The problem
You write 20+ letters a year.
From memory.
“You have a 35-person department. Each promotion letter takes 3–4 hours to research properly. That's 70–140 hours a year — before you've seen a single patient.”
The data exists. It's scattered across PubMed, NIH Reporter, and your inbox.
The data exists. It's scattered across PubMed, NIH Reporter, and your inbox.
1
Publication records are never current
You search PubMed the day before the letter is due. Three papers are missing. One is attributed to a different physician with the same name.
2
Grant status requires three emails
Renewal date, award amount, funding agency — none of this is in one place. You ask the faculty member, who sends the wrong number.
3
Promotion criteria are a moving target
Your institution updated the criteria eighteen months ago. Half your advising conversations are still based on the old rubric.
4
Getting records into any system takes hours you don’t have
Your faculty submit CVs annually. You have grant award letters in your inbox, activity reports in a shared drive, and a tracking spreadsheet that’s six months out of date. Moving any of it into a system means reading each document and typing each field — one at a time. Most department heads decide it’s not worth it. The data stays trapped.
What you get
Everything in one product,
from day one.
No feature tiers. No add-ons. No IT procurement.
📊
Research tracking
Academic Output Tracker
Live sync from PubMed, OpenAlex, NIH Reporter, and ClinicalTrials.gov. Import from CVs and documents. Faculty members confirm matches; AI disambiguation handles the rest.
✦ Core feature
📄
Document import
Document Import
Send FacultyOS your CVs, grant letters, and activity reports — scanned from paper or uploaded as PDFs. We extract the records and build your review queue. No formatting required.
✦ Core feature
👥
Team management
Team Directory
Living roster with full role history. Survives leadership transitions without data loss.
📝
Letter writing
Letter Briefings + Draft
Structured briefing with AI-generated draft. Dictate edits by voice.
Voice-capable
🎯
Promotion readiness
Promotion Criteria Indicators
Quantitative indicators against your institution's published criteria. No verdicts — data only.
📅
Calendar
Calendar Alerts
Academic events only. Personal calendar entries are never read or stored.
🏛️
Department view
Department Portfolio
Publication volume, grant totals, and activity trends — the whole department at a glance.
🧑⚕️
Faculty self-service
Faculty Member Portal
Each faculty member sees their own record: promotion snapshot, peer review log, CV export.
🎓
Trainee records
Resident Milestones
Structured milestone records for ACGME/AOA trainees. FERPA-compliant. Opt-in only.
Opt-in
How it works
Set up in 20 minutes.
Import your documents. First briefing ready same day.
1
Create your department
Enter your team or upload a roster. We pre-load their publications and grants from public sources before they log in. Have CVs, grant letters, or activity reports? Import them — FacultyOS reads the documents and extracts the records. No formatting required.
2
Faculty members confirm
Each faculty member reviews their pre-loaded record at first login — accepting or rejecting each match. No false positives reach you.
3
Your briefing is ready
Open any profile. Tap Generate Briefing. Review the brief and AI draft — every letter, from current data.
Data architecture
Three legally distinct
data systems.
Faculty members own their professional record. Department heads own their advising notes. The platform owns nothing it doesn't need to operate.
System A — Faculty-Owned
Publications (PubMed / OpenAlex)
Grants (NIH Reporter)
Clinical trials (ClinicalTrials.gov)
Calendar-matched academic events
Portable — survives cancellation
System B — Department-Owned
Your advising notes (not visible to subject)
Resident milestone records (opt-in)
Transfers to successor department head
FERPA-compliant deletion flow
Calendar privacy
Academic keyword match only
Personal events never stored
No attendees, no descriptions read
OAuth tokens encrypted at rest (Vault)
Revoke access any time
Pricing
One plan. Everything included.
Below the discretionary approval threshold for most Clinical Associate Professors. No IT review. No procurement process.