On an annual basis, Units shall set deadlines to submit applications for promotion (AEP Guidelines, Section V.G) and publish a calendar that sets forth these deadlines. The Office of Faculty Affairs will set deadlines annually to submit applications for promotions that are to be reviewed by the Campus AEP Committee. The Office of Faculty Affairs strongly encourages units to submit dossiers earlier to allow for the resolution of any questions that arise before committee review. Table 2 sets forth a suggested timeline for faculty members, Unit Heads (and other administrators), and staff members with respect to PTK promotions.
Note: The Office of Faculty Affairs does not conduct off-cycle reviews for PTK promotions or new appointments into the highest PTK ranks. To receive consideration for promotion or a new appointment into the highest rank during the normal review timeline (to take effect in the upcoming fiscal or academic year), Units must submit complete and correctly formatted dossiers no later than the spring semester date designated by the Office of Faculty Affairs. Dossiers that are not submitted by the designated date will not be reviewed until the following academic year, unless approved by the Provost (upon review of a written justification provided by the Dean). In such cases, the individual should be appointed into a position with visiting status (e.g., Visiting Clinical Professor) while the unit conducts the formal appointment review.
In Winter Term:
Faculty
Prepare/update CV. Prepare personal statement.
For candidates seeking promotion to the third level, develop list of external and internal evaluators and choose materials to be sent to evaluators if applicable under their Unit’s AEP plan.
Unit Head
Ensure all PTK faculty members are scheduled for review at least every other year. Ensure all unit and college AEP committees are trained and staffed. Double-check for joint or multiple appointments.
Staff
Upcoming promotions - Finalize the current year’s dossiers for uploading to the Office of Faculty Affairs website. Make dossiers searchable. Add bookmarks, password. Ensure pages all display the same way. Check to make sure all items are present. Set dossier to display.
In Spring:
Faculty
Prepare/update teaching portfolio and supplemental dossier materials if applicable under their Unit’s AEP plan
Notify the Unit Head or other appropriate individual(s) by April 1 of your intent to seek promotion the following year.
Unit Head
Determine if PTK faculty member requesting promotion is eligible and communicate the decision with reasons to PTK faculty member with a copy to the Associate Dean for Faculty Affairs
Double-check for joint or multiple appointments and whether there are specific criteria for the candidate.
Choose and prepare materials to be sent to external and/or internal evaluators, if applicable under Unit AEP plan. Request external and internal evaluations.
Staff
Upcoming promotions - For each candidate, set up a transmittal form.
Prepare letter log, student feedback on Course Experiences and citation counts if applicable under their Unit’s AEP plan.
Upload dossier to the Office of Faculty Affairs website no later than the designated date.
Looking ahead: Gather preliminary materials (e.g., promotion criteria, reputation of publication outlets) for next year’s dossiers.
In Summer:
Faculty
Continue preparation of promotion materials as necessary.
Unit Head
Schedule AEP committee meetings. If applicable, follow up with external and internal evaluators.
Staff
For the following year’s promotion cycle, begin dossier for each candidate.
If applicable, update letter log; add external and internal evaluator letters as they are received.
In Fall:
Faculty
Create CV addenda as needed.
Submit promotion application materials by date(s) established by the Unit. Promotions may not be considered further if the candidate fails to meet established Unit dates.
Unit Head
Committee members prepare Summary Statement of Professional Achievements and provide this, along with other non-evaluative materials, for candidate’s review/ signature. Unit and College-level review committee meetings held. Notify candidates. Unit Heads and Deans write evaluative letters.
Staff
Upcoming promotions - Update transmittal forms with meeting dates, votes. Add committee reports and Unit Heads’/Deans’ letters to the dossier as they become available. Get packets ready for review by Unit and College AEP Review committees.