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Applying for Promotion

                Getting Started

Applying for promotion is a very important part of your career!  Faculty Affairs and Development (FAD) wants to make sure everyone is prepared and successful with their application for promotion.  Below is information to help guide you through the process.  Click the (+) for more information on each section.

All Application Materials must be uploaded in SharePoint by

August 31, 2019 at 11:00 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.

Registration

Once you have made the decision to apply for promotion and/or tenure, the first step is to complete a Registration Form in RedCap.  In 2019, registration will open on March 4 and will end May 1.

Curriculum Vitae

The new 2019 SoM CV Template and Guidelines are below.  Please do not use any obsolete templates or guidelines.

One major document for your application is the School of Medicine formatted CV.  Please document it thoroughly.

FACT

SoM CV Template:  The CV should include your full academic career including all activity from post graduate education through current day.

SoM CV Guidelines:  These guidelines provide 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 an additional review!  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 the Application Folder Guide to assist you with the materials needed and where to upload within your SharePoint folder. (SharePoint folders will be available after May 1.) 

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.
  • You can ask your peers to evaluate your teaching.
  • To access your 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 any 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 and Eligible Referees

ALL referee's need to be equivalent to or higher than the applicant's proposed rank.

Please review the Reference Letter Requirements.  This document explains 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.

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).  Faculty Affairs and Development sends requests for letters in September and referees will have 30 days to submit. The CV uploaded to your SharePoint folder will be sent with the request in addition to the proposed rank and track criteria for promotion.

SharePoint

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 all applicant folders. SharePoint is also where you will enter your referee contact information.

Application Reviewers - SoM APT Committee

The SoM APT Committee will review and evaluate your promotion application based on the materials you provide in your SharePoint folder.  They will not conduct any further research beyond what is submitted. Be sure that your application is detailed, accurate and documented thoroughly.

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, add RVU information for youself, department averages, and also 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 

SoM CV Template For the promotion process, it is mandatory 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 detailed information for each section.

2019-20 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.

Last modified: Jun 12, 2019

FACT

2019 SoM CV Template and Guidelines are below

(Please do not use any obsolete templates or guidelines.)

SoM CV Template

SoM CV Guidelines

Handbooks/Manuals
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