Promotion and Tenure


Promotion and Tenure

Questions concerning the promotion and tenure process in the College of Liberal Arts should be directed to the Office of Faculty and Academic Affairs.


2017/18 Unit P&T Meeting and Vote Deadline
Friday, 29 September 2017


2017/18 P&T Dossier Due in the College
Monday, 16 October 2017


New in 2017/18

On August 1, 2014, the Senior Vice President for Academic Affairs and Provost, and Vice Provost for Faculty and Academic Affairs issued new Guidelines for Submission of Tenure, Promotion and Non-reappointment Recommendations for Tenure-Track and Tenured Faculty: Twin Cities, Crookston, Morris, Rochester that included updated instructions for electronic submission of promotion and tenure materials.

As a result of these new, campus-wide guidelines, and in consultation with the CLA Promotion and Tenure Review Committee, the Office of Faculty and Academic Affairs and the Dean of the College of Liberal Arts have reviewed the collegiate promotion and tenure process and implemented the following changes for 2017/18 (see Guidelines for Promotion and Tenure Dossiers for complete details):

Primary Material

  1. Bookmarks are required for all sections and noted subsections of the primary dossier. See the CLA Guidelines for Promotion and Tenure Dossiers for complete details.
  2. The section order of the primary dossier has changed slightly: Section I is now the unit 7.12 statement, followed by Section II — Cover Sheet and Section III — Table of Contents. See the CLA Guidelines for Promotion and Tenure Dossiers for complete details.
  3. All external reviewers must receive a copy of CLA's Promotion and Tenure Guidelines for External Reviewers. This important document includes information about specific considerations for second-level review by the dean of the college and the CLA Promotion and Tenure Review Committee, extensions to the maximum period of probationary service, and the Minnesota Open File law. See Section VII — External Evaluators for details.
  4. Units are now required to submit a Statement of Assurance in Section X.C. Statement of Assurance/Candidate Response. Candidates may submit a response in addition to the Statement of Assurance, however a completed Statement of Assurance is required for all P&T dossiers.
  • The primary material of each promotion and tenure dossier is submitted as a single PDF document, with bookmarks assigned to individual sections.
  • 5 to 8 letters from external reviewers are recommended, of which 5 must be obtained from individuals with no direct professional or personal interest in the advancement of the candidate's career.
  • Evaluation letters from former students are no longer required.
  • Due to changes in the Student Rating of Teaching questionnaire effective Spring 2015, the Office of Measurement Services will begin processing comparative data on teaching evaluations (Section V.C.) in July 2017. Please submit your requests for comparative teaching data during the month of July. Comparative data on teaching evaluations will take 3 – 4 weeks to process.

Supplementary Material

  • The supplementary material of each promotion and tenure dossier may be submitted in hard copy and/or electronic format, or a combination of both. If the unit chooses to submit supplementary materials in electronic format exclusively (preferred), hard copies of all publications and scholarly/creative work are still required.

Governing Documents

The promotion and tenure process is governed by the Regents Policy on Faculty Tenure, and the University's Procedures for Reviewing Candidates for Tenure and/or Promotion: Tenure-Track and Tenured Faculty. Unit criteria for tenure are specified in the departmental statement called for by Faculty Tenure section 7.12.

For further information please refer to the Promotion and Tenure Webpage of the Office of the Vice Provost for Faculty and Academic Affairs


Guidelines for Promotion and Tenure Dossiers

Promotion and tenure dossiers should be assembled in accordance with the University's Procedures for Reviewing Candidates for Tenure and/or Promotion: Tenure-Track and Tenured Faculty, Section II.F.4. Preparation of the file for tenure decisions.

The elements of organizational structure of promotion and tenure dossiers in the College of Liberal Arts are specified by CLA's Guidelines for Promotion and Tenure Dossiers. The Guidelines are updated annually, taking into account observations and suggestions made by the CLA Promotion and Tenure Review Committee, the dean and associate deans, and central administration.


