Timeline of Chair/Director Responsibilities for Promotion and Tenure Evaluation

Third Week in April - Meet with the Associate Dean to confirm:

• list of 20 current and former students to receive evaluation requests from chair/director (based partly on candidate list)
• list of at least 10 outside evaluators (based partly on candidate list)
• materials to be sent to outside evaluators (based partly on candidate list)

Last Week in April - Contact (preferably by telephone) potential outside evaluators to determine whether they agree to do evaluations. Be sure to let them know that the deadline for evaluations will be August 15. If some decline, more must be solicited, to bring the total accepting to ten.

First Week in May - Deliver to the Associate Dean:

• packets - one for each evaluator, containing curriculum vitae, personal statement and evaluation materials
• a list - of the materials included in each packet (not all packets will necessarily be the same)

Second Week in May - Deliver to the Associate Dean candidates' course evaluations for the past five years, including raw data sheets and all summary printouts.

First Week in June - Send letters to 20 current and former students (at their permanent address) soliciting evaluations of the candidates. Deadline for return is August 15. Non-respondents should be followed up by telephone to be sure they received your letter. More than one follow-up is not appropriate.

Late August - Establish division Promotion and Tenure committees according to division/center guidelines. Committee members are instructed to arrange visits to candidates' classes to view their teaching.

Late August - Solicit teaching evaluation letters from appropriate faculty colleagues of the candidate. The number will vary according to the candidate's activities. Not all are necessarily in the candidate's division. Letters should be from those who have direct knowledge of the candidate's teaching.

Second Week of September - FILES ARE CLOSED TO FURTHER ALTERATION BY CANDIDATES UNLESS REQUESTED BY THE CHAIR OR ASSOCIATE DEAN.

Second Week in September - Deliver ONE COPY of file to the Associate Dean. Additional copies are constructed only after the original copy has been reviewed and discussed with the chair/director.

Last Week in September - Deliver files to Promotion and Tenure Committee members.

Last Week in October - Division/center committees submit recommendations and files to chairs/directors.

Second Week in November - Submit files, including their own recommendations, to the Associate Dean. Chairs/cirectors notify candidates, in writing, of their recommendations.