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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.

Appointment checklists and forms for recruitment, promotion, appointments, letters of recommendation, and references can be accessed from the lower side-bar on the right side of this page.

Investigator (Tenure Track and Tenured)

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

Click on the links below to view or download documents.

 

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 Associate Dean for Faculty Development.  If the Associate Dean and Dean approve the dossier, it is forwarded to the Provost for approval. 

Minimum Required Documents Provided by the Department to the Associate Dean:

  1. Letter from the Department Chair requesting the appointment.
  2. Draft of the offer letter, which must include the identification of Faculty Mentoring Committee members and funding plan.
  3. Three letters of recommendation.
  4. Candidate’s current curriculum vitae, formatted as shown here.
  5. Report of Recruitment must be complete.
  6. Draft appointment letter, submitted in a Word document.
  7. Authorized confirmation of background check (Code #82322).
  8. Faculty Information Form.

Appointment Process:

  • All 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 Staff.
  • The Dean’s Office Staff verifies documentation received from the Department and forwards it on to both the Dean and Associate Dean.  
  • If the Dean and Associate Dean’s reviews are positive, a recommendation to appoint letter and the Department materials are forwarded to the Provost’s Office via RedCap submission by the Dean’s Office Staff. 
  • If the Provost approves the appointment, the Dean’s Office is notified and communicates the decision to the Department Chair.
  • The Department Chair sends the offer letter to the candidate.
  • Once a copy of the signed offer letter is received in the Dean’s Office, the Dean and Associate Dean generate an appointment letter. 
  • The appointment letter is sent to the Department Chair for distribution.
  • Once the process is complete, all documentation is entered into the Faculty Information System (FIS).

 

New Appointments - Associate and 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 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), and submitted to the Dean for a 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. Draft of the offer letter.
  3. Candidate’s Statement of Accomplishments (must be 300-500 words).
  4. 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.  The recommendation letters should be submitted to the Dean’s Office by the Department electronically, (PDF), and hard copy form.  No more than 2 of the letters may be from the candidate’s current institution.  Additional letters from Vanderbilt faculty can be submitted, but will not count toward the 6 required letters.
  5. Two to three letters of recommendation from previous trainees.
  6. Critical References form (download Word file here).
  7. Documentation of Teaching form (download Word file here).
  8. Candidate’s current curriculum vitae, as detailed here.
  9. Report of Recruitment form (download Word file here).
  10. Results from faculty vote, if applicable.
  11. Draft appointment letter, submitted in a Word document.
  12. Authorized confirmation of background check (Code #82322).
  13. Faculty Information Form.

Appointment Process:

  • All required documents are submitted to the Dean’s Office Staff via hard copy.
  • The Dean’s Office Staff and the Associate Dean conduct 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’s Staff.
  • The Dean reviews all materials, and if the review is positive, provide to the Provost’s Office the Dean’s recommendation letter to appoint 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 Associate Dean’s Office Staff 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’s Office communicates the decision to the Department Chair.
  • The Department Chair sends the offer letter to the candidate.
  • Once a copy of the signed offer letter is received in the Dean’s Office, an appointment letter is generated. 
  • The appointment letter is sent to the Department Chair for distribution.
  • Once the process is complete, all documentation is entered into the Faculty Information System (FIS) by the Associate Dean’s Office Staff.

Reappointments - Assistant Professor

Probationary Period to Tenure

  • The first reappointment period is typically for three years; the next reappointment period(s) may be for one, two, or three years, at the recommendation of the Department Chair and discretion of the Dean, and based on the progress of the candidate towards tenure.
  • Reappointments 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 that has also been signed by the faculty member.  The Mentoring Committee Report form (download Word file here) is the ideal way to meet the criteria.

