SEARCH RESULTS

Are external referees required to hold an academic appointment?


Referees for professional service, teaching, and some other areas of creative or scholarly work may not necessarily hold academic appointments, but they should be selected on the basis of having an established expertise to evaluate the evidence presented to them. Letters from former students, of course, constitute a special category and should not be used. Academic referees are expected to hold at least the rank for which the candidate is being considered. To ensure greater acceptance of an external reviewer who doesn’t hold an academic appointment, it would be helpful to have the chair or center director explain why this individual was selected.

Are external referees required to hold an academic appointment?

Can I go up for promotion early on the tenure track?


You must undergo a third-year review prior to submitting a dossier for tenure. When a tenure dossier is submitted “early” (following a third-year review), university policy is that it can be withdrawn at any time before it is sent to the president’s office for a final recommendation. If it gets to the president’s office, then it’s too late to withdraw it. You may only submit your dossier for full review once, so you should seek feedback to make sure you are ready if you decide to submit your dossier for an early tenure review taking place between your third-year review and sixth -year review.

Can I go up for promotion early on the tenure track?

Can someone I collaborate with serve as an external referee?


While collaborators should ordinarily not be asked to evaluate the quality and importance of shared work, they may be asked to document the extent and nature of the candidate’s individual contributions to a team effort. Such letters should be specific about this purpose and not be confused with external assessment letters from peers asked to evaluate the quality and impact of teaching, research and creative activity, and service.

Can someone I collaborate with serve as an external referee?

Do I have to have an international reputation to get promoted to the rank of Full Professor?


No, advancement to professor requires a sustained national reputation.

Do I have to have an international reputation to get promoted to the rank of Full Professor?

Does impact factor matter?


The stature of the journals in which you publish is important and can be difficult to assess. Publication in the premier peer-reviewed, high impact general science or medical journals e.g.(Science, Nature, Cell, New England Journal of Medicine, Lancet) is a clear demonstration of peer appreciation of the published work. More commonly, publication in the “top tier” journals of your discipline, such as major society journals, is a significant indicator of the quality of your work and an expectation of the IU School of Medicine.

It is also appreciated that valid and significant publications will appear in what may be generally viewed as less important journals and credit will be accorded; however, publication in non “top tier” journals will countless in the evaluation of your publication record.

Does impact factor matter?

How can I figure out if I am ready to be promoted?


Discuss your readiness for promotion with your department chair, division chief, center director or his/her designee, and/or a member of Faculty Affairs, Professional Development and Diversity. It is highly recommended you meet with a member of FAPDD within your first year to understand the criteria and expectations for successful advancement.

Associate Professor- You must be able to document/demonstrate an emerging national reputation accompanied by a body of scholarship for advancement to associate professor.

Full Professor- You must be able to document/demonstrate a sustained and sustainable national reputation accompanied by a body of scholarship for advancement to professor.

How can I figure out if I am ready to be promoted?

How do I document excellence in teaching, research, and service?


The Standards of Excellence documents provide clear-cut guidelines as to the expectations of the IU School of Medicine Promotion and Tenure and Contract Committees for what constitutes excellence. The intent has been to be inclusive of all activities in each mission to help you to understand how to document their activities. The Standards of Excellence can be found at: This link. It is also very helpful to review successful dossiers in your area of excellence to see how other faculty have documented their work and assembled a dossier.

How do I document excellence in teaching, research, and service?

How do I make time to do all of this preparation?


Preparing for promotion and tenure can be time consuming. Therefore, it is recommended that you start early and keep your documentation organized. You should review the proper format for your CV and dossier and begin keeping documentation in the format needed for submission. Put a reminder on your calendar to update your CV every month so that you do not forget about important activities. At the same time, save and file the “evidence” that you will need for your dossier. Consult with colleagues who have recently been promoted and attend FAPDD workshops.

How do I make time to do all of this preparation?

How do I prepare my Candidate’s personal statement?


The personal statement or candidate statement is a written narrative of your accomplishments (maximum of seven single-spaced pages or the option of a five-page candidate statement with an additional two single-spaced pages as a section introduction in your chosen area of excellence, teaching, research, or service). Your Candidate Statement is one of the most important and scrutinized sections of your dossier and requires thoughtful and deliberate action on your part. It’ s your story and no one tells it better. Most notably it’s your only opportunity to speak directly to your reviewers and committee members throughout the multi-level review process. Words of wisdom – start early. Ask trusted colleagues to review drafts of your candidate statement and provide feedback. It is also a good idea to ask someone who is not familiar with your work or discipline to read the statement since the evaluators at the campus level will NOT have a medical background. Readers should ask: is it clear and appropriately focused? Does it transmit the story of your career, niche and successes?

