Clinical Sciences APT Meeting Dates

Receiving a promotion in rank is a major accomplishment in the career of a faculty member that recognizes the scholarship and contributions of the faculty member. The principles regarding setting the official, formal date of a faculty promotion via this guidance include the following:

• Establish a consistent, predictable date across all departments for the official date of a faculty promotion
• Set the date for as early as possible in the promotion process while providing sufficient time for process management (e.g., updating dFac, time to approve a promotion increase, iForm submission / payroll deadlines, notifying the faculty member, etc.)
• Provide sufficient time for salary increases to coincide with promotions
• Avoid retroactive pay

Authority for Granting of Promotions

For ranks without tenure (promotions to Assistant Professor, Associate Professor without tenure, Professor without tenure), the authority for granting a promotion is held by the Department Appointments, Promotions, and Tenure (DAPT) Committee in conjunction with the Department Chair. Authority for approval of the dFac application to update the dFac system (and thus set the actual date of the promotion) is held by the Medical Center Executive Committee (MCEC).

For ranks with tenure (promotions to Associate Professor with tenure, Professor with tenure), the authority for granting a promotion is held by the Board of Trustees following recommendation for promotion by the respective DAPT Committee, Department Chair, Clinical Sciences APT (CSAPT) Committee, and the MCEC. Authority for approval of the dFac application to update the dFac system (and thus set the actual date of the promotion) is held by the Provost Office.

Official Date of Promotion – Ranks Without Tenure

For promotions to ranks without tenure (promotions to Assistant Professor, Associate Professor without tenure, Professor without tenure), the official date of promotion is the first day of the second month following the MCEC meeting during which the promotion is reviewed. Following approval of the promotion by the DAPT Committee and Department Chair, the dossier, Chair to Dean letter, dFac form, etc., are to be submitted to the APT Office when available. When the submission package is complete, the APT Office will confirm receipt of a complete submission package and provide the projected MCEC review date and official date of promotion. Submissions will be reviewed by the MCEC during the month following the submission (i.e., deadline for submissions is the 15^th of every month for MCEC review the following month). Following the MCEC meeting, the APT Office will notify the department APT manager, the DAPT Chair, the department Chief Administrative Officer (CAO), and the SOM/DHIP Compensation Office of the completed review by the MCEC. That will trigger the department to set the official date of promotion in dFac and submit an iForm to trigger a SEA change request for salary adjustment (to coincide with the official date of promotion). For example, a promotion package submitted in the month of January (by January 15) will be scheduled for review during the February MCEC meeting, which will set the official date of promotion to April 1.

However, a submission submitted on February 1 will be scheduled for the March MCEC meeting, which will set the official date of promotion to May 1. Of note, the APT Office will NOT independently notify the faculty member of the promotion – that is the responsibility of the department.

Official Date of Promotion – Ranks With Tenure

For promotions to ranks with tenure (promotions to Associate Professor with tenure, Professor with tenure), the official date of promotion is the first day of the second month following the Duke University Board of Trustees (BoT) meeting during which the promotion is approved. Following approval of the promotion by the DAPT Committee and Department Chair, the dossier, Chair to Dean letter, dFac form, etc., are to be submitted to the APT Office when available. When the submission package is complete, the APT Office will confirm receipt of the completed package and provide the projected CSAPT Committee review, MCEC approval, BOT approval, and official promotion dates. Submissions will be reviewed by the CSAPT Committee within 2-3 months of receipt, followed by the MCEC the following month, followed by the BoT based on the next available BOT meeting date. Of note, the BOT does not meet every month. The deadline for submission of a promotion package is the 20th of every month. Following the BoT meeting and notification by the Provost Office of approval, the APT Office will notify the department APT manager, the DAPT Chair, the department CAO, and the SOM/DHIP Compensation Office of the approval. That will trigger the department to set the official date of promotion in dFac and submit an iForm to trigger a SEA change request for salary adjustment (to coincide with the official date of promotion). For example, a promotion package submitted in the month of February (by February 20) will be scheduled for review no later than the May CSAPT meeting, the June MCEC and the August BoT (BoT does not meet in July), which will set the official date of promotion to October 1. Of note, the APT Office will NOT independently notify the faculty member of the promotion – that is the responsibility of the department.

Revision History