Appointments & Promotions

Basic Sciences, School of Medicine

Standards and Procedures for the

Appointment, Reappointment, and Promotion of Faculty

Vanderbilt University Basic Sciences, School of Medicine (Basic Sciences) employs multiple academic tracks for appointment of individuals to the full time faculty. These tracks are complementary in that they are designed to accommodate faculty who engage in the wide variety of activities supporting the School’s mission, including research, teaching, and administrative service. Significant accomplishments in any of these areas represent important contributions that warrant careful consideration in the evaluation of faculty nominated for appointment or promotion. 

Investigator (Tenure Track and Tenured)

New Appointments: Assistant ProfessorAssociate or Full Professor
Reappointments: Assistant Professor
Promotions: Assistant ProfessorAssociate Professor

 

New Appointments - Assistant Professor

Origination of New Appointments and General Processes

  • All recruitments to tenure-track or tenured positions must first be approved through the faculty search authorization process before a search can be initiated.
  • Suggested language to be used when advertising faculty positions is as follows:

Vanderbilt University is committed to recruiting and retaining an academically and culturally diverse community of exceptional faculty. Vanderbilt is an Equal Opportunity/Affirmative Action Employer. Women and under-represented minorities are encouraged to apply. Vanderbilt University offers employment benefits to same-sex domestic partners and prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression.

  • Appointment of an Assistant Professor on the tenure-track (including conversion from non-tenure-track appointments) originates with the Department, and the Chair forwards the dossier to the Dean.  If the Dean approves the dossier, it is forwarded to the Provost for approval. 

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the appointment.
  2. Candidate’s curriculum vitae.
  3. Three letters of recommendation.
  4. Search committee report, if applicable.
  5. Results from faculty vote, if applicable.
  6. Draft offer letter.
  7. Job description.
  8. Equal Employment Opportunity (EEO) data.

Appointment Process

  • Materials are submitted to the Dean’s Office via the RedCap Request for New Faculty Appointment Site. The Department Chair’s assistant enters the initial information and forwards the code number generated by RedCap to the Dean’s Office.  Hard copies of the documents should also be submitted to the Dean’s Office.
  • The Dean’s Office verifies documentation from the Department.  If the Dean’s review is positive, the Dean’s recommendation to appoint and the Department materials are forwarded to the Provost’s Office.
  • If the Provost approves the appointment, the Dean communicates the decision to the Department Chair.
  • The Department Chair sends the offer letter to the candidate.
  • Once the process is complete, all documentation is entered into the Faculty Information System (FIS).

 

New Appointments - Associate or Full Professor

Origination of New Appointments and General Processes

  • All appointments to tenure-track or tenured positions must first be approved through the faculty search authorization process before a search can be initiated.
  • Suggested language to be used when advertising faculty positions is as follows:

Vanderbilt University is committed to recruiting and retaining an academically and culturally diverse community of exceptional faculty. Vanderbilt is an Equal Opportunity/Affirmative Action Employer. Women and under-represented minorities are encouraged to apply. Vanderbilt University offers employment benefits to same-sex domestic partners and prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression.

  • Appointment of an Associate or a Full Professor from outside Vanderbilt originates with the Department, and the Chair forwards the dossier to the Dean for administrative review. Following positive review, the dossier is advanced to the Faculty Appointments and Promotions Committee (FAPC) for evaluation. The dossier is then advanced to the Dean for final review. If the Dean’s decision is positive, the dossier is advanced to the Provost for approval. Upon approval, the Provost forwards the dossier to the Chancellor and then, if the appointment carries tenure, to the Board of Trust.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the appointment.
  2. Candidate’s curriculum vitae.
  3. Search committee report if applicable.
  4. Results from faculty vote if applicable.
  5. School of Medicine Critical References form.
  6. Job description.
  7. Draft offer letter.
  8. EEO data if applicable.
  9. Six letters of recommendation.  For faculty being recruited from outside Vanderbilt into a tenured position, the letters may be submitted after the request to hire has been approved by the Provost, to enable negotiations to proceed quickly.  Subsequently, the recommendation letters should be submitted by the Department in both electronic (PDF) and hard copy form to the Dean’s Office.

