Part III – APPENDIX OF REQUIRED FORMS AND MATERIALS
Tenure and/or Promotion
For United Academics-AAUP/AFT Faculty
Cooperative Extension Service
This page should not appear in your file.
CONTENTS
A. Review Schedule
You do not need to include this in your file.
B. Promotion/Tenure Review Materials Checklist
This form will be included in your file. Each item on this checklist should have its own
divider/tab in your file.
C. Please include only the form applicable to you:
1. Eligibility and Summary of Recommendations Form for Promotion
2. Eligibility and Summary of Recommendations Form for Tenure (only)
3. Eligibility and Summary of Recommendations Form for Concurrent Tenure &
Promotion
Please completely fill out the top portion of the form.
D. Comprehensive Activities Report
If there are sections of this form that do not apply to your appointment, please either enter
“n/a” or delete after consulting with your mentor or dean/director.
E. Candidate response forms for each of the following levels of recommendation: Unit Peer
Committee, Dean/Director, University-Wide Faculty Review Committee, and Provost
These forms are included for your use in the event that you wish to provide a response to
a recommendation. All candidate responses are optional, and you are welcome to use any
format for a response that you wish – these forms are simply for your convenience.
General Instructions in Brief (for more detailed guidelines and instructions, please see “Part II” and/or
“Best Practices for Promotion and Tenure”):
The use of clear plastic sleeves in your review file is prohibited, unless they are used to include single items
that are originals, of unusual size, or cannot otherwise be duplicated. If your file has clear sleeves on
every page, your file will be returned to you to repair.
The use of tabs/dividers is required (however, please use your judgment and do not go overboard). Your
file should have tabs/dividers for each of the main sections listed on the Materials Checklist. The goal is
to produce a file that can be easily navigated by the reviewers, meaning that your tabs/dividers should be
labeled, legible, and visible.
Please use an appropriately sized binder to house your file. Your binder should have rigid sides (no paper
or flimsy plastic), have rings that close securely, and should have some extra room so materials can be
added to your file during the process with ease (for example, recommendations and any responses you
might have to recommendations). Your binder should be clearly labeled on the cover and spine with the
following information: Name, current title, academic unit/institute, department (if applicable), and the
type of review (4th Year Review File).
UNAC Review Schedule for Tenure/Promotion,
4th Year Pre-Tenure Review, and 6th Year Post-Tenure Review
Corresponds with the UNAC CBA effective January 1, 2014 – December 31, 2016
DATE*
ACTION
Prior
academic year
Candidates electing to stand for promotion and/or tenure review prior to their mandatory
year must notify their dean or director in writing of their intent to do so no later than the
last day of the prior academic year (i.e., May 16, 2015 deadline to stand in AY15-16).
Prior
academic year
All candidates standing for promotion and/or tenure review during the next academic year
must submit a current CV and a list of two external reviewers to their dean or director no
later the last day of the current academic year (i.e., May 16, 2015 deadline for review in
AY15-16).
June 30
Promotion/Tenure Only: Dean or director will distribute candidate’s CV to the two external
reviewers and up to two additional external reviewers selected by the dean or director.
September 1
Promotion/Tenure Only: Letters from the external reviewers are due to dean’s or director’s
office. (The external review letters will be included in the candidate’s file upon receipt.)
September 8
Promotion/Tenure Only: Copies of the external review letters are due to the candidate,
with a written note from the dean or director indicating the number of external reviews
requested and received.
October 2
Candidate submits file to dean or director.
October 5
Dean or director submits files to unit peer review committee.
November 5
Unit peer committee’s recommendation due to the dean or director; copy to candidate.
November 12
Candidate response (optional) regarding unit peer committee recommendation due to
dean or director.
November 13
Dean and/or director begin review of files.
December 12
Dean and/or director recommendation due to Provost; copy to candidate. Files are
transferred to the Provost’s Office. NOTE: This is the final level of review for Post-Tenure
files with a satisfactory review by the unit peer review committee and the dean and/or
director.
December 19
Candidate response (optional) regarding dean and/or director recommendation due to
Provost.
December 19
Provost submits files to the University-wide review committee.
February 7
University-wide committee recommendation due to the Provost; copy to candidate.
February 14
Candidate response (optional) regarding University-wide committee recommendation due
to the Provost.
February 15
Provost begins review of files.
March 30
Provost’s recommendation due to Chancellor; copy to candidate. This is the final level of
review for 4th Year Pre-Tenure files and Post-Tenure files.
April 5
Candidate response (optional) regarding Provost’s recommendation due to Chancellor.
April 6
Promotion/Tenure Only: Chancellor begins review of files.
May 1
Chancellor’s decision for all promotion and tenure files due; original to candidate.
*All dates are taken from Article 9.2.6 of the UNAC CBA.
*If a date falls on a Saturday or Sunday,
the materials are due the following Monday.
Updated: May 2015
Promotion/Tenure Materials Checklist
Name: ________________________________ Department: ________________________
Sections:
_____ 1. Promotion/Tenure Checklist Form
_____ 2. Summary of Recommendation Form
_____ 3. Faculty Senate Approved Special Unit Criteria (if applicable)
_____ 4. Promotion/Tenure Comprehensive Activities Report
_____ 5. Self-Evaluation
_____ 6. Peer, Student and External Evaluations (Please use colored paper or tabs to separate):
_____ Past evaluations.
_____ Copies of workloads for period of review.
_____ Student evaluation (IAS) summaries.
_____ Peer evaluation of teaching, if available.
_____ Examples of course syllabi.
_____ Examples/evidence of research/creative activities.
_____ Letters or other external evaluations which you have received concerning your
service activities.
_____ Honors, citations and any other letters concerning your performance as a faculty
member that you would like to include. Do not include here the letters
requested by your dean or director; those go in Section 7.
_____ Letters of support; miscellaneous.
_____ 7. a) Curriculum Vitae
_____
b) External Review Letters (if requested by your dean, director or designee)
_____ 8. Unit Peer Committee Recommendation
_____ 9. Dean/Director Recommendation
_____ 10. University-wide Faculty Review Committee Recommendation
_____ 11. Provost Recommendation
_____ 12. Chancellor Decision
Updated: May 2015
Eligibility and Summary of Recommendations Form for PROMOTION
Name: ______________________________________ Campus:___________________
(Please write name as you want it to appear on letters)
PhD? Yes No
If yes, year doctorate was granted: ___________________________
If no, please list other appropriate degree/s and/or experience:
________________________________________________________________________
Academic Unit, Department, and/or Institute: ___________________________________
Current Rank and Discipline: ________________________________________________
(i.e., Assistant Professor of Biology and Wildlife. Please list exact title of discipline.)
Proposed Rank: __________________________________________________________
Years in current rank: _____________ Total years at UAF (in faculty positions): ___________
Appointment (please circle one):
Tripartite
Bipartite (Teaching and Service)
Do you hold tenure?
Yes
No
Bipartite (Research and Service)
If so, which year did you receive tenure? _________
If you were hired with prior academic experience, please list accredited institution(s)
and years of service at each institution:
________________________________________________________________________
Address to which Chancellor’s decision should be mailed:
________________________________________________________________________
For Provost’s Office Use Only
SUMMARY OF RECOMMENDATIONS:
Unit-Peer Review
Committee
Recommendation
Candidate Response
Included
Dean/
Director
University-wide
Review
Committee
Provost
Yes/No
Vote:
Yes/No
Yes/No
Vote:
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
Notes:
Updated: May 2015
Eligibility and Summary of Recommendations Form for TENURE
Name: ______________________________________ Campus:___________________
(Please write name as you want it to appear on letters)
PhD? Yes No
If yes, year doctorate was granted: ___________________________
If no, please list other appropriate degree/s and/or experience:
________________________________________________________________________
Academic Unit, Department, and/or Institute: ___________________________________
Current Rank: _______________________ Years in current rank: _________________
Disciple in which tenure would be offered: ____________________________________
Is this your mandatory year to stand for tenure (please circle)?
