Policies of the
Committee on Appointments, Promotions and Tenure
Stony Brook University School of Medicine
The Committee on Appointments, Promotions, and Tenure (APT
Committee) is a standing committee of the Faculty Senate of the School of
Medicine. The policies of that Committee are as follows:
Types of appointment or promotion considered by the APT
Committee. The APT Committee considers for recommendation to the Dean
proposals for the following:
- Granting of tenure
- Appointment or promotion to professorship,
whether Scholars tracks, Clinical Educator track, or Research track, or Voluntary
- Appointment or promotion to associate professorship
All appointments of faculty members salaried by the Veterans
Administration Medical Center at Northport and similar affiliated institutions,
will be considered as though they were proposed for positions with continuing
appointment at the School of Medicine.
Voluntary Clinical appointments as requested by the Dean.
Requirements for consideration of proposals by the APT
Committee. The APT Committee accepts a proposal for consideration only if
the following items have been provided. The promotion package must be submitted
electronically with one hard copy of each document:
- A letter from the Chairperson of the candidate's
department to the Dean formally proposing consideration of the desired action. The
candidate's professional citizenship should also be addressed in the letter
- Accompanying the letter of the Chairman of the
Department of the candidate, should be a list of the names of the faculty
members of that Department at the same or higher academic rank who voted in the
departmental APT and a tally of their vote, not specifying which members voted
"yea, nay or abstain".
- If a faculty member believes their previously
discussed promotion package has not been presented or properly processed by
their Chairperson, they should appeal to the Faculty Assistance Committee of
the Faculty Senate. This committee reports to the Dean.
- A Personal Statement is required for all tenure faculty and optional for other candidates. This should include a list of their
accomplishments, responsibilities and goals. This should be limited to three
- A summary list of referees shall also be
submitted with the candidate's packet indicating the following requirements.
- These referees shall be chosen by the
Departmental Chairman from those submitted to him/her by the candidate, and
from additional referees of the Chairman's own choosing. The Chairman will
identify those referees chosen by the candidate with an asterisk (*) on the
summary list of referees submitted to the APT Committee.
- If there are fewer than 3 members of the
department that meet the criteria for voting, the departmental chairman may
seek votes from at least 3 eligible members of other departments.
- Letters for all tracks shall clarify the
writer's current knowledge of the candidate's character, scholarship quality
and productivity, teaching capacity, clinical ability, national stature, and
service to the University. It is important that the writer of each letter state
that he/she supports the appointment or promotion to the specific rank or
tenure status proposed for the candidate.
- For tenured, or tenure-equivalent positions
(i.e., Scholars tracks, see Note below), a minimum of six (6) letters from
persons of rank and tenure status at least equivalent to those proposed for the
candidate must accompany the Department Chairman's information packet for the
APT Committee's consideration.
- The letters of reference for tenure track appointments and promotions should state: whether the referee has worked with the applicant and in what capacity; if the applicant and the referee have been or are currently jointly listed on any grants. A statement should be included regards whether the applicant has or does not have the permission to read the letter.
- At least three (3) of the outside letters must
be from referees not chosen by the candidate and who have had no direct association
with the candidate as substantive collaborators or mentors.
- For Research Faculty (non-tenured) a minimum of
four (4) letters (at least 3 requested by the Department Chair) from persons of
at least equivalent rank to that proposed for the candidate will be required,
two (2) of whom are outside Stony Brook or its affiliates and have had no
direct association with the candidate as a substantive collaborator or mentor.
- If the appointment is for a candidate coming
from an institution outside Stony Brook or its affiliates, two (2) of the
letters must be from persons outside the institution at which the candidate has
been working and have had no direct association with the candidate as a
substantive collaborator or mentor.
