Congratulations on all you have accomplished so far! Going up for promotion is an exciting process with a fair number of documents and steps to complete. This packet is intended to help you put together an impactful promotion packet to showcase your hard work and accomplishments.
This is the link to the RSOM Appointments, Promotions, and Tenure Committee. Please familiarize yourself with the requirements and documents: https://renaissance.stonybrookmedicine.edu/facultysenate/committees/apt
This is the link to the APT required documents for promotion: https://renaissance.stonybrookmedicine.edu/facultysenate/committees/APT_requirements_and_information_documents
Your current rank is ________________ on the _____________ track.
When were you last promoted? (mm/dd/yyyy) _________________
This chart can help you determine the number of points you have and the number you need for your intended promotion:
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Title | Your Track | Tenure | Total | Scholarship |
| Teaching |
| Service |
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Associate Professor | Research Scholar | YES | 5 | 3 | Have: Gap: | 1 | Have: Gap: | 1 | Have: Gap: |
| Clinician Scholar | YES | 5 | 2 | Have: Gap: | 1 | Have: Gap: | 1 | Have: Gap: |
| Educator Scholar | YES | 5 | 2 | Have: Gap: | 1 | Have: Gap: | 1 | Have: Gap: |
| Research | NO | 4 | 2 | Have: Gap: | 1 | Have: Gap: | 1 | Have: Gap: |
| Clinician Educator | NO | 4 | 1 | Have: Gap: | 1 | Have: Gap: | 1 | Have: Gap: |
| Basic Science Educator | NO | 4 | 1 | Have: Gap: | 1 | Have: Gap: | 1 | Have: Gap: |
Professor | Research Scholar | YES | 7 | 3 | Have: Gap: | 1 | Have: Gap: | 1 | Have: Gap: |
| Clinician Scholar | YES | 7 | 2 | Have: Gap: | 1 | Have: Gap: | 1 | Have: Gap: |
| Educator Scholar | YES | 7 | 2 | Have: Gap: | 1 | Have: Gap: | 1 | Have: Gap: |
| Research | NO | 5 | 3 | Have: Gap: | 1 | Have: Gap: | 1 | Have: Gap: |
| Clinical Educator | NO | 5 | 1 | Have: Gap: | 1 | Have: Gap: | 1 | Have: Gap: |
| Basic Science Educator | NO | 5 | 1 | Have: Gap: | 1 |
| 1 |
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Overview of the promotion process:
The Office of Faculty Affairs and the Chair of the RSOM APT committee presented an overview of the APT process, which can be accessed via this link: https://echo360.org/media/f02eea75-45c4-47ac-9055-6f47f760d92a/public
When you meet with your division chief annually, you should discuss your plans and timeline for promotion. When you and your division chief agree that you are ready to apply for promotion, your division chief will discuss this with the Chair of Medicine (the Division Chief will provide a nomination letter for you to the Chair at that time). Faculty with dual department appointments require support from each department Chair. If all agree, you will start the process for promotion. You will receive a packet of information from the Department of Medicine that outlines the documents you will need to submit as well as the timeline.
Preparing your packet: There are many documents required for a complete promotion package. Staying organized with these requirements will make the promotion process run smoothly.
APT CV: Renaissance School of Medicine uses a specific template for your CV; you must use this. You can access the APT CV template on the APT website. Be consistent with chronology in your CV – either past to present, or present to past, throughout your CV.
The Office of Faculty Affairs webinar, “How to Maximize your CV” can be found here: https://echo360.org/media/589c9589-1be8-48b0-bd18-d2580149910c/public
Contributions to the School of Medicine Teaching and Patient Care Programs
You can include preparation time in the teaching section. For all sections, be realistic with the number of hours you are claiming. Make sure that the percent effort in various administrative roles is consistent with the hours recorded on the Contributions form.
Scholarly Activity Portfolio: For individuals who are proposed for appointment or promotion on the non-tenured clinical educator or basic science educator track, this is a required document. The purpose of this requirement is: to provide information on the role and contribution of the faculty member to each activity, to provide information on the content of scholarly activities that may not be readily accessible in electronic journals or other electronic formats. This information is essential to the APT committee in determining whether a faculty member meets the scholarship point criteria for appointment/promotion. The scholarly activity portfolio is not required for other appointments/promotions, because scholarly activity on these tracks is more readily assessed through electronically available peer-reviewed publications. See the APT website for the Scholarly Activity Portfolio template.
Educator Portfolio (EP): This is an optional document but is strongly recommended for those on the Educator Scholar tenure track. The full Educator Portfolio (EP) template and the Executive Summary EP template (the executive summary is the document that is submitted with your promotion packet) as well as FAQs can be found here: https://renaissance.stonybrookmedicine.edu/faculty-affairs/handbook/pages/educator_portfolio
Personal Statement (PS): While this is an optional document, we strongly recommend that you submit a personal statement in your promotion packet, it can only help you! The PS complements your CV, it is not meant to duplicate your CV. It’s a way to describe your key contributions in ways that may not be obvious from the CV, particularly to someone outside of your division or department. The length should be 1-3 pages. Use the PS to describe your role in your research/scholarship, teaching, and service and the good work or impact that has resulted from these activities. You should begin with your primary area of excellence and be sure to address each of the 3 areas (Research/Scholarship, Teaching, Service). Be sure to describe your unique and critical efforts on team projects.
For example, for research, provide context on the research and why it’s important. If you direct a teaching program or service, the number of learners or patients involved, or staff supervised and include any major initiatives.
Do not use abbreviations without writing them out the first time they are mentioned. Do not frame the PS in terms of the points you think you should receive – that is up to the APT committee to decide. Make sure there is consistency between your PS and the Contributions to the School of Medicine Teaching and Patient Care Programs form in terms of effort.
Basic structure of the PS:
Section 1: Introduction: characterize your career path, describe what led to your particular focus. Include a brief background about education, positions, length of time in current rank.
Section 2: Accomplishments. Describe 3-5 of your most significant accomplishments since your last promotion, relevant to your faculty track. Specify how your efforts align with/advance RSOM’s mission.
Section 3: Clinical. Clinicians should describe their clinical expertise/activities.
Section 4: Plans. Describe your future directions, areas of planned expansion and growth in your area of expertise.
Section 5: Summary. Example: In summary, based on my contributions to teaching, service, and scholarship I respectfully submit my application for consideration of promotion to_______.
If you choose not to write a PS, you must define your responsibilities in any administrative role. You can indicate these responsibilities on the Contributions form, with hours noted for role(s).
Required Referee Letters:
The number and type of letters that are required vary with the faculty member’s proposed rank and tenure status. Guidelines for referee letters are posted on the APT website:
https://renaissance.stonybrookmedicine.edu/system/files/APT_Instructions_Referees_2025-12-09.docx
Tips to keep you organized:
Keep your CV updated! It is painful trying to remember and recreate 5+ years of academic work. Minimum recommended update is twice annually.
Some strategies:
Use your electronic calendar to keep track of teaching sessions. Label any session TEACH, include in the notes the title of the talk, who the learners are, and number of learners. You can then search your calendar by TEACH and all the data will be there.
Keep a folder of academic activities – abstracts presented, grants awarded, invited talks, leadership appointments, awards, etc. Be consistent with where you put this information so that you always know where to find it.