6.1 Promotion Timetable and Procedures

Governing Policies

Section 8, Faculty Handbook – Promotion and Tenure

Considerations

As required by the Faculty Handbook, deadlines and format of the promotion/tenure application process for the upcoming academic year will be announced by Academic Affairs by the end of the Spring semester. The current calendar is available on the Academic Affairs website.

The Faculty Handbook provides detailed process specifics for promotion and tenure of tenure/tenure-track faculty, and promotion of teaching, research and library faculty. Additional policies regarding the handling of specifics related to these processes are provided below:

  1. Faculty members who are otherwise eligible to participate in a Departmental Promotion and Tenure Committee, but who are on sabbatical may – at their discretion – choose to not participate in Departmental Promotion and Tenure Committee activities. If faculty on sabbatical choose to not participate, they are not considered an “eligible” member of the Committee as defined in item 5 below.
    If faculty on sabbatical choose to participate in the promotion and tenure process, they are expected do so as full members of the Departmental Promotion and Tenure Committee. Faculty members on sabbatical have identical expectations and obligations to the departmental promotion and tenure process as faculty members not on sabbatical.
  2. As provided by the Faculty Handbook, the Department Head may be required to solicit external evaluations of the candidate’s credentials. All letters received from this solicitation must be added to the candidate’s application package, following the procedure identified in 6.3 below. It is not appropriate to exclude any solicited letters.
  3. All external letters are kept confidential and are not made available to promotion/tenure applicants before, during, or after the promotion/tenure process.  Should the Departmental Promotion and Tenure Committee and/or the Department Head, in their recommendations, refer by name to a person who has submitted a reference and cited that person’s specific opinions, these references should be redacted before the recommendations are provided to the applicant at the conclusion of the process.
  4. The Colorado School of Mines needs to see clear evidence of a national and international reputation for a candidate to be promoted to the rank of Professor (as noted in Faculty Handbook, Section 4.2.3).  In the case of promotion to Associate Professor and/or granting tenure, the Colorado School of Mines needs to see clear evidence of “progress” toward a national or international reputation.  For both, the most convincing testimonials are letters from distinguished members of the community of scholars in the candidate's field who do not have a direct relationship with the candidate. Normally, this precludes CSM colleagues and former advisors.
  5. The Departmental Promotion and Tenure Committee shall examine the dossier, prepare a written tenure report containing a recommendation, and forward the dossier and report to the Department Head. In preparing this recommendation, the Committee should consider the criteria for tenure and or promotion listed in the Faculty Handbook and must address the specific items listed in Section 6.5 of this Procedures Manual. As part of its recommendation, the Departmental Promotion and Tenure Committee shall hold a vote denoting the number of members for and against the candidate’s tenure and/or promotion. Committee members should not abstain from voting in difficult and/or contentious cases. Committee members should, however, disclose conflicts of interest to other members of the committee. In the event of serious conflicts of interest (e.g., a family relative or a previously formal academic advisor) a committee member may, in consultation with the committee chair, recuse himself or herself from deliberations about that specific case.  The committee’s report should communicate the vote tally and number of faculty who were recused from the deliberations. In the case of a split vote, an additional letter summarizing the dissenting view also must be submitted so that all relevant information about the case is transparent and shared with subsequent parties to the review process. Throughout and following the process, the content of the deliberations and the individual recommendations and votes of committee members must be kept in the strictest confidence. The committee letter(s) shall be so written as to protect confidentiality. This written recommendation should be added to the application package before submission of the package to the Department Head. At least ¾ of the eligible members of the Committee must participate in the decision (participation in the tenure/review process is a required service activity for all eligible committee members that are not on sabbatical or extended sick leave).
  6. The Department Head reviews the application package and the Departmental Promotion (and Tenure) recommendation and makes his/her own written recommendation, which is added to the application package.  In preparing this recommendation, the Department Head should consider the criteria for tenure and/or promotion listed in the Faculty Handbook and must address the items listed in Section 6.5 of this Procedures Manual.  The complete application package is forwarded to the Provost in the format directed by the Office of Academic Affairs. This written recommendation produced by the Department Head should be added to the application package before submission of the package to the Provost.
  7. The Office of Academic Affairs shall make complete application packages available to the University Promotion (and Tenure) Committee for their review. The University Promotion and Tenure Committee shall conduct a thorough and independent review of all tenure applications received during the relevant time period. The Committee should consider the criteria for tenure and or promotion listed in the Faculty Handbook and must address the specific items listed in Section 6.5 of this Procedures Manual. The University Promotion and Tenure Committee shall hold an open vote denoting the number of members for and against the candidate’s tenure and/or promotion. Committee members should not abstain from voting in difficult and/or contentious cases. Committee members from the candidate’s department should recuse themselves from deliberations about that candidate’s case. In addition, committee members should disclose conflicts of interest to other members of the committee. In the event of serious conflicts of interest (e.g., a family relative or a previously formal academic advisor) a committee member may, in consultation with the committee chair, recuse himself or herself from deliberations about that specific case. Throughout and following the process, the content of the deliberations and the individual recommendations and votes of committee members must be kept in the strictest confidence. Following this review, the University Committee shall submit recommendations, including the vote tally and the number of faculty who recused themselves from the deliberations, to the Provost.
  8. Again, guided by Section 6.5 of this Procedures Manual, the University Promotion (and Tenure) Committee provides a third formal, and written recommendation related to the action being sought.
  9. As directed by the Faculty Handbook, the Provost consults with the Deans on all tenure and promotion candidates. As part of this consultation requirement, the Deans shall review each candidate dossier, and each Dean shall provide the Provost a formal written recommendation of each candidate being considered from his/her college.
    The Provost reviews all candidate dossiers and all recommendations, decides on final action and seeks Board approval in support of this action in time for faculty promotion and tenure decisions to be announced at the April Faculty Forum.
  10. If a need for clarification arises at any stage of the process, any of the parties reviewing the package (Department Head, Department Promotion and Tenure Committee, University Committee, etc) may contact the candidate to request additional information. In addition, a reviewing party may request clarification from any previous reviewer who has evaluated the package. The request, and the additional information provided by the candidate, should be included as an addendum to the appropriate letter of recommendation produced by the Department Head, Department Promotion and Tenure Committee, etc. Requests for additional information should normally come from the Committee Chair, when applicable.

Last Revision:

November 1, 2017