I am pleased to continue this ongoing series of FPRP newsletters to help keep all those involved with the faculty recruitment process informed of ongoing, updated, and new policies and procedures. With the new administration there has been some changes to how tenure-eligible recruits are reviewed and authorized to proceed (see Dean’s Recruitment Council), especially those requesting significant NYUMC resources to support them (see Science Strategy Committee). We continue to update our Offer Letter and Change of Responsibility (COR) templates to reflect new expectations and compliance issues (see link below to latest templates). For those of you new to the FPRP we share answers to some of the most frequent questions about the process. We also highlight several facts about the breadth and depth of recruitment at NYUMC that you may not have known.
We like to highlight others involved with the FPRP process as well (last issue it was Nancy Sanchez). This time we highlight Janice Tobia for her integral role in managing Faculty Affairs and from whom we constantly seek guidance both with Offer Letters and the increasing number of COR letters.
For those of you who have not been introduced to Andrew Bennett yet, he joined us last summer as the new FPRP Coordinator. He has been a very welcome addition to the team eagerly assuming greater and greater day-to-day management of the recruitment process and is currently responsible for Offer Letters and Financial Plans. Safia Khan, our Wagner Administrative Resident for the year, also plays a significant role coordinating the initial RTRF submission and approval phase of the recruitment process. I’d also like to thank Safia for coordinating this issue of the newsletter. Please don’t hesitate to contact either Andrew or Safia with any questions or requests for assistance as they are ready to help facilitate the process as much as possible.
I also extend that invitation to contact me at any time should you have any questions or concerns about an offer letter or have suggestions for how to continue improving the FPRP and COR process.
Thank you,
David Church, Senior Director
Next ODL FPRP Training: May 2008
Are you a new administrator, or someone helping the department with submission of faculty recruitment, or need a refresher in learning how our website and application submission works? If so, then you should be part of our next OD&L training session. This course provides an overview of the faculty recruitment process and describes the required 8 steps, the associated forms, templates, emails, and web tools. This course is recommended for new users of FPRP and those looking to refresh their knowledge.
To register, please call: Adam Hardy at OD&L office (212) 404-3868
Science Strategy Committee:
The Science Strategy Committee, co-chaired by Vivian Lee, Vice Dean for Science and David Sabatini, Chair of Cell Biology, is charged with reviewing all research faculty recruits requiring significant NYUMC resource support (e.g., basic science tenure eligible assistant or associate professor) so as to ensure both scientific excellence and alignment with our research priorities. Please contact David Church or Niketa Sheth to determine if your candidate should be reviewed by the Committee and they can assist you with any preparation of required review materials (e.g., cv, overview, and business plan). The Science Strategy Committee meets monthly.
Dean’s Recruitment Council Meeting:
Beginning January 2008, the Dean’s Recruitment Council will review tenure-eligible Request to Recruit Forms (RTRFs) on a monthly basis. These reviews will occur on the 30th of each month (or in the case of February, on the 29th). With the Dean’s approval, the Planning and Business Initiatives Office will provide the online approval of the RTRF.
Letter Templates
Please note, revised versions of the Offer Letter, Change of Responsibility and Addendum templates have been uploaded to the FPRP website. The revised versions include minor edits, such as formatting and punctuation, as well as a substantial change in the salary schedule. You will see that the latter half of the schedule has been deleted and the schedule no longer includes the non-NYUSOM payroll sources (non-NYUSOM payroll sources are still captured in the RTRF). Finally, a modification in text regarding compensation from non-NYUSOM sources, such as the Veteran’s Administration and the Nathan Kline Institute, has been made; the templates now include an introductory paragraph and a paragraph in the General Provisions Section which cover this.
The most recent templates must be used for drafting letters, which can be found at http://www.med.nyu.edu/fprp/ click on Letter Templates Available in Appendix I. As outlined in the instruction section of each template, only the most recent template will be accepted. Letters that use previous versions of the template will be returned to the sending Department to be revised and resubmitted to ensure accuracy and legal compliance. If you have questions, please contact Andrew Bennett at 212-263-2898
Q: When should I print the Offer Letter for Deans Signature?
A: Once the review of a draft offer letter is complete and finalized by Vice Dean approval, the department will receive an approval email auto-generated from the FPRP site. At this time, the department should print three copies of the offer letter and one copy of the CV for the PBI office.
Q: Is CPP required for Planning Office to proceed with my COR?
A: Yes. Please route the CPP for signature. Once Janice Tobia receives the completed CPP, she will fax a copy to Planning and Business Initiatives. This allows PBI to finalize the Change of Responsibility Letter. If a draft COR is received by PBI prior to receiving the completed CPP, PBI will begin the review but NOT complete it until the CPP has been received.
Note: Faculty Records must have both the approved CPP and COR to implement the changes in responsibility, title and/or salary.
Q: If I have a problem with signing on, or submitting a RTRF, who do I contact, IT or Planning?
A: Please contact Safia Khan at: (212) 263-2226. PBI will involve IT resources as necessary.
Q: I have an RTRF in my view status that indicates either “Awaiting FATR” OR “Signed Offer Letter Date”. What does this mean? How can this RTRF be closed for completion?
A: An RTRF cannot be closed for completion without filling out the Step 3: FATR form and entering in the candidate’s signed offer letter date. It is the responsibility of the department administrator to complete these steps.
If your view status indicates “Awaiting FATR,” select the tab labeled Step3 along the top of the page to fill out the FATR form. This form must be submitted online to be compliant with federal regulation.
If your view status indicates “Signed Offer Letter Date,” enter in the candidate’s signed offer letter date in Step 6 on the FPRP website.
