University Pension Plan)
4. Retirement after Normal Retirement Date with the possibility of a Reduced Load Appointment

Procedures

1. The staff member considering retirement shall meet with the Department Chair to discuss the options for retirement. In the case of Phased Retirements or those involving a Reduced Load, the Department Chair and staff member agree on an Academic Plan to be submitted to the Dean and the Provost and Executive Vice-President (Academic).

2. The staff member provides written notice by email to the Department Chair, Dean and Provost and Executive Vice-President (Academic) at the earliest possible date before the beginning of the academic year in which the staff member intends to retire, and no later than six months before the intended retirement date. The notice shall include:

   • the selection of the Retirement Option;
   • the intended date of retirement.

3. Once approved, the Provost and Executive Vice-President (Academic) communicates the conditions for retirement in a letter of agreement addressed to the staff member. The staff member reviews, signs and returns the letter, acknowledging that the Date of Retirement is irrevocable and the conditions for retirement may not be modified.

4. Academic Personnel Office enters phased retirement and reduced load information in Workday, if applicable.

5. The staff member’s department issues the Termination in Workday closer to the date of retirement, within 4 months of the departure but after the last possible merit exercise.

Designations

Retired

Upon retirement, the designation “retired” shall be used, along with the rank the staff member held prior to retirement. The staff member shall be permitted to retain, as part of the designation, the name of any named chair or professorship held prior to retirement.

Emeritus/Emerita

The honorific "Emeritus/Emerita" designation is accorded to all retired eligible full professors and librarians who, prior to their retirement from the University:

• have held the rank for a minimum of five (5) years at McGill University; and
• are deemed to have satisfactorily maintained the standards for which they were appointed to that rank.

The designation is granted at the discretion of the University, on the recommendation of the Dean(s) following consultation with the Chair(s).

On retirement, each eligible full professor and librarian is considered for the honorific by their Department Chair and the Dean.

The academic affairs partner (department) initiates the stand alone Add Academic Appointment business process in Workday (no HCM Add Job required). This process is done after the termination is successfully completed. The department attaches the Chair’s recommendation and CV in the business process, which will then flow through to the academic affairs partner (Faculty) who attaches the Dean’s recommendation. Once approved by the Provost, a BoG letter will be sent to the retired staff member in Workday.

An Emeritus designation that is approved by the Provost and Executive Vice-President (Academic) is communicated in a letter along with a certificate that is sent to the staff member.

The honorific will be recorded in Workday.

Staff members accorded the honorific may use the Emeritus/Emerita designation effective from the date of retirement. The names of those on whom the honorific has been conferred will appear in the Convocation Booklet. 

Privileges of Retired and Emeritus/Emerita Staff

*With a position of Professor (post-retirement) as defined in the Regulations Relating to the Employment of Contract Academic Staff.

Termination

Notification of termination of appointment of a professor or librarian on a tenure track appointment shall be given at least 37 weeks before the termination date of the staff member’s current appointment. In the event that notification has not been given as herein prescribed, the appointment shall be extended for one (1) year.

Denial of Tenure

Per the Regulations Relating to the Employment of Tenure Track and Tenured Academic Staff:

• An Assistant Professor who has been denied tenure upon mandatory consideration for tenure in her or his sixth year may be reappointed for up to one additional year if required to provide for notice of termination under these regulations.
• An Associate Professor who has been denied tenure upon mandatory consideration for tenure in her or his fifth year may be reappointed for up to one additional year if required to provide for notice of termination under these regulations.
• A Full Professor who has been denied tenure upon mandatory consideration for tenure in the fourth year may be reappointed for up to one additional year.

Per the Regulations Relating to the Employment of Librarian Staff, a librarian staff member who has been denied tenure upon mandatory consideration for tenure may be reappointed for a terminal year.

Note that any member of the academic staff denied tenure has a right to appeal the decision before a final decision is reached, in accordance with the Regulations on Appeals of Tenure Decisions.

Non-renewal

In the event that a tenure-track professor or librarian is not reappointed, the department must initiate the termination business process in Workday.

Resignation

A staff member who voluntarily resigns from McGill must provide written notification to their Department Chair, with a copy to the Dean and the Academic Personnel Office. Staff members are asked to provide no less than four weeks’ notice prior to their departure, and are encouraged to discuss a plan of departure with their Department Chair or Dean.

In the absence of a written communication, a staff member will be presumed to have resigned should they not be present on the first day of classes, or not return from a leave. In such instances, resignation will be considered automatic.

The department must initiate the termination business process in Workday and attach the staff member’s letter of resignation, where possible. The staff member may also initiate the resignation in Workday themselves.

Death

If a tenure-track or tenured professor or librarian passes away, the department must initiate the termination business process in Workday.