Promotions through the professorial ranks recognize professional achievements and are significant academic honors conferred by the University. Academic promotions must be earned and are not awarded solely on the length of service to the University or Medical School. The expectations for each promotion depend on the rank and academic track and applicants must address the specific guidelines pertinent to the individual application. These expectations are described in the Guidelines For Academic Promotion and the Award of Tenure document.
The process of academic promotion and/or award of tenure is designed to validate that applicants have met or exceeded the expectations for the requested promotion. As stated in the Handbook this "careful, deliberate and searching" process is followed because of the significance of academic promotion/tenure not only to the individual but also to the University. As the excellence and reputation of the University depend directly on the quality of its faculty, the expectations for each rank reflect institutional values and academic standards.
All documents will be submitted online - NO PAPER COPIES ARE REQUIRED.
The first step in applying for promotion and/or tenure is the completion of a Registration Form. School of Medicine faculty members can access the Registration Form appropriate to their campus (Kansas City or Wichita) from March 1st to May 1st at 5:00 pm every year. Upon receipt of the form, the Faculty Affairs and Faculty Development office (Kansas City) or Office of Faculty Development (Wichita) will verify your current status and credentials. Once eligibility is confirmed you'll be contacted with instructions on how to access the online submission site.
PLEASE NOTE: Access to these forms is denied beginning at 5:00 pm on May 1st through February 28th (February 29th in Leap Year).
The links on the left are tools to be used in preparation for promotion. You should familiarize yourself with these documents prior to submitting your Registration Form.
Applications are reviewed by committees of peers at the departmental, campus, and school level. Recommendations are made by the school's Appointments, Promotion and Tenure Committee to the Executive Dean in Kansas City or Dean of the Wichita campus and hence to the Vice Chancellor for Academic Affairs. Final award of promotion and/or tenure is made by the Chancellor. See current timeline.
As applications are scrutinized at each stage, the documentation must be complete and clearly articulate the evidence for the requested award. Each application is reviewed by several individuals and these individuals may have very different professional backgrounds from that of the applicant. As in preparing a scientific paper or grant application, the applicant bears the responsibility to clearly articulate the case for the requested award of promotion or tenure. All applicants should review the relevant sections of the Handbook (PDF) and the Guidelines For Academic Promotion and the Award of Tenure (PDF) prior to preparing an application. The structure and function of the campus and School Appointments, Promotion and Tenure Committees are described in the Bylaws of the Medical Faculty (amended 2013). Questions concerning the process should be directed to Jo Halverson (8-5274) or Laura Jennemann (8-5765) on the Kansas City campus or Marianne Eyles (3-3560) on the Wichita campus.
Each application must contain the following documents:
It is the responsibility of the applicant to contact his/her referees and confirm their willingness and availability to support your nomination for promotion, prior to listing them as references.
Together, these documents enable the quality and quantity of achievements to be assessed from different perspectives thus facilitating a thorough and fair review.
Your online application must be completed by the deadline. Late or incomplete submission of your online application will not be considered for review. Permission of the Associate Dean for Professional Development and Faculty Affairs (Kansas City) or Associate Dean for Faculty Development (Wichita) is required for any addition or change to the application after September 1.
Applicants must use the required SOM CV format (Word document)
This core document sets out the professional history of the applicant and the evidence for promotion/tenure in each of the three areas of teaching, service, research and scholarship. These areas are described in detail in the Handbook and the School of Medicine Guidelines document. Applicants must provide documentation of both the quantity and the quality of achievements in each area.
I. PERSONAL DATA
Provide full legal name, including degree. Use of nicknames is not appropriate
Academic rank is expressed as instructor, assistant professor, associate professor or professor. Faculty on some non-tenure tracks add modifying prefixes such as "clinical", "research" or others as described in the Guidelines and Handbook. Faculty members on the Clinical Scholar or Tenure tracks do not have modifying prefixes.
Primary Department: provide formal name of department of primary academic appointment.
e.g. John Martin Doe MD
Clinical Assistant Professor
Preventive Medicine & Public Health (Primary appointment)
Secondary Department (s): provide formal name of department in which you hold secondary academic appointment(s).
