A non-rank (often unpaid or part-time) appointment for professionals outside core faculty to contribute to teaching, clinical supervision, or other academic activities for a fixed term.
Adjunct and Clinical appointments are usually without remuneration, and may be made for periods of twelve months up to five years.
Adjunct and Clinical appointments may be made in any rank or title for individuals who do not currently hold a Continuing, Contingent Term, or Limited Term appointment, or for academic staff members holding an Administrative and Professional position.
An Adjunct or Clinical appointment may be held in one Department, Division, or Faculty concurrently with an appointment of any class in another Department, Division, or Faculty.
Any Continuing, Contingent Term, or Limited Term professorial appointee who holds an Adjunct appointment in another Department, Division, or Faculty shall have the same adjunct rank as their primary appointment. Any change in rank in the Continuing, Contingent Term, or Limited Term appointment shall have a corresponding change in the adjunct rank.
Adjunct or Clinical appointees shall be persons with substantial experience in a profession or discipline who are from outside a Department, Division, or Faculty and who agree to contribute to the educational experience of students on a recurring basis through active participation in the academic programs of a Department, Division, or Faculty.
The nature and extent of the duties of an Adjunct or Clinical appointment shall be decided by mutual agreement between the academic appointee and the Dean or Head, subject in the latter case to the approval of the Dean. The agreed duties shall be incorporated within the letter of appointment.
In exceptional circumstances, a Dean or Head may request the approval of the Dean of Graduate Studies for an appropriately qualified Adjunct or Clinical appointee to participate in the supervision of graduate students.
Faculties having Adjunct or Clinical appointees shall establish criteria for the assessment of Adjunct or Clinical appointees that maintain the spirit of the criteria for the Rank while maintaining cognizance of the special nature of the form of appointment as well as any expectations spelled out in specific letters of appointment.
The nature and extent of the duties of an Adjunct or Clinical appointment shall be decided by mutual agreement between the appointee and the Dean or Head, subject in the latter case to the approval of the Dean. The agreed duties shall be incorporated within the letter of appointment.
If the Dean would like the Clinical or Adjunct Appointee to perform teaching, a separate new term-certain ‘Sessional’ appointment will need to be made in order to remunerate the individual for those duties. If appointing these individuals, use the ‘Template Based Hire’ for Sessional Instructors and remunerate them according to Schedule B of the Collective Agreement.
If the candidate holds a regular academic appointment currently at the University of Ģý in another Faculty or Department, the Dean the appointees’ home faculty must be consulted prior to an appointment being offered.
The steps below provide information, resources, and supporting documents for each step of the clinical and adjunct appointments process.
The faculty and candidate agree on the terms of the appointment and complete the appointment letter and required forms.
The faculty submits a Template-Based Hire request with the signed documentation for approval.
Once approved, the appointment is finalized in the HR system and confirmation is sent to the appointee.
Adjunct or Clinical appointees shall be persons with substantial experience in a profession or discipline who are from outside a Department, Division, or Faculty and who agree to contribute to the educational experience of students on a recurring basis through active participation in the academic programs of a Department, Division, or Faculty.
The nature and extent of the duties of an Adjunct or Clinical appointment shall be decided by mutual agreement between the academic appointee and the Dean or Head, subject in the latter case to the approval of the Dean. The agreed duties shall be incorporated within the letter of appointment.
In exceptional circumstances, a Dean or Head may request the approval of the Dean of Graduate Studies for an appropriately qualified Adjunct or Clinical appointee to participate in the supervision of graduate students.
Faculties having Adjunct or Clinical appointees shall establish criteria for the assessment of Adjunct or Clinical appointees that maintain the spirit of the criteria for the Rank while maintaining cognizance of the special nature of the form of appointment as well as any expectations spelled out in specific letters of appointment.
If the Dean would like the Clinical or Adjunct Appointee to perform teaching, a separate new term-certain ‘Sessional’ appointment will need to be made in order to remunerate the individual for those duties. If appointing these individuals, use the ‘Template Based Hire’ for Sessional Instructors and remunerate them according to Schedule B of the Collective Agreement.
If the candidate holds a regular academic appointment currently at the University of Ģý in another Faculty or Department, the Dean the appointees’ home faculty must be consulted prior to an appointment being offered.
The Dean (or equivalent) negotiates the terms of the appointment with the candidate until a verbal agreement is reached.
