FACULTY APPOINTMENTS ADVISORY COMMITTEE

TERMS OF REFERENCE

PREAMBLE

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 will 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. Scientists at Research Institutes to Basic Science Departments; Approved at Faculty Council, September 04, 2013).

This document describes the FAAC in two sections:

• Section 1: Terms of Reference
• Section 2: Procedures

The effective implementation date of the application requirements and standards outlined in this document is July 01, 2013. The definitions and processes related to the FAAC, including application requirements and standards, appear in Section 2. A review of the TOR and processes were completed in January 2021.

SECTION 1: TERMS OF REFERENCE

1.1 PURPOSE

The purpose of this Committee is to establish a definitive appointments process for future appointments with the Faculty of Medicine. The Committee will consider faculty appointments to one of the following: Lecturer; Assistant Professor; Associate Professor; Full Professor.

The FAAC is responsible for:

• Approval of all University clinical academic appointments with the exception of adjunct professors. Appointments at the Adjunct level will be submitted to the Dean for review and will not include a professorial rank;
• Recommending academic rank of candidate for appointment not already determined by the Promotions Committee; and
• Ensuring that academic appointments processes and standards are in place.

1.2 AUTHORITY

Academic appointments for clinicians (MD) and clinical scientists (PhD) are governed by the University of Ottawa’s Faculty of Medicine Appointments Policy.

The FAAC advises the Dean concerning clinical faculty appointments and makes recommendations on the academic rank of candidates to be appointed. Final decisions regarding appointments rest with the Dean and the Board of Governors.

1.3 TASKS

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. Decisions to defer an application are achieved by consensus or vote. Decisions to accept an application will be recommended to the Dean.

1.4 SCOPE

The scope of the FAAC includes:

New full-time and part-time appointments;

Department Chairs have the option of bringing appointments that involve category changes to the FAAC for review and recommendation. 

1.5 APPOINTMENT REVIEW - APPEALS

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.

1.6 MEMBERSHIP

The Dean appoints twelve (12) members to the Faculty Appointments Advisory Committee, including a Chair, with appropriate representation from the Departments as determined by the Dean. At least three (3) members will be Clinical Department Chairs, one (1) of whom will have clinical scientists (PhD) within his or her Department.

Each Committee member serves a three (3) year term, with the option to serve additional terms at the request of the Dean on the advice of the FAAC Chair. The Office of Faculty Affairs provides administrative support to the FAAC.

The Vice Dean of Faculty Affairs sits on the committee as an ex-officio member, without voting rights.

1.7 MEETINGS

The FAAC meets approximately once per month, either in person or by videoconference. The Chair and FAAC members determine meeting dates and topics for discussion.

Quorum is set at five (5) members in attendance, which includes the Committee Chair or his/her Committee Member delegate.

1.8 REVIEW OF TERMS AND PROCEDURES

The terms and procedures related to the FAAC are to be reviewed every two (2) years; revisions are to be approved by the Dean.

1.9 REPORTING

The FAAC reports to the Dean of Medicine:

Recommendations for each appointment request submitted by the Department Chair or applicable academic head after each meeting;

Suggestions to change the FAAC procedures, as needed; and

An annual report of appointments approved/deferred.

Provide report to the FAAC on files approved, deferred, based on rank and gender, etc. at the end of every academic year (July - June).

Monitoring of the FAAC’s performance is left to the Dean’s discretion.

SECTION 2: PROCEDURES

2.1 KEY DEFINITIONS

Academic Categories: There are two (2) 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). To note, the LOA is not a required document in the academic appointment package.

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.

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 Appointment (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.

2.2 APPROVAL PROCESS FOR APPOINTING CLINICAL FACULTY

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.

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

2.3 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.

2.4 REQUIREMENTS FOR APPOINTMENT

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.

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;

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).

2.5 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:

Application for Clinical Academic Appointment Form signed by the Department Chair;

Updated Curriculum Vitae  and (short form CV)

Lecturer, PTA short form CV is sufficient

For all request at ranks of Lecturer (FTA), Assistant, Associate and Full Professor Updated Curriculum Vitae and short forms CV are required.  CV must be updated within the last twelve (12) months. The preferred CV template is available on the Faculty Affairs website.

Academic Job Description, where applicable;

Letter of Support from the Department Chair, must include initial starts date, term of the appointment, rank, status, department and support from the DTPC;

Memorandum of Agreement;

Academic Plan (Required for appointments at the rank of Assistant Professor or reclassification to the rank of Assistant Professor)

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, the following information must be included in the 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.

2.6 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 last twelve (12) months;

Letter of support from Department Chair, must include initial start date, rank, status, department and support from the DTPC;

2.7 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.

NOTES:

Letters for the approved files will be uploaded into the Departments letter folder on OneDrive.  Letters for deferred files and points of clarification will be emailed to the Department Chair, with a cc to the applicant and administrative assistant to the Department Chair.

Deferred files will be granted an automatic temporary appointment for a period of six (6) months while the FAAC awaits the updated information from the Department and applicant.