P&T Timelines

Timeline Summary

The document below outlines each of the responsibilities by month for the following groups: Candidates, Departments, and Faculty Affairs.

P&T Timeline Summary 2025-26 Cycle

P&T Timeline: Candidates

The candidate checklist below is for the 2025-2026 regular P&T cycle. Departments should provide candidates with department-specific deadlines.

Printable Candidate Checklist

Candidate Timeline Table

The table below also outlines the timeline for candidates:

Candidates

MONTH	TASK	DELIVERABLE DUE DATE
February	Connect with department chair/division chief to discuss candidacy. Begin to prepare CV, personal statement and list of referees. Begin to gather most recent information needed for portfolio.
March-April	Submit draft CV, personal statement and list of referees to department. Meet with P&T mentor to begin preparing portfolio and ask questions.
April	Receive feedback on CV, personal statement, and list of referees.
May	Provide FINAL CV, personal statement and list of referees to department. Candidates at the end of eligibility who will not be supported for advancement work with chair/division chief on additional options.
June-July	Continue to work on portfolio and update CV as needed for significant accomplishments (e.g., new publication, new grant funding, significant honorific award, election/appointment to leadership position).
August-September	Submit portfolio to department P&T committee. All sections should be submitted as pdf files, with each section being one pdf. - CV - Personal statement - Referee list - Reprints of three publications - Areas of Excellence (include supporting documentation as appropriate for your track and proposed rank)
September	Receive feedback on portfolio. Submit final portfolio to department, along with updated CV, if applicable. By September 30: Candidate receives negative recommendation notice from department chair and discusses decision with chair/division chief.
October - January	Continue to work on portfolio and update CV as needed for significant accomplishments in case the SOM P&T Committee has questions (e.g., new publication, new grant funding, significant honorific award, election/appointment to leadership position). Updates will be accepted.
December - January	Department chair receives notification of non-recommendation by the SOM P&T Committee and reaches out to Faculty Affairs for clarification.
February	Receive notice of negative recommendation from the Dean of the School of Medicine. The candidate decides if they will appeal the dean’s decision to the provost. The provost appeal process is defined in these policies: PROV-004: Employment of Academic General Faculty Members (Tenure-Ineligible) PROV-017: Promotion and Tenure (Tenure Eligible/Tenured)	2/2/2026
June	Receive unofficial notification and congratulations from the provost of advancement pending BOV approval.
July	Receive notification of official advancement. BOV approved advancements are effective 7/1/2026.	7/1/2026

P&T Timeline: Departments

The department checklist below is for the 2025-2026 regular P&T cycle.

Printable Department Checklist

Department Timeline Table

The table below also outlines the timeline for departments:

Departments

MONTH	TASK	DELIVERABLE DUE DATE
February	Runs the Academic Appointment Information Report in Workday to evaluate faculty probationary end dates and P&T eligibility.
March	Assigns P&T mentor for each candidate. Recommended
March-April	Department reviews CV and personal statement for each candidate and prepares feedback. Department chair reviews list of referees.
April	Finalizes who is going up in the 25-26 P&T Class.
	Submits final list of candidates to Faculty Affairs.	4/29/2025
April-May	Provides candidates with feedback on CV, personal statement and list of referees. Conducts annual faculty reviews.
May	Department chair/division chief meets to discuss options with candidates at the end of eligibility who will not be recommended.
	Submits candidates' CV, personal statement and list of referees to Faculty Affairs.	5/13/2025
	Department sends referee letter request emails with 7/1 deadline	5/15/2025
June-July	Monitors referee letter submissions. Sends additional referee names to Faculty Affairs as needed.
July	Sends list of department P&T committee members to Faculty Affairs for system access.
	Referee letter deadline for submission.	7/1/2025
	Departments given access to referee letter submissions.	7/21/2025
August-September	Department committee reviews candidate portfolios, votes, and completes recommendations on improving portfolio. Provides portfolio improvement recommendations to candidates. Submits candidate recommendations to the chair for review and final recommendation. Chair writes nomination letters and declares that the candidates adhere to ASPIRE Values. Notifies candidates and Faculty Affairs of non-recommendations by September 30.
	Submits final candidate portfolio, updated CV if applicable, Department P&T Recommendation Form, and chair recommendation to Faculty Affairs; notifies candidate of completed submission.	9/11/2025
October-January	Provides missing information or clarification to SOM P&T committee when requested. Submits any updated documents to Faculty Affairs.
December - January	Department chair receives notification of non-recommendation by the SOM P&T Committee and reaches out to Office of Faculty Affairs for clarification.	12/10/2025
February	Department chair receives copy of non-recommendation letters sent to each candidate who was not recommended by the dean to the provost. Office of Faculty Affairs submits P&T materials for candidates recommended for promotion/tenure by the dean to the provost.	2/2/2026
March-May	Department responds to any queries from dean, senior associate dean, coordinator of academic achievement and/or Provost P&T Committee during portfolio review. Chairs are invited as needed.
June	Receives list of positive provost recommendations. BOV approved advancements are effective 7/1/2026.	7/1/2026