Term Appointments [Article 37]

• term appointments are restricted to certain categories [37.1] such as a position exclusively associated with particular non-recurring programs or situations, including the replacement of an employee on leave or the temporary filling of a vacant position while a competition is still open
• a term appointee may not assume contract renewal but "renewal shall take place if there is a further need for the same type of employee" [37.3(a)(i)(1)]
• in cases where the further need for the same type of employee has been advertised, the term employee must be rehired if "his/her qualifications and experience are demonstrably equal to those of the best external applicant who meets the requirements of the position" [37.3(a)(i)(2)]
• a term appointment may be renewed with or without competition but no such appointee shall be "required to compete for the position more than once after the initial competition for an appointment" [37.3(a)(vi)]
• term appointments may be converted to preliminary appointments without advertisement [37.3] through the procedures for recommending appointments in the department/school
• when converting a term appointee to a preliminary appointment, the issue of prior service to Carleton for sabbatical credit should be documented and forwarded to the dean [21.1(f)]
• term appointees in their fifth year service must have a tenure hearing [37.3(c)]
• term appointees are entitled to the same benefits as other academic staff unless they are Visiting Professors and have benefits elsewhere [37.4]; this includes the professional expense reimbursement [40.13] and free tuition [40.12]

Renewal of Preliminary Appointments  [Article 6.2(a)]

• consideration of the non-renewal of a preliminary appointment shall follow the procedure described in paragraphs B1 to B11 of Appendix A of the Collective Agreement
• the same process as for tenure(see above)

Lecturer (Instructor) Employees [Article 12.3(c)]Chair/Director's Responsibilities

• these employees shall be considered first by the departmental tenure committee or equivalent for renewal of appointment

       Set up the committee by September 30

• to delegate administrative activities [25.2(d)] by assigning members to serve on the Departmental Tenure Committee in accordance with paragraph B1 of Appendix A (committee to consist of the department chair and at least four other faculty members, as representative as possible of ranks and areas of interest in the department including non-tenured members)a Lecturer (Instructor) employee other than the employee under consideration shall be added as a member of the committee and shall remain a member for all consideration of the Lecturer (Instructor) employee in question [Article 12.3(c)(i)]where a department has only one Lecturer (Instructor) employee, an observer from the same faculty as the Lecturer (Instructor) employee shall be named by CUASA and shall be present for all consideration of the Lecturer (Instructor) employee[Article 12.3(c)(i)]Chair/Director should notify those selected to serve on such committees and ascertain their availability to serve (including CUASA, as appropriate, for an observer)
• Student Representation on committees dealing with "personnel matters of faculty" is specifically precluded by NUG [Item 2, para. 2]

Departmental Committee Consideration (between September 30 and October 31)

• ensure that the Chair of the Departmental Tenure Committee and/or committee members assess the candidate in accordance with Article 12.3(d) and in accordance with Article 15.6(b) "fairly and ethically ... objectively assess ... avoid discrimination and ... not infringe on their colleagues' academic freedom ... observe the principles of confidentiality"; and, Article 5.2 "no employee ... shall take part in formal discussions or vote with regard to ... reappointment ... of a member of his/her immediate family"ensure that any peer-evaluation of teaching is conducted in accordance with Article 26.4, i.e., written, signed evaluations clearly identifying the topics being considered to be presented, complete to the candidate sufficiently in advance of their being used for any purpose so that the candidate may respond to them in writingby October 31, submit recommendation along with reasonable supporting evidence to dean       [Article 12.3(c)(ii)]
• Chair/Director to inform the candidate of the committee's recommendation                                 [Article 12.3(c)(iii)]

Chair/Director's Responsibilities

• annually, to discuss with preliminary appointees, progress in relation to criteria for tenure set out in their letter of appointment [Article 25.2(k)]
• Article 9.4(c) requires that all letters of preliminary appointment must contain information about criteria for tenure relevant to the Department, School, Institute, and/or Faculty in which the appointment is to be held

       Set up the committee by September 30

• Chairs/Directors serve on the departmental tenure committees [Appendix A, para B1]
• to delegate administrative activities [25.2(d)] by assigning members to serve on the Departmental Tenure Committee in accordance with paragraph B1 of Appendix A (committee to consist of the department chair and at least four other faculty members, as representative as possible of ranks and areas of interest in the department including non-tenured members)
• Chair/Director should notify those selected to serve on such committees and ascertain their availability to serve
• Student Representation on committees dealing with "personnel matters of faculty" is specifically precluded by NUG [Item 2, para. 2]

Automatic Consideration

• Automatic timing in accordance with Appendix A (paras A2 and A3) and Article 37.3(c):
• initial preliminary Lecturer appointment, in the fall term of the fifth year of service;
• initial preliminary Assistant appointment, in the fall term of the fourth year of service;
• initial preliminary Associate or Full appointment, in the fall term of the third year of service;
• initial term appointment, in the fall term of the fifth year of service for all ranks

Early Consideration

• candidates may be considered for an appointment with tenure at an earlier time if those charged with recommending appointments with tenure are satisfied that such earlier consideration is warranted       [Appendix A, para A3]

Deferred Consideration (by agreement of the parties to the collective agreement)

• upon the written request of an individual, tenure consideration may be deferred up to two years under normal circumstances (up to three years by reason of reasonable accommodation of a disability)
• written requests must be sent to the appropriate dean and to CUASA so that a Memorandum of Agreement varying the provision of the collective agreement may be signed by the parties.

Rule on Part-Time

• number of years of full-time equivalent service by October 1 since initial date of appointment

Departmental Committee Consideration (between September 30 and October 31)

• ensure that the Chair of the Departmental Tenure Committee and/or committee members assess the candidate in accordance with Appendix A, para B2 and in accordance with Article 15.6(b) "fairly and ethically ... objectively assess ... avoid discrimination and ... not infringe on their colleagues' academic freedom ... observe the principles of confidentiality"; and, Article 5.2 "no employee ... shall take part in formal discussions or vote with regard to ... tenure ... of a member of his/her immediate family"
• committee responsible for making a thorough attempt to obtain all relevant documents and consider all information necessary to make an informed decision [Appendix A, para B2]
• candidates to be invited to present to the committee either orally or in writing any information the candidate considers relevant to the decision, if the candidate or committee requests, an observer nominated by CUASA attends the same meeting of the committee to which the candidate is invited [Appendix A, para B2]
• ensure that any peer-evaluation of teaching is conducted in accordance with Article 26.4, i.e., written, signed evaluations clearly identifying the topics being considered to be presented, complete to the candidate sufficiently in advance of their being used for any purpose so that the candidate may respond to them in writing
• committee to prepare a statement, signed by all the committee members, of its recommendation and the reasons for it, including any disagreement within the committee concerning the recommendation [Appendix A, para B3]
• by October 31, submit statement along with all relevant supporting documents to Dean (copy of statement to be made available to candidate and President) [Appendix A, para B3]

Faculty Level Committee on Tenure (November 15) [Appendix A, paras. B4 and B6]

• Chair of Department serves on the Faculty Level Committee
• recommendations, along with the reasons, to the President shall be accompanied by a written statement prepared jointly by the departmental chairperson and the dean

Tenure Procedures for Holders of Preliminary Cross-Appointment [Article 6.2(b)]

• time frames for consideration are the same as for other faculty appointments (see Automatic Consideration above)
• where the appointment is between two departments in the same faculty, a joint departmental committee shall be constituted in accordance with Article 10.2(a) (see Department Tenure Committee Consideration, page 1 above)
• where the appointment is divided equally between two faculties, the joint departmental committee shall make a single recommendation to the two Faculty Tenure Committees, which shall make separate recommendations to the President
• if the Faculty Tenure Committee's recommendations conflict with each other, each recommendation shall be forwarded to an ad hoc University Committee, appointed and chaired by the Vice-President (Academic) with equal representation from each faculty which shall not include any members of the Faculty Tenure Committees and the Committee shall determine its own procedures and make a final recommendation to the President
• where the appointment is more than 50% in one faculty (the majority faculty), the joint departmental committee shall have membership proportional to the weighting of the cross-appointment, and shall be chaired by a member of the majority department. The Committee shall make its recommendation to the Faculty Tenure Committee of the majority faculty, which shall make its recommendation to the President

Chair/Director's Responsibilities

• annually, to discuss with preliminary appointees, progress in relation to criteria for confirmation set out in their letter of appointment [Article 25.2(j)]

       Set up the committee by September 30

• to delegate administrative activities [Article 25.2(d)] by assigning members to serve on the Departmental Tenure Committee in accordance with paragraph B1 of Appendix A (committee to consist of the department chair and at least four other faculty members, as representative as possible of ranks and areas of interest in the department including non-tenured members)
• a Lecturer (Instructor) employee other than the employee under consideration shall be added as a member of the committee and shall remain a member for all consideration of the Lecturer (Instructor) employee in question [Article 12.3(c)(i)]
• Chair/Director to contact CUASA where a department has only one Lecturer (Instructor) employee to request it to name an observer from the same faculty as the Lecturer (Instructor) employee who shall be present for all consideration of the Lecturer (Instructor) employee [Article 12.3(c)(i)]
• Chair/Director should notify those selected to serve on such committees and ascertain their availability to serve (including CUASA, as appropriate, for an observer)
• Student Representation on committees dealing with "personnel matters of faculty" is specifically precluded by NUG [Item 2, para. 2]

Automatic Consideration

• Automatic timing in accordance with Article 12.3(b)(i):
• in the fall term of the fifth year of service for all ranks and types of appointment
• service is pro-rated if the employee is working a reduced workload [Article 12.3(b)(iv)]

Departmental Committee Consideration (between September 30 and October 31)

• ensure that the Chair of the Departmental Tenure Committee and/or committee members assess the candidate in accordance with Article 12.3(e) and in accordance with Article 15.6(b) "fairly and ethically ... objectively assess ... avoid discrimination and ... not infringe on their colleagues' academic freedom ... observe the principles of confidentiality"; and, Article 5.2 "no employee ... shall take part in formal discussions or vote with regard to ... confirmation ... of a member of his/her immediate family"
• ensure that any peer-evaluation of teaching is conducted in accordance with Article 26.4, i.e., written, signed evaluations clearly identifying the topics being considered to be presented, complete to the candidate sufficiently in advance of their being used for any purpose so that the candidate may respond to them in writing
• by October 31, submit recommendation along with reasonable supporting evidence to dean       [Article 12.3(c)(ii)]
• Chair/Director to inform the candidate of the committee's recommendation                                 [Article 12.3(c)(iii)]

