Annual Documents

Faculty are asked to submit a revised curriculum vitae each year in a standardized format as outlined in the Guidelines for Completing the Curriculum Vitae. Please access the College of Medicine Curriculum Vitae Management System (CVMS) at to enter data. The CVMS will generate a Comprehensive CV and a Form 1. Form 2 will be available via CVMS in 2015. The CVMS will be able to generate a Form 2 in 2015. Form 1 and Form 2 are used annually for the consideration of special salary increases and to update faculty members’ curricula vitae. Form 1 is used to report new items for inclusion in the curriculum vitae while Form 2 is used to note the revision of an item previously reported and considered.

In order to ensure that the information in these documents can be fullly understood, faculty members are asked to provide the following annotation as a comment particularly on publications, grants, awards:

  • an indication of the individual contribution to collaborative work, particularly for jointly authored publications
  • an indication of whether senior or corresponding author
  • a letter/email of acceptance to accompany papers cited as in press
  • page numbers and journal numbers for all publications
  • for grants awarded, an indication of the award date and term of the award, and whether peer-reviewed or non peer-reviewed
  • the significance, frequency, criteria of awards received

For multi-authored grants, both the role of the faculty member and the number of investigators involved must be outlined. For awards with a term of more than one year, such as a research grant with funds released over the course of several years, the award should be reported on Form 1 once only—in the year in which the award is made. Although the award is recognized each year as evidence of ongoing research activity, for salary review purposes, the accomplishment is considered only in the year in which the award is first made.

For industry-based research, it is important to know the contribution involved. For pharmaceutical-sponsored research, in particular, there can be a wide range of involvement. For example, within the designation of principal investigator for a drug trial a faculty member’s involvement may range from being asked to design and coordinate the trial and subsequently write up the results for publication, to simply being approached by the sponsoring company to sign up patients for the trial.

Form 1

The Form 1 captures those items which are new entries to your CV in the most recent academic year.


By June 30, 2012, all entries to create your 2011-12 Form 1 should be entered into the CVMS program. Faculty Members would be encouraged to take that opportunity to familiarize themselves with CVMS by entering that Form 1 data themselves at

Curriculum Vitae

Your CV is always important, even if you are not going forward for promotion or tenure (continuing status) or being considered for a merit increase.   Your CV and Form 1 are the basis by which the College Review Committee and Department Committees evaluate your work and recommend you in those processes.


a)       By July 31, 2012 those faculty going forward this year for renewal, tenure/continuing status or promotion, should have their full CV entered into the CVMS program.

b)       By June 30 of next year (2013) all faculty in the College should have their data in the CVMS program to enable them to produce a full CV.

Entering Legacy Data into CVMS:

Some faculty, especially in the early years of their career, would be encouraged and may prefer to enter their own data into the CVMS program.  Some faculty have clerical assistants who are available to do data entry on their behalf as ‘delegates’.  Other faculty do not have any assistance and/or have many years of career achievements.

For those faculty needing data entry assistance for their full CV, the College has resources available over the next four months for that purpose. Therefore, if you find yourself in this situation, please contact Carla Zorn at your earliest convenience. 

N.B.  Final approval of the content of a faculty member’s CV will always be the responsibility of the faculty member.

Teaching Dossier

In addition, a teaching dossier is required of all faculty on an annual basis to provide evidence of good teaching practice and as an ongoing record of undergraduate classes taught, graduate student teaching and resident training, and summer student supervision. It provides information on teaching innovations, teaching seminars attended and presented, and administration undertaken with respect to teaching. The following documents provide information on the teaching dossier: About the Teaching Dossier and Teaching Dossier Format.

In many instances, a departmental committee may rank an individual as superior in teaching, but not provide any evidence of this to the College committee. In order to support a superior recommendation, there must be a teaching dossier, teaching evaluations showing superior teaching, and other strong evidence in order for the College Committee to base its decision upon something tangible. 

The CVMS will capture all of the information but only the last five years are required when going forward for Tenure/Promotion.  


By June 30, 2013 enter all relevant Section 9 information into CVMS. Continue recording any additional information in a word document. To create a Teaching Dossier as a separate document according to the CoM format:

  1. publish your CV from CVMS in Word format
  2. move Section 9 into the document with the additional information

Student and Peer Evaluations:  It is critical to annually collect and append a series of teaching evaluations from students as well as peers. The Review Committees expect to find these evaluations when conducting all processes mentioned above. Evaluations are the necessary evidence of teaching.

Administrative Dossier

Faculty with larger administration workloads (ie. Division Head, Department Head) benefit by also completing the Administration Dossier which allows them the opportunity not afforded in the CV, to state and expand on the many duties that their administrative role entails.

For Electronic Curriculum Vitae (eCV) log in here:

Administrative Dossier

Salary Review Procedures

As per the 2014-2017 USFA Collective Agreement, the process for Salary Review in the colleges became the work of Department Salary Committees, a College Salary Committee for Department Heads and Assistant Deans, and the College Review Committee (Art. 17.3).  Guidelines have been established in each department and in the college.  The College Review Committee standards for awarding merit increase apply to all faculty members. All faculty who receive either standard or special increase treatment at the Department level, are reviewed by the CRC if the required documentation is available. Your department office or Faculty Affairs can provide you with your departmental standards for awarding merit.

The U of S Guidelines and Forms for Salary Review is helpful in completing the salary review forms.