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Hiring Recommendations

Two people shake hands.

Hiring/appointments committees are strongly advised to ensure that the hiring recommendation that is submitted is as complete and comprehensive as possible, offering detailed information on how equity, diversity and inclusion were embedded in the search process. This will help to prevent any delays as a result of the recommendation being returned to the committee for further information. 

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Hiring recommendations for faculty positions 

Departmental consultation prior to making a hiring recommendation 

Prior to preparing and submitting a hiring recommendation, the Department Hiring Committee (DHC) must ensure that faculty colleagues within the department/school have been given an opportunity to provide input based on the review of CVs and/or having attended the public presentation(s). 

Stakeholders 

Those involved in the hiring recommendation and decision for tenure track and limited term faculty positions are mentioned below.

Department Hiring Committee (DHC) Dean Vice-Provost, Faculty Affairs (VPFA)
Submits a hiring recommendation to the Dean.

Reviews and submits the DHC’s recommendation along with their own recommendation to the Vice-Provost, Faculty Affairs. 

Negotiates offer with the successful candidates upon approval of the recommendation.

 Reviews recommendations from the DHC and the Dean and renders a decision. If the hiring recommendation is approved, approves the terms and conditions of the offer to be made.

Contents of the hiring recommendation 

 (PDF file) Article 4.2P of the TFA Collective Agreement stipulates that the DHC shall provide a written report to the Dean, including: 

  1. A brief account of the recruitment process. 
  2. A brief statement on how equity, diversity and inclusion obligations were addressed including a report section prepared by the DHC Chair and the Equity Advocate regarding how the hiring was consistent with the obligations and suggested practices provided in DHC training and guides. 
  3. At its own discretion, either a recommendation of a single candidate or a ranked list of all acceptable candidates, from the preferred candidates’ list, along with the curriculum(a) vitae and reasons in support of the recommendation. 
  4. A recommendation or recommendations with respect to rank, if other than Assistant Professor, and period of probation, if a reduced probationary period. 
  5. Any specific recommendations with respect to conditions for professional upgrading, or other expectations the DHC believes the appointee may be required to meet before transfer to tenure. 
  6. If there is disagreement within the DHC, votes (without names) and an explanation of the disagreement. 

FAQs

DHCs can recommend a reduction in the probationary period to 3 or 4 years for external candidates or for those candidates who have previously served in Limited Term Faculty or Contract Lecturer positions. The probationary period shall normally be reduced by not more than 1 year for each 3 years of previous service to a maximum of 3 years.

If the Dean is contemplating not accepting the DHC’s recommendation, the Dean will provide reasons in writing to the DHC and will request a written response or a meeting with the DHC.

  • If the DHC only recommended a single candidate, and the Dean rejects the recommendation, the DHC will determine if there is an acceptable second choice.
  • If the DHC has presented a ranked list, and the Dean rejects the top ranked candidate, the Dean may offer the position to the next ranked candidate on the list.
  • If the Dean rejects the second ranked candidate, the Dean will consult further with the DHC.

All candidates recommended must be from the Preferred Candidates List. In no case may the Dean recommend a candidate not acceptable to the DHC.

The Dean shall forward the DHC’s report along with the Dean’s own recommendation to the Vice-Provost, Faculty Affairs.

The VPFA is responsible for authorizing appointments.

If a candidate rejects an offer from the University and the DHC has made a single recommendation, the DHC will determine if there is an acceptable second choice to present to the Dean.

DHCs should inform the candidates that the search remains underway, that the interest and time of the candidates is highly valued and greatly appreciated and that they will be updated as soon as reasonably possible.

Due to the confidential nature of the search process and the approvals required at various levels of the administration, it is important not to overshare details that could potentially mislead candidates.

If a candidate rejects an offer from the university and the DHC has provided a ranked list, the Dean may offer the position to the next person on the list or consult with the DHC.

If no ranked list was provided, the DHC may still recommend another suitable candidate.

