Checklist for Tenure and Promotion Process

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Steps in Tenure and Promotion Process

1. Before the Executive Committee (EC) Meeting

   • EC notifies candidate in writing at least thirty (30) days prior to meeting date. The notification must state that the candidate:
     1. is allowed to review and update cv and supporting materials before submission to EC;
     2. can make presentation to the EC at the consideration meeting during open session; and
     3. has right to request open meeting (default is closed meeting for deliberation and vote). If open meeting is requested, the entire meeting including the vote take place in open session.
   • EC Chair obtains candidate’s written preference for open or closed meeting and submits an open meeting notice at least 24 hours before the meeting.
   • EC Chair sends letters to external reviewers requesting impartial evaluation of candidate. Include with the request:
     1. Candidate’s CV,
     2. evidence of scholarship and professional contributions, and
     3. department criteria for promotion.
     4. If candidate elects an open meeting, state that the evaluation will not be confidential.
   • Allow EC members time to review all materials prior to the meeting.

2. During the EC Meeting

   1. Unless the candidate has requested an open meeting, the EC should move into closed session:
      • In open session, the EC Chair should announce the nature of the business to be discussed and the specific statutory exemption which allows the committee to move into closed session (Wisconsin Stats. 19.85(1)(b) for a tenure case).
      • The motion must be carried by a majority vote, and the vote of each individual member must be recorded in the minutes (i.e. roll call vote or written ballot) unless the motion is unanimous. Once in closed session,
   2. The candidate may make presentation to the EC if they choose and may be excused after presenting.
   3. Motion is made to grant tenure/promotion to the candidate. Deliberation occurs and a vote is taken by written ballot per UWM P&P 5.162. EC Members must be present to vote (electronic participation is allowed if the EC has agreed). Proxy votes are not permitted. The ballot should contain:
      • Motion
      • Date
      • EC member’s vote
      • EC member’s signature
   4. Ballots should be retained confidentially in the departmental files and maintained for duration of the faculty member’s employment at UWM.

3. After the EC Meeting

   • Positive recommendation:
     1. EC submits candidate’s materials to the Dean. The transmittal letter must include the committee’s recommendation and the recorded vote.
     2. Dean transmits to the materials to the Divisional Executive Committee (DC) for its recommendation.
   • Negative recommendation:
     1. EC determines reasons before rising from closed session or adjournment. Reasons should not be recorded in the minutes. It is recommended that the EC Chair record the reasons at the meeting to accurately represent the committee’s discussion.
     2. Immediately following the meeting, the EC Chair orally informs the candidate of the decision and reasons.
     3. Candidate can request written reasons within three (3) working days of the meeting.
     4. EC Chair provides written reasons immediately.
   • Reconsideration:
     • The purpose of a reconsideration is the challenge the state reasons or offer new evidence.
     • Candidate must request within five (5) working days of receiving oral reasons or two (2) working days of receiving written reasons.
     • Reconsideration meeting must be held within fifteen (15) working days of receiving request, except if the last day of this period does not coincide with a regular day of instruction of any academic semester, including summer session.
     • EC provides written notice to candidate at least seven (7) working days before the meeting.
     • Meeting is held in closed session unless candidate requests it to be open.
     • Candidate can present witnesses and have counsel present.
     • Candidate is provided with recording of evidentiary and deliberative portions of the meeting.
     • If negative decision, reasons must be provided (UWM P&P 5.174)

4. Divisional Committee (DC) Actions

   • Positive recommendation:
     1. DC submits positive recommendation to the Dean.
   • Negative recommendation:
     1. DC notifies EC Chair within seven (7) working days.
     2. EC is required to meet to discuss request for reconsideration. EC may elect not to request reconsideration.
     3. Candidate can request reconsideration within (10) working days.
     4. DC’s reconsideration meeting must be held within fifteen (15) working days of receiving reconsideration request, except if the last day of this period does not coincide with a regular day of instruction of any academic semester, including summer session.
     5. DC provides written notice to candidate at least seven (7) working days before the meeting.
     6. If no reconsideration is requested, DC forwards advice to Dean. This is not appealable per UWM P&P 5.177.
   • Dean’s decision:
     1. If Dean does not accept DC advice, Dean must notify DC & EC Chairs and copy candidate within a reasonable timeframe.
     2. Candidate can request written reasons within twenty (20) working days.
     3. Dean must respond within ten (10) working day per UWM P&P 5.176.

5. Appeals

   • A faculty member may appeal a negative recommendation after reconsideration at the EC or DC level.
   • Appeals are heard by the Faculty Appeals & Grievance Committee (FAGC).
   • Appeals must follow the FAGC procedures.

6. Final Steps
   

   All positive recommendations are forwarded by the Dean to the Provost as the Chancellor’s designee for final action.