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Prepare Your Packet

Requirements for the promotion packet vary by rank and career track and are summarized in the table below, which is also available in the appendices of the Information Guide for Appointments, Promotion, and Tenure. Document templates and tips for preparing elements of your promotion/tenure packet are available at the bottom of this page.

required elements of promotion packet by faculty career track
  1. T=Tenured; TE= Tenure-elgible; NTE=Non-tenure-eligible

  2. These optional CV supplements may be submitted by faculty on any career track: (1) Quality Improvement Initiatives, (2) Diversity, Equity, and Inclusion Initiatives, (3) Development and Leadership of Clinical Initiatives, (4) Public and Population Health Initiatives, and (5) Global Health Initiatives.
     

Tips

  • Since your promotion/tenure case is evaluated based on your career track, all faculty should confirm their current rank and career track by logging into the Feinberg Faculty Portal and navigating to Profile > Current Appointment. Clinician-Educators and Team Scientists can also confirm their domain(s) here; they are evaluated for promotion based on accomplishments in those domain(s).
  • The most common reason Clinician-Educators are deferred for promotion is that the packet describes accomplishments that are not aligned with the two chosen domains. If you review your domains and feel a change is needed, you have until Sept. 1 (before your promotion packet is received in the Dean's office) to change domains. To begin the process, speak to your division chief or department chair, for their nomination letters also need to be aligned with your domains in order to make a compelling case for promotion.
  • Though your public Feinberg Faculty Profile is not a formal component of the promotion/tenure packet, we recommend that promotion/tenure candidates polish their profile. External referees may find your profile when doing research to compose their evaluations. For guidance on how to update your profile, please refer to the Quick Reference on Feinberg Faculty Profiles.

 

Packet Documents

The personal statement and referee list must be prepared manually, but other elements of the promotion/tenure packet can be produced manually or generated from the Feinberg Faculty Portal (FFP), if you have maintained your career activity there. Review the information below to access document templates or learn how to generate the documents electronically from the FFP. If you choose to use the FFP, you do not have to use it for all documents. You are welcome to prepare some documents manually and generate some electronically. 

 CV

Your CV is the foundation of your promotion/tenure packet, providing the most comprehensive accounting of your achievements. We require promotion/tenure applicants to use the Feinberg CV template to facilitate equity in the review and evaluation process. 

Save your file using this file naming convention: LastName CV (e.g., Simpson CV)

There are two options for creating your CV:

  1. Feinberg CV template: You may create your CV manually, using this template as a guide. 
  2. Feinberg Faculty Portal: You have the option of generating your CV from the Feinberg Faculty Portal if you have invested the time to enter your accomplishments throughout your career history. (The system is relatively new and many faculty have not yet added their full career history, so you are not required to use this option). After you have entered your activities and accomplishments in the system, run the CV template titled Feinberg Standard CV (set the date range to all), which has been configured for promotion and tenure review.

Tips

  • Proofread your CV and be attentive to detail; a poorly prepared CV reflects poorly on the applicant
  • Ensure formatting is consistent throughout
  • When listing publications, put your name in bold font and list all authors in the order they appear on the publication 
  • When listing grant awards, follow the format established on the CV template, making sure to document your role and the direct costs you received
  • Do not include sensitive information such as your social security number
  • Sections of the CV template that do not apply to you may be skipped, but the sections that do apply should be listed in the order established in the template
  • If you have achievements in additional areas not represented on the CV template, you may add them at the end of the CV (or add sub-sections at the end of sections within the template, as appropriate)

 CV Supplement: Quality Improvement Initiatives

This document is optional and may be used by faculty on any career track to record their participation in quality improvement initiatives. Clinician-Educators specializing in the clinical or health services management domains are encouraged to document quality improvement initiatives as a form of achievement those domains. 

  • Include only activity since your last promotion became effective (or since you were appointed, if you now hold your first faculty rank)
  • Save your file using this file naming convention: LastName QI Initiatives (e.g., Simpson QI Initiatives)

There are two options for creating this document:

  1. Quality Improvement Initiatives: You may create this document manually by using this form.
  2. Feinberg Faculty Portal: You have the option of generating this document from within the Feinberg Faculty Portal. (The system is relatively new and many faculty have not yet added their full career history, so you are not required to use this option). After you have entered activities in the Quality Improvement Initiatives section of the Faculty Portal, run the CV template titled Quality Improvement Initiatives.

 CV Supplement: Diversity, Equity, and Inclusion Initiatives

This document is optional and may be used by faculty on any career track to record their leadership or participation in diversity, equity, and inclusion (DEI) initiatives.

  • Include only activity since your last promotion became effective (or since you were appointed, if you now hold your first faculty rank)
  • Save your file using this file naming convention: LastName DEI Initiatives (e.g., Simpson DEI Initiatives)

There are two options for creating this document:

  1. Diversity, Equity, and Inclusion Initiatives: You may create this document manually by using this form.
  2. Feinberg Faculty Portal: You have the option of generating this document from within the Feinberg Faculty Portal. (The system is relatively new and many faculty have not yet added their full career history, so you are not required to use this option). After you have entered activities in the Quality Improvement Initiatives section of the Faculty Portal, run the CV template titled Diversity, Equity, and Inclusion Initiatives.

