Systems and Procedures
A Division of The Corporate Controller's Office


Table of Contents:


These forms are used for (1) recommending or not recommending continuance on the tenure track; (2) awarding tenure to the ranks of professor, librarian, associate professor, associate librarian and assistant professor; and (3) for promotion to the ranks of professor, librarian, senior scientist, associate professor, associate librarian, and senior research associate.

General Information:

Exhibit and Instructions:

To view document exhibits, click on appropriate link below:

Promotion and Tenure Form Exhibit

Biographical Data for Promotion and Tenure Exhibit

Log of External Letters Exhibit

Promotion and Tenure Recommendation Set:

The following comprises a set of promotion and tenure forms and dossier dividers. Type all information except signatures on the Promotion and Tenure Form. On the Promotion and Tenure Form, the information requested is necessary for both promotion and tenure recommendations. The information requested in the "Promotion Only" block is only necessary on promotion recommendations.
Description Effective Date
Promotion and Tenure Form (signatory page) Effective 07-01-2021 - Two copies are required for a simultaneous promotion and tenure consideration
Biographical Data for Promotion and Tenure Effective 07-01-2021
Log of External Letters Effective 07-01-16
All supplied supporting materials should be placed behind the respective dossier divider below. Each copy of the recommendation forms (above) and supporting materials should be legible and clearly identify the name of the employee. Legible machine reproduced copies of the forms and dividers (below) are acceptable.
Dossier Dividers: Effective Date
The Scholarship of Teaching and Learning Effective 07-01-18
The Scholarship of Librarianship Effective 07-01-2020 (University Libraries only)
The Scholarship of Research and Creative Accomplishments Effective 07-01-18
Service and the Scholarship of Service to the University, Society, and the Profession Effective 07-01-18
External Letters of Assessment (for Promotion and Final Tenure Reviews) Effective 07-01-14
Statements of Evaluation of the Candidate by Review Committees and Administrators Effective 07-01-14
Patient Care and the Scholarship of Patient Care Effective 07-01-18 (College of Medicine only)

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Access GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see below), it will be necessary to convert these web-based documents to PDF documents (see Converting to PDF documents section).

Converting Web-Based Document to PDF Document:

In order to have a version with all PDF capabilities enabled, click the Fill & Sign in Acrobat icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. Clicking this icon opens an actual PDF version of the document. Complete this version and save the document in a location where you will be able to locate it.

If, upon opening the PDF in Google Chrome, the Fill & Sign in Acrobat icon does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension. Please visit Enable Adobe Acrobat extension for Google Chrome for instructions to enable Adobe Acrobat extension.


Combining PDF Documents:

There may be times when it is necessary to combine multiple pdf documents into a single document for submission. In those instances, complete the following steps:

Repeat this process for each document that will be combined:

If you encounter any difficulties with this process, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Promotion and Tenure Review Forms
Ultimate Distribution: Retention Periods:
Original Human Resources See the Human Resources: Academic Promotion & Tenure section within General Retention Schedule

Where to Send Completed Forms:

Original documents are sent to the University Promotion and Tenure Review Committee via the Office of Human Resources in accordance with a time schedule distributed each year.

Contact Information:

For questions, additional details, or to request changes to these forms, contact of Office of the Vice Provost for Faculty Affairs.

Cross References: