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REQUIREMENTS CHECKLIST for:
Promotion
Professor
Approval Time-Frame: 12 – 18+ months
(printed on 4/25/2026)
General Considerations:
  • Should currently have an appointment as an Associate Professor. If your current appointment is in the clinical/adjunct track, you should apply for a new appointment instead. Contact CCLCM Faculty Affairs with any questions.
  • Promotions no longer have a deadline. You can turn them in anytime and CCLCM Faculty Affairs will process them like all applications. Once your application is processed and approved at CCLCM it will be sent to CWRU. At CWRU it will be approved at multiple levels culminating with the CWRU Board of Trustees in either December or June. The promotion will be effective either January 1 or July 1 of whatever year it is finalized in. The timeline will range from approximately 9 to 18 months and cannot be rushed.
  • To effectively represent academic and professional growth, applications are generally submitted between 4-8 years from your last CCLCM appointment/promotion. Remember ONLY items on your CV dated after your past CWRU approval date will count towards this promotion; items you achieved previously were already counted. However, no specific amount of time is required by CWRU – the only specification is that you have reached the required national or international reputation.
  • Primary Area of Excellence - must declare and provide evidence of a reputation in this area. Please choose from:
    • Professional Service (clinical & administrative) – the majority of candidates will choose this option because their primary focus is clinical along with administrative duties at Cleveland Clinic, regionally, and nationally through societies and journals. --National reputation is required--show more
      • Clinical Service:
        • For those faculty engaged in it, excellence of clinical service will be recognized and evaluated as part of the combined achievements that qualify for a new appointment or promotion.
        • Excellence shall be judged by both objective and subjective measures.
        • The determination of the level of clinical excellence achieved by a candidate for appointment or promotion may include consideration of materials not limited to the following:
          (1) specialty and subspecialty board certification and recertification;
          (2) outcomes data, if available, including mortality and morbidity data, comparative length of stay data, and surveys of patient satisfaction;
          (3) documentation of a reputation for excellence in one’s clinical specialty as evidenced by membership or fellowship in professional societies, especially in leadership positions, and awards for clinical service or patient satisfaction;
          (4) documentation of scholarly activities that influence the practice of medicine nationally; and
          (5) recognition as an authority as indicated by consultations, invited lectures and seminars, visiting professorships, and invited writings.
      • Administrative Service:
        • All faculty will be expected to make administrative service contributions.
        • Examples of administrative service include but are not limited to:
          (1) significant administrative contributions;
          (2) significant contributions to university, hospital, or clinical practice welfare;
          (3) participation in departmental, hospital, university, and/or medical school committees;
          (4) professional memberships and activities and services related to professional societies;
          (5) participation in research review committees of the state and federal government and of voluntary health organizations;
          (6) service on editorial boards of scientific journals or as an examiner on subspecialty boards;
          (7) participation and/or leadership in educational and professional society committees or committees of national, state, and local voluntary health agencies, such as the Academy of Medicine and the Ohio State Medical Association.
    • Teaching – will choose if their reputation is as an educator and education is the subject of some of their publications and presentations and it is how they earned their reputation. Otherwise, for the majority of candidates, Teaching will be a Secondary Area of Excellence. --National reputation is required--show more
      • A high level of teaching effectiveness, involving the organization, evaluation, and transmission of knowledge, is a primary criterion as well.
      • The candidate shall have demonstrated a capacity and a desire to maintain teaching effectiveness and show capacity for continuing growth as a teacher.
      • Standards relating to teaching include:
        (1) preparation and presentation of material in a well-organized, current, and stimulating fashion as viewed by peers and students;
        (2) leadership in design, organization, and/or presentation of a course, clinical program, or subdivision thereof;
        (3) ability to evaluate and counsel students; and
        (4) participation in postgraduate educational activities.
      • Teaching settings are to be broadly defined. They may include medical student teaching in all venues, undergraduate and graduate courses teaching throughout the university; graduate medical and postgraduate medical teaching; student advising and continuing medical education, and community teaching.
      • Contributions, in general, include functions concerned with the planning and implementation of teaching concerning content, depth, coverage, sequence, evaluation, and coordination. Recognition will be given to original, innovative, and unique contributions and published reports of such contributions.
      • Teaching may be judged to be of high quality, however, without being innovative or original.
      • In addition, since administration of education efforts is an integral component of the teaching process, service as a subject committee chair, area of concentration chair, core clerkship director, section leader, residency training program director, or equivalent positions, and service on educational committees constitute significant criteria for consideration.
    • Research – will choose if they spend almost 100% of their time conducting research as either an independent, team scientist, or a combination of both (please explain in your Personal Statement).show more
      • Excellence in scholarly research, involving the discovery, organization, interpretation, and transmission of knowledge, is the primary criterion.
      • The quality of the research program of an individual shall be evaluated as to the originality, depth, rigor, and thoroughness of the studies.
      • Important discoveries and innovations in techniques or methods shall lend weight to the assessment.
      • The research may be laboratory, non-laboratory, or patient-based or a combination thereof.
      • While the evaluation of research accomplishment has traditionally focused on the faculty member’s individual achievements, the present and future of science will place increasing emphasis on interdisciplinary research team science.
      • Where relevant, therefore, a faculty member’s contributions to interdisciplinary research team science shall also be considered.
      • Such factors as originality, creativity, indispensability, and unique abilities may be considered when making this evaluation.
      • Independent scientist: it is suggested to have noteworthy grants and publications in which you are listed as primary, secondary, or senior author. If you are in the Lerner Research Institute, you should be full staff, and it is best to start your CCLCM application immediately after your LRI promotion. --Sustained National or International reputation is required--
      • Team scientist: there is no minimum of FTE or funding and usually there are more publications than most individual scientists, and it is more common to be a middle author. Although no minimum funding is required, participation in other investigators’ grants is expected. Your Personal Statement and chair nomination letter should note “team scientist” and how integral you are to the papers and projects you are involved with. If you are in the Lerner Research Institute, you should be full staff, and it is best to start your CCLCM application immediately after your LRI promotion. --Sustained National or International reputation is required--
  • Secondary Area of Excellence – must declare and provide evidence of acceptable contributions in this area.
    • Must choose a different area than your Primary Area of Excellence.
    • This should be noted in your Personal Statement and possibly in a Teaching Portfolio.
  • Final Area of Excellence – must mention contributions you have made to this area.
    • Must choose a different area than your Primary and Secondary Areas of Excellence.
    • This should be noted in your Personal Statement.
  • Promotions will reflect your documented fulfilment of the qualifications as outlined in the CWRU Appointment and Promotion Standards, please read for more detailed information.
 
Required application materials:     expand all
  1.   Click to start your Online Application
    1. Choose the most appropriate rank, and use our Comparison Tool to review the requirements.
    2. Open your application right away and begin completing it.
    1. MUST BE IN THE CCLCM CV TEMPLATE
    2. Must exactly match the template (font, font size, date order, section format, etc.). Please don't submit your application until it does.
    3. Download CCLCM CV Directions, Example & Template 2021.
    1. You have up to 3 pages to explain to your referees and the review committees why you have the reputation required to support the Primary Area of Excellence you have chosen and acceptable contributions in a Secondary Area of Excellence.
    2. You should clearly explain the following:
      • Your Primary Area of Excellence (Professional Service, Teaching, or Research);
        • what you have achieved, your goals for the future, and what you have done that shows you meet the needed reputation.
      • Your Secondary Area of Excellence (choose a different area of Professional Service, Teaching, or Research);
        • What you have achieved and your goals for the future in this secondary area.
        • A Secondary Area is required, so make sure you explain your acceptable contributions.
      • The Final Area of Excellence (choose the final area you have not discussed);
        • Mention contributions you have made to this area.
      • Explain any other achievements or specifics that you did not mention in the above areas.
        • Remember to explain items that are not easily derived from your CV and can help explain your full professional story.
      • Summarize the faculty rank you are applying for and how you have achieved the required reputation.
        • This is the time to give details on your successes and explain why you are qualified for this rank.
      • Any professional who reads your Personal Statement should be able to easily understand the evidence that supports your Primary and Secondary Areas of Excellence.
        • Do not make the referees and reviewers figure out your reputation – explain it in detail for them!
        • Use lay persons language and avoid using acronyms from your specialty.
      • Your Personal Statement should:
        • Be a maximum length of 3 pages
        • Include at the top the title of Personal Statement, your name, and the date
        • Include at the bottom the page numbers
        • Not be on letterhead or signed
    1. Select either your department or institute chair who knows you best.
    2. Your chair’s department must align with the CCLCM academic department you have chosen.
    3. By requesting a nomination letter, you agree that you have read the requirements for this rank and know that you have the needed reputation in your Primary Area of Excellence and acceptable contributions in a Secondary Area of Excellence.
    4. Your chair, who writes your nomination letter, may NOT also serve as a referee.
    5. Your nomination letter can only be requested through a link in your online application. Your chair will receive directions on what to include in the letter. This is the information you chair will receive
      • Advocate strongly on your behalf regarding your Primary and Secondary Areas of Excellence.
      • Explain your past, current, and future roles in the department and how you help fulfill department and institutional goals.
      • Discuss what curricular, research, and clinical directions you are pursuing.
    6. The letter is confidential and cannot be shared with you.
    1. Read it thoroughly, complete the checkboxes, sign it, have your CCLCM Academic Chair sign it, and upload it into your application. Please note that the Academic Chair is often different than your Department or Institute Chair.
    1. CWRU has a broad definition of Teaching that covers many different audiences, subjects, and situations. All are important and should be noted.
      • Primary Area of Excellence in Teaching – a Portfolio is required. It should not exceed a maximum of 25 pages but can be shorter. Read instructions carefully and do NOT include teaching evaluations or trainee letters; instead, comment on how you have used these to improve your instruction.
      • Secondary Area of Excellence in Teaching – a Portfolio is recommended. In this scenario, the size can be smaller, maybe 3-7 pages. Read instructions carefully and do NOT include teaching evaluations or trainee letters; instead, comment on how you have used these to improve your instruction.
      • All others – a Portfolio is allowed. Any candidate can submit a Portfolio, and the size can be smaller, maybe 3-7 pages. Many choose to complete a Portfolio to expand upon their teaching contributions without taking space in their Personal Statement. Read instructions carefully and do NOT include teaching evaluations or trainee letters; instead, comment on how you have used these to improve your instruction.
      • Information to review: Teaching Portfolio Template and Instructions
    1. Only upload publications that were completed AFTER your last appointment/promotion. Do NOT use publications written previously as they were counted towards your last appointment/promotion.
    2. When possible, ALWAYS choose publications that feature you as first, second, or senior author.
    3. You may upload a book chapter, but not a whole book.
    4. Do not upload a list of your publications.
    5. Do NOT upload copies that are password protected!
  8. Teaching Evaluations (required)
    1. Teaching Evaluation Summary (required)
        1. CCLCM Faculty Affairs Office will solicit the referee letters, and NOT the candidate.
          1. If a referee contacts you during the application process, please let them know that all questions must be referred to CCLCM [email protected].
          2. All referees will be solicited for a letter AFTER your application is submitted and AFTER the Faculty Affairs team has reviewed and determined that your documents have met the necessary requirements.
        2. Referee letters and the names of those who provide them are confidential and can never be disclosed, even to your chair.
