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As part of the review process, review letters will be solicited from students and external reviewers. All faculty members have a right to view any reviewer's evaluations submitted in connection with the faculty member's proposed promotion and tenure or promotion in rank. However some faculty prefer to waive the right to review evaluation materials requested from on-campus and off-campus reviewers. Faculty may execute the waiver if they choose to do so. However, it is not required, though faculty must still sign to indicate their choice. For more details, please see the "Waiver of Access" section of the OSU Promotion & Tenure Guidelines (see link above). In practice, "viewing" or "accessing" students' or reviewers' evaluations means reading those documents in the office of the Library Administration Executive Assistant. Candidates do receive a complete digital copy of their dossier (including external and student review letters if waiver not executed) when dossier goes to Senior Review Panel.

These guidelines should be reviewed annually by the OSULP Promotion & Tenure Committee to Meetings with the candidate to review the process and provide input after the completion of the review process should be held with an executive administrator with tenure, typically the Associate Dean, or Dean as needed. Other attendees at these meetings should include the Promotion & Tenure Committee Chair, and the supervisor.

These guidelines should be reviewed annually by the OSULP Promotion & Tenure Committee to ensure compliance with OSU guidelines and to make necessary and timely revisions. Updates should be approved by LFA by May 30 of each year to be in effect for the next cycle of dossier preparation and review.
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• The candidate's dossier is due. The candidate submits the required dossier materials (see template on shared drive) in PDF format to their supervisor for inclusion in the final dossier. Candidate also submits PDF copies of, or links to, all publications (except monographs).
• The supervisor reviews the dossier for completion and then forwards the dossier to the appropriate Associate Dean, Library Administration Executive Assistant, and P&T Committee Chair. 

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• The Library Administration Executive Assistant places it on the secured shared drive.

By March 2215

• The P&T Committee conducts a preliminary review of the dossier focusing on obvious omissions or problems and sends written recommendations to the candidate pertaining to strengthening the candidate's statement and vita.
• Within 2-3 days of sending the written preliminary feedback to the candidate, the P&T Committee Chair, the Peer Review of Teaching Coordinator, the mentor (if applicable), and one additional P&T Committee member meet with the candidate to discuss the preliminary feedback.

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• The P&T Committee begins its review of the dossier.
• If the candidate has been granted credit toward tenure at hire, the review will generally take into consideration recent scholarship and professional service completed prior to the candidate's appointment at OSU, insofar as that work is clearly connected to the research agenda and service portfolio the candidate has developed as a faculty member at OSULP. For specifics, the P&T Committee should refer to the Credit Toward Tenure Letter, supplied by the candidate, documenting the prior-credit meeting between the candidate, the supervisor, the P&T Chair, and the Dean of Libraries. 
• The P&T Committee will prepare a letter that comments on key points in the dossier and addresses all responsibilities identified in the position description. The letter should include an evaluation of progress towards promotion and tenure, which includes the primary assignment, as well as recommended actions the faculty member and department should take. The review will include the candidate's dossier, the peer review of teaching summary letter, and the student review of teaching summary letter.
• The supervisor begins their review of the dossier. If the direct supervisor is not tenured or non-tenure track, then the appropriate Associate Dean or Dean who is tenured will write the evaluation letter in consultation with the direct supervisor. The letter should include an evaluation of progress towards promotion and tenure, which includes the primary assignment, as well as recommended actions the faculty member and department should take. The review will include the candidate's dossier, the peer review of teaching summary letter, and the student review of teaching summary letter.

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By May 25

• The supervisor and the appropriate Associate Dean or Dean who is tenured will meet with the candidate to discuss the supervisor's evaluation and the P&T Committee's evaluation. The P&T Committee Chair and other supervisors (if applicable) should also be invited to participate. Together they create a plan to ensure continued satisfactory progress, including specific actions, to address progress toward promotion and tenure, which includes the primary assignment.
• The candidate may add a written statement with comments, explanations, or a rebuttal to the review before signing to indicate that the document is complete.
• Dossier and all letters of evaluation are forwarded to Dean of Libraries for review.

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• Supervisor forwards in writing the names of those candidates who are seeking promotion and tenure or promotion in rank to the appropriate Associate Dean, or as needed, to the Dean.

