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Procedures for Processing Faculty

Appointments

Full Academic Rank (including COTERMINOUS)

  • Plans for recruiting salaried faculty, which include 100% salaried and coterminous salaried, will be submitted by the chair of the department to the Dean as a separate section of the financial plans for the department. This will be included in the annual budget meeting.
  • Please note that faculty who are appointed on a part-time salaried basis ordinarily will have a title in the modified (qualified) academic rank.
  • For each position being proposed the letter will include:
    • Identification of the position as NEW or a REPLACEMENT
    • Responsibilities (Teaching, Research, Clinical)
    • Administrative Title (if appropriate)
    • Scope of Clinical Practice (if appropriate)
    • Terms of Employment (Full-time, Part-time)
    • Duration of Contract
    • Salary Sources
    • Other Resources
    • A copy of the Dean's approval will be sent by the chair to the Office of Faculty Affairs. Recruiting efforts not included in the annual notification will require the submission of an addendum with approval by the Dean before formal searching is initiated.
    • All job searches are defined by the AA/EEO Fair Employment Practice Guide. The link to the UMDNJ AA/EEO website is: http://www2.umdnj.edu/aaeeoweb/
  • Following selection of the candidate, a completed Attachment 'H' form must be submitted with the offer letter to the Office of Faculty Affairs. All offer letters must be approved by the Associate Dean for Faculty Affairs. An offer letter must not be tendered to a candidate prior to receiving approval of the Attachment 'H' form by AA/EEO.
  • At this point the chair should submit a complete appointment proposal through the Dean's Office to the Office of Faculty Affairs. The Dean's copy of this material, which will be retained in the faculty personnel file, must contain the following:
    • a. The original of the chair's letter to the Dean proposing the candidate for appointment. This letter must indicate the candidate's name and degree(s), precise academic title, track and term of appointment, RWJMS faculty track (Assistant Professor and above only), a description of the individual's teaching, research, and clinical responsibilities, the salary recommendation and account(s) to be charged, and the vote of the department's standing advisory committee regarding the proposed appointment.
    • b. A duplicate letter as indicated in (a) without the salary recommendation for use by the Advisory Committee on Appointments and Promotions
    • c. A separate memorandum indicating the results of the mail ballot of the faculty in the department at the level of associate professor and above regarding the proposed appointment.
    • d. A current curriculum vitae in regulation format (Attachment A). The appointment proposal will be return ed to the department for modification if the curriculum vitae is not in the prescribed format, and this will delay processing.
    • e. A completed review sheet – the action proposed will determine which review sheet should be completed (Attachments B1 and B2).
    • f. A minimum of three (3) letters of recommendation (original copies), solicited by the department chair, are required for all appointments to all professorial ranks. These letters must be written within the ten (10) months preceding submission to the Office of Faculty Affairs and the letters must be from individuals of rank equal to or higher than the rank proposed. They should specifically refer to the title under consideration.
      • For the tenured or tenure track ranks of Associate Professor and Professor, and for the non-tenure track rank of Professor three (3) of the letters must be from individuals not associated with the University. Additional letters from alternate sources may be included.
      • For the non-tenure track rank of Associate Professor three (3) of the letters must be from individuals not associated with RWJ Medical School. Additional letters from alternate sources may be included.
      • For the rank of Assistant Professor on all tracks, at least one (1) letter must be from an individual not associated with RWJ Medical School. Additional letters from alternate sources may be included.
    • g. A minimum of two (2) letters of recommendation (original copies) are required for all appointments to the rank of Instructor on all tracks. The letters must be written within the ten (10) months preceding submission to the Office of Faculty Affairs and the letters must be from individuals of a rank equal to or higher than the rank proposed. They should specifically refer to the title under consideration.
    • h. For appointments with Tenure a list of three to five appropriate authorities who are familiar with the candidate's field of study and who have not been contacted by the Department is required.
    • i. A copy of a current N.J. medical license, DEA and CDS certificates (when applicable).
    • j. A Personal Data Sheet.
    • k. A copy of the candidate’s signed letter of offer.
  • Appointments to the faculty at the rank of Instructor are approved by the Dean and the Vice President for Academic Affairs.

