UW Colleges Senate Policy
Faculty Personnel Policy #501
Criteria and General Procedures for Appointment, Retention, Tenure
Progress, Tenure, and Promotion (Bylaws)
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Revision Ratified by the Senate, October 8, 1988, p. 9, Appendix 13
Revision Adopted by the Senate, May 13, 1989, p. 6, Appendix 11
Revision Ratified by the Senate, October 7, 1989, p. 5, Appendix 11
Revision Initiated by the Senate, May 9, 1992, p. 5, Appendix 11
Revision Adopted by the Senate, January 15, 1993, p. 6, Appendix 9
Revision Adopted by the Senate, October 1, 1994, p. 7; see May 7, 1994 minutes, Appendix 19
Revision Adopted by the Senate, May 6, 1995, p. 7
Revision Adopted by the Senate, March 9, 1996, p. 4
Revision Initiated by the Senate, November 16, 1996, p. 6-7
Revision Adopted by the Senate, January 25, 1997, p. 8
Revision Adopted by the Senate, January 24, 1998, p. 7
Revision Adopted by the Senate, January 10, 2001, p. 25
Revision Adopted by the Senate, March 2, 2001, p. 36, Appendix 2
Revision Adopted by the Senate, January 16, 2002, p. 37, Attachment 2
Reorganized and Renumbered March 15, 2002
Revised by the Senate, May 7, 2004
Revised by the Senate, March 3, 2006
Revised by the Senate, April 28, 2006
Revised by the Senate October 17, 2008
Revised by the Senate (FPSC) March 5, 2010
Revised by the Senate (FPSC) April 23, 2010
Revised by the Senate (FPSC) 2010-10-22
Revised by the SSC (2010-11-15)
Revised by the Senate (FPSC) 2012-03-16
Revised by the Faculty Council of Senators (FPSC) 2012-04-27
Revised by the Faculty Council of Senators (FPSC) 2013-01-09
Revised by the SSC 2013-02-25
Revised by the Senate (FPSC) 2013-04-26
Revised by the Faculty Council (FPSC) 2014-03-14
Revised by the Faculty Council (FPSC) 2014-04-25
Revised by the Faculty Council (FPSC) 2016-11-04
Procedures specified in the following documents must be followed:
A. Wis. Stats. Chapter 19, Subchapter IV (Open Meeting Law)
B. Wis. Stats. Chapter 36
C. Wis. Administrative Code
D. UW System Faculty Personnel Rules
E. UW Colleges Faculty Handbook
F. UW Colleges Constitution (See especially Chapter 5.00, Definitions of Tenure Appointment
and Probationary Appointment; Chapter 6.00, Written Notice of Non-Renewal; Chapter 6.01,
Reconsideration of Non-Renewal; Chapter 6.02, Appeals Against Non-Renewal.)
G. UW Colleges Senate Policies (including but not limited to the following):
IP #321 Counting Ad Hoc Experience for Probationary Appointments
FPP #510: Institutional Need and Tenure Positions
FPP #509: Faculty Affiliation for Deans
Faculty Personnel Policy #501 (Revised 01/16/02; Reorganized and Renumbered 3/15/02)
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* All timeline provisions refer to business days. Where specific dates are indicated, it shall
be interpreted to refer to that date, except when that date falls on a non-business day,
where the deadline will become the next available business day.
I. Introduction – General Criteria Procedures
Revised by the Senate October 17, 2008—Items F & G
Revised 2012-04-27—Item H
Revised by the Faculty Council (FPSC) 2016-11-04
A. Effective Date. This document is effective, beginning with the fall 1993 semester and
applies to continuing tenured faculty and new faculty appointed for the Fall, 1993
semester. All probationary faculty hired before the effective date shall have the option of
being considered for tenure under either the criteria prevailing before the effective date of
this document or the criteria specified in this document.
B. Deliberations and Votes. Materials used in the deliberations for retention, tenure, and
promotion shall be the same for both department and campus. Evaluation procedures for
retention, tenure, and promotion shall include a recorded vote, except in cases of secondary
department or secondary campus deliberations. An affirmative vote requires a majority of
yes votes from those present who have the right to vote. No person shall vote on or
participate in deliberations at more than one level of any personnel action. The vote for
tenure and promotion to associate professor shall be a single vote, except in extenuating
circumstances. The provost, in consultation with the department chair, shall determine
when a split vote would be appropriate.
C. Class Visitations. The department chair shall coordinate class visitations with the faculty
member. Visitation reports shall be sent to the department chair with copies to the faculty
member visited, the Regional Executive Officer and Dean, and the appropriate campus
committee(s). Departments are responsible for ensuring that visits are conducted, over the
course of the tenure track or period of post-tenure review, in an appropriate balance to the
modes of instruction performed by the faculty member in a typical year.
1. Face-to-face Delivery. Class visitations shall be conducted according to Senate and
departmental policies.
2. Online and Blended Delivery. Whenever possible, the visitor should have online
teaching experience. The visitation should be congruent with the time period
and/or content of a face-to-face class visit, as determined by the department. The
department Chair is responsible for ensuring the visitor is granted “student-level”
access to the course. The instructor shall limit the visitor’s access to the elements
necessary for the agreed upon visit. Visitors shall take note of separately evaluating
the design of the course from the instruction of the course, especially in cases
where the instructor being evaluated did not design the course.
3. Other Modes of Delivery. Class visitations shall be conducted according to
departmental policies unique to other modes of instruction.
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D. Disagreement Between Campus and Department on Professional Development.
Whenever a campus committee fails to support a candidate for retention, promotion, or
tenure based on a judgment of inadequate professional development, in spite of an
affirmative recommendation from the department, the department shall be consulted for a
full and substantive explanation of its decision before the initial vote is transmitted to the
Regional Executive Officer and Dean. Following this consultation, the local committee
may reconsider its initial vote.
E. Appointments Split Between Departments and/or Campuses. The following order of
deliberations shall occur in the case of appointments split between “home” and
“secondary” departments and/or campuses:
1. For third-year retention/tenure progress review, tenure, and promotion cases in
which an appointment is split between a home department and a secondary
department, the secondary department shall forward to the home department a formal
recommendation for personnel action. Both departments shall consider the same set
of materials submitted by the probationary candidate. The home department shall
consider the secondary department’s recommendation in its deliberations on the
personnel action. Whenever a secondary department fails to support a probationary
candidate for tenure progress review/third-year retention, tenure, or promotion, the
secondary department shall be consulted for a full and substantive explanation of its
decision before the home department’s vote is taken. In the deliberations of the
home and secondary departments, only the home department’s deliberations shall
include a recorded vote.
2. For third-year retention/tenure progress review, tenure, and promotion cases in
which an appointment is split between a home campus and a secondary campus, the
secondary campus shall forward to the home campus a formal recommendation for
personnel action after the secondary campus has received the department’s vote on
the personnel action. Both campuses shall consider the same set of materials
forwarded by the department. The home campus shall consider the secondary
campus’s recommendation in its deliberations on the personnel action. Whenever a
secondary campus fails to support a probationary candidate for tenure progress
review/third-year retention, tenure, or promotion, the secondary campus shall be
consulted for a full and substantive explanation of its decision before the home
campus’s vote is taken. In the deliberations of the home campus and secondary
campus, only the home campus’s deliberations shall include a recorded vote.
F. Requesting Reasons for Non-Renewal. When a faculty member receives notice of
non-renewal of a probationary appointment from the provost, he/she has the right to
request and receive written specific reasons for the decision if he/she makes the request
within 10 working days. Such reasons shall be provided within 10 working days of the
request and become a part of the personnel file of the individual. The provost will notify
the candidate if non-renewal is affirmed after reconsideration. See Chapter 6.00.
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G. Requesting Reasons for Nonsupport of a Promotion. Whenever a department, campus
committee or the provost fails to support a candidate for promotion, the provost will notify
the candidate, and the candidate has the right to request and receive written specific
reasons for the decision if the candidate makes the request within 15 working days. Such
reasons shall be provided within 10 working days of the request and become a part of the
personnel file of the individual. The provost will notify the candidate if non-support is
affirmed after reconsideration.
H. Copies of Personnel Action Correspondence. Unalterable copies, either written or in pdf
electronic format, of all personnel action correspondence, with respect to this document,
shall be sent to the faculty member involved and to the provost, the director of the UW
Colleges’ Department of Human Resources, the appropriate Regional Executive Officer
and Dean(s), the appropriate department chairperson(s), and the chairperson(s) of
appropriate campus committee(s).
II. Minimum Criteria and Procedures for Initial Faculty Appointments
Revised by the SSC 2013-02-25
A. Criteria for Appointment of Probationary Tenure-Track Faculty. The UW Colleges
will seek to employ those faculty who, because of their academic preparation and other
experience, exhibit the potential for outstanding teaching, scholarly activity, and
professional University service. In addition, since many UW Colleges campuses have
some one- or two-person departments, and faculty are often required to teach a wide range
of courses, the candidate's academic preparation and experience in the discipline must be
broad as well as deep.
The appropriate degree(s) as well as other minimum academic preparation for appointment
shall be determined by the Provost in consultation with the appropriate department
chair(s). Normally the appropriate degree will be the terminal degree in the discipline.
Any exceptions or special circumstances applicable to an appointment shall be included in
an annual report to the UW Colleges Faculty Professional Standards Committee. Criteria
shall apply to part-time as well as full-time appointments.
1. Instructor. Probationary appointments at the rank of Instructor may be made for
those individuals who have not completed an appropriate degree or other academic
requirements specified by the department(s). Understandings regarding degree
completion shall be included in the letter of appointment. Progress toward degree
completion shall be included in the third-year tenure-progress review and shall be
considered in annual retention recommendations.
2. Assistant Professor. Probationary appointments at the rank of Assistant Professor
will be made for individuals with an appropriate degree and other academic
requirements specified by the department(s).
3. Associate Professor. Appointments at the rank of Associate Professor may be made
in exceptional circumstances and with approval of the department and the Provost
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for individuals who have achieved at least that rank at another accredited college or
university.
4. Exceptions to criteria for 1 and 2 above. At times, when the employment pool is
limited, temporary suspension of a department's degree standards for initial
appointment may be required. A request for suspension of the degree standards,
accompanied by supporting evidence, should normally be made by the department
chair to the Provost on an annual basis prior to the initiation of the hiring process.
The letter of appointment should clearly state the academic credentials accepted for
initial appointment and additional academic expectations to be met for retention,
tenure, and promotion in rank.
B. General Procedures for Appointment of Probationary Tenure-Track Faculty (See
Chapter 5.00). At the time of the original appointment, the appointment letter issued by
the chancellor shall state the particular conditions a faculty member must meet during
his/her probationary period, whether imposed by the department, local campus, or UW
Colleges central administration. Conditions imposed after the appointment has been made
shall be included only after consultation with all constituencies. Copies of the appointment
letter shall be provided to the department and the campus. The department shall also
provide the faculty member with a copy of Senate policy #501.
1. Split Appointments. In appointments involving two departments and/or campuses,
the appointment or reappointment letter shall specify a "home" department and a
"home" campus.
2. Prior Service. If prior service is granted at the time of the initial appointment, the
appointment letter shall so state. In such cases, all personnel decisions shall take into
account years of prior service.
3. Fractional Years. Initial probationary appointments for a fractional year shall be
considered as whole year appointments.
4. Part-time Appointments. The procedures described above shall apply to part-time as
well as full- time appointments.
III. Criteria and Procedures for Retention of Probationary Tenure-track Faculty
Revised by the Senate (FPSC) 2013-04-26
Revised by the Faculty Council (FPSC) 2014-04-13
Revised by the Faculty Council (FPSC) 2016-11-04
A. Criteria for Retention of Probationary Tenure-Track Faculty
1. The individual has made appropriate progress toward meeting the criteria for tenure
as described in IV.
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2. The individual has either made progress toward or received an appropriate degree or
has made progress toward the academic preparation as indicated in the letter of
appointment.
Additional Consideration. The requirement for an appropriate degree may be waived
in cases of outstanding professional accomplishment widely recognized in the
discipline.
B. Procedures for Retention of Probationary Tenure-Track Faculty
Revised by the Senate March 5, 2010
Revised 4-23-10
Revised by the Senate 2012-03-16
Revised by the Senate (FPSC) 2013-04-26
Revised by the Faculty Council (FPSC) 2014-03-14
Revised by the Faculty Council (FPSC) 2016-11-04
1. General Retention Procedures
a. September 1. By September 1, of each academic year the provost shall
provide appropriate department chairs, campus committee chairs, and Regional
Executive Officer and Deans with a complete roster of probationary faculty.
Information regarding prior years of service granted, number of years on UW
Colleges tenure track, leaves of absence, and other pertinent information shall
be included.
b. Department's Role in Retention Decisions. The department executive
committee is the first body to make retention decisions regarding probationary
faculty. If a decision is negative, the process stops and the faculty member is
notified of his/her non-retention by the provost as described in sections 2-5
below.
c. Campus' Role in Retention Decisions. If the department's recommendation is
positive, it is forwarded to the campus committee for retention which, in turn,
forwards both its and the department's recommendations to the Regional
Executive Officer and Dean.
d. Regional Executive Officer and Dean's Role in Retention Decisions. If the
department's recommendation is positive and the campus committee’s
recommendation is negative, the Regional Executive Officer and Dean shall
notify the provost who shall notify the faculty member as described in sections
2-5 below. If the recommendations of both the department and campus
committee for retention are affirmative and the Regional Executive Officer and
Dean concurs, he/she, after notifying the provost, shall notify the probationary
faculty member of retention decision. If the Regional Executive Officer and
Dean does not concur with the affirmative recommendations, he/she shall
consult the department and the campus committee for retention. If, following
consultation, the Regional Executive Officer and Dean still does not concur,
he/she shall advise the department and campus committee for retention in
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writing of his/her continuing non-concurrence and forward all
recommendations to the provost, who shall then make the final decision and
notify the faculty member.
2. Procedures for Retention of First-Year Probationary Faculty (Note: timelines subject
to change on notification from the provost).
a. November 30. By November 30, class visitations shall be conducted by at
least two different members of the appropriate department.
b. January 4. The probationary faculty member shall submit the retention
dossier to the department.
c. February 1. By February 1, the department executive committee shall forward
its recommendation to the campus committee for retention. For affirmative
recommendations, reasons for continuing the appointment shall be provided.
