The Case Manager in the College and the Department Chair have access to review the candidate’s submitted packet and to check for completeness and formatting. The Case Manager completes the required candidate Cover Sheet form at this step and confirms its accuracy before advancing the case to the External Review step.
The Department Chair has access to the candidate packet to request the external reviewer letters. The Materials to Share with External Reviewers section identifies the materials to be shared with external reviewers. The request should include language reminding reviewers of the confidentiality of these materials. If departmental policy does not require external reviewer letters, the Department Chair can simply advance the case to the next step.
The Department Chair has the opportunity to confirm that the access level for the external reviewer letters is set according to department policy and procedure. In addition, this step allows for all cases to be forwarded to the Department Personnel Committee (DPC) together for review along with any related communications.
The Department Chair has continued access to the candidate packet at this step. The members of the Department Personnel Committee (DPC) also have access to review the candidate packet and external reviewer letters per unit policy and procedures.
After deliberation and vote, the Department Personnel Committee (DPC) Chair submits on behalf of the DPC the required DPC Overall Recommendation Form as well as the required DPC Vote Tally Form. The Department Chair in consultation with the DPC completes and uploads the required Department Chair Document (formerly “Part II”) and submits the Department Chair Vote Form. The Department Chair notifies the candidate of the department-level recommendations and uploads a copy of this required department-level notification that was sent to the candidate.
This step allows the College Case Manager to advance all cases to College Council and College Dean together for review along with any related communications.
Any reconsiderations and appeals are handled in the Interfolio system as special cases by the College Case Manager. After the required timeline for department-level reconsideration and appeal to the college is past, the College Case Manager forwards all cases to the College Council members for review along with any related communications.
Please note that unappealed cases in which the Department Personnel Committee and the Department Chair agree not to recommend are not forwarded to the College Council for consideration. Instead, the outcome is communicated directly to the College Dean by memo (uploaded to the appropriate Interfolio case), and the case is closed (see 9.1.5 of the Faculty Senate Bylaws for related guidance).
The members of the College Council and the Dean have access to review the candidate packet, and overall department-level recommendations from the previous level of review. Committee member access to external reviewer letters may vary according to departmental policy and procedures. Any reassessments are handled in the Interfolio system as special cases by the College Case Manager.
After deliberation and vote, the College Council Chair submits the required College Council Overall Recommendation Form and the required College Council Vote Tally Form. The College Dean votes using the required Dean Vote Form. The Dean or designee also uploads a copy of the required college-level notification that was sent to the candidate.
In cases where the College Council and the Dean either agree to recommend or agree not to recommend, they shall prepare together written comments and the commentary shall be uploaded. When the College Council and the Dean disagree on a recommendation, they each shall prepare a separate written statement supporting their respective recommendations and shall share and discuss those statements with each other before uploading.
The Office of the Provost compiles and summarizes details from each case before sharing with the Faculty Senate Personnel Committee (FSPC). Any appeals are handled in the Interfolio system as special cases by the College Case Manager in consultation with the Office of the Provost.
The Faculty Senate Personnel Committee (FSPC) reviews the candidate cases to ensure that the colleges conducted the personnel process with a high degree of professionalism and equity in conformance with university standards, policies, and criteria. Committee member access to external reviewer letters may vary according to departmental policy and procedures. The FSPC Summary Form is submitted by the FSPC Chair or designee.
The Provost Summary Form is completed and the university-level letter after FSPC review and notification letter sent to candidate after Board of Trustees vote is uploaded.
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