Your written narrative should clearly identify your area of excellence and reflect your own assessments of your accomplishments in teaching, research, and service (for tenured or tenure-track faculty); teaching and service (for clinical non-tenure track and lecturer faculty); and research (for research track faculty). Describe your work in clear language avoiding highly technical jargon not readily understood outside your immediate field (IUPUI Campus Committee). Consider the following questions and your answers as a general framework for your candidate statement.

  • What is the focus of my career?
  • Why am I doing it? What problem, issue, or challenge am I addressing?
  • How am I doing it (methods/strategies)?
  • How well am I doing it? What outcomes show the impact of my work?
  • What do I plan to accomplish in the future for this aspect of my career?
  • What is the overall vision for my career?

It’s important to describe the integrated aspects of your work. Clearly articulate how your unique niche is aligned across the missions of teaching, research and professional service (appropriate to your faculty track), even while assessing achievements in each.

If research is your area of excellence discuss your grant history including success and commentary regarding grants that were submitted but not funded. Be sure to address your unique contributions to team science, collaborative projects, publications, presentations, and grants that cut across specializations and disciplines and that helps integrate and apply knowledge of intellectual activity.

If service is your area of excellence address your own assessment of the impact, significance or value to your discipline, to the department, school, and health sciences as a whole. You must be able to demonstrate that your service is, in fact, academic work, which has significant results that have been communicated or disseminated in such a manner as to be reviewed by peers.

As a tenured, tenure-track, or clinical non-tenure faculty member, the IUPUI Campus has expectations for teaching. The campus places a high priority on teaching development and will expect a reflective statement on your teaching philosophy and teaching development efforts to be clearly articulated in your candidate statement.

Tenure decisions are an investment in your future by the school, campus and university. If you are seeking tenure you should state your future goals and strategies for achieving. Describe your plans for a research or creative activity, your plan to enhance your teaching effectiveness, and for your continued participation through professional service.

How do I prepare my Candidate’s personal statement?

I don’t have a mentor, what should I do?


Some departments and divisions assign mentors or mentor panels to their junior faculty. Others do not. Sometimes the most productive mentoring relationships occur naturally, other times it is critical to seek out a mentor who can help you develop a specific area of your work. You should meet with your division chief and chair or center director to discuss who might be good mentors for you. Other resources include the FAPDD mentoring website and a career development consultation. Finally, talking to faculty members in your department at the associate professor rank can be very helpful in determining who might be good mentors for you and what you should look to gain from those relationships.

I don’t have a mentor, what should I do?

I keep reading about “area of excellence”. What does that mean?


The area of excellence is the primary reason you were hired and is the focus of your career. For example, to conduct research or for a clinical niche (service). For the purpose of promotion, you must document excellence in one area (teaching, research, or service) and adequacy in the other two areas if you are on the tenure track, or the alternate area (service or teaching) if you are on the clinical track. It is meant to put structure around your dossier and how it will be assessed.

I keep reading about “area of excellence”. What does that mean?

What all needs to be included in my dossier?


Your dossier is a portfolio that includes 11 sections. YOU are responsible for Sections 6-11. You will fill out the routing form as well. Your department and the school are responsible for sections 2-5.

  • Section 1: Checklist/Routing Form
  • Section 2: Review Level Two (Unit/School)
  • Section 3: Review Level One (Primary/Department)
  • Section 4: External Assessments
  • Section 5: Reference Letters
  • Section 6: Candidate’s Statement
  • Section 7: Teaching
  • Section 8: Research or Creative Activity
  • Section 9: Professional and University Service
  • Section 10: Standardized IUPUI CV
  • Section 11: Appendices/Supporting documentation

What all needs to be included in my dossier?

What are the differences between tenure track and non-tenure tracks?


Tenure track faculty are expected to demonstrate performance in all three areas (teaching, research, and service), with excellence in one area and adequacy in two.

Non-tenure track faculty are expected to demonstrate performance in two missions of teaching and service with excellence in one and adequacy in the other.

Research track faculty are expected to demonstrate performance in research only and sometimes adequacy in service (this varies by department).

What are the differences between tenure track and non-tenure tracks?

What happens if I do not obtain tenure?


You are given a one year notice that your employment with the university will end. You can then appeal the decision or potentially change tracks. Therefore, you are strongly encouraged to seek advice and feedback from your chair, FAPDD, and colleagues early and throughout the process.

What happens if I do not obtain tenure?

What if I receive negative votes for tenure?