If the recommendation is negative, no further action shall be taken by the
campus committee and the department executive committee shall also notify
the provost who shall notify the faculty member of the non-renewal for the
next academic year.
d. February 15. By February 15, the campus committee for retention shall
forward to the Regional Executive Officer and Dean both its and the
department's recommendations. For affirmative recommendations, reasons for
continuing the appointment shall be provided.
e. March 1. By March 1, notification of either retention or non-retention shall be
given to the faculty member. If the recommendation is affirmative, and the
Regional Executive Officer and Dean concurs, he/she, after notifying the
provost, shall notify the probationary faculty member of retention decision;
these notifications shall include copies of the department and campus letters
along with his/her evaluation of reasons for continuing the appointment. If the
recommendation of the campus committee is negative, the Regional Executive
Officer and Dean shall notify the provost, who shall notify the probationary
faculty member of the non-renewal for the next academic year.
f. In cases of initial probationary appointments for fractional years, the first year
retention process shall be waived without prejudice. The retention decision
shall be considered positive.
3. Procedures for Retention of Second-Year Probationary Faculty (Note: timelines
subject to change on notification from the provost).
The rationale for the earlier timeline of the Procedures for the Retention of SecondYear Probationary faculty is to be in compliance with UWS 3.09.
Faculty Personnel Policy #501 (Revised 01/16/02; Reorganized and Renumbered 3/15/02)
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a. November 1. By November 1, class visitations shall be conducted by at least
two different members of the appropriate department. The following
exception to this rule is granted for one visitation letter for second-year
probationary faculty of the CTA department: One letter may be based on a
visitation to a directed play during the spring term of the first year of service as
a faculty member of the Colleges.
b. November 7. The probationary faculty member shall submit the retention
dossier to the department.
c. December 1. By December 1, the department executive committee shall
forward its recommendation to the campus committee for retention. For
affirmative recommendations, reasons for continuing the appointment shall be
provided. If the recommendation is negative, no further action shall be taken
by the campus committee, and the department executive committee shall also
notify the provost who shall notify the faculty member of the non-renewal for
the next academic year.
d. December 10. By December 10, the campus committee for retention shall
forward to the Regional Executive Officer and Dean both its and the
department's recommendations. For affirmative recommendations, reasons for
continuing the appointment shall be provided.
e. December 15. By December 15, notification of either retention or
non-retention shall be given to the faculty member. If the recommendation is
affirmative and the Regional Executive Officer and Dean concurs, he/she, after
notifying the provost, shall notify the probationary faculty member of retention
decision; these notifications shall include copies of the department and campus
letters along with his/her evaluation of reasons for continuing the appointment.
If the recommendation of the campus committee is negative, the Regional
Executive Officer and Dean shall notify the provost, who shall notify the
probationary faculty member of the non-renewal for the next academic year.
4. Procedures for Tenure Progress Review and Retention of Third-Year Probationary
Faculty (Note: timelines subject to change on notification from the provost).
A special tenure progress review shall be conducted in the third year of the
candidate's probationary appointment. Criteria and Procedures for the Third-Year
Tenure Progress Review shall conform as closely as possible to the "Criteria and
Procedures for Tenure and Promotion to Associate Professor," included in Section
IV of this document.
Tenure Progress reviews provide an opportunity for both department and campus to
inform The candidate of progress toward tenure. The absence of concerns, or the
indication of Satisfactory progress toward tenure, should not be construed as a
commitment to make a positive recommendation at the time of the tenure decision.
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a. November 30. By November 30, class visitations shall be conducted by at
least two different members of the appropriate department.
b. January 4. Probationary faculty member shall submit retention and tenurereview dossier to the department.
c. April 3. In the case of an appointment split between a home department and a
secondary department, by April 3 of the faculty member’s third year of
probationary appointment, the secondary department shall forward to the home
department its recommendation in the personnel case.
d. April 15. By April 15 of the faculty member's third year of probationary
appointment the department executive committee shall evaluate the candidate's
general progress toward tenure and toward meeting the particular conditions
noted in the letter of appointment. If the results of the tenure progress review
justify retention, the department shall forward to the campus committee for
retention its recommendation for continuing the appointment the next
academic year along with reasons why the appointment should be continued.
At the same time, the department shall forward a copy of its tenure progress
review, including recommendations for improvement, to the appropriate
Regional Executive Officer and Dean(s).
If the results of the tenure progress review do not justify retention, the
department shall notify the campus retention committee of its decision not to
retain and no further action shall be taken by the campus committee. The
department shall also notify the provost who shall notify the faculty member
that the next academic year will be his/her terminal appointment year.
e. April 22. In the case of an appointment split between a home and a secondary
campus, the secondary campus’s committee for retention shall receive the
same documentation regarding the department’s decision as the home campus,
and shall forward to the home campus its recommendation in the personnel
case by April 22.
f. May 1. By May 1, the campus committee for retention shall forward to the
Regional Executive Officer and Dean both its and the department's
recommendations. For affirmative recommendations, reasons for continuing
the appointment shall be provided. The committee shall also forward a copy of
its tenure progress review, including recommendations for improvement, to the
appropriate Regional Executive Officer and Dean(s).
g. May 15. By May 15, notification of either retention or non-retention shall be
given to the faculty member. If the recommendation is affirmative, the
Regional Executive Officer and Dean shall include with the notification of
retention copies of the department and campus tenure progress reviews along
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with his/her evaluation of the candidate's general progress toward tenure, based
upon information contained in the tenure progress reviews. The Regional
Executive Officer and Dean shall also send copies of his/her evaluation to the
department chair and the chair of the campus committee for retention.
