A. Overview
As noted above, membership in the Adjunct Clinical Faculty is a privilege not a right, and there is no entitlement to an Adjunct Clinical Faculty appointment, reappointment or promotion; similarly, there is no requirement that at the end of an appointment term, the Adjunct Clinical Faculty member be considered for reappointment or promotion.
But when the department chair (in his or her discretion) determines that it is to be undertaken, the purpose of the appointment, reappointment or promotion evaluation is to appraise, on the record to date, the candidate’s standing in his or her field. Decisions on appointment, reappointment and promotion are subject to the exercise of professional and scholarly judgment and discretion by departmental faculty and academic leadership at the School level. The criteria and guidelines outlined in Chapter 6.2 of this Handbook should be read and applied by all those who cast a vote on an appointment, reappointment or promotion action.
Procedures for the evaluations that are undertaken at the department and School levels are described below. Departures from these guidelines should be rare and approved in advance by the Office of Academic Affairs. Procedural questions should be addressed to the Office of Academic Affairs.
B. Evaluation of Academic Activities
Evaluation of current and prospective Adjunct Clinical Faculty members for appointment, reappointment and promotion is based primarily on academic activities. At the time of initial appointment, the department chair should describe the academic activities expected of the candidate. Before recommending reappointment or promotion, the department chair should determine (as part of an evaluation of the candidate’s contribution to the academic program, the department and School) that the quality and extent of the candidate’s academic activities are sufficient to warrant the recommendation. Each department will determine the academic standards for that department; the standards will follow the criteria listed in Chapter 6.2.
There is a general requirement that candidates commit to teaching and perform other academic activities for approximately 100 hours per year. Appropriate multipliers for hours of contribution may be developed by each department to recognize exceptional contributions, e.g., a multiplier of 2X-5X for nights and weekend call or mission-critical activities. The department may recommend a multiplier but will need to seek and obtain approval of the Vice Dean (or a designate) before applying it.
C. Confidentiality
The entire appointment, reappointment or promotion proceedings during which specific candidates are considered and discussed are to be held in strict confidence by all participants. Candidates should not seek information from potential referees. The opinions expressed by the School or department faculty or by internal or external referees should not be discussed with or communicated to the candidate or other parties. This policy ensures that the candidacy of each person is treated with utmost confidentiality. It also provides an opportunity for those making the evaluation to have the freedom to provide written evaluation or to discuss the candidates during committee meetings without concern that their comments will be shared outside the deliberations.
A breach of confidence by a participant in an appointment, reappointment or promotion case is a serious breach of professional ethics and may subject the individual to discipline or other action.
The Vice Dean (or a designate) or the department chair (or a designate) will convey whatever information needs to be transmitted to the candidate.
D. Role of the Department Chair
The department chair is responsible for compliance with School guidelines regarding faculty appointments, reappointments and promotions. He or she is to ensure that those conducting Adjunct Clinical Faculty evaluations are fully informed about these guidelines in order to avoid delays and other problems due to deficiencies in procedure and documentation.
The ultimate decision on whether to initiate consideration for appointment or reappointment or promotion, and thereafter whether to forward an appointment, reappointment or promotion to the Vice Dean (or a designate) with a positive or negative recommendation, is made by the department chair in his or her judgment and discretion.
E. Timing of Evaluations
After a candidate has been identified and the evaluation process initiated, the department chair (or a designate) is responsible for seeing that the appointment file is completed in a timely manner. Under normal circumstances, reappointment and promotion reviews for Adjunct Clinical Faculty are initiated approximately six months in advance of the appointment end date.
F. Department Review
A department chair must appoint a departmental Adjunct Clinical Faculty Appointments and Promotions Committee to advise on the qualifications of candidates for appointment, reappointment and promotion in the Adjunct Clinical Faculty, and on such other departmental matters as the department chair may consider appropriate. The composition of this committee will be at the discretion of the department chair and may include representation from the Adjunct Clinical Faculty, the Professoriate and the Clinician Educator line. The role of the departmental Appointments and Promotions Committee is advisory to the department chair, who shall make the departmental decision in his or her discretion.
G. Review by the Office of Academic Affairs
The appointment, reappointment or promotion file is submitted by the department chair to the Office of Academic Affairs for review by the Vice Dean (or a designate). The Vice Dean (or a designate) may, in his or her judgment, make a negative recommendation on the file or take such other action as deemed appropriate, including to request additional information or remand the action to the department.
