Frequently Asked Questions about CUPE Unit 3 Collective Agreement

Do I have to pay the Assistant for attending the orientation session?

Yes and no. You are required to pay the Assistant for any mandatory orientation sessions he/she is required to attend in cases where his/her original contract does not incorporate the additional hours for him/her to attend the orientation session. The University does not pay an Assistant when he/she attends any voluntary orientation sessions.

Do I have to pay the Assistant for attending the meeting prior to their appointment start date?

No. The meeting is held prior to the commencement of their appointment.

Do I have to pay for hours that I did not pre-approve the Assistant to work?

No. Normally any hours worked beyond those specified in the appointment/workload confirmation form require the prior written approval of the Chair and the Dean. You should advise your Assistant that written approval is needed if he/she believes they need to work more hours to get the work done.

What if an Assistant participates in meetings or hearings related to student academic misconduct? Do I have to pay for the Assistant for these hours?

Yes, Assistants that are required to participate in meetings or hearings related to investigation of student academic misconduct which has been scheduled beyond the hours assigned in the Assistant’s letter of appointment or beyond the end date of their appointment are to be paid for these hours at their hourly rate of pay. The Supervising Instructor and Assistant are to agree on the type of participation required and the amount of time needed to complete the assigned work. This agreement is to be confirmed in writing by the Supervising Instructor.

What wage rate do I pay a TMU student who is hired as an Assistant?

The applicable wage rate you can pay a TMU student who is hired as an Assistant is dependent on their academic qualifications.

A TMU student who is enrolled in the PhD program will receive (PhD rate)
$44.93 per hour for any hours worked from September 1, 200 14 to August 31, 2015;
$45.61 per hour for any hours worked from September 1, 2015 to August 31, 2016; and
$46.41 per hour for any hours worked from September 1, 2016 to August 31, 2017.

A TMU student who is enrolled in the Master program will receive (Master rate)
$41.60 per hour for any hours worked from September 1, 2014 to August 31, 2015;
$42.23 per hour for any hours worked from September 1, 2015 to August 31, 2016; and
$42.97 per hour for any hours worked from September 1, 2016 to August 31, 2017.

A TMU undergraduate student who is enrolled in the 4th year will receive (Category 1 rate)
$32.18 per hour for any hours worked from September 1, 2014 to August 31, 2015;
$32.66 per hour for any hours worked from September 1, 2015 to August 31, 2016; and
$33.23 per hour for any hours worked from September 1, 2016 to August 31, 2017.

What do I pay a Lab Monitor/Advisor?

A Lab Monitor will receive (Category 2 rate)
$19.42 per hour for any hours worked from September 1, 2014 to August 31, 2015;
$19.71 per hour for any hours worked from September 1, 2015 to August 31, 2016; and
$20.06 per hour for any hours worked from September 1, 2016 to August 31, 2017.

What do I pay a non-TMU student?

A non-TMU student, irrespective of the academic qualifications they possess, will normally be paid the Category 1 rate mentioned above. Departments/Schools do have the flexibility to pay an alternate wage rate (the PhD rate or the Master rate) should they deem that they require such qualifications in order to perform the Assistantship.

What do I pay Distance Education invigilators who invigilate an exam off site, normally outside Toronto, and where the student is responsible for finding someone to invigilate their exam?

CUPE Local 3904 Unit 3 was certified for employees in the City of Toronto. This type of DE invigilator would not fall within this union. In these cases, the hiring manager has the flexibility to negotiate an appropriate payment for such services.

What do I pay an Invigilator?

Graduate Assistants who have classroom exam invigilation duties as part of their Graduate Assistant workload assignment (in addition to course related activities, such as tutoring, supervising and demonstrating in labs, marking, etc.) are governed by the relevant articles in the collective agreement for employees with Graduate Assistantships. That is, they will be paid the applicable PhD or Master or Category 1 rate of pay.

Graduate Assistants who receive separate appointments that only include Invigilation duties will receive $22.47 per hour for any hours worked from September 1, 2014 to August 31, 2015; $22.80 per hour for any hours worked from September 1, 2015 to August 31, 2016; and $23.20 per hour for any hours worked from September 1, 2016 to August 31, 2017.

