Promotion Review Timeline
Faculty Promotion Review Timeline
The faculty member, the divisional committee, the dean, the UPRC, and the provost have specific roles to play to ensure a meaningful review and promotion process for faculty being reviewed. The following timeline includes key tasks with corresponding deadlines/timeframes.
Divisions are required and expected to complete their part of the review process by the last day of the fall semester. The dates below are university guidelines, but are not mandatory if the division finds other earlier dates work better.
| February 1 |
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Deans provide provost with a list of all faculty scheduled for review in the following academic year.
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| February 15 |
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Deans notify their faculty in writing regarding their review and provide a timeline of the review process.
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| March 1 |
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Faculty scheduled for promotion review the following fall submit to the dean’s
office, or department chair as relevant, a current CV and an annotated
list of three to five potential external reviewers (in paper and electronic
formats). Faculty may also submit a veto list of up to three potential
external reviewers who they specifically request not be contacted. The
names of confirmed external reviewers will thereafter remain
confidential.
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| April 1 |
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Deans, in accordance with divisional specific procedures, identify
faculty to serve on review committees and submit to the provost’s
office for review.
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| May 1 |
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Deans notify faculty to serve on divisional review committees.
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| By Mid-May |
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Chairs of divisional review committees (in consultation with the dean
and committee members) identify list of external reviewers to be
contacted for each faculty member standing for promotion review taking
into account lists submitted by faculty member being reviewed. Initial
requests are to be made by phone and/or email followed by a hard copy letter
request (using template provided by the provost’s office). Letters from
external reviewers will be due no later than mid-October. External
reviewers will evaluate scholarship and/or creative professional
practice, along with the candidate’s contribution to their field.
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| June 1 |
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The dean’s office provides the provost’s office (electronically) copy
of CV, and final list of names of external reviewers, along with veto
list of each faculty member standing for promotion review.
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Additional Information regarding letters from External Reviewers:
Tenure Review: Letter writers must specify relation, if any, with the
candidate. Letters are to be substantive, providing an account of the
candidates’ contribution to the field. For tenure, five to eight external letters
will be required.
Extended Employment: Letter writers must specify relation, if any, with the
candidate. Letters are to be substantive, providing an account of the
candidates’ professional performance. For EE, three to five external letters will
be required.
| Aug 1 |
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Faculty submit dossiers to the dean’s office (or department chair at
NSSR). Faculty should consult their dean’s office about submission of
dossiers and guidelines regarding photocopying, reimbursement, etc. No
reimbursements will be made without prior approval.
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| Sept 1 |
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Deans’ offices overnight mail dossiers to external reviewers. For NSSR departments, chair will mail dossiers to external evaluators.
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| October 15 |
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Deadline for external reviewers to submit letters.
| Throughout fall semester; no later than last day of semester |
Departmental/divisional committees complete reviews of all faculty dossiers and submit letters to divisional committees/deans.
Divisional committees/deans complete their reviews and write a
positive or negative recommendation to the provost. Deans’ offices
submit copies of the faculty members’ dossier to the provost’s
office for distribution to the UPRC. The dossiers are to include all
external review letters, committee letter, (or departmental review
letter, and divisional committee letter for NSSR) record of divisional
committee discussion, the dean’s letter, and, in the case of positive
recommendations, a draft of the docket to be submitted to the board of trustees.
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| February 1 |
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Provost’s office distributes full dossiers including copies of external reviewer reports and deans’ memos to the UPRC.
| Throughout the spring in coordination with the schedule of Board of Trustees meetings |
UPRC conducts procedural review of all divisional reviews.Chair of the UPRC submits a written recommendation to the provost’s
office. The provost will review UPRC recommendations and make an
independent assessment in each case.
The provost makes a recommendation to President and Executive Committee of the Board of Trustees regarding promotion reviews.
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| June 30 |
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The Provost Office informs the deans and faculty regarding promotion actions taken by the Board of Trustees.
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