So the first thing is to make sure it is OK with your division chief. I can also advise, so feel free to reach out to me (Mark de Caestecker), but at the end of the day it is your division chief who will have to make the final determination that you are ready.
Ok, next: here is the check list of the things you will need to prepare. Specifically:
1) The CV should be formatted according to the requirements for the school of medicine. Here is the description in case you haven't seen it before.
2) Chair's recommendation letter. Basically you have to prepare the first draft of this, which is then edited, usually through an iterative process, with your division chief, before being sent on to the chair for signature. There are specific topics that need to be covered so pay attention to the format, and be prepared to spend some time on this. I think it will be the most difficult part of the process for you.
3) Complete the critical references form. For this you need to identify five references that you think represent your most significant contributions. If you are not first or senior author, specify the role played by the candidate in the work described by these key publications. Also, provide reprints.
4) Complete a documentation of teaching form. Note: this is different from the rest of the school of medicine is that you do not have to complete the on-line educator portfolio (which is a huge pain!).
5) List of 8-10 professional references with contact info. These cannot be anyone you have published with, had a grant with, was mentored by, or that you mentored…and you are not supposed to reach out to the to ask them, just provide their names. If you have published papers as part of large consortia, it is possible you may be able to include names of referees you have published with. However, I suggest you check with Anne McBryde, who is the DOM administrator on the promotions committee: she will know what works and what will not. The most effective evaluation letters are from nationally recognized leaders in the relevant area of research from individuals that must be at least a rank above you, usually full professors, and/or division chiefs, and from institutions of similar stature to Vanderbilt. The promotions committee has to obtain at least five reference letters, so they ask for more to make sure enough are obtained. And be careful who you select. As I mentioned, you cannot reach out to them to find out if they will write you a good letter, and most referees will not write a letter if they have a negative opinion about you. However, if a referee does write something negative about you, that letter is entered into the record and cannot be removed from consideration. Depending on what they write, this may have a negative impact on your promotion. With that said, it is pretty unusual to see this, but it does occasionally happen.
6) Lastly, you need to provide a list of 5-8 teaching references with contact info. This can be a trainee you mentored in lab, taught in class, was on their thesis committee…but should not be current trainee. The promotions committee has to obtain at least three reference letters, so they ask for more to make sure enough are obtained. And again, be careful who you select.