Faculty Coordinators Guide

Appointments with Tenure

Tenure-Track Appointments

Non-Tenure Appointments

CFUP Appointments

Lists of upcoming faculty members nearing their end date will be emailed to Faculty Coordinators. The employees that are past their planned exit date will need to be reappointed or terminated immediately. HR has noted that in the future they will begin terminating appointments that are far past their planned exit dates if they do not hear back from the departments.

If you are planning to terminate the employee, please notify the RWJMS Office of Faculty and Staff Affairs, ASAP.

If you are reappointing the employee, please send a signed copy of the reappointment letter to the HCM Service Center (https://rutgers.service-now.com/hrportal)

In our efforts to align all reappointments to a standard date across the medical school all reappointments should end on Oct 31st. The standard date does not apply to J1 visa’s.

Clinically Focused University Practitioners (CFUPs) who are hired as Class 8 faculty members in collaboration with RWJBarnabas Health are also required to be reappointed on an annual basis regardless of the length of their academic term. PeopleSoft classifies CFUPs in a similar fashion to Per-Diems and they can only be active in PeopleSoft for 1 year at a time.

As with the Per-Diems, an existing letter of offer showing that the CFUPs academic term is still valid will suffice to “reappointment” them in PeopleSoft.

Faculty separations are completed by the Office of Faculty and Staff Affairs.  The department faculty coordinators should send signed separation letter and Chair’s letter to Dean, including number of vacation days to be paid out upon separation, to rwjmsfacultyaffairs@rwjms.rutgers.edu.  Documents should be sent no later than 5 weeks prior to date of separation.  If the faculty will transition to a volunteer position the Chair letter should also include the title and duties as volunteer faculty.

Once all documentation is received, Faculty Affairs will generate the EPAF and submit letter and forms for approval.  Approved EPAFs will be sent to RBHS Faculty requests, coping the faculty coordinators.  A copy of BC10 and an Exit Interview email will be sent to faculty.  Urgent separations will be communicated to RBHS Faculty Requests when notified by the departments so they can quickly notify the HCM Unit and Payroll. EPAF and supporting documentation will be sent upon approval.