P10: Expedited Review for Continuing Appointment and/or Promotion Procedures

Effective Date: March 23, 1987

Revised Date: July 1, 2011

Request

1. The dean/university librarian submits a request to the executive vice president and provost of the university for an expedited review, including the reason(s) that support the review and an explanation why the continuing appointment and/or promotion review should not proceed under the regular process identified by ACD 507–06, “Continuing Appointment for Academic Professionals,” and ACD 507–07, “Academic Professional Promotion.”
2. Include with the request the most current curriculum vitae of the academic professional, a copy of the offer letter from another employer, if applicable and available, identification of an honor or award that would support expedited review, or any other information that would establish the extraordinary circumstances to support an expedited review.
3. The executive vice president and provost of the university will make every effort to respond to the request within 48 hours after receipt of the request. The dean/university librarian will notify the academic unit administrator and the academic professional on receipt of the decision.

Review Letters

1. The academic unit administrator and the academic professional will each provide a list of names of internal and/or external reviewers who are qualified to evaluate the academic professional’s position effectiveness, professional contributions, and institutional, professional, and community service. The list of names should include complete contact information of each suggested reviewer.
2. The academic unit administrator and the dean/university librarian will rank-order the reviewers. The unit administrator will contact the top three ranked reviewers as soon as possible to determine whether they can provide written reviews within approximately ten calendar days following the request. The review letters may be submitted electronically or by facsimile. If a reviewer cannot provide a review within approximately ten days, the unit administrator will contact the fourth-ranked reviewer from the combined list, and this process will continue until three reviewers agree to provide a review within the timeline.
3. The academic unit administrator will send the curriculum vitae, the academic unit guidelines, and examples of the academic professional’s position effectiveness, professional contributions, and institutional, professional, and community service by electronic mail, facsimile, expedited mail service, or other means as soon as possible after the reviewer agrees to provide a review letter.

Internal Review

1. Simultaneously with selecting reviewers, the academic unit administrator will request the academic unit’s personnel review committee to provide an expedited review of the candidate’s position effectiveness, professional contributions, and institutional, professional, and community service.
2. The dean/university librarian will request the college peer review committee to provide an expedited review of the candidate’s qualifications.
3. The academic professional will submit to the academic unit administrator a personal statement (maximum length of four pages) discussing his or her qualifications for continuing appointment and/or promotion. The dean/university librarian and the unit administrator will provide as much information on the candidate’s qualifications to the respective peer review committees as is available. The unit administrator and the dean/university librarian will also prepare their own reviews simultaneously or as soon as possible after receipt of the peer reviews from the unit and the college committees.
4. The academic unit administrator will provide copies of the review letters to the dean/university librarian as they are received. The administrator and the dean/university librarian will provide a secure location to review the letters so that committee members may access the letters as the committees conduct the review.
5. The continuing appointment portfolio with the academic unit level reviews and internal/external review letters (“materials” ) will be submitted to the dean/university librarian as expeditiously as possible. The college level reviews will be added to the materials and forwarded to the executive vice president and provost of the university for review by the University Promotion and Continuing Appointment Committee.
6. The University Promotion and Continuing Appointment Committee or subcommittee’s recommendation will be submitted to the executive vice president and provost of the university who will review the entire package and forward a recommendation with the materials to the president for decision.

For more information, see ACD 507-06, "Continuing Appointment for Academic Professionals" and ACD 507-07, "Academic Professional Promotion".