Appointments & Promotions

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.

Origination of New Appointments and General Processes

• All recruitments to tenure-track or tenured positions must first be approved through the faculty search authorization process before a search can be initiated.
• Suggested language to be used when advertising faculty positions is as follows:

Vanderbilt University is committed to recruiting and retaining an academically and culturally diverse community of exceptional faculty. Vanderbilt is an Equal Opportunity/Affirmative Action Employer. Women and under-represented minorities are encouraged to apply. Vanderbilt University offers employment benefits to same-sex domestic partners and prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression.

• Appointment of an Assistant Professor on the tenure-track (including conversion from non-tenure-track appointments) originates with the Department, and the Chair forwards the dossier to the Dean.  If the Dean approves the dossier, it is forwarded to the Provost for approval. 

Minimum Required Documents Provided by the Department to the Dean

1. Letter from the Department Chair requesting the appointment.
2. Candidate's curriculum vitae.
3. Three letters of recommendation.
4. Search committee report, if applicable.
5. Results from faculty vote, if applicable.
6. Draft offer letter.
7. Job description.
8. Equal Employment Opportunity (EEO) data.

Appointment Process

• Materials are 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 verifies documentation from the Department.  If the Dean's review is positive, the Dean's recommendation to appoint and the Department materials are forwarded to the Provost's Office.
• If the Provost approves the appointment, the Dean communicates the decision to the Department Chair.

• The Department Chair sends the offer letter to the candidate.
• Once the process is complete, all documentation is entered into the Faculty Information System (FIS).

Origination of New Appointments and General Processes

• All appointments to tenure-track or tenured positions must first be approved through the faculty search authorization process before a search can be initiated.
• Suggested language to be used when advertising faculty positions is as follows:

Vanderbilt University is committed to recruiting and retaining an academically and culturally diverse community of exceptional faculty. Vanderbilt is an Equal Opportunity/Affirmative Action Employer. Women and under-represented minorities are encouraged to apply. Vanderbilt University offers employment benefits to same-sex domestic partners and prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression.

• Appointment of an Associate or a Full Professor from outside Vanderbilt originates with the Department, and the Chair forwards the dossier to the Dean for administrative review. Following positive review, the dossier is advanced to the Faculty Appointments and Promotions Committee (FAPC) for evaluation. The dossier is then advanced to the Dean for final review. If the Dean's decision is positive, the dossier is advanced to the Provost for approval. Upon approval, the Provost forwards the dossier to the Chancellor and then, if the appointment carries tenure, to the Board of Trust.

Minimum Required Documents Provided by the Department to the Dean

1. Letter from the Department Chair requesting the appointment.
2. Candidate's curriculum vitae.
3. Search committee report if applicable.
4. Results from faculty vote if applicable.
5. School of Medicine Critical References form.
6. Job description.
7. Draft offer letter.
8. EEO data if applicable.
9. Six letters of recommendation.  For faculty being recruited from outside Vanderbilt into a tenured position, the letters may be submitted after the request to hire has been approved by the Provost, to enable negotiations to proceed quickly.  Subsequently, the recommendation letters should be submitted by the Department in both electronic (PDF) and hard copy form to the Dean's Office.

Appointment Process

• All required documents are 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 conducts an administrative review, then provides the dossier to the School of Medicine's Office of Faculty Affairs (OFA) for evaluation by the FAPC.
• The OFA then provides the results of the FAPC review to the Dean.
• The Dean reviews all materials, and if the review is positive, provides to the Provost's Office the Dean's recommendation to appoint, results of the FAPC review, and all materials submitted by the Department.
• If the Provost's review is positive, the Provost provides to the Chancellor's Office all materials and the Provost's approval to appoint.

• If the Chancellor's review is positive, the Provost's Office notifies the Dean's Office of the decision.  If the appointment carries tenure, the Chancellor's Office provides all materials to the Board of Trust for final approval.
•  If the appointment is approved, the Dean communicates the decision to the Department Chair.

• The Department Chair sends the offer letter to the candidate.
• Once the process is complete, all documentation is entered into the Faculty Information System (FIS) by the Dean's Office.

Probationary Period to Tenure

• Appointment as an Assistant Professor on the Investigator tenure-track requires that the faculty member be evaluated and approved for tenure within nine years of the time of initial appointment.
• The first two appointment periods are typically for three years; the next appointment period(s) may be for one, two, or three years, at the discretion of the Dean and based on the progress of the candidate towards tenure.
• Appointment renewals recommended for Assistant Professors on the tenure-track must include a departmental statement affirming the faculty member's progress toward being proposed for promotion and tenure.

Minimum Required Documents Provided by the Department to the Dean

1. Letter from the Department Chair requesting the reappointment.
2. Candidate's curriculum vitae in the School of Medicine format.
3. Report from the Department faculty or the faculty mentoring committee regarding the faculty member's progress.
4. Copies of communications to the faculty member regarding mentoring and recommended progress. The report of the faculty or mentoring committee can be copied to the faculty member, with a signature line showing he/she has received and reviewed the report.
5. Draft reappointment letter.
6. Additional notes can be added as needed.

Reappointment Process

• The Department Chair submits a request for reappointment and all required documents via the Faculty Appointment System (FAS) to the Dean for evaluation.
• If the evaluation is positive, the Dean's reappointment request and the Department materials are forwarded to the Provost's Office for approval.
• If approved, the Provost communicates the decision to the Dean who notifies the Department Chair.
• The Department Chair notifies the faculty member.
• Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean's Office.

General Procedures

• Promotion of an Assistant Professor to Associate Professor with tenure is initiated in the Department, and the Chair forwards the dossier to the Dean for administrative review. Following positive review by the Dean, the dossier is advanced for evaluation to the Faculty Appointments and Promotions Committee (FAPC), then to the Executive Committee of the Executive Faculty (ECEF). The results of these evaluations are submitted to the Dean for a final review. If the Dean's review is positive, the dossier is advanced to the Provost for approval. Upon approval, the Provost forwards the dossier to the Chancellor for approval.   If the promotion carries tenure, the Chancellor forwards the dossier to the Board of Trust for approval.
• If the FAPC does not support the promotion, the dossier is returned to the Dean for final evaluation. If both the FAPC and the Dean do not support the promotion, the Department Chair may appeal the decision to the ECEF. If the ECEF does not support the promotion, the Department Chair may appeal through a process outlined in the Faculty Manual.
• The awarding of tenure usually accompanies promotion to the rank of Associate Professor for faculty on the tenure-track. However, on rare occasions, an Assistant Professor can be promoted to Associate Professor without tenure. In such cases, appointment to tenure must happen within three years after the promotion.
• If an Assistant Professor is recruited from outside the institution without promotion or tenure, credit is given for service at the previous institution. Thus, the total amount of time before tenure must occur at Vanderbilt is nine years minus the years of prior service. An additional year can be added to the tenure clock to account for the transition of the individual to Vanderbilt.
• The dossier for promotion to tenure must be completed and received in final form by the School of Medicine Office of Faculty Affairs no later than the last day of the nine-year probationary period. The faculty member is then reappointed for one year while the tenure case is reviewed.

Dossier Requirements for Promotion with Tenure Provided by the Department to the Dean

1. Letter from the Department Chair requesting the promotion.
2. Recommendation of the tenured faculty.
3. Candidate's curriculum vitae in the School of Medicine format.
4. Documentation of teaching effectiveness and teaching evaluations, if applicable.
5. Candidate's statement on accomplishments in research, teaching, and service. 
6. School of Medicine Critical References form.
7. Candidate's appointment history: hire date, reappointment dates, and any extensions of the probationary period.
8. One sample letter to external reviewers. Please do not include a copy of each such letter.  Guidelines for letters of evaluation are provided as per the School of Medicine Office of Faculty Affairs.
9. Names of external reviewers nominated by the candidate, a list of those contacted, and letters from those responding:  Candidates may submit names of up to six qualified external reviewers. Not all have to be solicited for letters, but at least three letters from the candidate's list must be in the file. Although the University is obligated to use names from the candidate's list, candidates should be advised in advance about the characteristics of reviewers that will make them most credible to those who assess the file.
10. Names of external reviewers selected by the department and letters from those responding:  The dossier must contain at least three letters-and preferably more than three letters-from reviewers identified by the department. Reviewers selected by the department or school cannot also appear on the candidate's list. These reviewers must be leading scholars in their fields, with minimal connection to the candidate. It is expected that reviewers will have appointments at the rank of Professor, except on rare occasions. Normally, they will be selected from distinguished universities or other institutions with exemplary programs or faculty in the relevant field, preferably from those in the top twenty-five in that discipline. If exceptions to this guideline are proposed, they must be justified in the initial request to the Dean.
11. Biographical information on reviewers. To keep the size of electronic files to a minimum, please do not submit the reviewers' curriculum vitae; rather, submit a brief paragraph or biosketch on each.
12. All correspondence with reviewers, including emails.
13. Communications from the candidate's mentoring committee to the candidate.
14. Draft promotion letter.
15. Additional materials. To keep the size of electronic files to a minimum, please prepare a separate PDF for appendices (i.e., publications). These materials should be listed in the Table of Contents.

Promotion Process

• All dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean's Office.
• The Dean's Office conducts an administrative review, then provides the dossier to the School of Medicine's Office of Faculty Affairs (OFA), for review by the FAPC, then the ECEF.
• The OFA then provides the results of the FAPC and ECEF reviews to the Dean.
• The Dean reviews all materials, and if the review is positive, the Dean provides to the Provost's Office the Dean's recommendation, results of the FAPC and ECEF reviews, and all materials submitted by the Department.
• If the Provost's review is positive, the Provost provides to the Chancellor's Office all materials submitted to the Provost by the Dean, and the Provost's approval to promote.
• If the Chancellor's review is positive, the Provost's Office notifies the Dean's Office of the decision. When the promotion carries tenure, the Chancellor's Office provides all materials to the Board of Trust for final approval.
• If the Board of Trust approves, the Provost's Office notifies the Dean who then informs the Department Chair.
• The Department Chair sends the promotion letter to the faculty member.
• Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean's Office.

General Procedures

• Promotion of a tenured Associate Professor to Full Professor is initiated in the Department, and the Chair forwards the dossier to the Dean for administrative review.  Following positive review by the Dean, the dossier is advanced for evaluation to the Faculty Appointments and Promotions Committee (FAPC), then to the Executive Committee of the Executive Faculty (ECEF). The results are submitted to the Dean for a final evaluation. If the Dean's evaluation is positive, the dossier is advanced to the Provost for approval.  Upon approval, the Provost forwards the dossier to the Chancellor for approval.
• If the FAPC does not support the promotion, the dossier is returned to the Dean. In this case, the Department Chair may appeal the decision to the ECEF. If the ECEF does not support the promotion, the Department Chair may appeal through a process outlined in the Faculty Manual.
• There are no time limits on promotion of an Associate to Full Professor.

Dossier Requirements for Promotion Provided by the Department to the Dean

1. Letter from the Department Chair requesting the promotion..
2. Recommendation of the tenured professors.
   1. Include any report from a departmental evaluation committee to the tenured faculty, if applicable.
   2. Include a summary of the tenured professors' discussion of the candidate's accomplishments and promise in research, teaching, and service, if applicable.
3. Candidate's curriculum vitae in the School of Medicine format.
4. Documentation of teaching effectiveness and teaching evaluations, if applicable.
5. Candidate's statement on accomplishments in research, teaching, and service.
6. School of Medicine Critical References form.
7. Sample letter to external reviewers. Please do not include a copy of each such letter.  Guidelines for letters of evaluation are provided as per the School of Medicine Office of Faculty Affairs.
8. Names of external reviewers nominated by the candidate, a list of those contacted, and letters from those responding:  Candidates may submit names of up to six qualified external reviewers. Not all have to be solicited for letters, but at least three letters from the candidate's list must be in the file. Although the University is obligated to use names from the candidate's list, candidates should be advised in advance about the characteristics of reviewers that will make them most credible to those who assess the file.
9. Names of external reviewers selected by the department and letters from those responding:  The dossier must contain at least three letters-and preferably more than three letters-from reviewers identified by the department. Reviewers selected by the department or school cannot also appear on the candidate's list. These reviewers must be leading scholars in their fields, with minimal connection to the candidate. The department or school should strive to select external reviewers who did not also write for the tenure review. Reviewers will have appointments at the rank of professor.  Normally, they will be selected from distinguished universities or other institutions with exemplary programs or faculty in the relevant field, preferably from those in the top twenty-five in that discipline. If exceptions to this guideline are proposed, they must be justified in the initial request to the Dean.
10. Biographical information on reviewers. To keep the size of electronic files to a minimum, please do not include reviewers' curriculum vitae; rather, submit a brief paragraph or biosketch on each.
11. All correspondence with reviewers, including emails.
12. Draft promotion letter.
13. Additional materials. To keep the size of electronic files to a minimum, please prepare a separate PDF for appendices (i.e., publications).  These materials should be listed in the Table of Contents.

Promotion Process

• All dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean's Office.
• The Dean's Office conducts an administrative review, then provides the Department packet to the School of Medicine's Office of Faculty Affairs (OFA), for review by the FAPC and then by the ECEF.
• The OFA then provides the results of the FAPC and ECEF reviews to the Dean.
• The Dean reviews all materials, and if the review is positive, provides to the Provost's Office the Dean's recommendation to promote, which includes the candidate's appointment history (specific dates), results of the FAPC and ECEF reviews, and all materials submitted by the Department.
• If the Provost's review is positive, the Provost provides to the Chancellor's Office all materials submitted to the Provost by the Dean, and the Provost's approval to promote.
• If the Chancellor's review is positive, the Provost's Office notifies the Dean of the decision. The Dean then notifies the Department.

The Department Chair notifies the faculty member.

• Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean's Office.

General Procedures

• Promotion of an Assistant Professor to Associate Professor with tenure is initiated in the Department, and the Chair forwards the dossier to the Dean for administrative review. Following positive review by the Dean, the dossier is advanced for evaluation to the Faculty Appointments and Promotions Committee (FAPC), then to the Executive Committee of the Executive Faculty (ECEF). The results of these evaluations are submitted to the Dean for a final review. If the Dean's review is positive, the dossier is advanced to the Provost for approval. Upon approval, the Provost forwards the dossier to the Chancellor for approval.   If the promotion carries tenure, the Chancellor forwards the dossier to the Board of Trust for approval.
• If the FAPC does not support the promotion, the dossier is returned to the Dean for final evaluation. If both the FAPC and the Dean do not support the promotion, the Department Chair may appeal the decision to the ECEF. If the ECEF does not support the promotion, the Department Chair may appeal through a process outlined in the Faculty Manual.
• The awarding of tenure usually accompanies promotion to the rank of Associate Professor for faculty on the tenure-track. However, on rare occasions, an Assistant Professor can be promoted to Associate Professor without tenure. In such cases, appointment to tenure must happen within three years after the promotion.
• If an Assistant Professor is recruited from outside the institution without promotion or tenure, credit is given for service at the previous institution. Thus, the total amount of time before tenure must occur at Vanderbilt is nine years minus the years of prior service. An additional year can be added to the tenure clock to account for the transition of the individual to Vanderbilt.
• The dossier for promotion to tenure must be completed and received in final form by the School of Medicine Office of Faculty Affairs no later than the last day of the nine-year probationary period. The faculty member is then reappointed for one year while the tenure case is reviewed.

Dossier Requirements for Promotion with Tenure Provided by the Department to the Dean

1. Letter from the Department Chair requesting the promotion.
2. Recommendation of the tenured faculty.
3. Candidate's curriculum vitae in the School of Medicine format.
4. Documentation of teaching effectiveness and teaching evaluations, if applicable.
5. Candidate's statement on accomplishments in research, teaching, and service. 
6. School of Medicine Critical References form.
7. Candidate's appointment history: hire date, reappointment dates, and any extensions of the probationary period.
8. One sample letter to external reviewers. Please do not include a copy of each such letter.  Guidelines for letters of evaluation are provided as per the School of Medicine Office of Faculty Affairs.
9. Names of external reviewers nominated by the candidate, a list of those contacted, and letters from those responding:  Candidates may submit names of up to six qualified external reviewers. Not all have to be solicited for letters, but at least three letters from the candidate's list must be in the file. Although the University is obligated to use names from the candidate's list, candidates should be advised in advance about the characteristics of reviewers that will make them most credible to those who assess the file.
10. Names of external reviewers selected by the department and letters from those responding:  The dossier must contain at least three letters-and preferably more than three letters-from reviewers identified by the department. Reviewers selected by the department or school cannot also appear on the candidate's list. These reviewers must be leading scholars in their fields, with minimal connection to the candidate. It is expected that reviewers will have appointments at the rank of Professor, except on rare occasions. Normally, they will be selected from distinguished universities or other institutions with exemplary programs or faculty in the relevant field, preferably from those in the top twenty-five in that discipline. If exceptions to this guideline are proposed, they must be justified in the initial request to the Dean.
11. Biographical information on reviewers. To keep the size of electronic files to a minimum, please do not submit the reviewers' curriculum vitae; rather, submit a brief paragraph or biosketch on each.
12. All correspondence with reviewers, including emails.
13. Communications from the candidate's mentoring committee to the candidate.
14. Draft promotion letter.
15. Additional materials. To keep the size of electronic files to a minimum, please prepare a separate PDF for appendices (i.e., publications). These materials should be listed in the Table of Contents.

Promotion Process

• All dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean's Office.
• The Dean's Office conducts an administrative review, then provides the dossier to the School of Medicine's Office of Faculty Affairs (OFA), for review by the FAPC, then the ECEF.
• The OFA then provides the results of the FAPC and ECEF reviews to the Dean.
• The Dean reviews all materials, and if the review is positive, the Dean provides to the Provost's Office the Dean's recommendation, results of the FAPC and ECEF reviews, and all materials submitted by the Department.
• If the Provost's review is positive, the Provost provides to the Chancellor's Office all materials submitted to the Provost by the Dean, and the Provost's approval to promote.
• If the Chancellor's review is positive, the Provost's Office notifies the Dean's Office of the decision. When the promotion carries tenure, the Chancellor's Office provides all materials to the Board of Trust for final approval.
• If the Board of Trust approves, the Provost's Office notifies the Dean who then informs the Department Chair.
• The Department Chair sends the promotion letter to the faculty member.
• Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean's Office.

• 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 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.