Below are the documents used in the TA hiring process by the administration. Please note that other documents and/or procedures are required to administrate TA contracts (i.e. pay setup etc.). See the McGill HR site (www.mcgill.ca/hr/policies/tas/) for more information on how this is done.

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Step 1: Postings & Applications

One posting per course should be posted for 30 days on the designated AGSEM bulletin board in the Hiring Unit at the prescribed times: March 1 for Summer courses, March 15 for Fall and Full Year courses, October 15 for Winter courses. One copy of each posting must be sent to AGSEM.

Applications must apply in writing using an application form which must be provided by the hiring unit, preferably on the same bulletin board as the postings. For more detailed information on the posting process including what information must be provided on the posting and what to do if there are supplemental postings, please refer to  Article 12: Postings/Applications of the Collective Agreement.

Forms:

Sample Posting
Application for TA position

Checklist:

• Post announcements on the hiring unit’s AGSEM bulletin board for 30 days after March 1 for Summer courses, March 15 for Fall and Full Year courses, October 15 for Winter courses.
• Send AGSEM a copy of postings
• Provide applications for applicants
  
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Step 2: Selection

The Collective Agreement details the selection process of applicants according to priority in the priority pool. Please refer to Articles 13.01 – 13.03 for more detailed information.

The Hiring Unit shall provide the Departmental Union Delegate with a tentative list of appointments to be made for the coming term, which includes the following information:
- identification of the Hiring Unit,
- name of Teaching Assistant,
- indication that she is/is not a member of the Hiring Unit’s priority pool,
- the course title and number,
- total hours of the appointment,
- teaching Assistant’s degree and year,
- for the Ph.D. 5 students, an indication as to whether they began their program at the Ph.D. 1 or Ph.D. 2 level.

The Hiring Unit shall consult with the Departmental Union Delegate on the list prior to sending notifications of appointment.

Forms:

Example appointment form
Template appointment form

Checklist:

• Compile tentative appointment list
• Verify tentative appointment list with department delegate (or with AGSEM if no departmental delegate exists)
  
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Step 3: Appointment

Applicants will be advised in writing of the outcome of their application at their internal McGill address within 35 days from the application deadline. Successful applicants will receive 2 copies of the letter of offer, which shall include the identification of the Hiring Unit and to the extent available at the time of offer, the position’s title and classification, course title and number, appointment dates, total number of hours and salary. These members must sign and return one copy of the letter of offer within 5 working days to accept the position.

After a member has accepted a position, the hiring unit will provide the successful applicant with a copy of the Collective Agreement (to be provided by human resources www.mcgill.ca/hr/policies/tas/) and an AGSEM membership form.

Please refer to Articles 13.04 – 13.06 for more detailed information.

Forms:

Letter of offer
AGSEM membership form

Checklist:

• Advise applications in writing the outcome of their application.
• Send to successful applications 2 letters of offer.
• Receive one signed letter of offer from applicants accepting a position.
• Give applicants accepting a position an AGSEM membership form (for them to fill out an return to the hiring unit) and a Collective Agreement (to be provided by Human Resources).
  
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Step 4: Finishing up

By the 21st calendar day of each term, each Hiring Unit shall send the Union and post a list of all appointments made in the current term. The list shall include the course title and number, the teaching assistant's name, the total hours of the appointment and the teaching assistant's degree and year.

The hiring unit shall also provide AGSEM with the membership forms of all TAs accepting positions.

Forms:

Example appointment form
Template appointment form

Checklist:

• Send AGSEM the final appointment list.
• Send AGSEM the membership forms of hired TAs.

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Quick Links

Sample Posting
Application for TA position
Example appointment form
Template appointment form
Letter of offer
AGSEM membership form