Promotion and Tenure

Faculty members are central to the purpose of the Heritage College; the Heritage College promotion and tenure procedures set forth expectations for excellence in education, research, clinical practice, and service. The Heritage College embraces and rewards scholarship of discovery, scholarship of integration, scholarship of application, and scholarship of teaching. In doing so, the Heritage College honors the diversity of its faculty and each faculty member’s expertise, recognizing that our faculty working together with administration, students, and staff simultaneously enables our success today and enhances our potential for tomorrow.

A demonstration of intellectual growth and development is necessary if a faculty member is to be promoted and/or awarded tenure. The recommendation for promotion should be an indication of the faculty member’s ability and commitment to advancing the mission of the Heritage College and shall be made based on qualifications and performance associated with duties in the department in which the academic rank is held. Tenure is awarded to Tenure Track faculty members whose records indicate that they are likely to continue to make significant contributions to the academic life of Ohio University throughout their professional careers.1 There must be an indication that scholarly activities, teaching, and service will continue after being promoted and/or awarded tenure, based on accomplishments of the faculty member during his/her probationary period. In addition to scholarly requirements and the maintenance of a high level of competence in one’s chosen field, a faculty member eligible for promotion and/or tenure is expected to effectively serve his/her department, the Heritage College, and Ohio University by participating in committee work and engaging in other service to the college, university, as well as local and professional communities. All candidates for promotion from associate to full professor also must demonstrate leadership in service to the Heritage College, Ohio University, and their profession.

1. Voting Membership
   1. The Heritage College P&T Advisory Committee may consist of:
      • One (1) tenured faculty from each college department when available or its representative from a tenured faculty of rank;
      • Two (2) additional tenured faculty members as at-large members;
      • Two (2) additional Instructional or Clinical faculty representatives as at-large members;
      • The associate dean of faculty (ex-officio).
   2. The members will have an academic rank of Associate or higher and will be appointed by the Executive Dean in consultation with the academic chairs. Each appointment will be for< a three-year term, with a maximum limit of two consecutive terms as a P&T committee member, though additional consecutive terms may be permitted if an alternative in a given department cannot be found;
   3. No department chair shall serve on this committee.
2. Responsibilities
   1. The committee will advise the executive dean on issues related to promotion and tenure for tenure track faculty and promotion for instructional track faculty and clinical track faculty in the Heritage College;
      • For promotion and/or tenure cases of tenure track faculty, onl individuals within this classification who hold the rank or higher under consideration may vote.
      • For promotion of instructional and clinical track faculty to the rank of Professor of Instruction or Clinical Professor, individuals of any classification holding the rank of Professor may vote.
   2. The committee will review promotion and tenure dossiers submitted by faculty and submit to the Executive Dean, in writing, a summary assessment based on the criteria described in the Heritage College promotion and tenure document;
      • Except under extraordinary circumstances, the committee shall have an organizational meeting no later than the end of the first week of the Ohio University (not Heritage College) spring semester and shall meet to determine final decisions no later than the end of the fourth week of the Ohio University (not Heritage College) spring semester.
   3. The committee will review department promotion and tenure documents on an annual basis or whenever changes/modifications are recommended in departmental procedures or criteria;
   4. The committee will review college promotion and tenure documents every three years for compliance with current college practices and for compliance with the Ohio University Faculty Handbook.