Janice Tobia
Janice Tobia,
Among the many key players in the FPRP process, the Planning and Business Initiatives office (PBI) would like to recognize Janice Tobia, Manager of the Office of Faculty Records. For over 25 years, Janice has dedicated her career to faculty affairs, managing all aspects of promotion and tenure for faculty. Janice’s expertise is highly regarded in her role on the steering committee of the Faculty & Physician Recruitment (FPRP), a School of Medicine policy for hiring new faculty.
Along with being the final reviewer of Offer Letters and Change of Responsibility Letters, Janice also manages Step 7 of the FPRP, the Appointment Packet. Throughout the recruitment process, Janice together Laurie St. Denis and Denise Romano-Jordan provide valuable support to the administrators, executive leadership and PBI by problem solving, providing answers and helpful feedback.
The office of Faculty Records is certainly a top resource for the Planning and Business Initiatives (PBI) Office. We have worked with Janice and requested her expertise on many projects on daily frequency. She is always a team player and provides consistent and timely feedback to both PBI and other departments. Over the past seven years, PBI has been in partnership with Janice and we are extremely grateful for her on-going support and efforts with the FPRP process.
Bellevue:
Maria Ivanova
maria.ivanova@nyumc.org
1 212 263 6264
Search/Posting:
Joanne Ortiz
(212) 404-3822
joanne.ortiz@med.nyu.edu
Credentialing: All MSS Offices in which your candidate will be providing patient care
Financial Plan:
Andrew Bennett
(212) 263-2918
Andrew.bennett@nyumc.org
(SoM) Doug Merkle or your department’s Budget Manager
(FGP) Andrew Rubin or your department’s Practice Manager
(Hospital) NYUHC Funding
Dr. Andrew Brotman
1 212 263 2362
andrew.brotman@nyumc.org
(Space) RESCI
Josef Asteinza
1 212 263 0311
Josef.Asteinza@nyumc.org
(Animal Facilities) DLAR
Toya Mc Williams
(212) 263-5308
toya.mcwilliams@med.nyu.edu
Offer Letter:
Andrew Bennett
(212) 263-2918
Andrew.bennett@nyumc.org
Nancy Sanchez
(212) 404-3714
nancy.sanchez@med.nyu.edu
Appointment Packet:
Janice Tobia
(212) 263-5194
janice.tobia@med.nyu.edu
Transition Management (New Hire Processing of Faculty onto NYU Payroll):
Joanne Ortiz
(212) 404-3822
Joanne.ortiz@med.nyu.edu
Websites:
FPRP Website
For Submission of Online Forms & Real-time tracking
http://tools.med.nyu.edu/fprp
FPRP Informational Website
For Process, Policy & Downloadable Forms
http://www.med.nyu.edu/fprp
In AUGUST 2007, Wood hull Medical and Mental Health Center became an affiliate of NYU Medical Center. Wood hull is a community based hospital in northern Brooklyn owned by the New York City Health and Hospitals Corporation (HHC) and therefore further broadens NYUMC’s reach to local patients. Under the leadership of Vice Deans Andrew Brotman and Nancy Sanchez, PBI managed the faculty contracts issued to Wood hull physicians.
- In the past year Department of medicine had the highest number of recruits:
General Internal Medicine: 20 recruits
Cardiology: 9 recruits
Pulmonary Disease: 7 Recruits - To prepare for recruitment:
- Check the Recruitment Process/COR Matrix, available at our informational website, to make sure that your incoming recruit applies to our process.
- Submit the RTRF as soon as possible.
- Notify approvers (e.g., Budget, RESCI) of the recruitment and planned start date in advance of formal FPRP approvals to help expedite the process.
- Plan accordingly by reviewing vacation schedules of those within the department expected to review and/or sign any offer letter.
- Prepare financial plan and draft offer letter in advance once candidate has been identified.
Faculty & Physician Recruitment Process (FPRP) Update:
July 1 Start Dates Are Fast Approaching Spring-time is the busiest season for Faculty Recruitment with start dates of July 1st. The following dates have been established to help those offices involved in the FPRP best manage the workflow:
- April 11th (or earlier): Please submit RTRFs for positions with a July 1st start date.
- Immediately following RTRF Submission: If a Financial Plan is required¹ please complete the Financial Plan promptly after you have submitted the RTRF. You can fill out the Financial Plan, and then “submit” it for approval once the RTRF has been approved.
- May 9th: Please email draft Offer Letters to Andrew Bennett and Nancy Sanchez for the review process and then to obtain the approvals of the Vice Deans. Please print and route the letters for signatures promptly ².
- June 6th : Submit a signed original Offer Letter, a signed requisition or CPP and all material for the SoM Committee on Appointments and Promotions to Janice Tobia in Faculty Records.
** HR will schedule appointments only after the candidate has signed the Offer Letter for HR. has received the goal of July 1 start dates and the approved employee requisition.
REMINDER: If the candidate is not currently on the School of Medicine’s payroll, he/she is considered a new recruit and the start date cannot be earlier than the dates of completion of all three items below:
1. The date he/she signs the I-9 form at the HR appointment;
2. They are fully credentialed at the institution that they will be seeing patients at (if applicable); and
3. Background check results have been received by HR.
If you have any questions or concerns, please contact Safia Khan via email, safia.khan@nyumc.org.
Thank You,
Planning & Business Initiatives
________________________________________________________________________
¹When any part of the recruitment package is funded by one or more of the following sources: operating, discretionary, endowment, grants, service centers, or NYUHC
²Please contact Andrew Bennett for any inquires.