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
Dean shares tenure file calendar with next year's tenure candidates (and their department heads)	Dean	June 1
Head 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	Dept. Head	Preferably July 1 but required by Sept 1
Candidate selects names of 30 current students and alumni from Automated Student Letter Name Solicitation Process	Candidate	By Sept 1
Committee Chair solicits outside letters of evaluation of scholarship	Committee Chair	As soon as possible after July 1
Committee Chair solicits confidential letters from current students and alumni	Committee Chair	First week of fall term, and no later than Sept 15
Committee Chair (or Administrative Assistant) sends first reminder to outside evaluators who have not yet submitted letter of evaluation	Committee Chair (or Administrative Assistant)	October 1
Committee Chair (or Administrative Assistant) sends first reminder for letters to students and alumni	Committee Chair (or Administrative Assistant)	October 15
Committee Chair (or Administrative Assistant) sends second reminder to outside evaluators who have not yet submitted letter of evaluation	Committee Chair (or Administrative Assistant)	November 1
Committee Chair (or Administrative Assistant) sends second reminder for letters to students and alumni	Committee Chair (or Administrative Assistant)	November 15
Candidate submits file to Watermark	Candidate	December 1
Committee 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	Committee Chair (or Administrative Assistant)	December 1
Each member reviews file	Committee Members	December 1 - January 14
After Committee Chair confirms the file is complete, but before reviewing other committee members' letters, each member adds a letter to the file.	Committee Members	January 14
Each member reviews file again including other committee members' letters	Committee Members	January 14-21
Committee meets and votes; a one-sentence record of the tally is entered into the Watermark file	Committee	January 21
Committee Chair prepares report and shares with committee and candidate	Committee Chair	February 1
Candidate responds by submitting letter to committee or by indicating that no response is forthcoming (Watermark)	Candidate	February 8
If candidate submits letter of response, committee will review for such consideration as it deems appropriate	Committee	February 15
File sent to dean	Committee	February 15
Inspect file and report for completeness	Dean
May 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	Dean
File sent to Chair of Advisory (Provost) Dean notifies Provost of any special circumstances or concerns	Dean	March 8
Provost makes files available to Advisory Committee for review	Provost	March 10
Each member reviews every tenure and promotion file	Advisory Committee
The 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	Advisory Committee	Two long mtgs during finals week
President informs Advisory if decision is contrary to majority vote of Advisory	President	May 1
President reports to Board of Trustees Tenure Decisions require approval by Board	President	May Meeting