Tenure reviews are similar to third-year reviews (though deadlines are situated differently in the academic year) and with several added components. They normally occur in the sixth year of a faculty member’s appointment. Given the substantial deliberations of the Faculty Personnel Committee, deadlines in this process are extremely important. The following time line is a general overview of deadlines during the tenure process. For the exact dates please refer to the tenure review schedule provided by the Office of the Provost or contact Becky Krogh, x4311.

The Office of the Provost will send a letter regarding class visits to the chair in September prior to the review year. The chair should discuss this letter with the candidate, and return the signed letter to the Provost. (N.B. Class visits for tenure reviews are usually done fall, winter and spring of the fifth year, or the year before the review is completed.)

Arrange for class visits by tenured members of the department. Make sure that each type of class (or lab, practice or performance) is visited and that each tenured member of the department visits at least two and no more than five classes (fewer rather than more in large departments). Keep a record of the visits to be included in the departmental letter. Please also see Classroom Visits.

In the fall prior to review year attend the kick-off meeting. The Office of the Provost schedules a group meeting with members of the faculty who will undergo tenure review, their department chairs (or special review committee chairs), a representative from the Office of Institutional Research and Assessment, the chair of the FAC, and a representative of the FPC to talk about aspects of the review other than class visits.

In March the candidate will upload their c.v. and list of ten possible outside scholarly reviewers, including a brief description of the reviewers’ personal or professional relationship to them and their contact information, to their individual Moodle review site. See the Tenure Reviews section of the Faculty Handbook for a list of reviewers who should not be solicited.

The candidate will submit a list of students to be asked to evaluate their teaching and any requests for extra-departmental letters.

In May the Office of the Provost sends the candidate and department chair a list of possible outside reviewers, the “provost’s list.”

The candidate, in consultation with the department chair, strikes any names from the Provost’s list of possible outside reviewers that they feel would be unable to judge the candidate’s work and returns the list.

The candidate will submit their scholarly materials along with a list of items submitted and role in any co-authored work at the end of May (see review schedule for exact date).

In early July evaluations are sent to students and graduates.

In August student and graduate responses are due in the Office of the Provost prior to fall term start-up. Handwritten responses are typed by the Office of the Provost. External reviewer letters are also due.

The candidate submits their prospectus, any additional scholarly materials and updated c.v. in early September.

In September through Mid-October the Provost reads the candidate’s dossier and the student evaluations. The candidate reads the student evaluations and outside reviewers’ comments (with identifying information removed). Then the candidate meets with the Provost regarding student evaluations, submitted materials, and outside reviewers’ comments.

Following the candidate’s meeting with the Provost the Office of the Provost will add the tenured members of the department to the candidate’s Moodle site. The Moodle site will include the candidate’s c.v., course syllabi (if provided), prospectus, the student/graduate evaluations, scholarly materials, extra-departmental letters (if any), and outside reviewer evaluations. Any scholarly materials available in hard copy format only, will be brought to you for circulation to the review committee. 

Conduct a thorough discussion among the tenured members of your department. Often, more than one meeting is warranted. Discussion should include, but not be limited to, the candidate’s growth, development, potential, strengths and weaknesses. This discussion should occur before individual and department letters are drafted.

Write departmental letter. Your departmental letter should reflect the full range of the departmental discussions. Include in your letter the differences of opinions that will inevitably arise, and not just the recommendation for or against tenure. Tenured faculty will write individual letters. In their individual letters, faculty may limit their comments to indicating that they concur with the departmental letter. Or they may make additional comments or observations to expand on those in the departmental letter. Copies of all individual letters should be shared with all members of the committee. Return the Record of Senior Colleagues’ Visits form along with your departmental letter.

After the individual and departmental letters are received the Office of the Provost will circulate the dossier files to the President and the Faculty Personnel Committee. The dossier includes the same material sent to the department plus the department and individual letters.

During winter break the chair will attend a meeting with the FPC to answer questions about candidate. The Office of the Provost schedules a time for the department chair to meet with the Faculty Personnel Committee to answer the list of questions sent to you prior to your scheduled meeting. The committee will continue deliberations until it is ready to make a recommendation. The Provost will call the candidate and department chair to notify them of the Faculty Personnel Committee’s recommendation. A letter will be sent to the candidate informing them of the recommendation.