Chapter 10: Required Paperwork
Chapter 10: Required Paperwork
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10.1 Academic — Junior Faculty Ranks
Faculty may be first appointed to the ranks of Instructor or Senior Instructor to provide additional time to gain experience in research, teaching, or clinical practice prior to embarking on an academic career. The time spent in these ranks does not count toward the “academic clock.”
Upload the following documentation to Box.
Instructor, Senior Instructor
- Signed offer letter
- Faculty Demographics Form
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
- Faculty Recommendation Form
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
Assistant Professor is for faculty members that have shown promise of and commitment to academic development in their chosen field.
Upload the following documentation to Box.
Assistant Professor
- Signed offer letter
- Faculty Demographics Form
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
- Referee letters are optional (referees must be at proposed rank or higher). Any letters received must be submitted; for external letters include External Reviewer Relationship to Candidate Form.
- Faculty Recommendation Form
- Letter for reappointment written by chair/director (templates available)
- CV
- Referee letters are optional (referees must be at proposed rank or higher). Any letters received must be submitted; for external letters include External Reviewer Relationship to Candidate Form.
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
- Referee letters are optional (referees must be at proposed rank or higher). Any letters received must be submitted; for external letters include External Reviewer Relationship to Candidate Form.
A reappointment letter template is available for each possible component combination as follows:
- C-S-T (Clinical, Scholarship, and Teaching)
- C-T (Clinical and Teaching)
- IS-C-T (Institutional Scholarship, Clinical, and Teaching)
- I-S-T (Institutional Scholarship and Teaching)
- R-C-T (Research, Clinical, and Teaching)
- R-T (Research and Teaching)
- S-T (Scholarship and Teaching)
10.2 Academic — Senior Faculty Ranks
Associate Professor is reserved for faculty who have demonstrated broad knowledge and expertise by an appropriate combination of activity components.
Professor is reserved for faculty members who have attained eminence in their field, including demonstrable sustained excellence in the components applicable to their activities, beyond expectations for appointment to Associate Professor.
Upload documentation as listed in the table below.
Associate Professor, Professor
Initial appointments at these ranks require pre-approval from the Vice Dean for Academic Affairs. Ad hoc committee review, MEDSAC Steering Committee approval, and Provost approval required for initial appointment. University Board of Trustees approval required for initial appointment with tenure.
Upload to Box:
| Upload to PRM:
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MEDSAC Steering Committee approval and Provost approval required for reappointment.
Upload to Box:
| Upload to PRM:
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Ad hoc committee review, MEDSAC Steering Committee approval, Provost approval. In addition, University of Trustees approval is required for promotions with tenure.
Upload to Box:
| Upload to PRM:
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10.3 Promotion/Tenure in the Associate Professor and Professor Ranks
- The requirements for academic part-time (50% or greater) Associate Professor and Professors are the same. Part time faculty are ineligible for tenure.
- Ad Hoc Committee review, MEDSAC Steering Committee approval, and Provost approval required; University of Trustees approval is required for tenure actions.
Consideration for promotion to Associate Professor and Professor must be based on:
10.4 Professional and Service — Junior Faculty Ranks
Individuals with a medical, dental, or other doctoral degree who provide principally clinical or other professional services are considered professional appointments.
*non-doctoral faculty appointments-these appointments are reserved primarily for those persons whose principal responsibilities are to provide professional service in clinical or academic programs, but who also make significant contributions in teaching of students, house staff or other trainees.
Upload the following documentation to Box.
Assistant, Associate, Senior Associate, Instructor of Clinical / Instructor (Service), Senior Instructor of Clinical / Senior Instructor (Service), Assistant Professor of Clinical / Assistant Professor (Service)
- Signed offer letter
- Faculty Demographics Form
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
- Faculty Recommendation Form
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
10.5 Professional and Service — Senior Faculty Ranks
Individuals with a medical, dental, or other doctoral degree who provide principally clinical or other professional services are considered professional appointments.
Upload all documentation as listed in table below.
Associate Professor of Clinical / Associate Professor (Service), Professor of Clinical
Initial appointments at these ranks requires pre-approval from the Vice Dean for Academic Affairs. MEDSAC Steering Committee approval and Provost approval required for initial appointment.
Upload to Box:
| Upload to PRM:
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Provost approval required for reappointment.
Upload to Box:
| Upload to PRM:
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MEDSAC Steering Committee approval and Provost approval required for promotion.
Upload to Box:
| Upload to PRM:
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10.6 Research — Junior Faculty Ranks
Research Assistant Professor may be used for persons with a doctoral degree who are engaged in research supported by a research grant, contract, or other funding.
Upload the following documentation to Box.
Research Assistant Professor
- Signed offer letter
- Faculty Demographics Form
- Faculty Recommendation Form
- Chair/director recommendation letter (requires identification of funding source for full term of appointment)
- CV
- Referee letters are optional (referees must be at proposed rank or higher). Any letters received must be submitted; for external letters include External Reviewer Relationship to Candidate Form.