Appointment Process

  • All required documents are submitted to the Dean’s Office via the RedCap Request for New Faculty Appointment Site. The Department Chair’s assistant enters the initial information and forwards the code number generated by RedCap to the Dean’s Office.  Hard copies of the documents should also be submitted to the Dean’s Office.
  • The Dean’s Office conducts an administrative review, then provides the dossier to the School of Medicine’s Office of Faculty Affairs (OFA) for evaluation by the FAPC.
  • The OFA then provides the results of the FAPC review to the Dean.
  • The Dean reviews all materials, and if the review is positive, provides to the Provost’s Office the Dean’s recommendation to appoint, results of the FAPC review, and all materials submitted by the Department.
  • If the Provost’s review is positive, the Provost provides to the Chancellor’s Office all materials and the Provost’s approval to appoint.
  • If the Chancellor’s review is positive, the Provost’s Office notifies the Dean’s Office of the decision.  If the appointment carries tenure, the Chancellor’s Office provides all materials to the Board of Trust for final approval.
  •  If the appointment is approved, the Dean communicates the decision to the Department Chair.
  • The Department Chair sends the offer letter to the candidate.
  • Once the process is complete, all documentation is entered into the Faculty Information System (FIS) by the Dean’s Office.

 

Reappointments - Assistant Professor

Probationary Period to Tenure

  • Appointment as an Assistant Professor on the Investigator tenure-track requires that the faculty member be evaluated and approved for tenure within nine years of the time of initial appointment.
  • The first two appointment periods are typically for three years; the next appointment period(s) may be for one, two, or three years, at the discretion of the Dean and based on the progress of the candidate towards tenure.
  • Appointment renewals recommended for Assistant Professors on the tenure-track must include a departmental statement affirming the faculty member’s progress toward being proposed for promotion and tenure.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the reappointment.
  2. Candidate’s curriculum vitae in the School of Medicine format.
  3. Report from the Department faculty or the faculty mentoring committee regarding the faculty member’s progress.
  4. Copies of communications to the faculty member regarding mentoring and recommended progress. The report of the faculty or mentoring committee can be copied to the faculty member, with a signature line showing he/she has received and reviewed the report.
  5. Draft reappointment letter.
  6. Additional notes can be added as needed.

Reappointment Process

  • The Department Chair submits a request for reappointment and all required documents via the Faculty Appointment System (FAS) to the Dean for evaluation.
  • If the evaluation is positive, the Dean’s reappointment request and the Department materials are forwarded to the Provost’s Office for approval.
  • If approved, the Provost communicates the decision to the Dean who notifies the Department Chair.
  • The Department Chair notifies the faculty member.
  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office.

 

Promotions - Assistant Professor

General Procedures

  • Promotion of an Assistant Professor to Associate Professor with tenure is initiated in the Department, and the Chair forwards the dossier to the Dean for administrative review. Following positive review by the Dean, the dossier is advanced for evaluation to the Faculty Appointments and Promotions Committee (FAPC), then to the Executive Committee of the Executive Faculty (ECEF). The results of these evaluations are submitted to the Dean for a final review. If the Dean’s review is positive, the dossier is advanced to the Provost for approval. Upon approval, the Provost forwards the dossier to the Chancellor for approval.   If the promotion carries tenure, the Chancellor forwards the dossier to the Board of Trust for approval.
  • If the FAPC does not support the promotion, the dossier is returned to the Dean for final evaluation. If both the FAPC and the Dean do not support the promotion, the Department Chair may appeal the decision to the ECEF. If the ECEF does not support the promotion, the Department Chair may appeal through a process outlined in the Faculty Manual.
  • The awarding of tenure usually accompanies promotion to the rank of Associate Professor for faculty on the tenure-track. However, on rare occasions, an Assistant Professor can be promoted to Associate Professor without tenure. In such cases, appointment to tenure must happen within three years after the promotion.
  • If an Assistant Professor is recruited from outside the institution without promotion or tenure, credit is given for service at the previous institution. Thus, the total amount of time before tenure must occur at Vanderbilt is nine years minus the years of prior service. An additional year can be added to the tenure clock to account for the transition of the individual to Vanderbilt.
  • The dossier for promotion to tenure must be completed and received in final form by the School of Medicine Office of Faculty Affairs no later than the last day of the nine-year probationary period. The faculty member is then reappointed for one year while the tenure case is reviewed.

