The dates on which Chair recommendations for promotion and the accompanying complete dossier materials will be due to Jennifer Bates are:
Assistant Professor to Associate Professor with tenure
- Submission Date: October 1, 2024
Associate Professor to Professor
- Submission Date: December 2, 2024
Note: Early submission of dossiers will facilitate the review as well as the scheduling of ad hoc Review Committees.
Introduction
Promotion recommendations, particularly those involving tenure, are probably the most important decisions that are made by Chairs and Deans. The people to whom the University awards tenure determine the quality of the institution. It is essential that you and your departmental colleagues make a thorough and critical but fair assessment of the achievements and professional promise of each candidate presented by your department. The suggestions included here will help to expedite the deliberations of the Deans and the members of the ad hoc Review Committees. When preparing promotion dossiers, it is important to recognize that a clear, objective analysis of a candidate's work is the best foundation for the critical decisions that will be made during the review process. It is in the best interest of the candidate and the institution if the dossier is well prepared and addressed to the appropriate audience.
Before preparing the dossier of a candidate, you should review the basic elements of a departmental recommendation as stated in the section of the Dietrich School Bylaws, "Criteria and Procedures for Appointment, Reappointment, Promotion, and Conferral of Tenure". Another important source of information concerning this process is the Provost's memo to Deans (issued January 14, 1998) concerning "Faculty Appointments, Reappointments, Non-renewals, Promotions, and Conferrals of Tenure". Finally, during the review process, issues may arise concerning a faculty member's right to access their personnel file in order to review material that has contributed to recommendations related to her/his tenure or promotion. You can prepare for related questions by reading the University's policy on employees' access to their personnel files:
If a department has fewer than five tenured faculty members in considering a candidate for tenure, or fewer than five full professors in the case of a promotion to full professor, then the department, together with the Dean, must invite a sufficient number of senior faculty from other departments within the University to participate in the departmental discussions and balloting.
Additional Information for Tenure and Promotion Dossiers
Chair’s Cover letter. The Department Chair's cover letter should be a summary of the case for non-specialists such as the members of the ad hoc Review Committee, the Dean, the Provost, and the Chancellor. It serves as the basis of the oral summation the Chair or designate will later present to the ad hoc Review Committee. The essential elements of this letter are summarized in the Guide to Writing the Chair’s Cover Letter.
Guide to Writing the Chair's Cover Letter 02-03-25
External letters. The selection of external referees is extremely important to the strength of a department's recommendation concerning promotion and tenure. The selection process should be objective and fair, and it should be well documented.
At least six letters of recommendation from external referees are required, and in most DSAS disciplines nine to twelve letters may be required to build an effective dossier. Whatever number of letters may be appropriate for your discipline, in soliciting letters it is important to recognize that some people may not be able to respond within the time available. It is prudent, therefore, to request more than the number that you ultimately hope to secure.
A list of referees should be included in the dossier using the External Referee List template provided. You must list all requests you sent out and explain any lack of response.
Sample Letters of Request for Evaluation by External Referees
Sample Letter of Request for Evaluation for Promotion to Associate Professor with Tenure
Sample Letter of Request for Evaluation for Promotion to Full Professor
In disciplines where it is normal practice to ask colleagues whether or not they will review a dossier before they are sent material, all potential referees contacted in this "initial screening" should be documented in the list of referees.
Sample Letter of INITIAL Request for Evaluation for Promotion to Associate Professor with Tenure (no dossier)
Sample Letter of INITIAL Request for Evaluation for Promotion to Full Professor (no dossier)
Updated February 10, 2025