FACULTY APPOINTMENTS

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FACULTY APPOINTMENTS PROMOTIONS

• Claudia R. Adkison, J.D., Ph.D.
• Executive Associate Dean
• Administration Faculty Affairs
• Emory University School of Medicine
• Department Administrator School
• September 1, 2006

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AFFIRMATIVE ACTION

• Emory is an affirmative action University
• We do not discriminate on the basis of race,
  color, religion, sex, sexual orientation,
  national origin, age, disability, or
  veterans/reserved/National Guard status
• What this means to departments regarding faculty
• Each position will be advertised and an open
  search will be conducted
• Additional steps will be taken to encourage
  applications from females and minorities
• Each department will have an Affirmative Action
  Committee that reviews every hire and promotion
• The Chair will certify that the AA Committee
  reviewed every appointment and promotion and that
  the affirmative action policy was followed
• This is not a rubberstamp activity
• Administrative decision faculty and staff
  appointments are highly discouraged except in
  certain specified cases

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Emory Statement of Principles Governing Faculty
Relationships The Gray Book

• Defines two kinds of faculty appointments
• Limited
• One year (except temporary), renewable at the
  discretion of the Chair
• Deemed to be renewed unless Chair gives notice
• All clinical and research track appointments
• All part-time and visiting appointments
• May be used for appointment only (not promotion)
  for associate professor, tenure track
• Three-year limit
• Temporary appointments are for a specified time,
  one year or less
• Continuous
• Tenured
• Terminated only by retirement or for cause
• Associate Professor and Professor only
• Requires approval by the Board Of Trustees
• Tenure track begins with Instructor

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Emory Statement of Principles Governing Faculty
Relationships (2)

• Defines tenure clock 9 years for SOM, 7 years
  for all others
• Clock starts on September 1 after date of hire
• Defines tracks clinical, research, tenure
• SOM policy
• A faculty members track is never published
• Known only by the faculty member and those who
  have a need to know
• Provides also for part-time, visiting, temporary,
  and volunteer faculty not on tracks
• Defines faculty ranks (Associate, Sr. Associate,
  Instructor, Asst Professor, Assoc Professor,
  Professor)

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Emory Statement of Principles Governing Faculty
Relationships (3)

• Provides notice of nonrenewal of appointment for
  limited appointments on CT and RT (not part-time)
• January 31 in first year of service
• December 31 in second year service
• October 31 in third or more year of service
• Requires Chair to confer with Dean (Dr. Adkison)
  about any nonrenewal
• Requires resigning faculty member to give ample
  time no means of enforcement

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Emory Statement of Principles Governing Faculty
Relationships (4)

• Provides terms for faculty retirement
• Provides terms for entitlement to emeritus status
• Provides terms for termination of the tenured
  faculty member and an appeal mechanism
• Gives the President, Dean, and Department Chair
  the right to assign a faculty member to any
  appropriate position
• Provides for sabbatical leave not an entitlement

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FACULTY RECRUITMENT PROCESS

• SEE HANDOUT FLOWSHEET
• Recruitment packet goes to TEC when TEC pays
  salary
• Recruitment packet goes straight to Deans office
  for Grady and VAMC faculty
• Credentialing is kicked off first by department,
  affirmed by Deans office for Grady, affirmed by
  TEC
• Department Administrator is accountable for the
  quality of the work product that comes to the
  Deans office and TEC
• Board and Provost directive appointment and
  promotion process must be completed entirely
  within six months after the arrival of the new
  faculty member

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RECRUITMENT LETTER

• Recruitment letter is NOT AN OFFER LETTER!
• Do not let your division directors use this
  terminology
• Offer plus acceptance comprise a contract
• Chairs and division directors cannot create
  contracts that bind the University
• Please use the template
• Note special language for additional
  administrative appointments and administrative
  salary supplements
• No faculty appointment exists without routine
  processing
• Recruitment letter goes to candidate ONLY after
  approval by Deans Office
• No recruitment letter is approved until reviewed
  by Dean Barwick or Adkison
• Dean sometimes receives a recruitment letter
  approval means he approves it to be processed
  through routine procedure
• After recruitment, hold the candidates hand
  through new hire paperwork to prevent arrival
  without benefits

