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Recruiting Contract Academic Staff

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Procedures | Dossier Requirements for Contract Academic Staff Recruitments ||

Non-unionized Contract Academic Staff are governed by the Regulation Relating to the Employment of Contract Academic Staff available from the Secretariat's Website.

Ranked Contract Academic Staff include: Unranked/Visiting Contract Academic Staff include:
  • Faculty Lecturer/Senior Faculty Lecturer
  • Assistant Professor [descriptor*]
  • Associate Professor [descriptor*]
  • Professor [descriptor*]

Unranked

  • Academic Associate/Senior Academic Associate
  • Adjunct Professor
  • Professor of Practice
  • Curator/Associate Curator

Visiting

  • Visiting Fellow
  • Visiting Professor
  • Visiting Scholar
* NOTE: A descriptor as defined in the Regulations must be applied to the rank where the word [descriptor] appears above. Currently approved descriptors are Clinical, Professional, Research, and Leave Replacement. NOTE: For unionized staff, the instructions on this page do not apply.

The following unranked classifications are unionized:
  • Course Lecturer
  • Instructor/Senior Instructor
  • Research Assistant
  • Research Associate/Senior Research Associate
For Course Lecturers, the Course Lecturer Contract must be used. Please email the hr [dot] hr [at] mcgill [dot] ca (HR Service Centre) or academicapprovals [dot] hr [at] mcgill [dot] ca (Academic Approvals HR) for further assistance with recruiting unionized academic staff.
Procedures To hire Contract Academic Staff, the following procedures must be followed:  
NOTE 1: Be sure to consult the Classifications Guidelines pertaining to the desired position, and ensure that you have fulfilled all CAS Approvals Requirements as well as any requirements pertaining to advertising, equity, immigration, etc.
 
NOTE 2: All appointments/reappointments/changes of status take effect no earlier than the first of the month in which the appointment is received in APO or in HR, whichever is relevant.
Dossier Requirements for Contract Academic Staff Recruitments
The following documents must be provided to the Academic Personnel Office (APO).
TYPE What to Do/Send
Ranked Contract Academic Staff
  • Advertisements
    Advertising rules for CAS are similar but not identical to tenure-track advertising rules. Contact us if in doubt.
    No Ads required for: Clinical appointments and Professional appointments (latter, only those that are similar to Clinical appointments)
  • Curriculum Vitae;
  • Employment Equity Data Report: MANDATORY for ranked staff recruitments, with the EXCEPTION of those with the Clinical descriptor;
  • Any recruitments as full Professor must include the full set of documents noted at Dossiers Requiring UTCR Approval;
  • Letter of Offer and Acceptance (you may use this File Template Offer Letter for Ranked CAS Staff (v.6, 2015.07)).
  • HR will require a valid temporary work permit for non-Canadians;
Unranked Contract Academic Staff
  • For appointments with an annualized salary of less than $25,000, no documents are required by APO, with the exception of Professors of Practice, for whom a Curriculum Vitae is required, or where noted below.
  • For Academic Associates/Senior Academic Associates require (regardless of salary offered):
    -the job description
    -Curriculum Vitae
    -offer letter and letter of acceptance.
  • Advertisements
    Advertising rules for CAS are similar but not identical to tenure-track advertising rules. Contact us if in doubt.
    No Ads required for: Adjunct Professors and Professors of Practice
  • Academic Approvals HR requires the CV, Letters of Offer and Acceptance for all CAS Unranked appointments.
  • HR will require a valid temporary work permit for non-Canadians.
  • You may use this File Template Offer Letter for Unranked CAS Staff (v.3, 2015.07).
Visiting Staff
  • In most cases, no documentation is required by the APO except when the annualized salary is $25,000 or greater. In such instances a justification memo must be submitted to APO.
  • For Visiting staff hired with a salary of $25,000 or greater, send Academic Personnel:
    -the invitation letter
    -Curriculum Vitae
  • Academic Approvals HR requires the CV, Letters of Offer and Acceptance.
  • HR will require a valid temporary work permit for non-Canadians.
  • You may use this File Template Offer Letter for Visiting CAS Staff (v.3, 2015.07, header corrected 2015.11).