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Schedules for Faculty Personnel Actions

 
The following schedules are provided by the provost and vice president for academic affairs as guidance for faculty, chairs, deans and committees who are involved in various personnel actions. Only those dates noted with an asterisk are mandated by policy. All other dates are approximate and intended to facilitate the process.

          

Schedule of Reappointment/Nonreappointment of Nontenured Faculty Members in the First Year of Service and Lecturers and Senior Lecturers in their First Year of Employment

12/15Faculty member submits materials, including the teaching portfolio review, for evaluation to the department/school chair.
12/15Department/school chair submits faculty member materials for evaluation to the department/school committee.
1/15Department/school committee submits its evaluation and recommendation concerning reappointment or nonreappointment of faculty member to department/school chair, providing a copy to the faculty member.
2/1Department/school chair submits an evaluation and recommendation concerning reappointment or nonreappointment to dean, including the department/school committee recommendation, providing a copy to the faculty member.
3/1*Dean makes a decision concerning reappointment or nonreappointment and notifies faculty member in writing, providing a copy to the provost and vice president for academic affairs.
3/15Faculty member may request a review by the provost and vice president for academic affairs, in the case of a nonreappointment decision by the dean.
4/1Provost and vice president for academic affairs makes a final decision on appeals of nonreappointment and informs the faculty member. The provost and vice president for academic affairs' decision is final.

*Mandated by policy

          

Schedule of Reappointment/Nonreappointment of Nontenured Faculty Members in the Second and Subsequent Years of Service (Non-Tenured and Non-First Year Faculty)

9/1Faculty member submits teaching portfolio review materials to the department/school chair.
9/1Department/school chair submits teaching portfolio review materials to the designated department/school evaluation committee.
10/1Designated department/school evaluation committee submits teaching portfolio review evaluation to the department/school chair, providing copies to the faculty member and dean.
10/1Faculty member submits materials, including the teaching portfolio review, for evaluation and decision to the department/school chair. In the fall immediately following the pre-tenure review, the faculty member's pre-tenure evaluation materials with any appropriate updates added by the faculty member or chair will be used for the annual evaluation process.
10/1Department/school chair submits materials from faculty member for evaluation to department/school committee.
11/1Department/school committee submits its evaluation and recommendation concerning reappointment or nonreappointment of faculty member to department/school chair, providing a copy to the faculty member.
11/15Department/school chair submits an evaluation and recommendation concerning reappointment or nonreappointment to dean, including the department/school committee recommendation, providing a copy to the faculty member.
12/15*Dean makes a decision concerning reappointment or nonreappointment and notifies faculty member in writing, providing a copy to the provost and vice president for academic affairs.
1/15Faculty member may request a review by the provost and vice president for academic affairs in the case of a nonreappointment decision by the dean.
2/1Provost and vice president for academic affairs makes a final decision on the appeal of a nonreappointment decision and informs the faculty member. The provost and vice president for academic affairs' decision is final.

*Mandated by policy

          

Schedule of Reappointment/Nonreappointment of Lecturers (Beyond Their First Year of Employment) and Senior Lecturers (Every Three Years Beyond Their First Year of Employment)

9/1Faculty member submits teaching portfolio review materials to the department/school chair.
9/1Department/school chair submits teaching portfolio review materials to the designated department/school evaluation committee.
10/1Designated department/school evaluation committee submits teaching portfolio review evaluation to the department/school chair, providing copies to the faculty member and dean.
10/1Faculty member submits materials, including the teaching portfolio review, for evaluation and decision to the department/school chair.
10/1Department/school chair submits materials from faculty member for evaluation to department/school committee.
11/1Department/school committee submits its evaluation and recommendation concerning reappointment or nonreappointment of faculty member to department/school chair, providing a copy to the faculty member.
11/15Department/school chair submits an evaluation and recommendation concerning reappointment or nonreappointment to dean, including the department/school committee recommendation, providing a copy to the faculty member.
12/15*Dean makes a decision concerning reappointment or nonreappointment and notifies faculty member in writing, providing a copy to the provost and vice president for academic affairs.
1/15Faculty member may request a review by the provost and vice president for academic affairs in the case of a nonreappointment decision by the dean.
2/1Provost and vice president for academic affairs makes a final decision on the appeal of a nonreappointment decision and informs the faculty member. The provost and vice president for academic affairs' decision is final.