Minimum Required Documents Provided by the Department to the Dean:

  1. Letter from the Department Chair requesting the reappointment.
  2. Statement of tenure progress along with communication to the faculty member regarding mentoring and recommended progress.  The report must have signature and date lines showing all parties have reviewed and received the report. Ideally it is separate from the Department Chair letter and provides a detailed report from the candidates Mentoring Committee regarding their progress. The template (download Word file here) for the Mentoring Committee Report, provided by the Associate Dean for Faculty Development, may be used for this purpose.
  3. Documentation of Funding form (download Excel file here) or a single e-mail from either the Assistant Dean of Research & Core Operations (POD 2) or the Assistant Dean of Administrative Operations (POD 3), approving the availability of funds.
  4. Candidate’s current curriculum vitae, formatted as shown here.
  5. Draft reappointment letter, submitted in a Word document.

Reappointment Process

  • The Department Chair submits a request for reappointment and all required documents to the Dean for evaluation, via the Faculty Appointment System (FAS).
  • If the initial evaluation is positive, the Dean’s Staff “approves” the reappointment request in FAS.  The request will automatically be sent to the Dean.
  • If the evaluation by the Dean is positive, the Dean “approves” the reappointment request in FAS. The request will automatically be forwarded to the Provost’s Office for approval.
  • If approved by the Provost, the Provost’s office staff will “approve” the request in FAS. 
  • The reappointment request in FAS will automatically be sent back to the Dean’s office staff for “final approval”.
  • Upon “final approval” in FAS, FAS will automatically generate a letter that is sent directly to the faculty member with copies going to the department chair and other relevant persons.  
  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office Staff.

Promotions - Assistant Professor to Associate 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 date of the end of the probationary period should be stated in the offer letter.
  • 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.  It is strongly recommended that the dossier be submitted to Dean’s Office at least 6 weeks prior to this deadline to allow time for processing and any necessary additions/changes.

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

  1. Table of Contents Page.
  2. Letter from the Department Chair requesting the promotion.  When appropriate, the letters should be co-signed by a Center Director.
  3. Candidate’s Statement of Accomplishments (must be 300–500 words).
  4. Minimum of six letters of recommendation.  These letters must come from a list of external reviewers compiled by the faculty candidate (at least 3 letters) and the department (at least 3 letters).  Although the University is obliged to use names from the candidates list, candidates should be advised in advance about the characteristics of reviewers that will make them most credible to those who assess the file. Official requests for these letters must come from the Department, not the candidate. When making the request, please use this document to provide our criteria for promotion to the letter writers. Letters suggested by the department must be different from those suggested by the faculty candidate. Reviewers must have appointments at the rank of professor.  They must be leading scholars in their fields, with minimal connection to the candidate. 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 these guidelines are proposed, they must be justified in the initial request to the Dean. Guidelines for letters of evaluation are provided as per the School of Medicine Office of Faculty Affairs. Letters from other Vanderbilt faculty members may be included in the dossier; however, they do not count toward the 6 required letters.  In addition to the actual letters, please also include:
    1. One (only one) example of the request sent to external reviewers.
    2. A completed Letters of Recommendation Table, see link below, indicating the names of external reviewers selected by the faculty candidate and by the department. You must complete the entire table including contact information for the external reviewers, whether they were invited, whether they said “yes”, and whether a letter was received and included in the packet.  Template tables can be found here (download Word version here).
    3. Biographical information on external reviewers from who letters were received. To keep the size of electronic files to a minimum, please do not include reviewers’ curriculum vitae; rather, submit a brief paragraph or bio-sketch on each.
    4. All correspondence with reviewers, including emails.
  5. Two to three letters of recommendation from previous trainees.
  6. Three to five selected article reprints.
  7. Critical References form (download Word version here).
  8. Documentation of Teaching form (download Word version here).
  9. Candidate’s current curriculum vitae, formatted as shown here.
  10. Recommendation of the tenured professors or promotions committee of the nominating department.
    1. Include any report from a departmental evaluation committee to the tenured faculty, including the outcome of a vote, if applicable.
    2. Include a summary of the tenured professors’ discussion of the candidate’s accomplishments and promise in research, teaching, and service.
  11. Draft promotion letter, in a Word document form.