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ADMINISTRATIVE DECISION

• Not preferred but optional during the recruitment
  process
• Appointment of a postdoctoral fellow is a new
  faculty appointment, not a promotion
• Justification why no open search occurred (not
  how terrific the faculty member is)
• Emergency
• Retention of post-doc
• Unique qualifications search would not have
  found a better candidate, rare and unusual skills
  or combination of skills

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COMMENTS ON OTHER FORMSSEE HANDOUT

• Checklist please indicate all credentialing
  sites
• FPF-- Use and calculate the correct University
  and TEC fringe benefit rates
• Reallocation allowance up to 12,000
• NOT AN ENTITLEMENT!
• To be used as leverage for difficult negotiations
• If necessary, use smaller amounts for junior
  faculty 12,000 should be used for senior
  faculty member, superstar, much to relocate
• Department Chair must sign
• Financials for years 2 and 3 are not promises to
  the faculty member, unless tenured
• Attach letter or Grady authorization for salary
  commitment

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SETTING THE SALARY

• SOM policy
• AAMC salary tables, 50-75th percentile
• AAMC numbers include bonuses but SOM uses numbers
  for base salary only
• MGMA is not the salary guideline
• Reasonable flexibility for superstar, high
  productivity on the high end
• Reasonable flexibility for poor performance and
  productivity issues on the low end

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COMMENTS ON OTHER FORMS (2)SEE HANDOUT

• Job codes, ranks, tracks
• Must use the correct title in the HRAF
• Handout lists special titles used in the SOM
• Guidelines on appointments and promotions spells
  out when each rank should be used
• Guidelines require M.D. or Ph.D. degree for
  faculty except in certain Allied Health programs,
  then terminal degree required
• NO CHANGE IN RANK, TITLE, TRACK CAN OCCUR WITHOUT
  PROCESS AND APPROVAL THROUGH DEANS OFFICE
• Tenured faculty are full-time educate your
  faculty about reduction in FTE status
• Auto term appointments temporary, one year or
  less, end date specified, often used for fellows
  in non-GME accredited programs

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ASSIGNMENT OF TRACK

• Based on careful consideration of faculty
  members career desires
• Clinical track for faculty who wish to do
  mostly scholarly clinical care and teaching, but
  who also will do some research, usually clinical
  trials
• Research track for faculty who wish to focus
  almost entirely on funded research, although they
  may wish to participate in graduate training and
  related teaching and committees
• Tenure track for faculty who wish to engage
  heavily in research, teaching, and service
  (citizenship and/or clinical)
• Board and Provost have recently announced very
  stringent considerations on track changes
• Do not counsel clinical track and research track
  faculty that they can be switched to the tenure
  track

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EMORY FACULTY AT THE VAMC

• Physicians and scientists at the VAMC will have
  Emory faculty appointments
• Chair appoints service chiefs at VAMC in
  collaboration with VAMC administration
• Chair must approve faculty appointments at VAMC
• Faculty appointments are regular, even if
  employment is 8/8 VAMC
• 8/8 VAMC are not volunteer faculty, though
  PeopleSoft is quirky
• Dean strongly urges chairs to keep 1/8 employment
  at Emory

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SUMMARY OF TITLES AND TRACKS

• Tenure Track Clinical Research Tracks
• Professor Professor (CT) or (RT)
• Associate Professor Associate Professor
  (CT) or (RT)
• Assistant Professor Assistant Professor
  (CT) or (RT)
• Instructor Instructor (CT) or (RT)
• Associate (CT) or (RT)
• Associate (CT) or (RT)

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WHEN A SPECIAL CONTRACT IS NEEDED

• SOM policy faculty cannot practice medicine in
  any form outside an Emory-approved practice plan
• For emergency clinical need, Dean will give
  temporary, time-limited (one year or less)
  authorization to a community physician while
  Department recruits a regular faculty member
• Special contract needed for this (contact
  Assistant Dean Josh Barwick)

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PRIMARY AND SECONDARY APPOINTMENTS

