Promotion & Tenure - Department Chair & Departmental Review Chair
This page is for department chairs and departmental review chairs. It provides step-by-step P&T instructions, including how to request external evaluations, review candidate packets, and move cases forward in Interfolio.
Departmental review chairs are often department chairs as well so everything on this page will apply. However, if you do not serve both roles, you might not have to complete all 3 parts. If you are unclear about which parts to complete, you can contact Learning Design.
1. External Evaluations
Receive email notification
Once a candidate's case has been created, you will be messaged to let you it's made, and you can begin to ask for external letters. You must request at least 4, and you must make these requests by May 20th.
Ask for external evaluation letters
Skip this step for Distinguished and Senior Lecturers
If the faculty is up for Distinguished or Senior Lecturer, no external evaluations are provided so you can move on to reviewing the candidate's packet.
If you haven’t already, log into Interfolio at: https://account.interfolio.com/sso
- If you forget how to log in, you can always review this instructional doc: How do I log into Interfolio?
Select Cases from the menu on the left and then the case name from the list.
Go to the External Evaluations section and select the Request Evaluation button.
Now complete the information on the "Request External Evaluation" page. You can see more details about how to complete each section in the tabs below.
For each external evaluator, you will write down their first name, last name, and email address.
To add external evaluators, select the + Add Another Evaluator button. You must have at least 4 external evaluators.
Please note: If you intend to add file(s), you need to add them to the Files to Share with External Evaluators section first. Review the Files tab for more imformation on that.
You will need to add a subject and message. For the From Name and Reply-to entries, you can leave the default as is or you are welcome to change them to whatever you see fit (ex. your name and/or email). Here is a sample that you are welcome to use:
Subject: Request for external review of scholarship
Dear [Insert evaluator's first and last name],
[Insert candidate's name] is applying for [insert what they are a candidate for at Bentley University]. Given your expertise in [insert the evaluator's field of study], I would be grateful if you could please evaluate the scholarly contributions of Professor [Insert candidate's last name] by August 20. A detailed letter including Bentley's criteria for scholarly excellence, along with the research papers of Professor [insert candidate's last name] are attached to help you in your review.
Please let me know if you have any questions about the review process and the requested deadline. Additionally, we have compiled resources together, including deadlines and instructions, on one page for external evaluators. It can be found here: Information for external evaluators
Best,
If you intend to add file(s), you need to add them to the Files to Share with External Evaluators section first. There is a 5GB file limit for the entire packet. If you have questions about what file types you are able to add, you can review Interfolio's Accepted File Types page for the most up-to-date information. Additionally, while Kaltura is not explicitly listed on that page, links from the platform can be used just like YouTube or Vimeo.
You will add files for them on the main page of the candidate's case. Scroll down and you will find Files to Share with External Evaluators under Candidate Packet. To add file(s), select the Add File button in the box's bottom right.
You can only add 10 files to an Interfolio email, but you can add as many files as you want here. External Evaluators will not see a file unless it is included in an email.
Once you have completed the instructions above, the following instructions will now work to attach files to the External Evaluator's email. Select Add Files to attach files to the evaluation request. You can add up to 10 files, and these files will be available for download by the recipient upon accepting the invitation. All files for External Evaluators should be placed in the Files to Share with External Evaluators section.
Deadline: August 20 of the current year
Note: The deadline is a hard deadline, meaning the recipient will not be able to submit an evaluation after the deadline date.
Can the evaluator submit additional files: Yes, allow the evaluator to submit additional files.
Access: Administrators & Entire Committee
Select Send Request button and the requests will be sent to all external evaluators.
There is nothing that you have to do while you wait for the candidate packet and external evaluations. However, you might want to check the status of both sometimes. Here is how to do so:
- You will not be notified via email when an evaluation has been submitted, but it will display under My Tasks on your Interfolio homepage.
- To see any evaluations, you will follow the steps above again. However, you will not select the Request Evaluation button. Instead, you will see a list of the evaluations that have been submitted so far.
