Appointments and Promotions FAQs

Follow the Step-by-Step Guide to Applying for an Academic Appointment found at: https://aca.med.utoronto.ca/
You will be guided to the application webform by clicking through the questions. On the webform complete the "Appointment Type requested*" field by selecting from the drop down options.

• For Junior Promotion, select "Promotion from Lecturer to Assistant Professor".
• For new applications, select "New primary appointment".

Note: Junior Promotions is for Clinical appointments only.

If the Appointment Application Form PDF needs revision, it can be edited and regenerated as follows:

1. On the template on the yellow folder, edit the fields as needed and click "save".
2. Right mouse click on the purple Appointment Status template:
   1. Select Start Business Process
   2. Show all business processes
   3. Beside “Appointments – Re-create Application Form – Clinical (or NonClinical)”, click the [Start] button.

The existing appointment application form PDF will be overwritten.

On the orange Offer Letter template and confirm the template is assigned is "Offer Letter - Clinical Full Time.

1. In the field "Clinical FullTime Type", set it to "Foreign-Trained Clinical FullTime"
2. In the field "Letter of Offer Status", set it to "Create Letter of Offer", then click "save".

The Offer Letter will be generated, click the refresh button if you do not see it.

Letters of Offer templates can be re-created for Clinical Adjunct, Clinical MD Full Time, Clinical MD Part Time and Clinical Cross Appointments. 
Note: There are no Offer Letter templates for Clinical MD Full Time Equivalent or Visiting Clinical Professors.

On the Appointment Status template (Lilac folder):

1. Right mouse click on "Start Business Process"
2. Show all business processes
3. Beside “Appointments – Generate Offer letter Template”
4. Click the [Start] button.

Non-clinical Letters of Offer templates can be re-created for Adjunct Lecturer, Adjunct Professor, Status Only and Non-Budgetary Cross-Appointments. 
Note: There are no Offer Letter templates for Visiting Professors or Part-time Appointment.

On the Appointment Status template (Purple folder):

1. Right mouse click on "Start Business Process"
2. Show all business processes
3. Beside “Appointments – Generate Offer letter Template”
4. Click the [Start] button.
5. For Status Only Offer Letters, a value must be selected in the "Academic Appointment Level" field on the (yellow) dossier. Select either Primary, Primary in FacMed, or Concurrent and click "save". If the appointment is "Concurrent" and the candidate also has a clinical appointment, then on the orange Offer Letter template set the field "Has Clinical Academic Appointment" to  Yes, and click "save".

Email addresses must be changed in the metadata of the permanent (yellow) dossier. Always click “save” after revising any information in the metadata.

CPSO numbers must be changed/looked up in the metadata of the permanent (yellow) dossier.

Always click “save” after revising any information in the metadata.

No. Only one column configuration can be added to the Read Only Portal at a time.

There are three possible scenarios:

1. Faculty member is deferring their CAR to the next academic year:
   1. Add an explanation note to the CAR Chair Comments field of the green CAR folder, or upload a note in PDF format.
   2. In the CAR Department Tasks field, select "Defer to next Academic Year". This will record the deferral and rename and move the CAR folder to the permanent dossier.
2. Faculty member has already received Continuing status:
   1. Set the CAR Department Task to "Not Eligible" and click "save". This will delete the green CAR folder.
   2. On the yellow permanent dossier, confirm the Start and End Dates and mark the "ContinuingContractStatus" field as "Continuing".
3. Faculty member is no longer active.
   1. Add an explanation note to the CAR Chair Comments field of the green CAR folder, or upload a note in PDF format.
   2. Set the CAR Department Task to "Not Eligible" and click "save". This will delete the green CAR folder.
   3. Drag the yellow permanent dossier into Archives.

When the CAR Department Tasks field value is set to “Relay Chair’s Recommendation to Dean”, the CAR candidate is automatically notified of the CAR Chair's Recommendation except in cases where if the recommendation is to "Terminate Appointment".  In those cases the candidate is NOT automatically notified and the CAR Coordinator will need to contact the candidate outside of Laserfiche. 

Note: Saving the CAR Chair recommendation to in the "CAR Chair Recommendation" field on the green folder without Relaying the Chair’s recommendation to the Dean does not trigger sending the notification email, it just records the decision.

If the Chair or the DAC has already decided not to re-appoint a faculty member and does not want to send the faculty member a request for an activity report, you should:

• Change the Activity Report Status Clinical in the pink dossier to 7. Re-appointment Refused.

