Appointments and Promotions

Appointment Nomination Package Required Checklist:

Salaried Faculty

• Letter from Department Chair or Vice President and Dean of the School of Health Professions
• EVMS Curriculum Vitae or Personal CV - updated within the last 6 months
• EVMS New Faculty Information Form– must be signed and dated within the last 6 months
• Copy of certificate/diploma for terminal degrees that cannot be verified online
• Transcript from Terminal degree Institution – with raised seal (Salaried Faculty Only – MD, DO & DPM degrees are exempt because of other additional requirements)
• Provide justification:
  • If a physician - must be Board eligible or Board certified
  • If a license professional - provide documentation of certification

Non-Salaried / VA Faculty

• Letter from Department Chair or Vice President and Dean of the School of Health Professions
• EVMS Curriculum Vitae or Personal CV - updated within the last 6 months
• EVMS New Faculty Information Form – must be signed and dated within the last 6 months
• Copy of certificate/diploma for terminal degrees that cannot be verified online
• Provide justification:
  • If a physician - must be Board eligible or Board certified
  • If a license professional - provide documentation of certification

Community Faculty

• Letter from Department Chair or Vice President and Dean of the School of Health Professions
• EVMS Curriculum Vitae or Personal CV - updated within the last 6 months
• EVMS Community Faculty Information Form - must be signed and dated within the last 6 months
• Copy of certificate/diploma for terminal degrees that cannot be verified online
• Provide justification:
  • If a physician - must be Board eligible or Board certified
  • If a license professional - provide documentation of certification

Adjunct Faculty

• Letter from Department Chair or Vice President and Dean of the School of Health Professions
• EVMS Curriculum Vitae or Personal CV – must be signed and dated within the last 6 months
• EVMS New Faculty Information Form – must be signed and dated within the last 6 months

Appointment Nomination Package Required Checklist:

Salaried Faculty

• Letter from Department Chair or Vice President and Dean of the School of Health Professions
• Three Internal/External Letters of Recommendation Requirements
• Personal Statement/Narrative (signed and dated)
• EVMS Curriculum Vitae - must be signed and dated within the last 6 months
• EVMS New Faculty Information Form – must be signed and dated within the last 6 months
• Copy of certificate/diploma for terminal degrees that cannot be verified online
• Transcript from Terminal degree Institution – with raised seal (Salaried Faculty Only – MD, DO & DPM degrees are exempt because of other additional requirements)
• Provide justification:
• If a physician - must be Board eligible or Board certified
• If a license professional - provide documentation of certification

Non-Salaried / VA Faculty

• Letter from Department Chair or Vice President and Dean of the School of Health Professions
• Two Internal/External Letters of Recommendation Requirements
• Personal CV or EVMS Curriculum Vitae - must be signed and dated within the last 6 months
• EVMS New Faculty Information Form – must be signed and dated within the last 6 months
• Copy of certificate/diploma for terminal degrees that cannot be verified online
• Provide justification:
• If a physician - must be Board eligible or Board certified
• If a license professional - provide documentation of certification

Community Faculty

• Letter from Department Chair or Vice President and Dean of the School of Health Professions
• One Letter of Recommendation Requirement
• EVMS Community Faculty Information Form – must be signed and dated within the last 6 months
• EVMS Curriculum Vitae or Personal CV – preferably updated within the last 6 months
• Copy of certificate/diploma for terminal degrees that cannot be verified online
• Provide justification:
• If a physician - must be Board eligible or Board certified
• If a license professional - provide documentation of certification

Adjunct Faculty

• Letter from Department Chair or Vice President and Dean of the School of Health Professions
• EVMS Curriculum Vitae or Personal CV – must be signed and dated within the last 6 months
• EVMS New Faculty Information Form – must be signed and dated within the last 6 months

**Please be aware that if you are transitioning between institutions and seeking an appointment at a higher rank than your previous position, please follow the full Appointments and Promotions process, as outlined sections below the Faculty Lateral Rank Appointment sections.**

Guidelines for Senior Lateral Appointments (for candidates moving from another academic institution and requesting same academic rank as that held at prior institution). 

To facilitate academic appointment for faculty who have been recruited from another academic institution and for whom an appointment is requested at the same academic rank (i.e., Associate Professor, Professor) that was held at the prior institution, the candidate’s appointment process could be expedited via a simplified packet submitted for review.