Office contact information: provide reliable, accurate phone and FAX numbers and E-mail address at which applicant can be reached during office hours. This information is essential as any concerns about the application have to be addressed promptly. In the event of a non-recommendation, the applicant has very limited time in which to appeal and any delay in communication is undesirable.
Undergraduate and Graduate Education: list institutions attended and degrees conferred in chronological order.
e.g. 1980-4 BA (Biology) University of Kansas
1984-8 MD or PhD University of Kansas
For non-MD degrees, specify area of study.
Postgraduate Education: list postdoctoral and residency education in chronological order.
Insert brief explanations if necessary to clarify degree (especially if conferred by a non-US university) or explain periods of study not leading to award of degree.
e.g. 1974-80 Edinburgh University, Scotland Bachelor of Medicine and Bachelor of Chirugery (MB, ChB) Six-year medical degree equivalent to MD
Membership in Royal College of Physicians (MRCP) by examination following graduate training, equivalent to Board Certification in Internal Medicine.
Academic and Professional Appointments and Activities: describe professional career in chronological order explaining any discontinuity or overlapping appointments. Designate if appointment is "joint", volunteer or adjunct.
Professional Registration, Licensure and Certification: Provide year, state and number of license or registration. Indicate if active or inactive. Provide year of initial professional certification and year(s) of recertification where appropriate.
Professional Societies and Affiliations: List membership only of professionally-related organizations. As appropriate explain the size and significance of the organization. Civic and other organizations should not be listed. Provide dates of offices held in professional organizations and indicate if these are at local, regional or national level.
Honors and Awards: List only those honors and/or awards recognizing merit related to professional activities, including teaching. Do not list awards based solely on length of service. Do not list grants in this section.
Reviewers use this section to assess the quantity and quality of teaching and related educational activities. Definitions and examples of expected levels of activities are provided in the Guidelines For Academic Promotion and the Award of Tenure (PDF). Applicants should note the significance of any educational activities such as development of significant educational materials and leadership in education in addition to direct teaching and ensure that the full scope of their educational contributions and achievements are documented. This section of the curriculum vitae is the teacher's portfolio; applicants should accurately and completely document all teaching activities. Summaries of teaching evaluations by students, residents, fellows, and peers must be submitted electronically. A limit of five pages has been placed on teaching evaluation data. The reviewers may request original data if necessary. Please note that the absence of teaching evaluations may adversely affect your application for promotion and/or tenure.
If an educators' portfolio has been developed, the format must be approved by the Appointments, Promotion and Tenure Committee, and the Associate Dean for Professional Development and Faculty Affairs (Kansas City) or Associate Dean for Faculty Development (Wichita) before it can be substituted for this section.
Provide a brief statement describing your philosophy of teaching. This statement should be constructed to assist reviewers and add the applicant's perspective on education to the data on teaching activities and the input in other parts of the application from department chair, departmental colleagues, and others.
Didactic teaching includes all instructor-lead classroom formats such as lectures, grand rounds, and formal presentations. Non-didactic types of teaching such as small group discussions, laboratory classes, seminars, workshops, and journal clubs emphasize active participation by learners. Clinical teaching includes precepting/instructing learners in clinics, rounding, and teaching during patient care.
Provide course title and number as listed in the School of Medicine Catalog. Describe type of instruction e.g. lecture, seminar, small group session, laboratory, and provide hours of actual instruction (do not include course preparation, e.g. preparing slides or credit hours). List average number of learners per session and type of learner, e.g. medical student (by year), graduate student, resident, fellow.
2008-2010: ICM 802 Social Basis of Medical Practice: 3 lectures x 1hr: 175 MS1
2010-11: FAPR 950 Family Medicine clerkship: seminar 2hours x 6 clerkships: 10-15 MSIII
2002-6: SGRY 975 Surgery clerkship: daily rounding and patient care for 8 weeks x 6 clerkships: 4 MSIII
2006-10 Daily supervision and teaching of residents i.e.
Surgery residents: 2 continually on service
Family practice: 4 residents, each for one month of surgical experience
Obstetrics: 2 residents, each for one month of surgical experience
Submit evaluations by students and peers and other evidence of the quality of the teaching listed.
Master's theses and PhD dissertations Directed: list only those for which applicant is/ was primarily responsible. Less intense involvement, such as participation on dissertation or thesis committees, should be listed as advising or supervision as appropriate.
Supervision of Postdoctoral Fellows: provide names of fellows and equivalent students, area of research/study and dates during which applicant was primary supervisor. If appropriate, provide description of research and degree of involvement of applicant.
Advising Activities: list service on thesis/dissertation committees, significant assistance to projects and other learning not covered above, and formal and/or informal advising of individual learners or service to groups.
Other instruction: list and describe relevant professional teaching activities not covered above e.g. CME or Faculty Development seminars. Provide sufficient explanation for reviewers to assess the relevance of each activity to the guidelines for academic promotion. For CME presentations document the extent of original work by the applicant. Acting as a spokesperson for an external group is not considered professional teaching.
2. Development of Educational Materials:
List significant educational materials developed and provide materials (such as copies of syllabi) or references (such as web sites) to enable reviewers to access these materials if necessary.
Describe any process of peer-review or expert assessment to which materials have been subjected.
Specifically document if the materials have been used or referenced by colleagues, especially at other institutions, or otherwise disseminated.
3. Educational Leadership:
List administrative responsibility for courses and similar responsibilities relevant to the expectations for academic promotion described in the guidelines. Mentoring of junior colleagues in teaching may be described here.
Contributions to curricular development and management such as service on Education Council and any of its subcommittees or task forces or groups related to educational programs should be listed under "Academic Service" but may be referenced here.
Definitions of Professional and Academic service are provided in the Handbook for Faculty and Unclassified Staff and the Guidelines For Academic Promotion and the Award of Tenure (PDF).
Professional Service - Patient Care
The diverse area of professional service includes patient care. Applicants should select measures that most clearly and concisely document their accomplishments and the value of these activities to the Medical School and University. Measures of both quantity and quality of activities are required and if necessary, applicants should provide brief descriptions to assist reviewers. Measures of patient care activities include numbers of patients, time allocation in clinical activity, procedures completed, Relative Value Units (RVUs), and value to the School of the clinical service. If the primary quality evaluation is the subjective assessment of peers, this should be available in letters from departmental colleagues, chair, or referees.
The significance of professional service in the forms of task forces, committees and similar groups should be explained and the specific role of the applicant clarified. Categorize activities according to national, international, state and regional service.
Professional consulting services must have academic credibility and clear service intent and not be performed primarily for personal profit.
Academic Service: In academic service the contribution of the candidate to the academic community should be clearly documented. Names and dates of committees, task forces, or working groups should be provided. A concise description of the significance of the group and explanation of the role of the applicant should be provided.
Activities related to Academic Societies should be documented in this section.
This section documents the quantity and quality of research and scholarly activity as described in the Guidelines For Academic Promotion and the Award of Tenure (PDF). Applicants must provide sufficient documentation (see below) for reviewers to assess the significance of all activities.
Provide a brief opening statement to orient the reviewers to the principal areas of scholarly activity and provide the applicant's perspective. A description of the most significant contributions to the literature is often helpful.
1. Grants and Contracts
List all grants and contracts awarded in chronological order (oldest first, most recent last) grouped into previous grants/current grants/pending proposals. Pending proposals must have been submitted for review and an estimated date of notification should be provided. Applicants should contact the Faculty Affairs and Faculty Development office in Kansas City (Jo Halverson) or the office of Faculty Development in Wichita (contact Marianne Eyles) concerning awards of grants and contracts received after the deadline for applications. Grant or contract applications that have not been completed or submitted for review may not t not be listed.
For each grant or contract, applicants must provide title of grant, names of all investigators, funding source, direct costs awarded, years of grant. Applicants may provide a brief explanation of the significance of the project (up to 50 words) to enhance understanding by colleagues from other scientific disciplines. The role of the applicant in each grant or contract project must be clearly explained. If the applicant is not principal investigator, the contribution to the grant or contract must be specified. Provide the cover sheet, abstract and Notice of Award in PDF for all grants or contracts awarded in last five years (submit online).
2. Scholarly Publications
Peer-reviewed articles in scientific journals: List all articles published in recognized scientific journals in chronological order (oldest publications first, most recent publications last) using standard referencing format and bolding name of applicant. In cases where there are multiple publications within a year, they should be listed by alphabetical order. The list should not include papers "in preparation," "submitted," or "under revisions", nor should it include conference proceedings, published abstracts, and book reviews (which need to be listed separately). The names of all authors must be provided in the order in which they appear in the original publication. Review articles that have undergone stringent peer-review prior to publication in a scientific journal should be listed in addition to articles concerning original research. Articles published in journals not listed in Index Medicus and articles that have not undergone peer-review should not be listed in this section. Submit PDF of each eligible article published in the previous five years for consideration by reviewers (submit online).
The numbered Peer-Reviewed Articles listed on your CV should match those numbered in your online folder submission.
Manuscripts in press: list in the format described above and provide one PDF of the accepted manuscript (submit online). Evidence of acceptance and pending publication must be provided preferably a formal letter of final acceptance from the editor. Articles accepted pending revision should be listed in the following section as "submissions" and not "in press". Jo Halverson or Marianne Eyles should be made aware of any change in status of articles during the period of application for academic promotion in order to update the materials available for review.
The numbered Manuscripts in Press listed on your CV should match those numbered in your online folder submission.
Manuscripts submitted but not yet accepted for publication: list in the format described for publications and provide one PDF of the submitted manuscript (submit online). Evidence of receipt of manuscript by journal must be provided. Articles accepted pending revision should be listed in this section. Applicants may provide copies of reviews for consideration if desired.
The numbered Manuscripts Submitted but not yet Accepted listed on your CV should match those numbered in your online folder submission.
Unfinished articles and manuscripts and those not submitted for publication may not be listed as evidence of scholarship.
Non-peer-reviewed articles: list all non-peer reviewed publications in the format described for published articles and include the type of publication e.g. article, editorial, letter to editor, essay, book review. Follow the above instructions for items "in press" and submitted but not accepted. Provide one PDF for reviewers (submit online).
Books and book chapters: provide information in standard reference format (names of all authors with applicant underlined, book title, year, edition, and publisher). Specify role of applicant e.g. sole author, editor, contributor. For contributor, specify chapter name and inclusive pagination.
e.g. Doe JM. Laparoscopic Surgery. 3rd ed. San Francisco, Calif: CB Miller Co; 1998
(fictitious sole author)
Martin BG, Doe JM, Brown GT. Minimizing postoperative complications in anti-reflux procedures. In: Wilson GG, ed. Laparoscopic Techniques in Gastrointestinal Surgery. St Louis, Mo: Jones and Claire Publishing Co: 1996: 276-290
(fictitious contributing author)
Applicants should include one copy of books and book chapters if requested but these should not be included in the initial application.
Published abstracts: provide reference information as directed on form, underlining name of applicant. If the same work is reflected in a published abstract and a presentation or poster, the work must only be listed once.
The numbered Published Abstracts listed on your CV should match those numbered in your online folder submission.
3. Presentations and Posters
Oral paper presentations: provide information as specified on form, underlining name of applicant and distinguishing between local/regional and national/international scientific meetings. Provide sufficient information for reviewer to assess the degree of peer review and significance of the paper and venue.
Poster presentations and demonstrations: provide information as specified on form, underlining name of applicant and distinguishing between local/regional and national/international scientific meetings. Provide sufficient information for reviewer to assess the degree of peer review and significance of the poster and venue.
Invited seminars: provide information on presentations for other universities or organizations that demonstrate significant scholarship and enhance the reputation of the university. The significance of the venue, process of selection and quality of the presentation should be described.
4. Other Evidence of Scholarship
As described in the guidelines, a broad range of activities may be considered as scholarship but there must be evidence of intellectual activity, peer review, and dissemination. For each item submitted, briefly explain the significance of the scholarship involved, the method and outcome of peer or collegial review, and the method of dissemination. Include if possible a description of the impact of the work. Include one PDF of significant scholarly work products such as clinical guidelines or policy documents, including appropriate literature reviews used to develop the work (submit online).
Letter from Departmental Chair
The departmental chair must provide a letter summarizing his/her candid, thorough and independent assessment of the applicant's achievements in teaching, service, and research/scholarly activity. This letter should contain factual information verifying the data contained in the CV such as teaching and clinical responsibilities as well as providing the chair's assessment of the applicant's achievements and potential for continued development. The chair should also use the letter to clarify or explain the significance of activities to reviewers from different professional backgrounds.
It is recommended that the Chair's letter follow the format of:
The departmental chair must provide an informative letter on each applicant who has a primary appointment in his/her department. Discussion of several applicants in a single letter is not acceptable. If the applicant has a secondary appointment or significant responsibilities in a Center, the chair of the primary department should request a letter from the chair of that department (or center director) reflecting his/her assessment of the candidate. The summary table indicating the basis for the recommendation must be completed.
Letter from Departmental Appointments, Promotion and Tenure Committee
Deadline for Departmental Appointments, Promotion and Tenure Committees to meet: August 1.
A letter from the departmental Appointments, Promotion and Tenure Committee should be provided summarizing the committee's perspective on the applicant's suitability for promotion and/or award of tenure. This letter should emphasize the significance or impact of the applicant's achievements such that these are appreciated by reviewers from different scientific backgrounds. The letter should also add or more fully explain appropriate activities that may not be fully appreciated by reading the CV and other materials.
It is recommended that the letter follow the format of:
In the event that the department Appointments, Promotion and Tenure Committee does not recommend the applicant for promotion, the applicant may self-nominate.
The results of the committee's vote must be included in their letter (i.e. Recommended 5 in favor, 1 opposed) as well as the names of the committee members (present and absent).
Reference letters provide an important perspective on the information provided by the applicant and his/her departmental colleagues. They are extremely valuable to reviewers and applications may be compromised if letters are not obtained. Without the minimum required number of reference letters, your application will be considered "incomplete". For this reason, applicants are strongly advised to contact referees to validate contact information and willingness to provide letters.
The departmental chair, members of the departmental promotions and tenure committee, members of the campus or School of Medicine promotions and tenure committees, and members of the Executive Dean's Office (Kansas City) or Dean's Office (Wichita) may not provide reference letters as these individuals are part of the assessment process.
Letters are solicited by the appropriate Dean's office. Applicants must provide current, accurate information in order to contact referees (submit online). Minimum information consists of full name, degrees, and correct title; office address, phone number, FAX number, and E-mail information.
Applicants are strongly advised to contact referees to validate contact information and willingness to provide letters. The list of referees may be provided to the appropriate Dean's office in advance of the deadline to expedite processing of the application. The candidate's name should appear at the top of the page (References for ____________).
The number and eligibility requirements for reference letters vary for different promotions. Applications for associate professor on research or tenure track must contain at least three letters from recognized scholars at other universities. These individuals should be familiar with the applicant's achievements and be selected for their ability to provide an objective, knowledgeable, and candid assessment of the applicant's suitability for promotion. To ensure that at least three letters are received, at least six names must be provided to the staff.
Applicants for professor on research or tenure track must have letters from at least five qualified external referees. To ensure that at least five letters are received, at least eight names must be provided to staff.
The Clinical Scholar and Clinical tracks provide less external exposure of academic achievements. Applications for associate professor on Clinical Scholar and Clinical tracks should include at least three letters from referees. Referees from other universities who are familiar with the applicant's achievements and can provide an assessment of suitability for promotion are ideal but referees from KU departments OTHER than those departments in which the applicant holds an appointment are acceptable. Again, to ensure that at least three letters are provided to reviewers, at least six names must be provided to staff and these names may be provided in advance of the completed application to expedite the process.
Similarly, applications for professor on the clinical scholar or clinical tracks must contain at least five letters from referees outside the department of appointment and the names of at least eight qualified referees must be provided to staff.
Timelines for Promotion and Tenure
See current schedule.
Summary of Expectations for Promotion:
The following are minimal expectations for specific promotions (see Guidelines document):
To Associate Professor: Proficiency and contributions must be demonstrated in all three academic domains with documentation of attainment of at least Mid-Career Level in both teaching and research/scholarship and Early Career Level in academic service.
To Professor: Demonstration of sustained contributions and achievements in all three domains with documentation of established-career level in the two domains most appropriate to the role of the individual and a least mid-career level in the remaining domain. National or international recognition of expertise is required.
This track focuses on professional and academic service, plus teaching. Faculty members on this track have full-time contracts with the School of Medicine and unmodified academic titles. Scholarship is expected. This scholarship is usually derived from clinical and educational activities and the levels of scholarly productivity expected for promotion are lower than for faculty on Tenure Tracks. As clinical scholar faculty are viewed as key to the governance and other organizational activities of the School of Medicine, academic service is expected and is a criterion for promotion on the Clinical Scholar Track. For promotion to Professor, evidence of a leadership role in the academic service domain is expected.
The Clinical Scholar Track is comprised of two academic pathways: one for Clinician Educators and the other for Clinician Investigators. These are not formal tracks, but vary in the primary/critical domain. For the Clinician-Educator, teaching excellence is the more critical domain. In the case of the Clinician-Investigator, excellence in scholarship is the more critical domain.
Promotion To Associate Professor. Attainment of Mid-Career Level in professional (clinical) service, academic service, and teaching (Clinician-Educator) must be documented plus documentation of at least Early Career Level in scholarship. For the Clinician-Investigator there is the same expectation for professional and academic service. In addition, scholarship must be documented at the Mid-Career Level with at least Early Career Level in teaching.
Promotion To Professor. Documented Established Career Level in professional (clinical) service, academic service, and teaching (Clinician-Educator) is required, plus Mid-Career Level in scholarship. For the clinician-investigator there is the same expectation for professional and academic service. In addition, Established Career Level must be attained in scholarship and Mid-Career Level in teaching.
Promotion To Clinical Associate Professor: Applicants must document attainment of Mid-Career Level in professional (clinical) service plus documentation of at least Early Career Level in research/scholarship or teaching.
Promotion To Clinical Professor: Applicants must document Established Career Level (national recognition) in professional (clinical) service with at least Mid-Career Level achievements in research/scholarship or teaching and Early Career Level in the remaining domain.
Promotion To Research Associate Professor: Attainment of at least Mid-Career Level in research/scholarship must be documented plus at least Early Career Level in one of the other two domains.
Promotion To Research Professor: Established Career Level (national or international recognition) must be documented in research/scholarship plus at least Early Career Level in one of the remaining two domains.
Faculty members whose percent effort is between 0 and 0.5 FTE will be considered under the part-time promotion criteria. This criteria is established only for promotion purposes.
Promotion To Clinical or Research Associate Professor (Part-Time): Documentation is required of Mid-Career Level in the principal domain of activity plus Early Career Level achievements in one other domain. This Early Career Level domain may include service to the Medical School, University, or professional specialty or discipline.
For professorial appointments, part-time faculty members must meet the expectations of the clinical or research track, including requirements for scholarship.
Volunteer Faculty Appointments:
Promotion To Clinical or Research Associate Professor (Volunteer): Documentation is required of Mid-Career Level achievements in the principal domain of activity plus Early Career Level achievements in one other domain. This Early Career Level domain may include service to the Medical School, University, or professional specialty or discipline.
For professorial appointments, volunteer faculty members must meet the expectations of the clinical or research track, including requirements for scholarship.
Affiliated Institutions (Volunteer)
Each department is encouraged to commit itself to making faculty appointments that enhance or have strong potential to enhance the quality of the department. Criteria that should be considered are quality of publications and scientific training indicative of the potential for carrying out quality investigations published in refereed journals bearing his/her name as principal author, and for contributing to the mission of the department and the School of Medicine.
Individuals appointed as an Assistant Professor on the Affiliate Track in the School of Medicine must have documented qualities as a biomedical researcher and a commitment to teaching, graduate student training, and/or service within the department (see page 14 of the Manual for Volunteer Faculty).
Last update: 03/2013