        3. All referee requirements are the same for Associate Professor and Professor – there is no difference.
        4. Lerner Research Institute – LRI CAP referee letters (external, colleague, and trainee) can be used for your promotion if the letters are no more than 2 years old.
          1. It is essential to apply for your CCLCM appointment, immediately upon receiving your LRI staff promotion.
          2. Contact your Administrator and ask them to send one email with each letter as a separate PDF to [email protected].
            • You must enter ALL the LRI referee names into your CCLCM application.
            • If you did not give LRI enough names, you will need to put in extra names to meet the CCLCM minimum number of required names.
            • Faculty Affairs will upload the letters it receives from your administration.
            • If the amount of letters CCLCM receives from LRI meets our standards, then we will not need to solicit any other letters in that referee category.
        5. External referees (input 14 names)
          1. Minimum of 6 acceptable external letters are needed to move your application forward. If more letters are received, they will be used. If more letters are received, they will be used.
          2. Need to enter a minimum of 14 external names into your online application. You are allowed to enter extra names so your letters are received quicker.
          3. External referees will receive your CV and Personal Statement (and your Teaching Portfolio, but only if Teaching is your Primary Area of Excellence).
          4. Must discuss only the external referee names with your nominating chair.
            • Your chair will provide you with 6 external referee names, and you will select the remaining 8 names.
            • Your chair should provide you with the name, rank, email, etc., of their selections (open application to see more details).
            • You will enter ALL the names into your online application and indicate which 6 names your chair provided (there is a box to check).
          5. Must choose external referee names that hold the faculty rank of Professor (full-time) or work at the National Institutes of Health with the title of NIH Senior Investigator, NIH Senior Scientist, or NIH Senior Clinician. They can be national or international.
            • Letters from Associate Professor, Clinical Professor, Research Professor, Directors, Chairs, Presidents, etc., will be discarded!
            • May choose one Professor Emeritus (if retired for less than 3 years and still academically involved).
          6. Submit verification in your application that each external referee holds the required rank by providing one form of proof:
            • Link to the institution faculty website that proves the external referee holds the rank of Professor, NIH Senior Investigator, NIH Senior Scientist, or NIH Senior Clinician.
            • Social media sites such as LinkedIn do NOT qualify as proof.
            • Carefully read the website to make sure the required rank is current.
          7. Search your CV for each external referee's name to ensure you have never collaborated with them on any paper, project, or presentation within the past 7 years! See page 6 of the CWRU Appointment and Promotion Standards for official details.
          8. "Arm's Length" rules to follow so you can avoid complications:
            1. MUST NOT HAVE...
              • A close familial/friend relationship with you or be anyone who is likely, or perceived to be likely, to be predisposed, positively or negatively, about you.
              • Served as your doctoral or postdoctoral supervisor, a mentor, or a staff member in your department when training or working.
              • Been someone you supervised (former mentee, trainee, or student).
              • Served as your supervisor or received compensation from or on behalf of you (in any type of employment relationship).
              • Been a former institution, departmental, or school colleague within the past 7 years (even if you didn’t work directly with them). Visiting professor is fine.
              • A close research/project collaboration with you within the past 7 years, or actively planning to collaborate with you
              • Coauthored with you within the past 7 years, or actively planning to coauthor with you – other than those produced by membership on a committee, consortium, or task force.
              • Participated in a large presentation/project that you both created within the past 7 years, or are actively planning with you.
              • More than ONE referee from the same institution or same city as it weakens your application.
              • Anyone from Northeast Ohio academic institutions, Cleveland Clinic (all enterprise locations), CWRU, or CWRU-affiliate institution as it is not allowed.
            2. MUST BE...
              • "Arm's length" and should NOT have a close personal relationship with you, other than an acquaintance.
              • A recognized expert in your field or a related field and be affiliated with an academic institution.
              • In your subspecialty, or, if it is small, from a broader field or a related subspecialty.
            3. MIGHT HAVE...
              • Asked you to write a chapter in a book they edited or reviewed your manuscript for publication.
              • Been made aware of your work through publication, presentation, casual personal exchange, invitation to present at a conference they organized, or visiting professor at their institution.
              • Participated with you in a panel or large committee in which you did not work closely together or had a short participation time.
                • NOTE: On your CV, under each item that falls into this exception, list the external referee’s full name and annotate how you did not work closely with each other or it was a brief committee.
              • Have been on a large publication or research with you but not directly involved. Many large papers or projects have numerous authors who submit information but do not work closely with each other or are cited but were not involved in direct collaboration.
                • NOTE: On your CV, under each item that falls into this exception, list the external referee’s full name and annotate how you did not work with each other.
              • Asked them at a conference if you can have their business card so they can serve as an external referee for your future application.
            4. NOT SURE?
              • Consider leaving out any referee you are unsure about or might be too close to you
              • When in doubt, leave them out!
          9. Your Department/Institute Administration is allowed to contact your External Referees BUT these rules must be followed:
            1. Ask your Department or Institute Administration office to reach out to your selected external referees
            2. Department/Institute Administration must use the CCLCM email template to contact external referees. Have them email [email protected] to receive the template and instructions.
            3. Your Administration will let you know if you need to add in more external names, but cannot tell you who declined or the reason.
        6. Colleague referees (input 5 names)
          1. Minimum of 2 acceptable colleague letters are needed to move your application forward. If more letters are received, they will be used.
          2. Are current or former colleagues or supervisors that can comment on your administrative service role in a committee, project, or activity in which you were both engaged; and/or any of your teaching activities. The referee will be asked to draw upon their personal experiences with you and will usually not receive your CV or Personal Statement. They can be national or international.
          3. You are allowed to contact your colleagues BEFORE submitting your application. You may ask if they are available to write a reference letter in the future when you apply for a faculty appointment. If they are too busy, that is fine, move on to another person. Once you submit your application, you can no longer speak with your colleagues about the letter.