*Mandated by policy

          

Schedule For Faculty Seeking Conversion of a Non-Tenure Eligible Position to Tenure-Eligible and Appointment to the Rank of Assistant Professor

9/1 or 1/1Faculty member submits his or her application to the department/school chair.
9/8 or 1/8Department/school chair identifies external reviewers and requests evaluation.
10/8 or 2/8External evaluations submitted to the department/school chair.
10/8 or 2/8Department/school chair submits faculty member's application to the department/school committee.
10/23 or 2/23Department/school committee submits recommendation concerning conversion of a non-tenure eligible position to tenure-eligible and appointment to the rank of assistant professor to the department/school chair.
11/1 or 3/1Department/school chair submits recommendation on conversion of a non-tenure eligible position to tenure-eligible and appointment to the rank of assistant professor, together with all materials, to the college promotion and tenure committee.
11/15 or 3/15College committee makes its recommendation on conversion of a non-tenure eligible position to tenure-eligible and appointment to the rank of assistant professor, together with all materials, to the dean.
12/1 or 4/1Dean makes his or her recommendation on conversion of a non-tenure eligible position to tenure-eligible and appointment to the rank of assistant professor, together with all materials, to the provost and vice president for academic affairs.
12/15 or 4/15Provost and vice president for academic affairs makes a final decision on conversion of a non-tenure eligible position to tenure-eligible and appointment to the rank of assistant professor, providing copies to the faculty member, department/school chair, the dean, and the president. The decision of the provost and vice president for academic affairs is final.

Schedule for Pre-Tenure Review (Non-Tenured and Non-First Year Faculty)

11/1Provost and vice president for academic affairs sends letters to deans listing faculty members scheduled for pre-tenure review, providing copies to faculty member and department/school chair.
2/1Faculty member submits materials concerning pre-tenure review to department/school chair for review review by department/school committee.
3/1Department/school committee submits comments to the department/school chair concerning pre-tenure review and provides a copy to the faculty member.
3/15Department/school chair submits comments to the dean concerning pre-tenure review for review by the college promotion and tenure committee and provides a copy to the faculty member.
4/1College promotion and tenure committee submits comments to the dean concerning pre-tenure review and provides a copy to the faculty member.
5/1*Dean submits pre-tenure review report to the provost and vice president for academic affairs. (Review is conducted during the spring of the third year of service for tenure-track faculty with no previous teaching experience and during the summer after the second year of service for tenure-track faculty with one or two years of previous teaching experience counted toward the probationary period. At some point during the process, the dean meets with the faculty member and chair.)
6/1Provost and vice president for academic affairs responds to faculty member concerning pre-tenure review evaluation, providing copies to dean and department/school chair.

*Mandated by policy

          

Schedule for Pre-Tenure Review for Faculty Appointed at Mid-Year (Non-Tenured and Non-First Year Faculty)

6/1Provost and vice president for academic affairs provides a list to the dean of the faculty appointed at mid year scheduled for pre-tenure review, with copies to the faculty member and department/school chair.
9/1Faculty member submits materials concerning pre-tenure review to the department/school chair for review by department/school committee.
10/1Department/school committee submits comments to the department/school chair concerning pre-tenure review and provides a copy to the faculty member.
10/15Department/school chair submits comments to the dean concerning pre-tenure review for review by the college promotion and tenure committee and provides a copy to the faculty member.
11/15College promotion and tenure committee submits comments to the dean concerning pre-tenure review and provides a copy to the faculty member.
12/1*Dean submits pre-tenure review report to the provost and vice president for academic affairs. (Review is conducted during the fall of the third year of service for tenure-track faculty with no previous teaching experience and during the spring after the second year of service for tenure-track faculty with one or two years of previous teaching experience counted toward the probationary period. At some point during the process the dean meets with the faculty member and chair.)
1/1Provost and vice president for academic affairs responds to faculty member concerning the pre-tenure review evaluation, providing copies to the dean and department/school chair.

*Mandated by policy

          

Schedule for Faculty Seeking Tenure

5/1Faculty member and department/school promotion and tenure committee identify potential external reviewers.
5/8Department/school chair provides names of external reviewers to the dean.
5/15Dean submits an agreed upon list of external reviewers to the provost and vice president for academic affairs. Upon final approval of the provost and vice president for academic affairs, the department/school chair initiates the review process.
5/15Faculty member submits his or her research portfolio and curriculum vitae to be sent to external reviewers to department/school chair.
9/1Faculty member submits his or her tenure file to department/school chair and a copy of the file to the Office of Academic Affairs.
9/15Department/school chair submits the faculty member's tenure file, including external evaluations, to department/school committee.
10/1Provost and vice president for academic affairs convenes the University Promotion and Tenure Committee. The committee will receive its charge and elect a committee chair.
10/1Department/school committee submits its recommendation on tenure based on merit and needs of the department/school to the department/school chair and provides a copy to the faculty member. Refer to the Board of Visitors Policy on Tenure as contained in this Handbook.
10/15Department/school chair submits recommendations on tenure, together with all documents, to the dean for review by the college committee, if either the department/school committee or the department/school chair or both are recommending tenure and provides a copy of the recommendation to the faculty member.
10/15Department/school chair advises the faculty member, providing a copy to the dean and provost and vice president for academic affairs, if neither the department/school committee nor the department/school chair recommends tenure.
11/1Faculty member may request a review by the college committee and the dean, if neither the department/school committee nor the department/school chair recommends tenure. If further review is requested, all materials including departmental and chair evaluations and recommendations are forwarded to the college tenure committee, which makes a separate recommendation to the dean. The dean then makes a decision concerning tenure and informs the faculty member. If either the decision of the college committee or that of the dean is positive, the case is considered in accordance with the procedure for tenure consideration as found in the Board of Visitors Policy on Tenure and the remainder of this schedule.
11/15College committee submits its recommendations on tenure to the dean, based on merit and needs as defined by the Board of Visitors Policy on Tenure, and provides a copy to the faculty member.
12/10Dean makes recommendation on tenure, with reasons, to the provost and vice president for academic affairs and provides a copy to the faculty member.
12/20The faculty member may request a review by the provost and vice president for academic affairs if neither the college committee nor the dean recommends tenure.
1/5Provost and vice president for academic affairs replies on the further consideration of tenure requested by the faculty member who was not recommended by the college committee or the dean. The decision of the provost and vice president for academic affairs on further consideration of tenure is final.
1/5Provost and vice president for academic affairs forwards information on tenure cases for review to the University Promotion and Tenure Committee.
1/15Provost and vice president for academic affairs provides a list to the dean of faculty eligible for consideration for tenure during the next academic year.
2/15University Promotion and Tenure Committee makes recommendations (with reasons, including minority reasons, if any) concerning tenure to the provost and vice president for academic affairs and provides a copy to the faculty member.
3/1*Faculty member may correct any factual misinformation in previous recommendations by placing a letter in the tenure file.
3/15Provost and vice president for academic affairs makes determinations on tenure. Determinations from the provost and vice president for academic affairs in favor of tenure are submitted to the president for presentation to the Board of Visitors, and a copy is provided to the faculty member. If the recommendations from all committees and administrators previously acting on the case have not all been the same, or if the provost and vice president for academic affairs disagrees with the recommendations that have been the same, then the provost and vice president for academic affairs shall consult with the University Promotion and Tenure Committee and with the chair and dean concerned.
4/30*Board of Visitors or its designated committee makes its decision on tenure. Upon approval of the Board or its designated committee, the faculty member is offered a tenure contract for the coming year.
4/30*Provost and vice president for academic affairs notifies faculty member if his/her decision is against tenure. If the decision against tenure is made in the year preceding the end of the limit on the probationary period, the faculty member is notified that a terminal contract will be offered for the ensuing year.
5/15*Faculty member may request a review by the president of a negative tenure decision by the provost and vice president for academic affairs.
6/15*President replies to the faculty member on results of review of denial of tenure.
6/30* Faculty member may request a review by the Board of Visitors or its designated committee of a negative tenure decision that has been reviewed by the president.
7/25*Board of Visitors or its designated committee makes its decision on the review of a negative tenure decision. The decision of the Board or its designated committee is final.

