FACULTY & PHYSICIAN RECRUITMENT PROCESS

TRAINING SESSION

Presented by Strategic Planning & Business Development

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PLEASE . . .

Turn off all cell phones and PDA’s during this class

Keep all eating/drinking to a minimum We will impose a 5 minute break if the

class runs to long for individuals, who need to make phone calls or use the restroom

THANK YOU and lets get started

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AGENDA

Overview of PBI’s Mission History of FPRP Web Sites Overview 8 Steps and Auto-emails FAST-Track process for Clinical

Recruitment Questions FPRP Demo

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STRATEGIC PLANNING & BUSINESS DEVELOPMENT (SPBD)MISSION:

To plan, organize, create, implement and manage initiatives and new business development for the School of Medicine to continue to ensure success in an increasingly challenging and dynamic environment.

Major Functions & Projects include: Faculty & Physician Recruitment Process (FPRP) Project Management Business Plan Development Benchmark Research Database & Report Development Organizational Consulting, Streamlining & Cost-Effective Strategies

TEAM PLAYERS:Jeff Short, Senior DirectorJosie Lee, Senior Planner for Decision SupportAndrew Bennett, Program Coordinator

4545 First Avenue, Greenberg Hall, SC1-47, New York, NY 10016

HISTORY OF FPRP

Background PBI Charged to Develop Recruitment

Process and Policy with Executive Leadership

FPRP Implemented in October 2001 RTRF Interactive Web Application March

2003 FAST Track Recruitment Process

implemented September 2009

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WHO DOES THE FPRP APPLY TO? Faculty & Physicians who are:

Faculty recruits with NYUSOM funding and/or resources outside the departmental control. Ex: Space renovations, capital funds, animals, IT modifications, etc.

Reference the Recruitment Matrix (Handout)

If you’re not sure, contact Planning at 212-263-2829.

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Facilities Planning

Academic Departmen

tsDean’s Office

Human Resource

s

FGP

DLAR

SoMIT

NYUHC

GME

Finance

Affiliations

Credentialing

Grants

ImmigrationHouse Staff

Faculty Records

Development

FPRP Communication Highway

FPRP WEBSITE OVERVIEW

2 Web Addresses for FPRP

Process, Policy & Downloadable Forms at: http://www.med.nyu.edu/fprp User ID: Kerberos ID Password: First name with First Letter

CapitalizedAuthorization to this site must be approved by the Department Administrator

OFFLINE: Contact the SPBD Department at (212) 263-2898 for hardcopy versions. 8

FPRP WEBSITE OVERVIEW

Submission of Online Forms & Real-time Tracking at: http://tools.med.nyu.edu/fprp User ID: Kerberos ID Password: One that you create

Authorization to this site must be approved by the Department Administrator

ONLINE: Can submit forms for automated authorizations and view real-time tracking

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FPRP: 8-STEPS GENERAL OVERVIEW

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1Identifying a

Position*RTRF Submitted ONLINE by Dept

*Approved Online by Chair*Approved Online by Funding

*approved Online by Dean/Vice Dean

2Bellevue Affiliation

*JOC Submitted OFFLINE by Dept*Approved Online by JOC

3Recruitment Search

Process*Search Committee Formed

*FATR Submitted ONLINE by Dept

4Financial Plan*FP Submitted ONLINE by

Dept*Approved Online by

Funding & Other Sources*Approved Online by PBI*Approved Online by Vice

Dean

5Credentialing Process

*Request Submitted OFFLINE

*Approved Offline by Medical Staff Services

6Offer Letter

*OL Submitted OFFLINE by Dept

*Approved Offline by PBI & HR

*Approved Online by Vice Dean

*Signature Tracked ONLINE

7Appointment

Packet*Appointment Info Request Sent to

Candidate by Dept*Candidate send to Dept

*Dept sends to Faculty Records with Employee Requisition

*Approved by Faculty Records

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Transition Management

*HR appointment

2 and/or 3

*Red border indicates Dean Approval Required

11© 2001

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Identifying a Position:

Request to Recruit Form

*Red border indicates Dean Approval Required

STEP 1: RTRF

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FPRP HELPFUL HINTS Step 1 - RTRF

Use the RTRF worksheet to collect information on negotiated items. (Informational Website)

As soon as the position is identified, start the RTRF as early as possible;

Communicate from the onset with key support departments (RESCI, DLAR, etc.)