Under special circumstances, Indiana University policy allows for reconsideration. This policy applies only to tenure cases where a candidate receives a negative recommendation. A negative recommendation consists of a majority vote against awarding tenure rather than a single negative vote. In instances where a candidate wishes to add comments or materials that are relevant to the recommendations of a review, this addition of materials constitutes a request for reconsideration. The faculty member who believes that a recommendation or a decision that he or she not be granted tenure has resulted from inadequate consideration of professional competence or erroneous information may offer factual corrections and request reconsideration at the level at which the decision not to recommend tenure was first made. The request for reconsideration must be made within two weeks after the faculty member receives notification of the negative recommendation and before the review at the next level is completed. Reconsideration is not an appeals process but an opportunity to correct the record while review is still underway.

What if I receive negative votes for tenure?

What information should be included in the external referee bios?


The dossier should contain a brief statement of professional qualifications for each referee sufficient to establish the authority of the referee in relation to the specific case under review; ordinarily, two or three sentences should suffice. The candidate should not be the person to write the statements of qualification for external reviewers. Academic referees are expected to hold at least the rank to which the candidate aspires.

What information should be included in the external referee bios?

What is the benefit to getting promoted if I am on the clinical or research scientist track?


While faculty on the clinical track are not eligible for tenure, there are several reasons to consider going up for promotion including: academic acknowledgement, eligibility to serve on promotion committees, personal satisfaction and accomplishment, and in some departments an automatic salary increase.

What is the benefit to getting promoted if I am on the clinical or research scientist track?

What is the timeline for submitting my materials?


You should be working on their materials throughout the academic years, but for the spring of the dossier submission year, the suggested timeline is:

  • By March 1st – Materials for external review (CV and Candidate’s Statement) are due to Department Chair
  • By March 15th – External review letters solicited with deadlines of 6-8 weeks
  • By May 1st – Deadline for completed dossiers submitted to Primary Committee
  • By May 31st – Primary Committee conducts a review
  • By June 30th – Department Chair conducts a review
  • By July 3rd – Dossier is submitted to the IU School of Medicine Office of Academic Administration

What is the timeline for submitting my materials?

When is the final decision made and how am I notified?


Deans are normally notified of final actions following the April meeting of the Board of Trustees. You will be notified in writing about the decision shortly thereafter.

When is the final decision made and how am I notified?

When will I be required to utilize eDossier?


Your dossier must be submitted in eDossier to the IU School of Medicine Office of the Dean by June 30 and will be due at an earlier date to your department chair or regional campus dean and primary committee. Faculty names must be submitted by the department or regional campus to the dean’s office no later than January 31 in order for faculty to be given access to eDossier.

When will I be required to utilize eDossier?

Who are the key contact people in my department?


Department faculty involved in your promotion and tenure include your department chair, division chief, center director, and members of your primary committee. Typically there is an administrator or administrative assistant in each department who can also assist you with the preparation process and dossier examples.

Who are the key contact people in my department?

Who will review my dossier and how long does it take?


The review process takes one year to move through the various committees and stakeholders beginning with review by your department/center primary committee, department chair, IU School of Medicine promotion and tenure committee, the dean, the IUPUI promotion and tenure committee, the executive vice chancellor, IUPUI chancellor, the president, and finally the board of trustees. You will be notified of the votes taken and receive copies of the letters submitted by each committee during the process.

Who will review my dossier and how long does it take?

Will I be required to use eDossier?


Yes, faculty submitting a dossier for promotion or tenure will be required to use eDossier. Contact the staff member in your department that is responsible for promotion and tenure for access to eDossier.

Will I be required to use eDossier?

BROWSE BY TOPIC

Criteria

Can non-full time faculty be promoted?

Can non-full time faculty be promoted?


Yes, part-time faculty are reviewed with the same criteria as full-time faculty appropriate to their percent effort.

Do I have to have a R01 to get tenure?

Do I have to have a R01 to get tenure?


No, you must demonstrate success in securing external funding (this may include national American Heart, Department of Defense, etc.) as PI or Co-PI; or in unusual circumstances with significant external funding as Co-I with unique contributions to team science. You also must demonstrate a high likelihood of sustaining future funding as an individual or essential member of a research team.

Do I have to have an international reputation to get promoted to the rank of Full Professor?

Do I have to have an international reputation to get promoted to the rank of Full Professor?


No, advancement to professor requires a sustained national reputation.

Do non-peer reviewed publications count?

Do non-peer reviewed publications count?


Non peer-reviewed publications are judged on a case-by-case basis. For example, the proceedings of a meeting, while not without merit, would normally be considered less important than an invited review in a prestigious journal, a chapter in a major text book or an important editorial. Many of these types of publications may contribute to establishing recognition in your field and contributing to building a case for emerging national reputation.

