Northwestern University Feinberg School of Medicine
Faculty Affairs Office
Skip to main content

Research Faculty

The Research Track is a faculty career track intended to increase the quality and productivity of research programs at the Feinberg School of Medicine by permitting appointment of scholars to the faculty on a non-tenure basis in order to participate in and cooperate with the research efforts of faculty with tenure-track appointments. Individuals appointed as research faculty should hold terminal degrees and intend to concentrate on research. They are not subject to teaching responsibilities, though they may participate in the training of students in an area of expertise in which they are uniquely qualified. They are not eligible for tenure and cannot participate in the governance of the University. Research faculty do not normally move to positions on the tenure-track faculty, and may do so only in conjunction with a national search.
 

Research Faculty Ranks

  • Research Assistant Professor
  • Research Associate Professor
  • Research Professor
      

Appointment Term Length

  • Standard appointment term length is one year
  • If the proposed appointment is less than one year, written justification is required to (1) explain the need for the short term and (2) confirm that upon conclusion of the short term, the research faculty member will either be reappointed for a full year or terminated
  • If the proposed appointment is longer than one year, written justification is required to (1) explain the reason for the longer term and (2) confirm that funding is guaranteed for the duration of the appointment. The maximum term length is three years.
      

 New Appointment
Use for new hires, rehires, and changing a current employee to a research faculty member

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

  • Upload the Personal Data Form separately to its respective button
    • If an existing faculty member is changing to research faculty, 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. Research Faculty Cover Sheet: Initial Appointment  
    2. Recommendation Form for Faculty-Level Research Appointment 
    3. Position Data/Appointment Forms
    4. Written justification if appointment term deviates from one year
      • If shorter: written justification that (1) explains the reason for the short term and (2) confirms that upon conclusion of the short term, the employee will either be reappointed for a full year or terminated
      • If longer: written justification that (1) explains the reason for the longer term and (2) confirms that funding is guaranteed for the duration of the appointment. The maximum term length is three years.
    5. Prior correspondence with FAO regarding special circumstances, if applicable
    6. Candidate's CV
    7. Departmental APT Committee Narrative, optional for Research Assistant Professor 
    8. External Reference Letters, refer to Research Faculty Cover Sheet for guidance. Letters may be  collected using either of the following methods:
      • Option 1: Feinberg Faculty Portal
        Follow steps on the reference letter solicitation page to collect reference letters using the Feinberg Faculty Portal.
      • Option 2: Email
        You may contact referees by email to request letters. Referees can provide their letter either as an attachment or typed into the text of the email itself. The letters must remain confidential and not be shared with the candidate or any individuals outside those who are involved in evaluating the candidate for appointment. 

 Reappointment

Annual Summer Process for Reappointment/Merit Increase 

Each summer, there is a brief window of time when reappointments and merit increases are processed using panels in myHR. Details for the current or most recent summer process (including deadlines for its use) are in the checklist below.  If the checklist does not apply, use the standard process.

Standard Process

If the reappointment includes an off-cycle salary increase, you may need to complete the Non-Merit Salary Increase Form and receive approval from the Office of Finance & Administration before submitting an OnBase transaction. View the page on Non-Merit Salary Increases for more information.  

If the increase is not subject to the non-merit increase process, or you already have approval through that process, complete the OnBase submission form (for help, view this OnBase page) and attach these documents:

  • Upload the Personal Data Form separately to its respective button
    This is only needed if updating address or other information.
  • Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
    1. Research Faculty Cover Sheet: Reappointment 
    2. Recommendation Form for Faculty-Level Research Appointment
    3. Position Data/Appointment Forms, downloaded from myHR and updated
    4. Approved Non-Merit Salary Increase Form, if applicable
    5. Prior correspondence with FAO regarding special circumstances, if applicable
    6. Written justification if appointment term deviates from one year
      • If shorter: written justification that (1) explains the reason for the short term and (2) confirms that upon conclusion of the short term, the employee will either be reappointed for a full year or terminated
      • If longer: written justification that (1) explains the reason for the longer term and (2) confirms that funding is guaranteed for the duration of the appointment. The maximum term length is three years.
    7. Written justification for salary increase, if increase is 5% or higher
      Note: FSM Finance will review the reappointment if the salary increase is 5% or above

 Promotion

Those already appointed to the research faculty may be proposed for promotion to the ranks of Research Associate Professor or Research Professor as part of the annual promotion and tenure process.  

