Priority Point Claim Procedure

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Priority Points Claim Procedure information, Collective Agreement article 14.03:

If you started teaching in September 2011 or after

  1. Starting December 4, 2015 McGill has been posting Initial Priority Points lists on the Collective agreements page of the McGill HR website. On this page look for MCLIU and then click “Initial List of Points”. Each list has its date of publication mentioned.
  2. Verify your priority points for each hiring unit where you teach. Please note that each hiring unit has a separate priority points list so you must verify your points separately for each hiring unit if you teach in more than one hiring unit.
  3. If the points on the initial list are correct, you do not need to submit anything.
  4. If there is an error in your points, please send an email to seniority@mcliu.ca with necessary proofs in support of your claim. Please see below for acceptable proofs.

If you started teaching before September 2011

  1. Please note that each course lecturer or instructor has to establish his/her own priority points for courses taught before August 30, 2011 and submit it to the Joint Committee for approval.
  2. Starting December 4, 2015 McGill has been posting Initial Priority Points lists for the period from August 30, 2011 to the present on the Collective agreements page of the McGill HR website. On this page look for MCLIU and then click “Initial List of Points”. Each list has its date of publication mentioned.
  3. Verify your priority points for each hiring unit where you teach for the period between August 30, 2011 and the present.
  4. If your points are correct on the initial list then simply proceed to submit your prior teaching record as per the procedure below.
  5. If you find an error in the initial list then submit the corrections along with your priority points claim for the period prior to August 30, 2011 as per the procedure below.
  6. Preparation of seniority claim documents:
    1. Collect all your contracts, in electronic or paper format. You can access your employee file in your department if you don’t have complete record of your teaching contracts. See below how to access your employee file.
    2. Download the information from Minerva for reference, if needed. Minerva provides information as far back as 2003. See below for accepted documents.
    3. Fill out one of the following Excel sheets. Please consult this manual to learn how to fill out teaching history Excel sheets.
      1. University-wide credit and non-credit courses Excel Sheet
      2. Practical Instruction in Schulich School of Music Excel Sheet
      3. Practical Instruction in Conservatory Excel Sheet
      4. Theory/Ear-Training in Conservatory Excel Sheet
  7. Submit your dossier containing filled Excel sheet and all the necessary proofs to the joint committee by email at: seniority@mcliu.ca.

    8.  
    Subject of your email must be: Last Name_First Name_Hiring Unit_Faculty

    If you wish to mail or deposit in-person hard copies of your documents you may send it to the following address. However please also email your Excel file to seniority@mcliu.ca while indicating that you have sent hard copies of your claim.

    Maurice René de Cotret
    Human Resources | Labour and Employee Relations
    McGill University | 688 Sherbrooke Street West, Room 1520
    Montreal, QC H3A 3R1
    T 514-398-2297| F 514-398-2884

  8. Documents accepted as proof are mentioned in article 14.03 (8); they are:
    1. Previous contracts accompanied by pay stubs;
    2. Duly sworn affidavits (sworn before a commissioner of oaths is sufficient);
    3. Information stemming from the University such as Minerva records;
    4. A letter from the Hiring Unit where the courses were taught. Hiring units are under no obligation to provide such letters.
  9. A few do’s and don’ts
    1. Please do not send several emails with partial files/proofs. Make sure you submit your complete request and records in a single email. If your McGill email does not support the file size in a single email, please send your complete dossier from your personal email account (google, yahoo, hotmail, etc.).
    2. Please do not ask for a confirmation of receipt email.
    3. Please do not send reminders to seniority@mcliu.ca
    4. Please do not send emails saying you will send your dossier at a future date.

For sample affidavits and related templates, click on Documents.

For Commissioner of Oaths service, please go to the McGill Legal Clinic.

Contact information for the Clinic.

Accessing your employee file in the hiring unit, article 11.10 of the Collective Agreement

  • Email department chair and give at least 2 days’ notice
  • Give a specific date and time when you would like to come in (or offer 2 options if you wish)
  • In your email, you may request access to your complete employee record from this semester back to your first date of employment
  • The department might offer to send you a scan of your file, but in case this is not done in a timely manner, you may also take photos of your contracts
  • Employees are by law entitled to have a copy of their file, at their expense

 
Deadline
Deadline of submission and corrections is 60 days after the initial list is posted. Each posting has its date of publication mentioned with it. However, we encourage all the members to submit their claims as soon as you can to allow time for corrections.