Does impact factor matter?

Does impact factor matter?


The stature of the journals in which you publish is important and can be difficult to assess. Publication in the premier peer-reviewed, high impact general science or medical journals e.g.(Science, Nature, Cell, New England Journal of Medicine, Lancet) is a clear demonstration of peer appreciation of the published work. More commonly, publication in the “top tier” journals of your discipline, such as major society journals, is a significant indicator of the quality of your work and an expectation of the IU School of Medicine.

It is also appreciated that valid and significant publications will appear in what may be generally viewed as less important journals and credit will be accorded; however, publication in non “top tier” journals will countless in the evaluation of your publication record.

How are the criteria different for promotion to associate vs. full professor?

How are the criteria different for promotion to associate vs. full professor?


Advancement to associate professor requires the demonstration of an emerging national reputation as evidenced by invited talks, service on local and regional committees, requests to provide peer review of scholarship or grants, and a body of scholarship aligned with the area of excellence.

Advancement to full professor requires the demonstration of a sustained and sustainable national reputation as evidenced by invited talks, service on national professional societies, editorial boards, study sections, and a robust body of scholarship aligned with the area of excellence.

What are the criteria by which my dossier will be evaluated?

What are the criteria by which my dossier will be evaluated?


Your dossier will be evaluated based on the criteria delineated in the IU School of Medicine Standards of Excellence document located at: This link. Pay particular attention to your area of excellence, but you must also meet the requirements for satisfactory in the other area(s).

What are the differences between tenure track and non-tenure tracks?

What are the differences between tenure track and non-tenure tracks?


Tenure track faculty are expected to demonstrate performance in all three areas (teaching, research, and service), with excellence in one area and adequacy in two.

Non-tenure track faculty are expected to demonstrate performance in two missions of teaching and service with excellence in one and adequacy in the other.

Research track faculty are expected to demonstrate performance in research only and sometimes adequacy in service (this varies by department).

What defines sustained / sustainable national rep?

What defines sustained / sustainable national rep?


Sustained national reputation includes: invited visiting professorships at major universities or major hospitals, election as an officer or major committee chair in a national society or other professional organization, invited talks at highly prestigious national or international meetings, appointment to an editorial board of a national or international publication, membership on study sections and grant reviews, election to exclusive or prestigious societies or organizations, and the receipt of national awards. Documentation also requires confirmation of these achievements by independent external reviewers who can attest to the importance of your accomplishments and to the national prominence that is required for promotion.

What is the difference between clinical track, research track and tenure track?

What is the difference between clinical track, research track and tenure track?


Tenured and tenure track faculty are evaluated on teaching, research, and service activities for promotion and tenure. You must document excellence in one area and adequacy in the other two areas. Example of title: Professor of Anesthesia

Clinical appointment contract and clinical track faculty are evaluated on teaching and service activities for promotion and appointment contract. You must document excellence in one area and adequacy in second. Example of title: Associate Professor of Clinical Surgery

Research or Scientist track faculty are evaluated on excellence in research for promotion. Examples of titles: Assistant Scientist in Biochemistry & Molecular Biology or Associate Research Professor of Cellular & Integrative Physiology

Readiness

How can I figure out if I am ready to be promoted?

How can I figure out if I am ready to be promoted?


Discuss your readiness for promotion with your department chair, division chief, center director or his/her designee, and/or a member of Faculty Affairs, Professional Development and Diversity. It is highly recommended you meet with a member of FAPDD within your first year to understand the criteria and expectations for successful advancement.

Associate Professor- You must be able to document/demonstrate an emerging national reputation accompanied by a body of scholarship for advancement to associate professor.

Full Professor- You must be able to document/demonstrate a sustained and sustainable national reputation accompanied by a body of scholarship for advancement to professor.

How do I figure out what my timeline is?

How do I figure out what my timeline is?


Non-tenure track faculty do not have a specific timeline and can submit their dossier for promotion whenever they feel that they are ready (shown here).

Tenure-track faculty have a set timeline (shown here) and must submit their dossier by their eighth year of appointment.

How do I make time to do all of this preparation?

How do I make time to do all of this preparation?


Preparing for promotion and tenure can be time consuming. Therefore, it is recommended that you start early and keep your documentation organized. You should review the proper format for your CV and dossier and begin keeping documentation in the format needed for submission. Put a reminder on your calendar to update your CV every month so that you do not forget about important activities. At the same time, save and file the “evidence” that you will need for your dossier. Consult with colleagues who have recently been promoted and attend FAPDD workshops.

How do I prepare for promotion and tenure?

How do I prepare for promotion and tenure?


