Resources for Departments

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For additional assistance, please contact the UVA Help Desk.

Use the Academic Appointment Information report in Workday to identify faculty eligible for P&T and locate expired faculty appointments in need for renewal. For expired appointments, letter templates are available online; please see the Faculty Letters Process for full details.

• Video (COMING SOON): Running the Academic Information Report for tenure eligibility
• How-to Guide: Running the Workday Academic Appointment Information Report

Requesting Workday Access

Access to academic appointment information is limited to the department administrator and usually one other person in a department or division. If you do not have access to run the Academic Appointment Information Report in Workday, ask your administrator to run it or ask them about requesting access through a System Access Request in Workday. The individual who needs the access should submit the request.

Before you request access, you must have a working knowledge of P&T and faculty appointments. Please email somofficeoffacultyaffairs@uvahealth.org to receive training.

Workday Roles

Two Workday system roles are needed for P&T and faculty appointment letters:

1. Academic Unit HCM Reporting Viewer
2. Academic Unit Reporting Specialist

Language in Request

Please use this language when requesting Workday access. This is required by the Office of the Provost:

• “I need access to the Academic Appointment Information Report to…” (describe how you will use the report)
• “I need to see these fields:” (list multiple Workday fields)

TE Faculty Eligibility

Tenure-eligible faculty have a probationary end date by which they must receive promotion/tenure. This date is listed in the Academic Appointment Information report in Workday. TE faculty may choose to go up for promotion or tenure one year early if they and their department chair feel they meet the criteria for advancement.

TI Faculty Eligibility

Tenure-ineligible faculty are eligible for promotion at seven years in rank. This means they will start submitting their materials for advancement during their sixth year in rank.

TI faculty are not eligible to go up for promotion early unless they have relevant, prior experience and have excellent performance. If a faculty member wishes to go up early, please first consult with the Senior Associate Dean of Faculty Affairs and Faculty Development (SAD FAFD).

If you have questions about time in rank or what may qualify as relevant, prior experience, please consult with the SAD FAFD.

Tenured Associate Professors

Tenured Associate Professors are able to apply for promotion to full professor at any time. Promotion is not recommended before four years as a tenured Associate Professor; if a faculty member wishes to go up early, please consult with the Senior Associate Dean of Faculty Affairs and Faculty Development and the Coordinator for Academic Achievement.

The first step in the Advancement App is to select the P&T candidates for the current cycle. Please review this document for instructions on selecting P&T candidates:

Selecting Your P&T Candidates

The first batch of items that faculty will need to submit for P&T are the following:

• CV
• Personal Statement
• Referee List

Please review these guides for uploading materials and the referee list as well as sending referee emails via the Advancement App:

How to Upload Documents

Adding Referees

Sending Referee Request Emails (COMING SOON)

1. Minimum number of voting members: 3
2. The department chair may participate only as an ex-officio, non-voting member.
3. Emeritus faculty cannot participate on department P&T committees unless they have an active paid or unpaid faculty appointment. Please consult with Faculty Affairs about this.
4. The department P&T committee may include faculty from outside the department (from elsewhere in the School of Medicine or on Grounds).
5. Members may only discuss and cast votes on candidates whose proposed rank is at or below their own rank.
6. Tenured members may discuss and cast votes on all candidates; tenure-ineligible members may discuss and cast votes on tenure-ineligible candidates.

The committee must review the candidate’s complete portfolio, including the internal, external, and independent letters of reference and provide written analysis pointing out the strengths and weaknesses of the case.

• The committee must address any negative or critical comments in the letters of reference.
• The department’s review should be formative; candidates should be given substantive feedback in time to strengthen their portfolios before final review and vote by the departmental committee.

The committee meets and votes on each candidate. They recommend action to the department chair, via the completion of the Department P&T Committee Recommendation Form. The rationale for both positive and negative votes must be explained. The committee vote tally must be fully reported.

Note: Effort allocation is not included on the department recommendation form. SOM is not collecting these data for P&T.

The completed form is submitted to the Office of Faculty Affairs in the Advancement App by the department P&T Coordinator.

After receiving the Department P&T Committee Recommendation Form for each candidate, the chair and, where applicable, division chief write a Letter of Nomination addressed to the dean that provides detailed rationale for or against advancement. The department chair makes the final decision about advancing or not advancing a candidate to be reviewed by the School of Medicine, and this may involve not accepting the recommendation of their department’s committee. If the chair’s recommendation is in opposition to the committee’s recommendation, the chair’s rationale for the decision must be explained.

