Division of Biology and Medicine
BioMed Faculty Administration

Faculty Actions Processes

Instructions and additional information for completing appointments, reappointments, secondary appointments, terminations, and emeritus actions.

Effective Dates

Generally, appointment start dates can be at any point needed in the year for all track and appointment types except for tenure-track. 

Tenure-track appointments must start on July 1 or January 1. Please contact BMFA if this is a concern.

Standardized end dates have been established to aid in the pursuit of consistent appointment and reappointment cycles when possible. We ask that appointments have the following end dates within their appropriate context:

Type End Date
Academic Track June 30 or December 31
Affiliates

June 30*

*If a grant requires a different date, please include this in your correspondence.

Tenure-Track June 30 or December 31
Visas We defer to the effective dates of the visa.

End Dates for January 1 Start Dates

If the start date is January 1, the year of the end date must allow for the term to be less than the term limit maximum. The faculty member's second term will start July 1, allowing for a full second and third term as they have naturally aligned with the regular reappointment schedule at the end of their first appointment term. 

For example, if appointing a faculty member to a full term as an Assistant Professor effective January 1, 2024 the end date must be June 30, 2026 rather than 2027. If the appointment term ended June 30, 2027, the appointment would be for 3.5 years which is above the maximum term allowance per the Handbook of Academic Administration and BioMed's Standards and Criteria.

The Date Duration Calculator is an excellent resource for quickly calculating or double-checking the term length.

Appointments

Faculty Titles

  • Instructor
  • Assistant Professor
  • Associate Professor
  • Professor

Additional Titles

  • Lecturer
  • Senior Lecturer
  • Distinguished Senior Lecturer

Faculty Tracks

  • (Research)
  • Tenure

Academic Faculty Requirements and Limitations

Materials Required

All junior and senior academic appointments must be submitted through the Search or Pre-select process.

Please note: all senior-level (Research) appointments require further review through CMFA and all senior-level tenure-track appointments require review and approval by TPAC

Searches and Pre-select Processes

Faculty Titles

  • Instructor
  • Assistant Professor
  • Associate Professor
  • Professor

Clinical Tracks

  • Pre-Track
  • Research Scholar
  • Teaching Scholar
  • (Research)

Academic Faculty Requirements and Limitations

Materials Required

All junior and senior academic appointments must be submitted through the Search or Pre-select process.

Please note: all senior-level appointments require further review through CMFA.

Searches and Pre-select Processes

Materials Required

  • Chair's letter/memo with:
    • Appointment title, rank, and track
    • Start and end dates
  • Adjunct Responsibilities Memorandum of Understanding form
    • Responsibilities specifically delineated
    • Signed by the Department Chair
    • Signed by Adjunct Faculty member in agreement
  • Candidate's CV
    • Ideally in Brown format
    • Pages numbered
    • Dated for the most recent update
  • Candidate's DOB and gender
    • This information is only used to build their profile in WorkDay
  • Candidate's email address if their CV does not include one

Adjunct Appointment Requirements and Limitations

Affiliate Titles

  • Senior Research Associate
  • Research Associate
  • Senior Teaching Associate
  • Teaching Associate
  • Investigator
  • Visiting

Affiliate Appointment Requirements and Limitations

Materials Required

  • Chair's letter/memo with:
    • Appointment title, rank, and track
    • Start and end dates
  • Candidate's CV
    • Ideally in Brown format
    • Pages numbered
    • Dated for the most recent update
  • Candidate's DOB and gender
    • This information is only used to build their profile in WorkDay
  • Candidate's email address if their CV does not include one

Faculty Titles

  • Instructor
  • Assistant Professor
  • Associate Professor
  • Professor

Clinical and Clinician Educator Appointment Requirements and Limitations

Materials Required for Junior Appointment

  • Chair's letter/memo with:
    • Appointment title, rank, and track
    • Start and end dates
  • Candidate's CV
    • Ideally in Brown format
    • Pages numbered
    • Dated for the most recent update
  • Candidate's DOB and gender
    • This information is only used to build their profile in WorkDay
  • Candidate's email address if their CV does not include one

Materials Required for Senior Appointment

Senior Faculty Appointments of Associate Professors and Professors require CMFA review

Eligibility

Faculty members who meet one of the following criteria upon their retirement may be considered, via a recommendation by the Department Chair, for appointment as emeritus/a:

  • Faculty at the rank of Associate Professor (all tracks)
  • Faculty at the rank of Professor (all tracks)
  • Exceptional cases:
    • Faculty at the rank of Assistant Professor (all tracks) with at least 15 years of service to The Warren Alpert Medical School and with demonstrated exceptional contributions in education, research, and/or service.

Materials Required

  • Chair's letter/memo with:
    • Appointment title, rank, and track
    • Start date
  • Candidate's CV
    • Ideally in Brown format
    • Pages numbered
    • Dated for the most recent update
  • Candidate's email address if their CV does not include one

Submitting an Emeritus/a Appointment

All requests for emeritus/a appointments should be submitted to BMFA through the BMFA Faculty Actions site.

If approved by the Dean, the request will be submitted to the President for her approval and subsequent presentation to the Corporation. 

BioMed Faculty Administration works in conjunction with departments and the Office of International Student and Scholar Services (OISSS) to sponsor affiliates for H-1B or J-1 Visas.

Department administrators should follow OISSS instructions to secure a visa for affiliates in their department.

Visa Resources

Title Naming Conventions

All Departments

Biology Departments

Clinical Departments

Required Materials

Departments are required to provide the necessary visa paperwork to BMFA as part of the original appointment or reappointment packet to ensure the appropriate faculty action documentation is provided for the visa application. 

  • Visa-related documents
    • J-1 Visa application materials are required with the reappointment packet
    • H-1B Visa application materials can be submitted to BMFA after OISSS accepts them; please communicate with BMFA that the reappointment or appointment is H-1B-related so we can ensure the correct letter is provided for the application and visiting scholar. 
  • Appointment documents for title and rank

Reappointments

Faculty Titles

  • Instructor
  • Assistant Professor
  • Associate Professor
  • Professor

Additional Titles

  • Lecturer
  • Senior Lecturer
  • Distinguished Senior Lecturer

Faculty Tracks

  • (Research)
  • Tenure

Materials Required

  • Chair's Letter with:
    • Appointment rank, track, and title
    • Start and end dates
  • Candidate's CV
    • In Brown format
    • Pages numbered
    • Dated for the most recent update

Faculty Titles

  • Instructor
  • Assistant Professor
  • Associate Professor
  • Professor

Academic Tracks

  • Pre-Track
  • Research Scholar
  • Teaching Scholar
  • (Research)

Limitations

  • Pre-Track faculty must select a track by the beginning of their third term.
  • All junior-level academic faculty on the Research or Teaching Scholar tracks must be promoted to Associate Professor by the end of their third term.
    • Clinical Departments: If the junior faculty member is not eligible for promotion to Associate Professor, it is recommended that the department consider transitioning the faculty member to a Clinical or Clinician Educator track.

Materials Required

  • Chair's Letter with:
    • Appointment rank, track, and title
    • Start and end dates
  • Chief/Director Letter of Support (If Applicable)
  • Hospital Support Letter with:
    • Appointment rank, track, and title
    • Start and end dates
    • Signed by the Hospital CEO
    • (Research) must state "contingent upon the availability of external funding"
  • Candidate's CV
    • In Brown format
    • Pages numbered
    • Dated for the most recent update
  • Annual Review
  • Teaching Evaluations - summary preferred

Materials Required

Affiliate Titles

  • Research Associate
  • Senior Research Associate
  • Teaching Associate
  • Senior Teaching Associate
  • Investigator
  • Visiting

Affiliate Appointment Requirements and Limitations

Materials Required

  • Chair's Letter with:
    • Appointment rank, track, and title
    • Start and end dates
  • Candidate's CV
    • In Brown format
    • Pages numbered
    • Dated for the most recent update

