Submission Deadlines to the Office of the Provost
| Faculty promotions and tenure recommendations: | April 5, 2027 |
| Report on non-retentions: | April 5, 2027 |
| Notice of non-retention: | [see below] |
| Retirement: | Provost’s Budget Meeting |
| Report of Personnel Activities for Unclassified Staff 2025-2026: | April 5, 2027 |
These deadlines were derived from UW System deadlines incorporating personnel actions into the next year’s budget cycle and placing promotion and tenure recommendations on the agenda for the June Board of Regents meeting. Promotion and tenure cases that miss the established deadline will generally not be included in the annual June Board of Regents approval cycle. Out-of-cycle requests are intended for unusual circumstances, such as external hires, and should be expected to be rare.
Faculty Promotion and Tenure Timeline
To meet the April 5 deadline for submission to the Office of the Provost, department executive committees (ECs) should begin planning promotion and tenure reviews well in advance of the fall semester. Because the solicitation and receipt of external review letters is one of the most common causes of delay, ECs are encouraged to identify candidates and begin securing external reviewers during the summer, to help ensure that reviews proceed according to the established timeline.
The recommendation of the EC and the complete portfolio, including external review letters, should be submitted to the dean no later than December 1. Deans should forward completed files to the Secretary of the University Office for consideration by the appropriate divisional committee by December 14. Divisional committee recommendations should be submitted to the dean by mid-March to facilitate transmittal of the portfolio and the dean’s recommendation to the Office of the Provost by the April 5 deadline.
Suggested Timelines for Promotion and Tenure Reviews:
| Action: | Completed by: |
| Executive committee (EC) notification of probationary faculty | Summer/Early Fall 2026 |
| Solicitation of external letters | Summer/Early Fall 2026 |
| EC recommendation to dean | December 1, 2026 |
| Dean forwards file to the Secretary of the University for review by the appropriate divisional committee | December 14, 2026 |
| Divisional Committee recommendation to dean | March 15-19, 2027 |
| Dean transmittal to Office of the Provost | April 5, 2027 |
Promotion, Tenure, and Retention Recommendations
Faculty
Deans’ recommendations for all promotions and tenure must be received in the Office of the Provost no later than April 5, 2027. Since such recommendations must be preceded by the deliberations of appropriate faculty bodies, academic units should plan accordingly to ensure timely review. Chapter 5 of UWM [Faculty] Policies and Procedures are applicable to faculty in considering appointments, promotions, and non-renewals.
Divisional committees are reminded to prioritize reviews involving tenure before those involving promotion only (e.g., promotion from associate to full professor).
Academic Staff
A decision on indefinite appointment for Non-Teaching and Instructional & Research Academic Staff will normally be made no later than the end of the sixth year of probationary service [Chapter 107 (PDF)]. A probationary appointment cannot exceed seven years of service except in those circumstances described in Chapter 104.03 (PDF). In the event that an Academic Staff member requires an extension of the probationary period, the policy specified in Chapter 104.03 (PDF) shall be followed. UWM Academic Staff Personnel Policies and Procedures are applicable.
Materials to Include with Recommendations
The following materials should be sent for making a decision on a dean’s recommendation.
- All letters of actions taken and transmittal (executive committee through dean)
- All confidential and “open” letters of review of the candidate
- The candidate’s curriculum vitae
- Student and peer evaluations of teaching
If additional information is needed, the Office of the Provost will request it from the dean or the unit.
Non-retention Notice Periods
Faculty
As stated in the UWM Policies and Procedures 5.19, the written notification of reappointment or non-retention shall be given to probationary faculty as follows:
- When the appointment expires at the end of the academic year, not later than March 1 of the first academic year and not later than December 15 of the second consecutive year of service.
- If the initial appointment expires during an academic year, at least 3 months prior to its expiration; if a second consecutive appointment terminates during the academic year, at least 6 months prior to its expiration.
- After 2 or more years of continuous service at UWM, such notice shall be given at least 12 months before the expiration of the appointment.
- If proper notice is not given as designated above, the faculty member shall be entitled to a one-year terminal appointment. Such appointments shall, however, not result in the achievement of tenure.
For administrative consistency, the notice periods required by (2) and (3) above will have the following deadlines at UWM.
- Three months: – by February 15
- Six months: – by November 20
- Twelve months: – by May 15
These deadlines relate to the faculty contractual period, and apply to probationary faculty members who are on a regular academic appointment cycle running until the end of the academic year. In the case of faculty on annual appointments, a June 30 deadline will apply. For special cases of non-retention of probationary faculty, please consult with Provost and Vice Chancellor Andrew Daire.
Academic Staff
The rules for notification of academic staff members as specified in the Wisconsin Administrative Code UWS 10.05 and “UWM Academic Staff Policies and Procedures Chapter 108” (PDF), require the following notice periods:
Pursuant to UWS 10.05, if a fixed-term or probationary academic staff appointment will not be renewed, written notice shall be given to the employee in advance of the expiration of the employment contract as described below. If proper notice of nonrenewal is not given, the appointment shall be extended so that at least the minimum required notice period is provided.
Fixed-term appointment of 50% or greater, regardless of funding source:
| Years Employed | Minimum Required Notice Period |
| 0-2 years | Three months |
| >2-6 years | Six months |
| >6 years | Twelve months |
Exceptions:
- If the employment contract states that renewal is not intended, no further notice is required; however, for individuals with six or more cumulative years of service to the University, notice separate from the employment contract is required regardless of contract language.
- For individuals with fixed-term appointments who (1) are funded by grants or other short-term funding and (2) have received notice of nonrenewal separate from their employment contract under this chapter, the individual’s appointment may be extended beyond the initial date in the nonrenewal notice, without requiring another notice of nonrenewal, if additional funding becomes subsequently available and the extension (or cumulative extensions) is for a time period shorter than the notice period required for that employee. (AS Doc 108, 9/2017)
Fixed-term appointment of less than 50%:
No minimum notice period is required.
Probationary appointment
| Years Employed | Minimum Required Notice Period |
| 0-1 year | Three months |
| >1-2 years | Six months |
| >2 years | Twelve months |
Limited title with concurrent academic staff appointment:
- When an academic staff member with a limited title appointment is terminated, the notice period defined above is applied to the appropriate concurrent appointment.
Report on Personnel Activities for Unclassified Staff
We are requesting that the summary Report of Personnel Activities for Unclassified Staff be submitted to our office not later than April 5, 2027. Below is a sample of the format for how this information is to be compiled.
Please make very certain that all policies attendant to reviews are strictly followed. In particular, notification time lines for non-retention are critical items. Please direct any questions you may have to Vice Provost for Faculty Affairs Canan Bilen-Green (414-251-7506; bilengre@uwm.edu) or Cheryl Andres (414-229-2721; candres@uwm.edu).
Sample
REPORT OF PERSONNEL ACTIVITIES FOR UNCLASSIFIED STAFF 2021-22
PROMOTIONS
Name, Rank, Department
Gender, Race
Action Taken (ex: Promotion to Associate Professor w/Tenure)
Group/Body Taking Action (ex: Consideration by Dept Ex Comm on 12/11/24)
Vote: (ex: 7 yes, 0 no, 2 abstentions)
Group/Body Taking Action (ex: Consideration by Div Comm on 2/9/25)
Vote: (ex: 3 yes, 0 no, 0 abstentions)
REAPPOINTMENTS
Name, Rank, Department
Gender, Race
Action Taken (ex: Reappoint for three year [2nd year renewal])
Group/Body Taking Action (ex: Consideration by Dept Ex Comm on 11/17/24)
Vote: (ex: 7 yes, 0 no, 0 abstentions)
NON-RETENTION/NON-RENEWAL
Name, Rank, Department
Gender, Race
Action Taken (ex: Denial of promotion to associate professor w/tenure [6th year] Group/Body Taking Action (ex: Consideration by Dept Ex Comm on 1/28/25)
Vote: (2 yes, 7 no, 6 abstentions)
RETIREMENTS/EMERITUS DESIGNATIONS
Name, Rank, Department
Gender, Race
Action Taken (ex: Retirement effective 5/21/24)
(Dept Ex Comm approved emeritus status 3/12/24)
RESIGNATIONS
Name, Rank, Department
Gender, Race
Action Taken (ex: Resignation effective 5/21/24)
Reason (if given)