Departments and Schools must evaluate the performance of their academic staff on a yearly basis. Academic Performance Evaluations are essential for career development and mentoring and to ensure accountability and equity across the Faculty. In addition, one of the accreditation standards for the medical school is that all full-time faculty members must receive an annual evaluation.
Completing your Academic Performance Evaluation responsibilities:
- Ensure you have your McGill login credentials readily available. Login: firstname.lastname [at] mcgill.ca, Password: McGill email password
- Identify your role and required action in the Academic Performance Evaluation Exercise:
Evaluators login using below link to create and submit an evaluation of their Academic staff. Also approve/disapprove self-assessments by CAS Clinical non-merit eligible staff.
Academic staff members login using below link to view and acknowledge their evaluation as submitted by their evaluator.
*Academic staff members who are CAS Clinical nil-salaried login using below link to view and submit their self-assessment.*
Logins and Tools
Evaluator (Chair/Director/Delegate)
EVALUATOR PORTAL LOGIN - For Chairs/Directors to create an evaluation for their academic staff and/or review and submit feedback on CAS Clinical nil-salaried self-assessments
User Manual for Evaluators and Administrators - Pending updates
Academic staff members are evaluated by their Chair/Director (or delegate). To create and submit an evaluation, please click on the "LOGIN" link above.
- Tenure Track and Tenured Faculty Members: Academic performance is to be assessed in relation to academic duties as specified in section 4.1 of the Regulations Relating to the Employment of Tenure Track and Tenured Academic Staff.
- Contract Academic Staff: Academic performance is to be assessed in relation to academic duties as specified in Articles 5.4 through 5.7 of the Regulations Relating to the Employment of Contract Academic Staff.
- *Contract Academic Staff (nil-salaried Clinical): Academic performance is assessed through a self-assessment submitted by the academic, which is approved/disapproved by the Chair/Director (or delegate). *
The reference period for evaluation is January 1 to December 31.
Academic Staff
ACADEMIC PORTAL LOGIN - For academic staff to view and acknowledge receipt of their evaluation OR for CAS Clinical nil-salaried staff to submit their self-assessments
User Manual for the Academic Staff Portal - Pending updates
Departments and Schools must evaluate the performance of their academic staff on a yearly basis. Performance evaluations are essential for career development and mentoring and to ensure accountability and equity across the Faculty. In addition, one of the accreditation standards for the medical school is that all full-time faculty members must receive an annual evaluation.
- Tenure Track and Tenured Faculty Members: Academic performance is to be assessed in relation to academic duties as specified in section 4.1 of the Regulations Relating to the Employment of Tenure Track and Tenured Academic Staff.
- Contract Academic Staff: Academic performance is to be assessed in relation to academic duties as specified in Articles 5.5.1, 5.5.2 and 5.8.1 of the Regulations Relating to the Employment of Contract Academic Staff.
- *Contract Academic Staff (nil-salaried Clinical): Academic performance is assessed through a self-assessment submitted by the academic, which is approved/disapproved by the Chair/Director (or delegate).*
The reference period for evaluation is January 1 to December 31.
Tenure Track and Tenured Faculty Members & Contract Academic Staff:
Acknowledging the evaluation: please note that the evaluation process is not complete until the evaluation is acknowledged.
- Once logged into the site, to view your evaluation, please click on the pdf icon for the reference year.
- After viewing your evaluation, click on the “acknowledge” link.
- If you would like to discuss the evaluation with your Chair/Designate before acknowledging receipt, close the pdf and log out of the system. You will need to log back in once you are ready to acknowledge receipt.
Contract Academic Staff (nil-salaried Clinical):
Submit your self-assessment: please note that the evaluation process is not complete until the self-assessment is acknowledged by your Chair/Director (or delegate).
- Once logged into the site, to submit your evaluation, please click on "create".
- After completion, save and submit.
- You will receive an automatic email with a directive to re-enter the database and view your Chair/Director's (or delegate) feedback.
Performance Evaluation and Self-Assessment Forms
Printable versions of the Academic Performance Evaluation forms:
- Tenure Stream Evaluation Form
- CAS Research/Professional/Teaching Evaluation Form
- Academic Associate Evaluation Form
- CAS Clinical self-evaluation forms in the Performance Database:
Self-assessment forms
- Updated January 2024: Tenure Track MD Clinical Department Self Evaluation Form
- Updated January 2024: Tenure Track PhD Scientist Self-Evaluation Form
- Updated January 2024: CAS Clinical Self Evaluation Long Form
- Updated January 2024: Tenure Track and CAS Professional School Self-Evaluation Form
Please note, all evaluations must be entered into the on-line evaluation system.
KPI's and Benchmarks
Evaluation of staff in a leadership role such as a Chair or Director, is done directly by the Dean. The document provided below describes the various areas of evaluation and provides examples of the key performance indicators (KPI's) used for evaluation.
Key Performance Indicator examples for academic leaders
Possible Benchmarks - Clinical Departments
Possible Benchmarks - Basic Science Departments and PhD Scientists in Clinical Departments
Frequently Asked Questions
Q: I have an academic who is being terminated within the period that we must submit an evaluation/self assessment. Do I ask them to do so anyway?
A: This is answered on a case-by-case basis based on the termination date. Please speak directly to your AAO contact (academicsupport.med [at] mcgill.ca) for confirmation of best practice based on the dossers you have.
Q: One of my staff is on a maternity leave. How do I proceed?
A: Staff who are on maternity/paternity leave are still eligible for merit if they were hired before September 1 of the reference year. These scenarios are looked at on a case-by-case basis, however, the policy states that a leave associated with the birth of a child, where the individual was gone for a minimum of 13 weeks of the reference year, will amount to an average of the individuals last two performance evaluation ratings. In this case, the person does not need to have an evaluation submitted. Our office will be providing an average of the last two years. If someone was on leave for less than 13 weeks of the reference year, then they need to be evaluated for the time period that they were in fact working.
Q: According to the university academic salary guidelines, for individuals on sabbatical during the reference year, the performance review should ascribe predominant or full weight to research activity and achievements. If the option to double weigh certain categories is removed for Tenure Track and Tenured staff, how do we approach evaluating those who took sabbatical leave in the reference year?
A: The Chair should carry forward the evaluations from the last year or two for the other duties.
Q: Can I use my preferred email address to login to the databases?
A: No, it is mandatory to use McGill University credentials (first.lastname [at] mcgill.ca). Staff who have email addresses with the McGill University Health Centre (first.lastname [at] muhc.mcgill.ca) will not be able to login.
Q: How do I edit my self-assessment?
A: You must submit the self-assessment in one session. There is no way to save and come back to your work.
If you need assistance activating or accessing your McGill e-mail address, please visit the Knowledge Base for instructions or contact the McGill ICS Service Desk at 514-398-3398. You will need your McGill Staff I.D. number when you call.
If you have any questions regarding the evaluation process, contact the administrator in your Chair's Office.