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Non-Library Non-Tenure-Track Faculty FAQs on Promotion Procedures

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This PDF is a list of Frequently Asked Questions about the procedures for promotion of non-library faculty who have a non-tenure-track appointment. These questions refer to procedures that are applicable to NTT faculty members at the rank of "Associate Professor" and above.

Faculty who are at the rank of "Assistant Professor" (non-tenure-track, whether library faculty or non-library) should refer to the "Short Form" policy to understand the procedures relevant to this rank: Information about the "Short Form"


FAQs:  Non-Library Promotion Instructions for Non-Tenure Track Faculty (PINs):

One of the first and most important things you can do is to understand the procedures related to promotion.  Read carefully the Promotion Instructions and understand your responsibilities — they are clearly set forth in the Instructions.

1. I’ve been at the assistant professor rank and want to be promoted.  How should I approach it?

The first step is to review the Promotion Instructions for Non-Library Faculty carefully.  They set forth all steps of the process.

Having a conversation with your Chair, PI and/or senior colleagues about your desire to be promoted is recommended. 


2. When can I be considered for promotion?

The Promotion Instructions provide that, if you have been in rank for six or more years and haven’t been evaluated for at least four years, you may request consideration for promotion under “rank review.”  This means that you can self-initiate a promotion evaluation.  Candidates are required to be notified when eligible for rank-review.

A department or unit may initiate a promotion consideration at any time.  Though you may have a right to self-initiate a promotion, a conversation with the department may lead to the department or dean’s office initiating the consideration.


3. What is a promotion “packet”?

A candidate’s promotion packet consists of a completed NTT Form 1 and other Forms required and appropriate to the consideration (as set forth in the Promotion Instructions), confidential letters (if any), the candidate’s current appointment letter, a copy of the criteria posted by the department and/or unit, the candidate’s c.v., a personal statement, supplementary materials that correspond to the items listed on Form 1.


4. Should I submit a personal statement?

Though a personal statement isn’t required, it’s highly recommended that you include one.  It’s the one place in the packet where you can provide a narrative that explains your work and accomplishments. It allows you to put the pieces together for those who may not understand the nature of your appointment or have any particular knowledge or expertise within your field. 


5. When will I be required to submit materials?

Each faculty member who is to be considered for promotion will be notified at least thirty (30) days in advance that the consideration will take place.  The timing of promotion evaluations will depend on the schedule set forth by the department/unit.  A candidate shall have no fewer than 30 days’ notice that materials are due.


6. I’ve submitted my NTT Form 1, what happens next?

A departmental committee of at least six faculty members at or above the rank for which the candidate is being considered meets to evaluate the candidacy. 


7. Are confidential letters required for my evaluation? If so, how many?

External letters are not required for NTTs with appointments in the Teaching Title Series.  However a department/unit may choose to solicit up to a total of four confidential letters of evaluation from qualified persons internal and/or external to the University. 

A minimum of four letters are required for faculty with appointments in Clinical, Law, Professional Practice, Research, Extension, and as County Agents. 


8. Can I suggest potential outside letter writers?

Yes – and you should do so by providing the Chair with information related to the suggested referee (name, rank, institution, related expertise) and why that referee is an appropriate one.  Chairs are required to consult with the candidate about appropriate experts in his/her field of study in developing lists of appropriate referees to submit to the Dean.  Final selection of referees are made by the Chair and Dean and remain confidential. The candidate will not know what referees are solicited.  If there’s a dispute between the Chair and Dean as to appropriate referees, a Chair is neither obliged to solicit, nor prohibited from soliciting, any particular referee. 


9. Can I add materials to my packet after the process commences?

Yes – but only if the Chair agrees that a significant change has occurred and that such change has occurred since the initiation of the evaluation.  Section H of the Instructions sets forth the rules related to additions to the packet.  Accepted additions are distributed to all earlier levels of review.  However, no additions to the packet may be submitted within 10 working days before the packet is due to the chancellor.


 10. Are NTTs included on the departmental committee?

The Instructions provide that NTTs may participate at the department’s discretion.  The departmental committee, also referred to as the “appropriate peer group”, may include NTTs at or above the rank for which the candidate is being considered.  For example, the peer group for a candidate being considered for promotion from the Associate rank to the full Professor rank would require that the peer group only include those faculty at the rank of full Professor or above.

A department’s determination with regard to what constitutes an appropriate peer group for NTT considerations must be consistent and, if NTTs are included at the departmental level (i.e., accorded “voting rights”) for one candidacy they must be included for other like candidacies. 


11. I’m at the rank of Assistant Professor and being considered for promotion to Associate Professor.  Who will participate in the departmental review?

The Tenured faculty at the rank of Associate Professor together with NTT faculty at the rank of Associate Professor (if NTTs are permitted, i.e., given voting rights, by the department to participate in NTT promotion deliberations.) 

Section C of the Instructions provides that departmental committee “may include NTT members, as determined by the department.  Such determination shall apply to all NTT promotion cases under review by that department during the promotion cycle.” 

