Hiring & Appointments

The Office of Faculty Affairs manages several personnel documents that support Medical School faculty throughout various stages of their academic careers. This page includes links and templates to assist faculty and staff as they submit requests for approval, including new faculty offer letters, without-salary appointment requests, annual appraisals, probationary period extensions and track transfers.

To use any templates in Google Docs format, please download it as a Word document.

The Search Process Toolkit provides best practices for hiring a diverse and inclusive faculty for the University of Minnesota Medical School, Twin Cities and Duluth Campuses. You can also find a search process summary to provide to search committee members.

The Interview Process Toolkit contains resources and recommendations to assist departments with best practices for hiring faculty members and leaders for the University of Minnesota Medical School. These recommendations and resources broadly represent recommended practices by peer institutions and the University’s Office of Equity and Diversity and Office of Human Resources.

The purposes of the exit interview toolkit is to identify workplace, organizational or human resource factors that have contributed to a faculty member’s decision to leave; to enable the Medical School to identify any trends requiring attention or any opportunities for improving response to faculty issues; and to allow continued improvement and development of recruitment and retention strategies aimed at addressing these issues.

Paid Appointment Offer Letters

Please follow the hiring request and offer letter processes, in order, for all new faculty or replaced/redesigned positions. Information on submitting hiring requests for all types of faculty (UMN-only and Common Paymaster) can be found below under the Hiring Request tab. The Office of Faculty Affairs will route offer letters for final approval and signature. To help determine the best appointment for new hires, review tracks for promotion or faculty appointment types.

Hiring Request

To submit a hiring request, follow the instructions and complete the forms below. Signed forms should be submitted to hiring@umn.edu for routing and approval.

You can find names and contact information for our UMN, UMP and Fairview partners on the Cross Functional Team Grid.

To use any templates in Google Docs format, please download it as a Word document.

Offer Letter Approval

Required Components:

UMN Common Paymaster - Offer Template (Updated Mar. 11, 2021)

UMN Only - Offer Template (Updated Sept. 15, 2020)

  • University of Minnesota Physicians Offer Letter (Only for Common Paymaster faculty also hired to University of Minnesota Physicians)

UMP Common Paymaster - Offer Template (Updated June 9, 2021)

UMP Only  - please see your UMP recruiter

Dual Appointments with Departments MOU Template

Dual Appointments with the VA MOU Template

Offer Letter Submission

Instructions

Please download copies of the relevant templates, customize based on the candidate’s offer and upload documents to the Offer Letter Approval submission form

Using a service called DocuSign, signatures will be routed for approval. Documents will be delivered to the return emails (and all signees) automatically after final approval. Please download the fully signed copy of the documents. Do not share additional materials with the candidate.

DocuSign will prompt you to open a free account that stores your documents after you receive your first signed document. We recommend opening a free DocuSign account associated with your UMN email to maintain all signed documents associated with your email.

After the candidate has signed the offer letter(s), please email a PDF copy to the Office of Faculty Affairs (ms-ofa@umn.edu).

ANNUAL APPRAISALS & REPORTING

Each Medical School department must submit annual appraisals or reports for faculty members. The appraisals or reports should cover the academic year. If a faculty member is hired after December 31, departments do not need to submit an appraisal for that academic year.
Please note: The Medical School recommends but does not require that departments conduct appraisals for part-time (<67 percent effort) faculty. Although not required, departments are encouraged to collect and submit annual appraisals for unpaid/without salary faculty. The deadline to submit annual appraisals for Tenure and Tenure-Track is June 30, the deadline to submit annual appraisal for Academic and Clinician Track is August 31.

Tenured Faculty

  • Departments submit signed electronic copies of the SAFE Form and Form 13 to OFA.

Tenure-Track Faculty (Probationary Faculty)

  • Departments submit signed electronic copies of the SAFE Form and Form 12 to OFA.

Non-Tenure Track Faculty

  • Note: This includes all paid and unpaid faculty on the academic track and clinician track.
  • Departments submit PDF versions of signed SAFE Forms in a Google Drive folder shared with ms-ofa@umn.edu. SAFE forms should follow the same naming convention: "Last, First. Rank. Track. 2020-2021."

Adjunct Faculty Annual Activity Reports

  • Departments submit PDF copies of signed Adjunct Faculty Annual Activity Report in a Google Drive folder shared with ms-ofa@umn.edu. Annual Activity Reports should follow the same naming convention: "Last, First. Rank. Adjunct. 2020-2021." The Annual Activities Report should be submitted to the department annually by March 15, and departments will submit to the Office of Faculty Affairs by June 30. 
  • OFA will send a request to all Medical School departments every year, asking for confirmation of adjunct faculty appointment renewals. OFA will communicate if renewals have been approved and if the department can issue a renewal letter.