- For Clinical Educator (non-tenured track, full
time faculty) positions for appointment or promotion, four (4) letters will be
required (at least 3 requested by the Department Chair), and at least 2 letters
must be from individuals from outside of the candidate's department in the
Stony Brook SOM or their previous institution. Letters may come from
individuals who have worked with the candidate as a mentor or colleague, and
may be from individuals at Stony Brook or any of its affiliates. They must come
from individuals who hold a faculty appointment at the proposed faculty rank or
- For Basic Science Educator (non-tenure track,
full-time faculty) positions for appointment or promotion the required letters
are the same as for the Clinical Educator track. The basic Science Educator
title will be Associate Professor or Professor of Education. Associate
Professor: Requires a significant period of sustained and substantial effort
(typically 6 years) and a total of 3 points using the traditional guidelines on
the Evaluation Form of the APT Committee. At least 2 of the 3 points must be
derived from efforts in teaching. Professor: In addition to the above, requires
an additional period of sustained and substantial effort (typically 6 years)
and a total of 5 points, one of which must be in research/scholarship as
defined in the Evaluation Form. In addition, candidates for promotion on this
track must submit an Educator Portfolio similar to that described for the
Educator Scholar track. It should be focused on teaching activities and include
program development, teaching evaluations and outcome studies.
- For Voluntary Faculty (non-tenured track), four
(4) letters (at least 3 requested by the Department Chair), will be required.
These letters may come from any source (inside or outside of the institution)
but must be from individuals who hold a faculty appointment at the proposed
faculty rank or higher. There will be no requirement for outside letters. Note:
Tenure-equivalent indicates an individual working at an affiliate institution
not supported by New York State who has met the same qualifications as a
tenured State employee.
- The Educator Scholar tenure tract recognizes
teaching faculty who have made unique contributions to the academic mission of
the School of Medicine. Appointment or promotion in this tract requires
significant scholarly achievement and success as an educator. This must be
presented in an Educator Portfolio which is constructed as follows. All
sections are required. Maximum length is 5 single spaced pages.
Please Visit Here for the Educator Portfolio Guidelines
- A Properly completed curriculum vitae in the
template form specified by the University.
Please Visit Here for the Curriculum Vitae Guidelines
- On that part of the curriculum vitae concerning
productivity, a complete list of the candidate's publications in proper form,
i.e., all authors in the order on the publication, the full title, the journal,
volume number, the beginning and ending page numbers and the year of
publication. The publications should be categorized as to publications in
refereed journals, publications in non-refereed journals, abstracts, and
"letters to the editor"; presentations should not be listed under
publications, but should be listed in the appropriate space. The article reference number in PubMed should be listed (PMID #).
- References of what the candidate considers his/her
three most outstanding publications.
- Documentation of effectiveness in teaching, as
specified in Article XII, Title A, Subheading 4, (b) of the Policies of the
Board of Trustees of the State University of New York. That section reads,
"Effectiveness in teaching - as demonstrated by such things as judgment of
colleagues, development of teaching materials or new courses and student
reaction, as determined from surveys, interviews and classroom
observation." The APT Committee may also utilize information from surveys
gathered by the Office of the Dean. The form entitled, "Contribution to
the School of Medicine Teaching and Patient Care Programs" must be
Ad hoc Subcommittees:
To facilitate effective function of the APT Committee, each proposal shall be
initially assigned to a Subcommittee for thorough study before presentation to
the plenary APT Committee.
- Composition of Subcommittees: Each Subcommittee
shall consist of at least three members. Each Subcommittee shall have
representation from both the basic and the clinical sciences. All members of
each Subcommittee shall have academic rank and tenure status at least
equivalent to those of the candidate.
- Any appointment or promotion to the ranks of
Associate Professor, or Professor on a Scholars track requires a minimum of one
outside review solicited by the ad hoc Subcommittee of the APT.
- Mechanism of formulation of Subcommittees: The
Chairman of the APT Committee will appoint a GROUP of three members. One to
serve as Chair of the ad hoc Subcommittee, and two to assist the Subcommittee
Chair in the candidate's evaluation.The members of the Subcommittee shall
select the outside academician(s) as required.
- Procedures of the Subcommittees: Each member of
the Subcommittee will be provided with copies of pertinent materials submitted
to the Dean's Office by the Chairman of the candidate's department with his
proposal of the candidate for appointment, promotion, or tenure.
