DRAFT: Annual Appointments

• Required paperwork and process to submit 
• Checklist – make sure there is backdating language in the list. Include job codes
• Backdating rules

• To a higher OA rank, Instructor, or MoF 

11. Lecturer – Faculty of Medicine Handbook 

• Review of Process and Required Materials (link to 11.2) 
• Nominating Letter Template 
• APF Form 
• CV Requirements (and link to CV Generator) 

• RAAP Process 
• Off-cycle reappointments 
• Info needed for reappointment, nuances 
• Link to MARS Report 

• Different types of data changes 
• Process for data changes  

• Promotions:  link to AA team page 
• Demotions:  Context of when someone will revert to a non-faculty rank; process 
• Reclassification:  Process 

• Notice period (link to handbook) 
• Process 

• Link to handbook: 10. Instructor – Faculty of Medicine Handbook 
• The Instructor rank is only available in Affiliate Departments.  It is an entry-level ladder, non-voting appointment.

• Appointment duration is typically one year, renewable for unlimited cycles 
• Recruitment 
  • Instructor Full-Time appointments require a competitive search conducted via the Faculty Search Portal.  (Insert PPT guide link).  The search requisition number will be entered onto the Academic Profile Form, described below. 
  • PT Instructors do not need a search for the initial appointment; change to FT will require a search. 
  • Search is not required if: 
    • Fellows promoted within 2 years of completing HMS training (must appear on academic record) 
    • Lateral move from another Harvard School 
• Requesting an academic appointment for a new Instructor: 
  • Submit a Quick Hire form via PeopleSoft if candidate is external to Harvard or, an eTAD from MARS if they are internal to Harvard.  The eTAD will be submitted via email as instructed below. 
  • Submit to facappt@hms.harvard.edu the following: 
    • eTAD if internal to Harvard. 
    • Nominating letter from the Head of the Department using this template (link). 
    • Completed Academic Profile Form (link) that includes the Faculty Search Portal requisition number of a fully completed search or notation of an exception. 
    • CV in any format.   
  • OFA will review and return an approval decision within 10 working days of the submission.  Department Administrators receive an electronic notification when a new Harvard University ID had been created in the HU system.  All others require monitoring of MARS for appointment activation. 
  • Information about activation of Harvard Key can be found here. HMS will not send this information directly; it must be sent by departments to new appointees.

• Check appointment status in MARS.  See instructions on navigating MARS and accessing eTAD’s in the “Training Guides” section on this page. 
• RAAP Process:  most on 6/30 of a given year and are renewed via the RAAP process initiated in April of each year following these instructions:  (link to RAAP instructions) 
• Off-Cycle Reappointments: to reappoint a single appointment, submit to facappt@hms.harvard.edu the following: 
  • eTAD (from MARS) indicating the new appointment dates, signed by the Department Head 
  • Teaching Hours per category, for the previous academic year (link to CV Gen/Teach Tally) 
  • Date of Annual Career Conference and Mentor Name 
• Teaching Hours, ACC Date and Mentor Name can be noted in the memo section of the eTAD or in a separate cover letter. 

• Changes to academic data are either “personal” data changes or “job” data changes.   
• Submit “eTAD Personal”, signed by the preparer, to facappt@hms.harvard.edu for the following: 
  • Social Security number correction or update 
  • Name Change:  requires proof of name change with submission
  • Address changes, home or office 
  • Phone number changes: home or office 
  • Email address update 
  • Degree updates:  new degree obtained – requires proof of new degree 
• Submit “eTAD Job/Comp/Costing”, signed by the Head of the Department, to facappt@hms.harvard.edu for the following: 
  • Division Changes 
  • Supervisor updates

• Promotions:  (link to AA team page ) 
  • Promotions to Instructor follow “New Appointment” steps 
  • Process to promote from Instructor to a higher ladder rank is outlined in 6. Criteria for Appointments and Promotions – Faculty of Medicine Handbook 
  • Once a promotion is approved, the OFA will internally update the academic record; no additional paperwork is required. 
• Demotions:  
  • Change in rank from Instructor to Fellow or Associate require the following to be submitted to facappt@hms.harvard.edu:
    • an eTAD noting the new rank and effective dates 
    • Department Head letter outlining the reason for the change. 
    • Academic Profile Form (first two pages) 
  • Returning to training:  Instructor returning to a fellowship for continued training should relinquish their Instructor appointment for the duration of the training and return to their Instructor rank at the conclusion of their training with agreement from their department.  Please consult with OFA on the appropriate process for the transition back to Instructor. 
• Reclassification of rank: 
  • Instructor FT to Lecturer FT: 
    • an eTAD noting the new rank and effective dates 
    • Academic Profile Form, complete 
    • Department Head letter outlining the reason for the change. 
    • Updated CV in any format 
  • Instructor FT to Instructor PT or Lecturer PT; Instructor PT to Lecturer PT 
    • an eTAD noting the new rank and effective dates 
    • Academic Profile Form, first two pages 
  • Any reclassifications from PT to FT: reference new appointment section.
     

• Definition:  In Affiliate Departments, an academic can be terminated from their academic appointment if no longer teaching, but still retain a staff appointment within their Affiliate Department/Institutions.   Basic and Social Science Department academic appointments are linked to employment and are not independent from each other.   
• Notice period: 4.6. Termination Documentation and Lengths of Notice – Faculty of Medicine Handbook 
• Process: One notice has been given, if necessary, submit the following to facappt@hms.harvard.edu: 
  • ETAD noting the termination reason and effective date of the termination.

• Ranks
• Terms
• Eligibility
• Job Codes

• Visitor Participation Agreements