Resources for Divison Administrators

Important Information for Division Administrators

Listed below are the departmental requirements that will allow our team to conduct the academic review process and submit files to OAA in a timely manner.

Clinician Educators and Instructors
  •  Inform your Pediatrics Academic Affairs contact (Shumi, Sarah, Abhi, Mary, Elaine) of appointments/reappointments/promotions 6 months prior to the effective date/start date of the action by submitting an appointment or reappointment/promotion request form (links below). We will obtain confirmation from Dr. Leonard and Dr. Sibley of their approval on the hire and rank, and then launch the academic review process by contacting the faculty member/candidate.
  • All financials (draft offer letter, PAF, business plan if applicable) must be submitted to Surabhi 4 months prior to the effective date of the action. Please continue to cc your academic affairs contact(s) in your financial submission.
Visiting academic appointments (Visiting Faculty, Visiting Scholars, Visiting Instructors, Visiting Postdoctoral Scholars)
  • Inform your Pediatrics Academic Affairs contact and Margaret Murphy (if visa required) for appointments/reappointments 6 months prior to the effective date/start date of the action. If a visa is not required, inform Academic Affairs 4 months prior to the effective date. For new appointments, please include current CV, brief description of duties, and dates of visit. Please confirm Division Chief approval of the visitor prior to your request to the Pediatrics Academic Affairs team.
Sabbatical and Professional Development Leave (PDL) 
  • Submit completed sabbatical and PDL applications to your Pediatrics Academic Affairs contact at a minimum of 60 days prior to the effective date of the sabbatical/PDL. Please use the sabbatical and PDL applications and review the instructions. 
Terminations/resignations
  • Submit resignation letter (should include reason for leaving (if provided), last day of work, and should be signed or submitted via email) and signed data attestation form (attached) to the Pediatrics Academic Affairs team as soon as you know or 30 days prior to the last day of work.
FTE changes
  • Submit offer letter addendum and PAF to Surabhi and Academic Affairs contact 60 days prior to effective date.

The timelines set by OAA are firm deadlines and our office has established the protocols above to accommodate these deadlines and submit files on time. Please note timely communication and financial submissions from the Divisions will be essential in meeting these strict deadlines.  Late offer letter/PAF submissions will cause a delay in start dates/effective dates.