Promotions       [Article 10, Appendix B, Appendix E, NUG and Honourary and Affiliated Ranks Policy]

Chair/Director's Responsibilities       Set up the committee by September 30

• to delegate administrative activities [25.2(d)] by assigning members to serve on the Departmental Promotions Committee in accordance with paragraph B1 of Appendix A (committee to consist of the department chair and at least four other faculty members, as representative as possible of ranks and areas of interest in the department including non-tenured members)submit list of candidates to appropriate dean(s) along with a c.v. and an evaluation of the candidate's teaching effectiveness (as specified in Article 26), research/scholarly contribution, contribution to discipline, service, and contribution to the communitycommunicate deadline for promotion applications to department membersChair/Director should notify those selected to serve on such committees and ascertain their availability to serve
• Student Representation on committees dealing with "personnel matters of faculty" is specifically precluded by NUG [Item 2, para. 2]

       Referees

• Chair to submit two names of referees to the Dean for promotions to Associate; where the referees are academics, they shall hold or have held the rank of Associate or Full Professor [Article 10.1(d)]
• Chair to submit three names of referees to the Dean for promotions to Full; where the referees are academics, they shall hold or have held the rank of Full Professor [Article 10.1(e)]
• Chair may provide advice to unsuccessful candidate as to whether or retain current letters of reference or not [Article 16.8(b)]

      Automatic Consideration

• Informed by Dean of those eligible, Chair advises promotion candidates that they will be automatically considered for promotion unless they signify in writing that they do not wish to be so considered. Automatic timing in accordance with Appendix B timetable:
• for Associate: lesser of 5 years as Assistant or 6 years from doctorate (or equivalent)
• for Full: lesser of seven years as Associate or 13 years from doctorate (or equivalent)
• assisted by the departmental promotions committee, prepare a list of those who should be automatically considered, obtain and examine all relevant information, ensure the c.v.s are current, complete and correct

      Early Consideration

• Chair to advise those interested in going forward for early promotion consideration (earlier time lines than specified in Appendix B) that they must signify in writing that they wish to be so consideredfor Associate: earlier than lesser of 5 years as Assistant or 6 years from doctorate (or equivalent)
• for Full: earlier than lesser of seven years as Associate or 13 years from doctorate (or equivalent)

      Deferred Consideration

• Chair to inform employees who waived their automatic consideration, on a yearly basis, of the deadlines for signifying in writing that they wish to be considered [10.1(b)(i)].notification of deadlines may be made generally to all members of the department rather than to individualsfor Associate: later than lesser of 5 years as Assistant or 6 years from doctorate (or equivalent)for Full: later than lesser of seven years as Associate or 13 years from doctorate (or equivalent)
• Chair to inform colleague of financial implications of failure to be promoted to Associate in a timely fashion (CDI is automatically denied once an Assistant Professor's salary reaches the floor of the Full Professor rank and is not reinstated until promotion to Associate is achieved) [Appendix E, Section 3.6(c)(iv)]

Departmental Committee Consideration (between September 30 and December 15)

• ensure that the Chair of the Departmental Promotions Committee and/or committee members assess the candidate in accordance with Article 10.2(c) and Appendix B and in accordance with Article 15.6(b) "fairly and ethically ... objectively assess ... avoid discrimination and ... not infringe on their colleagues' academic freedom ... observe the principles of confidentiality"; and, Article 5.2 "no employee ... shall take part in formal discussions or vote with regard to ... promotion ... of a member of his/her immediate family"chair of departmental committee (who may or may not be the Department Chair) to advise candidate in writing of decision and, in the case of a negative decision, to indicate at least in which area or areas of performance further development is required
• submit list of candidates to Dean and include c.v. and evaluations [Article 10.2(c)] of teaching effectiveness, research and scholarship; development of discipline and academic/professional contribution to the community

Faculty Level Promotion Committee (December 15)

• Chair of Department, if acting as chair of promotion committee, to present each candidate's case together with the committee's recommendations to faculty level

      Lecturer (Promotion of)

The rank of Lecturer at Carleton has been reserved for those who, but for the completion of a Ph.D., would have been appointed at the rank of Assistant. Once the Ph.D. has been completed their rank is automatically changed to Assistant. Lecturers who have abandoned completion of a Ph.D. may apply for promotion to Assistant. Article 10.3(e) provides an appeal mechanism for Lecturers who have applied for but not been recommended for promotion.

      Chancellor's Professors       [see: Honourary and Affiliated Ranks Policy]

      Distinguished Research Professors (appointment to)        [see: Honourary and Affiliated Ranks Policy]

Lecturer (Instructor) Employees Chair/Director's Responsibilities       Set up the committee by September 30

• to delegate administrative activities [25.2(d)] by assigning members to serve on the Departmental Promotions Committee in accordance with paragraph B1 of Appendix A (committee to consist of the department chair and at least four other faculty members, as representative as possible of ranks and areas of interest in the department including non-tenured members)Chair/Director should notify those selected to serve on such committees and ascertain their availability to serve
• Student Representation on committees dealing with "personnel matters of faculty" is specifically precluded by NUG [Item 2, para. 2]

Departmental Committee Consideration [Article 10 and Appendix B]