Current research staff or postdocs may be proposed for appointment as Research Assistant Professor using the new appointment process described above; this is not treated as a faculty promotion. 

 Secondary Appointment

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

 Change Appointment Start Date

Check myHR to see if the approved appointment is already entered there.  If it is not, please contact FAO.

For appointments already entered in myHR, 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. Approved Recommendation for Faculty Level Research Appointment Form that you received from the Faculty Affairs Office
      • Change the dates on the approved form
      • Department Administrator must initial the date change on the form 
    2. NEW set of Position Data and Appointment Forms, reflecting the revised start date

 Change Appointment Basis (with commensurate change in salary)

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. Recommendation Form for Faculty-Level Research Appointment, indicating change in basis and effective date
    2. Position Data/Appointment Forms, downloaded from myHR and updated
    3. Prior correspondence with FAO regarding special circumstances, if applicable
    4. Documentation (e.g., email correspondence) from candidate acknowledging reduction in effort and implications for benefits, if effort is dropping below 50%

 Change Salary: Off-cycle Salary Increases and Adjustments
Note: Off-cycle salary increases (i.e., those not taking effect on September 1) are discouraged

For off-cycle salary increases, you may need to complete the Non-Merit Salary Increase Form and receive approval from the Office of Finance & Administration before submitting an OnBase transaction. View the page on Non-Merit Salary Increases for more information.  

If the increase is not subject to the non-merit increase process, or you already have approval through that process, 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. Recommendation Form for Faculty-Level Research Appointment, indicating salary change and effective date
    2. Position Data/Appointment Forms, printed from myHR and updated
      Action/Reason code: PAY/SAJ
    3. Approved Non-Merit Salary Increase Form, if applicable
    4. Prior correspondence with FAO regarding special circumstances, if applicable
    5. Written justification for salary change

 Change Appointment Category

If proposing a change to a current faculty member's category of appointment, please do the following:

  • Navigate to the webpage describing the intended faculty appointment category
  • Follow the New Appointment process/checklist

 Transfer

To request a transfer from another FSM Department or NU School, complete the OnBase submission form (for help, view this OnBase page) and attach these documents:

  • If candidate is transferring from another school, upload the Personal Data Form 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. Recommendation for Faculty-Level Research Appointment, write in "transfer from ____"
    2. Position Data/Appointment Form printed from myHR, and signed by both departments
    3. CV
    4. Documentation (e.g., email correspondence between Dept. Chairs) confirming both departments agree to the transfer 
    5. Written justification if appointment term deviates from one year
      • If shorter: written justification that (1) explains the reason for the short term and (2) confirms that upon conclusion of the short term, the employee will either be reappointed for a full year or terminated
      • If longer: written justification that (1) explains the reason for the longer term and (2) confirms that funding is guaranteed for the duration of the appointment. The maximum term length is three years.

 Request Approval for an Outside Appointment

Faculty must obtain approval from their Department Chair and the Dean’s Office before accepting an appointment at an another institution.

Request approval to obtain an outside appointment.

