Important Information: New Procedures for the Academic and Professional Development Fund Applications

As you know, part-time professors have access to research grants, publications and conferences through the Academic and Professional Development Found (ADPF).

To improve the processing of applications, the Association and the Employer have agreed to the following changes to process: Applications can be submitted electronically using the form at Hard copies may still be sent to the Office of Faculty Affairs, but electronic transmission is preferred.

The Employer will evaluate all requests in accordance with Appendix E of the Collective Agreement in order to determine eligibility for the grant. The employer will inform members by e-mail if their application is accepted or rejected.

Members will have to submit a brief report of the conference, research or publication, as well as official expense receipts or other proof of expenses. These documents can be sent to the following email address: [email protected]. Hard copies may be submitted to the Office of Faculty Affairs, but electronic submission is preferred

After receiving and processing the documents, the Employer will proceed with the reimbursement through payroll and will confirm the amount granted via email.

For any questions or to let us know of any problems regarding the application of these changes, please contact your Association!

APTPUO Response to University’s Review of Policy 67a Prevention of Harassment and Discrimination and Procedure 36 Procedure to Address Harassment or Discrimination
The University is reviewing its policies and procedures regarding discrimination and harassment.  The Association’s response can be found here
Part-Time Professor of the Year Award – Deadline October 31

This is a reminder that the nominations for The Part-Time Professor of the Year Award must be submitted by October 31, 2016.

The Part-Time Professor of the Year Award aims to reward and recognize the contribution of the members of the APTPUO to university education. Each year, a recipient receives a $2,000 honorarium.

For more information regarding the Part-Time Professor of the Year Award, please visit our website under section “How to apply - Part-Time Prof of the Year”.
Keeping Track of Seniority Points – Deadline October 10

The Seniority List was published by the University in July. The points on the website are up-to-date as of July 2016, so any courses ending after July are not included. As well, the points collected for the 2015-16 academic year are not recorded.

If you have not already done so, verify the list to ensure that your seniority points match the report. In case of error, please send a notice of disagreement that includes your name, employee number, uOttawa email address, and contact information to [email protected] no later than October 10. Please also include a record of your courses taught, and cc the Association when you send it.
To view the Seniority List, please visit the Human Resources website.
Publication of the Fall 2016 Hiring Report – September 30

The University will publish the Fall 2015 Hiring Report on September 30. It will be availablehere.
If you applied unsuccessfully for a course, you can review the report and the successful candidate’s category and seniority points. If you believe that the hiring process was not respected, you can contact the Association by replying to this email or by visiting the “Contact Us” page.
You have until the end of October to file a complaint.
Departmental Representatives
Each year, each Department elect a part-time professor representative to sit on the Departmental Assemblies. If you are interested in becoming a representative, or if you would like more information, please contact your Department or the office of theAssociation. Department representatives receive one seniority point per academic year for their service.

Research, publications and conference/travel grants: Important changes

Part-Time Professors have access to grants for research, publications and conferences through the Academic and Professional Developement Fund (APDF).

Although many professors successfully applied for grants in the past, professors applying for grants during the Spring-Summer semesters would not receive any funding because no fund would be available for these activities, when most of them usually take place.

The Employer and the Association agreed to make changes to the APDF to make sure than funds would be available during the summer, to make sure that more members get access to the funds, and to simplify the processing of applications. The members of the APDF Committee, in charge of processing applications, were consulted in the process.

The changes will be incrementally implemented until 1st March 2016. Until this date, applications will be processed as they were in the past. On 1st March 2016,  applications for the Spring-Summer 2016 semester will have to be submitted before this date.

These changes are important. The following table includes the most important changes:

Item Before Now
Deadline Three months before activity

For Fall semesters: August 1st

For Winter semesters: November 1st

For Spring/Summer semesters: March 1st

Application submission Usually four paper copies


Single paper copies can still be submitted at the APTPUO's office.

Types of grants

1a) Presentation at a conference

1b) Attendance at a conference

2) Publications

3) Research

1) Presentation at a conference*

2) Publications and Research

*Grants for attendance at a conference will only be granted if funds are available.

Maximum granted per member per year

$2500 per type of grants

$7500 total

$2500 per type of grants

$5000 total

Maximum granted per semester No maximum per semester  

For Fall semesters: 25% of funds

For Winter semesters: 45% of funds

For Spring/Summer semesters: 30% plus funds not spent during previous semesters


Appendix E: Academic and Professional Development Fund

The Academic and Professional Development Fund is created by the Collective Agreement between APTPUO and the University of Ottawa. It is administered by a selection committee which operates within guidelines agreed to by the parties.

The purpose of the Academic and Professional Development Fund is to promote research and participation in scholarly activities on the part of part-time academic staff.

Scholarly activities are those that contribute:

  1. through research, to the advancement of knowledge in a discipline;
  2. through artistic or literary creation, to the advancement of the Arts and the Humanities;
  3. through various professional activities, to the advancement of a profession.

The fund provides two types of grants:

  1. Travel grants for participation in conferences
  2. Research and publication grants

Grants under points 1 and 2 above may include stipends with the provision that the guidelines for payment of stipends have been adhered to (Appendix "F").

Presented below is information on each type of grant: it covers the elements to be contained in the application, the guidelines used by the Academic and Professional Development Fund Committee in the attribution of grants, and the types of expenses funded.

Members of the APTPUO bargaining unit, and those persons still maintaining seniority under the collective agreement, are eligible to apply to the Academic and Professional Development Fund.


