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Appointments & Promotions

Basic Sciences, School of Medicine

Standards and Procedures for the
Appointment, Reappointment, and Promotion of Faculty

Vanderbilt University Basic Sciences, School of Medicine (Basic Sciences) employs multiple academic tracks for appointment of individuals to the full time faculty. These tracks are complementary in that they are designed to accommodate faculty who engage in the wide variety of activities supporting the School’s mission, including research, teaching, and administrative service. Significant accomplishments in any of these areas represent important contributions that warrant careful consideration in the evaluation of faculty nominated for appointment or promotion.

Appointment checklists and forms for recruitment, promotion, appointments, letters of recommendation, and references can be accessed from the lower side-bar on the right side of this page.

NEW APPOINTMENTS
REAPPOINTMENTS
PROMOTIONS 
CHANGE OF EFFORT

NON-RENEWALS
DEPARTURES

NEW APPOINTMENTS

  • All appointments (including conversion from non-tenure-track appointments) on the investigator track originate in the department. 
  • Minimum required educational degree for investigator track: Ph.D. or equivalent
  • All requests for new appointments must be approved by the dean.
  • Regardless of the type of search, requests for tenure-track offers NOT part of the Destination Vanderbilt (DV) initiative do NOT require the provost’s approval.
  • Regardless of the type of search, tenured or DV requests DO require pre-approval from the provost and chancellor and must be approved through the faculty search authorization process before a search can be initiated.
  • All searches must be processed in Interfolio.

Below are general steps, materials and documentation needed for appointment of investigator track faculty. Targeted and external hire searches vary, please consult the assistant to the chair of your department for clarification on specific requirements. 

  1. The request for a new appointment originates in the department. 
  2. For Targeted Searches: the department chair will submit a request to the dean, or the dean’s designee in the form of a letter. The letter should provide the candidate’s name, appointment title and rank, the anticipated start date, the education and work experience qualifications of the targeted candidate, the specific nature of the position and information on salary and funding. 
  3. For External Hire Searches, the department chair submits an Authorization Request to the dean, or the dean’s designee, requesting the position with detailed justification for the request, details of the position and financial implications.
  4. The department chair or search committee chair, if applicable, must provide a position description and position qualifications, in addition to the information stated in the department chair letter, to the assistant to the chair to create a position in Interfolio. The department chair or search committee chair will work with the assistant to the chair to gather the documents needed for the Interfolio search process. 
  5. Targeted Searches: 
    • Upon the approval, a position is created in Interfolio. 
    • All targeted searches should be marked as “Private” in Interfolio.
    • Required documents for application in Interfolio must be specified. 
    • Documents for assistant professor candidates should include, but are not limited to: CV, research/teaching statement, diversity statement, a minimum of three (3) letters of reference (LOR) and three to five (3-5) selected articles. 
    • Documents for associate professor and full professor candidates should include, but are not limited to: CV, research/teaching statement, diversity statement, a minimum of six (6) letters of evaluation (LOE), two to three (2-3) trainee letters, three to five (3-5) selected articles, Critical References and Documentation of Teaching. 
    • The candidate must submit names and email addresses for LOR, LOE and trainee letter writers in Interfolio.
  6. External Hire Searches:
    • The department forms a search committee. Faculty on the search committee who have notattended an Inclusiveness Training Session must participate in the training. The search committee meets and creates a Search Plan Document (SPD) which is submitted to the dean, or the dean’s designee, for review prior to beginning the search in Interfolio.
    • Upon approval, the department chair or search committee chair should work with the assistant to the chair to create a position in Interfolio.
    • Information may include, but not limited to, appointment title and rank, position description, position qualifications and a proposed start date.
    • All External Hire Searches should be marked as “Public” in Interfolio.
    • Required documents for application in Interfolio must be specified. 
    • Documents for assistant professor candidates should include, but are not limited to: CV, research/teaching statement, diversity statement, a minimum of three (3) LORs, and three to five (3-5) selected articles.
    • Documents for associate professor and full professor candidates should include, but are not limited to: CV, research/teaching statement, diversity statement, a minimum of six (6) LOEs, two to three (2-3) trainee letters, three to five (3-5) selected articles, Critical References and Documentation of Teaching.
    • The candidate must submit names and email addresses for LOR, LOE and trainee letter writers in Interfolio.
  7. A position is created in Interfolio and must be approved by the dean’s designee.
  8. The assistant to the chair will open the search in Interfolio for candidates to apply.
  9. Interfolio application:
    1. Targeted Searches
      • All targeted searched should be marked as “Private” in Interfolio. 
      • The only person able to see and apply for the position will be the targeted candidate. 
      • In addition to the materials submitted in Interfolio, the department must submit electronically to the dean’s office staff: 
        • A copy of the draft offer letter.  
        • A letter from the department chair requesting to make an offer.
  10. The dean, or the dean’s designee will review the offer packet. 
  11. Upon approval from the dean or the dean’s designee and submission of the offer packet through Interfolio to the provost, all offers for non-Destination Vanderbilt (DV) and tenured appointments can be extended. If the appointment is for a DV or tenured faculty, the offer must also be approved by the provost before extending the offer. 
  12. The dean’s office staff will communicate the decision of the dean or provost, if applicable, to the department. 
  13. The offer may be extended
  14. External Hire Searches
    • A candidate is chosen from the pool of candidates and the dean’s office is notified of the candidate’s name
    • In addition to the materials submitted by the candidate in Interfolio, the department must submit electronically to the dean’s office staff: 
      • The Report of Recruitment
      • A copy of the draft offer letter
      • The results of a faculty vote form the department’s tenured faculty
  15. The dean, or the dean’s designee, will review the offer packet
  16. The offer packet will be submitted to the provost through Interfolio
  17. The dean’s office staff will communicate the decision of the provost to the department 
  18. The offer may be extended
  19. Upon the accepted signed and dated offer, the department can proceed with the appointment process. 
  20. The department will immediately initiate the background check/education verification process with HR and have the new faculty member fill out the RedCap Faculty Information Form
  21. A copy of the executed background check/education verification, a signed copy of the signed and dated offer letter and a letter from the department chair requesting the appointment must be submitted electronically to the dean’s office staff for final processing.
  22. Faculty coming to Vanderbilt with tenure can be appointed and begin their appointment; however, the status of tenure will not be applied to their appointment until the candidate’s dossier requesting tenure has been approved and processed by the dean of the School of Medicine (SOM) Basic Sciences, Faculty Appointments and Promotions Committee (FAPC), SOM dean, provost, chancellor and the board of trust (BOT).
  23. Upon approval, tenure status will be applied retroactive to the candidate’s start date.

REAPPOINTMENTS

  • Reappointments originate in the department.
  • The first reappointment period for tenure-track faculty is typically three (3) years.
  • Subsequent reappointments may be for one, two or three years, based on the progress of the candidate toward tenure, the recommendation of the department chair and discretion of the dean.
  • The department forms mentoring committees for all tenure-track faculty. 
  • Mentoring committees are expected to meet yearly with the faculty member.
  • All multi-year appointments must be given a thirteen-month (13) written notice of non-renewal. Therefore, all multi-year appointments must be submitted and processed through the faculty appointment system (FAS) fourteen to fifteen (14-15) months prior to the end of the faculty members appointment.
  • All one-year (1) appointments must be given six-months (6) written notice of non-renewal. Therefore, all one-year appointments must be submitted and processed through FAS seven to eight (7-8) months prior to the end of the faculty members appointment.
  • All tenure-track reappointments are approved by the dean, or the dean’s designee, and the provost.
  • All tenure-track reappointments must be processed in the Faculty Appointment System (FAS).

Below are general steps for reappointment of tenure-track faculty on the Investigator track. For additional details consult the assistant to the chair of your department.

  1. For all multi-year appointments, assistants to the chair must communicate with the faculty member and the mentoring committee chair 15-16 months prior to the end of the appointment, to obtain a copy of the most recent mentoring committee report and corresponding CV. 
  2. At fourteen to fifteen (14-15) months prior to the end of the reappointment date, the assistant to the chair should upload all reappointment documents into FAS for department chair and dean’s office administrative review. 
  3. The dean’s designee will review and forward the reappointment documents on to the provost for review. 
  4. At fourteen (14) months prior to the end of the appointment, the reappointment must be processed and in the provost queue for review and approval.
  5. Upon final approval from the provost, the dean’s office staff will finalize the reappointment.

Minimum Required Documents Provided by the Department to the Dean, through FAS.

  1. A letter from the department chair requesting the reappointment.
  2. A copy of the most current signed and dated Mentoring Committee Report with corresponding CV, in SOM format.
  3. Candidate’s current CV, in SOM format, if different from the one submitted with the Mentoring Committee Report.
  4. For 3rd or 6th year reappointments, a copy of the prior mentoring report and corresponding CV must also be submitted.

