Below is a general overview of Promotion and Tenure based on information found in the Faculty Code 24-54Executive Order No. V, and Academic Human Resources. Please consult those sources directly for full requirements and details.

Promotion and Tenure Overview

There are two kinds of promotion and tenure actions: mandatory and non-mandatory:

Mandatory Promotion and Tenure

Mandatory reviews include assistant professors (tenure track, WOT, research, clinical-dental pathway, APL), Associate Professor Tenure Track, and Professor Tenure Track in the mandatory year of review.

Calculating Mandatory Reviews for Assistant Professors (tenure track, WOT, and Research): These faculty titles require a mandatory second year review for reappointment, and a mandatory sixth-year review for promotion or promotion and tenure. To determine when that should occur, please reference this useful chart from College of Engineering Human Resources. Note that the second and sixth years of service may not actually be the faculty member’s mandatory review years due to possible leave, promotion/tenure clock extensions, or part-time schedules, so it’s important to check for those possible changes to the faculty member’s mandatory review years.

Non-Mandatory Promotion and Tenure

Non-mandatory considerations include promotions to the Associate Professor level prior to the mandatory review year; recommendations for an award of tenure only to an individual appointed in the WOT or Research tracks; associate professor tenure track or professor tenure track prior to their mandatory review year; promotions to the Professor level, and promotions in the Lecturer ranks; and affiliate faculty promotions. These promotions are considered non-mandatory since they are elective and no timeline is imposed upon a faculty member for that election.

Steps to Promotion and Tenure in the College of the Environment

There are four steps to the promotion and tenure process in the College:

  1. A department/school faculty recommendation
  2. An independent recommendation by the Chair/Director
  3. A recommendation by the Dean with the advice of the elected College Council
  4. A final decision by the Provost and President.

The Promotion and Tenure Calendar outlines the Dean’s Office deadlines for the academic year.  In order to meet university deadlines, departments/schools should begin appropriate review activities and the collection of necessary documentation during Spring Quarter of the year prior to mandatory review. 

Documentation Tips

Assembling the Promotion and Tenure dossier can be a time-consuming process. It is important for faculty members and units to start as early as possible and to work together to submit the complete file to the College by the deadlines. Faculty members and units should review the College’s Promotion and Tenure Checklist (or Affiliate Faculty Promotion & Tenure Checklist) and Promotion and Tenure Guidelines carefully to make sure they understand what documentation to submit for review.

Responsibilities: Faculty members are responsible for assembling their promotion files and are to be allowed to include in their files any materials they think should be considered during the review, including their self-assessment (per Faculty Code 24-54). The unit is responsible for securing external reviews, conducting the internal review, providing the candidate with the required summaries and opportunities to respond to them, conducting the faculty vote, writing a separate Chair/Director analysis of the candidate, assembling the entire package (faculty member materials and unit generated materials), and submitting it to the Dean’s office by the deadlines.

Teaching evaluations:  Faculty Code 24-57 requires that both student and peer evaluations of teaching be considered as part of the promotion and tenure process (if applicable). It is therefore vitally important that units conduct regular teaching evaluations and keep good records for eventual inclusion in promotion and tenure files. Without these evaluations, the College Council and Dean will not be able to make a recommendation and the file will not be reviewed.

Required Documentation

For tenure-track, WOT, and research faculty, please reference the College’s Promotion and Tenure Checklist for a list of what documents to include and the sequence in which they should be included in the promotion and tenure file. For affiliate and clinical appointments, please use the Affiliate Faculty Promotion & Tenure Checklist. The appropriate checklist must be included as the first page of the promotion/tenure packet, with each item and sub-item checked off as submitted.

Two-sided copying is encouraged.  Documentation (other than single copies of work product) should be no more than 50 pages except by special request. 

Completed files should be submitted to Megan Russell, HR Manager, at the College of the Environment Academic HR email address or via campus mail (Box 355355) prior to respective deadlines listed below. Please submit:

  • One (1) original
  • One (1) hard copy (no staples or binding)
  • An electronic version (indexed PDF; send publications as a separate PDF); and
  • One (1) hard copy of publications and other creative works

Promotion and Tenure Documents

COVID-19 Tenure Clock Extension Instructions for Workday

Step 1:

Job Profile:

  • Change Job
  • Use reason code “Data Change > 02 –  Change End Date – Clock Adjustment (Academic Only)”
  • Use the current date of the recent pay period as the start/effective date
  • Extend the position end date by one year

Step 2:

Academic Appointment:

  • Update Academic Appointment
  • Use reason code “Mandatory Promotion Clock Adjustments > Waiver: Other Reason”
  • Extend the appointment end date by one year
  • Enter in Comments Box: This is a COVID-19 related clock waiver
  • Once the BP is submitted, click the “Edit Additional Data” button

From the drop down, choose the appropriate promotion clock waiver year (it will be AY 2019-20 for all COVID-19 related clock waivers)

Please also make sure to attach the request from the faculty to Maintain Worker Docs.

Promotion and Tenure Calendar for AY2019-20:


MARCH – MID SEPTEMBER Units are provided with a list of Assistant and Research Assistant Professors who, based on their hire date, may be mandatory PT cases for the following Academic Year
  Units are asked to inquire with faculty to determine who may be interested in submitted a non-mandatory case for review
  Units are encouraged to begin working on aspects of dossiers which take more lead time (e.g. soliciting letter of external evaluation, initiating faculty votes)
  Units should begin preparation, assembly and copy contents of dossiers
  Units should coordinate faculty votes (not possible in Summer Qtr)
  Units will evaluate/report confirmed Mandatory P&T cases to Dean’s Office
NOVEMBER 1 Mandatory promotion cases due to Dean’s office
DECEMBER 13 Non-mandatory promotion cases due to Dean’s office
  All Dean’s recommendations on mandatory promotions due to AHR on December 15th
JANUARY 15 Affiliate Promotions due to Dean’s office
FEBRUARY 1 All Dean’s recommendations on non-mandatory promotions cases (excluding Affiliate/Clinical) due to AHR
 MARCH 1 All Dean’s recommendations on Affiliate promotion cases due to AHR


Dean's Office Contacts: