Registration

For the 2025-2026 promotion cycle, registration will open on Monday, March 3, 2025.

Registering for promotion is the first step of the process and it is required in order to proceed with the application process. Each year, SoM faculty are sent an email when registration opens which includes a link to RedCap for completion of registration no later than May 1. Late registrations will not be accepted.

Curriculum Vitae (CV) Requirement

The CV is the primary document required for the promotion application and review process. The CV must be in the School of Medicine format and FACT is the required method to create it. All previous Word document CV templates are obsolete. The CV must thoroughly document all achievements in the domains of teaching, service, and research/scholarship from post-graduate education through current day. Brief opening statements for each domain must be completed.

A FACT CV review is required for all promotion applicants. This review will be a thorough discussion and evaluation of the applicant's updated CV generated from FACT. Feedback will be provided for content and structure. In addition, ask a colleague or mentor for a FACT CV review and to provide feedback. Kansas City and Salina applicants should contact Angie Basgall to schedule a review with Dianne Durham, PhD, Senior Associate Dean for Faculty Affairs and Development. Wichita applicants should contact Kaycee Miller to schedule a review with Julie Galliart, EdD, Associate Dean for Faculty Affairs and Development. All CV reviews must be completed no later than July 31, 2025. CVs will not be reviewed after this deadline.

Application Materials Required

The following materials are required for the application process. 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 reviewers (SoM APT Committee) are aware of these differences so each application is reviewed individually and thoroughly. 

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

• For clinicians: Since a busy clinical schedule varies by department/specialty, include RVU information. Adding a short description of what is involved with clinical duties is also very helpful.
• 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.

Application Materials

Use the Application Guide (PDF) for complete details about the required materials to upload to SharePoint.

Letters of Reference (LOR's)

Letters of reference are required for all promotion applications. 

Review the Reference Letter Requirements (PDF). Consult with your Department Chair and Department APT Committee Chair for advice on who to select for referees. Current members of the School of Medicine APT Committee are ineligible to serve as a referee. Please be sure to review the APT Committee Roster.

Department Letters

Letters from the Department Chair, Department APT Committee, and Division Director (if applicable) are mandatory and are due no later than August 15. Applicants do not request these letters as all departments are aware they are required. All letters are tracked until received. Letters should be emailed to Angie Basgall (Kansas City and Salina applicants) or Kaycee Miller (Wichita applicants). A status of letters notification will be sent to applicants in November.

Application Submission

SharePoint is the electronic platform for all promotion applications.  Only the applicant, the applicant's assistant (if requested), and School of Medicine Faculty Affairs and Development in Kansas City and Wichita have access to the SharePoint site and folders. Once the School of Medicine APT Committees begin the review process, committee members will be given access. Applicants will receive an email shortly after the May 1 registration deadline that includes a SharePoint link to access the materials folders. Review the Application Guide (PDF) for complete details.

School of Medicine APT Committee

The School of Medicine APT Committee reviews and evaluates promotion applications using all materials provided by the applicant. Be sure application materials are detailed, accurate and documented thoroughly. APT Committee Roster

Resources

• 2025-2026 Timeline: Lists the sequential order of the Promotion and Tenure (P&T) process.
• Application Guide (PDF): Lists folder categories and contains detailed information about the required materials for a complete application. Applicants will upload materials to the designated SharePoint folders.
• Academic Rank Matrix (PDF): Shows the career levels required for each domain relative to the specific rank and track.
• Domain Expectations by Career Level (PDF): Lists the expectations by career level: Early, Mid, Established.
• Domain Expectations by Domain (PDF): Lists the expectations by domain: Teaching, Service, Research/Scholarship.
• Reference Letter Requirements (PDF): Outlines who is qualified to serve as a referee. It also indicates the required minimum number of referees to submit and the minimum number of letters required to receive by rank and track.
• SharePoint Guidelines: Finding your Folder, Uploading Documents, Adding Reference Contact Info (PDF): Will assist with finding your SharePoint folder and instruct how to upload files and reference contact information.

August 15 at 6:00 p.m. is the deadline for all application materials to be uploaded to SharePoint.

• Late or incomplete applications will not be considered for review.
• Any revision to a CV will not be accepted after the deadline.
• Late materials or revisions to documents after the deadline will not be accepted.
• Updates to existing submissions noted on the CV are accepted. This only includes approvals and notice of awards to a grant or paper submission that are received during the promotion review process. Any submitted grant and/or paper MUST appear on the final CV uploaded prior to the deadline. Contact Angie Basgall for instructions on how to submit an update.