• ensure that the Chair of the Departmental Promotions Committee and/or committee members assess the candidate in accordance with Article 10.2(c) and Appendix B and in accordance with Article 15.6(b) "fairly and ethically ... objectively assess ... avoid discrimination and ... not infringe on their colleagues' academic freedom ... observe the principles of confidentiality"; and, Article 5.2 "no employee ... shall take part in formal discussions or vote with regard to ... promotion ... of a member of his/her immediate family"Chair/Director to request CUASA to name an observer from the same faculty to the committee where a department has only one Lecturer (Instructor) employee; observer to be present for all consideration of the candidate [10.8(a)]committee to make a recommendation and provide reasonable supporting evidence to the faculty promotion committee
• advise candidate that the deadline for the dean's decision is March 31 [10.8(c)] and, where the decision is unfavourable, the dean shall indicate reasons in writing at least in which area or areas of performance the dean would expect evidence of further development before deciding in favour of promotion

      Automatic Consideration [10.9(a)(b)]

• in third year of service for promotion to Lecturer (Instructor)II
• in fourth year of service as Lecturer (Instructor) II for promotion to Lecturer (Instructor) III

      Early/Deferred Consideration [10.9(c)]

• candidates only to be considered if he/she so requests in writing to the Chair/Director by October 30 of the year in which he/she wishes to be considered

Chair/Director's Responsibilities       Set up the department promotion committee by September 30

• to delegate administrative activities [25.2(d)] by assigning members to serve on the Departmental Promotion Committee in accordance with paragraph B 1 of Appendix A (committee to consist of the department chair and at least four other faculty members, as representative as possible of ranks and areas of interest in the department including non-tenured members)Chair/Director should notify those selected to serve on such committees and ascertain their availability to serve
• Student Representation on committees dealing with "personnel matters of faculty" is specifically precluded by NUG [Item 2, para. 2]

Departmental Committee Consideration [Article 12.4(b)(ii)]

• ensure that the Chair of the Departmental Promotions Committee and/or committee members assess whether the candidate's qualifications meet those normally required for a faculty appointment, the candidate's research/scholarship in an appropriate discipline is of a caliber and nature normally required for a faculty appointment and whether the candidate is doing a job which is effectively the same as that normally required of a faculty employee in accordance with Article 15.6(b) "fairly and ethically ... objectively assess ... avoid discrimination and ... not infringe on their colleagues' academic freedom ... observe the principles of confidentiality"; and, Article 5.2 "no employee ... shall take part in formal discussions or vote with regard to... rank, ... or any other terms and conditions of employment ... of a member of his/her immediate family"Chair/Director to request CUASA to name an observer from the same faculty to the committee where a department has only 1 Lecturer (Instructor) employee, observer to be present for all consideration of the candidate [10.8(a)]
• committee to make a recommendation and provide reasonable supporting evidence to the faculty promotion committee

Miscellaneous

Accommodation

Disabilities [Article 36.1(g)]
• the employer is under a legal obligation to reasonably accommodate employees with disabilities to the point of undue hardship
• Chairs/Directors should assess the requirements necessary to meet this obligation in their departments/schools and report same to the Dean and Human Resources

Religious [Carleton University Human Rights Policy approved 2001 01 26 effective 2001 05 01]

• academic staff may take paid time off to celebrate their religious holiday when the holiday falls on a scheduled work day

Adjunct Professors [1980 08 15 letter from President W.E. Beckel to CUASA    and    Honourary and Affiliated Ranks Policy]

• Retired employees who wish to continue their scholarly and/or professional activities in association with Carleton University may apply to receive an adjunct professorship; the latter shall not be unreasonably deniedChairs/Directors to notify retiring academic staff of the process for application (application forms available from departmental administrators and on the CUASA web site)term appointment for 3 years which may be renewedmaintaining a Carleton an Adjunct following retirement
• departments to make recommendation on application for adjunct status

AppointmentsOf Chairs/Directors

• Chairs/Directors are appointed in accordance with the provision of the New University Government Document (July 1, 1977) established by Senate and referenced into the collective agreement [Article 25.1]NUG Item 8: Appointment of Academic Administrative Officers:
(d) Chairmen of Departments shall be appointed by the President after consultation with the Dean of the Faculty and the members of the department concerned. They shall be appointed for fixed terms, the length and renewability of these terms to be determined in consultation with each department. Departments shall be directed to establish, in consultation with the Dean or Director concerned, a procedure to determine the length and renewability of the terms of office for their respective chairmen.
(e) The same principles shall be applied to the appointment of Directors of Schools and Institutes as for Department Chairmen.

Candidates for academic positions

• the employer is required to provide a package of CUASA prepared information to short-listed candidates [Article 9.l(d)].   Copies of the package are available from the CUASA Office. This information is also posted on the CUASA web site under Candidates for Academic Positions

Career Development Increments [Article 41]

• Chair/Director has responsibility of ensuring that the department arrives at its recommendations according to the procedures with respect to CDIs and for conveying the recommendation to the Dean [41.2(a) and 41.3]
• Chairs/Directors do not have the authority to deny a CDI

Chancellor's Professors

• see: Honourary and Affiliated Ranks Policy

Compassionate Leave [Article 20.6, Employment Standards Act s.50]

• paid leave for circumstances that may arise in an employee's personal or family life requiring an absence of not normally more than 5 working days; an additional 5 days of unpaid leave may be available under the provisions of the Employment Standards Act

Curriculum Vitae [Article 22.3]

