The Promotion Process Starts at Appointment. Read through the tabs below on Preparing for Reappointment and Promotion right away!
The Probationary Period
Those on the Tenure track must be promoted from the rank of Assistant Professor to the rank of Associate Professor by the end of their probationary period, which is the term between appointment and promotion.
For Basic Scientists, the mandatory review occurs during the fifth and sixth years. Between appointment and promotion, there is one reappointment. At year seven (7), the Basic Scientist will either be promoted or the seventh year will serve as the terminal year. For example, a faculty member appointed on July 1, 2017 would be on schedule for Reappointment July 1, 2020, and Tenure at the rank of Associate Professor on July 1, 2023.
For Physician Scientists, the mandatory review occurs during the eighth and ninth years. Between appointment and promotion, there are two reappointments. At year ten (10), the Physician Scientist will either be promoted or the tenth year will serve as the terminal year. For example, a faculty member appointed on July 1, 2017 would be on schedule for Reappointment July 1, 2020, and again July 1, 2023, and considered for Tenure at the rank of Associate Professor with an effective date of July 1, 2026.
Promotional Track Timelines and Extensions
Under certain circumstances, faculty on the tenure track may request and be granted an extension to the length of their probationary period. If you have experienced one of the qualifying events below, you are encouraged to request and submit to your chair a Faculty Notification for Extension to the Probationary Period Form. Extensions DO NOT affect evaluation for promotion.
- birth or adoption of a child
- serious medical condition of you or your spouse, same-sex domestic partner, child or parent.
- catastrophic event, such as an explosion in a boiler system in the faculty member's building or a fatal viral outbreak amongst research animals (an extensive investigation is undertaken in this situation)
Each faculty member is allowed a maximum of three extensions, one year at a time. Granted Extensions take effect in your current appointment cycle. You must give timely, written notification to the Chair, Dean, and Provost to receive the extension. You will find more information on the Extensions Policy.
Key Takeaway: If you are eligible for an extension, there is no downside to requesting and taking one: you are encouraged to do so! Extensions DO NOT impact promotion.
As a new faculty member, you will be quite busy setting up and staffing your lab or clinic, but stay focused and keep in mind that the promotion process starts at appointment. Right away, you will want to make sure that you follow some key best practices.
- Review your Academic Plan (sample blank form). Your Academic Plan is a job description that details expected effort distribution across research, teaching, clinical service, and administrative duties (if applicable). Your Academic Plan is used as a frame of reference at the time of reappointment and promotion, and therefore, should be reviewed yearly to ensure it accurately reflects department expectations and your clinical schedule.
- Keep your CV and grant information updated in the Faculty Expertise Database (FEDs), accessed via My.Med (with your Pennkey). See the CV and Grants Page Check List here.
- Track your teaching as you go using the Teaching Activities Workbook. At reappointment and promotion, you will need to demonstrate you have met your required teaching effort effectively.
- For teaching not formally evaluated by the Perelman School of Medicine, use the Blank Teaching Evaluation Form.
- Start developing a list of individuals who might someday be one of your Extramural Consultants (see the Preparing for Promotions section for more information).
- Cultivate multiple mentor relationships.
Key Takeaway: It is much easier to update FEDs using My.Med and your Teaching Activities Workbook regularly. Waiting to update until the time of reappointment or promotion is extremely challenging, and you risk leaving out items. Update FEDS each time you present an abstract/poster, publish a paper, give a talk, join a committee, acquire a new role, or receive an award. Update your Teaching Activities Workbook each time you teach.
Onboarding for Research
Once appointed to a faculty position, you will want to begin establishing your research enterprise. As faculty at the Perelman School of Medicine, you have access to world-class resources, opportunities for collaboration, and dedicated support teams.
Ready to onboard for research? Start here.
Onboarding for Teaching
Faculty at the Perelman School of Medicine are expected to excel in teaching. The Professional Development Teaching Requirement for Assistant Professors is designed to support new faculty and foster success in clinical teaching, facilitating, lecturing, longitudinal mentoring, supervising lab rotations, and supervising scholarship. Your Department Committees on Appointments and Promotions (D-COAP) will not review reappointment dossiers for candidates that have not completed this onboarding requirement.
Ready to onboard for teaching? Start here.
Resources: Sites Every Faculty Member Should Bookmark
A guide for how to prepare a properly formatted PSOM CV and Grants Page in the only accepted form at the PSOM.
The Perelman School of Medicine Faculty Affairs main web site for school policies and process.
The university management system that tracks training enrollment and compliance.
My.med is a PSOM portal to many important internal sites. Via My.med you can get to HAMSTER, the Housestaff And Medical Student Teaching Evaluation Record, where access your teaching evaluations, as and FEDS, the Faculty Expertise Database for CV maintenance.
|Use this document to determine how teaching activities are credited and to track teaching.|
|Teaching Definition||A companion document for the Teaching Workbook.|
U@Penn is a university portal that leads to important sites, such as those for your benefits. Keep your contact information updated in U@Penn/My Directory Information as this is the source data for Knowledge Link and the Penn Directory.
Preparing for Reappointment
Key Questions to Prepare for your First Reappointment
- Have I re-reviewed my Academic Plan (link is to blank template; see your department Faculty Coordinator if you need a copy of your Academic Plan)?
- Have I reviewed the PSOM COAP Guidelines?
- Is my CV up-to-date and in the correct format?
- Am I seeking mentorship? Have I chosen the right mentors to maximize my chances for success?
- Do I understand expectations for Reappointment in my track?
- Have I completed the Professional Development Teaching Requirement for Assistant Professors?
- Do I understand the Reappointment Review Process (see below)?
- Do I understand my Reappointment timeline (for Basic Scientists) (for Physician Scientists)?
- Have I read my PSC minutes in FADs, so I know how to track myself on my track timeline?
- Do I need or am I eligible for an Extension?
- Have I met with my Faculty Coordinator?
The Department Committee on Appointments and Promotions (D-COAP) reviews your submitted materials. If the results are positive, your case then goes to the Perelman School of Medicine's COAP (S-COAP). For promotions to Associate professor and full Professor, if the school COAP approves your case, the dean will then present the case for the Provost's Staff Conference for review. (The Provost's Staff Conference, or PSC, is an advisory group to the Provost that includes Vice Provosts and Deans from across the University.) For all Assistant-rank reappointments, the Vice Dean for Faculty Affairs presents your case; approved recommendations then go to the Provost's Staff Conference Subcommittee (or “PSCS”). The PSCS is chaired by the Vice Provost and includes vice deans and associate deans from across the University. The dossier then goes to the University Provost. The University Provost makes the final decision on all faculty appointments, reappointments and promotions.
In some cases, the S-COAP may approve a reappointment, but do so with an Advisory Letter. Advisory Letters are not warning letters or in any way punitive. They are a method for the S-COAP to provide feedback for faculty who are not progressing along an expected trajectory in one or more areas. If you receive one, do not be alarmed, but do seek advice from your mentors on how you can adjust your efforts and apply the S-COAP’s recommendations.
Preparing for Promotion
Key Topics to Discuss With Your Mentor(s)
- Expectations for Promotion to Associate / Full Professor
- Review process for Department and School Committees on Appointments and Promotions
- Track Timeline
- Professional Reputation
- Extramural Consultants: Guidelines for Selection
- Extramural Consultants: Strategies for Developing Your List
- Intramural Letters
Please note that the provost will review a candidate for promotion to Associate Professor once.
Extramural Consultant Reviews
Your promotional dossier will include Extramural Consultant Reviews. Extramural Consultants are individuals in your field with whom you have not directly collaborated who are asked to provide an unbiased and impartial assessment of your scholarship, reputation and standing in your specific area of expertise. Extramural Consultants do not provide recommendations. They provide reviews.
