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Faculty of Medicine Academic Affairs
McGill.CA / Faculty of Medicine Academic Affairs
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Welcome new faculty
Positions Available
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Promotions
o Promotion to Assistant Professor or Associate Professor
 Promotion to Full Professor
 Faculty Promotions Committee Membership
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Promotion to Full Professor
The Faculty of Medicine Promotions Committee (FPC) reviews promotion dossiers twice per
year, in the spring and in the fall.
Departments have their own internal deadlines for when they receive promotions dossiers and
hold promotions committee meetings, generally once or twice per year.
**IMPORTANT DEADLINES**
For SPRING 2016 Promotion Consideration, Departments should submit promotion dossiers
components to the Academic Affairs Office by:
April 1st - CV and signed External Evaluator List
April15th - Candidate's Personal Statement and DPC Chair's Recommendation Letter
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Process
Criteria
Dossier
FAQs and Errors to Avoid
Promotion Process
1. Interested candidates inform the Departmental Chair/School Director they are interested
in applying for promotion. Note: You must contact your departmental administrator to
find out about internal departmental deadlines.
For Departmental contact information, please consult:
http://www.mcgill.ca/medicine/about/contact/departments
2. Candidates submit their promotion dossiers to their departments.
3. The Departmental Promotions Committee evaluates the Promotion Dossier. The
Departmental Promotions Committee Chair writes their recommendation letter.
4. Department submits signed external evaluator list and CV to AAO for April 1st
Academic Affairs Office solicits letters from external evaluators the week this list is
received so that the FPC will have as many letters as possible for their meeting
5. Departmental Chairs/Directors forward the Chair’s recommendation letter and the
candidate’s personal statement to the Academic Affairs Office by April 15th
6. The Faculty Promotions Committee evaluates the Dossier. Candidates will be informed
of the committee’s recommendation.
7. Academic Affairs Office continues to receive External Evaluator letters until at least 4
strong letters are received.
8. Recommendations are made to the Provost.
9. The Statutory Selections Committee evaluates the Dossier.
10. The Board of Governors grants their approval of promotion to Full Professor.
11. Candidates will receive official approval of their promotion from the Provost.
12. Appointment Form will be processed by the Academic Affairs Office after the promotion
has been approved by the Provost's Office.
Criteria
Please consult pages 7-9 of the Faculty_of_Medicine_Appointments_and_Promotions_Policy
document.
Dossier Requirements
There are new Regulations Relating to Employment of Tenure Track and Tenured Academic
Staff, effective September 1st 2012, which have changed the promotion dossier requirements.
It is the candidate’s responsibility to ensure the dossier is appropriately prepared.
Promotion Dossier (Promotion to Full Professor)
1. A curriculum vitae, including list of publications; (Suggested CV Format) (CV version
française)
2. List of 8 External Evaluators**
3. Ensure that all evaluators hold the rank of Full Professor
4. At least 2 of the evaluators must be from outside of North America. Having many
evaluators from outside North America is preferred. At the least, evaluators from outside
Canada are strongly encouraged for the other 6 names.
5. Ensure that evaluators are at “arm’s length” (see description on List of Proposed External
Evaluators). If an evaluator is not deemed be sufficiently distanced from a candidate, the
candidate will have to replace the name and the Chair will need to re-approve the list.
6. The written recommendation of the Chair of the Departmental Promotions Committee
7. The candidate’s personal statement, covering contributions to research, teaching and
other contributions to the University and scholarly communities; (4-6 pages with a focus
on international scholarship)
- For specific examples of academic duties for Tenure Track Faculty: Appendix 1
- For specific examples of academic duties for Contract Academic Staff: Appendix 2
Note: Do not include publication reprints in the dossier.
**Important Information about External Evaluators
You must use the form List of Proposed External Evaluators found here:
http://www.mcgill.ca/secretariat/tenureandpromotion/promotion/
This list must be signed by the candidate and reviewed and signed by the Chair(s) of
departments/schools to which the candidate is appointed. The Academic Affairs Office shall
solicit these letters on behalf of the candidate and the letters shall be forwarded to the Secretariat
for inclusion in the candidate’s dossier.
When completing your list of External Evaluators:
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Ensure that all evaluators hold the rank of Full Professor
At least 2 of the evaluators must be from outside of North America. Evaluators from
outside Canada are strongly encouraged for the other 6 names.
Ensure that evaluators are at “arm’s length” (see description on List of Proposed External
Evaluators). If an evaluator is not deemed be sufficiently distanced from a candidate, the
candidate will have to replace the name and the Chair will need to re-approve the list.
Dossier Submission:
All documents should be in PDF format. The complete dossier should not exceed 85 pages **
The Chair/Director forwards the CV and External Evaluator list to the Academic Affairs
Office by April 1st.
The Personal Statement and Chair’s Recommendation Letter should be sent by April 15th.
**The dossier should not exceed 85 pages when submitted to the Academic Affairs Office. This
is because the Statutory Selections Committee wants the dossiers to be maximum 100
pages. The Academic Affairs Office will be adding the letters from External Evaluators and the
Associate Dean's Recommendation, which will bring the page total for the dossier up to 100
pages.
Frequently Asked Questions from Candidates
What information are the External Evaluators sent?
When we request an evaluation from an external evaluator, we only send them a copy of your
CV. They do not receive any of the other documentation you submit.
What about appendices?
Try to keep the appendices to a minimum (respect the dossier length). Documents that
demonstrate your "international reputation" or letters of reference are fine.
Do not include publication reprints. Do not include appendices such as: scans of notes from
students, photos of award plaques, invited lecturer invites, diagrams of research, posters from
conferences etc.
How long should my dossier be?
The dossier should not exceed 85 pages. Please note that many people get promoted with
dossiers that are much smaller than 85 pages.
Do candidates need that online teaching activities report?
No, this is no longer a part of the promotion dossier documents. It should not be submitted.
How long does it take to get promoted to Full Professor?
From the time the Faculty receives your dossier from the Department, until you receive the
official approval of promotion, is generally at a minimum 8 months, but can be as long as a year
and a half.
Once the Faculty receives the dossier from your department, we request the external evaluator
letters, receive the letters and the committee makes their recommendation. If we do not receive 4
strong external evaluator letters, we may need to request more names from you. The final
Faculty level decision is not made until at least 4 strong letters have been received. If the
Faculty Promotion Committee recommends promotion, the recommendation is sent to the
Provost (generally this happens within 3 months of receiving your dossier from the
department). The Secretariat then arranges for a Statutory Selections Committee (SSC) to
review your dossier. There can be delays in getting these SSC meetings scheduled. Once the SSC
reviews the dossier and makes a recommendation, the Board of Governors has to approve it. A
letter will then be sent approving your promotion.
Note: If the Faculty Promotions Committee has deferred recommending promotion, you will
receive a communication from the Associate Dean, Faculty Affairs, within a month of the Faculty
Promotions Committee meeting.
Errors to avoid when submitting Promotions Dossiers
Please avoid the following when submitting your dossier:
1. External evaluator form not filled out (ie. Names were just submitted by themselves)
2. External evaluator form not signed by the Departmental Chair or Candidate or both
3. External evaluators listed that do not hold the rank of Full Professor
4. External evaluators that have collaborated with the candidate in the past 6 years
5. Dossier includes publication reprints, when the requirements specifically say not to
include them
6. Dossiers too long (the Statutory Selections Committee wants a maximum of 100 pages)
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Faculty of Medicine, Academic Affairs
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3605 rue de la Montagne
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Tel.: 514-398-5879
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