By March 10

• The Associate Dean, or as needed, the Dean provides written notification to the current P & T Committee Chair of faculty seeking promotion and tenure review or promotion in rank review.

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• The candidate submits their suggested list of 5-8 external reviewers to their supervisor. Potential reviewers should generally be faculty at a tenure-track institution who have achieved tenure and are at or above the professorial rank to which the candidate aspires or individuals of equivalent stature outside of academe who are widely recognized in the field. Potential external reviewers should have experience with/insight into the candidate's primary area of assignment. Potential external reviewers should not be co-authors or co-principal investigators who collaborated with the candidate in the last five years. They should also not be post-doctoral advisers, professors, or former students (unless there are extenuating circumstances, see External Reviewer appendix). The supervisor submits the candidate's list of suggested external reviewer to the appropriate Associate Dean, or Dean, as needed.

Over the summer

• The initial dossier materials are prepared by the candidate working with a mentor (if applicable) and their supervisor.

By June 15

• The Associate Dean, or Dean, as needed identifies additional potential external reviewers, using the same criteria noted above.
• The Associate Dean, or Dean, as needed begins requesting 5-8 agreements to provide letters of evaluation from external reviewers (at least 3, but not more than half, should be from the candidate's suggested list).

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• Candidate's dossier submission deadline. The candidate submits the required dossier materials (see template on shared drive) in PDF format to their supervisor for inclusion in the final dossier. Candidate also submits PDF copies of, or links to, all publications (except monographs).
• The supervisor reviews the dossier for completion and then forwards the dossier to the appropriate Associate Dean, or Dean, as needed Library Administration Executive Assistant, and P&T Committee Chair.

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• The candidate may implement the P&T Committee's suggestions for strengthening the dossier; the candidate resubmits the updated dossier to their supervisor.
• The supervisor reviews the dossier for completeness and forwards it to Library Administration Executive Assistant to create a PDF of all dossier materials including publications.
• The Library Administration Executive Assistant has the candidate sign that they have reviewed the open part of their dossier and that it is current and complete. All original print materials pertaining to the dossier are filed and kept in the Library Administration Executive Assistant's office.
  • NOTE: Once the dossier is certified, the only materials to be added subsequently will be the letters of committee and Administration review, and in some cases the candidate's response to an evaluation as described below. If manuscripts are accepted for publication after the dossier is certified, it is the faculty member's responsibility to inform his or her supervisor. That information will then be considered in the review.

By September 25

• The appropriate Associate Dean, or Dean, as needed solicits external letters of evaluation.
• The Library Administration Executive Assistant assists in the preparation and sending of packets to these reviewers. The packets should include a table of contents, the candidate's vita, position description(s), candidate statement, and copies of (or links to) his/her publications. The web address for the OSU Promotion and Tenure Guidelines should be made available to external reviewers, as should the Libraries' specific criteria.

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• (or as letters are received) The Associate Dean, or Dean, as needed posts the external reviewers' letters to a restricted share drive. When all letters are received, the P&T Committee Chair is notified.
• The supervisor receives the Student Review Committee summary letter and forwards it to the Library Administration Executive Assistant for addition to the open portion of the dossier by posting it on a restricted share drive. Library Administration Executive Assistant notifies the P&T Committee Chair that the letter has been received.

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• The P&T Committee begins its review of the dossier and all signed letters of input, excluding the supervisor's letter.
• If the candidate has been granted credit toward tenure at hire, the review will generally take into consideration recent scholarship and professional service completed prior to the candidate's appointment at OSU, insofar as that work is clearly connected to the research agenda and service portfolio the candidate has developed as a faculty member at OSULP. For specifics, the P&T Committee should refer to the Credit Toward Tenure Letter, supplied by the candidate, documenting the prior-credit meeting between the candidate, the supervisor, the P&T Chair, and the Dean of Libraries. 
• The P&T Committee will prepare a letter that evaluates the relative strengths and weaknesses of the candidate's performance. The letter should comment on key points in the dossier and address all responsibilities identified in the position description, and provide a fair and balanced summary of all peer and external solicited evaluations. The review will include the candidate's dossier, the peer review of teaching summary letter, the student review of teaching summary letter, and the six external review letters. External evaluators should be identified only by a coded key when their comments are cited from these confidential letters. The voting members of the P&T Committee, those members at or above the professorial rank the candidate is seeking to attain, shall vote to recommend promotion and tenure and that recommendation shall be documented in the letter. The letter must include a description of the process used to constitute the committee.
• The supervisor (or, in case the supervisor is not professorial faculty, the Associate Dean or Dean who is tenured) begins their review of the dossier and all signed letters of input. The supervisor will also consult the candidate's personnel file maintained in the unit. The letter will evaluate the relative strengths and weaknesses of the candidate's performance. If the candidate reports to, or works closely with, more than one supervisor, letters from each supervisor should be included. These letters should comment on key points in the dossier and address all responsibilities identified in the position description, and provide a fair and balanced summary of all peer and external solicited evaluations. External evaluators should be identified only by a coded key when their comments are cited from these confidential letters. The supervisor may include comments on any information in the candidate's file that is relevant to the evaluation of assigned duties, collegiality, professional integrity, or willingness to accept and cooperate in assignments. If the individual serving in the supervisor role is on a 1040 assignment, they can write the supervisor's letter of evaluation.

