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Approved July 2018
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- *NOTE: exact deadline posted on OSU P&T website
- The Dean of Libraries submits the completed dossier to the Office of Faculty Affairs to be reviewed by the campus Promotion and Tenure Committee. In addition, a copy of the completed dossier is placed in the Libraries' personnel files.
- When all necessary reviews and discussions have been completed, the Provost and Executive Vice President will make the final decision on promotion and indefinite tenure.
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- *NOTE: exact deadline posted on OSU P&T website
- The Dean of Libraries submits the completed dossier to the Office of Faculty Affairs to be reviewed by the University Promotion and Tenure Committee. In addition, a copy of the completed dossier is placed in the Libraries' personnel files.
- When all necessary reviews and discussions have been completed, the Provost and Executive Vice President will make the final decision on promotion and indefinite tenure.
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Dossier preparation typically takes place during Summer and Fall terms preceding submission, though teaching reviews will generally take place earlier. Candidates work with a mentor (if applicable) and their supervisor to prepare the dossier. The candidate will be gathering student evaluation of teaching, consultation, advising, or mentoring data for each year leading up to dossier submission. OSULP interprets "students" to be constituents, internal or external to OSU, for whom the candidate has provided instruction, consultation, advising, or mentoring. During the year preceding submission, the candidate will collect student names and email addresses for student review of teaching/consultation/advising/mentoring letters.
Per Rick Settersten - Effective for the 2023-2024 promotion cycle, the University will no longer require external letters of evaluation for promotion to the ranks of (1) Senior Instructor I & II, (2) Senior Faculty Research Assistants I & II, and (3) Senior Research Associates I & II. This is a pilot year during which these letters will be eliminated, not optional. University Human Resources and the Office of Faculty Affairs will collect data and revaluate this decision at the conclusion of the AY23-24 promotion cycle.
The OSUL P&T committee will determine what updates should be made to our guidelines regarding the external review letter process after University Human Resources and the Office of Faculty Affairs have completed their evaluation of the change in external review letter process in 2024.
By March 1
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Dossier preparation typically takes place during Summer and Fall terms preceding submission (though teaching reviews, if applicable, will generally take place earlier). The candidate work with a mentor (if applicable) and their supervisor to prepare the dossier. The candidate will be gathering, if applicable, student evaluation of teaching, consultation, advising, or mentoring data for each year leading up to dossier submission. OSULP interprets "students" to be constituents, internal or external to OSU, for whom the candidate has provided instruction, consultation, advising, or mentoring. During the year preceding submission, the candidate will collect student names and email addresses for student review of teaching/consultation/advising/mentoring letters.
Per Rick Settersten - Effective for the 2023-2024 promotion cycle, the University will no longer require external letters of evaluation for promotion to the ranks of (1) Senior Instructor I & II, (2) Senior Faculty Research Assistants I & II, and (3) Senior Research Associates I & II. This is a pilot year during which these letters will be eliminated, not optional. University Human Resources and the Office of Faculty Affairs will collect data and revaluate this decision at the conclusion of the AY23-24 promotion cycle.
The OSUL P&T committee will determine what updates should be made to our guidelines regarding the external review letter process after University Human Resources and the Office of Faculty Affairs have completed their evaluation of the change in external review letter process in 2024.
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The Peer Review of Teaching Coordinator (Coordinator) is a tenured library faculty member and member of the Promotion & Tenure committee. The coordinator is typically selected by the new P&T Committee Chair and serves a one-year term, September - August.
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Per the OSU promotion and tenure guidelines, students will be invited to participate in the review of faculty for promotion and tenure. OSULP interprets "students" to include all constituents of the candidate's teaching audience, internal or external to OSU, for whom the candidate has provided instruction, consultation, advising, or mentoring. The following guidelines from the OSU Promotion & Tenure Guidelines (Student Letter of Evaluation section) have been modified for OSULP.
The purpose of the student evaluation letter is to document the student perspective of the candidate's effectiveness as a teacher, research consultant, advisor (if applicable), or mentor (if applicable). In order to provide the university with a consistent source of information for the process, the unit P&T committee and the unit supervisor should endeavor to organize student committees for faculty evaluation using the following process.
NOTE: the timeline below specifically addresses the Associate Professor and Professor reviews. Timeline modifications for Senior Instructor I/II review and Faculty Research Assistant I/II review are specifically noted in those timelines.
By March 15
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- The unit P&T committee and the supervisor jointly generate an additional list of student names taken from class lists of the courses, workshop attendees lists, research consultations, and advisees (if appropriate).
- The supervisor begins to request review letters from the combined list of students. Students graduating in June or August must be contacted before graduation. The supervisor may wish to work with Library Administration Executive Assistant to determine when students are graduating. An attempt should be made to request input from students whose collective experience represents the profile of the teaching, research consultation and advisory (if appropriate) duties of the faculty member. For example, if a faculty member teaches all undergraduate courses, it is appropriate for all letters to come from undergraduates. If the faculty member teaches, consults with or advises a mixture of undergraduate and graduate students, the chosen students' backgrounds should reflect that diversity in order to provide sufficient information to evaluate the candidate's performance.