- Faculty Recommendation Form
- Chair/director recommendation letter (requires identification of funding source for full term of appointment) or Chair Attestation Form
- Faculty Recommendation Form
- Chair/director recommendation letter (requires identification of funding source for full term of appointment)
- CV
10.7 Research — Senior Faculty Ranks
Research Associate Professor may be used for persons with a doctoral degree who are engaged in research supported by a research grant, contract, or other funding. In addition, require independent peer-reviewed publications (first/senior author) and invited presentations at national and other scientific meetings are required.
Upload all documentation as listed in table below.
Research Associate Professor
Initial appointments at these ranks requires pre-approval from the Vice Dean for Academic Affairs. MEDSAC Steering Committee approval and Provost approval required for initial appointment.
Upload to Box:
| Upload to PRM:
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Provost approval required for reappointment.
Upload to Box:
| Upload to PRM:
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MEDSAC Steering Committee approval and Provost approval required for promotion.
Upload to PRM:
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
- Referee letters
- Any letters received must be submitted
- 2-4 internal referee letters
- 2-4 external referee letters
- External Reviewer Relationship to Candidate Form
Research Professor may be used for persons with a doctoral degree who are engaged in research supported by a research grant, contract, or other funding. In addition, require national leadership and international reputation, independent funding (principal investigator), peer-reviewed publications (first/senior author), and invited national presentations.
Upload documentation as listed in table below.
Research Professor
Initial appointments at these ranks requires pre-approval from the Vice Dean for Academic Affairs. Ad hoc review, MEDSAC Steering Committee approval, and Provost approval required for initial appointment.
Upload to Box:
| Upload to PRM:
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Provost approval required for reappointment.
Upload to Box:
| Upload to PRM:
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MEDSAC Steering Committee approval and Provost approval required for promotion.
Upload to Box:
| Upload to PRM:
|
10.8 Voluntary — Junior Faculty Ranks
No-pay, TAR (under 0.5 FTE; % effort must be supplied)
Voluntary faculty are members of clinical departments who make valuable contributions to patient care, teaching, or to other activities of the Medical Center, but who devote the entire or a major portion of their time to private practice or to other professional activities outside the Medical Center.
Upload the following documentation to Box.
Clinical Assistant, Clinical Associate, Clinical Senior Associate, Clinical Instructor, Clinical Senior Instructor, Clinical Assistant Professor
- Signed offer letter (if paid appointment)
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
- Faculty Recommendation Form
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
10.9 Voluntary — Senior Faculty Ranks
No-pay, TAR (under 0.5 FTE; % effort must be supplied)
Upload all documentation as listed in table below.
Clinical Associate Professor, Clinical Professor
Initial appointments at these ranks requires pre-approval from the Vice Dean for Academic Affairs. Associate level requires Provost approval for all actions. Full Professor level requires MEDSAC Steering Committee review for initial appointment and promotion, and Provost approval for all actions.
Upload to Box:
| Upload to PRM:
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Provost approval required for reappointment.
Upload to Box:
| Upload to PRM:
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MEDSAC Steering Committee approval and Provost approval required for promotion.
Upload to Box:
| Upload to PRM:
|
10.10 Visiting Faculty Appointments
Visiting faculty are from other academic institutions, clinical or research facilities, who have been invited to visit with faculty in a department or center in pursuit of collaborative academic activities. Visiting faculty are not usually employed or paid by the University. For faculty visitors that do not have a terminal degree, contact OAA.
Upload the following documentation to Box.
Visiting Instructor, Visiting Senior Instructor, Visiting Assistant Professor, Visiting Associate Professor, Visiting Professor
- International Visitors who require J1 Visa sponsorship, departments must complete and upload a J1 Scholar Job Code Approval Form, with required documentation (CV, external funding letters, degree documentation)
- J1 Scholar Job Code Approval form will be returned to the department contact following approval by the Vice Dean for Academic Affairs.
- Following receipt of the approved form, departments may begin the J1 Visa Process with the ISO.
- Visiting faculty with a J1 Visa may not participate in clinical care.
- Signed offer letter (if paid appointment)
- Faculty Recommendation Form
- Invitation letter from faculty sponsor and chair/director
- Chair/director recommendation letter
- CV
- Visiting faculty that are not paid by the University complete Visiting Scientist Agreement (VSA)
- Visiting Faculty not paid by the University must provide proof of health insurance
Other visitors can be credentialed; an example would be someone coming in to teach a new technique or how to use a new piece of medical equipment where patient contact is required. No patient care is a restriction related to the visa status, not faculty title.
10.11 Adjunct Faculty Appointments
Adjunct faculty are professional persons who contribute to the educational or research mission of the school, but whose primary place of appointment is outside the University, usually at an institution or other organization with which the University is cooperating in some way.
Upload the following documentation to Box.