 CV Supplement: Development and Leadership of Clinical Initiatives

This document is optional and may be used by faculty on any career track to record their development and leadership of clinical initiatives. Clinician-Educators specializing in the clinical or health services management domains are encouraged to document development and leadership of clinical initiatives as a form of achievement those domains. 

  • Only initiatives in which you played a leadership role should be recorded.
  • Include only activity since your last promotion became effective (or since you were appointed, if you now hold your first faculty rank)
  • Save your file using this file naming convention: LastName Clinical Initiatives (e.g., Simpson Clinical Initiatives)

There are two options for creating this document:

  1. Development and Leadership of Clinical Initiatives: You may create this document manually by using this form.
  2. Feinberg Faculty Portal: You have the option of generating this document from within the Feinberg Faculty Portal. (The system is relatively new and many faculty have not yet added their full career history, so you are not required to use this option). After you have entered activities in the Development and Leadership of Clinical Initiatives section of the Portal, run the CV template titled Development and Leadership of Clinical Initiatives.

 CV Supplement: Public and Population Health Initiatives

This document is optional and may be used by faculty on any career track to record their participation in public and population health initiatives. Clinician-Educators specializing in the community engagement domain are encouraged to document public and population health initiatives as a form of achievement that domain. 

  • Include only activity since your last promotion became effective (or since you were appointed, if you now hold your first faculty rank)
  • Save your file using this file naming convention: LastName Public Health (e.g., Simpson Public Health)

There are two options for creating this document:

  1. Public and Population Health Initiatives: You may create this document manually by using this form.
  2. Feinberg Faculty Portal: You have the option of generating this document from within the Feinberg Faculty Portal. (The system is relatively new and many faculty have not yet added their full career history, so you are not required to use this option). After you have entered activities in the Public and Population Health Initiatives section of the Portal, run the CV template titled Public and Population Health Initiatives.

 CV Supplement: Global Health Initiatives

This document is optional and may be used by faculty on any career track to record their participation in global health initiatives. Clinician-Educators specializing in the community engagement domain are encouraged to document global health initiatives as a form of achievement that domain. 

  • Include only activity since your last promotion became effective (or since you were appointed, if you now hold your first faculty rank)
  • Save your file using this file naming convention: LastName Global Health (e.g., Simpson Global Health)

There are two options for creating this document:

  1. Global Health Initiatives: You may create this document manually by using this form.
  2. Feinberg Faculty Portal: You have the option of generating this document from within the Feinberg Faculty Portal. (The system is relatively new and many faculty have not yet added their full career history, so you are not required to use this option). After you have entered activities in the Global Health Initiatives section of the Portal, run the CV template titled Global Health Initiatives.

 Personal Statement

Feinberg requires personal narrative statements for promotions to the level of associate professor and professor on all career tracks, as well as for the award of tenure. The personal statement is optional for promotions to assistant professor, though department chairs may require them as part of the department's internal nomination process. Effective personal statements contextualize the accomplishments listed on the CV or provide supplementary information that may not be apparent from review of the CV. The personal statement is also an opportunity to communicate with reviewers outside your field, helping them to understand the significance of your work in your specialty.

Prepare your personal statement manually using the appropriate template as a guide:

Tips

  • Preferred length is 2-3 single-spaced pages
  • Important! Focus on explaining accomplishments since your last promotion (or since your initial appointment, if you now hold your first faculty rank), rather than recounting your entire career.
  • Do not simply repeat the accomplishments listed in your CV; instead use the personal statement to provide additional context or other information that is not evident from your CV and that would help reviewers evaluate your application for promotion or tenure (for example, explain specific contributions that may not otherwise be appreciated by reviewers such as clinical expertise, describe extenuating circumstances that may have impacted your progress, list accomplishments that do not appear in other parts of the application)
  • Use the personal statement to help reviewers who may be unfamiliar with your field to better appreciate the accomplishments on your CV by explaining the significance/impact of your work in your specialty
  • The dean's office or department chair may provide your personal statement to referees when soliciting reference letters (candidates do not solicit their own reference letters) 
  • For Clinician-Educators: Use the personal statement to highlight your accomplishments in your chosen domains as recorded in the Feinberg Faculty Portal (navigate to Profile > Current Appointment to confirm). If you have accomplishments in more than these two domains, address your chosen domains first so that reviewers clearly see the connection between your career activity and the criteria they use for evaluation. You are welcome to highlight accomplishments in additional domains as well, but without first establishing achievement in your chosen domains, you can give reviewers the impression that your career is unfocused.
  • For Team Scientists in the research domain: Use the personal statement to highlight your contributions to team and collaborative research.

