This information will help guide administrative efforts during the 2019-2020 promotion and tenure process.

Step 1: Please review the list of faculty members for whom, according to Workday, a mandatory promotion/award of tenure decision must be reached during the 2019-2020 academic year to ensure it matches with your records. If this list does not reflect the records for you school/college/campus, reply to this email immediately with any corrections.

Step 2: Dean’s/chancellor’s offices must fill out the 2019-2020 Non-Mandatory Promotions spreadsheet with the names of all faculty who are being considered for non-mandatory promotion this year in your school/college/campus. Collecting these names prior to receiving the promotion packets is immensely helpful for tracking promotion and tenure cases throughout this process. Once you have completed this spreadsheet, email a completed copy to Academic HR at no later than September 6, 2019.

Step 3: Download the 2019-2020 Promotion and Tenure Recommendation Checklist. Use this checklist to ensure all materials are included in each promotion and tenure packet. Attach a copy of the completed checklist as the cover sheet for all mandatory, non-mandatory and non-mandatory early promotion and tenure packets, and ensure the contents of each packet are arranged in the order outlined on the checklist. This will enable a quick and thorough review of the packet.

Step 4: Ensure all candidates’ review materials and Workday profiles are completely up-to-date. Prior to submitting packets for final review, all faculty submitting applications for promotion must update their CV and have applicable peer and student teaching evaluations. Additionally (and NEW this year), unit administrators should ensure the following Workday fields are completed and correct for all employees being considered for promotion or awards of tenure:

• Education history
• Appointment dates
• Joint appointments
• Dual appointments (adjunct, endowed, concurrent non-professorial)
• FTE, roster percent and tenure values

Updating and verifying these items prior to submitting promotion and tenure packets will expedite the review process, as we rely on this history during our review.

Each promotion season our office processes over 500 promotion and tenure packets. In order to properly manage that workload, it is essential that packets are submitted to the Office of Academic Personnel by the due dates below, allowing enough time for review and additional follow up by the Provost’s Office:

· Mandatory promotion decisions – December 16, 2019
· Non-mandatory promotion decisions – February 3, 2020
· Non-mandatory clinical and affiliate promotions – March 2, 2020

We will be making few, if any exceptions, for late materials during the 2019-2020 promotion season. Units should adjust their review and voting schedules accordingly in order to get all materials to Academic HR on or before the due dates.

If a promotion/tenure case is in jeopardy of missing the due date, the dean/chancellor must contact Assistant Vice Provost Margaret (Peg) Stuart by phone (x57110) at least two weeks before the due date. The dean/chancellor should be prepared to outline the unit’s concerted efforts over summer and autumn quarters to meet the deadline and the extraordinary circumstances that precipitated the extension request.

To assist in the promotion and tenure process, bookmark and use the following resources:
Promotion and tenure general procedures
Promotion and tenure due dates
Promotion and tenure tips for administrators
Promotion and tenure voting matrix

We know how much time and energy goes into putting these cases together, and we appreciate the effort you provide in this critical process. Please contact the Academic HR Team at with any questions.