Required items to submit:

*All paid faculty letters of offer are initiated and drafted in Meditract

  1. New Hire at Instructor or Assistant Professor rank (Tenure, Clinical, Research, or Paid Associated faculty):
    1. Pre-approval from college leadership on faculty salary
    2. OAA Checklist (Research Track has different checklist)
    3. Draft letter of offer (via Meditract)
  2. New Hire at advanced rank, Associate or Professor (Tenure, Clinical, or Research & Associated faculty with a paid OSU appointment e.g. -Practice):
    1. Pre-approval from college leadership on faculty rank and salary
    2. OAA Checklist (Research Track has different checklist)
    3. Candidate’s CV
    4. Vote of the eligible faculty and letter from P&T Chair
    5. Recommendation of Dept. Chair
    6. 5 external letters of evaluation
    7. Draft Letter of Offer (via Meditract)
  3. New Courtesy Appointment:
    1. Chair letter to Dean requesting appointment, describing the role appointee will play in the education and training of students, residents, or research trainee
    2. Draft courtesy appointment letter
  4. Adjunct (community) Faculty new hire:
    1. Email requesting appointment with rationale
    2. Draft letter of offer for adjunct title position
  5. Adjunct Faculty new hire at advanced rank (faculty who do not have a paid appointment at OSU):
    1. CV or Dossier
    2. Letters from two people, including the faculty member’s immediate supervisor (i.e., division director or clerkship director), who can attest to the associated faculty member’s contributions.
    3. Vote of the eligible faculty and letter from P&T Chair
    4. Recommendation of Dept. Chair
    5. Teaching evaluations (if applicable)
    6. Draft appointment at advanced LOO
  6. Transfer from Associated/Clinical/Research Faculty to Clinical, Research or Tenure-track (aka New Hire):
    1. OAA Checklist (Research Track has different checklist)
    2. Draft Letter of Offer (via Meditract)
    3. If advanced rank, follow procedures for new hire at advanced rank
    4. *National search requirements still apply as these are treated as a new hire. Requesting a waiver of the national search may be applicable
  7. Transfer from Tenure to Clinical or Research faculty:
    1. Letter from the faculty member describing how their career goals and activities have changed to be in line with the clinical/research faculty and acknowledgement that they are revoking tenure
    2. Letter of support (approval) from the Department Chair
    3. Draft Letter of Offer for new position on clinical or research track(via Meditract)
  8. Transfer of Tenure Initiating Unit (same documents are required when a faculty transfers to a joint appointment):
    1. Memorandum of Understanding between candidate’s current TIU and receiving TIU: signed by dept chairs, college deans, OAA, and anyone else providing resources
    2. Letter from the faculty member requesting TIU transfer (or joint appointment)
    3. Vote of eligible faculty in receiving TIU and letter from P&T Chair (e.g. if Associate Professor-Clinical is transferring, all tenured Associate and full Professors and all non-probationary clinical track Associate and full Professors).
    4. Draft Letter of Offer (via Meditract)
    5. Candidate’s CV
  9. Return Retiree (this is different than Emeritus status #10):
    1. Reemployment of Faculty Form
    2. Statement of justification w/ department’s succession plan
    3. Last three performance evaluations
    4. STRS Return to Work Form
    5. Verification that faculty covers 100% salary, benefits, and associated practices costs
    6. The full Workday work tags where the retiree’s salaries will be funded
    7. Draft letter of offer (via Meditract after OAA approval)
  10. Emeritus Appointment (this is different than a paid returning retiree appointment #9):
    1. Letter from faculty member requesting emeritus status with date of resignation
    2. OAA form 207 with statement of justification
  11. Dual Career Hiring Cost-Sharing Fund Request:
    1. OAA form 210
  12. Special Opportunity to Hire Fund request:
    1. OAA form 209
    2. Candidate’s CV
    3. A draft letter of offer (if advanced rank)
  13. Counter Offer / Off-Cycle Salary increase/Salary Increase >10%
    1. OAA form 205
    2. CV or other appropriate document
    3. Letter of Offer from other institution (Counter Offer requests)
  14. Salary Adjustments (COM Workload Policy)
    1. Voluntary FTE adjustments:
