4.4.4 Candidate’s Rights and Responsibilities

Faculty members have the right and responsibility to know all relevant departmental, college and University promotion criteria, policies, and practices. They should exercise this right at the earliest possible time and should plan their academic development and activities with the guidelines in mind.

A faculty member has the right to apply for promotion in any academic year (subject to the "Promotion Process Schedule"). However, tenure-track faculty in their terminal year may not apply for promotion. Candidates must compile a record sufficient to warrant promotion prior to starting this process. Each candidate will submit a promotion dossier to the department in accordance with the "Promotion Process Schedule." This dossier is the basis of promotion decisions and it is the responsibility of the candidate to prepare an organized and cogent dossier, representing the case for promotion as well as possible. The organization of the dossier is described in "Promotion Dossiers." (Rev. 5/2016)

A candidate for promotion has the sole right to withdraw from the promotion process at any step. Otherwise, after review, the dossier is transmitted to the next level.

A candidate for promotion will be provided the written recommendations of each reviewing body--department committee, chairperson, college committee, dean, University Promotions and Tenure Committee, and Provost. All recommendations by such bodies must be justified as completely as possible.

Keeping in mind the "Promotion Process Schedule" which requires that dossiers be submitted for departmental review, a candidate has the responsibility to consult with the department chairperson, promotion committees or any other appropriate person regarding the content and preparation of the dossier.

Other than letters from solicited peer reviewers and those individuals in the promotion ladder shown above, only materials approved by the candidate may be added to the dossier after its submission by the candidate. These materials might be recent publications or journal acceptances and may be added to the dossier at any time during the promotion process. Candidates must document by means of a dated cover note as having given specific permission for any additions to the dossier after the September 1 submission deadline. (Rev. 5/2016)

Appeals are  possible at every level, but must be made to the committee or administrator whose decision is being appealed. Appeals are typically made on the grounds of procedural irregularities, the interpretation of evidence in the dossier, or the introduction of new evidence. An intention to appeal must be given to the appropriate body within five working days of notification of the decision. An appeal includes: (1) a letter documenting the basis of the appeal, usually written by the candidate; and (2) a scheduled meeting with the appropriate person or committee. It is strongly recommended that the candidate attend the appeal meeting. Representatives of the candidate can also attend and participate in the appeal meeting. Appeals must be handled within two weeks, except under extenuating circumstances. The University Faculty Senate Committee on Promotions and Tenure will hear no appeals beyond March 1, and the Provost's Office will hear no appeals beyond April 15. Any appeals not heard by these dates must be carried over to the following academic year. (Rev. Fac. Sen 2/98; 5/2016)  (Rev 11/18)

Any appeals by the candidate will also be added to the dossier, along with any rebuttals from the appropriate committee or individual in the promotion ladder.