1-1 Appointment of Officers of Instruction

Policy

Appointments as officers of instruction may be made to the grades of office defined in the University Statutes. Instruction may be offered only by individuals who hold an appointment in one of those grades. No officer of instruction may simultaneously hold more than one grade of instructional appointment. Appointments to the grades of professor and associate professor are made by the Trustees. Other instructional appointments are made by the President, with the exception of student officers (1-3 Appointment of Student Officers) who are appointed by the Secretary of the University. Terms of service vary by title – see details in the Faculty Handbook’s Officers of Instruction section.

Every appointment of an officer of instruction must be made in accordance with the University’s Affirmative Action Plan.

Requirements and Workflows – choose the appropriate transaction

Appointment of OOI at junior ranks

Requirements

Department submits the following:

Letter from chair to Dean recommending the appointment and including the officer’s name, title, and effective date of hire
Officer’s CV, using the COAP format as a guideline
Signed Memorandum of Agreement (for joint or interdisciplinary appointments – see 1-6 Joint/Interdisciplinary Appointment)
Invention Agreement (not applicable to Department of Psychiatry)
Tax documents and NYS Labor Law 195.1 form, if salaried
Affirmative Action RAPS Clearance
Proof of degree if received within the previous 2 years
Offer letter, signed by both chair and candidate
Visa and non-resident alien documents, when applicable
NYP Packet - RFA if applicable (see 1-5 Appointments of OOI with CUIMC Recommendation for Appointment to NYP)
TBH, or Paper Nomination if unable to use the TBH
Voluntary Self-Identification of Race and Ethnicity form
Pre-Hire Attestation Form
Academic Plan (only required for VP&S)

Workflow

Path 1 – Submission via TBH

The Sr OFA Client Manager conducts a preliminary review of the submission.
For NYP appointments, the Sr OFA Client Manager prepares the Recommendation for Appointment (RFA) and submits it to the SVP for approval. The SVP reviews the RFA and, if acceptable, signs the request. OFA sends the signed RFA and redacted chair’s letter to the NYP Medical Staff Office (MSO), with a copy to the department faculty affairs contact to notify them that the transaction has been completed. See 1-5 Appointments of OOI with CUIMC Recommendation for Appointment to NYP for details.
The Sr OFA Client Manager submits the request to the SVP for approval.
The SVP reviews and, if acceptable, approves by signing the TBH.
The OFA Senior Director reviews the submission and, if acceptable, approves the transaction electronically, which then informs CUIMC Payroll, if salaried, or directly to HRPC, if zero-salaried.

Path 2 – Submission via Paper Nomination

The Sr OFA Client Manager conducts a preliminary review of the submission.
For NYP appointments (see 1-5 Appointments of OOI with CUIMC Recommendation for Appointment to NYP):
- The Sr OFA Client Manager prepares the Recommendation for Appointment (RFA) and submits it to the SVP for approval.
- The SVP reviews the RFA and, if acceptable, signs the request.
- OFA sends the signed RFA and redacted chair’s letter to the NYP Medical Staff Office (MSO), with a copy to the department faculty affairs contact to notify them that the transaction has been completed.
The Sr OFA Client Manager submits the request to the SVP for approval.
The SVP reviews and, if acceptable, approves by signing the Paper Nomination.
OFA approves and submits the Paper Nomination to CUIMC Payroll, if salaried, or directly to HRPC, if zero-salaried.

Appointment to the advanced ranks of Professor and Associate Professor (tenure track) and Professor at CUIMC and Associate Professor at CUIMC

(Requirements for Appointment of OOI at junior ranks are covered above.)