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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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• The Associate Dean or Dean, as needed, provides written notification to the current P & T Committee Chair of faculty seeking promotion to full professor. If there are not enough librarians at full professor rank to form a review committee, the Dean of Libraries works with the OSU Libraries' P&T Chair and senior review panel to identify OSU faculty at full professor rank to form a Special P&T Committee.

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• The candidate submits their suggested list of six external reviewers to their supervisor. Potential reviewers should generally be faculty at a tenure-track institution who have achieved tenure and are at the professorial rank to which the candidate aspires or individuals of equivalent stature outside of academe who are widely recognized in the field. Potential external reviewers should have experience with/insight into the candidate's primary area of assignment. Only in rare cases should potential external reviewers be co-authors, co-principal investigators, former professors, or former students.
• The supervisor submits the candidate's list of suggested external reviewers to the Associate Dean or Dean, as needed.

Over the summer

• The initial dossier materials are prepared by the candidate.

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• The Associate Dean or Dean, as needed, identifies additional potential external reviewers, using the same criteria noted above.
• The Associate Dean or Dean, as needed, begins requesting 5-8 agreements to provide letters of evaluation from external reviewers. At least 3, but not more than half, should be from the candidate's suggested list.

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• The candidate submits the required dossier materials (see template on shared drive) in PDF format to their supervisor for inclusion in the final dossier. Candidate also submits PDF copies of, or links to, all publications (except monographs).
• The supervisor reviews the dossier for completion and then forwards the dossier to the appropriate Associate Dean, Library Administration Executive Assistant, and Special P&T Committee Chair.

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• The candidate may implement the Special P&T Committee's suggestions for strengthening the dossier; the candidate resubmits the updated dossier to their supervisor.
• The supervisor reviews the dossier for completeness and forwards it to Library Administration Executive Assistant to create a PDF of all dossier materials including publications.
• The Library Administration Executive Assistant has the candidate sign that they have reviewed the open part of their dossier and that it is current and complete. All original print materials pertaining to the dossier are filed and kept in the Library Administration Executive Assistant's office
• NOTE: Once the dossier is certified, the only materials to be added subsequently will be the letters of committee and Administration review, and in some cases the candidate's response to an evaluation as described below. If manuscripts are accepted for publication after the dossier is certified, it is the faculty member's responsibility to inform his or her supervisor. That information will then be considered in the review.

By September 25

• The appropriate Associate Dean or Dean of Libraries, as needed, solicits external letters of evaluation.
• The Library Administration Executive Assistant assists in the preparation and sending of packets to these reviewers. The packets should include a table of contents, the candidate's vita, position description(s), candidate statement, and copies of (or links to) his/her publications. The web address for the OSU Promotion and Tenure Guidelines should be made available to external reviewers, as should the Libraries' specific criteria.

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• (or as letters are received) The Associate Dean or Dean of Libraries, as needed, posts the external reviewers' letters to a restricted share drive. When all letters are received, the Special P&T Committee Chair is notified.
• The supervisor receives the Student Review Committee summary letter and forwards it to the Library Administration Executive Assistant for addition to the open portion of the dossier by posting it on a restricted share drive. Library Administration Executive Assistant notifies the Special P&T Committee Chair that the letter has been received.

