The P&T Calendars provide the general framework for the Promotion and Tenure (P&T) process. All dates are guidelines for keeping the year-long evaluation process on schedule, with the exception of the firm deadlines of case submission by the candidate (May 1).). Academic Units are free to have a more accelerated schedule, especially where the process includes an additional level of review within the academic unit. Candidates should be informed of the recommendation (whether positive or negative) at each stage of the process and given a reasonable time to respond. This Calendar allows 14 days for responses, but that is a guideline, not a requirement.
- 2023-24 Review Cycle: Year “A”= 2022; Year “B” =2023; Year “C” = 2024
- 2024-25 Review Cycle: Year “A”= 2023; Year “B” =2024; Year “C” = 2025
- 2025-26 Review Cycle: Year “A”= 2024; Year “B” =2025; Year “C” = 2026
- 2026-27 Review Cycle: Year “A”= 2025; Year “B” =2026; Year “C” = 2027
- 2027-28 Review Cycle: Year “A”= 2026; Year “B” =2027; Year “C” = 2028
- 2028-29 Review Cycle: Year “A”= 2027; Year “B” =2028; Year “C” = 2029
P&T CALENDAR REVIEW CYCLE
Year “A” indicates the calendar year prior to required case submission date (May of following calendar year). Year “B” indicates the year the case is submitted (May) and the initial review begins at the external evaluator level (June). Year “C” indicates the year the caseis reviewed at the campus level (January through May) and the Chancellor renders the final decision (by July 31).
FALL SEMESTER, Year “A”
P&T Info Sessions for Year “B-C” review cycle candidates See P&T Info Session website for dates, times and locations.
One-on-one Preparation training sessions available; contact Chris Popoola.
SEPTEMBER 1, Year “A”
Notification to Mandatory Candidates, Call for Promotion to Professor: Deans are to promptly notify faculty members under mandatory review for the Year “B-C” review cycle and provide appropriate materials. Deans should also notify faculty members that anyone who would like to be considered for promotion to full professor must declare their intention to apply.
Preparation Begins: Candidates seeking promotion and/or tenure in the Year “B-C” review cycle begins compiling all required materials into “Review Promotion and Tenure” in myVita for completion by May 1.
External Evaluator List Preparation Begins: The External Evaluator List must include a balanced list of 20 potential external evaluators from both the candidate and the Dean, Chair, or Committee sufficient to provide 4-6 confidential external evaluation recommendation letters for inclusion in the portfolio. The list must contain each external evaluator’s rank/title, university, and complete contact information. Prior to submission, the candidate must review the completed list, disclose any relationships to each external evaluators (including those selected by the Dean/Chair), and sign the list to indicate candidate’s review. The final list of Provost-approved potential external evaluators shall be added to the case in the confidential External Evaluations folder following review of the case by the external evaluators. Please note:
• Evaluators must not be friends, mentors, classmates, co-authors, co-investigators, members of candidate’s doctoral committee, former colleagues or former professors.
• Evaluators should not be from an institution from where the individual undergoing review a) received a degree, b) served on the faculty, or c) has a close personal association.
Each academic unit will determine their own schedule for the internal submission, review and candidate authorization of the External Evaluator List, and will be responsible for ensuring the completed, authorized External Evaluator List is sent to the Vice Provost for review and approval prior to the March 15 deadline.
OCTOBER 1, Year “A”
- Deans notify Vice Provost for Faculty Affairs of 1) Mandatory Review candidates and 2) Candidates for promotion to full professor for 2024-25 review cycle.
MARCH 15, Year “B”
- Deadline to submit the External Evaluator List to the Vice Provost for Faculty Affairs to begin the review and approval process.
MARCH 16 – APRIL 30, Year “B”
- Vice Provost for Faculty Affairs works with units to review and approve individual candidate’s External Evaluator lists. Units should begin contacting External Evaluators to determine availability upon approval. Additions to the list may be required from candidate and/or unit throughout the process to ensure a balanced (equitable number of evaluations from candidate- and unit-proposed evaluators) return of 4-6 external evaluation letters. Any changes or additions to the list must be submitted for review and approval by the Vice Provost for Faculty Affairs.
MAY 1, Year “B”
- Vice Provost for Faculty Affairs returns approved External Evaluator lists to units. Unit Coordinators continue to contact approved external evaluators to confirm availability. Coordinators submit external evaluator lists (noting which evaluators confirmed availability to review and the reasons the other evaluators declined).
