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UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN

2014 Library Master Calendar For
Annual Review, Peer Review, Promotion & Tenure

Last updated 18 November 2013
   
     
Date Responsible Group / Person(s) Activity
Mid- January (21 January) FRC PTA Question and answer session on the annual review process and documentation. January 21, 2014 9:00 AM-10:30 AM, 509 Funk Library
24 January Tenured faculty who wish to be promoted; tenure track faculty or those on Q contracts who wish to be considered early for promotion and/or tenure. Indicate wishes regarding promotion by forwarding letter of intent, c.v., and PRELIMINARY list of 4 suggested external referees and 3 suggested internal referees to the University Librarian. Draft bios must be included for the 4 suggested external referees. (Final list of candidate-recommended referees will be submitted to Division & Peer Review Committee on 1 March -- see calendar entry that date.)
24 January Tenured faculty members who wish to be considered for periodic broader review (Communication 21) Notify the University Librarian by letter.
24 January University Librarian Notify selected tenured faculty members by letter of the intention for them to undergo periodic broader review (Communication 21)
31 January University Librarian Review letters of intent. After review the University Librarian should meet with the candidate to discuss the case.
31 January All Candidates expecting to undergo Peer Review during spring Submit names of internal evaluators to Peer Review Committee. See Peer Review Committee Guidelines for further details.
31 January 3Y candidates and Peer Review Committees for 3Y candidates Candidates submit names of external evaluators with biographies to Peer Review Committee. Candidates work with Peer Review Committee to select 1-2 representative publications to be forwarded to by University Librarian's Office to external evaluators.
3 February Peer Review Committees for 3Y Candidates Send emails to external evaluators asking their willingness to write a letter. (See Appendix 5 of Peer Review Committee Guidelines for language. )
10 February University Librarian, in consultation with EC Appoint a Peer Review Committee for:
  • each associate professor seeking promotion to full professor (2 full professors).
  • each tenured faculty member slated for broader periodic review (2 tenured faculty members; can be a member of PTA).
18 February All Faculty Annual report documents due. Please send electroncially along with CV to the University Librarian's office and also forward a copy of the CV to HR.
18 February

All tenure-track faculty and tenured faculty seeking promotion; all tenured faculty members slated for broader periodic review.

Submit to Peer Review Committee in electronic format (MSWord): c.v., and completed "Outline for Promotion Dossier," sections I-V, excluding evaluation, from "Promotion and Tenure" (Communication No. 9); use Substitute Section III for Librarians. All documents found at http://www.library.illinois.edu/committee/faculty/documents/index.html.
18 February All candidates for tenure and/or promotion (including 5Y, those in the penultimate year of a Q contract, untenured faculty seeking early promotion, and those tenured faculty seeking promotion); all tenured faculty members slated for broader periodic review. Submit in electronic format FINAL list of four external evaluators with biographies and three internal evaluators (no biographies needed) to Peer Review Committee and to Division Coordinator. Biographies should include title and academic status of current or last held position. (These lists will be forwarded to UL Office by Divisions and will be treated as the authoritative lists of candidate-recommended referees.)
18 February All candidates for tenure and/or promotion (including 5Y, those in the penultimate year of a Q contract, untenured faculty seeking early promotion, and those tenured faculty seeking promotion) in consultation with Peer Review Committee Candidates for Promotion send copies of all publications and outstanding manuscripts accepted for publication to University Librarians Office. Work with Peer Review Committee to select 2-3 representative publications and candidate's Research Statement to be forwarded to external reviewers.
18 February Peer Review Committees for 3Y Candidates Forward names of external evaluators willing to write a letter to the University Librarian's office along with copies of 3Y candidates chosen publication(s) and Research Statement. UL office will then request the external letters of evaluation in support of 3Y candidates. Letters due by March 14.
3 March University Librarian, in consultation with EC Appoint "Faculty Editor(s)" -- a Library faculty member experienced with the promotion and tenure process who will be charged with editing promotion and tenure dossiers submitted by the Library for consistency and compliance with campus guidelines.
First Week in March Division coordinator and/or division advisory committee in consultation with candidates for promotion and tenure and their Peer Review committees Submit to the University Librarian 1) names of eight external evaluators (four from candidate and four from division) with biographies, mailing address, e-mail address, and phone number and 2) names of six internal evaluators (three from the candidate and three from the division). One of these six names should be either the head of the department or the chair of the departmental library committee for the department served by the candidate. Exceptions to this are made for those individuals not directly serving an academic department. This pertains to candidates who are 5Y, in the penultimate year of a Q contract, tenured assistant professors wishing to be considered for promotion, and tenured associate professors wishing to be considered for promotion.
10 March University Librarian, in consultation with EC Appoint "paper preparer" for each:
  • faculty member seeking promotion and tenure (including all 5Y and penultimate year Q contract faculty)
  • tenured associate professor seeking promotion
Each paper preparer is given a copy of Peer Review Committee report for assigned candidate.
Mid March All candidates for tenure and/or promotion and Paper Preparers, FRC, PTA Workshop covering Promotion and Tenure process and dossier preparation. Mandatory for promotion and/or tenure candidates and paper preparers. Sponsored by FRC and PTA.
17 March University Librarian's Office and writers of external letters evaluating 3Y candidates. External evaluation letters for 3Y candidates due in the University Librarianís Office.
17 March Peer Review Committees for 5Y candidates, candidates in penultimate year of Q contract, and untenured candidates seeking early promotion Submit PRC reports in electronic format (MS Word) to UL office to be reviewed by FRC. FRC will provide the University Librarian with assessment of candidate's readiness for Promotion & Tenure.
24 March Peer Review Committees for 3Y and tenured faculty seeking promotion or broader review.

Submit all reports to UL Office.

PTA and University Librarian (in that order) will review 3Y PRC Reports prior to reports being submitted to candidate for signature (as per Provost Communication 13). 3Y PRC reports should not be shared with candidates until after reports have been returned by the University Librarian's office to Peer Review Committees.

PRC reports for tenured faculty seeking promotion or seeking broader review are reviewed by the University Librarian who provides appropriate feedback to candidates.

28 March University Librarian, in consultation with EC Using names submitted to the University Librarian by the division coordinator and/or division advisory committee, select external and internal evaluators for all tenure and promotion candidates.
28 March FRC Complete review of PRC reports for 5Y, penultimate Q contract, and early promotion candidates. Transmits FRC assessment of candidate readiness for P & T review to University Librarian.
4 April PTA Transmits (with comments and recommendations as appropriate) all 3Y PRC reports back to the University Librarian's Office. University Librarian reviews and signs all 3Y PRC reports; then returns them to Peer Review Committees for discussion with candidate and signature by candidate as soon as practical thereafter.
11 April Peer Review Committees for all but 3Y & 5Y candidates, untenured candidates seeking early promotion, and tenured faculty

Submit Peer Review reports to University Librarian.

Copies of Peer Review reports for untenured librarians will be forwarded by University Librarian's office to PTA (0Y, 1Y & 2Y) and FRC (4Y & Q-contracts) so that those committees may review them and provide feedback to candidates & Peer Review committees.