Dossier Requirements for Promotion with Tenure Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the promotion.
  2. Recommendation of the tenured faculty.
  3. Candidate’s curriculum vitae in the School of Medicine format.
  4. Documentation of teaching effectiveness and teaching evaluations, if applicable.
  5. Candidate’s statement on accomplishments in research, teaching, and service. 
  6. Letters from trainees.
  7. School of Medicine Critical References form.
  8. Candidate's appointment history: hire date, reappointment dates, and any extensions of the probationary period.
  9. One sample letter to external reviewers. Please do not include a copy of each such letter.  Guidelines for letters of evaluation are provided as per the School of Medicine Office of Faculty Affairs.
  10. Names of external reviewers nominated by the candidate, a list of those contacted, and letters from those responding:  Candidates may submit names of up to six qualified external reviewers. Not all have to be solicited for letters, but at least three letters from the candidate’s list must be in the file. Although the University is obligated to use names from the candidate’s list, candidates should be advised in advance about the characteristics of reviewers that will make them most credible to those who assess the file.
  11. Names of external reviewers selected by the department and letters from those responding:  The dossier must contain at least three letters—and preferably more than three letters—from reviewers identified by the department. Reviewers selected by the department or school cannot also appear on the candidate’s list. These reviewers must be leading scholars in their fields, with minimal connection to the candidate. It is expected that reviewers will have appointments at the rank of Professor, except on rare occasions. Normally, they will be selected from distinguished universities or other institutions with exemplary programs or faculty in the relevant field, preferably from those in the top twenty-five in that discipline. If exceptions to this guideline are proposed, they must be justified in the initial request to the Dean.
  12. Biographical information on reviewers. To keep the size of electronic files to a minimum, please do not submit the reviewers’ curriculum vitae; rather, submit a brief paragraph or biosketch on each.
  13. All correspondence with reviewers, including emails.
  14. Communications from the candidate’s mentoring committee to the candidate.
  15. Draft promotion letter.
  16. Additional materials. To keep the size of electronic files to a minimum, please prepare a separate PDF for appendices (i.e., publications). These materials should be listed in the Table of Contents.

Promotion Process

  • All dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean’s Office.
  • The Dean’s Office conducts an administrative review, then provides the dossier to the School of Medicine’s Office of Faculty Affairs (OFA), for review by the FAPC, then the ECEF.
  • The OFA then provides the results of the FAPC and ECEF reviews to the Dean.
  • The Dean reviews all materials, and if the review is positive, the Dean provides to the Provost’s Office the Dean’s recommendation, results of the FAPC and ECEF reviews, and all materials submitted by the Department.
  • If the Provost’s review is positive, the Provost provides to the Chancellor’s Office all materials submitted to the Provost by the Dean, and the Provost’s approval to promote.
  • If the Chancellor’s review is positive, the Provost’s Office notifies the Dean’s Office of the decision. When the promotion carries tenure, the Chancellor’s Office provides all materials to the Board of Trust for final approval.
  • If the Board of Trust approves, the Provost’s Office notifies the Dean who then informs the Department Chair.
  • The Department Chair sends the promotion letter to the faculty member.
  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office.

 

Promotions - Associate Professor

General Procedures

  • Promotion of a tenured Associate Professor to Full Professor is initiated in the Department, and the Chair forwards the dossier to the Dean for administrative review.  Following positive review by the Dean, the dossier is advanced for evaluation to the Faculty Appointments and Promotions Committee (FAPC), then to the Executive Committee of the Executive Faculty (ECEF). The results are submitted to the Dean for a final evaluation. If the Dean’s evaluation is positive, the dossier is advanced to the Provost for approval.  Upon approval, the Provost forwards the dossier to the Chancellor for approval.
  • If the FAPC does not support the promotion, the dossier is returned to the Dean. In this case, the Department Chair may appeal the decision to the ECEF. If the ECEF does not support the promotion, the Department Chair may appeal through a process outlined in the Faculty Manual.
  • There are no time limits on promotion of an Associate to Full Professor.

