Annual cycle
- Winter and/or Spring quarter (of the year preceding submission of the packet to the deans)
- Spring quarter (of the year preceding submission of the packet to the deans)
- Summer quarter (of the year preceding submission of the packet to the deans)
- Autumn quarter (of the year the packet will be submitted to the deans)
- Recommended Timelines and Deadlines
Winter and/or Spring quarter (of the year preceding submission of the packet to the deans)
Back to Top- Evaluate whether or not the department has any mandatory and/or non-mandatory promotions to put forward in the coming Autumn quarter.
- Meet with them to review timeline, required materials, etc.
- Confirm promotion committees or establish standing committees as needed.
- Administrator creates Interfolio case.
- Candidate begins to upload required documents to Interfolio.
- Solicit names for external letter writers from the faculty member and from the committee.
- Best Practice: Chair/Director emails external letter writers email of interest (e.g. “would you be available and willing to …..”
Spring quarter (of the year preceding submission of the packet to the deans)
Back to Top- Faculty CV and teaching materials due in Interfolio
- Note that the personal statement is only due at this point if it is department practice to include that with the materials sent to external reviewers.
- Send formal email invitation to letter writers (via the Interfolio interface) requesting letters be received by end of August for mandatory promotions or October for non-mandatory promotions
- End of Spring Quarter: – Submit all prospective promotions for upcoming year to Ivy Mason-Sharrah and Susan Miller.
Summer quarter (of the year preceding submission of the packet to the deans)
Back to Top- When external letters arrive, ensure Promotion Committee has access.
- Best practice: don’t look at any letters until all letters have been submitted. The exception is when a department is expecting some letters to arrive very late.
Autumn quarter (of the year the packet will be submitted to the deans)
Back to Top- Mid September
- For mandatory promotion cases: Send the redacted committee report to candidate. They have 7 days to review and respond. A confirmation of receipt and response to the report is a required component of the promotion file – best practice is to include the email sent to the candidate, the redacted committee report and the response from the candidate in the promotion file.
- October
- Faculty vote on mandatory promotion cases (Assistant Professor and Research Assistant Professor in their final year of appointment) in first faculty meeting of the year.
- A report of this faculty meeting, along with a redacted version of the chair/director's letter must be sent to the candidate and they have up to 7 days to respond – keep this extra time in mind when planning the faculty meeting and the submission deadline.
- Promotion packets for mandatory promotions due into dean’s office via Interfolio by October 15. See the Calendar of Annual Due Dates.
- Faculty vote on non-mandatory Assistant Professor cases (teaching, research, and tenure track Assistant Professors) in mid-October.
- A report of this faculty meeting must be sent to the candidate and they have up to 7 days to respond – keep this extra time in mind when planning the faculty meeting and the submission deadline.
- For non-mandatory Assistant Professor promotion cases: Send the redacted committee report to candidate and redacted chair/director letter. They have 7 days to review and respond. A confirmation of receipt and response to the report is a required component of the promotion file – best practice is to include the email sent to the candidate, the redacted committee report and the response from the candidate in the promotion file.
- Faculty vote on mandatory promotion cases (Assistant Professor and Research Assistant Professor in their final year of appointment) in first faculty meeting of the year.
- November
- Promotion packets for non-mandatory cases for promotion to the Associate Professor rank due into dean’s office via Interfolio by November 1. See the Calendar of Annual Due Dates.
- Faculty vote on non-mandatory cases for promotion to full Professor (teaching, research, and tenure track) in early December at the latest.
- A report of this faculty meeting, along with a redacted chair/director letter, must be sent to the candidate and they have up to 7 days to respond – keep this extra time in mind when planning the faculty meeting and the submission deadline.
- December
- Promotion packets for non-mandatory Associate Professor promotions due into dean’s office via Interfolio by December 15. See the Calendar of Annual Due Dates.
Recommended Timelines and Deadlines
Back to TopMandatory Promotions to Associate Professor:
(Assistant Professor and Research Assistant Professors in their final year of appointment)
| Year preceding submission of promotion | |
| April 1 | Administrator creates Interfolio case |
| April 1 | Committee(s) created, as needed |
| May 1 | Best practice: Informal request sent to letter writers |
| June 1 | All required documents uploaded to Interfolio by the candidate |
| June 15 | List of all mandatory and non-mandatory promotions being pursued in following year must be submitted to Susan Miller and Ivy Mason-Sharrah |
| June 15 | Formal letters of request sent to letter writers |
| September 10 | Committee report due to Chair/Director (note that these cannot be submitted before the external letters have been received and reviewed by the committee) |
| Year promotion is submitted | |
| September 18 | Send redacted committee report to candidate |
| October 7 |
Faculty vote on promotion cases **do this in the first faculty meeting of the year** Send report of faculty discussion and redacted chair/director letter to candidate. |
| October 15 | Promotion case due to Dean’s office via Interfolio |
Non-Mandatory Promotions to Associate Professor:
(Teaching, Research and Tenure track)
| Year preceding submission of promotion | |
| April 1 | Administrator creates Interfolio case |
| April 1 | Committee(s) created, as needed |
| May 1 | Best practice: Informal request sent to letter writers |
| June 1 | All required documents uploaded to Interfolio by the candidate |
| June 15 | List of all mandatory and non-mandatory promotions being pursued in following year must be submitted to Susan Miller and Ivy Mason-Sharrah |
| June 15 | Formal letters of request sent to letter writers |
| Year promotion is submitted | |
| September 25 | Committee report due to Chair/Director (note that these cannot be submitted before the external letters have been received and reviewed by the committee) |
| October 1 | Send redacted committee report to candidate |
| October 16 |
Faculty vote on promotion cases. Send report of faculty discussion and redacted chair/director letter to candidate. |
| November 1 | Promotion case due to Dean’s office via Interfolio |
Promotions to full Professor:
(Teaching, Research and Tenure track)
| Year preceding submission of promotion | |
| April 1 | Administrator creates Interfolio case |
| April 1 | Committee(s) created, as needed |
| May 1 | Best practice: Informal request sent to letter writers |
| June 1 | All required documents uploaded to Interfolio by the candidate |
| June 15 | List of all mandatory and non-mandatory promotions being pursued in following year must be submitted to Susan Miller and Ivy Mason-Sharrah |
| June 15 | Formal letters of request sent to letter writers |
| Year promotion is submitted | |
| November 10 | Committee report due to Chair/Director (note that these cannot be submitted before the external letters have been received and reviewed by the committee) |
| November 16 | Send redacted committee report to candidate |
| December 1 |
Faculty vote on promotion cases. Send report of faculty discussion and redacted chair/director letter to candidate. |
| December 15 | Promotion case due to Dean’s office via Interfolio |