Adjunct Instructor, Adjunct Senior Instructor, Adjunct Assistant Professor, Adjunct Associate Professor, Adjunct Professor
- Signed offer letter (if paid appointment)
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
- For Associate level and full-Professor level only, 1-2 referee letters (referees must be at proposed rank or higher)
- Any letters received must be submitted
- Can be internal or external
- External Reviewer Relationship to Candidate Form
- Faculty Recommendation Form
- For Adjunct Instructor through Adjunct Assistant Professor only: chair/director recommendation letter or Adjunct Faculty Reappointment Form
- For Adjunct Associate Professor and Adjunct Professor only: chair director recommendation letter and Adjunct Faculty Reappointment Form
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
10.12 Joint Administrative Post Appointments
Joint appointments are intended to benefit both the faculty member and the secondary department by enhancing collaboration in teaching, research, clinical programs and in other activities of the secondary department. Joint or secondary appointees are expected to contribute in specified activities of the department in which they have a secondary appointment, e.g., attending faculty meetings, as appropriate, participating in seminars, journal clubs, etc.
Upload the following documentation to Box.
All Ranks
Joint faculty appointments cannot exceed the term of the primary faculty appointment. For tenured faculty, joint appointments cannot exceed a three-year term. Associate Professor and above ranks require Provost approval.
- Faculty Recommendation Form
- Joint chair/director recommendation letter (signed by both)
- If joint appointment is concurrent with primary appointment upload in PRM as appropriate
- CV
- Faculty Recommendation Form
- Joint chair/director recommendation letter (signed by both) orJoint Chair Attestation Form
- If joint appointment is concurrent with primary appointment upload in PRM as appropriate
- Faculty Recommendation Form
- Joint chair/director recommendation letter (signed by both)
- If joint appointment is concurrent with primary appointment upload in PRM as appropriate
- CV
Trainees in ACGME Programs
Joint faculty appointments cannot exceed the term of the primary fellowship appointment.
- Faculty Recommendation Form
- Joint chair/director recommendation letter
- CV
- Compliance letter
- Faculty Recommendation Form
- Joint chair/director recommendation letter
- Renewed compliance letter, if needed
Primary Staff
Associate Professor and above ranks require Provost approval.
- Faculty Recommendation Form
- Joint chair/director recommendation letter
- CV
- Faculty Recommendation Form
- Joint chair/director recommendation letter or Joint Chair Attestation Form
- Faculty Recommendation Form
- Joint chair/director recommendation letter
- CV
Faculty Primary in Other Schools
Joint faculty appointments cannot exceed the term of the primary faculty appointment. For Assistant Professor level and below, align with end date of primary appointment. For tenured faculty, joint appointments cannot exceed a three-year term. Associate Professor and above ranks require Provost approval.
- Faculty Recommendation Form
- Joint chair/director recommendation letter
- CV
- Faculty Recommendation Form
- Joint chair/director recommendation letter or Joint Chair Attestation Form
- Faculty Recommendation Form
- Joint chair/director recommendation letter
- CV
10.13 Emeritus/um/a/x
Emeritus designation granted upon or post-retirement
Professor Emeritus or Clinical Professor Emeritus Faculty select one of the following: Emeritus, Emeritum, Emerita, or Emeritx. Subject to Board of Trustees approval. Faculty should contact Total Rewards to understand benefits with a change appointment status.
- Faculty Recommendation Form
- Chair/director recommendation letter
- CV
Additional Documents (Upload to Box):
- Fully executed offer letter as required for TAR appointment, with pay, FTE and terms of employment (start/end dates)
10.14 Change of Appointments — All Ranks
- Provost approval required for all faculty at Associate Professor level and above
- Completed Faculty Recommendation Form
- Chair’s letter requesting the change, which must include an explanation for the change request
- Documentation of the faculty member’s request for the change
- Letter from the chair to the faculty member providing appropriate notice of change and describing change in appointment and compensation
- For change from time-as-reported to either a part-time or full-time appointment a faculty recruitment form is required.
- For changes from time-as-reported to either part-time or full-time OR from part or full-time to TAR a faculty offer letter or contract is required
For change between appointment type contact OAA to determine appropriate paperwork (i.e., from Research Assistant Professor to Assistant Professor or from Associate Professor to Associate Professor of Clinical)
- Completed Faculty Recommendation Form
- For changes from Faculty to Trainee, Vice Dean for Academic Affairs approval is required
- Trainees becoming faculty are considered new hires, and the appropriate paperwork for initial appointment at the hire rank should be submitted
10.15 Terminations — All Ranks
- Completed signed Faculty Recommendation Form
- Completed signed Faculty Departure Form
- Faculty notification to chair of resignation/retirement
- Completed Faculty Recommendation Form
- Non-reappointment letter given to faculty member with appropriate notice (letter should be vetted by Office of Counsel and the Vice Dean for Academic Affairs prior to being presented to faculty member). Please contact OAA to discuss process and requirements
- Completed signed Faculty Departure Form
- Non-reappointment letter given to faculty member with appropriate notice (letter should be vetted by Office of Counsel and the Vice Dean for Academic Affairs prior to being presented to faculty member). Please contact OAA to discuss process and requirements
- Completed Faculty Recommendation Form
- Completed Faculty Recommendation Form
- Copy of obituary or death notice
- Departments should advise family members to contact benefits as soon as possible