Keck School of Medicine of USC
Office of Faculty Affairs

Procedures

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Procedures for Admins

The Office of Faculty Affairs, Advancement, and Inclusion works closely with department administrators to ensure they use the correct forms for any administrative process from faculty hires to leaves. The office serves as a guide and resource for the departments, providing information on what is permissible, answering policy questions, and assisting with form submittal. 

In this section, find descriptions of procedures and forms required to initiate faculty-related requests. 

On This Page

Annual Faculty Evaluations
Appointments and Promotion Process
Changes in Status, Stipend, and Overload
Edmondson Faculty Center
Forms and Templates
Leaves and Sabbaticals
New Faculty Hires
Vacation Management

Annual Faculty Evaluations

Faculty members are evaluated annually, and the evaluation criteria vary by department. The Office of Faculty Affairs, Advancement, and Inclusion requests forms and information from the departments and submits them to the Senior Vice President’s office. Faculty Merit Review Form 

Appointments and Promotion Process 

Find information regarding steps taken during the promotion process here. -link to the landing page for Appointments, Promotions, and Career Advancement During the appointment or promotion process, once a dossier has been submitted, there are no updates about where a dossier is in the process. All steps between submission and decision are advisory and result in recommendations to the final decision maker, the Dean or Senior Vice President, as appropriate. Learn More 

For more information, please contact KeckApt@med.usc.edu  

University Committee of Academic Review (UCAR) 

University Committee on Appointments, Promotions, Tenure (UCAPT) 

Changes in Status, Stipend, and Overload

Procedures for requesting Changes in Status 

Administrative stipends/positions 

The Dean and the Senior Vice President’s office must approve all administrative appointments carrying a title and include titles that do not carry an associated administrative stipend.  

Please submit the following paperwork: 

  • A memo from the Chair requesting/recommending the appointment. Please be sure to include a brief description of their duties. 
  • An Appendix of Duties and Responsibilities 

This process can take up to 30 days due to the required paperwork. Please plan accordingly. 

Please note that retroactive appointments will not be approved.  

Faculty should not begin working in a position until everything has undergone the appropriate approvals. For assistance, contact Faculty Affairs. 

Increases/Decreases in % Effort 

For changes in % effort, whether effective mid-year or end-of-year, the following paperwork is required: 

  • Request from the Chair to the Dean or the Vice Dean, Christina Runge, PhD (formal memo) 
  • Request from Faculty member (e-mail or formal memo) for a decrease in effort 
  • If the new effort is less than 100%, include a memo/email from the faculty explaining what they will be doing with the remainder of their time 
  • If the faculty will be doing outside clinical work, include a Request for a Waiver Memo from the Chair for outside clinical work 

Please note that retroactive appointments will not be approved. 

Once the appropriate approvals have been obtained, the Office of Faculty Affairs, Advancement, and Inclusion will draft a new letter of offer. 

All requests and paperwork should be submitted to:
KeckFA@med.usc.edu 

 Additional Payments 

Teaching/Service Overloads 

Teaching overloads for didactic teaching performed throughout the year must be approved before the courses begin. Faculty should receive payment for their teaching efforts in the months they teach. 

Please submit a memo from the Chair addressed to the Vice Dean for Faculty Affairs regarding the teaching assignment, specifying the length of the teaching assignment and the amount requested. 

Clinical Service Overloads 

Suppose your department compensation plan contains additional compensation for on-call hours worked. In that case, you can use the Annual Cap Change Request Form to submit requests for an annual “cap,” which is the total amount annually permitted to be paid to the faculty. Payment requests are processed by the Office of Faculty Affairs, Advancement, and Inclusion monthly. 

Please use the Monthly CSO Submission Form to request Clinical Service Overloads for on-call compensation. The deadline for this submission will change monthly based on the deadlines provided by Payroll and HR. An e-mail will be sent out monthly to all departments regarding this deadline. 