Faculty appointments at the rank of Assistant Professor and above on the non-tenure and coterminous tracks are reviewed by the Advisory Committee on Appointments and Promotions and approved by the Dean and the Vice President for Academic Affairs.

Faculty appointments at the rank of Assistant Professor and above on the tenure track are reviewed by the Advisory Committee on Appointments and Promotions and approved by the Dean and the Board of Trustees.

In addition to the previously cited approvals, appointments with Tenure are reviewed by the Deans Committee and approved by the Senior Vice President for Academic Affairs prior to action by the Board of Trustees.

Modified (Qualified) Academic Rank (including VOLUNTEER)

  • Faculty who are appointed on a part-time salaried basis ordinarily will have a title in the modified (qualified) academic rank. Faculty being appointed with Clinical titles must have a New Jersey license.  Plans for recruiting of salaried faculty will be submitted by the chair of the department to the Dean as a separate section of the financial plans for the department. This will be included in the annual budget meeting.
  • All such appointments expire on June 30 of each year.
  • Faculty who are appointed as volunteers do not need to be included in the business plan.
  • For each position being proposed the letter will include:
    • Identification of the position as NEW or a REPLACEMENT
    • Responsibilities (Teaching, Research, Clinical)
    • Administrative Title (if appropriate)
    • Scope of Clinical Practice (if appropriate
    • Terms of Employment (Part-time, Volunteer)
    • Salary Sources
    • Other Resources
  • A copy of the Dean's approval will be sent by the chair to the Office of Faculty Affairs. Recruiting efforts not included in the annual notification will require the submission of an addendum with approval by the dean before formal searching is initiated.
  • All job searches are defined by the AA/EEO Fair Employment Practice Guide. The link to the UMDNJ AA/EEO website is: http://www2.umdnj.edu/aaeeoweb/
  • Following selection of the candidate, a completed Attachment >H= form must be submitted with the offer letter to the Office of Faculty Affairs. All offer letters must be approved by the Associate Dean for Faculty Affairs. An offer letter must not be tendered to a candidate prior to receiving approval of the Attachment 'H' form by AA/EEO.
  • At this point the chair should submit a complete appointment proposal through the Dean's Office to the Office of Faculty Affairs. The Dean's copy of this material, which will be retained in the faculty personnel file, must contain the following:
    • The original of the chair's letter to the Dean proposing the candidate for appointment. This letter must indicate the candidate's name and degree(s), precise academic title and track, RWJMS faculty track (paid faculty with rank of Assistant Professor or above only), a description of the individual's teaching, research, and clinical responsibilities, the salary recommendation (if appropriate) and account(s) to be charged, and the vote of the department's standing advisory committee regarding the proposed appointment.
    • A duplicate letter as indicated in (a) without the salary recommendation for use by the Advisory Committee on Appointments and Promotions (if required).
    • A separate memorandum indicating the results of the mail ballot of the faculty in the department at the level of associate professor and above regarding the proposed appointment.
    • A current curriculum vitae in regulation format (Attachment A). The appointment proposal will be returned to the department for modification if the curriculum vitae is not in the prescribed format, and this will delay processing.
    • A completed review sheet (Attachment B-1).
    • A minimum of three (3) letters of recommendation (original copies) are required for all appointments to all professorial ranks. These letters must be written within the ten (10) months preceding submission to the Office of Faculty Affairs and the letters must be from individuals of rank equal to or higher than the rank proposed. They should specifically refer to the title under consideration.
      • For the rank of Adjunct Professor three (3) of the letters must be from individuals not associated with the University. Additional letters from alternate sources may be included.
      • For the rank of Adjunct Associate Professor three (3) of the letters must be from individuals not associated with RWJ Medical School. Additional letters from alternate sources may be included. /p>
      • For the rank of Adjunct Assistant Professor at least one (1) letter must be from an individual not associated with RWJ Medical School. Additional letters from alternate sources may be included.
      • For the ranks of Clinical Professor, Clinical Associate Professor and Clinical Assistant Professor letters from individuals not associated with RWJ Medical School are not required. Additional letters from alternate sources may be included.
    • A minimum of two (2) letters of recommendation (original copies) are required for all appointments to the rank of Instructor or the title of Associate or Lecturer. The letters must be written within the ten (10) months preceding submission to the Office of Faculty Affairs and the letters must be from individuals of a rank equal to or higher than the rank proposed. They should specifically refer to the title under consideration.
    • A copy of a current N.J. medical license, DEA and CDS certificates (when applicable).  Current NJ licenses are required for all faculty with Clinical titles.
    • A Personal Data Sheet (Attachment C).
    • A copy of the candidate’s signed letter of offer (for salaried faculty appointments).
    • The background check forms - Faculty Disclosure and Authorization Form, and UMDNJ Paid and Volunteer Faculty Personal Data Form – for volunteer appointments ONLY.
  • Appointments to the faculty at the ranks of Instructor and Assistant Professor or the titles of Associate and Lecturer are approved by the Dean and the Vice President for Academic Affairs. Faculty appointments at the rank of Associate Professor and Professor are reviewed by the Advisory Committee on Appointments and Promotions and approved by the Dean and the Vice President for Academic Affairs.