- If the candidate has submitted anything in their section, you will be able to see it in their case. However, you will receive an email informing you when the packet is ready for committee review so there is no need to review until you see that email.
External evaluations and candidate's packet are due on August 20.
2. Department Committee Review
Note: this second section will always apply for all department chairs and/or departmental review chairs.
Review the candidate's packet
If you haven’t already, log into Interfolio at: https://account.interfolio.com/sso
- If you forget how to log in, you can always review this instructional doc: How do I log into Interfolio?
Right on your homepage, you will see the new case under My Tasks. Review everything in the following sections of the candidate’s packet:
- Candidate Application Form
- Candidate Documents
- Scholarship
- Teaching
- Service
- External Evaluations (if applicable)
Please note: if you were given access to request external evaluator letters, you have privileges to edit the candidate's documents. You should not make any changes to them, which would alter the candidate’s application. These documents are strictly for your review.
Additionally, remember that you will see a section called Files to Share with External Evaluators at top of the packet. If you recall, this was where review files were shared with the external evaluators and are not considered part of the packet. This section should NOT be included as part of your review so please ignore it.
If you need more detailed instructions about how to view a case, you can review this Interfolio documentation: View Case Materials and Using the Document Reader
Meet and discuss the candidate's packet with the rest of the department committee
You will meet with your department and craft a department letter together. The candidate will be informed of the departmental committee decision by September 23 (or November 17 for Distinguished Lecturers).
3. Department Committee Decision Notification
Upload and send department letter
Before September 23 and once you have finalized your department letter, go back into Interfolio.
Right on your homepage, you will select the case under My Tasks. You will be taken back to the main candidate packet page.
Important! Before moving forward!
Select the Case Details tab, and you will see a section that says Reviewing As. It should be your name, but if you see something like “[your department name] Tenure Faculty” Then you need to change it so you have all the permissions needed.
If you need to change it, select check and select your name from the list.
On the Case Materials tab, scroll down to the Internal Sections and find the Department Letter section folder.
Select Add File on the left
A file upload window will appear, and you will select Browse to Upload. Then find the department letter document in your computer files that you want to add here.
Select the document that you would like to add and then select Save.
You will be taken back to the Case Materials tab. Select the checkmark next to the document that you have just added.
Select Share in the ribbon at the top of the page.
Select With Candidate from the dropdown menu.
You will need to add a subject and message. Here is a sample that you are welcome to use:
Subject: Departmental Letter of Recommendation
Hello [insert candidate’s first name here],
Please review the submitted letter of recommendation from your department and refer to section 5.9 in the faculty manual for more information and next steps.
Thank you,
The Promotion and Tenure Administrative Team
Under File Response, select the checkbox next to Enable. The following items will appear after you do that.
- Message reason: Optional letter of rejection
- Deadline: October 10
- Section for Response: Department Letter
When you are done, select the Send button.
Confirm letter upload
On the candidate's main case page, select the Case Details Tab and scroll down to the Required Items section.
Under Forms, you will see one called Department Chair Step Two Process confirmation. In the Actions column for that row, it says Fill Out Form. Select that and complete the form. Your answer should always be: Confirming the above steps have been completed.
If you need more detailed instructions, you can review this Interfolio page: Complete and Submit Committee Forms
Move the case forward
On the candidate's main case page, select the Send Case button at the top of the page.
Select Forward from the dropdown menu. You will specifically be moving forward to the Mid-point Administrative Review.
A pop-up window will appear to write a message. You will need to add a subject, but default text will appear. The case is just being sent to Interfolio admins so there is no need to do add anything extra. Leave it checked for reviewers gaining access to receive a message. For your convenience, we are including the default message's wording and a subject recommendation below:
Subject: A P&T candidate has received their department letter
Dear committee members,
This case is coming your way for review. You’ll be able to see the documents and deadlines in Review, Promotion, and Tenure when you sign in.
Best,
Select Continue to be taken back to the Case Details page.
After you forward, the Interfolio admins will quickly review the case to ensure everything is complete and then will forward it to the P&T Committee after September 30. No further action is needed from you.