1. The Heritage College, its College Promotion and Tenure Advisory Committee, and its Department Promotion and Tenure Committees shall adhere to all policies and procedures specific to promotion and tenure as stipulated in the Ohio University Faculty Handbook, and in particular those outlined in Section I.A and Section II.C through F.
2. Tenure Track, Instructional, and Clinical Medicine Track faculty can be promoted. Eligibility for promotion shall be determined by the candidate’s department. Promotion shall neither be automatic, nor will it be regarded as guaranteed upon completion of a typical term of service. Promotion is granted in recognition of accomplishments and demonstrated excellence of the faculty member being considered. Research, teaching, clinical practice, and service may be considered in promotion recommendations and decisions, with the specific expectations for each track articulated in the candidate’s departmental documents. Regardless of faculty classification, performance expectations shall be directly linked to workload allocations negotiated with the faculty member’s department chair.
3. Only Tenure Track faculty can be awarded tenure. Eligibility for tenure shall be determined by the candidate’s department and is reserved for those who are engaged in academic activities, that include teaching, research, and service.2 The tenure decision is not merely a hurdle to be met in the advancement of one’s career, but rather an indication of the faculty member’s ability and commitment to be a life-long scholar. Tenure is awarded in recognition of demonstrated excellence of the candidate who also must have documentation of a strong, independent and sustained scholarly record in research, creative activity, and teaching subsequent to attainment of a terminal degree (i.e., Ph.D., D.O., M.D., etc.). This record must represent a breadth and depth of scholarly performance that warrants a permanent appointment and/or possible advancement in rank at the Heritage College.
4. To be considered for tenure, a person must hold faculty status throughout the entire probationary period.3 The total period of probationary service prior to the acquisition of continuous tenure shall not exceed seven (7) years unless an extension is granted as specified in Section II.D.2.e of the Ohio University Faculty Handbook.4
5. Heritage College departments shall establish tenure and promotion guidelines and procedures that are consistent with those of Ohio University (as specified in the Ohio University Faculty Handbook) and the Heritage College Promotion and Tenure Document. Criteria used to make recommendations and decisions on promotion and tenure should originate in meetings of faculty, as a whole or by committee, in consultation with the Executive Dean of the Heritage College. In the event of an impasse between the college faculty and the Executive Dean, the standing Committee on P&T of the Faculty Senate shall act as arbiter.5
6. Written criteria and procedures regarding promotion and tenure must be established by each department in consultation with the Executive Dean of the Heritage College.6 Criteria and procedures must be approved by the majority of the eligible voting faculty (e.g., voting eligibility is specific to the candidate’s track and desired rank) as specified in the respective department’s Promotion and Tenure Procedures [for Tenure Track Faculty], Procedures for Promotion of Instructional Faculty, and Procedures for Promotion of Clinical Medicine Track Faculty. Faculty should review these criteria periodically (at least every five years) in consultation with the Executive Dean of the Heritage College.7 Revisions to departmental criteria and procedures relative to promotion and tenure must be approved by the majority of the voting Tenure Track, Instructional, and/or Clinical Medicine Track faculty as specified in the respective departmental documents. Any changes to departmental P&T criteria and procedures must be reported to the chair of the Heritage College P&T Advisory Committee.
7. Advancement in academic rank shall be made by the [university] President.8 Tenure shall be granted by the [university] President. 9 The President receives recommendations for promotion and tenure from the respective department, the Executive Dean of the Heritage College, and the Executive Vice President and Provost of Ohio University.
8. If promotion and/or tenure are denied, a faculty member has the right to appeal. The appeal process is outlined in Section II.F of the Ohio University Faculty Handbook. 
9. Timelines for applying for promotion (Instructional and Clinical Medicine Track faculty) and promotion and tenure (Tenure Track faculty) are set by Ohio University. It is expected that the Department P&T Committees and the Heritage College P&T Advisory Committee will set internal deadlines to meet all Ohio University document submission and review deadlines.

Ohio University’s timeline for promotion and tenure of Tenure Track faculty can be accessed online.

Ohio University’s timeline for promotion of Instructional faculty can be accessed online.

Ohio University’s timeline for promotion of Clinical Medicine Track faculty can be accessed online.

Refer to Section II.C.3 of the Ohio University Faculty Handbook for descriptions of< Tenure Track, Instructional, and Clinical Medicine Track faculty classifications.

• Tenure Track Faculty (full or part-time) – eligible for promotion in academic rank and tenure.
• Tenure Track Faculty retired under the Early Retirement Policy – ineligible for promotion in academic rank and no longer need tenure.
• Instructional Faculty – eligible for promotion without tenure.
• Clinical Medicine Track [Medical] Faculty – eligible for promotion without tenure.