Timeline for Promotion and Tenure

The Timeline for Promotion and Tenure provides a detailed schedule of promotion and tenure activities.

The following open source tools are available to assist with promotion and tenure dossiers. Units may edit these documents for unit-specific procedures. These documents are not required.

          


Substantive Reminders

  • The unit 7.12 statement is defined as a document that specifies the indices and standards that will be used to help evaluate whether candidates meet the threshold criteria of subsection 7.11 and/or 9.2 of the Regents Policy: Faculty TenureThe unit 7.12 statement, therefore should be viewed as a guiding document, rather than a contract, for how to pursue the achievement of tenure and/or promotion, and the candidate must in all cases meet the standards laid out in the appropriate Regents' statement (7.11 for tenure and promotion to associate professor or 9.2 for promotion to the rank of professor).
  • In the event that a unit recommends against tenure and tenure is not conferred on a candidate for tenure and promotion to associate professor, the tenure-home unit is automatically authorized to conduct an academic search the following academic year.

Section VI.B. Relative Stature of Journals & Book Publishers, and Venues for Creative Work

Relative Stature of Journals & Book Publishers, and Venues for Creative Work is an important reference for second-level review by the CLA Promotion and Tenure Review Committee and senior academic administrators. Committee members from diverse fields rely on this document to determine whether the candidate's scholarly research/creative work has met the standards articulated in the unit’s 7.12 statement and the Regents’ 7.11 and 9.2 statements. Care should be taken to communicate a full description of publications and creative outlets to a broad academic audience. All discussions of publication venue should address the selectivity (acceptance rate) and prestige of the venue. For publishers and venues that do not provide standardized quantitative data (e.g., impact factor), units should produce a robust qualitative narrative. Where quantitative indices are available (e.g. impact factor), they should be reported for each venue in which the candidate has published or presented creative work.

Section VII. External Reviewers

Selection Statement. Second-level reviewers (CLA Promotion and Tenure Review Committee, dean and associate deans of the college) require contextual information regarding the comparative stature of the candidate's cholarly research and/or creative work, teaching, and service in order to accurately evaluate the dossier. In addition to the Unit Report and Unit Head Evaluation and Recommendation, a comprehensive set of external reviews is needed to represent the stature and trajectory of the candidate's scholarly research and/or creative work. The unit should seek a majority of external reviews from individuals with no direct professional or personal interest in the advancement of the candidate's career, and the CLA Promotion and Tenure Review Committee and college administration should receive a complete record of the solicitation process. The Selection Statement (Section VII.B.) must provide the name, rank/title, department/institutional affiliation, and response (agree or decline; provide reason for declination) of each individual contacted to be an external reviewer. The unit must attend to the following:

  • A detailed discussion of the ways in which the candidate compares nationally and/or internationally to comparable scholars in the field
  • A comprehensive list of all external reviewers, including those who decline (including the reason provided, if any) or do not provide a letter after committing to do so
  • Clearly state which reviewers were suggested by the candidate and which were suggested by the faculty of the unit
  • Respond to and address key concerns raised by external reviewers

Required Notification to External Reviewers. The unit is responsible for notifying external reviewers of the provisions of the Minnesota Open File Law, extensions to the maximum period of probationary service if any (the reason for the extension should not be shared), and that tenure-track candidates who have received an authorized extension of the maximum period of probationary service are required to be evaluated in the same way as candidates who have not received an extension of the probationary period. The unit is also to provide each external reviewer with a copy of the CLA Promotion and Tenure Guidelines for External Reviewers. This important document includes information about specific considerations for second-level review by the dean of the college and the CLA Promotion and Tenure Review Committee, extensions to the maximum period of probationary service, and the Minnesota Open File law.

Section X.A. Unit Report

The Unit Report must clearly articulate the promise of growth and a positive trajectory of productivity in assessing a candidate. Reports and unit deliberations must demonstrate that a candidate has not only achieved a level of productivity, but shows strong signs of continued productivity that would lead to a promotion to the rank of professor. 

