Purpose of this Manual

This manual provides an introduction to academic appointments in the University of Ottawa’s Faculty of Medicine and outlines the general principles for appointing clinical faculty members. In addition, the guide assists in determining the appropriate category for an individual interested in applying for an academic appointment outlines the minimum requirements for appointment at each rank and outlines the application requirements. 

These procedures concern clinical faculty (MD) and clinical scientists (Ph.D.) specifically involved in the process of patient care or directly contributing to the academic mission (research and/or education) of a Clinical Department at the Faculty of Medicine.

Refer to the Key Definitions section below.

Key Definitions

• Academic Mission: The University’s written goals and objectives.
• Academic Rank: The rank of a faculty member as Lecturer, Assistant Professor, Associate Professor or Full Professor.
• Adjunct: A scholar, artist or a professional may be appointed as an Adjunct Professor in a University of Ottawa academic unit for the purpose of performing a specific and valuable academic function - such as supervising trainees, research or theses, or conducting seminars, workshops or special classes – which is not in the circumstances performed by members of the academic staff. Appointments at the Adjunct level reflect the time commitment made toward academic work, rather than academic rank. There is no career path associated with an Adjunct appointment. 
• The term of an Adjunct appointment shall not exceed thirty-six (36) months, but there shall be no limit on the number of reappointments. The process of reappointment for Adjunct Professors is governed by the Department Chair, who makes a written request to the Dean. 
• Affiliated teaching hospital: A hospital, community hospital or other medical facility that is affiliated to a medical school and provides trainees with teaching and supervised practical experience. 
• Alternate Funding Plan (AFP): A multi-party financial and resource sharing agreement that recognizes and supports the academic contribution of physicians working in an AHSC.
• Academic Health Science Centre (AHSC): The University and the Hospital undertaking the functions of education and clinical services as well as research in a research institute or department.
• Chair: Chair of the University Department in which the faculty member has a primary appointment.
• Clinical faculty (MD): Academic physicians, licensed to practice in Ontario, who hold joint appointments between a clinical entity (fully-affiliated hospital, community-affiliated hospital, or an affiliated community practice with a relationship with the University of Ottawa), and a Clinical Department in the Faculty of Medicine. 
• Clinical Scientists (PhD): Scientists involved in the process of patient care or directly contributing to the academic mission (research and/or education) of a Clinical Department.
• Distributed Medical Education (DME): Medical education outside the usual tertiary care setting. Educational sites may be in small or rural communities, while others may be in larger centres or small cities.
• Impact Analysis: A form circulated through senior management of the affiliated teaching hospital that outlines specific resources required to support the appointment.
• Letter of Agreement (LOA): A letter signed by the physician or the clinical scientist (PhD), Head of the Division, and Chair the Department that defines the research and educational responsibilities of the faculty member along with any associated academic and administrative functions. The LOA details accountabilities, financial support, stipends, and awards etc. that apply to the appointment.
• Memorandum of Agreement (MOA): An agreement that stipulates the career path and/or academic job description, working conditions and expectations of the appointment. It is prepared by the Head of the Division and/or Chair of the Department, and signed by the physician or the clinical scientist (PhD), the academic head of the applicable Division and Department and the Dean.

The following key points outline general provisions and principles for appointing clinical faculty members under a new and improved appointments process. It is anticipated that the appointments process will be in continual evolution and periodic reviews will be in place to ensure continuous improvement of the policy to be developed. 

General Provisions

• Clinical faculty are essential to the University of Ottawa’s academic mission. 
• Clinical faculty appointments exist within a framework of governance by the University, teaching hospitals, and practice plans/individual plans.
• Teaching hospitals and practice plans are autonomously-governed entities that associate with the University for mutual benefit. 
• It is recognized that the career of many full-time clinical faculty are supported by practice plans/individual plans that allocate clinical earnings among individuals to enable promotion of academic pursuits. The University acknowledges the fundamentally important role that practice plans play in supporting the joint academic mission with the affiliated hospitals.
• The commitment of clinical faculty members to the integration of clinical care, teaching, administration and research in the affiliated hospitals and research institutes is recognized as being central to the fulfillment of the vision, mission and values of the Faculty of Medicine.