- Letters to the students requesting the evaluative reference must inform the student as to who will see their review letters. Access to those letters will be determined by whether the candidate has signed a waiver of access. Students must also be informed that only signed letters will be used as part of the process. Sample letters are available on a restricted shared drive: Shared\P-&-T\Student_review_of_teaching\Sample_letters
- As a rule, one half of the letters should be from the list generated by the candidate and one half from the list generated by the unit. In practice, the supervisor and candidate work together to generate the list of student names.
- There is no specific minimum number of letters required. The total number of letters should be on the order of 4-12, depending on the complexity of the candidate's teaching duties.
- If an insufficient number of students agree to write letters, the P & T Committee and the supervisor should select an additional set of names from the existing lists and request letters from those students.
- Supervisor begins planning the formation of the Student Review Committee in order to have this committee in place by October deadline.
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Process for Reviewing a Candidate for Hiring with Tenure
At the time a hiring manager is in negotiation with a candidate to offer them a tenure-track position, the candidate may request to be hired with tenure.
- If the candidate does not already have tenure at their current institution, the library will not offer hire with tenure. The hiring manager will inform them that they have the option to request a review for hire with credit toward tenure.
- If the candidate already has tenure at their current institution, the hiring manager will inform them that they will need to engage in an out-of-cycle review for promotion and tenure prior to being hired.
Procedure for out-of cycle review for promotion and tenure prior to being hired
On certain occasions, a candidate who already has tenure at their current institution, may request to be hired with tenure. The University allows this, providing the Libraries' Promotion and Tenure process is used to review the candidate and generate a recommendation on the tenure decision.
- The hiring manager will contact the Dean of Libraries and the P&T Committee Chair to inform them a request for hire with tenure has been made.
- A minimum 1 page, 2 page maximum, Candidate’s Statement regarding their demonstrated record of engagement and impact within the professional community, including scholarship and service, and EDIAR work (samples of OSULP candidate statements may be shared with the candidate)
- 3 references who can specifically speak to the impact of their scholarship and service (they may be, but do not have to be, the same references supplied in their original application materials)
- An up-to-date and unabridged CV, if applicable; the same CV submitted for the application to the position may be submitted if there haven’t been any updates
- The hiring manager will provide a copy of the P&T Guidelines and ask the candidate to submit the following materials within 5 business days of the request for a review:
- The P&T Chair will send an email notification to the P&T Committee regarding the request for a hire with tenure review and set up a full Committee meeting to review materials and vote. In addition, the P&T Chair will form a sub-committee of at least 3 members, including themselves, to write a letter documenting the outcome of the vote.
- Upon receipt of the candidate’s submitted materials, the P&T Committee will have 5 business days to review the materials, meet to discuss the candidate’s materials, vote, and write a letter documenting the outcome of the vote.
- In the case that the committee votes to not hire with tenure, credit toward tenure may be offered (3 years maximum)
- In the case that the unit vote is split or negative a detailed letter should accompany the vote
- The entire P&T Committee will evaluate the candidate. This process cannot be anonymized - the P&T Committee must retain the name of the candidate in strict confidence.
- The P&T Committee must adhere to the P&T criteria, but not necessarily specific numbers as outlined in the criteria. Again, the goal is to identify whether someone has comparable qualifications -- not necessarily identical.
- The P&T Committee’s voting members vote to hire with tenure or not
- A sub-committee of the P & T Committee will write a letter documenting the outcome of the vote.
- Upon receipt of the candidate’s submitted materials, the Dean contacts the external references provided by the candidate, as well as contact at least one external reviewer not provided by the candidate.
- External reviewers will have 5 business days to respond.
- External reviewers will be asked if they agree that the candidate should be tenured and for evidence of distinction in the primary assignment, appropriate service, scholarly achievements, and evidence of a commitment to equity, inclusion and diversity.
- If the position being hired for is administrative, then the external letters should address BOTH the administrative aspects of the candidate’s position and faculty duties should the individual return to the faculty at some point.
- The P&T Committee Chair communicates the outcome of the P&T Committee vote to the Dean and hiring manager for review.
- A Senior Review Panel review of this process is NOT required.
- The Dean of Libraries communicates with the P&T Committee Chair and the hiring manager of their decision whether or not they will move forward with a recommendation for hire with tenure.
- Within 2 business days, the Dean of Libraries submits the compiled documentation and, in the form of a letter, the final recommendation for tenure and rank to the Vice Provost for Academic Affairs.
- Once the P&T Hiring with Tenure Process is completed and approved by university administration, then the offer letter will be drafted by HR and sent to the candidate to be officially accepted.
- The offer of employment letter should note whether or not the position is being offered as a hire with tenure or credit toward tenure.
Timeline (in business days)
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- The P&T Committee meets to discuss the candidate’s materials, votes, and writes a letter documenting the outcome of the vote.
- The Dean contacts the external references provided by the candidate, as well as contact at least one external reviewer not provided by the candidate.
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- The P&T Committee Chair communicates the outcome of the P&T Committee vote to the Dean and hiring manager for review.
- External reviewers submit their evaluations to the Dean.
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In cases where OSULP desired to hire a candidate with tenure, follow the
OSU Out-of-Cycle Tenure Review Procedure, https://facultyaffairs.oregonstate.edu/out-cycle-tenure-review-procedure
Process approved 2023-03-07 and updated 20232024-105-20
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