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• The Special P&T Committee begins its review of the dossier and all signed letters of input, excluding the supervisor's letter. The Special P&T Committee may request the supervisor letter in cases where context about the candidate's work is needed. The Special P&T Committee will prepare a letter that evaluates the relative strengths and weaknesses of the candidate's performance. The letter should comment on key points in the dossier and address all responsibilities identified in the position description, and provide a fair and balanced summary of all peer and external solicited evaluations. The review will include the candidate's dossier, the peer review of teaching summary letter, the student review of teaching summary letter, and the six external review letters. External evaluators should be identified only by a coded key when their comments are cited from these confidential letters. The Special P&T Committee shall vote to recommend promotion and tenure and that recommendation shall be documented in the letter. The letter must include a description of the process that was used to constitute the committee.
• The supervisor (or, in case the supervisor is not professorial faculty, the Associate Dean or Dean who is tenured) begins their review of the dossier and all signed letters of input. The supervisor will also consult the candidate's personnel file maintained in the unit. The letter will evaluate the relative strengths and weaknesses of the candidate's performance. If the candidate reports to, or works closely with, more than one supervisor, letters from each supervisor should be included. These letters should comment on key points in the dossier and address all responsibilities identified in the position description, and provide a fair and balanced summary of all peer and external solicited evaluations. External evaluators should be identified only by a coded key when their comments are cited from these confidential letters. The supervisor may include comments on any information in the candidate's file that is relevant to the evaluation of assigned duties, collegiality, professional integrity, or willingness to accept and cooperate in assignments. If the individual serving in the supervisor role is on a 1040 assignment, they can write the supervisor's letter of evaluation.

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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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A post-tenure review (PTR) is to be performed if (i) requested by a faculty member (ii) requested by the unit head or supervisor after one negative review or (iii) a faculty member receives two consecutive negative periodic reviews of faculty (PROF). A negative PROF is defined as receiving unsatisfactory assessment of one or more areas identified in the position description (e.g., teaching, scholarship, service, outreach). A negative PROF must always be followed by either a PTR in the same or following year, or a PROF in the following year to determine if sufficient progress has been made to overcome the deficiencies identified in the first PROF.
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• The appropriate Associate Dean or the appropriate supervisor will discuss the post-tenure review process with the faculty member receiving a second negative PROF.

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• Supervisors forward in writing the names of those faculty members who will undergo post-tenure review to the appropriate Associate Dean

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• The appropriate Associate Dean provides written notification to the Libraries Promotion and Tenure Committee Chair of faculty members to be considered.

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• Faculty member submits required dossier materials to their supervisor for inclusion in the final dossier. The faculty member is encouraged to also submit the complete dossier in electronic format – preferably PDF.
• The Supervisor submits a copy of the dossier to the appropriate Associate Dean.
• If external review is sought the supervisor submits the candidate's list of suggested external reviewers

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• If external review is sought, the appropriate Associate Dean identifies additional potential external reviewers.

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• If external review is requested, the appropriate Associate Dean or Dean, as needed, solicits external letters of evaluation.

The Associate Dean or Dean, as needed, will request 5-8 letters of evaluation from national leaders in the field (at least 3 should be from the faculty member's suggested list). Only in rare cases should letters be solicited from co-authors, co-principal investigators, former professors, or former students. Letters should generally be from faculty at a tenure-track institution who have achieved tenure and are at or above the professorial level of the faculty member under review individuals of equivalent stature outside of academe who are widely recognized in the field.
The Libraries' Administration Office staff assists in the preparation and sending of packets to these reviewers. The packets should include a copy of the candidate's vita, position description(s), candidate statement, peer review of instruction summary letter and copies of (or links to) his/her publications. The Libraries' guidelines are not an official document and should not be sent to external reviewers; however, the web address for the University's Guidelines for Post-tenure Review of Faculty should be made available to external reviewers.
Week __ (or as letters are received)

• The Associate Dean or Dean, as needed, submits the outside letters to the PTR Committee. Letters from external reviewers should be available to the Committee prior to initiating the final review of the dossier.

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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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• Supervisor forwards in writing the names of those candidates who are seeking promotion in rank review to the Associate Dean or Dean, as needed,.

By March 10

• The Associate Dean provides written Dean or Dean, as needed, provides written notification to the current P&T Committee Chair of faculty seeking promotion in rank review.

