Frequently Asked Questions
What is the role of the Office of Academic Administration?
The Office of Academic Administration is engaged primarily in the following activities:
- Processing and maintaining records for the recruitment, appointment, promotion and awarding of tenure for all faculty.
- Processing and maintaining records for the appointment of all fellows.
- Maintaining records for the appointments for all associate staff.
- Implementing and at least ensuring compliance to all System, Campus and School policies that relate to faculty or fellows.
- Serving as an information source for the dean's office, departmental staff and outside agencies, providing demographic and approved salary reporting of faculty related to rank and tenure status.
- Maintaining the AAMC Faculty Roster System
What do I need to do to appoint a new faculty?
- If applicable, you must first complete the Faculty Recruitment Process . Then forward all necessary documentation for the requested rank (blue folder with originals and copies, if necessary) to our office. We will then put the appointment on the agenda for those committees that need to review the appointment or we will send it directly to the Dean for approval.
- The Faculty Appointment Information Sheet (FAIS) must accompany all new appointment requests, as well as all reappointments or promotions that involve a change in salary. The FAIS must be completed in full and signed by the chair. A sample FAIS is available with instructions on how to complete the form (Sample FAIS ).
How long will it take to get an appointment approved?
- For APT Committee level appointments you should allow a total of four to six months for final approval since the appointment also needs to be approved by the Executive Committee and the School of Medicine Council.
- For Executive Committee level appointments you should allow a total of 4 to 6 weeks, from the date of the meeting at which it was first reviewed, for final approval.
- For School of Medicine Council level appointments you should allow a total of 2-4 weeks, from the date of the meeting at which it was reviewed, for final approval.
You will need to submit a letter from the Chair of your department recommending the appointment and a letter from the Chair of the faculty member's primary department acknowledging and supporting the secondary appointment. Submit both letters, an updated CV for the faculty member (unless both the primary and secondary appointment are occurring simultaneously) and a SOM Volunteer Faculty Appointment Information Sheet to our office. We will put the appointment on the agenda for the next upcoming SOM Council meeting.
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- To appoint a fellow, submit a letter from the Chair (or Program, Center or Institute Director) requesting the appointment plus all required documentation to our office. We will then forward the appointment to the Dean for approval. Fellow appointments do not require a blue folder or a Faculty Appointment Information Sheet.
Who should be classified as geographic full-time?
- A faculty member must be classified as geographic full-time (GFT) if he/she is a full-time UMB faculty member and is a practicing clinician who is eligible to be paid directly by the practice plan or the VA to make up their full compensation. Classifying as GFT=YES on the Faculty Appointment Information Sheet (FAIS) and the eUMB action form entitles the faculty member to full-time University benefits as long as a portion of the pay is paid through the eUMB system (UMB Campus accounts). If, at some point, the faculty member formally changes status to true part-time faculty appointment, the GFT status should be revised to GFT=NO on the FAIS and the eUMB action form. Non-clinicians are not eligible for GFT status.
What does tenure track mean?
- If a faculty member is placed on the tenure track, and they are successfully renewed through the end of their clock, they are guaranteed a formal review for tenure within the department. Only full-time faculty at the ranks of Assistant Professor, Associate Professor or Professor can be placed on the tenure track.
- The length of the clock depends on what rank the faculty member is when placed on the tenure track.
- Nine years if initially appointed as an Assistant Professor.
- Four years if initially appointed as an Associate Professor or Professor.
- Once a tenure track faculty is renewed through the ninth or fourth year of his/her clock, there are several options at the point of formal review:
- Recommend promotion and the awarding of tenure.
- Recommend awarding of tenure only (Associate Professor and Professor ranks only).
- Recommend promotion and switch to non-tenure track.
- Recommend a switch to the non-tenure track remaining at the same rank.
- Notify faculty member of termination at end of tenth or fifth year (guaranteed terminal year).
- Under the School’s APT Policy, effective July 1, 1998, tenure track faculty can be promoted in rank prior to being reviewed for tenure. While the ranks can change, the initial tenure track clock (nine or four years) is not affected. Also, there is nothing to prevent a faculty member from being forwarded for tenure earlier in their clock; if denied, their clock is unaffected.
- Because tenure track reviews are so strictly dictated in the policy, formal notices are sent periodically directly from the Dean to the Chair regarding renewal/non-renewal and formal tenure reviews.
How do I process a sabbatical request?
- In order to obtain approval of a sabbatical leave, send a letter from the Chair addressed to the Dean requesting the sabbatical on behalf of the faculty member, along with a signed and dated SABBATICAL AGREEMENT FORM to our office. We will submit the request to the Dean and the Vice President for Academic Affairs for approval.
How do I process a leave of absence request?
- In order to obtain approval of a leave of absence, send letter from the Chair addressed to the Dean requesting the leave on behalf of the faculty member. We will submit the request to the Dean and the Vice President for Academic Affairs for approval.
How do I keep track of a faculty member’s time and leave?
- You must complete the UMB faculty report for each faculty member, regardless of source of funding or retirement system, that is employed at least 50% FTE. Submit completed reports to your department's administrator. These reports are used to complete the faculty leave record.
What kinds of benefits do fellows get?
- Refer to the UMB POLICY ON FELLOW APPOINTMENTS for specific information regarding benefits for fellows.
Where do I advertise for faculty appointments?
- Refer to your department’s campus approved Annual Search Plan.
Can I promote a fellow to a paid faculty position (50% FTE or greater)?
- NO. Fellows cannot be promoted to a paid faculty position. You will need to follow the procedures for faculty recruitment and appointment.
How much notice does a faculty member need to give when resigning?
- The USM Policy on Appointment, Rank, and Tenure of Faculty (see USM ART II-1.00, I.C.6.) states that it is expected that a faculty member stay to the end of their current term of appointment unless mutually agreed otherwise in writing. If, in order to protect programs and allow for transition, your department chair wishes to establish defined standards for notice of resignation based on this policy, it is recommended that the Dean’s Office and UMB Legal Counsel be contacted for guidance.
How much should a Research Associate get paid?
- Research Associates are not tracked in the AAMC salary surveys. A Research Associate should be offered a starting salary of at least the NRSA stipend level (http://grants1.nih.gov/training/nrsa.htm ) based on the years of experience as a post-doctoral fellow, and are typically offered a higher salary. If they are being hired out of a post-doctoral fellowship, the salary offered should be higher than their current salary. Some salaries may be driven to significantly higher levels by current market conditions for certain fields. If you would like a report of average salaries of Research Associates in the SOM or your department, contact the Office of Academic Administration.
Are there more detailed descriptions of the Race options listed on the UMSOM Demographic & Contact Information Form, Faculty Appointment Report (FAR) and Yellow Cards?
- Yes. In accordance with the Equal Employment and Affirmative Action policies established by UMB, the SOM has adopted the Ethnic Code Options described in the UMB Faculty Recruitment Packet. Please contact the Office of Academic Administration for further clarification.