2020-2021 Tenure & Promotion Procedures

January 2020

• Dean’s Office notifies chairs who must be a candidate in the next academic year, no later than January 2020
• Chairs determine who must be evaluated for the next academic year. 
• Chairs determine any early tenure promotion cases. 
• Chairs determine “rank review” candidates (Associate to Full Professor, Full to Distinguished). 

February 2020

• Dean’s Office hosts 2020-2021 Tenure and Promotion Workshop.

February/March 2020

• Chairs finalize candidates for 2020-2021 review cycle. 
• Chairs discuss appropriate external referees with candidates. 
• Chairs discuss external referees with Associate Dean, Dr. Naomi Marmorstein. 
• Chairs submit External Reviewer Approval Requests to Dr. Marmorstein for approval [External Reviewer Process].
• Once potential referee list is approved, chairs send preliminary solicitation letter to external referees. Please see sample letter in APPENDIX G [DOCX]

April 2020

• Chairs send 30-Day Notification Letters to candidates by May 1st. Sample letters can be found here and in APPENDIX F-1 [DOCX] or APPENDIX F-2 [DOCX]
• Candidate, in coordination with department chair, compile review documents to go to external reviewers. 

May/July 2020 

• Chairs send formal solicitation letters to external referees using sample solicitation letters. Please note that changes to solicitation letters must be approved by the dean and chancellor. Please see the sample letter in APPENDIX G-1 [DOCX], APPENDIX G-II [DOCX], and APPENDIX G-2 [DOCX].
• Chairs send selected research materials and personal statement, if candidate desires, to external referees. 
• Dean’s Office will send list of candidates for reappointment, tenure and/or promotion to Executive Vice President for Academic Affairs by June 1. 
• Dean’s Office notifies the chair regarding eligible departmental reviewers for the upcoming year. 
• If applicable, department ad hoc committee members are appointed by the Dean/Associate Dean of Faculty Affairs.
• Dean’s Office notifies the candidate who will be on their departmental review committee. 
• Candidates send DRAFT Form 1-a [DOCX] /Form 1-b [DOCX] to the Dean’s Office/Academic Labor Relations for initial review; candidate may be asked to provide revisions to the initial review. Candidates may leave the teaching grid blank at this stage. 

August 2020 

• Chairs obtain the inventoried Supplemental Materials from each candidate as indexed in APPENDIX H [DOCX]. 
• Center for Teaching Advancement and Assessment Research will send teaching grids for units for inclusion in Form 1-a [DOCX] /Form 1-b [DOCX]. Please include fall semester courses, but leave the evaluation section blank. 
• Candidate completes applicable Form 1-a [DOCX] or Form 1-b [DOCX]. Please note that the suggested and preferred method to generate Reappointment/Promotion Form 1-a/Form 1-b is by updating the Faculty Survey online. Questions regarding the Faculty Survey should be directed to Mr. Tin Lam (732-432-7206 x 233 tinlt@irap.rutgers.edu). 

September 2020 

• Chairs verify that confidential letters are received from external referees prior to the departmental meeting on each case.  
• Chairs complete Form 3 [DOCX] (Report on External Confidential Letters) and Form 3-a [DOCX] (Confidential Letter Cover Sheet) for each reviewer.
• Chairs consult with tenured members of the department to determine whether to have a reading committee 
• For joint appointees, the chair will obtain report from secondary department, unit or program, if applicable. 
• Chairs schedule and run departmental meetings. Only faculty who are physically present at the meetings in which the candidate is considered are to be accorded a vote. 
• Chairs write Departmental Narrative (Form 4 [DOCX]) in consultation with department colleagues. 
• Chairs submit Departmental Narrative to the Dean’s Office by Friday, September 18, 2020. 
• The chairs notify candidate, in writing, of the department’s action within 5 working days of department meeting. 

September 21  – October 2, 2020

• A&P Committee reviews candidate’s official packet and may consult with the dean. Only those committee members who are physically present at the A&P meeting in which the candidate is considered shall participate in the review of the candidate. 
• The A&P Committee’s written report and recommendation are due to the dean by Monday, October 5, 2020

October 5 – October 12, 2020 

• Dean’s Narrative (Form 5 [DOCX]) is completed. 
• Dean notifies candidate within 10 days of final decision on reappointment with tenure, and promotions involving tenured ranks, where both the department and decanal levels are negative, excluding cases being considered under rank review provision. 
• The Dean’s Office sends packet to Chancellor’s Office for final review by October 15, 2020

November 1, 2020 – One copy of the original packet is submitted to the Office of the Executive Vice President for Academic Affairs, Old Queens, Room 302 by the Chancellor’s Office.

January (after the start of Spring Semester), February, March, April 2021

• Promotion Review Committee (PRC) meets on a weekly basis. 
• Supplemental Materials may be requested by PRC. 

April or June 2021

• President makes recommendations to the Board of Governors. 
• Chancellor in Camden notifies deans of decisions on promotions of tenured ranks. 
• Dean notifies department chair of decisions.
• Candidates are notified of decision by chair.

General Instructions may be found on the Academic Labor Relations Website. 

1. External Reviewer Approval Form [External Reviewer Approval Request Process]
2. APPENDIX G [DOCX] (Preliminary Solicitation Letter)
3. APPENDIX G-1 [DOCX] APPENDIX G-II [DOCX], or APPENDIX G-2 [DOCX] (Solicitation Letters) – Note Appendix G-1 and Appendix G-2 include letters for those under the Ten Year rule.
4. Form 2 [DOCX] (Criteria Applicable to this Candidate)
5. Form 3 [DOCX] (Report on External Confidential Letters)
6. Form 3-a [DOCX] (Confidential Letter Cover Sheet)
7. Form 4 [DOCX] (Narrative Summary of Departmental Recommendation)
8. APPENDIX H [DOCX] (Sample – Inventory Listing of Materials to be Included in Packets for Reappointment or Promotion)

General Instructions may be found on the Academic Labor Relations Website.

1. Form 1-a [DOCX]  (General Teaching/Research Faculty) or Form 1-b [DOCX] (Faculty in the Creative or Performing Arts)
2. Form 2 [DOCX] (Criteria Applicable to this Candidate)
3. Personal Statement
4. Current C.V.
5. APPENDIX H [DOCX] (Sample – Inventory Listing of Materials to be Included in Packets for Reappointment or Promotion)
6. Supplemental Materials (including, but not limited to)
   1. Documentation of research accomplishments
   2. Teaching Portfolio (Optional)

The list below is an example of documents that the candidate may choose to include in a teaching portfolio (if they decide to offer one). Candidates may also include other documentation that they deem appropriate. For recommendations regarding teaching portfolios, please visit the CTAAR Teaching and Assessment website.

1. A teaching statement (including the candidate’s teaching philosophy and some discussion of how this philosophy is evident in his/her teaching
2. Course information and materials
   1. Statement of teaching responsibilities (which courses have been taught, in what format and at what levels)
   2. Sample syllabi (may also include other course materials, such as instructions for key assignments and/or assessments, but those are not required
3. Peer observation(s) of teaching: at least 2, in separate semesters, prior to tenure; at least 1 per period of evaluation after that (e.g., tenure, promotion to full professor)
4. Evidence of teaching success: SIRS scores; in addition, one or more of the following is recommended (may include other indications of success other than those listed below)
   1. Selected student comments from the SIRS
   2. Other student feedback that has been obtained by the candidate or department chair
   3. Documentation of receipt of a teaching award
   4. Conference presentation or publication related to teaching
   5. Evidence of excellence in mentoring (e.g., conference presentation co-authored with a student, student mentee accomplishments)
   6. Diversity statement
5. Statement of goals for teaching: for example, plans for achieving continuous improvement, plans to develop or revise course(s), plans to learn about and implement new teaching techniques

