University of Virginia Health System

Early May

• Deliver "Must/May List" to Department Chairs.

The "Must/May List' lists all faculty who (1) must be considered for promotion in 2008-2009 and (2) may be put forward as candidates but are not required to do so.

May 1-15

Department Chairs

• Review the "Must-May List"--faculty candidates who must be reivewed and who may be reviewd for academic advancement.  
• Notify the Chairs of departments where faculty hold secondary appointments for all faculty on the "must list" and any on the "may list" who will be candidates for promotion.
• Designate a department P&T contact and send an e-mail with that person's name and contact information to UVASOMPT@virginia.edu. 
• Notify UVASOMPT@virginia.edu of name of the Chair of the Department's P&T Committee.
• Be familiar with resources of the P&T website.

• Hold seminar for faculty on overview of P&T process (scheduled for May 13, 2008-see Faculty Development schedule).
• Hold orientation sessions for all department contacts, scheduled for June 3, 2008, 9:00-10:00 a.m., McKim Hall, 3^rd floor, Vice President's Conference Room

Department Chairs

• Department P&T Contacts attend Dean's Office orientation session scheduled for June 3, 2008 (see above); Chairs' assistants are encouraged to attend.
  • P&T staff and other Dean's Office staff will review the P&T process, announce changes in procedures for the 2008-2009 cycle, and demonstrate the P&T Data Entry System (updated instruction manual will be distributed).

Candidates

• Work with department chair to draw up a list of appropriate referees who will be invited by the Dean's Office to write letters of reference. See document "Criteria for Letters of Reference."   
  • Important note:  A specific number of external-independent referee names is now required. 
  • See "Criteria for Letters of Reference."
• Prepare complete, up-to-date CV to be uploaded onto P&T Data Entry System
• • Note deadline: CV must be uploaded by department by June 27.

• Open the P&T Data Entry System to the Department Contacts.

• Hold seminar for faculty on "Polishing the Portfolio"-June 12, 2008.
  • See Faculty Development schedule.

• Send a completed and signed "Faculty Promotion Request Form" for each candidate to Dawn Papas, the P&T Assistant in the Dean's Office (P.O. Box 800793). Include secondary appointments information, if applicable, with signature of Chair of secondary- appointment department.
  • Important note:  The form can be printed only from the P&T Data Entry System.
• Ensure that all referee names and complete information are entered on the P&T Data Entry System.
  • Important note:  A specific number of external-independent referee names is now required. 
  • See "Criteria for Letters of Reference."
• Ensure that all candidates' CVs are uploaded to the P&T website.
  • See documents "Criteria for Letters of Reference" and "CV Format."

Solicit referee letters for candidates (internal and external letters).

• Finalize membership of School of Medicine P&T Committee.
• Conduct seminar for faculty on "Polishing the Portfolio"-
  July 28, 2008 (See Faculty Development schedule).

Department Contacts

• Resolve any problems with referee names or received letters, as identified by the Dean's Office.

Candidates

• Prepare portfolio binders for department chairs and/or department P&T committees.
  • See document "Portfolio Binder Contents" on P&T website
• Attend seminar on "Polishing the Portfolio," July 28, 2008.
  • See Faculty Leadership Programs--Annual Calendar.

Department Chairs

• Set up the department P&T committees
  • Chairs and committee chairs become familiar with requirements for department P&T committees. 
    • See "Department P&T Committee Guidelines."
  • Members with rank of tenured, full professor may review and vote on candidates seeking award of tenure and/or promotion to full professor. Assistant professors seeking promotion to associate professor may be reviewed only by faculty with the rank of associate professor or above. The Committee must include a minimum of three voting members.

Dean's Office

Make available the letters of reference to the Departments.

• The Dean's Office gives the Department Contacts access to the P&T Data System to retrieve candidates' letters of recommendation, which will be used by the departments' P&T committees.
  • Important note:  These letters of reference are confidential and must not be given to the candidates.
  • Important note:  Each candidate must have at least three letters from independent-external referees in order to be considered by the department P&T committee.

Department P&T Committees

• Review candidates' portfolios.
• Prepare a rationale/summary statement that gives the committee's recommended action for each candidate.
  • Download the form "Department P&T Recommendation" to create the rationale/summary statement.
• Notify candidates not recommended for promotion, including information about rights and procedures for appeal to Dean's Office.
  • Note deadline: recommendations due in Dean's Office by October 1.

• Submit department recommendations to the Dean's Office.
  • Chair submits letter to Dean and attaches the "Department P&T Recommendation" form for each candidate.

Candidates denied promotion by Department P&T Committee

• Consider right to appeal.

Appeals are reviewed by an ad hoc committee consisting of the Senior Associate Dean for Faculty Development, the chair of the School of Medicine's P&T Committee, and a faculty member within the candidate's department at the appropriate rank, chosen by the candidate.

• Convene ad hoc committee for appeals, if any; committee makes recommendation to the Dean, who notifies the candidate's Chair.

• Submit to the Dean's Office (Dawn Papas, McKim Hall, Room 3024) the completed portfolio binder for each candidate.
  • Important note:  The portfolio binder must include the Department P&T Recommendation form for the candidate. 
  • See "Portfolio Binder Checklist" before submitting the portfolios.

• Scan portfolios to create electronic version for SOM P&T Committee; add letters of reference to candidate's electronic files;
• Prepare secure website for SOM P&T Committee and load all candidate materials.

Department Contacts and Candidates

• Resolve any problems with the portfolio or other candidate documents identified by the Dean's Office.

November-December

Mid-December 

• Review candidates' submitted portfolios and vote on requested actions.
• Submit "Summary Reports" and final decision to Dean's Office.

Candidates and Department Chairs

• Provide additional or revised information if required by P&T Committee.

Dean's Office

• Notify department chairs of P&T Committee

• Prepare recommendations and materials for Provost's Office (due February 2). 

Department Chairs

• Notify candidates who were denied promotion or tenure by the SOM P&T Committee and of right to appeal.
  • Important note:  Appeals of decisions by SOM P&T Committee can be based only on new information.
  • Note deadline:  Appeals packets must be submitted to the Dean's Office by January 16.

Candidates

• Decide whether to appeal; appeal packet due in Dean's Office by January 16.  (See notes about appeal, above.)

January 16

• Submit appeals packets to Dean's Office.

Dean's Office

• Convene ad hoc committee to consider appeals

• Submit P&T recommendations to Provost (including the candidates' portfolios and letters of recommendation).
• Notify all candidates not recommended to the Provost for advancement of right to appeal.
  • Important note:  Candidates have 30 days to appeal to the Provost on the basis of procedural irregularities or of unfairness or bias at the school level.

Candidates

• Decide whether to appeal; appeal packet due March 1 in Provost's Office. (See note about appeal, above.)  

Provost's P&T Committee

• Review all candidates proposed for the award of tenure and/or promotion to full professor (all tracks).
• Review candidate appeals
  • Important note:  Provost's appeals can be based only on procedural irregularities or the possibility of unfairness or bias at the school level.

• Recommend promotions to the Board of Visitors for approval.
  • The Board meets each June (exact dates vary by year) to approve the Provost's recommendations.

Board of Visitors

• Send notification letters to candidates.
• Post decisions on the Inside UVA website.

Dean's Office

• Assure that candidates are notified of BOV approval (by BOV, Dean's Office, or Chair, depending on the nature of the action requested).
• Enter all promotion and/or tenure actions into Oracle.

 2008-2009 P&T Cycle completed