Progress Toward General Review General Instructions

• Candidate PTTR CV – this document includes the candidate’s promotion and tenure CV. Candidates may use the MSWord template provided OR generate a draft of their PTTR CV using the Faculty Insight CV tool.
• Candidate PTTR Statement – this document includes the candidate’s statements on teaching, research, and/or, for librarians and some academic staff, professional performance, and service.
• Candidate PTTR Verification and List of Supplemental Materials – this document includes the candidate’s verification of forms and list of supplemental materials.

The candidate is responsible for assembling the materials, completing the three candidate forms (candidate CV, candidate statements, and verification of supplemental materials), and reviewing the final copy and supporting materials to determine that the files are accurate and complete. The candidate then submits the documents electronically to the initial review committee. Candidates who have joint appointments should review the joint appointment guidelines with the heads of each of their units.

All sections appropriate to the candidate's appointment must be completed and the dossier should contain the material specified on the form. No new materials can be added by the candidate after the review at the initial review level (i.e., department, center, or school without departments). 

Materials should be prepared by candidates so that relevant information is included in a clear and concise form. The supporting documentation should be well organized. Please use at least 11-point font to make reviewing the information easier for review committees at all levels.

Candidates are encouraged to submit supporting materials electronically; however, electronic submission is required only for the one-page summaries of the numerical student evaluations summary reports. 

• Supporting materials submitted as paper copies should be placed in letter-size boxes with file folders labeled Supplemental Folder I, II, etc. (or SI, SII, etc.) 
• CDs or DVDs of artistic work may also be submitted. 
• Materials may be placed in binders to facilitate handling.
• All folders and materials should be clearly labeled. 

• Initial Evaluation – this document includes the candidate’s position description, the initial review unit’s evaluation of the candidate, and the initial review unit’s recommendation on progress toward tenure.
• Peer Evaluations of Teaching and Peer Evaluations of Professional Performance (if applicable) are required. For more information on developing peer observations, please see the Center for Teaching Excellence’s website: https://cte.ku.edu/guidance-peer-reviews.

Intermediate Review Evaluation Document    

Intermediate Composite Evaluation and Recommendations – this document contains the intermediate review unit’s evaluation and recommendations on progress toward tenure.

Intermediate Review Committee Responsibility (for Schools with Departments, College of Liberal Arts & Sciences, Office of Research):   

The School/College committee is responsible for reviewing the dossier and department assessment and recommendations. The School/College committee is also responsible for preparing the final copy of the summary assessment and recommendations. This document is called the Intermediate Composite Evaluation and Recommendation.

The recommendations should address elements of the faculty member’s performance and may include department plans to assist the faculty member in addressing aspects of that performance (e.g., reducing department service obligations, mentoring in a specific research area, more balanced instructional responsibilities, etc.). The complete dossier and Composite Evaluation and Recommendation document should be forwarded to the dean for review.

Intermediate level units should retain this document and all electronic documents and supporting materials from the initial review unit and submit the Provost Office Report spreadsheet with copies of the dean’s feedback letters to the candidates.

At the conclusion of the review process, faculty members will receive a letter from the dean providing an assessment of their progress toward tenure. The letter will provide an assessment of cumulative performance to date that communicates to the faculty member the basis for the dean’s decision on the review outcome (satisfactory progress, subsequent review in year four, non-reappointment). For faculty members who are making satisfactory progress toward tenure or who will be subject to a second PTTR review in the following year, recommendations for performance in the future will also be provided in the letter.

The department chair (in schools with departments and the College) should schedule a formal feedback conference with the faculty member within two weeks of receiving the summary feedback letter from the dean. For schools without departments and the libraries, the dean should meet with the faculty member within two weeks of his/her review of the PTTR materials. All meetings with faculty members recommended for non-reappointment must be completed by March 7, 2025.

The Provost Office Report spreadsheet is sent to the dean’s offices in June of each year and contains the names of faculty due for PTTR review during the coming academic year. A blank copy of the Reporting Chart can be downloaded from the PTTR web page. Deans should mark the recommendation resulting from the review for each faculty member, as well the date scheduled for the feedback meeting. Charts are due in the Provost’s Office of Faculty Affairs by March 7, 2025, 5:00 p.m. along with a copy of the dean’s feedback letter to each faculty member. In cases of a recommendation for notice of non-reappointment, a letter to the Provost from the Dean that provides the rationale for the recommendation should be attached.