Introduction to Academic Appointments
This section of the manual provides an introduction to academic appointments in the University of Ottawa’s Faculty of Medicine assists in determining the appropriate category for an individual interested in applying for an academic appointment outlines the minimum requirements for appointment at each rank and outlines the application process and requirements.
These procedures concern clinical faculty (MD) and clinical scientists (PhD) at the Faculty of Medicine. Refer to Key Definitions for more information. Academic appointments for clinicians (MD) and clinical scientists (PhD) are governed by the University of Ottawa’s Faculty of Medicine Appointments Policy.
The following four areas must be addressed for each faculty member upon appointment:
- Academic Job Description / Career Path
Primary Appointment Categories
There are two categories of appointment for Clinical Faculty Members: Full-time Clinical Academic Appointment; and Part-time Clinical Academic Appointment. Each of the categories of academic appointment is differentiated by the amount of time dedicated to academic work on average over the course of the year, as described below:
- Full-time: The physician or clinical scientist (PhD) spends four (4) full days or greater per week in academic activities as approved by the Department Chair and the Dean (and as defined by an academic job description), at the University, a research institution, or a fully-affiliated hospital, community-affiliated hospital, or an affiliated community practice with a relationship with at the University of Ottawa.
- Part-time: The physician or clinical scientist (PhD) spends between one (1) and four (4) days per week in academic activities as approved by the Department Chair and the Dean (and as defined by an academic job description), at the University, a research institution, or a fully-affiliated hospital, community-affiliated hospital, or an affiliated community practice with a relationship with the University of Ottawa. The number of days per week shall be agreed to in the Letter of Agreement (LOA).
Volunteer (but not paid) activity at other academic institutions may qualify as approved academic activity. Secondment to another employer is at the discretion of the Department Chair, and any changes to the appointment category will be addressed by the Academic Leave Policy.
Approval Process for Appointing Clinical Faculty
The Faculty Appointments Advisory Committee (FAAC) advises the Dean concerning faculty appointments for clinicians (MDs) and clinical scientists (PhDs) specifically involved in the process of patient care or directly contributing to the academic mission (research and/or education) of a Clinical Department. The FAAC does not review basic scientists with appointments at research institutes who do not meet the criteria above. Their review will be streamlined through the Basic Sciences Departments following procedures detailed in Appendix 1 (Primary Appointment of Ph.D Scientist at Research Institutes to Basic Science Department; Approved at Faculty Council, September 04, 2013).
The FAAC is responsible for approval of all University clinical academic appointments (new full-time and part-time appointments) with the exception of adjunct professors (appointments at the Adjunct level will not include a professorial rank), as well as recommending academic rank of a candidate for appointment not already determined by the Promotions Committee.
The FAAC performs a documentary review of applications submitted by the Department Chair or applicable academic head, applying sector-specific standards to judge fairly and consistently the merits of the appointment applications. The FAAC will either: approve an appointment to the Dean; or defer the request following further information on an application.
The Committee will communicate with the Department Chair throughout the application process. Any questions and concerns with the application will be directed to the Department Chair. The applicant will be copied on these correspondences.
Point for clarification to be circulated to the FAAC via email (i.e., start date, pending CPSO, pending Royal collage exam, date of completion of Master).
Deferred files will get a second full review. These can include and updated C.V, updated academic plan, updated letter from the Department Chair and reference letters. Please note that this list is not inclusive.
There will be a free flow of information from the Committee Chair to the Dean.
The Department Chair, or applicable academic head, may at any time appeal to the Dean the FAAC’s recommendation on an application, or re-submit the application to the FAAC with additional information.
Requirements for Appointment
The ranks of academic appointment are as follows:
- Assistant Professor
- Associate Professor
- Full Professor
Appointment to an academic rank is aimed at the component of clinician or researcher work that is specifically focused on furthering the University of Ottawa’s academic mission.
Criteria for Decision on Rank
Applicants that are engaged in academic work for greater than one (1) day a week on average over the course of the year of their professional time could be considered for an appointment at the Lecturer, Assistant Professor or Associate Professor level and exceptionally at the Full Professor level. The FAAC will appoint applicants at a minimum at the same rank previously held at another institution and may be considered for reclassification to the rank of Assistant Professor.
All Clinicians appointed at the rank of Lecturer engage in teaching activities that are vitally important to the University. There are two (2) groups of clinicians encompassed within the rank of Lecturer: those that intend to leverage the rank as a stepping stone to further advancement; and those who participate in teaching students, however, do not intend to pursue academic promotion. The work of Lecturers who do not intend to pursue academic promotion is essential to the mission of hospitals and those serving in community settings. The value that these clinicians bring, through their teaching of medical students and residents, and their clinical contributions, is paramount.
An initial appointment at the rank of Lecturer requires:
- An MD with a license to practice, or a PhD;
- Required clinical training; and
- Required credentials as pertinent to the specific hospital site or community setting. Specific required credentials, such as the CMPA, are defined by the Department.
Ph.D. Scientists recruited or holding a position within a Clinical Department for the purpose of conducting research activities directly relevant to patient care could be considered for a primary appointment within that clinical department at the rank of Assistant Professor, as an exception to the procedure outlined in Appendix 1 if meeting criteria detailed below.
An initial appointment at the rank of Assistant Professor requires:
- An MD with a license to practice, or a PhD;
- Required clinical training (for MDs) ;
- Required credentials as pertinent to the specific hospital site or community setting. Specific required credentials, such as the CMPA, are defined by the Department;
- Further training of at least one (1) year (post-residency) in areas such as, but not limited to: Clinical Fellowship; Research; Education; and/or Additional Degree OR at least one (1) year of experience as a Faculty Lecturer; and
- Evidence of scholarship and clear intention to pursue academic promotion as detailed in an academic plan
- For Ph.D.s, the academic plan should also clearly outline the commitment, with support from the Clinical Department, to establish an independent research program relevant to patient care, while also contributing to scholarly activities furthering the academic mission of the University of Ottawa
Associate Or Full Professor
Applicants that hold an appointment at the rank of Assistant Professor, Associate Professor or Full Professor at another university will be reviewed by the FAAC to ensure that they meet the University of Ottawa Faculty of Medicine standards for the requested rank. Applications for promotion at the time of initial appointment must be directed by the Department Chair to the Dean on the recommendation of the Departmental Teaching Personnel Committee (DTPC).
Lecturer, Assistant, Associate And Full Professor
Initial requests for a clinical appointment at these levels require the following documents to be submitted to the FAAC:
- Application for Clinical Academic Appointment Form signed by the Department Chair (refer to Appendix A);
- Updated Curriculum Vitae (short form CV)
- Lecturer, PTA short form CV is sufficient
- For all requests at the ranks of Lecturer FTA, Assistant Professor, Associate Professor, and Full Professors, updated curriculum vitae and short form cv are required. The CV must be updated within the last twelve (12) months. The preferred CV template is available on the Faculty Affairs website.
- Academic Job Description, where applicable;
- Letter of Support from the Department Chair, must include initial start date, term of the appointment, rank, status, and support from the DTPC;
- Memorandum of Agreement (refer to Appendix D);
- Academic Plan (Required for appointments at the rank of Assistant Professor or reclassification to the rank of Assistant Professor)
- Letters of reference (Two (2) letters of reference for an academic appointment at the rank of lecturer or research assistant professor and three (3) letters for an academic appointment at the rank of Assistant Professor.
If not using the Faculty of Medicine reference letter form, please ensure to include the following information in your letter.
- The date the letter was written
- The time and duration of your contact with the applicant
- Assessment of the applicant’s
- Cognitive skills and knowledge
- Problem solving and patient management skills
- Behaviour and attitudinal skills
- Communication skills and working relationships
- Motivation and punctuality
- Sense of responsibility
- Procedural skills specific to the discipline
- Special qualities and unique contributions
*Letters of reference should be written on letterhead. Those without access to letterhead can provide a reference letter in an email.*
Appointments at the level of Adjunct Professor will be made by the Department Chair with involvement of the Departmental Teaching Personnel Committee (DTPC) as needed. These appointments will be evaluated after thirty-six (36) months or earlier as defined by the academic job description.
The following are minimum application requirements:
- Updated Curriculum Vitae (refer to Appendix C);
- Letter of support from the Department Chair;
- MOA stating expected academic contributions to the Faculty (refer to Appendix D); and
- A letter from the Program Director of the DME may be included.
Refer to Appendix B for the academic appointment application checklist template.
Advancement From Lecturer To Assistant Professor - Reclassification
Advancement from Lecturer to the status of Assistant Professor is a simplified process that will be addressed by the FAAC. This can commence after one (1) year in the position of Lecturer, or at any point thereafter, provided the candidate has demonstrated evidence of commitment to the University’s academic mission and clear intention to pursue academic promotion.
The following application requirements apply to achieve advancement:
- Evidence of scholarship and clear intention to pursue academic promotion as detailed in an academic plan;
- For Ph.D.s, the academic plan should also clearly outline the commitment, with support from the Clinical Department, to establish an independent research program relevant to patient care, while also contributing to scholarly activities furthering the academic mission of the University of Ottawa;
- Updated Memorandum of Agreement;
- Updated Curriculum Vitae within the last twelve (12) months;
- Letter of support from Department Chair, must include initial start date, rank, status, department and support from the DTPC;
A temporary appointment will be for a period of six (6) months and in conditional upon receipt of the complete package. If the Faculty of Medicine is not in receipt of the required documents by the end date specified, the appointment will be considered terminated and the file closed. Temporary appointments are only granted at the rank of Lecturer.
APPLICATION REQUIREMENTS FOR A TEMPORARY APPOINTMENT
- Temporary appointment form
- Short form C.V.
The temporary appointment must be supported by the Department Chair. Temporary appointments are reviewed and approved by the Vice-Dean, Faculty Affairs and the Dean.
A letter signed by the Vice Dean, Faculty Affairs will be sent to the Department Chair’s office for approved temporary appointments.
Faculty Appointment Of Physicians Who Are Appointed As Locum Tenens In Affiliated Institutions/Clinic
Due to the temporary nature of the locum tenens appointments, it is not necessary or advisable to have a regular appointment as FTA or PTA with the academic rank of Lecturer or above. However, since many of these individuals may have encounters with our learners, it may be necessary to have faculty affiliation and supervision. In order to ensure a proper academic environment and supervision of these individuals, the following guidelines should be used in seeking faculty affiliation for these appointments.
If the appointment is for a short duration (e.g. less than one year), appointments will be as Adjunct Professor, with a specific list of academic activities that the individual is expected to undertake while employed as locums provided in the MOA (MOA for Adjunct Professors to be used). If the appointment is converted to a regular appointment, application for faculty appointment on the regular stream will be considered by the FAAC.
If the appointment is for more than one year’s duration a regular appointment may be considered.
If there is any special reason to provide a regular appointment (Lecturer or above), the reasons should be clearly stated and a regular application with appropriate MOA should be forwarded to the Office of Professional Affairs.