It is important to start early (within your first six months of your initial hire). Attend a promotion and tenure workshop or set up a meeting with a member of FAPDD. Start using the IUPUI CV format. Keep an on-going file to document your activities in the areas of research, teaching and service (or criteria appropriate to your appointment). This folder may include teaching evaluations, peer evaluations, grant summary sheets, etc. Additionally, begin writing a personal statement that will serve as a roadmap for your career path – review and revise annually and seek feedback from peers.  Invitations to speak demonstrate an emerging national reputation. Identify a mentor panel and attend FAPDD Promotion and Tenure Workshops annually. Most importantly, with a mentor, intentionally plan your academic work, making sure that your time commitments match the requirements of your track.

How do I prepare my Candidate’s personal statement?

How do I prepare my Candidate’s personal statement?


The personal statement or candidate statement is a written narrative of your accomplishments (maximum of seven single-spaced pages or the option of a five-page candidate statement with an additional two single-spaced pages as a section introduction in your chosen area of excellence, teaching, research, or service). Your Candidate Statement is one of the most important and scrutinized sections of your dossier and requires thoughtful and deliberate action on your part. It’ s your story and no one tells it better. Most notably it’s your only opportunity to speak directly to your reviewers and committee members throughout the multi-level review process. Words of wisdom – start early. Ask trusted colleagues to review drafts of your candidate statement and provide feedback. It is also a good idea to ask someone who is not familiar with your work or discipline to read the statement since the evaluators at the campus level will NOT have a medical background. Readers should ask: is it clear and appropriately focused? Does it transmit the story of your career, niche and successes?

Your written narrative should clearly identify your area of excellence and reflect your own assessments of your accomplishments in teaching, research, and service (for tenured or tenure-track faculty); teaching and service (for clinical non-tenure track and lecturer faculty); and research (for research track faculty). Describe your work in clear language avoiding highly technical jargon not readily understood outside your immediate field (IUPUI Campus Committee). Consider the following questions and your answers as a general framework for your candidate statement.

  • What is the focus of my career?
  • Why am I doing it? What problem, issue, or challenge am I addressing?
  • How am I doing it (methods/strategies)?
  • How well am I doing it? What outcomes show the impact of my work?
  • What do I plan to accomplish in the future for this aspect of my career?
  • What is the overall vision for my career?

It’s important to describe the integrated aspects of your work. Clearly articulate how your unique niche is aligned across the missions of teaching, research and professional service (appropriate to your faculty track), even while assessing achievements in each.

If research is your area of excellence discuss your grant history including success and commentary regarding grants that were submitted but not funded. Be sure to address your unique contributions to team science, collaborative projects, publications, presentations, and grants that cut across specializations and disciplines and that helps integrate and apply knowledge of intellectual activity.

If service is your area of excellence address your own assessment of the impact, significance or value to your discipline, to the department, school, and health sciences as a whole. You must be able to demonstrate that your service is, in fact, academic work, which has significant results that have been communicated or disseminated in such a manner as to be reviewed by peers.

As a tenured, tenure-track, or clinical non-tenure faculty member, the IUPUI Campus has expectations for teaching. The campus places a high priority on teaching development and will expect a reflective statement on your teaching philosophy and teaching development efforts to be clearly articulated in your candidate statement.

Tenure decisions are an investment in your future by the school, campus and university. If you are seeking tenure you should state your future goals and strategies for achieving. Describe your plans for a research or creative activity, your plan to enhance your teaching effectiveness, and for your continued participation through professional service.

I don’t have a mentor, what should I do?

I don’t have a mentor, what should I do?


Some departments and divisions assign mentors or mentor panels to their junior faculty. Others do not. Sometimes the most productive mentoring relationships occur naturally, other times it is critical to seek out a mentor who can help you develop a specific area of your work. You should meet with your division chief and chair or center director to discuss who might be good mentors for you. Other resources include the FAPDD mentoring website and a career development consultation. Finally, talking to faculty members in your department at the associate professor rank can be very helpful in determining who might be good mentors for you and what you should look to gain from those relationships.

What is the benefit to getting promoted if I am on the clinical or research scientist track?

What is the benefit to getting promoted if I am on the clinical or research scientist track?


While faculty on the clinical track are not eligible for tenure, there are several reasons to consider going up for promotion including: academic acknowledgement, eligibility to serve on promotion committees, personal satisfaction and accomplishment, and in some departments an automatic salary increase.

How Many Publications do I Need For Promotion?

Evaluation Process

Am I required to have both a third-year and fifth-year review for assessment of my progress toward tenure?

Am I required to have both a third-year and fifth-year review for assessment of my progress toward tenure?


