Secretariat Policies

Clinical Faculty Appointments Policy

Posted on 1 October 2025
Topic: Appointments, Tenure and Promotion, Awards and Honours
Approval Authority: Board of Governors
Approval Date: September 30, 2025
Effective Date: October 1, 2025

1. Purpose

York University values the contributions of Clinical Faculty in fulfilling the academic mission of the School of Medicine, particularly through their engagement in teaching, clinical service, scholarly and research activity, leadership, and service to the profession and broader community.
This Policy establishes the institutional framework for the appointment, renewal, and promotion of Clinical Faculty within the York University School of Medicine. It provides clear, consistent, and equitable guidelines and procedures to support the governance of Clinical Faculty relations and to ensure alignment with the academic standards, values, and strategic priorities of the University.

2. Scope

This Policy applies to all Clinical Faculty appointed to the School of Medicine who are expected to contribute to the School’s academic mission through Teaching & Education Activities, Clinical Services, Research & Scholarly Activities, Leadership & Administration. It governs academic appointments held by individuals affiliated with the School who engage in clinical, educational and/or scholarly/research activities, including those based in hospital, community, or clinical practice settings.

3. Definitions

Board of Governors: The Board of Governors is a governing body of York University, responsible for overseeing the University’s business and financial affairs, property, and overall administrative operations. The Board exercises fiduciary oversight and approves key matters such as budgets, capital projects, and senior administrative appointments. Its authority is derived from the York University Act, 1965, and it operates in accordance with University policies and applicable legislation.

Clinical Faculty: A physician or healthcare practitioner holding a clinical appointment external to the University (e.g., hospital, clinic, or health authority) who is engaged by the School of Medicine to contribute to its academic mission.

Contributions: Academic activities recognized under this Policy, which may include teaching, clinical or community service, leadership, and scholarly or research output.

Continuing Appointment: An academic appointment with no specified end date that continues until resignation, retirement, or termination in accordance with University policy.

Cross Appointment: A secondary appointment of a Clinical Faculty Member to a Department within the York University School of Medicine, other than their primary Department, for a defined term. Cross appointments enable Clinical Faculty to contribute to teaching, research/scholarly, or clinical activities in more than one Department within the School of Medicine.

Department: An academic unit within the School of Medicine (e.g., Family Medicine, Psychiatry), established for the purpose of delivering clinical education, scholarly activity/research, and academic leadership.

Department Head: The administrative leader of a Department or designated unit within the School of Medicine.

Dean: The Dean of the School of Medicine.

Physician: A professional who holds a medical or equivalent degree (e.g., Doctor of Osteopathic Medicine [DO], Bachelor of Medicine, Bachelor of Surgery [MBBS]) and is licensed to practice medicine in Ontario by the College of Physicians and Surgeons of Ontario (CPSO) or another recognized medical regulatory authority.

Healthcare Practitioner: A regulated health professional who is licensed to practice in Ontario by their respective regulatory college (e.g., College of Nurses of Ontario, College of Physiotherapists of Ontario). This includes, but is not limited to, nurses, physiotherapists, occupational therapists, pharmacists, and other regulated practitioners as defined under the Regulated Health Professions Act, 1991.

Limited Term Appointment: A full-time academic appointment with a specified end date, eligible for reappointment in accordance with University procedures.

Promotion: The advancement of a Clinical Faculty Member from one academic rank to a higher rank, based on the criteria set out in this Policy.

Reappointment: The renewal of a Limited Term Appointment, subject to University review and recommendation procedures.

School: The York University School of Medicine.

4. Policy

4.1 Leadership Structure

The governance of Clinical Faculty appointments within the School of Medicine is supported by a defined leadership and committee structure to ensure equity, transparency, and academic rigour in decision-making.

4.2 Associate Dean, Clinical Faculty Affairs

The Associate Dean, Clinical Faculty Affairs is responsible for the oversight of Clinical Faculty appointments, reappointments, promotions, and career development processes. This includes ensuring compliance with University policies and promoting equitable and inclusive faculty advancement practices.

4.3 Department Heads

Each clinical Department (e.g., Family Medicine, Medicine, Psychiatry, Paediatrics, Obstetrics and Gynaecology, Surgery, Anesthesiology, Community and Population Health, Pathology and Laboratory Medicine, and Medical Imaging) is led by a Department Head.

