Princess Margaret Cancer Centre

Research Appointments and Promotions Committee
The Appointments and Promotions Committee (APC) at Princess Margaret Cancer Centre (PM) is a sub-committee of the Research Council on Oncology (RCO) and reports to the Director of the Research Institute. The role of the APC is to establish a system of performance review and evaluate individuals to determine whether they are eligible for appointment or renewal. The APC has at least seven (7) members who serve 3-year terms, renewable once. The composition of the APC can be altered from time to time based on recommendations made by the chair(s) of the APC as approved by the RCO.

Clinical Division Heads may be invited to attend meetings at which a member of their staff is being reviewed.  Research appointments for clinician scientists are tied directly to their clinical appointments and loss of clinical appointment would automatically lead to loss of research appointment. 

Research Institute appointees are reviewed at an Annual Activity Review and go through term Scientist Reviews (i.e. S3, S6, SS5) according to the fixed review timelines. In the instance that a scientist must take a prolonged amount of time off for sickness, maternity/paternity leave or other equivalent leave, their review will be delayed by the same amount of time. 

Annual Activity Review
All appointments to the Research Institute (i.e. 3-year or 5-year terms at all levels) are contingent upon satisfactory performance as evidence by the Annual Activity Report.  These reports list the activities undertaken during the preceding calendar year and include a list of grants, publications, invited lectures, courses taught and any other academic or scholarly activity.

Annual Activity Review Process
i) Annual Activity Reports are submitted to the Research Institute each year.
ii) Research Executive Committee members conduct annual performance reviews for each      scientist in their group.

iii) Review feedback is submitted to the EVP of Research. For full-time researchers this annual review process could lead to annual compensation adjustments. If the activity report leads to any concerns, a reasonable action plan with measurable outcomes will be put in place for identified performance areas. Depending on the nature of the issues identified, a review by the EVP of Research and the Research Appointments and Promotions Committee could be triggered. Serious cases (e.g. failure to carry on an active, independent, extramurally funded research program) could lead to the loss of appointment.

Scientist Reviews
a) Scientist
The initial Scientist appointment is for a 3-year term. During this time, the appointed Scientist is expected to establish a successful independent research program. The Scientist should complete the full 3-years; however, they will be subject to the usual principles of employment law, and major problems, such as failure to actively pursue independent funding, or the failure to undertake experiments are grounds for dismissal. 

i) First Review (S3)
Prior to the end of the first term, the candidate will be asked to submit the following to the Research Directorate:

1. An up-to-date CV.  This should include separate sections with peer-reviewed publications, patents, funding (approved and applied), trainee supervision, collaborations, awards, and oral presentations at/or invitations to meetings and seminars from the last 3-years. Please also supply any other relevant information that shows evidence for the maintenance of a high quality, productive research program. 
2. Research Plan. Please provide a brief report (not to exceed three (3) pages, single spaced) describing your research progress during the last 3-years, your current projects, and your future plans.
3. References. Please provide the names of at least three (3) potential references (with contact details) in the scientific community familiar with your work.  These individuals must be at arm’s length and must not have been a previous supervisor, a collaborator, or a co-author on any publications. The Appointments and Promotions Committee (APC) will use this list, as well as other sources, to acquire letters of assessment. 

The Appointments and Promotions Committee (APC) will review the application and [1] recommend passing the candidate and grant a second 3-year term, or [2] request an interview with the candidate.

At the interview, the candidate will make a short presentation (20 minutes maximum) of past progress and future plans, and answer questions posed by the APC. Identified mentor(s) may be asked to attend. The APC will act on this information and either recommend that [1] the candidate pass and be granted a second 3-year term, or [2] the candidate not be renewed.

Candidates that are not renewed will be given a working extension term, not to exceed 1-year, that will allow them reasonable time to find alternative employment, but will not be re-reviewed.

All recommendations are brought to the Research Council on Oncology for final approval.

ii) Second Review (S6)
Prior to the end of the second term, the second review is conducted. This review is conducted with the rigor of a tenure review and it is expected that only outstanding or highly rated strong contributor candidates will pass.
The candidate will be asked to submit the following to the Research Directorate:

1. An up-to-date CV.  This should include separate sections with peer-reviewed publications, patents, funding (approved and applied), trainee supervision, collaborations, awards, invitations (meetings and seminars), and leadership/administrative activities from the last 6-years. 
2. Research Plan. Please provide a brief report (not to exceed three (3) pages, single spaced) describing your research progress during the last 6-years, your current projects, and your future plans.
3. Top 3 publications.
4. References. Please provide the names of at least ten (10) potential references (with contact details) in the world-wide scientific community familiar with your work. These individuals must be at arm’s length and must not have been a previous supervisor, a collaborator, or a co-author on any publications. The Appointments and Promotions Committee (APC) will use this list, as well as other sources, to acquire letters of assessment.
5. Candidates will also have the option of submitting up to five (5) names of individuals who the candidate does not wish to be reviewed by, including collaborators. Please explain why this person should be excluded.

