Appendix I

COLLEGE OF ARTS AND SCIENCES (CAS)

PROMOTION AND TENURE PROCEDURES

I.1  INDIVIDUAL PROMOTION CRITERIA

I.1.1  Individual Criteria for Promotion to the rank of Senior Lecturer

The candidate must:

.1  demonstrate effective teaching by showing that he or she has exhibited effort, skill, reflection, dedication to student learning, flexibility, and current knowledge of the discipline.  Effective teaching is, in and of itself, a significant achievement, and the University gives it high priority in evaluating every faculty member’s performance.  The candidate must demonstrate a pattern of effective teaching during the evaluation period, as indicated by evidence from multiple sources, including (but not limited to):  student feedback, colleagues’ testimonials, quality of syllabi, assignments, and tests.  The University also recognizes the value of substantial contributions to the curriculum, course improvement through revision of content and method, development of new courses, and development of across-the-curriculum courses.

.2  demonstrate a consistent record of advising, continuing contribution to the department, and service to the college and/or University.

.3  demonstrate that he or she has engaged in professional activity that goes beyond the expected reading one must do and the conferences and workshops one must attend to maintain currency in one’s profession or discipline. The candidate and his or her department shall provide information about the kinds of activities that have accomplished the scholarly, creative, and professional activity and development appropriate for a faculty member seeking promotion to this rank.  Examples of professional activity include but are not limited to: teaching development and/or participation in professional credential development activities; public presentations, exhibitions, and/or performances; active involvement in professional (or performing or scholarly) societies, associations, boards, or groups; consulting activity; and scholarly activity (e.g., publications or book reviews in scholarly and/or professional journals and presentations at scholarly and/or professional conferences).

I.1.2  Individual Criteria for Promotion to the rank of Associate Professor   

The candidate must:

.1  demonstrate effective teaching by showing that he or she has exhibited effort, skill, reflection, dedication to student learning, flexibility, and current knowledge of the discipline.  Effective teaching is, in and of itself, a significant achievement, and the University gives it high priority in evaluating every faculty member’s performance.  The candidate must demonstrate a pattern of effective teaching during the evaluation period, as indicated by evidence from multiple sources, including (but not limited to):  student feedback, colleagues’ testimonials, quality of syllabi, assignments, and tests.  The University also recognizes the value of substantial contributions to the curriculum, course improvement through revision of content and method, development of new courses, and development of across-the-curriculum courses.

.2  demonstrate that he or she has contributed to his or her discipline and/or teaching profession through activities that are directed toward professional peers beyond the campus.  The committee expects to see a pattern of scholarly, creative, and professional activity that goes beyond mere attendance at meetings and conferences.  Following is a list of examples of the kinds of activities that would be considered significant within the traditional disciplines:  conference paper presentations and program participation; holding office in professional organizations; editing a journal; publishing book reviews, journal articles or other printed works; winning a grant; participating in exhibi­tions or performances, or equivalent.  The University expects the candidate and his or her depart­ment to provide information about the kinds of activities appropriate to the discipline that constitute equivalent professional activity.

.3 demonstrate a consistent record of advising, continuing contribution to the department, and substantive service to the college.  The University also recognizes the value of effective leadership in service, including substantial contribution to a committee’s work, organizing events, lending one’s professional expertise to the community beyond the University, holding committee offices, and bringing motions to committees, departments, college, or the faculty.

I.1.3  Individual Criteria for Promotion to the rank of Professor   

The candidate must:

.1  demonstrate effective teaching by showing that he or she has exhibited effort, skill, reflection, dedication to student learning, flexibility, and current knowledge of the discipline.  Effective teaching is, in and of itself, a significant achievement, and the college gives it high priority in evaluating every faculty member’s performance.  The candidate must demonstrate a pattern of effective teaching during the evaluation period, as indicated by evidence from multiple sources, including (but not limited to):  student feedback, colleagues’ testimonials, quality of syllabi, assignments, and tests.  The University recognizes the value of substantial contributions to the curriculum, course improvement through revision of content and method, development of new courses, and development of across-the-curriculum courses.

.2  demonstrate a consistent record of advising, continuing contribution to the department, and substantive service to the college during the evaluation period.  The candidate must also demonstrate some leadership in the service area, such as:  substantial contribution to a committee’s work, organizing events, holding committee offices, and bringing motions to committees, departments, college, or the Faculty.  The committee also recognizes the value of lending one’s professional expertise to the community beyond the University.

