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Applying for Promotion

Below is information to help guide you through the promotion and tenure registration and application process. Click the ( + ) for additional details.


The first step of the promotion/tenure process is to complete a Registration Form in RedCap. Registering for promotion is required in order to proceed with the application process!

Curriculum Vitae (CV)

The major document for your promotion application is the School of Medicine formatted CV.  The CV needs to thoroughly document all accomplishments in Teaching, Service, and Research/Scholarship from post-graduate education through current day. 

Ask a colleague or mentor to review your CV and provide feedback to you.  In addition, please contact Faculty Affairs and Development (FAD) for a mandatory CV review with Dr. Dianne Durham, Senior Associate Dean, Faculty Affairs and Development. This review will be a thorough discussion, you will be able to ask questions you have, and you will receive feedback on content and structure so that your CV captures all of your accomplishments.  Please contact Angie Basgall to set up a 30-minute appointment. 

FACT is highly recommended and the preferred method of creating your CV!

If for some reason you are not using FACT for your CV, please contact Angie Basgall for the most recent Word document CV template and guidelines. All CV templates prior to 2019 are obsolete and should not be used!

Required Application Materials (in addition to the CV)

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 the Application Folder Guide to assist you with the materials needed and where to upload within your SharePoint folder. 

Teaching Evaluations

Reviewers rely on teaching evaluations to determine the quality of teaching. If formal evaluations are not available, there are a variety of other options:

  • Ask former students or junior faculty that you have mentored to write a letter of support.
  • Ask peers to evaluate your teaching.
  • To access medical student teaching evaluations, click on the OASIS instructional guideline to help assist you.   
  • Contact your department administrator and/or the Office of Medical Education to inquire if they have a record of evaluations from lectures, small groups, grand rounds, conferences, etc.

If teaching evaluations are not included with your application materials, it is highly recommended that a short explanation is written to the committee as to why.  This explanation should be uploaded to the Teaching Evaluations/Materials folder.

Peer Observation of Teaching Program 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 doumentation 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.
Grant Information For all grants or contracts awarded, you will need to upload a cover sheet.  If a cover sheet is not available, a Project Summary Page, Grant Application Page, Clinical Trial Agreement, and/or Clinical Study Agreement will be sufficient.
Publications Links to 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. We will contact you directly if the reviewers request a book or chapter.
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, Referees, Department Letters

Reference Letters are mandatory and confidential!  ALL referees need to be equivalent to, or higher than, the proposed rank.

Referee contact information is entered on the form provided in SharePoint. Please review the Reference Letter Requirements.  This document explains who is eligible to serve as a referee, who is ineligible to serve as a referee, indicates the required minimum number of referees to submit, and indicates the minimum number of letters required by rank and track.  NOTE: Current members of the SoM APT Committee are ineligible.  Please review the APT Committee Roster.

Applicants are strongly advised to contact references ahead of time to only validate contact information and willingness to provide letters (not to officially request the letter).  Requests for letters are sent in September by Angie Basgall in Faculty Affairs and Development and referees will have 30 days to submit.  Communication is ongoing with the referees after requests are sent.  All letters are tracked until at least the minimum required is received.  The applicant will be notified in October of the status of letters.  Please do not contact your referees for an update on the status of letters.

Letters from your Department Chair, Department APT Committee, and Division Director (if applicable) are mandatory and are due no later than August 31, 2020.  All departments are aware these letters are required and they will be tracked to be sure they are recieved. All letters will be submitted directly to Angie Basgall in Faculty Affairs and Development.   The applicant will be notified upon receipt of the letters. 


SharePoint is used to submit your application electronically. This is a secure site with exclusive permissions set to access your folder. Only you, your assistant (if requested), and the SoM Faculty Affairs and Development offices in Kansas City and Wichita have access to your folder. Once the APT Committees begin the review process, they will be given access to applicant folders.  Referee contact information is also entered in SharePoint.

Application Reviewers - SoM APT Committee

The SoM APT Committee reviews and evaluates promotion applications based on the materials provided within the individual SharePoint folders.  Be sure your application is detailed, accurate and documented thoroughly.  Detailed instructions can be found in the Application Folder Guide under Promotion Resources.

Some committee members will be outside of your discipline. Keep this in mind when preparing your materials and be sure to offer descriptive explanations. Additional information can include:

  • For Clinicians: Since a busy clinical schedule varies by department/specialty, include RVU information and department averages, as well as national RVU statistics. Adding a short description of what is involved with clinical duties is also very helpful.  For RVU examples, click here.
  • For Basic Scientists: Add additional information for quantitative data. Examples include details on mentoring, grant application process, and developing a module or course.  Explain time commitments and impact of the activities.

Documents, Guides and Summaries 

2020-2021 Timeline

This lists the sequential order of the Promotion and Tenure (P&T) process.
Application Folder Guide This guide is separated into folder categories and explains the required materials for a complete packet.  You will uploaded these materials to your SharePoint folders.
Academic Rank Matrix This matrix shows the career levels required for each domain relative to your rank and track. It also shows a condensed snapshot of the Reference Letter Requirements.
Domain Expectations by Career Level This document lists the expectations by career level: Early, Mid, Established
Domain Expectations by Domain This document lists the expectations by domain: Teaching, Service, Research/Scholarship
Reference Letter Requirements This document outlines who is qualified and ineligible to serve as a referee.  It also indicates the required minimum number of referees to submit and the minimum number of letters required by rank and track.
SharePoint Guidelines: Finding your Folder, Uploading Documents, Adding Reference Contact Info
This document will assist with finding your SharePoint folder and instruct how to upload files and reference contact information.

All Application Materials must be uploaded in SharePoint by August 31, 2020 at 6:00 p.m.
  • SharePoint folders will be available on May 6.
  • Late or incomplete applications will not be considered for review.
  • Late materials or revisions to documents after the deadline will not be accepted.
  • Any revision to a CV will not be accepted after the deadline.

Last modified: Mar 26, 2020


Promotion and Tenure Season


(March 2 - June 1, 2020)


is the preferred method to create a School of Medicine CV. Implemented by KUMC in 2017, FACT is an online repository used for data collection to provide a more time efficient way to manage large amounts of data for reporting purposes.

If you are looking for the School of Medicine CV Word document template/guidelines and cannot find them, these are being phased out within the next two years. Contact Angie Basgall with any questions.