MAY 1, Year “B”
- Case Submission for Year “B-C” Review Cycle: Candidates complete preparation in myVita for finalization of RPT case.
May 1-15, Year “B”
- P&T Coordinators review cases to ensure all required materials are included.
May 15 – June 1, Year “B”
- Dean’s Office sends case to approved list of External Evaluators for review; External Evaluators are instructed to return signed, confidential recommendation letters (on letterhead) to P&T Coordinator for inclusion in case prior to August 15.
AUGUST 15, Year “B”
- Coordinators provides Dept/Unit P&T Committee with written, signed faculty comments regarding candidates under consideration for promotion and/or tenure prior to the Committee’s recommendation. (See Chancellor’s Memo #35.05)
AUGUST 26, Year “B”
- The Deans’ office will add the external evaluators’ letters and respective cv’s to the candidates’ case and forward to the first level of the internal unit review.
Units requiring four levels of internal review (Department Committee, Chair, Unit Committee, and Dean) must conduct the initial level of review in early September to adjust the following schedule to accommodate one additional level of review; the Dean’s schedule of review cannot be extended as the completed portfolio is due at the Campus Level the first Friday in January.
OCTOBER 3, Year “B”
- First Level of Internal Unit Review provides the P&T Coordinator with written recommendation (positive or negative, signed ) addressed to the next level of review; a copy of the written recommendation will be distributed to the Candidate for review and optional rebuttal.
- If the first level of review is a Committee, all members must sign the letter; if the first level of review is a Chair, a signed recommendation letter is appropriate.
OCTOBER 14, Year “B”
- Candidates choosing to do so may provide the P&T Coordinator with a request for reconsideration to the Recommendation. Both the written recommendation, request for reconsideration and response to the request for reconsideration are placed into the case and forwarded to the the next level of internal unit review.
OCTOBER 28, Year “B”
- Second Internal Unit Review provides the P&T Coordinator with written recommendation (positive or negative, signed ) addressed to the next level of review; a copy of the written recommendation will be distributed to the Candidate for review and optional response/request for reconsideration.
- If the second level of review is a Committee, all members must sign the letter; if the first level of review is a Chair, a signed recommendation letter is appropriate.
NOVEMBER 11, Year “B”
- Candidates choosing to do so may provide the P&T Coordinator with a request for reconsideration to the Recommendation. Both the written recommendation, request for reconsideration and response to the request for reconsideration are placed into the case and forwarded to the the next level of internal unit review.
DECEMBER 2, Year “B”
- Dean provides the P&T Coordinator with written recommendation (positive or negative, signed ) addressed to the next level of review; a copy of the written recommendation will be distributed to the Candidate for review and optional response or request for reconsideration.
DECEMBER 16, Year “B”
- Candidates choosing to do so may provide the P&T Coordinator with a request for reconsideration to the Recommendation. Both the written recommendation, request for reconsideration and response to the request for reconsideration are placed into the case and forwarded to the the next level of internal unit review.
First Friday in January, Year “C”
- P&T Cases for Year “B-C”review cycle candidates due to Provost Office to begin campus-level reviews.
May 1, Year “C”
- Campus P&T Committee provides recommendation to the candidate.
- Candidates choosing to do so may provide the Faculty Affairs Specialist with a response or a request for reconsideration. Both the written recommendation, request for reconsideration and response to the request for reconsideration are placed into the case and forwarded to the the next level of of campus review.
June 1, Year “C”
- Provost provides recommendation to the candidate.
- Candidates choosing to do so may provide the Faculty Affairs Specialist with a response or a request for reconsideration. Both the written recommendation, request for reconsideration and response to the request for reconsideration are placed into the case and forwarded to the the next level of of campus review.
July 1, Year “C”
- Final decisions made by the Chancellor. Chancellor notifies Year “B-C” review cycle candidates of final decision via certified letter and email (copy to Dean, Chair, P&T Coordinator, and Human Resource Facilitator).
JULY 31, Year “C”
- Deadline for Chancellors to send official notification of final decision to Year “B-C” review cycle candidates.
Please direct Calendar questions to Dr. Diane Filion (816) 235-1249 or Chris Popoola (816)-235-2721 in Faculty Affairs.