The semester in which a tenure-track faculty person is scheduled to apply for tenure (normally, the fall semester of the sixth year on the tenure track) is initially specified in the offer letter from the appropriate Dean. That information is reiterated and finalized in a letter addressed to the faculty person from the Office of the Provost and Academic Vice President, as a rule, early in the spring semester of the first year.

A tenure-track faculty person scheduled to go up for tenure in a given semester will receive the necessary forms from the Office of the Provost several months prior to the deadline for submission of the dossier. As an example, an individual applying for tenure in the fall of a particular year would receive the forms around the end of the preceding spring semester.

A tenure-track faculty person who elects to go up for an early tenure decision (that is, earlier than indicated in the offer letter from the Dean and the later communication from the Office of the Provost) must contact the Office of the Provost in order to receive the necessary forms. The same is true for any faculty person who is applying exclusively for promotion. Moreover, because the forms are periodically revised, it is important to make use of the most up-to-date versions, which the office keeps on file.

(A PDF copy of the application form is here.)

Format for Presentation of Tenure and Promotion Materials

The candidate is responsible for preparing item one and items four through 10, consulting with the chair of the department tenure and promotion committee and, as necessary, with the Department Chairperson, and taking into account any department guidelines for preparation of the tenure dossier. Items two and three will be added by the appropriate individuals or committee during the process.

The candidate must submit two copies of the dossier (one of them an original) to the appropriate chair or committee, depending on approved department procedures. The department should add item three before sending the dossiers to the appropriate dean. The dean will add item two and submit the completed dossiers to the Provost. One copy of the dossier eventually will be returned to the candidate.

The binders in which the dossiers are to be presented will be provided by the Office of the Provost. Also, please use nothing less than a 12-pitch font for all items in the dossiers.

Any questions about the preparation of tenure and promotion materials should be directed first to the chair of the department tenure and promotion committee and then to the appropriate Dean.

Materials to be included in each dossier in the following order:

  1. Form with name, rank, years at John Carroll University, rank/tenure history, action requested by this process. This form will be supplied by the Office of the Provost and Academic Vice President. Download the application form here.
  2. Recommendation of the Committee of Academic Deans (to be added later).
  3. Recommendation and confirmation of a vote from the department tenure and promotion committee (whose members should be listed), including a statement on the overall contribution of the candidate to the department and University. Any evaluations of scholarship by external evaluators should be included here as well.
  4. Table of contents.
  5. Candidate’s summary statement, including the rationale for the action being requested, as well as separate sections about Teaching Effectiveness, Research/Scholarship, and Service. The entire statement should comprise no more than 10 to 12 pages.
  6. Up-to-date and complete curriculum vitae. It should include separate sections on the candidate’s educational background and academic degrees, professional employment, courses taught, publications, scholarly presentations, professional memberships, and awards and honors.
  7. Copy of department tenure policy and/or promotion policy.
  8. Copies of all annual reviews of progress toward tenure (for tenure candidates).
  9. Teaching load summary, including numbers of students, for the current semester and at least five preceding semesters; summary of advising activity.
  10. Appendix. It should include supporting documentation for Teaching Effectiveness and Service; also, copies of books, published articles, reviews, syllabi, and a complete set of teaching evaluations since the Third-Year Review. (For promotion dossiers, only publications that have appeared since the last promotion should be included.)

A PDF version of these instructions is here.