Appointment (please circle one):
Tripartite
Yes
No
Bipartite (Teaching and Service)
If you were hired with prior academic experience, please list accredited institution(s)
and years of service at each institution. If you held tenure at any institution, please also note.
________________________________________________________________________
Address to which Chancellor’s decision should be mailed:
________________________________________________________________________
For Provost’s Office Use Only
SUMMARY OF RECOMMENDATIONS:
Unit-Peer Review
Committee
Recommendation
Candidate Response
Included
Dean/
Director
University-wide
Review
Committee
Provost
Yes/No
Vote:
Yes/No
Yes/No
Vote:
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
Notes:
Updated: May 2015
Eligibility and Summary of Recommendations Form for
CONCURRENT TENURE AND PROMOTION
Name: ______________________________________ Campus:___________________
(Please write name as you want it to appear on letters)
PhD? Yes No
If yes, year doctorate was granted: ___________________________
If no, please list other appropriate degree/s and/or experience:
________________________________________________________________________
Academic Unit, Department, and/or Institute: ___________________________________
Current Rank: _______________________ Years in current rank: _________________
Disciple in which tenure would be offered: ____________________________________
Proposed Rank: __________________________________________________________
Is this your mandatory year to stand for tenure (please circle)?
Appointment (please circle one):
Tripartite
Yes
No
Bipartite (Teaching and Service)
If you were hired with prior academic experience, please list accredited institution(s)
and years of service at each institution. If you held tenure at any institution, please also note.
________________________________________________________________________
Address to which Chancellor’s decision should be mailed:
________________________________________________________________________
For Provost’s Office Use Only
SUMMARY OF RECOMMENDATIONS:
Unit-Peer Review
Committee
Recommendation
Candidate Response
Included
Dean/
Director
University-wide
Review
Committee
Provost
Yes/No
Vote:
Yes/No
Yes/No
Vote:
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
Notes:
Updated: May 2015
University of Alaska Fairbanks
PROMOTION/TENURE COMPREHENSIVE ACTIVITIES REPORT
FOR CES FACULTY
Instructions: Respond to each section of this Activities Report as completely as possible.
• If you are undergoing promotion review only, please provide career information and
highlight the activities accomplished since your last promotion.
• If you are undergoing review for tenure, or tenure/promotion, please provide career
information and highlight the activities accomplished since initial hire.
If you have any questions, please consult with your program chair, the Extension director, or
contact the Office of the Provost.
1. Personal Information
Name
Academic Title
Department/Division
2. Workload Summary
Teaching
Year
Research
Percentage:
Units:
Percentage:
Units:
(1) Include management under service.
Service (1)
Percentage:
Units:
3. Teaching
Table 3.1: Instructional Activities
Campus/
Semester
Course Name,
Number & Title
M/I
(1)
Credit
Hours
Contact
Hours
No. of
Students
Shared
(2)
KNWL
Area
Codes
Totals
(1) Multistate (M) or integrated (I) activity: place an M and/or an I in the space to indicate if the activity
involved more than one state (multistate) and/or integrated research and Extension (integrated).
(2) Name(s) of instructors if course is team-taught.
.
Table 3.2: Instructional Activities – Non-credit (instructor) (1)
KNWL
Total
Date
Class Title
M/I
Location
Hours
Area
ParticiCodes
pants
Totals
(1) A non-credit instructional activity that is taught by the faculty member. These instructional
activities are developed from research-based information and could include a student
evaluation of the class.
