5.3.5 Procedure for Pre-Tenure Review

These guidelines are intended to assist candidates in presenting their professional experiences and accomplishments most effectively during the pre-tenure review process.  If requested by the department head/coordinator, dean, or pre-TRC, candidates may add materials or documents that were incomplete or under review at the time of the original submission. 

5.3.5.1 Documentation

The following documentation will be presented in candidates’ electronic portfolio:

• Cover sheet providing the following information in order as applicable: 
  • Name of individual
  • Name of department and college 
  • Degrees earned (highest first) 
  • Area(s) of specialization within the discipline 
  • Current title 
  • Date of hire and total number of years at the University including the current academic year 
  • Years at the University in a tenure-track position 
  • Credit awarded toward tenure at the time of hire 
  • Dates of temporary suspension of the tenure process (e.g.: leaves of absence – refer to faculty handbook) 
• Full Professional Curriculum Vitae (CV)
• Individual Teaching, Service, and Scholarship Curriculum Vitae for the period under review: Detailed lists of accomplishments/activities in each category for the period under review.  Candidates should prepare three CVs, one for each category. Faculty effort and activity level in promoting student success should be included as applicable. Each CV should include the following where applicable. Following each CV, the candidate should provide relevant supporting documentation for significant activities in each category:
  • Teaching CV
    • List of all courses taught (prefix, number, title, semester) 
    • Course/curriculum development 
    • Supervision of students’ honors, research, thesis, creative activities 
    • Published teaching materials 
    • Honors and awards associated with teaching 
  • Service CV
    • Academic advisement – number of undergraduate and graduate students for the current academic year 
    • Orientations or group advising sessions for the period under review
    • Other noteworthy advisement activities (development and implementation of advising tools, leadership in advisor training sessions, etc.)
    • Published service materials 
    • Committee service (names, dates, roles) 
      • Department 
      • College 
      • University 
      • University System of Georgia 
    • Professional organizations (names, dates, roles) 
      • State 
      • Regional 
      • National 
      • International 
    • Honors and awards associated with service  
  • Scholarship CV
    • Updated degrees – institutions and dates 
    • Advanced studies or continuing education 
    • Professional certifications, publications, and creative activities with complete bibliographic information 
    • Academic and professional activities 
    • Contracts and grants 
    • Honors and awards for professional achievements 
  • Departmental Promotion & Tenure guidelines [login required]
  • Summary statements of each category, including teaching, service, and scholarship up to six pages: Page length for each summary statement may vary by candidate; however, the combined page length for summary statements should not exceed 6 pages total. Student success will be considered as a measure in any of the three categories. See also the departmental guidelines and the Appendix of the Faculty Annual Report for details regarding each category.  For each category, summarize the following:
    • Overview of professional goals
    • For the years under review, outline progress toward those goals, using past achievements to detail progress. Highlight areas of special interest and competence.
    • Future goals with an overview of means by which the goals will be accomplished
  • Copies of signed Faculty Annual Reviews with signatures of department head's/coordinator's or dean's evaluations for years under consideration.
  • Letter from the primary campus academic administrator if different than department head/coordinator 
  • Student evaluation summaries and complete sets of evaluations with students’ comments for all years under consideration 
  • Letter from the Pre-TRC – added after the review with explicit recommendations 
  • Letter from department head/coordinator – added after the review with explicit recommendations and a faculty development plan, if needed.

5.3.5.2 Process (For Timeline see 5.1.)

• Candidates submit the documentation identified in Section 5.3.5.1 above, in their electronic portfolio.
• Members of the Pre-TRC shall review the candidate's documentation and upload the Pre-TRC letter in the electronic portfolio. 
• The department head/coordinator shall review the candidate's documentation and upload the letter of recommendation in the electronic portfolio.
• The department heads/coordinators will meet with each candidate and review and discuss the pre-TRC letter.
• If a candidate desires, they have the opportunity to prepare written responses to the pre-TRC letter, and the written responses will be appended to the pre-TRC letter. 
• The department heads/coordinators and the candidates should sign the pre-TRC letters and file the pre-tenure documentation in the appropriate department and/or college personnel files.  The department heads/coordinators will furnish the appropriate deans with their explicit recommendations. 
• The deans will submit to the provost the list of names of candidates who completed the pre-tenure review. 

Once a candidate has received the pre-TRC letter, they should utilize it to further develop a record of teaching effectiveness, service, and scholarship that will promote a successful tenure application. It is important that candidates understand that the recommendations in the pre-TRC letters in no way represent a contract between the university and the candidate, nor are they a guarantee that tenure will be granted.