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Why was the time-clock removed for Clinical Practice and Research Professor tracks? 

The 7-year time-clock was causing significant distress among faculty, particularly those in community-based or clinically-oriented roles, as it created pressure for mandatory promotion or risk non-renewal. Additionally, time-clock policies are traditionally associated with tenure-track systems. 

How will faculty progress without a time-clock? 

While there is no mandatory time limit for promotion in these tracks, an early-career comprehensive review will be required for all Assistant Professors in their 3rd or 4th year regardless of track. This review will ensure mentorship and career guidance without forcing faculty to promote against their preferences. 

Will this create inequality among tracks? 

Some faculty have expressed concerns that removing the time-clock from Clinical Practice and Research Professor tracks may create disparities with the Tenured and Tenure-Eligible (TTE) track. However, system policy requires a probationary period for tenure-track faculty, and the School of Medicine rules continue to emphasize that all tracks are equally valued. 

Why were ranks added to the Clinical Practice track? 

Adding the ranks of Instructor, Senior Instructor, and Assistant Professor allows greater flexibility for departments in hiring and promotions. It also provides a clearer pathway for career progression. 

How will departments determine promotions between Instructor, Senior Instructor, and Assistant Professor? 

Departments will establish their own guidelines for how faculty progress through these ranks, including defining job expectations and promotion criteria at each level. 

How does switching between tracks work? 

Faculty at the Assistant Professor level may request a switch from the TTE track to the Clinical Practice or Research Professor track before the end of their 6th year (or before the end of a granted extension). An Assistant Professor of Clinical Practice may promote in the TTE track, so long as they have met the criteria for promotion in that track and are within their first seven years of service at that rank. Track switching for Associate Professors and Professors is also possible and will be clarified further in departmental guidelines. 

Why is the CV Abstract no longer required for most promotions? 

The CV Abstract was seen as duplicative and a significant administrative burden. Instead, a single 3-5 page cover letter will summarize a faculty member’s accomplishments. Key grant and publication data will still be included in a structured table within the cover letter. 

What is the Personalized Promotions Matrix? 

This matrix will replace the previous format that required faculty to manually enter bullet points and narratives for each criterion. Instead, faculty will indicate where evidence of meeting criteria can be found in their CV, cover letter, or supplemental materials. This change aims to reduce redundancy and streamline dossier preparation. 

Will there be guidance on how to prepare the new dossier format? 

YES. Updated contents are being added regularly to the  website to assist with assembling a portfolio, whether in the new or Legacy format.

If I've already prepared my dossier, will I have to redo it?

NO. Any dossiers submitted in 2025 can be in either the new or legacy formats, as laid out on the website.

Are external letters still required for promotion? 

Yes. System policy requires a minimum of three “arm’s length” referee letters from individuals without a University of Â鶹´«Ã½¸ßÇå affiliation. Additional letters of support may be included, but only external referees will fulfill the system requirement. 

What are the challenges with obtaining external letters? 

For faculty known primarily for clinical excellence, identifying qualified external referees can be difficult. This is especially challenging for Advanced Practice Providers (APPs), who may not have higher-ranked academic peers. Some junior faculty feel as though they do not have a network of extramural colleagues they can identify as potential referees. Faculty are encouraged to work with their mentors and departments to identify appropriate external referees.

Are there any efforts to make obtaining external letters easier? 

Yes. To reduce the burden on letter writers, alternative approaches such as structured surveys are being explored. However, traditional letters will still be required for tenure applications. 

How will this affect junior faculty, particularly women and underrepresented groups? 

The Office for Faculty Affairs will actively monitor for equity across faculty demographics to ensure no group is disproportionately impacted by these changes. 

Will faculty in the Clinical Practice track be considered equal to those in the Tenured and Tenure-Eligible track? 

Yes. The School of Medicine Rules (both currently and in the proposed amendments) explicitly state that all tracks are equal in value and importance, without hierarchy. 

Why is a national reputation required for promotion to Professor? 

The School of Medicine aims to be ranked in the top 10 nationally within 10 years. A national reputation requirement ensures faculty are actively contributing to the broader academic community.  

How will teaching excellence be evaluated if formal teaching evaluations aren’t available? 

Faculty who engage in significant educational activities, such as presenting at congressional panels or giving extramural grand rounds, will have these contributions recognized in their promotion materials even if formal teaching evaluations are not available. 

Will faculty be required to complete a full Personalized Promotions Matrix? 

No. Faculty will only need to complete sections relevant to their promotion. For example, Clinical Practice faculty will not need to complete the Research or Other Scholarly Activity section. All faculty are expected to contribute to the service mission of the school and thus will generally complete the Service component of the matrix. However, the distinction between Meritorious and Excellent has been removed from the Service domain, as it has no bearing on promotions decisions. 

When will these changes take effect? 

The approved Rules will take effect July 1, 2025, and dossiers in the new format will be accepted for the current promotions cycle. For this cycle, either the new format or the legacy format can be submitted; your department administrator will select the format you wish to use when they create your case in Interfolio. Hybrid formats are not allowed, and, starting in 2026, only the new format will be used.

Where can I find more information? 

Detailed guidance, templates, and educational resources will be available on the Office for Faculty Affairs website. Faculty are encouraged to reach out to their department chairs or the Office for Faculty Affairs with any questions.