.3 demonstrate the achievement of recognition within the discipline. The successful candidate for the rank of professor will demonstrate, as well as support with argument and other evidence, that he or she has received such recognition. The candidate will include in the file three or more letters from external evaluators that address this issue of recognition.   The University expects to see a pattern of scholarly, creative, and professional activity within the evaluation period. Following is a list of examples of the kinds of activities that would be considered significant within the traditional disciplines: frequent and regular conference paper presentations and program participation; holding office in professional organizations; editing a journal, publishing book reviews, journal articles (especially refereed), books, or other printed works; winning a grant; participating in exhibitions or performances, or equivalent. The University expects the candidate and his or her department to provide information about and contextualize the kinds of activities appropriate to the discipline that constitute equivalent professional activity.

I.2  Promotion Procedure

.1 By May 1 of the spring semester preceding the academic year in which the minimum requirements for consideration for promotion will have been met, a request for promotion to the next higher professional rank may be initiated by the individual faculty member, or his or her department chair, by submitting such a request in writing to the appropriate department chair, who shall notify the dean, who in turn will verify the length of service.  When the length of service is verified, the dean will notify the Provost of the candidate’s intention.

In the case of department chairs, requests for promotion should be submitted directly to the dean.  In this instance, the dean shall appoint, in consultation with the chair, a member of the faculty (from the chair’s department whenever possible) who has tenure and the rank of full professor to act as his or her chair.  The dean shall supply this appointee with the results of teaching evaluation materials and a copy of the chair’s Annual Performance Review (APR) for each of the preceding academic years since the candidate’s prior promotion.  The appointee, after consultation with the other members of the department, shall prepare a written recommendation that promotion be granted or withheld from the chair and reasons for the specific recommendation.

.2  The faculty member being considered for promotion and/or his or her department chair shall solicit by August 15 from institutional colleagues and all tenured members of the faculty member’s department letters of recommendation as to whether or not promotion to the next higher rank should be granted to the faculty member.  The tenured members of the respective department may elect to submit a letter of abstention.

.3  The materials submitted by the candidate will be in the form of a single PDF file containing all of the information described in Appendix I.5.  All letters of reference will be in the form of a single PDF file collected by the dean.  These two PDF files will, in tandem, constitute the Credentials File.  All subsequent references to the credentials file will refer to these two PDF files.

.4  By August 26 (or subsequent business day), the chair (or the appointee of the dean, in the case of a chair seeking promotion) shall review his or her written recommendation regarding promotion and the reasons for the recommendation with the faculty member.  The faculty member may submit a letter of exception to the dean by August 31.  The chair shall submit the candidate’s request for promotion, the chair’s recommendation and reasons for the recommendation, and all letters submitted to the chair to the dean by August 31 for inclusion in the credentials file.

.5  By August 31 (or subsequent business day), the candidate shall submit to the dean all other supporting documents.  It is the candidate’s responsibility to insure that the credentials file is complete by this date.

.6  Each faculty member requesting promotion shall prepare a credentials file. Guidance on the preparation of the file may be found on the Promotion and Tenure Committee web site.  It shall be the responsibility of the faculty member to submit all pertinent data he or she wishes to have included in the file.  For the remainder of the decision-making process, this file shall constitute the exclusive official written record of the procedure. The file must contain copies of all the faculty member’s APRs since the last promotion.  The file also contains a faculty data sheet providing information contained in the candidate’s state personnel file (see §3.12.3) concerning the individual’s degrees and dates received, terms of service, promotion record, and other personnel data as deemed appropriate:  this faculty data sheet must be reviewed by the candidate, countersigned by the candidate, and is inserted in the candidate’s credentials file.  The file shall include all communications and documents developed as part of the process beginning with the initial letter requesting promotion.  The file shall be accessible only to the faculty member involved, the P&T Committee, Promotion Appeal Advisory Committee, the dean, the Provost, the President, and the Board of Visitors.  All persons asked to write evaluations and/or recommendations should be informed by the requester that these documents will be accessible to the faculty member.  This file is due in the dean’s Office by August 31.

