
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
|
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
|
Performed ByDean | Recommended Dates |
ActionFile sent to Chair of Advisory (Provost)
|
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"
|
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
|
Performed ByPresident | Recommended DatesMay Meeting |