PROMOTIONS 

  • Promotions originate in the department.
  • Promotions of tenure-track faculty to tenure appointments must be approved by the department chair, dean of the School of Medicine (SOM) Basic Sciences, Faculty Appointments and Promotions Committee (FAPC), Executive Committee of the Executive Faculty (ECEF), dean of the SOM, provost, chancellor and board of trust (BOT).
  • Promotion of associate professors with tenure to full professors with tenure must be approved by the department chair, dean of the School of Medicine (SOM) Basic Sciences, the Faculty Appointment and Promotions Committee (FAPC), dean of the SOM, provost, and chancellor.
  • Promotions of tenure-track faculty to tenure must be completed and received in final form by the SOM Office of Faculty Affairs no later than the last day of their tenure-track probationary period.
  • Promotions of tenured faculty to full professor have no time limits.

After discussion amongst the department chairs and then with the associate deans, the following process for initiating promotions of Investigator Track faculty to either Associate or Full Professor was adopted. 

Below are general steps, materials and documentation needed for the promotion of Investigator track, faculty to associate or full professor. For specific details, consult the assistant to the chair of your department. 

1. Full Professors of each department make up the Promotions Committee. At an annual faculty review or mid-year, this committee will review the candidate’s CV and any other supporting materials such as mentoring committee reports. The Promotions Committee will vote, by secret ballot, as to whether letters from referees outside of Vanderbilt in support of the promotion will be sought. 

2. The department chair communicates with the faculty candidate and will request the following documents:  

  • CV in SOM format
  • Statement of Accomplishments (300-500 words)
  • Selected Article Reprints
  • Critical References Form
  • Documentation of Teaching Form
  • Research and Vision Statement (this is not required by the SOM but can be helpful to our referees to evaluate the innovation and impact of the work of the candidate)
  • List of at least 10 potential referees 

3. The department chair will solicit the letters using the standard template email. At least 10 letters must be requested – at least five of these should come from the candidates list and at least five from individuals not on the candidates list.  

4. The letters and all other dossier components will be provided to the Promotions Committee. This committee can vote via email, or a meeting may be held. Either way, the vote should be held via secret ballot. This vote can be used to guide the department chair in their decision of whether to move forward with the promotion. If the vote is close, a revote can be taken. The final vote should be provided in the Chair’s letter for the candidate.


CHANGE OF EFFORT

  • A change in effort originates with the faculty member or the department chair.
  • A change in effort may occur at any time during an appointment.
  • A change in effort only changes the percentage of effort being compensated.
  • A change in effort creates a new effective date, the end date of the appointment will remain the same.
  • A change in effort for tenure-track faculty is processed in the Faculty Appointment System (FAS).
  • A change in effort for tenured faculty should be sent electronically to the dean’s office staff for processing.

Below are general steps for Effort Changes for Investigator track faculty. For specific details see the assistant to the chair of your department.

1.    At the stage in the appointment when it is evident a change in effort is needed, whether on the part of the faculty member or department chair, the department chair and the faculty member should meet to discuss the change in effort decision and put into writing the terms of the effort change. This agreement should be signed and dated by all parties.
2.    The department chair should forward the information to the assistant to the chair to process the change of effort. Required documentation: 1) a letter from the department chair addressed to the dean outlining the reason for the effort change and the plan for returning to 100% effort, if applicable, 2) the start date of the effort change, 3) a copy of the signed and dated agreement between the department chair and the faculty member or any other relevant correspondence or documentation supporting the change of effort.  
3.    Tenure-track faculty:

  • All documentation should be uploaded into FAS for department chair approval and the request will be forwarded to the dean’s office for administrative review and then forward to the dean’s designee for approval.

4.    Tenured faculty:

  • All documentation should be sent electronically to the dean’s office staff for administrative review and then forwarded to the dean’s designee for approval.

5.    Upon dean approval, the effort change will be processed.

NOTE: Faculty effort that is less than 100% but greater than 50% is considered a full-status, partial-load (FSPL) position and qualifies for full benefits. Effort that is less than 50% is considered part-time (PT) and qualifies for partial benefits. Please refer to the Faculty Manual, Part II, Chapter 2, Sections G and I, for details. For information on benefits, contact your department HR lead. 


NON-RENEWALS

  • Non-renewals originate with the department chair.
  • Written notification of non-renewal for one-year appointments must be given at least six (6) months prior to the expiration of the appointment term.
  • Written notification of non-renewal for multi-year appointments must be given thirteen (13) months prior to the end of the appointment date.
  • Non-renewals for tenure-track faculty must be processed in the Faculty Appointment System (FAS).
  • Non-renewals can also serve as a departure.

Below are general steps for non-renewals of Investigator track faculty. For specific details see the assistant to the chair of your department.

  1. At the stage in the appointment when it is evident that an appointment will not be renewed, the department chair should meet with the faculty member to discuss the non-renewal decision and to put into writing the terms of the non-renewal. This agreement should be signed and dated by all parties.
  2. The department chair should forward the information to the assistant to the chair to process in FAS. Required documentation: a letter from the department chair addressed to the dean outlining the reason for non-renewal, the non-renewal effective date and a copy of the signed and dated non-renewal agreement between the department chair and the faculty member. All other relevant correspondence or documentation supporting the non-renewal should also be submitted.
  3. The non-renewal documentation should be uploaded into FAS two to four (2-4) weeks prior to the non-renewal timeline (see timeline above) to be in compliance with the Faculty Manual, Part II, Chapter 2, Section E, third paragraph. Note: If non-renewals are determined after the required notification timeline, additional time must be added to the appointment to comply with the Faculty Manual policy. It will be the responsibility of the department to fund any additional time required to satisfy the Faculty Manual policy.
  4. The department chair must approve the non-renewal in FAS and it will be forwarded to the dean’s office staff for administrative review, then on to the dean’s designee for review and acknowledgment. 
  5. The dean’s office staff will finalize the non-renewal.

DEPARTURES

  • Departures originate in the department by either the faculty member or department chair.
  • Departures for tenure-track faculty are processed in the Faculty Appointment System (FAS).
  • Departures for tenured faculty are submitted electronically by the department to the dean’s office staff for processing.

Below are general steps for departures for Investigator track faculty. For specific details see the assistant to the chair of your department.

Resignations – Faculty members resigning tenure appointments are expected to give at least six months’ notice. Waivers of notice periods may be negotiated by express consent of both parties. Any such agreements should be put into writing and signed and dated by all parties. The resignation letter and any additional relevant documents or correspondence between the faculty member and department must be processed through FAS and the departure must be acknowledged and approved by the department chair and the dean.

Retirements – Faculty planning to retire should meet with the dean or the dean’s designee for details on the process.

Non-renewal – All non-renewal notices for tenure-track faculty must be processed in FAS. For more details, go to non-renewals.

Termination - Faculty members may be terminated for cause subject to the procedures described in “Disciplinary Actions,” Part IV, Chapter 1.

Death – In the instance of a death of a current, retired or emeritus/emerita faculty member, the department should submit the proper documentation electronically to the dean’s office staff to be processed. Relevant correspondence received, such as a copy of an obituary can be used as documentation and uploaded into FAS for all non-tenured faculty. Such documentation for tenured faculty should be submitted electronically to the dean’s office staff for processing.

For instances of death of faculty while on campus, contact the Dean’s Office immediately for protocol details. 

NOTE:  When a department processes any type of departure, the department should also communicate the departure with any secondary departments, centers or institute associated with the faculty member as well as the departmental HR lead.

New Appointments
Reappointments
Promotions
Change of Effort
Non-Renewals
Departures

NEW APPOINTMENTS

  • All appointments on the educator track originate in the department 
  • Minimum required educational degree for educator track: Ph.D. or equivalent
  • Instructors on the educator track are one-year (1) appointments
  • Assistant professors, associate professors and professors on the educator track can be one to three-year (1-3) appointments
  • All educator track appointments must be approved by the dean, or the dean’s designee and the provost
  • All searches must be processed in Interfolio

Below are general steps, materials and documentation needed for appointment of educator track faculty. Targeted and external hire searches vary, please consult the assistant to the chair of your department for clarification on specific requirements. 