Department Heads are responsible for:

  • Academic leadership and administration within the Department;
  • Overseeing faculty recruitment, faculty retention, evaluation, mentorship, and promotion;
  • Ensuring departmental compliance with University and School policies;
  • Serving as the recommending authority for appointments and promotions within the Department;
  • Fostering the academic mission of the School with regards to Education and Research.

4.4 School Appointments Advisory Committee (SAAC)

The School shall establish a School Appointments Advisory Committee (SAAC) in accordance with the Procedures. The SAAC has a School-wide oversight mandate to:

  • Review and assess appointment and promotion recommendations from Department Appointments and Promotions Committees (DAPCs);
  • Ensure consistency, rigour, and fairness in the evaluation of Clinical Faculty;
  • Consider structural inequities and systemic factors that may influence faculty career progression;
  • Recommend appointments and promotions to the Dean.

The SAAC shall operate in accordance with established procedures, with a commitment to equitable, consensus-driven processes, and effective conflict-of-interest management.

4.5 Department Appointments and Promotions Committees (DAPC)

Each Department shall establish a Department Appointments and Promotions Committee (DAPC) in accordance with the Procedures. DAPCs are responsible for:

  • Reviewing and recommending all Clinical Faculty appointments, reappointments, and promotions;
  • Ensuring that recruitment and promotion processes are equitable and aligned with the School’s academic standards and values;
  • Establishing fair, transparent decision-making procedures, including effective conflict-of-interest management.

DAPCs may determine their own decision-making methodology (e.g., consensus-based or majority vote), provided it upholds fairness, transparency, and equity.

4.6 Clinical Faculty Appointment & Promotions Appeals Committee (CFAPAC)

In the event of an appeal by a Clinical Faculty Member, an ad hoc CFAPAC shall be struck by the Dean, in accordance with the Procedures, regarding:

  • A denied promotion;
  • A non-renewal or termination of appointment.

The CFAPAC is mandated to hear appeals in accordance with the Procedures. Where possible, the CFAPAC shall reach decisions by consensus; if consensus is not possible, decisions shall be made by majority vote. The CFAPAC may make recommendations but cannot overturn decisions made by the President under the York University Act, 1965.

5. Faculty Appointments

5.1 Appointment Requirements and Decision Criteria

All Clinical Faculty appointments must meet the following institutional and regulatory standards:

  • Licensure and Registration:
    • Physicians must hold a valid certificate of registration for independent medical practice issued by the CPSO, or an equivalent health profession regulatory body.
    • Individuals with restricted licenses or registrations (e.g., academic registration) may be appointed, subject to approval by the Dean.
  • Professional Standing:
    • Non-physician health professionals must be in good standing with their relevant regulatory authority and eligible to practise in Ontario.
  • Clinical Affiliation:
    • Appointees must maintain an active appointment to the medical staff of an affiliated hospital or healthcare organization.
    • The Dean may grant an exemption if the absence of such affiliation does not impair the individual’s academic responsibilities.
  • Malpractice Coverage:
    • Clinical Faculty must maintain adequate malpractice insurance coverage for all areas of their clinical practice. For physicians, this typically includes membership in the Canadian Medical Protective Association (CMPA) or equivalent coverage that provides protection consistent with the scope of practice and institutional requirements. Other clinical faculty members must maintain malpractice or professional liability insurance coverage appropriate to their profession and scope of practice, as required by their respective regulatory bodies or institutional policy.
  • Compliance:
    • Clinical Faculty must comply with applicable University, Senate, and Board of Governors policies and regulations.

It is understood that the above terms are required conditions for appointment. Accordingly, failure to meet these conditions may result in termination of appointment.

5.2 Appointment Authority and Process

Appointments are approved by the Board of Governors on the recommendation of the President, in accordance with the York University Act. The appointment process requires:

  • Recommendation by the relevant Department Appointments and Promotions Committee (DAPC),
  • Review and recommendation by the School Appointments Advisory Committee (SAAC),
  • Final recommendation by the Dean.

Appointment ranks and categories are determined based on candidate qualifications, prior academic experience, and Department Head recommendation. The Dean may concur with, or suggest an alternative to, the recommended rank, with rationale provided in writing.

5.3 Appointment Categories

Clinical Faculty at the School of Medicine may be appointed to one of the following academic ranks. These ranks reflect the nature of contributions expected and the academic trajectory of the appointee:

a. Clinical Educator

This rank is intended for individuals primarily engaged in clinical teaching and person-centered care. It is recognized as a valid career rank. Appointees at this rank are not expected to engage in scholarly/research activity or administrative service, though such contributions are welcomed. Those who meet criteria for higher ranks are encouraged to pursue promotion, but are not required to do so.

b. Clinical Assistant Professor

This is the most common entry-level rank for individuals intending to pursue an academic career and further promotion. Appointees are expected to contribute substantively to at least two of the four academic pillars:

  • Teaching and Educational Activities
  • Clinical Service
  • Research and Scholarly Activities
  • Leadership and Administration

This rank reflects a faculty member’s readiness to engage meaningfully in multiple academic areas. Promotion to the next rank is based on growing academic impact, responsibility, and peer recognition.

c. Clinical Associate Professor

Appointees at this rank must demonstrate sustained contributions and increasing impact across at least two academic pillars, typically including excellence in clinical service, and teaching and educational activities. This rank builds upon the expectations of Clinical Assistant Professor, with evidence of peer recognition, leadership, and broader influence within one’s field or community.

d. Clinical Full Professor

This is the highest academic rank and is reserved for Clinical Faculty who have previously met the criteria of Clinical Associate Professor and have demonstrated national or international recognition in one or more academic pillars. Promotion to this rank requires clear evidence of exceptional achievement and sustained leadership over time, reflecting continued high-level impact and academic excellence across multiple domains.

e. Clinical Professor Emeritus/Emerita

This honorary title may be conferred upon retirement of Clinical Professors who have made meritorious contributions to the School of Medicine. The title is granted through recommendation by the Department Head and Dean, with final approval from the Board of Governors.

Note: The appointment category of Adjunct is excluded to avoid overlap and confusion with York University’s existing use of that term under a different appointment framework. Other categories such as Visiting, Sessional, and Clinical Scholar are not introduced at this stage and will be reconsidered as part of a policy review no later than five (5) years following the School’s launch.

5.4 Promotion and Career Rank

Promotion within the Clinical Faculty ranks at the School of Medicine reflects recognition of increasing academic contribution, professional growth, and impact in one or more pillars of academic activity. This section establishes the general principles and expectations for career progression among Clinical Faculty.

a. Principles of Promotion

  • Clinical Faculty may be considered for promotion based on demonstrated excellence and impact in one or more of the four academic pillars:
    • Teaching and Educational Activities
    • Clinical Service
    • Research and Scholarly Activities
    • Leadership and Administration

Promotion is not automatic and may be pursued when a faculty member meets the criteria for the next rank. Clinical Faculty may remain at their current rank indefinitely if they do not seek or meet promotion requirements. Promotion is based on merit, as evaluated through established Departmental and School procedures. Recommendations for promotion are initiated by the Department Head and DAPC, reviewed by SAAC, and finalized in a recommendation by the Dean.

b. Clinical Educator as a Career Rank

Clinical Educator is recognized as a valid career rank. Promotion is optional and may be pursued by those who meet the criteria for Clinical Assistant Professor or higher.

c. Promotion Across Ranks

  • From Clinical Assistant Professor to Clinical Associate Professor: Requires sustained and substantive contributions in at least two academic pillars, building upon the foundation established at the Assistant level. Evidence of growing responsibility, peer recognition, and impact is required.
  • From Clinical Associate Professor to Clinical Full Professor: Requires continued excellence and a record of national or international recognition, building upon achievements at the Associate level. Candidates must show ongoing leadership and high-level academic contributions across multiple pillars.
  • Evidence for promotion may include, but is not limited to: teaching evaluations, peer-reviewed publications, leadership roles, clinical innovation, community engagement, awards, and other substantive contributions to areas which advance the mission and values of the School:
    • Decolonization, Equity, Diversity, and Inclusion (DEDI)
    • Indigenous engagement
    • Community-based scholarship
    • Advocacy for structurally marginalized populations

d. Consideration of External Promotions

  • Clinical Faculty holding academic appointments at other institutions who receive a promotion externally may request consideration for equivalent promotion at York University. Such requests will be reviewed through the DAPC and SAAC processes.

e. Leave Considerations

  • In the evaluation of promotion, the School will consider any leaves taken under the Ontario Human Rights Code or other recognized compassionate grounds. Such leaves shall not disadvantage the candidate's review.

