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Applying for Promotion


Registration is closed for the 2024-2025 cycle.

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 on March 1 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 applicants 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, 2024. CV's 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.

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


As described above

Teaching Evaluations

Reviewers rely on teaching evaluations to determine the quality of teaching. 

  • To access resident teaching evaluations, log in to MedHub
  • To access medical student teaching evaluations, log in to OASIS
  • Contact the department administrator to inquire if records of evaluations from lectures, small groups, grand rounds, conferences, etc. are available.
  • If formal evaluations are not available, supply the following:
    • Ask mentees (former students or junior faculty) to write a letter of support.
    • Ask peers for a written evaluation.

If teaching evaluations are not included with your application materials, it is required that a short explanation is written to the committee as to why they are omitted.


Include professional service graphs, department averages, as well as national RVU statistics. Review examples of how to document your RVUs(PDF)


Links to papers can be added in FACT where articles appear but be sure all links go directly to the paper and not a link to where they appear in FACT. Others do not have access to faculty FACT information so the links will be unusable.

Alternatively, a Word document can be created that lists all links to papers in the order as they appear on the CV. 

Do not upload books or book chapters. These are not needed for review. 

Grant Information

For all awarded grants and/or contracts, supply verification such as a Cover Sheet, Project Summary Page, Grant Application Page, Clinical Trial Agreement, Clinical Study Agreement, or email communication to verify award.

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 review the APT Committee Roster.

Be mindful of the required minimum number of referee contacts and letters which is outlined on the Reference Letter Requirements. Submitting more than the minimum number is highly encouraged.

Applicants are strongly advised to contact referees to only validate contact information and willingness to provide a letter. Applicants should not officially request any letters!

  • Requests for letters will begin in August.
  • Letters are requested from all referees submitted.
  • Requests include a specific deadline for submission which is 3 weeks from the date of the request.
  • Faculty Affairs and Development will send requests for all Kansas City, Salina, and Wichita applicants.
  • Communication is ongoing with referees until letters are received.
  • Applicants will be notified in early November on the status of letters.
  • Applicants should not contact referees to inquire about letters and should not send out any promotion materials. 

If the minimum number of required reference letters is not received by the final cutoff date of November 1, the application is considered incomplete and will not be reviewed for promotion. Applicants will be notified.

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


2024-2025 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.
KU School of Medicine

University of Kansas Medical Center
Faculty Affairs and Development (FAD)
School of Medicine
Mail Stop 1049
3901 Rainbow Blvd.
Kansas City, KS 66160-1049