Promotion, Tenure, and Annual Review Related Calendar

Date


Responsible Group / Person(s)


Activity


2nd Monday of SeptemberAll candidates for tenure and/or promotionSubmit copies of any new publications and/or outstanding manuscripts accepted for publication to University Librarian's Office. All candidate's publications should now be on file in the University Librarian's Office.
Mid-SeptemberPTACSends communication to 5Y and penultimate year Q contracts going up for tenure informing them of the documents (including the Substitute SectionIII) available at https://www.library.illinois.edu/staff/dossier-guidelines-for-library-faculty/.
Mid-SeptemberUniversity LibrarianReviews promotion and tenure dossiers and authorize for final preparation.
Mid-SeptemberUniversity LibrarianMakes available to FRC all documentation, including promotion and tenure dossiers in final form, publications, evaluator biographies, letters, and Peer Review Committee reports.
1st Monday of OctoberNominations, Elections & Voting Procedures CommitteeReminds Divisions of upcoming elections for new members of FRC
1st Monday of OctoberUniversity LibrarianSend communication to associate faculty soliciting those who wish to be promoted to full professor.
2nd Monday of OctoberFRC for tenure and promotion to associate professor cases; FRC subcommittee of 4 professors for promotion to professorVote and write up recommendations for ALL candidates for tenure and/or promotion (5Y, Q contract, and Associate to Full) for the UL.
Mid-October
FRCSends Promotion, Tenure, and Faculty Review Calendar along with Annual Review Guidelines to all faculty.
1st Monday of NovemberPTAC for tenure and promotion to associate professor cases; PTAC subcommittee of 6 professors for promotion to professorVote and write up recommendations for ALL candidates for tenure and/o rpromotion (5Y, Q contract, and Associate to Full) for the UL.
1st Monday of NovemberDivisions needing to elect new FRC membersBegin process to select divisional members for FRC (three year term starting Dec 1)
1st Monday of NovemberNominations, Elections & Voting Procedures CommitteeBegin election of PTAC members.
1st Monday in November3Y candidates and Peer Review Committees for 3Y candidatesCandidates submit names of external and internal evaluators and research statement to PRC - see Mid-Tenure Review Process Document for numbers and criteria. (https://www.library.illinois.edu/staff/university-library-mid-tenure-review-process/)
1st Monday in NovemberANY tenured faculty who wish to be promoted; tenure-track faculty or those on Q contracts who wish to be considered early for promotion and/or tenure.Indicate wishes regarding promotion by forwarding letter of intent, c.v., draft research statement, and PRELIMINARY list of five suggested external evaluators and three suggested internal evaluators to the University Librarian. Draft bios must be included for the five suggested external evaluators. See Template for External Review Biography in Guidelines for Selection of External and Internal Reviewers for Library Tenure Cases (https://www.library.illinois.edu/staff/guidelines-for-selection-of-reviewers/)
2nd Monday in NovemberANY tenured faculty members who wish to be considered for periodic broader review (Communication 21)Notify the University Librarian by letter.
2nd Monday in NovemberUniversity Librarian OfficeReviews letters of intent. After review the University Librarian should meet with the candidate to discuss the case.
2nd Monday in November3Y Peer Review CommitteesPRC sends emails to external evaluators asking their willingness to write a letter.(See Appendix 5 of Peer Review Committee Guidelines for language. Letters due by January 27th. (https://www.library.illinois.edu/staff/guidelines-for-selection-of-reviewers/)
3rd Monday of NovemberDivisions needing to elect new FRC membersNew FRC members have been elected and names provided to UL office.
3rd Monday of NovemberNominations, Elections & Voting Procedures CommitteeNew PTAC members elected.
3rd Monday of NovemberUniversity LibrarianReview decision(s) of the PTAC and FRC with the chairs of PTAC and FRC as necessary.
3rd Monday of NovemberUniversity LibrarianSend dossiers to Faculty Editor to proofread as needed
Last Monday in NovemberUniversity Librarian OfficeNotifies selected tenured faculty members by letter of the intention for them to undergo periodic broader review (Communication 21)
Last Monday in November3Y Peer Review CommitteesForward names of external evaluators willing to write a letter to the University Librarian's office along with copies of 3Y candidates chosen publication(s), Updated CV, and Research Statement. Letters due by January 27th.