1. Form 5 [DOCX] (Narrative Summary of Dean’s Recommendation)

1. Form 1-a/Form 1-b (signed, dated, original signatures, one sided, no staples or hole punches)
2. Form 2 (signed, dated)
3. Form 3 (one sided)
4. Form 3-a (one sided)
5. External Review Letter that corresponds to form 3-a (date stamped with date received and numbered as listed on form 3)
6. Repeat 4 and 5 until all of the external review letters and form 3-a have been included
7. Form 4 (signed, dated, original signatures, one sided, no staples or hole punches)
8. Personal Statement (one sided, no staples or hole punches)
9. CV (one sided, no staples or hole punches)
10. Appendix H – Listing everything that is in the supplemental materials
11. Supplemental Materials (including, but not limited to)
    1. Documentation of research accomplishments
    2. Teaching Portfolio

Please remember that all forms require original, non-electronic signatures. 

External Reviewers:

• External reviewers should ideally be at the rank of Full Professor or above for tenure cases and MUST be Full of higher for promotions to Professor I
• Limit Associate Professor external reviewers to 1, if possible (tenure cases only)
• Provide a justification for the selection of any Associate Professor as an external reviewer
• External reviewers should be on the faculty at peer institutions or higher
• External reviewers should not be collaborators with candidates (e.g., co-authors)
• Chairs should determine the nature of any professional relationship between candidate and external reviewer (e.g., organized conference together, post-docs in same department or lab)
• The PRC discourages letters form a candidate’s dissertation director and has indicated it will not consider such letters as “independent.”
• Candidates can suggest potential external reviewers (though this should be a small number)
• RU procedures require the chair disclose who identified or suggested each external reviewer—the candidate or the chair or colleagues

External Letters:

• Aim to secure approximately 9 external letters (by RU policy, dossiers with fewer than 7 cannot proceed)
• ALL letters (including electronic ones) must be printed on the reviewer’s institutional letterhead
• All letters, including electronic ones, MUST be signed (e-signatures are acceptable)
• Be sure to date- and time-stamp any hard copy letters received
• Be sure that the date-stamp on the hard copy letters matches Form 3 [DOCX].

Form 1-a/1-b

• If a section does not apply to you, please add N/A where the answer(s) should go. This will stop us from chasing you down for information that does not exist. If you have put N/A – please double check that is correct and you have not missed something.
• If it is on your CV it should be on your Form 1a – you cannot add it later. When you are sure you have included everything, take a break then go back and check again.
• Works in Progress – make sure to include ALL the projects you are working on. If they are listed on Form 1 you can update them should they suddenly come to fruition; if they are not listed on Form 1a they cannot be added later
• If you have information that does not seem to fit in any of the sections listed under the 3 areas (Scholarship, Teaching, Service), list that under the heading “Other” in the appropriate area (Scholarship, Teaching, Service).
• Remember to include the Fall 2020 classes you will be teaching, and account for every semester in the teaching grid.
• Remember, Scholarship and Service sections should cover your entire record (no date restrictions); most of the Teaching section will cover the entire period too, except for the teaching grid and question 3 (independent study supervision).

Departmental Review:

A minimum of six tenured faculty members at or above the rank for which candidates are to be considered for reappointment or promotion are required to vote on the recommendation with respect to each candidate. All must be physically present to vote.

Guidelines related to the inclusion of engaged scholarship in applications for tenure and promotion can be found at: Publicly Engaged Scholarship Guidelines (Fall 2019)

Please note that these are intended as guidelines, not university policy.

All of the forms and University information pertaining to tenure and promotion may be found on the Academic Labor Relations Website (https://academiclaborrelations.rutgers.edu/academic-appointmentspromotions/academic-reappointmentspromotions-tenured-and-tenure-track-faculty) and below:

2020-2021 Instructions for Academic Reappointment/Promotion Instructions for Tenured and Tenure-Track Faculty (non-libraries) in the AAUP-AFT Negotiations Unit

2020-2021 Appendices tenured and tenure-track

2019-2020 Promotion Packet Timetable

External Reviewer Approval Form

Form 1-a [DOCX]  – For General Teaching/Research Faculty

Form 1-b [DOCX] – For Faculty in the Creative or Performing Arts

Form 2 [DOCX] – Criteria Applicable to this Candidate

Form 3 [DOCX] – Report on External Confidential Letters

Form 3-a [DOCX] – Confidential Letter Cover Sheet

APPENDIX G [DOCX]– Preliminary Solicitation Letter

APPENDIX G-1 [DOCX], APPENDIX G-II [DOCX], or APPENDIX G-2 [DOCX] – Solicitation Letters

Form 4 [DOCX] – Narrative Summary of Departmental Recommendation

Form 5 [DOCX] – Narrative Summary of Dean’s Recommendation

APPENDIX H [DOCX] – Sample Inventory Listing of Materials to be Included in Packets for Reappointment or Promotion

AAUP-AFT Union FAQs may be found here: http://www.rutgersaaup.org/sites/default/files/images/17-FAQs-Promotion.pdf

1. When does CTAAR generate my faculty teaching grid?
   1. For promotion cases, August
   2. For reappointment cases, November
   3. For NTT, December
2. Who pays for research materials that will be sent to external reviewers?
   1. Typically, the department may utilize their discretionary funds.
3. What is the acceptable format for the external reviewer letters?
   1. Original letters with signatures are preferable. However, the following variations may be acceptable.
      1) Email letter, on letterhead with electronic signature
      2) Email letter, on letterhead NOT signed – include 1st page of email after the letter
      3) Email letter NOT on letterhead, but signed – include 1st page of email after the letter
      4) Email letter, NOT on letterhead and NOT signed – include 1st page of email after the letter

If you have additional questions, please feel free to contact the Dean’s Office (856) 225-6097.

Academic Labor Relations: https://academiclaborrelations.rutgers.edu/
Faculty Survey: https://oirapapps.rutgers.edu/facsurv/
Committee Assignments: https://fas.camden.rutgers.edu/committee-assignments/
General Instructions: https://academiclaborrelations.rutgers.edu/sites/default/files/FINAL.2020-2021%20Instructions%20Tenured%20and%20Tenure%20Track%20Academic%20Reappointment%20Promotion..pdf
FASC Faculty Affairs website: https://fas.camden.rutgers.edu/faculty/faculty-resources/faculty-affairs/
AAUP-AFT Union Website: https://www.rutgersaaup.org/
Academic Appointments Manual: https://academiclaborrelations.rutgers.edu/academic-appointments-manual/academic-appointments-manual
2018-2022 Faculty Union Contract: https://academiclaborrelations.rutgers.edu/sites/default/files/AAUP-AFT%20Agreement%202018-2022_Final.pdf

Dr. Naomi Marmorstein
Associate Dean for Faculty Affairs
Phone: (856) 225-6434
Email: marmorst@camden.rutgers.edu 

Andrea Ohrenich
Senior Administrative Assistant
Phone: (856) 225-2969
Email: ango@camden.rutgers.edu

Bethany Lawton
Assistant Dean III
Phone: (856) 225-6971
Email: bethany.lawton@rutgers.edu

Tin Lam
Faculty Survey Administrator
Phone: 732-432-7206 X 233
Email: tinlt@irap.rutgers.edu 

60.5.2 ACADEMIC TITLES AND RANK EQUIVALENCIES FOR TENURED, TENURE-TRACK, AND NON-TENURE TRACK FACULTY 

60.5.10 FACULTY TERM APPOINTMENTS 

60.5.13 ACADEMIC TENURE

60.5.14 CRITERIA FOR ACADEMIC APPOINTMENTS, REAPPOINTMENTS AND PROMOTIONS

60.5.15 APPLICATION OF CRITERIA FOR ACADEMIC APPOINTMENTS, REAPPOINTMENTS AND PROMOTIONS 

60.5.16 PROMOTION TO ASSOCIATE PROFESSOR OR EQUIVALENT RANKS 

60.5.17 PROMOTION TO PROFESSOR, DISTINGUISHED PROFESSOR, OR EQUIVALENT RANKS 

60.5.19 RETIREMENT OF CERTAIN ACADEMIC ADMINISTRATORS