Promotion and Tenure FAQ

Is there a standard set for the return rate on departmental votes?

Is there a standard set for the return rate on departmental votes?

A quorum must be present for the discussion and vote on promotion and tenure. A quorum is defined as more than 50% of the faculty members eligible to vote on the matter. The department vote is evidence of the impact of work and reputation of the candidate. If less than 50% of the voting-eligible faculty members do not participate in the discussion and vote, the department head or designee should address this in their letter and report.

 

How are department abstentions treated?

How are department abstentions treated?

Abstentions are strongly discouraged. They are not counted in determining whether a majority of those voting cast votes in favor of promotion and/or tenure, as required to report an affirmative recommendation, however, the number of abstentions is reported as part of the vote tally, and during the review process, are considered an indication of lack of support for the candidate.

Can the spouse or partner of a candidate participate in the discussion or vote of the candidate?

Can the spouse or partner of a candidate participate in the discussion or vote of the candidate?

Under the University's nepotism policy, spouses and partners may not review, participate, or vote in the promotion process of their partner.

Can department faculty who are eligible to vote provide their ballot response by email, phone, or fax?

Can department faculty who are eligible to vote provide their ballot response by email, phone, or fax?

No, voting responses by email, phone, or fax is strictly forbidden. Absent faculty members must be given the opportunity to vote by written absentee ballot, which should be sent in a sealed envelope to the unit head. It is permissible to set up a secure, password-protected voting site for all faculty members to use to cast ballots.

What if the department vote ends in a tie?

What if the department vote ends in a tie?

If the department vote ends in a tie, the recommendation for promotion and/or tenure is in the negative. In the final year of the probationary period, a tie vote on the question of tenure automatically results in the recommendation for termination of the appointment.

Can a faculty member with a joint (dual) appointment in two departments participate and vote in each of their departments?

Can a faculty member with a joint (dual) appointment in two departments participate and vote in each of their departments?

Yes, a faculty member with joint appointments should participate in the discussion and vote of candidates in their departments. Participation in the departmental promotion and tenure process is highly encouraged.

Can a candidate address a negative vote or departmental letter in their dossier?

Can a candidate address a negative vote or departmental letter in their dossier?

Yes, a candidate may address a negative departmental vote or department head letter in their dossier. The candidate may note this on their candidate statement of assurance form, and may include a rebuttal section in their dossier.

What timeframe does the Medical School P&T committee consider for a faculty member going up for promotion?

What timeframe does the Medical School P&T committee consider for a faculty member going up for promotion?

The Medical School P&T committee will review the candidate based on time in rank at the University. The only exception to this is when prior university credit is given as part of the candidate's offer letter.

I'm a newly appointed faculty member. What should I do now to prepare for a future promotion consideration?

I'm a newly appointed faculty member. What should I do now to prepare for a future promotion consideration?

There are several ways in which newly appointed faculty members can prepare themselves for future promotion consideration. First, update your curriculum vitae to the Medical School's required template. Keep track of all presentations, conferences, committee memberships, people you have mentored and/or advised, students who have worked in your labs, etc. Schedule regular meetings with your mentors, and stay up to date on your progress through annual reviews with your department leaders.

I'm considering going up for promotion a little early. What should I do?

I'm considering going up for promotion a little early. What should I do?

Submit your current curriculum vitae to ms-ofa@umn.edu and request a meeting with the Associate Dean for Faculty Affairs. The associate dean will review your progress and advise you on next steps.

Can you clarify the definition of a mentee on my dossier?

Can you clarify the definition of a mentee on my dossier?

The Medical School defines a mentee as someone who is advised, trained, or counseled by the candidate in depth. They may have worked on a project together, and the candidate should know of the candidate's current professional and academic position. If a candidate does not know of the whereabouts of a former mentee, they should instead be listed within the candidate's dossier as a person they advised, not mentored.

What scholarship tools should be used to record impact factors and number of citations on my curriculum vitae?

What scholarship tools should be used to record impact factors and number of citations on my curriculum vitae?

Impact factors: Web of Science

Times cited: Manifold is the default scholarship tool. Google Scholar and Web of Science can also be used by affiliate faculty or only if the publication is not available on Manifold The candidate must identify these sources if Manifold is not used.

What is the process and general timeline once my dossier is submitted to the Medical School P&T committee for review?

What is the process and general timeline once my dossier is submitted to the Medical School P&T committee for review?

Dossiers for promotion consideration are always due to the Medical School Office of Faculty Affairs on September 15. OFA will review the dossier for compliance and return to the department if any required edits are needed. Dossiers are reviewed weekly October through December/January. Candidates are not given an exact date of when their dossier will be reviewed as the schedule is subject to change. Shortly after a candidate's dossier has been reviewed, they can expect to receive a letter from one of the co-chairs of the committee, notifying them of the committee's recommendation to the Dean. After the review season ends, candidates will receive letters of collegiate recommendation from the Dean of the Medical School and the Associate Dean for Faculty Affairs. Tenured reviews are submitted to the Provost's office for review and recommendation to the Board of Regents for final conferral. Finally, the candidate will receive a letter after the May Board of Regents meeting conferring the promotion (and award of tenure if appropriate). The entire process takes roughly nine months and candidates are updated on the progress of the review throughout the entire process.