Coronavirus information for Feinberg.

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Remote Work Opportunities

Below is a menu of tasks and projects that support Feinberg initiatives and can be done remotely.

 Refresh Your Knowledge of Faculty Appointments
Review resources to deepen your knowledge of faculty appointments and better support faculty

Importance

Faculty affairs administration requires a case-based approach and the application of qualitative thinking to manage the components of a faculty appointment and understand how they relate to each other within the context of each faculty member's unique circumstances. Knowledge of Feinberg's faculty career tracks and appointment types is foundational to administering faculty appointments and supporting faculty in their career development.  
 

Enhance Your Knowledge

Review the new Summary of Faculty Appointments which shows how appointment dimensions co-vary to make up each appointment type. For NMG-employed faculty, this reference also highlights the NMG agreement types that are allowable with each faculty appointment type.

Re-read these guides annually to refresh your knowledge and stay apprised of updates which occur periodically:

 Learn How to Correctly Prepare Position Data/Appointment Forms
Prevent processing delays as we transition to electronic submission of appointment transactions in OnBase

Importance

Position data/appointment forms are used by the payroll office to create and update personnel records in myHR.  In the past, departments typically submitted these forms to FAO as paper hard copies within an appointment packet. FAO often made corrections to the forms before sending them forward to payroll. As we move to electronic processing of transactions using OnBase, departments will submit the forms electronically, and FAO won't be able to correct them before sending forward to payroll. If corrections are needed, the forms will be returned to departments to correct and resubmit. As a result, incorrect preparation of position data/appointment forms now has greater opportunity to delay transaction processing.
 

Enhance Your Knowledge

These are essential resources for the preparation of position data/appointment forms:

These manuals provide in-depth information about myHR:

 

 Update Faculty Profiles via the Feinberg Faculty Portal
Publicly present the accomplishments of faculty and support their career development

Importance

The Feinberg Faculty Portal is designed to support faculty throughout their careers at Northwestern, and the data entered into it support multiple processes: public faculty profile presentation, creation of CVs and biosketches, faculty performance review, accreditation reporting, and promotion and tenure review (in the future). Because it is a new system, there is greater need for data entry now so that faculty realize the benefits the system offers. Performing data entry is a meaningful way to assist faculty and support their career development while their attention and energy is focused on pandemic response. 

How to Proceed

Any staff member with a university netID and password can be given access to the Feinberg Faculty Portal to make profile updates, and logging in does not require being on the NU VPN. In light of COVID-19, avoid burdening faculty with questions about what should and should not be entered in their profile, but if you have access to faculty CVs and a reasonable degree of confidence (as well as attention to detail) on how to go about the data entry, this is a good exercise to pursue now.  

These resources are available to orient staff to the Feinberg Faculty Portal and provide guidance on data entry:

 Curate Faculty Publication Lists in Northwestern Elements
Ensure that faculty have accurate and up-to-date publication lists

Importance

Northwestern Elements is a publication database overseen by the Galter Health Sciences Library & Learning Center, and it is the data source for publications that appear on public faculty profiles and in the Feinberg Faculty Portal. Faculty demonstrate their productivity and impact in part through their publication record, so it is important to maintain an accurate and up-to-date publication list. 

How to Proceed

  • Note that you must use the NU VPN to access Northwestern Elements remotely, and you must be registered as a Northwestern Elements super user and attend a super user training.
  • The library now offers super user training online, and a pre-recorded class is available as a refresher to existing super users. View the GalterGuide on Northwestern Elements for more information. 
  • Additional information is available here

 Prepare Bios and Update Profiles for Faculty Leaders and Endowed Professors
Showcase department strengths to prospective faculty, trainees, and donors

Importance

Prospective faculty, trainees, and students look up department leadership when researching employment and training opportunities. Donors provide funding to create endowed professorships as a means of advancing science and curing disease, and they want to know their contribution has an impact. Support your department's recruiting and fundraising efforts by ensuring key leaders (e.g., deans, department chairs, vice chairs, division chiefs, residency and fellowship program directors) and endowed professors have well-written bios and robust faculty profiles that showcase their own strengths and those of the department.

How to Proceed

  • Review the public profiles of leaders and endowed professors in your department:
    • Do they have a narrative bio? Is it well-written and free of typos?  The bio is an opportunity to summarize the expertise of the faculty member to multiple audiences: potential collaborators, trainees, students, donors, patients, media, etc. 
    • Are major awards and national accomplishments displayed in the Activities tab?

  • To make updates:
  • Tips:
    • Faculty often have bios written for speaking engagements. If a faculty member does not have a bio on the public profile, consider obtaining a speaking engagement bio and adapting it for public display.
    • To reach the broadest audience, write the bio for non-experts; keep scientific jargon to a minimum.
    • Residency and fellowship program director titles do not display on the faculty profile, so use the bio to communicate those roles.

 Record Mentoring Committees for Tenure-eligible Faculty
Ensure that tenure-eligible faculty receive mentorship in their pursuit of tenure

Importance

Tenure is high-stakes; Investigators have to leave Northwestern if they don't achieve tenure by the expiration of their tenure clock. Feinberg wants all tenure-eligible faculty to be successful in their pursuit of tenure, and to that end, requires that they have a formal mentoring committee to provide career guidance. The Feinberg Faculty Portal offers tools to support faculty mentoring, and recording the mentoring committees for tenure-eligible faculty is a starting point.

