ORIENTATION PACKAGE FOR NEW FACULTY MEMBERS OF DENTAL FACULTIES AND ALLIED INSTITUTIONS

Preface

This resource package was originally conceived during a Management Institute sponsored by the Canadian Fund for Dental Education and the Association of Canadian Faculties of Dentistry (ACFD). A grant from the ACFD made its distribution possible. This package is in the form of an orientation manual for new faculty members of a Dental Faculty but can also be used as a model for orienting new dental educators in allied dental institutions.
Each individual institution is free to modify the design and content of this manual according to its own requirements. Once customized for the individual institution, this package will likely become a valuable resource for everyone in the institution.

Hardy Limeback
Associate Professor, Preventive Dentistry
University of Toronto, Faculty of Dentistry

Please note: items included in this version in italics should be excluded/erased. They have only been inserted as explanations and clarifications so that each version can be customized according to each individual institution.

Jan. 1995

Index

Section Topic

1. Getting Started
2. Statement of Institutional Purpose of the University
3. Mission Statement of the Dental Faculty
4. The Employment Agreement
   4.1 The collective agreement with the Faculty Association or Staff Association
   4.2 The appointment letter
   4.3 Your job description
   4.4 Your three and five year plans
   4.5 Policies and procedures on academic appointments
   4.6 Policies regarding supplementary income and related activities
   4.7 The School of Graduate Studies: conditions and procedures for appointment to the
5. Faculty Administration
   5.1 Flow chart of the administrative structure of the dental faculty
   5.2 The Constitution of the Council of the Faculty of Dentistry
   5.3 Individual Administrative Duties
   5.4 Committees
6. Professional Enhancement Related to Research
   6.1 Procedures for grant and scholarship applications in the Faculty
   6.2 Current research projects
   6.3 Facilities and equipment for general use
   6.4 Other information
7. Professional Enhancement Related to Teaching
   7.1 Professional enhancement courses
   7.2 Guidelines for the assessment of teaching excellence
   7.3 Guidelines for developing a teaching dossier
   7.4 Procedures for evaluation of teaching
8. Professional Enhancement Related to Creative Professional Activities
9. Suggested Headings for a Curriculum Vitae

Section 1: Getting Started

1.1 The Faculty of Dentistry Calendar

This usually represents the legal document which guides the faculty when problems arise with admissions, courses, school policies, student discipline, examination procedures, grading policies, appeals and student services. Every professor/teacher should be familiar with its contents.

1.2 The Faculty Telephone Directory

Optional, depends on how comprehensive the package is meant to be.

1.3 Appointment Details

What are the details of your appointment?
Do you have a letter of appointment from the Dean?
What were you hired to do?
To which department have you been appointed?
Do you have a “written” job description from your Department Head?
What are your 3-year and 5-year plans?

1.4 Office and Laboratory Space

Where will you be working?
What office or laboratory space has been promised?
Will you be supervising graduate students?
Will you be seeking hospital practice privileges?

1.5 Personnel

Make an appointment with the Personnel Department in the Faculty to discuss:

1.6 The Support Staff

Get to know your support staff.
Who is assigned as your secretary?
What are his/her duties and time commitments in relation to other Faculty?
Find out about other resource personnel, grants officer, supply and services, photography, graphics, faculty office, personnel.

1.7 The Association of Canadian Faculties of Dentistry (ACFD)

Structured Orientation Program for New Faculty
This was originally developed as a separate document and was a guide for the development of this orientation package – similar “official” documents could be included here from the AADS or individual institution.

Section 2: Statement of Institutional Purpose of the University

Section 3: Mission Statement of the Dental Faculty

Section 4: The Employment Agreement

4.1 The Faculty Association Agreement with the University

Faculty members seldom read the collective agreement which governs their appointment with the university. New full-time faculty members should at least be made aware of its existence if it is not reproduced in this section.

4.2 The Appointment Letter

A letter of appointment from the Dean should ideally contain the following:

4.3 Job description the Department Head should provide you with

4.4 Three and Five Year Plans

Try to agree on a three year plan, and, if possible, a five year plan with the Department Head and have it recorded in your personnel file. How does your 3 and 5-year plan fit into the department’s long-term goals and objectives? These plans should outline expectations for achievement which would likely result in promotion and tenure. How many successful grant applications, presentations to international scientific organizations, peer-reviewed publications, new lectures, etc. would be expected to be completed given the time allotment to these activities? What re the department’s expectations for teaching and administration by the end of the 3 and 5-year terms.