*Mandated by policy

          

Schedule For Faculty Seeking Tenure Mid-Year

This tenure review calendar for faculty appointed at mid-year is available only to non-tenured faculty whose initial appointments began with the start of the spring semester.

11/1 Faculty member and department/school promotion and tenure committee identify potential external reviewers.
11/8 Department/school chair provides names of external reviewers to the dean.
11/15 Dean submits an agreed upon list of external reviewers to the provost and vice president for academic affairs. Upon final approval of the provost and vice president for academic affairs, the department/school chair initiates the review process.
11/15 Faculty member submits his or her research portfolio and curriculum vitae to be sent to external reviewers to department/school chair.
4/1Faculty member submits his or her tenure file to department/school chair and a copy of the file to the Office of Academic Affairs.
4/15Department/school chair submits the faculty member's tenure file, including external evaluations, to department/school committee.
5/1Department/school committee submits its recommendation on tenure based on merit and needs of the department/school to the department/school chair and provides a copy to the faculty member. Refer to the Board of Visitors Policy on Tenure as contained in this Handbook.
6/1Department/school chair submits recommendations on tenure, together with all documents, to the dean for review by the college committee, if either the department/school committee or the department/school chair or both are recommending tenure and provides a copy of the recommendation to the faculty member.
6/1Department/school chair advises the faculty member, providing a copy to the dean and provost and vice president for academic affairs, if neither the department/school committee nor the department/school chair recommends tenure.
6/15Faculty member may request a review by the college committee and the dean, if neither the department/school committee nor the department/school chair recommends tenure. If further review is requested, all materials including departmental and chair evaluations and recommendations are forwarded to the college tenure committee, which makes a separate recommendation to the dean. The dean then makes a decision concerning tenure and informs the faculty member. If either the decision of the college committee or that of the dean is positive, the case is considered in accordance with the procedure for tenure consideration as found in the Board of Visitors Policy on Tenure and the remainder of this schedule.
9/15College committee submits its recommendations on tenure to the dean, based on merit and needs as defined by the Board of Visitors Policy on Tenure, and provides a copy to the faculty member.
10/1Dean makes recommendation on tenure, with reasons, to the provost and vice president for academic affairs, and provides a copy to the faculty member.
10/15The faculty member may request a review by the provost and vice president for academic affairs if neither the college committee nor the dean recommends tenure.
10/25Provost and vice president for academic affairs replies on the further consideration of tenure requested by the faculty member who was not recommended by the college committee or the dean. The decision of the provost and vice president for academic affairs on further consideration of tenure is final.
10/25Provost and vice president for academic affairs forwards information on tenure cases for review to the University Promotion and Tenure Committee.
11/15University Promotion and Tenure Committee makes recommendations (with reasons, including minority reasons, if any) concerning tenure to the provost and vice president for academic affairs and provides a copy to the faculty member.
11/22Faculty member may correct any factual misinformation in previous recommendations by placing a letter in the tenure file.
12/1Provost and vice president for academic affairs makes determinations on tenure. Determinations from the provost and vice president for academic affairs in favor of tenure are submitted to the president for presentation to the Board of Visitors, and a copy is provided to the faculty member. If the recommendations from all committees and administrators previously acting on the case have not all been the same, or if the provost and vice president for academic affairs disagrees with the recommendations that have been the same, then the provost and vice president for academic affairs shall consult with the University Promotion and Tenure Committee and with the chair and dean concerned.
12/1 Provost and vice president for academic affairs notifies faculty member if his/her decision is against tenure. If the decision against tenure is made in the year preceding the end of the limit on the probationary period, the faculty member is notified that a terminal contract will be offered for the ensuing year.
12/15Board of Visitors or its designated committee makes its decision on tenure. Upon approval of the Board or its designated committee, the faculty member is offered a tenure contract for the coming year.
12/15Faculty member may request a review by the president of a negative tenure decision by the provost and vice president for academic affairs.
1/15Provost and vice president for academic affairs provides a list to the dean of faculty eligible for consideration for tenure during the next academic year.
2/1President replies to the faculty member on results of review of denial of tenure.
2/15Faculty member may request a review by the Board of Visitors or its designated committee of a negative tenure decision that has been reviewed by the president.
4/30Board of Visitors or its designated committee makes its decision on the review of a negative tenure decision. The decision of the Board or its designated committee is final.

