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EPP: Extension of the probationary period; the abbreviation is used to refer to the process or to the extension itself.
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- Each year in a tenure-track rank either counts or doesn’t count towards tenure clock.
- A year of full-time probationary service counts, unless the faculty member is approved for EPP for that year.
- EPPs should not be requested for years that already don’t count.
- Examples:
- Asst. Prof. hired on 1/16/2021: AY 2020-21 would not count.
- Asst. Prof. has a visiting faculty job at another university from 9/1/2019-5/31/2020 (paid by other university); AY 2019-20 would not count.
- Asst. Prof. has an external fellowship in Fall 2021 that covers half of their salary; the other 50% is covered by an approved SCRF/CSEF. The external fellowship stipend is paid directly to faculty member, so they are on 50% LWOP for 9/1/21-1/15/22; AY 2021-22 would not count.
- Examples:
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- Assistant Professor sends Department Chair a written request for an extension of their probationary period, including the reason(s) for their request and specifying the academic year to which the EPP would apply.
- Chair/department staff confirm EPP request meets eligibility guidelines.
- If Chair supports request, Chair writes a brief statement of support. Chair should send both written statements to department manager (or other designated staff person).
- Department staff member should submit the two written statements via the EPP and MID portal.
- The request and chair support statements can be emails, but if so, please save the emails as PDFs prior to uploading.
- File names:
- Assistant Professor’s request: “YY-YY_Lastname_EPP-Request”
- Chair’s supporting statement: “YY-YY_Lastname_Chair-Support”
- YY-YY = the academic year to which the EPP would be applied
- Lastname = the Assistant Professor’s last name
- If Dean supports request, COLA HR will send the original request, the Chair's written support, & the Dean's signed memo of support to the Provost's Office [Academic Personnel Services] for review.
- The Provost's Office reviews the request; if approved, the Provost's Office sends the official memo of approval to COLA HR.
- COLA HR sends the Assistant Professor and Chair (cc: Dept. Staff) the formal approval of the extension and requests that the Assistant Professor sign the approval document to acknowledge their receipt & their understanding of the impact on their tenure probationary timeline.
- Assistant Professor signs the approval notification and returns it to COLA HR (cc: Dept Staff). Asst. Prof. and Dept. keep copies for their files.
- COLA HR sends the signed EPP approval notification to the Provost's Office and keeps a copy on file (along with the request documents).
How to Request that an EPP be Rescinded:
The EPP Approval notification signed by the Assistant Professor explains that the faculty member has the option to request that their extension be rescinded.
Deadline: February 1 prior to the Fall in which they would have their promotion review
Process:
- Faculty member sends an email to their Department Chair(s) requesting that their EPP be rescinded; ideally, attaching their signed EPP acknowledgment for everyone's reference.
- If Department Chair approves, forwards Asst. Prof. request to COLA HR, cc: Dept Staff, including a brief note that they approve this request.
- COLA HR staff will check with Dean for approval and then forward Asst. Prof.'s rescind request, Chair's approval, & Dean's approval (& copy of original EPP signed acknowledgment) to Provost's Office for approval.
- EVPP will send written notification to COLA HR if/when the EPP has been rescinded as requested.
- COLA HR will send this notification to Asst. Prof., cc: Dept. Staff and Chair.
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Related policies:
HOP 2-2020: Extension of the Tenure Track Probationary Period
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