For Faculty

Appointments and Promotions

Please consult the SMD Regulations of the Faculty for information about:


  • An overview, including general principles and premises for our promotions and tenure system
  • Criteria for academic appointments, promotion, and tenure
  • Procedures for faculty appointments and promotions
  • Additional issues including appeals, compensation, vacation, consulting policy, racial and sexual harassment, and disability
  • A summary of time in rank guidelines
  • Guidelines with examples of application of the criteria for promotion
  • Curriculum vitae format 
  • Family leave policy & procedures for extending the 'academic clock'
  • Academic clock adjustment for part-time faculty

New Promotions/Tenure Criteria

 

Processes for Faculty Appointments and Promotions

OVERVIEW

All as specified in the SMD Regulations of the Faculty

 

All requests for appointments, reappointments, promotions, and decisions for tenure originate at the departmental level, not from the Dean’s Office

 

All appointments, reappointments, and promotions at the rank of Associate Professor and above require Steering Committee processes (as advisory to the Dean’s Office) and approval of the University Board of Trustees

 

All appointments, reappointments, and promotions at the rank of Assistant Professor and below require approval of the Dean’s Office (but do not require Steering Committee processes)

 

The Steering Committee of MEDSAC serves as the School-wide promotions committee, making decisions on behalf of the Dean

  • Chaired by the Senior Associate Dean for Academic Affairs (SADAA)
  • Consists of 18 members serving three-year terms
      • Rather than replace the entire committee all at once every three years, members’ terms are staggered so each year six members rotate off, replaced by six new members, to ensure consistency of committee decisions over the years
      • All members hold academic appointments at the rank of Professor
      • Approximately half of the members are Chairs or Center Directors
      • Approximately half of the members are from basic science areas, the other half from clinical areas
      • Members of Steering chair all faculty ad hoc committees, helping ensure that our promotions criteria are applied consistently

TYPES OF FACULTY APPOINTMENTS

Academic appointments (e.g., Assistant Professor, Associate Professor, Professor): activities that include Teaching plus at least one of the following components: Research, Scholarship, Institutional Scholarship, Clinical

 

Research appointments (e.g., Research Assistant Professor): expectations are solely for research activities, with appointments contingent on funding

 

Professional appointments (e.g., Assistant Professor of Clinical): expectations are solely for clinical or other professional services, and may contribute significantly to teaching

 

Voluntary clinical appointments (e.g., Clinical Assistant Professor): typically community-based, non-salaried faculty members involved in teaching or other activities at the SMD

 

Other / special appointments include non-doctoral-level appointments, Adjunct, Visiting, Interim, and Emeritus faculty members

 

APPOINTMENTS, REAPPOINTMENTS, PROMOTIONS AT THE ASSISTANT PROFESSOR LEVEL AND BELOW

The Department initiates the process

 

In smaller Departments, may be done entirely by the chair; larger Departments may involve an intradepartmental promotions committee, division chiefs, or other internal processes

 

Appointment/reappointment/promotion packet (c.f., Required Paperwork) sent to the Dean’s Office

  • Reviewed by SMD Finance and/or hospital leadership and/or URMFG, as appropriate
  • Also reviewed and ultimately signed off by the SADAA
  • After decision is made, a confirmation letter is sent to the faculty member, with copies to the Chair and (if relevant) Center Director

 

APPOINTMENTS, REAPPOINTMENTS, PROMOTIONS AT THE ASSOCIATE PROFESSOR LEVEL AND ABOVE

Again, the Department initiates the process

 

In smaller Departments, may be done entirely by the chair; larger Departments may involve an intradepartmental promotions committee, division chiefs, or other internal processes

 

Appointment/reappointment/promotion packet (c.f., Required Paperwork) sent to the Dean’s Office

    • Reviewed by SMD Finance and/or hospital leadership and/or URMFG, as appropriate
    • Also reviewed by the SADAA, who either brings directly to the next meeting of Steering Committee (reappointments) or initiates the ad hoc processes (initial appointments, promotions)
    • After decision is made, a confirmation letter is sent to the faculty member, with copies to the Chair and (if relevant) Center Director

Faculty ad hoc committee processes (for initial appointments and promotions at these ranks)

    • Appointed by the SADAA
    • Consists of three faculty members
          • Chaired by a current member of Steering Committee
          • Two other faculty members
          • Must represent three distinct Departments / Centers
          • No member can be from the candidate’s current or proposed primary or joint appointments
          • No member can have written a referee letter supporting the proposed action
          • All members must be at or above the academic rank being proposed
          • Members chosen to have expertise giving them some familiarity with the area(s) of expertise and activity of the candidate, to ensure a fair understanding of the candidate’s work
          • Membership of the ad hoc committee is kept strictly confidential
  • Submits written report to the SADAA within six weeks
          • May take longer if the ad hoc committee requests more information from the chair (done via the SADAA to preserve ad hoc members’ anonymity)
  • If the ad hoc report supports the proposed action, a copy is sent to the Chair / Center Director for information and the report is presented at the next meeting of Steering Committee
  • If the ad hoc report does not support the proposed action, the SADAA communicates with the Chair / Center Director to discuss the recommendation and alternatives, which may include:
          • supplying additional information and asking the ad hoc committee to reconsider
          • requesting that Steering Committee consider overturning the ad hoc committee recommendation
          • withdrawing the proposed action (often with a subsequent request for a different action, or the same request at a later point in time)
  • Steering Committee votes are advisory to the Dean of the SMD
          • Each ad hoc report is presented orally and then discussed as a group prior to vote
          • Steering Committee votes to approve or disapprove the proposed action
          • Steering recommendation is reported to the Chair / Center Director and to the faculty candidate
          • Steering recommendation also is reported to MEDSAC (all the Chairs and Center Directors) for information
          • Results are sent to the University Provost and ultimately require approval of the University Board of Trustees
  • Time from receipt of the completed packet in the Dean’s Office to approval by Steering can be as brief as 3–4 months, although may take longer if more information is requested
  • Time to subsequent approval by the University Board of Trustees can be an additional 1–3 months; the action is not “official” until the Board of Trustees has approved it
  • Given the above timeline, we recommend that the Department send the promotion packet to the Dean’s Office no later than six months prior the end of the current appointment; this typically means the Department and the faculty candidate should begin preparing the packet (including self-evaluations, referee letters, etc.) approximately one year prior to the end of the current appointment

