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Limited Term Academic Associates Procedure

Classification number ADM 1319.02
Parent policy Exempt Academic Staff Employment Policy
Framework category Administrative
Approving authority Vice-President, Academic and Provost
Policy owner Vice-President, Academic and Provost
Approval date November 20, 2017
Review date November 2020
Last updated Editorial Amendments, February 18, 2020
Supersedes Academic Staff Employment Policies S. 2.2

Purpose

The University of Ontario Institute of Technology recognizes that the expertise, effectiveness and commitment the Limited Term Academic Associate employees (LTAA’s) contribute to the level of excellence in teaching, research, service and administrative opportunities at the University. The main intent of this document is to establish and explain various procedures that apply to Limited Term Academic Associates (LTAA’s) at the University.

Definitions

For the purposes of these Procedures the following definitions apply:

“Limited Term Academic Associate” means a person who holds a Limited Term Academic Associate appointment with a defined start and end date.

Scope and authority

These Procedures apply to Limited Term Academic Associate employees.
The Vice-President responsible for Human Resources, or successor thereof, is the Policy Owner and is responsible for overseeing the implementation, administration and interpretation of these Procedures.

Procedures

Requirements of the Position

  1. It will be an explicit requirement of the position that the LTAA:
    1. keep abreast of their discipline and/or field;
    2. contribute to the development of teaching and curriculum in their Faculty;
    3. be conversant with emerging learning technologies and teaching strategies and incorporate these where appropriate;
    4. promote student engagement; and
    5. support student success.

Workload

  1. Normally, at the start of the limited term contract and continuing on an annual basis (if the LTAA’s contract surpasses one year), the Dean, or designate, will meet with the LTAA to establish work assignments.
  2. Normally, the workload will be full time hours that are a combination of Teaching and “Other” over the course of a year. Administrative duties may be assigned which supplant a portion of the Teaching and “Other” workload of an individual LTAA.

Teaching Assignment

  1. The teaching assignment of each LTAA will be set each year in consultation with the Dean; the Dean has discretion to establish the equivalencies of different teaching related duties.

Other

  1. The “other” component of the workload for an LTAA will be set each year in consultation with the Dean; the Dean has discretion to establish the equivalencies of different “other” related duties.

Term of the Appointment

  1. At the discretion of the hiring Dean, an LTAA’s appointment will normally be a contractual appointment of a minimum of one year in length and a maximum of five years in duration.
  2. Reappointment Process
    An LTAA’s appointment will terminate on the end date of that appointment, unless the LTAA enters into a new contractual appointment.

Salary

  1. The annual salary for a LTAA will be set by the hiring Dean in consultation with the Compensation Specialist in Human Resources. The salary will be commensurate with experience and education.

Pension

  1. LTAA’s may be eligible to contribute to the University's defined contribution pension plan (University DCPP) if their terms of employment meet the minimum requirements set out in the University Defined Contribution Member booklet. Details of the University defined contribution pension plan are available on the University's website. LTAA’s can refer to the University DCPP Member Booklet found on the University's HR website (http://hr.ontariotechu.ca).
  2. If an LTAA becomes eligible to join the University DCPP, Human Resources will contact them directly.

Workplace Safety and Insurance Board (WSIB)

  1. All LTAA’s will be covered by the Workplace Safety and Insurance Act of Ontario. A LTAA must report any work‐related injury immediately to the Dean and complete the prescribed forms.

Performance Review

  1. The Dean may conduct a performance assessment of an LTAA once per appointment year or as needed at the discretion of the Dean. The purpose of the evaluation is to assess the performance of the LTAA, to ensure quality and to provide the LTAA with constructive feedback.
  2. A LTAA shall be given an opportunity to acknowledge that they received a copy of his/her performance evaluation by signing the copy to be filed. The LTAA may attach comments to the evaluation.
  3. For those LTAA’s who engage in teaching as part of their appointment, the University may administer its process of student evaluations of teaching performance and course quality as may be constituted from time to time and use that information in the evaluation process.

Holiday and Vacation Entitlement

  1. An LTAA’s statutory holiday and vacation entitlement will be administered in accordance with the Employment Standards Act.

Leaves

Pregnancy, Parental and Adoptions Leave

  1. In accordance with the Employment Standards Act, a LTAA shall be eligible for unpaid Pregnancy and Parental Leave in accordance with the Employment Standards Act.
  2. In accordance with the Employment Standards Act, a LTAA who becomes pregnant shall, upon request, be granted unpaid pregnancy leave for a period of seventeen (17) weeks beginning before, on or after the termination date of pregnancy and ending not later than seventeen (17) weeks after the termination date of pregnancy. At its discretion, the Employer may require a LTAA to submit a medical certificate certifying pregnancy. The Employer shall reimburse the cost of the medical certificate.
  3. A LTAA shall inform the Dean and Human Resources in writing of her plans for taking leave at least four (4) weeks in advance of the initial date of pregnancy leave, or such lesser period where there is a valid reason why that notice cannot be given.
  4. No pregnancy leave afforded under these procedures will extend beyond the original term in the LTAA’s contract.