Faculty Titles

  • Instructor
  • Assistant Professor
  • Associate Professor
  • Professor

Clinical and Clinician Educator Appointment Requirements and Limitations

Materials Required

  • Chair's Letter with:
    • Appointment rank, track, and title
    • Start and end dates
  • Candidate's CV
    • In Brown format
    • Pages numbered
    • Dated for the most recent update
  • Annual Review
  • Teaching Evaluations - summary preferred
  • Teaching and/or Service Hours Breakdown
    • Submitted via a Teaching/Service form or stated within the Chair's Letter
      • Clinical - 100 hours
      • Clinician Educator - 200 hours

BioMed Faculty Administration works in conjunction with departments and the Office of International Student and Scholar Services (OISSS) to sponsor affiliates for H-1B or J-1 Visas.

Department administrators should follow OISSS instructions to secure a visa for affiliates in their department.

Visa Resources

Title Naming Conventions

All Departments

Biology Departments

Clinical Departments

Required Materials

Departments are required to provide the necessary visa paperwork to BMFA as part of the original appointment or reappointment packet to ensure the appropriate faculty action documentation is provided for the visa application. 

  • Visa-related documents
    • J-1 Visa application materials are required with the reappointment packet
    • H-1B Visa application materials can be submitted to BMFA after OISSS accepts them; please communicate with BMFA that the reappointment or appointment is H-1B-related so we can ensure the correct letter is provided for the application and visiting scholar. 
  • Reappointment documents for title and rank

Promotions

Junior Promotions

Promotion Pathway

  • Instructor to Assistant Professor

Faculty Titles

  • (Research)

Materials Required for Junior Promotion

  • Chair's Letter with:
    • Appointment rank, track, and title
    • Start and end dates
  • Candidate's CV
    • In Brown format
    • Pages numbered
    • Dated for the most recent update

Promotion Pathway

  • Instructor to Assistant Professor

Faculty Titles

  • Research Scholar
  • Teaching Scholar
  • (Research)

Materials Required for Junior Promotion

  • Chair's Letter with:
    • Appointment rank, track, and title
    • Start and end dates
  • Chief/Director's Letter of Support (Optional)
  • Hospital Support Letter (Clinical Departments Only)
    • Appointment rank, track, and title
    • Start and end dates
    • Signed by the Hospital CEO
    • (Research) must state "contingent upon the availability of external funding"
  • Candidate's CV
    • In Brown format
    • Pages numbered
    • Dated for the most recent update
  • Teaching Evaluations - summary preferred

Promotion Pathway

  • Instructor to Assistant Professor

Materials Required for Junior Promotion

Promotion Pathway

  • Research Associate to Senior Research Associate
  • Teaching Associate to Senior Teaching Associate

Affiliate Appointment Requirements and Limitations

Materials Required for Junior Promotion

  • Chair's Letter with:
    • Appointment rank, track, and title
    • Start and end dates
  • Candidate's CV
    • In Brown format
    • Pages numbered
    • Dated for the most recent update

 

Promotion Pathway

  • Instructor to Assistant Professor

Materials Required for Junior Promotion

  • Chair's Letter with:
    • Appointment rank, track, and title
    • Start and end dates
  • Candidate's CV
    • In Brown format
    • Pages numbered
    • Dated for the most recent update
  • Teaching and/or Service Hours Breakdown
    • Submitted via a Teaching/Service form or stated within the Chair's Letter
      • Clinical - 100 hours
      • Clinician Educator - 200 hours
  • Teaching Evaluations - summary preferred

Senior Promotions

Professional advancement resources for (Research) and campus-based faculty in the Division of Biology and Medicine.

Biology Faculty Promotions

Promotions to senior faculty positions in Medical/Clinical departments at Brown are managed by BMFA in conjunction with the Committee on Medical Faculty Appointments (CMFA).

Committee on Medical Faculty Appointments (CMFA)

CMFA-Related Dossier Materials

Salary Increase

Off-cycle salary increase requests that fall outside of the merit review process or for positions not part of the merit review process can be submitted to BMFA for review and approval.

BMFA provides salary reviews for any campus-based, non-tenure faculty and affiliate appointments in the departments we serve to help build and ensure salary equity across the Division of BioMed.