Identify all funding sources (and accounts) supporting faculty salary

Remember: All tenure-eligible reviewed at monthly Dean’s Recruitment Council Meeting (DRC)

AUTOMATIC EMAILS

All Automatic emails will be sent from fprp@med.nyu.edu. Use MS Outlook to set-up “Rules” for incoming emails.

“AXN” Action emails for Authorizers “FYI” Dept steps or information “Step” Details current phase of

authorization.

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Log -in and Make

Authorization

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After you receive the Automatic

email or request, Authorizers and

Financial Analyst will logon and

make there review and/or

approval of the RTRF

1st year Conceptual Approval

only!!

16© 2001

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Identifying a Position

2

Bellevue Affiliation:

Joint Oversight Committee Form

*Red border indicates Dean Approval Required

STEP 2: JOC

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FPRP HELPFUL HINTS Step 2 – JOC

Required when salary is fully or partially funded via the NYU Bellevue Affiliation Agreement

Complete the Joint Oversight Committee (JOC) Personnel Request Form

Affiliations Contact

18© 2001

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Identifying a Position

2

Bellevue Affiliation

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Recruitment Search Process:

Faculty Applicant Tracking Report

*Red border indicates Dean Approval Required

2 and/or 3

STEP 3: FATR & Search Committee

FPRP HELPFUL HINTS STEP 3 – FATR

Search committee information is required;

CV must be uploaded to the FPRP website;

Candidate’s Name must be inserted in the appropriate fields;

Office of PBI will contact you if the RTRF remains in the ‘Search Stage’ for 6 consecutive months to determine the status;

The FATR must be submitted when a Candidate is identified and needed to complete recruitment on a Candidate.

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20© 2001

1

Identifying a Position

2

Bellevue Affiliation

3

Recruitment Search Process

4

Financial Plan:

FP Template

*Red border indicates Dean Approval Required

2 and/or 3

STEP 4: FP

FINANCIAL PLAN SUMMARY

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GRANT ANALYSIS SUMMARY

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FPRP HELPFUL HINTS Step 4 – Financial Plan (FP)

FP may not be submitted until the RTRF is approved

Make efficient use of the FP Excel Worksheet

Ensure that all funding to be included in the online FP is set forth in the offer letter.

Ensure that all funding is appropriately sourced and budgeted for the first 3 years

24© 2001

1

Identifying a Position

2

Bellevue Affiliation

3

Recruitment Search Process

4

Financial Plan

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Credentialing Process:Credentialing Letter Request

*Red border indicates Dean Approval Required

2 and/or 3

STEP 5: CREDENTIALING

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FPRP HELPFUL HINTS Step 5 – Credentialing

After identifying a candidate, begin the credentialing process immediately

Credentialing for Bellevue candidates are completed by department administrators

Credentialing for Tisch Hospital & other affiliates should be forwarded to the Medical Staff Office.

FGP ENROLLMENT (HOSPITAL CREDENTIALING)

Obtain a list of required documents Submit documentation 3-6 Month Time Frame for Enrollment

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FGP: Faculty Group Practice

Contact FGP Enrollment Office:

27© 2001

1

Identifying a Position

2

Bellevue Affiliation

3

Recruitment Search Process

4

Financial Plan

5

Credentialing Process

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Offer Letter:OL Template

*Red border indicates Dean Approval Required

2 and/or 3

STEP 6: OL & SIGNATURE TRACKING

Use you the most recent OL template found on the Informational website;

All financial commitments must be consistent with the approved financial plan;

Ensure that the faculty title matches the stated track;

If the candidate is funded by FGP, be sure to seek approval from your Practice Manager before forwarding draft offer letter for review.