.7  From August 31 until the file is conveyed to the P&T Committee on September 7, the candidate has the right to review all materials in the file and write a letter of exception or explication to be included in the file.  The candidate may not during this time remove materials from the file or modify them in any way.   The file shall not be accessible to the candidate from the time that it is conveyed to the P&T Committee until the promotion process and all appeals are complete.  No material received after the credentials file is transmitted to the P&T Committee will be included in the credentials file or used in the promotion consideration, to assure that the same documentary record form the basis for recommendations on promotion at each level of review.  After the appeals are exhausted, the material supplied by the dean and the letters of recommendation (and of exception, if any) shall be inserted in the University personnel file (see §3.12.4) maintained by the Office of the Provost. All materi­al collected by the Dean’s Office will be returned to the candidate.

.8  On September 7, or the following Monday if September 7 falls on the weekend, the dean shall transmit the faculty member’s credentials file to the P&T Committee.

.9  The P&T Committee shall study carefully each credentials file and shall formulate and submit by January 5 a recommendation to the dean on whether promotion should be granted or withheld, together with a written justification for each recommendation.  The number of faculty members recommended for promotion to each rank shall not exceed the numbers in the guidance provided by the dean.  The recommendations and justifications of the committee shall be included in the appropriate credentials files and, ultimately, in the faculty members’ University personnel file.

.10  Within one week (five working days), the dean shall inform each faculty member requesting promotion of the P&T Committee’s recommendation, of the justifications for the recommendation pertaining to him or her, and of the faculty member’s right to appeal.

.11  No later than  January 17,  (or the subsequent Monday) faculty members requesting promotion may appeal the recommendations of the P&T Committee by submitting a request for reconsideration and justification for such reconsideration on the basis of procedural or substantive grounds to the dean.

.12  In each instance when an appeal is requested, the dean shall, within one working week, establish a Promotion Appeal Advisory Committee (PAAC) that shall be composed of one CAS member of the University Faculty Affairs Committee, selected by the committee; one member appointed by the dean; one member appointed by the Provost; and one member appointed by the appellant. The CAS members of UFC will appoint the representative to the PAAC from among the current or previous CAS members of UFAC. No person on the PAAC, other than the person selected by the appellant, should be a faculty member who has written a letter of recommendation for the candidate’s promotion and/or tenure file. In the event of multiple appeals, the three members appointed respectively by the Faculty Affairs Committee, the dean, and the Provost shall serve on each appeal committee; the member selected by the appellant shall serve only on the committee reviewing the appeal of his or her selector. All members serving on the PAAC shall have the rank of full professor.

.13  The PAAC, with access to all information available to the original P&T Committee for all applicants to the rank sought by the appellant, shall reconsider the recommendations of the original committee.  The PAAC shall report to the dean within four weeks, either endorsing the original report or presenting an alternative recommendation in writing.  The dean shall inform the appellant of the PAAC’s recommendation within two working days.

.14  The dean shall review all information and recommendations contained in the credentials file of each faculty member, shall formulate and state in writing his or her recommendations, with reasons, and shall forward these and the credentials files to the Provost by March 10. A copy of this letter will be sent to the faculty member and his or her department chair. When the dean recommends that promotion be withheld, the recommendation letter from the dean shall inform the faculty member of his or her right to appeal the dean’s recommendation, in writing, within seven days to the Provost.  (see §7.12.2.)

.15  The Provost shall review the recommendation letter from the promotion and tenure committee along with the recommendation letter from the dean.  The Provost shall formulate and state in writing his or her recommendation and shall submit this letter to the President by April 1. A copy of this letter shall be sent to the faculty member, his or her department chair, and the dean. When the Provost recommends that promotion be withheld, the recommendation letter from the Provost shall inform the faculty member of his or her right to appeal the Provost’s recommendation, in writing, within seven days to the President and the Board of Visitors. (see §7.12.3.)

.16  The Board of Visitors (or the Executive Committee thereof) in consultation with the President shall, no later than May 15, review all information of record, as well as any written appeals, and shall render a final decision in the matter and so notify each candidate, his or her department chair, the dean, and the Provost in writing.  Action by the Board of Visitors (or the Executive Committee thereof) shall be final. (see §7.12.4.)

.17  All official notification of administrative action shall be by certified mail.