Principles

• The following four (4) areas must be addressed for each faculty member upon appointment: 
  • Department
  • Category (Full-time/Part-time). Each of the categories of academic appointment will be differentiated by the amount of time dedicated to academic work on average over the course of the year:
    • Full-time: The physician or clinical scientist (PhD) spends four (4) full days or greater per week in academic activities as approved by the Department Chair and the Dean (and as defined by an academic job description), at the University, a research institute, or a fully affiliated hospital, community affiliated hospital or an affiliated community practice with a relationship with the University of Ottawa.
    • Part-time: The physician or clinical scientist (PhD) spends between one (1) and four (4) days per week in academic activities as approved by the Department Chair and the Dean (and as defined by an academic job description), at the University, a research institute, or a fully affiliated hospital, community affiliated hospital or an affiliated community practice with a relationship with the University of Ottawa. The number of days per week shall be agreed to in the Letter of Agreement (LOA). To note, the LOA is not a required document in the academic appointment package.
  • Rank ( Lecturer, Assistant Professor, Associate Professor, Full Professor)
  • Academic Job Description / Career Path
•  Appointment at an academic rank is aimed at the component of the clinician or researcher work that is specifically focused on furthering the University of Ottawa’s academic mission. All clinicians appointed at the rank of Lecturer engage in activities that are vitally important to the University. There are two (2) groups of clinicians encompassed within the rank of Lecturer: those who intend to leverage the rank as a stepping stone to further advancement; and those who participate in teaching students but do not intend to pursue academic promotion. The work of Lecturers who do not intend to pursue academic promotion is essential to the mission of hospitals and community institutions. The value that these clinicians bring, through their teaching of medical students and residents, and their clinical contributions, is paramount.
•  Clinical and university roles are seen as interdependent and mutually beneficial and are considered to be essential to the fulfilment of the academic mission. All clinical academic appointees will have explicit academic job descriptions, which will potentially be related to career path designations, with specific clinical and academic responsibilities. Academic job descriptions will be agreed to at the time of the appointment between the individual faculty recruit, the University Clinical Department Chair and relevant site chief.
•  The progress of each faculty member must be periodically reviewed against the established Memorandum of Understanding (MOU). Lecturers will be reviewed after the first three (3) years, or earlier as needed, and every five (5) years thereafter. All other categories will be annually reviewed for the first three (3) years, after which they will be reviewed every five (5) years. A more frequent review can be conducted at the discretion of the Department Chair and/or Division Head.
•  Departments and/or divisions must have economic mechanisms that support and reward academic activity. The nature of these mechanisms is left to each Department and/or Division so that they may respond to market forces and local need.
•  Every clinical faculty member must follow the policies and procedures of the university and the institution as outlined. 
•  This agreement would apply to all institutions with a University of Ottawa Faculty of Medicine affiliate agreement.
•  Because an intimate connection between clinical role and academic appointment is fundamental to the definition of a clinical faculty appointment, those holding a clinical academic appointment must remain on Medical-Dental staff holding an active appointment at the relevant site where applicable, or maintain arrangements that are explicitly agreed and approved as equivalent in a community clinical setting. The Public Hospitals Act sets out steps and appeal procedures for termination of an appointment to the Medical-Dental Staff of any public hospital in Ontario. In the event that the university terminates an academic appointment, the affiliated hospital must be informed and is expected to review the staff appointment.
•  Faculty appointments are required for all faculty who supervise core/mandatory clerkship/residency rotations.
•  Physicians supervising and evaluating students for core/mandatory rotations at sites outside the AHSCs must have a faculty appointment, however not everyone involved in contact with the clerk must be a faculty member as long as there is another faculty member who is responsible, who carries out the evaluation, and who supervises the other physicians in their training roles. 