No, you have the option of a second formative review during the fifth year. You may, however, choose to forgo the fifth-year review and submit a dossier for tenure and promotion at that time. However, the standard tenure timeline is now to submit your dossier at seven years following appointment, so most faculty have both a third and fifth-year review.

Can I extend my tenure timeline?

Can I extend my tenure timeline?


Yes, it is possible to request a one-year extension of your tenure review for unique circumstances due to either a professional or a personal emergency. This is also referred to as “stopping the tenure clock.” Examples include but are not limited to FMLA (e.g. maternity or paternity leave), a substantial change in one’s health or work environment (e.g. lab fire), public service or caregiving responsibilities may also be an appropriate reason. Requests of this nature must be supported by your division chief (if applicable), your department chair, or center director and submitted to the Executive Associate Dean for Faculty Affairs, Professional Development, and Diversity for approval and forwarding to campus for final approval.

Can I go up for promotion early on the tenure track?

Can I go up for promotion early on the tenure track?


You must undergo a third-year review prior to submitting a dossier for tenure. When a tenure dossier is submitted “early” (following a third-year review), university policy is that it can be withdrawn at any time before it is sent to the president’s office for a final recommendation. If it gets to the president’s office, then it’s too late to withdraw it. You may only submit your dossier for full review once, so you should seek feedback to make sure you are ready if you decide to submit your dossier for an early tenure review taking place between your third-year review and sixth -year review.

What happens if I do not obtain tenure?

What happens if I do not obtain tenure?


You are given a one year notice that your employment with the university will end. You can then appeal the decision or potentially change tracks. Therefore, you are strongly encouraged to seek advice and feedback from your chair, FAPDD, and colleagues early and throughout the process.

What happens if my dossier receives a poor review for promotion?

What happens if my dossier receives a poor review for promotion?


University policy is that it can be withdrawn at any time before it is sent to the president’s office for a final recommendation. If it gets to the president’s office, then it’s too late to withdraw it. Your employment is not at risk should you be denied promotion if you are on the clinical track. However, if you are seeking tenure, other rules apply.

What if I receive negative votes for tenure?

What if I receive negative votes for tenure?


Under special circumstances, Indiana University policy allows for reconsideration. This policy applies only to tenure cases where a candidate receives a negative recommendation. A negative recommendation consists of a majority vote against awarding tenure rather than a single negative vote. In instances where a candidate wishes to add comments or materials that are relevant to the recommendations of a review, this addition of materials constitutes a request for reconsideration. The faculty member who believes that a recommendation or a decision that he or she not be granted tenure has resulted from inadequate consideration of professional competence or erroneous information may offer factual corrections and request reconsideration at the level at which the decision not to recommend tenure was first made. The request for reconsideration must be made within two weeks after the faculty member receives notification of the negative recommendation and before the review at the next level is completed. Reconsideration is not an appeals process but an opportunity to correct the record while review is still underway.

What if my department does not have enough members to constitute a primary committee?

What if my department does not have enough members to constitute a primary committee?


For departments/units that do not have sufficient numbers of qualified faculty to constitute a full committee, a number of options are available.

  • The department/unit may identify qualified faculty on their own from other departments to supplement the existing membership of the department/unit primary promotion and tenure committees.
  • Departments may also elect to supplement their existing membership with members of the IU School of Medicine Promotion and Tenure Committee (the IU School of Medicine Office of Academic Administration [OAA] can provide the names of school committee members who have indicated they may be willing to serve on ad hoc primary committees).
  • An additional option is to utilize theIU School of Medicine Ad Hoc Committee which is established annually to review dossiers from departments lacking the number of qualified faculty to serve.

What is the timeline for submitting my materials?

What is the timeline for submitting my materials?


You should be working on their materials throughout the academic years, but for the spring of the dossier submission year, the suggested timeline is:

  • By March 1st – Materials for external review (CV and Candidate’s Statement) are due to Department Chair
  • By March 15th – External review letters solicited with deadlines of 6-8 weeks
  • By May 1st – Deadline for completed dossiers submitted to Primary Committee
  • By May 31st – Primary Committee conducts a review
  • By June 30th – Department Chair conducts a review
  • By July 3rd – Dossier is submitted to the IU School of Medicine Office of Academic Administration

When is the final decision made and how am I notified?

When is the final decision made and how am I notified?


Deans are normally notified of final actions following the April meeting of the Board of Trustees. You will be notified in writing about the decision shortly thereafter.

When Should I talk to my department chair, division chief, or center director about the evaluation process?

When Should I talk to my department chair, division chief, or center director about the evaluation process?


