Academic Requests

FACULTY APPOINTMENTS ADVISORY COMMITTEE

TERMS OF REFERENCE

PREAMBLE

The Faculty Appointments Advisory Committee (FAAC) advises the Dean concerning faculty appointments for clinicians (MDs) and clinical scientists (PhDs) specifically involved in the process of patient care. The FAAC will not review basic scientists with appointments at research institutes who are not involved in patient care. Their review will be streamlined through the Basic Sciences Departments and plans are underway to formalize their review process in parallel with this work.

This document describes the FAAC in two sections:

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

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

SECTION 1: TERMS OF REFERENCE

1.1 PURPOSE

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

The FAAC is responsible for:

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

1.2 AUTHORITY

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

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

1.3 TASKS

The FAAC performs a documentary review of applications submitted by the Department Chair or applicable academic head, applying sector-specific standards to judge fairly and consistently the merits of the appointment applications. Decisions to defer an application are achieved by consensus or vote. Decisions to accept an application will be recommended to the Dean.

1.4 SCOPE

The scope of the FAAC includes:

New full-time and part-time appointments;

Department Chairs have the option of bringing appointments that involve category changes to the FAAC for review and recommendation. Responsibility for reporting the Faculty’s category changes to the Dean’s Office remains with the respective Department Chair;

1.5 APPOINTMENT REVIEW - APPEALS

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

1.6 MEMBERSHIP

The Dean appoints ten (10) members to the Faculty Appointments Advisory Committee, including a Chair, with appropriate representation from the Departments as determined by the Dean. At least three (3) members will be Clinical Department Chairs, one (1) of whom will have clinical scientists (PhD) within his or her Department.

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

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

1.7 MEETINGS

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

Quorum is set at four (4) members in attendance, which includes the Committee Chair or his/her Committee Member delegate.

1.8 REVIEW OF TERMS AND PROCEDURES

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

1.9 REPORTING

The FAAC reports to the Dean of Medicine:

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

Suggestions to change the FAAC procedures, as needed; and

An annual report of appointments approved/deferred.

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

SECTION 2: PROCEDURES

2.1 KEY DEFINITIONS

Academic Categories: There are two (2) categories of appointment for Clinical Faculty Members: Full-time Clinical Academic Appointment; and Part-time Clinical Academic Appointment. Each of the categories of academic appointment is differentiated by the amount of time dedicated to academic work on average over the course of the year, as described below:

Full-time: The physician or clinical scientist (PhD) spends four (4) full days or greater per week in academic activities as approved by the Department Chair and the Dean (and as defined by an academic job description), at the University, a research institution, or a fully-affiliated hospital, community-affiliated hospital, or an affiliated community practice with a relationship with at the University of Ottawa.

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

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

Academic Mission: The University’s written goals and objectives.

Academic Rank: The rank of a faculty member as Lecturer, Assistant Professor, Associate Professor or Full Professor.

Adjunct: A scholar, artist or a professional may be appointed as an Adjunct Professor in a University of Ottawa academic unit for the purpose of performing a specific and valuable academic function - such as supervising trainees, research or theses, or conducting seminars, workshops or special classes – which is not in the circumstances performed by members of the academic staff. Appointments at the Adjunct level reflect the time commitment made toward academic work, rather than academic rank. There is no career path associated with an Adjunct appointment.

The term of an Adjunct appointment shall not exceed thirty-six (36) months, but there shall be no limit on the number of reappointments. The process of reappointment for Adjunct Professors is governed by the Department Chair, who makes a written request to the Dean.

Affiliated teaching hospital: A hospital, community hospital or other medical facility that is affiliated to a medical school and provides trainees with teaching and supervised practical experience.

Alternate Funding Plan (AFP): A multi-party financial and resource sharing agreement that recognizes and supports the academic contribution of physicians working in an AHSC.

Academic Health Science Centre (AHSC): The University and the Hospital undertaking the functions of education and clinical services as well as research in a research institute or department.

Chair: Chair of the University Department in which the faculty member has a primary appointment.

Clinical (MD) faculty: Academic physicians, licensed to practice in Ontario, who hold joint appointments between a clinical entity (fully-affiliated hospital, community-affiliated hospital, or an affiliated community practice with a relationship with the University of Ottawa), and a Clinical Department in the Faculty of Medicine.

Clinical Scientists (PhD): Scientists involved in the process of patient care.

Distributed Medical Education (DME): Medical education outside the usual tertiary care setting. Educational sites may be in small or rural communities, while others may be in larger centres or small cities.

Impact Analysis: A form circulated through senior management of the affiliated teaching hospital that outlines specific resources required to support the appointment.

Letter of Appointment (LOA): A letter signed by the physician or the clinical scientist (PhD), Head of the Division, and Chair the Department that defines the research and educational responsibilities of the faculty member along with any associated academic and administrative functions. The LOA details accountabilities, financial support, stipends, and awards etc. that apply to the appointment.

Memorandum of Agreement (MOA): An agreement that stipulates the career path and/or academic job description, working conditions and expectations of the appointment. It is prepared by the Head of the Division and/or Chair of the Department, and signed by the physician or the clinical scientist (PhD), the academic head of the applicable Division and Department and the Dean.

2.2 APPROVAL PROCESS FOR APPOINTING CLINICAL FACULTY

The FAAC will either: recommend/not recommend an appointment to the Dean; or request 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, and he/she will be copied on any recommendation to the Dean.

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

2.3 CRITERIA FOR DECISION ON RANK

Applicants that are engaged in academic work for greater than one (1) day a week on average over the course of the year of their professional time could be considered for an appointment at the Lecturer, Assistant or Associate level and exceptionally at the Full Professor level.