Introduction to Academic Appointments

This section of the manual provides an introduction to academic appointments in the University of Ottawa’s Faculty of Medicine assists in determining the appropriate category for an individual interested in applying for an academic appointment outlines the minimum requirements for appointment at each rank and outlines the application process and requirements.

These procedures concern clinical faculty (MD) and clinical scientists (PhD) at the Faculty of Medicine. Refer to Key Definitions for more information. Academic appointments for clinicians (MD) and clinical scientists (PhD) are governed by the University of Ottawa’s Faculty of Medicine Appointments Policy.

The following four areas must be addressed for each faculty member upon appointment: 

• Department
• Category
• Rank
• Academic Job Description / Career Path

Primary Appointment Categories

There are two categories of appointment for Clinical Faculty Members: Full-time Clinical Academic Appointment; and Part-time Clinical Academic Appointment. Each of the categories of academic appointment is differentiated by the amount of time dedicated to academic work on average over the course of the year, as described below: 

• Full-time: The physician or clinical scientist (PhD) spends four (4) full days or greater per week in academic activities as approved by the Department Chair and the Dean (and as defined by an academic job description), at the University, a research institution, or a fully-affiliated hospital, community-affiliated hospital, or an affiliated community practice with a relationship with at the University of Ottawa.
• Part-time: The physician or clinical scientist (PhD) spends between one (1) and four (4) days per week in academic activities as approved by the Department Chair and the Dean (and as defined by an academic job description), at the University, a research institution, or a fully-affiliated hospital, community-affiliated hospital, or an affiliated community practice with a relationship with the University of Ottawa. The number of days per week shall be agreed to in the Letter of Agreement (LOA).

Volunteer (but not paid) activity at other academic institutions may qualify as approved academic activity. Secondment to another employer is at the discretion of the Department Chair, and any changes to the appointment category will be addressed by the Academic Leave Policy. 

Approval Process for Appointing Clinical Faculty

The Faculty Appointments Advisory Committee (FAAC) advises the Dean concerning faculty appointments for clinicians (MDs) and clinical scientists (PhDs) specifically involved in the process of patient care or directly contributing to the academic mission (research and/or education) of a Clinical Department. The FAAC does not review basic scientists with appointments at research institutes who do not meet the criteria above. Their review will be streamlined through the Basic Sciences Departments following procedures detailed in Appendix 1 (Primary Appointment of Ph.D Scientist at Research Institutes to Basic Science Department; Approved at Faculty Council, September 04, 2013).

The FAAC is responsible for approval of all University clinical academic appointments (new full-time and part-time appointments) with the exception of adjunct professors (appointments at the Adjunct level will not include a professorial rank), as well as recommending academic rank of a candidate for appointment not already determined by the Promotions Committee. 

The FAAC performs a documentary review of applications submitted by the Department Chair or applicable academic head, applying sector-specific standards to judge fairly and consistently the merits of the appointment applications. The FAAC will either: approve an appointment to the Dean; or defer the request following further information on an application.

The Committee will communicate with the Department Chair throughout the application process. Any questions and concerns with the application will be directed to the Department Chair.  The applicant will be copied on these correspondences.

Point for clarification to be circulated to the FAAC via email (i.e., start date, pending CPSO, pending Royal collage exam, date of completion of Master).

Deferred files will get a second full review.  These can include and updated C.V, updated academic plan, updated letter from the Department Chair and reference letters.  Please note that this list is not inclusive.

There will be a free flow of information from the Committee Chair to the Dean. 

The Department Chair, or applicable academic head, may at any time appeal to the Dean the FAAC’s recommendation on an application, or re-submit the application to the FAAC with additional information. 

Requirements for Appointment

The ranks of academic appointment are as follows:

• Lecturer
• Assistant Professor
• Associate Professor
• Full Professor

Appointment to an academic rank is aimed at the component of clinician or researcher work that is specifically focused on furthering the University of Ottawa’s academic mission.

Criteria for Decision on Rank

Applicants that are engaged in academic work for greater than one (1) day a week on average over the course of the year of their professional time could be considered for an appointment at the Lecturer, Assistant Professor or Associate Professor level and exceptionally at the Full Professor level.  The FAAC will appoint applicants at a minimum at the same rank previously held at another institution and may be considered for reclassification to the rank of Assistant Professor.

