File for Promotion to Associate Professor (Tenure Track)

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For tenure track faculty at the Assistant Professor rank, decisions on tenure and promotion to Associate Professor are usually made simultaneously. In such cases, a single file will suffice for both reviews.

Teaching faculty members on tenure track standing for promotion to Associate Professor will create a promotion file, which will serve as the basic resource in the promotion decision. The file is drawn from material in the faculty personnel file, but may be supplemented by material of the candidate’s choosing (e.g., personal recommendations). The file will include material organized in sequential order from Part 1 through Part 10 of the portfolio. The peer-reviewed scholarship statement from the candidate’s department or school and the Elon Teacher Scholar Statement must be placed either in a pocket in the front cover of the portfolio or as the first page, preceding Part 1.

Part 1: This part includes a letter of consideration for promotion that focuses on the candidate’s activities and reviews while at Elon and subsequent to any successful promotion application. The letter should summarize the candidate’s case for promotion with specific reference to the candidate’s performance relative to the Criteria for Evaluation of Teaching Faculty.

Part 2: This part includes a current curriculum vitae. Candidates are asked to provide clear indications of the types of scholarship listed in their curriculua vitae. In particular, reviewers of portfolios must be able to distinguish peer-reviewed and refereed scholarship from other kinds of academic products. Candidates should follow accepted professional documentation guidelines (e.g., APA, CBE, MLA style) in formatting each entry and be particularly careful to follow these guidelines when listing multiple authors and researchers.

Part 3: This part includes Teaching Faculty Member’s Annual Self-Reviews (Unit I) for the faculty member’s term of employment at Elon University or the previous six years, whichever is shorter.

Part 4: This part includes a description, self-evaluation, documentation, and representative samples of the candidate’s achievement relative to the Criteria for Evaluation of Teaching Faculty.The primary focus should be upon activity at Elon and subsequent to any successful promotion application. If the candidate lists scholarship that is not yet public, such as “in press,” or “under contract,” and if that scholarship is listed in support of the candidate’s application, then the candidate must document the status of the work through evidence such as galleys, letters from editors, and so on.

Part 5: In this part the candidate will include the Department Chair’s annual evaluation (Unit III), including probationary midpoint review – Midpoint Unit III or post-probationary midpoint review – Post-Probationary Unit III, for each year of the candidate’s term of employment at Elon University or for the previous six years, whichever is shorter.

Part 6: In this part the candidate will include a letter from the candidate’s Department Chair assessing the candidate’s performance relative to the Criteria for Evaluation of Teaching Faculty  and concluding with an overall recommendation.

  • If the candidate standing for promotion is the Department Chair, he or she, in consultation with the Dean, determines which senior colleague in the department should write the letter. If a candidate’s Department Chair is serving on the Promotions and Tenure Committee, the Chair will not write the letter for the candidate. Rather, a senior member of the department selected by the Dean and in consultation with the Department Chair will write the letter.
  • Candidates who have a joint appointment or have significant responsibility in two or more departments or programs (for example, a math faculty member teaching in education) should have the Chair/Director from the secondary department or program submit an addendum to the Chair’s letter.

Part 7: The candidate will submit annual summaries of Student Perceptions of Teaching (Unit IV) for his or her term of employment at Elon University or for the previous six years, whichever is shorter.

Part 8: The candidate will include the most recent Dean’s evaluation of the candidate (Unit V) from a midpoint review or a long range professional development review during the candidate’s term of employment at Elon University or the previous six years, whichever is shorter.

Part 9: A candidate being considered for promotion to Associate Professor may include letters of support for teaching, service, and professional activity from colleagues at Elon University and other institutions, not to exceed 15 letters. Letters required in Parts 1 through 8 above are not included in the 15-letter maximum.

A candidate being considered for promotion to Associate Professor may include self-solicited letters from external reviewers that address the candidate’s professional activity, but such letters are not required. These letters are included in the 15-letter maximum stipulated above.

Part 10: The candidate must prepare a digital copy (PDF) of the complete file and must include it in the promotion file.

The promotion file becomes the basic resource in the tenure or promotion review. However, if further clarification becomes necessary, those people involved in the decision may consult and use the candidate’s personnel file.

The tenure/promotion file exists only for the duration of the evaluation process. Once this process has been completed, the file is returned to the candidate.

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