Faculty Promotion



Faculty are encouraged to seek professional mentoring from the Office of Faculty Affairs, which schedules individualized mentoring sessions with the appropriate mentoring committee and one-on-one meetings with faculty. Faculty are asked to contact Suzanne G. Laychock, PhD, to request a mentoring meeting. Please provide a current CV with your request.

Mentoring at the department level can also be facilitated by completing your Annual Faculty Review (AFR) form, part of the UB Profile. The AFR will be shared with your Chair during your annual performance review.

Promotion Readiness Assessment

Faculty and mentors are encouraged to use this checklist to evaluate a candidate’s readiness for promotion.

Dossier Submission Calendar

To ensure timely action by the medical school review bodies and the President’s Review Board (PRB), please submit candidate dossiers to the Office of Faculty Affairs (Room 6130, 955 Main Street) as follows:

Academic (tenure)

professor and
associate professor

September 1

original + 2 copies + PDF

Academic Qualified (non-tenure)

professor and
associate professor

November 1 (preferred)

January 15 (deadline)

original + PDF

Dossier Preparation Timeline

We recommend that you follow this timeline to ensure timely submission:

Candidate’s Tasks

Curriculum vitae

Develop your curriculum vitae following the approved format. The Office of Faculty Affairs is happy to assist you with this.

UB Profile, a web-based data collection and reporting program, can be used to develop your CV.

Personal statement

Prepare a personal statement that addresses scholarship, teaching, and service and includes future goals for these three required sections.

Securing an advocate (optional)

You have the option to designate an advocate of your choice. If you elect not to have an advocate at this time, please provide an Advocate Opt Out Statement.

Department Chair’s Tasks

Chair’s letter

The department chair must write a letter that addresses the candidate’s contributions. This letter must include the department's vote outcome for the candidate.

Required evaluation letters

As department chair, you must solicit external and internal evaluation letters using our guidelines.

Please note the need to solicit Association of American Universities (AAU) members.

A secondary source for selection of external evaluators from ranked schools is the US News & World Report Best Medical Schools (Research) 2022 list. Chairs must state in their letter why an evaluator was selected from a non-AAU institution.

External evaluator solicitation letter examples

Internal evaluator solicitation letter examples

Optional evaluation letters

We encourage you to solicit an optional collaborator letter. The letter must come from a non-UB affiliate who has worked with the candidate on a multiyear project.

We recommend soliciting letters from current or former students/trainees who can offer insightful comments about the impact of the candidate's teaching and mentoring.

Dossier preparation for faculty with joint appointments

In cases where a faculty member has a joint appointment in two departments within the school of medicine, the primary department should assemble and submit the dossier.

Dossier preparation for faculty with joint appointments in two schools

In cases where a faculty member is appointed in co-administered departments in two different UB schools, follow these requirements:

Voting eligibility

Be aware that UB adheres to “rank on rank” voting for all faculty personnel actions.

Promotions Review Process for Dossiers

Familiarize yourself with the different review processes for dossiers:

Dossier Submission Documents

As the departmental staff member preparing the dossier, you should use these documents in the submission process: