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									                  CLINICAL FACULTY APPOINTMENT AND PROMOTION GUIDELINES
                              VCU, DEPARTMENT OF PSYCHIATRY

                                            Revised August 2010

Purpose:
The Clinical Faculty program of the Department of Psychiatry of the Medical College of Virginia Campus of
VCU is designed to enhance the academic and professional development of (1) students and residents, (2)
all faculty, whether community or university based and (3) the missions of the VCU Department of
Psychiatry.

This partnership enhances a more complete development of academically motivated students and residents
by exposing them to a wider variety of professional approaches and best practices from the surrounding
community as well as the academic setting.

All faculty, residents and students benefit from this mutually close association and collaboration, and from
the appropriate use of university facilities and services, including but not limited to library services, to
enhance the professional development and learning of all.

Responsibility for Appointments and Promotions:
The Clinical Faculty Appointment & Promotions Committee (CFAPC) facilitates the process of evaluating
and reviewing individuals for clinical faculty appointment and for promotion. A recommendation packet is
sent to the department’s HR Administrator, who coordinates the appointment process with the Chairman,
and maintains the non-paid faculty database (Banner System). Ultimately, the Department Chairman is
responsible for recommending appointments and promotions to the Dean.

Special consideration will be given to appointing and promoting individuals who contribute to the other
missions of the Department, including scholarship, clinical care and service to the University, the
professions and the community. Consideration will also be given to achievement of board certification and
professional standards. Clinical faculty will lose faculty status if more than one year passes without service.
Requests to reactivate status will be processed upon the acceptance or completion of an assignment.

Review of the active list of Clinical Faculty Affiliates will be done every year in March/April and
recommendations will be made to the Department Chair, by the CFAPC, regarding clinical faculty affiliates
who should be dropped based on non-activity and/or other issues.

NEW Appointments to clinical faculty can be submitted at any time during the year, with a start date in
the recommendation letter sent to the department chair by the CFAPC chair/co-chair. The department chair
will submit a brief letter stating that he concurs with the appointment or promotion and include the
appointment or promotion packet to the Dean’s office, through the SOM Faculty Affairs office. Once the
packet has been approved the appointment takes place on that date stated in the letter. Requests for new
clinical faculty appointments should be directed to the CFAPC committee chair. Curriculum Vitae should be
in the School of Medicine format, as is illustrated in the link provided.
http://www.medschool.vcu.edu/facultyaffairs/policies/documents/CV.doc

PROMOTION of clinical faculty: Recommendations for clinical faculty promotions should be submitted to
the Department Chair and copied to the CFAPC committee chair. These requests are to be submitted in
August of each academic year. Dean-approved promotions will take effect on July 1 of the following year.
The Dean’s office sets the date that promotion documents are due to the Dean’s office, which usually
corresponds with the date the full-time faculty promotions are due (usually late October, early November of
the academic year). The due date will be conveyed to the CFAPC Committee Chair in late summer. The


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Committee Chair should obtain all the required documents from the clinical faculty member seeking
promotion, by September 30, and prepare a letter of recommendation to the Department Chairman. All
promotion documents should be delivered to the HR Manager by October 10. They will be presented to the
Department Chair and he will send his concurrence of the recommendation in a letter to the Dean via the
SOM Faculty Affairs Office. Copies should be maintained in the department’s HR office, in the clinical
faculty affiliates’ files.

