Preparing for Promotion

Unlike ESS, applying for promotion follows a set University calendar because a University-wide committee will ultimately review your packet. It is also important to understand that promotion is not guaranteed and it may fall to you to guide your director/Dean/etc. in the process. Do not assume that you will be asked to apply for promotion!

General Timeline


  • A memo is sent to all Deans from the Associate Vice President for Academic Personnel with a reminder that applications for promotion are due to the Provost’s office by late January of the following year.

October -November

Inform your director/Dean of your intention to apply for promotion.

  • Create a list of potential evaluators. You will ultimately need four (4) strong letters of recommendation. While you are making your list, gather their contact information (mailing address, e-mail, etc.) and draft a paragraph-long biography for each. Contact your potential evaluators in advance to make sure they would be willing to write a letter for you

  • If your unit has enough staff members with ESS (3 minimum), there will need to be a unit level Promotion and Tenure committee to review your list and suggest possible changes or additions

  • A form letter will need to be sent from your director/Dean to the four individuals to request their evaluation (template on Your professional record and any other supporting documents should be sent with the request. The deadline for the letter will be determined by whether or not you have a unit committee and/or divisional committee.

December- January

  • If applicable, provide draft copies to the members of your unit committee. Meet with your unit committee to review your application and receive their suggestions for improvement. One person from the committee will write a letter of support to be signed by all members of the committee. If you do not have a unit committee, ask other union members for assistance

  • Assemble completed binders. Be sure that the copies are clear and readable. Include an index for the tabs and organize your supporting materials in a clear and logical manner

  • If using electronic files, use folders and color to help organize the material on the cd/dvd before you burn the final copy. Make sure each cd/dvd works. If scanning in documents, use a color scanner. Letters of recommendation should also be delivered electronically (either on the cd/dvd or by e-mail to the Vice President’s office).


  • The University-wide committee meets to review applications


  • Final recommendations are delivered to the President for confirmation.

January 21, 2010