Applying for Promotion - Getting Started

Applying for promotion is an important part of your career!  Faculty Affairs and Development (FAD) wants to make sure everyone is prepared and successful with their application for promotion.  

  • Materials for your application are due: September 4, 2018 by 6pm.
  • All required materials must be completed and uploaded to your SharePoint folder by the deadline!
  • Late or incomplete applications will not be considered for review.

Below is information to help guide you through the process.  Click the (+) for more information on each topic.


Once you have made the decision to apply for promotion and/or tenure, the first step is to complete a Registration Form.  Each year, registration begins on March 1 and ends May 1 (or the first working day of those months).

Curriculum Vitae

A critical part of your application is your School of Medicine CV.

SoM CV Template:  The CV should include your full academic career beginning with college to the present day.

SoM CV Guidelines:  These guidelines include explanations and examples for completing your CV. 

Ask a colleague for feedback on your CV.  Once you feel that your CV is complete and a colleague or mentor has reviewed it, please contact Faculty Affairs and Development for additional feedback!  We would be happy to meet with you!

Teaching Evaluations, Grants, Publications, Other Documents for the Application Folder

 All faculty careers are vastly different which makes it difficult to give a standardized number of publications, teaching evaluations or grants needed for an application. The APT Committee Members are aware of these differences so each application is reviewed individually and thoroughly. Please use this application checklist  to help you determine what is needed and where to save it within your SharePoint folder.  

Teaching Evaluations The reviewers rely on teaching evaluations to determine the quality of your teaching. If you do not have formal evaluations, there are a variety of options for you. You can ask former students or junior faculty that you have mentored to write a letter of support. Or, you may want to ask your peers to evaluate your teaching.  To access your medical student teaching evaluations, click on the OASIS instructional guideline to help assist you. 

Grant Information If you do not have the cover sheet, abstract, or notice of award a grant/contract, please contact the PI first for any documents needed. The Research Institute has asked that other resources be used to access this information before reaching out to them.  Every year a large number of requests for documentation is received by the RI and they would appreciate keeping this to a minimum.

Publications Links to the articles and PMCID numbers are helpful additions to your CV. PDF's of the articles for the last five years are required, if not directly linked to a webpage. It is not a requirement to upload books or book chapters. If the reviewers request a book or chapter, we will contact you directly.

Other Documentation Notification of Awards/Honors, teaching materials developed, applicant requested letters (from former students, mentees or colleagues), RVU graphs, are all examples of the additional documentation to add to your application packet. Examples of how to document your RVU's can be found here.

Reference Letters and Eligible Referees

Please check out the Reference Letters and Eligible Referees information sheet.  This document contains the information you should need and hopefully answer any questions you have.

Contacting your References. Verifying availability and willingness to write a letter of reference is recommended. You can let your references know the requests will be sent in September with usually a month to submit the letter. We will send your CV with the request, but sending them your CV ahead of time is encouraged.


SharePoint is used to submit your application electronically. This is a secure site that has individual permissions set to access your folder. Only you, your assistant (if requested), and the SOM Faculty Affairs offices in Kansas City and Wichita can see your folder. Once the APT Committees are ready to start the reviews, they will be given access to all applicant folders. SharePoint is also where you will enter your referee contact information.  You can access the SharePoint site here.

Application Reviewers

Reviewers are only allowed to evaluate your promotion request based on the information that is presented in your application. They are not able to do any further research beyond what is submitted, so be sure that your application is clear and documented to the best of your ability.

Each application is reviewed by individuals who may have very different professional backgrounds from your own. Keep this in mind while preparing your application and offer adequate explanation where necessary. For example:

  • For Clinicians: A "busy clinical schedule" varies by department/specialty. Including information such as RVU's, for both you AND department averages, is very helpful, as well as adding the national RVU statistics. Adding a short description of what is involved with clinical duties is also helpful.
  • For Basic Scientists: Adding more information about postdoc mentoring, the grant application process, and developing a module or course, are examples of items that can be used for quantitative data by explaining the time commitments or impact of the activities.

Documents, Guides and Summaries 

Guidelines: Applicant SharePoint Folders, Uploading Documents, Adding Reference Contact Info This document will assist you in finding your SharePoint folder. It also has detailed instructions on uploading files to the applicant folder and how to add reference contact information.

2017-18 Application Checklist

The checklist shows what is required and what must be added to your SharePoint applicant folder.
Reference Letters and Eligible Referees This document explains who is eligible to write reference letters.
SoM CV template For the promotion process, it is required that the applicant's CV be in the SOM format. Please use this template as a formatting guide.

SoM CV Guidelines
The SOM CV Guidelines can assist you while completing your CV. It includes examples and pertinent information for each section.

2018-19 Timeline
This is the complete Promotion and Tenure (P&T) process timeline, which includes deadlines for the applicant.

Tracks-Ranks-Levels Summary

This summary will tell you what career levels you need for each domain according to your track and rank. It also lists what type of reference letters you need (internal or external).

Peer Observation of Teaching Information and Request Form Assessing the quality of your teaching through your CV can be difficult. If you do not have standardized teaching evaluations, or you would like extra documentation to show your excellence in teaching, you can submit a Peer Observation Request Form.  Information on Peer Observation of Teaching information can be found within the Faculty Development tab on the Faculty Affairs and Development website.

Domain Expectations by Career Level This document describes each domain and gives examples for both basic science and clinical science faculty. 

Can I update my CV and submit a revised version after the deadline?

Unfortunately, no, you cannot.  Any revisions to your CV are not permitted after the deadline of September 1st.   However, if your CV already lists pending articles for publication and/or pending grants that have been accepted/award after the deadline, please notify FAD.

Last modified: Feb 16, 2018