Forms & Templates

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 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 ms-ofa@umn.edu for assistance on that process. To avoid unnecessary delays, if the request is for a replacement hire, please include written notice to OFA about this in lieu of including the hiring pause.

  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. For external tenured reviews, the Provost's office requires an additional review of the candidate's CV, as well as a one paragraph description of the candidate and how they will meet the needs of the department. Please see communication from Provost Hanson here.

  3. Submit the following documents to ms-ofa@umn.edu or our office in Mayo A672-3:
    • Offer letters, proofed for errors and content, and signed by the department head and (if necessary) division leader
    • Executed hiring pause/requisition form
Forms Templates
Faculty Candidate Demographics Form (template updated 6/15/16)
 
UMN Offer Letters Templates - required format for offer letters

UMP Offer Letters Templates
UMP-only Appointment (template updated 5/29/18)
UMP Appointment, Common Paymaster (template updated 5/29/18)
 
Abbreviated Dossier Template - required for advanced rank hires
Abbreviated Dossier Template - additional forms and templates may be viewed on our Promotion and Tenure page here.
 
 

Without-Salary Appointments

Without-Salary Appointments

Please submit all without-salary appointment requests to ms-ofa@umn.edu. For more information on without-salary appointments, please refer to the affiliate and adjunct appointment criteria.

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 (updated 12/20/16) - not required; for departmental reference only
 
Faculty Review Resources

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

Other Forms

Please note: Due to the addition of the Medical School Academic Track, appointment track transfer requests are only permissible for faculty members seeking to move off the Tenure track on to the Academic track. More information on the policy may be viewed on our Policies and Information page here.

Medical School Appointment Track Transfer Form

Paid Appointment Offer Letters (CNC & OPs Only)

Note: As part of a pilot program, this appointment process is currently only available to CNC and OPs Administrative Centers.

For all paid faculty positions, please follow the Hiring Request, Rank & Track Request, and Offer Letter processes in order for all new faculty or replaced/redesigned positions. We recommend opening a free DocuSign account associated with your UMN email to track signing progress and to maintain all documents associated with your email.

Hiring Request

Hiring Request

Required Components:

Submission:
Hiring Request Submission Form

Instructions:
Please download a copy of the Hiring Request cover sheet, fill out the necessary details, and upload a PDF copy to the Hiring Request submission form. Signatures will be routed in order for approval and the cover sheet will be delivered to the return emails (and all signees) automatically after final approval.

Rank & Track Request

Rank & Track Request

Required Components:

NOTE: For Hiring Requests completed under the previous process, please upload the original, approved Hiring Request sent by ms-ofa@umn.edu.

Submission:
Rank & Track Request Submission Form

Instructions:
Please download a copy of the Rank & Track Request cover sheet, fill out the necessary details, and upload a PDF copy alongside the approved Hiring Request cover sheet to the Rank & Track Request submission form. Signatures will be routed in order for approval and the documents will be delivered to the return emails (and all signees) automatically after final approval.

After receiving the approved Rank & Track Request, choose "Combine all PDFs into one file" when downloading from DocuSign for later upload into the Offer Letter Approval submission form.

Offer Letter Approval

Offer Letter Approval

Required Components:

  • University of Minnesota Offer Letter

Academic Track: Basic Sciences (Updated 5.22.18)
Academic Track: Clinical Component (Updated 5.22.18)
Tenured/Tenure-Track: Basic Sciences (Updated 5.22.18)
Tenured/Tenure-Track: Clinical Component (Updated 5.22.18)

  • University of Minnesota Physicians Offer Letter (Only for faculty also hired to University of Minnesota Physicians)

UMP-Only Appointment (Updated 5.29.18)
UMP Appointment: Common Paymaster (Updated 5.29.18)

  • Approved Rank & Track Request (Combined file previously returned from DocuSign)

NOTE: For requests completed under the previous process, please upload only the approved Hiring Request, either returned by DocuSign or ms-ofa@umn.edu.

Submission:
Offer Letter Submission Form

Instructions
Please download copies of the UMN and/or UMP offer letters, customize based on the candidate's offer, and upload PDF copies alongside the approved combined file fromthe Rank & Track Request (includes Rank & Track Request cover sheet, Candidate's Curriculum Vitae, and Hiring Request cover sheet) to the Offer Letter Approval submission form. Signatures will be routed in order for approval and the documents will be delivered to the return emails (and all signees) automatically after final approval.

After receiving the approved offer letters, choose the UMN and UMP offer letters when downloading from DocuSign. Do not share the additional materials with the candidate.

After the candidate has signed the offer letter(s), please email a PDF copy to the Office of Faculty Affairs (ms-ofa@umn.edu).