How to Proceed

  • Generate a list of tenure-eligible faculty in your department from the Feinberg faculty database.  These are the individuals who should have mentoring committees recorded in the Feinberg Faculty Portal.

  • Log into the Feinberg Faculty Portal.  If you have Full Admin Rights, you can see a report of the mentors already recorded:
    • In the left navigation go to Administration and then Reports.  Select Profile Report from the main window.
    • From the Activity dropdown list, select Mentor(s) or Mentoring Committee
    • At this point, you can press Build Report to see a list of all faculty who have mentors recorded.  However, any faculty can record a mentor, so if you want to filter the list to see only TE faculty with mentors recorded, do the following before pressing Build Report:
      • Press the Select Faculty button. At the bottom of the window that opens, expand Faculty Classifications.  This allows you to apply report filters. 
      • Select Tenure Status from the dropdown list, and then set it to be IS equal to Tenure eligible. Then press Apply Filters.
      • Press Select Faculty to select the faculty who meet the filter conditions and close the window.
      • Press Build Report to produce a report that shows only TE faculty who have mentors recorded.

  • To record a mentor or mentoring committee:
    • Within the Feinberg Faculty Portal, emulate a faculty member
    • Go to the Profile page and look for the section called Mentor(s) or Mentoring Committee. This is where you list mentoring committee members.
    • Note: At the time of hire, TE faculty receive offer letters that list proposed mentoring committee members. The offer letter is a good source for initially recording a mentoring committee, but mentoring committee membership can change.

 Record the Home Institution of Adjunct Faculty
Improve our ability to locate and follow up with adjunct faculty

Importance

Adjunct faculty contribute to the academic mission of the medical school, but they hold a primary appointment at another institution and remain based at that institution. Historically, Feinberg has not had a means of tracking and reporting on the home institutions of our adjunct faculty, and when adjunct faculty come up for reappointment, department chairs/administrators sometimes don't know where they are based in order to reach them. With implementation of the Feinberg Faculty Portal, it is now possible to record the home institutions for adjunct faculty.

How to Proceed

Because adjunct faculty are based at another institution, they are unlikely to invest much time in updating their faculty profile. Similarly, staff need not invest much time in updating the profiles of adjunct faculty (prioritize data entry for Clinician-Educators, Investigators, and Team Scientists instead).  However, it would be beneficial to the department and school to record the home institution of adjunct faculty for tracking and reporting purposes.

  • Generate a list of adjunct faculty in your department from the Feinberg faculty database.  These are the individuals who would need home institutions recorded in the Feinberg Faculty Portal.

  • To record a home institution:
    • Log into the Feinberg Faculty Portal and emulate an adjunct faculty member
    • Click on Activities (in left navigation) and then open the Academic Appointments section
    • Record the current faculty appointment held at the home institution (there's no need to record the full appointment history at the home institution). You would find this on the CV of the adjunct faculty member (if you have access to that), or you could look to see if they have a faculty profile at their home institution that provides this information.
    • Anything you record is visible to the faculty member (if they log into the Feinberg Faculty Portal) and would be output on their CV, so don't record internal administrative notes as part of doing this data entry.

Note: Occasionally, an adjunct faculty member does not have an appointment at another academic institution, but rather works in industry.  If that is the case, don't record their home institution in the Academic Appointments section.  Instead, use the Other Positions / Employment section.

 Record the Primary Practice Location of Contributed Services Faculty
Improve our ability to locate and follow up with contributed services faculty

Importance

Contributed services faculty contribute to the educational mission of the medical school, but they are employed elsewhere, typically in private practice. Feinberg no longer offers new appointments of this type, but those who obtained a contributed services appointment in the past are able to retain them as long as they continue to provide teaching service. Historically, Feinberg has not had a means of tracking and reporting on the primary practice location of contributed services faculty, and when they come up for reappointment, department chairs/administrators sometimes don't know where they are based in order to reach them. With implementation of the Feinberg Faculty Portal, it is now possible to record the practice location for contributed services faculty.

How to Proceed

Because contributed services faculty are not employed by Northwestern, they are unlikely to invest much time in updating their faculty profile. Similarly, staff need not invest much time in updating the profiles of contributed services faculty (prioritize data entry for Clinician-Educators, Investigators, and Team Scientists instead).  However, it could be beneficial to the department to record the primary practice location of contributed services faculty for tracking and reporting purposes.

  • Generate a list of contributed services faculty in your department from the Feinberg faculty database.  These are the individuals who would need a practice location recorded in the Feinberg Faculty Portal.

  • To record a practice location institution:
    • Log into the Feinberg Faculty Portal and emulate a contributed services faculty member
    • Click on Activities (in left navigation) and then open the Hospital / Clinic Appointments section
    • Record the name of the current practice location (there's no need to record the full employment history). You would find this on the CV of the faculty member (if you have access to that), or you could look to see if the information is available online.  If your department collected and saved the information as part of 
    • Anything you record is visible to the faculty member (if they log into the Feinberg Faculty Portal) and would be output on their CV, so don't record internal administrative notes as part of doing this data entry.