Promotion, Tenure, and Annual Review Related Calendar – Staff Website

Date	Responsible Group / Person(s)	Activity
Mid-September	PTAC	Shares with candidates in final year of preparation for promotion/tenure latest version of the documents (including the Substitute Section III).
Mid-September	University Librarian	Reviews promotion and tenure dossiers and authorize for final preparation.
Mid-September	University Librarian	Provides to FRC and PTAC all documentation, including promotion and tenure dossiers in final form, publications, evaluator biographies, letters, and Peer Review Committee reports.
1^st Monday of October	Nominations, Elections & Voting Procedures Committee	Reminds Divisions of upcoming elections for new members of FRC
1st Monday of October	University Librarian	Send communication to Associate Professors soliciting those who wish to be promoted to full professor.
2^nd Monday of October	FRC for tenure and promotion to associate professor cases; FRC subcommittee of 4 professors for promotion to professor (for current year candidates)	Vote and write up recommendations for ALL candidates for tenure and/or promotion for the UL.
2^nd Monday of October	Tenured Faculty seeking promotion next academic year	Respond to UL call for interest in promotion to full professor; provide draft dossier and current c.v.
Mid-October	FRC	Sends Promotion, Tenure, and Faculty Review Calendar along with Annual Review Guidelines to all faculty.
1^st Monday of November	Ad hoc full professor review committees	Submit initial ad hoc recommendation regarding starting the promotion to full professor process to UL.
1^st Monday of November	PTAC for tenure and promotion to associate professor cases; PTAC subcommittee of 6 professors for promotion to professor	Vote and write up recommendations for ALL candidates for tenure and/or promotion for the UL.
1^st Monday of November	Divisions needing to elect new FRC members	Begin process to select divisional members for FRC (three year term starting Dec 1)
1^st Monday of November	Nominations, Elections & Voting Procedures Committee	Begin election of PTAC members.
1^st Monday of November	3Y candidates and Peer Review Committees for 3Y candidates	Candidates submit CV, publications, names of external and internal evaluators and research statement to PRC - see Mid-Tenure Review Process Document for numbers and criteria.
2^ndMonday of November	ANY tenured faculty members who wish to be considered for periodic broader review (Communication 21)	Notify the University Librarian by letter.
2^nd Monday of November	University Librarian Office	Reviews requests for periodic broader review (Communication 21). After review, the University Librarian should meet with the candidate to discuss the case.
2^nd Monday of November	3Y Peer Review Committees	PRC 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.
3^rd Monday of November	ANY 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, dossier, c.v., 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.
3^rd Monday of November	Divisions needing to elect new FRC members	New FRC members have been elected and names provided to UL office.
3^rd Monday of November	Nominations, Elections & Voting Procedures Committee	New PTAC members elected.
3^rd Monday of November	University Librarian	Review decision(s) of the PTAC and FRC with the chairs of PTAC and FRC as necessary.
Last Monday of November	University Librarian Office	Notifies selected tenured faculty members by letter of the intention for them to undergo periodic broader review (Communication 21)
Last Monday of November	3Y Peer Review Committees	Forward names of external evaluators willing to write a letter to the University Librarian's office along with copies of 3Y candidates chosen publication(s), and updated CV. Letters due by January 27th.
Last Monday of November	ALL 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 review	Submit list of five external evaluators with biographies and three internal evaluators (contact information only) and current draft copy of your dossier to Peer Review Committee or Peer Mentoring Committee (as applicable) and to Division Coordinator. Biographies should include title and academic status of current or last held position. Draft dossier used to inform selection of reviewers. See Template for External Review Biography in Guidelines for Selection of External and Internal Reviewers for Library Tenure Cases.
2^nd Monday of December	Division 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 Committees	Submit to the University Librarian 1) names of ten external evaluators (five from candidate and five from division) with biographies, email address, and phone number and 2) names of six internal evaluators (three from the candidate and three from the division).
2^nd Monday of December	University Librarian	Forward recommendations for promotion to Office of Provost.
2^nd Monday of December	University Librarian	Notify candidates of promotion recommendations.
2^nd Monday of December	University Librarian, in consultation with EC	Appoint chair of PTAC.
2^nd Monday of December	FRC	Elect new chair; notify University Librarian's Office of identity of FRC Chair.
Mid-December	University Librarian Office	Requests the external letters for 3Y evaluations.
