Welcome to the inaugural issue of the Faculty & Physician Recruitment Process (FPRP) newsletter. With the ongoing recruitment of 150-200 faculty every year, the Office of Planning and Business Initiatives (PBI) would like to keep you updated periodically on the latest FPRP developments.
As we strive to remain supportive to department needs and maintain compliance with NYU School of Medicine’s policies and procedures, our goals in this and future issues are to:
- Notify FPRP users of important changes to the recruitment policies;
- Communicate timing of significant events and dates affecting recruitment;
- Answer recurring questions from FPRP users related to process and procedures;
- Highlight some element (or someone) integral to the process.
To that end, our What’s New section highlights several key recruitment and training dates that are important to consider should you plan on recruiting faculty anytime in the next 3-4 months.
In FPRP Highlight, we describe the role HR plays, with particular attention to Nancy Sanchez, as she ensures accuracy and consistency in offer letters which are legal contracts between the faculty recruit and SOM.
In Ask Planning, we answer several of the most frequently asked questions from FPRP users.
In future issues we plan to highlight other areas and enhancements to the FPRP as we continue to focus on improving the process. I encourage you to contact me directly or any of my staff listed at the end of the newsletter should you have questions about the recruitment process.
Sonia Taylor, our key contact for Offer Letter processing, has accepted a new position within NYUSOM's Department of Anesthesiology. I want to take this opportunity to thank her for her many years of service to this office. We will miss her true dedication to the FPRP process. Until we hire a permanent replacement for Sonia, Josie Lee will manage the Offer Letter process.
And finally, I’d like to thank Nikki Sheth for making this newsletter a reality during her year-long residency with us. Thank you for all your diligence and hard work!
David Church
Senior Director
Next ODL FPRP Training: June 5th , 2007, 1pm-3pm
This course provides an overview of the faculty recruitment process and describes the required 8 steps, the associated forms, templates, emails, and web tools. This course is recommended for new users of FPRP and those looking to refresh their knowledge.
To register, please call: (212) 404-3868
Next Dean’s Recruitment Council Meeting: May 25th, 2007
All tenure/tenure- eligible track faculty positions are reviewed to secure preliminary approval to recruit.
View the RCM meeting schedule.
Offer Letter Template
To be sure you are using the most recent offer letter template, go to http://www.med.nyu.edu/fprp/ and click Letter Templates Available in Appendix I. to download the current offer letter template. Among the many updates to the most recent offer letter template, you will find that the current offer letter template includes the option for inclusion of a FGP agreement.
Change of Responsibility (COR) Template
Please be sure you are using the most current COR template. You can download it from http://www.med.nyu.edu/fprp/ at Letter Templates Available in Appendix I. You will notice the new COR and offer letter templates follow similar format.
Q: I am unsure if I need to fill out an RTRF through the FPRP process OR submit a Change of Responsibility (COR) letter. How would I know for sure?
A: Check the matrix, found at: http://www.med.nyu.edu/fprp/ under: “When should I follow the recruitment process and change of responsibility?” This matrix will allow you to see all scenarios related to FPRP and COR. If you have any questions or would like to confirm, please call Janice Tobia at: (212) 263-5194.
Q: Can the offer letter be submitted before the financial plan is approved?
A:Yes, the offer letter can be submitted while the financial plan is being reviewed. However, the financial commitment in the offer letter should match the financial plan and the offer letter will not be approved until the financial plan has been approved.
Q: After Human Resources approves the offer letter, should I print it for the Dean’s signature?
A: No, the letter needs to be further reviewed by the PBI Office, and then forwarded to the Vice Deans for their review and approval. Once approved, the department will receive an approval email auto-generated from the FPRP site. At this time, the department should print three copies of the offer letter and the CV for the PBI office.
Q: I have an RTRF in my view status that indicates either “Awaiting FATR” OR “Signed Offer Letter Date”. What does this mean? How can this RTRF be closed for completion?
A:An RTRF cannot be closed for completion without filling out the Step 3: FATR form and entering in the candidate’s signed offer letter date. It is the responsibility of the department administrator to complete these steps.
If your view status indicates “Awaiting FATR,” select the tab labeled: Step3 along the top of the page to fill out the FATR form. This form must be submitted online to be compliant with federal regulation.
If your view status indicates “Signed Offer Letter Date,” enter in the candidate’s signed offer letter date in Step 6 on the FPRP website.
Nancy Sanchez
Vice President for Total Compensation
Among the many key players in the FPRP process, the Planning & Business Initiatives Office (PBI) would like to recognize Nancy Sanchez, Vice President for Total Compensation. Nancy has been with NYU School of Medicine for over 25 years.
In Step 6, the Offer Letter Stage of the FPRP process, Nancy Sanchez reviews all draft offer letters to ensure that their benefits are in line with the position the faculty is filling. Her work ensures the accuracy of all general provisions within the letter, confirms the start date, benefits, and compensation, and facilitates a smooth flow of transition management in the new hire process. In addition, she is the prime resource for various human resources matters, including inquiries regarding part-time employee policies and faculty benefits.
Nancy has played an integral role in both creating the FPRP and developing ongoing enhancements. By using the established process with its various checks and balances, she provides consistent and timely feedback both to PBI and the departments. PBI would like to thank Nancy as a key partner in FPRP as she continues to champion its use throughout the SOM.
Bellevue:
Sharrie McIntosh
(212) 263-6264
sharrie.mcintosh@med.nyu.edu
Search/Posting:
Joanne Ortiz
(212) 404-3822
joanne.ortiz@med.nyu.edu
Credentialing: All MSS Offices in which your candidate will be providing patient care
Niketa Sheth
(212) 263-2918
niketa.sheth@med.nyu.edu
(SoM) Doug Merkle or your department’s Budget Manager
(FGP) Andrew Rubin or your department’s Practice Manager
(Hospital) Dr. Max Cohen
(212) 263-2680
max.cohen@med.nyu.edu
(Space) RESCI
Anne Crozat
(212) 263-1687
anne.crozat@med.nyu.edu
(Animal Facilities) DLAR
Toya Mc Williams
(212) 263-5308
toya.mcwilliams@med.nyu.edu
Offer Letter:
Josie Lee
Interim Contact
(212) 263-3492
josie.lee@nyumc.org
Nancy Sanchez
(212) 404-3714
nancy.sanchez@med.nyu.edu
Appointment Packet:
Janice Tobia
(212) 263-5194
janice.tobia@med.nyu.edu
Transition Management (New Hire Processing of Faculty onto NYU Payroll):
Joanne Ortiz
(212) 404-3822
Joanne.ortiz@med.nyu.edu
FPRP Website
For Submission of Online Forms & Real-time Tracking
http://tools.med.nyu.edu/fprp
FPRP Informational Website
For Process, Policy & Downloadable Forms
http://www.med.nyu.edu/fprp
Did you know...
30% of all candidates are recruited in the month of July!
To prepare for heavy recruitment in July, you can:
- Submit the RTRF as soon as possible.
- Notify approvers (e.g., Budget, RESCI) of the recruitment and planned start date in advance of formal FPRP approvals to help expedite the process.
- Plan accordingly by reviewing vacation schedules of those within the department expected to review and/or sign any offer letter.
- Prepare financial plan and draft offer letter in advance once candidate has been identified.