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• Supervisor begins to solicit letters from student reviewers and may also begin soliciting students for the Student Review Committee. Students graduating in June/Summer or December must be contacted before graduation (see Student Review of Teaching section for additional details).

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• The candidate submits their suggested list of four external reviewers to their supervisor. Potential reviewers, in general, should be individuals who hold a rank at or above the level for which the candidate is being considered, or an experience level equivalent to such a rank. Ability to objectively evaluate is the driver in selecting evaluators. Evaluators may be internal or external to OSU. Internal evaluators may be individuals who have worked with the candidate but can objectively evaluate the candidate's dossier.
• The supervisor submits the candidate's list of suggested external reviewers to the Associate Dean.

Over the summer and fall

• The initial dossier materials are prepared by the candidate working with a mentor (if applicable) and their supervisor.

By June 15

• The Associate Dean identifies additional potential external reviewers, using the same criteria noted above. Additional detail must be provided if an evaluator is not of a rank at or above the level for which the candidate is being considered, if they have been suggested based on experience level equivalency, and/or if they are internal to OSU and have worked with the candidate.
• The Associate Dean begins requesting 4 agreements to provide letters of evaluation from external reviewers (2 should be from the candidate's suggested list).

By June 30

• Letters from student reviewers are due to supervisor (see Student Review of Teaching section for additional details)

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• The supervisor reviews the dossier for completion and then forwards the dossier to the appropriate Associate Dean, or Dean, as needed, Library Administration Executive Assistant, and P&T Committee Chair.

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• The candidate may implement the P&T Committee's suggestions for strengthening the dossier; the candidate resubmits the updated dossier to their supervisor.
• The supervisor reviews the dossier for completeness and forwards it to Library Administration Executive Assistant for final dossier processing
• The Library Administration Executive Assistant has the candidate sign that they have reviewed the open part of their dossier and that it is current and complete. All original print materials pertaining to the dossier are filed and kept in the Library Administration Executive Assistant's office.
• NOTE: Once the dossier is certified, the only materials to be added subsequently will be the letters of committee and Administration review, and in some cases the candidate's response to an evaluation as described below. If manuscripts are accepted for publication after the dossier is certified, it is the faculty member's responsibility to inform his or her supervisor. That information will then be considered in the review.

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• The Associate Dean solicits external letters of evaluation.
• The Library Administration Executive Assistant assists in the preparation and sending of packets to these reviewers. The packets should include a table of contents, the candidate's vita, position description(s), candidate statement, and copies of (or links to) his/her publications (if applicable). The web address for the OSU Promotion and Tenure Guidelines should be made available to external reviewers, as should the Libraries' specific criteria.dossier is certified, it is the faculty member's responsibility to inform his or her supervisor. That information will then be considered in the review.

By January 27

• The Student Review Committee is finalized by the supervisor and charged to write a summary letter from the individual student evaluation letters (see Student Review of Teaching appendix for additional details).

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• The supervisor receives the Student Review Committee summary letter and forwards it to the Library Administration Executive Assistant for addition to the open portion of the dossier. Library Administration Executive Assistant notifies the P&T Committee Chair that the letter has been received.(or as letters are received) The Library Administration Executive Assistant posts the external reviewers' letters to a restricted share drive. When all letters are received, the P&T Committee Chair and the supervisor are notified.

By March 1

• The P&T Committee begins its review of the dossier and all signed letters of input. The P&T Committee will prepare a letter to evaluate the relative strengths and weaknesses of the candidate's performance. The letter should comment on key points in the dossier and address all responsibilities identified in the position description, and provide a fair and balanced summary of all peer and external solicited evaluations. The review will include the candidate's dossier, the peer review of teaching summary letter, the student review of teaching summary letter, and the four external review letters. External evaluators should be identified only by a coded key when their comments are cited from these confidential letters. The voting members of the P&T Committee, those members at or above the professorial rank the candidate is seeking to attain, shall vote to recommend promotion and tenure and that recommendation shall be documented in the letter. The letter must include a description of the process used to constitute the committee.
• The supervisor begins their review of the dossier and all signed letters of input. The supervisor will also consult the candidate's personnel file maintained in the unit. The supervisor letter will evaluate the relative strengths and weaknesses of the candidate's performance. If the candidate reports to, or works closely with, more than one supervisor, letters from each supervisor should be included. The supervisor letter(s) should comment on key points in the dossier and address all responsibilities identified in the position description, and provide a fair and balanced summary of all peer and external solicited evaluations. External evaluators should be identified only by a coded key when their comments are cited from these confidential letters. The supervisor may include comments on any information in the candidate's file that is relevant to the evaluation of assigned duties, collegiality, professional integrity, or willingness to accept and cooperate in assignments.