          4. It is preferable, but not required, that colleague referees have an academic appointment and are in a position to evaluate you at your current level.
          5. Research - Team scientist:
            • MUST enter 5 extra team lead scientist colleague names into your application; make sure they can vouch for your valuable input to their papers and grants (how you are indispensable).
            • Your application will need 2 extra team colleague letters to move forward (for a total of 4 colleague letters).
            • MUST email [email protected] the names of the 5 team lead scientist colleague referees you entered.
        7. Trainee referees (input 8 names)
          1. Minimum of 4 acceptable trainee letters are needed to move your application forward. If more letters are received, they will be used.
          2. Are any current or former students/trainees at any education level that you taught here or at another institution. They can be national or international and will usually not receive your CV.
          3. You are allowed to contact your trainees before submitting your application. You may ask if they are available to write a reference letter in the future when you apply for a faculty appointment. If they are too busy, that is fine, move on to another person. Once you submit your application, you are no longer allowed to speak with your trainees about the letter.
        1. You must SUBMIT your application in our College Portal so CCLCM Faculty Affairs can begin processing it.
        2. Applications are processed in the order received and high volume may delay processing
        3. Your application will be reviewed, and Faculty Affairs will contact you if any documents need to be updated.
        4. Anytime you update your CV, you should upload a new version into your application with the current date, making sure it is in our mandatory CCLCM TEMPLATE and accurate.
       
       
      REQUIREMENTS CHECKLIST for:
      Promotion
      Associate Professor
      Approval Time-Frame: 12 – 18+ months
      (printed on 4/25/2026)
      General Considerations:
      • Should currently have an appointment as an Assistant Professor, if your current appointment is in the clinical/adjunct track, you would apply for a new appointment instead. Contact CCLCM Faculty Affairs with any questions.
      • Promotions no longer have a deadline. You can turn them in anytime and CCLCM Faculty Affairs will process them like all applications. Once your application is processed and approved at CCLCM it will be sent to CWRU. At CWRU it will be approved at multiple levels culminating with the CWRU Board of Trustees in either December or June. The promotion will be effective either January 1 or July 1 of whatever year it is finalized in. The timeline will range from approximately 9 to 18 months and cannot be rushed.
      • To effectively represent academic and professional growth, applications are generally submitted between 4-8 years from your last CCLCM appointment/promotion. Remember ONLY items on your CV dated after your past CWRU approval date will count towards this promotion; items you achieved previously were already counted. However, no specific amount of time is required by CWRU – the only specification is that you have reached the required Regional / Midwest to emerging National reputation.
      • Must declare a Primary Area of Excellence and provide evidence of a reputation in this area. Please choose from:
        • Professional Service (clinical & administrative) – the majority of candidates will choose this option because their primary focus is clinical along with administrative duties at Cleveland Clinic, regionally, and nationally through societies and journals. --National reputation is required--show more
          • Clinical Service:
            • For those faculty engaged in it, excellence of clinical service will be recognized and evaluated as part of the combined achievements that qualify for a new appointment or promotion.
            • Excellence shall be judged by both objective and subjective measures.
            • The determination of the level of clinical excellence achieved by a candidate for appointment or promotion may include consideration of materials not limited to the following:
              (1) specialty and subspecialty board certification and recertification;
              (2) outcomes data, if available, including mortality and morbidity data, comparative length of stay data, and surveys of patient satisfaction;
              (3) documentation of a reputation for excellence in one’s clinical specialty as evidenced by membership or fellowship in professional societies, especially in leadership positions, and awards for clinical service or patient satisfaction;
              (4) documentation of scholarly activities that influence the practice of medicine nationally; and
              (5) recognition as an authority as indicated by consultations, invited lectures and seminars, visiting professorships, and invited writings.
          • Administrative Service:
            • All faculty will be expected to make administrative service contributions.
            • Examples of administrative service include but are not limited to:
              (1) significant administrative contributions;
              (2) significant contributions to university, hospital, or clinical practice welfare;
              (3) participation in departmental, hospital, university, and/or medical school committees;
              (4) professional memberships and activities and services related to professional societies;
              (5) participation in research review committees of the state and federal government and of voluntary health organizations;
              (6) service on editorial boards of scientific journals or as an examiner on subspecialty boards;
              (7) participation and/or leadership in educational and professional society committees or committees of national, state, and local voluntary health agencies, such as the Academy of Medicine and the Ohio State Medical Association.
        • Teaching – will choose if their reputation is as an educator and education is the subject of some of their publications and presentations and it is how they earned their reputation. Otherwise, for the majority of candidates, Teaching will be a Secondary Area of Excellence. --National reputation is required--show more
          • A high level of teaching effectiveness, involving the organization, evaluation, and transmission of knowledge, is a primary criterion as well.
          • The candidate shall have demonstrated a capacity and a desire to maintain teaching effectiveness and show capacity for continuing growth as a teacher.
          • Standards relating to teaching include:
            (1) preparation and presentation of material in a well-organized, current, and stimulating fashion as viewed by peers and students;
            (2) leadership in design, organization, and/or presentation of a course, clinical program, or subdivision thereof;
            (3) ability to evaluate and counsel students; and
            (4) participation in postgraduate educational activities.
          • Teaching settings are to be broadly defined. They may include medical student teaching in all venues, undergraduate and graduate courses teaching throughout the university; graduate medical and postgraduate medical teaching; student advising and continuing medical education, and community teaching.
          • Contributions, in general, include functions concerned with the planning and implementation of teaching concerning content, depth, coverage, sequence, evaluation, and coordination. Recognition will be given to original, innovative, and unique contributions and published reports of such contributions.
          • Teaching may be judged to be of high quality, however, without being innovative or original.
