Forms & Templates

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The Office of Faculty Affairs manages several personnel documents to support faculty throughout various stages of their academic careers in the Medical School. This page includes links and templates that may assist faculty and staff as they submit requests for approval, including new faculty offer letters, without-salary appointment requests, annual appraisals and probationary period extensions.

If you have questions about any of these forms, please contact us at 612-624-5442 or ms-ofa@umn.edu.

Paid Appointment Offer Letters

Paid Appointment Offer Letters

Offer letters should be routed directly to the Office of Faculty Affairs in C-693 Mayo for routing approval. For a reference guide of appointment types, click here. Please note: offer letters for UMP-only or Instructor positions should be routed directly to UMP.

For a detailed outline of the routing process, click here. While we strive to ensure that offer letters are returned within five (5) business days, we recommend the following tips to avoid delays in the process:

Tips

  1. Have you submitted a hiring pause/requisition form for approval of the position? Contact the Medical School Hiring Requisition team at medreq@umn.edu for assistance on that process.

  2. Have you submitted the candidate's CV for review and approval of the proposed rank and track? We suggest submitting the candidate's demographics form at this time. Please submit these documents to ms-ofa@umn.edu for review and approval by the Associate Dean for Faculty Affairs.

  3. Submit the following documents:
    • Offer letters, proofed for errors and content, and signed by the department head and (if necessary) division leader
    • Executed hiring pause/requisition form
    • Faculty demographics form (if not already submitted during rank and track request)
    • Departmental track statement appropriate to the proposed track of the candidate. Track statements can be found here.
Forms Templates
Faculty Candidate Demographics Form (template updated 6/15/16)
 
UMN Offer Letters Templates - required format for offer letters
Non-tenure tracks, Basic Science (template updated 4/19/16)
Non-tenure tracks, Clinical Component (template updated 4/19/16)
Tenured/tenure-track, Basic Science (template updated 3/16/16)
Tenured/tenure-track, Clinical Component (template updated 3/16/16)
 
UMP Offer Letters Templates
UMP-only Appointment (template updated 12/19/12)
UMP Appointment, Common Paymaster (template updated 12/19/12)
 
Abbreviated Dossier Template - required for advanced rank hires
 

Without-Salary Appointments

Without-Salary Appointments

Please submit all without-salary appointment requests to ms-ofa@umn.edu. For a reference guide on without-salary appointment criteria, click here.

Affiliate Without-Salary Appointment Requests Require:

Adjunct Without-Salary Appointment Requests Require:

Annual Appraisals

Annual Appraisals

Each Medical School department must submit annual appraisals for all full-time faculty members. Please note: The Medical School recommends but does not require that departments conduct appraisals for part-time, without-salary or UMP-only faculty. The deadline to submit annual appraisals is always June 30.

  • Probationary (tenure-track) faculty: requires BOTH a Summary of Annual Faculty Evaluation (SAFE form) and an Appraisal of Probationary Faculty (Form 12)
  • Non-tenure-track faculty: requires only a Summary of Annual Faculty Evaluation (SAFE form)
 
Annual Goals and Activities form (not required; for departmental reference only)

 

Probationary Period Extension Requests

Probationary Period Extension Requests

Probationary (tenure-track) faculty may request an extension to their probationary period due to special circumstances. Extensions may be granted for one year at a time and may not exceed more than three years total. 

Extension requests using forms 1764 and 1765 should be submitted to the Office of the Vice Provost for Faculty and Academic Affairs or emailed to berg1282@umn.edu. Requests using form 1766 should be submitted to the Office of Faculty Affairs at ms-ofa@umn.edu.

Other Forms