• upon request, each employee shall supply a copy of an updated c.v. each academic year in a format agreed by the employer and CUASA

Departmental Constitutions

• Chairs/Directors should ensure that their Constitutions (if any) are followed and that they do not conflict with superior legislation (Senate Regulations, NUG, collective agreements, university policies, federal and provincial legislation)

Distinguished Research Professors

• see: Honourary and Affiliated Ranks Policy

Emeritus Professors

• see: Honourary and Affiliated Ranks Policy

Employee Assistance Program [see Appendix 1]

• the employer provides $25,000 annually to provide ergonomic workstationsclaims by academic staff with medical certificates (doctors, chiropractors, etc.) are dealt with first
• claims are sent to the Manager, Environmental Health & Lab Safety

Files

Personnel Files [Article 16]

• Personnel files of employees shall be kept only by the chairpersons, deans, directors of schools and institutes, University Librarian and the Office of the President of the University [Article 16.6]

Promotion Dossier [Article 10]

• submit list of candidates to Dean and include c.v. and evaluations of teaching effectiveness [Articles 10.2(c)(i) and 26.4], research and scholarship; development of discipline and academic/professional contribution to the community [10.2(c)(i)-(iv)]ensure that appropriate letter requesting promotion consideration is in the file for requests outside automatic date
• provide advice to unsuccessful candidate on whether to retain referees letters for promotion or not [Article 16.8(b)]

Tenure Dossier [Appendix A]

• Chairs/Directors serve on the departmental tenure committees [Appendix A, para B1]the department committee (established by September 30) is charged with full responsibility for making a thorough attempt to obtain and consider all information with is necessary to make an informed decision on a candidate (including the c.v., available published work, information with respect to teaching, and the departmental chair's recommendation) [Appendix A, para B2]
• the committee prepares a signed statement of its recommendations and reasons including dissent and this along with all the other information the committee has gathered is forwarded by committee chair (who may or may not be the department Chair) to the faculty level committee by October 31 [Appendix A, para B3]

Student Complaints [Article 16]

• no anonymous material shall be kept concerning any employee and if kept shall not be introduced into any proceedings and if introduced shall be enough to invalidate the proceedings [16.5(a)]employees shall be notified promptly of any student complaint put on their file without naming the student
• anonymous complaints may not be used in career decisions and if the student refuses to allow the disclosure of his/her name following the filing of final grade report then the document and the employee's rebuttal shall be removed and destroyed [16.5(b)]

Employee Access [Article 16]

• employees have the right to examine their files during normal business hours provided that any confidential letters of recommendation solicited shall be held confidential [16.2]

• employees and, with written consent because it is a taxable benefit, dependent(s) and spouse of employees are eligible for free tuition for credit courses at Carletonfree tuition for dependent(s) ends upon the individual's 26 birthday
• Carleton has reciprocal free tuition with Simon Fraser University and York University; there are only five places at each university so academic staff with dependent(s) who wish to attend SFU or York should register their dependent(s) on the list held in the Human Resources Department (Benefits Section); as space is limited, preference is given to those taking a program not offered at Carleton

Freedom of Information and Privacy Protection

• see Privacy

Human Rights Policy [approved 2001 01 26 effective 2001 05 01]

• accommodation for employees with disabilities (see above) religious observance accommodation and scheduled teaching (see above)
• harassment

Internal Administration [Article 25.2(d)]

• "oversee internal administration in consultation with other members" requires collaboration "delegate administrative activities as he/she sees fit" permits the Chair/Director to delegate administrative chores among colleagues and to remove colleagues from any offices those chores entail (Graduate/Undergraduate Supervisor) at will without any recourse on the part of the colleague
• even so, this carte blanche should be exercised within the regulations specified in Article 15.6(b)

ITV Teaching [Appendix I]

• refer to Agreement with Respect to ITV Teaching [approved by the parties May, 2000]

Leaves

Maternity and Parental Leaves [Article 20.7]

Sick Leave [Article 20.5]

• each employee is entitled to 6 months fully paid sick leave and the employer is entitled to request a medical certificate in cases of absence of more than 5 working daysthe employer may require that the employee wishing to return from sick leave after three or more months be examined by a medical practitioner to evaluate the employee's fitness to return to worksix months is the qualifying period before an employee can go on Long Term Disability InsuranceChairs/Directors to notify Human Resources in the early stages of sick leave of the employee's status so that HR can organize the required forms for LTD in a timely fashion as delays result in the employee having no income once the 6 months sick leave runs out until the paperwork is processed and accepted by the insurer
• Chairs/Directors need to be mindful of FIPPA privacy regulations when posting information about the leave status of an employee on the Department/Institute/School web site. It is best to use "leave" rather than "sick leave".

