Step 3: Research 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
  • Research Track 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 Research track, 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 inside the applicant’s primary department
  • Outside letters mean outside the applicant’s primary or secondary 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 Research track
  • Instructions to Letter Writers

  • 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

  • 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.  

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.