Application Process and Packages

Application Process

The Department of Family and Community Medicine is an academic department composed of health care professionals dedicated to leadership in teaching, research, service and the advancement of the discipline of Family Medicine, locally, nationally and internationally. We teach, create and disseminate knowledge in primary care, advancing the discipline of family medicine and improving health for diverse and underserved communities locally and globally. The Department of Family and Community Medicine, in the Faculty of Medicine, is North America’s largest Department of Family Medicine with over 1500 faculty.

The application and approval pathways for appointments and the documents a candidate must submit vary greatly depending on the policy under which the appointment falls, as well as the category and rank of the appointment.  Please review the categories below to identify the appropriate steps.

If you are a physician seeking a faculty appointment, please speak to your Family Physician-in-Chief or DFCM Program Director/Division Head to review the application process. Please note that College of Family Physicians of Canada (CFPC) membership is a departmental requirement for Clinical Appointments in the DFCM.

All clinical (MD) academic appointments are governed by the Policy for Clinical Faculty and the Procedures Manual for the Policy for Clinical Faculty, available at the Faculty of Medicine Clinical Affairs website.

Steps to prepare a clinical (MD) faculty academic appointment application:

PRE-APPLICATION

  1. What kind submission do you need to make: an application, promotion or three-year performance review?
  2. What percentage of time is the candidate engaged in academic activities:
  3. Determine the academic rank of the candidate:
    • i.e., Lecturer, Assistant Professor, Associate Professor, or Full Professor. For initial appointments at the rank of Assistant Professor, please contact dfcm.facultyappt@utoronto.ca 
  4. Determine the category of the candidate:
    • i.e., Clinical Teacher, Clinician Leader/Administrator, Scientist (Non-MD Researcher), Clinician Scientist, Clinician Investigator, Clinician Educator and Clinician Quality and Innovation.

APPLICATION PROCESS

  1. Prepare the application package by referencing the appropriate application package checklist below and complete all required documentation listed.
  2. Submit the completed application package following the instructions outlined below.
  3. The application is brought to the Department Appointments Committee (DAC) for review and support.
  4. The application is forwarded to Human Resources and/or the Faculty Academic Advisory Committee (FAAC) for approval.

FOLLOWING APPROVAL

  1. A Letter of Offer is emailed to the appointee and a copy is sent to the Family Physician-In-Chief or approved Program Director as well as the site or program coordinator.
  2. The Letter of Offer is signed and returned to the DFCM by the appointee.
  3. A welcome letter with information on a University of Toronto library card and email address is emailed to the appointee.
  4. Appointee is entered in the DFCM faculty database and appointee email address is added to the DFCM Listserv.

STATUS ONLY (NON MD) APPOINTMENTS

If you are a Health Professional Educator or Scientist/Researcher, you may qualify for a Status Only (Non MD) Appointment. Please see below for details.

Application Packages

Listed below are the various application packages and their required documents for submitting to the Department Appointments Committee. Applications are submitted via an online application form using the Faculty of Medicine step-by-step guide to applying for an academic appointment. Please ensure all supporting and required documents are attached to the application form at the time of submission.

Clinical (MD) Adjunct Application

Engaged in academic activities for less than 20% of his/her professional working time.

For an adjunct appointment application please complete the online application form and attach all the completed documents listed below at the time of submission. You will be prompted to attached documents when completing the application form.

Required Documents:

Please ensure to use our checklist and naming conventions when attaching the following required documents to the online application form:

*TAHSN Hospitals: Under the University of Toronto/TAHSN hospital affiliation agreements, clinical adjunct appointments should not be given to hospital active staff (or equivalent) at a TAHSN site.

Clinical (MD) Part Time Application

Engaged in academic activities for 20-79% of his/her professional working time.

For a part time appointment application please complete the online application form and attach all the completed documents listed below at the time of submission.  You will be prompted to attached documents when completing the application form.

Required Documents:

Please ensure to use our checklist and naming conventions when attaching the following required documents to the online application form:

 

*TAHSN Hospitals: Under the University of Toronto/TAHSN hospital affiliation agreements, university clinical part time appointments for hospital active staff (or equivalent) can only be approved with an accompanying Letter of Exemption specifically outlining the reason for a part time appointment.  The Letter of Exemption must be signed on letterhead and be provided with the application package.

Clinical (MD) Full Time Application

Engaged in academic activities for at least 80% of his/her professional working time and must participate in a practice plan or equivalent arrangement.

For a full time appointment application please complete the online application form and attach all the completed documents listed below at the time of submission.  You will be prompted to attached documents when completing the application form.

Required Documents:

Please ensure to use our checklist and naming conventions when attaching the following required documents to the online application form:

Initial Clinical (MD) Appointment at the rank of Assistant Professor or above

While most new DFCM faculty members are first appointed to the DFCM at the rank of Lecturer, some may qualify for the rank of Assistant Professor (or even Associate or Full Professor) based on their academic contributions. Applicants interested in this option should discuss with their Family Physician-in-Chief or DFCM Program Director/Division Chief.

