APT BASICS

Appointments

Promotion

Tenure

Agenda

Job Family 27

Post Docs

Faculty

Visa Services

If the person in question is a Foreign National, please consult Duke Visa Services in order to confirm that Duke will be able to legally employ this individual and maintain his/her employability during the APT process.

Duke Visa Services Website:

http://www.visaservices.duke.edu/

Job Family 27

Associate in Research-1420

Research Associate Sr.-1094

Research Scientist-1826

Research Scientist Sr.-1454

Research Scholar - 2173

Research Scholar Sr.- 2176

Should have PSA of

0001(exempt)

Establishing A Job Family 27 Position

Offer letter and CV is sent by email to Dean’s office for review and approval

Department establishes position in iForm using the same effective date as the Hire iForm.

APT office Review and approval

Reviews offer letter and CVDetermines if qualifications are metSends approval to Department by email

Job Family 27 Hire Documents

Hire iFormSigned Chair’s recommendation letterDegree Verification ( Transcript, Letter from the issuing Institution, Diploma notarized by the issuing Institution.)

I-9 formCVCopy of position approval from the APT office.

Final Step

After the iForm is matched up with the hiring documents, the iForm is approved.Incomplete information may result in delay. The APT office typically does not approve the iForm until we have received the hiring documents.The packet is scanned into our filing system (Paper Host)The originals are stored in Duke Archives.

Establishing a Postdoctoral Associate Position

Offer letter and CV is sent to Dean’s office for review and approval.

Offer letter template is located at: http://www.postdoc.duke.edu/policies.html

Department establishes

position in iForms using the

same effective date of

hire iform.

Postdoctoral Associate Hire Documents

Hire iFormSigned Chair’s recommendation letterDegree Verification ( Transcript, Letter from the issuing Institution, Diploma notarized by the issuing Institution.)

I-9 formCVCopy of position approval from the APT office.

Policy for Postdoctoral Associates and Final Step

http://www.postdoc.duke.edu/attachments/Duke%20University%20Postdoctoral%20Policy%20revised%20July%201%202009.pdf

IForm is matched with Final Hire documents and approved, then scanned into Paperhost. Originals filed with Duke Archives.

FACULTY

Regular Rank FacultyTenure/Tenure Track

Other Regular Rank

Non Regular Rank

Tenure/Tenure Track Faculty

Assistant Professors w/o tenure 1547Associate Professors w/o tenure 1546Associate Professor with Tenure 1542Professor with Tenure 1541Professor rank used in secondary appts 1545

Note: -Clinical Departments use Tracks I-III in these ranks. For example, Associate Professor with Tenure, Track II.

-Basic Science Departments and the School of Nursing do not use the track designations.

Other Regular Rank Faculty/Non Tenure Track

Assistant Professor Track IV 1583

Associate Professor Track IV 1582

Professor Track IV 1581

Assistant Professor Track V 1586

Associate Professor Track V 1585

Professor Track V 1584

Note: Track titles are only used by Clinical Departments.

Other Regular Rank Faculty/Non Tenure Track con’t…….

Assistant Clinical Professor 1577

Associate Clinical Professor 1576

Clinical Professor 1575

Assistant Research Professor 1537

Associate Research Professor1536

Research Professor 1535

Medical Instructor 1548

Other Regular Rank Faculty/Non Tenure Track con’t…….

Assistant Professor of the Practice 1527

Associate Professor of the Practice 1526

Professor of the Practice 1525

Note: The Basic Science Departments and the School of Nursing do not use the track designations.

Non Regular Rank Faculty1567 Adjunct Assistant Professor1566 Adjunct Associate Professor1565 Adjunct Professor1573 Assistant Consulting Professor1572 Associate Consulting Professor1578 Clinical Associate1574 Consulting Associate1571 Consulting Professor1557 Visiting Assistant Professor1530 Visiting Assistant Professor of the Practice1558 Visiting Associate1556 Visiting Associate Professor1529 Visiting Associate Professor of the Practice1555 Visiting Professor1508 Visiting Professor of the Practice1596 Instructor - Medical Center1523 Visiting Scholar1516 Visiting Research Scholar

Non Regular Rank Hire Documents

iFormSigned Chair’s recommendation letterDegree Verification ( Transcript, Letter from the issuing Institution, Diploma notarized by the issuing Institution.)

I-9 form (only if new and receiving pay)CVEnter recommendation into dFac

Note: Currently Non-Regular Ranks do not have to be approved in the DMR or require a pre approved offer letter.

ESTABLISHING A FACULTY POSITION

Department enters position into the DMR (Duke Medicine Recruitment). When position is approved and a final candidate is selected, the department enters the lead candidate into the DMR and attaches the draft offer letter, CV and EEO for review and approval. Offer letter template is located on the SOM website, www.medschool.duke.edu (a Proforma is required for Medicine and OB-GYN)All appointments to regular rank faculty or track changes going into the tenure track require an approved offer before hire can take place. Offers are not required for non regular rank.

Exception to Offer Process

Going from Medical Instructor to Assistant Professor

Going from Clinical Associates (fellows) to Assistant Professor

This is considered a natural progression for individuals who are in training at Duke and ultimately becoming faculty.

Offer cont….

Approved offers are kept in pending until the hire packet is receivedThe APT office matches up the offer to the hire packetThe department creates the position in iForms and then completes the new faculty member form in dFacThe Committee Review Process Begins

dFac

dFac is a system where DUKE FACULTY appointments are maintained. dFac replaced FPS March 1, 2010.

