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 Temerty 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 Temerty Faculty of Medicine Clinical Affairs website.
Steps to prepare a clinical (MD) faculty academic appointment application:
PRE-APPLICATION
- What kind submission do you need to make: an application, promotion or three-year performance review?
- What percentage of time is the candidate engaged in academic activities:
- full time, part time, or adjunct?
- This will determine the appropriate checklist below to use in preparing the application.
- 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
- 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
- Prepare the application package by referencing the appropriate application package checklist below and complete all required documentation listed.
- Submit the completed application package following the instructions outlined below.
- The application is brought to the Department Appointments Committee (DAC) for review and support.
- The application is forwarded to Human Resources and/or the Faculty Academic Advisory Committee (FAAC) for approval.
FOLLOWING APPROVAL
- 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.
- The Letter of Offer is signed and returned to the DFCM by the appointee.
- A welcome letter with information on a University of Toronto library card and email address is emailed to the appointee.
- The 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 Temerty 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:
- Online application form
- Letter of Support from Family Physician-in-Chief (*updated version October 2020*)
- CV
- Certificate of Professional Conduct (photocopy acceptable)
- Position Description
- For rank of Assistant Professor or higher only: reference letters required (2-3 internal, 2-3 external. The Chief's letter may count as an internal letter).
- Professional Development Plan
- Profile 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:
- Online application form
- Letter of Support from Family Physician-in-Chief (*updated version October 2020*)
- CV
- Certificate of Professional Conduct
- Position Description
- Position Description *(template specifically to be used for TAHSN sites only)*
- For rank of Assistant Professor or higher only: reference letters required (2-3 internal, 2-3 external. The Chief's letter may count as an internal letter).
- Professional Development Plan
- Profile 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:
- Online application form
- Letter of Support - Full Time (MD) (*updated version October 2020*)
- CV
- Certificate of Professional Conduct - Photocopy acceptable
- Position Description (MD)
- Professional Development Plan (MD)
- 2-3 Internal Reference Letters and 2-3 External Reference Letters
- Reference Letter template
- Template to solicit/request a reference letter
- Please note: the Chief's letter may count as an internal letter. In some cases, where only internal letters may be available, then 3-4 internal letters will be required.
- Profile 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:
- 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)
- Design and development of curricula, educational offerings and/or educational materials
- 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:
- 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.
- Letters of reference are required for all applications at an advanced rank. This should include 2-3 internal and 2-3 exernal letters.
- Reference Letter template
- Template to solicit/request a reference letter
- Please note: the Chief's letter may count as an internal letter. In some cases, where only internal letters may be available, then 3-4 internal letters will be required.
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 Theresa Vo.
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. Kirsten Wentlandt.
- To submit an application under the Division of Palliative Care, kindly contact Theresa Vo.
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 Zoe Marston, 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 Bravo.
Required Documents:
- Copy of CCFP/CPSO/CMPA Memberships
- Certificate of Professional Conduct - Photocopy acceptable
- Clinical (MD) Appointment Application (ADJ/PT)
- Job Description - TP/RRP
- Professional Development - TP/RRP
- Professional Profile - TP/RRP
- Condensed CV
Clinical Category Change Application
For existing Clinical (MD) faculty who wish to change their clinical category due to an increase/decrease in time commitment or site change, a category change application is required.
Category Change to Full Time
For existing faculty who wish to change their category from Clinical Adjunct/Part Time to Clinical Full Time, a complete Full Time application is required. Please see the requirements for a Clinical (MD) Full Time application above.
Category Change to Adjunct or Part Time
For existing faculty who wish to change their category to Part Time or Adjunct, a truncated (shortened) application is acceptable. The required documents are outlined below.
Required Documents for Truncated Application to Adjunct/Part Time:
Please ensure to use our checklist and naming conventions when attaching the following required documents to the online application form:
- Online application form
- Letter of Support from Family Physician-in-Chief (explaining change in category)
- CV
- Position Description
- Position Description *(template specifically to be used for TAHSN sites only)*
- For rank of Assistant Professor or higher only: reference letters required (2-3 internal, 2-3 external. The Chief's letter may count as an internal letter).
*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.
Status-Only (Non MD) Appointment Application
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.
If you are a Health Professional Educator (HPE), please visit our HPE webpage for more information about the DFCM HPE community of practice and our useful HPE guidelines document.
Non MD Applicants with an Existing University Appointment:
Individuals applying for an appointment in the DFCM who already hold an existing University appointment may only apply for a secondary ("concurrent") status only appointment if they similarly hold a status only appointment in their primary department. Individuals who hold an Adjunct Lecturer (non MD) appointment in their primary department are eligible for an Adjunct Lecturer (non MD) appointment in the DFCM (see section below titled "University Adjunct Lecturer (Non MD) Appointment Application").