  1. The request for a new appointment originates in the department. 
  2. For Targeted Searches: an immediate supervisor, if applicable, will make the request to their department chair and the department chair will review the request and forward the request to the dean, or the dean’s desigee. If the department chair is the immediate supervisor, the department chair will submit the request to the dean, or the dean’s designee, in the form of a letter. The letter should provide candidate’s name, appointment title and rank, indicate the term and renewability of the position, the anticipated start date, a position description, position qualifications, the education and work experience qualifications the targeted candidate has to meet the specific nature of the position and information on salary and funding. 
  3. For External Hire Searches, the department chair submits an Authorization Request to the dean, or the dean’s designee, requesting the position with detailed justification for the request, details of the position and financial implications.
  4. The dean, or dean’s designee will review the request and present the request to the provost for approval.
  5. Upon provost approval, the department chair or immediate supervisor, if applicable, must work with the assistant to the chair to gather all the materials and documents needed for the Interfolio search process. 
  6. Targeted Searches: 
    • Upon approval and by using the information provided in #1a above, the immediate supervisor or department chair should work with the assistant to the chair to create a position in Interfolio. 
    • Additional required documents for application in Interfolio must be specified. Document should include, but are not limited to: CV, research/teaching statement, diversity statement, letters of reference (LORs) – a minimum of three letters (3) for instructor and assistant professor, a minimum of six letters (6) for associate professor and full professor and two to three (2-3) trainee letters (for associate professor and professor only), two to three (2-3) selected articles (for associate professor and professor only). NOTE: Letters from a department chair or from an immediate supervisor will not be considered as a LOR for a candidate.
  7. External Hire Searches:
    • The department forms a search committee. Faculty on the search committee who have notattended an Inclusiveness Training Session must participate in the training. The search committee meets and creates a Search Plan Document (SPD) which is submitted to the dean, or the dean’s designee for review prior to beginning the search.
    • Upon approval, the immediate supervisor or department chair should work with the assistant to the chair to create a position in Interfolio. Information may include, but not limited to: appointment title and rank, position description, position qualifications, indicate the term and renewability and a proposed start date for the position. 
    • Additional required documents for application in Interfolio must be specified. Document should include, but are not limited to: cover letter, CV, research/teaching statement, diversity statement, LORs - minimum of three (3) for instructor and assistant professor and a minimum of six letters (6) for associate professor and professor, two to three (2-3) trainee letters (for associate professor and professor only), and two to three (2-3) selected articles (for associate professor and professor only). The candidate must submit names and email addresses for LOR and trainee letter writers in Interfolio.
  8. A position is created in Interfolio and approved by the dean’s designee. The assistant to the chair will open the search in Interfolio for candidates to apply.
  9. Interfolio application:
    1. For Targeted Searches, the only person applying will be the targeted candidate. In addition to the materials submitted in Interfolio, the department must submit electronically to the dean’s office staff, 1) a copy of the draft offer letter and 2) a letter from the department chair requesting to make an offer and for appointment. 
    2. For External Hire Searches, a candidate is chosen from the pool of candidates. In addition to the materials submitted by the candidate in Interfolio, the department must submit to the dean’s office staff electronically, 1) a Report of Recruitment and 2) a copy of the draft offer letter. 
  10. The request will be forwarded to the dean, or the dean’s designee for review and then on to the provost for approval, if applicable. The dean’s office staff will communicate the decision to the department and the offer can be extended.  If the offer is accepted, the department can proceed with the appointment process. 
  11. The department will immediately initiate the background check/education verification process with HR and have the new faculty member fill out the RedCap Faculty Information Form. A copy of the executed background check/education verification, a signed copy of the signed and dated offer letter and a letter from the department chair requesting the appointment must be submitted electronically to the dean’s office staff for final processing.

 

REAPPOINTMENTS

  • Reappointments originate in the department and must be confirmed for reappointment prior to the non-renewal timelines.  
  • Reappointments for instructors are one-year (1) appointments only.
  • Reappointments for all other ranks can be one to three-year (1-3) appointments.
  • Renewals and non-renewals for one-year (1) appointments must be processed 5-6 months prior to the end on the appointment. The faculty member must receive, in writing, their renewal or non-renewal notice four-month (4) prior to the end of their appointment.
  • Renewals and non-renewals for multi-year appointments must be processed 15-16 months prior to the end on the appointment. The faculty member must receive, in writing, their renewal or non-renewal notice thirteen-months (13) prior to the end of their appointment.
  • All reappointments are approved by the dean, or the dean’s designee, and the provost, when applicable.
  • All reappointments must be processed in the Faculty Appointment System (FAS).

Below are general steps for reappointment of Educator Track faculty. For additional details see the assistant to the chair of your department.

  1. Assistants to the chair must communicate with the immediate supervisor, or the department chair, when applicable, 7 months prior to the end of the appointment for 1-year appointments or 15-16 months prior to the end of the appointment for multi-year appointments, to receive confirmation of renewal or notification of non-renewal.
  2. At 6-7 months prior to the end of the reappointment date, the assistant to the chair should communicate with the faculty member, immediate supervisor, or the department chair, when applicable, to request an updated CV, and an Annual Performance Evaluation Form for the faculty member. A copy of the Criteria for Promotion Rubric should also be sent to help assist with the evaluation. The CV and evaluation form must be completed and returned to the assistant to the chair. 
  3. Also required is a letter from the department chair addressed to the dean, or the dean’s designee, requesting the reappointment. The letter should include reappointment dates, position title, information on the funding source and name the mentor of record.
  4. At 5-6 months prior to the end of the appointment, the assistant to the chair should have all document uploaded into FAS for the department chair approval.  
  5. At 5 months prior to the end of the appointment, the reappointment must be in the dean’s office queue in FAS for review. After administrative review the reappointment will be sent on to the dean’s designee for review and the provost for final approval, if applicable. The reappointment will be routed back to the dean’s office staff for final processing.

 

PROMOTIONS

  • Promotion of educator track faculty originate in the department either with the immediate supervisor or the department chair.
  • All promotions on the educator track must be approved by the dean, or the dean’s designee, and the provost.
  • There are no time limits for promotion on the educator track.
  • Promotions can occur at any time during the appointment. 
  1. The immediate supervisor of the faculty member will make the request. The request should include a cover letter addressed to the dean indicating the reason for the promotion request and where funding will come from. The letter should also include any special circumstance around the faculty member’s position/role for which they might not fit all of the traditional criteria in the Educator Track Criteria Rubric. In addition, the candidate’s CVDocumentation of Teaching, and Critical References form should be provided.
  2. The dean, or dean’s designee and department chair will convene the Educator Track Standing Review Committee (SRC)**, who will evaluate the materials provided. 
  3. If there is a consensus to move forward, the department chair or immediate supervisor will solicit at least three (3) letters using the standard template email. Letters for educator track faculty promotions can be external or internal; however, external letters are preferred. Additionally, for promotion to associate and full professor, two to three (2-3) trainee letters are required. The Educator Track Criteria Rubric should be provided to the referees. 
  4. The letters and all other dossier components will be provided to the department’s promotions committee, consisting of full professors. The promotions committee will vote, by secret ballot, in support of or against the promotion. This can be done in person or via email. Based on this vote, the department chair will make a decision as to whether to send the dossier to the dean’s office staff for final review and approval by the dean. 

**The Standing Review Committee will consist of the Associate Dean for Biomedical Research and Training, the Associate Dean for Health Science Education, and a third member at large selected by the Dean of the Basic Sciences.

 

CHANGE OF EFFORT

  • A change in effort originates with the immediate supervisor, if applicable, or the department chair.
  • A change in effort may occur at any time during an appointment.
  • A change in effort only changes the percentage of effort being compensated.
  • A change in effort creates a new effective date; however, the end date of the appointment will remain the same.
  • A change in effort is processed in the Faculty Appointment System (FAS).

Below are general steps for Effort Changes for Educator Track faculty. For additional details see the assistant to the chair of your department.

  1. At the stage in the appointment when it is evident a change in effort is needed, whether on the part of the faculty member or the immediate supervisor or department chair, the immediate supervisor, if applicable, or the department chair should meet with the faculty member to discuss the change in effort decision and to put into writing the terms of the effort change. This agreement should be signed and dated by all parties.
  2. The immediate supervisor, if applicable, or the department chair should forward the information to the assistant to the chair to process the change of effort in FAS. Required documentation will be: a letter from the department chair addressed to the dean outlining the reason for the effort change, the effective date and the affect toward funding, a copy of the signed and dated agreement between the immediate supervisor or department chair and the faculty member and any other relevant correspondence or documentation supporting the change of effort.  
  3. All documentation should be uploaded into FAS for department chair approval and the request will be forwarded to the dean’s office for review and then forward to the dean’s designee and provost for approval. The effort change will be routed back to the dean’s office staff for final processing.

NOTE: Faculty effort that is less than 100% but greater than 50% is considered a full-status, partial-load (FSPL) position and qualifies for full benefits. Effort that is less than 50% is considered part-time (PT) and qualifies for partial benefits. Please refer to the Faculty Manual, Part II, Chapter 2, Sections G and I, for details. For information on benefits, contact your department HR lead. 

 

NON-RENEWALS

  • Non-renewals originate with the immediate supervisor or the department chair.
  • Written notification of non-renewal for one-year (1) appointments must be given four (4) months prior to the end of the appointment date.
  • Written notification of non-renewal for multi-year appointments must be given thirteen (13) months prior to the end of the appointment date.
  • Non-renewals must be processed in the Faculty Appointment System (FAS).
  • Non-renewals can also serve as a departure.

Below are general steps for non-renewals of Educator Track faculty. For additional details see the assistant to the chair of your department.

  1. At the stage in the appointment when it is evident that an appointment will not be renewed, the immediate supervisor, if applicable, or the department chair should meet with the faculty member to discuss the non-renewal decision and to put into writing the terms of the non-renewal. This agreement should be signed and dated by all parties.
  2. The immediate supervisor, if applicable, or the department chair should forward the information to the assistant to the chair to process in FAS. Required documentation will be: a letter from the department chair addressed to the dean outlining the reason for non-renewal, the effective date and a copy of the signed and dated non-renewal agreement between the immediate supervisor, if applicable, or department chair and the faculty member. Other relevant correspondence or documentation supporting the non-renewal can also be submitted.
  3. In order for the dean’s office staff to process the non-renewal, documentation should be uploaded into FAS two to four (2-4) weeks prior to the appropriate non-renewal timeline (see timelines above) to be in compliance with the Faculty ManualPart II, Chapter 2, Section E. Note: If non-renewals are determined after the required notification timeline, additional time must be added to the appointment to comply with the Faculty Manual policy. It will be the responsibility of the immediate supervisor, if applicable, or department to fund any additional time required to satisfy the Faculty Manual policy.
  4. The department chair must approve the non-renewal in FAS and the non-renewal will be forwarded to the dean’s office for review and then forward to the dean’s designee and provost for approval. The non-renewal will be routed back to the dean’s office staff for final processing.