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 Associate Dean for Faculty Development and Dean review all materials, and if the review is positive, the Dean’s Office provides to the Provost’s Office the Dean’s recommendation letter to promote, which includes the candidate’s appointment history (specific dates), 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’s Office.
  • The Dean’s Office generates a letter of promotion and sends it to the Department Chair for distribution.
  • Once the process has been completed, the Dean’s Office updates the information in the Faculty Information System (FIS).

 

Promotions - Associate Professor to Full 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.  This promotion does not require Board of Trust approval, unless it also includes a new tenure decision.
  • 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. Table of contents page.
  2. Letter from the Department Chair requesting the promotion.  When appropriate, the letters should be co-signed by a Center Director.
  3. Candidate’s Statement of Accomplishments (must be 300-500 words).
  4. Minimum of six letters of recommendation.  These letters must come from a list of external reviewers compiled by the faculty candidate (at least 3 letters) and the department (at least 3 letters).  Although the University is obliged to use names from the candidates list, candidates should be advised in advance about the characteristics of reviewers that will make them most credible to those who assess the file (LINK #5A). Official requests for these letters must come from the Department, not the candidate. Letters suggested by the department must be different from those suggested by the faculty candidate. Reviewers must have appointments at the rank of professor.  They must be leading scholars in their fields, with minimal connection to the candidate. 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 these guidelines are proposed, they must be justified in the initial request to the Dean. Guidelines for letters of evaluation are provided as per the School of Medicine Office of Faculty Affairs. Letters from other Vanderbilt faculty members may be included in the dossier; however, they do not count toward the 6 required letters.  In addition to the actual letters, please also include:
    1. One (only one) example of the request sent to external reviewers.
    2. A completed Letters of Recommendation Table (download the Word version here) indicating the names of external reviewers selected by the faculty candidate and by the department. You must complete the entire table including contact information for the external reviewers, whether they were invited, whether they said “yes”, and whether a letter was received and included in the packet.
    3. Biographical information on external reviewers from who letters were received. To keep the size of electronic files to a minimum, please do not include reviewers’ curriculum vitae; rather, submit a brief paragraph or bio-sketch on each.
    4. All correspondence with reviewers, including emails.
  5. Two to three letters of recommendation from previous trainees.
  6. Three to five selected article reprints.
  7. Critical References form (download the Word version here).
  8. Documentation of Teaching form (download the Word version here).
  9. Candidate’s curriculum vitae, formatted as shown here.
  10. Recommendation of the tenured professors.
    1. Include any report from a departmental evaluation committee to the tenured faculty.
    2. Include a summary of the tenured professors' discussion of the candidate’s accomplishments and promise in research, teaching, and service.
  11. Draft of the promotion letter, in a Word document form.

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 Associate Dean for Faculty Development and the Dean review all materials, and if the review is positive, the Dean’s Office provides to the Provost’s Office the Dean’s recommendation letter to promote, which includes the candidate’s appointment history (specific dates), 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.  Although not common for promotion from Associate to Full Professor, only when a promotion carries tenure does the Chancellor’s Office provide all materials to the Board of Trust for final approval.
  • If the Chancellor approves, the Provost’s Office notifies the Dean’s Office.
  • The Dean’s Office generates a letter of promotion and sends it to the Department Chair for distribution.
  • Once the process has been completed, the Dean’s Office updates the information in the Faculty Information System (FIS).

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

Click on the links below to view or download documents.

 

New Appointments - Instructor

Origination of New Appointments

  • Initial appointment at the Instructor level on the Educator track originates in the Department, and the Chair forwards the dossier to the Dean.  Following positive review from the Dean, the Dean’s Office notifies the Department Chair of the decision.  The Department Chair communicates the decision to their faculty.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the appointment.
  2. Draft of the Offer Letter, which must include the identification of Faculty Mentoring Committee members and funding plan. 
  3. Three letters of recommendation.
  4. Documentation of Funding form (download Word version here) or a single e-mail from either the Assistant Dean of Research & Core Operations (POD 2) or the Assistant Dean of Administrative Operations (POD 3), approving the availability of funds.
  5. Candidate’s curriculum vitae.
  6. Report of Recruitment must be complete (download Word version here).
  7. Draft appointment letter, submitted in a Word document.
  8. Authorized confirmation of background check (Code #82322).
  9. Results from department faculty vote, if applicable.
  10. Faculty Information Form.