Lecturer

All Clinicians appointed at the rank of Lecturer engage in teaching activities that are vitally important to the University. There are two (2) groups of clinicians encompassed within the rank of Lecturer: those that intend to leverage the rank as a stepping stone to further advancement; and those who participate in teaching students, however, do not intend to pursue academic promotion. The work of Lecturers who do not intend to pursue academic promotion is essential to the mission of hospitals and those serving in community settings. The value that these clinicians bring, through their teaching of medical students and residents, and their clinical contributions, is paramount.

An initial appointment at the rank of Lecturer requires:

• An MD with a license to practice, or a PhD;
• Required clinical training; and
• Required credentials as pertinent to the specific hospital site or community setting. Specific required credentials, such as the CMPA, are defined by the Department.

Assistant Professor

Ph.D. Scientists recruited or holding a position within a Clinical Department for the purpose of conducting research activities directly relevant to patient care could be considered for a primary appointment within that clinical department at the rank of Assistant Professor, as an exception to the procedure outlined in Appendix 1 if meeting criteria detailed below.

An initial appointment at the rank of Assistant Professor requires:

• An MD with a license to practice, or a PhD;
• Required clinical training (for MDs) ;
• Required credentials as pertinent to the specific hospital site or community setting. Specific required credentials, such as the CMPA, are defined by the Department;
• Further training of at least one (1) year (post-residency) in areas such as, but not limited to: Clinical Fellowship; Research; Education; and/or Additional Degree OR at least one (1) year of experience as a Faculty Lecturer; and
• Evidence of scholarship and clear intention to pursue academic promotion as detailed in an academic plan
• For Ph.D.s, the academic plan should also clearly outline the commitment, with support from the Clinical Department, to establish an independent research program relevant to patient care, while also contributing to scholarly activities furthering the academic mission of the University of Ottawa

Associate Or Full Professor

Applicants that hold an appointment at the rank of Assistant Professor, Associate Professor or Full Professor at another university will be reviewed by the FAAC to ensure that they meet the University of Ottawa Faculty of Medicine standards for the requested rank. Applications for promotion at the time of initial appointment must be directed by the Department Chair to the Dean on the recommendation of the Departmental Teaching Personnel Committee (DTPC).

Application Requirements

Lecturer, Assistant, Associate And Full Professor

Initial requests for a clinical appointment at these levels require the following documents to be submitted to the FAAC:

1. Application for Clinical Academic Appointment Form signed by the Department Chair (refer to Appendix A);
2. Updated Curriculum Vitae (short form CV)
   • Lecturer, PTA short form CV is sufficient
   • For all requests at the ranks of Lecturer FTA, Assistant Professor, Associate Professor, and Full Professors, updated curriculum vitae and short form cv are required.  The CV must be updated within the last twelve (12) months.  The preferred CV template is available on the Faculty Affairs website.
3. Academic Job Description, where applicable;
4. Letter of Support from the Department Chair, must include initial start date, term of the appointment, rank, status, and support from the DTPC;
5. Memorandum of Agreement (refer to Appendix D);
6. Academic Plan (Required for appointments at the rank of Assistant Professor or reclassification to the rank of Assistant Professor)
7. Letters of reference (Two (2) letters of reference for an academic appointment at the rank of lecturer or research assistant professor and three (3) letters for an academic appointment at the rank of Assistant Professor.

If not using the Faculty of Medicine reference letter form, please ensure to include the following information in your letter.

• The date the letter was written
• The time and duration of your contact with the applicant
• Assessment of the applicant’s
  • Cognitive skills and knowledge
  • Problem solving and patient management skills
  • Behaviour and attitudinal skills
  • Communication skills and working relationships
  • Motivation and punctuality
  • Sense of responsibility
  • Procedural skills specific to the discipline
  • Special qualities and unique contributions

*Letters of reference should be written on letterhead.  Those without access to letterhead can provide a reference letter in an email.*

Adjunct Professor

Appointments at the level of Adjunct Professor will be made by the Department Chair with involvement of the Departmental Teaching Personnel Committee (DTPC) as needed. These appointments will be evaluated after thirty-six (36) months or earlier as defined by the academic job description.