5.5 Deferred Appointment Types

At the time of the School’s initial launch, certain Clinical Faculty appointment categories will not be implemented. These categories have been identified for future consideration to ensure alignment with the evolving academic and clinical needs of the School and the broader institutional framework.
The following appointment types are deferred and will be revisited no later than five (5) years following the School’s launch:

  • Clinical Scholar
  • Visiting Clinical Faculty
  • Sessional Clinical Instructor

These categories are excluded from the initial phase of this Policy to allow for a phased and deliberate implementation process. Any future consideration of these roles will be led by the Associate Dean, Clinical Faculty Affairs (or designate), in consultation with the Dean and the SAAC, and will require formal policy amendment and Board of Governors approval.

No appointments under these categories shall be made until a formal framework for their definition, eligibility, scope of responsibility, and evaluation has been established and approved.

5.6 Temporary Appointments

Temporary Appointments are used to meet short-term academic or clinical needs within the School of Medicine. These appointments are time-limited and non-renewable, unless otherwise specified under exceptional circumstances.

Eligibility and Requirements

Individuals appointed under a Temporary Appointment must:

  • Be licensed to practise in Ontario by the appropriate regulatory authority (e.g., College of Physicians and Surgeons of Ontario or equivalent);
  • Be in good standing with their professional regulatory body;
  • Maintain appropriate malpractice insurance coverage for the duration of the appointment; and
  • Comply with applicable University, Senate, and Board of Governors policies and regulations.

Scope and Purpose

Temporary Appointments may be used for:

  • Specific teaching assignments;
  • Limited-duration clinical contributions;
  • Short-term project-based academic roles;
  • Filling urgent or interim gaps in instructional or clinical service capacity.

Conditions

  • Temporary Appointments do not confer entitlement to reappointment, promotion, or a Continuing Appointment.
  • Appointees may not be eligible for certain internal resources or governance roles unless specifically authorized by the Dean.
  • All Temporary Appointments must be clearly designated as such in the appointment letter, including defined start and end dates.

5.7 Cross Appointments

A Cross Appointment permits a Clinical Faculty Member to engage academically with a second Department within the School of Medicine, in addition to their primary appointment. This allows for collaborative teaching, clinical, and scholarly activity across departmental lines while maintaining clear reporting structures.

Scope and Eligibility

  • Cross Appointments are available to Clinical Faculty who hold a primary appointment in one Department of the School of Medicine and who actively contribute to the academic mission (e.g., teaching, clinical service, research/scholarly activity, or leadership) of a second Department.
  • Cross Appointments are limited to Departments within the School of Medicine and do not extend to other faculties or units of the University under this Policy.

Terms and Conditions

  • A Cross Appointment does not replace or diminish the responsibilities of the Clinical Faculty Member’s primary appointment.
  • All appointment decisions must be recommended by the Department Head of the secondary Department and approved by the Dean, upon recommendation from the relevant Department Appointments and Promotions Committee (DAPC).
  • The appointment rank in the secondary Department shall be the same as the rank held in the primary Department.

Reassignment of Primary Appointment

  • Where a Clinical Faculty Member contributes substantially to a secondary Department—particularly in clinical and teaching responsibilities—they may request reassignment of their primary appointment to that Department.
  •  Such a reassignment requires:
    •  Approval of the new Department Head,
    •  Recommendation from the new Department’s DAPC,
    •  Approval from the Dean.

Promotion and Evaluation

  • Promotion applications must be submitted through the primary Department, even if a Cross Appointment exists.
  •  Contributions made in the context of a Cross Appointment may be considered in promotion evaluations, with input from both Departments as appropriate.

5.8 Limited Term and Continuing Appointments

At the time of implementation, Limited-Term Appointments and Continuing Appointments are excluded from the initial faculty appointment structure for Clinical Faculty in the School of Medicine. This decision reflects the phased approach approved by the Faculty Appointments and Policy Committee (FAPC) and the need for further policy and procedural development before adopting these appointment categories.