If no suitable candidates are found at the end of the process, the Dean may declare the search failed and your department/school will be able to conduct a fresh search for the same vacancy in the following year.

Hiring recommendations for librarian positions

Those involved in the hiring recommendation and decision for librarian positions are mentioned below.

Library Appointments Committee (LAC) Dean of Libraries Vice-Provost, Faculty Affairs (VPFA)
Submits a hiring recommendation to the Dean of Libraries.

Reviews the LAC’s recommendation along with the applicant’s human resources file, if applicable. 

Submits to the VPFA, the LACs recommendation and their own recommendation. 

Upon the approval process being completed, writes a letter of appointment for each new Librarian.

 Reviews recommendations from the LAC and the and renders a decision.

 (PDF file) Article 16.6C of the TFA Collective Agreement stipulates that the LAC shall make a written recommendation to the Dean of Libraries with the following information: 

  • Reasons supporting the decision to recommend a particular candidate. 
  • A section prepared by the LAC Chair with the Equity Advocate, regarding how the hiring was consistent with the obligations and suggested practices provided in LAC training and guides. 

This section should be written keeping in mind the obligations noted in the collective agreement to take into account the university's strong commitment to fostering equity, diversity and inclusion within its community, in all aspects of the recruitment efforts including establishing equity goals for the search, developing a diversity outreach strategy and considering ways to remove barriers to candidates in the recruitment process.

Hiring recommendations for counsellor positions

Those involved in the hiring recommendation and decision for tenure track and limited term faculty positions are mentioned below.

Counsellor Appointments Committee (CAC) Vice-Provost, Students Vice-Provost, Faculty Affairs (VPFA) Executive Director, Student Wellbeing
Submits a hiring recommendation to Vice-Provost, Students and Vice-Provost, Faculty Affairs. Reviews the CAC’s recommendation and renders a decision. Reviews the CAC’s recommendation and renders a decision. Upon completion of the approval process,  writes a letter of appointment for the candidate’s acceptance.

 (PDF file) Article 15.6C of the TFA Collective Agreement stipulates that the CAC shall make a recommendation to the Vice-Provost, Students and the Vice-Provost, Faculty Affairs with the following information: 

  • Relevant details of the search process. 
  • Rationale for recommending the selected candidate.  
  • A section prepared by the CAC Chair with the Equity Advocate, regarding how the hiring was consistent with the obligations and suggested practices provided in CAC training and guides. 

This section should be written keeping in mind the obligations noted in the collective agreement to take into account the university's strong commitment to fostering equity, diversity and inclusion within its community, in all aspects of the recruitment efforts including establishing equity goals for the search, developing a diversity outreach strategy and considering ways to remove barriers to candidates in the recruitment process.

Submitting the hiring recommendation

View the instructions on submitting the hiring recommendation form in the portal.

FAQs

Yes, on the condition that all hiring/appointments committee members review the contents of the recommendation in the portal and provide their approval in the portal before it is submitted. Please note that portal access will need to be requested for the designated individual by emailing the OVPFA at vpfa@torontomu.ca.

Once the hiring recommendation is submitted by your committee, a notification will be sent to the appropriate office, i.e. the Dean’s Office (for faculty positions) or the Office of the Dean of Libraries (for librarian positions) or the Office of the Vice-Provost, Students and Vice-Provost, Faculty Affairs (for counsellor positions). 

Please request access by emailing us at vpfa@torontomu.ca. 

You may not edit a submitted hiring recommendation, however, you may contact your Dean’s office (for faculty positions) or the Dean of Libraries (for librarian positions) or the Office of the Vice-Provost, Students (for counsellor positions) and the respective office will be able to open up the hiring recommendation for further editing by your hiring/appointments committee. Please note that all hiring/appointments committee members will be required to re-sign the document. 

Please ensure that the hiring recommendation that is completed consists of robust responses to the information required so that your committee is not asked to return to the hiring recommendation and provide further details - which could result in unnecessary delays for you and for your candidate who may be considering competing offers.

Yes, a separate hiring recommendation must be completed for each position.

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