- Each Subcommittee shall communicate as needed to
reach a consensus.
- Each Subcommittee shall be free to seek added
information or consultation as it may find necessary, including the
solicitation of more letters of reference. This last may be accomplished
through the parent APT committee.
- If possible, the members of the Subcommittee
will come to the next meeting of the plenary APT Committee after assignment
with a detailed report and recommendation, and will be prepared to answer
exhaustive inquiries concerning the candidate from the rest of the APT
Criteria Utilized in Evaluation of Candidates: The APT Committee will be guided by the Policies of the Board
of Trustees of the State University of New York.
Recommendation of the
Subcommittee: It is clear that unanimity of the Subcommittee will provide a
more forceful recommendation than a division of opinion can provide. When
unanimity is not achieved, the votes of the individual members will be recorded
in the report to the APT Committee together with a minority report.
Action of the Plenary
APT Committee: The report of the Subcommittee is not binding upon the APT
Committee; it is advisory. The APT Committee may act as a committee of the
whole to reconsider the proposed action, or it may dismiss the Subcommittee and
join with the Chairperson of the APT Committee in appointing a new
Subcommittee, or it may adopt and approve the recommendation of the
Subcommittee. However the APT Committee proceeds, it will adhere to Robert's
Rules of Order (revised), and actions will be taken by formal motion and
second, discussion and vote. The vote will be recorded by tally and by a list
of those voting, but there will be no recording of "yeas" or
"nays" member by member. Only members of the APT Committee of rank
equal or higher than that of the candidate, or with continuing appointment, if
that is considered, may vote. Those members of the APT Committee who are also
members of the candidate's Department (or, in the case of the Department of
Medicine, in the same Division) may not vote or be present during the voting.
Voting in absentia is not permitted. Members of tenure-equivalent status may
vote on matters of tenure.
Report of Actions of
the APT Committee: Upon completion of action on any proposal considered by
the APT Committee, the Chairperson of the reporting ad hoc Subcommittee will
prepare an account of the activities of the Subcommittee in regard to that
Adjunct Research, and Joint Appointments: The APT Committee will consider
those occasional appointments for which the Dean may wish its counsel.
For a file to be resubmitted to the APT Committee there must be substantive
additions to the original file. The chairperson of the candidates' department
must provide a letter to the Chairperson of the APT Committee detailing the
changes that have been made in the file relative to its original submission.
The Chairperson of the APT Committee will decide whether the new material is
substantial enough to warrant reexamination by the APT Committee.
Promotion Tracks at Stony Brook Medicine
Two major paths exist for promotion in the SOM at Stony
1. Tenured Track
- Research Scholar
- Clinical Scholar
- Educator Scholar
2. Non Tenured TracK
Tenured Track: Within the tenured track, the Research Scholar identifies individuals whose primary focus is
basic research typically supported by funding from public and private
agencies/foundations, and NIH. The Clinical Scholar identifies clinicians
whose primary focus is clinical but who also have a record of investigator
initiated clinical/translational research often incorporating multi-campus
trials supported by public or private agencies/foundations. The Educator
Scholar identifies individuals whose primary focus is teaching, requires an
educator’s portfolio by way of support and includes scholarly activities
related to teaching.
Non Tenured Track: Within the non-tenured track, the Researcher track identifies individuals who are usually basic
scientists but do not have independently funded laboratories but are a part of
the mission of a particular department.
The Clinician track
identifies individuals whose primary focus is patient care. The Educator
track identifies individuals whose primary focus is education, often within a
basic science department, and requires an educator’s portfolio by way of support.
Scholarship Updated Criteria (one point):
The candidate must demonstrate an ongoing pattern of
scholarly activity. Scholarship may be in print or alternative media. This activity should be incorporated into
their duties and activities as a member of the faculty at the institution.
These activities may involve scientific, clinical, and/or educational research
or other forms of recognized scholarship.