Last Monday in NovemberALL candidates for tenure and/or promotion(including 5Y, those in the penultimate year of a Q contract, untenured faculty seeking early promotion, and those tenured faculty seeking promotion); all tenured faculty members slated for broader periodic reviewSubmit FINAL list of five external evaluators with biographies and three internal evaluators (contact information only) to Peer Review Committee and to Division Coordinator. Biographies should include title and academic status of current or last held position. See Template for External Review Biography in Guidelines for Selection of External and Internal Reviewers for Library Tenure Cases (https://www.library.illinois.edu/staff/guidelines-for-selection-of-reviewers/)
1st Monday in DecemberDivision coordinator and/or division advisory committee in consultation with candidates for promotion and tenure (5Y, Q contracts and Associate to Full) and their Peer Review CommitteesSubmit to the University Librarian 1) names of ten external evaluators (five from candidate and five from division) with biographies, e - mail address, and phone number and 2) names of six internal evaluators (three from the candidate and three from the division).
2nd Monday of DecemberFaculty EditorProofread final promotion and tenure dossiers.
2nd Monday of DecemberUniversity LibrarianForward recommendations for promotion to Office of Provost.
2nd Monday of DecemberUniversity LibrarianNotify candidates of promotion recommendations.
2nd Monday of DecemberUniversity Librarian, in consultation with ECAppoint chair of PTAC.
2nd Monday of DecemberFRCElect new chair; notify University Librarian's Office of identity of FRC Chair.
Mid-DecemberUniversity Librarian OfficeRequests the external letters for 3Y evaluations.
Mid-DecemberUniversity Librarian, in consultation with ECUsing names submitted to the University Librarian by the division coordinator and/or division advisory committee, select external and internal evaluators for all tenure and promotion candidates (5Y, Q contracts and Associate to Full).
2nd Monday in JanuaryUniversity Librarian, in consultation with ECAppoint a Peer Review Committee for: each associate professor seeking promotion to full professor (2 full professors); each tenured faculty member slated for broader periodic review(2 tenured faculty members; can be a member of PTAC).
End of JanuaryUniversity Librarian's Office and writers of external letters evaluating 3Y candidates.External evaluation letters for 3Y candidates due in the University Librarian’s Office.
End of January (specific date announced annually)ALL FacultyAnnual report documents due. Please send electronically along with CV to the University Librarian's office and also forward a copy of the CV to HR.
End of January (same as annual report documents due)ALL tenure-track faculty and tenured faculty seeking promotion; all tenured faculty members slated for broader periodic review.Submit to Peer Review Committee in electronic format (MSWord): c.v., and completed "Outline for Promotion Dossier," sections I-V, excluding evaluation, from "Promotion and Tenure" (Communication No. 9); use Substitute Section IIII for Librarians. All documents found at (https://www.library.illinois.edu/staff/committee/promotion-and-tenure-advisory-committee/)
1st week of FebruaryUniversity Librarian, in consultation with ECAppoint "Faculty Editor(s)"
1st week of FebruaryUniversity Librarian, in consultation with ECAppoint a minimum of two "paper preparers" for each candidate for tenure and/or promotion (5Y, Q contracts and Associate to Full)
End of FebruaryALL candidates for tenure and/or promotion(5Y, Q contracts and Associate to Full) in consultation with Peer Review CommitteeCandidates for Promotion send copies of all publications and outstanding manuscripts accepted for publication to University Librarians Office. Work with Peer Review Committee to select 3 or more representative publications and candidate's Research Statement to be forwarded to external reviewers.
1st Monday of MarchPeer Review Committees for 0Y, 1Y, 2Y, and 4YSubmit PRC reports in electronic format (MS Word) to the University Librarian's Office.
1st Monday of MarchPeer Review Committees for 3Y and tenured faculty seeking promotion or broader review.Submit all reports to University Librarian’s Office.; PTAC and University Librarian (in that order) will review 3Y PRC Reports prior to reports being submitted to candidate for signature (as per Provost Communication 13). Any corrections/edits required must be completed by the PRC prior to candidate meeting with the University Librarian. University Librarian will, upon meeting with 3Y candidate, share final 3Y report with candidate and send to candidate and PRC. Following the meeting with the University Librarian, the PRC and candidate meet to sign and send the signature sheet to the UL’s office; PRC reports for tenured faculty seeking promotion or seeking broader review are reviewed by the University Librarian who provides appropriate feedback to candidates.