Updated: May 2015
Table 3.3: Instructional Activities – Non-credit (leadership in arranging) (1)
Date
Class Title
M/I
Location
KNWL
Area
Code
Hours
Total
Participants
Totals
(1) A non-credit instructional activity that is arranged or coordinated by the faculty member. In
Extension this could include classes, conferences, workshops or other instructional activities
(specify) sponsored and coordinated by the Extension faculty where other experts are the
instructors.
Table 3.4: Curriculum Development
Date
Curriculum Title
M/I
Author(s) &
Collaborator(s)
Purpose
(1)
KNWL
Hours Area
Codes
Totals
(1) The purpose of this curriculum development was: new curriculum; major revision; periodic update.
Table 3.5: Graduate Committee Chair
Date
Student Name
Campus/Degree Sought
Student Status
Hours
(1)
KNWL
Area
Codes
Totals
(1) Active, inactive or graduated (if graduated indicate year degree was awarded).
Table 3.6: Student Advising - Graduate or Undergraduate
Student Name
Date
& Status
Degree Sought
(1)
Type
(2)
Hours
KNWL
Area
Codes
Totals
(1) Active, inactive or graduated (if graduated indicate year degree was awarded).
(2) Member of graduate, undergraduate or senior thesis committee; individual advising of graduate
students.
4. Research, Scholarly and Other Creative Activities
Table 4.1: Publications from Original Research
Date
Published
Citation
(1)
M/I
Type
(2)
Review
(3)
Level of
Outreach
(4)
Hours
KNWL
Area
Codes
Totals
(1) Give full citation, including all co-authors.
(2) Published journal articles, abstracts, conference proceedings, books, pamphlets, publications,
guides, technical manuals, reports or other published documents that are based on original
research.
(3) Type of review: peer, editor or board of editors, conference committee, conference session chair, or
other (specify).
Updated: May 2015
(4) Potential audience for publication: state, national, international, universe.
Table 4.2: Non-Journal Publications from Original Research
Date
Published
Citation
(1)
M/I
Type
(2)
Review
(3)
Level of
Hours
Outreach (4)
KNWL
Area
Codes
Totals
(1) Give full title of publication, name of publisher and all authors and co-authors.
(2) Published Extension publication, pamphlets, guides, technical manuals, reports, conference
proceedings, or other documents that are based on original research.
(3) Type of review: peer (Alaska and/or other states), conference committee, conference session chair,
or other (specify).
(4) Potential audience and distribution for publication: state, national, international, universe.
Table 4.3: Publication in PRESS (1)
Date
Published
Citation
(2)
M/I
Type
(3)
Review
(4)
Hours
KNWL
Area
Codes
Totals
(1) List those publications for which all editorial work is complete and awaiting scheduled publication.
(2) Give full title of publication, name of publisher and all authors and co-authors.
(3) Any type (journal, abstract, Extension, report, etc.) of publication from original research.
(4) Type of review: peer (Alaska and/or other states), conference committee, conference session chair,
or other (specify).
Table 4.4: Professional, Creative Activities
Date
Nature of Activity/Title
(1)
M/I
Participating
Individual(s)
Level of
Activity
(2)
Hours
KNWL
Area
Codes
Totals
(1) List activities that are original creations or from original research, such as: performances, exhibits,
presentations, audio/video recordings, computer programs, musical compositions, poems, concert
performances.
(2) Local, regional, state, national, international.
Table 4.5: Sponsored Projects/Commissions Received
Date
Names
PI or
Granted &
Project Title
(1)
Co-PI
Duration
M/I
Grant Sponsor
Grant
Amount
KNWL
Area
Codes
Totals
(1) Include names of all investigators.
Table 4.6: Other Scholarly Work in Progress
Date
Nature of Activity
(1)
Names
(2)
Publication/Project
M/I Hours
Title
KNWL
Area
Codes
Updated: May 2015
Totals
(1) Document scholarly work in progress. This will include but is not limited to: proposals pending,
proposals in preparation, proposals denied during review period, manuscripts at all stages up to IN
PRESS, unfunded projects/activity.