• Human Resources provides the individual with forms required by the insurer to be filled in by the medical practitioner well before the 6 month sick leave period ends Chairs/Directors should advise members who are ill of the time frames involved or advise them to contact Human Resources (Benefits Section) and/or CUASA should the forms not be filled out, the individual will find him/herself without salary or benefits at the end of 6 months filling out the forms is no guarantee that the LTD company will cover the individual; the medical practitioner must make a good case that the individual is disabled (for the first 2 years of disability it is sufficient to show that one is disabled from one's job but, thereafter, the standard is disabled from any job which, by reason of education and experience, one could do)
• there is a Rehabilitative plan within LTD which allows the individual, with medical consent, to resume partial duties anytime during the first 2 years of being on LTD; the employer and LTD company each pay 50% of the salary and benefits (or some other negotiated proportion)

Mentoring [Article 25.2(k)]

• assisting colleagues in dossier presentation for promotion, confirmation/tenure, transfer, awards and grants

New University Government

• Student Representation on committees dealing with "appointments and other personnel matters of faculty and staff members" is specifically precluded by NUG [Item 2, para. 2]
• NUG is referenced in the collective agreement in Articles 6 (Past Practices) , 15.6 (Rights and Responsibilities) and 25.1 (Duties and Remuneration of Chairpersons)

Office Space:    Guidelines on Space StandardsOutside Professional Activities [Article 15.7]

• not to exceed past practice, employees who wish to spend more than ½ day a week on a regular basis off campus during the academic year (September to May) shall so advise his/her dean/director [15.7(b)(iii)] not to conflict or interfere with employee's obligations to the University [15.7(b)(i)] employee not to use University facilities and supplies for professional activities without charge [15.7(c)(iii)&(iv)]
• employer entitled to request information to monitor such activities [15.7(b)(iv); 15.7(c)(i)&(ii)]

Peer Evaluation of Teaching [Article 26.4]

• peer evaluations for career decisions (tenure/confirmation, promotion, transfer to faculty ranks, CDI consideration) must contain a written statement of the evidence on which the evaluations were made and the circumstances in which the evidence was collected
• any such evaluation must contain the complete record of the evaluation and must be presented in writing to the individual being evaluated sufficiently in advance of it being used for any purpose [26.4(d)]

Privacy: Freedom of Information and Privacy Protection

• see Carleton’s FIPPA site see OCUFA’s FIPPA advice and information listing an employee as on "sick" leave (instead of on leave) on a department web site is a violation of privacy rights

Professional Expense Reimbursement [Article 40.12]

Retired Academics [1980 08 15 letter from President W.E. Beckel to CUASA ; Article 40.9 & 40.11]

Adjunct Professorship:   see Honourary Titles available to Retired Faculty

Benefits [Article 40.9(a)]

• employees 55 or older with at least 5 years of continuous service at Carleton hired before November 28, 2006 who retire continue to have Extended Health Care (which includes out-of-province medical coverage) and Dental coverage with the premiums paid wholly by the employerat age 65 the provincial health care plan covers prescription drugs and is subject to a $100 deductible, the deductible and items not covered may be claimed under the EHC planemployees 55 or older with at least 8 years of continuous service at Carleton hired after November 28, 2006 who retire continue to have Extended Health Care (which includes out-of-province medical coverage) and Dental coverage with the premiums paid wholly by the employeremployees 55 or older with at least 4 years of continuous service at Carleton hired after November 28, 2006 who retire continue to have Extended Health Care (which includes out-of-province medical coverage) and Dental coverage with the premiums paid in accordance with the premiums for active members of CUASA
• employees 55 or older hired after November 28, 2006 who have less than 4 years of continuous service at Carleton who retire may participate in the Extended Health Care (which includes out-of-province medical coverage) and Dental coverage with the premiums paid wholly by the retired member

Email

• if the retired member becomes and Adjunct, Emeritus or Distinguished Professor email is provided
• provision of email for retired librarians is based on the extent to which the retiree is engaged in professional or research activity associated with the University [JCAA Minutes August 2, 2000]

Free Tuition [Article 40.11]/Tuition Bursary Program [Appendix 2]

• retired academic staff, spouses and dependent children under age 26 continue to be covered by free tuition, including reciprocal free tuition with York and Simon Fraser and the Tuition Bursary Program

Library/Athletics/Health Services

• employees 55 or older who retire continue to have access to these services
• retired employees are entitled to a Carleton Retied Employee card available through Campus Card in the University Centre

Office Space/Support Services [1980 08 15 letter from President W.E. Beckel to CUASA]

• "Depending upon availability, adjunct professors shall have access to such suitable office space and support services as are consistent with their involvement in scholarly and/or professional activities at the University".

University Club [1980 08 15 letter from President W.E. Beckel to CUASA]

• "The University will pay the "occasional use" membership fee, other expenses will be the responsibility of the retiree."

Chair's/Director's [Article 25.1(c)]
• Chairs/Directors have stipends based on the number of CUASA bargaining unit employees in their department along with technical and administrative staff
• additional stipend is provided based on the number of sessionals employed

Directors of Joint Ottawa-Carleton Institutes [Article 25.1(d)]

• rather than stipends, these individuals are provided with a $3,000 research grant

Retired Sessional Stipend [Article 40.9(d)(iii)]

• the collective agreement provides for minimum sessional stipends for retired members; for 2009-10 it is $12,300 for a full-credit course and $6,270 for a half-credit course the minimum may not be altered by the Chair/Director and the retired faculty member
• upon written agreement of the dean of the appropriate faculty, a stipend of $2,000 per Masters research thesis and $4,000 per PhD research thesis upon thesis acceptance by Graduate Studies

Summer School [Article 43.1]

• summer session teaching stipend: 2009-10: $10,180 (full-credit course) and $5,510 (half-credit course)

Supervision of Graduate Students by Retired Academic Staff [Article 40.9(e)]

Teaching Assignments/Retired Academic Staff [Article 40.9(d)]

• departments/schools to supervise teaching evaluations [Article 26.2(c)]
• ensure that colleagues understand that they have the right to include evaluations from any non-designated course(s) in their files for career assessment [Article 26.7(e)]

• I have recently developed back problems and my medical practitioner has suggested that I should have an ergonomic chair. How do I get one?

