normal medium large

    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 Clinical track
    • 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 pages.
    • 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 higher.
      • 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 included.


    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 Committee.

    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 proposal.

    Voluntary Clinical, Adjunct Research, and Joint Appointments: The APT Committee will consider those occasional appointments for which the Dean may wish its counsel.

    Resubmissions: 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 Brook:

    1.  Tenured Track

    • Research Scholar
    • Clinical Scholar
    • Educator Scholar


     2. Non Tenured TracK

    • Researcher
    • Clinician
    • Educator


    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.

    *For 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 investigator initiated studies is needed. Serving as a site PI for pharma studies alone is often not 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.

    Informational Items:

    1. Chairs letters are asked to comment on citizenship of the candidate
    2. Publications in predatory journals will not count towards scholarly activities http://scholarlyoa.com/publishers/
    3. 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
    4. All educator tracks all require Educator Portfolio. Full details available at http://stonybrookmedicine.edu/facultysenate/committees/apt
    5. 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,
    6. Mentoring 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
    7. A Quality Portfolio is under development. It will be utilized to document quality improvement and patient safety project activities and accomplishments
    8. Support letters 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

    Research/Scholarship Levels


    Teaching Levels




    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. 


    Previous Criteriau>

    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


    Updated 10/16/13