School of Medicine & Public Health – Named Chairs and Professorships

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Policy Number:
SMPH-3001
Old Policy Number:
30.01
Responsible Office:
SMPH Office of Fiscal Affairs

School of Medicine and Public Health (SMPH) Policy

Rationale/​Purpose:

To address funding levels, the use of funds, the timing of establishing the named chair and professorship and the availability of funds, and the length of the chair/professorship.

Definitions:
Available to spend
The amount made available to the recipient to spend for the purpose specified by the donor. The amount available to spend is included in the spendable endowment income category at the University of Wisconsin Foundation and Alumni Association (UWFAA) and in the trust income category at the trust.
Permanent endowment
A fund that has been established to provide a long-term source of income. Permanent-endowment funds are invested and produce spendable income. The principal of a permanent endowment cannot be spent. Distributions can only be made from the spendable income of a permanent endowment.
Quasi-endowment
A donation by an individual or institution, given with the intent of having that fund serve a specific purpose. Quasi-endowment funds are invested and produce spendable income. Distributions may be made from both the principal and the spendable income of a quasi-endowment fund.
University of Wisconsin Foundation and Alumni Association
The official fundraising and gift-receiving organization for UW–Madison. The UWFAA is the university’s development and financial partner.
UW System Office of Trust Funds
The office responsible for the administrative and investment oversight of endowment and other investable funds entrusted to the Board of Regents of the UW System.
Policy:

  1. Funding Levels

    1. Any chairs/professorships established in the SMPH will conform to the funding levels in the then-current campus policy.
    2. Each funding level has a title, endowment level, and annual funding amount (see Table 1).
      Table 1. Endowment Level and Annual Funding Level by Chair or Professorship Title
      Title Endowment Level Annual Funding Level
      Distinguished Chair Faculty Fellow $150,000
      Chair Faculty Fellow $150,000
      Professorship or Directorship $1,000,000 $50,000
      Bascom Professorship $500,000 $50,000
      Faculty Fellow $250,000 $15,000
    3. The endowment level and annual funding level are alternatives based on the specifics of the funding.
      1. If a fully funded endowment is established, the endowment level amounts apply.
      2. If the funding is provided annually without a permanent endowment, the annual funding levels apply.
    4. Chairs/professorships established prior to this policy will remain at the title originally established regardless of the current required funding levels.

  2. Use of Funds

    1. Chairs/professorships in the SMPH will comply with the campus policy that a minimum of 50% and up to 66% of the annual distributions be used to support the base salary and fringe benefits of the recipient.
    2. Exceptions to this policy will be allowed based on donor instructions.
    3. Unless precisely specified, recipients will not receive additional compensation as a result of being named.
      1. The funding will be used to offset existing salary and fringe benefits.
      2. The remaining distributions will be available to the recipient as flexible funds for research program support, travel, books, journals, and supplies, and for other expenses and services that further the scholarly activities of the recipient, following normal UW–Madison expenditure practices.

  3. Timing of Establishing the Chair/Professorship and Availability of Funds

    1. The general rule for the establishment of the chair/professorship and naming of a recipient is when the following requirements have been satisfied: 1) There is a firm commitment to complete the funding within five years (or less); and 2) Fifty percent of the total commitment has been received (unless donor request).
    2. The SMPH recognizes that chairs/professorships may be funded by donors over a period, for example $200,000 per year for five years to achieve $1,000,000 in funding; or partial cash funding with the balance as part of an estate. With permission of the donors, distributions may be reinvested to help achieve the designated endowment amount more quickly.

  4. Length of the Chair/Professorship

    1. The standard appointment period for a chair/professorship in the SMPH will be five years.
    2. Based on the conditions of the funding, reappointment may be allowed following the procedures described below (Steps to Request Appointment/Reappointment to a Chair/Professorship).
    3. Alternative lengths of appointment are possible based on the conditions of funding.

  5. Access to the Chair/Professorship Funds

    1. The chair/professorship funds are traditionally held at the UW System Office of Trust Funds at the UWFAA.
    2. Distributions occur quarterly so the current holder of the professorship will have access to the funds after the first quarter they are appointed to the chair/professorship.
Procedure:

Steps to Request Appointment/Reappointment to a Chair/Professorship

Chair/Professorship appointments at UW–Madison are made by the Provost, following a recommendation by the appropriate Dean. In the SMPH the process is managed by the office of the Senior Associate Dean for Finance.

The requesting unit sends the following items to the Senior Associate Dean for Finance and office administrative assistant: a written request of appointment addressed to the Dean, the candidate’s current CV, and a brief biography of the candidate on a Chair/Professorship summary template provided by the finance department. The following information should be included in the letter of request: candidate’s name, name of the Chair/Professorship, justification of the appointment, the appointment terms, and the recent accomplishments of the faculty appointee. When everything is received, the finance department will forward the request to the Dean for review and approval.

Upon approval from the Dean, the candidate’s dossier will be prepared and forwarded to the Provost for review and approval.

The Provost office will send a letter of appointment to the Named Chair or Professor, Dean of the SMPH, Department Chair, and Senior Associate Dean for Finance. The Department Administrator will be notified of the appointment.

At the time of renewal, the finance department will notify the requesting unit that it is time to resubmit appointment request.  At this time, please follow the steps listed above for an initial appointment.

Stewardship Guidelines for Professorships, Chairs & Distinguished Chairs

An important responsibility of an endowed chair or professorship recipient is communication with and stewardship of the donor. Stewarding chair and professorship donors require a special partnership with the school/department and key UWFAA development staff to thank donors and convey the impact of their gift.

School/Department:

  • The School/unit/department/center responsible for sending the acknowledgement is the school/unit/department/center that holds the UWFAA fund or UW Trust account.
  • Send an acknowledgment to the donor when gift/pledge is received.
  • The Dean/Chair/Director of the School/unit/department/center will inform the donor when an appointment, reappointment or termination occurs.

Professorship or Chair Recipient:

  • Send an acknowledgment to the donor when you are appointed.  Your UWFAA development liaison can provide donor contact information.
  • Each year of your appointment, you will receive a request to prepare a written update for your donor. This one- or two-page document should give the donor a brief summary of the activities that their gift makes possible. A sample letter and writing guidelines are available on the Advancement Resources toolkit.

  • Be sure to use your endowment title consistently in letterhead, business cards, publications, and directories. For example:

    Chris D. Smith, MD
    Jones Professor of Surgery (customize to reflect specific title)
    Department of Surgery
    University of Wisconsin School of Medicine and Public Health
  • Share your news and recognition opportunities. If you receive significant awards or a new grant, are mentioned in the media, or if a press release is written about you, please have your department send a copy of the story or release, or a link to the media source, to your UWFAA development liaison so that they can inform donor(s) of the news.
  • Provide opportunities for donors to visit your lab or other campus experiences.
  • Copy your UWFAA development liaison on all correspondence with donors to ensure a good record of communication.
  • If you have questions about communicating with donors, please contact your UWFAA development liaison.

UWFAA:

  • Prepare tax reporting documents

Steps to Access the Chair/Professorship Funds

The Chair/Professorship funds are traditionally held at the UW Trust Office or at the UWFAA. Distributions occur quarterly so the current holder of the professorship will have access to the funds after the first quarter they are appointed to the Chair/Professorship.

Related UW–Madison Documents, Web Pages, or Other Resources:

Policy Administration

Approval Authority:
Vice Chancellor for Medical Affairs and Dean, School of Medicine and Public Health
Policy Manager:
SMPH Senior Associate Dean for Finance
Contact:
SMPH Chief Financial Officer -- Darlene Wood, dwood2@wisc.edu, (608) 263-4931
Effective Date:
11-01-2016
Date Issued:
11-01-2016
Revised Dates:

02-27-2020

Retrieved:
01-28-2023 19:43:11