Do I have to fill out time sheets?

Departments/Schools can choose to pay Assistants on an average hours basis or actual hours (positive reporting) basis.
For the average hours pay, an Assistant’s total appointment hours are divided by the number of weeks in their appointment (please ensure that start and end date of the assignment is the Saturday after they end working).

For the actual hours (positive reporting) basis, Departments/Schools are required to submit and approve payable time in accordance with the payroll schedule and the bi-weekly pay deadlines at: https://www.torontomu.ca/human-resources/manager-resources/pay-schedules-deadlines/

Statutory holidays are paid automatically based start date/hours worked prior to the holiday. Exceptions include unpaid leave of absence, unpaid sick leave, early termination of contract, union leave days, etc. In cases of exceptions, any adjustments to payable time can be made directly in the timesheet on the specific week when the exception occurred. Adjusted time entries that have been paid to the employee will be either deducted from or added to the employee's pay depending on the requirements. Any adjusted time entries that have not yet been paid to the employee will be paid on the next scheduled pay day.

Who is part of this Union?

Graduate Assistants, Teaching Assistants, Lab Monitors and Invigilators who assist with teaching or related duties are members of this Union.

Are Lab Monitors/Advisors really part of this Union?

Yes they are. Individuals who are hired to monitor the physical environment and equipment in a lab, and/or assist students with system-related or hardware problems are normally called Lab Monitors/Advisors and are part of this Union. These individuals do not normally report to a Supervising Instructor and do not provide assistance for a particular course. They are normally part of a centralized service for a Department/School.

Are Research Assistants part of this Union?

No. Any individual hired to assist with research related duties belong to the OPSEU Local 596 bargaining unit. You will find their terms and conditions of employment in Article 14 of the OPSEU collective agreement.

Are Ontario Work Study Placement (OWSP) students part of this Union?

No. OWSP students do not belong to any union.

Will the Supervising Instructor be involved in the grievance process?

A three-step grievance process exists. Step 1 involves the Supervising Instructor and Chair/Director or administrative manager/supervisor handling the grievance. Step 2 involves the Faculty Dean/Senior Director. Step 3 involves the Office of the Vice Provost, Faculty Affairs. The grievance process will be handled collaboratively and all individuals representing the grievor will have opportunity to voice their views, with the intent of resolving the issue to all parties’ satisfaction.

Can an applicant grieve a hiring decision with respect to the non-posted work?

Yes and no. An applicant cannot grieve a hiring decision with respect to the non-posted work except in cases of discrimination based on a prohibited ground or a specified improper motive.

Can GAs or TAs grieve a job posting decision?

GAs or TAs who were employees of the University in the eight months preceding the applicable posting date may grieve where they have been unsuccessful in a selection competition for a posted GA or TA vacancy.

Do I have to post the GA/TA work?

Yes and no. The University, within its sole authority, has the right to determine the work available for discharge and to offer Graduate Assistantships. There is priority basis for non-posted and posted vacancies. Further explanation is provided below in the priority sequence to hiring Assistants.

When do I post and for how long should I post?

Each position vacancy that is identified prior to the beginning of the term or during the first week of the term is required to be posted for five working days within the Department/School. Thereafter, each position vacancy that is posted subsequent to the first week of the semester is required to be posted for three working days. Positions that are required to be posted are explained in the priority sequence to hiring Assistants below.

Is there a priority sequence to hiring Assistants?

Yes there is. In order to meet both parties’ needs the parties agreed to a non-posting and posting priority sequence. The non-posting priority sequence is as follows: 1.) Toronto Metropolitan University graduate students who are entering their first year in a graduate program at Toronto Metropolitan University; and 2.) Toronto Metropolitan University graduate students who are not in their first year in a graduate program at Toronto Metropolitan University (except those in receipt of an external or internal scholarship, fellowship, or stipend with a value to or greater than $21,000.00 per academic year).

