Candidate signs a statement (to be included in the file) agreeing to be a candidate for tenure and/or promotion.

The department uses its process to choose external reviewers and to solicit and collect external reviews. The candidate must have signed the waiver form indicating which, if any, rights he or she chooses to waive before a department's process of soliciting, collecting, and assessing external reviews can take place.

Comprehensive and comparative analyses of student evaluation data and peer review data are assembled for the file (if they are not in the file already).

When candidates have joint appointments, the chairs or directors of both of the candidate's units must work together to set coordinated schedules and deadlines. Whether candidates have joint appointments or not, deadlines should be set to make sure there is time

* to prepare a complete file;

* to identify external reviewers and to solicit and collect reviews;

* to give each candidate five (5) working days in which to review, object to, and respond in writing to existing and new material in his or her files before the unit or committee of appropriate unit faculty considers his or her file;

* for each unit or faculty committee to examine, discuss, and vote on a recommendation regarding the awarding of tenure and/or promotion for each candidate being considered;

* (in units where the chair of a faculty committee writes a letter to the unit chair reporting the committee's assessment of a candidate's file:) for each unit or faculty committee to write a complete report to the chair (s) indicating separate votes on tenure and promotion and assessments of teaching, research, and service performance;

a.for each candidate to have five (5) working days after receiving the report in which to review, object to, and respond to recommendation (s) on his or her nomination (s) before it is sent to the chair and to

1.request a reconsideration (s) of a negative majority faculty vote (s) and to submit a written rebuttal argument that will be part of the candidate's file when the unit or faculty committee reconsiders its negative decision (s); a candidate may attend a reconsideration to argue his or her case and to answer questions; a candidate's decision against appearing must not be used against him or her; the candidate must leave before vote (s) are cast; or

2.submit a written response to the faculty report of a positive majority vote that will be included in the candidate's file;

b.for each unit or faculty committee to reconsider the file of a candidate who received an initial adverse recommendation (s) and seeks a reconsideration;

c.(if a reconsideration is requested) for each unit or faculty committee to write a complete report to the chair (s) of the results of its reconsideration, including separate votes on tenure and promotion and its assessments of the candidate's performance;

d.for each unit or faculty committee to transmit its first report (if the candidate does not request a reconsideration of an initial negative decision) or its final report (if the candidate sought a reconsideration) to the chair, with a copy to the candidate; and

e.to give each candidate five (5) working days before the chair considers the file in which to review, object to, and respond in writing to the faculty's transmittal letter.

*to give each candidate five (5) working days before the chair considers a file to review, object to, and respond in writing to the possible inclusion of new material to the file;

*for the chair to review the candidate's entire file and to write a letter to the Dean making his or her own recommendation with clearly stated assessments of the candidate's performance that explain his or her recommendation;

*for the candidate to have five (5) working days before the chair's letter and the files are sent to the Dean's Office to review, object to, and respond to the chair's letter and to

a. request a reconsideration (if the chair's recommendation is negative) and submit a written rebuttal argument to the chair; or

b. review, object to, and respond in writing to the chair's letter (if the chair's letter is positive);

*(if a reconsideration of an initial chair's negative recommendation is requested) for the chair to reconsider the recommendation and write a second and final transmittal to the Dean with his or her recommendation with a copy to the candidate;

*(if the chair's initial recommendation was positive) for the chair to write a final transmittal letter to the Dean with a copy to the candidate; and

*after informing the candidate in writing of the right to take five (5) working days to review, object to, and respond to the chair's final transmittal letter after receiving it, and after waiting for the candidate to do so, the chair sends the file and all recommendations, votes, and performance assessments to the Dean's Office.

Those who set unit deadlines and schedules should keep in mind that campus deadlines in the past have required the files for candidates for tenure and promotion to be in the Dean's Office around December 1 and the files of candidates for promotion to be in the Dean's Office around mid-January.

The candidate and everyone in the unit (s) considering a candidate's file should have a copy of the schedule and deadlines.

The candidate, with the assistance of others if requested, finishes preparing and assembling his or her file.

The chair (s) sets a schedule, with timelines, indicating when specific phases of a unit's consideration of the candidate's file will be completed. This is to allow time for all potential requests for reconsideration and to give the candidate five (5) working days to review, object to, and respond to new material that may be submitted for inclusion in his or her file at each stage of the review process and to write and submit rebuttal arguments, as needed, during different phases of the unit's review process.

IF A CANDIDATE HAS A JOINT APPOINTMENT: The chair (s) and/or director (s) of the unit (s) in which a candidate has appointments plan the consideration of the candidate's file and set a schedule, with timelines, indicating when specific phases of each unit's deliberations will be completed. This is to give the candidate five (5) working days to review, object to, and respond to new material that may be submitted for inclusion in his or her file as well as to request reconsiderations and submit rebuttal arguments, as needed, during different phases of both units' review processes.

As noted earlier, the files of candidates for tenure and for tenure and promotion are due in the Dean's Office around December 1 while the files of candidates for promotion are due there in mid-January. The steps of the process follow.

