Policy 86: Confirmation of Academic Credentials for faculty, librarians, professional counsellors & contract lecturers

1. PURPOSE

Toronto Metropolitan University (the university) is committed to excellence in teaching, scholarly research and service. The university takes seriously its academic obligation to ensure that all faculty, librarians, professional counsellors and contract lecturers are academically qualified to perform the duties for which they are hired or assigned and that their academic credentials are appropriate and authenticated. The university must have rigorous processes to verify and authenticate the academic credentials of persons hired or assigned to fill academic appointments.

The purpose of this policy is to ensure there is a process for the collection, confirmation, and documenting of academic credentials of persons receiving compensated academic and professional counselling appointments at Toronto Metropolitan University.

2. APPLICATION AND SCOPE

This policy applies to all faculty, librarians, professional counsellors, contract lecturers, and to all who hold compensated academic appointments including full-time and part-time faculty, academic department chairs and directors, deans, vice deans, associate deans and assistant deans, vice-provosts, vice-presidents and associate/ assistant vice-presidents, and the provost at Toronto Metropolitan University. For the School of Medicine, Clinical Faculty, refer to the School of Medicine Clinical Faculty Appointment Renewal & Promotion Policy.

This policy also applies to university staff if assigned as an instructor of record as part of a teaching appointment in addition to their primary employment.

3. DEFINITIONS

3.1. Academic credential: a document from an accredited post-secondary institution that indicates that the person has successfully completed a particular course of study (e.g. bachelor's, master's, doctorate degree).

3.2. Accredited post-secondary institution: A post-secondary institution that is authorized to award degrees, diplomas, or certificates by the appropriate government authority or recognized quality assurance body within its jurisdiction.

3.3. Chair/ Director: Chair is the Chair of a Department or School. A Director is the Director of a Department or a School. 

3.4. Continuing Education Contract Lecturer: Continuing Education Contract Lecturers are instructors hired for instructional duties for courses offered through the G. Raymond Chang School of Continuing Education for a defined period of time and are represented by CUPE Local 3904, Unit 2.

3.5. Contract lecturer: Contract Lecturers are instructors hired for instructional duties for a defined period of time and are represented by CUPE Local 3904, Unit 1 

3.6. Dean: The Dean is the head of a Faculty or the Library.

3.7. Dean’s office: This term refers to the Dean or Dean’s designated managerial administrative staff who report into the Dean.

3.8. Faculty: When capitalized, an academic unit consisting of teaching departments/ schools and established by the Senate and the Board of Governors. 

3.9. Librarians: the term Professional Librarians includes those people employed as Professional Librarians by the University, except if so employed on a part-time or temporary basis. 

3.10. Limited Term Faculty (LTF): Limited Term Faculty are all faculty members hired for defined periods of not less than one year and not more than a cumulative total of four years.

3.11. Professional Counsellors: The term Professional Counsellors includes those people employed as Professional Counsellors by the University, except if so employed on a part-time or temporary basis.

3.12. Professional Credential: a document from a certifying or regulatory body warranting that the professional or tradesperson has the essential knowledge and skills of a specified domain necessary for safe and appropriate practice of the profession or trade.

3.13. Tenure stream faculty: The term tenure-stream faculty (non-capitalized) includes all pre-tenure and tenured faculty members.

3.14. Terminal Degree: The degree which is required for the appointment as specified in the job posting/ advertisement.

4. VALUES AND PRINCIPLES

The values stipulated in the University’s Senate Policy Framework are applicable and fundamental to this policy. These include:

4.1. Integrity: The University recognizes the importance of authenticity, accuracy and integrity with respect to an instructor’s official academic/ professional credentials. The University is responsible for ensuring that credentials and official transcripts are authentic and verified.

4.2. Inclusive Academic Excellence: The University will work to embed the principles of EDI and accessibility into this process to ensure we attract and retain world-class educators, researchers, and creators to support high-quality academic programs.

4.3. Consistency: The University supports and advances the principles of consistency in the application of guidelines and procedures that contribute to verifying the authenticity and integrity of a candidate’s official academic/ professional credentials.

4.4. Clarity: Information regarding the collection and confirmation of academic/ professional credentials will be clear and transparent. Faculty and administrative staff should understand processes used for collecting and authenticating the academic/ professional credentials as a function of the hiring process.

5. GENERAL REGULATIONS

5.1. The process of making an academic appointment, either tenure stream or non-tenure stream, or appointment of a career-track Librarian or Counsellor, will rely on the confirmation of the academic/ professional qualifications cited by the candidate with their application for employment.

5.2.  The Dean's office is responsible for managing the process of collection and confirmation of transcripts. 

5.3.  The Dean, or designate, recommending the appointment, is responsible for ensuring the fulfilment of all requirements under the accompanying procedure.

5.4. It is the responsibility of the Vice-Provost, Faculty Affairs to oversee the process and address any exceptions related to a candidate's qualifications. 

5.5. Human Resources will keep the certification received in the individual's personnel file. Such certification will be the basis on which faculty qualifications are listed on Departmental/School/Program websites and any other public-facing materials or systems. 

Other relevant Policies and Documents 

 (google doc) Ref. No. 85 "Credential Verification in Academic Appointments (external link) ".

Employee Reference Check Policy (retired)

School of Medicine Clinical Faculty Appointment, Renewal, & Promotion Policy.

Toronto Metropolitan University - AEM Website Biography Templat

The procedure for confirming academic credentials outline the process to be followed when requesting and verifying academic credentials during the hiring/appointment process.

1. New faculty, librarian and professional counsellor appointment process

1.1. Responsibilities of the Dean/Director Student Integrated Health and Wellbeing, and Dean’s office/Centre for Student Development and Counselling:

The Dean’s office/Centre for Student Development and Counselling will make initial requests for official academic transcripts and confirmation of academic credentials through the Letter of Appointment as part of the confirmation of academic credentials process. 

The Letter of Appointment should communicate any requirements needed for confirming academic credentials for the position such as:

1.1.1. all official transcripts of final terminal academic degree(s) to meet the requirements for the appointment/ position.

1.1.2. any requirements for additional credentials e.g. Professional License(s) or proof of Certification to meet the requirements of the appointment /position.

1.1.3. a due date for receipt of credential(s) e.g. as soon as possible, or not later than six months from the appointment/ position start date. Note: some certifications may require additional time, after all other credentials are submitted/ verified.

1.1.4. requirements for the transfer of official degree transcripts and certifications as all academic credentials must be sent directly from the degree granting institution to the Dean’s office/Centre for Student Development and Counselling and will only be accepted in one of the following formats; 

1.1.4.1.  mail or courier, in a sealed envelope, 

1.1.4.2. encrypted electronic transfer.

Note: copies shared directly with the applicant by the Granting Institution are not admissible.

1.1.5. If the credential has been obtained from a university outside North America, candidates should be advised that they may be required to have the credential evaluated and/or translated through a recognized Canadian credential evaluation service such as World Education Services (external link)  or Comparative Education Services at UofT (external link) .

1.1.5.1. results of these evaluations should always be sent directly to the Dean’s office/Centre for Student Development and Counselling by the credential evaluation service via mail or email or other method as requested (see Section 1.1.4.). 

1.1.5.2. evaluation results shared directly with the applicant by the granting institution will not be considered admissible.

1.1.6. If there are any questions or concerns about the degree granting Institution’s credentials or status, please contact the OVPFA, who will contact and seek confirmation from the Office of the Registrar.

1.1.7. Relevant contact information for the provision of all academic credentials to the Dean’s office/Centre for Student Development and Counselling (e.g. office address, email address, directed to, upload instructions)

1.1.8. Once all required academic credentials are received, the Dean’s office/Centre for Student Development and Counselling will:

1.1.8.1. confirm receipt and verify authenticity of the academic and/or professional credential(s) supporting the required qualifications.

1.1.8.2. follow up with the candidate, as needed, to verify that credentials have been received or that additional information is required.

1.1.8.3. retain copies and forward original hardcopy or electronic credentials to Human Resources.

1.1.9. Updates are required when new degrees are conferred. In such cases, Dean’s Offices/Centre for Student Development and Counselling are to be notified by the faculty member/ librarian/ counsellor. Updated credentials are to be requested and received, verified and shared with HR, through the Dean’s Office/Centre for Student Development and Counselling.

1.1.10. Failure to comply, exceptions to or deviations from this standardized process will require OVPFA review and approval. 

1.1.11. Human Resources (HR) will retain all original copies of verified transcripts.

1.2.  Responsibilities of the faculty member/ librarian/ counsellor

As part of the confirmation of the academic credentials process, faculty member/librarians/counsellors will: 

1.2.1. agree to provide official transcripts verifying required terminal academic degrees directly from the granting University to the office of the Dean of the hiring Faculty/ Library/Centre for Student Development and Counselling in the manner and format requested.

1.2.2. agree to provide if required, any additional credentials e.g. Professional License(s) or proof of Certification to meet the requirements of the position.

1.2.3. If the degree has been obtained from a university outside North America, the candidate will have the credential(s) evaluated and/or translated through a recognized Canadian credential evaluation service such as World Education Services (external link)  or Comparative Education Services at UofT (external link) ; and

1.2.3.1. arrange to have the result of the evaluation sent directly to the administrative office of the hiring Dean by the credential evaluation service, via mail or email or other method as requested (see Section 1.1.6.) 

1.2.4. agree to meet all relevant deadlines for submission (see Section 1.1.3). 

1.2.5. inform the Dean’s Office/ Centre for Student Development and Counselling of any new or additional degrees or credentials received at any point after employment has commenced.

2.  Contract Lecturer (CUPE Unit 1) hiring process

2.1. Responsibilities of the Chair/ Director

The Chair/ Director will make initial requests for official academic transcripts and confirmation of academic credentials through the offer letter as part of the confirmation of academic credentials process. 

The offer letter should communicate any requirements for confirming academic credentials for the position such as:

2.1.1. all official transcripts of final terminal academic degree(s) and/or certifications to meet the requirements for the position.

2.1.2. any additional credentials e.g. Professional License(s) or proof of Certification to meet the requirements of the position. 

2.1.3. a due date for receipt of credential(s) as per the current collective agreement.

2.1.4. information on transmission and receipt of official academic credentials and certifications which must be sent directly from the degree granting institution to the Chair’s/ Director’s office and will only be accepted in one of the following formats; 

2.1.4.1. mail or courier, in a sealed envelope, 

2.1.4.2. encrypted electronic transfer. 

Note: copies shared directly with the applicant by the Granting Institution are not admissible.

2.1.5. If the credential has been obtained from a university outside North America, candidates should be advised that they may be required to have the credential evaluated and/or translated through a recognized Canadian credential evaluation service such as World Education Services (external link)  or Comparative Education Services at UofT (external link) .

2.1.5.1. results of the evaluation(s) should be sent directly to the administrative office of the Chair/ Director by the credential evaluation service via mail or email or other method as requested (see Section 2.1.4.). 

2.1.5.2. evaluation results shared directly with the applicant by the granting institution will not be considered admissible.

2.1.6. If there are any questions or concerns about the degree granting Institution’s credentials or status, please contact the OVPFA, who will contact and seek confirmation from the Office of the Registrar.

2.1.7. relevant contact information for the provision of all academic credentials to the Chair’s/ Director’s office (e.g. address, email address, directed to, upload instructions)

2.1.8. Once all required academic credentials are received, the Chair’s/ Director’s office will:

2.1.8.1. confirm receipt and verify authenticity of the documentation supporting the required qualifications.

2.1.8.2. follow up with the candidate, as needed, to verify that credentials have been received.

2.1.8.3. retain copies of academic credentials and forward original documents to Human Resources.

2.1.9. This process will only be required for initial contract offers. Subsequent offers will not require a resubmission of verified credentials. 

2.1.9.1. when a Contract Lecturer attains a new academic credential, they shall provide original transcript(s) validating this new credential as soon as practical.

2.1.10. Failure to comply, exceptions to or deviations from this standardized process will require OVPFA review and approval. 

2.1.11. HR will retain all original copies of verified transcripts.

2.2. Responsibilities of the CUPE Unit 1, Contract Lecturer

As part of the confirmation of the academic credentials process, CUPE Unit 1 members will: 

2.2.1. agree to provide official transcripts verifying required terminal academic degrees and/ or certifications directly from the granting University to the administrative office of the hiring Chair/ Director in the manner and format requested. 

2.2.2. agree to provide any additional credentials e.g. Professional License(s) or proof of Certification to meet the requirements of the position. (see Section 2.1.2.)

2.2.3. if the degree has been obtained from a university outside North America, the candidate will agree to have the credential evaluated through a recognized credential evaluation service such as World Education Services (external link)  or Comparative Education Services at UofT (external link) .

2.2.3.1. arrange to have the result of the evaluation sent directly to the administrative program/ school office of the hiring Chair/ Director by the credential evaluation service via email.

2.2.4. agree to meet all relevant deadlines for submission per the current collective agreement.

2.2.5. inform the Chair’s/ Director’s Office of any new or additional degrees or credentials received at any point after employment has commenced.