Parental and Adoption Leave

  1. Parental leave, separate from pregnancy leave, shall be extended to any LTAA who becomes a parent of a newborn or newly adopted child(ren). The birth mother and father shall be entitled to an unpaid leave of up to thirty-seven (37) weeks. The adoptive parent(s) shall be entitled to an unpaid parental leave of up to thirty-seven (37) weeks.
  2. The LTAA shall inform, in writing, the Dean of their plans for taking leave at least four (4) weeks in advance of the initial date of the parental leave.
  3. If a female LTAA who has taken a pregnancy leave, also chooses to take a parental leave, she shall take the parental leave immediately following the pregnancy leave, unless the child has not come into the care and control of the mother at the end of the pregnancy leave (e.g. is hospitalized) in which case, alternative arrangements respecting the timing of the parental leave may be made.
  4. Leave in excess of seventeen (17) weeks for medical reasons relating to the pregnancy, and/or delivery of the infant, will be extended as required by the circumstances. A LTAA unable to return to work following a pregnancy leave, or subsequent parental leave, because of illness associated with the birth of a child must notify their Dean as soon as possible.
  5. For the birth parents of a newborn or an adopted child, the parental leave must conclude no later than fifty-two (52) weeks after the child is born or comes in the care and control of the parent for the first time.
  6. No parental or adoption leave afforded under these procedures will extend beyond the original term in the LTAA’s contract.

Personal Leave With Pay

  1. In consultation with the Dean, personal leave may be granted to a LTAA for special individual reasons (e.g., religious observance, assistance for a person dependent upon the employee for care, etc.). The length of the leave is subject to the Dean’s discretion.
  2. No personal leave afforded under these procedures will extend beyond the original employment end date in the LTAA’s contract.

Statutory Leave

  1. Any other statutory leaves, as requested by the LTAA, will be granted in accordance with Employment Standards Act. (i.e. Family Caregiver Leave, Critically Ill Child Care Leave and Crime-related Child Death or Disappearance Leave).

Bereavement Leave

  1. A LTAA shall be entitled to a leave of absence with pay in the event of the death of a member of their family.
  2. Bereavement leave to arrange or attend the funeral of an immediate family member shall be granted by the LTAA’s Dean. The paid portion of such leaves will be based on the amount of time the LTAA is scheduled to work that week and will not exceed five (5) Days for that LTAA, except in instances where extensive travel is required outside of Canada, in which case the Dean at their discretion may give the LTAA up to two (2) additional days of paid leave for travel purposes.
  3. “Immediate family” is defined as the LTAA’s spouse, common law spouse, same‐sex partner, son, daughter, children of the LTAA’s spouse, children of a common law spouse, children of same‐sex partner, step‐children, ward, brother, sister, father, and mother.
  4. Bereavement leave to arrange or attend the funeral of an extended family member shall be granted by the LTAA’s Dean. The paid portion of such leaves will be based on the amount of time the LTAA is scheduled to work that week and will not exceed three (3) Days for that LTAA, except in instances where extensive travel is required outside of Canada, in which case the Dean at his/her discretion may give the LTAA up to two (2) additional days of paid leave for travel purposes.
  5. “Extended family” is defined as the LTAA's father‐in‐law, mother‐ in‐law, brother‐in‐law, sister‐in‐law, son‐in‐law, daughter‐in‐law, grandchild, grandmother and grandfather, grandparents of the employee's spouse, common‐law spouse, or same‐sex partner, step‐ mother and step‐father.
  6. If bereavement leave is required in the event of the death of a person significant to the LTAA and not specifically named in the definitions listed above, or additional bereavement leave is required in circumstances covered by the definitions listed above, it may be granted up to a maximum of two (2) days, with the approval of the LTAA’s Dean.
  7. It is recognized that the circumstances which call for leave in respect of bereavement are based on individual circumstances. On request, the Employer may, after considering the particular circumstances involved, grant leave with pay for a period greater than and/or in a manner different than that provided above.
  8. Bereavement leave may be taken at the time of the bereavement and/or in a non-consecutive manner in the event of a later memorial service. A LTAA is expected to give their Dean adequate notice in the event of a later memorial service
  9. Additional time off may be approved by a LTAA’s Dean and may include the use of personal days, or any other paid time owing to the LTAA, or, if none is available, unpaid time.
  10. A LTAA shall contact their Dean to request bereavement leave when it is required.
  11. No bereavement leave afforded under these procedures will extend beyond the LTAA’s original employment end date.

Termination

  1. The employment of a LTAA is conditional upon the satisfactory performance of the LTAA’s duties and may, at any time, be terminated in accordance with the Employment Standards Act of Ontario if, in the opinion of the Dean, such action is deemed necessary.
  2. A misrepresentation of credentials will be considered as just cause for termination of employment.

Monitoring and review

These Procedures will be reviewed as necessary and at least every three years. The Vice-President responsible for Human Resources, or successor thereof, is responsible to monitor and review these Procedures.

Relevant legislation

Employment Standards Act, 2000, SO 2000, c 41

Related policies, procedures & documents

Exempt Academic Staff Employment Policy