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McGill.CA / Academic Personnel Office / Academic Life Cycle / Academic Administrative Appointments

Procedure for appointments, reappointments, and extensions

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Academic administrative appointments processed by the Academic Personnel Office

  • Vice-Dean
  • Associate Dean
  • Assistant Dean
  • Department Chair
  • Director of a School/InstituteÌý(must be Department Chair-equivalent)

A Board of Governors letter is issued

Academic administrative appointments processed by the department or Faculty

  • Branch Head
  • Team Coordinator
  • Medical Directors
  • Program Directors
  • Director (Other)
  • Associate Department Chair

A Board of Governors letter is not issued

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For administrative appointments that are processed by the Academic Personnel Office, the department or Faculty must initiate theÌýAdd Job business process in Workday.

  1. The department must provide a memo from the Dean indicating the type of appointment (initial, reappointment, extension), the position rank and title, the term, start and end dates, and the stipend per annum.

    For interim positions, a qualifier can be added to the end date in the memo indicating the proposed end date followed by “or until such a time as a new department chair/director is appointed, whichever date comes first".

  2. Once approved by the Provost and Executive Vice-President (Academic), the BOG Letter is automatically sent to the candidate in Workday. The Department Chair, Dean and Academic Affairs partners can view the BOG Letter in Workday.

In each instance below, the department initiates the Add Job business process in Workday.

Libraries

Branch Head and Team Coordinator appointments are approved by the Dean of Libraries.

Medicine

Medical Director appointments are approved by the Vice-Dean, Academic Affairs. Contact the Office of the Vice-Dean for required documentation.

Program Director appointments are approved by the relevant Department Chair. The Faculty Dean must be notified of all such appointments.

Other

Director (other) appointments are approved by the relevant Faculty Dean.

Administrative Stipends and Implications on Pensions

Stipends issued since January 1, 2012, are not included in the Defined Benefit Minimum (DBM) Pension Entitlement. This applies to all campus- and hospital-based appointments.

Stipends are eligible for member and University contributions under the Defined Contribution Component of the Pension Plan, subject to contributions limits established by the Canada Revenue Agency.

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