          • In addition, since administration of education efforts is an integral component of the teaching process, service as a subject committee chair, area of concentration chair, core clerkship director, section leader, residency training program director, or equivalent positions, and service on educational committees constitute significant criteria for consideration.
        • Research – will choose if they spend almost 100% of their time conducting research as either an independent, team scientist, or a combination of both (please explain in your Personal Statement).show more
          • Excellence in scholarly research, involving the discovery, organization, interpretation, and transmission of knowledge, is the primary criterion.
          • The quality of the research program of an individual shall be evaluated as to the originality, depth, rigor, and thoroughness of the studies.
          • Important discoveries and innovations in techniques or methods shall lend weight to the assessment.
          • The research may be laboratory, non-laboratory, or patient-based or a combination thereof.
          • While the evaluation of research accomplishment has traditionally focused on the faculty member’s individual achievements, the present and future of science will place increasing emphasis on interdisciplinary research team science.
          • Where relevant, therefore, a faculty member’s contributions to interdisciplinary research team science shall also be considered.
          • Such factors as originality, creativity, indispensability, and unique abilities may be considered when making this evaluation.
          • Independent scientist: it is suggested to have noteworthy grants and publications in which you are listed as primary, secondary, or senior author. If you are in the Lerner Research Institute, you should be full staff, and it is best to start your CCLCM application immediately after your LRI promotion. --Sustained National or International reputation is required--
          • Team scientist: there is no minimum of FTE or funding and usually there are more publications than most individual scientists, and it is more common to be a middle author. Although no minimum funding is required, participation in other investigators’ grants is expected. Your Personal Statement and chair nomination letter should note “team scientist” and how integral you are to the papers and projects you are involved with. If you are in the Lerner Research Institute, you should be full staff, and it is best to start your CCLCM application immediately after your LRI promotion. --Sustained National or International reputation is required--
      • Secondary Area of Excellence – must declare and provide evidence of acceptable contributions in this area.
        • Must choose a different area than your Primary Area of Excellence.
        • This should be noted in your Personal Statement and possibly in a Teaching Portfolio.
      • Final Area of Excellence – must mention contributions you have made to this area.
        • Must choose a different area than your Primary and Secondary Areas of Excellence.
        • This should be noted in your Personal Statement.
      • Promotions will reflect your documented fulfilment of the qualifications as outlined in the CWRU Appointment and Promotion Standards, please read for more detailed information.
       
      Required application materials:     expand all
      1.   Click to start your Online Application
        1. Choose the most appropriate rank, and use our Comparison Tool to review the requirements.
        2. Open your application right away and begin completing it.
        1. MUST BE IN THE CCLCM CV TEMPLATE
        2. Must exactly match the template (font, font size, date order, section format, etc.). Please don't submit your application until it does.
        3. Download CCLCM CV Directions, Example & Template 2021.
        1. You have up to 3 pages to explain to your referees and the review committees why you have the reputation required to support the Primary Area of Excellence you have chosen and acceptable contributions in a Secondary Area of Excellence.
        2. You should clearly explain the following:
          • Your Primary Area of Excellence (Professional Service, Teaching, or Research);
            • what you have achieved, your goals for the future, and what you have done that shows you meet the needed reputation.
          • Your Secondary Area of Excellence (choose a different area of Professional Service, Teaching, or Research);
            • What you have achieved and your goals for the future in this secondary area.
            • A Secondary Area is required, so make sure you explain your acceptable contributions.
          • The Final Area of Excellence (choose the final area you have not discussed);
            • Mention contributions you have made to this area.
          • Explain any other achievements or specifics that you did not mention in the above areas.
            • Remember to explain items that are not easily derived from your CV and can help explain your full professional story.
          • Summarize the faculty rank you are applying for and how you have achieved the required reputation.
            • This is the time to give details on your successes and explain why you are qualified for this rank.
          • Any professional who reads your Personal Statement should be able to easily understand the evidence that supports your Primary and Secondary Areas of Excellence.
            • Do not make the referees and reviewers figure out your reputation – explain it in detail for them!
            • Use lay persons language and avoid using acronyms from your specialty.
          • Your Personal Statement should:
            • Be a maximum length of 3 pages
            • Include at the top the title of Personal Statement, your name, and the date
            • Include at the bottom the page numbers
            • Not be on letterhead or signed
        1. Select either your department or institute chair who knows you best.
        2. Your chair’s department must align with the CCLCM academic department you have chosen.
        3. By requesting a nomination letter, you agree that you have read the requirements for this rank and know that you have the needed reputation in your Primary Area of Excellence and acceptable contributions in a Secondary Area of Excellence.
        4. Your chair, who writes your nomination letter, may NOT also serve as a referee.
        5. Your nomination letter can only be requested through a link in your online application. Your chair will receive directions on what to include in the letter. This is the information you chair will receive
          • Advocate strongly on your behalf regarding your Primary and Secondary Areas of Excellence.
          • Explain your past, current, and future roles in the department and how you help fulfill department and institutional goals.
          • Discuss what curricular, research, and clinical directions you are pursuing.
        6. The letter is confidential and cannot be shared with you.
        1. Read it thoroughly, complete the checkboxes, sign it, have your CCLCM Academic Chair sign it, and upload it into your application. Please note that the Academic Chair is often different than your Department or Institute Chair.
        1. CWRU has a broad definition of Teaching that covers many different audiences, subjects, and situations. All are important and should be noted.
          • Primary Area of Excellence in Teaching – a Portfolio is required. It should not exceed a maximum of 25 pages but can be shorter. Read instructions carefully and do NOT include teaching evaluations or trainee letters; instead, comment on how you have used these to improve your instruction.
