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Northwestern University Feinberg School of Medicine
Faculty Affairs Office
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Accepted Team Scientist Offer

The offer letter your candidate received indicated that the faculty appointment was contingent on approval by the Dean, APT Committee (if applicable), and Provost.  Now that your finalist has accepted your offer, follow these steps to complete the appointment paperwork needed to obtain those approvals.

 Step 1: Finalize Offer in Business Plan Database
Update candidate's acceptance in the business plan database and confirm offer documentation is complete

Note: This step is not applicable for academic part-time appointments (paid by Lurie Children's, Shirley Ryan AbilityLab, Stroger, Jesse Brown VA)
  • Notify the Faculty Affairs Office that the candidate has accepted the offer and the business plan will be updated
  • Confirm the final offer letter (signed by the Department Chair) has been uploaded to the business plan 
    • The final letter should be uploaded at the time of sending the offer to the candidate. 
  • Upload the candidate's acceptance of the offer
    •  Candidates should sign their offer letter and return it to the department to indicate acceptance

 Step 2: Collect Documents from the Candidate
These candidate documents are required to complete the appointment process.

 Step 3: Solicit Reference Letters
Use the referee list collected in Step 2 to solicit reference letters.

  • Referee rank must be at least as high as rank candidate will hold at NU
  • Referees must be external to NU 
  • No more than 2 letters from the same institution (geographic range of referees demonstrates the breadth of a candidates reputation, which is especially important for appointments at the ranks of Associate Professor and Professor)

How to solicit reference letters:

The Department Chair's office should contact the referees on the candidate's referee list to request letters of reference. Referees may provide their letters by email (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.  

 Step 4: Prepare/Distribute Additional Required Documents
Expedite the appointment and onboarding processes by completing these steps while you wait to receive reference letters.

  • E-mail candidate's completed  Prospective Faculty Research Questionnaire to FAO, if candidate will do researchThis will help FSM anticipate the needs of the candidate as he or she transitions to NU.
  • Coordinate Additional Appointments 
    • Secondary Appointments: In the offer letter, was the candidate offered a secondary appointment in another department?  If so, contact the administrators in the secondary department to coordinate paperwork. You can add the secondary appointment paperwork to your appointment packet so that everything is processed together.
    • Endowed Professorships: In the offer letter, was the candidate offered an endowed professorship? If so, complete the nomination process.
  • Prepare Position Data/Appointment Forms
    • Prepare one set for the primary position, and one set for each additional position the candidate will hold in myHR (e.g., secondary appointment, faculty administrative appointment, etc.)

 Step 5: Submit Packet Online via OnBase
Your submission will be routed to FAO and payroll.

This appointment transaction will be submitted online via OnBase. Once submitted, the transaction is routed for electronic approval to the department approver (unless the submitter is also the department approver), NMG (if applicable), Feinberg (FAO and/or Med-Finance), and payroll.  For more information, including a description of workflow routing and a list of department approvers, visit our OnBase page.
  

For Full-time, Academic Full-time (paid by approved affiliate), and part-time faculty paid by NU

Complete the OnBase submission form and upload the documents listed below:

  • Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
    1. New Appointment Cover Sheet
    2. Position Data/Appointment Forms, one set for the primary position, and one set for each additional position in myHR (e.g., secondary appointments, faculty administrative appointments)
    3. Prior correspondence with FAO regarding special circumstances, if applicable
    4. Reference Letters
    5. Other documents (if applicable)
  • Upload the completed Personal Data Form separately to its respective button
    • If an existing faculty member is transitioning to the Team Scientist track, the personal data form is not necessary, unless the faculty member needs to update information on it.

For Academic Part-time (fully paid by Lurie Children's, Shirley Ryan AbilityLab, Stroger, Jesse Brown):

Complete the OnBase submission form and upload the documents listed below:

  • Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
    1. New Appointment Cover Sheet
    2. Position Data/Appointment Forms, one set for the primary position, and one set for each additional position in myHR (e.g., secondary appointments, faculty administrative appointments). 
    3. Prior correspondence with FAO regarding special circumstances, if applicable
    4. Chair's Recommendation for Faculty Appointment, you may delete the "Description of Search Process" section since a national search is not required. However, if you conducted a search, it is recommended that you document it.
    5. CV
    6. Reference Letters
    7. Other documents (if applicable)
  • Upload the completed Personal Data Form separately to its respective button
    • If an existing faculty member is transitioning to the Clinician-Educator track, the personal data form is not necessary, unless the faculty member needs to update information on it.
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