School of Medicine Tenure & Promotion Process
It is the desire of the School of Medicine Office of Faculty Affairs and Development for faculty to succeed in Tenure and/or Promotion. Our office is here to assist faculty through this process.
Tenure & Promotion Timeline & Workshop Dates for the Current Year
Responsibilities Involving Application
The Tenure &/or Promotion applicant and the applicant's Department Chair have specific responsibilities when it comes to the Tenure & Promotion process.
- Notify the Office of Faculty Affairs and Development (OFAD) in writing (by letter or e-mail) the name(s) of the candidate(s) being considered for promotion &/or tenure.
- Obtain confidential letters of reference from at least three (3), but no more than five (5) individuals.
If the candidate does not know three to five academic colleagues, the Chair along
with the candidate can identify individuals who can be asked to evaluate the candidate's
CV using the appropriate table from the SOM Faculty Tenure and Promotion policy.
- Templates for these letters can be found on the Faculty Forms page (https://www.ttuhsc.edu/medicine/faculty-forms.aspx) under the Tenure & Promotion tab.
- Submission to the SOM Office of Faculty Affairs and Development:
- The Final Application with signed signature page incorporated into the electronic document (.pdf format).
- All appendices in the order listed in the appendices section of the application (.pdf format).
- An electronic version (.pdf format) of the 3-5 confidential academic reference letters.
- Inform your Department Chair of your decision to apply for promotion or tenure.
- Supply an updated CV (not your T&P application) to your Department Chair. They will include this CV with the request for Required Academic Reference Letters.
- Supply 3-5 names, addresses and email addresses of the individuals to whom the Chair will need to request the Required Academic Reference Letters. If you do not have 3-5 individuals, discuss with your Department Chair.
- Optional Reference Letters: Three (3) additional, optional reference letters can be solicited by the faculty, from colleagues not in the faculty's department who can speak to their area of excellence (clinical, scholarly, OR teaching). Optional reference letters are to be addressed to the TTUHSC School of Medicine, Office of Faculty Affairs and Development, 3601 4th Street, STOP 6213, Lubbock, Texas 79430.
- An electronic version (.pdf) of the completed SOM Application for Tenure &/or Promotion Report run from Faculty Success (formerly known as Digital Measures).
- All appendices in one .pdf file format, in the order listed in the appendices section of the application.
- The signature page with the faculty member's signature.
Promotion Statistics by Rank
Tenure &/or Promotion Packet Requirements
The SOM Tenure &/or Promotion Application is generated from Faculty Success (formerly known as Digital Measures).
- To access a video tutorial with instructions on running reports from Faculty Success, please click here. (Make sure you select "SOM Application for Tenure and/or Promotion, and use the date range of January 1, 1925 - December 31, of the current calendar year.)
- To access Faculty Success, click here.
The first page of the report you generate should resemble this:
Things to remember and helpful tips for successful application completion:
- You will have 3 faculty members not in your department who will review your application
for the SOM T&P Committee. Therefore, as you complete your application, remember to
be specific since these faculty may not be familiar with your specialty.
- All information, past and present, should go into Faculty Success, and therefore this
application. Anything you have done since your undergraduate degree.
- It is recommended to read the gray boxes above each section. These boxes give the
exact details of the type of information needed in each section, as well as give you
ideas for the types of information which can be added to each section.
- Remember your area of excellence and area(s) of meaningful participation when you
are entering data. Make sure your area of excellence has the most data to prove why it is your area of excellence. Same for area(s) of meaningful participation. Also,
make sure your workload percentages match your excellence and meaningful areas.
- Once you have everything in the correct place, it may leave the General Information
section somewhat empty. That’s okay. Remember #4!
- Do NOT use abbreviations. Remember, there will be 3 faculty members who are not in
your department who will be reviewing your application. If they are unfamiliar with
abbreviations for your specific field, they will have to look them up to see what
you are talking about. This can be tedious and time consuming for reviewers. Examples:
- APS could be written as “American Pediatric Society (APS)…or…
- APS could be written as “American Physiological Society (APS)”
- Spell out all states, or abbreviate all states. Whichever you choose, make the application
consistent for esthetics.
- If you have many items listed in multiple sections, BEWARE! Where overlapping activities
for a couple of items is okay, excessive repetition tends to have the committee asking
why the applicant felt the need to list things in multiple places. If you list them
in multiple places you need to give an explaination as to why you chose to duplicate
each entry. Otherwise, the committee looks at it as though the applicant is trying
to "pad" their application. Be careful with this. Try to keep in mind your area of excellence and your area of meaningful participation, and fill those areas with as much as possible. The committee looks to those areas
you have listed as Excellence & Meaningful as areas of primary dedication.