4.5 Policy and Procedures of the University

Academic Appointments

4.6 University Policy on Supplementary Income Related Activities

4.7 School of Graduate Studies Conditions and Procedures

Appointment to the Graduate Faculty

Section 5: Faculty Administration

5.1 A flow chart of the administrative structure of the Faculty

5.2 The Constitution of the Council of the Faculty of Dentistry

5.3 Individual Administrative Duties

5.3.1 The Dean

5.3.2 The Assistant Dean (Administration) and Faculty Secretary

5.3.3 The Associate Dean (Research)

5.3.4 The Associate Dean (Clinical and Undergraduate Affairs)

5.3.5 The Director of Postgraduate Dental Education/Chair of the Graduate Department of Dentistry

5.3.6 The Department Chair

5.3.7 The Directors of Clinics

5.4 Committees

5.4.1. Rules governing the composition, duties and procedures of the standing committees of the Council of the Faculty of Dentistry (standing committees may include those that deal with admissions, student appeals, continuing education, curriculum, examinations, executive action, hospital relations, nominations, post-graduate and graduate programs, research, rules and regulations).

5.4.2. Ad hoc committees, examples may include ACFD Faculty Committee, Appointments and Promotions, Joint Health and Safety, Building Space, Staff/Student Relations, Ways and Means.

Section 6: Professional Enhancement Related to Research

6.1 Procedures for Grant and Scholarship Applications in the Faculty

6.2 Current Research Projects

The Faculty’s official research or graduate program brochure should be included here.

6.3 Facilities and Equipment for General Use.

6.4 Other Information

Section 7: Professional Enhancement Related to Teaching

7.1 Professional Enhancement Courses

a. The Association of Canadian Faculties of Dentistry (ACFD) Summer Teaching Institute
b. The American Association of Dental Schools (AADS) (insert current brochure here)
c. Local programs

7.2 Guidelines for the Assessment of Teaching Excellence

7.3 Guidelines for Developing a Teaching Dossier

7.3.1 American Association of Dental Schools (AADS) documents on teaching dossiers.

7.3.2 Canadian Association of University Teachers Guidelines.

7.3.3 Association of Canadian Faculties of Dentistry (ACFD) Guidelines (Use these guidelines for comparison with your Faculty’s or omit this section if the Faculty’s guidelines are more specific)

7.3.4 Faculty of Dentistry Guidelines

7.4 Procedures for Evaluation of Teaching

Recommendation on the Use of Teaching Evaluation Forms in the Faculty of Dentistry

7.5 Support Services

List the support services with which every new faculty member should become familiar e.g. photography services, supplies, audio-visual department, clinic facilities for research etc.

Section 8: Professional Enhancement Related to Creative Professional Activities

Faculty of Dentistry Guidelines for the Assessment of Creative Professional Activity

Section 9: Suggested headings for a Curriculum Vitae

CURRICULUM VITAE – name
Personal Data:
Birthdate, gender, citizenship, marital status, children, address, Phone No.:
Current Position:
History of appointments:
Professional memberships:
Academic History:

HONOURS AND AWARDS

TEACHING
Special Teacher Training and Continuing Education Courses Attended
Undergraduate Teaching Responsibilities
Graduate-Postgraduate Teaching Responsibilities
Teaching to the Dental Profession in the Community
- Continuing Education Courses given
- Invited Presentations
- Teaching to other Health Professionals, Students and the Community
- Supervision of Graduate Students
- Summer students
- Special students
- Graduate students
- Graduate Student Supervisory Committees
- Examination Committees (Graduate and Postgraduate)

RESEARCH
Summary of Grants and Awards since Appointment
Other Research Activities
- Meetings organized
- Reviews of Grant Applications and Publications
- Successful Graduate Student Projects
- Completed MSc and PhD Projects

CREATIVE PROFESSIONAL ACTIVITIES
Professional practice, Service to the Profession/Discipline
Consulting
Invited clinical presentations
Other clinical presentations
Innovation in clinical practice

ADMINISTRATIVE ACTIVITIES
External (Provincial, National and for the University)
Internal (for the Dental Faculty)
Major duties in the Dental Faculty
Standing Committees and ad hoc Committees
Publications
I Peer-reviewed Journal Articles Published or In Press
II Papers submitted to Peer-reviewed Journals
III Books, Book Chapters, Proceedings, Non Peer-reviewed Articles
IV Abstracts