The following are minimum application requirements:

1. Updated Curriculum Vitae (refer to Appendix C);
2. Letter of support from the Department Chair;
3. MOA stating expected academic contributions to the Faculty (refer to Appendix D); and
4. A letter from the Program Director of the DME may be included.

Refer to Appendix B for the academic appointment application checklist template. 

Advancement From Lecturer To Assistant Professor - Reclassification

Advancement from Lecturer to the status of Assistant Professor is a simplified process that will be addressed by the FAAC. This can commence after one (1) year in the position of Lecturer, or at any point thereafter, provided the candidate has demonstrated evidence of commitment to the University’s academic mission and clear intention to pursue academic promotion.

The following application requirements apply to achieve advancement: 

• Evidence of scholarship and clear intention to pursue academic promotion as detailed in an academic plan; 
• For Ph.D.s, the academic plan should also clearly outline the commitment, with support from the Clinical Department, to establish an independent research program relevant to patient care, while also contributing to scholarly activities furthering the academic mission of the University of Ottawa;
• Updated Memorandum of Agreement;
• Updated Curriculum Vitae within the last twelve (12) months;
• Letter of support from Department Chair, must include initial start date, rank, status, department and support from the DTPC;

Temporary Appointments

A temporary appointment will be for a period of six (6) months and in conditional upon receipt of the complete package.  If the Faculty of Medicine is not in receipt of the required documents by the end date specified, the appointment will be considered terminated and the file closed.  Temporary appointments are only granted at the rank of Lecturer.

APPLICATION REQUIREMENTS FOR A TEMPORARY APPOINTMENT

• Temporary appointment form
• Short form C.V.
• MOA

The temporary appointment must be supported by the Department Chair.  Temporary appointments are reviewed and approved by the Vice-Dean, Faculty Affairs and the Dean.

A letter signed by the Vice Dean, Faculty Affairs will be sent to the Department Chair’s office for approved temporary appointments.

Faculty Appointment Of Physicians Who Are Appointed As Locum Tenens In Affiliated Institutions/Clinic

Due to the temporary nature of the locum tenens appointments, it is not necessary or advisable to have a regular appointment as FTA or PTA with the academic rank of Lecturer or above. However, since many of these individuals may have encounters with our learners, it may be necessary to have faculty affiliation and supervision. In order to ensure a proper academic environment and supervision of these individuals, the following guidelines should be used in seeking faculty affiliation for these appointments.

If the appointment is for a short duration (e.g. less than one year), appointments will be  as Adjunct Professor, with a specific list of academic activities that the individual is expected to undertake while employed as locums provided in the MOA (MOA for Adjunct Professors to be used). If the appointment is converted to a regular appointment, application for faculty appointment on the regular stream will be considered by the FAAC. 

If the appointment is for more than one year’s duration a regular appointment may be considered. 

If there is any special reason to provide a regular appointment (Lecturer or above), the reasons should be clearly stated and a regular application with appropriate MOA should be forwarded to the Office of Professional Affairs.

Background

The policy and procedures contained in this document were developed by the Faculty of Medicine Relationship Committee as a part of a formal mandate given by Dean Bradwejn in November 2010 to address issues rooted in the relationship between the Faculty of Medicine and its clinical faculty members. The Committee is chaired by Sharon Whiting, Vice Dean of Health and Hospital Services, and comprised of over 12 faculty, including department chairs and senior faculty administrators.

Since the Committee received its mandate, many steps have been taken toward continuously raising the standard of excellence within the Faculty of Medicine. This has included the development and application of robust criteria and processes for appointment, reappointment and promotion of clinical faculty members.  The goal is to create and sustain an environment that encourages excellent academic performance throughout the organization.