 

DEPARTURES

  • Departures originate in the department by either the faculty member, immediate supervisor or department chair.
  • Departures are processed in the Faculty Appointment System (FAS).

Below are general steps for Departures for Educator Track faculty. For additional details see the assistant to the chair of your department.

Resignations  – Faculty members must submit, in writing, a resignation letter to his/her immediate supervisor, if applicable, or department chair, copying the assistant to the chair. A six-month (6) notice should be given, unless otherwise agreed upon by the immediate supervisor, if applicable, or the department chair and the faculty member. Any discussion or agreement to depart earlier than the six-month (6) time frame, should be put into writing and signed and dated by all parties. The resignation letter must be processed through FAS and the departure must be acknowledged and approved by the department chair and the dean in FAS. 

Non-renewal  – A non-renewal notice processed in FAS indicating an “actual end date” can serve as a departure. For more details, go to non-renewals.

Visiting faculty or limited-term appointments – Visiting faculty or faculty with a limited term appointment must be departed in FAS. A copy of the appointment letter, stating the non-renewable term dates can be uploaded into FAS as documentation for the departure.

Other  – In the instance of a death of a faculty member, the department should submit a departure in FAS for the faculty member. Relevant correspondence received, such as a copy of an obituary, can be used as documentation and uploaded into FAS. 

NOTE:  When a department processes any type of departure, the department should also communicate the departure with any secondary departments associated with the faculty member and with the department HR lead.

 

 

Reappointments - All Ranks

Promotions - All Ranks

 

A New Appointments - All Ranks

Requirements

Minimum required educational degree for research track faculty:  Ph.D. or equivalent.

  • Instructors on the research track are one-year (1) appointments only  
  • All other ranks can be one to three-year (1-3) term(s) appointments
  • All one-year (1) term appointments are approved by the dean or the dean’s designee 
  • All multi-year term appointments must be approved by dean or the dean’s designee and the Provost Office

Origination

All appointments on the research track originates in the department choosing from two types of searches:  

  • Targeted Searches
  • External Hire Searches

RESEARCH TRACK – TARGETED SEARCHES
MAKE an OFFER and APPOINTMENT REQUESTS - ALL RANKS
 
Click here for PDF version.

Targeted Searches for a new faculty appointment on the Research Track are mainly internal hires (postdocs to faculty). Below is the general process for Offer and Appointment for Research Track Targeted Searches. 

Please be reminded, for all one-year (1) offer and appointment requests, the dean has final approval. For all multi-year offer and appointment requests, the provost has final approval. 

  1. Have a targeted candidate designated for application.
  2. The principal investigator (PI) submits to the assistant to the chair, a letter addressed the department chair requesting the position with the following candidate information:
       a. Candidate’s name.
       b. Appointment title and rank.
       c. Indicate if one-year or multi-year appointment.
       d. Indicate if the appointment will be renewable or non-renewable.
       e. Indicate start date.
       ​f. The nature of the appointment including salary and funding for the position.
  3. The PI submits position information to the assistant to the chair.
       a. Position description.
       b. Position qualifications.
  4. The assistant to the chair creates a position in Interfolio and forwards it to the dean’s designee for approval.
  5. The dean’s designee will approve the position or request corrections to the position.
  6. The assistant to the chair will finalize the position in Interfolio and a URL web address will be created in Interfolio for the position.
  7. The assistant to the chair will send the URL web address to the targeted candidate and determine an “open date” for the position in Interfolio.
  8. The assistant to the chair should also discuss with the candidate other details of the application process, i.e., how the letters of reference (LORs) should be submitted.
  9. The candidate will apply for the position in Interfolio.
  10. Minimum required documentation the candidate must upload into Interfolio:
       a. Updated CV
       b. EEO information
  11. The candidate must arrange to have a minimum of three (3) LORs sent directly to the assistant to the chair for upload into Interfolio. OR, if the LORs are required documents in Interfolio, the candidate must enter the names and email addresses of three (3) letter writers who will submit their LORs directly into Interfolio. 
  12. The PI’s letter, addressed to the department chair requesting the appointment, will not be considered as part of the 3 letters of reference.
  13. The targeted candidate will inform the assistant to the chair when they have completed the application in Interfolio.
  14. Once the application is complete, the assistant to the chair will close the position in Interfolio and upload any documentation they have been collecting.
  15. The assistant to the chair will inform the dean’s office staff that the application is complete.
  16. The assistant to the chair submits the additional required documents electronically to the dean’s office staff for administrative review.
       a. A copy of the draft Offer Letter. NOTE:  Assistants to the chair should check the shared BOX
          folder for the most current version of the Offer Letter template.

       b. A copy of the PIs letter requesting the position.
       c. The chair’s letter requesting the offer and appointment upon the signed and dated
           acceptance of the offer.
       d. Funding Form

Appointment Process

The assistant to the chair will forward the remaining required documentation needed for appointment electronically to the dean’s office staff for administrative review.  Upon final review and approval from the dean, or the dean’s designee, and if applicable, the provost, the appointment process will be complete and an appointment letter will be generated and forwarded to the assistant to the chair for distribution to the faculty member and their PI. All final appointment documents will be uploaded into Interfolio by the dean’s office staff. The dean’s office staff will update the Faculty Information System (FIS) and forward a copy of the Appointment Letter to the dean of the School of Medicine.

Minimum Required Documents for Appointment Provided by the Department Electronically to the Dean’s Office.  

  1. Copy of the signed and dated Offer Letter, must include the identification of faculty mentor and funding plan. NOTE: If there is any change to the offer after the initial approval, i.e. change in start date, salary change, additional approval is not needed; however, the assistant to the chair should alert the dean’s office staff that a change to the offer has occurred.
  2. Copy of the authorized confirmation of exemption for a background check or a copy of the authorized background check, which includes an education verification. Background Check and Education Verification Process and Background Check Letter
     
  •   If HR has confirmed that a candidate is exemt from a background check; but, there is
      no Education Verification on file, the department must submit a request to HR to initiate
      an Education Verification. Background Check and Education Verification Process

       3.  Faculty Information Form. This form is for the dean's office use only.


RESEARCH TRACK – EXTERNAL HIRE SEARCHES
MAKE an OFFER and APPOINTMENT REQUESTS - ALL RANKS
  
Click here for PDF version.

Please be reminded, for all one-year (1) offer and appointment requests, the dean has final approval. For all multi-year offer and appointment requests, the provost has final approval.  

  1. For research track external hires, the principal investigator (PI) must submit an Authorization Request in the form of a letter addressed to their department chair.
       a. Detailed justification for the request
       b.  Details of the position
       c.  Financial implications
  2. The PI creates a search committee. 
  3. Search committee members who have not attended an Inclusiveness Training Session must participate in the mandatory training. Contact, Jermaine.a.soto@vanderbilt.edu, for training session opportunities.
  4. The search committee meets to plan the process for their search.
  5. The search committee submits the Search Plan Document (SPD) to the dean’s designee for review. 
  6. Before the search begins, the assistant to the chair, along with the committee chair, will create the position in Interfolio.  
  7. Minimum required documents to be uploaded into Interfolio by the candidates are:
       a. CV
       b. Cover letter
       c. Statement of research
       d. Names and email addressed for three (3) letter writers, who will submit letters of reference
           (LORs) directly into Interfolio
       e.  EEO information
       f.  Other required documents, determined by the search committee
  8. The assistant to the chair will send the position forward, through Interfolio, to the dean’s designee for review and approval.
  9. The dean’s designee will approve of the position in Intrfolio.
  10. The assistant to the chair will finalize and open the position in Interfolio.
  11. Advertising the position in journals, social media, etc., can ONLY occur at the time the position becomes open in Interfolio.
  12. The Interfolio URL link must be included in all advertising.
  13. Candidates will apply for the position in Interfolio.
  14. At the Interfolio close date, the assistant to the chair should close the position in and mark it as “not published”, unless otherwise specified by the search committee chair.
  15. The committee begins screening candidates.
  16. The committee selects a candidate.
  17. The assistant to the chair informs the dean’s office staff the name of the candidate chosen.
  18. In addition to the Interfolio documents, the assistant to the chair submits the following additional required documents electronically to the dean’s office staff for administrative review:
    a.   The Report of Recruitment
  •    The search committee submits Section A of the Report of Recruitment to the department
       chair, detailing how they implemented the SPD.
  • ​   The department chair submits Section B of the Report of Recruitment, in letter form,
       addressed to the dean’s designee, requesting the offer and appointment.

           b.  A copy of the draft Offer Letter. NOTE:  Please check the shared BOX folder for the most
                current version of the Offer Letter.
           
c.  Funding Form (RT 12)

    19. After administrative review, the offer and appointment request will be forwarded to the dean’s
         designee for review, and if applicable, to the provost.
    20. The decision from the dean, or if applicable the provost, will be communicated to the assistant to
          the chair by the dean’s office staff.
    21. If the decision is positive, the department can extend the offer.
    22. Upon receipt of the signed and dated Offer Letter, the department should continue with the
          appointment process.  