(2) Names of PI/Co-PI, author, co-author(s) or collaborators on proposals, manuscripts or
projects/activities.
Table 4.7: Conference/Meeting Participation
Date
Conference Name
Type
(1)
Title
Names
(2)
KNWL Total
M/I Area ParticiCodes pants
Totals
(1) Type of presentation or activity could include: poster session, roundtable, formal presentation or
other (specify) from original research.
(2) Names of presenter(s).
5. Public, University and Professional Service
Table 5.1.1: Public Service (1): Presentation to Groups, Agencies or Organizations
Level of
KNWL Total
Title of
Name
Date
M/I
Location
Activity Hours Area ParticiPresentation
(2)
(3)
Codes pants
Totals
(1) Public service: in organized, non-remunerative, educational and consultative activities which
devolve from a faculty member’s professional expertise and further the interests or prestige of the
university.
(2) Name of group, agency or organization to whom the presentation was given.
(3) Your role in the presentation: presented, OR arranged by the faculty member.
Table 5.1.2: Public Service: Consultations with Individuals, Groups, Agencies or Organizations
Type of
KNWL Total
Individual or Name
Date
Subject
Consultation M/I Hours Area Partici(1)
(2)
Codes pants
Totals
(1) Enter who the consultation was with: an individual OR name of group, agency or organization. Do
not enter an individual’s actual name, just enter the word individual.
(2) What type of consultation occurred: phone, e-mail, face-to-face, etc.
Table 5.1.3: Public Service: Popular Media – Newspaper and Magazine Articles
Author or
KNWL
Date
Publication
Circulation
Title
Resource M/I
Hours Area
Published
(2)
(3)
(1)
Codes
Totals
(1) Were the newspaper or magazine articles authored by you OR were you a resource to the
reporter/author.
Updated: May 2015
(2) Name of newspaper or magazine.
(3) Number of subscribers or readers of the newspaper or magazine.
Table 5.1.4: Public Service: Publications, DVDs, Web Modules and Websites
Date
Type
Review
Published/
Title
Author(s)
M/I
(1)
(2)
Released
Distribution
Hours
(3)
KNWL
Area
Codes
Totals
(1) What kind of publication is this: newsletter (electronic and/or printed), DVD, web-based modules,
websites, fact sheet, bulletin, pamphlet, technical publication, guide or other (specify).
(2) Kind of review, if applicable: peer (specify Alaska or other states), district, other (specify).
(3) Local, district, state, national, international.
Table 5.1.5: Public Service: Publications – Journal Articles Not from Original Research
Date
Published
Citation
(1)
M/I
Type
(2)
Review
(3)
Distribution
Hours
(4)
KNWL
Area
Codes
Totals
(1) Give full citation including: title, publisher, issue, author(s) and co-authors.
(2) Published journal articles, abstracts, conference proceedings or other published documents that are
not from original research.
(3) Kind of review: peer, editor or board of editors, conference committee, conference session chair, or
other (specify).
(4) Potential audience for publication: state, national, international, universe.
Table 5.1.6: Public Service: Television and Radio
Date Aired
Program Title
M/I
Type
(1)
Station/
Location
(2)
Program
KNWL
Hours
Duration
Area
(4)
(3)
Codes
Totals
(1) Program, public service announcement, interview, demonstration, other (specify).
(2) Station call letters and location.
(3) Duration, in minutes, of television or radio program, public service announcement, interview or
other.
(4) Time spent in preparation and recording.
Table 5.1.7: Public Service: Paraprofessional and Volunteer Programs Supervised by Faculty (1)
Number
Total
Audience Type &
Faculty KNWL
Title
Hours
Paraprofs/
ParticiDate
M/I
Location
Hours Area
(2)
(3)
Volunteers
pants
(4)
(6)
Codes
(5)
(7)
Totals
(1) The purpose of this table is to document the educational outreach activities of volunteers and
paraprofessionals whose programs are supported by faculty.
