Northwestern University Feinberg School of Medicine
Faculty Affairs Office
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Annual Reappointment Process for Faculty Appointments Expiring August 31

Every summer, the Faculty Affairs Office will notify each department by email of all its faculty appointments that are expiring on August 31.  FAO reappoints all of these faculty in myHR via an electronic batch process, but engages the departments to review data and provide additional information before doing so.  The department's role in the reappointment process varies based on characteristics of the appointment, such as rank, career track, and basis (full-time or part-time).

You will receive two emails from FAO that separate your expiring appointments into two groups.  For one group (full-time, regular faculty at the ranks of Assistant Professor and above), you will need to return a Chair's Recommendation for Regular Faculty Reappointment for each individual being reappointed.  For the second group, no Chair's recommendation letter is required.

Reappointments Requiring a Chair's Recommendation Letter

Department Chairs are expected to review the performance of their faculty on an ongoing basis.  At the time of reappointment for full-time Investigators, Clinician-Educators, and Team Scientists at the ranks of Assistant Professor and above, Department Chairs must formally document each faculty member's performance by submitting a Chair's Recommendation for Reappointment to the Faculty Affairs Office using our required templates (available below).  The Faculty Affairs Office will provide a spreadsheet listing the faculty for whom a Chair's recommendation is required.

 Full-time, Regular Faculty at the Ranks of Assistant, Associate, and Full Professor
Return a Chair's recommendation letter for each faculty reappointment on the spreadsheet.

  • Because these faculty require advance notice of appointment non-renewal, you may not choose to terminate their appointments in the spreadsheet. Reappointments, reappointment terms (length determined by appointment rank), and previously communicated terminations are pre-populated for your review. Notify FAO of any discrepancies.
  • Prepare a Chair's recommendation letter for each faculty member being reappointed, using the appropriate template:
         Chair's Recommendation #2 for Reappointment on the Investigator Track
         Chair's Recommendation #3 for Reappointment on the Clinician-Educator Track
         Chair's Recommendation #4 for Reappointment on the Team Scientist Track 
  • Email the recommendation letters to fao@northwestern.edu as separate files using the file name: 
    DeptName_LastNameFirstName_ReapptLetter (for example: Surgery_SmithJohn_ReapptLetter

Reappointments NOT Requiring a Chair's Recommendation Letter

Each department will receive a second spreadsheet that lists all those faculty whose appointments are expiring, but for whom a Chair's recommendation letter is not required for reappointment.  This spreadsheet will contain faculty in a variety of appointment categories (listed below).  You should review the list and note that highlighted fields require your attention.  Highlighted fields must be updated and the spreadsheet returned to FAO.  Though a formal reappointment recommendation letter is not required, Department Chairs are still expected to review performance of their faculty and appropriateness of continued appointment. 

 Full-time Instructors, Part-time Regular Faculty (any rank), Contributed Services Faculty, and Health System Clinicians
Review pre-populated reappointments on the spreadsheet for accuracy.

  • Because these faculty require advance notice of appointment non-renewal, you may not choose to terminate their appointments in the spreadsheet. Reappointments, reappointment terms (length determined by appointment rank), and previously communicated terminations are pre-populated for your review. Notify FAO of any discrepancies.

 Adjunct, Coterminous, Visiting, and Lecturer Appointments
Review pre-populated reappointments on the spreadsheet for accuracy.

For these faculty, departments are not required to provide advance notice of appointment non-renewal.

  • Specify your decision to reappoint (R) or terminate (T) by entering R or T in the highlighted field
  • For reappointments: Enter the new appointment end date (term length determined by rank)
         Lecturer: 1 year
         Instructor: 1 year
         Assistant Professor: 1 year
         Associate Professor: 3 years
         Professor: 3 years
    Note: Adjunct, coterminous, and visiting appointment terms can be shorter than those listed above.
  • For terminations: Enter September 1 of current calendar year as the new appointment end date
  • For terminations of "annual renewable" appointments: Print Position Data/Appointment Forms from myHR and update to reflect a termination effective 9/1 of current calendar year.  Send completed and signed forms to FAO.  

 Secondary Appointments
Renew or terminate these unpaid, courtesy appointments by completing the highlighted fields in the spreadsheet.

  • Specify your decision to reappoint (R) or terminate (T) by entering R or T in the highlighted field
  • For reappointments: Enter the new appointment end date of 1 or 3 years (dependent on rank)
      - Secondary appointment end date cannot exceed primary appointment end date
      - If primary appointment is tenured, secondary appointment should have indefinite end date

        (secondary appointment can be terminated at any time)
  • For terminations: Enter September 1 of current calendar year as the new appointment end date
  • For terminations of "annual renewable" appointments: Print Position Data/Appointment Forms from myHR and update to reflect a termination effective 9/1 of current calendar year.  Send completed and signed forms to FAO.  
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