/ Provost's Office

Tenure Process

Submission Deadlines

Submit tenure for review:

  • To the Dean's Office by October 7, 2019
  • To the Provost's Office by November 4, 2019

Find tenure information in the Faculty Handbook 

Evaluation Criteria

The principal criteria, listed in the Faculty Handbook, to be applied in the evaluation of a candidate for tenure are as follows:

  • Teaching competence, as witnessed by student evaluations (B3.b2), colleague evaluations and letters of support from students, colleagues and other persons who are sufficiently knowledgeable to make a professional judgment
  • The predicted ability of the candidate to remain successful as a teacher and scholar or artist in the years ahead based on previous performance
  • 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 objective of the college

The third-year review by the dean and the provost's letter to the faculty member in response to that review is also part of the evaluation.

In addition, the evaluators must consider the impact of the tenure decisions on the viability and flexibility of the department's program in the years ahead.

Responsibilities of the Candidate

Provide the department chair with:

  • A list of up to twelve students qualified to assess your performance as teacher
  • Syllabi of the courses you teach
  • Copies of articles, reviews and books or 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 your professional competence. These persons should be in the same or a related field or 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 a an adequate basis for evaluating your performance and your qualifications for tenure (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, artistic performance or other professional development
  • A statement describing your contributions and commitment to each element of the College's mission statement
  • A current curriculum vitae (sample)

Do not discuss your tenure candidacy with 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 12 students randomly selected from class lists, and solicit letters from 12 students selected by the candidate. 

Guidelines for letters of recommendation and support for tenure and promotion dossiers

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 by your deadline. 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.

Arrange a meeting with the dean of the division and the tenured members of the department to discuss the candidate's qualifications for tenure.

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

Review a draft of the dean’s letter before it is finalized. If the chair does not concur with the dean’s recommendation and the disagreement cannot be resolved through discussion, he/she may write a rebuttal letter to the Status Committee to be included in the notebook.

Submit to Dean's Office by October 7, 2019

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 factors such as planning course objectives and goals; effectiveness in communication, counseling, and motivation of students; effectiveness in evaluating student progress; and ability to related course work to overall curricular goals of the department and college (provide supporting evidence as available)
  • Advising: Include the overall scope of the candidate’s advising responsibilities and an assessment of their advising quality, knowledge of the curriculum, availability, etc.
  • 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
  • The impact of the tenure decision on the viability and flexibility of the department's program in the years ahead

Note: You may quote from student/faculty/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 the completed notebook to the Provost's Office, after it has been thoroughly checked by you and your administrative assistant.

Submit to Provost's Office by November 4, 2019

After the tenure 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 Tenure Notebook (in the following order please)
  1. Dean’s recommendation
  2. Department chair’s rebuttal letter, if any (skip this section if chair agrees with dean)
  3. The letters of support (provide a list of names of the individuals to whom letters were sent and place samples of the form letters in front of the letters received for each category):
    • Randomly selected students from class lists of past five years;
    • 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:
    • Course syllabi
    • Student Instructional Reports (SIRs) of the previous three semesters
    • Any other material deemed pertinent
  5. Supporting data on scholarly or artistic and professional activities of the candidate (avoid personal notes and other forms of “fan mail”)
  6. A copy of both the third‑year review evaluation written by the divisional dean and the provost's letter to the candidate in response to that review
  7. The statement of the candidate on teaching, research, publication or artistic goals for the next five years
  8. The candidate’s statement describing her/his contributions and commitment to each element of the college’s mission statement 
  9. The 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 tenure notebook should be separated by dividers with identifying tabs (e.g. “Dean’s Recommendation”).

Submit electronic copies of documents noted above as requested.

 If you have questions or comments, please contact your Dean's Office.