Step 1 – Mandatory P&T: Academic HR (AHR) provided dean/chancellors’ offices with a list of academic personnel for whom, according to Workday, a mandatory promotion/award of tenure decision must be reached during the 2020-21 academic year. Dean/chancellors’ offices must review this list for accuracy and note any discrepancies with their own records. If there are any discrepancies in the list, contact AHR immediately with any corrections.

Step 2 – Non-Mandatory P&T: Dean/chancellors’ offices must fill out the 2020-21 Non-Mandatory Promotions spreadsheet provided by AHR. Populate this list with the names of all academic personnel in each school/college/campus who are being considered for non-mandatory promotion in the 2020-21 academic year. Collecting these names prior to receiving non-mandatory P&T records is immensely helpful for tracking cases throughout this process. Email a completed copy to AHR before September 18, 2020 (October 16, 2020 for UW Libraries).

Step 3 – Candidate Materials: Reach out to candidates and ensure all candidates’ review materials are up to date. Prior to submitting P&T records for final review, all academic personnel submitting applications for promotion and/or tenure must update their CV and have applicable peer and student teaching evaluations included in the P&T record.

Step 4 – Workday Records: Unit administrators should ensure the following Workday fields are completed and correct for all academic personnel being considered for promotion and/or tenure. This will expedite the review process, as we rely on this history during our review.

  • Education history
  • Appointment dates
  • Joint appointments
  • Dual appointments
  • FTE, roster percent and tenure values

Step 5 – Waiver Years (NEW THIS YEAR!): In addition to the items above, a custom object has been added to Workday which allows more visibility into tracking waiver years for clock-managed faculty and librarians (see Step 7 of the Update Academic Appointment Track user guide). Tracking waiver years is crucial to the administration of promotion and/or tenure cases, so all previously approved waiver years should be added manually to academic records for all faculty and librarians being reviewed for promotion and/or tenure this year.

Follow the steps in the above-mentioned user guide to enter these waiver years into Workday. Use the reason code Mandatory Promotion Clock Adjustments > Other (AHR reason only), do not change the end date of the appointment, and choose the academic year(s) that should be waived from the dropdown menu. Enter “2020-2021 P&T Waiver Update” into the comment field. These actions should be completed for all mandatory and non-mandatory P&T cases prior to December 1, 2020. 

Step 6 – P&T Checklist: Download the 2020-21 Promotion and Tenure Recommendation Checklist. Use this checklist to ensure all materials are included in each P&T record and attach a copy of the completed checklist as the cover sheet for all mandatory, non-mandatory and non-mandatory early P&T records. Contents of each P&T record must be arranged in the order outlined on the checklist.

Important Dates

Non-mandatory promotion lists due to AHR – September 18, 2020
AHR Promotion and Tenure Training – September 22, 2020
Librarian non-mandatory promotion lists due to AHR – October 16, 2020
All Workday updates complete for academic personnel being reviewed for promotion and/or tenure in 2020-21 – December 1, 2020
Mandatory promotion decisions due to AHR – December 15, 2020
Non-mandatory promotion decisions due to AHR – February 5, 2021
Non-mandatory clinical and affiliate promotions due to AHR – March 5, 2021
Librarian promotions due to AHR – May 1, 2021