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.
    • For Instructor appointments on the Educator Track, the Dean is the final sign-off.
    • Following approval, the Dean informs the Department Chair who then sends an offer letter to the candidate.
    • When the Dean receives a copy of the signed offer letter, the Dean’s Office generates an Appointment Letter, which is sent to the Department for distribution.
  • Once the process has been completed, the Dean’s Office updates the information in the Faculty Information System (FIS).

 

New Appointments - Assistant Professor

Origination of New Appointments

  • Initial appointment at the 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. Draft of the Offer Letter, which must include the identification of Faculty Mentoring Committee members and funding plan. 
  3. Three letters of recommendation.
  4. Documentation of Funding form (download Word version here) or a single e-mail from either the Assistant Dean of Research & Core Operations (POD 2) or the Assistant Dean of Administrative Operations (POD 3), approving the availability of funds.

  5. Candidate’s curriculum vitae.
  6. Report of Recruitment must be complete (download Word version here).
  7. Draft appointment letter, submitted in a Word document.
  8. Authorized confirmation of background check (Code #82322).
  9. Results from department faculty vote, if applicable.
  10. Faculty Information Form.

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 offer letter to the candidate.
    • When the Dean receives a copy of the signed offer letter, the Dean’s Office generates an Appointment Letter, which is sent to the Department for distribution.
  • 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. Draft of the Offer Letter.
  3. Six letters of recommendation. For faculty being recruited from outside Vanderbilt, the letters may be submitted after the request to hire has been approved by the Provost, to enable negotiations to proceed quickly.  The recommendation letters should be submitted to the Dean’s Office by the Department electronically, PDF, and hard copy form.  No more than 2 of the letters may be from the candidate’s current institution.  Additional letters from Vanderbilt faculty can be submitted, but will not count toward the 6 required letters.
  4. Two to three letters of recommendation from previous trainees.
  5. Critical References form (download Word version here).
  6. Documentation of Teaching form (download Word version here).
  7. Documentation of Funding form (download Excel version here) or a single e-mail from either the Assistant Dean of Research & Core Operations (POD 2) or the Assistant Dean of Administrative Operations (POD 3), approving the availability of funds.

  8. Candidate’s current curriculum vitae, as formatted here.
  9. Report of Recruitment form (download Word version here).
  10. Draft appointment letter, submitted in a Word document.
  11. Authorized confirmation of background check (Code #82322).
  12. Faculty Information Form.

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 offer letter to the candidate.
    • When the Dean receives a copy of the signed offer letter, the Dean’s Office generates an Appointment Letter, which is sent to the Department for distribution.
  • Once the process is complete, all documentation is entered into the Faculty Information System (FIS) by the Dean’s Office.

Reappointments - All Ranks

Origination of Reappointments

  • Reappointments for Instructors on the Educator Track are usually one-year appointments.  All other ranks can be one to three year appointments.  Reappointments for all ranks on the Educator Track originate with the Department.  The Department Chair forwards the dossier to the Dean’s Office for administrative review.  Following positive review, the Dean’s Office forwards the dossier to the Provost.  The Provost’s Office communicates the decision to the Dean.  The Dean’s Office notifies the Department Chair of the decision and the Chair communicates the decision to their faculty.

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

  1. Letter from the Department Chair requesting the reappointment.
  2. Documentation of Funding form (download Excel version here) or a single e-mail from either the Assistant Dean of Research & Core Operations (POD 2) or the Assistant Dean of Administrative Operations (POD 3), approving the availability of funds.
  3. Candidate’s curriculum vitae, as formatted here.
  4. Draft reappointment letter, submitted in a Word document.
  5. Report from the department faculty, if applicable.

