TENURE AND PROMOTION

Dossier Preparation Checklist for Initiators

Names of candidates for tenure and/or promotion are due in the dean's office by March 1.

Full names, postal addresses, email addresses, and telephone numbers for external reviewers of the candidate's scholarly/artistic work are due in the dean's office by June 1. Please include a rationale for each reviewer outlining the reason for the choice and the personal relationship, if any, to the candidate. At least one reviewer should be an individual with no prior relationship with the candidate. Although each candidate needs just two to four letters from external reviewers, we recommend that you send at least six names in case any of your first choices are unable to participate in the review.

Materials to send to external reviewers are due in the dean's office June 15. These should be sent electronically as well
as one hard copy sent to Kathee Hanscom at hanscom@stolaf.edu. These include:

  • One electronic copy and one hard copy of the candidate's CV sent to hanscom@stolaf.edu
  • One electronic copy of the department's Statement on Significant Scholarly/Artistic Work section of the candidate's Joint Statement of Expectations sent to hanscom@stolaf.edu
  • One electronic copy and one hard copy of the candidate's portfolio of scholarly/artistic work. If the portfolio includes a book, it's okay to include photocopied/scanned portions of the book rather then the book itself. The additional copy of these materials will be reviewed by the Tenure and Promotion Committee.

Completed tenure and promotion dossiers are provided to the Associate Dean in late November and due in the Office of the Dean of the College, accompanied by the Associate Dean's statement of recommendation and rationale, the morning of December 1.

The binder for the dossier comes to you from the Provost's office in the late spring prior to the review. The dossier should contain the following [for a more in-depth description please refer to Section 4.XI.E. of the Faculty Manual as revised in Spring 2011]

  • A copy of the department's Statement on Significant Scholarly/Artistic Work. (For a joint appointment case, the joint statement of expectations for teaching, scholarly or artistic work, and service.) [Section 4.XI.E.1]
  • If available, the written evaluations provided to the candidate at the conclusion of the candidate's comprehensive reappointment reviews. (This is a new feature of the provisions for reappointment reviews included in the Spring 2011 revisions to the Faculty Manual; many candidates will not yet have these evaluations, so this new element of the dossier is being phased in.) [Section 4.XI.E.2]
  • A copy of the candidate's curriculum vitae. The CV is limited to seven pages with 12-point, or larger, font. [Section 4.XI.E.3]
  • The candidate's professional statement. [Section 4.XI.E.4]
  • Peer reviews of the candidate's teaching from three faculty members. [Section 4.XI.E.5]
  • The individually-completed student review of teaching questionnaires, the sample description prepared by IR&E, the quantitative summary prepared by IR&E, and the qualitative summary prepared by the student committee. [Section 4.XI.E.6]
  • Two to four reviews of the candidate's scholarly/artistic work from individuals outside the college [the dean's office collects these letters and the originals are sent to the preparer of the dossier as they arrive in our office]. [Section 4.XI.E.7]
  • Statements prepared by three St. Olaf colleagues outside the candidate's department (s) addressing the candidate's contributions to the organizational effectiveness and community life of the college. [Section 4.Xi.E.8]
  • If applicable, reviews of the candidate's administrative work prepared by the candidate's supervisor, one to three constituents of the candidate's administrative unit, and a faculty colleague with comparable administrative experience [Section 4.XI.E.9.]
  • Statements of recommendation and rationale prepared by the tenured members of the department. If applicable, include a statement from the initiator explaining any conflicts of interest that prevented any tenured members from preparing a statement. [Section 4.XI.E.10]
  • The initiator's statement of recommendation and rationale. (For a joint appointment, initiators may collaborate to prepare a single statement, or may prepare independent statements.) [Section 4.XI.E.11]

The completed dossier is forwarded to the associate dean in late November, to enable the associate dean to prepare a confidential statement of recommendation and rationale. The associate dean then transmits the completed dossier and associate dean's statement to the Office of the Dean of the College by December 1.

Questions? Call Kathee Hanscom, ext. 6799 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .updated 2012-2013