Step 3: Grant of Tenure, Seeking Promotion (already tenured) or Tenure Line Promotion

Associate and Full Professor

Grant of Tenure, Seeking Promotion (already tenured) or Tenure Line Promotion to Associate or Full Professor Checklist

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

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.  If you do not know your academic chair, you may find them through the faculty portal.

  • 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 Letters are no longer included in the applications for tenure line promotion to Associate and Full Professor and grant of tenure. For such applications, see “department discussion and vote” section below.
  • For all other tenure line applications (i.e. those not already tenured or seeking tenure):
    • Chair’s letter of support is addressed to the Chair of CAP, Dr. Max Riesnehuber
    • 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

  • Secret votes shall be taken on applications for promotion and/or tenure
  • In the case of applications for tenure, the eligible voters are the tenured members of the candidate’s unit who are not required to recuse themselves, plus any outside members appointed by the EVP.
  • In the case of applications for promotion or appointment to the rank of Associate or Full Professor on the tenure line, the eligible voters are the tenured members holding at least the rank to which the applicant is applying who are not required to recuse themselves, plus any outside members appointed by the EVP.
  • When the application is for rank and tenure and the sets of eligible voters for the two actions differ, the vote totals must be reported separately.
  • When the application is seeking tenure and promotion to the rank of Associate Professor, there must be a single vote covering both tenure and rank.
  • The following documents shall also be made available to eligible voters prior to each rank and tenure meeting at the full department, unit, and school level:
    • Letters from external evaluators
    • Statements concerning the candidate’s contribution to collaborative work (if applicable)
    • Candidate’s CV
    • Candidate’s research, teaching, and service statements
    • All of the candidate’s scholarly work
  • Voting should take place at a meeting at which the application can be discussed by the group as a whole. 
  • The number of absentee votes, if permitted by the unit, should be so noted in the transmission of the file.
  • Minutes (or summaries of the discussion) should be prepared for all meetings at the full department level. This should be done by (or under the supervision of) a voting faculty member. If there are multiple meetings for a given case, the minutes (or summary) should reflect all deliberations. They should summarize the main issues discussed and reflect the diversity of comments about the candidate’s strengths and weaknesses. Draft minutes should be circulated to and approved by the attendees in a manner that safeguards confidentiality. The final version that has been approved by all voting members should be included in the dossier. The dossier should also report the number of eligible voters and explain any absences, recusals, and outside members who participated in the case.

  • The CV must be formatted using the GUMC template (approved 2020) and signed by the applicant
  • Sections that are not applicable should be indicated with N/A or deleted from the format
  • CV Template

  • 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 (page 4-5). 

  • The candidate’s service statement should include service contributions inside and outside of the University. In terms of contributions inside the University, the candidate should include service inside his/her academic unit (advising, program administration, admissions, searches, seminar coordination, etc.) as well as service outside of the academic unit (committee service, organization of events with other units, etc.).  
  • In addition to enumerating what committees the candidate has served on and what administrative roles he or she has assumed, the candidate should detail what he or she contributed to the mission of the University through that service. The candidate should identify any accomplishments that improved the University.  
  •  In terms of service outside of the University, the candidate is encouraged to emphasize service to professional organizations in his/her field (elected positions, conference organization, editorial and refereeing work, etc.). In addition, the candidate should include other service to the public as it relates to his/her position as an expert in his/her field.  

  • The candidate’s teaching statement should provide evidence of teaching excellence and other information that will assist the reviewers in evaluating his or her teaching. The information may describe the following:
    • His or her teaching philosophy, the courses the candidate has taught (in terms of diversity of subject matter and level)    
    • Course or curriculum development (including syllabi or other relevant/original materials)   
    • Improvement in teaching and efforts to improve teaching, adoption or development of novel methodologies or innovations in the classroom as well as any teaching grants he or she has received, publications on pedagogy.    
  • If the candidate has published a textbook or other teaching materials, he or she should explain any ways in which it is innovative and contributes to improved teaching.  

  • Provide systematic or summary of all teaching evaluations at Georgetown University School of Medicine and/or previous institutions. Note: Individual student evaluations will not be accepted and will result in the return of the application.
  • Provide the completed teaching section form

  • The Applicant provides a list of potential External Evaluators who may be contacted by CAP for a letter of evaluation of the applicant.
  • Eight names should be provided with contact information
  • In preparing the list of potential arm’s length external evaluators, applicants are highly encouraged to consult the UCRT rank and Tenure Guidelines
  • The list should also include information on (1) if and how the candidate knows the potential evaluator, (2) why they are preeminent in their field and (3) whether they can be considered at “arms-length”.

  • The Department Chair provides a list of potential External Evaluators who may be contacted by CAP for a letter of evaluation of the applicant.
  • Eight names should be provided with contact information
  • In preparing the list of potential arm’s length external evaluators, applicants are highly encouraged to consult the UCRT rank and Tenure Guidelines
  • The list should also include information on (1) if and how the candidate knows the potential evaluator, (2) why they are preeminent in their field and (3) whether they can be considered at “arms-length”. 

  • This is the first of 3 examples of publications
  • No more than six of the candidate’s major scholarly publications completed since appointment or the last promotion should be included in the dossier.

  • This is the second of 3 examples of publications
  • No more than six of the candidate’s major scholarly publications completed since appointment or the last promotion should be included in the dossier.

  • This is the third of 3 examples of publications
  • No more than six of the candidate’s major scholarly publications completed since appointment or the last promotion should be included in the dossier.

  • Offer letters are needed only for first time faculty appointments with Georgetown University Medical Center.
  • Those seeking promotions do not need an offer letter.
  • The offer letter must be drafted 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 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 or the University Committee on Rank and Tenure
  • Tenure Offer Letter

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

Deadlines

The deadlines for rank and tenure are currently the same every year.

Application for promotion to full professor (tenure already granted): Accepted on rolling basis; please follow the CAP deadlines.

Deadline for promotion and/or grant of tenure to associate or full professor please refer to the Faculty Handbook, Section III.D.10.c as amended in June 2019.  

For those who are Tenure eligible (not already tenured) and who had opted for the old application rules, the deadline is September 15, 2022. For tenure eligible faculty seeking grant of tenure and/or promotion to Associate Professor or Professor, MUST be received in the OFAA by September 15, 2022 in order to meet the University Committee on Rank and Tenure (UCRT) March 1, 2023 deadline. Please refer to the Faculty Handbook, Section III.D.10.c as amended in June 2019. The Office of Faculty and Academic Affairs must have the entire application, including the list of potential arm’s length external evaluator names from the Applicant and the Department Chair by September 15, 2022.

For those who are Tenure eligible (not already tenured), are in their first through six years of their tenure probationary period, and who are following the new application rules, the deadline is May 15, 2023. For tenure eligible faculty seeking grant of tenure and/or promotion to Associate Professor or Professor, MUST be received in the OFAA by May 15, 2023 in order to meet the University Committee on Rank and Tenure (UCRT) January 15, 2024 deadline. Please refer to the Faculty Handbook, Section III.D.10.c as amended in June 2019. The Office of Faculty and Academic Affairs must have the entire application, including the list of potential arm’s length external evaluator names from the Applicant and the Department Chair by May 15, 2023.

If you have any questions about the New or Old Tenure Application Rules, or are unsure of which application rule applies to you, please contact Annie Alston (ama3@georgetown.edu).

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.