• Primary appointment every faculty member has
  one primary appointment in one department only
• Secondary appointment appointment in a second
  department, no money provided for salary
  requested by second Chair, authorized by primary
  Chair
• Joint appointment appointment in a second
  Department that provides some salary funding
  requested by joint Chair, authorized by primary
  Chair
• Volunteer appointments clinical, adjunct
• Requires service to the department
• Credentials and requirements in Guidelines
• No use of Emory name or marks in private practice
• Faculty appointments outside of Emory require
  approval of Chair and Dean may require special
  contract

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PROCESS FOR ENDOWED PROFESSORS AND CHAIRS

• Faculty candidate should be senior and highly
  distinguished
• Donor cannot name the recipient of an endowed
  chair or Professorship
• Process
• Letter from Department Chair extolling the
  virtues of the faculty member
• Updated CV
• Copy of the endowed chair or Professorship
  agreement from Development with statement that it
  is fully funded
• Keep appointment and promotion requests separate
  from endowed professor and chair requests

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FACULTY EQUIVALENT TITLES

• Senior Research Associate, Research Associate
• Staff positions
• Carry certain Faculty privileges (e.g., parking
  sticker)
• Usually reserved for Ph.D./M.D. candidates who
  are employed to oversee a research program or
  laboratory for a faculty member
• Currently no direct promotion track beyond Senior
  Research Associate

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PROMOTIONS
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TIMELINES

• Appointments can be processed anytime, though
  tenured appointments are approved only when Board
  is meeting (September-May)
• Deadlines for promotions to be distributed soon
  NO EXCEPTIONS this year
• Board and Provost have again moved up the
  deadlines
• Probably October 15 or November 1 for tenured
  promotions START NOW
• March for clinical and research tracks
• Deans office moving to mostly electronic process
  for 2006-2007

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CRITERIA FOR PROMOTION

• Criteria and examples for promotion at each rank
  on each track are spelled out in the Guidelines
  on Appointment, Promotion, and Tenure
• Example Tenure

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COMMON PROBLEMS

• Failure to include adequate documentation of the
  quality of teaching and service
• Failure to demonstrate a national reputation to
  qualify for outstanding
• Failure to demonstrate sufficient citizenship
  service at local and national levels
• Failure to cite the correct rank, track, or
  criteria in the Chairs solicitation letter
• Procedural flaws
• New failure to complete entire appointment
  process within six months for Acting appointments
• Poor quality work product causing delays errors
  in CV format and content, mismatches in evaluator
  list

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PROCEDURAL FLAWS IN THE PROMOTION PROCESS

• Chairs solicitation of external evaluators
• Failure to include the entire packet with the
  Chairs letter
• Tainting of the process by contacts between the
  faculty member and the external evaluators
• Failure to satisfy the minimum time in rank
• Excessive time in pre-tenure probationary status
  (process must be completed before the end of the
  8th year)
• Up or out rule
• Extension of the tenure clock policy
• Increasingly, Chairs letter is insufficiently
  detailed, does not adequately describe strengths
  and weaknesses

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CHAIRS LETTER DESCRIBED IN GUIDELINES

• Provost is requiring more
• why the candidate should be promoted and tenured
• relationship to strategic plan
• strengths and weaknesses not just a list
  extracted from the CV
• assessment of future trajectory and impact
• Deans office requires explanation of scholarship
  in lay terms (can be provided separately)

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EXTERNAL EVALUATOR LETTERS

• Candidate provides a list of suggested external
  evaluators but does not contact evaluators
• Chair carefully selects prestigious external
  evaluators from candidate list and additions
• Must satisfy required number
• External evaluators must be from top 20 ranked
  institutions and top 20 ranked departments
• If not, Chair must justify why the evaluator was
  chosen (e.g., might be best in the field in a
  mediocre institution or department)
• List of the evaluators must include Chairs
  description of their standing in the field and
  why they were chosen
• External evaluators should never be advisor,
  co-author, former student, research collaborator
  residency director, fellowship advisor

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TRAINING AND ASSISTANCE AVAILABLE

• Jane Crosta will provide further training to you
  and your staff members who work on appointments
  and promotions
• Department Administrator is accountable
• Department Administrator should look over every
  packet before it leaves the department

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THANKS FOR ALL YOU DOTHANKS FOR YOUR
PARTICIPATION