I.3  Tenure CRITERIA IN THE COLLEGE OF ARTS AND SCIENCES   

All persons involved in the tenure determination process are expected to weigh with care all of the following individual criteria as established by the college in arriving at each tenure recommendation.   Decisions should also consider carefully the rank and tenure profiles of the college, projected enrollment patterns, staffing needs of the University, current and projected mission of each department and college, the specific academic competence of the faculty member, and the preservation of opportunities for the infusion of new talent.  The college, while not maintaining tenure quotas, shall be mindful of the dangers of losing internal flexibility and institutional accountability to the citizens of the Commonwealth as the result of an overly-tenured faculty.

Faculty performance is evaluated in three areas of endeavor:  teaching effectiveness, professional activities, and service to the college, the University, department and discipline.  The first area, teaching, is preeminently important.  In order to be granted tenure, the candidate must:

.1  demonstrate effective teaching by showing that he or she has exhibited effort, skill, reflection, dedication to student learning, flexibility, and current knowledge of the discipline.  Effective teaching is, in and of itself, a significant achievement, and is given first priority in evaluating every faculty member’s performance.  The candidate must demonstrate a pattern of effective teaching during the evaluation period, as indicated by evidence from multiple sources, including (but not limited to):  student feedback, colleagues’ testimonials, quality of syllabi, assignments, and tests.  The University also recognizes the value of substantial contributions to the curriculum, course improvement through revision of content and method, development of new courses, and development of across-the-curriculum courses.

.2  demonstrate that he or she has contributed to his or her discipline and/or teaching profession through activities that are directed toward professional peers beyond the campus.  The committee expects to see a pattern of scholarly, creative, and professional activity that goes beyond mere attendance at meetings and conferences.  Following is a list of examples of the kinds of activities that would be considered significant within the traditional disciplines:  conference paper presentations and program participation; holding office in professional organizations; editing a journal; publishing book reviews, journal articles or other printed works; winning a grant; participating in exhibi­tions or performances, or equivalent.  The University expects the candidate and his or her depart­ment to provide information about the kinds of activities appropriate to the discipline that constitute equivalent professional activity.

.3  demonstrate a consistent record of advising, continuing contribution to the department, and substantive service to the college.  The University also recognizes the value of effective leadership in service, including substantial contribution to a committee’s work, organizing events, lending one’s professional expertise to the community beyond the University, holding committee offices, and bringing motions to committees, departments, college, or the faculty.

I.4  Tenure Procedure

.1 During the years preceding the sixth probationary year (or the year in which the tenure decision is made), the department chair will be a mentor to the tenure candidate.  The tenure candidate will be apprised in writing of strengths and areas that need improvement as part of his or her performance evaluation.  If the formative evaluation and assistance do not improve the level of performance of a candidate, he or she may be dismissed before the sixth probationary year (see §3.17).

.2  By May 1 of the spring semester preceding the final year of the probationary period, it is the responsibility of the individual faculty member desiring tenure to request in writing of his or her department chair that he or she be considered for tenure.  (In the case of a department chair seeking tenure as a faculty member, the dean, in consultation with the chair involved, shall appoint someone to act in the role of chair.)  Should a faculty member not request tenure as specified, he or she will be notified in writing that the seventh year of service will be the terminal year of employment at the University unless the individual is offered and elects to accept a term contract without tenure.

.3  The materials submitted by the candidate will be in the form of a single PDF file containing all of the information described in Appendix I.5.  All letters of reference will be in the form of a single PDF file collected by the dean.  These two PDF files will, in tandem, constitute the Credentials File.  All subsequent references to the credentials file will refer to these two PDF files.

.4  It is the department chair’s responsibility to solicit by August 15 a written evaluation and recommendation for or against tenure or a written statement of abstention.  These letters are to be delivered to the department chair from each tenured member of the department by August 22.  At his or her discretion, the chair may solicit a maximum of five additional letters from faculty members inside or outside of the department.  When the department chair (or a substitute) requests recommendations on the matter of a candidate’s promotion or tenure, he or she will promptly provide the candidate with a list of those from whom letters have been requested.  The department chair shall be responsible for transmitting these recommendations to the dean for inclusion in the credentials file.  If a faculty member, after being requested to submit a recommendation, declines or fails to present a written recommendation, the procedure for determining tenure shall proceed, and the fact that one or more recommendations are not obtained shall not void the process.  The faculty member requesting tenure may solicit letters of recommendation from other faculty members inside or outside of his or her assigned department, and at the faculty member’s request such letters shall be included by the in the credentials file.