Items to be included in the new appointment packet:
  • A written expressed interest in a clinical faculty appointment in the department, based on department
     criteria, by the person seeking the appointment.
  • A written recommendation letter from a department faculty member, CFAPC committee member,
     outlining the contributions the new appointee would make to the department.
  • Current CV in School of Medicine’s format – see link.
     http://www.medschool.vcu.edu/facultyaffairs/policies/documents/CV.doc
  • Official graduate transcripts mailed in sealed envelope to Takeya McLaurin, HR Manager, Department
     of Psychiatry, PO Box 980710, Richmond, VA 23298-0710.
  • Evidence of current licenses and/or diplomas for the assigned duties. For example, if medical license
     is needed, go to Virginia Board of Medicine-Practitioner Information and print off copy for packet.
  • Evidence of Board certification/eligibility in psychiatry, or professional certification in discipline
     pertinent to instruction in psychiatry. Print copy of certification from web-site for packet.
  • Clinical Affiliate Datasheet from new candidate, entered into the VCU HR Banner system under
     AFNEW1 and AFNEW 2, providing a VID for employee and other pertinent information.
  • Letter of recommendation defining the responsibilities associated with the new appointment from the
     Clinical Faculty Appointment and Promotion Committee liaison to Dr. Joel Silverman.
  • Dr. Silverman’s letter of concurrence/recommendation to the Dean, School of Medicine and the
     appointment date.

Clinical Faculty Ranks:
Instructor, Assistant Professor, Associate Professor, and Full Professor

Time and achievement criteria:
Individual clinical faculty members are expected to maintain a record of their service hours. Performance is
evaluated by Division/Program Chairs, peers, and/or trainees in the following areas: clinical, teaching,
research, scholarly development, and/or administrative service.

    1. Instructor: Pre-terminal degree holder with at least 20 hours per year of service who maintains
       satisfactory or better performance. Eligible for promotion to Assistant Professor after 3 years. One
       letter of reference required.
    2. Assistant Professor: Terminal degree holder with at least 20 hours per year of service who
       maintains satisfactory or better performance. Instructor with at least 20 hours per year of service, for
       at least 3 years, with satisfactory or better performance, is eligible for promotion to Assistant
       Professor. One letter of reference required.
    3. Associate Professor: Assistant Professor with at least 40 hours per year of service, for at least 6
       years, with satisfactory or better performance, is eligible for promotion to Associate Professor. Two
       letters of Reference Required.
    4. Full Professor: Associate Professor with at least 40 hours per year of service, for at least 3 years,
       with above average or better performance, is eligible for promotion to Full Professor. Three letters of
       recommendation are required in addition to updated CV and Department of Psychiatry’s letter of
       support.




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Items to be included in Promotion request:

    •   A written expressed interest in a promotion which is based on department criteria, by the person
        seeking the appointment.
    •   Written number of recommendation letter(s), depending on promotional rank, from department faculty
        member(s), CFAPC committee member(s), or others, outlining the reasons for promotion.
    •   Current CV in School of Medicine’s format – see link.
        http://www.medschool.vcu.edu/facultyaffairs/policies/documents/CV.doc
    •   Evidence of current licenses and/or diplomas for the assigned duties. For example if medical license
        is needed go to Virginia Board of Medicine-Practitioner Information
    •   Evidence of Board certification/eligibility in psychiatry, or professional certification in discipline
        pertinent to instruction in psychiatry.
    •   Updated Clinical Faculty Affiliate datasheet, and entry into the VCU Banner system.
    •   Letter of recommendation for promotion, prepared by the CFAPC committee chair, to Dr. Silverman,
        defining the reasons for promotion and recommended level of promotion.
    •   Dr. Silverman’s letter of concurrence to the Dean, School of Medicine and the promotion rank and
        date (July 1 of next fiscal year).


Approval Process in the Dean’s Office

Clinical faculty appointments and promotions must be approved by the Department Chair, the Dean, School
of Medicine, and the Vice President for VCU Health Sciences. Then appointments are approved by VCU’s
Board of Visitors (BOV).

Once this approval process has been made, a formal letter of appointment will be issued by the Dean’s
office to the individual clinical faculty member acknowledging the appointment. The Department Chair is
also copied. A copy of the department chair’s recommendation letter to the Dean may be used to notify the
clinical faculty member about the appointment/promotion process until the BOV letter is sent.

Reappointment is made annually by the appointing department through a letter signed by the Department
Chair and the Dean, to the clinical faculty member, renewing the contract for another year (July 1 – June
30).

The department is responsible for notifying clinical faculty members if their appointments will not be
renewed.

The HR Manager must make updates to the clinical faculty member’s status by June 30, each year.




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