Go back to Step 2: Identify your track and rank

Associate and Full Professor Promotion 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.  If you do not know your academic chair, you may find them through the faculty portal.  

1. Faculty Action Request Form (FA-1U)

  • 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)

2. Chair's Letter

  • Chair's letter of support is addressed to the Chair of the Committee on Appointments and Promotions, Dr. Guinevere Eden
  • Chair's letter addresses prior experience and future plans for teaching, research, and service
  • Should be dated no earlier than four months before submission via Interfolio
  • Chair's Letter Format

3. Department Discussion and Vote

  • Secret votes shall be taken on applications for promotion and/or tenure
  • In the case of applications for tenure, all tenured members of the unit are entitled to vote.
  • In the case of applications for promotion, all tenure-line members holding at least the rank to which the applicant is applying are entitled to vote.
  • 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.

4. CV

  • The CV must be formatted using the GUMC template (approved 2015) and signed by the applicant

  • Sections that are not applicable should be indicated with N/A or deleted from the format

  • CV Template

5. Research Statement

  • The candidate may highlight and explain how he or she has added to or modified existing knowledge by, for example:    
    • Developing a new theory    
    • Developing a new methodology or modified existing methodologies    
    • Developing new and novel applications or tests of existing theories    
    • Developing new creative work that provides an original perspective in the field    
    • Discovering new archival material that contributes to the field    
    • Publishing new editions or translations    
    • Developing new understandings of traditional material    
    • Developing new insights or perspectives on a field based on original research    
    • Expanding the understanding of a field and primary resources available to a field    

6. Service Statement

  • 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.  

7. Teaching Statement

  • 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.  

8. Teaching Evaluations

  • 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

9. Letters of Support

  • For the Tenure, Associate and Full Professor Ranks, the applicant needs two letters 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

  • The two letters of support are from individuals holding a Georgetown faculty appointment who are familiar with the applicants qualifications as a scholar, educator, colleague, and clinician, where applicable

  • 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 Tenure

10. Arm's Length External Evaluators: Candidate's list

  • 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”.

11. Arm's Length External Evaluators: Department's list

  • 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”. 

12. Publication 1

  • 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.

13. Publication 2

  • 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.

14. Publication 3

  • 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.

15. Offer Letter

  • 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

16. Confidential Form

  • 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

See the CAP Review Meeting Schedule here.  

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

Deadline for promotion to full professor (tenure already granted): June 30, 2019

Deadline for promotion to associate or full professor (not yet tenured): September 15, 2018

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.  All other applications for: promotion and appointment on the Tenure Track, Grant of Tenure as Associate Professor or Professor, MUST be received in the OFAA by September 15, 2018 in order to meet the University Committee on Rank and Tenure (UCRT) March 1, 2019 deadline. 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, 2018.

Go back to Step 2: Identify your track and rank