It is never too soon to have a discussion with your department chair, division director, or center director about your readiness for promotion and the evaluation process. You should review your readiness and plans for promotion each year at your faculty annual review. As a prospective candidate, you need to have a full understanding of the requirements and standards appropriate to your field and area of excellence.

Engage your department chair and colleagues in an ongoing dialogue regarding these matters. If your department chair is not able to provide you with the information you seek (and even if she or he is), talk with other senior colleagues in your department and in areas familiar with your area of expertise. It is never too soon to start a dialogue.

When will I know how my department has voted?

When will I know how my department has voted?


You should be informed in writing of your primary committee’s recommendation following their review and vote. This notification will come from the department chair.

Who are the key contact people in my department?

Who are the key contact people in my department?


Department faculty involved in your promotion and tenure include your department chair, division chief, center director, and members of your primary committee. Typically there is an administrator or administrative assistant in each department who can also assist you with the preparation process and dossier examples.

Who will review my dossier and how long does it take?

Who will review my dossier and how long does it take?


The review process takes one year to move through the various committees and stakeholders beginning with review by your department/center primary committee, department chair, IU School of Medicine promotion and tenure committee, the dean, the IUPUI promotion and tenure committee, the executive vice chancellor, IUPUI chancellor, the president, and finally the board of trustees. You will be notified of the votes taken and receive copies of the letters submitted by each committee during the process.

Dossier Content

Are external referees required to hold an academic appointment?

Are external referees required to hold an academic appointment?


Referees for professional service, teaching, and some other areas of creative or scholarly work may not necessarily hold academic appointments, but they should be selected on the basis of having an established expertise to evaluate the evidence presented to them. Letters from former students, of course, constitute a special category and should not be used. Academic referees are expected to hold at least the rank for which the candidate is being considered. To ensure greater acceptance of an external reviewer who doesn’t hold an academic appointment, it would be helpful to have the chair or center director explain why this individual was selected.

Can someone I collaborate with serve as an external referee?

Can someone I collaborate with serve as an external referee?


While collaborators should ordinarily not be asked to evaluate the quality and importance of shared work, they may be asked to document the extent and nature of the candidate’s individual contributions to a team effort. Such letters should be specific about this purpose and not be confused with external assessment letters from peers asked to evaluate the quality and impact of teaching, research and creative activity, and service.

How long should the personal statement be?

How long should the personal statement be?


You should prepare a maximum of seven single-spaced pages for your personal statement that reflects your own assessments of your accomplishments in teaching, research and creative activity, and service for tenured and tenure-track faculty; or teaching and service for clinical and lecturer faculty. Prospects for continued development in these areas must be addressed. You have the option to limit your personal statement to five pages and include two single-spaced pages, addressing your area of excellence, as a section introduction in the chosen areas of excellence (Teaching, Research or Service). Ask trusted colleagues to review your personal statement. It is also a good idea to ask someone who is not familiar with your work or discipline to read the statement since the evaluators at the campus level will NOT have a medical background. Reviewers should ask: is it clear and appropriately focused? Does it transmit the story of your career, niche and successes?

I have several projects underway that haven’t yet been submitted and/or accepted, can I list them in my CV?

I have several projects underway that haven’t yet been submitted and/or accepted, can I list them in my CV?


It is required that all grant activity (active, completed, pending, and submitted but not funded) be included in your CV. All other activities (books, articles, conference proceedings and presentations, notes, reviews, abstracts, etc.) “works in progress” may also be included but do not carry the same weight of those “in press”. Though you do not have to submit items listed as “in progress” in your CV, if you choose to, you must indicate the status of the work in progress e.g., “in preparation”, “second review”, “submitted”, “in press”. If you have questions about what should or shouldn’t be included, consult with your department chair and/or senior colleagues.

Is it required that I use a specific CV format?

Is it required that I use a specific CV format?


Yes, the standardized CV format is located at: This link

What all needs to be included in my dossier?

What all needs to be included in my dossier?


Your dossier is a portfolio that includes 11 sections. YOU are responsible for Sections 6-11. You will fill out the routing form as well. Your department and the school are responsible for sections 2-5.

  • Section 1: Checklist/Routing Form
  • Section 2: Review Level Two (Unit/School)
  • Section 3: Review Level One (Primary/Department)
  • Section 4: External Assessments
  • Section 5: Reference Letters
  • Section 6: Candidate’s Statement
  • Section 7: Teaching
  • Section 8: Research or Creative Activity
  • Section 9: Professional and University Service
  • Section 10: Standardized IUPUI CV
  • Section 11: Appendices/Supporting documentation

What information should be included in the external referee bios?

What information should be included in the external referee bios?