Reappointment Process

  • The Department Chair submits a request for reappointment and all required documents to the Dean for evaluation, via the Faculty Appointment System (FAS).
  • If the initial evaluation is positive, the Dean’s Staff “approves” the reappointment request in FAS.  The request will automatically be sent to the Dean.
  • If the evaluation by the Dean is positive, the Dean “approves” the reappointment request in FAS. The request will automatically be forwarded to the Provost’s Office for approval.
  • If approved by the Provost, the Provost’s office staff will “approve” the request in FAS. 
  • The reappointment request in FAS will automatically be sent back to the Dean’s office staff for “final approval”.
  • Upon “final approval” in FAS, FAS will automatically generate a letter that is sent directly to the faculty member with copies going to the department chair and other relevant persons.  
  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office Staff.

Promotions - Instructor to Assistant Professor

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 review and approval.
  • 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. Three letters of recommendation for promotion (download guidelines).
  3. Documentation of Funding form (download Excel version here) or a single e-mail from either the Assistant Dean of Research & Core Operations (POD 2) or the Assistant Dean of Administrative Operations (POD 3), approving the availability of funds.
  4. Candidate’s curriculum vitae, as formatted here.
  5. Draft promotion letter, submitted in a Word document.

Promotion Process

  • All dossier documents should be submitted in both electronic (PDF) and hard copy forms to the Dean’s Office.
  • If the Dean’s evaluation is positive, the promotion is approved.
  • The Dean’s Office Staff notifies the Department Chair who notifies the faculty member.
  • Once the process has been completed, the Dean’s Office updates the information in the Faculty Information System (FIS).

 

Promotions - Assistant to Associate Professor

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 review and approval.
  • There are no time limits for promotions on the Educator track.

Minimum Required Documents Provided by the Department to the Dean

  1. Table of Contents.
  2. Letter from the Department Chair requesting the promotion.
  3. Six letters of recommendation for promotion (download guidelines).
  4. Two to three letters of recommendation for Teaching Effectiveness.
  5. Critical Reference form (download Word version here).

  6. Documentation of Teaching form (download Word version here). 

  7. Documentation of Funding form (download Excel version here) or a single e-mail from either the Assistant Dean of Research & Core Operations (POD 2) or the Assistant Dean of Administrative Operations (POD 3), approving the availability of funds.
  8. Candidate’s curriculum vitae, as formatted here.
  9. Draft promotion letter, submitted in a Word document.

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 will be updated in the Faculty Information System, (FIS), by the Dean’s Office.

 

Promotions - Associate Professor to Full Professor

Origination of Promotions

  • Promotion of an 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.  The Provost communicates the decision to the Dean.  Following all approvals, the Dean’s Office generates a letter of promotion and sends it to the Department Chair for distribution.
  • 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.

Minimum Required Documents Provided by the Department to the Dean

  1. Table of Contents.
  2. Letter from the Department Chair requesting the promotion.
  3. Six letters of recommendation for promotion. Please see standard for promotion guidelines.  Please use this table to provide contact information for individuals contacted for letters. When making the request, please use this form to provide our criteria for promotion to the letter writers.
  4. Two to three letters of recommendation for Teaching Effectiveness.
  5. Critical Reference form (download Word version here).

  6. Documentation of Teaching form (download Word version here).

  7. Documentation of Funding form (download Excel version here) or a single e-mail from either the Assistant Dean of Research & Core Operations (POD 2) or the Assistant Dean of Administrative Operations (POD 3), approving the availability of funds.

  8. Candidate’s curriculum vitae, as formatted here.
  9. Draft promotion letter, submitted in a Word document.

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 will be updated in the Faculty Information System, (FIS), by the Dean’s Office.

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

Click on the links below to view or download documents.

