Promotion & Tenure - P&T Chair

The P&T process begins in May. You will meet with the Provost, Dean, and Candidate to discuss details. During that meeting, the candidates will be told that, when they are ready for their application to be set up, they will need to contact Learning Design. You will then wait until you hear an update again. 

When the Department Letter deadline (September 30) has passed, you will receive an email from Learning Design confirming that there are no candidate status changes. Please note: if the candidate is up for Distinguished Lecturer, they can no longer withdraw their application.  

Once you respond and Learning Design has confirmed all the Department Letter requirements are there, it will go to the P&T Committee to review. You will receive an email letting you know. 

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: 

1. Candidate Application Form
2. Candidate Documents
3. Scholarship
4. Teaching
5. Service
6. External Evaluations (if applicable)
7. Department Letter 

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

You will meet and craft a P&T Committee letter together. 

Before November 10 and once you have finalized your P&T committee letter, you will send that letter to the candidate via Outlook. Make sure to CC their department chair too.

You will need to upload this email to Interfolio as well. So once you have sent the email, make a file version of it. Instructions vary depending on a number of factors. There are lots of resources on the Internet, but here is one place to start: How to save an email as a file in Outlook

Once you have the file ready, you will go into Interfolio and select the case under My Tasks. 

You will now be on candidate's main packet page. Select the Case Details tab. 

Scroll down to the Required Items section. Select the +Add button to the right of Communication Email to Candidate.

A file upload window will appear, and you will upload the email file here. You also need to select P & T Committee Email from the Section dropdown menu. 

Select the + Add button to complete the required upload, and you will be taken back to the Case Details page.

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 Administrative Review (Dean & Provost).

A pop-up window will appear to write a message which will go to the the Dean, Provost, and the P&T Committee. The P&T committee members do not have to do anything at this stage. The email mostly serves to remind them that they will continue to have access to the case.

You will need to add a subject, and default text will appear. We recommend making some slight changes to the default message. Leave it checked for reviewers gaining access to receive a message. For your convenience, we are including the message's wording (changes from default in bold) and a subject recommendation below:The P&T committee members do not have to do anything at this stage.

Subject: A P&T candidate has received their P&T Committee letter  

Message: 

Dear [change to Dean and Provost],

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.

[Add this sentence: P&T committee members, there is nothing more you need to do right now. However, you will continue to have access to the packet in case you need to review it again.]

Best, 

Select Continue to be taken back to the Case Details page. 

You will wait for the Provost and Dean to make their decision. They will make their decision by January 25 and will email that letter to you.

Once you receive it, you will send that letter to the candidate via Outlook. Make sure to CC their department chair, the provost, the dean, and/or anyone else that you feel should see this too. 

This process is extremely similar to the one that you did for the P&T Committee letter. If you want to review that, select here: P&T Committee Decision Notification

The main difference is that, in the Section dropdown menu, you will select Common Recommendation Email to add the Dean/Provost letter.

Like uploading the letter, this forwarding is extremely similar to what you did for the P&T Committee letter. If you want to review that, select here: P&T Committee Decision Notification

Additionally, please note the following differences:

This time, the case will be forwarded to the Board of Trustees Decision.

The message which will go to the Dean, Provost, Provost Office (aka Roberta) and the P&T Committee. Default text will appear, but please adjust it to the message below. Leave it checked for reviewers gaining access to receive a message.

Subject: A P&T case is ready for the Board of Trustees 

Message: 

Hello, 

This case is now ready for the Board of Trustees action. Provost's Office, please share the letters with them and, after their February meeting, upload their decision to Interfolio. 

P&T committee members, there remains nothing more you need to do right now. However, you will continue to have access to the packet in case you need to review it again. 

Best, 

You have completed your part of the P&T process! In their February Board Meeting, the Board of Trustees will decide on their action and the candidate will be informed by the Provost's Office of the decision in 1-2 business days.