Future Consideration

  • Definitions and conditions for Limited-Term and Continuing Appointments may be reintroduced through a policy amendment following institutional review and consultation.
  • Any future implementation will include clear eligibility criteria, evaluation mechanisms, and alignment with University policy frameworks.
  • Until such time, all Clinical Faculty appointments shall be made using the approved ranks and categories listed in Section 5.3 of this Policy.

6. Pillars of Criteria for Promotion

Promotion within the Clinical Faculty ranks of the School of Medicine shall be based on demonstrated performance and academic contributions in one or more of the following four (4) recognized pillars.

6.1 Teaching and Educational Activities

Teaching contributions include the instruction, supervision, and mentorship of learners across clinical, classroom, and community-based settings. Teaching may occur within undergraduate, postgraduate, graduate or continuing professional education environments and should reflect excellence in content delivery, innovation, equity-informed pedagogy, and student engagement.

Assessment of teaching effectiveness may include:

  • Learner evaluations (quantitative and qualitative);
  • Peer assessments and teaching awards;
  • Evidence of curriculum development or instructional innovation;
  • Contributions to faculty development or mentorship;
  • Integration of DEDI principles in teaching and assessment.

The School recognizes teaching that meaningfully incorporates Indigenous knowledge, culturally responsive practices, or educational outreach in underserved settings as vital to its academic mission.

6.2 Clinical Service

Clinical Faculty are expected to maintain exemplary standards of clinical care in their discipline, as appropriate to their professional licensure and scope of practice. Excellence in clinical service is demonstrated through:

  • Clinical activities must align with the ethical, professional, and regulatory expectations of relevant licensing bodies and affiliated institution;
  • Evidence of clinical competence and professionalism;
  • Participation in quality improvement or person-centered safety initiatives;
  • Development and implementation of innovative care models and practice guidelines;
  • Recognition by peers, patients, or institutions;
  • Service in clinical leadership roles or administrative functions related to care delivery.

6.3 Research and Scholarly Activities

Research and scholarly contributions may encompass a broad range of academic outputs, including but not limited to:

  • Peer-reviewed publications, clinical guidelines, or scholarly books;
  • Abstracts and presentations at academic or professional conferences;
  • Participation on research ethics boards and research committees;
  • Educational scholarship or innovations;
  • Leadership in research collaborations or clinical trials;
  • Creative and community-based scholarship (e.g., narrative medicine, graphic medicine, health policy writing, Indigenous methodologies);
  • Public scholarship through media, digital platforms, or health advocacy.

Evaluation of scholarly activity shall prioritize substance and impact over volume or journal metrics. Peer-reviewed or community-endorsed outputs, especially those addressing health equity, primary care, generalism, or the needs of structurally marginalized populations, shall be highly valued.

6.4 Leadership and Administration

Leadership contributions include engagement in administrative, governance, or strategic roles that advance the academic, clinical, or community missions of the School and University. Recognized activities include:

  • Service in academic leadership roles (e.g., decanal role, program director, department head, departmental committee chair);
  • Participation on institutional, hospital, regional, or national committees;
  • Leadership in clinical, educational, or policy development initiatives;
  • Advocacy and service related to health equity, Indigenous engagement, or underserved communities;
  • Mentorship of learners, peers, or junior faculty.

The School affirms the value of community engagement and leadership outside the academy, especially when such contributions reflect its core priorities, including DEDI and social accountability.

7. Faculty Appointments and Promotions Pathways

7.1 Clinical Faculty Appointment and Promotion Pathway

All appointments and promotions of Clinical Faculty within the School of Medicine shall follow a standardized pathway that ensures equity, consistency, and academic rigour. The pathway includes multi-level review and decision-making processes, as follows:

a. Department Appointments and Promotions Committee (DAPC)

Each Department shall maintain a DAPC, constituted in accordance with University and School procedures. The DAPC is responsible for:

  • Reviewing all applications for appointment, reappointment, and promotion of Clinical Faculty;
  • Conducting initial evaluations of qualifications, performance, and academic contributions;
  • Making recommendations to the School Appointments Advisory Committee (SAAC) for further consideration.

b. School Appointments Advisory Committee (SAAC)

The SAAC provides School-wide oversight and is mandated to:

  • Review all DAPC recommendations to ensure consistency with School and University standards;
  • Assess the academic merits of each candidate, including consideration of structural inequities that may influence career progression;
  • Make recommendations to the Dean for approval.

c. The Dean of the School of Medicine

The Dean is the final authority at the School level for endorsing appointments and promotions before submission to the Board of Governors.