          

Schedule of Tenured Faculty For Eminent Scholar Designation

9/15*Nomination by any tenured department/school colleague in nominee's discipline submitted to department/school chair.
10/1*Department/school chair convenes department/school committee and ensures complete application packets are available for review.
11/1*Formation of Eminent Scholars Committee.
11/15*Department/school chair conducts secret ballot of all tenured members in department/school on the nomination.
12/1*Department/school chair completes independent evaluation and submits it, the department/school review letter and vote, and credentials to the dean.
1/15*Dean evaluates credentials and submits independent evaluations and faculty member's credentials and review letters to the University Eminent Scholars Committee via the Provost's Office.
2/1*Provost and vice president for academic affairs makes application packets available electronically to Eminent Scholars Committee.
3/15*Eminent Scholars Committee, by affirmative vote of at least five members, submits recommendations to the provost and vice president for academic affairs, who will make final designation.
4/15*Provost and vice president for academic affairs notifies faculty member of decision concerning designation as eminent scholar.

*Mandated by policy

          

Schedule of Tenured Faculty For University Professor Designation

8/1Provost and vice president for academic affairs calls for nomination of eligible faculty to be submitted to the department/school chair and forms the University Professors Committee.
9/1*Nomination(s) submitted by a tenured departmental colleague in the nominee’s discipline.
10/1Chair of department/school promotion and tenure committee conducts a secret ballot of all tenured faculty members in the department/school to select the nominees and forwards the nominees who received a majority of the vote, including the votes, to the college dean.
11/1College dean evaluates the credentials of the department/school nominees and selects the college nominees for submission to the University Professors Committee via the Provost's office. The number of college nominees shall not exceed 10% of the college's tenured faculty.
12/1University Professors Committee reviews the college nominees and submits its recommendations to the provost and vice president for academic affairs. Nominees forwarded to the provost and vice president for academic affairs must have an affirmative vote of at least four Committee members.
1/1*Provost and vice president for academic affairs decides which of the University Professor nominees submitted by the Committee will be designated as University Professors.

*Mandated by policy

          

Schedule For Faculty Seeking Promotion In Rank

8/1Faculty member and department/school promotion and tenure committee identify potential external reviewers.
8/8Department/school chair provides the names of external reviewers to the dean.
8/15Dean submits an agreed upon list of external reviewers to the provost and vice president for academic affairs. Upon final approval of the provost and vice president for academic affairs, the department/school chair initiates the review process.
8/15Faculty member submits his or her research portfolio and curriculum vitae to be sent to external reviewers to department/school chair.
11/1Faculty member submits his or her promotion file to the department/school chair.
11/15Department/school chair submits faculty member's promotion file, including external evaluations, to the department/school committee. The faculty member is informed that the committee is considering promotion in rank and is given an opportunity either to appear before the committee considering the case or to submit a statement in writing in support of eligibility for promotion.
12/15Department/school committee submits recommendation concerning promotion to the department/school chair, with reasons and votes (including a minority statement in the case of a split vote), and provides a copy to the faculty member.
1/15Department/school chair submits recommendation on promotion, with reasons, together with all documents, to the dean for review by the college committee and provides a copy of the recommendation to the faculty member.
If neither the department/school committee nor the department/school chair recommends promotion the case is terminated, unless the faculty member requests review by the college committee and the dean. If a review is requested all documents are forwarded to the college committee.
2/1College committee makes its recommendation on promotion to the dean, with reasons and votes (including reasons of the minority) and provides a copy to the faculty member.
2/15Dean makes his or her determination on promotion. If the dean's determination is positive, the dean forwards the recommendation, with reasons, to the provost and vice president for academic affairs.
If the dean's determination is negative and is in accordance with the recommendations of the department/school committee, the department/school chair and the college committee, the faculty member is not promoted.
If the dean's determination is negative and not in accordance with all previous recommendations, the faculty member may request a further review by the provost and vice president for academic affairs. The provost's decision is final in such cases.
2/15Provost and vice president for academic affairs forwards information on promotion cases for review by the University Promotion and Tenure Committee.
3/15University Promotion and Tenure Committee submits recommendations (with reasons, including minority reasons if any) on review of promotion cases to the provost and vice president for academic affairs and provides a copy to the faculty member.
4/1*Faculty member may correct any factual misinformation in previous recommendations by placing a letter in the promotion file.
4/15Provost and vice president for academic affairs makes decisions on promotion and provides a copy to the faculty member. If the recommendations of the committees and administrators that have previously considered the case have not been in agreement with one another, or if the provost and vice president for academic affairs disagrees with the recommendations that have been in agreement with one another, the provost and vice president for academic affairs shall consult with the chair, the dean, and the University Promotion and Tenure Committee before reaching a final decision. Decisions for promotion are reported to the president.
5/1Faculty member may appeal a negative decision on promotion by the provost and vice president for academic affairs to the president.
6/1President renders the final decision on promotion, in case of appeal. All promotions are reported to the Board of Visitors.

