Appointment and Promotion of Non-Faculty, Academic Staff

11/2/2017 Page 5.1

SECTION FIVE

Introduction ................................................................................................................ 5.2

Criteria For Appointment And Promotion ................................................................ 5.4

Procedures For Appointment And Promotion ......................................................... 5.7

Terms Of Appointment .............................................................................................. 5.9

Renewal Of Appointment ......................................................................................... 5.11

Notification Of Non-Renewal Of Appointment ....................................................... 5.12

Appointment Of Part-Time Non-Faculty Academic Staff ...................................... 5.13

Waiver Of Requirement For A Cornell University Appointment For Appointment

To The Medical Staff ................................................................................................ 5.14

Nepotism ................................................................................................................... 5.16

Letter Of Appointment ............................................................................................. 5.17

Appendices

Appendix I Non-Faculty, Academic Titles At Weill Cornell Medical College ....... 5.19

Appendix II Weill Cornell Medical College, Cornell University Required Format For

Curriculum Vitae And Bibliography ........................................................................ 5.20

Appendix III Affiliations ........................................................................................... 5.21

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INTRODUCTION

I. The Non-Faculty, Academic Staff

The non-faculty academic staff

at the Weill Cornell Medical College is composed

of those individuals holding appointments as assistants, fellows, associates or senior

associates

and affiliate physicians or senior affiliate physicians.

As members of the

academic staff, they contribute to the teaching, research and/or clinical programs of the

Medical College, but are not appropriate for appointment to the faculty. For example,

individuals recommended for non-faculty, academic appointments may have recently

obtained the terminal degree in their field and are currently receiving supplemental or

specialized training of specific duration. In other cases, they may provide essential

teaching, research or support services to the Medical College. Members of the non-

faculty, academic staff may be full-time salaried, part-time salaried or non-salaried by the

Medical College or an affiliated institution.

Among the non-faculty academic staff, postdoctoral trainees could have any of the

following titles: Postdoctoral Associate, Fellow or Visiting Fellow. A postdoctoral trainee

at the Medical College is an individual who has a terminal degree (Ph.D., M.D., DVM or

equivalent) and is appointed for the purpose of training to develop the ability to reason in

a scientific manner, formulate hypotheses independently, and to perform independent

research, including basic, clinical, translational or behavioral research. An individual

engaging in research activities for a year or two as part of a clinical training program is

not considered to be a postdoctoral trainee, unless the training is designed to develop the

ability to perform independent research. A postdoctoral trainee must have no clinical or

professional responsibilities that interfere with research training. However, while research

training is the principle activity of postdoctoral trainees, they can elect to participate in

teaching activities, including but not limited to lecturing, moderating small group

conferences, or mentoring junior scientists. Postdoctoral trainees are expected to publish

the results of their research.

II. Titles

Through faculty legislation, the Weill Cornell Medical College has established a

system of non-faculty, academic titles. Each title is distinguished by specific qualifications;

duties in the areas of teaching, research and/or clinical care; and privileges, as described

The complete academic staff consists of the faculty and non-faculty academic staff. The remaining

employees of the Medical College are the non-academic staff.

As approved by the Executive Faculty Council on February 15, 1977 (Minutes, pages 7650-7652), and

Bylaws of Cornell University, Article XVII, 1.

As approved by the Executive Faculty Council on March 3, 1994 (Minutes, pages 8529-8530), and by the

General Faculty Council on March 14, 1994.

As approved by the Executive Faculty Council on October 8, 2009, the General Faculty Council on October

19, 2009 and the Executive Committee of the Board of Overseers on November 18, 2009 (minutes, page

217).

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in the subsections below.