.5  By August 26, the chair (or the appointee of the dean, in the case of a chair seeking tenure as a faculty member) shall review his or her written recommendation regarding tenure and the reasons for the recommendation with the faculty member.  The faculty member may submit a letter of exception to the dean by August 31. The chair shall submit the candidate’s request for tenure, the chair’s recommendation and reasons for the recommendation, and all letters submitted to the chair to the dean by August 31 for inclusion in the credentials file.

.6  Each faculty member requesting tenure shall prepare a credentials file. Guidance on the preparation of the file may be found on the Promotion and Tenure Committee web site.  It shall be the responsibility of the faculty member to submit all pertinent data he or she wishes to have included in the file, and the file must include copies of the APRs for each of the preceding academic years of the faculty member’s probationary period (normally five years but sometimes fewer). The file also contains a faculty data sheet providing information contained in the candidate’s state personnel file (see §3.12.3) concerning the individual’s degrees and dates received, terms of service, promotion record, and other personnel data as deemed appropriate:  this faculty data sheet must be reviewed by the candidate, countersigned by the candidate, and is inserted in the candidate’s tenure credentials file.  For the remainder of the decision-making process, this file shall constitute the exclusive official written record of the procedure.  The file shall include all communications and docu­ments developed as part of the process beginning with the initial letter requesting promotion.  The file shall be accessible only to the faculty member involved, the P&T Committee, PAAC, the dean, the Provost, the President, and the Board of Visitors.  All persons asked to write evaluations and/or recommendations should be informed by the requester that these documents will be accessible to the faculty member.  This file is due in the dean’s Office by August 31.

.7  From August 31 until the credentials file is made available to the P&T Committee on September 7, the candidate has the right to review all materials in the file and to write a letter of exception or explication for inclusion in the file.  The candidate may not during this time remove materials from the file or modify them in any way.  The file shall not be accessible to the candidate from the time that it is made available to the P&T Committee until the tenure process and all appeals are complete.  No materials received after the file is transmitted to the P&T Committee will be included in the file or used in the tenure consideration, to insure that the same documentary record forms the basis for tenure recommendations at each level of review.  After the appeals are exhausted, any materials supplied by the dean, the letters of recommendation, and any letters of exception shall be inserted in the faculty member’s college personnel file (see §3.12.4). All materi­al collected by the Dean’s Office will be returned to the candidate.

.8  On September 7 or the following Monday if September 7 falls on the weekend, the dean shall transmit the faculty member’s credentials file to the P&T Committee.

.9  The P&T Committee shall study carefully each credentials file and shall formulate and submit a recommendation to the dean as to whether tenure should be awarded or withheld for each faculty member together with a written justification for each recommendation.  The recommendations and justifications of the committee shall be added to the letters PDF of the credentials files.

.10  Within one week (five working days), the dean shall inform each faculty member requesting tenure of the P&T Committee’s recommendation, of the justifications for the recommendation pertaining to him or her, and of the faculty member’s right to appeal.

.11  No later than January 17, faculty members requesting tenure may appeal the recommendations of the P&T Committee by submitting a request for reconsid­eration and jus­tification for such reconsideration on the basis of procedural or substantive grounds to the dean.

.12  In each instance when an appeal is requested, the dean shall, within one working week, establish a Tenure Appeal Advisory Committee (TAAC) which shall be composed of one CAS member of the University Faculty Affairs Committee selected by the committee; one member appointed by the dean; one member appointed by the Provost; and one member appointed by the appellant. The CAS members of UFC will appoint the representative to the TAAC from among the current or previous CAS members of UFAC. No person on the TAAC, other than the person selected by the appellant, should be a faculty member who has written a letter of recommendation for the candidate’s promotion and/or tenure file. In the event of multiple appeals, the three members appointed respectively by the Faculty Affairs Committee, the dean, and the Provost shall serve on each appeal committee; the member selected by the appellant shall serve only on the committee reviewing the appeal of his selector. All members serving on the TAAC(s) shall be tenured.

.13  The TAAC, with access to all information available to the original P&T Committee, shall reconsider the recommen­dations of the original committee.  The TAAC shall report to the dean within four working weeks, either endorsing the original report or else presenting an alternative recommendation in writing.  The dean shall inform the appellant of the TAAC’s recommendation within two working days.