Appointment Process

The assistant to the chair will forward the remaining required documentation needed for appointment electronically to the dean’s office staff for administrative review.  Upon final review and approval from the dean, or the dean’s designee, and if applicable, the provost, the appointment process will be complete and an appointment letter will be generated and forwarded to the assistant to the chair for distribution to the faculty member and their PI. All final appointment documents will be uploaded into Interfolio by the dean’s office staff. The dean’s office staff will update the Faculty Information System (FIS) and forward a copy of the Appointment Letter to the dean of the School of Medicine.

Minimum Required Documents for Appointment Provided by the Department Electronically to the Dean’s Office.  

  1. Copy of the signed and dated Offer Letter, must include the identification of faculty mentor and funding plan. NOTE: If there is any change to the offer after the initial approval, i.e. change in start date, salary change, additional approval is not needed; however, the assistant to the chair should alert the dean’s office staff that a change to the offer has occurred.
  2. Copy of the authorized confirmation of exemption for a background check or a copy of the authorized background check, which includes an education verification. Background Check and Education Verification Process and Background Check Letter
     
  •   If HR has confirmed that a candidate is exempt from a background check; but, there is
      no Education Verification on file, the department must submit a request to HR to initiate
      an Education Verification. Background Check and Education Verification Process

       3.  Faculty Information Form. This form is for the dean's office use only.

______________________________________________________________________________

 

 

 

 

Reappointments – All Ranks

In compliance with the Faculty Manual, all non-renewal notices must be made in writing six (6) months prior to the end of the appointment. However, because of the nature of grant funding, we understand that a PI may not have the final commitment of funding information available at the six (6) month notice timeframe.  Additionally, other extenuating circumstances may also have an effect on the timing of a non-renewal notice.  For these reasons, the assistant to the chair will contact the PI 6.5 – 7 months prior to the end of any reappointment to request a “go, no go” as to whether the PI intends to reappoint the faculty member.

If, at the six (6) month renewal timeframe, funding is still unconfirmed, a limited term reappointment must be processed. In such cases, the PI should meet with their department chairs to discuss further details of the reappointment.

Requirements

  • Reappointments for instructors on the research track are one-year (1) appointments.
  • All other ranks on the research track can be one (1) or one to three-year (1-3) appointments.
  • If funding cannot be secured for the full reappointment term and to keep the faculty member in compliance with the University’s reappointment policy, a limited term reappointment should be processed until additional funds become available. 
  • All reappointments are processed in the Faculty Appointment System, FAS, and are approved by the dean or the dean’s designee.
  • Multi-year reappointments are processed in FAS and require approval from the dean or the dean’s designee and final approval from the vice provost.

Origination 

Reappointment of faculty on the research track originate with the PI and the aid of the assistant to the chair.  Because of the university’s compliance policy, it is important for the assistants to the chair to communicate with PI’s 6.5 - 7 months prior to the expiration of the appointment.  This will allow ample time to process all non-renewals within the six (6) month timeframe outlined in the Faculty Manual. (If non-renewal is confirmed, please proceed to the non-renewal process). 

Assistant to the Chair Process for Reappointment

  1. At 6.5 – 7 months out, get a “go, no go” for reappointment from the PI.
  2. Begin processing the Funding Form.
  3. At 3-4 months out, email the PI and attach the following for completion: 
       a. A copy of the email correspondence confirming the intention to renew the faculty
           appointment.
       b. A copy of the Annual Performance Evaluation Form. NOTE: The Annual Performance
          Evaluation Form (APEF) is a requirement by the dean; however, it is not a requirement for
          reappointment by the University.  In the event an APEF has not been secured at the time of
          reappointment, the assistant to the chair should notify the dean’s office staff and proceed
          with the reappointment.
     
     c. A copy of Appendix 1.
       dA copy of the Funding Form. NOTE: The Funding Form is a requirement by the dean;
          however, it is not a requirement for reappointment by the University. If the Funding Form
          cannot be secured at the time of reappointment, the assistant to the chair should notify the
          dean’s office staff. Additionally, in order to keep the faculty member in compliance with the
          University’s reappointment policy, if commitment for funding cannot be secured for the full
          
    reappointment term at the time of reappointment; however, the expectation for funding is
          probable, a limited term reappointment should to be processed until the additional funds
          become available.

    ​   e. Copy the faculty member on the email to the PI.
  4. At 5-6 weeks out, the assistant to the chair and the department chair should have all documentation uploaded and approved in FAS.
  5. At 4 weeks out, all reappointments should be in the dean’s office queue in FAS.

Minimum Required Documents submitted through FAS by the Department to the Dean’s Office for Reappointment

  1. Letter from the department chair requesting the reappointment.
  2. A copy of the email correspondence from the PI agreeing to proceed with the reappointment.
  3. Current CV.
  4. The PI’s Annual Performance Evaluation Form.
  5. Funding Form.

Reappointment Process

At the appropriate interval of time, the assistant to the chair will communicate with the PI to determine the reappointment decision. The assistant to the chair, PI and POD finance team will work together to gather all required documentation. The assistant to the chair will upload all reappointment documents into FAS. The department chair, or chair designee, reviews and forwards the reappointment request to the dean’s office for administrative review through FAS. After administrative review, the documents will be forwarded to the dean, or the dean’s designee, for final approval; or if applicable, the request will be forwarded to the vice provost for final approval. Upon final approval the reappointment is complete in FAS. The FAS system will generate a reappointment letter. The dean’s office staff will forward the reappointment letter to the assistant to the chair for distribution to the faculty member and PI. The dean’s office staff verifies that FIS has been updated and forwards a copy of the reappointment letter to the dean of the School of Medicine.

______________________________________________________________________________

 

 

Promotions - All Ranks

Requirements

  • Promotions to research assistant professor, research associate professor or research professor can be one (1) or one to three-year (1-3) appointments.
  • All one-year (1) term promotions are approved by the dean or the dean’s designee. 
  • All multi-year term promotions must be approved by the dean or the dean’s designee and the vice provost.
  • There are no time limits for promotion on the research track.
  • Promotions are a change in title only, a promotion does not change an appointment term.

Origination 

  • Promotion of individuals on the research track are initiated by the PI of the faculty member being promoted and the department chair.
  • Promotions can occur at any time during an appointment term; however, most promotions coincide with a reappointment .
  • If a promotion is requested within an appointment term, the effective date must be stated; however, the end date will remain the end date of the appointment.

Minimum Required Documents submitted by the Department to the Dean’s Office:

  1. Request to promote/nomination letter from the PI, addressed to the department chair or chair designee.  The letter must include:
    • Qualifications for promotion
    • The effective date for the promotion
    • Funding source
  2. Letter from the department chair, addressed to the dean or dean designee, requesting the promotion.
  3. Minimum of three (3) letters of evaluation. 
    • Letter writers should be of faculty rank
    • Outside letters of evaluation are not required; however, they are welcomed
    • The PI letter will not be considered as part of the 3 letters of evaluation; the PI’s promotion/nomination letter will be evaluated separately.   
  4. Current CV, in the School of Medicine format.
  5. Copy of the most recent Annual Performance Evaluation Form.
  6. Recommendation of the tenured professors or promotions committee of the nominating department.
    • Include any report from a departmental evaluation committee to the tenured faculty, including the outcome of a vote, if applicable.
    • Include a summary of the tenured professors’ discussion of the candidate’s accomplishments and promise in research, teaching, and service.
  7. Funding Form.

Promotion Process

The PI should contact the assistant to the chair to receive instruction for the process. The PI and the research faculty being promoted, should work with the assistant to the chair to gather all needed materials. Once all documents are compiled, the promotion dossier is submitted to the department chair or chair designee. The department chair, or chair designee, reviews the promotion dossier and the assistant to the chair forwards the dossier electronically to the dean’s office staff for administrative review. After administrative review the dossier will be forwarded to the dean or the dean’s designee for evaluation. Upon the approval from the dean or the dean’s designee, and if applicable, the provost, the dean’s office staff will generate a promotion letter and forward it to the assistant to the chair for distribution to the faculty member and their PI.  The PI should issue their own letter to the faculty member indicating any changes in compensation or benefits. The dean’s office staff will update FIS and forward a copy of the promotion letter to the dean of the School of Medicine.

_______________________________________________________________________

Non-Renewals - All Ranks

Origination 
Non-renewals originate with the PI. 

Requirements
Written notification from the PI for all non-renewals for faculty on the research track must be provided to the faculty member six (6) months prior to the end of the appointment date. The written notification must be signed and dated by the PI and the faculty member.

NOTE: 

  • If possible, begin the notification process 7 months prior to the end of the faculty member’s last day of employment to allow time for processing.
  • If the decision of non-renewal occurs with less than 6 months remaining on the faculty members current appointment, a limited term reappointment must be given to accommodate the 6-month notification requirement.
  • Waiver of notice periods may be negotiated by express consent of both parties and must be part of the written agreement.