- Anytime you have the opportunity to give an explanation about something, do it. How
did you mentor that student/resident/faculty member/etc.? What was that award for?
What are your responsibilities within the committee? etc.
- With regard to presentations and publications (this can be a bit confusing, so if
you have questions, please feel free to contact our office):
- If a work gets published, you should only list it in the publications section (Intellectual Contributions).
- If a work is a presentation (poster/abstract/oral presentation/virtual presentation, etc.) which is then published in the journal for that venue, only list it as the publication. The committee views a publication has “higher esteem” over a presentation. They are aware of the work that goes into publishing a paper/abstract/etc., and they know you most likely presented it prior to having it published.
- If you completed a presentation for 1 venue (say, CREOG Annual Meeting, or American
Physiological Society) and it gets published in a different venue’s journal (say,
the Placenta or Nature), then you would enter it both in publications and presentations.
Also, if you present a work that gets presented multiple times at the same venue,
but different years, you get to enter that each time you presented it.
- Don’t forget to manually type in the areas that do not auto-populate from Faculty
Success (formerly known as Digital Measures). These sections are listed below:
- Page 1: All of the check boxes
- Teaching Section: 4.b. Add in your Number of hour of direct instruction/supervision for the most recent academic year
- Appendices Page
- Signature Page
- If any section says 100 words or less, this is a guideline. Do not dictate 6 pages
of explanations. Keep your summary concise, yet detailed.
- Once you are satisfied with your application, go back through and “clean it up.” Pay attention to capitalization, spelling, grammar, etc. Be consistent with your documentation. This application reflects your efforts as a clinician, basic scientist and academician.
Along with the application itself, faculty have both required and optional documents which must/can be added to provide specific examples of faculty activities.
Near the end of the application is a page titled "Appendices." There are four (4) specific sections:
- Faculty have the oportunity to add 4 types of teaching documents to highlight exceptional
activities indicated throughout their application. Specific details of each can be
seen on the application's appendices page.
- Student/Resident Teaching Evaluations
- Course Materials Developed
- Student/Resident Letters of Appreciation
- Continuing Professional/Medical Education
- Faculty have the oportunity to add 4 types of teaching documents to highlight exceptional activities indicated throughout their application. Specific details of each can be seen on the application's appendices page.
- Faculty will have the option to add no more than three (3) peer reviewed scholarly works.
- Faculty will have the oportunity to add no more than three (3) UNSOLICITED letters from colleagues or grateful patients that speak to their clinical practice, or comments from patient satisfaction surveys.
Optional Letters of Reference (discussed in next section)
All letters of reference are CONFIDENTIAL, and are not to be seen by the faculty member.
Required Academic Letters of Reference:
3-5 letters must be received by the School of Medicine, Office of Faculty Affairs and Development from the Department Chair by application due date (early September). Templates for these letters can be found on the Faculty Forms page (https://www.ttuhsc.edu/medicine/faculty-forms.aspx) under the Tenure & Promotion tab.
- The campus Department Chair, along with the faculty member, can identify individuals
for whom academic reference letters will be solicited. Letters from the following
- Blind letters from academicians (not known to faculty member)
- Someone who works with academicians at a state or national level (AMA, AAMC, etc.)
- A faculty member who was once employed by TTUHSC, but has left the institution.
- These individuals should be supplied with:
- The faculty member's updated CV (not the Tenure/Promotion application)
- SOM OP 20.21
Optional Area of Excellence Letters of Reference:
Only the first three (3) letters received by the School of Medicine, Office of Faculty Affairs and Development by early September of the participation year, will be included in the faculty's application.
- The faculty member will seek out and request letters from colleagues not in the faculty's department who can speak to their area of excellence (clinical, scholarly, or teaching). These letters are to be addressed and sent to
the Office of Faculty Affairs and Development at the following address or via the
- TTUHSC School of Medicine, Office of Faculty Affairs and Development
3601 4th Street, STOP 6213
Lubbock, Texas 79430
- TTUHSC School of Medicine, Office of Faculty Affairs and Development
- Letters from the following are acceptable:
- TTUHSC faculty NOT in the faculty member's department
- Faculty from other TTUHSC Schools
- Community Physicians
- Collaborative individuals from other institutions (including other Texas Tech University System's Institutions)
People don't get promoted for doing their jobs really well. They get promoted by demonstrating
their potential to do more.
Tara Jaye Frank
President and CEO TJF Career Modeling