Faculty Promotion Guidelines for Regional Campuses

These promotion guidelines contain information to assist regional campuses with faculty promotion. This includes a checklist for faculty promotion casebooks, an outline of procedures for faculty promotions, and recommendations for instructional promotions. Examples of the promotional materials requested below are available from the Office of the Provost.

Checklist for Faculty Promotion Casebooks

Please submit the following materials from your campus in two sets of 3-ring binders, with dividers delineating each individual recommendation for promotion and addressing each of the items listed below.

Please submit by March 1 to:

Diane Vasquez
HR Strategy and Planning
4021 Wolverine Tower 1281

1. Summary Cover Memorandum from Chancellor

  • The Chancellor should include a summary cover memorandum indicating the names of all individuals recommended and the promotion action recommended.
  • For faculty holding joint appointments, please include recommendations from the tenure as well as the courtesy home(s). Please provide an explanation when only part of a faculty member's appointment is being evaluated for promotion.

2. Unit Criteria for Evaluation of Teaching, Research/Scholarship, and Service

  • Please address how your schools and the various promoting departments define and evaluate teaching, research, and service in their areas. If there are material differences in the criteria used by different schools to evaluate candidates for promotion, please describe these (e.g., in some disciplines external funding is an important criterion; in others, it is irrelevant).

3. Documentation for each Candidate

  1. Promotion Recommendation - See Attachment E
    1. This document should present a brief assessment of the overall performance and achievements of the individual being recommended.
    2. Include information about the individual's contribution in the context of the unit's mission
  2. Summary Letter from the Dean
    1. This assessment should be written from an evaluative, not an advocacy, perspective and should present a balanced summary of the case.
    2. Please highlight and discuss in detail any special circumstances concerning this individual, e.g., early promotion requests.
    3. It is important that non-traditional forms of scholarly production are given as much scrutiny as the more traditional/disciplinary work. Moreover, we want to ensure that individuals receive full credit for their contributions to interdisciplinary and/or collaborative scholarly projects.
    4. Describe the outcome of the promotion review at each stage of evaluation in the unit. For cases in which a favorable decision was made only after careful consideration of strengths and weaknesses, please summarize the evaluative comments of the unit's promotion review committee and/or executive committee.
    5. Explain your reasons for recommending promotion, and tenure (if appropriate).
  3. Curriculum Vitae
    1. Please be sure to check the accuracy, completeness and timeliness of the information in the curriculum vitae, e.g., that publications listed as "in press" are really in press and that the degrees indicated have been awarded.
  4. Documentation of Teaching Effectiveness
    1. While we recognize that different cultures prevail in different units with respect to the nature and the evaluation of teaching, the University places a high value on providing students with an outstanding educational experience. We therefore strongly encourage units to develop and utilize teaching portfolios. See Attachment F.
  5. Documentation of Service (optional)
  6. Sample of Letter Sent to External Reviewers to Solicit Recommendations
    1. Please include a copy of the solicitation letter. For legal reasons, we strongly encourage you to use. Attachment G.
  7. Brief Description of the Credentials of External Reviewers and their Relationship to the Candidate - Attachment H
  8. Evaluation Letters by all External Reviewers (at least five are required)
    1. All of the external review letters must be included. These should be from reviewers above the rank of the candidate being considered. If the circumstances necessitate letters from out-of-rank reviewers, those should be explained.
    2. We urge you to stress with your deans that the external letters should be truly evaluative. While letters from persons who have served as a candidate's thesis adviser or major collaborator can be especially helpful (because they can be presumed to have a good sense of both the person and the work), it is also true that their own reputations are involved in the work being evaluated. If such letters are included, they must be in addition to the minimum requirement of five. Letters from persons who may be unknown to the candidate but who may have a clear sense of the significance of the research are of greater value.
  9. Internal Review Letters
    1. Internal review letters are not required, although they may be helpful if they are from faculty in other units who can attest to the value of a faculty member's work, particularly interdisciplinary and non-standard work and scholarship that may be difficult to assess using traditional assessment tools.
  10. Evaluative Comments of the Unit's Executive Committee (optional)

4. Original Promotion Recommendations

  • The original signed Promotion Recommendations for instructional faculty should accompany the binders in a separate envelope or folder. If you have questions, please contact Diane Vasquez at 763-6789 for clarification.
  • The promotion recommendation is a summary document. Please note that all supporting documentation should be retained in each candidate's departmental personnel file for six years beyond the current fiscal year.

