Promotion and Tenure Case Review Steps

Administrative Review

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.

Required Forms

• Candidate Cover Sheet Case Manager

Required Documents

• None

External Review

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.

Required Forms

• None

Required Documents

• None

Preparation for Department Review

The Department Chair has the opportunity to confirm that the access level for the external reviewer letters is set according to department policy and procedures. 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.

Required Forms

• None

Required Documents

• None

Department Review

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 Department Personnel Committee 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 Assessment Document(s) (formerly called "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.

If the Department Personnel Committee and the Department Chair disagree with each other, they should each upload in the Department Review Materials section the separate Department Assessment Documents that they each prepared supporting their respective recommendations. These statements should have been shared and discussed with each other before uploading.

Required Forms

• Department Personnel Committee Recommendation Form DPC Chair
• Department Personnel Committee Vote Tally Form DPC Chair
• Department Chair Vote Form Chair / Director

Required Documents

• Department Assessment Document(s) Chair / Director
• Department-level Notification to Candidate Chair / Director

Preparation for College Review

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 Department Review Materials section of the case), and the case is closed (see 9.1.5 of the Faculty Senate Bylaws for related guidance).

Required Forms

• None

Required Documents

• None

College Review

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 Recommendation Form and the required College Council Vote Tally Form. The College Dean votes using the required Dean Vote Form.

The College Council Chair and Dean then deliberate based on the results of the College Council and Dean Vote forms. The College Council Chair then submits the College Recommendation Form.

• If the College Council and Dean either agree to recommend or agree not to recommend, the written commentary that they prepared together is submitted. When applicable, this can be a simple statement that the College Council and Dean concur with the written assessment submitted by the Department (specifying the written assessment of the Department Personnel Committee or of the Department Chair if department decision was split). Otherwise, written comments in support of the College Council and Dean decision should be provided. If additional space is needed, this written commentary can be uploaded in the College Review Materials section.
• If the College Council and the Dean disagree with each other, they should each upload in the College Review Materials section the separate written statements that they each prepared supporting their respective recommendations. These statements should have been shared and discussed with each other before uploading.

Finally, the Dean or designee uploads a copy of the required college-level notification that was sent to the candidate.

Required Forms

• College Council Recommendation Form College Council Chair
• College Council Vote Tally Form College Council Chair
• Dean Vote Form Dean
• College Assessment Form College Council Chair

Required Documents

• College-level Notification to Candidate Dean

Preparation for Faculty Senate Personnel Committee Review

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.

Required Forms

• None

Required Documents

• None

Faculty Senate Personnel Committee Review

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.

Required Forms

• Faculty Senate Personnel Committee Summary Form FSPC Chair

Required Documents

• None

Provost, President, and Board of Trustees Review

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.

Required Forms

• Provost Summary Form Provost's Office

Required Documents

• Letter After FSPC Review Provost's Office
• Letter After Board of Trustees Vote Provost's Office