Prior to appointment to or promotion on the full-time paid faculty of the Medical College, individuals should receive a letter from the department chair describing the nature of the appointment and the terms of employment at the Medical College.
Letters of offer must be approved by the Dean of the Medical College prior to their mailing. In the case of new or replacement positions, review of the appointment includes the approval of the "Academic Applicant Search Plan, parts I and II" by the Associate Dean of Diversity and completion of the Academic Applicant Tracking process within the Human Resources Department’s Recruitment Management System by the individual responsible for the recruiting effort.1
It is recognized that a department will wish to issue the letter prior to the official approval of the appointment or promotion in order to require the candidate to acknowledge acceptance of the position as defined. In addition to describing the nature of the appointment and the terms of employment at the Medical College, such letters should specify that the recommended appointment is contingent upon the appropriate University approval. If appropriate University approval is not obtained, the letter is not binding. All such letters must be reviewed and approved by the Dean of the Medical College prior to their release.
In the interests of both the Medical College and the individual, regardless of the level of appointment, letters of offer should include the information listed below.2
- Faculty title
- Other titles granted, e.g., administrative or hospital titles
- The effective date and terminating date or length of the period of appointment
- Whether the appointment is terminal or renewable, and whether the candidate is eligible for tenure review - if an appointment is renewable, that implies that a decision on reappointment will be made prior to the end of the stated term and there is a commitment to giving notice. If it is not to be renewed, the letter should so state.
- Conditions for renewal, including but not limited to:
- Continued receipt of sufficient extramural funds.
- Continued fulfillment of qualifications /performance.
- Programmatic needs of department and/or hospital.
- Maintenance of a visa status with employment authorization.
- If at affiliated institution:
- Continuation of affiliation agreement.
- Continuation of appointment at affiliate.
- The base salary and, if applicable, other compensation, (i.e., supplemental compensation, administrative compensation).
- The responsibilities associated with the position, e.g., teaching, research, clinical practice, or administration.
- Any special arrangements or agreements, e.g., reduction of probationary period for tenure review, time of sabbatical leave, moving allowance.
- The provision of facilities/personnel, e.g., space assignment, graduate students, postdoctoral trainees, hiring of faculty or technical personnel, and secretary.
- A statement as to establishment of mentoring relationships and/or responsibilities.
- In the case of faculty providing clinical care services to patients, state that participation in the Medical College Physician Organization and Billing Compliance Program are conditions of employment.
- Description of the University Inventions and Related Property Rights Policy and statement that execution of the Inventions and Related Property Rights Assignment form is a condition of employment.
- Description of the Conflicts Policy and statement that execution of the Conflict Disclosure Form is a condition of employment.
- 1. See Introduction, "New or Replacement Positions at the Medical College" and Affirmative Action.
- 2. As guides for department chairs, sample letters are available from the Office of Faculty Affairs: (646) 962-8770.