Result: this automatically moves the permanent (yellow) dossier to the Archives area. The end date in the metadata will remain unchanged (i.e., June 30th). If necessary, the end date may be changed by revising it in the Candidate Information Template metadata of the permanent (yellow) dossier.

Note: It is not necessary to delete the pink Activity Reporting folder for the faculty member.

• if the faculty member has accidentally declined re-appointment in LaserFiche through the re-appointments process, then the permanent (yellow) dossier has been moved to Archives. The ability to take any further action on the temporary pink activity reporting folder is discontinued. To resolve this:
  1. Send an email to MedIT. They will drag the folder from Archives back to the permanent document storage.
  2. When the permanent dossier is back in the permanent record area, change the Activity Report Status Clinical in the pink dossier from 7. Re-appointment Refused back to 2. Send Request for Activity Report. This will send another email to the faculty member and they will be required to complete the process again.

Note: If the Department has accidentally refused the appointment, the permanent (yellow) dossier will also be moved to the Archives folder as mentioned above. If this occurs, follow the same steps to reinstate the dossier back to a different status.

• If the faculty member has submitted an activity report, but meant to decline:
  • Change the Activity Report Status Clinical from 4. Activity Report Received back to 2. Send Request for Activity Report. This will send another email to the faculty member giving them the URL to a webform where they can decline re‐appointment.

Once an Activity Report is submitted, the information is saved as data in the Laserfiche system and within a PDF version of the report. It is not possible for a faculty member to change individual field values. If information needs to be changed, a new Activity Report must be submitted.This will create an additional PDF in the pink folder (all PDFs are date stamped) and overwrite the field values. The downloadable Excel report in Laserfiche will contain the most up‐to‐date information provided by the faculty member.
Note: In some instances, the accidentally-omitted information may not require that the faculty submit an entirely new report. This is at the department’s discretion.

And, can I delete this in LaserFiche so that it can be submitted again?

If the faculty member still has Activity Report request:

• The faculty member can follow the link in the email request to re‐submit. This will create a new PDF in the pink folder and overwrite the field values. Your download will contain the most up‐to‐date information provided by the faculty member.

If the faculty member does not have Activity Report request:

1. Change the Activity Report Status Clinical from 4. Activity Report Received back to 2. Send Request for Activity Report. This will send another email to the faculty member.
2. Faculty member can follow the link in the email request to re‐submit. This will create a new PDF in the pink folder and overwrite the field values. Your download will contain the most up‐to‐date information provided by the faculty member.

Laserfiche encrypts the faculty member’s password on the draft and it is not possible for MedIT to de‐crypt it. In this circumstance, they must begin the submission process again. Once they have begun a new submission, the faculty member can save another draft.

The email containing the link to the draft activity report and the draft activity report itself will be lost. The faculty member must begin the submission process again when notified by the department that the activity report was not received. Once they have begun a new submission, the faculty member can save another draft.

If a faculty member has submitted their Activity Report and the Activity Report Status Clinical shows 4. Activity Report Received, but there is no Activity Report found in the pink folder, you can:

• Check for the Activity Reports subfolder in the yellow permanent dossier to see if the PDF was captured.
  • If the Activity Report is found:
  1. Right click on Activity Report
  2. Copy File
  3. Paste the copy into pink folder. This will make it visible in the Read Only Portal as well.
  • If the Activity Report is not found:
    • The faculty member must resubmit their Activity Report.

If the department coordinator has their copy of the email:

1. Confirm the faculty member’s email address. If the address in LaserFiche is incorrect, edit the email address in the metadata of the permanent (yellow) dossier and resend the request via LaserFiche.
2. If you are sure the address is valid and functioning, locate the copy of the faculty member’s email request that you received and forward the request directly to them (outside of Laserfiche) using your department’s email.

If the department coordinator does not have a copy of the Activity Report request:

1. Email MedIT to request a copy of the Activity Report request text
2. Edit the email with the faculty member’s Appointment ID, Last Name, and Primary Clinical Site
3. Email the edited request to the faculty member, using your department's email address.

The list of approved Primary Clinical Sites has been vetted by the Office of Clinical Affairs. Any inquiries about this list can be communicated to Human Resources, Temerty Faculty of Medicine.

To recreate a subfolder, upload a document using the promotions candidate submission webform.
https://documents.med.utoronto.ca/forms/candidatesubmission
Select the Document Category for the subfolder needed, then attach a file and click "Submit".
The subfolder will be created in the Dossier folder within the promotions candidate folder.