Academic Personnel Action Deadlines
The information below revises and replaces information issued on June 2, 2023 concerning the same subject – deadlines for faculty personnel actions. Some of the Provost Office deadlines for receiving college-level recommendations have been changed to prioritize the most significant ones and permit the various reviews to be spread out more evenly over the course of the year. Deans and Department Chairs should set their own deadlines for faculty personnel actions at their level so that college-level recommendations reach the Provost’s Office in a timely manner. Deadlines provided below for DPC, Chair, and CPC recommendations in italics are suggestions only. Deadlines in bold are fixed and can only be extended by approval of the Academic Personnel Office. These are fixed deadlines that the Provost Office will not typically change from year to year. If a deadline falls on a weekend or holiday, it is automatically extended to the next business day.
Key deadlines for the Provost Office to receive college-level recommendations from the deans:
- NTT Professional Improvement Fellowships: December 15
- Tenure (with or without promotion): February 1
- Tenure-Track Reappointment (4.2 reviews): May 15
- TT Promotions (without tenure): June 1
- NTT/Lecturer Promotions: July 1
Updated August 24, 2023:
A. Annual Faculty Report and Evaluation of Professional Activities(AFR) for the PREVIOUS ACADEMIC YEAR
October 15
Faculty member submits completed Annual Faculty Report and Evaluation of Professional Activities Form through APWS.
October 30
Department Head/Chair uploads job description for NTT Faculty only.
December 15
Department Personnel Committee (DPC) advances AFRs with comments through APWS to the Department Head/Chair.
January 15
Department Head/Chair advances AFRs with comments through APWS back to faculty member.
February 1
Faculty member certifies AFR and responds (optionally) to the comments entered by the DPC and Head/Chair. Once complete, the AFR advances to the Dean.
May 1
Dean reviews AFRs in APWS and advances them to the Provost's Office.
B. Non-Tenure Track Promotions – all titles and ranks
First day of the spring semester
NTT Faculty members applying for promotion submit applications through APWS to the Department Head/Chair.
March 1
Department Personnel Committee (DPC) must advance through APWS their recommendations for promotion.
March 15
Department Head/Chair must advance through APWS their recommendations to the college-level non-tenure track (NTT) review committee.
April 15
College-Level NTT review committees must advance through APWS their recommendations to the Dean.
July 1
Deans must advance through APWS their recommendations to the Provost.
C. Reappointment through Tenure Decision Year (4.2 review) appointment ends August of the next academic year
First two weeks of the spring semester before the review
Department Head/Chair must notify all members of their department who are scheduled for reappointment or tenure consideration that a review of their records will be made for the purpose of a personnel recommendation.
December 15
Department Personnel Committee (DPC) must advance through APWS their recommendations to the Department Head/ Chair.
February 15
Department Head/Chair must advance through APWS their recommendations to the CPC/SPC.
March 15
College/School Personnel Committee must advance through APWS their recommendations to the Dean.
May 15
Deans must advance through APWS their recommendations to the Provost.
August 15 (or the preceding business day)
Provost's Office must provide notification of reappointment or expiration of appointment of faculty members in their second or later year of service. If an appointment terminates during an academic year, notification of reappointment or expiration of appointment must be given at least 12 months in advance of its termination.
D. Tenure and Promotion
During the first two weeks of the spring semester before the review
Department Head/Chair must notify all members of their department who are scheduled for reappointment or tenure consideration that a review of their records will be made for the purpose of a personnel recommendation.
May 1 of the year prior to the review
Faculty must submit all materials for external referees to review and fill out waiver of rights section in APWS.
September 15 (of the tenure decision year)
Faculty must submit any remaining materials for inclusion in the basic file by the first week of the semester in which the review is to begin.
October 15
Department Personnel Committee (DPC) must advance through APWS their recommendations for tenure with or without promotion to the Dept. Head/Chair.
November 1
Department Head/Chair must advance through APWS their recommendations to the CPC/SPC.
December 15
College/School Personnel Committee must advance through APWS their recommendations to the Dean.
February 1
Deans must advance through APWS their recommendations to the Provost.
August 15 (or the preceding business day)
Faculty members must be notified of the award of tenure, or of one-year terminal appointments no later than this date.
E. Promotion (TT Faculty, not associated with Tenure)
October 15
Faculty members applying for promotion to full Professor submit such applications through APWS to the Department Head/Chair.