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• Supervisor forwards in writing the names of those candidates who are seeking promotion and tenure or promotion in rank to the Associate Dean or Dean, as needed.

By March 10

• The Associate Deanor Dean, as needed, provides written notification to the current P&T Committee Chair of faculty seeking promotion in rank review.

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• The supervisor reviews the dossier for completion and then forwards the dossier to the Associate Dean or Dean, as needed, and the Library Administration Executive Assistant for processing.

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• Library Administration Executive Assistant works with the supervisor and Associate Dean or Dean, as needed, to process the dossier and place it on the secured shared drive.
• The Library Administration Executive Assistant has candidate sign to acknowledge that the initial dossier is complete and current
• The Library Administration Executive Assistant notifies the P&T Committee Chair that the dossier is ready for preliminary review.

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• The P&T Committee letter, addressed to the Dean of Libraries, and signed only by voting members of the committee, is due to the Library Administration Executive Assistant for inclusion in the dossier. The Chair notifies the candidate that the letter has been added to the open portion of the dossier.
• The supervisor letter, addressed to the Dean of Libraries, is due to the Library Administration Executive Assistant for inclusion in the dossier. The supervisor notifies the candidate that the letter has been added to the open portion of the dossier.

By April 1

• The supervisor meets with the candidate to discuss the outcome of the P&T Committee's review and the supervisor's review.
• The candidate may request a meeting with the P&T Committee if clarification is needed. The candidate may add a written statement regarding the reviews.
• The candidate reviews the open portion of the dossier, in the Library Administration Executive Assistant's office. The candidate signs the statement that they reviewed the allowed section of their dossier.

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Peer Review of Teaching Coordinator

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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Procedure for Peer Review of Teaching

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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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Candidates for promotion and tenure, candidates for promotion in rank, as well as some who will go through the post-tenure review process, will be evaluated by external reviewers (6 minimum, 8 maximum for professorial faculty; 4 for Faculty Research Assistants and Instructors). Candidates must submit a list of at least 5 evaluators (4 for FRAs and Instructors) who meet the criteria stated below and from this list at least three letters (two letters for FRAs and Instructors) will be obtained for the final dossier. If additional names are needed, these will be obtained from the candidate by the unit head. The other evaluators are to be selected by the Associate Dean or Dean, as needed.
Letters should generally be from leaders in the candidate's field, chosen for their ability to evaluate the candidate's scholarly work. Letters should not be solicited from co-authors or co-principal investigators who collaborated with the candidate in the last five years. In general, letters should not be solicited from former post-doctoral advisers, professors, or former students. If such letters are necessary, include an explanation and state why the evaluator can be objective. Letters should generally be from tenured professors or individuals of equivalent stature outside of academe who are widely recognized in the field. External letters for professorial faculty should never be solicited from clients or others whom the candidate has directly served in his/her work. For FRA's and Instructors, the letters can be from internal evaluators who have worked with the candidate but can objectively evaluate the candidate's dossier. Careful consideration should be given to minimizing conflict of interest when choosing all evaluators.
This web page provides additional tips: https://academiclibrarianstatus.wordpress.com/. 

By May 31

• The candidate for Promotion and Tenure or promotion to Professor submits a list of 5-8 potential external reviewers to their supervisor, who forwards them to the Associate Dean or Dean, as needed.
• The candidate for Promotion in Rank (Instructor or FRA) submits a list of 4 potential external reviewers to their supervisor, who forwards them to the Associate Dean or Dean, as needed.

By January 31^st (and only if external review was requested)

• The faculty member going through post-tenure review submits a list (minimum of 5 names) of external reviewers to their supervisor, who forwards them to the Associate Dean or Dean, as needed.

To facilitate contact with the external reviewers, candidates should provide the following info for each external reviewer: Name, Title, Rank, Mailing Address, Phone, Email.
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