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.
Appointment Transactions (submitted via OnBase)
- Submit requests at least 3 weeks before the effective date. You may be asked to resubmit with a revised effective date if there is not sufficient time for appointment processing.
- If the candidate has a visa, write "VISA" in two places: (1) at the top of the first page of appointment packet, and (2) in the Comments and Notes section of the OnBase submission form.
- Do not contact FAO for status updates or appointment letters unless more than 3 weeks have passed since you submitted a correct and complete request (i.e., if an OnBase transaction is rejected and you need to resubmit, the 3-week timeline begins at the time FAO receives your resubmission).
- Recognize that transactions route through multiple offices, and approval by FAO does not mean that a request is fully processed. View OnBase Routing Workflows for more information.
New AppointmentUse 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:
- Research Faculty Cover Sheet: Initial Appointment
- If the candidate has a visa, write "VISA" in two places: (1) at the top of this form and (2) in the Comments and Notes section of the OnBase submission form.
- Recommendation Form for Faculty-Level Research Appointment
- Position Data/Appointment Forms
- 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.
- Prior correspondence with FAO regarding special circumstances, if applicable
- Candidate's CV
- Departmental APT Committee Narrative, optional for Research Assistant Professor
- External Reference Letters, refer to Research Faculty Cover Sheet for guidance.
- For appointments at the Research Assistant Professor level, two letters may come from referees in the candidate’s primary department and the others should come from referees outside the candidate’s primary department. (For example, a candidate who is just finishing training could obtain all letters from the home institution where they are training, as long as no more than two letters come from their home department.)
- 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. - Reference letter solicitation template for research faculty
Email message template for use when contacting referees - Career track criteria for research faculty
It is recommended that you share the career track criteria with referees
- Option 1: Feinberg Faculty Portal
- Research Faculty Cover Sheet: Initial 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 ONLY if updating address or other information. (Otherwise this form is not needed.)
- 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, downloaded from myHR with employee ID#. The following appointment form action/reason codes apply:
- If the candidate has a visa, write "VISA" in two places: (1) at the top of this form and (2) in the Comments and Notes section of the OnBase submission form.
- To reappoint, use DTA/REA
- If changing salary at the time of reappointment, also enter PAY/SAJ (and use POS/BUD on the position side of the form to change the budgeted salary)
- Note: If changing anything else about the position (e.g., title), you are not executing a reappointment and this process does not apply. A reappointment means someone is remaining in their current position, with only the dates being extended (and potentially a salary adjustment).
- Approved Non-Merit Salary Increase Form, if applicable
- Prior correspondence with FAO regarding special circumstances, if applicable
- 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.
- 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
- Position Data/Appointment Forms, downloaded from myHR with employee ID#. The following appointment form action/reason codes apply:
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:
- Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
- Research Faculty Cover Sheet: Secondary Appointment
- Recommendation Form for Faculty-Level Research Appointment
- Position Data/Appointment Forms
- Prior correspondence with FAO regarding special circumstances, if applicable
- CV
Change Appointment Start DateUse this process to change the appointment dates for a new hire after the initial appointment has been processed and approved by FAO
Check myHR to see if the approved appointment is already entered there. If it is not, please contact FAO.
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 (if candidate is already entered in myHR, then print the forms from myHR and update; if they are not already entered in myHR, then prepare a new set or revise the set originally submitted via OnBase)
- Write "Change of Dates" at the top of the form so it is clearly visible to any reviewer receiving the transaction in OnBase
- If the candidate has a visa, write "VISA" in two places: (1) at the top of this form and (2) in the Comments and Notes section of the OnBase submission form.
- Appointment form action/reason codes: HIR HIR
- You may change both the start date and the end date of the appointment as long as the appointment term length is not longer than what was originally approved
- Position Data/Appointment Forms (if candidate is already entered in myHR, then print the forms from myHR and update; if they are not already entered in myHR, then prepare a new set or revise the set originally submitted via OnBase)
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:
- Recommendation Form for Faculty-Level Research Appointment, indicating change in basis and effective date
- If the candidate has a visa, write "VISA" in two places: (1) at the top of this form and (2) in the Comments and Notes section of the OnBase submission form.
- Position Data/Appointment Forms, downloaded from myHR and updated
- Prior correspondence with FAO regarding special circumstances, if applicable
- Documentation (e.g., email correspondence) from candidate acknowledging reduction in effort and implications for benefits, if effort is dropping below 50%
- Recommendation Form for Faculty-Level Research Appointment, indicating change in basis and effective date
Change Salary: Off-cycle Salary Increases and AdjustmentsNote: 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:
- Position Data/Appointment Forms, printed from myHR and updated
Action/Reason code: PAY/SAJ - Approved Non-Merit Salary Increase Form, if applicable
- Prior correspondence with FAO regarding special circumstances, if applicable
- Written justification for salary change
- Position Data/Appointment Forms, printed from myHR and updated
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:
- Recommendation for Faculty-Level Research Appointment, write in "transfer from ____"
- If the candidate has a visa, write "VISA" in two places: (1) at the top of this form and (2) in the Comments and Notes section of the OnBase submission form.
- Position Data/Appointment Form printed from myHR, and signed by both departments
- CV
- Documentation (e.g., email correspondence between Dept. Chairs) confirming both departments agree to the transfer
- 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.
- Recommendation for Faculty-Level Research Appointment, write in "transfer from ____"
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.
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
- Position Data/Appointment Forms
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:
- Leave of Absence Checklist
- Recommendation Form for Faculty-Level Research Appointment
- Position Data/Appointment Forms, downloaded from myHR and updated
- Faculty member's letter of request
- 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
- Position Data/Appointment Forms, downloaded from myHR and updated
ResignationVoluntary 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 AppointmentAppointment 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:
- 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.
- Copy of Notice of Non-Renewal Letter provided to the candidate in step 2 above
Termination: Early Lay-offInvoluntary departure initiated by the department prior to the current appointment end date
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:
- 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.
- Retiree Privileges Form
- Faculty member's letter of retirement (optional)
- Position Data / Appointment Forms, printed from myHR and updated
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:
- 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.
- Faculty member's letter of retirement (optional)
- Position Data / Appointment Forms, downloaded from myHR and updated
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:
- 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.
- Obituary, if available
- Position Data / Appointment Forms, downloaded from myHR and updated