Appointment Nomination package for Lateral Appointments at all ranks should contain: 

• Letter from Department Chair or Vice President and Dean of the School of Health Professions
• Candidate’s CV in EVMS format
• EVMS New Faculty Information Form – must be signed and dated within the last 6 months

**Please be aware that if you are transitioning between institutions and seeking an appointment at a higher rank than your previous position, please follow the full Appointments and Promotions process, as outlined sections below the Faculty Lateral Rank Appointment sections.**

Guidelines for Senior Lateral Appointments (for candidates moving from another academic institution and requesting same academic rank as that held at prior institution). 

To facilitate academic appointment for faculty who have been recruited from another academic institution and for whom an appointment is requested at the same academic rank (i.e., Associate Professor, Professor) that was held at the prior institution, the candidate’s appointment process could be expedited via a simplified packet submitted for review.

Appointment Nomination package for Lateral Appointments at all ranks should contain: 

• Letter from Department Chair or Vice President and Dean of the School of Health Professions
• Candidate’s CV in EVMS format
• EVMS New Faculty Information Form – must be signed and dated within the last 6 months

Dossier Items: 

• Letter of Nomination from Department Chair
  
  
• One External/Internal Letter of Recommendation Requirements
  • Should be addressed to the Department Chair or Vice President and Dean of the School of Health Professions
  • Be on letterhead with original signature, academic rank and dated
  • Come from an individual with an academic appointment at an equivalent or higher rank than that for which the candidate is being proposed
  • State how long they have known the applicant and under what capacity
  • Address the candidate’s professional expertise
  • State why they think the applicant would be an asset to EVMS
  • Address the candidate’s contributions and potential in one or more of the four areas of academic activity (Teaching, Research/Discovery, Clinical Care and/or Administrative/Service)
  • Address recognition by peers in the candidate’s accomplished area
  • Address if the candidate is recognized locally, regionally or nationally
  • Should not be more than 6 months old
    NOTE: Letters of recommendation are confidential and only available to Department Chairs and Faculty Affairs and Professional Development
    
    
• Personal Statement/Narrative - a portfolio template has been created to compile a detailed accounting of your activities in the domains in which you have time allotted (Teaching, Research/Discovery, Clinical Care and/or Administrative/Service). This template includes tables and examples of information to include in your statement. For example, in the area of teaching, please provide a short description of each course or session you are teaching, the number of students involved, major topics, hours/ year and what is your role (co-director, director, teaching faculty). If you have developed new curricula please describe these efforts - why new curriculum was necessary, how successful it is based on comments from students or residents and other colleagues who are teaching it or accreditation requirements met.  Mentoring/ advising is another area to consider. There is a table to include the names of these individuals that you have either advised or mentored, the duration of this activity and the outcomes. Make sure you:
  • Document evidence of:
    • quality of work achieved in each domain
    • contributions to be made to the department
    • alignment with mission of the school
    • future professional goals
  • Include percentage of effort for each domain
  • Include ranking level
  • Note if recognized regionally and/or nationally
    
    
• EVMS CV Form (signed and dated)

Dossier Items:

• Letter of Nomination from the Department Chair
  
  
• Submit up to 8 names of colleagues (5 external and 3 internal) that can write a letter of recommendation for you to your Department Chair. The Chair will select 3 external names, and then make a request for both the external and internal letters.
  
  
• Three External Letters of Recommendation Requirements
  

  Letters of Recommendation - Letters of recommendation provide important perspective on the fulfillment of criteria for the candidate seeking promotion. The external and/or internal letters of recommendation are requested and obtained by the Department Chair of the School of Medicine or the Vice President and Dean of the School of Health Professions and should place the academic and scholarly activities of the candidate in context of other academic institutions A faculty candidate for promotion is not permitted to solicit any letters of recommendation or contact the internal/external referees regarding the letters of recommendation. Letters should be obtained from well-qualified scientists, scholars, educators and clinicians who are able to provide a fair and objective evaluation of the candidate’s work. In general, a potential external referee should have at least an “arms-length” relationship with the candidate. The nature of the professional relationship of the candidate and the potential referee must be specified in the letter. Such letters should document how long and in what capacity the individual knows the candidate, a candidate’s qualifications and professional expertise for a promotion. Letters should be addressed to the Department Chair of the School of Medicine or VPDSHP.