Over the past few months, the Committee has been working to standardize the process of reviewing clinical faculty’s academic performance. As a part of this process, a standard process and set of criteria for reappointment were developed – they are described herein. Underlying this document is the desire to assist faculty to achieve academic success.

Overview

Academic appointments for clinicians (MD) and clinical scientists (PhD) are governed by the University of Ottawa’s Faculty of Medicine Appointments Policy. This policy articulates that the progress of each faculty member must be periodically reviewed against the established terms and expectations set out at the time of the appointment through a Memorandum of Agreement (MOA).

The policy further articulates the frequency of the academic performance review process:

• Annual Reviews: Routine annual reviews of all clinical faculty members will be conducted.
• Formal Reviews:
  • Summative 3-Year Review:A new appointee in the final year of his or her initial 3-year appointment term is entitled to be considered for renewal of appointment for a further period of five years. A summative review will be conducted at the end of the 3-year term, following which a decision for reappointment will be made.
  • Summative 5-year Review: Following reappointment, the academic performance of faculty members will continue to be routinely assessed annually and formally reviewed every 5 years.

A more frequent assessment may be conducted at the discretion of the Department Chair or his or her designate.

Key Definitions

In the context of this policy, the following definitions apply:

• ‘Appointee’means a person holding a University Faculty of Medicine appointment.
• ‘Continue’ means a recommendation that the individual be reappointed for a further period of five years.
• Departmental Teaching Personnel Committee (DTPC)
• Letter of Reappointment - issued by the Dean following a decision to reappoint a faculty member for a further period of 5 years.
• Memorandum of Agreement (MOA): An agreement, along with any appendices, that stipulates the academic job description, working conditions and expectations of the appointment. It is prepared by the Division Head and/or Department Chair, and signed by the clinician, the academic head of the applicable Division and Department and the Dean.
• ‘Non-Renewal’ means refusal to renew a Faculty appointment at the University of Ottawa at its expiry.

The following key principles guide the academic review of clinical faculty members at the University of Ottawa:

• The annual review process presents an opportunity for the Department Chair, Division Head or designate, to indicate to an appointee whether or not he or she is on track for reappointment, identify notable achievements, highlight areas of concern and provide guidance on how to improve performance.

• Evidence of academic performance must be documented continuously over time. The documentation of annual reviews is critical to the process of reappointment.

• Once achieved, an individual’s academic rank cannot be lowered.

• Professionalism issues will be addressed as part of the academic review.

• Documentation related to the review of an individual’s academic performance is confidential. It will be securely stored and available only to the Dean and his specified designates.

• Given that Division and Department Heads are expected to ensure coaching, mentoring and support of appointees from the beginning, and that specific feedback is provided at the annual review, it is expected that faculty will be reappointed.  It will be an exceptional case where reappointment is not achieved.

• In cases where an appointee’s performance is less than satisfactory, Department Chairs will bring this to the attention of the appointee and work with them to identify the issues and provide support and an opportunity to improve his or her performance before considering not renewing the appointment.

Overview

On initial appointment to a full-time (FTA) or part-time (PTA) academic position at the Faculty of Medicine, a faculty member appointed at the rank of Lecturer, Assistant Professor, Associate Professor or Full Professor is typically offered an initial 3 year appointment term. An appointee in the final year of this term participates in a summative review leading to renewal of appointment for a further period of five years.

The continuation of the appointment for a subsequent 5-year term is conditional upon the clinician making satisfactory progress in areas associated with the activities identified in their Memorandum of Agreement (MOA) and through his or her annual reviews. The reappointment decision is made at the end of the 3-year term following a summative review process.

Coaching, mentoring, direction, feedback and support toward academic promotion is offered throughout the appointment term by the Department Chair/ Division or designate, and as a result, summative reviews are expected to result in reappointment.

The academic review process for full time staff is summarized here and described in more detail in subsequent sections of this document. The conduct of performance reviews of part-time staff will be at the Chair’s discretion.

Note that the review and reappointment processes for term-limited appointments (Adjunct, visiting professor, etc.) follow the same guidelines as new appointments to these categories.

