Applying for Promotion - Where Do I Start?

FAD's Mission

Applying for promotion is an important part of your career, but the application process should not be difficult. Our mission in Faculty Affairs and Development (FAD) is to make sure everyone is prepared and successful with their application for promotion.

We understand that completing your CV and searching for documentation may be time consuming and even a bit daunting, so we wanted to make the application process as simple as possible. We have put together a few things that will guide you each step of the way. And if you think of something that would help you while completing your packet, just let us know! Chances are that others would find it useful too. 


When you have made the decision to apply for promotion and/or tenure, the first step is to complete a Registration Form. School of Medicine faculty members can access the form from March 1st to May 1st each year. The registration is now closed for the 2015-16 APT Session.

Curriculum Vitae - The most important part of your application is your CV.

SOM CV Template: It should be all-inclusive, from when you started college to the present day.

Step-by-Step Instructions for Completing the CV: Developed as a companion piece to the SOM CV template. Explanations and examples are included in this document. 

Feedback: Ask a colleague for feedback, another set of eyes is never a bad idea. Once you feel that your CV is complete and a colleague or mentor has reviewed, the FAD office is happy to meet with you to give feedback. To meet with us, simply email with a copy of your CV, and we will set up an appointment. 

Documentation for the Application Packet

Some faculty have a lot of documentation, but for others, it may just be a few things. All faculty careers are vastly different and there are too many factors to give a standardized number of publications, teaching evaluations or grants needed for a successful application. The APT Committee Members understand this and review each application individually and thoroughly. A comprehensive checklist is available to determine what is needed and where to include it within your SharePoint folder.  

Teaching Evaluations These are the second most important part of your application, next to the CV. The reviewers rely on these to determine the quality of your teaching. However, if you do not have formal evaluations, there are variety of options for you. Ask former students or junior faculty that you have mentored to write a letter of support. Or you may want to ask peers to evaluate your teaching. More information about peer evaluations can be found here.

Grant Information For grant information, if you do not have the cover sheet, abstract or notice of award for a grant/contract, try to contact the PI before reaching out to the Research Institute. Every year they receive a large number of requests for documentation, so if you could find it through another venue, RI has asked that you start there.

Publications Links to the articles and PubMed ID's are helpful additions to your CV. PDF's for the last five years only are required. It is not necessary to upload books or book chapters. If the reviewers request a book or chapter, we will contact you directly. See the checklist for more information.

Other Documentation Notification of Awards/Honors, teaching materials developed, applicant requested letters (from former students or mentees), 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 and here

Reference Letters and Eligible Referees

FAD receives a lot of questions this time of year and many of them are about references. Your first stop should be the Reference Letters and Eligible Referees information sheet.

Some Basics:

  • If you are applying for Associate Professor (or for Tenure at the Associate Professor level), three letters are required for your packet to be reviewed. A minimum of six names with contact information are required to assure receipt of the three letters.

  • If you are applying for Professor (or for Tenure at the Professor level), five letters are required for your packet to be reviewed. A minimum of eight names with contact information are required to assure receipt of the five letters.

  • For applications at the Associate Professor level - referees must be at the Associate Professor or Professor level.

  • For applications at the Professor level - referees must be at the Professor level. Letters from referees at a lesser rank will not count toward your three or five letter requirement, but they will be shared with the committee, if received.

  • Requirements for external (not KUMC) versus internal (at KUMC, but a different department) letters differ according to track. Please see the Reference Letters and Eligible Referees information sheet for the details.

  • Contact information for your referees are entered through a webform on SharePoint.


SharePoint is the tool used to submit your application electronically. It is a secure site that has special "permissions" set up in order for you to access your folder. While you are uploading your materials, only you, an assistant (if requested) and the SOM Faculty Affairs offices in KC and Wichita can see your folder. Once the APT Committees are ready to start the reviews, they are given access to the folders. SharePoint is also where you enter your referee contact information into a webform.

Introduction to SharePoint and your application folder
Uploading Documents to SharePoint
Adding Referee Contact Information 

Best Practices for Application

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 basic scientist on the committee may not necessarily know what a "busy clinical schedule" looks like. Including information such as RVU's, for you AND department averages, is very helpful.
  • For Basic Scientists: The process of preparing of a scientific paper or grant application may be unfamiliar to a clinician on the committee. Explaining the time commitments involved or impact of the project is helpful.

Contacting your Referees. Verifying availability and willingness to write a letter of reference is recommended. You can let them know the requests will be sent in August or 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.

Reference Materials 

Tracks-Ranks-Levels Summary

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

Domain Definitions-Examples-Levels matrix This document describes each domain and give a variety of examples for both basic and clinical science faculty. 

Guidelines for Academic Promotion and the Award of Tenure It's always good to go to the Guidelines when you have specific questions. This has been reformatted recently and the table of contents has links to take you to exactly the information you need.

Manual for Volunteer Faculty The Guidelines for our volunteer and affiliate faculty. This is overdue for updating, but the information is accurate. If you have questions, don't hesitate to let us know.

Timelines and Deadlines A list of the complete APT process timeline, with deadlines for the applicant.

SOM CV template Formatted specifically to showcase all of your accomplishments clearly for the APT Committee.

Step-by-Step Instructions for SOM CV If you have questions when completing your CV, this document will likely have your answer and includes examples at each step.

Peer Evaluation Information and Example Template Assessing the quality of your teaching through your CV is difficult. If you do not have standardized teaching evaluations, or just want extra documentation to show your excellence in teaching, ask a peer (or peers) to evaluate for you.

Summary of Academic Tracks Definitions of the tracks and general expectations of the faculty on them.

Intro to APT SharePoint site How to find your SharePoint folder and what it looks like.

Uploading Documents to SharePoint Step-by-Step instructions to add files to your customized folder.

Reference Letters and Eligibility of Referees The documents explains everything you need to know about Reference Letters and who is eligible to write them.


If you have questions please direct them, by email, to Laura Jennemann on the Kansas City campus or Marianne Eyles on the Wichita campus.

Due to the volume of questions fielded each year, if you are unable to find an answer on the website, email is the best way to contact us to receive a quick and complete answer. Don't forget to check out the new FAQ for APT page.

Application Deadline: September 1, 2015 by 5pm

Your online application must be completed by the deadline. Updates after the September 1, 2015 deadline for pending items currently listed on your CV, such as articles newly accepted for publication or pending grants newly awarded, are usually permitted with the permission of the Associate Dean for FAD (Kansas City) or Associate Dean for FAPD (Wichita).


Late or incomplete applications will not be considered for review.




Last modified: Jul 27, 2015