Step 3: Medical Educator Appointment

Instructor and Assistant Professor

Instructor and Assistant Professor Appointment Checklist

Electronic documents should be submitted by your department administrator via Interfolio.  Documents should be ordered and named in Interfolio as described below.  

Printable Version of Checklist
Printable Version of Instructions

Discuss with your academic chair.  

Before you do any of the below, you must first discuss with your academic chair and confirm the appropriate appointment or promotion for you.  

  • Offer letters are needed only for first time faculty appointments with Georgetown University School of Medicine. Those seeking promotions do not need an offer letter.
  • The offer letter must be drafted by the Department Administrator and sent to the Office of Faculty and Academic Affairs for approval
  • After the offer letter is formally approved, the department mails the letter and it is signed by the faculty member
  • The signed copy should be uploaded to Interfolio by the Department Administrator with the remaining contents of the application
  • Note: This offer letter is for OFAA records and will not be viewed by the Committee on Appointments and Promotions
  • Medical Educator Offer Letter Template

  • All sections of this form should be completed
  • Form should be signed by both the applicant, primary department chair, and secondary department chair (if applicable)
  • Faculty Action Request Form (FA-1U)

  • Chair’s letter of support is addressed to the Chair of CAP, Dr. Karen Anderson
  • Chair’s letter addresses prior experience, anticipated research trajectory and future plans for teaching, research, and service
  • Should be dated no earlier than four months before submission via Interfolio

  • For the Medical Educator, Instructor and Assistant Professor Ranks, the applicant needs two letters (either Inside or Outside) of support
  • Letters are addressed to the Chair of the Department
  • Letters must be submitted on letterhead and physically signed (not typed) by the writer
  • Writers must type their name and current rank underneath their signature
  • Writers must identify the track and rank the applicant is applying for, and whether the applicant is going for appointment or promotion in the letter
  • Inside letters mean from an individual holding a Georgetown faculty appointment in the applicants department
  • Outside letters mean from an individual holding a Georgetown faculty appointment outside of the applicant’s department
  • All letters should come from writers who are at or above the rank sought by the applicant
  • Should be dated no earlier than four months before submission via Interfolio​
  • Letters of Support for Medical Educator
  • Instructions to Letter Writers

  • A teaching statement should reflect anticipated contributions to the department
  • A teaching statement should elaborate on the candidates’ teaching philosophy, including the learning theories and /or methodologies that are most aligned with the candidates’ work.
  • Provide an overview of: types of courses taught, diversity of educational activities*, professional development in teaching/education, adoption or development of novel methodologies and innovations in educational domains.
    • *Education Activities include direct teaching, curriculum design, advising and/or mentoring, education leadership and/or administration, and learner assessment (ref Advancing educators and education by defining the components and evidence associated with educational scholarship.  Simpson D, Fincher R, Hafler J, Irby D, Richards B, Rosenfeld G, Viggiano T. Med Educ, 2007 Oct;41(10):1002-9.
  • Include how the candidate has made an original scholarly contribution to the field on a local, national and/or international level, and identify the most important published and/or implemented education activities.
  • While peer-reviewed published educational materials and organizational approved and implemented educational activities are given the most weight in rank assessments, candidates should describe substantially advanced work and other projects under way to provide evaluators with a good idea of the future direction and trajectory of their scholarly work.
  • Summarize collaborative work, emphasizing his/her critical and significant role/contribution to the collaborative work.
  • For a full list and examples of what a candidate should include in the teaching statement, please see Section II, part e in the UCRT Guidelines. Although these guidelines are for Tenure, it is good guidance for what to include in the statement for this track as well.
  • The combined word count total for statements (e.g. Research and Teaching) should not exceed 2,000 words. The words can be divided across the statements as the applicant sees fit.

  • A research statement is OPTIONAL for anyone applying for appointment or promotion on the School of Medicine (SOM) Medical Educator track
  • If a statement is provided and appropriate, please follow the below guidelines
    • The candidate should write a research statement that indicates how the candidate has made an original contribution to the field and identify the most important publications, and how they align with each other.
    • While peer-reviewed publications are given the most weight in rank and tenure assessments, candidates should describe unpublished (but substantially advanced) work and other projects under way to provide evaluators with a good idea of the future direction and trajectory of their research.
    • The candidate’s research statement should summarize collaborative work, emphasizing his/her critical and significant role/contribution to the collaborative work.
    • For a full list and examples of what a candidate should include in the research statement, please see Section II, part d in the UCRT Guidelines.
    • The combined word count total for statements (e.g. Research and Teaching) should not exceed 2,000 words. The words can be divided across the statements as the applicant sees fit.

  • Evidence of highest degree is provided in one of the following formats: notarized copy of degree, letter from the registrar, notarized copy of ECFMG certificate, verification from the American Medical Association, or copy of transcript
  • Degree release and verification form

  • Applicants applying for Assistant Professor or higher must be board certified. Board Certification is not required at the rank of Instructor
  • Evidence of Board Certification is provided in one of the following formats: Letter from certifying board, verification from the American Medical Association, copy of board certificate, ABMS verification
  • Board Certification should be current and include end date of certification
  • Board Certification

  • The CV must be formatted using the GUMC template (approved in 2023) and signed by the applicant
  • Sections that are not applicable should be indicated with N/A or deleted from the format
  • SOM CV template

  • All sections of the confidential form should be completed
  • Note: This form is for OFAA records and will not be viewed by the Committee on Appointments and Promotions
  • Confidential Form

Deadlines

Applications are reviewed on a rolling basis.  Submit to the Office of Faculty and Academic Affairs (OFAA) at least 4 weeks prior to anticipated CAP review meeting.  Please review the CAP Deadlines and Meeting Schedule (also posted below). Please work with your Department Administrator or Human Resources Contact (HRC) to discuss the application process and when they need the paperwork from you before the deadline.  

2024-2025 Deadline Dates for Submission of Applications for Faculty Appointments and Promotions
Deadline for Departments to submit applicationsAppointment, Promotions, and Tenure Committee Meeting Dates: 11 AM
Monday, August 12, 2024Monday, September 9, 2024
Monday, September 9, 2024Monday, October 21, 2024
Monday, October 14, 2024Monday, November 11, 2024
Monday, November 11, 2024Monday, December 9, 2024
Monday, December 9, 2024Monday, January 13, 2025
Monday, January 13, 2025Monday, February 10, 2025
Monday, February 10, 2025Monday, March 10, 2025
Monday, March 10, 2025Monday, April 14, 2025
Monday, April 14, 2025Monday, May 12, 2025
Monday, May 12, 2025*Monday, June 9, 2025
Monday, June 9, 2025Monday, July 14, 2025

*For University-employed promotions to Assistant Professor, Associate Professor, and Full Professor, May 12, 2025 is the deadline to honor promotions effective date of July 1, 2025.

Please note the above deadline dates apply to all School of Medicine faculty applications (all tracks except tenure appointments/promotions at associate professor or higher) that should be submitted to the Georgetown University Medical Center Office of Faculty and Academic Affairs (OFAA). Applications will be forwarded to the School of Medicine Committee on Appointments and Promotions (CAP) for action in accordance with the schedule indicated. Applications received after the deadline date will be held until the next Committee meeting.