Routine Annual Review

The performance and contributions of full-time clinical faculty members will be annually reviewed by the Chair, Division Head or delegate. The review process will examine the academic contributions of the faculty member and compliance with faculty and university policies (e.g. conflict of interest, professionalism).

The annual review is critical to letting an individual know that they are on track and headed for renewal of appointment.  A check box on the annual review form reads: “ÿ  On track for renewal”. Appointees that do not receive a check in this box will be offered guidance to improve their performance. Mutual expectations will also be revisited in a discussion between the individual and the Reviewer.

Summative 3-year and 5-year Review

The 3-year mark is an important juncture in a new faculty member’s academic career.  At this point, the new appointee will have had sufficient opportunity to demonstrate academic achievement and potential for moving up the professorial ranks of the University.

A summative review of academic performance will be conducted at the end of the 3-year term, the purpose of which is to answer the following question: Given the terms and expectations set out throughout the appointment, and the professional and academic standards of the Department and Faculty, does the candidate’s performance merit a recommendation that the faculty member be reappointed?

Following renewal of the appointment for a further period of five years, the performance of faculty members will continue to be reviewed annually, and a summative review conducted every 5 years.

The Annual Review Process

The annual review of faculty members is conducted by the Division Head. In the case where there is no university Division Head, this responsibility falls to the Department Chair or his or her designate.

In addition, the Department Chair will meet with all new appointees in the first year of the appointment.

A standard self-assessment form (available on Uniweb) outlines required information for the annual review and provides general guidance for completion.

Process steps for the annual review:

• Faculty Member Informed of Upcoming Review: The annual review process shall be initiated 60 days before the review is due - when the appointee is informed in writing by the Department of the upcoming annual review of his or her academic performance. The appointee shall be emailed the self-assessment form, advised as to which portions of the form require completion, and notified of deadlines for completion.
  • For new appointees, the annual review process will coincide with the anniversary start date of their faculty appointment (for the first 3 years of their term).
  • The academic review of all other faculty members will take place annually in coordination with the department’s performance and credentialing review schedule.
• Faculty Member Completes Self-Assessment Form: The appointee will complete the self-assessment portion of the academic review form to provide an account of his or her academic work undertaken during the period under review. This completed form, along with an updated C.V., will be submitted to the Reviewer (typically the Division Head and/or the Department Chair).
• Submission is Reviewed:  The Reviewer will review the submission and provide preliminary comments on relevant sections of the self-assessment form (with particular attention to the section on the outcome of the previous year’s goals). If the appointee is on track for renewal of appointment and promotion of rank, the Reviewer will check the appropriate boxes on the form.
• Meeting Between the Reviewer and Reviewee: The Reviewer and Reviewee will meet in person to discuss the results of the annual review, promotion planning and mutual expectations for the coming year.

• Reviewer Portion of the Form Finalized:  The Reviewer will finalize his written comments, sign the annual review form and send a copy of the review to the Department Chair for final review.

  All individuals who are not on track for appointment will be required to meet with the Department Chair and will be offered guidance to improve their performance.

  If the annual review is satisfactory, the Department Chair signs the submission and notifies the Office of Professional Affairs of the outcome of the review. The report is then placed in the individual’s personnel file, and will be made available if requested at the time of the 3 or 5-year summative review and decision for reappointment.

  If the annual review is deemed to be unsatisfactory, the Chair will notify the Office of Professional Affairs and flag the issue(s) that requires further attention or guidance from the Dean’s office.

  Should there be any significant change arising from an annual review that affects duties or sources of income, these changes shall be set out in an amended MOA and signed by the appointee and the Faculty. The Dean’s office must be notified of such changes.

• Final Review by Department Chair.  The Department Chair reviews the submission and may follow up with the Reviewer and/or clinician if there are any issues to address.

• The Vice-Dean of Professional Affairs Reviews Submissions where further action is needed and will inform the Dean. The Dean, in consultation with the Department Chair and Vice-Dean Professional Affairs, may take additional steps to resolve any identified issues or propose further action as needed.

