The Educational Database (EDB) is required for promotion to Associate or full Professor on the Academic Clinician, Clinician Educator, and Tenure tracks. An EDB may also be necessary for some appointments at higher ranks when the candidate is already a member of the Penn Community.

EDB Item Description Required Notes
Section 1 CV from FEDs Yes

The CV should be up-to-date and thoroughly edited.

Section 2
  • Personal Statement for Academic Clinicians
  • Personal Statement for CE and Tenure Tracks

The Personal Statement should be prepared in accordance with the guidelines for the faculty member's track. The teaching section of the personal statement should address the teaching focus, strengths, philosophy, and any significant contributions and or innovations, such as creating a new course, writing a book that is used in the course, etc. 

Section 3  Teaching Activities Workbook Yes

The Teaching Activities Workbook should include three Excel Spreadsheet tabs, one for each of the past three years.  Typically this will be academic year, but depending upon the timing of the EDB submission, calendar year is possible.

Section 4 Evaluation Data 


This section should include evaluative data from the past three years

  • TED Detail Report
  • Any additional evaluative data: CMES, lectures outside the institution, and UPenn evaluations using an alternative format, such as REDCap, departmental forms, etc.
  • Evaluative data from CME lectures and teaching outside of the University of Pennsylvania
  • See Teaching Evaluations for more information
Section 5a Education Officer Letter [Updated 2021]* Yes

The department Education Officer will write a teaching evaluation letter that is included in the EDB. This letter provides a detailed summary of faculty candidate teaching activities, including the degree of teaching participation, a performance evaluation for each teaching activity, a summary of teaching contributions, and the impact on teaching on the department and school. If there is outlier data in section 4, it must be explained in this letter. 

Section 5b Chair of Graduate Group Letter If applicable 

If individual is a member of a BGS graduate group, then a letter from the chair of the primary graduate group describing the candidate's participation in graduate training must be included.

Section 5c Letters from Peers, Trainees, and/or Students If applicable 

If teaching is in areas that are not formally evaluated (e.g., if you primarily mentor trainees, supervise scholarship, oversee lab rotations), or you need additional evaluation data, then you may be asked to submit 3-5 letters from peers, trainees, and/or students as appropriate. If you are unsure whether you need these additional letters, please contact Academic Programs (see contact information).


*The EO letter includes

  1. Overview of teaching for past 3 years
  2. Overview of teaching administration
  3. Analysis of internal evaluation data
  4. Analysis of external data
  5. Summary


The department Faculty Coordinator will compile the final EDB and submit your EDB to Academic Programs via Penn’s Secure Share.

Submission Protocols

  • EDBs MUST be complete
  • All required documents should be ordered as indicated in table
  • All required documents should be combined into ONE pdf
  • Save the final pdf document with the following document title format: EDB.Date.Last Name.First Name
  • Submit an additional copy of the teaching workbook (in Excel Format)


Academic Programs Contacts

For information related to the Educational Database, please contact Academic Programs Staff:

Anna Delaney

Director, Curriculum Office

Kelli Cave

Associate Director, Curriculum Office

Justin Bittner

Director, Evaluation and Research for PSOM and GME