Timeline

This timeline is for faculty being reviewed for 1) promotion with tenure or extended employment; 2) reappointment on a tenure track or extended employment track; and 3) reappointment as RTA.

The faculty member, the divisional committees, the dean (and school dean, where applicable), the University Promotion Review Committee (UPRC) and University Term Review Committee (UTRC), the provost, the president, and the board of trustees all have specific roles to play to ensure a successful review and promotion process for faculty. The following timeline lists key tasks along with corresponding deadlines and time frames.  


Divisions are required to complete their part of the review process by the last day of the fall semester of the review year, unless the review has been scheduled on a different cycle with the prior approval of the provost. The dates below are university guidelines but can be modified if the division finds that earlier dates are more suitable. Faculty should consult with their deans’ offices about division-specific guidelines.
 

October 1 prior to the review year  

Deans provide the provost with a list of all full-time faculty scheduled for review in the following academic year.

December 1  

Deans notify their faculty in writing about their review in the following academic year and provide a timeline of the review process along with information specific to their divisions.

February 1  

Faculty scheduled for promotion or reappointment review the following fall submit a current CV to the dean’s office or department chair, as applicable. External letters are required for promotion reviews for tenure and extended employment. Some divisions also require external letters for faculty being reviewed for RTA and for post-probationary reviews for tenure track and extended employment track; please consult your dean’s office for information about division-specific policies. Where external letters are required, faculty should submit an annotated list in paper and electronic formats of three to five potential external reviewers. Faculty may also submit a veto list of up to three names of people whom they do not want contacted to serve as external reviewers. The names of confirmed external reviewers thereafter remain confidential. 

April 1  

Deans, in accordance with specific divisional procedures, identify faculty to serve on review committees (divisional committees as well as subcommittees and ad hoc committees) and submit a full list of these committees to the Provost’s Office for review and confirmation. 

May 1  
Deans invite faculty to serve on divisional review committees.
 
May 21
 

Chairs of divisional review committees, in consultation with the dean and committee members, create a list of external reviewers to be contacted, taking into account any lists submitted by the faculty member being reviewed. Initial requests are generally made by phone and/or email; these are followed by hard copy letter requests, using the template developed in collaboration with the Provost’s Office.
 


Additional Information About Letters from External Reviewers

Tenure Review: Letter writers must specify their relation, if any, with the candidate. Letters should be substantive, providing a description of the candidate's contribution to the field. For tenure, eight to ten external letters are required.
 
Extended Employment Review: Letter writers must specify their relation, if any, with the candidate. Letters should be substantive, providing a description of the candidates’ professional practice. For EE, at least five external letters are required.
 
RTA: In divisions that require external letters for RTA, letter writers must specify their relation, if any, with the candidate and provide a description of the candidate in response to the specifics outlined in the request letter.
 


August 1  

Note: Some divisions have earlier deadlines. Please consult with your dean’s office for division-specific policies.

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 for matters such as number of copies (hard copy and/or electronic), photocopying, and reimbursement. No reimbursements will be made without prior approval.

September 1  

Deans’ offices send dossiers to external reviewers. For NSSR departments, dossiers are sent to external reviewers by the chair.

October 15  

Letters from external reviewers are due to the dean’s office. External reviewers evaluate candidates' research, scholarship, and/or creative professional practice along with candidates' contribution to their field, teaching, and service when relevant. Once received, these letters become part of the dossier and the review at every level.

Throughout fall semester; no later than last day of semester

Departmental and divisional committees complete reviews of all faculty dossiers and submit letters to divisional committees and deans. Divisional committees and deans complete their reviews and write a positive or negative recommendation to the provost. Deans’ offices submit electronic copies of faculty members’ dossiers to the Provost’s Office for distribution to the UPRC (for tenure and extended employment) and to the UTRC (for RTA). Please note that the Provost's Office no longer requires hard copies of dossiers. The dossiers must include the following items:
 
•  All external review letters (required for tenure and extended employment promotion reviews and for RTA and PPR in some divisions)
•  Committee letter (or, for NSSR, departmental review letter)
•  Record of divisional committee discussion or divisional committee letter
•  School Dean’s letter (if applicable)
•  Dean’s letter
 
In addition, in the case of positive recommendations for tenure, EE, tenure track, and EE track, a draft of the docket must be submitted by the dean’s office to the Provost's Office; the final docket is prepared by the Provost's Office based on the draft and is then submitted to the board of trustees for approval. Draft dockets are not needed for RTA appointments. The dean’s office is also required to include with the complete dossier a full description of the letter set for all reviews involving external letter writers. The description should include the names and numbers of individuals approached to write letters, the names of those selected and why and how they were selected, and the breakdown of those who agreed and those who declined, with the reasons for declining spelled out if possible. Course evaluations and classroom observations should also be included in cases where they are used by the division.

February 1  

The Provost’s Office distributes full dossiers to the UPRC for tenure and EE reviews and to the UTRC for RTA reviews. Please note that dossiers for reappointment reviews for tenure track and EE track (also called the PPR or post-probationary review) do not go to the UPRC but directly to the provost.

Throughout the spring, in coordination with the meetings schedule of the board of trustees
The UPRC and UTRC conduct procedural reviews of all divisional reviews. The chairs of the UPRC and UTRC submit written recommendations to the provost, who reviews the recommendations and makes an independent assessment in each case. The provost then makes a recommendation to the president and the executive committee of the board of trustees on promotion and reappointment reviews.
 
June 30  

The Provost’s Office informs the deans and faculty about promotion and reappointment actions taken by the board of trustees.

 
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