Faculty Review Resources

ADJUNCT APPOINTMENT TEMPLATES

Departments should use the templates below to issue new appointments, renewal, and nonrenewal notices. Appointments and renewals must be submitted to the Office of Faculty Affairs and approved before issuing notice to the adjunct faculty.

Submit the adjunct appointment request form, along with the adjunct letter and candidate's CV, via the Without Salary Appointments area of our website. (See the section below.)

Go here to view additional information regarding Adjunct Faculty Appointments and Procedures.

WITHOUT SALARY APPOINTMENTS

Please submit all without salary appointment requests in the form below. For more information on without salary appointments, please refer to the adjunct and faculty at affiliate locations appointment criteria.

Required Components

WOS Appointment Request Submission

Instructions:

Please download a copy of the WOS Appointment Request, customize based on the candidate, and upload documents to the WOS Appointment Request submission form.

Signatures will be routed for approval and the documents will be delivered to the return emails (and all signees) automatically after final ap[proval through a service called DocuSign. Please download the fully signed copy of the documents.

DocuSign will prompt you to open a free account that stores your documents after you receive your first signed document. We recommend opening a free DocuSign account associated with your University of Minnesota email to maintain all signed documents associated with your email.

TRACK TRANSFER

Please submit all Track Transfer Requests in the form below. For more information on Track Transfer Requests, please refer to the Track Transfer Policy.

Required Components

Track Transfer Request Submission

Instructions:

Please download a copy of the track transfer request, customize based on the candidate, and upload documents to track transfer request submission form.

Signatures will be routed for approval and the documents will be delivered to the return emails (and all signees) automatically after final ap[proval through a service called DocuSign. Please download the fully signed copy of the documents.

DocuSign will prompt you to open a free account that stores your documents after you receive your first signed document. We recommend opening a free DocuSign account associated with your University of Minnesota email to maintain all signed documents associated with your email.

LEAVES

For more information on faculty leaves, please refer to the Leaves Procedure.

For single semester leaves and sabbatical leaves, the Office of Faculty Affairs (OFA) will communicate an annual deadline for submission and review on the OFA website and newsletter. These leaves must be received by that date for consideration. Single semester and sabbatical leave requests are no longer being accepted for the 2019-2020 academic year.

Departments should email ms-ofa@umn.edu the relevant form requesting a faculty leave after it has been signed by the faculty member and the relevant personnel within the department.

The leave will be reviewed and signed by the associate dean for faculty affairs.

PROBATIONARY PERIOD EXTENSION REQUESTS

Probationary (tenure-track) faculty may request an extension to their probationary period due to special circumstances. Extensions may be granted for one year at a time and may not exceed more than three years total. 

Extension requests using this form should be submitted to the Office of the Vice Provost for Faculty and Academic Affairs or emailed to berg1282@umn.edu.

FAQ

Frequently Asked Questions Regarding Extensions of the Probationary Period for Tenure-track Faculty. 
Frequently Asked Questions Regarding Evaluation Processes for Faculty and Continuous Track Appointments.

Abbreviated Dossier Resources (New Hires)

Abbreviated dossiers are used to confirm advance rank (those at associate or full professor rank), tenured, spousal and exceptional no search hires. Abbreviated dossiers must be submitted directly to the Office of Faculty Affairs 30 days before the faculty member's start date, depending on the faculty member's hire date, for review by the Medical School's promotion committees: Tenure/Academic TracksClinician Track. Abbreviated dossiers are reviewed in accordance with the appropriate track statements: Tenure, Academic Track, Clinician Track.

View this diagram to see the process/review cycle of advanced rank hires.  

Tenured Hire Process and Other Resources

Tenured Hires
The Provost's Office has updated the tenured hire process. Here are the new guidelines for your reference. The most significant change is that it is no longer necessary to seek pre-approval from the provost for a tenured hire (rules regarding the hiring freeze still apply). Please note:

  • Abbreviated dossiers should have bookmarks and should be structured in the same way as a P&T dossier.
  • These guidelines apply only to faculty (internal or external) who are being hired as an associate or full professor with tenure.
  • This is an internal document so it will not be posted online. Please share it with others who may handle these hires.

Simply Voting
If the University is still working remotely at the time of your college or campus tenure and promotion meetings, those meetings should be held via video or telephone conference. Proxy, telephone, fax, and email votes are not permitted. If you aren't already doing so, it is strongly encouraged that departments use the confidential electronic voting system, Simply Voting. For access, email survey@umn.edu.

Abbreviated Dossier Template

Tenure/Academic Track Faculty:

Clinician Track Faculty:

CV Template

External Review

Resources

Sample Letters for Tenure/Academic Tracks:

Sample Letter for Master Clinician Track:

Abbreviated Sample letter template (Updated Mar. 16, 2021)