1. Tenure Track Faculty
   1. ASSISTANT PROFESSOR – This academic rank is typically assigned to a newly hired Tenure Track faculty member who has the potential to establish a strong, independent, high quality, focused, research program and has the ability to contribute to the research missions, educational programs and service expectations of the Heritage College.
   2. ASSOCIATE PROFESSOR – This academic rank is typically held by a Tenure Track faculty member who has established a strong, independent, high quality, focused program of research/scholarship and has demonstrated a commitment to and successful participation in research/scholarly activity to the extent that the Heritage College and Ohio University benefit from making a life-long commitment to them. To merit appointment at, or recommendation for promotion to associate professor with tenure, the Tenure Track faculty member must participate and show commitment/achievements in each area of academic expectation – research/scholarly activity, teaching, and service – based on workload allocation. Awarding tenure to an assistant professor automatically carries promotion to associate professor. Awarding tenure to an associate professor does NOT automatically carry promotion to professor.
   3. PROFESSOR – This highest academic rank is reserved for a Tenure Track faculty member who is an outstanding scholar and who has achieved a national and/or international reputation for research/scholarly activity. To merit appointment at, or recommendation for promotion to professor, the Tenure Track faculty member must have demonstrated leadership in the form of defining and advancing the interest of one’s field.
2. Instructional Faculty
   1. ASSISTANT PROFESSOR OF INSTRUCTION – This initial academic rank is typically assigned to a newly hired Instructional faculty member serving at 0.5 FTE or greater. An individual is expected to spend a minimum of five (5) years in the rank of assistant professor of instruction before being considered for promotion to associate professor of instruction, although mere time served is not sufficient for promotion.
   2. ASSOCIATE PROFESSOR OF INSTRUCTION – This academic rank is held by an Instructional faculty member serving at 0.5 FTE or greater if promoted after serving at least five (5) years as an assistant professor of instruction. An individual is expected to spend a minimum of five (5) years in the rank of associate professor of instruction before being considered for promotion to professor of instruction, although mere time served is not sufficient for promotion.
   3. PROFESSOR OF INSTRUCTION – This is the highest academic rank given to an Instructional faculty member serving 0.5 FTE or greater if promoted after serving at least five (5) years as an associate professor of instruction. An individual must have qualifications of the previous title and meet the Heritage College department’s terms of hire and the standards and expectations of the academic unit.
3. Clinical Medicine Track [Medical] Faculty
   1. ASSISTANT CLINICAL PROFESSOR – A Clinical Medicine Track faculty member is typically hired at the academic rank of assistant clinical professor.
   2. ASSOCIATE CLINICAL PROFESSOR – A Clinical Medicine Track faculty member is usually expected to spend a minimum of six (6) years in the academic rank of assistant clinical professor before being considered for promotion to associate clinical professor. Recommendation for promotion from the rank of assistant clinical professor to associate clinical professor will take into consideration whether the Clinical Medicine Track faculty member meets the Heritage College and department’s terms of hire and the standards and expectations of the academic unit.
   3. CLINICAL PROFESSOR – A Clinical Medicine Track faculty member is usually expected to spend a minimum of five (5) years in the academic rank of associate clinical professor before being considered for promotion to the highest rank of clinical professor. Recommendation for promotion from associate clinical professor to clinical professor requires a sustained record of scholarly accomplishments, outstanding academic achievements, and an exemplary professional reputation that meets the Heritage College’s and department’s terms of hire and the standards and expectations of the academic unit.

