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Tenure Track Mid-Cycle Review, Mandatory Review, Extensions

Mid-Cycle Review

Tenure Track faculty members are required to have a mid-cycle review completed during their 3rd academic year at the University (i.e. If the faculty member was hired in 2017, the review needs to be completed in the 2019-2020 academic year). The review must be submitted to their Department P&T Committee no later than August 1, 2019. The Mid-Cycle Review is required for the faculty members Mandatory Review (see below).

The faculty member is responsible for contacting their department chair and department P&T committee chair to confirm the review will be completed. The mid-cycle review date is noted in the original offer letter. Every April, Faculty Affairs and Development sends a list to the departments that have faculty with mid-cycle reviews due.

Review Materials for the department P&T committee
Faculty members should submit the following materials to their department P&T committee (varies by department, check with your department P&T committee chair):

  • Current CV in SoM Format
  • Summary evaluation by chair (if available)
  • Copies of all annual faculty assessments
  • Other appropriate evidence of progress towards tenure and academic promotion

Completed Reviews
The department P&T committee forwards the completed review to the department chair and faculty member. The chair and faculty member meet to discuss the results. The department P&T committee chair may also be included in this meeting, if desired. A copy of the mid-cycle review, signed by the chair and faculty member, should then be emailed to SoM Faculty Affairs and Development (FAD) at, no later than August 31, 2019.

Mandatory Review

Tenure Track faculty members are required to apply for Promotion for the award of Tenure in the fall of their 5th year at the University since the mandatory review is due in the 6th year of the appointment (i.e. If the faculty member was hired in 2015, the mandatory review/applying for promotion with tenure will be required in 2020.) One year will be added to the mandatory year for any approved extension request. Faculty hired as an associate professor or full professor without tenure can apply for tenure only.

Tenure Clock Extension Requests


KBOR defines two circumstances in which tenure track faculty may request an extension to the initial seven year probationary period. These circumstances are the Birth or Adoption of a Child and Unexpected Special and Extenuating Circumstances. No more than two extensions of the "tenure clock" may be granted to a faculty member for any reason.

Birth or Adoption of a Child 
One year delay for the birth, adoptive placement, or adoption of a child under age 5 prior to May 1st of the fifth year of the probationary period. Notification must occur within 90 days of the birth/adoption. Faculty retain the right to opt out of this interruption policy.  Procedure:

  • Attach copy of birth certificate or adoption papers to the Tenure Clock Extension Request Form.  Letters from the faculty member and department chair are not required.

Unexpected Special and Extenuating Circumstances
The "tenure clock" may be extended by one year prior to the sixth year for unexpected special and extenuating circumstances per request of the faculty member and appropriate dean to the chief academic officer.  Procedure:

  • Faculty Member -  writes a letter to the department chair detailing the circumstances for the extension request.  Also completes, signs, and dates the Tenure Clock Extension Request Form.
  • Department Chair - signs and dates the Tenure Clock Extension Request form from the faculty member. Upon approval, write a detailed letter in support of the extension request. 
  • Faculty Member or Department Administrator - after department signatures, email the form and letters to Faculty Affairs and Development ( for further signatures by the School of Medicine Executive Dean and the Vice Chancellor for Academic and Student Affairs.   

Questions? Contact Angie Basgall in Kansas City and Julie Galliart in Wichita.

Last modified: Jun 12, 2019


2019 SoM CV Template and Guidelines are below

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

SoM CV Template

SoM CV Guidelines