Guidelines for Assembling the Contents of a Promotion File in Digication

Part I: Candidate File

The Digication portfolio file submitted by the candidate includes the following categories and contents:

Core Information and Summary Materials

  1. Governing handbook: current handbook or pre-2017
  2. Governing Departmental (or Interdisciplinary Program) Faculty Development Document (DFDD) (if following 2017 or later handbook)
  3. Current Curriculum Vitae
  4. Faculty Activity Reports for the years as associate professor
  5. Other faculty or colleague letters of support (if any)
  6. Current five-year plan


  1. Personal statement on goals and methods of teaching
  2. Summary of courses and their enrollments since tenure
  3. Course syllabi and representative teaching materials for the years as associate professor
  4. Lists of individually mentored students (including but not limited to theses, independent studies, advisees)
  5. Peer letters detailing classroom visitations
  6. Summary of student evaluations (including any courses taught outside the departments) for the years as associate professor, prepared according to departmental standards
  7. Raw Student Evaluations
  8. Other material as specified in the DFDD
  9. Additional supporting documentation

Scholarly, Artistic, or Professional Work:

  1. Personal statement on the goals and development of scholarly, artistic, or professional activity
  2. Evidence of scholarly, artistic, or professional excellence. For details, see the appropriate handbook.


Academic Citizenship:

  1. Personal statement on academic citizenship
  2. Chronological list of committee assignments or other service responsibilities since tenure at W&L
  3. Other material as specified in the DFDD
  4. Additional supporting documentation


Part II: Committee File

The second part of a promotion candidate’s file is gathered and submitted by the promotion committee chair and uploaded to Digication. Its contents, except for the Committee Chair’s report (which is given to the candidate as well as the committee) are not shared with the candidate and are only available to the committee.

  1. Confidential letters of evaluation from a random sample of former students and advisees who are alumni and/or advisees and former students who are still enrolled at W&L
  2. Confidential letters from scholars in the candidate’s field regarding the candidate’s scholarly, artistic, or professional work
  3. Late or missing items
  4. Confidential letters of support from other colleagues (if any)
  5. Confidential letters from each member of the promotion committee
  6. Vote Tally from promotion committee
  7. Committee Chair’s summary report (shared with the committee and the candidate)
  8. Candidate Response Letter (if any)
  9. Committee Response Letter (if any)

Updated and Approved by the Advisory Committee: June 30, 2020