11 April University Librarian Send letters requesting evaluation of candidate going up for promotion to external evaluators. Letters should be accompanied by selected publications.
Mid April University Librarian Meets with each tenured faculty seeking promotion and each untenured faculty seeking early promotion and tenure to review his or her Peer Review Committee report and confirm decision to go forward in the fall.
Mid April Paper preparers and Peer Review Committee members for faculty members going forward for promotion and/or tenure. Meet in order for the Peer Review Committee members to pass on information to the paper preparers.
18 April FRC Annual review completed. Scores reported to University Librarian.
18 April University Librarian in consultation with full professors on EC Appoints a special committee of four (4) full professors to provide FRC-level review of associate professors seeking promotion to full professor. Special committee consists of full professors elected to FRC (unless a conflict of interest is declared or identified) plus as many many other full professors as are needed to total four. Appoints a special committee of six (6) full professors to provide PTA-level review of associate professors seeking promotion to full professor. Special committee consists of full professors elected to PTA (unless a conflict of interest is declared or identified) plus as many other full professors as are needed to total six. NB: faculty serve on no more than 1 committee. Paper preparers for any associate professor seeking promotion to full professor may not be appointed to either committee.
2 May FRC and PTA Peer Review Committee reports review completed and letters from FRC and PTA to University Librarian's office submitted.
2 May All candidates for tenure and/or promotion Send designated paper preparer and Faculty Editor 1st draft of their portion of the promotion and tenure dossier.
9 May FRC, PTA, & University Librarian Provide feedback and constructive criticism to peer review committees and candidates on peer review committee reports.
13 May University Librarian Send follow-up letters to evaluators who have failed to respond. Inform paper preparer of progress in the receipt of letters.
Mid May University Librarian's Office w/ assistance from FRC Send letters to all Faculty with FRC scores
30 May Faculty Editor Returns to candidates and paper preparers reviewed 1st draft of candidate's portion of promotion and tenure dossier.
25 June Paper preparers 1st draft of complete promotion and tenure dossier due to Library Faculty Editor (i.e., including both evaluative sections authored by paper preparer and up-to-date revision of candidate's portion of dossier as provided by candidate).
July & August (ongoing throughout the month) Faculty Editor Review promotion and tenure dossiers for content, format, and editing. Return promotion and tenure dossiers to paper preparers for necessary updating in consultation with candidate.
Late August-early September Candidates, paper preparers, Faculty Editor, FRC, and PTA Be alert to any updates to the Provost's latest communication on promotion and tenure (Communication No. 9). The documents are found at http://www.provost.uiuc.edu/communication/09/index.html.
1 September Paper preparers & Faculty Editor(s) Revise promotion and tenure dossiers in accordance with the latest version of the Provost's communication on promotion and tenure.
8 September Paper preparers & Faculty Editor(s) Submit an electronic (MS Word) and hard copy of final review copy of promotion and tenure dossier to the University Librarian's secretary. This document should be as complete as accurate as it will be used for FRC and PTA review and vote.
12 September All candidates for tenure and/or promotion Submit copies of any new publications and/or outstanding manuscripts accepted for publication to University Librarian's Office. All candidate's publications should now be on file in the UL's Office.
15 September University Librarian Review promotion and tenure dossiers and authorize for final preparation.
16 September University Librarian Make available to FRC all documentation, including promotion and tenure dossiers in final form, publications, evaluator biographies, letters, and Peer Review Committee reports.
16 September - 10 October FRC for tenure and promotion to associate professor cases; FRC subcommittee of 4 professors for promotion to professor Evaluate documentation, vote, and write up recommendations.
1 October Nominations, Elections & Voting Procedures Committee Remind Divisions of upcoming elections for new members of FRC
10 October FRC for tenure and promotion to associate professor cases; FRC subcommittee of 4 professors for promotion to professor Transmit FRC votes and any letters elaborating on FRC recommendations for tenure and/or promotion to University Librarian. Transmit FRC votes only to PTA. (Any letters from FRC to UL elaborating on FRC recommendations are not forwarded to PTA.)
10 October - 7 November PTA for tenure and promotion to associate professor cases; PTA subcommittee of 6 professors for promotion to professor Evaluate documentation, vote, and write up recommendations; transmit PTA votes and letters elaborating on recommendations to University Librarian.
15 October University Librarian's Office Final copy edit of promotion and tenure dossiers
November Chairs of FRC & PTA Outgoing chairs work together to update Master Calendar and forward to FRC and PTA.
3 November Divisions needing to elect new FRC members Begin process to select divisional members for FRC (term: Dec 1, 2013 - Nov 30, 2016)
3 November Nominations, Elections & Voting Procedures Committee Begin election of PTAC committee members
7 November PTA for tenure and promotion to associate professor cases; PTA subcommittee of 6 professors for promotion to professor Transmit PTA votes and any letters elaborating on PTA recommendations for tenure and/or promotion to University Librarian.
14 November Divisions needing to elect new FRC members New FRC members have been elected and names provided to UL office.
21 November Nominations, Elections & Voting Procedures Committee New PTA committee members elected.
21 November University Librarian Review decision(s) of the PTA & FRC with the chairs of PTA. & FRC as necessary
12 December Faculty Editor Proofread final promotion and tenure dossiers
12 December University Librarian Forward recommendations for promotion to Office of Provost.
12 December University Librarian Notify candidates of promotion recommendations.
12 December University Librarian Send communication to associate faculty soliciting those who wish to be promoted to full professor.
12 December University Librarian, in consultation with EC Appoint chair of PTA committee.
12 December FRC Elect new chair; notify UL Office of identity of FRC Chair.
Mid December FRC Send Promotion, Tenure, and Faculty Review Calendar along with Annual Review Guidelines to all faculty.
Mid December PTA Send communication to 5Y and penultimate year Q contracts going up for tenure informing them of the documents (including the Substitute Section III available at http://www.library.illinois.edu/committee/faculty/documents/frcresin.html).
Mid December PTA Send communication to all tenure track faculty members and Peer Review Committee members concerning upcoming review.

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Comments to: Jennifer Hain Teper
Updated on: 18 August 2014 twc