Dossier Requirements for Promotion Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the promotion..
  2. Recommendation of the tenured professors.
    1. Include any report from a departmental evaluation committee to the tenured faculty, if applicable.
    2. Include a summary of the tenured professors' discussion of the candidate’s accomplishments and promise in research, teaching, and service, if applicable.
  3. Candidate’s curriculum vitae in the School of Medicine format.
  4. Documentation of teaching effectiveness and teaching evaluations, if applicable.
  5. Candidate’s statement on accomplishments in research, teaching, and service.
  6. School of Medicine Critical References form.
  7. Sample letter to external reviewers. Please do not include a copy of each such letter.  Guidelines for letters of evaluation are provided as per the School of Medicine Office of Faculty Affairs.
  8. Names of external reviewers nominated by the candidate, a list of those contacted, and letters from those responding:  Candidates may submit names of up to six qualified external reviewers. Not all have to be solicited for letters, but at least three letters from the candidate’s list must be in the file. Although the University is obligated to use names from the candidate’s list, candidates should be advised in advance about the characteristics of reviewers that will make them most credible to those who assess the file.
  9. Names of external reviewers selected by the department and letters from those responding:  The dossier must contain at least three letters—and preferably more than three letters—from reviewers identified by the department. Reviewers selected by the department or school cannot also appear on the candidate’s list. These reviewers must be leading scholars in their fields, with minimal connection to the candidate. The department or school should strive to select external reviewers who did not also write for the tenure review. Reviewers will have appointments at the rank of professor.  Normally, they will be selected from distinguished universities or other institutions with exemplary programs or faculty in the relevant field, preferably from those in the top twenty-five in that discipline. If exceptions to this guideline are proposed, they must be justified in the initial request to the Dean.
  10. Biographical information on reviewers. To keep the size of electronic files to a minimum, please do not include reviewers’ curriculum vitae; rather, submit a brief paragraph or biosketch on each.
  11. All correspondence with reviewers, including emails.
  12. Draft promotion letter.
  13. Additional materials. To keep the size of electronic files to a minimum, please prepare a separate PDF for appendices (i.e., publications).  These materials should be listed in the Table of Contents.

Promotion Process

  • All dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean’s Office.
  • The Dean’s Office conducts an administrative review, then provides the Department packet to the School of Medicine’s Office of Faculty Affairs (OFA), for review by the FAPC and then by the ECEF.
  • The OFA then provides the results of the FAPC and ECEF reviews to the Dean.
  • The Dean reviews all materials, and if the review is positive, provides to the Provost’s Office the Dean’s recommendation to promote, which includes the candidate’s appointment history (specific dates), results of the FAPC and ECEF reviews, and all materials submitted by the Department.
  • If the Provost’s review is positive, the Provost provides to the Chancellor’s Office all materials submitted to the Provost by the Dean, and the Provost’s approval to promote.
  • If the Chancellor’s review is positive, the Provost’s Office notifies the Dean of the decision. The Dean then notifies the Department.

The Department Chair notifies the faculty member.

  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office.

New Appointments: Instructor or Assistant Professor, Associate and Full Professor
Reappointments: All Ranks
Promotions: All Ranks

 

New Appointments - Instructor or Assistant Professor

Origination of New Appointments

  • Initial appointment at the Instructor or Assistant Professor level on the Educator Track originates in the Department, and the Chair forwards the dossier to the Dean.  If the Dean makes a positive decision for appointment of an individual on the Educator Track, the dossier is forwarded to the Provost for approval.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the appointment.
  2. Candidate’s curriculum vitae.
  3. Three letters of recommendation.
  4. Draft appointment letter.
  5. Results from department faculty vote, if applicable.

Appointment Process

  • For non-institutional funded appointments, all dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean’s Office. 
  • ONLY when using institutional funds, should materials be submitted to the Dean’s Office via the RedCap Request for New Faculty Appointment Site.  The Department Chair’s assistant enters the initial information and forwards the code number generated by RedCap to the Dean’s Office.  Hard copies of the documents should also be submitted to the Dean’s Office.
  • The Dean’s Office verifies documentation from the Department.  If the Dean’s review is positive, the Dean’s recommendation to appoint and the Department materials are forwarded to the Provost’s Office.
  • If the Provost approves the appointment, the Dean communicates the decision to the Department Chair.
  • The Department Chair sends an appointment letter to the candidate.
  • Once the process is complete, all documentation is entered into the Faculty Information System (FIS) by the Dean’s Office.

