Jacobs School Dossier Preparation Timeline

• identify faculty candidates for promotion & appointment confirmation based on Jacobs School Policies, Procedures and Criteria for Faculty Promotion
• note: all new hires at associate professor ranks need to have appointment confirmed within three years, and new hires at professor rank need to be confirmed within one year of appointment. This includes 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 achadwic@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 achadwic@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 achadwic@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 achadwic@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