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Ohio University Heritage College of Osteopathic Medicine
Heritage Hall, Athens, OH 45701
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Faculty Transfers Between HCOM Academic Departments Guidelines

Background and Guiding Principles

Per the Ohio University Faculty Handbook Section II.C.2, all faculty members in the Heritage College of Osteopathic Medicine (HCOM) are appointed by the President to an academic department at the time of hire. These assignments are based on the department's teaching and research missions and the expertise of the new faculty member. Academic departments within HCOM are essential to developing and supporting the instructional and research activities of its faculty. Through the department chair and promotion and tenure committee, routine formative evaluations of faculty during the promotion and/or tenure process are an integral role of the department. Academic departments also serve as the organization and administrative home that initiates and manages faculty aLairs and employment related activities including but not limited to faculty fellowship and other types of leave, college and university awards, emeritus nominations, and salary recommendations. Faculty agree to the responsibilities assigned to them and to commitments made by the department at the time of hire.

For these reasons, only under exceptional circumstances will faculty transfer to a different department. Given the expected rarity of such transfers, each transfer will be considered on its own merits, with consideration given to the department and college mission, the needs of the faculty member and academic departments involved, the resource implications of any change, and its impact on accreditation. Finally, transfers of a faculty member between departments will normally be permanent. In rare cases, a temporary transfer may be warranted.

Circumstances in which Transfers will be Considered or Recommended

  1. Immediate interventional measure: As a recommended immediate interventional measure during a formal corrective action or internal investigation, including but not limited to professional ethics, ECRC/civil rights, or research misconduct violations. These transfers will be considered temporary for the duration of the investigation/corrective action.
  2. Outcome of investigation/corrective action: As the recommended or required outcome of a formal corrective action or internal investigation, including, but not limited to professional ethics, ECRC/civil rights, or research misconduct violations. These transfers will be permanent.
  3. Strategic Reorganization: As part of a strategic reorganization initiated and approved by college and institutional senior leadership. Faculty transfers resulting from closure of an academic department, whether for financial exigency or organizational restructuring, are addressed in the Ohio University Faculty Handbook Section II.D.4. These transfers will be permanent.

Examples of Circumstances in which Transfers will not be Considered

  1. Poor performance of a faculty member in any area of workload and unrelated to a formal corrective action.
  2. Interpersonal conflicts between members of the department that are not part of a formal corrective action or internal investigation as discussed above.
  3. Poor professional behavior.
  4. To improve chances of promotion and/or tenure.
  5. Issues with student performance.

Promotion and Tenure Considerations

  1. Per the Ohio University Faculty Handbook Section II.E.5, all awards of tenure and all promotions in rank must originate in a positive recommendation by the appropriate departmental committee. Therefore, all permanent transfers of probationary faculty members must be considered by the P&T committee of the new department following the transfer.
  2. Prior to the permanent transfer, it is the Chair of the P&T Committees responsibility to convene a meeting of the full committee to review the record of prior achievements of the faculty member.
  3. Probationary tenure track faculty members are required to meet with the chair of the P&T committee to discuss expectations for meeting departmental criteria. Following this meeting, a Memorandum of Understanding (MOU; see template and guidance below) regarding promotion and tenure will be developed in consultation with the transferring faculty member about which components of the record of prior achievements in research, teaching, and service are acceptable to be considered within the context of departmental P&T criteria. This MOU will be signed by the faculty member and chair of the P&T committee. NOTE: This is not an assessment of progress towards tenure.
  4. For tenured faculty members, tenure and rank will immediately be considered by the new department P&T committee. Any recommendations for increases in rank must occur through the normal promotion process and timeline.
  5. For instructional and clinical track faculty, rank will immediately be considered by the new department P&T committee. Any recommendations for increases in rank must occur through the normal promotion process and timeline.

Administrative and Financial Considerations

  1. Upon transfer, the salary is not subject to change.
  2. If the transfer occurs mid-FY, the faculty member will retain access to faculty development funds provided for the FY in which the transfer occurs. Faculty development funds will be allocated to the new department for the next FY.
  3. Temporary transfers result in no change in the departmental funding allocation for the faculty line.
  4. If the faculty member separates from the college or university, only in the case of strategic reorganization will the funding for the faculty line immediately become part of the budget pool of the new department upon which faculty hiring and planning is based.
  5. If the transfer is the result of a recommendation or outcome of a formal corrective action or an internal investigation, the original department will be prioritized for the line for faculty hiring and planning purposes if the faculty member separates within 5 years of the transfer. After 5 years, the position will be considered part of the larger pool of funding faculty lines across the college.
  6. For instructional and clinical track faculty, the length of the contract is not subject to change at the time of transfer.

Consultations and/or Approvals

To ensure full implications of and transparency in the transfer of a faculty member between departments, consultations and/or approvals may be required. 

  • The two academic department chairs from the transferring and receiving departments (consultation and approval required)
  • In the case of tenure-track faculty, the promotion and tenure committee of both departments (consultation and approval required in the case of strategic reorganization)
  • HCOM Associate Dean of Faculty (consultation required)
  • HCOM Associate Dean of Research and Innovation, if the faculty member is expected to produce research either currently or upon transfer (consultation as needed)
  • HCOM Senior Associate Dean of Medical Education (consultation as needed)
  • HCOM Chief Financial and Strategy Officer and Chief Operating Officer (consultation required)
  • Additional relevant stakeholders may be consulted as needed
  • HCOM Executive Dean (final approval required)

Documentation of consultations and/or approvals is the responsibility of the Associate Dean of Faculty and will be documented in the Faculty Transfer Documentation and Memorandum of Understanding form which can be requested by sending an email to HCOM Faculty Learning and Advancement.