Minimum Required Documents submitted through FAS by the Department to the Dean’s Office for a Non-Renewal:

  1. A letter or memo from the PI, with the following information, must be submitted to the department chair: 
    • The reason for non-renewal.
    • The effective dates for the non-renewal.
    • A copy of the signed and dated non-renewal discussion agreement.

2.   A letter from the department chair addressed to the dean or the dean’s designee requesting the non-renewal.

3.   If applicable, any additional relevant correspondence or documentation pertaining to the non-renewal, can also be submitted.

Non-Renewal Process
The PI should meet with their faculty member to discuss the non-renewal decision and put in writing the terms of the non-renewal. The PI submits all the required documentation to the department chair’s assistant. The assistant to the chair will upload the documentation into FAS for department chair approval. The dean’s office will complete the non-renewal process and send a copy of the non-renewal letter to the department for distribution to the faculty member and the PI.

_______________________________________________________________________

Change of Effort - All Ranks

Origination

  • A change in effort may occur at any time during the appointment and originates with the PI.
  • The PI and his/her research track faculty member should meet to discuss any effort change decisions and put an agreement in writing to be signed and dated by both parties.
  • A change in effort affects the percent of effort being compensated.
  • A change in effort creates a new start date for when the effort change takes affect; however the end date will remain the end date of the appointment. 
  • All required documents should be submitted by the PI to the assistant to the chair.

Minimum Required Documents submitted through FAS by the Department to the Dean’s Office for a Change in Effort:

  1. A letter from the PI addressed to the department chair, or chair designee, requesting the change in effort.  The letter must include:
    • The reason for the effort change
    • The effective date for the effort change
    • A copy of the signed and dated Effort Change Agreement between the PI and the research track faculty member
  2. A letter from the department chair or chair designee, addressed to the dean, or the dean’s designee, requesting the effort change. 
  3. An updated Funding Form, reflecting funding availability for the requested change in effort. 

The PI submits all the required documentation to the assistant to the chair. The assistant to the chair uploads all documents into FAS and forwards the request to the department chair, or chair designee, for review. NOTE: To begin an effort change request in FAS, the assistant to the chair must choose the “reappointment” option. The start date will be the date the effort change should begin; however the end date will remain the end date of the appointment. The percent of effort must be entered and the faculty member’s status, full-time, full status, partial-load (FSPL) or part-time (PT). The department chair, or chair designee, will review and forward the request to the Dean’s office staff through the FAS system. After administrative review, the request is sent on to the dean or the dean’s designee for evaluation. Upon the dean or the dean’s designee decision, the effort change becomes complete in FAS. The FAS system will generate an effort change letter. The dean’s office staff verifies that the FIS system has been updated and forwards the effort change letter to the assistant to the chair for distribution to the faculty member and their PI. NOTE: Faculty effort that is less than 100% but greater than 50% is considered a full-status, partial-load (FSPL) position and qualifies for full benefits.  Effort that is less than 50% is considered part-time (PT) and qualifies for partial benefits. Please refer to the Faculty Manual, Part II, Chapter 2, Sections G and I  for details. For information on benefits, contact your department HR lead. 

______________________________________________________________________

Departures –  All Ranks

Departure Origination 

Resignation  - Originates with the faculty member. 

Non-renewal  - Originates with the PI (See Non-Renewal Process for details).

Other  - Originates with the Department. 

Departure Process

Resignation  – Faculty members should submit, in writing, a resignation letter to his/her PI, copying the assistant to the chair. A six months’ notice should be given unless otherwise agreed upon by the PI and faculty member. The resignation letter must be submitted through FAS by the assistant to the chair. The departure must be acknowledged and approved by the department chair and the dean in FASNOTE:  When a department receives a resignation letter, the assistant to the chair should also communicate the departure with any secondary departments and with the department HR lead to begin departmental departure procedures.

Non-renewal  – A non-renewal notice processed in FAS also serves as a departure.  

Other  – In the instance of a death of a faculty member, the assistant to the chair should submit a departure in FAS for the faculty member. Relevant correspondence received, such as a copy of an obituary, can be used as documentation and uploaded into FAS

 

 

Faculty Manual Definitions

Adjunct: The title Adjunct Professor with a designation of the school or department in which this title would be used (such as Adjunct Professor of Law) is available to all schools and is limited to part-time faculty members who normally are practitioners in one of the professions. The title is appropriate also for part¬time faculty members whose main base is another institution in the Nashville area.

Adjoint: The prefix Adjoint designates a person who is based at another institution and who contributes to the mission of a school at Vanderbilt. Such persons usually do not have teaching assignments. Adjunct and Adjoint titles can be:

Adjunct/Adjoint Professor of _________ Adjunct/Adjoint Associate Professor of ________ Adjunct/Adjoint Assistant Professor of ________ Adjunct/Adjoint Instructor in ________

Part-time: Part-time faculty are subject to the same responsibilities (Part III below), disciplinary procedures (Part IV below), and renewal and termination procedures (Part II, Chapters 2 and 3) as full-time faculty in the same ranks, and they have recourse to the faculty grievance procedures (Part II, Chapter 3, and Part IV below). Part-time members of the faculties not having full status with partial load are non-voting members of the Faculty Assembly (Part I, Chapter 2 below). New Appointments - All Ranks

New Appointments - All Ranks

Origination of New Appointments

• Initial part-time, adjunct or adjoint appointments can be one (1) or one to three-year (1-3) appointments.
• Appointment originates in the department.
• All part-time, adjunct and adjoint appointments are approved by the dean or the dean’s designee.
• Appointments are considered part-time with the percentage of effort is 50% or less.
• All adjunct and adjoint appointments are considered part-time, voluntary positions which have no
  associated compensation, benefits or space commitments.

Minimum Required Documents Provided by the Department to the Dean

1. Letter from the department chair requesting the appointment. The letter should include:

    a. Candidate’s name
    b. Appointment title
    c. Term of the appointment
    d. Nature of the appointment

2. A copy of the principal investigator (PI) letter addressed to the chair requesting the appointment, if
    applicable.

3. A letter from the candidate’s home institution detailing the following items:

    a. Home institution must acknowledge and approve of the appointment
    b. State the purpose of the appointment

4. Candidate’s CV in the School of Medicine format.

5. Authorized confirmation of background check and education verification, if applicable. Background Check and Education Verification Process (RT8) and Background Check Letter (RT9)

• If HR has confirmed that a candidate is exempt from a background check; but, there is no Education Verification on file, the department must submit a request to HR to initiate an Education Verification. Background Check and Education Verification Process (RT8)

6. Faculty Information Form.

Appointment Process The department will gather all documentation for appointment and forward all the documents electronically to the dean’s office staff for administrative review. Following administrative review, the dossier will be forwarded to the dean or the dean’s designee for review. Upon final approval, the dean’s office staff will generate an appointment letter and forward the letter to the department for their records and distribution to the faculty member. The dean’s office staff will update the Faculty Information System (FIS).


Reappointments – All Ranks

Origination of Appointments

• Reappointments for part-time, adjunct and adjoint appointments can be one (1) or one to three-year (1-3)
  appointments.
• Reappointments originates with the department and must be submitted through the Faculty Appointment
  System (FAS) one month prior to the end date of the appointment.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the department chair requesting the reappointment.
  2. Candidate’s updated CV in the School of Medicine format.

Reappointment Process The department will gather all documentation for reappointment and the assistant to the chair will upload all reappointment documents into FAS. The department chair, or chair designee, reviews and forwards the reappointment request to the dean’s office for administrative review. After administrative review, the documents will be forwarded to the dean, or the dean’s designee. Upon final approval the reappointment is complete in FAS. The FAS system will generate a reappointment letter. The dean’s office staff will forward the reappointment letter to the department for their records and distribution to the faculty member. The dean’s office staff verifies that FIS has been updated.


Promotions – All Ranks

Origination of Promotions

• Promotions for adjunct and adjoint faculty occur when the faculty member has received a promotion from
  their home institution.
• Promotions for adjunct and adjoint faculty are initiated by the department once the faculty member has
  informed the department of the promotion.
• There are no time limits for promotions.
• Promotions can occur at any time during an appointment term.
• Promotions are a change in title only, a promotion does not change an appointment term.

Minimum Required Documents submitted by the Department to the Dean’s Office:

 1. Letter from the department chair, addressed to the dean or dean designee, requesting the promotion.
 2. A copy of the promotion letter from the home institution.
 3. Candidate’s CV in the School of Medicine format

Promotion Process The faculty member submits a copy of their promotion letter from their home institution to the department and an updated CV. The department will forward all documentation to the dean’s office staff for administrative review. Upon administrative review, the documents will be forwarded to the dean or the dean’s designee for review. Upon approval from the dean or the dean’s designee, the dean’s office staff will generate a promotion letter and forward it to the department for their records and distribution to the faculty member. The dean’s office staff will update FIS.

New Secondary Appointments – All Ranks

Requirements

  • Secondary appointments for non-tenure and tenure-track faculty can be for 1-3 year terms.
  • In general, secondary appointments should run concurrently with the primary appointment. 
  • Secondary appointments for tenured faculty generally have no end date; however, a department may choose to include end-dates and incorporate a renewal process within their department’s secondary criteria policy. 