Requirements – for VP&S only

Note: The department will have three years (in a research area of focus) or five years (in a clinical area of focus) to prepare and present the candidate's dossier for tenure after he or she has been appointed as a Professor or Associate Professor on the tenure track

Department submits the following:

A completed appointment dossier for CUIMC COAP review, including:
- Letter from chair to Dean nominating the officer and including the title, candidate’s scholarly activity, research accomplishments, teaching record, and evidence of service
- Signed Memorandum of Agreement (for joint or interdisciplinary appointments – see 1-6 Joint/Interdisciplinary Appointment)
- Officer’s CV in COAP format
- Candidate’s Statement of Research and Teaching
- List of referees
- Copy of letter to referees
- Letters of Evaluation
- One copy of five papers judged by the candidate and the department to be the most noteworthy contributions to the literature
School and/or departmental COAP approval letter and report
Invention Agreement (not applicable to Department of Psychiatry)
Tax documents and NYS Labor Law 195.1 form, if salaried
Affirmative Action RAPS Clearance
Offer letter, signed by both chair and candidate
Visa and non-resident alien documents, when applicable
NYP Packet - RFA if applicable (see 1-5 Appointments of OOI with CUIMC Recommendation for Appointment to NYP)
Upon receipt of approval, a TBH or Paper Nomination, if unable to use the TBH
Voluntary Self-Identification of Race and Ethnicity form
Pre-Hire Attestation Form

Workflow – Part 1, CUIMC COAP review

Note: If recommending an advanced rank by an expedited COAP review, see 1-8 Expedited Review of Appointments (which must be followed within six to nine months by a full COAP review).

The OFA Associate Director reviews the submission for completeness and accuracy and schedules the school dean and/or department chair to present to the FOM COAP.
Once the FOM COAP presentation is scheduled, the OFA Associate Director forwards the agenda to the FOM COAP members and uploads the dossier to CourseWorks for their review.
The OFA Associate Director sends reminder notices to the school dean and/or chair or designee regarding the presentation(s).
The dean, chair, and/or designee presents the candidate to the FOM COAP.
When the chair has completed the brief presentation and leaves, the committee votes.

Workflow – Part 2, TBH or Paper Nomination processing

The department submits the TBH or Paper Nomination.
The OFA Associate Director conducts a preliminary review of the submission.
For NYP appointments (see 1-5 Appointments of OOI with CUIMC Recommendation for Appointment to NYP):
- The OFA Associate Director prepares the Recommendation for Appointment (RFA) and submits it to the SVP for approval.
- The SVP reviews the RFA and, if acceptable, signs the request.
- OFA sends the signed RFA and redacted chair’s letter to the NYP Medical Staff Office (MSO), with a copy to the department faculty affairs contact to notify them that the transaction has been completed.
The OFA Associate Director submits the request to the SVP for approval.
The SVP reviews and, if acceptable, approves by signing the TBH or Paper Nomination.
OFA approves and submits the TBH electronically or Paper Nomination manually to CUIMC Payroll or directly to HRPC, if zero-salaried.

* * * *

Requirements – for CDM, SON and Mailman only

Department submits the following:

Letter from chair to Dean nominating the officer for appointment and including the title, candidate’s scholarly activity, research accomplishments, teaching record, and evidence of service
Officer’s CV in COAP format
Signed Memorandum of Agreement (for joint or interdisciplinary appointments – see 1-6 Joint/Interdisciplinary Appointment)
School COAP approval letter and report
Tax documents and NYS Labor Law 195.1 form, if salaried
Affirmative Action RAPS Clearance
Offer letter, signed by both chair and candidate
Visa and non-resident alien documents, when applicable
NYP Packet - RFA if applicable (see 1-5 Appointments of OOI with CUIMC Recommendation for Appointment to NYP)
TBH or Paper Nomination, if unable to use the TBH
Voluntary Self-Identification of Race and Ethnicity form
Pre-Hire Attestation Form

Workflow – for CDM, SON and Mailman only

The OFA Associate Director conducts a preliminary review of the submission.
For NYP appointments (see 1-5 Appointments of OOI with CUIMC Recommendation for Appointment to NYP):
- The OFA Associate Director the Recommendation for Appointment (RFA) and submits it to the SVP for approval.
- The SVP reviews the RFA and, if acceptable, signs the request.
- OFA sends the signed RFA and redacted chair’s letter to the NYP Medical Staff Office (MSO), with a copy to the department faculty affairs contact to notify them that the transaction has been completed.
The OFA Associate Director submits the request to the SVP for approval.
The SVP reviews and, if acceptable, approves by signing the TBH or Paper Nomination.
OFA approves and submits the TBH electronically or Paper Nomination manually to CUIMC Payroll or directly to HRPC, if zero-salaried.