 

Academic Leaves (sabbaticals)

The Office of Academic Affairs will work with faculty members to prepare applications for the approval of the University Provost.


Please review the two forms below before you start preparing your proposal!


Academic Leaves guidelines

Application for Leave of Absence


All proposals are to be submitted electronically to Jeffrey M. Lyness, MD, Senior Associate Dean for Academic Affairs, either as a Word Document or electronically converted to a pdf (using “print to PDF” on a mac, or Adobe on Windows). Please do not simply scan your printed materials to a pdf, as doing so makes it impossible to select/copy text from the pdf.

Conflicts of Interest Policies and Resources

Links are provided to resources that you may find helpful regarding relationships with industry and management of financial disclosures and potential conflicts of interest.


The majority of relevant policies are available through the UR Office of Research and Project Administration. rochester.edu/orpa

 

URMC Reporting of financial disclosures (annual survey plus 30-day updates) is done through the following survey site. coi.urmc-sh.rochester.edu


FAQs About New COI Policies faq-coi.pdf

 

Tip Sheet to navigate through the Open Payments data review process:
Tips for Open Payments Registration and Review

Open Payments Overview for Physicians - Sunshine Act Working Group


Other relevant policies of note

Faculty Focus

The Dean newsletter Faculty Focus contains news, information, and requests for faculty input from Dean Taubman and other URMC leaders. The latest issue and an archive of prior issues may be found at this link (note: you must be on the URMC Intranet to view this link) intranet.urmc-sh.rochester.edu faculty-faculty-focus

Information and Resources for Departing Faculty

In the life of any academic institution, a small proportion of faculty members will depart for other opportunities each year. We hope the following resources will be of help to you if you are considering such a departure.

Are there any resources available to me regarding finding another job, or preparing my CV or job interview skills?


Yes, such resources are available on the web; useful links may be found on the website of our Office of Faculty Development here.

If I do decide to leave, how much lead time (advance notice) should I give?

 

In general, the more advance notice the better! The SMD Regulations of the Faculty ask that faculty give sufficient notice to ensure that her/his responsibilities can be properly covered after the faculty member leaves. The duration required varies by the type of faculty appointment. Please review the section of the SMD Regulations relevant to your appointment, and also please review the language in your initial job offer letter or any subsequent letters or contracts, which also may stipulate the advance notice period required.

What happens to my benefits when I leave?

 

Please discuss this directly with a representative from Human Resources, either your department-assigned HR Business Partner or HR Benefits Office personnel.

Will I get paid for my unused vacation time?

 

No, faculty are not entitled to a payout for unused vacation time.

Can I just use up my vacation time at the end of my employment, that is, stop working before the end of my employment at UR?

 

In general the answer to this question is no. Faculty may not use vacation time at the end of their employment unless they have the explicit permission of their department chair to do so.

What do I need to turn in before I leave?

 

Please review this with the appropriate administrative staff person in your department. This generally will include your UR ID card, keys, and any other UR-owned property (such as computers purchased with UR funds). For clinicians, this also includes any paper charts or other records kept on patients seen as part of your UR employment; you must return these before you depart.

Is there any kind of “exit interview”?

 

The answer is “yes, if you wish.” While the School does not formally require such an exit interview, you are welcome to contact either Dr. Jeffrey Lyness (Senior Associate Dean for Academic Affairs) or Dr. Linda Chaudron (Senior Associate Dean for Diversity) to set up an appointment for an exit interview; each of us have met with many departing faculty and are always interested in your appraisal of what we do well and what we can do better for our faculty and our institution. We also hope that you will take the chance to let your department chair, or other relevant supervisor or mentor, know your candid assessment of your work experiences at URMC.

What else do I need to do before I leave?

 

All faculty should discuss this with the appropriate administrative staff person in your department (ask your chair's office if you are uncertain who this is). All faculty must return their UR ID card, keys, and any other University-purchased or University-owned property, such as computers or technical equipment purchased with sponsored research funds. As well, discussions for all faculty should include consideration of the future plans for personnel in your area (staff, trainees, and faculty colleagues), and for your supervisory, teaching, and administrative roles. For clinicians, you must return any paper charts or other records kept on patients seen as part of your UR employment before you depart. For funded investigators, please work with the departmental administrator, chair or chair designee, ORPA-assigned administrator, and any funding agencies to plan for the timely close-out and subsequent transfer of grants or contracts, a process that may take several months. Other research-related issues may include coordination with your new institution of transfers of grants, the disposition of equipment, protocols,requirements, record retention, material transfer agreements, or intellectual property, and discussion with the RSRB and UCAR regarding human subject and animal use approvals/closeouts and the disposition of data deriving from human or animal research.