Section I of the Instructions describes departmental committees is as the “appropriate peer group”.  If NTTs are allowed by a department to participate in NTT promotion evaluations they are considered to have voting rights and are included as appropriate peer group.


12. I’m being considered for promotion to the rank of full professor, will my Department Chair, who is a tenured Associate Professor, vote on my candidacy?

No.  The Promotion Instructions provide that, even though the Chair will attend and may participate in deliberations, in addition to shepherding the packet through the departmental process, he/she will not be permitted a vote on a candidacy to a rank above his/her own.


13. What happens during a departmental review? 

The Chair convenes a meeting and the appropriate peer group meets to review the materials submitted.  The Chair has a responsibility to ensure that a “thorough rigorous and appropriately informed process of evaluation take place.” 


14. Does the department present a written evaluation?

Yes.  The department is required to prepare a report reflecting “both majority and minority views if there is a division, describing the candidate’s contributions to collaborative efforts and adding any explanatory commentary the chair deems necessary for later levels to understand the departmental proceedings and viewpoints.”   All participants in the evaluation are to be afforded an opportunity to review a draft of the Chair’s report prior to finalizing and submitting to the Dean’s office.


15. Does the department have to notify me when their review is concluded?

Yes.  The Chair must notify the candidate in writing of the recommendation of the department within five working days after the department has met and voted.  This is the only notice a candidate receives prior to receiving notice of the final action from the dean.


16. If I’m informed that the department is not recommending promotion, what should I do?

Have a frank discussion with the Chair and/or senior members of the department in order to have a full understanding of the department’s views about your record.  The instructions provide that “prior to consideration by the Advisory Committee on Appointments and Promotions, the promotion evaluation of any candidate may be withdrawn by mutual consent of the candidate and department chair after the chair consults with both the candidate and the appropriate voting members of the department. Withdrawal after a candidate has requested promotion evaluation and signed Form 1 constitutes an evaluation for purposes of determining the four-year period: see Section C of the Instructions. In the event of a decision to withdraw, the department chair shall advise the dean, in writing, of the decision, with a copy of the letter sent to the campus chancellor.”


17. Is a vote taken?   Will I know how individuals voted?

A vote is taken and recorded on NTT Form 4.  Form 4 provides the department’s written assessment/report and also indicates the number of members recommending promotion, not recommending promotion or abstaining from the vote.  Though the numbers are provided, how an individual voted is not. 


18. What happens after the department evaluates my packet?

The department forwards the packet to the dean — a packet that now includes a written evaluation and recommendation of the department.  The dean then forwards the packet to the appropriate Advisory Committee on Appointments and Promotions (A&P).


19. What is the role of the A&P committee?

The A&P committee is advisory to the dean.  It is charged with conducting an independent and substantive evaluation of the candidacy as presented in the packet.  The committee’s evaluation is recorded in a detailed report to the dean.


20. Will I know who participated on the A&P committee evaluating my packet?

The memorandum from the A&P Committee will include the names of all members of the committee and indicate the date of the meeting.


21. Will the A&P include members of my department?

If a member of your department is appointed to the unit’s A&P Committee and did not participate at the departmental level he/she may participate at the level of the A&P.  An evaluator may participate at only one level of review. 


22. Will the A&P meet with my department chair?

The A&P has discretion to invite the department chair to meet to amplify the department’s report.  It’s up to the committee whether or not they wish to discuss the candidacy with the Chair.


23. What happens after the A&P committee meets?  Will I know what the committee’s recommendation is?

The A&P committee will provide a written memorandum to the dean as noted above.  You will not receive any formal notice of the A&P committee’s recommendation.  You will, however, see the committee’s written assessment when the packet is returned to you after conclusion of the evaluation process.


24. What does the dean consider in his/her review?

Like all other levels of review, the dean is charged with evaluating the candidacy in accord with the appropriate criteria and through an assessment of the candidate’s accomplishments as set forth in the packet.  The dean has primary responsibility for ensuring the quality and rigor of evaluations and for conducting a “thorough, rigorous and appropriately informed process of evaluation.”  In addition to the material submitted in the packet at the beginning of the process, the dean will also have and consider the written recommendations of the department and A&P committee.


25. Will the dean meet with my chair during the evaluation?

The dean is required to meet with the chair only in cases where he/she intends to make a recommendation different from that of the department.  There is no prohibition, though, against the dean discussing the candidacy with the chair at any time.


26. Is the dean the final level of review?

In cases where the department and dean’s level of review are both negative (and the case is not proceeding under “rank review”), the dean is the final decision maker.  In all other cases, the Chancellor is the final decision maker and notifies the dean of his/her decision.  The Dean is then charged with notifying candidates of the final decision within ten working days of receipt of notification by the Chancellor’s office.


27. Will I have an opportunity to meet with the dean about my evaluation?

The instructions provide that, in cases where the decision is negative, the dean is required to invite the candidate to meet following the review.


28. If I have a joint appointment, how will my review be conducted?

The chair of the primary department will have responsibility for the evaluation in consultation with the chair of the secondary department.  Details with regard to the evaluation of joint appointments is found in Section P of the Instructions for Non-Library Faculty (Section P is on pages 13-14).


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