If the recommendation of the campus committee is negative, the Regional
Executive Officer and Dean shall notify the provost who shall notify the
probationary faculty member of the non-retention decision and that the next
academic year will be his/her terminal appointment year.
5. Procedures for Retention of Fourth-Year and Fifth-Year Probationary Faculty (Note:
timelines subject to change on notification from the provost).
a. The deadline for submission of the retention dossier for fourth- and fifth-year
probationary faculty shall be at the discretion of the department chair, but no
earlier than January 4 and no later than April 1.
b. April 1. By April 1, class visitations may, at the discretion of the department,
be conducted by one or more members of the department.
c. April 15. By April 15, the department executive committee shall forward its
recommendation to the campus committee for retention. This recommendation
shall include a nomination for early tenure where applicable (see Section
IV.C). For affirmative recommendations, reasons for continuing the
appointment shall be provided. If the recommendation is negative no further
action shall be taken by the campus committee, and the department executive
committee shall also notify the provost who shall notify the faculty member
that the next academic year will be his/her terminal appointment year.
d. May 1. By May 1, the campus committee for retention shall forward to the
Regional Executive Officer and Dean both its and the department's
recommendations. For affirmative recommendations, reasons for continuing
the appointment shall be provided.
e. May 15. By May 15, notification of either retention or non-retention shall be
given to the faculty member. If the recommendation is affirmative and the
Regional Executive Officer and Dean concurs, he/she, after notifying the
provost, shall notify the probationary faculty member of retention decision;
these notifications shall include copies of the department and campus letters
along with his/her evaluation of reasons for continuing the appointment. If the
faculty member is nominated for early tenure and accepts the nomination, the
process of collecting letters and other tenure processes can start on this date. If
the recommendation of the campus committee is negative, the Regional
Executive Officer and Dean shall notify the provost, who shall notify the
probationary faculty member of the non-retention decision and that the next
academic year will be his/her terminal appointment year.
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IV. Criteria and Procedures for Tenure and Promotion to Associate Professor
(3/9/96-section IV added)
Revised by the Faculty Council (FPSC) 2016-11-04
A tenure/promotion decision for each full or part-time probationary tenure-track faculty
member must be made within seven years of the date of the initial appointment. A leave of
absence, sabbatical leave, or faculty development assignment shall not constitute a break in
continuous service nor shall it be included in the probationary period.
Additional circumstances that do not constitute a break in continuous service and that shall
not be included in the seven year period include responsibilities with respect to childbirth or
adoption, significant responsibilities with respect to elder or dependent care obligations,
disability or chronic illness, or circumstances beyond the control of the faculty member,
when those circumstances significantly impede the faculty member's progress toward
achieving tenure. It shall be presumed that a request made under this section because of
responsibilities with respect to childbirth or adoption shall be approved. A request shall be
made before a tenure review commences.
A request for additional time because of family or disability reasons here indicated shall be
submitted to the provost who shall consult with the faculty member's department chair and
Regional Executive Officer and Dean. The provost shall specify the length of time for
which the request is granted. A denial of a request shall be made in writing and shall be
based upon clear and convincing reasons. More than one request may be granted.
However, the total, aggregate length of time granted to a faculty member for all requests,
except for a request with respect to childbirth or adoption, is not expected to exceed one
year.
A. Criteria for Tenure and Promotion to Associate Professor
1. The individual has compiled a record of teaching effectiveness and has skillfully
fulfilled teaching responsibilities for preparation and presentation of information in
the discipline. Consideration will include, but not be limited to, lecture and
laboratory preparation and presentation; resourcefulness, imagination, and
competence in teaching; evidence of course improvement where the need was
indicated by self- or external evaluation; and evidence that students have been
provided with a sound background in the discipline.
2. The individual has demonstrated evidence of professional development through any
of the following: research, including research on teaching methods; professional
contributions to the discipline through scholarly publication; presentations of papers
at state, regional, or national meetings of professional associations; art exhibits and
performances involving outside peer review; active participation in professional
meetings or associations beyond attendance; or other professional contributions
recognized by one's professional peers external to the UW Colleges.
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3. The individual has demonstrated significant achievement in one or both of the
following:
a. University service through contributions at the campus, department, UW
Colleges-wide or all-university level.
b. Public service to the community in areas related to his/her academic expertise
or professional competence. This could include courses and other professional
community service activities provided through Continuing Education
Extension.
4. The individual has received an appropriate degree or the academic preparation as
indicated in the letter of appointment.
Additional Consideration. The requirement for an appropriate degree may be waived
in cases of outstanding professional accomplishment widely recognized in the
discipline or in cases where, at the time of hiring, it was not specified as a
requirement for promotion.
B. Procedures for Tenure and Promotion to Associate Professor (Note: timelines subject
to change on notification from the provost).