 Medical, Parental, and Family-Related Leaves of Absence (salaried by NU)
Use this process for full-time research faculty who receive their salary from Northwestern University

New Leave Policy

Effective September 1, 2017, Research Faculty leaves of absence for medical, parental, or family-related reasons are processed directly by the Office of the Provost.  The following resources are available through the Office of the Provost to address this change:

FSM Leaves of Absence: Frequently Asked Questions (web page)
FSM Leaves of Absence: Frequently Asked Questions (pdf)

 
Leave Process

To begin a leave of absence for medical, parental, or family-related reasons:

  • Research Faculty should contact Alex Rot, facultyrecords@northwestern.edu, to request a leave.  He will confirm their eligibility for a leave and refer them to The Hartford, which will collect any necessary medical documentation for determining the duration of the leave.
  • After The Hartford makes a leave determination, department administrators will be notified

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:
    • Position Data/Appointment Forms
      Download position data/appointment forms from myHR and update them with the appropriate leave of absence codes and dates, based on the determination letter from The Hartford.
    • Determination letter from The Hartford

 Other Leaves of Absence & Leaves for Research Faculty Not Salaried by NU

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. Leave of Absence Checklist
    2. Recommendation Form for Faculty-Level Research Appointment
    3. Position Data/Appointment Forms, downloaded from myHR and updated
    4. Faculty member's letter of request
    5. Chair's letter of request specifying (1) reason for leave, (2) salary arrangement (paid or unpaid), and (3) effective date & length of leave/return date

 Return from Leave

Complete the OnBase submission form (for help, view this OnBase page) and attach these documents:
  • Position Data/Appointment Forms, downloaded from myHR and updated

 Resignation
Voluntary departure initiated by the research faculty member

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

  • Position Data/Appointment Forms indicating termination date and correct Action/Reason codes. NOTE: 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.
  • Resignation letter from faculty member, uploaded separately to its respective button

 Termination: Non-renewal of Expiring Appointment
Appointment will not be renewed after current appointment end date

Non-renewal of an expiring appointment is considered an involuntary departure initiated by the department, even if the candidate was aware the appointment was time-limited when hired.  Research faculty whose appointments are not renewed are entitled to unemployment benefits, and following this process ensures that NU meets its obligation to inform research faculty of their benefits when separating from the institution.

Step 1: Contact the Faculty Affairs Office to discuss your case and for guidance on preparing a Notice of Non-Renewal Letter.

Step 2: Inform candidate that appointment will not be renewed

  • Meeting: Principal Investigator (or Department Chair, or Department Administrator) meets with the research faculty member to inform him/her that appointment will not be renewed
  • Letter: Department prepares a Notice of Non-Renewal Letter (with guidance from FAO) and provides it to the research faculty member as follow-up to the meeting.

Step 3: 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 downloaded from myHR, indicating termination date and correct Action/Reason codes. NOTE: 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.
    2. Copy of Notice of Non-Renewal Letter provided to the candidate in step 2 above

 Termination: Early Lay-off
Involuntary departure initiated by the department prior to the current appointment end date

If your department wishes to end a research faculty member's appointment before his/her appointment term is complete, please contact the Faculty Affairs Office to discuss the case.

 Retirement (retaining netID, Wildcard and email)
Eligible at 55 years of age

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, printed from myHR and updated
      • Action/Reason code: TER/RTT
      • NOTE: Download ALL active records (e.g., secondary appointments). If the faculty member has appointments in other departments, notify the other departments of the retirement. The position/appointment forms to end all appointments should be submitted by the primary department through its OnBase submission.
    2. Retiree Privileges Form
    3. Faculty member's letter of retirement (optional)

 Retirement (relinquishing netID, Wildcard and email)
Eligible at 55 years of age

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, downloaded from myHR and updated
      • Action/Reason code: TER/RTT
      • NOTE: Download ALL active records (e.g., secondary appointments). If the faculty member has appointments in other departments, notify the other departments of the retirement. The position/appointment forms to end all appointments should be submitted by the primary department through its OnBase submission.
    2. Faculty member's letter of retirement (optional)

 Death

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, downloaded from myHR and updated
      • Action/Reason Code: TER/DEA
      • NOTE: 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.
    2. Obituary, if available