This system manages Faculty New Hires, Appointments, Promotions, Tenure, Addresses and Leaves.

Before a hire iForm can take place, the department will need to enter the required information into the dFac system and receive approval.

dFac will automatically populate some fields in the Hire iForm

dFac users access the system through Duke at Work with an authorized security access.

Review Committees

Clinical APT

Basic Science APT

Medical Center Executive Committee

Provost APT (Basic only)

Board of Trustees

BOT List

Medical Instructor

Assistant Professor

Assistant Professor Track IV or V

Clinical or Research Assistant Professor

Assistant Professor, Track I, II, III

MCEC and BOT

Associate Professor Track IV or V

Clinical or Research Associate Professor

Professor Track IV or V

Clinical or Research Professor

Clinical APT, MCEC, BOT

Tenure Track :

Associate Professor/Professor (SON)

Associate Professor/Professor I, II, III (Clinical Sciences)

Basic Science APT, MCEC, Provost APT, BOT

Appointment or promotions with Tenure, Associate Professor or Professor

Award of Tenure to Associate Professors without Tenure

Promotion to Full Professor for tenured Associate Professors

Clinical and Nursing Committee Review documents

Original and (one CD in Word Format for dossiers going to Clinical APT or Documents may be sent as email attachments)Chair Recommendation LetterDepartmental APT Committee Letter (promotion to Associate Professor or Professor)Intellectual Statement (promotion to Associate Professor or Professor)

Letters of evaluations (Please include Faculty Rank of Reviewer) 3 for Medical Instructor & Assist. Prof. 6 for Associate Professor & Professor

Clinical and Nursing Continued…

CV in Duke Format

List of PublicationsAssociate Professor – top 5Professor – top 10

Clinical and Nursing Continued…

I-9

Degree Verification

Signed Faculty Offer

iForm

Note, these four items should not be copied on the CD.

Basic Sciences Committee Review documents

http://www.facultyaffairs.provost.duke.edu/formatting.html

Original and one CD in PDF format of the dossier using the order specified.

Board of Trustees

The Board of Trustees in the Final Approval for Recommendation conferring tenure and Promotion to Full ProfessorAll other items mentioned earlier are provided on the BOT list for review and information.APT office develops and issues Faculty Appointment letters.Final approvals are entered into the dFac system.

What Causes Delays?

Evaluation letters not from reviewers of equal or higher rank

Evaluation letters not being independent

CV not in Duke Format

Insufficient Number of Publications

Uninformative and Incomplete Intellectual Statements

Incomplete Departmental Committee Report

Tenure Track and Notification

Clinical – 11 years to tenure. Review, Notification and tenure decision before end of 10th yearBasic – 8 years to tenure. Review, Notification and tenure decision before end of 7th year.Monitoring is critical so that Automatic Tenure does not occur

Tenure Relief

http://www.provost.duke.edu/pdfs/fhb/FHB.pdfExtension of the tenure probationary period may be requested for life events.Send request letter from faculty member and letter from Chair addressed to the Dean to APT office.APT office sends request to Provost for approval.Provost office enters adjustment into dFac

Silent Tenure Clock for Track IV or V

In the Clinical departments, the "regular" tenure clock starts when someone enters into the tenure track of Assistant Professor or Associate Professor , track I, II, or III. A tenure decision must be decided before the end of the 10th year.

The "silent" clock starts if someone is appointed to either Track IV or Track V. If they meet the qualifications and decide to move over to the tenure track, then that must happen before the 10 year mark. For example, if Dr. DoLittle was appointed as Assistant Professor, Track IV on July 1, 2005 and then decided to move over to the tenure track on July 1, 2010, then 5 years have already passed since he was appointed as track IV. He now has only 5 more years for a tenure decision to be made. If Dr. DoLittle decided that he wanted to move over to the tenure track on July 1, 2015, he cannot. Ten years have passed and he has missed any opportunity to move over to the tenure track. However, He can stay in Track IV and be promoted to Associate Professor and then later be promoted to Professor and at such time he reaches the qualifications and criteria for Professor, he could be considered for Professor with tenure. However, we stress he must meet the criteria of Professor with tenure. The later is usually exceptional consideration and is not routine.

LEAVE OF ABSENCE

http://www.provost.duke.edu/pdfs/fhb/FHB.pdf

Temporary Parental and Medical leaves require completion of Provost leave form

Send request letter from faculty member and letter from Chair addressed to the Dean to APT office.

Enter leave request into dFac

Non Renewal

http://www.provost.duke.edu/pdfs/fhb/FHB.pdfSOM appointments run July – JuneIf during second year of appointment, notice should be given no later than January 15th

If unable to give notice by this date, must issue pay in lieu of notice

Governing Policies

Faculty Handbookhttp://www.provost.duke.edu/pdfs/fhb/FHB.pdf

ClinicalScienceshttp://www.provost.duke.edu/pdfs/fhb/FHB_App_L.pdf

Basic Scienceshttp://www.provost.duke.edu/pdfs/fhb/FHB_App_J.pdf

School of Nursinghttp://www.provost.duke.edu/pdfs/fhb/FHB_App_K.pdf

School of Medicinehttp://medschool.duke.edu/modules/som_rfaculty/

index.php?id=1

How to Contact US

Annette A. Whitesell684-0192

Valerie K. Smith 684-0194

Seneca A. McLean 684-2927

Tara L. Williams 684-3852

FAX 684-0193

THANK YOU