Revised by the Senate March 5, 2010
Revised by the SSC 2013-02-25
Revised by the Faculty Council (FPSC) 2016-11-04
1. April 1. By April 1 of the fifth probationary year, the Office of Academic and
Student Affairs shall provide the department chair a random selection of 100 names
of the faculty member's former students enrolled through the fall semester of the fifth
year of the probationary period. Criteria for the selection of students shall include a
final grade of C or better; the department may determine further criteria.
2. July 1. By July 1 the department chair shall send students letters requesting an
evaluation. Distinction shall be maintained between department and
candidate-generated letters from former students.
3. October 1. By October 1 departments shall notify candidates for tenure of the
upcoming tenure consideration and that January 4 (or an earlier date set at the
discretion of the department) is the deadline for completion of their personnel file.
4. November 30. By November 30, two class visitations conducted by at least two
different department members must be completed.
5. January 4. By January 4 (or an earlier date at the discretion of the department) all
materials must be received by the department chair; any materials received late shall
not be considered, unless the provost approves their inclusion. In cases of split
appointments, a copy of the candidate’s dossier must also be received by the
secondary department by January 4.
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6. January 12. In the case of an appointment split between a home department and a
secondary department, the secondary department shall forward its recommendation
in the personnel case to the home department by January 12.
7. January 25. By January 25 the department executive committee shall forward
its affirmative recommendation, including complete documentation, to the campus
committee for tenure. A negative department recommendation shall also be sent to
the campus committee, and no further action shall be taken. The department chair
shall also notify the Regional Executive Officer and Dean, who shall notify the
faculty member that the next academic year will be his/her terminal appointment.
This notification constitutes official notification for the purposes of appeal. The
department chair shall also inform the provost of the department's negative
recommendation.
8. January 30. In the case of an appointment split between a home campus and a
secondary campus, the secondary campus shall receive the same documentation
regarding the department’s decision as the home campus, and shall forward its
recommendation in the personnel case to the home campus by January 30.
9. February 15. By February 15, if both the department and the campus
recommendations are affirmative, the campus committee for tenure shall submit both
recommendations to the Regional Executive Officer and Dean, along with specific
reasons for arriving at an affirmative recommendation. If the campus does not
concur with the department's affirmative recommendation, it will advise the
department of its reasons.
10. March 1. By March 1, if the campus decision is negative, an effort shall be made to
resolve campus committee and department differences (see I.D). If the campus and
department differences cannot be resolved, the committee chair shall notify the
Regional Executive Officer and Dean, who shall notify the faculty member that the
next academic year will be his/her terminal appointment. This notification
constitutes official notification for the purposes of appeal. The committee chair shall
also inform the provost of the committee's negative recommendation.
11. March 15. If both the department and the campus recommendations are affirmative,
by March 15, the Regional Executive Officer and Dean shall forward both
recommendations, his/her own recommendation, and complete documentation to the
provost. If the Regional Executive Officer and Dean does not concur with the
affirmative recommendations, he/she shall consult both the department and the
campus committee for tenure. If, following consultation, the Regional Executive
Officer and Dean still does not concur, he/she shall advise the department and
campus committee for promotion in writing of his/her continuing non-concurrence
and forward all recommendations to the provost.
12. May 15. The provost shall review the recommendations.
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See Table 1 at the end of this policy for all tenure-track deadline dates.
C. Procedure for Early Tenure and Promotion to Associate Professor
(Rewritten and adopted by the Senate April 28, 2006)
Revised and Renumbered by the Senate 2010-10-22
Revised by the Senate 2012-03-16
Revised by the Faculty Council (FPSC) 2016-11-04
1. Early tenure may be granted in the exceptional case where a probationer has clearly
exceeded normal expectations in the areas relevant to the annual progress review.
Tenure-track faculty may be nominated for early tenure, except that:
a. No consideration of early tenure shall be given to probationers who received one
or more years of credit towards tenure upon their original faculty appointment.
b. No consideration of early tenure shall be given to probationers who have not yet
received a positive vote for their third year retention and progress-towards-tenure
decision.
2. Nominations shall be made by two tenured members of the member's
department(s). Nominations must be made no earlier than April 15 of the
probationer’s third year and no later than April 15 of the probationer’s fourth year.
If a Regional Executive Officer and Dean wants an early tenure decision for a
faculty member, he or she shall ask the chair of the candidate's department(s) to
consider a departmental nomination for early tenure.
3. The academic department's executive committee shall be the first to decide whether
or not to proceed on the nomination for tenure prior to the sixth year of probation,
and shall then consult with the appropriate campus committee on whether or not to
proceed. This shall occur at the time of the 3rd-year or the 4th-year retention
decision, April 15 in the academic year before the year for which a tenure decision
has been requested. If the probationer’s campus retention committee supports the
nomination, the chair of the campus committee shall notify the probationer’s
executive committee no later than May 1st. The executive committee must then
notify the probationer no later than May 15th of the same year. The probationer
will have two weeks to accept or decline the nomination for early tenure.
4. If the probationer receives an affirmative vote for early tenure from both the
department and the campus retention committee, the remaining procedures shall be
the same as in Faculty Personnel Policy #501 IV.B.
5. If the early tenure process goes ahead and the probationer receives a negative vote
for early tenure, a vote shall be taken for retention, applying the standard
appropriate to the candidate's year in the tenure process.
6. The option of early tenure may be invoked only once during an individual's
probationary period.
Faculty Personnel Policy #501 (Revised 01/16/02; Reorganized and Renumbered 3/15/02)
14
V. Criteria and Procedures for Promotions
Revised by the Faculty Council (FPSC) 2016-11-04
Criteria and Procedures shall apply to part-time as well as full-time faculty unless otherwise
stated in the original appointment letter.
A. Criteria for promotions
1. To Assistant Professor. A faculty member whose initial appointment was at the
rank of Instructor may be considered for promotion to the rank of Assistant Professor
if the appropriate degree or the academic preparation as indicated in the letter of
appointment is completed and the individual is evaluated as having demonstrated
satisfactory progress toward the tenure criteria for teaching and either University or
public service.
2. To Associate Professor. A faculty member who was tenured at the rank of
Assistant Professor may be considered for promotion to the rank of Associate
Professor if he/she meets all criteria for tenure.
3. To Professor. For promotion to the rank of Professor, the faculty member must
demonstrate that the following criteria have been met:
a. Sustained effectiveness in teaching, as described in the criteria for tenure.
b. Continued professional growth since promotion to Associate Professor with
evidence of a strong record of publication or research or other professional
contributions recognized by one's professional peers external to the UW
Colleges.
c. Outstanding achievement in one or both of the following:
1. effective leadership within the campus and department or at a Collegeswide or system level.
2. extensive public service within the community in areas related to
his/her academic expertise or professional competence. This could
include courses and other professional community service activities
provided through Continuing Education Extension.
d. An appropriate degree from a graduate program. Normally the appropriate
degree will be the terminal degree in the discipline.
Additional Consideration - For all promotions, the requirement for an appropriate degree
may be waived in cases of outstanding accomplishment widely recognized in the
discipline or in cases where, at the time of hiring, it was not specified as a requirement for
promotion.
Faculty Personnel Policy #501 (Revised 01/16/02; Reorganized and Renumbered 3/15/02)
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B. Procedures for Promotion (Note: timelines subject to change on notification from the
provost)
Revised by the Senate March 5, 2010
Revised by the Faculty Council (FPSC) 2016-11-04
1. By May 1, nominations of faculty for promotion shall be submitted to the chair of
the department, campus committee for promotions, and the Regional Executive
Officer and Dean.
2. By June 1, the chairpersons of the department and the campus committee for
promotions shall confer to make certain there is agreement that the promotion should
be processed.
3. January 4. By January 4 (or an earlier date at the discretion of the department), all
materials in support of the promotion must be received by the department chair; any
materials received late shall not be considered, unless the provost approves their
inclusion. In the case of a split appointment, a copy of the candidate’s dossier must
also be received by the secondary department by January 4.
4. January 12. In the case of an appointment split between a home department and a
secondary department, the secondary department shall forward its recommendations
in the personnel case to the home department by January 12.
5. January 25. By January 25, the department shall forward its affirmative
recommendation, including complete documentation to the campus committee for
promotion. A negative department recommendation shall not be sent to the campus
committee, but the department shall inform the campus committee and the candidate
that no recommendation will be forthcoming, and no new action shall be initiated
during that academic year.
6. January 30. In the case of an appointment split between a home campus and a
secondary campus, the secondary campus shall receive the same documentation
regarding the department’s decision as the home campus, and shall forward its
recommendation in the personnel case to the home campus by January 30.
7. February 15. If the department's recommendation is affirmative, by February 15,
the campus committee shall forward its affirmative recommendation, along with the
department's affirmative recommendation, to the Regional Executive Officer and
Dean. If the campus does not concur with the department's affirmative
recommendation, it will advise the department of its reasons. An effort shall be
made to resolve campus committee and department differences. See Introduction, D.
If agreement is not reached, the department shall notify the candidate, and no further
action shall occur.
8. March 15. By March 15, the Regional Executive Officer and Dean shall forward
both positive recommendations, his/her own recommendation, and complete
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documentation to the provost. If the Regional Executive Officer and Dean does not
concur with the affirmative recommendations, he/she shall consult the department
and the campus committee for promotions. If, following consultation, the Regional
Executive Officer and Dean still does not concur, he/she shall advise the department
and campus committee for promotion in writing of his/her continuing nonconcurrence and forward all recommendations to the provost.
9. May 15. The provost shall review the recommendations, along with all materials
used in the promotion review process and shall transmit his/her recommendation to
the chancellor. As soon as possible but no later than May 15, the provost shall notify
the candidate, the department chair, and campus committee, and the Regional
Executive Officer and Dean whether the chancellor is recommending the candidate
for promotion to the Board of Regents.
10. Late Spring. Upon the affirmative recommendation of the chancellor and approval
of the UW Board of Regents, the chancellor shall officially notify the faculty
member, with copies to the department chair, the chair of the campus committee for
promotion, and the Regional Executive Officer and Dean.
See Table 2 at the end of this policy for promotion deadline dates.