.14  The dean shall review all information and recommendations contained in the credentials file of each faculty member; shall formulate and state in writing his or her recommendations, with reasons; and shall forward these and the tenure credentials files to the Provost by March 10. A copy of this letter will be sent to the faculty member and his or her department chair.

.15  When considering tenure decisions, the dean must consider each application according to criteria expressed in the Faculty Handbook.  The dean must also consider carefully the rank and tenure profiles of the college, projected enrollment patterns, staffing needs, current and projected mission of each department, the specific academic competence of the faculty member, and the preservation of opportunities for the infusion of new talent.

.16  When the dean recommends that tenure be withheld, the recommendation letter from the dean shall inform the faculty member of his or her right to appeal the dean’s recommendation, in writing, within 7 days to the Provost.  (see §7.12.2.)

.17  The Provost shall review the recommendation letter from the promotion and tenure committee along with the recommendation letter from the dean. The Provost shall formulate and state in writing his or her recommendation and shall submit this letter to the President by April 1. A copy of this letter shall be sent to the faculty member, his or her department chair, and the dean. When the Provost recommends that tenure be withheld, the recommendation letter from the Provost shall inform the faculty member of his or her right to appeal the Provost’s recommendation, in writing, within 7 days to the President and the Board of Visitors.  (see §7.12.3.)

.18  The President and the Board of Visitors (or the Executive Committee thereof), shall, within one month, review all information of record, as well as any written appeals and shall render a final decision in the matter and so notify the faculty member, his or her department chair, the dean, and the Provost in writing.  Action by the Board of Visitors, or the Executive Committee thereof, shall be final.  If tenure is denied, a one-year contract will be offered to the faculty member.  The Board of Visitors may offer additional one-year contracts but such additional contracts carry no right to tenure.  (see §7.12.4.)

.19  All official notification to the candidate of administrative action shall be by certified mail.

I.5  Contents of the Promotion And Tenure File

The file must contain: (1) Table of Contents; letter of application to chair/dean; (2) personnel data sheet; (3) curriculum vitae; (4) all applicable Annual Performance Reviews and Faculty Annual Activity Reports in chronological order; (5) rationale; and (6) appendices. Pages should be numbered in an organized fashion, and the file should be organized into sections. All components of the file listed above shall be converted to one PDF file and delivered to the dean’s office.  The file must not contain any hyperlinks and shall not exceed 50 MB.

The portion prepared by the dean will contain all letters of recommendation.  As letters of recommendation are solicited by the candidate’s department chair and are not collected by the candidate, the dean’s office will be responsible for converting these materials into a PDF file.

.1  Letter of Application to Chair/Dean    This should be no longer than one paragraph, describing the basic criteria that have been met (i.e. the length of service here or in the rank, the completion of degree requirements, etc.).

.2  Personnel Data Sheet    This is inserted by the dean’s office and carries your signature.

.3 Curriculum Vitae    The CV should be recent, complete, and organized in a conventional format appropriate to one’s discipline.

.4  Faculty Annual Activity Reports (FAARs) and Annual Performance Reviews (APRs) by the Chair/Dean    All FAARs and APRs must be signed.  If any are missing or late, the chair/dean must address this in his/her letter.

.5  Letters of Recommendation    Letters should be from multiple sources (chair, departmental colleagues, faculty colleagues, professional colleagues) clearly substantiating specific claims related to the criteria. Letters of recommendation are collected by the chair (or designee) and submitted to the dean.  The candidate’s submitted materials will not contain these documents.

.6  Rationale    The candidate should explain as clearly and concisely as possible (in no more than ten pages) how he or she meets all the general (§7.2) and specific (§7.3) criteria for promotion and/or tenure.  The explanations about the general criteria could be as short as a sentence.  However, discussion of specific performance in the areas of teaching, professional activity and service will normally be fairly lengthy and substantive.

.7  Appendices    Include representative materials that attest to effectiveness and achievement, not merely meeting normal expectations of the faculty.