The dossier should contain a brief statement of professional qualifications for each referee sufficient to establish the authority of the referee in relation to the specific case under review; ordinarily, two or three sentences should suffice. The candidate should not be the person to write the statements of qualification for external reviewers. Academic referees are expected to hold at least the rank to which the candidate aspires.

What key points should I consider when identifying individuals to serve as external referees?

What key points should I consider when identifying individuals to serve as external referees?


IUPUI guidelines for Outside Letter and External Referee Form

Who is responsible for requesting my external referee letters?

Who is responsible for requesting my external referee letters?


Ordinarily, chairs should solicit outside letters. However, chairs may delegate this responsibility to another member of the department, such as the chair of the primary committee, in accord with established departmental or school procedures. In most instances, the candidate should not be involved in the process of identifying external evaluators, with two exceptions:

 

1) the candidate should be allowed to list those he or she would definitely not want to serve as an external reviewer, and

2) the candidate may provide a list of key scholars in the field if these are not known to the chair or the chair’s designee.

 

Generally, the candidate should not provide any outside letters. If outside letters are added by the candidate, these must be clearly designated as letters of reference and candidates should recognize that letters solicited by them do not have the same value as letters solicited by the chair or dean; candidate-solicited letters should be placed in an appendix to the dossier and they should not be forwarded for campus-level review unless they offer support for specific claims that otherwise would not be adequately documented. The value of external assessment letters is greatly enhanced by the objectivity and credibility of the author. Care should be taken to avoid relying on persons closely affiliated with the candidate.

Who writes the external letters to support my dossier and how do I get these letters included in my dossier?

Who writes the external letters to support my dossier and how do I get these letters included in my dossier?


For tenure-track faculty, external referees must be from scholars at the rank you are advancing to or above, meet “arm’s length criteria” (cannot be a previous mentor, chair, supervisor, and you cannot have collaborated with him/her in the previous five years). It’s also a good idea to keep notes regarding people you meet at conferences or elsewhere who are known experts in your area (all the better if they’ve remarked favorably on a presentation or recent article, etc). This may be helpful when considering potential external letter writers. You may recommend names to your department chair for external letters. However, you can not contact these individuals directly. Your department chair or his/her designee or your center director or his/her designee will ultimately decide who to solicit for external letters and your chair will contact individuals to write an external letter on your behalf.

Area of Excellence

How do I choose an area of excellence?

How do I choose an area of excellence?


In most cases, your area of excellence is determined at the time of hire. Consult with your department chair, regional director, or division chief should you have questions or concerns with your area of excellence. Most clinical faculty chose service unless they have a very substantial educational role and then teaching might be chosen.

How do I document excellence in teaching, research, and service?

How do I document excellence in teaching, research, and service?


The Standards of Excellence documents provide clear-cut guidelines as to the expectations of the IU School of Medicine Promotion and Tenure and Contract Committees for what constitutes excellence. The intent has been to be inclusive of all activities in each mission to help you to understand how to document their activities. The Standards of Excellence can be found at: This link. It is also very helpful to review successful dossiers in your area of excellence to see how other faculty have documented their work and assembled a dossier.

I keep reading about “area of excellence”. What does that mean?

I keep reading about “area of excellence”. What does that mean?


The area of excellence is the primary reason you were hired and is the focus of your career. For example, to conduct research or for a clinical niche (service). For the purpose of promotion, you must document excellence in one area (teaching, research, or service) and adequacy in the other two areas if you are on the tenure track, or the alternate area (service or teaching) if you are on the clinical track. It is meant to put structure around your dossier and how it will be assessed.

eDossier

What is eDossier?

What is eDossier?


eDossier is a university-wide electronic dossier system for faculty members applying for promotion and/or tenure. The eDossier system provides the ability for an IU School of Medicine faculty candidate for promotion and/or tenure to upload an electronic dossier to submit for approval. eDossier organizes a promotion and/or tenure candidate’s dossier according to the various sources of evidence typically used to make a case for excellence.

When will I be required to utilize eDossier?

When will I be required to utilize eDossier?


Your dossier must be submitted in eDossier to the IU School of Medicine Office of the Dean by June 30 and will be due at an earlier date to your department chair or regional campus dean and primary committee. Faculty names must be submitted by the department or regional campus to the dean’s office no later than January 31 in order for faculty to be given access to eDossier.

Will I be required to use eDossier?

Will I be required to use eDossier?


Yes, faculty submitting a dossier for promotion or tenure will be required to use eDossier. Contact the staff member in your department that is responsible for promotion and tenure for access to eDossier.

Faculty activities in diversity, equity and inclusion (DEI)

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Neelam Chand

Executive Director for Faculty Affairs