Per Provost guidelines, Extramural Consultants should be active faculty at your proposed rank or higher and from a peer institution or an institution known for excellent achievement in your specific field. You, the candidate, are entitled to select three (3) Extramural Consultants. Your department must select an additional eleven (11).
Once the Extramural Consultant list is reviewed and approved by the school COAP, the Dean, and the Provost, the Extramural Consultants will receive your CV, your Personal Statement, and Selected reprints (3-4 max). From these documents alone, your Extramural Consultants will be asked to
- evaluate the scope and significance of your scholarly achievements and their importance within the general discipline
- comment upon the degree of recognition achieved in the discipline, noting your most distinctive contributions
- rank you relative to the leading scholars in the same field of study and at a comparable level of professional development
- evaluate the candidate’s likelihood of achieving a similar faculty position and rank at the leading institutions in this discipline
- provide any information or insight on your skill and effectiveness
- provide any additional insights that may be helpful in determining whether or not to recommend promotion
This entire process is confidential with no contact in advance to determine if the consultant has prior knowledge of the candidate or if the consultant is willing to provide a positive evaluation of the candidate. Only PSOM COAP members see the Extramural Consultant letters and only PSOM COAP members know who, from your submitted Extramural List, wrote a review.
Intramural letters are not required, but you may include up to three (3) in your dossier. One reason for including Intramural Letters may be that you have collaborated with faculty from the Perelman School of Medicine or faculty from another University of Pennsylvania school.
Promotion begins at the department level, and during the promotion process, you will work closely with your department Education Officer and Faculty Coordinator to compile your dossier, which is then submitted by your chair to FAPD. Your dossier will include, among other important documents, your CV, extramural letters (see below), and an Educational Database (EDB), which is a comprehensive record and summary of your teaching effort and effectiveness as well as a Personal Statement. Next, an ad hoc committee is formed that is chaired by a member of S-COAP and includes faculty from within the Perelman School of Medicine and from at least one other school in the University. The ad hoc committee members are chosen for their familiarity with the candidate's area of research. The ad hoc committee may request additional letters from national and international experts in the candidate's field. The ad hoc committee reviews the dossier, votes, and submits a recommendation to the full S-COAP that the S-COAP considers in its deliberations. Supplemental information may be requested by the S-COAP before a dossier is considered complete.
Key Takeaway: Take time to create an accurate Personal Statement that communicates the scope and focus of your work. Share drafts with your mentors and trusted colleagues. Ask to see others’ Personal Statements. Remember that your extramural consultants and PSOM COAP members rely heavily on this document to interpret your CV.
Along with your mentors, your Education Officer (EO) will play a critical role in supporting your career development and advancement.The Education Officer has basic knowledge of policies and procedures relating to faculty appointments and promotions and supports department faculty in terms of teaching activities.While your EO will review faculty and course specific data in the Housestaff and Medical Student Teaching Evaluation Record system (HAMSTER) to determine if there is a need for individual faculty development related to education, you should feel free to reach out to him or her if at any point you would like to find resources for improving clinical teaching, facilitating, or lecturing. EO Contact List.
Reach out to your department Education Officer!
Reappointment and Promotion Preparation
Checklists and Documents
- Candidate Review Guidelines
- COAP Guidelines
- CV: Sample John Doe Format for CV and Grants
- Extramural Consultants: Guidelines for Consultant Selection
- Extramural Consultants: Letter Template
- Extramural Consultants: Strategies for Developing Your List
- The Educational Database
- Teaching Activities Workbook
- Teaching: Defining and Quantifying Teaching and Educational Effort
- Preparing Your Promotional Dossier
- Department Business Administrators
- Department Chairs
- Department COAP Chairs
- Department Vice Chairs of Faculty Affairs / Faculty Development
- Education Officers
- Faculty Coordinators
- Richards Society