VI. Establishing and Interpreting Criteria and Procedures for Personnel Actions
Primary responsibility for establishing and interpreting criteria and procedures for
appointment, promotion, and tenure rests with departments, campuses, and the Senate (as
consistent with Wis. Ch. 36, UW System regulations, and the Colleges constitution). Criteria
and procedures relating to personnel actions shall be established only with approval of the
appropriate department, campus, or Colleges governance body.
When questions arise regarding implementation of criteria or procedures, determination of
whether a policy issue is involved shall be made by the appropriate governance body. In
making that determination "policy" (as related to personnel matters) includes, but is not
limited to, establishing procedures or criteria that might reasonably be expected to influence
the composition of a candidate pool or the basis for selecting candidates from a pool.
When there is disagreement as to whether a policy issue is involved, resolution shall be made
by the Senate Steering Committee. When two or more faculty senators so request, resolution
instead shall be made by the faculty senators acting as a body of the whole.
Faculty Personnel Policy #501 (Revised 01/16/02; Reorganized and Renumbered 3/15/02)
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Table 1: Tenure-track Deadline Dates & Actions
Action
2
Policies governing material submission:
Retention, Tenure and Promotion Deadlines 1
4th yr. &
1st yr. 2nd yr 3rd yr.
6th yr.
5th yr.
FPP
FPP
FPP
FPP
FPP
#501.02 #501.02 #501.01 #501.02
#501.01
Office of Academic Affairs & Student Affairs
provides Dept Chair a list of 100 random former
student names:
(none)
(none)
(none)
(none)
1-Apr
Dept Chair sends out letters to former students
requesting an evaluation of candidate:
(none)
(none)
(none)
(none)
1-Jul
Provost provides list of probationary faculty to
Dept. & Campus Committee Chairs, and Regional
Executive Officer
1-Sept
1-Sept
1-Sept
1-Sept
1-Sept
Dept Chair notifies candidate of upcoming Tenure
(none)
& Promotion Review:
(none)
(none)
(none)
1-Oct
Two class visits by:
30-Nov
1-Nov
30-Nov
Additional student surveys of instruction (beyond
regularly scheduled in IP 301.01.I)
Fall &
Spring
Spring
Deadline for submission of materials to Dept:
4-Jan
7-Nov
For Split Dept Appointments, Secondary Dept
reports to Home Dept:
(none)
Department reports to Campus Committee, REO
and Provost (depending on its recommendation):
(none) 3
Fall (for
(none) 5th year
only)
4-Jan to 14-Jan
Apr
30-Nov
(none)
3-Apr
(none)
12-Jan
1-Feb
1-Dec
15-Apr
15-Apr
25-Jan
For Split Campus Appointments, Secondary
Campus reports to Home Campus:
(none)
(none)
22-Apr
(none)
30-Jan
Campus Committee reports to Regional Executive
Officer
15-Feb
10-Dec
1-May
1-May
15-Feb
If Campus Committee decision is negative,
deadline to resolve difference with Dept:
(none)
(none)
(none)
(none)
1-Mar
Regional Executive Officer Notifies Candidate &
Provost if affirmative recommendation. If
negative Provost notifies candidate:
1-Mar
15-Dec 15-May
15-May
15-Mar
Provost reviews the recommendation
(none)
(none) (none)
(none)
15-May
(none)
4-Jan
NOTES:
1. If a deadline date falls on a non-business day, the deadline reverts to the next business day.
2. See specific policy section for each year that provides details regarding these actions.
3. Visitation for 4th and 5th years is at discretion of dept. but if done, must be by 1-Apr.
Faculty Personnel Policy #501 (Revised 01/16/02; Reorganized and Renumbered 3/15/02)
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Table 2: Promotion Review Deadline Dates & Actions
Action 2
Policies governing material submission:
Promotion
(alone)1
FPP #501.01
Faculty Nomination submitted to Dept & Campus Committee
Chairs and Regional Executive Officer
1-May
Dept and Campus Committee Chairs determine if promotion
should proceed:
1-Jun
Deadline for submission of materials to Dept:
4-Jan
For Split Dept Appointments, Secondary Dept reports to Home
Dept:
12-Jan
Department reports to Campus Committee:
25-Jan
For Split Campus Appointments, Secondary Campus reports to
Home Campus:
30-Jan
Campus Committee reports to REO if affirmative
recommendation. See V.B.7 for action if negative
recommendation:
15-Feb
REO Notifies Provost when concurring with affirmative
recommendations. See V.B.8. for action when not concurring:
15-Mar
Provost Notifies Candidate, Dept, Campus Committee and
REO if the Chancellor will recommended candidate for
Promotion to the Board of Regents:
15-May
Once approved by the Board of Regents, the Chancellor
notifies the candidate, Dept., Campus Committee, and REO:
Late Spring
NOTES:
1. If a deadline date falls on a non-business day, the deadline
reverts to the next available business day.
2. See specific policy section that provides details regarding these actions.
Faculty Personnel Policy #501 (Revised 01/16/02; Reorganized and Renumbered 3/15/02)
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