Required Documentation

Candidates should keep in mind:

Promotion documents should record information from the date of last promotion to the present (beginning January of the year last promoted).

• Exception: CV should cover entire career

Submit all documents to your hospital administrator

• .PDF only: exception: Referee Lists (External, Internal, and Student) should be submitted as Word .doc
• File naming - Use an underscore as the separator within the File Name: LastName_FirstName_DocumentName, ie
  • Brown_George_CV
  • Brown_George_SummaryTable_Publications
  • Brown_George_TER
  • Brown_George_CandidateStatement

Required Documents	Excellence or competance in Research	Excellence or competance in Creative Professional Activities (CPA)	Sustained Excellence in Teaching	Prepared by
Promotion Candidate Information Form	✔	✔	✔	Candidate
Curriculum Vitae	✔	✔	✔	Candidate
Candidate's Statement max. three (3) pgs.	✔	✔	✔	Candidate
Most Significant Publications	✔	✔	✔	Candidate
H-Index (in Candidate Statement)	✔			Candidate
Research Statement (in CV)	✔			Candidate
Data Summary Sheet: Research awards (grant support held)	✔	✔		Candidate
Data Summary Sheet: Research supervision	✔	✔	✔	Candidate
Data Summary Sheet: Refereed publications	✔	✔	✔	Candidate
CPA Statement (in CV)		✔		Candidate
Data Summary Sheet: Teaching	✔	✔	✔	Candidate
Teaching Statement previously known as Teaching philosophy  (in CV)	✔	✔	✔	Candidate
Teaching and Education Report	✔	✔	✔	Candidate
Teaching Evaluation Scores (from POWER and Medsis)	✔	✔	✔	Candidate provides Medsis data. POWER scores provided to candidate by the U of T DoM prior to initial document submission: Candidates resubmit all TES data with their completed documents.
Summary of Teaching Activities	✔	✔	✔	Candidate
Administrative Service (in CV)	✔	✔	✔	Candidate
Data Summary Sheet: Mentorship	(✔)	(✔)	(✔)	Candidate
Appendix: max. five pgs (if applicable)	(✔)	(✔)	(✔)	Candidate
Colleague Letters (if applicable)	(✔)	(✔)	(✔)	Candidate
INTERNAL Referee List (Minimum six names)			✔	Candidate/Hospital Promotion Administrator
EXERNAL Referee List (Minimum six names)	✔	✔		Candidate/Hospital Promotion Administrator
Waiver of External Review			✔	Candidate
Student Testimonial List (Eight to twelve names)	✔	✔	✔	Candidate
Reporting Letter: Physician-in-Chief (PIC)	✔	✔	✔	U of T DoM Admin
Reporting Letter: Department division director (DDD)	✔	✔	✔	U of T DoM Admin
Reporting Letter: Cross-Appointed Chair (if applicable)	(✔)	(✔)	(✔)	U of T DoM Admin
Recommendation to the Dean: DoM Chair	✔	✔	✔	U of T DoM Admin

1. Promotion Candidate Information Form

2.  Curriculum Vitae

It is the responsibility of the candidate to prepare her/his curriculum vitae in accordance with University Policy (Manual of Staff Policies Academic Librarian, Number 3.01.05, paragraph 16).

The Curriculum Vitae is the most important and powerful document in the promotion package. The document is reviewed by all internal and external referees, the Department of Medicine Promotions Committee and the Faculty of Medicine Decanal Promotions Committee. 

While other promotion documents are expected to cover only the time period since the candidate’s last promotion or initial appointment, the submitted curriculum vitae should document the candidate’s entire academic career.

Faculty seeking promotion for July 1, 2022 should prepare their CV using  WebCV. Please contact dom.academicappts@utoronto.ca should you not have access to WebCV.

Key points to remember when preparing the CV:

• Publication contributions are very important (principal author, co-principal author, senior responsible author, collaborator/co-author).
• ‘Published’ or ‘In Press’ items should be listed separately from ‘submitted’. Do not include papers/work “in preparation.”
• Peer reviewed and non peer reviewed items should be separate.
• Manuscripts, abstracts, books/book chapters should be separate.
• When listing publications, include the PubMedID next to each publication. **Note that in WebCV, the PMID field does not print, it is only for uploading data. Once the data is uploaded from PubMed and before clicking 'save.' the PMID can be added to the "Rest of citation" on the publication input page. This is a printable field and will show up on the exported reports.

Candidate's role on publications and research grants:

• Senior Responsible Author (SRA) – initiates the direction of investigation, establishes the laboratory or setting in which the project is conducted, obtains any required funding for the study, plays a major role in the data analysis and preparation of the manuscript, and assumes overall responsibility for publication of the manuscript in its final form.
• Principal Author (PA) – carries out the actual research and undertakes the data analysis and preparation of the manuscript.  (The principal author may also be the senior responsible author.)
• Co-Principal Author (CO-PA) – has a role in experimental design, an active role in carrying out the research, and is involved in data analysis and preparation of the manuscript. The project would be compromised seriously without the co-principal author.
• Co-Investigator (CO-I) – contributes to the research activities and participates in the publications.
• Collaborator (COLL) or Co-Author (CA) – generally does not have a major conceptual role in the study or the publication, though this is not always the case. The candidate's role should be explicitly stated.

Candidate’s Statement

Sample Statements:

Candidate Statement & Teaching Philosophy
Candidate Statement (CPA, Research, Teaching)
Candidate Statement (Research, Teaching, Admin)

The candidate's statement is intended to allow the candidate to “speak” to the promotions committees concerning his/her achievements and impact on the discipline. The candidate is encouraged to provide a brief summary of career history, key accomplishments and the impact of these accomplishments with a focus on achievements since the year of last promotion. The Candidate's Statement should be no longer than three pages.

For each of the areas for which you are seeking promotion (research, CPA, teaching/education), the statement should address three main points:

• What is the focus of your scholarly work and why is this focus important? Be succinct, use simple language. Don’t assume the reviewers know.
• What have you accomplished since your last pomotion?
• What tangible impact has your work had? Provide clear evidence, e.g. discovery led to shift in field, new treatment now in trials, new model of care implemented worldwide.

Please include your cumulative H-Index in your candidate statement before discussing the impact of your work. See the last page of the Manual for Academic Promotion for instructions on how to calculate your H-Index.

If relevant, please discuss any blips in productivity, and/or teaching quality or quantity, e.g.  illness, family stresses, pregnancy/childbirth/adoption, injuries.

The candidate's statement should have titled sections on:

• Academic career history
• Career progress since last promotion
• Research (if applicable)
• CPA (if applicable)
• Teaching/Education
• Administrative activities

In the CV, Under Section C. 'Academic Profile,' as appropriate please provide the following (max. one page each – ideally half page):

• Research statement – a summary of the overarching focus of your research and its impact
• Creative professional activities – a summary of the focus of your CPA and its impact
• Teaching philosophy – a summary of your approach to teaching (required by all faculty seeking promotion)

Sample CV Statements:

CV Statement (Research)

CV Statement (Research, Teaching, CPA)

CV Statement (Teaching, CPA)

 Most Significant Publications

A seperate document is required listing a maximum of five most significant publications since last promotion (or initial appointment). Provide a brief narrative describing the reasons for these selections and how these papers have had an impact on the discipline. Please include a link to the publication in the document - a copy of the publication is not needed unless it is not available online. 

Please see the Manual for Academic Promotion, pg. 34, for instructions on authorship listings. 

H-Index

Candidates going forward on Excellence in Research must include their cumulative H-Index in the candidate statement. This should reflect their entire career, and the source should be noted. Please see the Manual for Academic Promotion, pg. 58, for instructions.

 CV Data Summary Tables

The CV data summary tables are required and can be generated from WebCV.  

There are five:

• Research awards Template
• Research supervision Template
• Refereed publications Template
• Teaching Template
• Mentorship Template

 Teaching and Education Report

This can be generated from the WebCV.

 Teaching Evaluation Scores

Each candidate's promotion documents should include teaching evaluations collected since their last promotion. The DoM will provide the candidate with their POWER scores (postgraduate), which should be reviewed carefully as any negative evaluations should be addressed. Candidates must pull their own teaching evaluation scores from MedSIS (undergraduate). Candidates must re-submit all TES data (POWER and MedSIS) in a single PDF as part of their final promotion documents.

If the majority of the candidate's teaching is not captured by the POWER and MedSIS data (e.g. from CME activities), candidates may submit additional evaluations as part of their appendix. Additionally they may solicit additional student testimonials in order to further demonstrate teaching effectiveness.

For further information regarding Teaching Evaluation Scores, including how to access them and the process to appeal a negative evaluation, see Teaching Evaluation Scores.

 Summary of Teaching Activities  

Template: Summary of Teaching Activities

At the request of the Department of Medicine Teaching Effectiveness Committee, each candidate is asked to submit a short summary of their general teaching activities in paragraph form. Please use the template for reference. 

 Administrative Service

The candidate should provide documentation of professional administrative service activities in WebCV under Section 4.0. These activities may also be linked to the sections for research, CPA, and teaching/education. A detailed description of the administrative activity should be provided, including the candidate’s specific role on the committee and the impact of the committee’s work on academic, professional, government or other communities. 

 Appendix

The candidate may include up to five (5) pages of additional documentation if he/she feels the information is necessary to justify promotion. Please limit your Appendix to five pages, extra pages will be discarded. If the Promotions Committee feels additional documentation is required following their review, specific documents will be requested at that time. Examples of additional documentation might include:

• documentation of projects that may require clarification, ie, workshops presented, patient education programs, online learning modules
• teaching evaluations not documented in POWER or MEDSIS
• additional documentation of national/international reputation

Candidates for CPA are especially encouraged to use the Appendix to show proof of national or international impact.

Colleague Letters

Colleague Letters are solicited and collected by the candidate from individuals with whom they work closely, in order to clarify a specific aspect of a candidate's impact not demonstrated by the CV.  As with the appendix, the Promotions Committee may request colleague letters following their initial review if they feel the additional documentation will be valuable. 

Examples of Colleague Letters include:

• letters recognizing work with external organizations (ie, addressing the dissemination of your work at another site)
• letter from a close collaborator or mentor specifying indivudual contributions within a research partnership

Please collect your Colleague Letters yourself and submit them with your Promotion Documents - do not ask your colleagues to send them directly to the DoM. This ensures you have a chance to review the letter prior to submitting.

 Referee Lists

Note: Please submit all Referee Lists as Word .doc

See Letters of Reference for more information.

Internal Referee List 

External Referee List 

Student Testimonial List 

 Waiver of External Referees

Template Request Letter 

A 'Waiver of External Review' is only applicable to clinical (MD) and status only faculty members who are being considered for promotion to associate or full professor solely on the basis of sustained excellence in teaching. It is highly recommended that candidates going forward on this criteria waive external review.

A 'Waiver of External Review' recognizes the fact that faculty members that spend a large portion of their time in clinical work and teaching may not be known nationally or internationally.

Address the letter of request to:

The Dean, c/o Dr. Gillian Hawker, Chair of Medicine.