TABLE OF CONTENTS
Purpose
To provide College of Liberal Arts-specific guidelines, templates, and resources to our departments (faculty candidates, faculty committee members, chairs/directors, and especially, department staff responsible to help assemble our faculty promotion files).
Definitions
GG, or Guidelines: UT General Guidelines for Promotion; there are separate documents for TTT and PTF promotions. (see also EVPP site)
TTT: Tenured or Tenure-Track Faculty
PTF: Professional-Track Faculty
Staff: department staff working on file
Cand: promotion candidate
Chair: department chair(s)
BC/EC: department faculty governing body members (see also Governance)
COLA: COLA HR Team
Dean: Ann Huff Stevens
EVPP: Provost’s Office staff and/or one or more Provosts
Guidelines and Templates
The COLA Promotion and Tenure Dossier Guidelines and sample documents assist faculty and staff to compile and catalog all documents related to the promotion file. They are based on the Provost Guidelines, and the Provost Office's General Guidelines should be considered the overall source for promotion process and policy. Some practices described in our checklist apply to our college only. If you have any questions or seek clarification, please do ask us!
Note: These documents are provided as a guideline for Liberal Arts faculty and departmental administrative staff only.
All items are COLA-specific docs/versions, unless otherwise noted in parentheses:
COLA Professional-Track Faculty Promotion Guidance
- This document outlines current expectations and best practices related to professional track faculty seeking promotion in rank within the College of Liberal Arts.
NEW (4/18/24): The Provost's Office has published their TTT Promotion Guidelines for 24-25, along with several of their templates. We will be updating our guidance documents, templates, and links as quickly as we are able and as they become available from EVPP. Items that have been updated for 24-25 will be noted.
23-24 Promotion File Names and Content
***IMPORTANT: Please do not use the EVPP "Dossier Prep" guides, as they will not include COLA-specific requirements.
- Tenured and Tenure-Track Candidates last updated - 7/26/2023
- Professional-Track Candidates last updated - 8/2/2023
23-24 COLA Promotion Guides
Note: These college-specific process guides are companions to the Provost's General Guidelines (x 2) and will continue to be updated as errors are discovered (or if/when visual aids, FAQs, or similar information seems helpful to add); the cover page of each Guide includes the version date.
Please let Ann K know when you find any mistakes, or if/when you find specific procedures confusing. Thanks!
Templates
- List of Potential Promotion File Reviewers (COLA)
- Chart of Reviewers (EVPP) Updated for 24-25; now called "Summary of Reviewers"
- CIS and CES Averages Report
- Course Ratings Averages Report (EVPP) - will be uploaded to Department's Box folders.
- CV Template
- Five Most Significant Works in Rank (EVPP) Updated for 24-25
- List of Peer Teaching Reviewers (EVPP) Updated for 24-25
- Outlets Table (EVPP) Updated for 24-25; called "Summary of Selectivity of Publication Outlets/Performance Venues"
- Promotion Candidate File Check
- Sample Postdocs Mentored [can also be used as general template for placeholders, memos, etc.]
- Solicitation Letter Templates (for External or Internal Letters of Reference): Please use the letters on the Provost’s website. As of 4/18/24, only the 24-25 TTT Letter Templates are available.
- Stages of Publication definitions
Process Guide
Timeline 2023-2024
- Spring: Departments notify COLA who will be going up for promotion and tenure in the Fall.
- Apr-Jun: COLA meets with Cands and Staff to go over guidelines and answer questions.
- ~September 15, 2023: Department promotion materials due to COLA. [via Box folders]
- October 2023: COLA Promotion and Tenure Committee and Dean begin to review promotion materials.
- Tentative: October 20-21, 2023: COLA Promotion and Tenure Committee meets to deliberate and vote on promotion candidates.
- October 20, 2023: Professional-track promotion files are due to the Provost Office. Dean letters for these cases due Oct. 27, 2023.
- Late October 2023: EVPP review and request edits to COLA PTF files.
- November 6, 2023: Tenured and tenure-track promotion files are due to the Provost's Office. Dean letters for these cases due Nov. 15, 2023.
- Mid-Late November 2023: EVPP review and request edits to COLA TTT files.
- Early December 2023: Dean will meet with President's Committee to discuss PTF promotion candidate cases.
- January 2024: Dean will meet with President's Committee to discuss TTT promotion candidates.
- February 19, 2024: President will notify the Dean of all promotion and tenure decisions.
- February 23, 2024: Dean will notify Chair who will notify Cand, Staff, and BC/EC of President's decisions. COLA follows up with official notification letters.
- March 29, 2024: Deadline to submit final arguments and CCAFR requests to the Provost Office.
- April 22, 2024: President will notify Dean of final decisions regarding Assistant Professors with terminal appointments-pending.
- May 8, 2024: CCAFR deadline to send President/candidate their reports (for requested investigations).
- September 1, 2024: Effective date of new rank for successfully promoted faculty.
Please direct questions about the College of Liberal Arts Promotion and Tenure Review process to cola_HR@austin.utexas.edu