Skip Navigation

Timeline for Promotion Packet Submission to the School of Medicine

The following information offers timelines with regard to the preparation of promotion packets for submission to the School of Medicine. Information is provided for all tracks and is relevant for promotion to all ranks. We hope that this guidance will be useful to you as you prepare your materials for promotion. Questions should be directed to Dr. Nadine Kaslow, nkaslow@emory.edu, or Ms. Tracy Woods, tcraft@emory.edu

Tenure Track Promotion Timeline

  • Meet with Dr. Kaslow every six months prior to going up for promotion to Associate Professor with Tenure to ensure that you are on track

  • Meet with Dr. Kaslow at least one year before going up for promotion to the rank of Professor on the tenure track to obtain input on professional accomplishments still needed to be a successful candidate for promotion

  • September–November in the year prior to going up for promotion (latest time for this conversation) – Discussion/decision with mentor(s), conference report reviewers, and relevant departments leaders about readiness for promotion

  • January (latest time for this conversation) – Meeting for discussion/decision with Dr. Kaslow about readiness for promotion

  • January-March – Prepare promotion packet

  • April-May – Packet is reviewed by Dr. Kaslow and Tracy Woods and revised by faculty member

  • June – Promotions Subcommittee is appointed

  • June 16 – Final promotion packet due to Dean’s Office in the School of Medicine for evaluation letter writer requestsAugust – Promotions Subcommittee reviews materials, meets, and writes recommendation letter; you must be available to answer questions and possibly provide revised materials

    • Between the time your materials have been sent for review to the evaluators and the final letter is crafted, if your materials need to be updated, you must provide an addendum page(s)
      • you may have an addendum page(s) for each section of your promotion packet or an all-inclusive addendum page(s) that uses spacing and document titles to distinguish updates for each section
      • if your materials have not yet been sent to evaluators for review, you may update your original documents as often as you need to
  • August – Promotion packet reviewed by Department Promotions Committee and a recommendation is made to the Department of Psychiatry and Behavioral Sciences Executive Committee

  • September (first Tuesday) – Packet reviewed by the Department of Psychiatry and Behavioral Sciences Executive Committee and a final recommendation is made by the department

  • September – Chair of the Department of Psychiatry and Behavioral Sciences prepares final letter

  • September 29 – Final packet due to Dean’s Office in the School of Medicine

  • The notification of the University’s decision occurs on a rolling basis, but appointment is not effective until the following September 1 (e.g., if your materials are reviewed Fall 2014, your promotion is not effective until September 1, 2015)

Research Track Promotion Timeline

  • Meet with Dr. Kaslow at least one year before going up for promotion to obtain input on professional accomplishments still needed to be a successful candidate for promotion

  • September–November in the year prior to going up for promotion (latest time for this conversation) – Discussion/decision with mentor(s), conference report reviewers, and relevant departments leaders about readiness for promotion

  • January (latest time for this conversation) – Meeting for discussion/decision with Dr. Kaslow about readiness for promotion

  • January-March – Prepare promotion packet

  • April-May – Packet is reviewed by Dr. Kaslow and Tracy Woods and revised by faculty member

  • June – Promotions Subcommittee is appointed

  • May-June – Evaluation letters requestsAugust – Promotions Subcommittee reviews materials, meets, and writes recommendation letter; you must be available to answer questions and possibly provide revised materials

    • Between the time your materials have been sent for review to the evaluators and the final letter is crafted, if your materials need to be updated, you must provide an addendum page(s)
      • you may have an addendum page(s) for each section of your promotion packet or an all-inclusive addendum page(s) that uses spacing and document titles to distinguish updates for each section
      • if your materials have not yet been sent to evaluators for review, you may update your original documents as often as you need to
  • August – Promotion packet reviewed by Department Promotions Committee and a recommendation is made to the Department of Psychiatry and Behavioral Sciences Executive Committee

  • September (first Tuesday) – Packet reviewed by the Department of Psychiatry and Behavioral Sciences Executive Committee and a final recommendation is made by the department

  • September – Chair of the Department of Psychiatry and Behavioral Sciences prepares final letter

