Review Criteria Cover Sheets
See Phase 2 (Launch Case Electronically) above
Promotion Packet Checklists
Feinberg Faculty Portal / Interfolio Resources
Feinberg's promotion and tenure process occurs on an annual cycle, with approved promotion/tenure taking effect on September 1 of the year following application. The administrative experience of coordinating promotion and tenure is changing substantially in the 2019-20 cycle because we are implementing the Feinberg Faculty Portal, powered by Interfolio (external vendor), to manage promotion/tenure cases online. The expected experience for different audiences is:
Note: Submit appointment changes separately PRIOR to promotion/tenure requests, effective no later than 9/1/19. Exception: Changing from Undifferentiated to a specific career track can be requested in conjunction with the promotion.
Since candidates will not apply online for promotion this year, you will generally be able to use existing departmental processes to identify promotion nominees and collect promotion packets (e.g., on paper or by email). However, departmental APT committees are expected to review promotion packets using the Feinberg Faculty Portal, so please do not forward packets to your departmental APT committee until you have the electronic process is launched (see Phase 2).
In anticipation of future promotion cycles, we encourage departments to separate the process of identifying promotion nominees from the process of collecting a complete promotion packet. Candidates will not apply online for promotion in 2019-20, but when they do in 2020-21, administrative intervention will be needed to launch a promotion case electronically before faculty can upload documents to create their packet. If you ask candidates to send a complete promotion packet to you as the means of notifying you they are an applicant, and then you launch an electronic application that requires them to upload the documents they sent to you, they will have the experience of applying twice which will likely be confusing/dissatisfying.
Promotion/tenure cases advance through one of four different workflow processes, dependent on the rank, career track, and tenure status of the proposed promotion. Because packets will be routed through an online workflow, it is very important to start the correct process so that the packet advances through the right steps and reaches the correct reviewers. As a result, this year the Faculty Affairs Office will launch all promotion/tenure cases. To request the launch of a promotion case in the Feinberg Faculty Portal, please refer to the guidance and resources in the sections below.
Review Criteria Cover Sheets for Professor Ranks
In future years (2020-21 cycle and beyond), this is the phase where candidates will log in to the Feinberg Faculty Portal to upload the documents needed to complete their promotion packet. However, this year (2019-20 cycle) department administrators will upload documents on behalf of candidates. As a result, please collect documents from the candidate if you have not already done so.
Administrators should direct faculty to the page titled Prepare Your Promotion/Tenure Packet to download the required forms and document templates for the promotion packet. Administrators are encouraged to read that page as well, for it includes guidance from the FSM APT Committee on how to prepare each element of the packet effectively.
Important! Do not collect reference letters yet. Administrators will solicit reference letters in Phase 4 using the Feinberg Faculty Portal.
New in the 2019-2020 promotion cycle, departments will submit promotion packets to the Faculty Affairs Office using the Feinberg Faculty Portal. No paper packets will be submitted to FAO! After FAO launches a case (Phase 2), it enters the department workflow, and department administrators should manage department level review steps and finalization of the packet in the Feinberg Faculty Portal.
In this step, you upload the candidate’s documents and do anything else you normally do to prepare a file for your departmental APT Committee--e.g., if you solicit reference letters prior to APT Committee review, you can do that here; if you upload supplemental documentation for APT review (like teaching evaluations), you can do that here as well.
When uploading candidate materials, make sure you are using the correct packet checklist. The checklist number should match the process number of the template in the Feinberg Faculty Portal.
Promotion Packet Checklists
In this step, the departmental APT Committee has access to review the case.
Distribute the following quick reference guides to faculty members on the APT Committee to help them log in and review cases:
In this step, you do whatever is left to make the file complete for submission to FAO. You can solicit reference letters if you did not do that earlier. You would also make sure all required department documentation is uploaded by the end of this step (if it was not done sooner)—e.g., Chair’s letter, APT Committee narrative.
At the end of this step, you will submit the packet to FAO electronically through the Feinberg Faculty Portal; at that point, the case will exit your workflow and you will no longer be able to see it. Download the packet from the Portal before submitting if you wish to retain a copy for your records.
Prior to submitting, ensure the following:
Once you submit the packet, it enters the workflow for the Faculty Affairs Office, which reviews and coordinates the school-level and university-level review steps. The recommendations of the department and school are forwarded to the provost, who reviews and makes the final decision on promotion or tenure. Candidates are typically notified of the provost's decision by mid-June. Approved promotion or tenure takes effect on September 1, 2020.
If the candidate has substantial new accomplishments (e.g, receipt of a new grant) that warrant CV updates after the case has been submitted to FAO, please contact email@example.com.
Department administrators are expected to coordinate the submission of a candidate's promotion/tenure packet to the Faculty Affairs Office, which includes collecting the promotion/tenure packet from the candidate, working with the Department Chair to establish and coordinate an internal departmental review process to evaluate the candidate's qualifications for promotion or tenure, and ensuring each promotion/tenure application is complete with supplementary documentation prepared/obtained by the department (e.g., evaluation from departmental APT Committee, recommendation letter from Department Chair, letters from external referees). Administrators often play an important role in advising faculty candidates on the promotion process and faculty may even look to you for guidance on how to strengthen their promotion/tenure applications. Given this, it is important that you become familiar with Feinberg's different faculty career tracks. The better you understand faculty career tracks and the expectations for achievement in each track, the better you will be able to support your faculty in their career advancement.
Submit appointment changes separately PRIOR to promotion/tenure requests, effective no later than 9/1/19. Exception: Changing from Undifferentiated to a specific career track can be requested in conjunction with the promotion.
Department administrators are responsible for soliciting reference letters when candidates are proposed for promotion to ranks that are NTE or TE (process checklists #1, #2, and #4). Departments do not solicit reference letters for process #3 because those candidates are proposed for tenured ranks.
Administrators should use the Feinberg Faculty Portal, powered by Interfolio, to request reference letters, and you may request letters at any time when the promotion case is in the department workflow--i.e., Phase 4, steps 1, 2, or 3. Some departments solicit reference letters before packets are reviewed by the departmental APT committee, and some departments wait until the departmental APT committee has endorsed the packet to contact referees. Either strategy is fine.
When soliciting reference letters: