The APT Toolbox is designed to contain all of the college and university documents that department chairs, department promotion and tenure chairs, and department P&T coordinators need to prepare for promotion.
1. Formal documents (University and College of Medicine)
- College of Medicine Promotion and Tenure document
- AAUP Statement on Professional Ethics
- Department Promotion and Tenure Documents
- Department Patterns of Administration
2. External Evaluations
- Guidelines for External Evaluation Letter - Refer to OAA Policies & Procedures Handbook Volume 3, Section 3.6
- External Evaluator Letter template (Tenure-track faculty)
- Clinical External Letter template (Clinical faculty, EXCEPT clinical excellence)
- External Evaluator template - Clinical Excellence (Clinical Excellence)
- External Evaluation checklist (EXCEPT Clinical Excellence)
- External Evaluator checklist - Clinical Excellence (Clinical Excellence)
3. Dossier Creation and Vita (formerly Research in View (RIV))
- RIV insider guide (still helpful for Vita)
- Navigating Vita
- Dossier Divider Sheets
- Clinical Excellence Template (recommended, not required)
- Tracking and Enhancing the Impact of Your Research
- Tutorial on Finding Journal Impact Factors
- Dossier Quality Indicators: How and Where to Find Them
- OAA Core Dossier template 2021
- Core dossier template with tips and examples
4. Responsibilities and FAQ for Department P&T Process
- Expectations for Assessing Candidates (Alutto Memo)
- Procedures Oversight Designee Guidelines
- Procedure Oversight Designee Responsibilities (video presentation)
- P & T FAQ
- P & T Chair Responsibilities
- Who Votes?: Eligibility and Process
- Understanding Clinical Excellence
5. Schedules
- Sample Department Schedule
- Annual P&T Cycle Dates and Deadlines:
- May: College Dean notifies Department Chairs of their faculty's mandatory reviews for tenure, reappointment, fourth and eighth year tenure track reviews
- May 1 – June 30: Departments notify the college which non-mandatory candidates requested promotion and/or tenure considerations
- June 1 - Aug 30: Departments solicit external evaluations and candidates work on dossiers (See Sample Department Schedule)
- Sept 30: Deadline for candidates to submit dossiers to Department Promotion & Tenure Committee
- Nov 1: Deadline for departments to submit completed dossiers for Promotion & Tenure to College Office of Faculty Affairs. This includes self-nominated and mandatory. Incomplete dossiers will be returned.
- Nov - Feb: College Promotion & Tenure Committee meetings occur
- Feb: Dean notifies candidates of College decision
- 4th Friday in Feb: College submits dossiers to Provost
- Feb - April: University Promotion & Tenure Committee meetings occur
- April - May: Provost notifies College / University of decision and submits recommendation to the Board of Trustees
- May - June: Board of Trustees final approval, title effective date
- Sept 1: Salary increase implemented
- Reappointment, 4th & 8th year, and Annual Review Dates:
- 3rd Friday in Feb: Final deadline for departmental submission of Clinical and Research Track Re-appointments, and Tenure-Track fourth and eighth year reviews
- April/May: fourth & eighth year reviews returned to the department
- Sept 1: All paid faculty annual reviews due to the COM (signed by both department chair & faculty)
6. Miscellaneous sample documents (from various departments) & Resources for P&T Coordinators
- Example of Peer Review Teaching Form
- Change of Track Letter - Faculty member
- Change of Track Letter - Chair
- Example of Student Review of Teaching Form
- CV Template with clinical service
- CV Template without clinical service
- Example of Clinical Track Reappointment Letter
- Example of Research Track Reappointment Letter
- Research Faculty Reappointment Cover Sheet (mandatory)
- P&T Packet Checklist for Promotions
- Overview of Faculty Affairs Coordinator Responsibilities
7. Other resources
- Peer Review of Teaching
- Faculty Development Manual (Department of Plastic Surgery)
- OAA P & T Workshop