In the event that the department chair does not support the candidate’s requested advancement, the candidate must be informed by the date listed in the P&T Timeline. Any constructive feedback from the committee must be shared with the candidate. The candidate has until the first Monday in November to submit an appeal to the Dean’s Office.

1. Candidate Information
   • The letter specifically identifies the candidate’s track and the requested rank and tenure status.
2. Areas of Excellence
   • Indicate area(s) of excellence and summarize the evidence for excellence, including productivity in the domain, major contributions, significance of the contributions, impact on the field and in general, including outcomes.
   • The strengths and weaknesses should be addressed and framed in the context of the promotion or tenure criteria. Evidence of excellence in clinical care and teaching should include reference to outcome measures. Evidence of excellence in research should include a summary of funding, publications, intellectual property if any, and future directions. Quotes from referee letters may be used as evidence.
3. Scholarship
   • Scholarship should be summarized, and the forms and significance of the candidate’s scholarship should be discussed.
4. Reputation
   • Indicate the level of reputation (local/regional, national or international) and summarize evidence for reputation, including relevant quotes from referee letters.
5. Service
   • Contributions and significance of service to the department, School, Health System, University, and/or to professional boards and organizations.
6. ASPIRE
   • Indication of the candidate’s exemplary demonstration of the Health System’s ASPIRE values.
   • Given that all faculty are expected to adhere to and role model the ASPIRE values for all trainees and fellow team members, exemplary demonstration of our values is expected of all faculty members.  Therefore, a single sentence in your nomination letter (or your letter of reference in support of the nomination) that indicates the faculty member has met the expectation of adherence to the ASPIRE values is sufficient.
7. Concerns
   • The chair’s letter must address any negative comments from referee letters.
   • The chair’s letter must respond to any weaknesses addressed by the department P&T committee. This is particularly important when the committee’s vote is not unanimously in favor.
8. Summary of the evaluation, including rationale for the recommendation, and any other remaining comments.

Courtesy Appointments

If a P&T candidate has a courtesy faculty appointment in another department or school and they are pursuing a promotion in rank, then the courtesy department chair writes a nomination letter of support for the promotion. Please note: this letter is needed for promotions in rank only because the candidate is not tenured in the courtesy department, and rank does not change when a faculty member is tenured. Courtesy appointments are not tenure eligible or tenured.

The nomination letter is added by the courtesy department P&T coordinator to the Advancement App under “Courtesy Appointment Support Letter.” Candidates need one letter from each department where a courtesy appointment is held.

Joint Appointments

If a faculty member is promoted in his/her primary department, the joint department must conduct a review to determine if they support a promotion in rank. The joint department convenes a P&T committee to review the candidate’s portfolio and vote on the promotion as they would for primary faculty. The department committee completes a Department P&T Committee Recommendation Form, and the chair of the joint department writes a nomination letter addressed to the SOM dean. Please contact Faculty Affairs for details about submission.

Similar to courtesy appointments, this does not apply if the faculty member is pursuing tenure with no change in rank in their primary department, and they are not tenure-eligible in the joint department. There would be no change to the rank or tenure status for the joint appointment. Please see the policy PROV-029: Faculty Appointment Types and Titles for full details.

Ensure that all of the following materials have been uploaded to the Advancement App for the SOM P&T Committee’s review:

• CV
• Personal Statement
• Teaching Portfolio
• Research Portfolio (if applicable)
• Clinical Portfolio (if applicable)
• Reprints of Publications
• Department P&T Committee Recommendation Form
• Department Chair Nomination Letter
• Student Evaluations

For instructions on how to upload documents, please review this link: How to Upload Documents

• Bulk Upload Sheet – Referees
• Bulk Upload Sheet – Department Votes & ASPIRE Attestation
• Department P&T Committee Recommendation Form

• P&T Resources – SharePoint Folder
• P&T Dossier Checklists
• Referee Requirements webpage
• Faculty Tracks
• Department & Candidate Checklists

• The whole P&T process takes about 14 months from submission of materials to the promotion/tenure effective date
• You should set deadlines for your candidates that are earlier than Faculty Affairs’ deadlines
• Remind candidates to update their CVs throughout the P&T process
• Faculty Affairs may contact you for additional referee names or additional information related to the candidate’s dossier
• Candidates are never able to know who wrote referee letters or what the contents of the letters are