 Record of Teaching

Except for those on the non-tenure-eligible research track, all promotion/tenure applicants must submit this document. Teaching is a core mission of Feinberg and all faculty on the Clinician-Educator, Team Scientist and Investigator career tracks are expected to demonstrate contributions in this area as documented through this form.

  • Include only activity since your last promotion became effective (or since you were appointed, if you now hold your first faculty rank)
  • Save your file using this file naming convention: LastName Teaching Record (e.g., Simpson Teaching Record)

There are two options for creating this document:

  1. Record of Teaching: You may create this document manually by using this form.
  2. Feinberg Faculty Portal: You have the option of generating this form from the Feinberg Faculty Portal if you have maintained your teaching accomplishments there. (The system is relatively new and many faculty have not yet added their full career history, so you are not required to use this option). After you have entered your teaching activities in the system, run the CV template titled Record of Teaching.

 Record of Teaching Supplement: Teaching Evaluations

Teaching evaluations may be added to the packet following the Record of Teaching to demonstrate evidence of teaching effectiveness.

 Critical References List

Faculty are expected to advance their fields, with their work having an impact beyond Northwestern's campus. Through the Critical References Form (required for all), applicants may identify up to five references since their last promotion in rank (or appointment) that represent their most significant contributions and explain the impact and consequences of each. Authorship order is not a perfect indicator of authors' contributions to publications, so if you are a middle author on a high-impact paper for which you played a critical role, this form also provides an opportunity to highlight your contribution.

  • Include only references published since your last promotion became effective (or since you were appointed, if you now hold your first faculty rank)
  • Save your file using this file naming convention: LastName Critical References (e.g., Simpson Critical References)

There are two options for creating this document:

  1. Critical References List: You may create this document manually by using this form.
  2. Feinberg Faculty Portal: You have the option of generating this document from within the Feinberg Faculty Portal. (The system is relatively new and many faculty have not yet added their full career history, so you are not required to use this option).

    To select the FIVE critical references that you wish to highlight:

    1. Go to the Activities page within the Feinberg Faculty Portal (left navigation menu).
    2. Open the section called Publications and Scholarly Works.
    3. For each item you want to highlight as a critical reference, select the edit (pencil) icon and in the form that opens, scroll down to the section called Activity Classifications
    4. Look for the field called Critical References and set it to Yes (this causes the record to appear on your Critical References Form).
    5. Complete the Role field and the Impact and Consequences field; these fields also display on your Critical References List.
    6. Repeat these steps for each reference up to FIVE that you wish to include on the Critical References List.
    7. Go to the Vitas & Biosketches page within the Feinberg Faculty Portal and run the CV template titled Critical References List.

 Referee List

Promotion/tenure candidates do not request their own reference letters, but they do suggest referee names who will be contacted by the department chair or dean's offices to provide an evaluation. The quality of reference letters (prominence, rank, institution) is an important factor in evaluating you for promotion/tenure. Poorly chosen external reference letters may adversely affect the likelihood of promotion/tenure success.

On non-tenure-eligible career tracks, promotions to the rank of associate professor require evidence of a regional reputation, and promotions to the rank of professor require evidence of a national/international reputation. On the Investigator track (tenure track), evidence of a national reputation is required by the time of promotion to associate professor. Referees from a diverse set of geographically dispersed institutions demonstrate the breadth of your reputation.  

Candidate's Referee List Form
Save your file using this file naming convention: LastName Referee List (e.g., Simpson Referee List)

Tips

  • Promotion candidates suggest referee names but should never contact the referees to solicit their own letters
  • Referees must hold an academic rank that is equivalent to or higher than the rank of the proposed promotion
  • Select referees from peer institutions when possible, as these strengthen your promotion application
  • Select referees who represent diverse institutions; if all your referees come from a couple of institutions, that suggests your work has limited impact, and the geographic range of referees demonstrates the breadth of your reputation
  • Referees must be external to Northwestern, with one exception: candidates proposed for promotion to non-tenure-eligible assistant professor can suggest one referee who is at Northwestern but outside their department
  • Referees without a training connection to the promotion candidate are preferred
  • The number of referee names a candidate should provide is dependent upon the rank of promotion
  • List referee names in rank order of preference
  • Polish your public Feinberg Faculty Profile. External referees may find your profile when doing research to compose their evaluations. For guidance on how to update your profile, please refer to the Quick Reference on Feinberg Faculty Profiles.

 Letter from Program Leader

This is required for only (1) Team Scientists in the research domain and (2) faculty on the Research Track. Team Scientists should obtain a letter from a program leader at Northwestern who can attest to the essential contributions the Team Scientist makes as a key collaborator (e.g., another faculty member who is principal investigator for a grant on which the Team Scientist contributes). Research Faculty should obtain a letter from a program leader (i.e., principal investigator or director of core facility) to document the unique collaborative contribution of the faculty member to programmatic research and/or describe how the candidate’s activities contribute to research excellence at the Feinberg School of Medicine or contribute to the excellence and impact of a research support facility.

Save your file using this file naming convention: LastName Letter from ProgramLeaderLastName (e.g., Simpson Letter from Burns)