3. Continuing Education Contract Lecturer (CUPE Unit 2) hiring process

3.1. Responsibilities of The Chang School 

The Teaching Support Services office at the Chang School will make initial requests for official academic transcripts and confirmation of academic credentials through the offer letter as part of the confirmation of academic credentials process. 

The offer letter should communicate any requirements for confirming academic credentials for the position such as:

3.1.1. all official degree transcripts of final terminal academic degree(s) and/or certifications to meet the requirements for the position.

3.1.2. any additional credentials e.g. Professional License(s) and/or proof of Certification to meet the requirements of the position. 

3.1.3. a due date for receipt of credential(s) as per the current collective agreement.

3.1.4. information on transmission and receipt of official academic credentials which must be sent directly from the degree granting institution to the Teaching Support Services office of the Chang School and will only be accepted in one of the following formats; 

3.1.4.1. mail or courier, in a sealed envelope, 

3.1.4.2. encrypted electronic transfer. 

Note: copies shared directly with the applicant by the Granting Institution are not admissible.

3.1.5. If the credential has been obtained from a university outside North America, candidates should be advised that they may be required to have the credential evaluated and/or translated through a recognized Canadian credential evaluation service such as World Education Services (external link)  or Comparative Education Services at UofT (external link) .

3.1.5.1. results of the evaluation(s) should be sent directly to the Teaching Support Services office of the Chang School by the credential evaluation service via email. 

3.1.52. evaluation results shared directly with the applicant by the granting institution will not be considered admissible.

3.1.6. If there are any questions or concerns about the degree granting Institution’s credentials or status, please contact the OVPFA, who will contact and seek confirmation from the Office of the Registrar.

3.1.7. relevant contact information for the provision of all academic credentials to the Teaching Support Services office at the Chang School (e.g. address, email address, directed to, upload instructions).

3.1.8. Once all required academic credentials are received, the Chang School will:

3.1.8.1. confirm receipt and verify authenticity of the documentation supporting the required qualifications.

3.1.8.2. follow up with the candidate, as needed, to verify that credentials have been received.

3.1.8.3. retain copies of academic credentials and forward original documents to Human Resources.

3.1.9. This process will only be required for initial contract offers. Subsequent offers will not require a resubmission of verified credentials. 

3.1.9.1. when a Contract Lecturer attains a new academic credential, they shall provide original transcript(s) validating this new credential as soon as practical.

3.1.10. failure to comply, exceptions to or deviations from this standardized process will require OVPFA review and approval. 

3.1.11. HR will retain all original copies of verified transcripts.

3.2. Responsibilities of the CUPE Unit 2, Continuing Education Contract Lecturer

As part of the confirmation of the academic credentials process, CUPE Unit 2 members will: 

3.2.1. agree to provide official transcripts verifying required terminal academic degree and/ or certifications directly from the granting University to the Teaching Support Services office at the Chang School in the manner and format requested. 

3.2.2. agree to provide any additional credentials e.g. Professional License(s) or proof of Certification to meet the requirements of the position. (see Section 3.1.2.)

3.2.3. If the degree has been obtained from a university outside North America, the candidate will agree to have the credential evaluated through a recognized credential evaluation service such as World Education Services (external link)  or Comparative Education Services at UofT (external link) .

3.2.3.1. arrange to have the result of the evaluation sent directly to the Teaching Support Services Office at the Chang School by the credential evaluation service via email. 

3.2.4. Agree to meet all relevant deadlines for submission per the current collective agreement.

3.2.5. inform the Teaching Support Office at the Chang School of any new or additional degrees or credentials received at any point after employment has commenced.

4. Human Resources 

4.1. Human Resources (HR) will retain all original copies of verified transcripts within the electronic personnel file.

4.2. HR will update the TMU eHR with the type of degree/ diploma, issuing institution, country and province, and the date the degree was completed.

5. Office of the Vice Provost Faculty Affairs (OVPFA) 

5.1. Failure to comply, exceptions to or deviations from this standardized process will require OVPFA review and approval. 

6. Responsibility for Publication of current Academic Credentials

6.1. Department/ School/ Program websites are the official sources for new faculty bios, and should include and reflect only verified credentials.

6.1.1. Use the designated Biography Template in AEM for faculty biographies, use the Education/Qualifications field to display credentials. Enter the member's credentials exactly as they appear in official academic records.

6.1.2. Once confirmation of the Academic Credentials of Academic Employees has been made, Responsibility for updating Department/ School/ Program websites that contain verified credentials will be with the Department/ School/Program. 

6.2. Library and Counselling Centre website updates will be made through their usual, authorized processes.