  • September 29 – Final packet due to Dean’s Office in the School of Medicine

  • The notification of the University’s decision occurs on a rolling basis, but appointment is not effective until the following September 1 (e.g., if your materials are reviewed Fall 2014, your promotion is not effective until September 1, 2015)

Clinical Track Promotion Timeline

  • Meet with Dr. Kaslow at least one year before going up for promotion to obtain input on professional accomplishments still needed to be a successful candidate for promotion

  • September-November in the year prior to going up for promotion (latest time for this conversation) – Discussion/decision with mentor(s), conference report reviewers, and relevant departments leaders about readiness for promotion

  • January (latest time for this conversation) – Meeting for discussion/decision with Dr. Kaslow about readiness for promotion

  • May-June – Prepare promotion packet

  • July-August – Promotion packet is reviewed by Dr. Kaslow and Tracy Woods and revised by faculty member

  • September 1 – Final promotion packet due from faculty member to Dr. Kaslow and Tracy Woods

  • October-November – Evaluation letter requestsNovember – Promotions Subcommittee is appointed

    • Between the time your materials have been sent for review to the evaluators and the final letter is crafted, if your materials need to be updated, you must provide an addendum page(s)
      • you may have an addendum page(s) for each section of your promotion packet or an all-inclusive addendum page(s) that uses spacing and document titles to distinguish updates for each section
      • if your materials have not yet been sent to evaluators for review, you may update your original documents as often as you need to
  • December – Promotions subcommittee reviews materials, meets, and writes recommendation letter; you must be available to answer questions and possibly provide revised materials

  • January  – Packet reviewed by Department Promotions Committee and a recommendation is made to the Department of Psychiatry and Behavioral Sciences Executive Committee

  • February (first Tuesday) – Packet reviewed by the Department of Psychiatry and Behavioral Sciences Executive Committee and a final department decision is made

  • February – Chair of the Department of Psychiatry and Behavioral Sciences prepares final letter

  • March 2 - Packet due to Dean’s Office in the School of Medicine

  • The notification of the University’s decision occurs on a rolling basis, but appointment is not effective until the following September 1 (e.g., if your materials are reviewed Spring 2015, your promotion is not effective until September 1, 2015)

MEST Track Promotion Timeline

  • Request for change to MEST track is on a rolling calendar (consult with Dr. Kaslow)

  • Meet with Dr. Kaslow at least one year before going up for promotion to obtain input on professional accomplishments still needed to be a successful candidate for promotion

  • September-November in the year prior to going up for promotion (latest time for this conversation) – Discussion/decision with mentor(s), conference report reviewers, and relevant departments leaders about readiness for promotion

  • January (latest time for this conversation) – Meeting for discussion/decision with Dr. Kaslow about readiness for promotion

  • February-March – Prepare promotion packet

  • April-May – Promotion packet is reviewed by Dr. Kaslow and Tracy Woods and revised by faculty member

  • May – Promotions Subcommittee is appointed

  • June 1 – Final promotion packet due from faculty member to Dr. Kaslow and Tracy Woods

  • June-August – Evaluator letter requests sent, people prompted, and final deadline for letters is August 15August and September – Promotions Subcommittee reviews materials, meets, and writes recommendation letter; you must be available to answer questions and possibly provide revised materials

    • Between the time your materials have been sent for review to the evaluators and the final letter is crafted, if your materials need to be updated, you must provide an addendum page(s)
      • you may have an addendum page(s) for each section of your promotion packet or an all-inclusive addendum page(s) that uses spacing and document titles to distinguish updates for each section
      • if your materials have not yet been sent to evaluators for review, you may update your original documents as often as you need to
  • October – Packet reviewed by Department Promotions Committee and a recommendation is made to the Department of Psychiatry and Behavioral Sciences Executive Committee

  • November (first Tuesday) – Packet reviewed by Department of Psychiatry and Behavioral Sciences Executive Committee and a final recommendation is made from the department

  • November –Chair of the Department of Psychiatry and Behavioral Sciences prepares final letter

  • November 17 - Packet due to the Dean’s Office in the School of Medicine

  • The notification of the University’s decision occurs on a rolling basis, but appointment is not effective until the following September 1 (e.g., if your materials are reviewed Fall/Winter 2014-2015, your promotion is not effective until September 1, 2015)