Mid-December	University Librarian, in consultation with EC	Using 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).
2^nd Monday of January	University Librarian, in consultation with EC	Appoint a Peer Mentoring 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 January	University 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 Faculty	Annual 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., names of at least 2 internal reviewers (not including direct supervisors), and completed "Outline for Promotion Dossier," sections I-V, excluding evaluation, from "Promotion and Tenure" (Communication No. 9); use Substitute Section III for Librarians. All documents found at PTAC website.
1^st week of February	University Librarian, in consultation with EC	Appoint "Faculty Editor(s)"
1^st week of February	University Librarian, in consultation with EC	Appoint a minimum of two departmental evaluators for each candidate for tenure and/or promotion (5Y, Q contracts and Associate to Full)
End of February	ALL candidates for tenure and/or promotion(5Y, Q contracts and Associate to Full) in consultation with Peer Review Committee	Candidates for Promotion send copies of all publications and outstanding manuscripts accepted for publication, CV, and current dossier to University Librarian's Office. Work with Peer Review Committee to select 3 to 5 representative publications and candidate's current dossier to be forwarded to external reviewers.
1^st Monday of March	Peer Review Committees for 0Y, 1Y, 2Y, and 4Y	Submit PRC reports in electronic format (MS Word) to the University Librarian's Office.
1^st Monday of March	Peer 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.
1^st Monday of March	Peer Review Committees for ALL candidates for tenure and/or promotion (5Y and Q contracts)	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.
2^nd Monday of March	FRC	Complete review of PRC reports for ALL candidates for tenure and/or promotion (5Y, Q contracts, and early promotion). Transmits FRC assessment of candidate readiness for Promotion and Tenure review to University Librarian only.
3^rd Monday of March	University Librarian	Each departmental editor is given a copy of PRC report for assigned candidate.
3^rd Monday of March	University Librarian	Sends 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, dossier, and the UIUC Library Statement on Promotion & Tenure.
1^st Monday of April	PTAC	Transmits (with comments and recommendations as appropriate) all 3Y PRC reports 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-April	University Librarian	Meets 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.
3^rd Monday of April	PTAC /FRC	PTAC transmits its reports to University Librarian and PRCs for 0Y, 1Y and 2Y. FRC transmits its reports to University Librarian and PRCs for 4Y.
3^rd Monday of April	FRC	Annual review completed. Scores reported to University Librarian.
3^rd Monday of April	University Librarian in consultation with full professors on EC	Appoints 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). Faculty may serve on only one of the review committees for each case, but may need to work on multiple cases in different roles.
End of April	FRC	Transmits review letter for ALL candidates for tenure and/or promotion (5Y, Q contracts and Associate to Full) to PRCs and candidate (pending UL review initiated 3^rd Monday in March)
End of April	Departmental Evaluators 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 departmental evaluators.
End of April	University Librarian	Sends follow-up letters to evaluators who have failed to respond. Inform departmental evaluators of progress in the receipt of letters.
Early-May	Faculty Editors, Departmental Evaluators, AD for Academic Affairs, and candidates for promotion and/or tenure	Meet to discuss the editing process.
Mid-May	University Librarian	External letters for 5Y/Q/etc. candidates due back to University Librarian’s office. University Librarian’s office distributes these to departmental evaluators as they are received.
Mid-May	University Librarian's Office, with assistance from FRC	Send letters to all Faculty with FRC scores.
Mid-May	All candidates for tenure and/or promotion	Send designated departmental evaluators and faculty editors 1st draft of their portion of the promotion and tenure dossier.
End of May	Faculty editors	Return to candidates and departmental evaluators reviewed 1st draft of candidate's portion of promotion and tenure dossier.
June	Chairs of FRC & PTAC	Outgoing chairs work together to update Master Calendar and forward to FRC and PTAC.
End of June	Departmental Evaluators	1st draft of complete promotion and tenure dossier due to Library Faculty Editor (i.e., including evaluative sections authored by departmental evalutors, 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 Editors	Review promotion and tenure dossiers for content, format, and editing. Return promotion and tenure dossiers to departmental evaluators for necessary updating in consultation with candidate. Expect 1-3 rounds of editing.
2^nd Monday of September	All candidates for tenure and/or promotion	Submits copies of any new publications and/or outstanding manuscripts accepted for publication to University Librarian's Office. All candidate's publications listed in final dossier should now be on file in the University Librarian's Office.

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