1. Promotion
   1. Tenure Track faculty being considered for promotion must demonstrate excellence consistent with expectations set forth in the respective department’s Promotion and Tenure Procedures specific to Tenure Track faculty and meet qualifications of a particular academic rank as described in Section IV.A herein and in accordance with the Ohio University Faculty Handbook.
   2. Beginning with appointment to the rank of assistant professor or a higher rank, the probationary period shall not exceed seven (7) years, except as qualified in II.D.2.e of the Ohio University Faculty Handbook. Notice shall be given at least one (1) year prior to the expiration of the probationary period if the faculty member is not to be continued in service after the expiration of that period.
   3. Recommendation for promotion by a Department P&T Committee should be an indication of a Tenure Track faculty member's ability and commitment to be a life-long scholar.
   4. Tenure Track faculty must be evaluated annually by the department chair.
   5. For a Tenure Track faculty member to be recommended for promotion, a majority affirmative vote is required of all qualified tenured members of the Department P&T Committee who hold the same or higher academic rank for which the candidate for promotion is applying. The Department P&T Committee advances its recommendation to the department chair. The department chair, upon consideration of the Department P&T Committee’s positive recommendation, writes a letter of recommendation which is submitted to the College P&T Advisory Committee along with selected components/documents of the candidate’s dossier. Following the College P&T Advisory Committee’s review, its chair shall write a letter of recommendation to the Heritage College Executive Dean. The Heritage College Executive Dean considers all the documented evidence and advances his/her recommendation for tenure and/or promotion along with required/requested materials to Ohio University’s Executive Vice President and Provost. The final decision regarding promotion rests with the President of Ohio University.
   6. Tenure Track medical faculty are permitted to petition for a one-time transfer to a Clinical Medicine Track position no later than the end of their third year.10A petition to transfer must originate with the faculty member who submits it to the chair of the Department P&T Committee. If approved, the petition to transfer is then routed to the Executive Dean of the Heritage College and the Executive Vice President and Provost of Ohio University for review. In the event of non-approval, a faculty member has a right to appeal. The appeal process parallels the process for grievance appeal as outlined in Section II.G of the Ohio University Faculty Handbook. Once a transfer is completed to the Clinical Medicine Track, the physician faculty member is not eligible to transfer back to a Tenure Track position.11
2. Tenure
   1. Tenure Track faculty being considered for tenure must be engaged in academic/creative activities including research, teaching, and service. Tenure Track faculty will know in advance: a) the criteria that will be used to arrive at a tenure decision; and b) their workload expectations for teaching, service, research and scholarship, and/or professional activities. Significant changes to these workload/balance expectations should be a matter for discussion and negotiation between the department chair and the faculty member.12
   2. Every faculty member who is eligible for promotion or tenure with a teaching or research appointment of any kind shall be informed each year in writing of the department’s evaluation of the individual’s performance and progress toward tenure. This evaluation normally will be provided to the faculty member by February 1st.13
   3. The annual “performance and progress toward tenure letter” that Tenure Track probationary faculty receive (see Section II.D.1.c of the Ohio University Faculty Handbook) should include clear, transparent, and formative information on progress towards tenure.14
   4. Departments may choose to do a midway (typically in Year 3) formal evaluation and/or annual cumulative evaluations that afford Tenure Track probationary faculty feedback in terms of teaching, service, research and scholarship, and professional activities. Those who provide this feedback should be representative of all faculty members who will eventually decide tenure for the faculty member.15
   5. A Tenure Track faculty member who is awarded tenure when full-time does not lose tenure by accepting a part-time Tenure Track appointment.16
   6. A Tenure Track faculty member who has tenure and accepts an administrative position at Ohio University will keep his/her academic rank and tenure.17
3. Guidelines for hiring at advanced rank (associate professor, professor; with or without tenure)
   1. A faculty candidate with prior experience at another institution(s) who has accepted a Tenure Track position in the Heritage College may be hired with a rank higher than assistant professor. A new faculty member may be appointed as associate professor if she/he/they satisfies the departmental requirements to be an associate professor and/or at the discretion of the Executive Dean in consultation with the department chair. Appointment of new faculty as full professor must be reviewed and endorsed by the P&T committee of the faculty’s department and the College P&T committee. All new appointments to a Tenure Track faculty position require the approval of the Executive Dean, Provost and President.
   2. Tenure is normally not granted to any faculty member who has not served at the college/department for at least two years. After this period, in consultation with the department chair, an individual faculty member can apply for and follow the departmental, college and university processes to obtain tenure. In exceptional cases, on recommendation by the Executive Dean, tenure may be granted upon appointment, but such a grant of tenure must first be approved by the faculty’s department P&T committee. This process may occur in an expedited manner when necessary outside of the usual meeting schedule of these committees.
4. Guidelines for one-year gap requirement before consideration for promotion to full professor.
   1. Promotion to full professor normally requires a faculty member to have served a minimum of two years at the rank of tenured associate professor at Ohio University at the time of promotion to professor. In exceptional cases, early promotion consideration of a tenured associate professor is possible, but requires sufficient evidence to satisfy the expectation of continued performance at the levels achieved and leadership ability or potential at the rank of professor, with the provision that completion of the tenure process must be separated from the promotion to full professor by at least one year.