          • Secondary Area of Excellence in Teaching – a Portfolio is recommended. In this scenario, the size can be smaller, maybe 3-7 pages. Read instructions carefully and do NOT include teaching evaluations or trainee letters; instead, comment on how you have used these to improve your instruction.
          • All others – a Portfolio is allowed. Any candidate can submit a Portfolio, and the size can be smaller, maybe 3-7 pages. Many choose to complete a Portfolio to expand upon their teaching contributions without taking space in their Personal Statement. Read instructions carefully and do NOT include teaching evaluations or trainee letters; instead, comment on how you have used these to improve your instruction.
          • Information to review: Teaching Portfolio Template and Instructions
        1. Only upload publications that were completed AFTER your last appointment/promotion. Do NOT use publications written previously as they were counted towards your last appointment/promotion.
        2. When possible, ALWAYS choose publications that feature you as first, second, or senior author.
        3. You may upload a book chapter, but not a whole book.
        4. Do not upload a list of your publications.
        5. Do NOT upload copies that are password protected!
      8. Teaching Evaluations (required)
        1. Teaching Evaluation Summary (required)
            1. CCLCM Faculty Affairs Office will solicit the referee letters, and NOT the candidate.
              1. If a referee contacts you during the application process, please let them know that all questions must be referred to CCLCM [email protected].
              2. All referees will be solicited for a letter AFTER your application is submitted and AFTER the Faculty Affairs team has reviewed and determined that your documents have met the necessary requirements.
            2. Referee letters and the names of those who provide them are confidential and can never be disclosed, even to your chair.
            3. All referee requirements are the same for Associate Professor and Professor – there is no difference.
            4. Lerner Research Institute – LRI CAP referee letters (external, colleague, and trainee) can be used for your promotion if the letters are no more than 2 years old.
              1. It is essential to apply for your CCLCM appointment, immediately upon receiving your LRI staff promotion.
              2. Contact your Administrator and ask them to send one email with each letter as a separate PDF to [email protected].
                • You must enter ALL the LRI referee names into your CCLCM application.
                • If you did not give LRI enough names, you will need to put in extra names to meet the CCLCM minimum number of required names.
                • Faculty Affairs will upload the letters it receives from your administration.
                • If the amount of letters CCLCM receives from LRI meets our standards, then we will not need to solicit any other letters in that referee category.
            5. External referees (input 14 names)
              1. Minimum of 6 acceptable external letters are needed to move your application forward. If more letters are received, they will be used. If more letters are received, they will be used.
              2. Need to enter a minimum of 14 external names into your online application. You are allowed to enter extra names so your letters are received quicker.
              3. External referees will receive your CV and Personal Statement (and your Teaching Portfolio, but only if Teaching is your Primary Area of Excellence).
              4. Must discuss only the external referee names with your nominating chair.
                • Your chair will provide you with 6 external referee names, and you will select the remaining 8 names.
                • Your chair should provide you with the name, rank, email, etc., of their selections (open application to see more details).
                • You will enter ALL the names into your online application and indicate which 6 names your chair provided (there is a box to check).
              5. Must choose external referee names that hold the faculty rank of Professor (full-time) or work at the National Institutes of Health with the title of NIH Senior Investigator, NIH Senior Scientist, or NIH Senior Clinician. They can be national or international.
                • Letters from Associate Professor, Clinical Professor, Research Professor, Directors, Chairs, Presidents, etc., will be discarded!
                • May choose one Professor Emeritus (if retired for less than 3 years and still academically involved).
              6. Submit verification in your application that each external referee holds the required rank by providing one form of proof:
                • Link to the institution faculty website that proves the external referee holds the rank of Professor, NIH Senior Investigator, NIH Senior Scientist, or NIH Senior Clinician.
                • Social media sites such as LinkedIn do NOT qualify as proof.
                • Carefully read the website to make sure the required rank is current.
              7. Search your CV for each external referee's name to ensure you have never collaborated with them on any paper, project, or presentation within the past 7 years! See page 6 of the CWRU Appointment and Promotion Standards for official details.
              8. "Arm's Length" rules to follow so you can avoid complications:
                1. MUST NOT HAVE...
                  • A close familial/friend relationship with you or be anyone who is likely, or perceived to be likely, to be predisposed, positively or negatively, about you.
                  • Served as your doctoral or postdoctoral supervisor, a mentor, or a staff member in your department when training or working.
                  • Been someone you supervised (former mentee, trainee, or student).
                  • Served as your supervisor or received compensation from or on behalf of you (in any type of employment relationship).
                  • Been a former institution, departmental, or school colleague within the past 7 years (even if you didn’t work directly with them). Visiting professor is fine.
                  • A close research/project collaboration with you within the past 7 years, or actively planning to collaborate with you
                  • Coauthored with you within the past 7 years, or actively planning to coauthor with you – other than those produced by membership on a committee, consortium, or task force.
                  • Participated in a large presentation/project that you both created within the past 7 years, or are actively planning with you.
                  • More than ONE referee from the same institution or same city as it weakens your application.
                  • Anyone from Northeast Ohio academic institutions, Cleveland Clinic (all enterprise locations), CWRU, or CWRU-affiliate institution as it is not allowed.
                2. MUST BE...
                  • "Arm's length" and should NOT have a close personal relationship with you, other than an acquaintance.
                  • A recognized expert in your field or a related field and be affiliated with an academic institution.
                  • In your subspecialty, or, if it is small, from a broader field or a related subspecialty.
                3. MIGHT HAVE...
                  • Asked you to write a chapter in a book they edited or reviewed your manuscript for publication.
                  • Been made aware of your work through publication, presentation, casual personal exchange, invitation to present at a conference they organized, or visiting professor at their institution.
                  • Participated with you in a panel or large committee in which you did not work closely together or had a short participation time.