2.4 REQUIREMENTS FOR APPOINTMENT

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

LECTURER

An initial appointment at the rank of Lecturer requires:

An MD with a license to practice, or a PhD;

Required clinical training; and

Required credentials as pertinent to the specific hospital site or community setting. Specific required credentials, such as the CMPA, are defined by the Department.

ASSISTANT PROFESSOR

An initial appointment at the rank of Assistant Professor requires:

An MD with a license to practice, or a PhD;

Required clinical training;

Required credentials as pertinent to the specific hospital site or community setting. Specific required credentials, such as the CMPA, are defined by the Department;

Further training of at least one (1) year (post-residency) in areas such as, but not limited to: Clinical Fellowship; Research; Education; and/or Additional Degree OR at least one (1) year of experience as a Faculty Lecturer; and

Evidence of scholarship and clear intention to pursue academic promotion.

In situations where the member has completed equivalent fellowship training but is currently enrolled in a graduate studies program, the appointment will be as Lecturer until completion of that degree program.

ASSOCIATE OR FULL PROFESSOR

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

2.5 APPLICATION REQUIREMENTS

LECTURER, ASSISTANT, ASSOCIATE AND FULL PROFESSOR

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

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

Updated Curriculum Vitae  and (short form CV)

Lecturer, PTA short form CV is sufficient

For all request at ranks of Lecturer (FTA), Assistant, Associate and Full Professor Updated Curriculum Vitae and short forms CV are required.  CV must be updated within the last twelve (12) months.

Academic Job Description, where applicable;

Letter of Support from the Department Chair;

Memorandum of Agreement;

Internal letters of reference (2-3), where applicable; and

External letters of reference (2-3), where applicable. In cases where only internal letters may be available, 3-4 letters will be required. External letters of reference are those provided in support of the candidate application by references from departments other than hospital-based department where the candidate holds the appointment.

2.6 ADVANCEMENT FROM LECTURER TO ASSISTANT PROFESSOR

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:

Letter of intent from the applicant;

Academic plan from applicant

Updated Memorandum of Agreement

Updated Curriculum Vitae within last twelve (12) months;

Letter of support from Department Chair;

Committee                                                                Date

Faculty Advisory Board                                               March 19, 2013

Faculty Council                                                            April 24, 2013

Executive Committee of the Senate                           May 21, 2013 (13:M05:10)

Terms of Reference

CLINICAL TEACHING PERSONNEL COMMITTEE

GENERAL PROVISIONS

COMPOSITION

There shall be a Clinical Teaching Personnel Committee (CTPC) composed of 12 faculty members representing:

• academic ranks – Associate Professor and Full Professor
• clinical status – Full Time
• membership shall be broadly representative of the clinical departments in the Faculty of Medicine within the following areas:
• Quality improvement and patient safety
• Education Scholarship
• Basic Science
• Diversity (Gender and bilingualism)
• No more than two (2) members on the CTPC per Department

STRUCTURE OF THE CTPC

The Dean is Chair of the CTPC; the Dean does not vote, even in the case of a tie. The Vice-Dean, Faculty Affairs and the Coordinator, Office of Faculty Affairs, both hold non-voting ex-officio seats.

Quorum for CTPC meetings shall consist of 7 members and the ex-officio members.

SELECTION OF CTPC MEMBERS

A  Faculty Nominating Committee elected by the Faculty Council shall propose candidates for all vacant positions with consideration of the criteria list in 4.2.1

Additional procedures may be followed if agreed to by the Faculty Council and approved by the Senate, it being understood that:

• Clinical faculty members from a department and/or division of the faculty may propose a candidate.
• The Faculty Council may impose special rules, approved by the Senate, to ensure that certain groups within the faculty have equitable representation.
• The Faculty Council shall elect the members of the CTPC.
• All clinical members who hold a Full Time affiliation with the Faculty of Medicine may be members of the CTPC, it being understood that:
• The chair of a department, the secretary of a faculty or section, , the assistant dean, and the vice-dean may not be committee members;
• A professor may be a committee member for no more than 2 consecutive terms;
• Members of a DTPC may not concurrently be members of the CTPC.

TERM OF OFFICE AND VACANCIES

The term of office of CTPC members shall be 3 years, upon prior approval by the Faculty Council. To ensure continuity, the terms shall be staggered.

Members of the CTPC who are absent from 3 CTPC meetings within a year shall be deemed to have resigned from the committee; any vacancy thus created shall be filled by means of recommendations from the Faculty Nominating Committee as stipulated above.

Persons who are members of the existing CTPC, shall be deemed to be members of the CTPC for the purposes of this terms of reference.

MANDATE OF THE CTPC:

shall make recommendations on matters concerning members which are entrusted to it: in particular promotion, academic leave, request for Emeritus status, or other matters when these matters are referred to it by the Dean;

shall give advice on any other matter, regardless of whether it is or is not provided for in these terms of reference, regarding which the Dean requests the committee’s opinion.

The CTPC shall make recommendations and give advice in accordance with the aim of maintaining, within the faculty, appropriate standards for scholarship in clinical, education, research and administration activities.

Committees

Date of approval

Faculty of Medicine – Faculty Advisory Board

April 17, 2007

Faculty of Medicine - Faculty Council

May 2, 2007

Executive Committee of the Senate, uOttawa

July 9, 2007

Faculty Council

March 21, 2017 (revision)

Executive Committee of the Senate

September 5, 2017

Clinical Chairs

May 23, 2018 (revision)

Faculty Council

Executive Committee of the Senate

May 29, 2018 (revision)

October 09, 2018 – 2018: MED:21