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:
- Online application form
- Letter of Support from the Family Physician-in-Chief
- Letter of Support from Primary Employer (Should state the candidate's full employment/salary arrangements and their approval of the university appointment.)
- CV
- Professional Development Plan
- 2-3 Internal Reference Letters and 2-3 External Reference Letters
- Reference Letter template
- Template to solicit/request a reference letter
- Please note: the Chief's letter may count as an internal letter. In some cases, where only internal letters may be available, then 3-4 internal letters will be required.
- Profile Form
Status Only Appointment at the rank of Assistant Professor, Associate Professor, or Professor (please discuss with Site Chief to ensure candidate meets qualifications):
- Online application form
- Letter of Support from the Family Physician-in-Chief
- Letter of Support from Primary Employer* (Should state the candidate's full employment/salary arrangements and their approval of the university appointment.)
- CV
- Statement of Research or Teaching (no template)
- Position Description (Non-MD)
- Professional Development Plan
- 2-3 Internal Reference Letters and 2-3 External Reference Letters
- Reference Letter template
- Template to solicit/request a reference letter
- Please note: the Chief's letter may count as an internal letter. In some cases, where only internal letters may be available, then 3-4 internal letters will be required.
- Profile Form
*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.
University Adjunct Lecturer (Non MD) Appointment (or Re-Appointment) Application
What is a University Adjunct Lecturer (Non-MD) Faculty Appointment?
*Not to be confused with Clinical Adjunct (MD) appointment type for physicians (section above).
This category is for non-MD individuals who possess specialized expertise or learning that is of value to our department. The individual must hold employment with another institution with a job description that is primarily non-academic in nature. For example, a candidate might be an employee in industry or government or a professional who has specialized qualifications for teaching purposes.
These are limited term appointments (1-3 years) and renewable upon successful re-appointment.
For a University Adjunct Lecturer appointment, 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:
- Online application form
- A letter of support from Approved DFCM Site Chief or Program Director, indicating length of term of 1-3 years (for a re-appointment, please use this template)
- CV
- Profile Form
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:
- Online Application Form
- CV
- Letter of Support Template - Clinical (MD) Cross Appointment
- Letter from Primary Department Chair supporting the Cross Appointment
- Academic Position Description - Adjunct/Part-Time or Full Time
Visiting Professorship
This category of appointment is used for faculty members visiting from other institutions for less than a year that require access to university services during their visit and/or require a formal relationship with the university for visa purposes. This category of appointment does not normally enable participation in clinical activities. These appointments are usually for one year or less.
In cases of candidates visiting from outside Canada, an application must be made well in advance of the expected start date of the professorship (at least a few months) to prepare the necessary immigration documents. The application should be arranged prior to the candidate arriving in Canada.
Please note that while we can support a visiting professorship application, Our department cannot advise on immigration policy or procedure.
To find out more about a visiting professorship, please contact the DFCM Academic Appointments Administrator at dfcm.facultyappt@utoronto.ca.
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.
Junior Promotion
Senior Promotion
DAC and FAAC Meeting Dates
All new faculty and junior promotion applications are reviewed by the DFCM Department Appointments Committee (DAC) which meets on a monthly basis from September - June. Once supported, Clinical Full Time promotions, status only appointments, and initial Clinical Full Time 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 | 2020-2021 DAC MEETING DATES |
---|---|
September 1, 2020 | September 15, 2020 |
September 22, 2020 | October 6, 2020 |
October 20, 2020 | November 3, 2020 |
November 17, 2020 | December 1, 2020 |
December 15, 2020 | January 12, 2021 |
January 19, 2021 | February 2, 2021 |
February 16, 2021 | March 2, 2021 |
March 23, 2021 | April 6, 2021 |
April 20, 2021 | May 4, 2021 |
May 18, 2021 | June 1, 2021 |
INTERNAL DEADLINE FOR FAAC SUBMISSIONS | 2019-2021 FAAC MEETING DATES |
---|---|
September 5, 2019 | September 26, 2019 |
October 10, 2019 | October 31, 2019 |
November 7, 2019 | November 28, 2019 |
November 29, 2019 | December 12, 2019 |
January 9, 2020 | January 30, 2020 |
February 6, 2020 | February 27, 2020 |
March 5, 2020 | March 26, 2020 |
April 9, 2020 | April 30, 2020 |
May 7, 2020 | May 28, 2020 |
June 4, 2020 | June 25, 2020 |
July 2, 2020 | July 23, 2020 |
August 14, 2020 | September 10, 2020 |
October 8, 2020 | October 29, 2020 |
November 5, 2020 | November 26, 2020 |
November 26, 2020 | December 10, 2020 |
January 7, 2021 | January 28, 2021 |
February 4, 2021 | February 25, 2021 |
March 4, 2021 | March 25, 2021 |
April 8, 2021 | April 29, 2021 |
May 6, 2021 | May 27, 2021 |
June 3, 2021 | June 24, 2021 |