Listed below are the non-faculty, academic titles at the Medical College:

A. Assistants

1. Research Assistant in (Department)

2. Teaching Assistant in (Department)

3. Graduate Research Assistant in (Department)

4. Visiting Graduate Assistant in (Department)

B. Fellows

1. Fellow in (Department)

2. Visiting Fellow in (Department)

C. Associates

1. Clinical Associate in (Department)

2. Postdoctoral Associate in (Department)

3. Research Associate in (Department)

4. Staff Associate in (Department)

5. Teaching Associate in (Department)

D. Senior Associates

1. Senior Clinical Associate in (Department)

2. Senior Research Associate in (Department)

3. Senior Staff Associate in (Department)

4. Senior Teaching Associate in (Department)

E. Affiliate Physicians

1. Affiliate Physician in (Department)

2. Senior Affiliate Physician in (Department)

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CRITERIA FOR APPOINTMENT AND PROMOTION

I. Assistants

A. Research Assistant in (Department). This title is conferred on degree

candidates in the Graduate School of Medical Sciences (GSMS) rendering research

services, which are not directly thesis related.

B. Teaching Assistant in (Department). This title is conferred on degree

candidates in the GSMS rendering services in instruction.

C. Graduate Research Assistant in (Department). This title is reserved for

degree candidates in the GSMS who are receiving support during the course of their

thesis research or other degree-related work and also rendering a service to the particular

project.

D. Visiting Graduate Assistant in (Department).

This title is reserved for post-

baccalaureate degree candidates at universities other than the GSMS rendering services

in research.

II. Fellows

A. Fellow in (Department). This title is used for individuals who have completed

or interrupted their residency training or have an earned doctorate, and who are obtaining

additional training through specialized study or research. Fellows do not hold permanent

positions. Some Fellows may be considered postdoctoral trainees as defined in the

Introduction,

and therefore, these Fellows would be subject to the postdoctoral trainee

policies and procedures described under Terms of Appointment.

B. Visiting Fellow in (Department). This title is used for individuals joining the

academic staff for a limited period in order to obtain further training in their field but

retaining their positions at another institution. Normally such individuals will have an

earned doctorate. Their support may be obtained from the Medical College and/or another

source. In addition, distinguished physicians and scientists in residence at the Medical

College or an affiliate and who receive no compensation or other support and who have

no formal duties, may be appointed Visiting Fellow in (Department) at the Medical

College.

Some Visiting Fellows may be considered postdoctoral trainees as defined in

the Introduction,

and therefore, these Visiting Fellows would be subject to the

Original descriptions of criteria for appointment and promotion, except for Visiting Fellows in (Department),

Affiliate Physicians and Visiting Graduate Assistants in (Department) approved by the Executive Faculty

Council on February 15, 1977 (Minutes, pages 7649 and 7650-7652).

Approved by the Executive Faculty Council March 2, 1995 (minutes, page 8596), and the General Faculty

Council March 13, 1995.

See page 5.2

See also the By-Laws of Cornell University, Article XVII, 1.

See page 5.2

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postdoctoral trainee policies and procedures described under Terms of Appointment.

III. Associates

A. Clinical Associate in (Department). This title is used for members of the

house staff of affiliated hospitals in their second and subsequent years of postgraduate

training in recognition of their primary involvement in clinical training and service.

B. Postdoctoral Associate in (Department). This title is used for individuals

performing postgraduate work in research as a result of which they increase their

knowledge and experience. Although they hold a doctoral degree, such individuals work

primarily under the direction of a faculty member and are not considered independent

researchers. Postdoctoral Associates often participate in the research training of graduate

students and sometimes teach informally. They do not hold permanent positions. All

Postdoctoral Associates are considered postdoctoral trainees as defined in the

Introduction,

and therefore, these trainees would be subject to the postdoctoral trainee

policies and procedures described under Terms of Appointment.

Candidates for degrees administered by Cornell University may not be appointed

as Postdoctoral Associates until all the requirements of the degree have been completed.

In some cases, Cornell doctoral candidates who have passed their thesis examination

and whose submission of the thesis to the Graduate School is imminent, may be

appointed as Postdoctoral Associates. However, such appointments are limited to a thirty-

day period. After the thesis is accepted by the Graduate School, a regular appointment

can be made.

