Academic Affairs  

Reappointment or Promotion Timeline

Reappointment and promotion reviews are launched approximately one year in advance of the candidate’s appointment end date.  Timelines are influenced by a common set of rate-limiting requirements, including the often lengthy process of soliciting and receiving letters from referees, students and trainees; gathering, presenting and evaluating evidence regarding scholarship, teaching and clinical activities; and multiple levels of evaluation by departmental, School and University review committees.  

Under normal circumstances, reappointment and promotion actions will follow this timeline:




13 months out

The Office of Academic Affairs contacts the FAA to determine whether the action will be a reappointment or a promotion, and launches the action in FAST|FAC.

12 months out

 The Senior Associate Dean for Academic Affairs (SAD) sends email notifying the faculty member that the review has commenced, copying department chair and FAA.

FAA emails faculty member to request materials (template).  The faculty member must provide:

  • CV (no dollar amounts for grants; peer-reviewed articles listed separately)
  • list of articles (not for Assist Prof reappointment, required for all others)
  • candidate’s statement (up to five pages, accomplishments and future plans)
  • list of current and former trainees, suggested referees, suggested comparison peers (if needed)
  • teaching evaluations, or contact person to obtain these.  
  • If needed, suggested contacts for clinical evaluations.

11 months out

 Identify the evaluation committee members, following standard department practice and trying to avoid including members of School-level A&P and Assistant Professor Review committees, as well as mentors and collaborators of the candidate.

Upload candidate’s CV, candidate’s statement, and any other received materials into FAST|FAC.


10 months out

 Compile the referee list by:

  • considering faculty member’s recommendations
  • having a senior faculty member compile and revise list, adding and subtracting names as appropriate
  • maintaining the confidentiality of the list from the candidate
  • checking relationships on grid against CV (make sure no “independent” referees are actually co-authors)
  • ensuring that the solicitation letter is not signed by a mentor or collaborator (coauthor) of the candidate.
  • uploading solicitation letter into FAST|FAC before submitting referee grid for review (templates here)
  • submitting referee grid to OAA for review via FAST|FAC
  • receiving OAA approval to solicit letters.

Compile the comparison peer list, if required, using the same process.
Solicit evaluations from internal and external referees and trainees (email is OK).

If needed, solicit Clinicial Excellence Core Competency Evaluations by having a senior faculty member check and revise the list of evaluators, then following instructions here.

Faculty lead should prepare to write Candidate’s Role section of the long form (scholarship, clinical duties, teaching duties, administrative duties if applicable).


8 months out

 Most or all of the referee and trainee letters should be received.

  • Follow up with non-responders at least twice (phone or email) with contact dates noted on the grid.
  • Retain all correspondence with referees and trainees for inclusion in the long form.
  • Review letters to determine whether relationships on the grid are accurate (never ask candidate), and to identify issues that the department chair should address in the transmittal memo.

Upload clinical and teaching evaluations into FAST|FAC when they are received.

Faculty lead may have drafted the Candidate’s Role section by now.

Chair may wish to begin writing transmittal memo, which presents the file.  Any issue of concern should be disclosed; the chair should state the department’s position and describe any plans, if appropriate, to address it.


7 months out

 All referee and trainee letters received and uploaded into FAST|FAC.
All written portions of the long form are complete and a departmental PDF can be created in FAST|FAC.
The evaluation committee has met or a meeting is scheduled.  After the meeting, the committee chair writes the Evaluation of Candidate section.


6 months out

 Department concludes its review by all voting bodies (including departmental A&P committee, if any).
Department completes long form, including  “Departmental Review” (Section 9A in FAST|FAC):  

  • List of department and/or division voting committees
  • Departmental vote(s);
  • Any reservations expressed about the candidate and how they were resolved.

 For promotions, send Source of Salary Support to Faculty Compensation.
Department sends complete draft long form to OAA, allowing 1-2 weeks for review.

5 months out

  • OAA staff member reviews long form, gets SAD’s approval.
  • Edits are returned to the department
  • Changes are made and reviewed if needed
  • OAA gives clearance to copy file for committee (see Long Form Copies by Committee for instructions).

Department submits final long form through FAST|FAC system as a PDF document and delivers paper copies to OAA.
(If Department is NOT able to submit the final long form during the 5th month before the end date, department submits a request for a 6-month extension – guidelines.)
For candidates receiving tenure, submit Board of Trustees biography to OAA.


4 months out

Assistant Professor reappointments are reviewed by the Assistant Professor Review Committee. All other files are reviewed by the Appointments and Promotions Committee.

The Committee's decision is reported to the SAD.

If the SAD approves, the file is sent to the Dean for approval.

For all reappointments for a term of years (not tenure or continuing term), the Dean has final authority; University review is not required.  Skip to “Afterwards”.

For promotions, or reappointments to tenure or continuing term, the file is sent to the University for approval.

3 to 0 months out

The Provost reviews the file. 

  • For MCL actions not for a continuing term, this is the final review step.
  • For MCL actions for continuing term, two Advisory Board members also review the file.
  • For UTL/NTL actions, the Advisory Board will also review the file.  The Advisory Board meets one to two times per month.

This part of the process usually takes 2 to 3 months.


OAA sends unofficial notice via email of the Provost’s or Advisory Board’s decision.

The President of the University has final signoff on the file; the action is not official until the President has signed it.

OAA sends official notification of the President’s decision.

If any changes have been requested (rare, and usually to counseling memo), FAA implements changes and department chair delivers counseling memo to candidate.

Stanford Medicine Resources:

Footer Links: