The following, as applicable, must be complete before starting a Request to Recruit.

  • Prospective faculty and academic support staff must apply to an active position in Interfolio Faculty Search (FS).
    • National and Limited Search Guidelines must be met before a candidate can be selected (applicable only to full-time faculty tracks)
    • Academic Support Staff positions must be posted for at least 14 days.
  • Prospective Penn Medicine Clinicians (PMCs) must apply to an approved position in Workday.
  • CHOP-based recruitments must complete an entity review and CHOPPA review (if applicable).
  • Chief Scientific Officer (CSO)/RAC Review is required for Non-CHOP Tenure Track recruits see below for more detailed information
  • The visa application must be “in process” with Penn Global for non-US citizen recruits.
  • Secure pre-approved admin-H, Veterans Affairs, or other support requests via email.

CHOP-based Requirements

  • CHOP completes their entity review using this form. 
  • Once approved, the department initiates an electronic request in the RTR system
    • The approved CHOP entity review is uploaded along with other standard school documentation.
  • A Tenure Obligation Letter must also be submitted for all Tenure track recruitments.
  • Additional Children’s Hospital of Philadelphia Practice Association (CHOPPA) Review is necessary for many faculty candidates, including, but not limited to:
    • Tenure track (all ranks)
    • Senior rank Clinician Educator track
    • Senior rank Research track
  • An offer letter may not be sent to candidates for Full-time Faculty, Academic Clinician Part-time, Penn Medicine Clinician, or Academic Support Staff recruitments until a RTR is reviewed and approved by the Office of the Dean.
  • Offer Letters submitted in the online RTR application must be in Draft Form (clearly marked as “Draft,” unsigned, and in Word Document format)
  • Compensation Statements, which provide a breakdown of annual salary, must be drafted for Tenure, Clinician Educator, Academic Clinician, Academic Clinician Part-time, and Penn Medicine Clinicians. All submissions must be in Draft Form.
    • Research Track faculty and Academic Support Staff are not given a separate compensation statement.  The annual salary must be stated in the Draft Offer Letter, along with the source(s) of funding.
  • Templates for Faculty and Penn Medicine Clinician (PMC) Offer Letters, Compensation Statements, and required attachments can be found here.
  • Templates for Academic Support Staff Offer Letters and required attachments can be found here.
  • See Policies and Guidelines to access the CPUP Agreement, Patent Agreement, Mentoring Guidelines, and resources for Compensation.

The Office of the Executive Vice Dean and Chief Scientific Officer [EVD|CSO] of the Perelman School of Medicine reviews and provides approval for all tenure track appointments (excluding CHOP-based hires). This review, known as the Dean’s Recruitment Review (formerly the Recruitment Advisory Committee (RAC)), is required for the recruitment to proceed to the Request to Recruit [RTR] process.

The following information should be submitted in a single PDF file to the EVD|CSO CSO@pennmedicine.upenn.edu for consideration of tenure track appointments:

  1. Preliminary Proposal for Faculty Recruitment (please submit this as the cover page of the PDF packet). While not required for Clinician Educator track, this electronic form is highly encouraged for those recruitments as well: https://redcap.med.upenn.edu/surveys/?s=PTN49MKMA73MCPKD
  2. Completed recommendation by department chair Chair Recommendation Letter Template found here: https://www.med.upenn.edu/oaa/facultyaffairs/tenure-actions/
  3. Candidate’s curriculum vitae and grant support
  4. Candidate's statement of research plan and/or program
  5. Letters of recommendation (needed for assistant professors only; four letters are required by the University)
  6. Summary of the search process, including interview itineraries, evaluations, and chalk talk/seminar flyers
  7. Summary of the start-up package including space and dollars/sources
  8. Expectations and metrics for assessment of success (so that we can retrospectively assess whether the candidate met or exceeded recruitment expectations)

Have Questions? Email Linda L. Pang, Executive Assistant to E. Michael Ostap, Senior Vice Dean and Chief Scientific Officer.

The RTR process is a mandatory online application that facilitates Dean’s Office approval for the recruitment of various faculty tracks, Penn Medicine Clinicians (PMCs), and academic support staff (including Instructors and Research Associates). It ensures that all prospective hires meet institutional requirements and that their offer letters and compensation statements are reviewed and approved by the Office of the Dean before being sent to candidates. This process is crucial for maintaining compliance with university policies and ensuring the allocation of appropriate resources.

 

  • What is the purpose of the "Request to Recruit (RTR)" process?
    • The RTR process is a mandatory online application that facilitates Dean’s Office approval for the recruitment of various faculty tracks, Penn Medicine Clinicians (PMCs), and academic support staff (including Instructors and Research Associates). It ensures that all prospective hires meet institutional requirements and that their offer letters and compensation statements are reviewed and approved by the Office of the Dean before being sent to candidates. This process is crucial for maintaining compliance with university policies and ensuring appropriate resource allocation.
  • What types of positions require an offer letter or compensation statement, and who must approve them?
    • Offer letters are required for Full-time Faculty, Academic Clinician Part-time, Penn Medicine Clinician, and Academic Support Staff recruitments. Compensation Statements are specifically required for Tenure, Clinician Educator, Academic Clinician, Academic Clinician Part-time, and Penn Medicine Clinicians. In all these cases, a draft offer letter (unsigned and in Word Document Format) must be submitted via the Request to Recruit (RTR) Online Application, and no offer letter can be sent to a candidate until it has been reviewed and approved by the Office of the Dean, whose signature (or designee) is required.
  • What specific policies and agreements inform the offer letters and compensation?
  • What is the role of the Chief Scientific Officer (CSO)/RAC Review in the recruitment process, and when is it required?
    • The Chief Scientific Officer (CSO)/RAC Review is a critical step in the recruitment process, specifically required for all tenure-track recruitments that are not CHOP-based. This review and approval by the Office of the Executive Vice Dean and Chief Scientific Officer (EVD, CSO) of the Perelman School of Medicine is mandatory for the completion of the Request to Recruit (RTR) process. It involves submitting documents such as the Terms of Recruitment Request and a Chair's Recommendation Letter. For CHOP-based tenure-track positions, the CHOPPA review serves as an alternative to the RAC review.