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Librarian Promotion

Promotion Process Timelines

  • Send a request to vpfa@torontomu.ca to obtain the “Promotion Dossier” folder.
  • Librarians may apply for promotion by forwarding a request, including accompanying documentation (including name of a proposed external referee)  to the Dean of Libraries (CCing VPFA) no later than May 1st. 
  • LPC may invite the candidate to appear at a meeting for clarification of their application. The candidate can also choose to meet with the LPC.  
  • The Chair of the LPC solicits external referee letters.  
  • The letters from the external reviewers are received and reviewed; a review of the dossier by the LPC occurs;
  • By March 15 the LPC shall make their recommendation to the Dean of Libraries.  The LPC shall provide the applicant with a copy of the recommendation, the external referee reports, with names and/or any other identifying information redacted.  
  • The applicant may respond to the LPC recommendation in writing to the Dean of Libraries within two weeks of receipt of the LPC recommendation. 
  • The Dean of Libraries will review the recommendation of the LPC, the applicant's response, if any, the evaluations of the external referees, along with the Performance and Conduct File (PCF), and will meet with the LPC to discuss.
  • The Dean of Libraries then forwards all of the relevant material along with their own recommendation to the Vice-Provost, Faculty Affairs (VPFA) either accepting or rejecting the LPC’s recommendation and providing their rationale. Simultaneously, the Dean informs the applicant, in writing, of the LPC’s recommendation and their recommendation and the reasons for such decisions; and provides the applicant with copies of the summary of assessments, as well as the LPC’s and their own recommendation
  • The VPFA reviews the recommendations of the Dean of Libraries and the LPC and either confirms or overturns the recommendation of the Dean of Libraries stating the reasons. The VPFA’s decision is communicated in writing to the applicant, the Dean of Libraries, and the LPC.

TFA Collective Agreement, Article Article 16.7.H

The following documents must be attached to the application for promotion and submitted at the time of application:

 

  1. a copy of the applicant’s current CV, in a University approved format, including any letters of testimonial, however the applicant must indicate whether the letters were solicited or not;
  2. copies of the candidate's annual reports;
  3. a list of responsibilities for the current and previous posts held;
  4. a statement describing the nature and extent of service, other professional activities and SRC and/or professional development as related to the criteria outlined above that the applicant wishes to have considered in the examination of the application
  5. the name of the individual that the candidate proposes as their choice of external referee;
  6. any other documentation relevant to a Librarian’s professional activities, SRC or service duties in addition to the above.

Recommended browser

Google Chrome (download here:  https://www.google.com/intl/en/chrome/browser/ (external link, opens in new window)  )

How to apply

Send a request to vpfa@torontomu.ca to obtain the “Librarian Promotion Dossier” folder.

How to access your Google Drive

  1. Log into my.torontomu portal
  2. Click the “Apps” tab
  3. Click “Google Drive”
  4. The shared documents and folders are located under the “Shared with me” link

Before you start uploading files (optional)

We recommend moving your Librarian Promotion Dossier folder to “My Drive” for easy access (simply drag the folder and drop it to “My Drive”).

We also recommend to “Download Google Drive”.  This will create a “Google Drive” folder on your computer.  You can simply drop your files into this folder, and it will sync the content with the shared drive.

Recommended file types

You can create and edit documents, presentations, spreadsheets and drawings on the Google Drive in the Google Docs format.  Such files do not use your storage space.

You can upload Word Doc, Excel spreadsheet or Power Point presentation and convert them into the Google Docs format (recommended for the files with simple formatting);

You can save your file as a PDF and upload it;

You can upload Word doc, Excel spreadsheet or Power Point presentation without converting them into Google Docs format;

You can scan your documents and upload them in a PDF format.

Tips for scanning documents

Where to scan:  you can contact Digital Media Projects office (opens in new window)  to get access to and help with the scanner

Recommended settings for scanning text:  200 x 200 dpi, grey scale

Recommended settings for scanning text with images:  300 x 300 dpi, full colour

If you have Adobe Acrobat Pro, we recommend save such scanned PDFs as an “Optimized PDF”.

How to submit

After uploading all your files, send an email to the Dean of Libraries (cc: vpfa@torontomu.ca). The date and time on that email will become the official date and time of your dossier submission.  As soon as we receive this email, we will change your permission rights from “Edit” to “View” and share your dossier with the appropriate individuals for review.

Who will be viewing your dossier

First: Dean of Libraries, members of the Library Promotion Committee (LPC)

Second: External referees

Third: Vice-Provost, Faculty Affairs

What happens to your dossier after the review is done

Your dossier will remain on our drive.  It may be archived in the future.  Only VPFA and you will have access to it.  You will be able to download the files from our drive if needed.

Privacy and security

Read about privacy and security (opens in new window)  of Google Apps.

Help and tutorials

For help and tutorials, visit Google Drive Help website: http://support.google.com/drive/?hl=en (external link, opens in new window) 

May 1, 2025

Promotion Dossier Submission Deadline