                    • NOTE: On your CV, under each item that falls into this exception, list the external referee’s full name and annotate how you did not work closely with each other or it was a brief committee.
                  • Have been on a large publication or research with you but not directly involved. Many large papers or projects have numerous authors who submit information but do not work closely with each other or are cited but were not involved in direct collaboration.
                    • NOTE: On your CV, under each item that falls into this exception, list the external referee’s full name and annotate how you did not work with each other.
                  • Asked them at a conference if you can have their business card so they can serve as an external referee for your future application.
                4. NOT SURE?
                  • Consider leaving out any referee you are unsure about or might be too close to you
                  • When in doubt, leave them out!
              9. Your Department/Institute Administration is allowed to contact your External Referees BUT these rules must be followed:
                1. Ask your Department or Institute Administration office to reach out to your selected external referees
                2. Department/Institute Administration must use the CCLCM email template to contact external referees. Have them email [email protected] to receive the template and instructions.
                3. Your Administration will let you know if you need to add in more external names, but cannot tell you who declined or the reason.
            6. Colleague referees (input 5 names)
              1. Minimum of 2 acceptable colleague letters are needed to move your application forward. If more letters are received, they will be used.
              2. Are current or former colleagues or supervisors that can comment on your administrative service role in a committee, project, or activity in which you were both engaged; and/or any of your teaching activities. The referee will be asked to draw upon their personal experiences with you and will usually not receive your CV or Personal Statement. They can be national or international.
              3. You are allowed to contact your colleagues BEFORE submitting your application. You may ask if they are available to write a reference letter in the future when you apply for a faculty appointment. If they are too busy, that is fine, move on to another person. Once you submit your application, you can no longer speak with your colleagues about the letter.
              4. It is preferable, but not required, that colleague referees have an academic appointment and are in a position to evaluate you at your current level.
              5. Research - Team scientist:
                • MUST enter 5 extra team lead scientist colleague names into your application; make sure they can vouch for your valuable input to their papers and grants (how you are indispensable).
                • Your application will need 2 extra team colleague letters to move forward (for a total of 4 colleague letters).
                • MUST email [email protected] the names of the 5 team lead scientist colleague referees you entered.
            7. Trainee referees (input 8 names)
              1. Minimum of 4 acceptable trainee letters are needed to move your application forward. If more letters are received, they will be used.
              2. Are any current or former students/trainees at any education level that you taught here or at another institution. They can be national or international and will usually not receive your CV.
              3. You are allowed to contact your trainees before submitting your application. You may ask if they are available to write a reference letter in the future when you apply for a faculty appointment. If they are too busy, that is fine, move on to another person. Once you submit your application, you are no longer allowed to speak with your trainees about the letter.
            1. You must SUBMIT your application in our College Portal so CCLCM Faculty Affairs can begin processing it.
            2. Applications are processed in the order received and high volume may delay processing
            3. Your application will be reviewed, and Faculty Affairs will contact you if any documents need to be updated.
            4. Anytime you update your CV, you should upload a new version into your application with the current date, making sure it is in our mandatory CCLCM TEMPLATE and accurate.
           
           
          REQUIREMENTS CHECKLIST for:
          Promotion
          Assistant Professor
          Approval Time-Frame: 6 - 9 months
          (printed on 4/25/2026)
          General Considerations:
          • You should currently have an appointment as an Instructor. This is an entry-level promotion. If your current appointment is in the clinical/adjunct track, you would apply for a new appointment and not a promotion. Contact CCLCM Faculty Affairs with questions. --No reputation is required--
          • Promotions no longer have a deadline. You can turn them in anytime and CCLCM Faculty Affairs will process them like all applications. Once your application is processed and approved at CCLCM it will be sent to CWRU. At CWRU it will be approved at multiple levels culminating with the CWRU Board of Trustees in either December or June. The promotion will be effective either January 1 or July 1 of whatever year it is finalized in.
          • To effectively represent academic and professional growth, applications are generally submitted between 4-8 years from your last CCLCM appointment/promotion. However, no specific amount of time is required by CWRU. For Lerner Research Institute – check with your institute chair for departmental promotion specifics.
          • Primary Area of Excellence - must declare and provide evidence of a reputation in this area. Please choose from:
            • Professional Service (clinical & administrative) – the majority of candidates will choose this option because their primary focus is clinical along with administrative duties at Cleveland Clinic, regionally, and nationally through societies and journals. --National reputation is required--show more
              • Clinical Service:
                • For those faculty engaged in it, excellence of clinical service will be recognized and evaluated as part of the combined achievements that qualify for a new appointment or promotion.
                • Excellence shall be judged by both objective and subjective measures.
                • The determination of the level of clinical excellence achieved by a candidate for appointment or promotion may include consideration of materials not limited to the following:
                  (1) specialty and subspecialty board certification and recertification;
                  (2) outcomes data, if available, including mortality and morbidity data, comparative length of stay data, and surveys of patient satisfaction;
                  (3) documentation of a reputation for excellence in one’s clinical specialty as evidenced by membership or fellowship in professional societies, especially in leadership positions, and awards for clinical service or patient satisfaction;
                  (4) documentation of scholarly activities that influence the practice of medicine nationally; and
                  (5) recognition as an authority as indicated by consultations, invited lectures and seminars, visiting professorships, and invited writings.
              • Administrative Service:
                • All faculty will be expected to make administrative service contributions.
                • Examples of administrative service include but are not limited to:
                  (1) significant administrative contributions;
                  (2) significant contributions to university, hospital, or clinical practice welfare;
                  (3) participation in departmental, hospital, university, and/or medical school committees;
                  (4) professional memberships and activities and services related to professional societies;
                  (5) participation in research review committees of the state and federal government and of voluntary health organizations;
                  (6) service on editorial boards of scientific journals or as an examiner on subspecialty boards;
                  (7) participation and/or leadership in educational and professional society committees or committees of national, state, and local voluntary health agencies, such as the Academy of Medicine and the Ohio State Medical Association.
