3.27 Procedures for Promotion and Tenure Evaluation
The VPAA shall notify, in writing, each candidate who is eligible to apply for promotion and tenure in a given year. A candidate who is notified of eligibility for tenure must apply that year. An individual who is notified about eligibility for promotion may opt not to apply.
Candidates will take primary responsibility for preparing their applications for promotion and/or tenure. Candidates must submit complete applications to the department head on or before the due date. New evidence of the candidate’s qualifications will not be solicited or accepted after the due date, except under special circumstances requiring the permission of the VPAA.
If eligibility for promotion and tenure fall in the same year, a candidate may apply for both in the same application. In this case, the cover letter will clearly indicate that the candidate wishes to be considered for both promotion and tenure.
The promotion and tenure evaluation process shall consist of six (6) levels. Each application for promotion and/or tenure shall be evaluated by the following individuals and groups in order: 1) the department promotion and tenure committee, 2) the department head, 3) the college promotion and tenure committee, 4) the College Dean, 5) the VPAA, and 6) the President of the University. The President’s decision will form a recommendation to the Board of Curators. The final decision on the granting of promotion and tenure rests with the Board of Curators. The final promotion and/or tenure decision shall be announced as a Board action and entered into the Board minutes.
The timeline for evaluation shall be as follows:
|
Level of Evaluation |
Deadline |
|
VPAA notifies candidates of eligibility |
First working day of May |
|
Faculty member submits application to department head who makes applications available to committee |
First working day of September |
|
Departmental subcommittee submits recommendations and applications to department head |
15 working days following receipt of application |
|
Department head submits applications and recommendations to the Dean who makes them available to the college committee |
10 working days following receipt of applications and recommendations |
|
College committee submits applications and recommendations to College Dean |
15 working days following receipt of application and recommendations |
|
Dean submits applications and recommendations to VPAA |
15 working days following receipt of applications and recommendations |
|
VPAA submits applications and recommendations to President |
Fifth working day in January |
|
President reports to Board of Curators |
February/March Board meeting |
Following each level of the evaluation process, a designated individual from each level (e.g., the College Dean, or committee chair) shall prepare a decision letter stating the decision regarding promotion and/or tenure, in addition to the rationale for the decision. This letter will be forwarded with the application to the next evaluative level. Therefore, each evaluation level will receive the application in addition to the decision letters from any lower levels of evaluation. At the same time, a copy of each letter will also be sent to the faculty applicant, so that the applicant is informed of the decision (and rationale for the decision) at every level of evaluation. The decision letter from the VPAA must be sent to the faculty applicant via certified mail.
During the evaluation process for promotion, a candidate receiving unfavorable decision letters may withdraw the application at any time before evaluation by the VPAA.
Tenure applications may not be withdrawn during the evaluation process. Persons at each evaluative level shall primarily base their decisions on a substantive review of the candidate’s accomplishments as evidenced in the application. However, tenure decisions may also reflect the long-term needs and plans of the University, which may include examination of 1) projected student enrollments, 2) curricular changes, and 3) faculty retirement schedules.
Effective Date
Approved by Board of Curators: January 15, 2026