Initial Appointment reports for full-time Associate and Full Professors
Preparation Guidelines for Initial Appointment of Associate or Full Professor paperwork
All initial appointments of faculty at the (unmodified) Associate or Full Professor rank (tenure, tenure-track, or non-tenure track) require review at the department, unit and University level. Please prepare the reports and materials in the same way tenure and promotion cases are prepared; however, you must use the forms created specifically for these initial appointments.
Most reviews of this type will occur during the Academic Year and thus will be reviewed by standing committees (APT and UAPT). If the review must be conducted during the summer, an ad hoc committee comprised of representatives from the unit APT and the UAPT will be formed.
Along with the materials listed below, you must still also submit completed/signed originals of the usual recommendation for academic appointment, bio data, patent policy, and affirmative action forms.
Please submit the following reports
- Unit Actions
- Chair's Report
- School Appointments, Promotion and Tenure (APT) Committee Report
- Dean's Report
- University Appointments, Promotion and Tenure (UAPT) Committee Report (please note that these pages are added by the Office of the Provost)
- Supporting materials binders
Completion of Unit Actions Sheet
Each review level of the initial hire process is responsible for recording the recommendation, recording the votes when necessary, and signing the Unit Actions form.
Supporting Materials
Candidates should also provide three copies of their supporting materials (c.v., any publications, course syllabi and notes, reviews, etc.) for review by the various individuals and groups who participate in the review process. The copies of supporting materials should be kept separate from the initial appointment reports. It is important to make it as easy as possible for the evaluators and committee members to access and review the materials. All supporting materials should be placed in binders with a table of contents at the front with dividers between each type of supporting material, and colored slip sheets and/or easy read tabs.
Works-in-progress should be labeled as such. Articles or books-in-press should include reference to the publisher or journal and expected publication date. Please also note whether articles appear in peer-reviewed publications. Teaching materials should be identified by course and year taught. Papers presented at conferences or lectures should be labeled to indicate the occasion, place and date. Grant applications should include copies of referee’s or reviewer's reports and information about whether the application was funded, for what purpose, in what amount. Candidates are encouraged to send any updated materials and information (i.e., if a pending grant becomes funded, a paper is accepted for publication, etc.) to the School/College's faculty actions office throughout their review.
Important note: In the case of an ad hoc review, please consult with the Tenure and Promotion Coordinator in the Office of the Provost regarding the number of supporting materials binders required.
External Evaluators
The School/College must submit 10-12 letters from external evaluators. Please note that the identity of evaluators is deemed confidential and cannot be released to candidates.
Department Level: the Department Vote
If an initial appointment with tenure is recommended, all tenured members of the department should review the candidate’s dossier, discuss his/her qualifications, and vote whether to recommend the appointment. If a tenure-track or non-tenure track appointment is recommended, all full-time department faculty at or above the proposed rank and at the appropriate status should review the materials and vote on the proposed appointment.
Chair's Report
A candidate's prospective Department Chair is responsible for the following:
- Setting the deadline for the submission of the candidate's supporting materials (we recommend at least four to six weeks of preparation time);
- Ensuring that the above materials are reviewed, discussed and voted on by appropriate members of the department;
- Completing the Chair’s report and submitting one original and 16 copies, and three copies of supporting materials to the Dean's Office.
If a School/College is not organized into departments or divisions, the Dean shall delegate the Chair's responsibility to an individual who will serve as Chair for the review. This should be noted on the Unit Actions sheet and the Chair’s report.
School APT Report
The APT Committee must write a report for each initial hire case and record the APT Committee's vote for each on the Unit Actions page, signed by the APT Committee Chair. This information is then forwarded to the Dean's Office for the Dean's review and report.
Dean's Report
The Dean is responsible for reviewing the entire dossier, making a recommendation and forwarding the case to the Provost (via the Tenure Coordinator in the Office of the Provost).
UAPT Report
The University Appointments, Promotion and Tenure (UAPT) Committee is comprised of 16 faculty members from various Schools/Colleges. A Chair is selected to lead the committee and is assisted by a staff member of the Office of the Provost. The UAPT Committee reviews and votes on all tenure and tenure and promotion cases from each school participating in that particular tenure review year. In addition, the UAPT reviews and votes on all initial hires at the Associate or Full Professor rank. After the UAPT Committee prepares their report with a recommendation to the Provost for each candidate, it is added to the candidate's dossier. The case is then forwarded to the Provost with all supporting materials.