The Faculty or Unit prepares the Appointment letter using the approved faculty templates and sends it, along with the Academic Personal Information form, to the candidate for review and signature.
All supporting documents (including CV, 3 letters of reference) must be collected and stored in the Faculty/Department files for audit purposes.
Once the signed appointment letter and the Academic Personal Information form have been received, the appointment is initiated by submitting a Template-Based Hire (TBH) form for approvals. The online TBH form automatically routes to all required approvers.
When all approvals are complete, the initiator will receive an email notification confirming the appointment has been approved. At this stage, the initiator finalizes the appointment in PeopleSoft.
Once the appointment is processed in PeopleSoft, an automatic email notification is sent to the Dean and appointee.
For detailed instructions in submitting the TBH, see the step-by-step job aids below:
Start a new Template-Based Hire to submit and route a clinical or adjunct academic appointment for approval.
Review the submitted Template-Based Hire and either approve it to move forward or deny it with comments.
Update or correct information in a Template-Based Hire before it is finalized or resubmitted.
Locate an existing Template-Based Hire using search and filtering options in the system.
Stop and withdraw a Template-Based Hire that is no longer required.
Revise the Template-Based Hire based on feedback and resubmit it for approval.
Changes to an existing Clinical or Adjunct appointment must be submitted using the . A Job Change Request can be submitted by the Reports To Manager or HR Forms Initiator for the faculty or unit via the My UĢý portal. Refer to the for additional information and guidance.
This job change is used to extend the end date of a clinical or adjunct appointment which has not yet expired. This transaction type allows users to change:
*Please note: The transaction type "Reappointment with Comp" should only be used for appointments that were initially appointed with compensation and are continuing with compensation in the Cumming School of Medicine.
This job change is used to extend the end date of a clinical or adjunct appointment which has already expired. This transaction type allows users to change:
End date of the appointment
*Please note: The transaction type "Reapp after end date w/ comp" should only be used for appointments that were initially appointed with compensation and are continuing with compensation in the Cumming School of Medicine.
The transaction type Accounting Change is used when the remuneration for a clinical or adjunct appointment is to be charged to a different funding source. No other details of the appointment may be changed in this transaction.
The transaction type Reports To Update is used to change the position number to which an appointee reports. This update is not required when the incumbent in a position changes. When an incumbent changes, the new incumbent inherits all the reporting relationships associated with that position.
To determine if a reporting relationship requires an update, review the position number rather than the name. If the position number matches the current reporting relationship, no update is needed. However, if the position number needs to be changed, submit a job change request.
The transaction type Department Change (non-reorg) is used to update the Department ID where clinical or adjunct appointment resides. An accounting change would also be required to update the funding source of the appointment (if applicable).
The transaction type Title Change is used to update the Business Title of the clinical or adjunct appointment.
Learn more about Clinical/Adjunct Appointments.
To reappoint a clinical or adjunct appointment which has already expired, submit a Reappointment after End Date transaction.
The Reports To Manager or HR Forms Initiator can only view job records within their faculty or unit. To submit a job change for a employment record outside of your faculty/unit, contact the HR Forms Initiator in that specific area, or contact hr@ucalgary.ca.
The job change request replaces the AE2 form. The faculty or unit must generate an appointment letter using the faculty templates to inform the candidate and secure their acceptance of the reappointment.
A position number is required when the appointment establishes a reporting relationship, meaning that another individual will report to the clinical or adjunct appointee.
To request the creation of a position number for a clinical/adjunct appointee, a must be completed and submitted to Financial Operations. Once the position number is created, People and Culture will link the position number to the job record.
Once the position number is in place, a Job Change Request – Reports To Update may be submitted to realign any existing reporting relationships with the new position number.
To establish a joint or secondary clinical/adjunct appointment in another faculty or department, a new Template-Based Hire (TBH) must be submitted to create a separate job record for the appointment.
When all approvals are complete, the initiator of the TBH transaction will receive an email notification confirming the appointment has been approved. At this stage, the initiator finalizes the appointment in PeopleSoft.
Note: Department Heads and Reports To Managers have access to initiate the TBH appointment transaction. If they choose to initiate the transaction, they are responsible for completing the appointment process in PeopleSoft. This task cannot be delegated to another user.
To cancel a clinical or adjunct appointment which has already been appointed, the reports to manager or HR Forms Initiator must submit a Job Termination Request (JTR) form.