They may also include published Quality assurance scholarly projects,
patient informational educational materials, policy statements, presentations describing
cases or outcomes that contribute to the recognition or understanding of
disease processes, or development of policy documents or medical quality
assurance standards for a discipline.
These presentations or materials should have a scientific basis on which
public or private bodies make decisions related to health, the health sciences,
education, or other pertinent areas.
faculty being promoted to Professor of Clinical there will be a need to
demonstrate an ONGOING track record
scholarship (as above), with the caveat that this refers to activities
SINCE their prior promotion.
Overview of Tracks:
Research Scholar Track: This track is for those tenure track or
tenured faculty whose primary function is basic science research. A research agenda developed by the individual,
an ongoing and increasing track record of funding and primary or senior
authored papers is often critical to promotion. A minimum of 3 points in scholarship is needed
for promotion to Associate Professor. An increasing and ongoing track record in
scholarship is needed for promotion to Professor. Prior scholarship (to the level of Associate
Professor) does not count towards promotion to Professor. Individuals will also
need to demonstrate accomplishments in teaching and service.
Clinical Scholar Track: This track is for faculty who perform clinical
and translational research while maintaining some degree of clinical service. Two points of scholarship are needed for promotion to Associate Professor. An
ongoing pattern of clinical and/or translational research and first or senior
author papers is critical to promotion. Independent funding is not critical, but development of investigatorinitiated studies is needed. Serving as a site PI for pharma studies alone is oftennot helpful to promotion in this track. Prior scholarship (to the level of Associate Professor) does not count towards promotion to Professor. Individuals will also need to demonstrate accomplishments in teaching and service.
Educator Scholar Track: This
track is for those tenure track or tenured faculty in the various SOM
departments whose primary function is scholarly activity as they relate to
teaching. This includes but is not limited to manuscripts and presentations
about teaching modalities but also includes the creation, development, and\or
implementation of novel intellectual products such as: new texts, videos,
software, web pages/sites, teaching aids, and educational programs, new methods
of evaluating the success of educational programs or the progress of trainees,
scholarly reviews of existing teaching products or methods and projects that
advance the educational mission of the institution. This candidate’s Educator Portfolio must
emphasize academic innovation, program development and projects with published
outcome studies and outside institutional acceptance. Evaluation of scholarship
can be supported by the intellectual products themselves, or by demonstration
of successful product use or publication. Individuals will also need to
demonstrate accomplishments in teaching and service.
Research Track: This track is
for basic scientists, in either the clinical or basic science departments who
may not have independent funding, but participate in the research mission of
their department and the Medical School. They may serve as co-investigators on
grants or as research faculty for multicenter studies. Examples include
statistics and core center faculty (http://www.osa.sunysb.edu/OsaHomepage/Facility/facility.html
). A track record of publications
supporting their participation in scholarship is needed. Individuals will also
need to demonstrate accomplishments in teaching and service.
Clinician Track: This track
is for clinical faculty that support the academic mission of the institution
but who do not have investigator initiated translational studies (funded). This
track now requires 4 points, one of which
must be in scholarship. This new
point requirement is noted above. Individual case reports that are not peer
reviewed, or papers in predatory journals do not count towards promotion. Points in service and teaching are also
required. Promotion to Professor on this track requires ongoing scholarship and
will not include scholarship documented from promotion to Associate Professor. Individuals
will also need to demonstrate accomplishments in teaching and service.
Educator Track: This track
is for non-tenured faculty members in various SOM departments whose primary
function is the basic science education of medical and undergraduate students. For promotion to Associate Professor a
significant period (typically 5-7 years) of sustained and substantial effort
and a total of 4 points is needed. At
least 2 of the 4 points must be derived from efforts related to teaching. For
promotion to Professor of Basic Science Educator, in addition to the above, an
additional period (typically 5-7) years of sustained and substantial effort,
and a total of 5 points, one of which must be in ongoing scholarly activity is
needed. The one point of scholarship
does not include activities that occurred prior to their appointment at the Associate
Professor level. Individuals will also need to demonstrate accomplishments in
teaching and service.