 

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’s Office for administrative review.  Following positive review from the Dean, the Dean’s Office notifies the Department Chair of the decision.  The Department Chair communicates the decision to their faculty.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the appointment. 
  2. Draft offer letter.
  3. Mentorship information.
  4. Three letters of recommendation.  These letters can be from individuals within or from outside Vanderbilt University.
  5. Documentation of Funding form (download Excel version here) or a single e-mail from either the Assistant Dean of Research & Core Operations (POD 2) or the Assistant Dean of Administrative Operations (POD 3), approving the availability of funds.
  6. Candidate’s curriculum vitae in SOM format.
  7. Draft appointment letter.
  8. Authorized confirmation of background check (Code #82322).
  9. Faculty Information Form.

Appointment Process

  • For non-institutional (grants) 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.  **If the Research Track faculty member is being hired by a new Investigator Track Assistant Professor from their Development Package, the materials DO NOT need to be submitted via RedCap.**  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.
    • Following approval, the Associate Dean informs the Department Chair who then sends an offer letter to the candidate.
    • When the Associate Dean receives a copy of the signed offer letter, the Dean’s Office generates an Appointment Letter, which is sent to the Department for distribution.
  • Once the process has been completed, the Dean’s Office updates the information in the Faculty Information System (FIS).

Reappointments - All Ranks

Origination of Reappointments

  • Reappointments, for Instructors on the Research Track, are usually one-year appointments.  All other ranks can be one to three year appointments.  The reappointment originates with the Department.  The Department Chair forwards the dossier to the Dean’s Office for administrative review.  Following positive review, the Dean’s Office notifies the Department Chair of the decision.  The Department Chair communicates the decision to their faculty.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the reappointment.
  2. Documentation of Funding form (download Excel version here) or a single e-mail from either the Assistant Dean of Research & Core Operations (POD 2) or the Assistant Dean of Administrative Operations (POD 3), approving the availability of funds.
  3. Candidate’s curriculum vitae in the School of Medicine format.
  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’s Office for evaluation.
  • If the evaluation by the Dean’s Office is positive, the reappointment is approved.
  • Once the appointment is finalized in FAS, the System generates a reappointment letter.
  • The Dean’s Office forwards the reappointment letter to the Department for distribution.

  • Once the process has been completed, the Dean’s Office updates the information in the Faculty Information System (FIS).

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.

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 to department chair.
  3. Three letters of recommendation.
  4. Documentation of Funding form (download Excel version here) or a single e-mail from either the Assistant Dean of Research & Core Operations (POD 2) or the Assistant Dean of Administrative Operations (POD 3), approving the availability of funds.
  5. Candidate’s curriculum vitae in the School of Medicine format.
  6. Recommendation of the tenured professors or promotions committee of the nominating department.
        a) Include any report from a departmental evaluation committee to the tenured faculty, including the outcome of a vote, if applicable.
       b) Include a summary of the tenured professors’ discussion of the candidate’s accomplishments and promise in research, teaching, and service.

       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.
  • If the Associate Dean’s evaluation is positive, the promotion is approved.
  • The Dean’s Office Staff notifies the Department Chair who notifies the faculty member.
  • Once the process has been completed, the Dean’s Office updates the information in the Faculty Information System (FIS).

 

New Appointments: All Ranks
Reappointments: All Ranks
 

Click on the links below to view or download documents.

 

New Appointments - All Ranks

Origination of New Appointments

  • Initial Part-Time, Adjunct and Adjoint appointments are typically one-year appointments.  The appointment originates in the Department, and the Chair forwards the dossier to the Dean. If the Dean makes a positive decision, the Dean’s Office notifies the Department Chair of the decision.  The Department Chair communicates the decision to their faculty.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the appointment.
  2. Candidate’s curriculum vitae in this format.
  3. Authorized confirmation of background check (Code #82322), if applicable.
  4. Draft appointment letter.
  5. Faculty Information Form.

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

Reappointments - All Ranks

Origination of Reappointments

  • Reappointments for Part-Time, Adjunct and Adjoint appointments are usually one-year appointments. The reappointment originates with the Department.  The Department Chair forwards the dossier to the Dean’s Office for administrative review.  Following positive review, the Dean’s Office notifies the Department Chair of the decision.  The Department Chair communicates the decision to their faculty.