C. Research Associate in (Department). This title is used for individuals with an

earned doctorate or professional degree or the equivalent combination of skills, education

and experience who participate in the planning, design and operation of research

programs; participate in the collection and analysis of data; supervise preparation of

materials and maintenance of equipment and facilities; and plan, assign and supervise

work of technicians and assistants. Candidates for degrees administered by Cornell

University may not be appointed as Research Associates until all the requirements of the

degree have been completed.

D. Staff Associate in (Department). This title is used for individuals with an

earned doctorate or professional degree or the equivalent skills, education and

experience whose contributions are primarily of a technical or service nature and who

perform as associates of members of the faculty.

E. Teaching Associate in (Department). This title is used for individuals who are

not degree candidates at Cornell University and who are not qualified for appointment to

the faculty, but who assist in the teaching programs of the Medical College. A

baccalaureate degree or equivalent skills, education and experience are required.

See page 5.2

Cornell University Academic Administrative Manual (1980), p. 3.37.

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IV. Senior Associates

A. Senior Clinical Associate in (Department). This title is used for chief

residents at affiliated hospitals or for individuals who are residents in the advanced stages

of their training programs in areas which require many years of postgraduate training, and

thus merit advancement above the position of Clinical Associate.

B. Senior Research Associate in (Department). This title is used for individuals

with an earned doctorate or professional degree, or the equivalent skills, education and

experience, extensive research experience and record of publication who are responsible

for the planning, conducting and reporting on original research in their field of expertise

and/or participating in the general research effort of a department or division and thus

merit advancement above the position of Research Associate.

C. Senior Staff Associate in (Department). This title is used for individuals who

have at least five (5) years of experience as a Staff Associate and who have displayed

accomplishment in contributing to the technical or service activities of a department or

division, and thus merit advancement above the position of Staff Associate.

D. Senior Teaching Associate. This title is used for individuals with at least five

(5) years of service as a Teaching Associate or the equivalent, and who have displayed

significant accomplishment in contributing to the teaching programs of the Medical

College, and thus merit advancement above the position of Teaching Associate.

V. Affiliate Physicians

A. Affiliate Physician in (Department). This title is used for individuals primarily

engaged in clinical care who are in good standing on the medical staffs of affiliated

hospitals or who meet the qualifications for membership on the hospital's medical staff

and whom the hospital's medical staff wishes to appoint as a member.

B. Senior Affiliate Physician in (Department). This title is used for individuals in

good standing on the medical staffs of affiliated hospitals who perform extraordinary

service in clinical care and who contribute to teaching and/or administration at the

affiliated hospital and thus merit appointment or advancement above the position of

Affiliate Physician.

These titles are not available where agreements among Weill Cornell Medical College, The New York-

Presbyterian Hospital and/or others preclude their use. For example, the By-Laws of the New York-

Presbyterian Hospital require that all physicians on the Medical Staff of the New York Weill Cornell Medical

Center of NYPH have an appointment to the instructional staff of the Weill Cornell Medical College, Cornell

University.

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PROCEDURES FOR APPOINTMENT AND PROMOTION

I. General Information

Recommendations for appointment or promotion to the non-faculty, academic staff

of the Weill Cornell Medical College originate in the department and require the written

approval of the department chair. In appropriate instances, the recommendation will

originate in a division or affiliate department and then be reviewed by the department

chair for approval.

A department may not recruit for a new or replacement salaried position of

Research Associate, Senior Research Associate, Staff Associate, Senior Staff Associate,

Teaching Associate or Senior Teaching Associate at the Medical College without the

explicit approval of the Dean.

In submitting a request to the Dean for a new or replacement position at the

Medical College, there must be included a statement of the individual's source of salary

support for the anticipated term of appointment. Academic staff may receive a portion of

their salary from public and private grants and contracts.

If the request for the new or replacement position at the Medical College is

approved by the Dean the individual responsible for the recruiting effort must consult with

the Associate Dean of Diversity

to develop a recruiting plan and submit an "Academic

Applicant Search Plan, parts I and II." Once candidates for the position have been

identified, the Academic Applicant Tracking process should be completed within the

Human Resources Department’s Recruitment Management System.

