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Applying for Promotion

Registration

Registration opens March 1 and ends May 2, 2022 at 6:00 p.m.

REGISTRATION IS CLOSED FOR THE 2022-2023 CYCLE

Registering for promotion is the first step of the process and it is required in order to proceed with the application process.

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. FACT is the required method to create the CV. All previous Word document CV templates are obsolete. The CV must thoroughly document all achievements in teaching, service, and research/scholarship from post-graduate education through current day.

A mandatory CV review is required for all promotion registrants. This review will be with Dr. Dianne Durham, Senior Associate Dean for Faculty Affairs and Development. It will be a thorough discussion to help capture all accomplishments and feedback will be provided on content and structure. Please contact Angie Basgall to schedule an appointment. In addition, ask a colleague or mentor for a CV review and to provide feedback.

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 (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.

CV

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.

RVU's

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

Publications

Links to papers are required additions to your CV. All links should be provided on the FACT CV making sure that all of them go directly to the paper. 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 other communication to verify award.

Letters of Reference (LOR's)

Letters of reference are mandatory and confidential. They are submitted from referees who are required to be equivalent to, or higher than, the proposed promotion rank.

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

Applicants are strongly advised to contact referees ahead of time to only validate contact information and willingness to provide a letter. Do not officially request any letters! All letters are requested in September by Angie Basgall in Faculty Affairs and Development. Communication is ongoing with referees and all letters are tracked until received. Applicants will be notified in November on the status of letters. Do not contact your referees to inquire about letters and do not send any promotion materials to them! Applicants will receive a status of letters  notification in November.

Department Letters

Letters from the Department Chair, Department APT Committee and Division Director (if applicable) are mandatory and are due no later than August 31. Applicants do not request these letters as all departments are aware they are required. Letters are emailed to Angie Basgall and are tracked until received. Applicants will receive a status of letters notification in November.

Application Submission

SharePoint is the electronic platform for all promotion applications. The site is secure with exclusive permissions. 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 registration deadline that includes a SharePoint link to access the materials folders.

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. Detailed instructions can be found in the Application Guide (PDF).

Resources

Timelines: 2021-2022 (PDF), 2022-2023 (PDF)

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 packet. 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. It also shows a condensed snapshot of the Reference Letter Requirements.

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 31 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