Faculty Appointments and Promotions Forms

The following links will take you to various forms used in submitting academic appointments. Once you have followed a link, please save the document on your hard drive before filling it out. Then fill in the information in the spaces provided. Upon completion the forms should then be printed for your department chair’s signature, and then submitted to the Office of the Dean along with the checklist and the documents specified. If you are a faculty member, please submit the form to your department.

Deadlines: All materials for faculty appointment and promotion applications must be received by the first business day of the month to be reviewed by Committee in the following month.

Checklist for Initial Appointment or Promotion
Faculty Cover Page SPH and GSDM
Faculty Cover Page BUSM
Secondary Appointment Cover Page BUSM
Chair’s Cover Letter
Evaluator List for Instructor and Assistant Professor
Evaluator List for Associate Professor and Professor
BU CV Template (last update: 5/29/2014)
Solicitation Letter Template
Medical Campus Affirmative Action Forms Website (for initial hire)

Guidelines for Faculty Appointments & Promotions at BUSM
Faculty Central Main Page: http://www.bumc.bu.edu/busm-facultycentral/

Explanation of Required Documents for Appointments and Promotions Processes at Boston University Medical Campus

Boston University Coversheet: This form documents a short summary, in narrative form, of the faculty member’s academic and administrative activities, such as:

  • Education
  • Academic and administrative employment histories
  • Narrative summary of the faculty member’s specific expertise and teaching experience
  • Awards and honors
  • Active and past external funding
  • Number of publications, or other scholarly or creative works
  • Most recent and/or significant publications or creative works
  • Administrative responsibilities (if applicable)
  • Licensure (if applicable)
  • The votes of the Department Appointment & Promotion Committee:
    • The Department Appointment & Promotion Committee is generally comprised of members of the candidate’s department at all ranks; however, only those who hold a rank at least as high as that for which the candidate is being considered should cast a vote for the candidate. Once a committee vote has been taken, the votes are recorded on the form.
  • Salary information:
    • Base salary
    • Percent effort
    • Salary source number(s) from SAP
    • Salary range of faculty at same rank in the department

Chair’s Cover Letter: The Chair’s letter should provide a thorough description of the rationale for the proposed appointment or promotion, with particular evaluation of the excellence of the candidate relative to objective measures, outcomes, and benchmarks of pertinent peers.

Comment specifically on the trend of the candidate’s achievement and their potential for future success as a member of the faculty. Include a description of the candidate’s:

  • Scholarship: Describe the impact of the candidate’s scholarship in their field, trend of scholarly productivity, and the quality of the candidate’s publications. Include forms of less traditional scholarship that have impact in the department, school, or on the national level. E.g. curriculum development, formulation of clinical guidelines, and design of new assessment or evaluation tools.
  • Research: Where appropriate, describe the impact and importance of the candidate’s research in their field. Refer to the significance of peer-reviewed publications, trends of the candidate’s research productivity, grant funding, and presentations at national meetings.
  • Teaching: Provide a thorough evaluation of the candidate’s performance as a teacher. Reference teaching evaluations, direct observations, teaching awards, and appraisals of students and trainees relative to peer benchmarks. Discuss the candidate’s direction and supervision of post-doctoral fellows, theses and dissertations of pre-doctoral students, and, if appropriate, comments on the quality of the work of the supervised student or fellow. Evaluate the candidate’s contributions in advising, sponsorship of student organizations, or other work with students.
  • Clinical Activities: For clinical faculty, describe the specific role and importance of the clinical work of the candidate, using metrics of the quality of the candidate’s clinical work and benchmarks to local or national standards. How the candidate’s clinical work positively impact the teaching and research missions of the department and organizations on the medical campus?
  • Mentorship: Describe the candidates mentoring activities of students, trainees, faculty, and staff as appropriate as well as the success of mentees.
  • National Reputation: Describe the national reputation of the candidate citing specific examples that support the national reputation of the candidate (e.g. meaningful participation in national professional organizations, speaking invitations, development of national professional standards or guidelines, service on peer review boards and study sections, and/ or service on  editorial boards of professional journals).
  • Administrative or Leadership Activities: Describe the nature of any administrative or leadership roles of the candidate and how their performance has impacted the clinical, educational, and research missions of the department, school and/or hospital. Include quantitative measures of the performance of the unit supervised by the candidate along with comparisons to similar entities within and outside the institution.
  • Other Professional Activities: Comment on the nature of the candidate’s participation in departmental, school, or University affairs, and provide an evaluation of the quality of that participation since their last promotion and evaluate the candidate’s professional activities outside of the University.
  • Letters of Reference: Describe the suitability and objectivity of each reference to evaluate the candidate’s qualifications for promotion at the proposed rank. Include a summative statement regarding the level of support for the promotion from the references and explain letters of reference that are ambiguous or less supportive of the proposed promotion, if applicable.
  • Future Role: Discuss the candidate’s present and/or future role in the department or school, including teaching, research, and clinical care.

Offer Letter with Term Dates (For Initial Appointments only): This is the letter originally presented to the candidate making an offer of employment and establishing the terms of his/her employment. This letter should make plain the date employment began as well as the date upon which the initial term of hire ends.

BU CV: The date on the CV must be current and cannot be more than three months old when submitting to the Dean’s Office.

Candidate’s Summary of Teaching and Service Responsibilities: In narrative format, summarize the candidate and his/her teaching and service activity. For promotions, please only include information from the time the individual was last promoted.

Evaluator List: This list ought to identify and separate internal (i.e., evaluators from Boston University) and external evaluators. Additionally, the list of internal and external evaluators should be alphabetical. 

Evaluation Letters:

  • Evaluation letters must come from faculty of at least the proposed rank of the candidate (number of letters on chart below).
  • Evaluation letters must be on letterhead and signed.
  • Evaluation letters must specifically mention the proposed rank and comment about the candidate’s contributions.
  • Evaluation letters should be selected by the Department Appointment & Promotions Committee (candidates may suggest possible referees).
  • For appointments and promotions to Associate Professor and full Professor, none of the evaluation letters may come from close friends, mentors, and active collaborators. The letters must be at arms-length.
Rank # Total Minimum # from non-BU faculty
Instructor 3
Assistant Professor 3
Associate Professor (Clinical) 6 6 (0)
Professor (Clinical) 6 6 (0)

Secondary Appointments: If submitting at the same time as primary appointment, both chairs are required to sign the coversheet and provide joint chairs’ letter confirming the secondary appointment and specifying the role in the department. However, if not requested at the same time as primary appointment, then a coversheet, letter of support to Provost Antman with both department chairs’ signatures, and updated BU CV are required.

Affirmative Action Documentation: In an effort to ensure that departments search widely and well for qualified faculty members, BUMC insists on the documentation of each search committee’s efforts to hire, including the plan for recruitment, the composition of the search committee, and the ultimate composition of the candidate pool.

Last Updated December 15, 2014