1. Non-Tenure Track Faculty Promotion
   1. Instructional Faculty
      1. Instructional faculty being considered for promotion must substantiate excellence as set forth in the respective department’s Procedures for Promotion of Instructional Faculty and meet qualifications of a particular academic rank as described in Section V.B herein and in accordance with the Ohio University Faculty Handbook.
      2. Service as an Instructional faculty member at any academic rank prior to Academic Year 2012-2013 shall be included in the minimum years of service required for consideration for promotion.18
      3. Instructional faculty must be evaluated annually by the department chair with a comprehensive review in the last year of a multi-year contract or upon application for promotion.19
      4. The comprehensive review is conducted by the Department P&T Committee for an Instructional faculty member applying for promotion. The comprehensive review process shall conform to the department’s written procedures and demonstrate peer review as part of this evaluation process.
      5. For an Instructional faculty member to be recommended for promotion, a majority affirmative vote of all members of the Department P&T Committee is required. Voting eligibility is reserved for members of the Department P&T Committee who are tenured Tenure Track faculty and Instructional faculty who hold the same or higher academic rank for which the candidate for promotion is applying.
      6. Instructional faculty may negotiate a shift from a full-time to a part-time appointment or from a part-time to a full-time appointment without loss of academic rank.20
   2. Clinical Medicine Track [Medical] Faculty
      1. Clinical Medicine Track faculty being considered for promotion must substantiate excellence as set forth in the respective department’s Procedures for Promotion of Clinical Medicine Track Medical Faculty and meet qualifications of a particular academic rank as described in Section V.C herein and in accordance with the Ohio University Faculty Handbook.
      2. Clinical Medicine Track faculty must be evaluated annually by the department chair based on departmental guidelines with a comprehensive review performed in the last year of a multi-year contract.
      3. The comprehensive review is conducted by the Department P&T Committee for a Clinical Medicine Track faculty member applying for promotion. The comprehensive review process shall conform to the department’s written procedures and demonstrate peer review as part of this evaluation process.
      4. For a Clinical Medicine Track faculty member to be recommended for promotion, a majority affirmative vote of all members of the Department P&T Committee is required. Voting eligibility is reserved for members of the Department P&T Committee who are tenured Tenure Track faculty and Clinical Medicine Track faculty who hold the same or higher academic rank for which the candidate for promotion is applying.
      5. Faculty members holding a Clinical Medicine Track position are eligible to apply for a Tenure Track position when such positions become available. The criteria differ for academic rank determination in the Clinical Medicine Track and the Tenure Track. Hence, a faculty member’s rank in the Clinical Medicine Track is not necessarily transferrable to the Tenure Track.21

In preparing a case for promotion and/or tenure, the faculty member shall assemble a comprehensive dossier addressing requirements as specified in the respective department’s Promotion and Tenure Procedures [for Tenure Track Faculty], Procedures for Promotion of Instructional Faculty, and Procedures for Promotion of Clinical Medicine Track Medical Faculty in accordance with submission guidelines of the department chair for his/her review. Only select documents from the comprehensive dossier are required to be submitted in the following format to the Executive Dean of the Heritage College, the Executive Vice President and Provost, and the President of Ohio University for their review and consideration.

The selected documents requested by the Executive Dean of the Heritage College mirror those requested by the Executive Vice President and Provost and include, when available:

Section One - Introductory Documents

1. Review form for promotion and/or tenure (signature sheet)
2. Letter from Heritage College Executive Dean regarding merit of the P&T proposal
3. College Promotion and Tenure Advisory Committee letter (if applicable)
4. Department Chair/Director letter
5. Department/School Promotion and Tenure Committee letter
6. Department Chair/Director's annual evaluation letters and any P&T progress letters
7. Copy of faculty member's Tenure Track offer/appointment letter (most recent if modified)

Section Two - Promotion/Tenure Summary Documents

1. Table of Contents
2. Academic Preparation
3. Professional Experience
4. Instruction and Advising
   1. Teaching Load - Courses taught over the past three (3) years; Any changes in teaching assignments
   2. Teaching Effectiveness - Evidence of course organization, presentation and requirements; Student evaluation information; Teaching awards and recognition; Selection for teaching in special programs; Participation as a student in teaching enhancement programs; Other evidence of teaching effectiveness (Example: supporting letters from faculty peers)
   3. Interdisciplinary Teaching
   4. Advising and Supervision
5. Research and Scholarly Accomplishments
   1. Articles in professional journals
   2. Other publications and presentations
   3. Books or portions of books
   4. Sponsored research projects and grants
   5. Theses and dissertations directed
   6. Proposals
   7. Other
6. Professional Associations
7. Committees and Service
8. Interdisciplinary Contributions
9. Other Factors