NOTE: If a secondary faculty member, regardless of rank or tenure/non-tenure status, is not satisfying the commitment of their secondary appointment and every effort has been made by the secondary department to communicate and correct the actions of the faculty member, the secondary department has the right and ability to not renew the secondary faculty appointment by submitting a non-renewal through the Faculty Appointment System (FAS).

Origination

New secondary appointments originate in the secondary department. Each of the Basic Science Departments have their own secondary faculty criteria.  Once the departmental criteria have been met by a secondary candidate and the candidate has been approved at the department level, the secondary department will initiate the approval process for a new secondary appointment.

Minimum Required Documents for a New Secondary Appointment Provided by the Secondary Department to the Secondary Dean’s Office. 

  1. A letter from the secondary department chair, or chair designee, addressed to the primary department’s dean requesting the secondary appointment. The letter should have signature lines, indicating approval of the secondary appointment, for the following people:
    • Secondary dean or dean designee
    • Primary department chair or chair designee
    • Primary department dean or dean designee
  2. An updated curriculum vitae in the School of Medicine format.
  3. Any additional information the department deems relevant for the appointment.

Appointment Process for New Secondary Appointments

The Basic Sciences secondary department chair will submit a letter of request to the Basic Sciences dean’s office, along with the candidates CV for approval and signature.  Upon approval from the dean or associate dean designee, the letter and CV will be forwarded to the primary department chair, or chair designee for approval and signature.  Upon signature from the primary department, the letter and CV will be forwarded to the dean, or dean designee of the primary department for approval and signature. Upon final approval from the primary department dean, the primary department dean’s office will generate a secondary appointment letter and distribute the letter to the faculty member, the primary department, the secondary department and the secondary department dean’s office. Upon receiving the secondary appointment letter, the secondary department dean’s office staff will update the Faculty Information System (FIS). NOTE: The secondary department chair should feel free to send his/her own letter to the new secondary faculty member welcoming him/her into their department.

Secondary Reappointments

Requirements

  • Secondary faculty reappointments should be submitted and processed through the FAS.
  • Reappointments are typically for non-tenured faculty. 
  • Once tenured, there is no end date of an appointment, therefore, there is no option in FAS to reappoint.  However as noted above, within a department’s own secondary criteria policy, a term limit on tenured faculty can be incorporated and adapted. 

Origination of Reappointments 

  • Reappointments for Basic Science secondary faculty whose primary appointment is in VU, originate with the secondary department and are processed in FAS.
  • Reappointments for Basic Science secondary faculty whose primary appointment is in the School of Medicine, Vanderbilt University Medical Center (VUMC), are automatically renewed when their primary reappointment in Medicine is renewed and processed through FAS by the Office of Academic Affairs, School of Medicine, VUMC, unless otherwise specified by the secondary department. NOTE: These reappointments will appear in FAS, but no action is required from the secondary department for reappointment.

Minimum Required Documents Provided by the Secondary Department to the Secondary Dean for Reappointment

  1. A letter from the secondary department chair addressed to the secondary dean requesting the reappointment.  
  2. A copy of the primary department’s reappointment letter.
  3. An updated curriculum vitae in the School of Medicine format.
  4. Any additional information the secondary department deems relevant for reappointment.

Reappointment Process for VU Secondary Reappointments 

The secondary department communicates with the secondary faculty member to verify that he/she wants to continue as a secondary faculty member. The secondary department should receive, but may need to request, from the primary department, a copy of the faculty’s primary reappointment letter. The secondary department admin uploads all required documentation for reappointment into FAS for chair or their designee to review. The secondary department chair, or their designee then forwards the documentation to the dean’s office staff for an administrative review. After administrative review the reappointment is forwarded to the dean or dean designee for approval. Following the dean’s approval, the dean’s office staff completes the final approval process in FAS A secondary reappointment letter is generated in FAS and forwarded to the secondary department for distribution to the secondary faculty member and to the primary department. The dean’s office staff verifies that the FIS has been updated.

Reappointment Process for School of Medicine, VUMC Secondary Reappointments

The secondary department should communicate with the secondary faculty member to verify that he/she wants to continue as a secondary faculty member. The secondary department admin will be able to see the reappointment in the FAS, however, because the primary department is within the School of Medicine, no action from the secondary department is necessary at this time.  The reappointment will be processed within the FAS by the Office of Academic Affairs, SOM VUMC, unless otherwise specified by the secondary department. NOTE: If the secondary department determines that the secondary faculty should not be reappointed or if the secondary faculty member requests not to be reappointed the secondary department should end the secondary appointment in the FAS. If possible, the secondary department should inform the primary department of this action prior to the reappointment of the faculty member or as soon as a non-renewal decision has been made. The secondary department should receive, but may need to request, from the primary department or the primary dean’s office, a copy of the faculty’s primary reappointment letter which should also approve the secondary appointment. Upon receipt of the reappointment letter, the secondary department should send a copy of the reappointment letter to the dean’s office staff.  The dean’s office staff will verify that the secondary appointment has been updated in FIS.  NOTE:  If the dean’s office staff should  receive a copy of the secondary faculty’s reappointment letter, the dean’s office staff will forward a copy of the reappointment letter to the secondary department. 

Secondary Promotions

Origination of Promotions

Promotions originate in the primary department.  Ideally, at the time of a promotion, the primary department should check in the FIS to see if the faculty member has a secondary appointment in other departments. The primary department should contact the chair of the secondary department to inquire if the secondary department would also like to promote the secondary faculty in conjunction with the primary promotion. 

Minimum Required Documents Provided by the Secondary Department for a Secondary Promotion to the Secondary Dean’s Office

  1. A letter from the secondary department chair, or chair designee, addressed to the primary department’s dean requesting the secondary promotion. The letter should have signature lines, indicating approval of the secondary appointment, for the following people:
    1. Secondary dean or dean designee
    2. Primary department chair or chair designee
    3. Primary department dean or dean designee

Promotion Process for Secondary Promotions – In conjunction with the primary promotion

The primary department should check in the FIS for any secondary appointment the faculty member being promoted may have.  The primary department should contact the secondary department to inform them of the upcoming promotion and allow the secondary department time to submit the necessary documentation to process the secondary promotion along with the primary promotion. If the secondary department chair, or chair designee approves of the promotion, the secondary department chair, or chair designee will initiate a letter, addressed to the primary department’s dean, requesting the promotion.  The secondary department sends the letter of request to the secondary dean or associate dean design for approval and signature.  The secondary dean’s office will forward the signed letter on to the chair of the primary department for approval and signature and to include the letter as part of the promotion dossier. Upon the approval of the primary department dean and the final promotion approval process, the primary department dean or the primary department chair should send a copy of the promotion letter to the secondary department and the secondary department dean’s office.  The secondary dean’s office staff will update FIS. 

Promotion Process for Secondary Promotions - For circumstances when a primary promotion of a secondary faculty has not been communicated to the secondary department at the time of promotion 

Origination

Promotions for secondary faculty whose promotion has already been completed in their primary department originates with the secondary department.  

Minimum Required Documents Provided by the Secondary Department to the Secondary Dean for a Secondary Promotion

  1. A letter from the secondary department chair, or chair designee, addressed to the primary department’s dean requesting the secondary promotion. The letter should have signature lines approving the secondary appointment for the following people:
    • Secondary dean or dean designee
    • Primary department chair or chair designee
    • Primary department dean or dean designee
  2. An updated curriculum vitae in the School of Medicine format.
  3. A copy of the primary promotion letter.
  4. Any additional information the department deems relevant for the appointment.  

Promotion Process

Upon knowledge or notification of the primary promotion, the secondary department chair, or chair designee will generate a letter, addressed to the primary department’s dean, requesting the promotion. The secondary department sends the promotion request and documentation to the secondary dean or associate dean designee for approval and signature.  The secondary dean’s office will forward the signed promotion request and documentation to the primary chair, or chair designee for approval and signature.  Upon approval, the primary department will forward the promotion request and documentation to the primary dean for approval and signature.  Upon approval by the primary department dean, the primary department dean’s office will generate a secondary promotion letter to be distributed to the faculty member, the primary department, the secondary department and the secondary department dean’s office. Upon receiving the secondary promotion letter, the secondary department dean’s office staff will update FIS. NOTE: The secondary department chair should feel free to send his/her own letter to their secondary faculty member congratulating him/her on their promotion.

 

Click on the links below to view of download documents.