1st Monday of MarchPeer Review Committees for ALL candidates for tenure and/or promotion (5Y, Q contracts and Associate to Full)Submit PRC reports in electronic format (MS Word) to University Librarian's Office to be reviewed by FRC. FRC will provide the University Librarian with assessment of candidate's readiness for Promotion & Tenure.
Mid-MarchUniversity Librarian, in consultation with ECEach paper preparer is given a copy of PRC report for assigned candidate.
3rd Monday of MarchFRCComplete review of PRC reports for ALL candidates for tenure and/or promotion (5Y, Q contracts and Associate to Full). Transmits FRC assessment of candidate readiness for Promotion and Tenure review to University Librarian only.
3rd Monday of MarchUniversity LibrarianSends letters requesting evaluation for ALL candidates for tenure and/or promotion (5Y, Q contracts and Associate to Full) to external evaluators.Letters should be accompanied by selected publications, CV, research statement, and the UIUC Library Statement on Promotion & Tenure.
1st Monday in AprilPTACTransmits (with comments and recommendations as appropriate) all 3Y PRCreports back to the University Librarian's Office. University Librarian reviews, meets with 3Y faculty, then signs all 3Y PRC reports and returns them to Peer Review Committees for discussion with candidate and signature by candidate as soon as practical thereafter.
Mid-AprilUniversity LibrarianMeets with each tenured faculty seeking promotion and each untenured faculty seeking early promotion and tenure to review his or her Peer Review Committee report and confirm decision to go forward in the fall.
3rd Monday of AprilPTAC /FRCPTAC transmits its reports to University Librarian and PRCs for 0Y, 1Y and 2Y. FRC transmits its reports to University Librarian and PRCs for 4Y.
3rd Monday of AprilFRCAnnual review completed. Scores reported to University Librarian.
3rd Monday of AprilUniversity Librarian in consultation with full professors on ECAppoints a special committee of four (4) full professors to provide FRC-level review of associate professors seeking promotion to full professor. Special committee consists of full professors elected to FRC (unless a conflict of interest is declared or identified) plus as many other full professors as are needed to total four. Appoints a special committee of six (6) full professors to provide PTAC-level review of associate professors seeking promotion to full professor. Special committee consists of full professors elected to PTAC (Unless a conflict of interest is declared or identified) plus as many other full professors as are needed to total six (6). NB: faculty serve on no more than one committee.
End of AprilFRCTransmits review letter for ALL candidates for tenure and/or promotion (4Y,5Y, Q contracts and Associate to Full) to PRCs and candidate (pending UL review initiated 3rd Monday in March)
End of AprilPaper preparers and Peer Review Committee members for faculty members going forward for promotion and/or tenure.Meet in order for the Peer Review Committee members to pass on information to the paper preparers.
End of AprilUniversity LibrarianSends follow-up letters to evaluators who have failed to respond. Inform paper preparer of progress in the receipt of letters.
1st Monday of MayPTACLetters for 5Y and Q contract candidates submitted to University Librarian
Early-MayFaculty Editors, Paper Preparers, AUL for Academic Affairs, and candidates for promotion and/or tenureMeet to discuss the editing process.
Mid-MayUniversity LibrarianExternal letters for 5Y/Q/etc. candidates due back to University Librarian’s office. University Librarian’s office distributes these to Paper Preparers as they are received.
Mid-MayUniversity Librarian's Office, with assistance from FRCSend letters to all Faculty with FRC scores.
Mid-MayAll candidates for tenure and/or promotionSend designated paper preparer and Faculty Editor 1st draft of their portion of the promotion and tenure dossier.
End of MayFaculty EditorReturns to candidates and paper preparers reviewed 1st draft of candidate's portion of promotion and tenure dossier.
JuneChairs of FRC & PTACOutgoing chairs work together to update Master Calendar and forward to FRC and PTAC.
End of JunePaper preparers1st draft of complete promotion and tenure dossier due to Library Faculty Editor (i.e., including evaluative sections authored by paper preparer, edited bios for external reviewers, and up-to-date revision of candidate's portion of dossier as provided by candidate).
July & August (ongoing throughout the month)Faculty EditorReviews promotion and tenure dossiers for content, format, and editing.Return promotion and tenure dossiers to paper preparers for necessary updating in consultation with candidate. Expect 1-3 rounds of editing.