Skip to:Main Content

Washington and Lee University

Washington and Lee University
Washington and Lee University Campus Image

Annual Timetable for Pacing the Process of File Preparation and Review

Process Calendar for Tenure and Promotion Files

Dean Target Dates
Dean shares tenure file calendar with next year’s tenure candidates (and their department heads) June 1
Dean notifies candidate of May 30 deadline for notice of reappointment/non-reappointment (AAUP guideline) June 1


Department Tenure Committee Target Dates
Dept. head notifies Dean of candidates for promotion Sept 1
Dept. head forms tenure/promotion committee
» If <5 with tenure and rank in department:
Tenure Candidate and dept. head submit list to dean
Oct 1
» If <3 at rank in department:
Promotion Candidate & dept. head submit list to dean
Oct 1
· Dean chooses members to fill committee roster Oct 1
Candidate submits file to committee chair Dec 1
Each member reviews file
Each member adds letter to file Jan 14
Each member reviews file again Jan 14-20
Committee meets and votes; a record of the tally is entered into the file Jan 20
Department head prepares report Jan 30
Department head gives copy to candidate Jan 30
Response from candidate, if any Feb 8
» If response, committee reviews it and reconsiders
File sent to dean Feb 15


Dean Target Dates
Inspect file and report for completeness
May request additional information from dept. head
» If dept. failed to follow procedures
· refer back to dept. to remedy flaw
· dept. head documents steps taken for remedy and basis for new vote
· dept. head provides candidate with copy of report
File sent to chair of Advisory (Provost) March 8
» Dean notifies Provost of any special circumstances or concerns March 8


Provost Target Dates
Provost makes files available to Advisory Committee for review March 10


Advisory Committee Target Dates
Each member reviews every tenure and promotion file
The committee meets and “Will offer the President its advice”
2 long mtgs during finals wk
» If Advisory vote is contrary to dept. vote
· Provost explains to head and candidate
· Candidate and President hold informal conference


President and Board of Trustees Target Dates
President informs Advisory if decision is contrary to majority vote of Advisory May 1
President reports to Board of Trustees May Meeting
» tenure decisions require approval by Board
Candidate has 30 days to petition FRC May 31