Promotion and Tenure: Tips for Administrators

  • Candidates are responsible for assembling certain portions of their own promotion packets, including a comprehensive curriculum vitae (CV) and a self-assessment.
  • The administrator’s role in this process is to ensure that each promotion packet contains all of the required elements before being forwarded to the provost’s office for final review.
  • When assembling the final promotion/tenure packet, use the Promotion/Tenure Recommendation Checklist as a cover sheet for the packet, filling out all appropriate fields. Please arrange the packet’s contents in the order outlined on this document.
  • DO NOT send promotion packets to Academic Human Resources in 3-ring binders or other notebooks.
  • Colleges, schools and campuses are required to submit original documentation.
  • Letters of recommendation should not be more than one (1) year old. In the case of external reviewers, each reviewer should have been provided with the same representative set of the candidate’s scholarly or artistic materials within that cycle of review. If a promotion/tenure recommendation has been postponed for a year, new external letters must be obtained.
  • Copies of publications and other creative works may be included the promotion packet that goes forward for review by the college/school/campus. Note that these materials will not be returned after that review.
  • The description “unanimous vote” does not provide sufficient information – list the number of eligible voters, and the vote breakdown including those who are absent or abstaining. Please also ensure that the vote counts are consistent with the record.
  • Where a candidate has a joint appointment, please ensure that there are votes from both units. The primary unit is responsible for collating the information from the reviews for all units, and for submitting a unified record to Academic Human Resources (AHR).
  • Keep in mind that all promotions are thoroughly reviewed by the vice provost and provost. Please take into consideration the schedules of all affected parties. Submit promotion packets as soon as they are complete in order to allow enough time for problem resolution and provost’s review and response. Exceptions to the deadlines for review require pre-approval, and will be granted on a limited basis.
  • Once the promotion packet has been reviewed and a decision has been reached, the provost will respond with a notification to the dean/chancellor. The notification informs the dean/chancellor of the decision and allows the dean/chancellor to share this information with the department chair/director/campus dean and candidate. If the decision is positive, the candidate will also receive a letter from the president and provost during Spring Quarter.
  • For mandatory promotion/tenure cases, the recommendation and full documentation must be sent to AHR regardless of whether it is a favorable or unfavorable recommendation. A non-mandatory promotion consideration that is not approved by the dean/chancellor should only be sent to AHR if the candidate submits a response to the dean/chancellor.

Additional Resources