Salary review meetings occur every two weeks which may delay the appointment or reappointment process, so please plan accordingly and let our team know if you need the review sooner than the projected timeline.

Materials Required for Salary Increase

  • Chair's letter with:
    • New salary requested
    • Justification for salary increase
  • Updated CV
    • In Brown format
    • Pages numbered
    • Dated for the most recent update

Requests can be submitted directly to BMFA via the BMFA Faculty Actions site. 

International Scholars on Brown Sponsored Visas

Departments requesting salary reviews or who are hiring for a campus-based appointment that involves an international scholar will need to also consider the prevailing wage or financial minimums required for obtaining a J-1 or H-1B Visa through Brown. BMFA encourages departments to work closely with the Office of International Students and Scholars Services to determine a minimum salary before submitting the appointment, salary review, or salary increase request to BMFA.

Although BMFA attempts to provide guidance on equitable salary ranges for our campus-based faculty and affiliates, we defer to the minimum requirements outlined in the J-1 and H-1B visa applications. 

BMFA provides salary reviews for any campus-based, non-tenure faculty and affiliate appointments in the departments we serve to help build and ensure salary equity across the Division of BioMed.

Salary review meetings occur every two weeks which may delay the appointment or reappointment process, so please plan accordingly and let our team know if you need the review sooner than the projected timeline.

Materials Needed for Review Request

  • Informal email that:
    • Requests the review
    • Provides a deadline of when a figure is needed by, if any
    • Optional: the salary or range the department would like to 
  • Updated CV
    • In Brown format
    • Pages numbered
    • Dated for the most recent update

Please note: This review is different than submitting a salary increase request and is only meant to be informative. No action will be taken on the faculty or affiliate member's record until the Department formally requests the increase. 

Departments can submit a salary review request directly to BMFA by emailing BMFA@brown.edu.

International Scholars on Brown Sponsored Visas

Departments requesting salary reviews or who are hiring for a campus-based appointment that involves an international scholar will need to also consider the prevailing wage or financial minimums required for obtaining a J-1 or H-1B Visa through Brown. BMFA encourages departments to work closely with the Office of International Students and Scholars Services to determine a minimum salary before submitting the appointment, salary review, or salary increase request to BMFA.

Although BMFA attempts to provide guidance on equitable salary ranges for our campus-based faculty and affiliates, we defer to the minimum requirements outlined in the J-1 and H-1B visa applications. 

Secondary Appointments

Primary Departments need to communicate with the Secondary Department to initiate the secondary appointment request, which includes both Department Chairs' signatures on the Secondary Appointment Request form.

This form should be submitted with appointment paperwork to BMFA via the Faculty Actions site.

Adding a Secondary Appointment to an Existing Active Appointment

Required Materials

  • Signed Secondary Appointment Request form
  • Candidate's CV
    • In Brown format
    • Pages numbered
    • Dated for the most recent update

Multiple Secondary Appointments

In the rare case that a faculty member or affiliate has multiple secondary appointments, primary departments should submit a signed Secondary Appointment Request form for each secondary department. 

If a faculty member or affiliate already has a secondary appointment(s) at the time of their regular reappointment date, it is assumed the secondary appointment(s) is also being reappointed. 

We recommend the Primary Department connect with the Secondary Department(s) to confirm they need to continue the secondary appointment as part of their reappointment processes before submitting the reappointment request to BMFA.

If a faculty member has a secondary appointment(s) at the time of their promotion, a Secondary Appointment Request Form is required for the promotion materials presented to CMFA. This ensures that the secondary department(s) can conduct its own promotions committee review to confirm if the faculty member meets their standards for the prospective promotion.

We recommend the primary department connect with the secondary department(s) as early in the promotion discussion or dossier collection process as possible to allow the secondary department(s) enough time to discuss the candidate. 

Multiple Secondary Appointments

In the rare case that a faculty member has multiple secondary appointments, Primary Departments should submit a signed Secondary Appointment Request form for each Secondary Department. 

If a faculty member or affiliate has a secondary appointment(s) at the time of their primary appointment termination, it is assumed the secondary appointment(s) is also being terminated. 

