Required items to submit:

1. New Hire at Instructor or Assistant Professor rank (Tenure, Clinical, Research, or Paid Associated faculty):

2. New Hire at advanced rank, Associate or Professor (Tenure, Clinical, or Research):

  • OAA Checklist (Research Track has different checklist)
  • Candidate’s CV
  • Vote of the eligible faculty and letter from P&T Chair
  • Recommendation of Dept. Chair
  • 5 external letters of evaluation
  • Draft Letter of Offer

3. Community Faculty new hire:

  • Draft letter of offer for adjunct title position

4. New Courtesy Appointment:

  • Chair letter to Dean requesting appointment, describing the role appointee will play in the education and training of students, residents, or research trainee

5. Associated faculty New Hire at advanced rank:

  • CV or Dossier
  • Vote of the eligible faculty and letter from P&T Chair
  • Letter from person who can attest to associated faculty member’s strengths (i.e. clerkship director)
  • Recommendation of Dept. Chair
  • Teaching evaluations
  • Annual Reviews (if applicable)
  • Draft reappointment at advanced LOO

6. Transfer from Associated Faculty to Clinical, Research or Tenure-track (aka New Hire):

  • OAA Checklist (Research Track has different checklist)
  • Draft Letter of Offer (if assistant rank, follow advanced rank hire procedure for all other transfers)

7. Transfer from Tenure to Clinical or Research faculty: 

  • Letter from the faculty member describing how their career goals and activities have changed to be in line with the clinical track and acknowledgement that they are revoking tenure
  • Letter of support (approval) from the Department Chair 
  • Draft Letter of Offer for new position on clinical or research track

8. Transfer of Tenure Initiating Unit (same documents are required when a faculty transfers to a joint appointment):

  • Memorandum of Understanding between candidate’s current TIU and receiving TIU: signed by dept chairs, college deans, OAA, and anyone else providing resources
  • Letter from the faculty member requesting TIU transfer (or joint appointment)
  • Vote of tenured faculty in receiving TIU and letter from P&T Chair
  • Draft Letter of Offer
  • Candidate’s CV

9. Return Retiree (this is different than Emeritus status #10):

10. Emeritus Appointment (this is different than a paid returning retiree appointment #9):

  • Letter from faculty member requesting emeritus status with date of resignation 
  • OAA form 207 with statement of justification

11. Dual Career Hiring Cost-Sharing Fund Request:

12. Special Opportunity to Hire Fund request:

  • OAA form 209
  • Candidate’s CV
  • A draft letter of offer (if advanced rank)

13. Counter Offer / Off-Cycle Salary increase/Salary Increase >10%

  • OAA form 205
  • CV or other appropriate document
  • Letter of Offer from other institution (Counter Offer requests)

14. Salary Adjustments (COM Workload Policy)

  • Voluntary FTE adjustments:
    • Written request from faculty to increase/decrease FTE
  • Involuntary salary adjustment:
    • 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
    • Original Letter of Offer or reappointment letter 
    • 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):

16. Off duty pay

  • Email request specifying: 
    • Faculty has met their fiscal obligations for their 9-month appointment as outlined in the COM Policy on Salary Recovery 
    • What the faculty will be doing
    • Where the money will be coming from (e.g. grants)

17. Fourth and Eighth Year Review (Tenure-track):

  • Dossier cover sheet (OAA form 109)
  • Dossier in Vita format
  • Vote of the eligible faculty and letter from P&T Chair
  • Chair’s recommendation
  • Annual Evaluations

18. Reappointment Review (Clinical or Research faculty):

  • Dossier cover sheet (OAA form 109)
  • CV or Vita dossier
  • *Vote of eligible faculty and letter from P&T Chair (*only for probationary clinical & research faculty)
  • Chair’s recommendation

19. Tenure-track Promotion and/or Tenure – via Box: 

  • Complete Vita dossier with all OAA forms (i.e. 105, 106, 109, 114 & 115)
  • Vote of the eligible faculty and letter from P&T Chair
  • Recommendation of Dept. Chair
  • 5 external letters of evaluation
  • Teaching Evaluations
  • Annual Reviews

20. Clinical or Research Faculty Promotion – via Box:

  • Complete RIV dossier with all OAA forms (i.e. 105, 106, 109, 114 & 115)
  • Vote of the eligible faculty and letter from P&T Chair
  • Recommendation of Dept. Chair
  • 5 external letters of evaluation
  • Teaching Evaluations
  • Annual Reviews

21. Associated faculty Promotion:

  • CV or Dossier
  • Vote of the eligible faculty and letter from P&T Chair
  • Letter from person who can attest to associated faculty member’s strengths (i.e. clerkship director)
  • Recommendation of Dept. Chair
  • Teaching evaluations
  • Annual Reviews (if applicable)
  • Draft reappointment at advanced LOO

22. Exclusion of Time from tenure clock due to birth or adoption:

23. Exclusion of Time from tenure clock for other reasons:

  • OAA Form 112
  • Faculty member’s letter detailing the circumstances for the request
  • Letter of support from Department Chair
  • Vote of eligible faculty and letter from P&T Committee Chair
  • Faculty member’s current CV

24. Appointment to an Endowed Chair:

  • Chair letter to Dean requesting appointment
  • Candidate’s CV

25. Endowed Chair reappointment reviews:

  • Chair holder’s CV
  • Description of accomplishments during current term (part of annual review)
  • Description of goals for next term (part of annual review)
  • Letter of support from Chair

26. Faculty Professional Leave (only available to tenure track faculty with at least 7 years of service):

  • OAA form 202
  • Detailed proposal for leave
  • Candidate’s CV
  • Additional support documentation
  • Chair letter of support

27. Special Research Assignment Leave:

  • Detailed proposal for leave
  • Chair letter of support
  • Candidate’s CV

28. Unpaid Leave of Absence:

  • Letter to Chair explaining reason for request and timing of leave
  • Chair letter of support

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 are approved at the University level (OAA)

Items 10, 18, 19, 20, 24, 25, 26, 27 are approved by the Board of Trustees