Writing Letters of Offer

  1. Joint Letter of Offer: Clinical Academic 1.0 FTE Compliment
  2. Joint Letter of Offer: Non Clinical Academic
  3. Hospital Letter of Offer: Clinical Academic Reduced Workload (.5 FTE - .9 FTE) Compliment
  4. Joint Letter of Understanding: Internal Change Process

1. Joint Letter of Offer: Clinical Academic 1.0 FTE Compliment

The Department Chair/Chief prepares the Joint Hospital and Schulich 1.0 FTE Compliment JOINT LETTER OF OFFER template. The joint letter of offer should be as specific about the role as possible. In addition to documenting the mutual commitments and expectations of the recruit and the department, it serves a number of purposes after the recruit begins. For example, the joint letter of offer will be the basis for probationary reviews and the Career Development and Planning process.

There are a number of signatures required on the Joint Letter of Offer:

  • The department Chair/Chief - If these are two individuals then both need to have a signature line
  • The Vice President of the clinical program aligned to the hospital associated to the primary appointment (for Emergency Medicine - Chief of Medicine is included and VP for both LHSC and St. Joseph's. For Anesthesia & Perioperative Medicine, VP for both LHSC and St. Joseph's are included).
  • Integrated Vice President Medical Affairs & Medical Education
  • Senior Medical Director (SMD) of the clinical program (the SMD role applies to LHSC only)

The following are steps to complete the Joint Letter of Offer:

  1. Chair/Chief writes the letter.
  2. Send the letter to Medical Affairs for review of resource and financial commitments by Medical Affairs, Schulich Human Resources will review for Academic Role Category (ARC) and Western commitments (pension, benefits etc.) AMOSO will also review for AFP related commitments.
  3. Once draft letter is reviewed and approved by Medical Affairs/Schulich/AMOSO, the department may proceed with preparing the final copy and obtains the required signatures from the various leaders.
  4. Chair/Chief's office sends the signed letter to the candidate for signature along with other department documentation.
  5. Chair/Chief's office sends a copy of the final signed letter to Medical Affairs. This will trigger Medical Affairs to email the candidate with instructions to begin the credentialing process.

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2. Joint Letter of Offer: Non Clinical Academic

The Department Chief prepares the LETTER OF OFFER for any new NON CLINICAL ACADEMIC appointment such as a Family Medicine Hospitalist.

The letter of offer should be as specific about the role as possible. In addition to documenting the mutual commitments and expectations of the recruit and the department, it serves a number of purposes after the recruit begins.

There are a number of signatures required on the Joint Letter of Offer:

  • The department Chief
  • The Vice President of the clinical program aligned to the hospital associated to the primary appointment (for Emergency Medicine - Chief of Medicine is included and VP for both LHSC and St. Joseph's). For Anesthesia & Perioperative Medicine, VP for both LHSC and St. Joseph's are included).
  • Integrated Vice President Medical Affairs & Medical Education

The following are steps to complete the Joint Letter of Offer:

1. Send the letter to Medical Affairs for review.

2. Once draft letter is reviewed and approved by Medical Affairs, the department may proceed with preparing the final copy and obtains the required signatures from the various leaders.

3. Chief's office sends the signed letter to the candidate for signature along with other department documentation.

4. Chief's office sends a copy of the final signed letter to Medical Affairs. This will trigger Medical Affairs to email the candidate with instructions to begin the credentialing process.

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3. Hospital Letter of Offer: Clinical Academic Reduced Workload (.5 FTE - .9 FTE) Compliment

The below process is required to complete the REDUCED WORKLOAD (.FTE-.9 FTE) COMPLIMENT LETTER OF OFFER for any NEW Clinical Academic appointment who will be on a Reduced Workload (.5FTE - .9FTE).

There are a number of signatures required on the Hospital Letter of Offer:

  • The department Chief
  • The Vice President of the clinical program aligned to the hospital associated to the primary appointment (for Emergency Medicine - Chief of Medicine is included and VP for both LHSC and St. Joseph's) ((for Anesthesia & Perioperative Medicine, VP for both LHSC and St. Joseph's are included)).

  • Integrated Vice President Medical Affairs & Medical Education

The following are steps to complete the Hospital Letter of Offer:

  1. The Department sends the Hospital template letter [unsigned] to Medical Affairs AND AT THE SAME TIME, the Department sends Schulich Human Resources the Academic Role Category (ARC), Schulich Template – Appendix A (Responsibilities) and Schulich Template – Appendix C (RWL) (unsigned). Note: The changes on the letter would be done via track changes, to see what was changed.
  2. After these forms are reviewed they are then sent back to the Department to accept the track changes and get signatures (from everyone but the faculty member) on the Hospital letter, ARC and Schulich Template - Appendix C (RWL).
  3. Once signed (as indicated in #2 above) the hospital letter along with the Western specific documents (completed Faculty Appointment Notice (FAN), current Curriculum Vitae (CV), Recruitment Summary Form, a copy of the advertisement, the Annual Financial Summary (Appendix A) and the Department Practice Plan (Appendix B), the Personnel Data Sheet for Clinical and the CPSO documentation (letter from the Chair and three reference letters - if applicable) and work permit for non-Canadians (if applicable) as well as the ARC and Schulich Template - Appendix A (Responsibilities) and (signed) Schulich Template – Appendix C (RWL)) are sent to Schulich Human Resources for processing.
  4. Schulich Human Resources gathers this information and generates the Schulich Only letter and incorporates the completed Schulich Template - Appendix A (Responsibilities), ARC and the Schulich Template - Appendix C (RWL) and has the Dean and Provost sign off. Once all signatures are on the Schulich letter (and appendices) a package is sent to the Department, to send to the Faculty member, including: the Hospital Letter, ARC, Schulich Appointment Letter (including the Appendices), Clinical Academic Contract and possibly collection account paperwork to all be signed off by the Faculty member (as well as some promotional material from Schulich).
  5. The Department then gets the faculty member to sign off. They send a copy of the original Hospital Letter to Medical Affairs and return all other originals (with a photocopy of the hospital letter) to Schulich Human Resources for processing.

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4. Joint Letter of Understanding - Internal Change Process

The Department Chair/Chief will send the INTERNAL CHANGE PROCESS letter to any Clinical Academic physician to confirm a change in hospital privileges or Academic Role Category.

There are a number of signatures required on the Letter of Understanding:

  • The department Chair/Chief - If these are two individuals then both need to have a signature line

  • The Vice President of the clinical program aligned to the hospital associated to the primary appointment (for Emergency Medicine - Chief of Medicine is included and VP for both LHSC and St. Joseph's) ((for Anesthesia & Perioperative Medicine, VP for both LHSC and St. Joseph's are included)).

  • Integrated Vice President Medical Affairs & Medical Education

The following are steps to complete the Letter of Understanding:

1. Send the letter to Medical Affairs for review.

2. Once draft letter is reviewed and approved by Medical Affairs, the department may proceed with preparing the final copy and obtains the required signatures from the various leaders.

3. Chair/Chief's office sends the signed letter to the candidate for signature along with other department documentation.

4. Chair/Chief's office sends a copy of the final signed letter to Medical Affairs along with the Appointment Change Chief Support form.

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