We recommend the terminating department notify the other department of the termination as part of their termination processes before submitting the request to BMFA. This ensures the other department an opportunity to retain their appointment by working with BMFA as part of the process for updating the faculty member or affiliate's record. 

Terminations

Resources and Requirements

Please refer to Chapter 14: Leaving the University of the Brown Faculty Handbook for detailed information regarding processing retirements, expirations of contracts, resignations, and terminations.

On rare occasions, departments or principal investigators will encounter mid-contract problems with non-regular faculty, including postdocs. Problems can arise from an unexpected loss of funding or from a failure of the faculty member to meet professional expectations. For guidance on termination related to non-regular faculty, please refer to section 14.3.2 found in Chapter 14: Leaving the University of the Brown Faculty Handbook.

Regular Faculty Terminations

Under Faculty Rules, procedures more involved than these need to be followed when the contracts of regular members of the junior faculty are not being renewed. If a department is recommending the termination of employment of someone who is in the penultimate year of the probationary period, then the procedures for a complete tenure review must have already been followed (see Chapter 10), except in those cases where the untenured faculty member has stated in writing that no tenure review is desired.

All academic faculty must receive notice of non-renewal 12 months (if a faculty member for 3 or more years) or 9 months (if a faculty member for less than 3 years) preceding the expiration of their current faculty appointment if their appointment will not be renewed.

Materials Required for Termination

  • Termination Form
  • Copy of appointment termination notification sent to faculty or affiliate
    • This can be a letter or email exchange with the individual and includes resignation communications

Please note: Retroactive termination requests that are 180 days past the current date will result in immediate loss of University services (email, library access, etc.) If you have access concerns for the above-listed faculty member, please reach out to BMFA.

 

Track Changes

All faculty track changes from affiliate or clinical tracks to academic tracks must be requested through the pre-select process.

Tracks

  • (Research)
  • Pre-Track
  • Research Scholar
  • Teaching Scholar

Please note: All senior-rank appointments must be reviewed by CMFA.

Requirements

To change tracks from (Research) to Research Scholar, you must show significant teaching, training, supervision, and/or mentoring experience and provide evidence of:

  1. Teaching activities
    • Courses taught, including role
    • Year(s) taught
    • Average number of students
    • Average number of teaching hours per year
  2. Residency and/or fellowship training activities
    • Role
    • Year(s) active
    • Average number of trainees per year
    • Average number of training hours per year
  3. Research Supervision
    • Name of trainee(s)
    • Trainee status (student, resident, fellow)
    • Dates active
    • Nature of supervision
  4. Mentoring activities
    • Name of mentee(s)
    • Mentee status (student, resident, fellow)
    • Dates active
    • Mentoring role 

Materials Required

Types of Track Changes

  • FROM Teaching Scholar or Research Scholar or (Research) TO Clinician Educator or Clinical
  • FROM Clinician Educator TO Clinical
  • FROM Clinical TO Clinician Educator

Materials Required

Since these are junior-rank appointments, CMFA is not required to review the track change request. Instead, these requests can be submitted directly to BMFA through the BMFA Faculty Actions site.

The following track change requests for senior-rank faculty (Associate Professor, Professor) do not require a CMFA review:

  • FROM Teaching Scholar or Research Scholar or (Research) TO Clinician Educator or Clinical
  • FROM Clinician Educator TO Clinical

In these cases, the criteria for the requested track have already been met based on the criteria for the current track.

Materials Required

These requests can be submitted through the BMFA Faculty Actions site.

All other track changes require a dossier and CMFA review. It is recommended that track change requests be combined with promotion requests when possible. 

BMFA Faculty Actions Site

Additional Resources

Learn more about affiliate appointments for faculty, professionals, and international scholars.
Promotions to senior faculty positions in Biology (Research) and Medical/Clinical departments at Brown are managed by BMFA in conjunction with the Committee on Medical Faculty Appointments (CMFA).
Required fillable forms, sample documents, templates, rubrics, and review materials as they relate to BioMed faculty actions and processes.