Thereafter, the posting priority sequence is as follows: 1.) Toronto Metropolitan University graduate students in a Graduate Program at Toronto Metropolitan University who did not obtain appointments in the non-posted work; and 2.) Toronto Metropolitan University graduate students who are in receipt of an internal or external scholarship, fellowship, or stipend with a value equal to or greater than $21,000.00 per academic year; and 3.) Toronto Metropolitan University undergraduate students who are enrolled in the fourth (4th) year of a program.

If the above priority sequence does not produce a qualified applicant then the University may appoint employees who are not registered Toronto Metropolitan University students. These appointments can be made only in circumstances where no qualified TMU student is available for the appointment. The Chair/Director and Supervising Instructor are required to attest and confirm that no qualified TMU student was available for the appointment.

Can I hire fourth year undergraduate students?

Yes. Fourth year undergraduate students can only be hired when there are no qualified TMU graduate student available for the appointment.

Do I have to consider hiring criteria for the non-posted work?

Yes. The Chair/Director, in consultation with the Supervising Instructor, is required to consider the following factors:

• Academic degree of the student
• Academic performance
• Relevant experience
• Previous evaluation as an Assistant at the University, if applicable
• Areas of interest
• Type of Assistantship requested by the student.

You should keep in mind that efforts should be made by the Chair/Director, in consultation with the Supervising Instructor to try and match the GA/TA with a Supervising Instructor in the Assistant’s field of interest and according to the type of Assistantship requested by the Assistant.

What information is required on the posting?

Wherever possible, the posting is to consist of the following information:

• Date of issue; duration of appointment
• Listings of each assistantship by title and, where possible, by course number
• Total number of assignment hours
• Where possible, timetabled days and hours
• Qualifications required for the Assistantship
• Date by which applications must be received by the appropriate department
• A statement outlining the candidate’s responsibilities when apply for the position vacancy

What criteria do I have to consider when assigning Assistantships for work that has been posted?

The hiring criteria for posted vacancies is as follows:

Graduate Assistantship:

• Year enrolled in the program
• Academic status of the candidate, such that greater preference within the Department/School is accorded in order of priority, first to Doctoral Candidates, then Master’s Candidates
• Academic performance
• Relevant experience
• Previous evaluation of performance as an Assistant at the University, if applicable

Teaching Assistantship:

• Enrolment in the 4th year of a Toronto Metropolitan University undergraduate program
• Overall academic performance at the B+ and above grade level
• Successful completion of the specific course for which the teaching assistantship is being offered at the B+ and above grade level
• Relevant experience
• Previous evaluations of performance as an Assistant at the University, if applicable

Can I make up my own qualifications for the posting?

The Collective Agreement provides qualifications that ought to be included in your posting; however, you do have the flexibility to include additional qualifications that you require for the position. These qualifications must be reasonably related to the position duties.

Can I confirm the applicant’s academic performance?

Yes. A TMU student who applies for an Assistantship, upon signing the University’s application form, consents to the University validating his/her academic qualifications through the University’s student records, for the purposes of the application. A non-TMU student may be required to provide an original transcript if requested by the Chair or the Dean.

Do I have to use eHire to hire TMU Graduate Assistants for non-posted work?

Yes, you do have to use the eHire system to hire TMU Graduate Assistants for non-posted work. In this case, you will create a job opening, define the responsibilities section of the posting but will not specify the posting dates for the internal and external career pages. This action enables you to ‘link’ the most qualified applicant to the "open status" job without making the job posting publicly available. Note: Applicants must have an active profile. The applicant must use the "Apply without Selecting a job" option to create a profile (if not done previously) to enable you to ‘link’ them to the job using the "Find Applicants" function.

Can I hire the best-qualified applicant?

Yes you can. Seniority is only used with respect to work that has been posted and in situations where applicants are deemed relatively equal, then the accumulated seniority credits is the determining factor in the selection of the Assistant.

Is there a set start date for appointments?

It can start at any time throughout the semester.

Do Graduate Assistants/Teaching Assistants have to be TMU students?

First priority is to be given to TMU students. As the University’s graduate programs continue to grow and expand, the goal of this union is to provide work opportunities, within the University’s capacity, to TMU students. Therefore, the collective agreement provisions are structured to give preference and priority to TMU students for Assistantship opportunities before considering students from other institutions and non-students.

