Annual Timetable for Pacing the Process of File Preparation and Review Process Calendar for Tenure and Promotion Files

NOTE: "Recommended Dates" are strongly recommended to ensure sufficient time for each step in the review process. In particular, there must be adequate time for each member of a Tenure/Promotion committee to review the completed file with care, to submit their individual letter, to review the file again with all the committee letters, and to meet and vote on the file. There also needs to be adequate time (1 week minimum) for a candidate to respond to the department report (if they choose), and for the department to consider any such response. The "Recommended Dates" build in these sufficient time-spans.

Action	Performed By	Recommended Dates
ActionDean shares tenure file calendar with next year's tenure candidates (and their department heads)	Performed ByDean	Recommended DatesJune 1
ActionHead notifies Dean of candidates for promotion and/or tenure and forms tenure/promotion committee If < 5 with tenure and rank in department: Tenure Candidate and dept. head submit list to dean If < 3 at rank in department: Promotion Candidate & dept. head submit list to dean Dean chooses members to fill committee roster	Performed ByDept. Head	Recommended DatesPreferably July 1 but required by Sept 1
ActionCandidate selects names of 30 current students and alumni from Automated Student Letter Name Solicitation Process	Performed ByCandidate	Recommended DatesBy Sept 1
ActionCommittee Chair solicits outside letters of evaluation of scholarship	Performed ByCommittee Chair	Recommended DatesAs soon as possible after July 1
ActionCommittee Chair solicits confidential letters from current students and alumni	Performed ByCommittee Chair	Recommended DatesFirst week of fall term, and no later than Sept 15
ActionCommittee Chair (or Administrative Assistant) sends first reminder to outside evaluators who have not yet submitted letter of evaluation	Performed ByCommittee Chair (or Administrative Assistant)	Recommended DatesOctober 1
ActionCommittee Chair (or Administrative Assistant) sends first reminder for letters to students and alumni	Performed ByCommittee Chair (or Administrative Assistant)	Recommended DatesOctober 15
ActionCommittee Chair (or Administrative Assistant) sends second reminder to outside evaluators who have not yet submitted letter of evaluation	Performed ByCommittee Chair (or Administrative Assistant)	Recommended DatesNovember 1
ActionCommittee Chair (or Administrative Assistant) sends second reminder for letters to students and alumni	Performed ByCommittee Chair (or Administrative Assistant)	Recommended DatesNovember 15
ActionCandidate submits file to Watermark	Performed ByCandidate	Recommended DatesDecember 1
ActionCommittee Chair (or Administrative Assistant) submits any additional documentation to the file that cannot be added by the candidate, including outside evaluator letters, confidential student letters, and STE summaries	Performed ByCommittee Chair (or Administrative Assistant)	Recommended DatesDecember 1
ActionEach member reviews file	Performed ByCommittee Members	Recommended DatesDecember 1 - January 14
ActionAfter Committee Chair confirms the file is complete, but before reviewing other committee members' letters, each member adds a letter to the file.	Performed ByCommittee Members	Recommended DatesJanuary 14
ActionEach member reviews file again including other committee members' letters	Performed ByCommittee Members	Recommended DatesJanuary 14-21
ActionCommittee meets and votes; a one-sentence record of the tally is entered into the Watermark file	Performed ByCommittee	Recommended DatesJanuary 21
ActionCommittee Chair prepares report and shares with committee and candidate	Performed ByCommittee Chair	Recommended DatesFebruary 1
ActionCandidate responds by submitting letter to committee or by indicating that no response is forthcoming (Watermark)	Performed ByCandidate	Recommended DatesFebruary 8
ActionIf candidate submits letter of response, committee will review for such consideration as it deems appropriate	Performed ByCommittee	Recommended DatesFebruary 15
ActionFile sent to dean	Performed ByCommittee	Recommended DatesFebruary 15
ActionInspect file and report for completeness	Performed ByDean	Recommended Dates
ActionMay request additional information from Committee Chair If dept. failed to follow procedures refer back to dept. to remedy flaw Committee Chair documents steps taken for remedy and basis for new vote Committee Chair provides candidate with copy of report	Performed ByDean	Recommended Dates
ActionFile sent to Chair of Advisory (Provost) Dean notifies Provost of any special circumstances or concerns	Performed ByDean	Recommended DatesMarch 8
ActionProvost makes files available to Advisory Committee for review	Performed ByProvost	Recommended DatesMarch 10
ActionEach member reviews every tenure and promotion file	Performed ByAdvisory Committee	Recommended Dates
ActionThe committee meets and "will offer the President its advice" If Advisory vote is contrary to dept. vote Provost explains to Committee Chair and candidate Candidate and President hold informal conference	Performed ByAdvisory Committee	Recommended DatesTwo long mtgs during finals week
ActionPresident informs Advisory if decision is contrary to majority vote of Advisory	Performed ByPresident	Recommended DatesMay 1
ActionPresident reports to Board of Trustees Tenure Decisions require approval by Board	Performed ByPresident	Recommended DatesMay Meeting