Each unit or appropriate faculty committee informs the candidate in writing of the right to take five (5) working days to review, object to, and respond in writing to existing and new material in his or her file before the unit or committee examines the file.

Each unit or faculty committee drafts a letter to the chair (or to the Dean if the chair presides in faculty deliberations) reporting its separate votes on tenure and promotion and assessments of the candidate's performance. The letter must include explanations for why faculty voted for or against tenure and promotion. 

* If the unit or faculty committee gives the candidate's nomination for tenure or promotion a negative recommendation,

the unit or faculty committee must give the candidate a copy of its letter. The candidate has five (5) working days from the receipt of the letter before it is sent to the chair in which to review the letter and to request a reconsideration and submit a rebuttal argument;

each unit or faculty committee must reconsider its negative recommendation (s) if a candidate requests a reconsideration; and

each unit or faculty committee then writes a second and final letter reporting its vote (s) and the reasons for the vote (s) and sends the letter (and the candidate's file) to the chair or director and copies the candidate.

* If the initial recommendation (s) is positive, each unit or faculty committee sends its letter to the chair and copies the candidate. The candidate has five (5) working days upon receipt of the letter in which to review, object to, and respond to it to the unit or faculty committee.

*After reconsidering the candidate's file and voting a second time (if the candidate requested a reconsideration after an initial negative decision) or after five (5) days since the candidate received its letter indicating positive vote (s), each unit or faculty committee sends a letter to the chair or director reporting its vote (s) and assessments of the candidate's performance. 

If the chair's recommendation on tenure and/or promotion is negative,

* the candidate has five (5) working days from the receipt of the letter in which to review it, request a reconsideration, and submit a rebuttal argument.

* the chair must reconsider his or her negative recommendation (s) if the candidate requests a reconsideration; and

* the chair then writes a second and final letter to the Dean reporting his or her recommendation (s) and the reasons for it and copies the candidate.

* If the chair's recommendation on tenure and/or promotion is positive, the candidate has five (5) working days from the receipt of his or her copy of the letter in which to review, object to, and respond to it.

* After the completion of unit level reviews, including reconsiderations, the chair sends the file to the Dean's Office on or before the scheduled deadline for receipt of files where the file is examined to make sure it is complete. 

* Upon receiving the file, the chair of the Executive Committee notifies the candidate that he or she has five (5) working days from the receipt of the notification in which to review, object to, or respond to new material that may have been submitted for inclusion in the file;

* The members of the Executive Committee will assess the candidate's file and make recommendations to the Dean. The Committee will write a report to the Dean describing its recommendations and assessments;

* If the Executive Committee makes a negative recommendation,

*the Committee chair will give the candidate and his or her chair a copy of the report. The candidate has five (5) working days from the receipt of the report before it is sent to the Dean in which to review the letter, request a reconsideration, and submit a rebuttal argument;

*the Committee must reconsider its negative recommendation (s) if the candidate requests a reconsideration; and

*the Committee writes a second and final letter reporting its recommendations and the reasons for them and sends the letter to the Dean and copies the candidate and his or her chair (s). The Dean must give the candidate five (5) working days from the receipt of the final letter to review, object to, and respond to it before the Dean begins his or her assessment of the file.

*If its initial recommendation (s) is positive, the Committee sends the letter to the candidate and his or her chair (s). The candidate has five (5) working days upon receipt of the letter to review, object to, and respond to it. After the five days have elapsed, the Committee sends its letter and the candidate's file to the Dean and copies the letter to the candidate. 

*After the five working days have elapsed, the Dean assesses the candidate's file to make a recommendation (s) to the SVCAA. The Dean will write a letter to the SVCAA with his or her recommendation (s) and assessments.

*If the Dean makes a negative recommendation, he or she

*must give a copy of the letter to the candidate, the candidate's chair, and the chair of the College Executive Committee. The candidate has five (5) working days after receiving the letter in which to review it and to request a reconsideration (s) and submit a rebuttal argument;

*must reconsider a negative recommendation (s) if the candidate requests a reconsideration; and

*then writes a second and final letter reporting his or her recommendation (s) and the reasons for them, sends the letter to the SVCAA, and copies the candidate, his or her chair, and the chair of the College Executive Committee.

*If the Dean's initial recommendation (s) is positive, he or she sends the letter to the candidate and to the candidate's chair. The candidate has five (5) working days from the receipt of the letter to review, object to, and respond to it. The Dean then sends his letter and the file to the SVCAA and copies the candidate and his or her chair.   

*All tenure nominations must be sent to the SVCAA regardless of recommendations at the unit and College levels.

*After the five working days have elapsed, the SVCAA assesses the candidate's file and makes a recommendation (s) to the Chancellor on tenure and/or promotion.

(The following sections break out the different processes on promotion and tenure at the SVCAA stage of the review process from the point when the SVCAA can begin to review a file. Recall that tenure reviews occur before reviews of promotions without tenure.)