P&T Resources
This page provides information and resources for all participants in SOM’s promotion and tenure process. The P&T timeline, checklists for departments and candidates, P&T video modules, “Polishing your Portfolio” Zoom registration links and other helpful information are located below.
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We are always striving to improve our services and support your success. If you have any suggestions for additional resources, please contact Ellen Beverly, director of Office of Faculty Affairs.
- Current SOM P&T Policy
- Current UVA P&T Policy
- P&T Timeline Summary – Overall promotion and tenure timeline for all participants for 22-23.
The candidate checklist below is for the 2022-2023 regular P&T cycle.
Candidates
| MONTH | TASK | DELIVERABLE DUE DATE |
|---|---|---|
| February | Connect with department chair/division chief to discuss candidacy. Begin to prepare CV, personal statement and list of referees. Begin to gather most recent information needed for portfolio. | |
| March-April | Submit draft CV, personal statement and list of referees to department. | |
| April | Ensure all the information needed for portfolio is available and current. | |
| April-May | Receive feedback on CV, personal statement, and list of referees. | |
| May | Meet with P&T mentor to begin preparing portfolio and ask questions. Provide FINAL CV, personal statement and list of referees to department. Candidates at the end of eligibility who will not be supported for advancement work with chair/division chief on additional options. | |
| June-July | Continue to work on portfolio and update CV as needed for significant accomplishments (e.g., new publication, new grant funding, significant honorific award, election/appointment to leadership position). | |
| August-September | Submit portfolio to department P&T committee. All sections should be submitted as pdf files, with each section being one pdf. - CV - Personal statement - Referee list - Reprints of three publications - Areas of Excellence (include supporting documentation as appropriate for your track and proposed rank) | |
| September | Receive feedback on portfolio. Submit final portfolio to department, along with updated CV, if applicable. Discuss non-recommendation decision with chair/division chief and decide on appeal, if applicable. | |
| October - April | Continue to work on portfolio and update CV as needed for significant accomplishments (e.g., new publication, new grant funding, significant honorific award, election/appointment to leadership position). Updates will be accepted through April. | |
| November | Submit non-recommendation appeal to senior associate dean, Office of Faculty Affairs, if applicable. | 11/1/2022 |
| February | Receive notice of negative recommendation, if applicable. | 2/1/2023 |
| June | Receive unofficial notification and congratulations from the provost of advancement pending BOV approval. | |
| July | Receive notification of official advancement. BOV approved advancements are effective 7/1/2023. | 7/1/2023 |
Printable Candidate Checklist
The department checklist below is for the 2022-2023 regular P&T cycle.
Departments
| MONTH | TASK | DELIVERABLE DUE DATE |
|---|---|---|
| February | Evaluates academic review status report. | |
| March | Assigns P&T mentor for each candidate. *Recommended* | |
| March-April | Department reviews CV and personal statement for each candidate and prepares feedback. Department chair reviews list of referees. | |
| April | Finalizes who is going up in the 22-23 P&T Class. | |
| April-May | Provides candidates with feedback on CV, personal statement and list of referees. Conducts annual faculty reviews. | |
| May | Department chair/division chief meets to discuss options with candidates at the end of eligibility who will not be recommended. Submits final list of candidates to Office of Faculty Affairs. | 5/20/2022 |
| June | Submits candidates' CV, personal statement and list of referees to Office of Faculty Affairs. | 6/3/2022 |
| June-July | Follows up with department chair and/or candidates when additional external independent referee names are needed. Sends new referee names to Office of Faculty Affairs as requested. | |
| July | Sends list of department P&T committee members to Office of Faculty Affairs for systems access. | 7/8/2022 |
| September | Reviews candidate portfolios, votes and completes recommendations on improving portfolio. Provides portfolio improvement recommendations to candidates. Submits final candidate recommendations to the chair for review and final recommendation. Chair writes nomination letters and declares that the candidates ascribe to ASPIRE Values. Notifies candidates of non-recommendations and provides appeal process. | |
| October | Submits final candidate portfolio, updated CV if applicable, Department P&T Recommendation Form, and chair recommendation to Office of Faculty Affairs; notifies candidate of completed submission. Provides missing information or clarification to SOM P&T committee when requested. | 10/3/2022 |
| November-February | Submits any updated documents to Office of Faculty Affairs. | |
| December | Department chair receives notification of negative recommendation by December 9, 2022 and reaches out to Office of Faculty Affairs for clarification. | 12/9/2022 |
| January | Department chair submits the appeal to the senior associate dean. | 1/6/2023 |
| February | Department chair receives copy of non-recommendation letters sent to each candidate not recommended to the provost. | |
| March-May | Department responds to any queries from dean, senior associate dean, coordinator of academic achievement and/or Provost P&T Committee during portfolio review. Chairs are invited as needed. | |
| June | Receives list of positive provost recommendations. BOV approved advancements are effective 7/1/2023. | 7/1/2023 |
Printable Department Checklist
P&T Video Modules
Highly recommended for new faculty and those who are about to go up for promotion and tenure.
- Timeline (presentation) Walk through the SOM P&T timeline to learn more about the participants, the process and resources available to faculty candidates.
- Format and Content of Your CV (presentation) Learn what content is recommended for your CV and how to format it as you prepare for promotion and tenure. NOTE: The updated CV format (as of 4/22/2022) does not require a summary of patient satisfaction scores. Inclusion of these scores is optional.
- Writing Your Personal Statement (presentation) Learn how to compose and format your personal statement for promotion and tenure.
- Selecting Your Referees (presentation) Learn about the different types of referees and how to go about selecting them for your promotion and tenure.
Polishing the Portfolio Zoom Sessions
- Thursday, May 5, 2022, 7:00 a.m. – 8:00 a.m.
- Wednesday, May 18, 2022, 12 noon – 1:00 p.m.
- Thursday, May 19, 2022, 5:00 p.m. – 6:00 p.m.
Forms and Additional Information
- Candidate’s and Chair’s Guide to the Criteria for Referees
- CV Format Guide
- Frequently Asked Questions
- P&T Dossier – provides details for departments & faculty
- P&T Mentor – Mentee Relationship
- Personal Statement Guidelines and Samples
- Current and former P&T committee members are available to answer any questions you may have about the P&T process.
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- New Coordinators – P&T Cheat Sheet
- P&T Coordinator Resources – SharePoint Folder
- Video: Running the Academic Information Report for tenure eligibility
- Department P&T Recommendation Form
- Guidelines for Department P&T Committees – includes chair nomination letter details
- P&T Administrators Process Panel (YouTube)
- P&T Coordinator’s Guide to the Criteria for Referees
- P&T Dossier – for departments and faculty