*Mandated by policy

          

Schedule for Lecturers Seeking Promotion to Senior Lecturer

1/15Faculty member seeking promotion to Senior Lecturer submits promotion file to department/school chair.
1/15The chair submits the materials to the department/school promotion committee for review.
2/1Department/school promotion committee submits its recommendation concerning promotion to Senior Lecturer to the department/school chair.
2/15Department/school chair submits recommendation on promotion to Senior Lecturer to the college dean for review by the college promotion committee.
3/1The college promotion committee makes its recommendation on promotion to Senior Lecturer to the college dean.
3/15The college dean makes a decision concerning the faculty member's promotion to Senior Lecturer.
4/1Faculty member may request a review by the provost and vice president for academic affairs of a negative decision on promotion to Senior Lecturer by the college dean.
4/15The provost and vice president for academic affairs makes a decision on promotion to Senior Lecturer in those cases where further review was requested. The decision of the provost and vice president for academic affairs is final.

Schedule Of Annual Evaluation For Tenured Faculty

2/1Faculty member submits materials, including teaching portfolio review if available, for evaluation to the department/school chair.
3/1Department/school chair completes evaluation of faculty member providing copies to the dean and the faculty member. The evaluation will comment on the performance of the faculty member in teaching, research and service and on progress toward meeting individual goals resulting from previous evaluations.
3/15If dissatisfied with the evaluation by the chair, the faculty member may present in writing additional comments or evidence to the chair and dean.
4/1Dean evaluates the performance of the faculty member in writing.
4/15If dissatisfied with the evaluation by the dean, the faculty member may present in writing additional comments or evidence to the dean and provost and vice president for academic affairs.

Schedule For The Fifth-Year Major Evaluation of Lecturers and Senior Lecturers

(The major evaluation must focus on the faculty member's teaching effectiveness and other professional activities as well as the needs of the department. The purpose of the evaluation is to determine whether the faculty member should be retained beyond the fifth year.)

9/1Faculty member submits the major evaluation file to the department/school chair for review.
9/1Department/school chair submits the major evaluation file to the designated department/school evaluation committee.
10/1Designated department/school evaluation committee submits the major evaluation file to the department/school chair, providing copies to the faculty member and dean.
11/15The department/school chair reviews the major evaluation file and submits it and his or her recommendation to the dean of the college, providing a copy of the recommendation to the faculty member.
12/15The dean evaluates the faculty member, utilizing input provided by the department/school chair, and determines whether he or she should be retained beyond the fifth year. A copy of the evaluation and determination is provided to the faculty member, department/school chair, and provost and vice president for academic affairs.
  1. If the evaluation is positive and the dean's determination on retention is affirmative, the faculty member may be offered an appointment for the next three academic years. Individuals who are reappointed in this manner shall be subject to another in-depth review conducted in the fall semester of the third year of the reappointment.

  2. If the decision is made not to retain the lecturer after the fifth year of initial service, he or she will be notified of termination according to the appropriate schedule in the policy on the "Reappointment or Nonreappointment of Faculty."

1/15The faculty member may request a review by the provost and vice president for academic affairs of a nonreappointment decision made by the dean.
2/1Provost and vice president for academic affairs makes a final decision on the nonreappointment.

          


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