New Appointments - All Ranks

Origination of New Appointments

  • Initial appointments for Visiting Appointments originates in the Department, and the Chair forwards the dossier to the Dean’s Office for administrative review.   After the administrative review process, the dossier is sent on to the Dean for review.  Following positive review from the Dean, the Dean’s Office notifies the Department Chair of the decision.  The Department Chair communicates the decision to their faculty.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the appointment. The Chair letter must include:
  • Information as to how this person will contribute to the mission of the Department and the SOM Basic Sciences
  • The lab or faculty responsible for mentorship.
  1. Letter from the home institution which must include:
  • Indication that Visiting Scholar has a faculty level appointment at their home institution.
  • Endorsement of the Visiting appointment.
  • Commitment to cover the salary of the individual, unless otherwise designated. 
  • International Visiting Appointments should provide proof of health insurance coverage for themselves and any family members who might accompany them to the US, unless otherwise designated. 
  1. Copy of the offer letter. 
  2. Identification of host, if not already stated in the Chair Letter.
  3. Three letters of recommendation.  These letters can be from individuals within or from outside Vanderbilt University.
  4. Documentation of Funding (download Excel version here) if not covered by home institution.
  5. Candidate’s curriculum vitae, in SOM format.
  6. Authorized confirmation of background check. Send a copy of the e-mail received from HR confirming the completion and passing of the Background Check.  Process:  Please send this link, (faculty candidate letter), to the faculty candidate to complete.  You MUST also copy HR, PEBC@vanderbilt.edu, on the email to the candidate in order for HR to know which department to send the background check confirmation to.  Admins will receive an e-mail from HR confirming the background check.  The confirmation e-mail from HR must be sent in with the appointment packet.
  7. Draft appointment letter.
  8. Faculty Information form (download Excel version here).

Appointment Process

  • The Department Chair forwards the dossier to the Dean’s Office for administrative review.
  • For non-institutional (grants) funded appointments, all dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean’s Office. 
  • ONLY when using institutional funds, should materials be submitted to the Dean’s Office via the RedCap Request for New Faculty Appointment Site.  The Department Chair’s assistant enters the initial information and forwards the code number generated by RedCap to the Dean’s Office.  Hard copies of the documents should also be submitted to the Dean’s Office.
  • The Dean’s Office staff reviews the dossier and forwards it on to the Dean.
    • Following approval by the Dean, the Dean’s Office informs the Department Chair of the decision. 
    • The Department Chair sends out the Offer Letter to the candidate.
    • When the Dean’s Office receives a copy of the signed and dated Offer Letter, the Dean’s Office generates an Appointment Letter, which is sent to the Department for distribution.  NOTE:  In special cases, the Appointment Letter can be sent out prior to receiving the signed Offer Letter.
  • Once the signed and dated Offer Letter is received, the Dean’s Office updates the information in the Faculty Information System (FIS).

Appointment to Endowed Chairs

General Information

  • Members of the Executive Faculty (department chairs and center directors) may nominate an individual for an endowed chair.  The nomination should be provided in writing to the Dean, Basic Sciences.  The letter should provide not only the qualifications of the individual, but other circumstances impacting upon the recommendation, including matters of retention, recruitment, or promotion. In addition, any restrictions on the chair fund should be noted, and the qualifications of the individual to satisfy these restrictions should be mentioned.
  • Faculty at other institutions must be recruited to Vanderbilt before they can be nominated to occupy an endowed chair; however, for individuals under recruitment to Vanderbilt who will likely be nominated to occupy an endowed chair upon joining the faculty, letters of support obtained in the process of appointment to the faculty may be utilized also for the process of appointment to the endowed chair.
  • The nominator should recommend to the Dean the names of at least seven faculty members to serve on an endowed chair review committee. The Dean will consider these recommendations in appointing a committee of up to five members. The committee membership will usually comprise associate professors and full professors holding an endowed chair.  No more than two of the committee members may be from the nominator’s or the candidate’s primary department. It is desirable that committees should include women and underrepresented minorities, and faculty from both clinical and basic science departments. The Executive Faculty member nominating the individual will not serve on the review committee.
  • The Dean will name the committee chair and send a memorandum to the appointment committee members asking them to serve and providing the review committee’s charge.
  • The review committee will receive no fewer than five letters in support of the nominee from the nominator or will solicit such letters. No more than two of these letters may be from members of the Vanderbilt faculty. Any letter solicited in support of the candidate’s appointment to the Vanderbilt faculty or in support of promotion as a Vanderbilt faculty member may be utilized to endorse a nomination for an endowed chair so long as the letter was written within three years of the date upon which the endowed chair will become effective. Within three months of its appointment and charge, the committee will send a report to the Dean.

Minimum Required Documents Provided by the Committee to the Dean

  1. Summary information of the committee’s assessment of the nominee(s)
  2. In cases where there is more than one candidate nominated, a rank order of candidates with rationale for the ranking.

Appointment Process

  • The findings of the review committee will be evaluated by the Dean.  In the event that the review committee endorses the nomination and the Dean concurs, the Dean will send a memo to the Provost, summarizing the findings of the committee, and recommending a nominee for appointment to the endowed chair. If the final nominee chosen by the Dean differs from the recommendation of the review committee, an explanation must be provided.
  • The Provost’s Office forwards the recommendation to the Vice Chancellor for Development and Alumni Relations for verification of funds.  Once verification has been received, the recommendation is then sent to the Provost and the Chancellor for final approval.
  • The Dean’s Office informs the nominee of the appointment.
  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office.
  • Typically holders of endowed chairs are reviewed every seven years at the discretion of the Dean. A current curriculum vitae and endorsement of the Department Chair should be submitted to the Dean for this purpose. 

 

Endowed Chair Reappointments

Origination of Reappointments

Appointments for Endowed Chairs in the SOM, Basic Sciences at Vanderbilt University are for 7-year terms.  The formal reappointment process is as follows:

  • The Department chair of the faculty member submits a letter requesting the reappointment.  The letter should include: Research focus and impact; current funding; recent publications; teaching/training/mentoring; other contributions to department, Basic Science, VU, and scientific community; awards or other forms of national recognition.  The CV of the faculty member should also be submitted. No outside letters are required.
  • An ad hoc committee will be appointed by the Dean to review the reappointment.
  • The committee can recommend reappointment for the full 7 years or may recommend against reappointment.
  • The Chair of the ad hoc committee will send a letter to the Dean summarizing the key elements of the committee’s decision.
  • The Dean will take into account these recommendations and make a final decision.

Endowed Chair Reappointment Process

  1. Each year, in January, The Associate Dean for Faculty Development of the Basic Sciences will email all faculty with Endowed Chair renewals (cc’ing the Department Admins), of the renewal process and their responsibility to the request.
  2. The Dean’s Office will send a separate email (informational only) to the Department Admin with a list of their faculty, if any, whose Endowed Chair needs to be renewed.
  3. The Department submits to the Dean’s Office all documentation for Endowed Chair Renewals by April 30th.
    1. Chair Letter, requesting the reappointment
    2. CV
  4. The Dean will assemble a committee to review the renewals, which will take place in May. 
  5. The Dean’s Office will review, endorse and submit the renewals to the Provost’s Office on or around June 1, giving the Provost’s Office ample time to process the request by July.

 

 

 

New Appointments - All Ranks

General Information

  • The status of “Emeritus/Emerita” recognizes tenured faculty who end full-time service to the University.
  • A tenured faculty member who has served the University with distinction for an extended period of time, and who remains on active status up to the time of retirement is eligible for Emeritus/Emerita status.
  • Appointment to Emeritus/Emerita status is initiated by the Department Chair, and approved by the Dean, Provost, Chancellor, and Board of Trust

Appointment Process

  • Awarding of Emeritus/Emerita Status is initiated by the Department Chair, who provides to the Dean a curriculum vitae for the candidate along with a 250-300 word biography outlining his/her contributions to the University and the academic world in teaching, scholarship, and service.
  • In general, these documents should be received prior to 5:00 P.M. on January 25th of the intended retirement year.
  • Upon approval, the Dean forwards the documentation to the Provost, who then conveys the request to the Chancellor, and the Board of Trust.
  • Upon approval of the Board of Trust, the Chancellor notifies the Dean, who informs the Department Chair and the candidate .
  • Public recognition of Emeritus/Emerita status is made at Commencement at the end of the academic year.
  • Once the process is complete, all updated information is entered into the Faculty Information System (FIS) by the Dean’s Office.

New Appointments - All Ranks

General Information

  • The title of “Retired Faculty” recognizes faculty who end full-time service to the University but do not qualify for Emeritus/Emerita status.
  • A faculty member who has served the University for an extended period of time, contributed to the mission of the institution, and is in good standing at the time of retirement is eligible for Retired status.
  • Appointment to Retired status is initiated by the Department Chair, and approved by the Dean and Provost.
  • Faculty, who have already retired may initiate the process by contacting the current Chair of the Department in which they served.
  • Faculty granted Emeritus/Emerita status may not be appointed to Retired status.

Appointment Process

  • Prior to the date of retirement, or in response to a request from an already retired faculty member, the Department Chair should submit a letter to the Dean requesting that the candidate faculty member receive the status of Retired. The letter should outline how the faculty member meets the specified criteria.
  • The Dean reviews the request, and if approved, forwards it to the Provost for approval.
  • Upon approval, the Dean notifies the Department Chair who then notifies the faculty member.
  •  Once the process is complete, all updated information is entered into the Faculty Information System (FIS) by the Dean’s Office.

Parental Leave Procedures - Non-Tenure Track Faculty

Parental Leave Procedures - Tenured/Tenure-Track Faculty

FMLA, TMLA and LOA Quick Guide - All Tracks

Personal Leave of Absence - All Tracks

Scholarly Leave of Absence - Investigator Track

 

 

 

 

 

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