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Content and Format of Documentation

Content and Format of Documentation for Candidates for Promotion and Tenure

The dean of each college and school should forward six USB flash drives containing the electronic promotion and tenure files of each of his/her unit’s P/T candidates to the Office of the Provost by the date announced by the Office of the Provost (typically early December of each academic year). For details governing the promotion and tenure process and the submitted materials, please refer to the Handbook of Operating Procedures ADM 6-300.

The electronic dossier submitted by each candidate must include the following files. (MS-Word templates are available for downloading at this location.)

  • Cover sheet and front matter.
    The name of the candidate, department name, college/school name, present rank, years in rank, proposed action, and the signatures of the candidate, department chair (if appropriate), and dean.
  • Summary statements addressing teaching, scholarship and service as well as overall recommendation from:
    1. The department Promotion and Tenure Committee (if applicable).
    2. The department chair (if applicable).
    3. The college/school Promotion and Tenure Committee.
    4. The dean.
  • Previous annual reviews since appointment (or last promotion) at UT Arlington.
  • Information on teaching.
    1. Candidate's statement on teaching.
    2. Summary of all courses taught and semester they were taught.
    3. Description of what courses were developed or significantly revamped by candidate.
    4. List of all students individually supervised at all levels (undergraduate, master's, Ph.D.).
    5. All advising activities.
    6. Description of innovative teaching methods used.
    7. Summaries of required teaching evaluations and a copy of the Teaching Evaluation Instrument.
    8. Other supporting materials such as peer evaluations of teaching, course syllabi, exams, actual course evaluations, and other materials may also be submitted to establish the case for effective teaching. (Note: All student evaluations of teaching from all tenure-earning years are to be provided as supporting materials).
  • Information on scholarship.
    1. Candidate's statement on scholarship.
    2. Cumulative record of scholarship.
  • Information on service.
    1. Candidate's statement on service.
    2. Cumulative record of service.
  • Letters from external evaluators (see HOP ADM 6-306).
    The dossier must include a minimum of six (6) outside review letters. The dossier must provide the number of external letters received that came from individuals suggested by the candidate, and the number of letters received that were from individuals suggested by the Department/School P/T Chair. Do not identify the origin of each individual letter. All letters received must be included in the dossier. Please see H.O.P Section 6-306B for details concerning reviewer qualifications. A sample of the letters sent to the reviewers should be included and the chair of the Department/School P/T Committee shall prepare a summary of the results of the outside review process.
  • Faculty member's curriculum vitae.
  • Department or school criteria for promotion and tenure.
  • List of materials forwarded in publications file.
    Materials such as book contracts, letters of acceptance from editors of journals and so forth may be added to the tenure and promotion file once the review process has begun. If materials are added to the file, the candidate should request the department chair or dean of the school to add the material to the file, and a note should be placed at the front of the file noting the material that was added, the date the material was added, and at what stage of the review process the material was added.

    In addition to electronic files for sections A through J, the dossier should be accompanied by supporting materials, which may be submitted either electronically or has hard-copy (in a physical box containing tangible artifacts). Note: When moving P/T dossiers from the colleges and schools to the Office of the Provost, boxes of supporting materials should not be forwarded; these should remain with the college or school and made available for access upon request through the remainder of the review process.

  • Separate file of publications or samples of scholarly activity.
    Only one copy of the publications file should be submitted.
  • Additional supporting materials provided by the faculty member.
    These materials may include notes from students, letters of appreciation from community organizations, and so forth. Only one copy of the supporting materials should be submitted.

To learn more about how to organize these materials and write them to flash drive for submission, click here.