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Approved July 2018
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- have a graduate degree appropriate to the field in which the research activities are performed, or comparable educational or professional experience;
- demonstrate a high level of competence, achievement, and potential in research, or serve effectively in a position requiring high individual responsibility or special professional expertise;
- demonstrate a high degree of initiative in research and leadership among research colleagues in the department, as documented in authorship, management responsibilities, and creative approaches to research.
- If the duties include teaching, see specific Teaching criteria.
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- have a sustained record of exceptional achievement and evidence of professional growth and innovation in assigned duties.If the duties include teaching, see specific Teaching criteria., and creative approaches to research.
- If the duties include teaching, see specific Teaching criteria.
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- have a sustained record of exceptional achievement and evidence of professional growth and innovation in assigned duties.
- If the duties include teaching, see specific Teaching criteria.
Teaching Criteria for Faculty Research Assistant (if applicable)
The University’s Promotion and Tenure Guidelines suggest inclusion of a Student (or Client) Letter of Evaluation of Teaching and a Peer Review of Teaching Evaluation, but this is not always appropriate for library faculty. Appropriateness is determined based on having a significant portion of teaching included in the candidate’s position description. For those with a significant amount of teaching as a part of their position (25% or more), they should include a bullet point within their position description that states the expectation of student and peer evaluations: “Because this position has a significant portion of time devoted to teaching, input will be gathered from students (or clients) and peers to evaluate the [title of the position]'s effectiveness as a teacher. The results of these evaluations will be included in the dossier submitted for promotion and tenure in the form of the Student (or Client) Evaluation of Teaching and the Peer Review of Teaching Evaluation .”
For those without a significant amount of teaching as a part of their position (less than 25%), they should include a bullet point in their position description that states that student and peer evaluations will not take place. However, in the Libraries we have an interest in maintaining that all of our faculty positions do work that makes students/faculty more successful, so include a customized bullet that addresses this goal, as an example “The Cataloging Librarian supports student success and research productivity in their primary assignment by making it easy for OSU researchers to find and engage with high-quality information resources.” In addition, include the language “Because this position does not have a significant portion of time devoted to teaching or advising, the Student (or Client) Letter of Evaluation of Teaching and the Peer Review of Teaching Evaluation will not be included in the materials submitted for promotion.”
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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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- Supervisor asks the candidate to sign Waiver of Access form indicating their decision to waive, or not waive, their right of access to external review letters and student review letters. The signed document is needed to solicit external review letters and student review letters. If the option to waive access is signed, this indicates that the candidate waives access to the letters from external reviewers and from student reviewers; the candidate always retains the right to access letters from the Department Head, the Promotion & Tenure Committee, the Senior Review Panel, and the Dean of Libraries. External reviewers and optional student reviewers are notified about the candidate's status of access to external letters and from student reviewers.
- (and up to October 30 if Fall term is relevant) If Teaching/Advising/Mentoring is called out in constitutes 25% or more of the Position Description, the candidate submits names for optional student reviewers to the supervisor (see Student Review of Teaching section for additional details).
By March 16 (and up to November 15, if Fall term is relevant)
- Supervisor As applicable, the supervisor begins to solicit optional letters from student reviewers. 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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By June 30 (OR December 30 if fall term is relevant)
- Letters As applicable, letters from student reviewers are due to supervisor.
- Letters are submitted to Library Administration Executive Assistant for inclusion in the dossier in Section X: Other Letters and Materials
By December 31
- (if Teaching is called out in constitutes 25% or more of the Position Description) Peer Review of Teaching Summary letter is completed by Peer Review of Teaching Coordinator, submitted to Library Administration Executive Assistant for the dossier and sent to the supervisor.
- 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 (if applicable).
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- The P&T Committee Chair, the Peer Review of Teaching Coordinator (as applicable), 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 and all signed letters of input, excluding the supervisor's letter. 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 (if applicable), the individual student review of teaching/mentoring letters (if applicable), 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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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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- March 14, 2008,
- Rev. July 20, 2009,
- Rev. June 13, 2011,
- Rev. September 18, 2014
- Rev. July 2019
- Rev. June 2020
- Rev. December 2023
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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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