POLICY 4.10.3.1 - Timetable for Review of Applications for Promotion and Career Faculty Contracts

• Candidates must counsel with their dean in advance of the initiation of this process. Each school should define the internal process by which evaluation takes place.
• Candidates will need to set up their electronic portfolio giving access to anyone who has the link in order for it to be viewed by everyone in the review process.
• Candidates will upload each recommendation letter in the process into their portfolio.
• Each school’s evaluation committee will set its own deadlines for submission and review of the portfolio. The school evaluation committee will forward its recommendation letter to the dean prior to November 1st, copying the candidate.
• If a school’s evaluation committee review the portfolio, its recommendation letter is given to the dean, and provide a copy to the candidate.
• *November 1—The dean makes a recommendation on the merit of the application to the provost, copying the candidate. The dean’s recommendation will analyze the application based on the stated criteria.
• February 1—The FEC reports its recommendations to the provost, with copies to each candidate, and the candidate’s dean.
• March 31—The provost makes a recommendation on each candidate to the president, with copies to the candidate and the dean. The president reviews the recommendations of the provost and decides which applications they approve to go to the Board of Trustees.
• April 12—The provost notifies the candidate, dean, and the FEC of recommendations to go to the Board and of reasons in any case in which the president declines to present the candidate to the Board.
• *Week of the April Board of Trustees Meeting—The president’s favorable recommendations are sent to the Board of Trustees for approval, also noting any negative decisions. These are transmitted by the provost to the Academic Affairs Committee of the Board. The Academic Affairs Committee submits its recommendations to the full Board. Decisions become final only when approved by the Board of Trustees and are effective August 16 of that year.

At any point in the review process, any appropriate academic administrative officer directly involved in the process, school evaluation committee, or the FEC may request a meeting with the candidate or others to clarify any matters of concern. Any conflict of interest or substantial prior involvement in the procedure (e.g. relative of the candidate or written letter of recommendation specifically for this process) requires the person to recuse themselves from any subsequent discussion or votes. However, items such as conducting a prior peer evaluation or team teaching with the candidate are not considered a conflict of interest. If there is any question of whether there is a conflict of interest or not, the candidate should consult with their dean.

Revision Dates: (Revised by Office of the Provost February 2019)