New Appointments - Associate and Full Professor

Origination of New Appointments

  • Appointment of an Associate or a Full Professor from outside Vanderbilt on the Educator Track originates with the Department, and the Chair forwards the dossier to the Dean for administrative review. Following positive review, the dossier is advanced for evaluation to the Faculty Appointments and Promotions Committee (FAPC). The dossier is then advanced to the Dean for final evaluation. If the Dean’s decision is positive, the dossier is advanced to the Provost for approval.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the appointment.
  2. Candidate’s curriculum vitae.
  3. Five letters of recommendation.
  4. Results from Department faculty vote, if applicable.  These could be incorporated into the Department Chair’s letter to the Dean.
  5. Draft appointment letter.
  6. Documentation of teaching effectiveness.

Appointment Process

  • For non-institutional funded appointments, all dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean’s Office. 
  • ONLY when using institutional funds, should materials be submitted to the Dean’s Office via the RedCap Request for New Faculty Appointment Site.  The Department Chair’s assistant enters the initial information and forwards the code number generated by RedCap to the Dean’s Office.  Hard copies of the documents should also be submitted to the Dean’s Office.
  • The Dean’s Office conducts an administrative review, then provides the dossier to the School of Medicine’s Office of Faculty Affairs (OFA) for evaluation by the FAPC.
  • The OFA then provides the results of the FAPC review to the Dean.
  • The Dean reviews all materials, and if the review is positive, provides to the Provost’s Office the Dean’s recommendation to appoint, results of the FAPC review, and all materials submitted by the Department.
  • If the Provost’s review is positive, the Dean communicates the decision to the Department Chair.
  • The Department Chair sends an appointment letter to the candidate.
  • Once the process is complete, all documentation is entered into the Faculty Information System (FIS) by the Dean’s Office.

Reappointments - All Ranks

Minimum Required Documents for Reappointment Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the reappointment.
  2. Candidate’s curriculum vitae in the School of Medicine format.
  3. Report from the department faculty, if applicable.
  4. Draft reappointment letter.
  5. Additional notes can be added as needed.

Reappointment Process

  • The Department Chair submits a request for reappointment and all required documents via the Faculty Appointment System (FAS) to the Dean for evaluation.
  • If the evaluation is positive, the Dean’s reappointment request and the relevant documents are forwarded to the Provost’s Office for approval.
  • If approved, the Provost communicates the decision to the Dean who notifies the Department Chair.
  • The Department Chair notifies the faculty member.

Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office

Promotions - All Ranks

Origination of Promotions

  • Promotion of individuals on the Educator Track is initiated by the Department, and the Chair forwards the dossier to the Dean for administrative review. Following positive review, the dossier is advanced by the Dean’s Office for evaluation to the Faculty Appointments and Promotions Committee (FAPC), then to the Executive Committee of the Executive Faculty (ECEF), and then back to the Dean for a final evaluation.  If the Dean’s evaluation is positive, the dossier is advanced by the Dean’s Office to the Provost for approval.
  • If the FAPC does not support the promotion, the dossier is returned to the Dean. In this case, the Department Chair may appeal the decision to the ECEF. If the ECEF does not support the promotion, the Department Chair may appeal through a process outlined in the Faculty Manual.
  • There are no time limits for promotions on the Educator Track.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the promotion.
  2. Candidate’s curriculum vitae in the School of Medicine format.
  3. Three letters of recommendation for promotion of Instructor to Assistant Professor, five letters of recommendation for all higher ranks.
  4. Three trainee/teaching letters.
  5. Critical References.
  6. Documentation of teaching effectiveness.
  7. Draft promotion letter

Promotion Process

  • All dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean’s Office.
  • The Dean’s Office conducts an administrative review, then provides the Department packet to the School of Medicine’s Office of Faculty Affairs (OFA), for review by the FAPC and then by the ECEF.
  • The OFA then provides the results of the FAPC and ECEF reviews to the Dean.
  • The Dean reviews all materials, and if the review is positive, the Dean provides to the Provost’s Office the Dean’s recommendation to promote, which includes the candidate’s appointment history (specific dates), results of the FAPC and ECEF reviews, and all materials submitted by the Department.
  • If the Provost’s review is positive, the Dean communicates the decision to the Department Chair.
  • The Department Chair notifies the faculty member.

Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office.

New Appointments: All Ranks
Reappointments: All Ranks
Promotions: All Ranks
 

New Appointments - All Ranks

Origination of New Appointments

  • Initial appointment on the Research Track originates in the Department, and the Chair forwards the dossier to the Dean. If the Dean makes a positive decision for an individual on the Research Track, the dossier is forwarded by the Dean’s Office to the Provost for record-keeping.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the appointment.
  2. Candidate’s curriculum vitae.
  3. Draft appointment letter.
  4. Three letters of recommendation.

Appointment Process

  • For non-institutional funded appointments, all dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean’s Office. 
  • ONLY when using institutional funds, should materials be submitted to the Dean’s Office via the RedCap Request for New Faculty Appointment Site.  The Department Chair’s assistant enters the initial information and forwards the code number generated by RedCap to the Dean’s Office.  Hard copies of the documents should also be submitted to the Dean’s Office.
    • For those on the Research Track, the Dean is the final sign-off; demographic data are shared with the Provost’s Office for benchmarking purposes.
    • Following approval, the Dean informs the Department Chair who then sends the appointment letter to the candidate.
  • Once the process is complete, documentation is entered into the Faculty Information System (FIS) by the Dean’s Office.

Reappointments - All Ranks

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the reappointment.
  2. Candidate’s curriculum vitae in the School of Medicine format.
  3. Notes or comments from the Department Chair.
  4. Draft reappointment letter.

Reappointment Process

  • The Department Chair submits a request for reappointment and all required documents via the Faculty Appointment System (FAS) to the Dean for evaluation.
  • If the evaluation is positive, the reappointment is approved by the Dean.
  • The Dean notifies the Department Chair who notifies the faculty member.
  • Information is forwarded to the Provost’s office for record keeping.
  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office.

 

Promotions - All Ranks

Origination of Promotions

  • Promotion of individuals on the Research Track from Instructor to Assistant Professor, from Assistant to Associate Professor, or from Associate to Full Professor are initiated by the Department, and the Chair forwards the dossier to the Dean for evaluation.  If the evaluation is positive, the promotion is approved by the Dean, and the Dean forwards the information to the Provost’s office for record-keeping.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the promotion..
  2. Request to promote/nomination letter from mentor (if not included in the request to promote from the Department Chair).
  3. Three letters of recommendation.
  4. Draft promotion letter.
  5. Candidate’s curriculum vitae in the School of Medicine format.

Promotion Process

  • All dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean’s Office.
  • If the evaluation is positive, the promotion is approved by the Dean.
  • The Dean’s Office notifies the Department Chair who notifies the faculty member.
  • Information is forwarded to the Provost’s office for record keeping.
  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office.

New Appointments: All Ranks
Reappointments: All Ranks
 

New Appointments - All Ranks

Origination of New Appointments

  • Initial part-time, adjunct, and voluntary appointments originate in the Department, and the Chair forwards the dossier to the Dean. If the Dean makes a positive decision, the dossier is forwarded by the Dean’s Office to the Provost for record-keeping.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the appointment.
  2. Candidate’s curriculum vitae.
  3. Draft appointment letter.

Appointment Process

  • All dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean’s Office.
    • For part-time, adjunct, and voluntary appointments, the Dean is the final sign-off; demographic data are shared with the Provost’s Office for benchmarking purposes.
    • Following approval, the Dean’s Office informs the Department Chair who then sends the appointment letter to the candidate.
    • Information is forwarded to the Provost’s Office for record keeping.
  • Once the process is complete, the information is entered into the Faculty Information System (FIS) by the Dean’s Office.

Reappointments - All Ranks

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the reappointment.
  2. Candidate’s curriculum vitae in the School of Medicine format.
  3. Notes or comments from the Department Chair.
  4. Draft reappointment letter.

Reappointment Process

  • The Department Chair submits a request for reappointment and all required documents via the Faculty Appointment System (FAS) to the Dean for evaluation.
  • If the evaluation is positive, the reappointment is approved by the Dean.
  • Following approval, the Dean’s Office informs the Department Chair who then notifies the faculty member.
  • Information is forwarded to the Provost’s office for record keeping.
  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office.

New Appointments and Reappointments - All Ranks

Origination of New Appointments and General Information

  • Requests for secondary appointments in the Basic Sciences originate with the Chair of the faculty member’s secondary appointment Department.
  • In general, secondary appointments should run concurrently with the primary appointment; typically they will begin July 1 and end June 30, if the faculty member is not tenured.  Tenured faculty appointments have no end date.

Minimum Required Documents Provided by the Department to the Dean

  1. A memo to the Dean signed by both primary and secondary Department Chairs, requesting the appointment.
  2. Candidate’s curriculum vitae in the School of Medicine format.
  3. Any other relevant information.

Appointment Process

  • The Department Chair requesting the secondary appointment submits the request to the Dean for evaluation and approval.
  • Following approval, the Dean’s Office informs the Chairs of both Primary and Secondary departments who inform the faculty member of the approval.
  • Once the process is complete, the information is entered in the Faculty Information System (FIS) by the Dean’s Office.

Reappointment Process

  • The Department Chair requesting a secondary appointment submits a request for reappointment via the Faculty Appointment System (FAS) to the Dean for evaluation.
  • If the evaluation is positive, the reappointment is approved by the Dean.
  • Following approval, the Dean’s Office informs the Chairs of both Primary and Secondary departments, who inform the faculty member of the approval. 
  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office.

Appointment to Endowed Chairs

General Information

  • Members of the Executive Faculty (department chairs and center directors) may nominate an individual for an endowed chair.  The nomination should be provided in writing to the Dean, Basic Sciences.  The letter should provide not only the qualifications of the individual, but other circumstances impacting upon the recommendation, including matters of retention, recruitment, or promotion. In addition, any restrictions on the chair fund should be noted, and the qualifications of the individual to satisfy these restrictions should be mentioned.
  • Faculty at other institutions must be recruited to Vanderbilt before they can be nominated to occupy an endowed chair; however, for individuals under recruitment to Vanderbilt who will likely be nominated to occupy an endowed chair upon joining the faculty, letters of support obtained in the process of appointment to the faculty may be utilized also for the process of appointment to the endowed chair.
  • The nominator should recommend to the Dean the names of at least seven faculty members to serve on an endowed chair review committee. The Dean will consider these recommendations in appointing a committee of up to five members. The committee membership will usually comprise associate professors and full professors holding an endowed chair.  No more than two of the committee members may be from the nominator’s or candidate’s primary department. It is desirable that committees should include women and underrepresented minorities, and faculty from both clinical and basic science departments. The Executive Faculty member nominating the individual will not serve on the review committee.
  • The Dean will name the committee chair and send a memorandum to the appointed committee members asking them to serve and providing the review committee’s charge.
  • The review committee will receive no fewer than five letters in support of the nominee from the nominator or will solicit such letters. No more than two of these letters may be from members of the Vanderbilt faculty. Any letter solicited in support of the candidate’s appointment to the Vanderbilt faculty or in support of promotion as a Vanderbilt faculty member may be utilized to endorse a nomination for an endowed chair so long as the letter was written within three years of the date upon which the endowed chair will become effective. Within three months of its appointment and charge, the committee will send a report to the Dean.

Minimum Required Documents Provided by the Committee to the Dean

  1. Summary information of the committee’s assessment of the nominee(s)
  2. In cases where there is more than one candidate nominated, a rank order of candidates with rationale for the ranking.

Appointment Process

  • The findings of the review committee will be evaluated by the Dean.  In the event that the review committee endorses the nomination and the Dean concurs, the Dean will send a memo to the Provost, summarizing the findings of the committee, and recommending a nominee for appointment to the endowed chair. If the final nominee chosen by the Dean differs from the recommendation of the review committee, an explanation must be provided.
  • The Provost’s Office forwards the recommendation to the Vice Chancellor for Development and Alumni Relations for verification of funds.  Once verification has been received, the recommendation is then sent to the Provost and the Chancellor for final approval.
  • The Dean’s Office informs the nominee of the appointment.
  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office.
  • Typically holders of endowed chairs are reviewed every seven years at the discretion of the Dean. A current curriculum vitae and endorsement of the Department Chair should be submitted to the Dean for this purpose.