Section Three – External Review*

1. External Review Process – Describe process; Why were these particular external reviewers chosen? How were they contacted? What were they sent to review? What is the relationship of the reviewer to the candidate?
2. External reviewers' letters (typically at least six). Ideally the six letters will be from individuals who are neither coauthors nor former advisors.
3. Short biographical summary for each reviewer. Do NOT include curriculum vitae.

Section Four - Curriculum Vitae and Promotion and Tenure Guidelines

1. Attach current and comprehensive curriculum vitae (CV)
2. Department/School/Campus promotion and tenure guidelines
3. College promotion and tenure guidelines

*In all departments, Tenure Track faculty undergo external review when applying for promotion and tenure. The external review process involves review of the candidate by experts in the candidate’s field whose primary affiliation is not Ohio University. Thus, external letters are required; typically six (6) letters will be sufficient. The intent of the external review is for the referee to assess the candidate’s contribution to the field. Referees should hold the same rank or a rank higher than the one to which the candidate aspires. If a referee at a lower rank is selected, the choice should be explained. Departmental guidelines establish whether the candidate can nominate individuals to serve as referees, but it is the responsibility of the department to select referees and solicit the required review letters according to the timeline. Referees should be asked to provide an assessment of the candidate’s scholarly work. Selected materials sent to referees should be the same for all candidates. Final letters, accompanied by a brief biography for each referee and a statement of the referee’s relationship to the candidate, are advanced through the review process.

Departments may require external review for other promotion decisions; candidates should adhere to departmental guidelines in such circumstances.

Ohio University Review form for promotion and/or tenure as well as submission guidelines regarding P&T documents for Tenure Track faculty can be accessed online.

Ohio University Review form for promotion as well as submission guidelines regarding promotion documents for Instructional faculty can be accessed online. 

Ohio University Review form for promotion as well as submission guidelines regarding promotion documents for Clinical Medicine Track faculty can be accessed online. 

To be considered for promotion and tenure, the candidate must submit a dossier containing, at minimum, a comprehensive CV; all annual evaluation letters; a statement regarding research and scholarly activity with evidence of excellence in either or both of these areas; a teaching statement with evidence of teaching excellence; and a service statement with evidence of service excellence. If the candidate has made achievements in the aforementioned areas, then documentation needs to be included. Examples of materials that may substantiate excellence in each area are outlined in respective department’s Promotion and Tenure Procedures [for Tenure Track Faculty]. This Heritage College Promotion and Tenure Document is complementary to the candidate’s departmental promotion and tenure document.

To be considered for promotion, the candidate must submit a dossier containing, at minimum, a comprehensive CV, all annual evaluation letters, a teaching statement with evidence of teaching excellence, and a service statement with evidence of service excellence. If the candidate has made achievements in the aforementioned areas, then documentation needs to be included. Examples of materials that may substantiate excellence in each area are outlined in respective department’s Procedures for Promotion of Instructional Faculty. This Heritage College Promotion and Tenure Document is complementary to the candidate’s departmental promotion document.

To be considered for promotion, the candidate must submit a dossier containing the following documentation: a comprehensive CV; all annual evaluation letters; all teaching evaluations summaries. Based on workload allocation, the candidate will be asked to submit: a clinical practice statement and evidence of clinical practice excellence; a teaching statement and evidence of teaching excellence; a service statement and evidence of excellence in service; and a research/scholarly activity statement and evidence of excellence in research, scholarly and creative activity if negotiated in the letter of hire. If the candidate has made achievements in the aforementioned areas, then documentation needs to be included. Examples of materials that may substantiate excellence in each area are outlined in respective department’s Procedures for Promotion of Clinical Medicine Track Medical Faculty. This Heritage College Promotion and Tenure Document is complementary to the candidate’s departmental promotion document.