1. How do I find out which criteria I will be evaluated on for my next promotion?
The criteria are provided, by track, on the P&T Faculty Appointment Designations web pages. Use the link provided and then click on your track to access complete information. See item (2.) for where to find further information, if needed.
2. How can I find out if I am ready for my next promotion?
There are multiple sources for information and advice: web site, department chair, division chief, chair of your departmental P&T committee, current members of the SOM P&T committee. Workshops are offered annually on Preparing for Promotion & Tenure and Preparing the Teaching Portfolio. Check the FLP Calendar for upcoming offerings.
3. How do I format my P&T Portfolio?
This information is provided our on Portfolio Binder Contents web page.
4.a. What is an independent referee?
One who has neither been a supervisor nor a trainee of the candidate; nor has been a co-author on a peer-reviewed publication, nor co-investigator on a grant. An independent referee must be at or above the proposed rank of the candidate, and cannot have been a member of the UVA faculty for any period of overlap with the candidate. Both the candidate and the Chair make recommendations regarding independent referees; please review the Letters of Reference Criteria document for full information.
4.b. How many independent referees should I have?
- The minimum number of external referees, all of whom must be at or above the rank for which the candidate is being nominated: 3
- The maximum total number of both internal and external referees: 20
5. How does my performance as an educator influence the likelihood that I will be promoted?
Education is one of the three missions of the School of Medicine. Excellence in one of the three mission domains (Education, Research, Patient Care) is required for Promotion to Associate Professor; excellence in two domains is required in order to achieve Tenure to Full Professor. Demonstration of educational excellence will therefore be required for everyone in the AI, CE, or AE tracks and may be chosen as one of the two domains of excellence for those in the CI track. Thorough documentation of your performance is essential for demonstration of excellence, per item 5.b.
5.b. How do I document excellence in education?
This is documented via the Teaching Portfolio
6. How do I demonstrate excellence in clinical activity?
Please review the Criteria for Clinical Excellence (pdf). Note that demonstration of clinical excellence is dependent upon your department, your role, and your job description. For more information regarding clinical excellence specific to your role and job description you may consult with your department chair, division chief, the chair of your departmental P&T committee, or current members of the SOM P&T committee.
7.a. How do I demonstrate excellence in research?
Excellence includes:
- Peer-reviewed publications, as documented in your CV, including both impact factors and citation record. The HSL maintains instructions on Finding Impact Factors on the web page linked here.
- Extramural and intramural research funding
- Documented impact such as invited publications and invited extramural presentations
- Further information regarding research excellence, by track, is available in the P&T Policy or through the P&T Faculty Appointment Designations web pages.
7.b. How do I document research collaboration?
- Nature of contributions should be described in the annotations to the bibliography of your CV
- Document your role as co-investigator on research projects
- Documented by statements in your internal and external letters of reference
7.c. How does my extramural funding impact my likelihood of being promoted?
Promotion/tenure of Academic and Clinical Investigators requires funding via NIH RO1 grants or comparable grants.
7.d. Does it count if my grant gets a good score but is not funded?
For faculty in tracks dependent upon research excellence, and who demonstrate sufficient funding credentials for the requested promotion, evidence that a proposal was highly evaluated is favorable, but does not stand alone.
8. How do I document extramural reputation beyond the University of Virginia (regional/national/international)?
- Invitations to speak at other institutions; or at regional, national, or international meetings
- Study sections and grant-review panels
- Editorships and membership on editorial boards
- Replication of clinical, research, or educational models at other universities or institutions
- Invited expert testimony for governmental agencies
- Leadership roles in regional, national, or international societies
- National Board memberships, or role as examiner or question writer
- Named lectureships
- Awards
- Invited publications
- Evidence of impact of your publications
9.a. How are my publications evaluated?
Publication record, as documented in your CV should demonstrate continued scholarship. Further, publications are evaluated by their impact on the field as evidenced by the number of your peer-reviewed papers, the ranking of the journals in which you have published, and the citation record of your papers. Other evidence of impact may include comments in the letters of reference and documentation of honors accorded because of the impact of your publications. The HSL maintains instructions on Finding Impact Factors on the web page linked here.
9.b. How many publications do I need?
This is an integral of quality and quantity, related to both your rank and track, so there is no single magic number. Please note: a few papers in premier journals may count as much as many papers in journals of moderate rank (see a.).
9.c. Do non-refereed publications help me at all?
Invited publications may speak to regional or national reputation. However, peer-reviewed publications are essential for promotion on the AI and CI track.
10. How is my local committee service evaluated?
Good citizenship implies participation in functional activities of your department and the School of Medicine. However, service on local committees is not highly weighted unless you serve in a leadership role or directly contribute to notable committee accomplishments. Note: Service on national committees is highly regarded and should be documented for proof of extramural reputation (see item 8. for more information).
11. What happens if I come up for Promotion/Tenure early?
In cases of candidates applying early, the P&T Committee will adhere to the P&T Policy criteria more stringently. The earlier you are nominated, the more stringently the criteria will be interpreted. Please review the P&T Policy very carefully to be sure you are ready.
12. What if the Departmental P&T Committee does not recommend me for P&T?
The candidate has the option to appeal to the Dean, as documented in the P&T Timeline: Departmental P&T Committees meet beginning on September 1, and then (1) Review candidate portfolios and (2) Notify candidates not recommended for advancement. Candidates not recommended for advancement must appeal to the Dean’s Office by October 2. Appeals are reviewed by an ad hoc committee consisting of: the Senior Associate Dean for Faculty Development, the chair of the SOM P&T Committee, and a faculty member within the department and at the appropriate rank, as identified by the candidate.
13.a. What is the SOM Process for recommendation/denial of P&T?
The SOM P&T Committee deliberates based on all P&T application information, and then provides decisions to the Dean. The Dean distributes the decisions to the Dept. Chairs on January 5. The Dept. Chair then has the right of appeal in unfavorable outcomes, but the appeal may only be based on the presentation of new information. Appeal is due from Chair by January 19.
13.b. What if the SOM does not recommend me?
The candidate must go to their Dept. Chair with a presentation of new information, and it is then the discretion of the Chair to carry the appeal forward. Appeal is due from Chair by January 19.
14. What are the guidelines for the establishment and functioning of the Departmental P&T Committee?
This information is contained on our new page, Guidelines for Departmental P&T Committee