Write to David Hepplewhite (Purchasing Services), include a copy of your medical practitioner's letter and a chair will be supplied.

Free Tuition

• My child is almost ready to go to university. What are the rules about free tuition?

Up to the age of 26, dependent children are eligible for free tuition or for the tuition bursary program in credit courses offered at Carleton. The student must remain in good standing. [Article 40.12]

Free Tuition - Reciprocal

• My dependent would like to attend a university other than Carleton. Is there any arrangement for free tuition?

Carleton has reciprocal free tuition arrangements with York and Simon Fraser Universities only. There are 5 places at each university. Human Resources maintains a list and the practice is to allocate the benefit on a first-come basis subject to an over-riding preference for applicants who are taking programs not offered at Carleton (JCAA Minutes October 17, 1997). Contact Human Resources (3634) to place your dependent on the list.

Outside Professional Activities

• What are the rules regarding outside professional activities?

Provided such activities do not conflict or interfere with your obligations at Carleton, one-half day a week (September-May) is acceptable. Those wishing to spend more time shall so advise the dean/director. [Article 15.7(b)]

Pension and Leave of Absence

• Last year I took a leave of absence without pay and did not make any pension contributions. May I make those contributions now?

Yes, you may elect to contribute an amount in order to increase the period of Credited Service by the amount of the deficiency or any part thereof and, provided that you elect to make such a contribution prior to April 1 of the year immediately following the completion of the leave of absence, the election shall be subject to the recalculation of any pension adjustments (rather than just the certification of any past service pension adjustment if you wait longer). (Retirement Plan Text, section 4.06)

Personnel File

• Someone told me I should look at my file. What is this and where do I find it?

Your Chair/Director, Dean and the Vice-President's office all have files on individual academic staff members. You have the right to examine these files during normal business hours (an appointment to do so is recommended). You may obtain copies of any information contained in your file that you want and may supplement your file or make corrections in the event of error or inadequacy. You may provide any additional material for inclusion. [Article 16]

Professional Expense Reimbursement at termination of employment

• I'm leaving employment at Carleton on June 30, do I get the PER effective May 1?

Yes, you do.

Professional Expense Reimbursement Carry-over Feature

• The collective agreement ends this April 30th, may I carry over any unspent funds from my PER beyond that date?

Yes, you may carry forward unspent amounts (up to a maximum of three year's entitlement) even though the collective agreement is ending. [Article 40.12]

• Do I have to wait for the automatic consideration date or may I apply for early promotion?

You may apply for promotion whenever you think you have met the criteria specified in Appendix B and the University Promotions Committee document. See Timetables.

• I am thinking of going on reduced-time for a year or taking a leave of absence without pay. How will this affect my pension?

Both you and the employer are required to pay 6% of your actual salary into the Carleton Retirement Plan. When working full-time, your actual salary is equal to your nominal salary so the total sum credited to your pension is 12% of nominal shared equally by you and the employer. Since the requirement is to pay pension premiums on the basis of actual salary, any reduction (up to and including 100%) will have an impact on your pension at retirement. You may elect to mitigate this by opting to pay the difference between 12% of actual and 12% of nominal into the plan but you will have to pay both the employer's and your share. For example, in the case of leave of absence without pay, you would need to pay the full 12% of your nominal salary to maintain full pension contributions for the period of absence. Revenue Canada limits the ability to make a top-up contribution to pension in this fashion to a maximum full-time equivalent of 5 years which includes periods on sabbatical. Sabbaticals count as 20% of a year, if the sabbatical was at 80% of nominal. Other periods, when the actual salary is less than nominal but pension is topped up by the individual, count in a similar pro-rated fashion. Should you elect not to make up the contribution level, your pension at retirement will be less than it would have been had you made such contributions. (Retirement Plan Text, sections 1.10, 4.05 and 17)

Research Grant - Salary as

• May I use some of my salary as a research grant?

Yes. Employees (and this includes all academic staff, not just faculty) may use up to 100% of their salary as a research grant subject to the employer being satisfied that the normal rules and requirements pertaining to approval of research proposals have been satisfied. Payment is normally made in quarterly instalments. This money must be used for research purposes approved by Revenue Canada and should you be unable to satisfy them that such is the case, you will be assessed tax on the portion disallowed by Revenue Canada as research expenses. The simple fact of having salary money paid as a research grant is not sufficient to exempt it from being assessed as taxable by Revenue Canada. The money must have been spent on legitimate research expenses acceptable to Revenue Canada. Contact Research Services for further information. [Article 46.2]

Resignation

• How much notice of resignation must I give?

