Promotion & Tenure - Deans and Provost
This page is for the deans and provost. It provides step-by-step instructions to review P&T candidate materials in Interfolio, including department letters and committee decisions.
Step 1: Receive email from department with P&T Committee decision
The P&T Committee will make a decision by November 10 (or March 1 for Distinguished Lecturers).
Step 2: Review the candidate's packet
If you haven’t already, log into Interfolio at: https://account.interfolio.com/sso
- If you forget how to log in, you can always review this instructional doc: How do I log into Interfolio?
Right on your homepage, you will see the new case under My Tasks. Review everything in the following sections of the candidate’s packet:
- Candidate Application Form
- Candidate Documents
- Scholarship
- Teaching
- Service
- External Evaluations (if applicable)
- Department Letter
- P&T Committee Letter
If you need more detailed instructions about how to view a case, you can review this Interfolio documentation: View Case Materials and Using the Document Reader
Step 3: Dean(s) and Provost discussion
No further action in Interfolio is needed! You will discuss the above materials together, and someone in the Provost's Office will upload your recommendation. You will make a decision by January 25 (or April 1 for Distinguished Lecturers, which will be the final decision).
FOR SENIOR LECTURER DENIALS
When a Senior Lecturer is denied, things are handled differently than the procedure above. Mainly:
- Besides being notified of the decision, the Provost is not involved.
- The Dean uploads the letter to Interfolio, which informs the candidate of the final decision, and forwards the case to the Interfolio admins who will close the case.
If you are the Provost, you can stop reading! If you are a Dean, after you complete the above steps, you will then perform the actions below.
Additional steps that Deans must take for Senior Lecturers
You will send the final decision letter to the candidate via Outlook. Make sure to CC their department chair, the provost, and/or anyone else that you feel should see this too.
You will need to upload this email to Interfolio as well. So once you have sent the email, make a file version of it. Instructions vary depending on a number of factors. There are lots of resources on the Internet, but here is one place to start: How to save an email as a file in Outlook
Once you have the file ready, you will go into Interfolio and select the case under My Tasks.
You will now be on candidate's main packet page. Select the Case Details tab.
Scroll down to the Required Items section. Select the +Add button to the right of Communication Email to Candidate.
A file upload window will appear, and you will upload the email file here. You also need to select Office of the Provost Email from the Section dropdown menu.
Select the + Add button to complete the required upload, and you will be taken back to the Case Details page.
On the candidate's main case page, select the Send Case button at the top of the page.
Select Forward from the dropdown menu. You will specifically be moving forward to the Final Administrative Review.
A pop-up window will appear to write a message. You will need to add a subject, but default text will appear. The case is just being sent to Interfolio admins so there is no need to do add anything extra. Leave it checked for reviewers gaining access to receive a message. For your convenience, we are including the default message's wording and a subject recommendation below:
Subject: A P&T candidate has received their final decision
Dear committee members,
This case is coming your way for review. You’ll be able to see the documents and deadlines in Review, Promotion, and Tenure when you sign in.
Best,
Select Continue to be taken back to the Case Details page.
The case will now be sent to the Interfolio admins to close the case.