Upon completion

of the recruitment process, credentials of the chosen candidate are transmitted to the

Office of Faculty Affairs for processing.

II. Procedures

Authority for appointment or promotion to the positions of Postdoctoral Associate,

Research Associate, Senior Research Associate, Teaching Associate, and Visiting

Fellow rests with the President of the University upon recommendation of the department

chair and approval of the Dean of the Medical College. Authority for appointment or

promotion to all other positions on the non-faculty, academic staff rests with the Dean of

the Medical College upon recommendation of the department chair.

The following credentials are required for appointment:

The remaining non-faculty, academic positions are training positions and/or not salaried by the Medical

College.

As of December 10, 2015, revisions approved by the Executive Faculty Council on October 15, 2015; the

General Faculty Council, October 11, 2015; the Board of Overseers on November 11, 2015; and the Board

of Trustees, December 10, 2015.

See “Affirmative Action” (section 6) of the Academic Staff Handbook.

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A. Recommendation for Appointment form.

B. Curriculum vitae and bibliography if available.

C. Letter of recommendation from the department chair (or division/affiliate

department head and endorsed by department chair). Where not evident from the

curriculum vitae the chair’s letter should emphasize: the candidate’s preparation and

academic potential in the areas of research, teaching and/or clinical service; the purpose

of the appointment and/or the plan for special training; and where appropriate the

potential for benefitting from special training.

D. One letter of recommendation from a previous employer or academic evaluator

(not required for affiliate physicians).

These credentials must be submitted to the Office of Faculty Affairs no later than

four (4) months prior to the recommended effective date, e.g. by March 1st for a July 1st

effective date.

A single letter of recommendation from the department chair or division/affiliate

department head may be submitted to recommend for appointment a large number of

individuals to the same training position with the same effective date on the basis of

established and consistent criteria. For example, a department chair may prepare a single

letter of recommendation for a number of individuals for appointment as Clinical Associate

in (Department), if they are all commencing appointment on July 1st for the duration of

the academic year and have been chosen as a result of the same evaluation process for

their abilities according to specified criteria. A copy of that letter should be included with

the credentials of each candidate.

In the case of new appointments at the Medical College, no payroll authorization

can be honored until the necessary documents have been received by the administrative

offices concerned and the recommendation for appointment has been approved.

III. Review for Promotion

Promotion may be recommended by the department chair whenever the individual

has attained the qualifications for promotion. The credentials required for promotion are

the same as those for appointment.

However, in the case of the promotion of a Clinical

Associate in (Department) to Senior Clinical Associate in (Department), only the first three

items are required.

See Appendix II.

See 5.8, above.

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TERMS OF APPOINTMENT

Appointments to the non-faculty academic staff are usually recommended for the

term of one (1) academic year. Most often, the term of the appointment will conform to

the academic year, i.e., July 1st to June 30th, but an appointment may begin during the

academic year and may have a termination date other than June 30th. The term of

appointment may be renewable or may be terminal, depending on such factors as the

source of funding for the position, the duties of the position, the programmatic needs of

the department, and the individual's continued fulfillment of the qualifications for the

appointment. The academic staff member should be informed whether the appointment

is renewable or terminal, and of the conditions for renewal.

For example, Research Associates are often supported primarily with extramural

funding awarded for a specified period. The term of appointment should end no later than

the expiration of the funding. If further support is available, the appointment may be

renewed; if not, the appointment will end. Individuals in training positions, e.g. Fellows

and Postdoctoral Associates, are expected to complete their training within a specific

period. The terms of such appointments should end no later than the anticipated

completion of training.

The maximum terms of certain appointments are set forth in the Bylaws of the

University. Appointments to the position of Research Associate may be recommended

for a period of up to three (3) years, or any part thereof. Appointments to the position of

Senior Research Associate may be recommended for a period of up to five (5) years.

Appointments to the positions of Postdoctoral Associate and Teaching Associate

may be recommended for terms not to exceed one year.