Is there any limit to the amount of hours a GA/TA can work?

An Assistant can normally work an average of 10 hours per week over the three terms of the academic year to a maximum of 130 hours per term or 390 hours per academic year.

Can an Assistant work more than the allotted 130 hours per term?

Yes. An Assistant can work over the allotted 130 hours per term provided that he/she doesn’t exceed the allotted 390 hours in the academic year.

Are Assistants paid for actual hours worked?

GAs and TAs are normally paid with respect to the number of contact hours that they work each week.

What is a contact hour?

A contact hour is the scheduled hour that appears in Assistant’s work schedule. For example, if an Assistant is hired for a lab with two hours per week lab schedule, then the Assistant has two contact hours. For a Laboratory and tutorial session a contact hour normally has a total value of 32.5 regular work hours for a 13-week semester, except in the case of a one-hour lab/tutorial the contact hour has the value of 35 hours. A contact hour for a laboratory/tutorial session may cover: the lab sessions; post lab marking; student counseling; and meeting with the supervising instructor. A contact hour for a tutorial may cover: the tutorial sessions; marking of essays; assistance with the final exam marking; and meeting with the Supervising Instructor. A contact hour is used to determine how many hours an Assistant should be paid if they attend laboratory or tutorial sessions, one-hour lab/tutorial is 35 hours, a one two-hour lab/tutorial is 65 hours, a one three-hour lab/tutorial is 97.5 hours and a two two-hour lab/tutorial is 130 hours.

Do I have to follow the workload models outlined in the Collective Agreement?

The workload models provided in the Collective Agreement are for illustrative purposes only and are intended to provide Chairs/Directors/managers and Supervising Instructors with guidelines with respect to workload for the classifications mentioned above. These examples do not limit your right to assign appropriate duties and hours of work in order to meet your needs, subject to the maximum hours per term/academic year articulated in the Collective Agreement and Employment Standards weekly maximums.

Do Invigilation hours count towards the maximum semester/academic hours?

Yes and no. If the Invigilation duties are part of the Assistant’s workload, then the hours count towards the maximum. Individuals hired solely and exclusively to carry out invigilation responsibilities and who hold a separate active appointment as a Graduate Assistant will not have their appointments amended to include the additional Invigilator hours and these hours are not counted towards the maximum semester/academic hours.

What kind of duties are Invigilators actually doing?

The duties of an Invigilator or a Graduate Assistant carrying out invigilation duties may include, but are not limited to: assisting in the administration of tests or examinations, including the preparation of student entry, student invigilation, the distribution of materials, accommodating students with disabilities, working in the test centre, reporting or responding to incidents, and the collection/delivery of the tests or examinations.

What do I pay an Invigilator?

Graduate Assistants who have classroom exam invigilation duties as part of their Graduate Assistant workload assignment (in addition to course related activities, such as tutoring, supervising and demonstrating in labs, marking, etc.) are governed by the relevant articles in the collective agreement for employees with Graduate Assistantships. That is, they will be paid the applicable PhD or Master or Category 1 rate of pay.

Graduate Assistants who receive separate appointments that only include Invigilation duties will receive
$22.47 per hour for any hours worked from September 1, 2014 to August 31, 2015;
$22.80 per hour for any hours worked from September 1, 2015 to August 31, 2016; and
$23.20 per hour for any hours worked from September 1, 2016 to August 31, 2017.

Can I hire an undergraduate student to invigilate an Exam?

Yes and no. An undergraduate student may invigilate an exam only if it is part of their duties performed as an Assistant. An undergraduate student may not be hired as an Invigilator. An individual who obtains a Invigilation appointment must be a graduate student.

Do I have to post Exam Invigilation vacancies?

Yes, the University is required to post all invigilation vacancies.

What is the priority sequence for hiring Invigilators?

The priority sequence is as follows: first to TMU graduate students; then to non-TMU graduate students; then external individuals with graduate degrees; and then other appropriate individuals.

What criteria do I need to consider when I hire an Invigilator?

