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.

ActionPerformed ByRecommended Dates
Dean shares tenure file calendar with next year's tenure candidates (and their department heads) Dean 6/1/2020
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) 10/1/2020
Committee Chair (or Administrative Assistant) sends first reminder for letters to students and alumni Committee Chair (or Administrative Assistant) 10/15/2020
Committee Chair (or Administrative Assistant) sends second reminder to outside evaluators who have not yet submitted letter of evaluation Committee Chair (or Administrative Assistant) 11/1/2020
Committee Chair (or Administrative Assistant) sends second reminder for letters to students and alumni Committee Chair (or Administrative Assistant) 11/15/2020
Candidate submits file to Digication Candidate 12/1/2020
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) 12/1/2020
Each member reviews file Committee Members Dec 1-Jan 15
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 1/15/2020
Each member reviews file again including other committee members' letters Committee Members Jan 15-22
Committee meets and votes; a one-sentence record of the tally is entered into the Digication file Committee 1/22/2020
Committee Chair prepares report and shares with committee and candidate Committee Chair 2/1/2020
Candidate responds by submitting letter to committee or by indicating that no response is forthcoming (Digication) Candidate 2/8/2020
If candidate submits letter of response, committee will review for such consideration as it deems appropriate Committee 2/15/2020
File sent to dean Committee 2/15/2020
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 3/8/2020
Provost makes files available to Advisory Committee for review Provost 3/10/2020
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 5/1/2020
President reports to Board of Trustees
  • Tenure Decisions require approval by Board
President May Meeting

Updated and Approved by the Advisory Committee: June 2020