Promotion Process

Note: These policies are currently under review.  

Process 

In-Cycle Promotions 

  • Promotion for Non-Tenured Faculty should occur during their normal reappointment cycle. Off-cycle Promotions (e.g. Promotions before the current final year of the current appointment) are discouraged.  
  • Every April, a listing of non-tenure track faculty, who will be up for reappointment review the following academic year, will be distributed to each unit via email. 
    • The units will be provided a deadline to respond to any discrepancies in the evaluation cycle (e.g., additions and/or deletions). 
    • The unit is responsible for determining which reappointment-eligible faculty, if any, are also eligible for Promotion.  
      • Requirements for Promotion must be outlined in the unit Bylaws. 
      • The portion of the Bylaws pertaining to Promotion should be included in the completed dossier, when submitted.  
  • In compliance with the criteria for reappointment outlined by the Office of Faculty Affairs, which is found on the Office of Faculty Affairs website, each non-tenure track faculty under review will complete and submit a reappointment dossier, per the College of Arts and Sciences Non-Tenure Track Reappointment Checklist, which is due to the Dean’s Office by November 1st of the final year of appointment. 
    • The unit will submit one complete electronic dossier (PDF) for each non-tenure track faculty member under review. 
      • For faculty members undergoing promotion, both the Checklist and the Chairs Letter must indicate that a Promotion is being requested. 
    • Each e-dossier should clearly indicate the faculty member’s name and unit. 
    • Units are encouraged to keep a duplicate soft copy. 
    • Please submit all Instructor (Teaching Faculty) Reappointment dossiers via EMAIL to CAS-Faculty@colorado.edu. 
  • Upon receipt of the reappointment e-dossier, the CAS Faculty Development Coordinator will review the materials for inclusion of all required documentation. 
  • The CAS Faculty Development Coordinator will submit the reappointment and promotion e-dossier to the Associate or Divisional Dean for review and recommendation. 
    • If the recommendation is negative, the reappointment e-dossier will be reviewed by a 2-person subcommittee of the College Personnel Committee, who will provide a written recommendation. 
    • The above will be provided to the Associate or Divisional Dean, who will also write a recommendation. 
    • If the outcome is still a negative recommendation, the faculty member will have 30 days to appeal to the Dean of the College, who will provide a final recommendation. 
  • The Associate or Divisional Dean will provide recommendation of promotion to the CAS' Faculty Development Coordinator. 
  • CAS Faculty Development Coordinator hands off approved promotions to CAS Faculty Affairs Coordinators. 
  • The CAS' Faculty Affairs Coordinator will notify the unit, via email, when the requested reappointment and promotion has been approved. The Faculty Affairs Coordinator will provide a CAS Reappointment and Promotion Spreadsheet to the unit. The unit will populate the sheet and return it to the CAS Faculty Affairs Coordinator. 
  • CAS Faculty Affairs Coordinator will use the reappointment spreadsheet to create the letter of offer through the mail merge process.  
  • The CAS' Faculty Affairs Coordinator will submit the draft offer letter for final review and approval. 
  • Upon receipt of approval, CAS Faculty Affairs Coordinator will route the reappointment packet for signatures.  
    • CC  
      • A&S Budget Office 
      • Campus HR Service Center 
      • Unit 
  • If any changes to the offer letter are needed after approval, fill out an addendum form. 

For 100% Appointments: 

  • The CAS Faculty Affairs Coordinator will submit the draft offer letter to the Office of Faculty Affairs for review and approval. 
  • Once approved by the Office of Faculty Affairs, the CAS Faculty Affairs Coordinator routes offer letter for all signatures with cc: to the following: 
    • Unit Program Coordinator; 
    • Human Resources Service Center (HRSC@colorado.edu); 
    • College of Arts and Sciences' Budget Office  
  • Appointment entered in HCM (Human Resources software) by Human Resources Service Center 

For Less than 100% Appointments: 