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

Click on the links below to view or download documents.

 

New Appointments and Reappointments - All Ranks

NEW APPOINTMENTS

Origination of New Appointments and General Information

  • Requests for secondary appointments in the Basic Sciences originate with the department chair of the department requesting the secondary appointment. 
  • Request letters should have signatures from both the secondary chair and the primary chair.
  • Secondary appointments can be for 1-3 year terms.
  • In general, secondary appointments should run concurrently with the primary appointment.  Tenured faculty secondary appointments have no end date.****

Minimum Required Documents Provided by the Department to the Dean

  1. A letter addressed to the Dean requesting the secondary appointment, signed by both the Primary Department chair and the requesting Secondary Department Chair.
  2. Candidate’s curriculum vitae in the School of Medicine format.
  3. Any other relevant information.
  4. A draft appointment letter submitted in a Word document.

Appointment Process

  • The department chair requesting the secondary appointment submits all required documentation electronically to the Dean’s Office for evaluation and approval.
  • Following approval, the Dean’s Office staff generates an appointment letter which is sent to the chair of the requesting secondary department for distribution to the faculty’s primary department and to the faculty member.
  • Once the process is complete, the information is updated in the Faculty Information System (FIS) by the Dean’s Office Staff.

REAPPOINTMENTS

Origination of Reappointments

  • Reappointments are only for non-tenured faculty; once tenured, there is not an option to reappoint, however, at any time the secondary department chair can “depart” a faculty.  See NOTE below.****

  • Requests for VU secondary reappointments in the Basic Sciences originate with the department chair of the faculty member’s secondary appointment. 

  • Secondary VU faculty reappointments should be submitted to the Dean’s Office through the Faculty Reappointment System, FAS.

Minimum Required Documents Provided by the Department to the Dean

  1. A letter from the secondary department chair to the Dean requesting the secondary reappointment.  
  2. A copy of the primary department’s reappointment letter.
  3. An updated curriculum vitae in the School of Medicine format.
  4. Any other relevant information.
  5. A draft reappointment letter submitted in a Word document.

Reappointment Process

  • The department chair, requesting a secondary reappointment, submits all required documentation for reappointment through FAS to the Dean’s office staff for an administrative review.
  • Once the dossier is approved in FAS, it is sent on to the Dean for evaluation.
  • If the Dean’s evaluation is positive, the reappointment is approved in FAS by the Dean.
  • Following the Dean’s approval, the Dean’s Office staff completes the final approval process in FAS.
  • A reappointment letter is generated by FAS, which is sent to the chair of the secondary department for distribution to the primary department and to the faculty member. 
  • Once the process is complete in FAS, the Faculty Information System (FIS) will be updated automatically.  The Dean’s Office Staff verifies the reappointment in FIS.

Origination of VUMC Reappointments ****

  • Reappointment are only for non-tenured faculty; once tenured, there is not an option to reappoint, however, at any time the secondary department chair can “depart” a faculty.  See NOTE below.
  • Secondary faculty in the Basic Sciences who are VUMC faculty are reappointed automatically when their primary appointment is renewed. 
  • The VUMC primary department will send a copy of the primary department reappointment letter and a copy of an updated CV to the secondary department when the primary reappointment is complete.
  • The secondary department then sends electronic copies of the primary reappointment letter and the updated CV to the Dean’s office confirming the reappointment.
  • The Dean’s office staff verifies the reappointment in FIS.

Minimum Required Documents Provided by the Department to the Dean

  1. A copy of the primary department letter of reappointment.
  2. An updated CV.
  3. Any other relevant information.

Reappointment Process for VUMC faculty

  • The secondary department chair submits the primary department’s letter of reappointment and an updated CV electronically to the Dean’s Office Staff.
  • The Dean’s Office Staff processes the information and verifies the updated information in FIS.
  • Because the secondary reappointment is stated in the primary reappointment letter, a second letter of reappointment from the secondary department is not necessary.  However, the department chair is encouraged to communicate personally with their secondary faculty concerning their secondary appointment responsibilities.  A copy of any letter a department chair may send out to the secondary faculty can be copied to the secondary department’s Dean’s Office, but it is not required.
     

