Coterminous Faculty

These trainees are not employed by McGaw and therefore do not have clinical privileges through McGaw. To practice at NMG/NMH, they must be privileged and credentialed as attending physicians, which requires that they have a faculty appointment.  However, as trainees, they are not eligible for appointment as Clinician-Educators or Health System Clinicians, so are appointed as coterminous Instructors, a type of courtesy appointment that is concurrent with their advanced training program (i.e., when the advanced training program ends, the faculty appointment also ends). Their trainee status makes them ineligible to be employed as full-time faculty or Health System Clinicians at NMG, so they are set up as NMG Consultants in order to practice clinically.  

• Total Salary & Effort: In myHR, these individuals will have one record (Record 0) with 100% of the effort and salary appearing on that record. All compensation is paid from NU, and the department will need to process an internal transfer of funds from NMG to NU, generally at the specialty’s $/RVU rate for actual wRVUs performed, in order to reimburse NU for the clinical portion of the salary.  Essentially, NMG leases these faculty from NU for clinical service.
• Privileging and Credentialing: At NMG/NMH, these physicians are privileged and credentialed as attending physicians if the department intends to bill for any portion of their clinical services, but only for those privileges which they can practice independently by virtue of their prior training. Thus, when applying for privileges at the hospital, they should request only those privileges that they can perform independently and not also the privileges they will be learning in their advanced training program. The latter will be performed in their capacity as a fellow/trainee and only under the supervision of an attending physician who is authorized to perform those privileges.
• Appointment Term: Coterminous appointments are for 1 year, eligible for reappointment annually for the duration of the training program.
• Offer and Appointment Process: An offer letter and business plan must be submitted for review and approval by FSM and NMG; following approval of the offer and business plan, departments should complete the appointment process. See the checklists below for each of these phases.

• Follow the special instructions on the offer checklist.
    

Step 2: Attach the following documents to the business plan:

• Offer checklist
• Candidate's CV
• Draft offer letter using coterminous offer letter template
• NMG Contingency Request Form
  If you are on an NMHC network, you can access the NMG Contingency Request Form at: http://nmi.nmh.org/wcs/page/reference-material. If you have remote access to NMI, you can access the form by following this path after logging in: Departments > NMG Departments > NMG Physician Onboarding > Resources.  Questions about completing this form should be directed to mdgrowth@nm.org. 
• NMG Consultant Agreement Schedule A: Duties and Responsibilities

If you are submitting a coterminous faculty appointment only, complete the OnBase submission form (for help, view this OnBase page). When selecting the type of position, choose Faculty (not "Faculty (NMG Member)"), and attach these documents:

• Upload the Personal Data Form separately to its respective button
  
  • If an existing faculty member is changing to coterminous status, the personal data form isn't necessary unless the faculty member needs to update information on it
• Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
  1. Coterminous Faculty Cover Sheet (Word)
  2. Position Data/Appointment Forms
     • No signature from NMG is required, and there is no set of "NMG Member" forms.  Typically, there will be one set of forms (Record 0) for the coterminous Instructor appointment with all effort and salary on that record. 
     • Exception: For NRSA fellows, the NRSA position is record 0 and the coterminous Instructor position is record 1. Salary should be split across these records, but record 0 should have 100% effort.
  3. Prior correspondence with FAO regarding special circumstances, if applicable

Coterminous faculty appointments are dependent on maintaining the primary controlling position originally associated with the faculty appointment. If the primary position ends, the coterminous appointment must also end. To process a termination due to the primary position ending, submit via the OnBase submission form (for help, view this OnBase page). Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:

1. Position Data/Appointment Forms
   • Download ALL active records (e.g., secondary appointments) and update as needed. If the faculty member has appointments in other departments, notify the other departments of the termination. The position/appointment forms to end all appointments should be submitted by the primary department through its OnBase submission. (If a secondary department wishes to retain an appointment for the faculty member, it would submit an additional OnBase transaction separately to propose an appointment change.)
   • Appointment form action/reason codes: TER/CNT or TER/EXP 
   • Position form action/reason code: POS/INA

Phase 1: Provide Written Notice of Appointment Non-Renewal

Faculty must receive advance written notice from the Department Chair that the appointment will not be renewed; the amount of notice is dependent on the length of the faculty member's current appointment term. If you wish to discuss the case before providing the notification, contact fao@northwestern.edu 

Exception: Most faculty who practice clinically are required to remain in good standing at their clinical employer in order to retain their faculty appointment. If the clinical employer terminates their employment, the faculty appointment can be terminated the same day as the clinical employment, without the same advance notice requirements. If this situation arises, please contact fao@northwestern.edu to discuss the case.

1. Prepare the letter (template available below) and send to the faculty member:
   • Faculty in one-year appointment terms must receive 4 months' advance notice
     Intent not to reappoint- appointment ending this year (letter template)
   • Faculty in three-year appointment terms must receive 1 year's advance notice
     Intent not to reappoint- appointment ending in 1 year (letter template) 
     
2. Submit a copy of the letter to FAO via the online Faculty Appointment Non-renewal form
    

Phase 2: Submit Termination Transaction Via OnBase

To process a termination after providing advance notice to the faculty member, submit via the OnBase submission form (for help, view this OnBase page). Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:

1. Position Data/Appointment Forms
   • Download ALL active records (e.g., secondary appointments) and update as needed. If the faculty member has appointments in other departments, notify the other departments of the termination. The position/appointment forms to end all appointments should be submitted by the primary department through its OnBase submission. (If a secondary department wishes to retain an appointment for the faculty member, it would submit an additional OnBase transaction separately to propose an appointment change.)
   • Appointment form action/reason codes: depends on termination reason, so consult action/reason code matrix 
   • Position form action/reason code: POS/INA
2. Copy of written notification provided to faculty member

Complete the OnBase submission form (for help, view this OnBase page) and attach these documents:

• Upload the faculty member's resignation letter (if available) separately to its respective button
• Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
  1. Position Data/Appointment Forms
     
     • Download ALL active records (e.g., secondary appointments) and update as needed. If the faculty member has appointments in other departments, notify the other departments of the resignation. The position/appointment forms to end all appointments should be submitted by the primary department through its OnBase submission. (If a secondary department wishes to retain an appointment for the faculty member, it would submit an additional OnBase transaction separately to propose an appointment change.)
     • Common appointment form action/reason codes:
       TER/OTP (resignation for another position)
       TER/PER (resignation for personal reasons)
     • Position form action/reason code: POS/INA

Complete the OnBase submission form (for help, view this OnBase page) and attach these documents:

• Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
  1. Position Data/Appointment Forms
     • Download ALL active records (e.g., secondary appointments) and update as needed. If the faculty member has appointments in other departments, notify the other departments of the death. The position/appointment forms to end all appointments should be submitted by the primary department through its OnBase submission. 
     • Appointment form action/reason code: TER/DEA
     • Position form action/reason code: POS/INA
  2. Obituary (if available)