Part 2: Recommendations and Candidate’s Opportunity for Response

The Faculty Code Section 24-54 outlines the procedure for considering a faculty candidate for promotion/tenure review. There are up to five levels of review and recommendation and up to three opportunities for candidate response. The first level of review is conducted by colleagues who are senior in rank and title within the candidate’s appointing unit. An optional step in this review phase is the use of a subcommittee. If used, the subcommittee must submit a written report and recommendation, and the candidate must receive a written summary of this report. For purposes of confidentiality, the summary shall omit specific attributions and may omit the vote count. The candidate, if he or she chooses, may respond in writing to that report within seven calendar days. Documentation that the candidate was provided a copy of the summary of the subcommittee report and opportunity to respond is to be included in the record.

The first mandatory step of the review process involves an assessment by the appointing unit’s eligible voting faculty members. These faculty members must  receive or have access to a copy of the candidate’s record and, where applicable, the candidate’s response to the subcommittee report, before the discussion and promotion vote. For guidance on voting eligibility for matters of promotion and tenure, refer to the Promotion and Tenure Voting Matrix.

After the unit/departmental level discussion and vote by eligible voting faculty is completed, the department chair/director/campus dean (or dean or dean’s designee in an undepartmentalized school/college) is required to prepare a written summary of the discussion and recommendation and provide that summary to the candidate. Again, for purposes of confidentiality, the summary report shall omit specific attributions and may omit the vote count. The candidate may then choose to respond to that report within seven calendar days. Documentation that the candidate was provided a copy of the summary report and opportunity to respond is to be included in the record.

In departmentalized units, the chair/director/campus dean then prepares an independent analysis and recommendation for submission to the dean/chancellor.

All the materials listed below, as applicable, are to be provided to the dean/chancellor:

  • the subcommittee report
  • the candidate’s response or documentation of the opportunity for response to the subcommittee summary
  • the summary of the faculty discussion and recommendation
  • the candidate’s response or documentation of the opportunity for response to the faculty summary report
  • the chair/director/campus dean’s independent analysis and recommendation

The dean/chancellor is to share this material with the school/college/campus elected advisory committee/council for its informed recommendation to the dean/chancellor. The recommendation of the committee/council and reasons therefor are delivered to the dean/chancellor. If the recommendation of the committee/council is not favorable, or if it conflicts with the faculty vote, then the the recommendation of the committee/council recommendation with reasons therefor must be provided to the candidate. For purposes of confidentiality, the recommendation provided to the candidate shall omit specific attributions and may omit the vote count. Recommendations of the committee/council that are favorable and not in conflict with the faculty vote do not need to be shared with the candidate. An opportunity for the candidate to respond to the elected advisory committee/council recommendation is not available.

Prior to issuance of a decision or recommendation that is not favorable, the dean/chancellor is to provide the candidate with his or her initial recommendation and reasons therefor. The dean/chancellor, or designee, must then discuss the recommendation with the candidate. The candidate may respond in writing to the dean/chancellor within seven (7) calendar days of the discussion. Documentation of the provision of the initial recommendation, the discussion, and the opportunity to respond is to be included in the promotion record.

In the case of all favorable reviews and in the case of unfavorable mandatory reviews, the recommendation of the dean/chancellor is transmitted to the provost with a copy to the candidate. Again, for purposes of confidentiality, the summary report shall omit specific attributions and may omit the vote count. An opportunity for the candidate to respond to this transmittal is not available.

Next page: Part 3: Possible Outcomes of the Promotion/Tenure Review Process