  Specifically, letters of recommendation should:

  • Define the relationship between the referee and the candidate
  • Reflect on the teaching engagement and skills of the candidate (if relevant)
  • Comment on the commitment to clinical practice (if relevant), especially during the period for most recent appointment or promotion
  • Address the extent and relevance of scholarly productivity, including strengths and weaknesses
  • Reflect on the leadership abilities, qualities and reputation of the candidate, whether in a local, regional or national/international setting
  • Comment on the institutional and professional service contributions of the candidate Provide perspectives on the character, skills, productivity, leadership, scholarly context or other qualities of the candidate, especially in relation to expectations at peer academic institutions.
  • Any additional insight that may be helpful to the EVMS Appointment and Promotion Committee regarding the candidate’s promotion and/or academic appointment
  • Should be addressed to the Department Chair or Vice President and Dean of the School of Health Professions
    
    

  Additional Requirements:

  • Be on letterhead with original signature, academic rank and dated
  • Come from individuals with an academic appointment at an equivalent or higher rank than that for which the candidate is being proposed
  • One letter may come from an individual who holds a position within institutes/organizations such as the NIH and has previously held an academic appointment at an equivalent or higher rank
  • Must come from three different institutions
  • State how long they have known the applicant and under what capacity
  • Address the candidate’s professional expertise
  • State why they think the applicant would be an asset to EVMS
  • Address recognition by peers in the candidate’s accomplished area
  • Document the candidate’s potential in one or more of the four areas of academic activity (i.e., education, clinical practice, research and service)
  • Address how the candidate is recognized regionally or nationally
  • Should not be more than 6 months old
    
    

   NOTE: Letters of recommendation are confidential and only available to Department Chairs, Faculty Affairs and Professional Development, and the Appointments and Promotions Committee, unless otherwise stated in the letter
  
  

• Up to Three Internal Letters of Recommendation from Faculty or Department Chairs
  
  • Should be addressed to the Department Chair or Vice President and Dean of the School of Health Professions
  • Come from individuals with an academnic appointment at an equivalent or higher rank than that for which the candidate is being proposed
  • Come from outside the department to show strong collaboration with others
  • Be on letterhead with original signature, academic rank, and dated
    
    
• Personal Statement/Narrative - a portfolio template has been created to compile a detailed accounting of your activities in the domains in which you have time allotted (Teaching, Research/Discovery, Clinical Care and/or Administrative/Service). This template includes tables and examples of information to include in your statement. For example, in the area of teaching, please provide a short description of each course or session you are teaching, the number of students involved, major topics, hours/ year and what is your role (co-director, director, teaching faculty). If you have developed new curricula please describe these efforts - why new curriculum was necessary, how successful it is based on comments from students or residents and other colleagues who are teaching it or accreditation requirements met.  Mentoring/ advising is another area to consider. There is a table to include the names of these individuals that you have either advised or mentored, the duration of this activity and the outcomes. Make sure you:
  • Document evidence of:
    • quality of work achieved in each domain
    • contributions to be made to the department
    • alignment with mission of the school
    • future professional growth
  • Include percentage of effort for each domain
  • Include ranking level
  • Note if recognized regionally and/or nationally
    
    
• EVMS CV Form (signed and dated)
  
  
• Evaluations: (must be dated)
  •  Annual Faculty Review (Last 3 years if available/applicable)
  •  Resident Evaluations (if applicable)
  •  Student Evaluations (if applicable)
  •  Lecture/course Evaluations (if applicable)
    
    
• Other recognition by colleagues, conferences etc.  (optional)
  
  
• All faculty are required to review the A&P Guidelines and take a post-test survey. The survey can be found on Blackboard or from the Faculty Affairs and Professional Development office.

Dossier Items:

• Letter of Nomination from the Department Chair
  
  
• Submit up to 8 names of colleagues (5 external and 3 internal) that can write a letter of recommendation for you to your Department Chair. The Chair will select 3 external names, and then make a request for both the external and internal letters.
  