Advanced Degree

An initial appointment at the rank of Assistant Professor requires the successful completion of a Master's Degree, PhD, or an advanced training experience deemed to be equivalent to a Master's level program. In some cases, 1-2 years of fellowship training, including secondary level resident training, will be considered the equivalent to an advanced degree. Normally, the degree program must have been completed as documented by a successful defense of a thesis and awarding of the degree before submission of the request for appointment.

Academic Impact

The candidate must demonstrate the impact of scholarship at a local or regional level. It is expected that the candidate will have at least 1-2 published first authored peer-reviewed publications in well regarded journals in their field or documentation demonstrating educational accomplishments in one or more of the following:

  1. sustained teaching excellence (i.e. a summary of a strong teaching dossier that includes evaluations, numbers and types of trainees and evidence that the candidate has taught in a variety of teaching environments, and teaching awards)
  2. Design and development of curricula, educational offerings and/or educational materials
  3. Creative Professional Activity (CPA) in teaching/education (such as the setting of practice standards)

Initial Appointment or Lateral Transfer at the rank of Associate or Full Professor

Applications from candidates who hold an appointment at the rank of Assistant Professor or above at another university will be reviewed by the Faculty Appointments Advisory Committee (FAAC) to ensure that the meet the Faculty of Medicine standards for the requested rank.

Required Documents

Please refer to and complete the application package for an adjunct, part time, or full time appointment listed above, with the following amendments:

  1. The letter of support written by the Family Physician-in-Chief or DFCM Program Director must be more robust than a letter for the rank of Lecturer. It should state strong support for the rank of Assistant Professor and discuss the applicant’s qualifications.
  2. Letters of reference are required for all applications at an advanced rank. This should include 2-3 internal and 2-3 exernal letters. (The Chief's letter may count as an internal letter. in some cases where only internal or only external letters may be available, then 3-4 letters will be required). Kindly reference the guidelines and templates provided on the Forms, Templates and References portion of our website. 

If you have questions about initial appointment ranks, please contact dfcm.facultyappt@utoronto.ca for more details.

DFCM Emergency Medicine Division

To apply for a DFCM faculty appointment under the Division of Emergency Medicine, the applicant is likely CCFP (EM) trained and teaching Family Medicine residents in their Emergency Rotation.

ADJUNCT, PART TIME, OR FULL TIME EMERGENCY APPLICATIONS:

Please refer to and complete the application package for an adjunct, part time, or full time appointment listed above, with the following amendments:

  • The application is prepared on site with a letter of Support from the Family Physician-In-Chief
  • An additional letter of recommendation is required from the Director of the Emergency Division, Dr Eric Letovsky. To receive this letter kindly submit the complete appointment application with a saved and printed version of the online application form, via email to Hersh Pandya at Hersh.Pandya@trilliumhealthpartners.ca
  • When a letter has been provided by Dr Letovsky to your office, you may then submit the entire application via online application form.

DFCM Palliative Care Division

To apply for a DFCM faculty appointment under the Division of Palliative Care, the applicant must be a Family Medicine physician practicing in Palliative Care and likely teaching Family Medicine residents in their Palliative Care Rotation.  To apply under the DFCM Division of Palliative Care please contact Jennifer Wang.

ADJUNCT, PART TIME, OR FULL TIME PALLIATIVE CARE APPLICATIONS:

Please refer to and complete the application package for an adjunct, part time, or full time appointment listed above, with the following amendments:

  • Letter of Support from the Family Physician-in-Chief must instead be written by the Director of the Division of Palliative Care, Dr Jeffrey Myers. 
  • To submit an application under the Division of Palliative Care, kindly contact Elicia Bryant.

Family Medicine Longitudinal Experience (FMLE)

If you are interested in applying for a Department of Family and Community Medicine academic appointment under the FMLE program, your contact is Brandi Corbett, the Undergraduate FMLE and Communications Assistant.

Who can apply? 

The applicant must:

  • Be in good standing with the CPSO
  • Have CCFP Certification or be a member of the CFPC
  • Work in a community-based clinic that is accessible by public transit or car within a 40 - 60 minute commute from the downtown Toronto campus or the Mississauga campus (located at 3359 Mississauga Road North) even if it is a locum practice (no extra office space required)

Transition to Residency (TTR) or Undergraduate Electives

If you are interested in applying for a Department of Family and Community Medicine academic appointment under the TTR or Undergraduate Electives program, your contact is Alicia Tulloch, the Undergraduate Program Assistant.

 Who can apply?   

 The applicant must:

  • Be in good standing with the CPSO  
  • Have your CCFP Certification or be a member of the CFPC

Teaching Practices/Rural Residency/Rural Northern Initiative Program

To apply under the Teaching Practices, Rural Residency, or Northern Initiative program please contact Fadia Ayoub.

