Timeline for A&P Processes
Overview
The below outline delineates the timeline for academic appointments, promotions, reappointments. Please note the following:
- Some departments have earlier internal deadlines and/or intermediary steps to facilitate faculty reviews and processing steps.
- All are encouraged to keep upcoming academic process dates in mind and to be proactive whenever possible.
- Specifics of what is needed for each track, rank and position are delineated on the Faculty Tracks, Ranks, and Positions webpages.
New appointments are addressed on a rolling basis, and should have paperwork submitted as expeditiously as possible once offer letters are executed (note that the YSM A&P Committees do not regularly meet over the summer, so paperwork submitted during that timeframe will not be reviewed until the fall). Initial appointments only can be retroactive to initial hire/start date.
The below timeline is for all reappointments and promotions of faculty in their primary department. TIMELINE VIDEO
Relevant dates of interest
| Month | Faculty responsibilities | Faculty affairs department team responsibilities |
|---|---|---|
| January | Faculty should review their term in workday to see when their term is coming to a close (select "personal information" from the applications window, then "about me" from the view options, then "academic" on the left bar) If the current faculty term ends in 18 months, or considering any promotion before end-of-term, they should reach out to mentors and their faculty affairs department team to discuss | |
| February | During the winter /spring faculty being proposed for reappointment or promotion for the subsequent year should review and update paperwork such as CV1 and CV2, as indicated/needed for their track/rank | |
| March | | FA teams should review terms ending during the subsequent year Based on departmental recommendations, requirements and departmental information should be provided to faculty for upcoming steps |
| April | | |
| June | All faculty being proposed for reappointment or promotion during the subsequent year should review and update paperwork such as CV1 and CV2, as indicated needed for their track/rank | If there are end-of-term faculty not being considered for reappointment or promotion, OAPD should be engaged at least one year before end of term June 30th is the deadline for departments to distribute faculty end-of-term letters for terms ending at the close of the coming academic year |
| July | July 1st is start of the academic year | July 1st is start of the academic year |
| August | | Departmental A&P committee meetings need to be set up for reviewing promotion materials to approve moving forward with requests for letters of evaluation (these should be put on calendars of all involved now to hold times on tight calendars) |
| September | September 1st is the deadline for faculty submitting all required documents to their faculty affairs department teams to be considered for promotion in the coming academic year (note that some departments may have earlier internal deadlines) Faculty should be working with their mentors and chair/section chief on the creation of the referee list template list so that the faculty affairs department teams can have it submitted by October 1st Check with faculty affairs department team to ensure that all paperwork is in place | September 1st is the deadline for submitting to OAPD a list of faculty being considered for the coming academic year for: Appointments, reappointment, or promotion to the rank of associate professor and professor. Appointments or promotion to associate clinical professor, clinical professor, associate professor adjunct, professor adjunct, research scientist, or senior research scientist. All tenure or continuing position "slot" requests for senior faculty recruitments in any of the four tracks with tenure and continuing appointments (tradition, clinical-scientists, clinician educator, and investigator) Ensure all documents required from the faculty have been received Departmental A&P committee meetings and voting to move forward with requests for letters of evaluation |
| October | | October 1st is the suggested date by which requests for letters of evaluation start going out through Interfolio for promotions proposed for July 1st for the coming academic year. The referee list template form should be completed for all proposed promotions to Associate and to Professor of any track . Referee materials including CV1, CV2, Referee List, and Samples of Scholarship should be uploaded to Interfolio. The department will also upload other documents that are included with the request such as the track guidelines and Evaluator Relationship Form. Fall/winter is the time when referee evaluations are solicited, department A&P committees meet to review packets of required documents, and a final vote is taken by the eligible department faculty on a proposed promotion. |
| November | | Departmental A&P voting should be occurring on an ongoing basis |
| December | | |
| January | This is the time to restart looking at the next upcoming year (see January section above) | January 15th is the deadline for Department-solicited promotion letters of evaluation to have been requested through Interfolio. Dean’s office-solicited promotions letters of evaluation information to have been submitted to the OAPD office such that letters can be requested. If there are faculty on the Clinician-Scientist, Investigator, or Traditional tracks who are at the end of allowable time in rank/track, and their department has not submitted the required information by the noted deadline date, the department chair must reach out to discuss with the OAPD. All other promotions for which letters of evaluation have not been solicited by the stated deadline of January 15th in a given academic year may be reviewed for an effective promotion date of July 1 of the next academic year. For example, if letters are not solicited by January 15, 2025, the earliest promotion date may then become July 1, 2026, and reappointment should be approved for July 1, 2025. Exceptions to this must be approved by OAPD. Appointments will be reviewed as information becomes available. |
| February | | Winter/Spring YSM A&P Committees review dossiers |
| March | | |
| April | | |
| May | | |
| June | June 30th is end of the academic year | June 30th is end of the academic year |