  1. All applications shall be treated as confidential by the Committee.
  2. Applications must be submitted electronically via the APTPUO website ( Members who cannot submit an application electronically may submit a printed copy to the APTPUO and to Faculty Affairs.
  3. Committee decisions are final. The Committee may respond, on request, to an appeal of a decision rendered and/or provide advice to unsuccessful applicants with a view to improving the quality of their future applications. The Committee may send a decision for review to the Labour/Management Committee in the case of an appeal on which the members do not agree.
  4. The Selection Committee may meet, but is not required to meet, to reach a decision in a particular case. In the event of a decision without a meeting (a) before a decision is finalized, each Committee member will be made aware of the views of the other two members, and (b) decision shall be by majority vote. If a meeting takes place, a quorum shall be all three members.
  5. The fund will not be used to fund thesis research directly but may be used to fund presentations of thesis findings at a conference, publication in scholarly journals, or travel essential to the research (as verified by the thesis supervisor) provided that funds were not obtained from other funding sources leading to a refund greater than the expenses incurred. If a member is writing a thesis and applies for a grant for a research project that he/she believes is not related
    to the thesis and therefore is not affected by the foregoing, he/she must provide, with the application, a statement from the thesis supervisor stating that the research project is not related to the thesis or has only tenuous links to it.
  6. Deadlines: Under no circumstances will retroactive funding be approved except under exceptional circumstances. The grant application must be submitted no later than:
    1. August 1 for the Fall session
    2. November 1 for the Winter session
    3. March 1 for the Spring-Summer session
  7. In any given year, priority will be given to applicants who submitted their request by the due date and did not receive a grant the previous session.
  8. The University will issue a Canada Revenue Agency (CRA) T4A form for each amount granted from the Fund.


A member may not receive more than $2,500 per category for this purpose in one academic year.


Completed applications must include the following items:

  1. a description of the conference which the applicant wishes to attend (dates, place, conference organizers, type of conference and the program if possible);
  2. a description of the nature of participation in the conference (presenting a paper or similar activity);
  3. an abstract of the paper or description of the academic activity, including, if possible, confirmation of its acceptance by the conference organizers; if confirmation of acceptance is not immediately available, a conditional award may be granted;
  4. an itemized budget covering transportation costs, hotel costs, and per diem costs for food as specified in the university travel regulations;
  5. an up-to-date copy of the applicant’s C.V.;
  6. proof of having taught at the University of Ottawa in the last 24 months (a photocopy of the TP form is preferred).

Factors used in attributing travel grants:

  1. availability of session funds in the Academic and Professional Development Fund per session;
  2. previous scholarly activities of the applicant;
  3. nature of the conference;
  4. relevance of the conference to the applicant's teaching and research;
  5. nature of the applicant's participation, as revealed by the abstract of the paper or the description of the activity to be presented, correspondence from the conference organizers, program, etc.;
  6. other funding available to, or received by, the applicant for the same conference e.g. GSA, Learned Society.

Note: Evidence of partial support from another body is considered a positive factor when evaluating the application.

Funding granted

Applicants who are recommended for funding will normally receive a refund for:

  1. transportation costs - (i) APEX fare or equivalent for a conference abroad, (ii) excursion fare or equivalent for a conference in Canada and
  2. registration fees

The Committee may also grant refunds for hotel costs and/or per diem if these can be granted without unduly restricting the success rate of applications. The Committee may also grant a stipend subject to the rules for payment of stipends (Appendix “F”).

The Committee may also grant an allocation for participation in a conference for reasons other than to present a paper. Applicants for such funding must clearly show how their participation in the conference will improve their teaching. However, applications for these reasons will only be considered if funds are available in the session during which the conference takes place. The director or vice dean must recommend the application and certify that in their opinion, the professor’s attendance at the conference will effectively improve their teaching skills.


A member may not receive more than $2,500 per category for this purpose in one academic year


Applications must include the following items:

  1. a two-page description of the research project (objectives, methodology, research schedule, importance, link to the applicant's current teaching and/or research activities or dissertation); OR a) a two-page description of the work to be
    published, importance, link to the applicant's current teaching and/or research activities or dissertation;
  2. an itemized budget for funds requested (with justification): the budget may include items such as research supplies, photocopying, postage, and research travel; if a research stipend is requested, either for the applicant or for a research assistant, the applicant must follow the rules for payment of stipends (Appendix "F");
  3. an up-to-date copy of the applicant’s C.V.;
  4. proof of having taught at the University of Ottawa in the last 24 months (with photocopies of the TP form preferred)
  5. other sources of funding to which application has been made and the results of such applications. When the grant includes funding for travel, the recipient must provide a copy of the plane, train, or bus ticket to the Chief Negotiator. At the completion of the research activity for which such a grant was awarded, the member will provide a brief report concerning that activity. It is understood that future applications for grants from the Fund will not be processed until members have complied with these provisions.

Applications for works already published will not be accepted unless the publication date falls within the academic year in which the application is made.

A Publication applications must include the following documents: plications for publications should also include the following items:

  1. information about publication grants requested from other agencies, as well as the reports of expert evaluators requested by such agencies, or where the texts of such expert evaluations are not transmitted to the person requesting the grant, at least the granting agency's decision on the application, together with its reasons for accepting or rejecting the application;
  2. where the work has been published, independent evaluations of the academic value and usefulness of the work; If a publication grant is awarded, the member will provide Faculty Affairs with a brief written report containing publication data concerning the work for which the publication grant was awarded.

Factors used in the attribution of research and publication grants:

  1. availability of funds in the Academic and Professional Development Fund;
  2. scholarly merit of the research project, or value to scholars of the proposed publication;
  3. the applicant’s previous scholarly activities;
  4. link between the research project or proposed publication and the applicant's current teaching and/or research activities or dissertation;
  5. availability of other sources of funding.