Promotion reviews span more than a year, beginning in the spring semester before the review year and continuing throughout the academic year. The process concludes with final approval by the Board of Regents. The following timeline outlines the major milestones and responsibilities throughout the review process.

Timeline for major milestones and responsibilities

  • By April 1 (year preceding promotion review)

    Tenure-track candidates advise DEO in writing of request to go up for promotion (departments with earlier deadlines)

    Clinical-track candidates advise DEO in writing of request to go up for promotion (departments with earlier deadlines)

  • By April 15 (year preceding promotion review)

    DEO provides dean’s office with names and CVs of tenure-track and clinical-track faculty requesting promotion review

  • By May 1 (year preceding promotion review)

    Instructional-track candidates advise DEO in writing of request to go up for promotion

  • By May 15 (year preceding promotion review)

    DEO provides dean’s office with names and CVs of instructional-track faculty requesting promotion review

  • Remainder of spring semester

    DEO advises candidate of required components and due date for submitting promotion dossier

    DEO appoints Departmental Promotion Committee and Committee Chair

    Candidate and Committee submit names of potential external reviewers to DEO (tenure and clinical tracks only)

    DEO selects names and shares with area associate dean for approval via External Reviewers Approval Form (tenure and clinical tracks only)

  • Summer

    DEO invites external reviewers (tenure and clinical tracks only; sample DEO letter to external reviewers)

    Administrator tracks correspondence with external reviewers on the log of external reviewers’ letters (tenure and clinical tracks only)

    Candidate compiles promotion dossier

  • By Sept. 1

    Candidate sends promotion dossier to the DEO (departments with earlier deadlines: tenure-track, clinical-track, instructional-track)

  • September–October

    DEO/administrator reviews dossier for required materials and provides candidate feedback

    COIs are addressed

    Classroom observations occur

    Classroom observations must be specifically for the promotion review and occur within one calendar year of the review. If a candidate seeking promotion will not be teaching the fall semester of their promotion review, these observations must occur the prior spring semester. 

    Materials are sent to external reviewers (tenure and clinical tracks only)

    Departmental Promotion Committee writes report (due by Nov. 1)

    DEO/administrator schedules Departmental Consulting Group (DCG) meeting

  • By Nov. 1

    Administrator sends drafts of promotion records to dean's office for preliminary review

  • November

    Administrator labels external reviewer letters (A, B, C, D, etc.) and adds them to the promotion record (PR) as they are received (tenure and clinical tracks only)

    Administrator updates the log of external reviewers’ letters as the letters are received (tenure and clinical tracks only)

    DCG meets, votes, and writes DCG report

    Copy of DCG report is given to candidate for opportunity to respond to factual errors 

    If candidate provides a response, it is placed into the PR following the corresponding report

    Any confidential evaluations from DCG members are given to DEO and inserted into PR

    DEO writes recommendation letter (if negative, candidate has opportunity to respond)

  • Early December

    DEO letter is added to the PR

    If DEO letter is negative and candidate provides a response, it is placed into the PR following the letter

    Final promotion records are emailed to dean’s office at clas-pt@uiowa.edu as single bookmarked PDF (see faculty review schedule for exact due date each year)

    Administrator initiates Promotion Cover Sheet in FRAP

  • January–February

    Collegiate Consulting Group (CCG) reviews promotion records, meets to discuss and vote on each promotion case, and provides recommendations to the dean

    If CCG recommendation is negative and contrary to DCG or DEO recommendation, candidate receives a copy and gets opportunity to respond; response is added to PR before PR is transmitted to the dean

    Dean writes letters of recommendation for each case and submits PRs to the Provost

    Dean’s office communicates the dean’s recommendation

    If positive, advises DEO, copying administrator; DEO advises candidate and DCG

    If negative, advises candidate directly, copying DEO and administrator

    If the dean’s recommendation is negative, candidate gets redacted copy of PR and opportunity to respond; response is added to PR before PR is transmitted to the provost

  • February–March

    Provost reviews cases, makes decisions, and transmits to the Board of Regents 

    Provost advises the dean’s office of recommendations

    Dean’s office communicates the provost recommendation to each candidate, copying DEO and administrator

    If positive, letter includes salary increase amount 

    If negative, letter includes information on faculty dispute procedures

  • April

    Board of Regents reviews cases, communicates decision back to the provost

  • May

    Candidate receives final confirmation from the provost

    Promotion awards are announced

    Instructional-track and clinical-track faculty receive new contracts at promoted rank

    Dean’s office provides administrator with new salary and end dates

    Administrator prepares offer letters and sends back to dean’s office for associate dean sign off

    Dean’s office sends associate dean-signed letters back to administrator

    Administrator provides letter to faculty member for signature

    Final copy is sent back to dean’s office 

  • July 1

    Promotions become effective

Review procedures