The Dean may:

  • Concur with SAAC recommendations;
  • Return files for clarification or revision; or
  •  Provide alternate recommendations with rationale.

d. Board of Governors

Final approval for appointments and promotions rests with the Board of Governors upon the recommendation of the President of the University.

7.2 Inter-Institutional Promotions

Clinical Faculty who hold concurrent academic appointments at other institutions may request consideration for equivalent promotion at York University under the following conditions:

  • The external promotion must have been granted through a formal academic process at a recognized post-secondary institution;
  • A request for promotion must be submitted to the Department Appointments and Promotions Committee (DAPC) within one academic cycle of the external promotion;
  • The candidate may submit the same supporting documentation used in the external process for internal review;
  • Final decisions shall follow the standard promotion pathway (DAPC → SAAC → Dean →President → Board of Governors).

8. Evaluation, Renewal, and Promotion

8.1 General Principles

Evaluation, renewal, and promotion of Clinical Faculty shall be guided by the principles of academic excellence, interpreted in a manner appropriate to the roles and responsibilities of Clinical Faculty. Processes shall be characterized by fairness, transparency, and commitment to equity.

Assessments shall recognize diverse contributions Clinical Faculty make across the pillars of academic activity, as outlined in Section 6.

The evaluation process shall:

  • Be proportionate to the expectations and responsibilities associated with the faculty member’s rank and appointment type;
  • Consider equity-related factors, such as leaves, career interruptions, and systemic barriers;
  •  Recognize contributions that are community-based, equity-driven, Indigenous, and interdisciplinary.

8.2 Promotion Review Process

Candidates for promotion shall undergo a structured review as follows:

a. Initiation of Promotion Review

  • Promotion may be initiated by the Department Head or the Clinical Faculty Member.
  •  A Department Head may recommend early promotion if a candidate demonstrably exceeds the required criteria ahead of the typical timeline.

b. Department-Level Evaluation (DAPC)

  • The Department Appointments and Promotions Committee (DAPC) shall evaluate the candidate’s dossier, referencing the performance standards and criteria outlined in Section 6.
  • The DAPC may review peer assessments, teaching evaluations, scholarly outputs, and service contributions.
  •  The DAPC shall prepare a recommendation to the SAAC.

c. School-Level Review (SAAC)

  • The SAAC shall assess the completeness, rigour, and fairness of the DAPC’s recommendation, ensuring alignment with School-wide standards and sensitivity to individual circumstances.

d. Final Review and Approval

  • Promotion recommendation(s) by the Dean shall be forwarded to the President, who will submit them to the Board of Governors for final approval and institutional appointment.

8.3 Renewal of Appointment

Renewal of Clinical Faculty appointments shall be based on:

  • Evidence of sustained contributions aligned with the initial appointment expectations;
  • Compliance with licensure, hospital affiliation, and malpractice insurance requirements;
  • Continued engagement in at least one domain of academic activity (e.g., teaching, clinical service, research, or leadership).

While promotion is based on demonstrated excellence and progressive achievement, clinical faculty members are not required to pursue promotion and may remain at the same rank, provided their performance continues to meet acceptable standards.

8.4 Consideration of Leaves

In all evaluations for renewal and promotion, the School shall give due consideration to:

  • Leaves taken under the Ontario Human Rights Code, including pregnancy/parental, medical, or compassionate leaves;
  • Other career interruptions that may affect academic productivity or timelines.

Candidates shall not be disadvantaged by such leaves, and accommodations in the evaluation process will be applied, where appropriate.

9. Review

9.1 Review Cycle

This Policy shall undergo its first review prior to the admission of the School of Medicine’s inaugural class of learners, to ensure it reflects the operational realities, academic mission, and strategic priorities of the School at launch.
Subsequent reviews shall occur at least once every five (5) years to ensure continued alignment with:

  • University-wide policies and frameworks;
  • Evolving expectations in clinical education and academic medicine;
  • DEDI priorities;
  •  Feedback from Clinical Faculty, departmental leadership, and governance committees.