All requests and paperwork should be submitted to:
KeckFA@med.usc.edu 

Edmondson Faculty Center

As the only full-service restaurant on the Health Science Campus, the Edmonson Faculty Center proudly welcomes all faculty, staff, students, and visitors to enjoy a deliciously prepared meal in our beautiful new restaurant. The menu boasts a diverse entrée selection of farm-to-fork entrées that are health-consciously prepared using only the finest ingredients, local produce, and responsibly raised meats. Guests will find the extended hours convenient for early breakfast meetings and after-work gatherings. The Edmondson is appointed with two function rooms for private meetings for up to 20 guests. The entire restaurant can also be reserved for private events and celebrations for up to 150 guests. 

The restaurant is open to all guests, as membership is no longer required. We look forward to serving you during your next visit to the Health Science Campus. 

Make a reservation:
http://www.opentable.com/the-edmondson-faculty-center 

Forms and Templates

Please find forms for several faculty-related requests below. Please use the forms below to ensure you use the most current version. Our office will NOT accept outdated forms.  

Minimum Salary Rate

Year Annual Salary January 1
PT-Exempt		 Annual Salary January 1
FT-Exempt
2022 $62,400 $72,000
2023 $62,400 $74,000
2024 $66,650 $76,000
2025 $68,640 $78,000

Leaves and Sabbaticals

All faculty leaves, including sabbaticals, medical, paid, and non-paid parental leaves, are coordinated and processed at the Office of Faculty Affairs, Advancement, and Inclusion. The office assists with both appointing faculty on leave and returning them from leave. The office also helps with the disability process. 

Overview

Unpaid Leaves of Absence, Faculty Paid Parental Leaves, and Medical Leave policies are listed below. All other leaves can be found and outlined in the USC Faculty Handbook (Section 3D) and related USC University Policies.

Account Access on Leave:

    • While on leave, faculty accounts (such as MED mail and Cerner) remain active due to a separate IT-managed system.
    • For further details or updates, refer to the Faculty Handbook and the USC policies websites.
    • Faculty members can contact Faculty Affairs at 626-224-2545 or 323-442-3361 (Pasqui Yslas) for additional information.

Met Life Employee contact information:

Unpaid Leaves of Absence

  • Eligibility and Limits:
    • Typically require Dean and Senior Vice President’s (SVP) approval and usually do not exceed one year.
  • Process:
    1. Request Submission:
      • The faculty or department fills out the Faculty Request for Leave  Form, selects “Unpaid Leave,” and attaches a memo explaining the reason.
    1. Department Approval:
      • The Department Chair must approve the request.
    1. Administrative Approval Processing:
      • The completed form and memo are sent to Keck Faculty Affairs and subsequently to the Senior Vice President’s (SVP) office.
      • Once approved, a copy is forwarded to the department and the details are entered into Workday.

Medical Leave of Absence

  • Separate Process:
    • Note that the Medical Leave process is distinct from the request for disability payment, which is handled directly with MetLife by the faculty member or delegate.
  • Process:
    1. Initial Request:
      • The faculty or department fills out the Faculty Request for Leave Form, selects “Special Leave of Absence – Unpaid,” and includes a doctor’s note specifying the dates for the leave.
    1. Department Approval:
      • The request must be approved by the Department Chair.
    1. Administrative Processing:
      • The form and doctor’s note are forwarded to Keck Faculty Affairs and then to the SVP’s office.
      • A copy of the approved request is sent to the department and entered into Workday.
    1. Disability Coordination:
      • A copy is also sent to the Disability Office to coordinate with MetLife.
      • Faculty should contact MetLife (USC’s third-party administrator) at 877-638-2056 to initiate their claim.
    1. Extensions and Return to Work:
      • For leave extensions, the request form with an updated doctor’s note must be resubmitted.
      • A physician’s note is required to confirm the return-to-work date.
      • If work accommodations are needed upon return, a Modification Duty Agreement Form must be submitted with the return note and approved by the Chair.