      1. Written request from faculty to increase/decrease FTE
    2. Involuntary salary adjustment:
      1. Documentation that faculty has been notified in writing (typically during an annual evaluation) what performance expectations are expected to be met, and the consequences of not meeting expectations
      2. Original Letter of Offer or reappointment letter
      3. Draft letter to faculty regarding the salary adjustment including explaining and providing the opportunity for the faculty to request their FTE be proportionately reduced.
  15. Paid External Consulting (refer to Policy on Outside Practice of Medicine):
    1. OAA form 201 – completed via Docusign powerform
  16. Off duty pay
    1. Email request specifying:
      1. Faculty has met their fiscal obligations for their 9-month appointment as outlined in the COM Policy on Salary Recovery
      2. What the faculty will be doing
      3. Where the money will be coming from (e.g. grants)
  17. Fourth and Eighth Year Review (Tenure-track):
    1. Dossier cover sheet (OAA form 109)
    2. Dossier in Vita format
    3. Vote of the eligible faculty and letter from P&T Chair
    4. Chair’s recommendation
    5. Annual Evaluations
  18. Reappointment Review (Clinical or Research faculty):
    1. Dossier cover sheet (OAA form 109)
    2. CV or Vita dossier
    3. *Vote of eligible faculty and letter from P&T Chair (*only for probationary clinical & research faculty or in cases where Chair’s decision is to not reappoint the faculty)
    4. Chair’s recommendation with term length
  19. Tenure-track Promotion and/or Tenure – via Box (*attach one Form 110 per department):
    1. Complete Vita dossier with all OAA forms (i.e. 105, 106, 109, 114)
    2. Vote of the eligible faculty and letter from P&T Chair
    3. Recommendation of Dept. Chair
    4. 5 external letters of evaluation
    5. Teaching Evaluations
    6. Annual Reviews
  20. Clinical or Research Faculty Promotion (& associated faculty with a paid OSU appointment e.g. -Practice) – via Box (*attach one Form 110 per department):
    1. Complete dossier with all OAA forms (i.e. 105, 106, 109, 114)
    2. Vote of the eligible faculty and letter from P&T Chair
    3. Recommendation of Dept. Chair
    4. 5 external letters of evaluation
    5. Teaching Evaluations
    6. Annual Reviews
  21. Adjunct Associated Faculty Promotion (faculty who do not have a paid appointment at OSU):
    1. CV or Dossier
    2. Letters from two people, including the faculty member’s immediate supervisor (i.e., division director or clerkship director), who can attest to the associated faculty member’s contributions.
    3. Vote of the eligible faculty and letter from P&T Chair
    4. Recommendation of Dept. Chair
    5. Teaching evaluations (if applicable)
    6. Draft reappointment at advanced rank LOO
  22. Exclusion of Time from tenure clock due to birth or adoption:
    1. OAA Form 111
  23. Exclusion of Time from tenure clock for other reasons:
    1. OAA Form 112
    2. Faculty member’s letter detailing the circumstances for the request
    3. Letter of support from Department Chair
    4. Vote of eligible faculty and letter from P&T Committee Chair
    5. Faculty member’s current CV
  24. Appointment to an Endowed Chair:
    1. Chair letter to Dean requesting appointment
    2. Candidate’s CV
  25. Endowed Chair reappointment reviews:
    1. Chair holder’s CV
    2. Description of accomplishments during current term (part of annual review)
    3. Description of goals for next term (part of annual review)
    4. Letter of support from Chair
  26. Faculty Professional Leave (only available to tenure track faculty with at least 7 years of service):
    1. OAA form 202
    2. Detailed proposal for leave
    3. Candidate’s CV
    4. Additional support documentation
    5. Chair letter of support
  27. Special Research Assignment Leave:
    1. Detailed proposal for leave
    2. Chair letter of support
    3. Candidate’s CV
  28. Unpaid Leave of Absence:
    1. Letter to Chair explaining reason for request and timing of leave
    2. Chair letter of support
  29. Governance Documents: Appointment, Promotion, & Tenure (APT) & Patterns of Administration (POA)
    1. APT and/or POA document – with track changes on and all markup.

Final Approval:

Items 1, 3, 4, 6, 14, 15, 16, 17 are approved at the College level
Items 2, 5, 7, 8, 9, 11, 12, 13, 21, 22, 23, 28, 29 are approved at the University level (OAA)
Items 10, 18, 19, 20, 24, 25, 26, 27 are approved by the Board of Trustees