Deadlines, Timelines, for Dossier Submission
This resource is specifically about submissions for final reviews for tenure, and all promotion cases. There is a separate resource for the third year review process.
The final date each year is set by campus: all e-dossiers must be finished by schools by the last Friday in October.
Schools, departments, and department chairs then set up preceding dates so that they can meet this deadline.
Contact your chair or dean or associate dean for faculty affairs for your school deadlines. The best time to do this is early in the fall semester in the academic year before your dossier is due to campus. The largest departments in the School of Medicine, and the University Library, tend to start the soonest, and may require the candidate to have their materials ready by December 31st.
"Review year" in the following refers to the calendar year in which the candidate's dossier is reviewed by department and school, and begins review by the campus. The review is completed early in the calendar year.
For tenure track faculty with a seven year probationary period, "review year" is the fifth calendar year after they begin [see below]. This is adjusted for a nine year probationary period (Medicine), or for extensions, or for credit towards tenure, or if the candidate chooses to apply early.
The promotion to associate professor is linked to tenure. All other promotions, for tenure-track full rank or for any non-tenure track promotion, are initiated by the candidate when they are ready.
Typical time framework:
Review year:
- January: candidate should have at least a draft of a candidate statement. Now or earlier, each candidate provides names of people who could be external reviewers (or who should not be) to the department chair.
- February-March: candidate finalizes a candidate statement and CV and any other materials to be sent to external reviewers. This depends on your type of case and what your school's practice is.
- April-May-June: department chair sends materials to external reviewers.
- July-August: candidate places materials into e-dossier. Candidates will be notified when they are able to access e-dossier. This varies by school. A copy of the e-dossier structure can be found on this page.
- August-September: Department committees meet. Candidate is informed of department votes and their review letter.
- Department chair votes and provides a review letter.
- If a candidate wishes to request reconsideration of a tenure decision, they have two weeks in which to do this.
- September-October: School committees meet. Candidate is informed of school votes and their review letter.
- Dean votes and provides a review letter.
- If this level is negative, the candidate may request reconsideration of a tenure decision.
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Last Friday in October: All school processes completed (or contact OAA).
- Candidate should have read all review letters and responded, if desired, in the Supplemental Folder. Materials cannot be added after the case reaches the campus committee. Responses can be updates, or objections.
- November-December: campus prepares administration of campus process, including orientation of P&T Committee members.
Review year + 1:
- January-February: Campus P&T Committee meets, votes; all letters are released only after all are completed.
- February: Exec Vice Chancellor for Academic Affairs votes;
- March: Chancellor and President vote
- April or June: Trustees vote.
Promotion takes effect July 1st or August 1st of that year.
Tenure-track candidates already have job guarantees until the next year, whether successful or not; tenure formally takes effect July 1st or August 1st of Review Year + 2.
Year by year for someone beginning in a tenure track position any time in calendar 2022 (not school of Medicine).
- 2022-2023: year 1
- 2023-2024: year 2
- 2024-2025: year 3: Third year review held in spring of 2025.
- 2025-2026: year 4
- 2026-2027: year 5: spring of 2027 begins the review year
- 2027-2028: year 6: candidate is reviewed by department, school, and campus
- July or August 2028: promotion to associate rank takes effect
- 2028-2029: year 7: terminal year if unsuccessful
- July or August 2029: tenure takes effect
Calculations go like this:
Third year review: Calendar year of beginning appointment + 3 plus any extension minus any years of credit towards tenure = calendar year, spring, when third year review is conducted.
Final tenure review: Calendar year of beginning appointment + 7 (non-Medicine, or 9, Medicine), plus any extension, minus any years of credit towards tenure = calendar year, when tenure review begins. Admins: do not use the "Mandatory Review Year" in HRMS as it does not take into account the 9 year time frame or any extensions.
Reviewed and revised 7/2023. For more details, candidates should contact their chairs. Administrative assistants assisting the process should contact ude[dot]iupui[at]aao for e-dossier assistance and more details on deadlines. School representatives can contact ude[dot]iupui[at]rhdaca for an extension of the October due date for individual cases.