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FPRP HELPFUL HINTS Step 6 – Offer letter

OFFER LETTER PREP

1. RTRF submitted/approved2. FP submitted/approved. (Bellevue & FGP do not

require FP)

3. Download OL template - FPRP Informational Site (www.med.nyu.edu/fprp)

4. Complete variables in OL template i.e.• Candidate Name/Date in header• Appointment title/track from RTRF• Funding from approved RTRF or FP

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OL APPROVAL PROCESS

1. Dept emails draft (HR) & Andrew Bennett (SPBD)2. SPBD will seek approvals based on OL specs

• HR Benefits • FGP – Practice Manager for Funding & Responsibilities• Bellevue Affiliation –Funding & Responsibilities• RED&F (Space) –• Faculty Records (Appointment/Track/Tenure) • Final Review/Approval - Vice Deans

3. PBI emails to Dept Admin with OL revisions4. FPRP email notification to Dept with “next steps”5. PBI delivers final copies for Dean’s signature with

cover sheet outlining all approvals for Dean’s review

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OFFLINE LETTERS

Change of Responsibility Letters (COR) are for current faculty and physicians attaining a new position within the School of Medicine ;

Mirrors the FPRP offer letter stage; Double check the “FPRP and COR Matrix”

(Handout) First, consult with Faculty Records, submit

a CPP (Confidential Personnel Profile), create COR from the template

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32© 2001

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Identifying a Position

2

Bellevue Affiliation

3

Recruitment Search Process

4

Financial Plan

5

Credentialing Process

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Offer Letter

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Appointment Packet:

AP Checklist*Red border indicates Dean Approval Required

2 and/or 3

STEP 7: APPOINTMENT & PAYROLL

APPOINTMENT PACKET

After Offer Letter signed: Start Appointment, Promotions, and Tenure Process

Send to Faculty Records with Employee Requisition, Faculty Recommendation Form & Signed Original Offer letter Attached.

Faculty appointment at SOM is not completed unless done through Faculty Records

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34© 2001

1

Identifying a Position

2

Bellevue Affiliation

3

Recruitment Search Process

4

Financial Plan

5

Credentialing Process

6

Offer Letter

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Appointment Packet

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Transition Management:

TM Checklist*Red border indicates Dean Approval Required

2 and/or 3

STEP 8: TRANSITION MANAGEMENT

FPRP HELPFUL HINTSSTEP 8 – TRANSITION MANAGEMENT

A faculty hire date/payroll effective date is dependent upon the following items: Signed Offer Letter by the candidate Receipt of the Employee Requisition by Faculty

Records for forwarding to Human Resources HR appointment, including candidate signing the

I-9 form Receipt of the results of candidate’s background

check (Institutional Policy).

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The Fast Track Process

FAST TRACK ELIGIBILITY REQUIREMENTS

Funds MUST be from the following categories ONLY: - 100 % FGP (Fund 18)

- Partially funded FGP with any combo of Tisch/HJD (Fund 002 or 005) or Affiliation (Fund 50)

- 100% Affiliation (Fund 50)- Partially funded Affiliation with any combination of Tisch/HJD (002 or 005) or FGP (Fund 18)

Unfunded, protected research time not to exceed 25% Education effort not to exceed Artman II Minimum (50

contract hours) Leadership/Administrative responsibilities not to exceed

10% For tenure-eligible recruits, Dr. Abramson MUST approve

the faculty appointment and track. No resources outside the departmental control, e.g. space

renovations, capital funds, animals, IT modifications, etc.

PREREQUISITES FOR HIRING – COMPLETED OFFLINE

Department Chair and Vice Dean have agreed to hire or a position has been approved via the annual budget process

Must obtain conceptual financial feasibility.

Tenure eligible – must have Dean’s approval before starting Fast Track

Recruit and select candidate (standard department recruitment and negotiation process).