.8  Student Evaluation Computer Sheets from the Dean’s Office and/or Tables Providing Descriptive Evidence   Because teaching is very difficult to evaluate, the candidate should make a concerted effort to include other useful sources of information about quality of teaching.  Such sources might include classroom visitation reports, awards, publications or presentations about teaching, and formal involvement in programs focused on improving teaching. The candidate should present converging lines of evidence instead of depending upon a single measure.  If the candidate chooses to include student evaluations, he or she should provide a clear interpretation of them. The inclusion of selected favorable student comments to demonstrate teaching effectiveness is unpersuasive.

.9  Representative Syllabi, Tests, and Assignments    The candidate should provide select examples that, with appropriate annotation, will help the committee understand his/her goals, expectations and process in the classroom.

.10  Proof of Achievement in Professional Activity    The candidate should include only the material relevant to the period under review at the University (for tenure) or at the current rank (for promotion). Photocopies of the first page of an article or a table of contents from a book (rather than an offprint or photocopy of the full text) is sufficient. Visual work produced in media other than print can be represented by photographs. The candidate should describe electronic or digital products clearly, explaining what they do and their design. The file should not include books, videotapes, films, or computer programs. There must not be any hyperlinks in the file.

I.6   Expectations for the Constituents in the PROMOTION AND TENURE Process

1 Departmental Colleagues Departmental colleagues should write letters that assess the candidate’s performance as measured against the relevant criteria for tenure and/or promotion in the areas of teaching, professional activity, and service.  Such letters should explain the candidate’s role in the department in terms of both teaching and service. In addition, the departmental colleagues’ letters should help to explain the significance of the candidate’s professional activity. Recommendations should be based on specific information.

.2 Department Chair    The department chair assumes two roles in the tenure and promotion process. First, the chair should solicit the required letters from departmental colleagues and invite institutional colleagues and colleagues in the discipline, as identified by the candidate, to submit letters for the file. The chair will advise all persons writing letters of the deadlines and of the criteria for tenure and/or promotion.  Second, the chair’s letter assessing the candidate should draw on these letters and the chair’s own review of the candidate’s performance over time to explain the candidate’s role in the department. Specifically, the chair should take extra care to explain the department’s style of operation, so that the candidate’s important roles can be more adequately understood. The chair’s letter should also explain the significance and quality of the candidate’s professional activity. The chair’s letter should then give an honest summative evaluation of the candidate’s work in all three areas. The committee asks for the chair’s best, most careful judgment of the candidate’s work over an extended time. That judgment should be based on specific information reported in the letter and (usually) reflected in the series of evaluations that the file contains. Finally, the committee assumes that the chair has verified the accuracy of all substantive claims on the candidate’s curriculum vitae.

.3 Institutional Colleagues Institutional colleagues should explain the specific contexts in which they have worked with the candidate and evaluate her/his performance in those areas as measured against the relevant criteria for tenure and/or promotion. Recommendations should be based on specific information that is reported in the letter.

.4  Colleagues in the Discipline    Candidates should see that these references address the context in which the candidate’s work has become known and the standing of the candidate’s work within the discipline or the profession.

.5  Dean     The dean should verify that materials are submitted on time and, on the specified date, close the file. As letters of reference are delivered to the dean separate from the candidate’s submitted materials, the dean shall be responsible for generating a single PDF file containing these documents.  The candidate’s PDF file and this recommendation letter PDF file shall constitute the complete credentials file to be transmitted to the P&T committee. The dean should make files available to the committee promptly in a way that facilitates the committee’s work and protects the confidentiality of the files. The dean should brief the committee clearly on relevant institutional constraints before it begins deliberating and assist both the committee and the candidates in protecting the confidentiality of the process. After the committee forwards its recommendations, the dean may meet with them to clarify the recommendations. In reaching her/his own recommendations, the dean should consider first whether or not the candidate’s record of achievement as represented in the file satisfies the relevant criteria. The dean may also consider two other factors: institutional constraints on promotion or tenure; and additional information about the candidate’s performance which s/he has learned through formal processes and which is clearly represented in the candidate’s personnel folder. In no case is the dean to grant any credence to anonymous or informal claims about the candidate’s performance.

.6  Provost    The Provost shall review the recommendation letter from the promotion and tenure committee along with the recommendation letter from the dean, and may also consider institutional constraints that may bear on promotion or tenure decisions.  As necessary during this stage of the process, the Provost may examine the candidate’s record of achievement as represented in the file when formulating his or her recommendation that will be submitted to the President.