December 15
Department Personnel Committee (DPC) must advance through APWS their recommendations to the Department Head/Chair.
February 1
Department Head/Chair must advance through APWS their recommendations to the CPC/SPC.
April 1
College/School Personnel Committee must advance through APWS their recommendations to the Dean.
June 1
Deans must advance through APWS their recommendations to the Provost.
July 15 or within 45 days of receiving dean's recommendation, whichever is later.
Provost must notify candidate of the decision.
F. Sabbatical Leaves Commencing During the Next Academic Year
October 1
Deadline for faculty to submit their sabbatical leave applications in APWS.
November 1
Department Head/Chair must advance through APWS applications for sabbatical leave requests to the Dean.
November 15
Faculty who took sabbatical leave during one or both semesters of the PREVIOUS academic year must submit their sabbatical leave reports in APWS.
January 15
Dean must advance through APWS all applications for sabbatical leave to the Provost's Office.
March 15
Provost's office notifies faculty members who are granted sabbatical leaves.
April 15
Deadline for faculty members to request cancellation or conversions of previously approved full-time sabbatical leave.
G. Non-Tenure Track Professional Improvement Fellowships Commencing the Next Academic Year
September 15
Applications for Non-Tenure Track Professional Improvement Fellowships are available in APWS.
October 15
Faculty member submits application for fellowship in APWS.
November 15
Department Personnel Committee (DPC) recommendation due to the Dean.
December 15
Dean advances fellowship application through APWS to the Provost.
February 1
Provost's office notifies faculty of award of fellowship.
H. Periodic Multi-Year Review (PMYR)
February 1
Faculty members who are scheduled for Periodic Multi-Year Review during the academic year must submit review materials to the department head/chair.
March 15
Department Personnel Committee reviews PMYR reports and requests for funds.
May 1
Department Head/Chair must notify their faculty members who are scheduled for Periodic Multi-Year Review during the NEXT academic year.
August 15
Dean submits the college's Annual Periodic Multi-Year Reports (PMYRs) to the Provost's Office via OneDrive upload. The tracking spreadsheet must also be completed.
I. Non-Tenure Track Reappointments
For faculty members whose current appointments expire August of the current academic year:
Department Head/Chair recommendations due in deans' office for reappointment or non-reappointment of faculty members.
- Second year of service: October 15
- First year of service: January 15
Dean recommendations due in Provost's Office for reappointment or non-reappointment of faculty members.
- Second year of service: November 15
- First year of service: February 1
Department Head/Chair must send notification of reappointment or expiration of appointment
- Second year of service: December 15*
- First year of service: March 1**
*If an initial two-year appointment terminates during an academic year, notification of reappointment or expiration of appointment must be given at least six months in advance of its termination.
**If an initial one-year appointment terminates during an academic year, notification of reappointment must be given at least three months in advance.
For faculty members whose current appointments expire in August of the NEXT academic year.
Second or later year of service:
February 15
Department Head/Chair recommendations due in dean's office for reappointment of faculty members.
May 1
Dean recommendations due in Provost's Office for reappointment of faculty members.
August 15 (or the preceding business day)
Department Head/Chair must send notification of reappointment or expiration of appointment.
For faculty at less than 50% FTE:
Department Head/Chair must send notifications of reappointment or non-reappointment of appointment.
- End Fall: December 1
- End Spring: May 1
J. Leaves without Pay (Commencing during the NEXT Academic Year (either or both semesters)
December 15
Faculty member applications due in department offices.
January 15
Department Head/Chair recommendations due in deans’ offices.
February 15
Dean’s recommendation due in the Provost’s Office.
April 15
Final date for faculty members to apply for cancellation of previously approved leaves without pay for either or both semesters.
K. Other Important Dates
May 1
No offer of a fall appointment, commencing during the NEXT academic year, to tenure-track faculty members at another college or university should be made after this date without approval from the Provost (AAU standard).
May 15
Faculty members should not resign/retire after this date (AAU standard).
June 1
New or replacement Department Chairs/Heads for the NEXT academic year should be appointed and updated rosters sent to Academic Personnel no later than this date.
September 15
Department and College Personnel Committees for the current academic year should be established and updated rosters sent to Academic Personnel no later than this date.