Faculty Paid Parental Leave

  • Eligibility:
    • Available for 100% full-time faculty who have given birth, fathered, fostered, or adopted a child under the age of 6.
    • Faculty must be enrolled in USC Supplemental or USC Basic Disability to qualify for the 10-week fully paid leave.
    • For those with CA State Disability, faculty must file a claim with the state and then provide proof of payment to USC Disability Office to receive the remaining payment.
  • Process:
    1. Request Submission:
      • The faculty or department completes the Faculty Paid Parental Leave Request Form, selects the applicable category, and provides a doctor’s note with the estimated birth or adoption date.
    1. Department Approval:
      • The Department Chair must approve the request.
    1. Administrative Processing:
      • The form and doctor’s note are sent to Faculty Affairs for approval, then forwarded to the SVP’s office for approval.
      • An approved copy is sent to the department and entered into Workday.
    1. Disability Coordination:
      • A copy of the approved form is sent to USC Disability, which works with MetLife and Payroll.
      • For initiating the claim with MetLife, faculty should call 877-638-2056.
  • Additional Notes:
    • The 10-week leave is at 100% pay regardless of whether the faculty member has been at USC for 12 months.
    • Specific memos and additional documentation are required if scheduling conflicts (such as clinical schedule constraints) affect the leave period, or if the non-birth parent is the primary caregiver.

Sabbaticals  

Sabbaticals must be requested through the annual application process, which occurs at the beginning of each calendar year for sabbatical requests starting July 1. As part of this process, faculty members must fill out the Request for Leave Form, selecting the type of sabbatical. For more information, contact the Faculty Affairs Department at KeckFA@med.usc.edu or (323) 442-1619. Once approved, faculty members and departments are notified, and Faculty Affairs and Med Finance will update Workday. 

Faculty Request for Leave 

New Faculty Hires 

Procedure for New Faculty Hires 

Guidelines for Faculty Recruitment Keck School of Medicine 

Request for Recruitment 

The department completes a Faculty Recruitment Request Form (RR Form)- link to document in our shared Forms Folder, needs to be placed in our Faculty Affairs Forms , with a memo from the department chair requesting and describing the position, along with a separate job announcement in Microsoft Word format. This scanned form should be sent via email to KeckFA@med.usc.edu. The request for the position is entered into Workday for approval. Once the position has been approved, Faculty Affairs will contact the department. 

 

Posting Full-Time and Part-Time Positions 

Faculty Affairs will contact the department with the approved position number and request that the position be created in the Faculty Application Management (FAM) system. Faculty Affairs will link the position to the USC career site when the department creates the position in FAM. The posting link can be pulled from the career website once posted. 

Search Process 

The department will review applicants in FAM, and the department search committee will identify faculty to hire. The department will submit the final candidate review packet to Faculty Affairs. 

Offering the Position 

For non-tenure-track faculty, prepare and submit the Final Candidate Review Non-Tenure-Track (FCR), with the associated paperwork, to Faculty Affairs via email at KeckFA@med.usc.edu for processing. Required documents are listed on the FCR Form. Once the approval process is complete, Faculty Affairs will draft the letter of offer for department approval. The finalized offer letter will be printed, signed, and included in the employment offer packet, along with the Arbitration Agreement, General Provisions, and eAccess Forms. It will also be delivered via FedEx to the faculty candidate. For tenure-track positions, use the Final Candidate Review Tenure and Tenure-Track (FR 1-TT)  and the associated required documents. The required documents are listed on the FR1-TT Form. 

Onboarding Faculty 

Once the signed letter of offer and General Provisions, Arbitration Agreement, and eAccess Forms have been returned to Faculty Affairs, the onboarding employment process in Workday can begin. 

USC Policy and Guidelines 

Faculty can obtain USC policy, guidelines, and benefits information through the USC Employee Gateway at http://employees.usc.edu. 