  
• Three External Letters of Recommendation Requirements
  

  Letters of Recommendation - Letters of recommendation provide important perspective on the fulfillment of criteria for the candidate seeking promotion. The external and/or internal letters of recommendation are requested and obtained by the Department Chair of the School of Medicine or the Vice President and Dean of the School of Health Professions and should place the academic and scholarly activities of the candidate in context of other academic institutions A faculty candidate for promotion is not permitted to solicit any letters of recommendation or contact the internal/external referees regarding the letters of recommendation. Letters should be obtained from well-qualified scientists, scholars, educators and clinicians who are able to provide a fair and objective evaluation of the candidate’s work. In general, a potential external referee should have at least an “arms-length” relationship with the candidate. The nature of the professional relationship of the candidate and the potential referee must be specified in the letter. Such letters should document how long and in what capacity the individual knows the candidate, a candidate’s qualifications and professional expertise for a promotion. Letters should be addressed to the Department Chair of the School of Medicine or VPDSHP.

  Specifically, letters of recommendation should:

  • Define the relationship between the referee and the candidate
  • Reflect on the teaching engagement and skills of the candidate (if relevant)
  • Comment on the commitment to clinical practice (if relevant), especially during the period for most recent appointment or promotion
  • Address the extent and relevance of scholarly productivity, including strengths and weaknesses
  • Reflect on the leadership abilities, qualities and reputation of the candidate, whether in a local, regional or national/international setting
  • Comment on the institutional and professional service contributions of the candidate Provide perspectives on the character, skills, productivity, leadership, scholarly context or other qualities of the candidate, especially in relation to expectations at peer academic institutions.
  • Any additional insight that may be helpful to the EVMS Appointment and Promotion Committee regarding the candidate’s promotion and/or academic appointment
  • Should be addressed to the Department Chair or Vice President and Dean of the School of Health Professions
    
    

  Additional Requirements:

  • Should be addressed to the Department Chair or Vice President and Dean of the School of Health Professions
  • Be on letterhead with original signature, academic rank and dated
  • Come from individuals at an equivalent rank for which the candidate is being proposed
  • Must come from three different institutions, at least two from outside the Commonwealth of Virginia.
    • One letter may come from the Commonwealth of Virginia, but outside EVMS
    • One letter may come from an individual who holds a position within institutes/organizations such as the NIH and has previously held an academic appointment at an equivalent rank
  • State how long they have known the applicant and under what capacity
  • Address the candidate’s professional expertise
  • State why they think the applicant would be an asset to EVMS
  • Address recognition by peers in the candidate’s accomplished area
  • Document accomplishments in two or more of the four areas of assigned responsibility. (i.e., education, clinical practice, research and service)
  • Address how the candidate is recognized nationally or internationally
  • Should not be more than 6 months old
    
    NOTE: Letters of recommendation are confidential and only available to Department Chairs, Faculty Affairs and Professional Development, and the Appointments and Promotions Committee, unless otherwise stated in the letter
    
    
• Up to Three Internal Letters of Recommendation from Faculty or Department Chairs
  
  • Should be addressed to the Department Chair or Vice President and Dean of the School of Health Professions
  • Come from individuals with an academnic appointment at an equivalent or higher rank than that for which the candidate is being proposed
  • Come from outside the department to show strong collaboration with others
  • Be on letterhead with original signature, academic rank, and dated
    
    
• Personal Statement/Narrative - a portfolio template has been created to compile a detailed accounting of your activities in the domains in which you have time allotted (Teaching, Research/Discovery, Clinical Care and/or Administrative/Service). This template includes tables and examples of information to include in your statement. For example, in the area of teaching, please provide a short description of each course or session you are teaching, the number of students involved, major topics, hours/ year and what is your role (co-director, director, teaching faculty). If you have developed new curricula please describe these efforts - why new curriculum was necessary, how successful it is based on comments from students or residents and other colleagues who are teaching it or accreditation requirements met.  Mentoring/ advising is another area to consider. There is a table to include the names of these individuals that you have either advised or mentored, the duration of this activity and the outcomes. Make sure you:
  • Document evidence of:
    • quality of work achieved in each domain
    • contributions to be made to the department
    • alignment with mission of the school
    • future professional goals
  • Include percentage of effort for each domain
  • Include ranking level
  • Note if recognized regionally and/or nationally
    
    
• EVMS CV Form (signed and dated)
  
  
• Evaluations: (must be dated)
  • Annual Faculty Review (Last 3 years if available/applicable)
  • Resident Evaluations (if applicable)
  • Student Evaluations (if applicable)
  • Lecture/course Evaluations (if applicable)
    
    
• Other recognition by colleagues, conferences etc.  (optional)
  
  
• All faculty are required to review the A&P Guidelines and take a post-test survey. The survey can be found on Blackboard or from the Faculty Affairs and Professional Development office.