Joint Appointments

A joint appointment is initiated by the chair submitting a complete proposal through the Dean's Office to the Office of Faculty Affairs. The Dean's copy of this material, which will be retained in the faculty personnel file, must contain the following:

  • The original of the chair's letter to the Dean proposing the candidate for a joint appointment. This letter must indicate the candidate's name and degree(s), the current rank in the primary department, proposed rank in the secondary department, a description of the teaching, research, and clinical responsibilities of the individual, and the vote of the department's standing advisory committee regarding the proposed appointment.
  • A separate memorandum indicating the results of the mail ballot of the faculty in the department at the level of associate professor and above regarding the proposed appointment.
  • A letter of support from the chair of the faculty member's primary department.
  • A current curriculum vitae in regulation format (Attachment A).
  • A completed review sheet (Attachment B-1).
  • The rank of the joint appointment will not exceed the rank of the candidate=s primary appointment.

Awaiting Faculty Appointment

An individual proposed by his/her chair for a salaried faculty appointment may be paid as AStaff Awaiting Faculty Appointment@ prior to final approval by either the Vice President for Academic Affairs or the Board of Trustees after the following criteria have been met:

  • A complete appointment proposal has been submitted through the Dean's Office to the Office of Faculty Affairs.
  • The Attachment 'H' has been approved.
  • The candidate has a current N.J. medical license, DEA and CDS certificates (if appropriate).
  • Placing an individual in the status of Awaiting Faculty Appointment is initiated by submitting a covering memorandum justifying appointment prior to approval by either the Vice President for Academic Affairs or the Board of Trustees and submitting it through the Dean's Office to the Office of Faculty Affairs with the following attachments:
    • A copy of the candidate’s signed letter of offer.
    • A current curriculum vitae in regulation format (Attachment A).
  • Upon approval by the Associate Dean for Faculty Affairs, and the Vice President for Academic Affairs a Faculty Transaction Form will be forwarded to Human Resources in order to place the individual on the payroll.
  • Human Resources will notify the candidate when the approved Faculty Transaction Form has been received.
  • Please be aware that no individual can remain in this status longer than ninety (90) days. Extensions to this status require approval by the Vice President for Academic Affairs following submission of a memorandum from the department chair through the Dean's office to the Office of Faculty Affairs.