Electronic Submission of Promotion and/or Tenure Records 

Deans’/chancellors’ office administrators will upload all promotion and/or tenure (P&T) records via Sharepoint for submission to Academic HR in the 2021-22 cycle. For specific instructions on preparing for the electronic submissions, deans’/chancellors’ office administrators should review the P&T Submission User Guide.

Updates and instructions will be added to this page as they become available. Representatives from dean’s/chancellor’s offices are encouraged to check this page regularly for more details.

Pre-Record Submission Workday Checklist

Before submitting a final P&T record for provost review, unit administrators should ensure the following Workday fields are reviewed for accuracy for all academic personnel being considered for promotion and/or tenure. This will expedite the review process, as this information must be complete and valid to move forward with final review:

  • Education History
    • Should reflect an accurate and complete history of the employee’s educational record
  • Start and End Dates
    • Start and end dates for all academic appointments and job profiles should reflect the actual start and end dates for each individual appointment or position
  • Joint Appointments
    • Any joint appointments should be accurately reflected in Workday
  • Dual Appointments
    • Typically adjunct appointments
    • These should be accurately reflected in Workday
    • Note: The Office of Academic Personnel advises that any employee being reviewed for promotion and/or tenure NOT be offered new adjunct appointments during the review period. If new appointments are added during the promotion/tenure review period, it can adversely affect the timeline of the provost’s review.
  • FTE, Roster Percent, and Tenure values
    • Each of these values should be updated to reflect an accurate account of the employee’s record
  • Waiver Years
    • Any clock waivers given to an employee should be reflected in the Promotion Clock Waiver Year(s) custom object

In addition to relevant Workday updates, please also ensure the candidate is up-to-date with other policies, such as documentation (Form 1460) for meeting the requirements of the Outside Professional Work Policy (Executive Order 57).

Documentation Requirements and General Tips for Campus Partners

Candidate Responsibilities 

  • Assemble a comprehensive curriculum vitae (CV), self-assessment, peer and student teaching evaluations, and any other requirements outlined by the candidate’s school/college/campus.

Administrator’s Responsibilities 

  • Ensure each P&T record contains all required elements before uploading the record for review by the provost’s office.
  • When assembling the final P&T record, units MUST use the Promotion and Tenure Recommendation Checklist as a cover sheet for the P&T record, filling out all appropriate fields. 
  • The P&T record’s contents should be assembled in the order outlined on this document.
  • Keep in mind the due dates for submitting all P&T records.

External Letters of Review

  • External review letters should not be more than 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 P&T decision has been postponed for a year, new external letters must be obtained.

Publications and Creative Works

  • Copies of publications and other creative works may be included in the P&T record that goes forward for review by the college/school/campus. 
  • All materials included in the final P&T record will be reviewed.

Vote Information

  • List the number of eligible voters, and the vote breakdown including those who are absent or abstaining. Note: The description “unanimous vote” does not provide sufficient information. 
  • Specify whether the final faculty vote count includes a vote by the chair/director/campus dean.
  • Please also ensure that the vote counts are consistent with the record.
  • Reminder: a favorable recommendation requires a majority (i.e., > 50%) of favorable votes out of the total number of eligible votes.

Joint Appointment Documentation

  • Where a candidate has a joint appointment, the primary unit is responsible for collating the information from the reviews for all units, and for submitting a unified record to AHR.
  • For joint promotion and/or tenure cases, please ensure that there are chair’s letters (and dean’s/chancellor’s letters, where applicable) with vote counts from both units.

Additional Reminders

  • For mandatory promotion and/or 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.

Review and Final Decisions

  • Administrators from deans’/chancellors’ offices should submit P&T records as soon as they are complete in order to allow enough time for provost’s level review, response, and any potential problem resolution. Exceptions to the deadlines for review require pre-approval, and will be granted on a limited basis.

Notifications 

  • Once the P&T record 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 them to share this information with the department chair/school 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.

Additional Resources