  • The College of Arts and Sciences' Faculty Affairs Coordinator routes offer letter for all signatures with cc: to the following: 
    • Unit Program Coordinator; 
    • Human Resources Service Center (HRSC@colorado.edu); 
    • College of Arts and Sciences' Budget Office 
  • Appointment entered in HCM by Human Resources Service Center 

Off-Cycle Promotions 

  • Promotion for Non-Tenured Faculty should occur during their normal reappointment cycle. Off-cycle Promotions (e.g. Promotions before the current final year of the current appointment) are discouraged.  
  • The unit will send all off-cycle promotion requests at the same time as all normal reappointment dossiers are submitted. 
    • The unit will submit the Faculty Member’s most recent completed electronic reappointment dossier (PDF) from the previous reappointment cycle for each non-tenure track faculty member undergoing off-cycle Promotion. 
    • In addition to the previous Dossier, the unit must submit the following documents: 
      • A new Chair’s letter  
      • A department vote authorizing Promotion 
      • The FCQ scores for all courses taught by the faculty member that were taught after the previous reappointment Dossier was submitted 
      • For faculty members undergoing promotion, both the Checklist and the Chairs Letter must indicate that a Promotion is being requested. 
    • Each e-dossier should clearly indicate the faculty member’s name and unit. 
    • Units are encouraged to keep a duplicate soft copy. 
    • Please submit all Instructor (Teaching Faculty) off-cycle promotion requests via EMAIL to CAS-Faculty@colorado.edu. 
  • Upon receipt of the off-cycle promotion e-dossier, the CAS Faculty Development Coordinator will review the materials for inclusion of all required documentation. 
  • The CAS Faculty Development Coordinator will submit the promotion e-dossier to the Associate or Divisional Dean for review and recommendation. 
    • If the recommendation is negative, the reappointment e-dossier will be reviewed by a 2-person subcommittee of the College Personnel Committee, who will provide a written recommendation. 
    • The above will be provided to the Associate or Divisional Dean, who will also write a recommendation. 
    • If the outcome is still a negative recommendation, the faculty member will have 30 days to appeal to the Dean of the College, who will provide a final recommendation. 
  • The Associate or Divisional Dean will provide recommendation of promotion to the CAS' Faculty Development Coordinator. 
  • CAS Faculty Development Coordinator hands off approved promotions to CAS Faculty Affairs Coordinators. 
  • The CAS' Faculty Affairs Coordinator will notify the unit, via email, when the requested promotion has been approved.  
  • The unit generates a draft Addendum, specifying the following changes to the faculty member’s most recent Letter of Offer: 
    • Job Title and Working Title (if applicable) 
    • Salary (if applicable) 
    • Please note: an off-cycle promotion will not change the reappointment cycle. The end date of the original Letter of Offer will remain unchanged. 
  • The unit sends drafted Addendum to CAS-Faculty@colorado.edu 
  • The CAS Faculty Affairs Coordinator will review the draft Addendum for final review and approval. 
  • Upon receipt of approval, CAS Faculty Affairs Coordinator will route the Addendum for signatures.  
    • CC  
      • A&S Budget Office 
      • Campus HR Service Center 
      • Unit 
  • If any changes to the offer letter are needed after approval, fill out an addendum form. 

For 100% Appointments: 

  • The CAS Faculty Affairs Coordinator will submit the draft Addendum to the Office of Faculty Affairs for review and approval. 
  • Once approved by the Office of Faculty Affairs, the CAS Faculty Affairs Coordinator routes the Addendum for all signatures with cc: to the following: 
    • Unit Program Coordinator; 
    • Human Resources Service Center (HRSC@colorado.edu); 
    • College of Arts and Sciences' Budget Office  
  • Appointment entered in HCM (Human Resources software) by Human Resources Service Center 

For Less than 100% Appointments: 

  • The CAS Faculty Affairs Coordinator routes Addendum for all signatures with cc: to the following: 
    • Unit Program Coordinator; 
    • Human Resources Service Center (HRSC@colorado.edu); 
    • College of Arts and Sciences' Budget Office 
  • Appointment entered in HCM by Human Resources Service Center 

 

Reviewed 23 January 2024