The department should instruct the new-hire faculty to activate their USC Net ID and email by logging into account services, requiring their 10-digit USC ID number. 

Hiring Tenure-Track Faculty 

Before Appointment on the Tenure Track or with Tenure at the Keck School of Medicine of USC:
At the Keck School, consideration for appointment of all junior and senior (lateral) hire faculty on the tenure track must first be reviewed by the Tenure Review Committee (TRC). The following process is used: 

  1. The department requests permission from the Dean to open a tenure-track position Faculty Recruitment Request Form (RR Form)- link to document in our shared Forms Folder, needs to be placed in our Faculty Affairs Forms requesting an appointment on the tenure track, completed, and submitted for review by the Dean’s office. It includes the names of the individuals on the search committee, sources of funding for the recruit, a copy of the proposed advertisement, and the expected area of research. 
  2. After the Dean’s approval, the position is posted according to USC policy; a national search is performed, candidates are interviewed, and a final candidate is chosen. 
  3. Documents (including the Chair’s justification, CV, research statement, if any, and letters of reference) supporting the final candidate are presented to the TRC for review and comments. 
  4. The TRC makes a recommendation to the Dean. 
  5. For assistant professors on the tenure track, the provost has delegated authority to the Dean for approval. After the TRC has made recommendations to the Dean and the Dean has approved, the Office of Faculty Affairs, Advancement, and Inclusion generates a letter of offer. 
  6. For senior hires (associate professors, professors on the tenure track, or professors with tenure), TRC review and recommendation, Dean’s approval, and consultation with the vice provost for Faculty Affairs about the suitability of the hire is required. If approvals are obtained, the Office of Faculty Affairs, Advancement, and Inclusion generates an offer letter. If the candidate accepts, a formal dossier is assembled according to the University Committee on Appointments, Promotions, Tenure (UCAPT Manual 2022). The dossier must be evaluated by the departmental APT Committee, the Faculty Appointments, Promotion and Tenure Committee (FAPTC), the UCAPT, and the provost within a period specified in the offer letter. 
  7. Suppose the faculty member starts work before review of the dossier, pending a final decision awarding rank and tenure to the faculty member. In that case, they may have a title of Visiting [Rank] of [Department]. 
  8. If it is impossible to evaluate the dossier in the specified period, the provost’s approval must be obtained for an extension. 
  9. On occasion, senior or lateral hires may be opportunistic. TRC review and recommendation, the Dean’s approval, and consultation with the vice provost for Faculty Affairs are required. In this case, a posting waiver is requested, and the Dean’s ultimate approval must be obtained before a letter of offer may be generated. 

Vacation Management

Procedures for faculty time-off 

For details regarding eligibility for faculty vacation, please refer to the most recent copy of the Faculty Handbook. 

All faculty members are responsible for entering their time-off requests into Workday, and their managers are responsible for reviewing and approving/denying them. For information regarding who is responsible for approvals regarding your time-off requests, please contact your department administrator. 

The documents below are brief guides on utilizing Workday to enter, correct, and cancel time-off requests. The most up-to-date versions of the guides below can be found at workdayhelp.usc.edu/userguides 

Please note that while the guides specify a unit of time in hours, vacation for monthly exempt faculty is tracked and processed in days, not hours. 

Requesting Time Off (download)
Correcting Time Off (download)
Canceling a Time Off request (download) 

Updating vacation dates for multiple faculty 

You can upload multiple days of vacation taken by faculty into Workday monthly. The dates should be filled out on the spreadsheet below, with each date entered on a separate line. 

The spreadsheet must be submitted monthly, with the due date being the second Monday of the month. 

Please note the following: 

  • One spreadsheet can be used for multiple faculty and multiple dates 
  • Please be sure to include their 7-digit ID number 
  • Please verify that the date on the spreadsheet has not already been submitted in Workday. Faculty can be debited twice on the same day if submitted twice. 

Vacation-Day-entry-Form