APT Toolbox

• 1. Formal Documents

  • College of Medicine Promotion and Tenure document
  • AAUP Statement on Professional Ethics
  • Department POA and APT Documents

• 2. External Letters of Evaluations

  2. (a) Guidelines

  • Guidelines for External Evaluation Letter - Refer to OAA Policies & Procedures Handbook Volume 3, Section 3.6

  2. (b) All tracks/pathways (except Clinical Excellence)

  • External Evaluator Letter template (Tenure-track faculty)
  • Clinical External Letter template (Clinical faculty, EXCEPT clinical excellence)
  • External Evaluation checklist (EXCEPT Clinical Excellence)

  2. (c) Clinical Excellence Pathway

  • External Evaluator template - Clinical Excellence (Clinical Excellence)
  • External Evaluator checklist - Clinical Excellence (Clinical Excellence)

• 3. Dossier Creation

  3. (a) Introduction & Core Dossier

  • Clinical Excellence guideline for writing narrative (recommended, not required)
  • Clinical Excellence – Example of a biographic narrative
  • Clinical Excellence – Example of a Core Dossier
  • Building Narratives Overview
  • Building Narratives – Presentation
  • OAA Core Dossier template 2024
  • Insider's Guide to Core Dossier 
  • Tutorial on Finding Journal Impact Factors & Journal Rankings
  • Dossier Quality Indicators: How and Where to Find Them
  • Tracking and Enhancing the Impact of Your Research

  3. (b) Full Promotion and Tenure Packet

  • P&T Packet Checklist for Promotions
  • COM P&T Dossier & Process FAQ
  • Dossier Divider Sheets
  • Example of completed form 109 with comments Clinical
  • Example of completed form 109 with comments Tenure
  • Example of complete dossier
  • Example of Peer Review Teaching From
  • Peer Review of Teaching (FAME)
  • Example of Student Review of Teaching Form
  • Vitals tip sheet - Faculty viewing evaluation reports
  • Vitals tip sheet - Faculty viewing teaching history
  • SEI Report Access
  • Example letter - notification of department level results

• 4. P&T Process and Guidelines

  • Expectations for Assessing Candidates (Alutto Memo)
  • Procedures Oversight Designee Guidelines
  • Procedure Oversight Designee Responsibilities (video presentation)
  • P&T Chair Responsibilities
  • Who Votes?: Eligibility and Process
  • COM P&T Dossier & Process FAQ
  • Understanding Clinical Excellence

• 5. P&T Schedules

  • Key review dates for clinical, research and tenure track faculty 
  • Sample Department Schedule
  • P&T Process Map
  • Annual P&T Cycle Timeline and Deadlines:

  DEPARTMENT

  January – March:
  

  • Departments request self-nominations from faculty 
  • Department P&T committee reviews and recommends moving forward or deferral 

  March – June:
  

  •  Department reviews faculty list for faculty up for mandatory review
  • Faculty candidate completes core dossier
  • External evaluations – Departments creates list and sends requests
  • Peer Evaluations, Student evaluations, and Annual reviews are collected
  • Department provides self-nomination promotion list to College (including mandatory review for tenure)

  July – October:
  

  • Faculty candidates submit final core dossier. *updates to the core dossier are not allowed once submitted to department for P&T committee vote
  • Department reviews core dossier for clarity, accuracy and placement of data
  • Department P&T committee reviews/votes
  • Internal review letters: P&T Chair & Department Chair letters completed
  • Faculty candidates have opportunity to review complete dossier with letters and provide comments

  November 1

  •  Deadline to submit full promotion & tenure packets to the College of Medicine (including mandatory review for tenure) 
    
    

  COLLEGE

  • May: College Dean notifies Department Chairs of their faculty's mandatory reviews for tenure, reappointment, fourth and eighth year tenure track reviews. *see section 6 for reappointments, fourth & eighth year tenure track reviews for deadlines.
  • May/June: College receives self-nominations promotion list from department 
  • November 1: Dossier submission to College
  • November-February: College P&T Committee review meetings occur
  • February: Faculty candidates notified of the College decision
  • 4th Friday in February: College submits dossier to University
    
    

  UNIVERSITY

  • February-April: University P&T Committee meetings occur
  • April-May: Provost notifies College of decision and submits recommendation to the Board of Trustees
  • May-June: Board of Trustees final approval
  • June/July: Faculty candidates receive direct letter from Provost. University input title changes in system.
  • September 1: Promotion salary increase implemented. University inputs promotion increase in system.

   

• 6. Reviews: Reappointments, 4th/8th Tenure Track Reviews and Annual Reviews

  6. (a) Guidelines

  • Key review dates for clinical, research and tenure track faculty
  • Policy on Faculty Annual Review and Reappointment 
  • CV Template - with Clinical Service
  • CV Template - without Clinical Service

  6. (b) Clinical & Research Track Reappointments

  • Third Friday in February: Final deadline for departmental submission of Clinical and Research track reappointments
  • April/May: College notifies department of University's list of reappointments going to the Board of Trustees meeting
  • May/June: Upon Board approval, departments send faculty reappointment letters in Meditract
  • Flow Chart – Clinical & Research track reappointment process

   

  6. (c) Tenure track probationary 4th and 8th year review

  (Note: mandatory review for tenure follows the P&T schedules section) 

  • Third Friday in February: Final deadline for departmental submission of tenure-track fourth and eighth year probationary reviews to the college
  • April/May: College returns fourth and eighth year reviews to the department
  • Flow Chart – Tenure Track 4th & 8th year review process

  6. (d) Paid Faculty Annual Review 

  • Annual Review Guidance 
  • Sept. 1: All paid faculty annual reviews due to the college (Signed by both department chairs and faculty) 

• 7. University P&T Resources

  • University P&T forms 
  • University Office of Academic Affairs' APT handbook
  • Office of Academic Affairs P&T Workshop
  • University P&T FAQs