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Make an offer of appointment

Submit appointment recommendation to the provost for approval

The Dean contacts the finalist candidate to discuss the potential terms and conditions of an appointment (consistent with the allocated salary range and start-up funds and confirmed in discussion with the HR Advisor) and addresses any questions relating to potential offer conditions. 

Note: Negotiation of the terms and conditions of an appointment with a finalist candidate does not constitute a formal offer of appointment and it must be expressly understood that such an offer can only come in writing after final approval by the provost.

The HR Advisor drafts an offer of appointment letter containing the terms and conditions of the pending appointment as negotiated between the Dean and the finalist candidate.

The Dean compiles the appointment file and submits to the office of the provost for final approval. The appointment file contains the documentation identifying and rationalizing the Dean’s recommendation of the finalist candidate for appointment. In the event of a shortlist of multiple acceptable candidates, the list is ranked in order. The file also contains a draft of the offer letter containing the terms and conditions negotiated with the finalist (or first-ranked) candidate pending a formal written offer. 

Approval of appointment 

The Office of the Provost reviews the appointment file, including the terms to be negotiated, such as salary range, within the context of the budget allocated.

Appointment approval from the Provost assumes the negotiated terms and conditions are consistent with those specified in the submission. If not, or if the recommended candidate declines, an update to the appointment file is required.

The appointment of a candidate with tenure is referred by the Office of the Provost to the tenure and promotions committee for recommendation to the President.

The Office of the Provost notifies the Dean and HR of the approval decision.

Present the formal offer of appointment

The Dean notifies the search committee and the candidate of the approval decision. The HR Advisor sends a PDF of the formal offer letter and corresponding attachments to the Dean for presentation to the candidate. The formal offer letter template outlines the following details:

  • salary
  • starting conditions, where applicable:
    • amount eligible for moving expenses, if applicable
    • candidate’s legal eligibility to work in Canada
    • completion of a terminal (or required) degree
    • date eligible for research leave
    • initial research start-up funding, as approved by Office of the Provost
    • professional accreditation requirements and credentials
    • rank (or position title if teaching faculty)
    • statement that candidate is expected to model the integration of technology in teaching
    • statement that the position is in the UOIT Faculty Association bargaining unit for tenured and tenure-track faculty or teaching faculty, whichever is appropriate
    • term of appointment (e.g., appointment with tenure; probationary appointment with tenure review before the sixth year; probationary appointment with tenure review in the sixth year; probationary appointment with possibility of renewal as a continuing position in third year for teaching faculty)
    • verification of academic credentials
  • Start date

If the successful candidate is neither a Canadian nor a permanent resident, the successful foreign academic candidate is offered the position but the offer of appointment letter stipulates that the appointment is conditional upon the faculty member obtaining and maintaining appropriate immigration status for employment from the Canadian immigration authorities (see foreign worker requirements).

The Dean presents the electronic version of the offer to the candidate advising him or her that the original offer is forthcoming via courier or mail. 

The HR Advisor supports the Dean by contacting the candidate to provide further information on university benefits and other human resources or employment-related programs.

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