- Open Online Application (required) Click to start your Online Application
- Choose the most appropriate rank, and use our Comparison Tool to review the requirements.
- Open your application right away and begin completing it.
- CV (required)
- MUST BE IN THE CCLCM CV TEMPLATE
- Must exactly match the template (font, font size, date order, section format, etc.). Please don't submit your application until it does.
- Download CCLCM CV Directions, Example & Template 2021.
- Chair's Nomination Letter (required)
- Select either your department or institute chair who knows you best.
- Your chair’s department must align with the CCLCM academic department you have chosen.
- 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.
- Your chair, who writes your nomination letter, may NOT also serve as a referee.
- 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.
- The letter is confidential and cannot be shared with you.
- Declaration of Candidacy for Promotion (required)
- 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.
- Diversity, Equity, and Inclusiveness (DEI) Statement (required)
- The
contributions of faculty members toward promoting diversity and equity
should be recognized and credited in conjunction with other faculty
achievements. These contributions may be considered positive factors in
evaluating a faculty member’s performance.
- Will only be shared with the CAP and CAPT committee members, and not with referees.
- Your optional DEI Statement should:
- Be a maximum length of 2 pages.
- Include at the top the title of Diversity, Equity, and Inclusiveness Statement, your name, and the date.
- Include at the bottom the page numbers.
- Not be on letterhead or signed.
- Journal Publications (3-5 documents only)
- 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.
- When possible, ALWAYS choose publications that feature you as first, second, or senior author.
- You may upload a book chapter, but not a whole book.
- Do not upload a list of your publications.
- Do NOT upload copies that are password protected!
- Personal Statement (required)
- 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.
- 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
- Teaching Evaluations and Evaluation Summary (required)
- Promotion
candidates must provide an Evaluation Summary along with their Teaching
Evaluations from the past 3 years, or 3 of the most recent years
available. Everything should be combined into one PDF with the
Evaluation Summary as the top page and uploaded into your application.
NOTE: If you do not have any teaching evaluations then you cannot submit
an Evaluation Summary. Instead, you must upload a document with a short
explanation of why evaluations were not collected in your department.
For example: "I do not have any teaching evaluations due to the
department standards regarding the collection of evaluations. Instead,
CCLCM Faculty Affairs will try to solicit additional trainee referee
letters. Thank you."
- The Evaluation Summary must be
written by either your department or institute chair, institute
administrator, or your institute education administrator. If your
chair/administrator isn’t completely familiar with your teaching, you
should provide them with a bio on your activities along with your 3
years of evaluations for them to summarize. The Evaluation Summary
should be signed/dated/letterhead, be 1-3 paragraphs long, and include:
- Summary of your teaching evaluations and how you compare with others in the department.
- The
groups of Who are the learners you teach (medical students, residents,
fellows, post-docs, staff, other trainees at various levels).
- What
current and future teaching you do in the department, Cleveland Clinic,
CCLCM, CWRU, CME courses, etc. (this should NOT be a list of each
individual course you taught).
- If you must
skip a year because the program does not have enough trainees to trigger
an evaluation report, insert a note to explain (add a page in the PDF
that says, "Not enough trainees to evaluate and the year.")
- Evaluations
must only cover yourself and NOT other staff; if needed, highlight the
sections of the evaluation that pertain to you or the group at large. Do
NOT include pages that don’t mention you.
- Evaluations may come
from many types of Teaching, including CME courses, training, lectures,
grand rounds, presentations, etc. You can use evaluations from MedHub,
CCLCM Courseval, other programs, or evaluations created by your
department. Ask your Administrator (institute or education) to create,
send/hand out, and collect evaluations. Evaluations are very important,
and every effort should be made to collect them.
- The CCLCM
and CWRU review committees heavily consider poor evaluations: low scores
and negative comments. If your scores are below the departmental
average or you have many negative comments, it may jeopardize your
promotion. To address the situation, you MUST do the following:
- Create
a Teaching Portfolio – use it to address the issues and layout the plan
you have in place to rectify the situation now and going forward. You
should also explain how the issue started. Please see Teaching Portfolio
section for information and note you would not need to create a long
portfolio, 3-7 pages would be adequate.
- Have your chair
update your Nomination letter to highlight the steps you are or have
taken to correct the situation. Have your chair explain how they are
working with you on the solution.
- If you cannot
find any evaluations and it will not be possible to have your
Administrator create and collect them, you can still submit a promotion
application. In place of the evaluations and an Evaluation Summary, you
will instead upload a document with a short explanation of why
evaluations were not collected in your department. For example: "I do
not have any teaching evaluations due to the department standards
regarding the collection of evaluations. Instead, CCLCM Faculty Affairs
will try to solicit additional trainee referee letters. Thank you."
- Teaching Portfolio (optional, recommended, or required)
- 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
- Referee Names (total input: External-14 names, Colleague-5 names, Trainee-8 names)
- CCLCM Faculty Affairs Office will solicit the referee letters, and NOT the candidate.
- If a referee contacts you during the application process, please let them know that all questions must be referred to CCLCM [email protected].
- 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.
- Referee letters and the names of those who provide them are confidential and can never be disclosed, even to your chair.
- All referee requirements are the same for Associate Professor and Professor – there is no difference.
- 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.
- It is essential to apply for your CCLCM appointment, immediately upon receiving your LRI staff promotion.
- 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.
- External referees (input 14 names)
- 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.
- 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.
- External
referees will receive your CV and Personal Statement (and your Teaching
Portfolio, but only if Teaching is your Primary Area of Excellence).
- 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).
- 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).
- 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.
- 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.
- "Arm's Length" rules to follow so you can avoid complications:
- 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.
- 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.
- 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.
- NOT SURE?
- Consider leaving out any referee you are unsure about or might be too close to you
- When in doubt, leave them out!
- Your Department/Institute Administration is allowed to contact your External Referees BUT these rules must be followed:
- Ask your Department or Institute Administration office to reach out to your selected external referees
- Department/Institute Administration must use the CCLCM email template to contact external referees. Have them email [email protected] to receive the template and instructions.
- Your Administration will let you know if you need to add in more external names, but cannot tell you who declined or the reason.
- Colleague referees (input 5 names)
- Minimum of 2 acceptable colleague letters are needed to move your application forward. If more letters are received, they will be used.
- 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.
- 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.
- 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.
- 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.
- Trainee referees (input 8 names)
- Minimum of 4 acceptable trainee letters are needed to move your application forward. If more letters are received, they will be used.
- 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.
- 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.
- Submit Online Application (required)
- You must SUBMIT your application in our College Portal so CCLCM Faculty Affairs can begin processing it.
- Applications are processed in the order received and high volume may delay processing
- Your application will be reviewed, and Faculty Affairs will contact you if any documents need to be updated.
- 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.