McGill.CA / Academic Personnel Office / Academic Life Cycle / Tenure-Track Academic Staff: Professors and Librarians

Transfers within Tenure-Stream Appointments

The University permits transfers within tenure-stream appointments in the following specific circumstances.

Clinical to Regular Tenure-Track

Procedure

1. The department submits the documentation listed below through the Workday Change Job process requesting to convert a clinical tenure-track appointment to a regular tenure-track appointment.

Documentation

A Dean’s memo to the Provost and Executive Vice-President (Academic) indicating:

  • the type of transfer being requested;
  • the reason(s) for the transfer; and
  • salary commitments relating to salary minima

A letter from the Department Chair and the staff member indicating their agreement to the transfer.

A letter from the staff member confirming that they have or will imminently relinquish their Plans d'effectifs médicaux and therefore are not clinically active.

2. Once approved by the Provost and Executive Vice-President (Academic), a BOG letter will be issued once the Change Job process is complete in Workday.

Assistant Professor (Special Category) to Tenure-Track Assistant Professor

Upon fulfillment of the condition(s) specified in the Official Letter of Appointment (OLA), an Assistant Professor (Special Category) may be appointed to a tenure-track appointment as Assistant Professor. A tenure-track appointment begins either January 1 or August 1, whichever date immediately follows the fulfillment of the staff member’s conditions.

Procedure

Condition

Documentation

Awaiting the award of a doctoral degree

A copy of the doctoral diploma; or

A signed letter from the issuing university on their letterhead attesting that the staff member has completed all degree requirements and confirming the date of graduation;

Awaiting certification required by a profession

Proof of professional certification;

Awaiting completion of professional licensing requirements

Proof of completion of professional licensing requirements.

1. The department sends any documentation required to demonstrate that the staff member has met the conditions of the OLA to academic.personnel [at] mcgill.ca. 

2. The APO reviews the documentation, and prepares a draft BOG letter for approval by the Acting Associate Provost (Academic Policies & Faculty Affairs).

3. Once the dossier is approved and the BOG letter is signed, APO updates the position in Workday.

Single to Joint Appointments; Joint to Single Appointments

Tenure-track appointments can be converted from single to joint or vice-versa depending on the staff member’s level of involvement between one or more units, and with approval from the Department Chairs and/or Deans, depending on the structure of the Faculty.

Procedure

1. The department initiates the Change Job process in Workday and attaches any documentation required to convert a tenure-track appointment from either a single to joint or joint to single.

Documentation

A Dean’s memo to the Provost and Executive Vice-President (Academic) indicating:

  • the type of transfer being requested;
  • the reason(s) for the transfer;
  • salary commitments relating to salary minima; and
  • the staff member’s primary department if transferring from a joint to a single appointment only

A letter from the Department Chair and the staff member indicating their agreement to the transfer.

2. The APO reviews the documentation, and prepares a draft BOG letter for approval by the Acting Associate Provost (Academic Policies & Faculty Affairs).

3. Once the dossier is approved and the BOG letter is signed, APO sends the signed BOG Letter to the staff member via Workday.

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