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.

Note: Assistant Professors may request a one-year promotion and tenure extension due to impacts from COVID-19. Academic Human Resources posted information and instructions on how to request an extension here:  Promotion/Tenure Clock Extensions due to COVID-19.

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 (not applicable for Research track faculty). It is therefore vitally important that units ensure that every Assistant Professor has at least one peer teaching evaluation per academic year, and every Associate and Full Professor has at least one peer evaluation every three academic years. Additionally, a peer evaluation of teaching MUST be conducted during the year prior to promotion and tenure consideration, whether mandatory or non-mandatory. Units should keep good records of these peer evaluations for eventual inclusion in promotion and tenure files. Please document who did the evaluation, date of evaluation, class evaluated, and that a discussion occurred with the faculty member being evaluated. A good Example Peer Teaching Evaluation – SAFS. **Without peer teaching 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. Be sure to include at least one peer teaching evaluation per academic year for Assistant Professors, and one every three years for Associate Professors, including one in the academic year prior to submitting for promotion/tenure review. 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.

Completed files should be submitted to Kiki Hower, HR Associate, at the College of the Environment Academic HR email address prior to respective deadlines listed below. Please submit:

  • An electronic version (indexed PDF; send publications as a separate PDF).

Promotion and Tenure Documents

Administrator/HR Staff 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.

Dean's Office Contacts: