• identify faculty candidates for promotion & appointment confirmation based on Jacobs School Policies, Procedures and Criteria for Faculty Promotion
• note: all new hires at the Associate Professor and Full Professor ranks must have their appointments confirmed within three years. This requirement also applies to volunteer-rank appointments.

• develop CV and Personal Statement
• provide names & email addresses of 
  • 3-5 former mentees
  • 1-2 collaborators external to UB (optional) 
• elect to have an advocate (optional)

Internal Evaluators (rank at candidate’s "promotion to" rank) for Tenure, Clinical, Research ranks:

• two letters required, suggest 3-4 potential names
• internal evaluators from within candidate’s department or other departments – these evaluators should know and be familiar with the candidate/colleague’s contributions to scholarship, teaching and/or service.

External evaluators (rank at candidate’s "promotion to" rank) for Tenure, Clinical, Research ranks:             

• four letters required, suggest 6-8 letters preferred
• external evaluators must be ‘disinterested’, i.e., cannot be former colleagues, co-authors, trainees, mentors or close friends
• for Tenure – must be at AAU institutions or otherwise justified in Chair’s letter
• For Clinical or Research Associate Professor – may be external to UB or at UB but not in candidate’s department; must be ‘disinterested’ even if from UB
• For Clinical or Research Professor – must be external to UB

Volunteer faculty evaluative letters:

• Associate Prof – five total letters: two external (may be from UB but outside candidate’s department; disinterested); two internal; and one which is Chair’s choice external or internal
• Professor – five total letters; three external (outside UB; disinterested) and two internal

• finalizes CV and Personal Statement so department can solicit evaluative letters

• Cross-check candidate’s CV to ensure that external evaluators are disinterested (not co-authors, collaborators, former mentors, etc.)
• Use Web of Science/Google Scholar to verify that candidate has not co-authored with any identified external evaluators

• solicit external, internal, collaborator and mentee letters (sample letters available at OFA)
• suggest deadline of 3-4 weeks to provide a letter
• request reply within one week; follow up if no response received
• after 10 days, verify sufficient number of internal and external evaluator letters promised. If responses are insufficient, then request additional evaluators’ names and send letters.
• send reminder to evaluators one week prior to submission deadline
• collect teaching evaluations from candidate, department or from Office of Medical Education (fellows, medical students, residents) for past five years

• review all external letters to ensure evaluator does not make claims that disqualify their disinterested status, i.e., good friends, former colleagues, working on a grant together, trained them as a resident, etc.
• if such statements appear in a letter, that letter still needs to be included in the dossier, but another evaluator should be identified to ensure that at least four evaluators are disinterested.
• verify: Confidentiality Statements received; Biosketches for all external evaluators received
• assemble dossier

• submit PDF of dossier to Alicia Chadwick for preview at jsmbsfacultyaffairs@buffalo.edu
• after preview is approved, make dossier available (UB box/hard copy in office) to eligible faculty (rank-on-rank voting) and advocate to review. Advocate should be reminded that confidential material in the dossier is not to be shared with the faculty candidate.
• schedule department meeting for departmental vote led by Chair for end of August; invite advocate to attend and present statement and answer questions.
• finalize Chair’s letter following department meeting; include vote outcome.

• submit PDF dossier to Alicia Chadwick jsmbsfacultyaffairs@buffalo.edu
• attach ePTF as separate PDF and include in the one hard copy
• mail hard copy to Alicia at University at Buffalo, 955 Main Street, Suite 5102, Room 5102L

• submit PDF of dossier to Alicia Chadwick for preview jsmbsfacultyaffairs@buffalo.edu
• after preview is approved, make dossier available (UB box/hard copy in office) to eligible faculty (rank-on-rank voting) and Advocate to review. Advocate should be reminded that confidential material in the dossier is not to be shared with the faculty candidate.
• schedule department meeting for departmental vote led by Chair for end of September; invite advocate to attend and present statement and answer questions.
• finalize Chair’s letter following department meeting; include vote outcome.

• submit PDF dossier to Alicia Chadwick jsmbsfacultyaffairs@buffalo.edu
• attach ePTF as separate PDF and include in the one hard copy
• mail hard copy to Alicia at University at Buffalo, 955 Main Street, Suite 5102, Room 5102L