            • Teaching – will choose if their reputation is as an educator and education is the subject of some of their publications and presentations and it is how they earned their reputation. Otherwise, for the majority of candidates, Teaching will be a Secondary Area of Excellence. --National reputation is required--show more
              • A high level of teaching effectiveness, involving the organization, evaluation, and transmission of knowledge, is a primary criterion as well.
              • The candidate shall have demonstrated a capacity and a desire to maintain teaching effectiveness and show capacity for continuing growth as a teacher.
              • Standards relating to teaching include:
                (1) preparation and presentation of material in a well-organized, current, and stimulating fashion as viewed by peers and students;
                (2) leadership in design, organization, and/or presentation of a course, clinical program, or subdivision thereof;
                (3) ability to evaluate and counsel students; and
                (4) participation in postgraduate educational activities.
              • Teaching settings are to be broadly defined. They may include medical student teaching in all venues, undergraduate and graduate courses teaching throughout the university; graduate medical and postgraduate medical teaching; student advising and continuing medical education, and community teaching.
              • Contributions, in general, include functions concerned with the planning and implementation of teaching concerning content, depth, coverage, sequence, evaluation, and coordination. Recognition will be given to original, innovative, and unique contributions and published reports of such contributions.
              • Teaching may be judged to be of high quality, however, without being innovative or original.
              • In addition, since administration of education efforts is an integral component of the teaching process, service as a subject committee chair, area of concentration chair, core clerkship director, section leader, residency training program director, or equivalent positions, and service on educational committees constitute significant criteria for consideration.
            • Research – will choose if they spend almost 100% of their time conducting research as either an independent, team scientist, or a combination of both (please explain in your Personal Statement).show more
              • Excellence in scholarly research, involving the discovery, organization, interpretation, and transmission of knowledge, is the primary criterion.
              • The quality of the research program of an individual shall be evaluated as to the originality, depth, rigor, and thoroughness of the studies.
              • Important discoveries and innovations in techniques or methods shall lend weight to the assessment.
              • The research may be laboratory, non-laboratory, or patient-based or a combination thereof.
              • While the evaluation of research accomplishment has traditionally focused on the faculty member’s individual achievements, the present and future of science will place increasing emphasis on interdisciplinary research team science.
              • Where relevant, therefore, a faculty member’s contributions to interdisciplinary research team science shall also be considered.
              • Such factors as originality, creativity, indispensability, and unique abilities may be considered when making this evaluation.
          • Promotions will reflect your documented fulfilment of the qualifications as outlined in the CWRU Appointment and Promotion Standards, please read for more detailed information.
           
          Required application materials:     expand all
          1.   Click to start your Online Application
            1. Choose the most appropriate rank, and use our Comparison Tool to review the requirements.
            2. Open your application right away and begin completing it.
            1. MUST BE IN THE CCLCM CV TEMPLATE
            2. Must exactly match the template (font, font size, date order, section format, etc.). Please don't submit your application until it does.
            3. Download CCLCM CV Directions, Example & Template 2021.
            1. Select either your department or institute chair who knows you best.
            2. Your chair’s department must align with the CCLCM academic department you have chosen.
            3. By requesting a nomination letter, you agree that you have read the requirements for this rank and know that you have the needed reputation in your Primary Area of Excellence and acceptable contributions in a Secondary Area of Excellence.
            4. Your chair, who writes your nomination letter, may NOT also serve as a referee.
            5. Your nomination letter can only be requested through a link in your online application. Your chair will receive directions on what to include in the letter. This is the information you chair will receive
              • Advocate strongly on your behalf regarding your Primary and Secondary Areas of Excellence.
              • Explain your past, current, and future roles in the department and how you help fulfill department and institutional goals.
              • Discuss what curricular, research, and clinical directions you are pursuing.
            6. The letter is confidential and cannot be shared with you.
            1. Referee letters and the names of who provide them are confidential and cannot be disclosed.
            2. The CCLCM Faculty Affairs Office and NOT the candidate will solicit the referee letters. If a referee contacts you during the application process, please let them know that all questions must be referred to CCLCM Faculty Affairs Office.
            3. Lerner Research Institute – LRI CAP referee letters (external, colleague, and trainee) can be used for your promotion if the letters are no more than 2 years old. This is why it is essential to apply for your CCLCM promotion, immediately upon receiving your LRI staff promotion. Your Administrator should send one email with each letter as a separate PDF to [email protected].
            4. Colleague referees (input 6 names)
              1. Minimum of 3 acceptable colleague letters are needed to move your application forward. If more letters are received, they will be used.
              2. Are current or former colleagues or supervisors that can comment on your administrative service role in a committee, project, or activity in which you were both engaged; and/or any of your teaching activities. The referee will be asked to draw upon their personal experiences with you and will usually not receive your CV. They can be national or international.
                • Important: if you are less than 2 years out of post-grad training (intern, resident, fellow, post-grad doc, etc.) you MUST choose supervisors from your training and NOT current coworkers. (unless this is where you trained).
              3. You are allowed to contact your colleagues before submitting your application. You may ask if they are available to write a reference letter in the future when you apply for a faculty appointment. If they are too busy, that is fine, move on to another person. Once you submit your application, you can no longer speak with your colleagues about the letter.
              4. It is preferable, but not required, that colleague referees have an academic appointment and are in a position to evaluate you at your current level.
            1. You must SUBMIT your application in our College Portal so CCLCM Faculty Affairs can begin processing it.
            2. Applications are processed in the order received and high volume may delay processing
            3. Your application will be reviewed, and Faculty Affairs will contact you if any documents need to be updated.