5. Non-Discrimination Review of Promotion and Tenure Decisions

  • The University is committed to ensuring that all individuals are treated fairly and that persons of color and women are not disadvantaged because of their race or gender. In reviewing faculty for promotions, schools and colleges are reminded of these responsibilities, and are encouraged to consider such promotions carefully to assure that neither rank nor tenure relationships are affected negatively by considerations of gender or race.
  • Use Attachment B for each individual formally reviewed at the department level or above (see memo). (Use either names or social security numbers; these documents will be accorded complete confidentiality.) Indicate the results of the school/college reviews.
  • These forms for all individuals should accompany the binders in a separate envelope or folder.
  • Your timely cooperation in gathering the requested promotion and tenure information is necessary to meet our non-discrimination commitments. If you have any questions regarding these procedures, please contact Diane Vasquez at (734) 763-6789.

Outline Of Procedures For Faculty Promotions

  • Academic HR Services collects and forwards all instructional promotion recommendations to the President for review prior to submission to the Regents.
  • Submit two copies of your promotion and tenure recommendations to Diane Vasquez (4021 Wolverine Tower 1281) by March 1. The effective date for these promotions will be September 1.
  • To the extent possible, the university brings to the Board of Regents all recommendations for promotion in academic rank in May of each year. In addition to reviewing individual promotions for instructional faculty, this affords the Regents an opportunity to review the overall promotional pattern for faculty in the university. It is also desirable for promotions to be considered by the various units in a group to insure that a common frame of reference will be used in making decisions.
  • The approval and signature of the dean of the school/college and chancellor is required on all recommended promotions.
  • Promotion recommendations for individuals holding joint regular faculty (not adjunct) appointments should be handled simultaneously by all units and require the signatures of the Deans from all schools/colleges where the individuals hold instructional appointments, even if those are dry appointments. If the individual is not recommended for promotion in the other unit, the recommendation should be accompanied by a note from the other dean(s), stating that.

Recommendations for Instructional Promotions

These recommendations are to assist staff at regional campuses in preparing the casebooks that are presented to the President's Office in final form for instructional promotions. There are changes this year, so please read the enclosed packet carefully.

Please submit all materials from your campus in three 3-ring binders, with dividers delineating each recommendation. The original signed promotion recommendations should accompany these binders in a separate envelope or folder.

Note: It is very important to check the binders side-by-side to make sure they match exactly.

Contents of Binder 1

  1. Original summary cover memorandum from Chancellor and from dean(s)
  2. Unit's criteria for evaluation
  3. For each candidate, have a divider and
    1. Copy of promotion recommendation
    2. Original summary letter from Chancellor (new this year)
    3. Candidate's original curriculum vitae
    4. Documentation of teaching effectiveness
    5. Documentation of service (optional)
    6. Copy of solicitation letter
    7. Credentials of external reviewers
    8. ALL original external evaluation letters (must be at least five letters)
    9. ALL original internal review letters (optional)

Contents of Binder 2

  1. Copy of summary cover memorandum from Dean and from dean(s)
  2. Copy of unit's criteria for evaluation
  3. For each candidate, have a divider and
    1. Copy of promotion recommendation
    2. Copy of summary letter from Chancellor
    3. Copy of candidate's curriculum vita
    4. Copy of documentation of teaching effectiveness
    5. Copy of documentation of service
    6. Copy of solicitation letter
    7. Credentials of external reviewers
    8. Copy of all external evaluation letters
    9. Copy of all internal review letters

Contents of Binder 3

  1. Information on all negative tenure decisions.

Contents of separate folder or envelope

  1. Original promotion recommendations
  2. Non-Discrimination Review Attachment D for each person formally reviewed


  • Include unit's criteria for evaluating teaching, service and scholarly research for each rank.
  • If a faculty member is being recommended for "tenure only" (without a change in title), use the wording "is recommended for the granting of tenure to be held with his/her title of..."
  • Include documentation on teaching (including candidate's record of supervising graduate students).
  • Refer to department chair as "chair" or "chairperson" (not "chairman").
  • Be consistent in punctuation of journals, articles and book titles.
  • When using quotation marks, put them outside of commas and periods; inside of semi-colons and colons.
  • Include a summary paragraph describing each reviewer.
  • Include all evaluation letters received (a minimum of five evaluation letters should be submitted).
  • Most Important - check binders side-by-side, to make sure they match exactly.

Do Not

  • Do not use University-specific quotes; substitute [my institution], or something similar.
  • Do not use the word "young," even when quoting a reviewer. Substitutes: [of his cohort] or [of her generation].
  • Do not use phrase "full professor." Omit the word "full."
  • Do not include line for President's signature in promotion recommendations l
  • Do not put candidate's birthday, age, marital status, or number of children on vitae.
  • Do not staple anything.
  • Do not put Attachment D in binders; we need only one copy of those attachments and they are to be included in the envelope with the original 3-page recommendations.

If you have questions, please contact Diane Vasquez at 763-6789 for clarification.