You need to consider the following criteria:

• Enrolment in a Masters or Ph.D. programme
• Academic status of the candidate
• Academic performance
• Relevant experience
• Consideration of any previous evaluation of performance as an Exam Invigilator at the University, if applicable

Will Invigilators be provided with appropriate training?

Yes, Invigilators hired by Senate and the Test Centre provide a training session to Invigilators hired explaining their duties and responsibilities, and they are also provided a detailed Invigilation Procedures document summarizing their responsibilities while invigilating.

Is the Invigilation training paid time?

Yes, Invigilators are paid for attending any Exam Invigilation training.

What time does an Invigilator have to arrive for an exam and when can they leave?

Invigilators may be required to be at the exam location up to thirty minutes prior to the scheduled examination start time so that they have sufficient time to be ready to carry out invigilation related duties. They may also be required to remain at the exam location thirty minutes following the exam and carry out invigilation related duties. This is paid time.

Do I have to fill out a performance evaluation for an Invigilator?

Exam Supervisors only need to complete a performance evaluation for Invigilators with an overall rating of unacceptable. The form takes a matter of minutes to complete and can be found ( (PDF file) https://www.torontomu.ca/content/dam/faculty-affairs/cupe-3-collective-agreement/performance-evaluation-forms/Performance-Evaluation-Invigilator.pdf (opens in new window) ). Copies of the completed form are to be sent to the Exam Invigilator, Invigilator Supervisor, and the Academic Integrity Office, CUPE Local 3904, Unit 3 and the Invigilator’s official file.

Who do the GAs/TAs report to?

GA/TAs who carry out course-related duties normally report to the Supervising Instructor. This is the individual who supervises the Assistant. This individual may be a faculty member, instructor, Department Chair, or School Director. Since lab monitors/advisors belong to this union the Supervisor may be an administrative Senior Director, or an administrative manager/supervisor. Invigilators who invigilate exams at the Metro Toronto Convention Centre are supervised by the Exam Supervisor from the Academic Integrity Office.

What kind of duties are GAs actually doing?

They provide course assistance, teaching assistance, tutor, demonstrate, monitor or grade. Their duties normally include: preparation, attending lectures, serving as tutors, supervising labs/demonstration, holding office hours, consulting/assisting students, grading/marking/proctoring/monitoring the physical environment and equipment in assigned labs, conferring with the Supervising Instructor, accommodating students with disabilities, coordinating or liaising with other Graduate Assistants or Teaching Assistants and attending Employer orientation workshops and training.

How do I go about assigning the duties to an Assistant?

The Supervising Instructor is to meet and discuss the assigned duties and obligations five working days prior to the commencement of the appointment. At this meeting the Supervising Instructor is to confirm the hours of work and the start/end date for the Assistantship, the standard of performance expected and any other relevant details. The “Offer Letter” from eHire defines the contract hours and scope of duties. If either of these change, the administrator must complete a ‘job change’ in eAppoint to correct the total contract hours.

Do I have to pay the Assistant for attending the meeting prior to their appointment start date?

No. The meeting is held prior to the commencement of their appointment.

What happens if there any changes to the Assistant’s assigned duties?

When there are significant changes to an Assistant’s assigned duties/workload and this impacts their total hours please complete a job change in eAppoint to update the existing electronic contract (job record). As needed, add the revisions to the paper copy and write “Revised” at the top of the printed ‘Offer’ letter, signed and dated by all parties.

What do I need to provide the Assistant to carry out their duties?

You ought to provide an Assistant with the resources, tools, and equipment or access to these resources, tools and equipment so he/she can carry out their assigned duties and obligations. Please keep in mind that an Assistant is not to incur any personal cost in carrying out their duties and obligations.

What if an Assistant participates in meetings or hearings related to student academic misconduct? Do I have to pay for the Assistant for these hours?

Yes, Assistants that are required to participate in meetings or hearings related to investigation of student academic misconduct which has been scheduled beyond the hours assigned in the Assistant’s letter of appointment or beyond the end date of their appointment are to be paid for these hours at their hourly rate of pay. The Supervising Instructor and Assistant are to agree on the type of participation required and the amount of time needed to complete the assigned work. This agreement is to be confirmed in writing by the Supervising Instructor.

Are Assistants entitled to paid sick leave?

They are entitled to 2 days of paid sick leave at their regular rate of pay, subject to proper notification and appropriate proof of illness or injury in the form of a medical certificate. Sick leave only applies to regularly scheduled classroom/laboratory contact hours. Departments must keep track of any sick leave and ensure that any subsequent sick leave days are unpaid and the hours are not included on the time sheet, in order to ensure payment of the appropriate hours.

Can I require that the Assistant provide me with a medical note to verify his/her absence?

Yes, you may request the Assistant to provide proof of his/her illness or injury in the form of a medical certificate.

Do I pay for the cost of the medical certificate?

Yes, if you request a medical certificate, the University is required to reimburse the Assistant for the cost of the certificate, upon submission of proof of payment.

Are Assistants entitled to bereavement leave?

Yes, in the case of death in the immediate family an Assistant is entitled to three consecutive days with pay. Based on the circumstances, the Supervising Instructor can extend this period can be extended by two additional consecutive days.

What is the definition of immediate family?

Immediate family includes spouse, child, parent, brother or sister, grandparent, and parent, brother, or sister in law. Depending the circumstances the Supervising Instructor can include other related persons in this definition.

Are Assistants entitled to pregnancy leave?

Yes, under the Employment Standards Act a pregnant employee is entitled to pregnancy of up to 17 weeks (http://www.e-laws.gov.on.ca/html/statutes/english/elawsstatutes00e41e.htm ). The Assistant is required to provide their Supervising Instructor with a medical certificate confirming the pregnancy and the probable date of delivery. The Assistant is to provide the medical certificate at least two weeks before the commencement of the pregnancy leave. In such cases, the Assistant will be placed on a paid leave of absence of two months or less, receiving their regular salary on each bi-weekly pay. Any leave beyond two months will be without pay. The end date of the leave may not exceed beyond the end date of the Assistant’s appointment. The medical note should be forwarded to your Human Resources Advisor (https://www.torontomu.ca/human-resources/contact/consulting-services/) and you should record hours to be paid for pregnancy leave on the time sheets.

Are Assistants entitled to parental leave?

Yes, parental leave may be granted to an employee in accordance with the Ontario Employment Standards Act (http://www.e-laws.gov.on.ca/html/statutes/english/elawsstatutes00e41e.htm ). Where the employee qualifies for parental leave under the Employment Standards Act, the employee will be placed on paid parental leave of one month or less, receiving their regular salary on each bi-weekly pay. Any leave beyond one month will be without pay. The end date of the leave may not exceed beyond the end date of the employee’s appointment. The employee is to provide at least two weeks’ written notice to his/her Supervising Instructor of their leave.

Is the parent’s partner also entitled to parental leave if he/she is also an employee of CUPE Local 3904, Unit 3?

Only one parent is entitled to paid parental leave.

Are Assistants entitled to partner leave?

Yes, employees who are non-birth parent are entitled to partner leave. This leave is up to one week without loss of pay within four weeks of the birth or adoption of their child. The employee is to provide their Supervisor with at least two weeks’ notice of such leave.

Can my Graduate Assistant attend an academic conference and does he/she get paid for this?

Yes and no. If a Graduate Assistant wishes to attend an academic conference, the GAs Supervising Instructor may approve up to one week per academic year for this type of leave. The GA is required to request this leave, in writing, no later than the first week of classes. Their request is to include written confirmation from their Academic Supervisor that their attendance at the conference is appropriate. This leave is unpaid unless alternate arrangements can be made. Any alternate arrangements require the written approval of the Supervising Instructor. When approving alternate arrangements you can consider the continued effective functioning of the academic program and the needs of students. Please keep in mind approval for this leave will not be unreasonably withheld.

Are Assistants entitled to Emergency Leave?

Yes, employees may be granted Emergency Leave in accordance with the Ontario Employment Standards Act (http://www.e-laws.gov.on.ca/html/statutes/english/elawsstatutes00e41e.htm ).

Are Assistants entitled to jury duty?