****PLEASE NOTE:  At any time in the secondary reappointment process of both VU and VUMC faculty, the secondary department has the right and ability to release a faculty member from their secondary appointment by clicking on the “Depart” tab in FAS. However, if a department chooses to depart a faculty member, there must be prior communication with the Dean’s Office and written documentation with the faculty member explaining the reason for departure.  The secondary department chair should send a letter of “departure” to the secondary faculty and copy the Dean’s Office.***

Click on the links below to view of download documents.

New Appointments - All Ranks

Origination of New Appointments

  • Initial appointments for Visiting Appointments originates in the Department, and the Chair forwards the dossier to the Dean’s Office for administrative review.   After the administrative review process, the dossier is sent on to the Dean for review.  Following positive review from the Dean, the Dean’s Office notifies the Department Chair of the decision.  The Department Chair communicates the decision to their faculty.

Minimum Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair requesting the appointment. The Chair letter must include:
  • Information as to how this person will contribute to the mission of the Department and the SOM Basic Sciences
  • The lab or faculty responsible for mentorship.
  1. Letter from the home institution which must include:
  • Indication that Visiting Scholar has a faculty level appointment at their home institution.
  • Endorsement of the Visiting appointment.
  • Commitment to cover the salary of the individual, unless otherwise designated. 
  • International Visiting Appointments should provide proof of health insurance coverage for themselves and any family members who might accompany them to the US, unless otherwise designated. 
  1. Copy of the offer letter. 
  2. Identification of host, if not already stated in the Chair Letter.
  3. Three letters of recommendation.  These letters can be from individuals within or from outside Vanderbilt University.
  4. Documentation of Funding (download Excel version here) if not covered by home institution.
  5. Candidate’s curriculum vitae, in SOM format.
  6. Authorized confirmation of background check.
  7. Draft appointment letter.
  8. Faculty Information form (download Excel version here).

Appointment Process

  • The Department Chair forwards the dossier to the Dean’s Office for administrative review.
  • For non-institutional (grants) 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 staff reviews the dossier and forwards it on to the Dean.
    • Following approval by the Dean, the Dean’s Office informs the Department Chair of the decision. 
    • The Department Chair sends out the Offer Letter to the candidate.
    • When the Dean’s Office receives a copy of the signed and dated Offer Letter, the Dean’s Office generates an Appointment Letter, which is sent to the Department for distribution.  NOTE:  In special cases, the Appointment Letter can be sent out prior to receiving the signed Offer Letter.
  • Once the signed and dated Offer Letter is received, the Dean’s Office updates the information in the Faculty Information System (FIS).

All Tracks and Designated Appointments

Origination of Departures/Non Renewals

  • Departures and Non-Renewals originate in the Department.  The Department Chair forwards the departure or non-renewal notice to the Dean’s Office for administrative review via the Faculty Appointment System (FAS).  The Dean’s approval in FAS acknowledges the receipt of the notice.   The Dean’s office updates the information in the Faculty Information System, FIS.

Required Documents Provided by the Department to the Dean

  1. Letter from the Department Chair stating the reason for the departure/non-renewal.
  2. Documentation of communication between the Department Chair and the faculty member confirming the dates of their departure or non-renewal.

Departure/Non-Renewal Process

  • The Department Chair submits documentation of the departure/non-renewal via the Faculty Appointment System (FAS) to the Dean’s Office.
  • The Dean’s Office conducts an administrative review.
  • The Associate Dean’s approval in FAS acknowledges the receipt of the notice.
  • The Dean’s Office updates the information in the Faculty Information System (FIS).

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 the 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 appointment 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.

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.