OAA/Faculty Compensation Review
Note
All paid FASA actions should include Faculty Compensation as an FYI: Ana Barragan, Kelly Mansfield, Brandon Ciraulo, and Jennifer Petteway Rosingana (abarraga, kelly27, bciraulo , jcappell)
Clinician Educator Offer Letters
To request an offer letter for Clinician Educators, please use this smartsheet form.
Document Routing
Please use the below grid to ensure you copy the correct groups when sending forward items with financial components to the Dean office’s units (Faculty Compensation & OAA).
| Document Type | OAA | Faculty Compensation |
Addendum- Assignment Addition/Subtraction (Admin Supplement) |
Yes |
Yes |
Addendum- Duties Change |
Yes |
Yes |
Addendum- FTE Change |
Yes |
Yes |
Addendum- HHMI (Appt & Return) |
No |
Yes |
Addendum- Leadership Assignment (Dean, Assoc Dean, Department Chair, Institute Director, Division Chief) |
No |
Yes |
Addendum- Retention (compensation change only) |
No |
Yes |
Addendum- Retention (includes job scope changes) |
Yes |
Yes |
Addendum- Revised Start Date |
Yes |
Yes |
Addendum- VA 8ths changes (after initial letter) |
Yes |
Yes |
Emeritus Recall |
Yes |
Yes |
Initial SoM Offer Letter (Early Release) |
Yes |
Yes |
Initial SoM Offer Letter (leadership position- Dean, Department Chair, Institute Director, Division Chief) |
No |
Yes |
Initial SoM Offer Letter (not leadership position) |
Yes |
Yes |
Prof PAF Release (once Pres. Approval received) |
No |
Yes |
Leave Requests |
Yes |
Yes |
Letter of Invitation (w/compensation- living stipend/supplemental pay) |
Yes |
Yes |
Letter of Invitation (w/out compensation) |
Yes |
No |
One-Time Pay |
No |
Yes |
PeopleSoft Job Actions |
No |
Yes |
RPF (recurring pay form) |
No |
Yes |
SoM Honorarium |
No |
Yes |
Term Sheet |
No |
Yes |
Clinician Educator Addenda Guidance
- Admin Addendum that has a Supplement
- If a new admin role or a change to the current admin role, the department will submit a request through FC smartsheet for the role and supplement to be approved
Note: If a renewal of the admin role with no change, the request will be submitted via email by the department to OAA and FC
- If the department sends this via email, FC will inform the department of the process above
- If a new admin role or a change to the current admin role, the department will submit a request through FC smartsheet for the role and supplement to be approved
- Admin addendum with no supplement or change to any duties or salary with no position update
- Department will submit the offer letter addendum (OLA) request through email to OAA and FC
- OAA will send out academic approval and FC will release the addendum via email
Addenda that require a position update (ex. overall FTE change, division change, job code change) or a duties change that has the SAME effective date as a promotion or reappointment
Department will submit as a FASA action and OAA/FC will approve as a normal FASA action and release OLA in FASA
- Addenda that do not require a position update and/or are NOT aligned with the same effective date as an appointment action
- Department will submit the OLA request through email to OAA and FC
- OAA will send out academic approval and FC will release the addendum via email
- Addenda for a new hire that has not started their appointment yet but has signed their offer letter
- Department will submit the addendum to smartsheet/dynamic view and OAA/FC will review and approve in dynamic view
- OLA will be uploaded to dynamic view for FAA to download for release
- Use addendum to signed offer letter in smartsheet request
- If you are more of a visual learner, please feel free to review this information in matrix form via our CE Addenda Submission Resource Chart* (which can also be found via OAA’s Faculty Affairs Resources webpage)
- Once signed by the recipient, all offer letter addenda should be returned to Faculty Compensation and OAA. Signed addenda submitted to and released via Smartsheet should be uploaded to the corresponding Smartsheet row in dynamic view (instructions for using dynamic view), and addenda reviewed and released via e-mail or through FASA should be returned via e-mail.”