The Appointments and Promotions Committee (APC) and an external reviewer will convene a meeting at which the candidate will be asked to give a 20-minute presentation on their progress, current projects, and an outline of their future directions.  They must also respond to questions posed by the APC. The APC will either recommend that [1] the candidate be promoted to a Senior Scientist, or [2] the candidate not be promoted. [3]*

Candidates that fail to be promoted will be given a working extension term, not to exceed 1-year, that will allow them reasonable time to find alternative employment but will not be re-reviewed.

All recommendations are brought to the Research Council on Oncology for final approval.

*In rare circumstances, up to three (3) additional years as a Scientist may be granted.

iii) S6 Re-review
Normally, Scientists will be eligible for a maximum of two (2) 3-year terms. The Research Council on Oncology (RCO) anticipates that in most cases, 6-years will be sufficient time for the Research Institute to determine whether progression to the category of Senior Scientist is justified. However, it is recognized that exceptions may occur. The RCO retains the discretion to grant up to three (3) additional years as a Scientist. The review process at the end of this term, will be similar to the second review. Candidates that fail this review will be given a working extension term, not to exceed 1-year, that will allow them reasonable time to find alternative employment but will not be re-reviewed.

All recommendations are brought to the RCO for final approval.

b) Senior Scientist (SS5)
The Appointments and Promotions Committee (APC) will review these appointments prior to the end of the 5-year term. The Senior Scientist will be asked to submit to the Research Directorate:

1. An up-to-date CV.  This should include separate sections with peer-reviewed publications, patents, funding (approved and applied), trainee supervised, collaborations, awards, invitations (meetings and seminars), and leadership/administrative activities from the last 5-years.
2. Research Plan. Please provide a brief report (not to exceed three (3) pages, single spaced) describing your research progress during the last 5-years, your current projects, and your future plans.
3. References. Please provide the names of at least five (5) potential references (with contact details) in the scientific community familiar with your work.  These individuals must be at arm’s length and must not have been a previous supervisor, a collaborator, or a co-author on any publications. The APC will use this list, as well as other sources of information, to acquire letters of assessment. 

The APC will review the application and recommend that [1] the candidate pass and be granted another 5-year term, [2] the candidate be re-reviewed in 2-years, or [3] the candidate not be renewed.  An interview with the candidate may be requested to assist with the decision. 

If interviewed, the candidate may be asked to make a short presentation (20-minute maximum) of past progress and future plans, and will answer questions posed by the APC.

If being re-reviewed at 2-years, the candidate will undergo a review similar to the last review but the candidate will be asked to give a 20-minute presentation on their progress, current projects, and an outline of their future directions.  An external reviewer may be invited to attend the re-review.

Candidates that fail to pass this review or the re-review will be given a working extension term, not to exceed 1-year, that will allow them reasonable time to find alternative employment, but will not be re-reviewed.

All recommendations are brought to the Research Council on Oncology for final approval.

c) Affiliate Scientist (AF)
 The Appointments and Promotions Committee (APC) will review Affiliate Scientists every 3-years. The Affiliate Scientist will be asked to submit to the Research Directorate:

1. An up-to-date CV.  This should include separate sections with peer-reviewed publications, funding (approved and applied), trainee supervision, collaborations, awards, invitations (meetings and seminars), and patents from the last 3-years.
2. Research Plan. Please provide a brief report (not to exceed two (2) pages, single spaced) describing your research progress during the last 3-years, your current projects, and your future plans. This should highlight your PM collaborations.
3. Letter of Support.  Please provide a letter of support from the host Senior Scientist.

Letter requirements:

•  A justification of the candidate’s qualifications
• Candidate’s current and future salary sources
• Candidate’s space allocations
• Commitment to cover resources for reappointment term (3-years)

If this designation is for appointed Campbell Family Institute for Cancer Research (CFIBCR) Scientists, the letter must come from the Director of the CFIBCR.

 The APC will review the application and recommend either [1] awarding the candidate another 3-year term, or [2] terminating the appointment.

All recommendations are brought to the Research Council on Oncology for final approval.

d) Adjunct Scientist (AJ)
The Appointments and Promotions Committee (APC) will review Adjunct Scientists every 3-years. The Adjunct Scientist will be asked to submit to the Research Directorate:

1. An up-to-date CV.  This should include separate sections with peer-reviewed publications, funding (approved and applied), trainee supervision, collaborations, awards, invitations (meetings and seminars), and patents from the last 3-years.
2. Research Plan. Please provide a brief report (not to exceed two (2) pages, single spaced) describing your research progress during the last 3-years, your current projects, and your future plans. This should highlight your PM collaborations.
3. Letter of Support.  Please provide a letter of support from the host Senior Scientist. 

Letter requirements:

• A justification of the candidate’s qualifications
• Commitment to cover resources for reappointment term (3-years)

The APC will review the application and recommend either [1] awarding the candidate another 3-year term, or [2] terminating the appointment.  PM will have no more than five (5) Adjunct Scientists at one time.

All recommendations are brought to the Research Council on Oncology for final approval.

e) Emeritus Scientist (ES)

Emeritus Scientists appointments are granted for 3-years terms and are renewable at the discretion of the Research Director and approved by the Research Council on Oncology. 

Media Folder: 

Media Root

Review_Process_Sept_2018.pdf

PDF of this document can be found here.