In a majority of cases,

postdoctoral trainees are appointed to terminal appointments. Postdoctoral Associates

may be appointed by the President to training positions for terms of up to one year with

limited renewals, normally no more than five (5) years in all in the same field at the Medical

College, with the option to extend for a sixth year to complete research. Based upon

adequate justification, an extension for a sixth year may be granted at the Dean’s

discretion upon written request by the postdoctoral trainee and the Department Chair.

Postdoctoral trainee appointments will be subject to a three-month probationary

period at the initiation of each new postdoctoral training position at the Medical College.

During the probationary period, the Department Chair may recommend to the Dean

termination of the postdoctoral trainee’s appointment prior to the end of the appointment

term. However, in such cases the postdoctoral trainee is entitled to three months’ notice

of termination. Once a postdoctoral trainee’s appointment has passed the end of the

See 5.11.

Bylaws of Cornell University, Article XVII, 2g.

As approved by the Executive Faculty Council on October 8, 2009, the General Faculty Council on October

19, 2009 and the Executive Committee of the Board of Overseers on November 18, 2009 (minutes, page

217).

Page 5.10 11/2/2017

probationary period, the appointment will normally end on the approved appointment end

date. The Department Chair may recommend termination of an appointment prior to the

approved end date, consistent with Medical College policies on dismissal

If after five years, or six if an extension is granted, the individual is to continue in a

research capacity, any further appointment should be at the level of Research Associate

or to other academic titles that are not training positions. The position of Postdoctoral

Associate does not normally lead to a research career at Cornell. Three months prior to

the end date of postdoctoral trainee appointments, Departments should give all

postdoctoral trainees, regardless of the total duration of appointment, a written reminder

of their appointment end dates.

The appointments of qualified individuals on the staff of an affiliated institution are

contingent upon the continuation of their appointment at the affiliated institution and the

continuation of the Affiliation Agreement between Cornell University and that institution.

Should either condition cease to be in effect, the academic staff member's appointment

at the Medical College will end coterminously. For example, the academic appointments

of Clinical Associates and Senior Clinical Associates, who are employed by affiliated

hospitals as part of postgraduate training programs, end upon completion or

discontinuance of that employment.

See the “Leaves and Termination of Appointment” (section 7) of the Academic Staff Handbook, p. 7.30

As approved by the Executive Faculty Council on October 8, 2009, the General Faculty Council on October

19, 2009 and the Executive Committee of the Board of Overseers on November 18, 2009 (minutes, page

217).

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RENEWAL OF APPOINTMENT

Renewal of term appointments, probationary or otherwise, is not a matter of right

and is not automatic. Renewal depends on such factors as satisfactory performance, the

availability of funds and space, and the continuation of the particular program. In

accordance with the Bylaws of the University, such appointments cease at the expiration

of the stated term, subject to notification requirements for full-time and paid part-time

academic staff.

Renewals are recommended by the department chair to the Dean of the Medical

College for approval. Renewals of appointments of Postdoctoral Associates, Research

Associates, Senior Research Associates, Teaching Associates and Visiting Fellows are

recommended by the department chair to the Dean and by the Dean to the President. For

individuals whose term of appointment ends with the academic year on June 30, annual

renewals of one-year appointments may be recommended by inclusion of the

appointment on the staff list submitted annually to the Dean by the department chair.

In the case of the renewal of an appointment of a Research Associate or Senior

Research Associate for a term of more than one year, the following credentials should be

submitted to the Office of Faculty Affairs by March 1

of the penultimate year of the

individual's appointment:

A. Recommendation for Appointment form.

B. Curriculum vitae and bibliography (if available) in the required format.

C. Letter of recommendation from the department chair.

See 5.13.

This deadline assumes that the individual's appointment was made on the basis of the academic year,

July 1st to June 30th. If the appointment was made to end on another date, then the credentials for renewal

should be submitted no later than four (4) months before the end of the penultimate year of the appointment.

For the nature of the letter, see 5.8.II.C.

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NOTIFICATION OF NON-RENEWAL OF APPOINTMENT

I. Renewable Appointments

Individuals who are in the first twenty-four (24) months of appointment on the paid

full-time academic staff or members of the regular part-time academic staff are entitled to

six (6) months' notice of non-renewal. Individuals who have been on the paid full-time

academic staff more than twenty-four (24) months are entitled to twelve (12) months'

notice of non-renewal of the appointment.

There are no advance notification requirements for academic staff who are not on

the paid full-time or regular part-time academic staff at the Medical College, or who are

on the professional staffs of affiliated institutions.

II. Terminal Appointments

Terminal appointments (commonly called “term appointments”) are made for a

specific duration. Therefore, unless a terminal appointment is renewed pursuant to these

procedures, it will end on the stated termination date. Advance notification of non-renewal

is not required.

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APPOINTMENT OF PART-TIME NON-FACULTY ACADEMIC STAFF

I. Introduction

Due to the nature of academic appointments, it is not possible to translate the

terms part-time and full-time into numbers of hours. When part-time appointments are

made, it is the responsibility of the appointee and the department chair or other cognizant

individual to agree on the duties involved, and the amount of time required.

Part-time appointments to the non-faculty, academic staff should be recommended

when the position requires less than full-time service, when there are funding limitations,

or when the individual is not available full-time. Except in unusual situations or in the case

of voluntary academic staff or Visiting Fellows, the minimum amount of time that the staff

member may commit to the Medical College during the period of the appointment is

twenty-five percent (25%). Joint and dual appointments are not considered part-time

appointments.

II. Policies and Procedures

The policies and procedures pertaining to appointment or promotion are the same

for part-time and full-time non-faculty, academic staff members. Individuals may transfer

from full-time to part-time status, and vice versa, subject to the procedures and approval

required for appointment or promotion to the recommended position.

Cornell University Faculty Handbook (2010), p. 39.

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WAIVER OF REQUIREMENT FOR A CORNELL UNIVERSITY APPOINTMENT FOR

APPOINTMENT TO THE MEDICAL STAFF

I. Introduction

The affiliation agreements between Weill Cornell Medical College, Cornell

University and the designated affiliated institutions listed at

http://weill.cornell.edu/utilities/affiliations.html

provide that, after the effective date of the

Affiliation Agreement, no physician may become a non-provisional member of the medical

staff of any of those hospitals unless that person either has been approved for a Cornell

faculty appointment, has been approved for an Affiliate Physician appointment, or

receives a waiver approved by the Dean of Weill Cornell Medical College, Cornell

University allowing that person to join the medical staff of that affiliate without a Cornell

appointment. This section sets out the procedures to be followed in recommending such

waivers and the criteria to be used in considering those recommendations.

II. Criteria for Waiver of Requirement for Cornell Appointment Allowing

Medical Staff Appointment

In order to be eligible for a waiver of the requirement for a Cornell appointment for

medical staff members of the listed affiliated hospitals, the physician must meet the

credentialing requirement of the affiliated hospital’s medical staff.

III. Procedures for Recommending a Waiver

The physician will submit a letter requesting a waiver of the requirement for a

Cornell academic appointment, countersigned by the individual’s affiliate department

chair, to the appropriate Medical College chair. This letter will state the reason for the

request and will be accompanied by the individual’s curriculum vitae.

If approved by the Medical College department chair, the recommendation or

waiver of the academic appointment will be forwarded to the Dean of the Medical College

for review and approval. After initial approval by the Dean, renewal of the waiver only

requires the inclusion of the physician’s name in the annual waiver list submitted by the

department chair to the Office of Faculty Affairs.

Physicians who hold a faculty appointment at another medical college may request

a waiver from a Cornell appointment, but may not teach Cornell students.

IV. Continuing Validity of Wavier

The waiver will continue to be valid unless and until the affiliate decides to

recommend the physician for an academic appointment or the physician leaves the

As approved by the Executive Faculty Council on April 7, 1994 (minutes, p. 8536), and the General Faculty

Council on April 11, 1994.