Nominating Retiring or Tenured Faculty for Emerita or Emeritus Status

Recommendations to award emerita or emeritus status to retiring, tenured members of your faculty must be received in John Geer's office by 5:00 p.m., February 17, 2016. Part II, Chapter 1, Section D in the online Faculty Manual states:

                  “A tenured faculty member who has served the University with distinction
                  over a period of years and who remains upon active status until retirement
                  may, upon the recommendation of the appropriate Dean, the Provost or
                  Vice Chancellor for Health Affairs, and the Chancellor, be awarded the title of
                  emeritus or emerita by action of the Board of Trust.”
 
Guidelines for submitting recommendations may be found in the Faculty Manual.
 
Recommendations should be accompanied by a biographical statement of some 325-350 words citing the faculty member’s contributions to the University and the academic world in teaching, scholarship, and service.
 
Please send your recommendations directly to Danielle Certa, Administrative Manager for Faculty, via e-mail (atdanielle.certa@vanderbilt.edu), or send your hard copy to her attention in 105 Kirkland Hall, attention John G. Geer, Vice Provost for Academic and Strategic Affairs.

New Appointments - All Ranks

General Information

  • The status of “Emeritus/Emerita” recognizes tenured faculty who end full-time service to the University.
  • A tenured faculty member who has served the University with distinction for an extended period of time, and who remains on active status up to the time of retirement is eligible for Emeritus/Emerita status.
  • Appointment to Emeritus/Emerita status is initiated by the Department Chair, and approved by the Dean, Provost, Chancellor, and Board of Trust

Appointment Process

  • Awarding of Emeritus/Emerita status is initiated by the Department Chair, who provides to the Dean a curriculum vitae for the candidate along with a 250-300 word biography outlining his/her contributions to the University and the academic world in teaching, scholarship, and service.
  • In general, these documents should be received prior to 5:00 P.M. on February 26th of the intended retirement year.
  • Upon approval, the Dean forwards the documentation to the Provost, who then conveys the request to the Chancellor, and the Board of Trust.
  • Upon approval of the Board of Trust, the Chancellor notifies the Dean, who informs the Department Chair and the candidate .
  • Public recognition of Emeritus/Emerita status is made at Commencement at the end of the academic year.
  • Once the process is complete, all updated information is entered into the Faculty Information System (FIS) by the Dean’s Office.

New Appointments - All Ranks

General Information

  • The title of “Retired Faculty” recognizes faculty who end full-time service to the University but do not qualify for Emeritus/Emerita status.
  • A faculty member who has served the University for an extended period of time, contributed to the mission of the institution, and is in good standing at the time of retirement is eligible for Retired status.
  • Appointment to Retired status is initiated by the Department Chair, and approved by the Dean and Provost.
  • Faculty who have already retired may initiate the process by contacting the current Chair of the Department in which they served.
  • Faculty granted Emeritus/Emerita status may not be appointed to Retired status.

Appointment Process

  • Prior to the date of retirement, or in response to a request from an already retired faculty member, the Department Chair should submit a letter to the Dean requesting that the candidate faculty member receive the status of Retired. The letter should outline how the faculty member meets the specified criteria.
  • The Dean reviews the request, and if approved, forwards it to the Provost for approval.
  • Upon approval, the Dean notifies the Department Chair who then notifies the faculty member.
  •  Once the process is complete, all updated information is entered into the Faculty Information System (FIS) by the Dean’s Office.

Additional Information

  • Once approved, all appointment information (new appointment, reappointment, promotion, or appointment to an endowed chair) is entered by the Dean’s Office in the Faculty Information System (FIS).
  • The actions that go to the Board of Trust are appointments and promotions that carry tenure - e.g., promotion of an Assistant to Associate Professor with tenure. This includes recruitment of someone from outside who will have tenure at Vanderbilt. The Executive Committee of the Board can execute these actions. This committee meets more frequently than the full Board. These actions must first be approved by the Provost, then by the Chancellor, before being submitted to the Board for final approval.
  • Award of Emeritus status is made by the Board, following review and approval by the Dean, Provost, and Chancellor.
  • All other actions such as appointments and promotions without tenure go to the Provost and, in cases as defined above, to the Chancellor.