- Chairs letters are asked to comment on citizenship of the candidate
- Publications in predatory journals will not
count towards scholarly activities http://scholarlyoa.com/publishers/
- All CV’s that include information on grants
should use the NIH format for reporting. This includes title of study, funding
source, PI’s name, the role or the individual, FTE %, and years of grant funding
- All educator tracks all require Educator Portfolio. Full details
available at http://stonybrookmedicine.edu/facultysenate/committees/apt
- Reference to the individual’s research agenda should include studies
submitted and approved by the IRB (dates, PI, role of investigator),
presentations at scientific meetings,
activities with should be mentioned along with names and title of mentees, the
mentor’s role and time commitment. CVs
should include current positions of mentees
- A Quality
Portfolio is under development. It will be utilized to document quality
improvement and patient safety project activities and accomplishments
for the tenured tracks should include those from faculty who are tenured and
who have a higher title than the candidate. They should include letters from
faculty who have never supervised the candidate nor worked with them in any
capacity in the past.
Points Assessment Guidelines
The candidate must demonstrate an ongoing pattern of scholarly activity. Scholarship may be in print or alternative media (e.g. video, photo,audio, etc) but must focus on medicine . This activity should be incorporated into their duties and activities as a member of the faculty at the institution. These activities may involve scientific,clinical, and/or educational research. They may also include completion of quality assurance projects, creation of patient informational educational materials, case studies or other outcomes documentations that contribute to the recognition or understanding of disease processes, or development of policy documents or medical quality assurance standards for a discipline that incorporate evaluation and implementation of evidence based medical practice. The latter should have a scientific basis on which public or private bodies can make rigorous decisions related to the health sciences, and education.
Examples that would qualify for scholarly activity:
Creation of patient/public educational materials; these must have an impact on the profession and will be evaluated for such.
Development of assessment tools.
Developing and testing clinical
guidelines to improve clinical services. Authoring original book chapters,
monographs,or review articles.
Describing case series
and outcomes that contribute new information to the recognition and/or
understanding of health problems.
Having significant/principal involvement in the development,implementation and evaluation of clinical guidelines locally or regionally for a local, state
or federal organization.
Making an original contribution to State health policy as an individual or active member of an expert team.
The candidate must conduct a researh or improving rate of publication in critically refereed journals. This could include significant review articles,book chapters, monographs, published curricula, computer software, and other modes of scholarship amenable to peer review. There should also be evidence of invited lectures at major symposia and professional or scientific meetings.
The candidate supervises an independent,productive research program or demonstrate
a pattern of scholarship that addresses major and significant problems
or topics. There should be a solid record of original and important publications in top peer-reviewed journals in the candidate's field, or first or senior author publications in books,or other recognized
intellectual products that can be objectively evaluated on a retrospective basis. The candidate should also attract students and fellows. There must be evidence of a strong national reputation and respect among peers documented through such
vehicles as letters of recommendation, invited lectures, extensive citation or use of published work, as well as serving as a Principal Investigator of a competitively reviewed grant or lead investigator in a significant study
For faculty wishing to advance from Assistant Professor
to Associate Professor, a total of 4 points will now
be needed, with a requirement of 1point in scholarship.
Advancement to Tenured Associate Professor will require 5 points, 2-3 in scholarship (no change from current system.
Educator/clinical scholar: 2
Research scholar: 3 points of scholarship
Making an original contribution to
State health policy as an individual or active member of an expert
Timeline - The updated criteria shall apply to new faculty who joined
the SOM from July 2012 onwards and to all faculty whose completed promotion packages
are received in the Dean’s office after June 1, 2015.
To view the previous criteria, please visit here: Previous APT Evaluation Form.pdf
School of Medicine Teaching Contributions
To view the School of Medicine Teaching Contributions, please visit here: SOM Teaching Contributions.pdf
APT Committee Checklist
To view the APT Committee Checklist, please visit here: APT Committee Checklist_Sept2009.pdf