Updated: May 2015
(2) Titles could include: consolidated categories of programs or activities for FSNEP, EFNEP, Master
Gardeners, Master Food Preservers, 4-H volunteer leaders, FCE volunteers, other (specify) OR the
title of a specific program, class, presentation or activity carried out by volunteers or
paraprofessionals.
(3) The amount of time (hours) the volunteers or paraprofessionals spent carrying out the program or
activity.
(4) Indicate if the audience was a specific agency, organization, group or the general public and the
location (city) where the program or activity was offered.
(5) Document the number of paraprofessionals or volunteers who provided leadership or instruction for
the program or activity.
(6) Document the number of faculty hours spent in providing subject matter support, supervision, or
general oversight of the paraprofessional(s) or volunteer(s) programs or activities.
(7) Document the number of participants in the program or activity offered by the volunteer(s) or
paraprofessional(s).
Table 5.2: University Service (1)
Date/
Duration
Activity
M/I
Your Role
Hours
KNWL
Area
Codes
Totals
(1) University service: as program chair or department head; service on administrative and governance
committees; service on collective bargaining unit committees or elected office; and other tasks as
deemed necessary by the university. In Extension examples include but are not limited to: office
coordinator; member or chair of a search committee; coordination or participation in district or
state needs assessments; supervision of paraprofessionals or administrative staff; leadership or
participation in program planning meetings; coordination and/or representation at state fair and
health fair booths; Extension representative or liaison to other agencies, organizations, University of
Alaska MAUs or CSREES/USDA committees; UAF committee such as faculty senate, faculty appeals,
comprehensive review, promotion and tenure review or post-tenure review; and other (specify).
Activities in this category do not require the specific professional expertise of the faculty member
for participation.
Table 5.3: Professional Service (1)
Date/
Duration
Activity
M/I
Your Role
Hours
KNWL
Area
Codes
Totals
(1) Professional service: on grant, journal, or accreditation review boards, or as an ad hoc reviewer, in
the faculty member’s area of expertise; as an officer in a professional society; organizing and/or
chairing conferences, symposia, seminars, etc.; editing journals, books, special volumes of papers,
etc. In Extension activities could include: peer review of publications; peer review of storyboards or
scripts for DVDs and web-based modules; peer review of teaching and curriculum; faculty mentoring
committee; and other (specify). Activities in this category require a faculty member’s professional
expertise for participation.
6. Professional Development
Table 6.1: Professional Development: Conferences and Meetings
Updated: May 2015
Date
Conference Title
Location
Hours
Your Role
Totals
Table 6.2: Professional Development: Formal Education
Date
Course Title/Activity
Institution
Table 6.3: Professional Development: Membership in Professional Organizations
Date(s)
Organization
Credits
Your Role
7. Honors and Awards
Table 7.1: Honors and Awards
Date
Honor or Award
Presented By
Reason for Honor/Award
Updated: May 2015
Promotion/Tenure Review
CANDIDATE RESPONSE
to
UNIT-PEER COMMITTEE RECOMMENDATION
_________________________________
Signature
Date
_________________________________
Printed Name
Use additional sheet(s) if necessary.
Updated: May 2015
Promotion/Tenure Review
CANDIDATE RESPONSE
to
DEAN/DIRECTOR RECOMMENDATION
_________________________________
Signature
Date
_________________________________
Printed Name
Use additional sheet(s) if necessary.
Updated: May 2015
Promotion/Tenure Review
CANDIDATE RESPONSE
to
UNIVERSITY-WIDE REVIEW COMMITTEE RECOMMENDATION
_________________________________
Signature
Date
_________________________________
Printed Name
Use additional sheet(s) if necessary.
Updated: May 2015
Promotion/Tenure Review
CANDIDATE RESPONSE
to
PROVOST’S RECOMMENDATION
_________________________________
Signature
Date
_________________________________
Printed Name
Use additional sheet(s) if necessary.
Updated: May 2015