Yes, an employee who is summoned for jury service shall, pursuant to the Ontario Juries Act (http://www.e-laws.gov.on.ca/html/statutes/english/elawsstatutes90j03e.htm ), be granted time off work, sufficient for the purpose of discharging of the employee’s duties under this Act. This time off will be granted without pay.

Am I responsible for providing any orientation/training to the Assistant?

Yes. Where it is necessary to have a WHMIS trained employee, the Chair/Director/Supervising Instructor must ensure that the Assistant receives such training. Normally, at the beginning of their appointment, the Learning and Teaching Office, in consultation with the Human Resources Department, provide a general orientation session for all Assistants hired. The University provides the Union with two months’ notice of the date, time and location of the general orientation session.

Can I provide the Assistant with Faculty specific orientation?

Yes, the collective agreement provides that each Faculty may conduct an orientation program that is specific to the needs of each Faculty. This Faculty-based orientation program may consist of a mandatory and an optional element. During this session, the Union may make a presentation that will be no longer than thirty minutes in duration, and may hand out its orientation package. The Dean of each Faculty, or his/her designate, will provide the Union with two weeks’ notice of the date, time and location of their session and they will be advised of their time slot on the agenda no later than three days prior to the session. The Learning and Teaching Office can assist Faculties with these sessions.

Does the Assistant have to re-attend the mandatory Faculty orientation session if they already attended?

No they don’t need to re-attend, unless new or updated information is being presented as the session.

Who is responsible for creating any assessment tool?

The Supervising Instructor is responsible for creating any assessment tool that evaluates students understanding of course materials, such as quizzes, assignments, mid-term and final examinations. The Supervising Instructor is responsible for providing Assistants with the answer keys, solutions sets, marking guidelines and any other related materials so the Assistant can carry out their obligations.

Do I really have to evaluate the performance of Assistants?

Yes. The Chair/Director/Supervising Instructor is required to complete a performance evaluation of the Assistant, once per semester, in accordance with the Performance Evaluation ( (PDF file) https://www.torontomu.ca/content/dam/faculty-affairs/cupe-3-collective-agreement/performance-evaluation-forms/Performance-evaluation-GA.pdf (opens in new window) ) found in the Collective Agreement. The Director/Supervising Instructor is required to provide the Assistant with a verbal mid-appointment feedback regarding his/her performance of their duties and a completed evaluation form prior to the end of their appointment. The Supervising Instructor is to discuss the performance evaluation with the Assistant and address any concerns the Assistant may have with the evaluation. You also have the discretion to meet with your Assistant on a regular, ongoing basis to discuss their duties and performance. Regular, ongoing communication will assist you and the Assistant in terms of your Assistant understanding and meeting your expectations and provide you both with the opportunity to address issues in a timely manner.

But why do I have to fill out the evaluation? I don’t have the time!

The evaluation tool is easy to complete and should take you about on average 15 minutes. It’s important that the Assistant knows how well he/she is performing and is provided with the opportunity to address any concerns you may have. In addition, a selection criterion in the job posting process is “previous evaluation of performance as an Assistant at the University.” In order to assess applicants against this criterion you will need to have completed evaluations on file.

Who gets copies of the Assistant’s performance evaluations?

The Assistant, the Chair/Director, the Supervising Instructor/Supervisor, and the Union are to be copied. The Chair/Director also needs to ensure that a copy is placed in the Assistant’s file in the department/school.

Can I hire the best-qualified applicant?

Yes you can. Seniority is only used with respect to work that has been posted and in situations where applicants are deemed relatively equal, then the accumulated seniority credits is the determining factor in the selection of the Assistant.

How is seniority calculated?

Assistants accrue one seniority credit for each semester worked, irrespective of the number of weeks or hours worked.

Who is responsible for maintaining the Assistant’s seniority credits?

The Department is responsible. Normally the Departmental Assistant in the Chair/Director’s office carries out this duty, and he/she will provide this information to the hiring manager, when required.

Does an individual’s seniority credits lapse?

Yes. Seniority credits will lapse after three consecutive terms during which time there is no employment relationship with the University as a GA or TA.