The Summative Review and Reappointment Process

A summative review will be conducted at the end of a 3 year initial appointment term and every 5 years thereafter. It is conducted by the Department Chair or his designate, and will result in a recommendation on the renewal of the appointment.

The following describes the 3-year review process:

• Notification of Faculty Member and Department Chair. Six months prior to a term expiring, the Office of Professional Affairs will notify the Department Chair and the faculty members whose term is set to expire of the upcoming summative review and associated deadlines. The Department Chair will notify a designate (the Reviewer) if appropriate.

A faculty member who has taken formal leave may elect to have this renewal decision postponed for a period of up to one year.

• Conduct of Summative Review. The faculty member will complete the self-assessment portion of the academic review form and submit it, along with an updated C.V., to the Reviewer. The Reviewer will review this information, as well as the results of the previous 2 annual reviews, and assess the performance of the faculty member as per the criteria set out in Section 4 of this document to determine eligibility for reappointment.

A meeting will take place between the faculty member and the Reviewer to discuss the results of the review.

Following this meeting, the Reviewer will finalize the relevant section(s) of the academic review form, highlighting notable achievements, identifying areas of concern and offering suggestions for improvement. He or she will also at this time provide his or her recommendation for reappointment. If the recommendation is for non-renewal, the Reviewer will provide a rationale. The completed submission and recommendation will go to the Department Chair for final review.

• Chair’s Recommendation for Reappointment.  Based on the results of the review, the Chair makes a recommendation of “Continue”, “Continue with Conditions” (where the appointment term can be extended with conditions), or “Non-Renewal” (with discretion to extend the appointment term for up to one year to facilitate transition from the university).

  • ‘Continue’: If the faculty member’s academic contributions are satisfactory in quality and quantity, and the member is in compliance with all faculty and university policies; reappointment for another five years will be recommended.

  •  ‘Continue with Conditions’: If the faculty member has made progress towards their initial objectives, but there are areas of concern that require attention and improvement, these will be highlighted, and reappointment for a specific term period of less than five years (followed by another formal review) will be recommended.

This recommendation is at the discretion of the Department Chair and can be offered in circumstances where he/she feels that sufficient potential for academic performance exists and more time is needed.

• ‘Non-Renewal’: If the faculty members’ contributions to the academic goals are not satisfactory and/or serious violations of faculty policies have been noted; non-renewal of appointment will be recommended. In this case, the Department Chair will recommend the appointment terminate on the pre-determined date of expiry.

The Department Chair may grant a one-time appointment extension beyond the expiry of the term if it is agreed upon with the Hospital. This extension is not to exceed 12 months.

Note: An appointee’s rank cannot be lowered once achieved and is not an option for consideration on the form.

• Reappointment Decision. The Department Chair will forward his or her reappointment recommendation to the Dean’s Office, with supported rationale, no later than 3 months prior to the end of the appointment term. Where recommendations of ‘Non-Renewal’ and ‘Continue with Conditions’ are put forth, the Dean’s office will take appropriate action in collaboration with the Chair. The Dean and Department Chair will have the option and flexibility of consulting the DTPC on a case by case basis if desired.

• Letter of Reappointment: The Dean’s Office will issue a Letter of Reappointment outlining the reappointment decision to the Faculty Member, with a copy sent to the Department Chair. The contract with the faculty member will be renewed for the specified period.

Appeals

This part applies to any appointee affected by an adverse decision.

Within one week of receiving an adverse decision on re-appointment (i.e. ‘non-renewal’), an appointee may request a meeting with the Department Chair to discuss the decision.

The Chair shall make every effort to arrange a meeting within 1-2 weeks of receiving the request.

If the appointee remains dissatisfied with the adverse decision, or with any action proposed as a result of the meeting, the faculty member may appeal to the Dean in accordance with provisions of the Faculty of Medicine’s bylaws by submitting a written request for an appeal within 2 weeks of the meeting, and/or of receiving the adverse decision if a meeting is not requested.

The Dean may review the appeal or have it reviewed by a separate committee, at his or her discretion.