/ Provost's Office

Promotion Process

Submission Deadlines

Submit promotions for review:

  • To the Dean's Office by October 16, 2017
  • To the Provost's Office by November 13, 2017

Find promotion information in the Faculty Handbook

Evaluation Criteria

The principal criteria to be applied in the evaluation of a candidate for promotion are as follows:

  • The criteria for each rank as given in the Faculty Handbook
  • Teaching competence, as witnessed by student evaluations (see B3.b2), colleague evaluations and letters of evaluation from students, colleagues or other persons who are sufficiently knowledgeable to make a professional judgment
  • The effectiveness of the candidate as a scholar, researcher, artist or performer in her or his discipline and the promise of continued professional vitality
  • Effectiveness in serving students outside the classroom
  • Demonstrated leadership abilities in the department and on the campus
  • Contribution and commitment to the mission, goals and objectives of the college
Responsibilities of the Candidate

Provide the department chair with:

  • A list of up to 12 students qualified to assess your performance as teacher
  • Syllabi of new courses created by you and representative samples of other syllabi
  • Copies of books, articles and reviews, exhibition catalogs or programs of concerts and other performances to illustrate creative activity; avoid personal notes and other forms of “fan mail”
  • The names of three or four outside references who can judge the your professional competence. These persons should be in the same or a related field of scholarship as you. Indicate the nature of your personal and/or professional relationship with the outside reference. They will be contacted by the department chair.
  • The names of campus colleagues who have an adequate basis for evaluating your performance and your qualifications for promotion (e.g., the person might have team-taught a course with you or may have chaired or served on a committee with you)
  • A five‑year plan for teaching, research, publication, creative performance or other professional development
  • A statement describing your contribution and commitment to each element of the college’s mission statement
  • A current curriculum vitae (sample)
Do not discuss your candidacy for promotion with any students so as not to diminish the integrity of the process.
Responsibilities of the Department Chair

Solicit letters from tenured members of the department (including yourself in your capacity as a departmental colleague), other members of the college faculty and external referees; solicit letters from 24 students randomly selected from class lists of the last five years, and solicit letters from students selected by the candidate. 

Note: These letters must be non-directive (sample).

Please give special attention to the note appended to the sample letter to external references (#IV). Send one follow-up letter to anyone who has not replied to the first request. Do not telephone or contact in any other way: If they do not respond to the second letter, allow them the right to remain silent on the subject.

Provide Student Instructional Reports (SIRs) for all courses taught by the candidate in the last two semesters;

Organize all materials according to the sequence outlined below and submit to the Dean’s Office.

Due to Dean's Office by October 16, 2017

Responsibilities of the Dean

Write a thorough statement of evaluation on the candidate's performance addressing each of the following categories:

  • Teaching effectiveness and creativity: Include an evaluation of such factors as planning course objectives and goals; effectiveness in communication, counseling and motivation of students; effectiveness in evaluating student progress; and ability to relate course work to overall curricular goals of the department and college (provide supporting evidence as available)
  • Scholarly or artistic achievement and professional activities
  • Service to the department, college and community
  • Contributions and commitment to each element of the college’s mission statement

Note: You may quote from student, faculty or colleague letters, but do not include names when referencing these quotes — this violates confidentiality policies.

Submit a draft of your statement to the department chair in a timely manner. If the chair does not concur with the dean’s recommendation and the disagreement cannot be resolved through discussion, he or she may write a rebuttal letter to the Status Committee to be included in the notebook.

Submit completed notebook to the Provost's Office, after it has been thoroughly checked by you and your administrative assistant. 

Due to Provost's Office by November 13, 2017

After the promotion decision, send a brief announcement to all writers of letters of reference, informing them of the decision and thanking them for their assistance in the process.

Organization of the Promotion Notebook (in the following order please)
  1. Dean’s recommendation letter
  2. Department chair’s rebuttal letter, if any (skip this section if chair agrees with dean)
  3. Letters of support (please provide a list of names of the individuals to whom letters were sent and place samples of the form letters in front of each category):
    • Randomly selected students from class lists;
    • Students (including alumni) selected by the candidate;
    • Tenured members of the department;
    • Members of the College faculty;
    • Outside referees;
    • Unsolicited letters.
  4. Supporting data on the effectiveness of the candidate as a teacher, including SIRs, syllabi
  5. Supporting data on scholarly or artistic and professional activities of the candidate; avoid personal notes and other forms of “fan mail”
  6. Candidate’s five-year plan
  7. Candidate’s statement of contributions and commitment to each element of the college’s mission statement
  8. Candidate's current curriculum vitae

Note: The dean's recommendation, the candidate's CV, five-year plan and statement of support for Hope’s mission will be submitted to the Board of Trustees after the Status Committee makes its recommendation.

Please submit these items electronically to provost@hope.edu by December 1.

Confidentiality Policies

The candidate shall receive a copy of the dean’s recommendation, the department chair’s rebuttal letter (if any) and the SIR report forms when they are forwarded to the Status Committee.

Letters from students, tenured members of the candidate's department and other professional colleagues either from within or from outside the college will be kept confidential.

Tenured members of the department will be entitled to see the candidate's CV, course syllabi and all publications or similar evidence of professional accomplishments.

It is assumed that all other supporting materials placed in the candidate's tenure notebook are available for inspection by the candidate.

To Office Managers

Label the spine of the notebook with the candidate’s name, current title and "Presented to the Status Committee, Fall 2018”

All sections of the notebook should be separated by dividers with identifying tabs (e.g. “Dean’s Recommendation”).

Submit electronic copies of documents noted above as requested.