After having received such review by the Office of Academic Affairs and after any suggested revisions have been incorporated or other issues have been resolved, the file is then submitted to the Office of Academic Affairs for distribution to the School of Medicine Adjunct Clinical Faculty Appointments and Promotions Committee. The Committee considers all actions with the exception of Adjunct Clinical Instructor appointments and reappointments at all ranks, which are reviewed for approval by the Vice Dean (or a designate).
H. The School of Medicine Appointments and Promotions Committee
1. Purpose
The School of Medicine Adjunct Clinical Faculty Appointments and Promotions Committee is a standing committee, advisory to the Vice Dean, that is appointed to review and assess the academic credentials for appointment and promotion to the ranks of Adjunct Clinical Assistant Professor, Adjunct Clinical Associate Professor and Adjunct Clinical Professor.
2. Composition
Appointed by the Vice Dean, the Committee is composed of nine members (four members of the Adjunct Clinical Faculty and four members of the Professoriate) and is chaired by an Associate Dean for Academic Affairs.
3. Terms of Service
The chair serves on the Committee concurrent with his or her appointment as Associate Dean for Academic Affairs. The other Committee members serve for staggered three-year terms, and each appointment is renewable for additional terms.
4. Function
For each appointment or promotion considered by the Adjunct Clinical Faculty Appointments and Promotions Committee, the Office of Academic Affairs provides the Committee with the file comprised of all the required evidence, the requirements for which are posted on the Office of Academic Affairs website. To aid in the assessment of candidates’ credentials, the Office of Academic Affairs assigns a primary and secondary reader to review each file.
Upon request by a Committee member (and with the concurrence of the Committee chair), the discussion of a candidate may be deferred until a future meeting. An action may also be tabled by the Committee members for a variety of reasons: in their discretion, the Committee members may agree to request from the department and consider any other material or information to complete the evaluation of the candidate’s credentials for the action recommended or make a recommendation that the Vice Dean (or a designate) pursue an alternate strategy with the department. It is inappropriate for the Committee or the Committee reviewers to individually seek other material or information about the candidate or to consult with or receive advice from the candidate.
5. Meetings and Quorum
Normally, the Committee convenes monthly, or as needed. Consideration of a recommendation by the Committee requires the presence of more than half of the current voting Committee membership, including either the primary or secondary committee reviewer assigned the file. Members who are absent, on leave, or who are recused are not counted toward the current Committee membership for purposes of quorum.
6. Voting and Recusal
Members of the Committee do not vote or contribute to the Committee’s consideration of a candidate if they have (a) overseen, or participated in, preparation of the documentation on behalf of the candidate (including submission of letters of evaluation); (b) attended a departmental or divisional meeting during which the candidate’s currently proposed appointment or promotion was discussed; or (c) voted on the recommendation at the divisional or departmental level. Members of the Committee are expected to notify the Committee chair or the Office of Academic Affairs regarding such situations or other possible circumstances that might make appropriate their recusal from consideration of a recommendation.
All members present at a meeting are required to provide a voice vote. To carry affirmatively, a yea vote must be cast by a majority of Committee members in attendance. The same number of nay votes (a majority) is required for a negative recommendation.
Abstentions are inappropriate, except under extraordinary circumstances. Absentee votes are not allowed; however, Committee members who cannot attend a meeting may submit written comments to be reviewed by the Committee.
7. Decision by the Vice Dean (or a designate)
Upon receipt of a recommendation (whether positive or negative) from the Adjunct Clinical Faculty Appointments and Promotions Committee, the Vice Dean (or a designate), in his or her judgment and discretion, will make his or her decision as whether to approve or overturn a positive recommendation, approve or overturn a negative recommendation, remand the file with further instructions, or take such other action as in his or her judgment is deemed appropriate.
If the Vice Dean’s (or a designate’s) decision (and hence the School’s decision) is positive, then notification of that positive decision is provided to the department and an appointment letter is prepared for the candidate.
If the Vice Dean’s (or a designate’s) decision (and hence the School’s decision) is negative, then notification of that negative decision is provided to the department.
Reconsideration of a negative decision by the Vice Dean (or a designate) will occur only if the department provides convincing evidence that new and material information bearing on the case exists, such as information that could not have been available in the original evaluation. Reconsiderations are rare and may be avoided by consultation between the department chair and the Vice Dean (or a designate) at appropriate intervals in the process. As noted above, there is no formal grievance or appeal processes available to a member of the Adjunct Clinical Faculty who has received a notice of nonrenewal or whose appointment has been terminated, but the individual may communicate with the department chair or with the Vice Dean (or a designate) concerning the matter.