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: This letter is written by the chair of the department that is recommending the candidate and should include:

• Evaluation of Teaching: Where appropriate, this letter should provide a thorough evaluation of the candidate’s teaching abilities. Additionally, it should discuss the candidate’s direction and supervision of theses and dissertations, and, if appropriate,  include comments about the quality of student works supervised. This letter should evaluate the candidate’s contributions in advising, sponsorship of student organizations, or other work with students outside the classroom.
• Evaluation of Research and Publication: Where appropriate, this letter should evaluate the candidate’s publication record as well as other research activity that may not have resulted in publication. Additionally, this letter should comment on the importance of the candidate’s research within his/her particular field.
• Other Professional Activities: This letter should 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. It should also evaluate the candidate’s professional activities outside of the University.
• Future Role: This letter should discuss the candidate’s present and/or future role in the department or school, including teaching, research, and any other relevant matters, avoiding vague generalities.

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.

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 2/27/2013