9.2 Responsibility for Review

The Dean will be responsible for initiating and coordinating the review of this Policy, in consultation with:

  • The School Appointments Advisory Committee (SAAC);
  •  Relevant University bodies (e.g., Office of the Provost/Vice-Provost, Faculty Affairs, where applicable).

Where substantive changes are proposed, a formal consultation process shall be conducted with interested and affected parties, including Clinical Faculty.

9.3 Amendments

All proposed amendments to this Policy must be approved through the appropriate governance channels, including:

  • Recommendation from the Dean or Associate Dean, Clinical Faculty Affairs;
  • Review and recommendation by SAAC;
  • Approval by the Board of Governors, depending on the scope of change;
  •  Amendments shall take effect on the date of approval unless otherwise specified.

10. Discipline and Appeals

10.1 Removal from Learner Contact Pending Investigation

Where serious allegations of misconduct, mistreatment, or professionalism violations arise, a Clinical Faculty Member may be temporarily removed from contact with learners. This measure may be taken:

  • During internal or external investigations (e.g., CPSO, hospital, University);
  •  At the recommendation of the Vice Dean, Medical Education, Undergraduate or Postgraduate Medical Education, with approval of the Dean.

This action is precautionary and administrative, not disciplinary, and shall be communicated in writing with a clear rationale. Restoration of learner-facing duties may occur following resolution and, if applicable, completion of remediation.

10.2 Suspension or Termination of Appointment

A Clinical Faculty Member may be disciplined up to and including termination of appointment where one or more of the following conditions apply:

a. Failure to Meet Appointment Requirements

The individual no longer satisfies the conditions of appointment as outlined in Section 5, including:

  • Loss of licensure or professional certification;
  • Suspension or termination of hospital or clinical privileges;
  • Failure to maintain adequate malpractice insurance;
  •  Cessation of academic or teaching contributions without approved leave.

b. Breach of Policy or Conduct Expectations

A breach of University or School policy, procedures, or professional codes of conduct has occurred, including:

  • Misconduct or unprofessional behaviour in teaching, clinical, or academic contexts;
  • Non-compliance with the School’s Standards of Professional Conduct;
  •  Outcomes of disciplinary findings from professional regulatory bodies.

c. Non-Compliance with Investigative or Remedial Processes

Refusal or failure to comply with remediation, investigation, or disciplinary processes mandated by the School, University, or affiliated clinical institutions.

Suspension or termination shall follow principles of progressive discipline.

10.3 Appeals Process

Clinical Faculty Members who receive a negative decision related to:

  • Promotion;
  • Renewal or non-renewal of appointment;
  • Termination or denial of an appointment;

may submit an appeal to the Clinical Faculty Appointment & Promotions Appeals Committee (CFAPAC) in accordance with procedures established by the School. A written appeal must be submitted within twenty (20) business days of the date of the written decision (where “business days” excludes Saturdays, Sundays, the days on which Statutory Holidays are observed by the University, and Grant Days as declared by the President).

The Clinical Faculty Appointment & Promotions Appeals Committee (CFAPAC) shall be convened as an ad hoc committee by the Dean and shall operate in accordance with the principles of:

  • Procedural fairness;
  • Conflict-of-interest management;
  •  Consensus-based decision-making where possible (majority vote if consensus cannot be reached).

The Clinical Faculty Appointment & Promotions Appeals Committee (CFAPAC) may issue recommendations but does not have the authority to overturn decisions of the President.

11. Confidentiality

All members of any committee mandated under this Policy will respect the confidentiality of the committee’s deliberations, consultations and any other relevant committee activities or proceedings. This confidentiality obligation will also apply to all other individuals who may from time to time be required to appear before or otherwise be involved in the in-camera proceedings of any such committee in the capacity of consultant, counsel or academic colleague, witness or party. Limited exceptions exist to the requirement for confidentiality; for example, where a committee member is required by law or policy to report facts including, but not limited to, situations of harassment or discrimination or racism or where a person is at risk of doing harm to themselves or someone else in the University community.

 

Legislative History: Approved by the Board of Governors: September 30, 2025
Date of Next Review: September 30, 2030
Related Policies, Procedures and Guidelines: