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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 by

September 4, 2018 at 11:00 p.m.

    • SharePoint folders will be available after May 1.
    • 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.


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 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. 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 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

Please review the Reference Letter Requirements.  This document explains who is eligible and ineligible to write a letter and also indicates how many letters are required for the specific ranks.  It even contains the instructions on how to enter referee contact information in SharePoint.

It is recommended that you contact your references ahead of time to verify their willingness to write a letter.  Faculty Affairs and Development sends requests for letters in September and referees will have 30 days to submit. The CV you upload to your SharePoint folder, will be sent along with the request in addition to the criteria for promotion at your rank and track.


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.  You can access the SharePoint site here (will be available after May 1).

Application Reviewers - SoM APT Committee

The SoM APT Committee reviewers will evaluate your promotion application based on the materials you upload 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.

Applications are reviewed by committee members who may have very different professional backgrounds from your own. Keep this in mind when preparing your application and offer adequate explanation where necessary. 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.
2018-19 Timeline This is the complete Promotion and Tenure (P&T) process timeline.
Application Folder Guide This guide is separated into folder categories.  It explains the required materials and what should be uploaded to your SharePoint folder for review.
Academic Rank Matrix This matrix shows what career levels are required for each domain according to your track and rank. It also lists the number of reference letters required and whether they need to be from internal or external referees.
Domain Expectations This document lists the expectations in each domain for Early, Mid, and Established career levels.
Reference Letter Requirements This document explains who is eligible and ineligible to write reference letters.  It also states how many letters are required for the specific tracks/ranks.
SharePoint Guidelines: Finding your Folder, 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.

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.

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 4th.   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: Sep 28, 2018