The Employment Standards Act does not specify a requirement for any minimum period of notice to the employer. However, it is customary to provide the period of the pay (now half a month). Article 22.5 of the collective agreement sets out the notice period that would be most convenient to the employer as follows:

(a) Faculty employees on preliminary or tenured appointment and Instructor employees on preliminary or confirmed appointment shall have as their normal resignation or early retirement dates June 30 and December 31. A minimum of one term's advance notice of intention to resign or retire will be given in writing to the Dean. An alternative resignation or retirement date shall be August 31, provided that the employee and the appropriate Dean agree in writing that the employee will be active on campus during the summer session in teaching, research or graduate supervision; notice in such cases shall be required by May 1. When an employee requests an August 31 resignation date, the following understanding shall apply:

(i)     the request must be made in writing to the appropriate dean by May 1;


(ii)    the employer shall not unreasonably refuse such a request;


(iii)   within one (1) month of receiving such a request, the dean shall provide a written response indicating either:


1.
      that the dean agrees that the employee will be active between June 30 and August 31 conducting Carletin University business in treaching, research and/or graduate supervision and that, therefore, the August 31 date of resignation is accepted; or
2.      that the employer is not in agreement that the employee will be active on Carleton University business during the entire period between June 30 and August 31 and that an earlier resignation date between June 30 and August 31, inclusive, is being imposed, in which case, the employer's written response will include reasons for the decision.

(b) A professional librarian employee may resign his/her position at any time provided that a minimum of one (1) month's notice be given in writing in advance of the resignation or retirement date.

You must provide notice of intent to take a sabbatical to the Chair/Director by October 31 of the year prior to the academic year in which the planned sabbatical will take place (e.g., if you plan to take a sabbatical Jan.1 you must give 15 months notice). Management has green form, also available from departmental administrators and dean's offices, which you must fill out. If you miss the deadline, the management may, at their discretion, extend the deadline for you. You may withdraw your statement of notice up to 6 months prior to the start of the sabbatical. [Article 21.1(d) see also Handbook for Planning a Sabbatical]

Sabbatical and Parental Leave

• I am on sabbatical but we are going to have/adopt a baby. Do I remain on sabbatical or take maternity/parental leave?

If you have/adopt a baby, that portion of your sabbatical to which maternity or parental leave applies may be retained and applied at the end of the normal sabbatical period or rescheduled or you may abandon the extra time. As maternity/parental leave is remunerated at 95% of salary it is usually financially advantageous to take maternity/parental leave. [Article 20.7]

• I am going on parental leave, does the time I am on leave count towards sabbatical entitlement?

Yes, periods of parental leave (which includes maternity, adoptive and parental) all count as credited time towards sabbatical entitlement. [Article 20.7]

• I am on sabbatical but have become ill. Do I remain on sabbatical or go on sick leave?

If you become so ill that your sabbatical will be undermined you should contact your Dean to have your sabbatical changed to sick leave and preserve your sabbatical for a later date.

Sabbatical Entitlement and Sick Leave

• I was on sick leave for about 6 months. What does this do to my sabbatical entitlement?

Sabbatical credit is based on full-time on-campus service so lengthy sick leave does not count towards sabbatical. [Article 21.1(a)]

• What happens to my accumulated sabbatical credit if I quit or retire?

It is lost. There is no payout of accrued sabbatical credits when you quit or retire from Carleton.

Summer School Teaching

• I would like to teach summer school. What are the rules?

CUASA bargaining unit members who apply to teach summer school have preference provided that the member's qualifications are demonstrably equal to those of non-member applicants. You apply in response to the advertisement which must first be circulated to members of the unit. [Article 27.1]

• How many courses must I designate for teaching evaluation?

No matter what term or terms your teaching will be conducted in, you must, at the beginning of the academic year (September) designate at least 2 courses to be used for career evaluation purposes. All courses with five or more students have teaching evaluations conducted. [Article 26]

• The evaluations from my non-designated courses are very high. How may I have these taken into consideration for career decisions?

• What about teaching as a contract instructor in the fall/winter term?

The employer has a policy which forbids the hiring of faculty members to teach as sessionals outside of the summer term.

Tenure Hearing - Term Appointees

• I have been on a term appointment for several years. When will I be made permanent?

A term appointee employed under successive term appointments must in the 5 ^th year of such employment be considered for tenure or confirmation. [Article 37.3(c)]

• May my tenure hearing be delayed?

Yes, although you will not find it in the collective agreement, it is the practice of CUASA and the employer to grant requests for delay of tenure hearing for up to two years. The request must be made in writing to CUASA and the parties to the collective agreement will then sign a Memorandum of Agreement varying the collective agreement in this instance to permit a later tenure hearing date than specified in Appendix A.

Term Appointments - Conversion to Preliminary

• We have a preliminary appointment available and have had an individual working on a term contract with us who has impressed us and who we would like to retain. Do we have to advertise the position?

No, you may opt to change the term into a preliminary appointment without advertisement. Where the position is advertised, if the qualifications and experience of the term appointee are demonstrably equal to the best external applicant who meets the requirements of the position then the term appointee must be hired. [Article 37.3(a)]

Transfer to Faculty Ranks

• I am a Lecturer (Instructor) and would like to be a faculty member. What are the rules?

If there is a suitable vacancy and your qualifications are demonstrably equal to the best external applicant who meets the requirements of the position you may be appointed to faculty. [Article 12.4(a)]. You may apply to transfer without there being a vacancy if your research is of a caliber and nature normally required for a faculty appointment and you are doing a job that is effectively the same as that normally required of a faculty employee. Recommendations are made by the departmental promotion committee to the faculty promotion committee and then to the appropriate dean. [Article 12.4(b)]

Appendix 1:                                           Employee and Family Assistance Program (EFAP)