FAST TRACK FORM CRITERIA Candidate Information Academic Department(s) Employment Title/Academic Track/FT or PT Term of Agreement Tenure Eligibility Faculty Effort Grid FGP/Hospital Responsibilities/Effort &

Productivity Expectations JOC approval documentation Start Date Funding Sources FATR Information

Fast Track Process Overview

Department to Clinical Affairs

Clinical Affairs to Dean’s Office

Department manages Search/Resources

Department/FGPNegotiates

Prospect Says OK

Dept. Chair and Brotman say ok

Dept. Fills outFast Track Form

Dept sends to ClinicalAffairs for Review

C.A. Reviews sends back to Dept. for printing and signature

Chair signs and sends to Clinical Affairs

Clinical Affairs Final review

Clinical Affairs Attaches Cover Sheet

Clinical Affairs Sends to Brotman for approval

Brotman forwardsTo Dean for Signature

Dean Signs

Dean’s Office Contacts Dept for Letter Pickup Done

Dept fills out Offer Letter

FAST TRACKOFFER LETTER APPROVAL PROCESS

1. Offer Letter submitted to Clinical Affairs and Nancy Sanchez (HR)

2. Clinical Affairs reviews it for accuracy based on information provided in the Fast Track Form and will seek approvals based on OL specs

HR FGP Practice Manager for Funding and Responsibilities Bellevue Affiliation Faculty Records (Appointment/Track/Tenure)

3. Clinical Affairs emails Department Administrator with OL revisions for print out

4. Offer Letter printed on department letterhead, chair signs and offer letter is returned to Clinical Affairs.

5. Clinical Affairs delivers final copies for Dean’s signature.

FAST TRACK EMAILS

Emails are sent out to FT submitters when:

Fast Track OL have been reviewed and approved by Clinical Affairs.

Signed OL are ready for pick up from the Dean’s Office

FACTORS FOR SUCCESS1. Start FPRP As Soon As Possible & Research information

needed for a successful RTRF submission.2. Use the Hardcopy FAST Track Form to expedite the

collection of data and submission of the FAST form online.

3. Any resources outside of dept. (space, renovations, capital funds, animals, etc.) – Not a FAST Track recruit.

4. Clear Understanding of the FPRP process • Dean Authorizations• “No Surprises”: Constant communication

5. Have “Faculty Recruitment” as a standing agenda item with your Director/Chair

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FREQUENT CAUSES IN DELAY

Problematic funding (Step 1 & 4 of FPRP) Incomplete financial plan – All dollars should

resemble that in the offer letter (Step 4 of FPRP) Unidentified/negotiated Space – room/floor (Step 4 of

FPRP) Outdated and/or incomplete offer letter (Step 6 of

FPRP) Lack of Pre-approvals from Executive Leadership and

funding authorizers (FAST form) Late JOC salary request submission (FAST form)

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Administration

Academic Department

Faculty Candidat

e

Smooth Transition

FPRP SUMMARY Online STEP 1: Request to Recruit Form (RTRF): MUST be approved by the Dean

BEFORE anything else can happen

Offline STEP 2: JOC Form: Must be submitted for funding from Bellevue Affiliation, Gouverneur Affiliation, or Bellevue HHC

Online STEP 3: FATR & Search Process: Advertising is essential to Federal Regulations Compliance & keep interviewed CVs for 3 years

Online STEP 4: Financial Plan: Must be approved BEFORE the Offer Letter and in cooperation with appropriate Offices (FGP, SoM, Tisch, Space Planning, Animals, etc.)

Offline STEP 5: Credentialing: Clinical Faculty who have not completed credentialing will NOT be placed on payroll. TISCH provides services. Bellevue is Administrator responsibility

Offline & Online STEP 6: Offer Letter: Must be consistent with the Financial Plan and Signed by the Dean; Signature Tracking is Online

Offline STEP 7: Appointment Packet: Send to Candidate to Complete after signed offer letter and then send to Faculty Records with Employee Requisition and Signed original offer letter

Offline STEP 8: Transition Management: Critical to advancing to the New Hire Process

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Questions?

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WEBSITE DEMONSTRATIONS

FPRP Informational Website

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FPRP/FAST TRACK DEMO SITE