Guidelines and Procedures

OSU Promotion and Tenure

COE Promotion and Tenure

CCE Promotion and Tenure

These guidelines supplement the Oregon State University Promotion and Tenure Guidelines found in the OSU Faculty Handbook here:

Specific deadlines for the promotion and tenure process varies from year to year. Typically the candidate, in consultation with the School Head, will decide to move their case forward in the Spring term to begin preparation. The candidate should have their portion of the dossier completed and ready for submission by the end of June. All dossiers are generally due to the College from the School in June for tenure and/or promotion or in January for mid-tenure. Specific calendar dates are provided by the University and should be consulted.

  1. The School Promotion and Tenure Committee (SPTC) will consist of all tenured faculty in the School.
  2. Faculty eligible to vote on each case are defined in the OSU Faculty Handbook.
  3. For each promotion and tenure case, an Ad-Hoc Sub-Committee (AHSC) will be formed to present the candidate’s dossier, to solicit input on the strengths and weaknesses of each candidate, and to write the draft letter for the dossier on behalf of the SPTC representing the strengths and weaknesses of the candidate as well as the outcome of the vote. The School Head will appoint the Ad-Hoc Sub-Committee, as well as its Chair. The AHSC will consist of at least 3 members representing a diverse group of the SPTC. The AHSC will generally consist of one member knowledgeable in the candidate’s general area of expertise, one at large member, and a chair of the committee. The AHSC will normally be composed of eligible SPTC voting members for each case; however, the Chair will appoint non-voting SPTC members, or experts from outside the SPTC, if needed in order to provide representation of the candidate’s general area of expertise on the AHSC. The School Head will present the members of the AHSC with the SPTC at a faculty meeting.
  4. External letters of evaluation will be solicited by the School Head. The School Head will select at least 3 evaluators from a list provided by the candidate. The remaining letters will be selected by the School Head with input from the SPTC members.
  5. Student letters of evaluation will be solicited by the School Head. The School Head will select at least 3 evaluators from a list provided by the candidate. The remaining letters will be selected by the School Head with input from the AHSC members familiar with the candidates teaching. The School Head will share the final list of student evaluators with the AHSC and evaluators will be finalized at that time. Student groups will be asked to provide a summary of the individual student letters.
  6. The School Head will appoint a teaching evaluation committee (TEC) to provide an annual review of Assistant Professors and biennial review of Associate Professors to conduct a peer evaluation of the candidate’s teaching; a summary of these observations will be included in the dossier.
  7. The complete dossier, including all external letters, will only be available for review by the AHSC and the eligible voting members for each case.
  8. The AHSC will present a summary of the candidate’s dossier at a meeting of both the eligible SPTC voting members and School faculty at the same academic rank as the candidate. The purpose of this presentation is to promote an open process to provide an overview of the candidate’s case and to solicit broad input on the candidate’s promotion case from beyond just eligible SPTC voting members. The focus of this presentation will be on the candidate’s scholarly activities, teaching, and service as presented in the dossier. Only the consensus of external and student reviewer letters will be presented, i.e. do they overall support promotion and tenure or not. No direct quotes or information about the reviewers will be discussed or presented and care will be taken to make sure reviewers are not identified in the letter. Following this presentation, the AHSC and eligible SPTC voting members will have a meeting to discuss the merits of the case and to develop a letter.
  9. All eligible faculty will have one week to vote on the case following the AHSC and SPTC meeting. The vote will be by secret ballot and will be counted by the AHSC or their designates.
  10. The SPTC letter for the candidates’ dossier will include the SPTC vote tally for the candidate. In the case that the candidate does not get at least 2/3 of the eligible faculty voting in favor of promotion or tenure, the dissenting faculty have the option to include a single letter in the dossier that explains their reasons for the dissent.
  11. A statement will be added to the letter stating that signatures on the letter is intended to affirm that the letter reflects the vote and discussion by the SPTC.
  12. After completion of the SPTC letter, the School Head’s evaluation will be conducted.
  13. The candidate will review the SPTC letter and School Head’s letter.

These guidelines were approved by CCE faculty by a majority vote at a meeting of tenured faculty, tenure-track faculty, and instructors on June 3, 2016.