All units are bound by section 7.11 of the Regents Policy: Faculty Tenure: "What the University of Minnesota seeks above all in its faculty members is intellectual distinction and academic integrity. The basis for awarding indefinite tenure to the candidates possessing these qualities is the determination that each has established and is likely to continue to develop a distinguished record of academic achievement that is the foundation for a national or international reputation or both. . . . The awarding of indefinite tenure presupposes that the candidate's record shows strong promise of his or her achieving promotion to professor." [Emphasis added.] In light of this policy, in the case of a promotion to associate professor with indefinite tenure, the unit is required to provide the following:

  1. Evidence of a record of promise beyond the project(s) that initially earned the candidate a doctoral or other terminal degree or resulted in the hire to the faculty.
  2. Evidence of the extent to which the unit expects scholarly publications and/or creative work that is based on dissertation research to exceed the dissertation and evidence that the materials submitted for evaluation of tenure and promotion meet those expectations.
  3. A detailed explanation addressing the current stage of forthcoming work including stage of research productivity/production, procurement of associated funding, lectures and public engagement commitments, etc.
  4. A clear narrative that explains the substantive differences and/or theoretical importance of previously published articles that appear again as any part of a manuscript, edited volume, or other compilation.
  5. A detailed evaluation of the annual appraisals of probationary faculty included in section 9 of the promotion and tenure dossier that addresses any discrepancies and/or shifting expectations documented therein.  

The unit report must characterize the candidate’s research for a broad interdisciplinary audience and include a discussion of key research findings and an assessment of how the research contributes to core debates/questions that move the field forward and/or impact public knowledge. Include a discussion of the results of the research and contextualize its impact for a broad audience.

The unit report should also frankly and fully address any concerns raised by external reviewers. The report should also address in detail concerns raised during annual reviews leading up to the submission of the candidate’s file for consideration for promotion and tenure, and evaluate the effectiveness of the candidate’s actions to address these concerns.


Procedural Reminders


Questions about the Promotion & Tenure Process

Any and all questions from the candidate about the promotion and tenure process should be directed to the unit head or to the Office of Faculty and Academic Affairs.

Under no circumstance and at no stage in the process should a candidate contact any member of the CLA Promotion and Tenure Committee for any information, explanation, clarification, or detail about the committee’s deliberations, recommendation, or report.

Additions to Files

Candidates may review the materials in their file at any time and may add material to the file, including responses in writing to decisions made at each level of review. All material added by the candidate must indicate the date on which it is added to the file and be marked as coming from the candidate. Such additions should be routed through the unit head; however, candidates are permitted to submit information directly to the college by contacting the Office of Faculty and Academic Affairs. Units may remind candidates that routing additional information through the unit ensures greater transparency and accountability in the P&T process.

All additions to the file must be from the candidate. No faculty (other than the candidate), including voting faculty and the unit head, may submit additions to the file.

Questions from P&T Committee and College

Units should respond to the questions raised by the CLA Promotion & Tenure Committee and the college in a prompt and timely manner.

Voting Eligibility

Only tenured faculty can participate in P&T meetings. They may do so electronically.

Probationary faculty may not attend meetings or receive information about other probationary faculty.

The vote is taken by written, unsigned secret ballot. An effort must be made to provide a copy of the file to every tenured faculty member eligible to vote, including those who will be absent from the meeting. This can be accomplished by setting up a secure, password-protected web site with electronic files for all tenured faculty members to review. Absent faculty members must be given an opportunity to vote by written absentee ballot, which should be sent in a sealed envelope to the unit head. Proxy votes, telephone votes, fax votes, and email votes are not permitted. It is permissible to set up a secure, password-protected voting site for all faculty members to use to cast ballots. A deadline date must be established for final casting of votes. The vote totals must remain secret until all ballots are counted.

For information about the University's secure online voting system, see the following link and contact Jaclyn Adair at berg1282@umn.edu.

https://vote.umn.edu


   Updated Spring 2017