      Required Documents:

Status-Only Appointment Application (Non MD)

What is a Status-Only (Non-MD) Faculty Appointment?

Status-only appointments are non-salaried and normally receive no remuneration from the University of Toronto. Such appointments are normally made to allow an individual faculty member to participate more fully in an academic unit's teaching or research program.

Individuals being considered for status-only positions should hold full time employment arrangements with another institution with a job description that is primarily academic (research and teaching) in nature. Most often, status only appointments are granted to employees of affiliated hospitals and research institutions. Clinical faculty represent a special class of status-only faculty as their appointments are governed by the Policy on Clinical Faculty. University of Toronto employed faculty members appointed to other University of Toronto academic units on a non-salaried basis are non-budgetary cross-appointments, and not status-only.

For a status only appointment application please complete the online application form and attach all the completed documents listed below at the time of submission.  You will be prompted to attached documents when completing the application form.

Required Documents:

Please ensure to use our checklist and naming conventions when attaching the following required documents to the online application form:

Status Only Appointment at the rank of Lecturer:

Status Only Appointment at the rank of Assistant Professor, Associate Professor, or Professor (please discuss with Site Chief to ensure candidate meets qualifications):

 *If the candidate has a PhD Scientist designation this letter must come from the VP of Research at the hospital or institution where the scientist is employed. The letter must state that the hospital or institution will provide salary and lab facilities for the duration of the academic appointment.

Clinical Cross-Appointment

A Clinical Cross-Appointment may be given to a practicing MD who already holds a primary 'clinical' appointment in another clinical department in the Faculty of Medicine. It is given to allow appointees to participate in the teaching activities of the DFCM.

For a cross-appointment application please complete the online application form and attach all the completed documents listed below at the time of submission. You will be prompted to attached documents when completing the application form.

Required Documents:

Site/Program Transfer: Current DFCM Faculty Member to a New Site/Program

A transfer form must be initiated and submitted by the site/program via email to dfcm.facultyappt@utoronto.ca. Please meet with your new faculty member to review and initiate the appointment transfer from another site. A faculty transfer may only be completed if the rank and FTE remain exactly the same; if not, a new appointment application will need to be completed by your site. 

Three-Year Performance Review

A three-year performance review is to determine if a Clinical Full Time Appointee should be converted from an “3 year probation” status to a “continuing annual appointment” status unless the University can determine cause for non-renewal based on performance. The “continuing annual appointment” is treated as permanent providing that the appointee participates fully in a conforming practice plan or its equivalent and continues to fulfill their job description including the criteria set out in the procedures manual.

We are pleased to announce a NEW workshop!

  • Full time faculty that are required to complete their three year performance review by July 1, 2017 will be invided to attend this workshop.
  • The workshop will cover the steps, process and required documents in preparing a dossier
  • Participants will leave with a binder that they can use immediately in preparing their dossier

Three Year Performance Review Workshop:

  • Thursday February 23, 2017
  • 3:00 - 4:00 pm
  • DFCM, Room 303
  • Workshop registration (by invitation only) will open in January 2017

Immediately following the three year performance review workshop, a junior promotion information session will be presented.  If you are interested in combining your three year performance review with a junior promoiton application (Lecturer to Assistant Professor), you won't want to miss this event!  Details will be posted at a later date. The junior promotion information session is open to all faculty at the rank of Lecturer.

DAC and FAAC Meeting Dates

All faculty and promotion applications are reviewed by the DFCM Department Appointments Committee (DAC) which meets on a monthly basis from September - June. Once supported, promotions, status only appointments, and initial appointments at the rank of Assistant Professor or higher are also reviewed by the Faculty Appointments Advisory Committee (FAAC) before they can be approved by the Dean.

 

dEADLINE TO SUBMIT APPLICATIONS for dac 2016-2017 DAC MEETING DATES
August 23, 2016 September 6, 2016
September 20, 2016 October 4, 2016
October 18, 2016 November 1, 2016
November 22, 2016 December 6, 2016
December 20, 2016 January 3, 2017
January 24, 2017 February 7, 2017
February 21, 2017 March 7, 2017
March 21, 2017 April 4, 2017
April 18, 2017 May 2, 2017
May 24, 2017 June 6, 2017
INTERNAL DEADLINE FOR FAAC SUBMISSIONS 2016-2017 FAAC MEETING DATES
September 1, 2016 September 22, 2016
October 6, 2016 October 27, 2016
November 3, 2016 November 24, 2016
December 1, 2016 December 15, 2016
January 12, 2017 January 26, 2017
February 2, 2017 February 23, 2017
March 2, 2017 March 23, 2017
April 6, 2017 April 27, 2017
May 4, 2017 May 25, 2017
June 1, 2017 June 22, 2017

 

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