Eight Steps to Promotion — A Guide for Faculty

Your responsibilities as a potential candidate for promotion are to assess whether you are ready for promotion; compile the materials necessary for your Basic File; and submit to your chair or dean, or their designee. 
Follow these eight key steps to prepare for your promotion.

Step 1. Update Your CV
Your CV should be in the UMMS CV Format. See here to download templates and view an example.

Step 2. Select Your Area of Distinction
All candidates for promotion must select a primary Area of Distinction. See here to learn about the Areas and to download a guide to selecting your primary Area. See here for examples for promotion to Associate Professor in the Non-Tenure Track.

Step 3. Conduct a Self-Assessment
Review the eligibility and criteria for the rank you are seeking here. Assess your accomplishments against the tables listing examples of achievements in each Area of Distinction.

Do you think you meet the criteria for promotion?

  • “Yes” — Seek advice and support for your promotion (see Step 4, below).
  • “Not Sure” — Seek advice from someone knowledgeable about the process in your department or the OFA.
  • “No” — Set up a plan to fill the gaps—scholarship, academic reputation etc—and re-assess in 6 months.

Step 4. Seek Advice and Support
Set up a meeting with your Division Chief, Chair or Dean to discuss your promotion. Your Annual Performance Review (APR) meeting is also a good opportunity for this discussion. Be prepared to show how you meet the criteria for promotion. This meeting is also a good opportunity to discuss your evaluators (see Step 5, below).

Step 5. Identify Your Evaluators
Depending on the rank you are seeking, you will need letters of evaluation from internal and external evaluators. The letters are solicited by your department or school based on a list of individuals you submit. Ideally, you should begin compiling a list of potential evaluators far in advance of your promotion. See here for information on letters of evaluation and a guide to selecting evaluators.

Step 6. Write Your Narrative Statement
The narrative statement is your opportunity to highlight your achievements and make your case for promotion. Although a statement is optional, it is strongly recommended. See here for a guide on writing a narrative statement. See here for examples for promotion to Associate Professor in the Non-Tenure Track.

Step 7. Compile Your Educational Evaluations
All candidates for promotion must show that they are effective educators and evidence of educational effectiveness (e.g. teaching evaluations) is a required component of the Basic File. See here for information on educational evaluations.

Step 8. Submit Your Materials!
If you have followed these steps you will be able to submit your materials for promotion to your department chair, dean or their designee:

  • CV in the UMMS Format
  • a Narrative Statement (optional)
  • evidence of educational effectiveness
  • a list of proposed individuals who will write letters of evaluation

Once you have submitted your materials you have completed your part in the process. Letters of evaluation will be solicited, your materials will be reviewed at department and school level, and ultimately a recommendation will be made on your promotion. Your chair or dean should keep you informed about progress.