1. Twenty assembled sets of each of the following:

• A complete, accurate and up-to-date curriculum vitae (format attached)
• Three to five of the candidate’s best and most representative publications

2. A single list of potential peer referees including their titles, addresses, email addresses, telephone, and FAX numbers. At least five internal and eight external referees should be included.

Internal referees should be chosen for their ability to evaluate the candidate’s contributions to the four areas of scholarship recognized by the Dental Branch including the scholarship of teaching, discovery, application, and integration.

• Their rank should be equivalent to or higher than the rank to which the candidate aspires.
• Only in those situations where the candidate is going for tenure must the referees be tenured.
• Internal referees cannot be members of the DBFAPTC.

External referees should be able to evaluate the candidate’s scholarship of teaching, discovery, application, and integration as well as other contributions to the professional discipline and to testify to the candidate’s national and international reputation. They should also be able to provide information about the candidate’s qualifications in relation to the qualifications of others at the proposed rank at other dental professional schools in the United States. External referees do not have to be personally known to the candidate.

3. One copy of each of the candidate’s publications,* honors, awards, significant citations, award statements, and other pertinent materials for consideration in the promotion and/or tenure process.

* Faculty should provide an original copy of all articles published since the last promotion or appointment to the current position. The faculty member should also try to provide copies of all other articles published. If those are not available, the faculty member should try to provide a copy of the abstract from Medline.

4. The candidate’s clinic schedule or course syllabi/schedules of all subjects and courses taught by candidate during the last six years.

5. All teaching evaluations by students and peers during the last six years.

6. All annual Faculty Development Plans, Activity Reports, and Evaluations, (including Merit Raise Evaluations), for the last six years or from the date of appointment, whichever is less.

7. Department Chair and/or Candidate’s Checklist (see p. 18) with signature.

SEPTEMBER 1 - NOVEMBER 1

1. Faculty opinions
Any Dental Branch faculty member who wishes to do so may submit signed, written comments about the candidates’ qualifications for promotion and/or tenure to the DBFAPTC by November 1st. Faculty who submit letters must recognize that all promotion and/or tenure documents can be subpoenaed by a court of law and are subject to the Texas Public Information Act. The Committee will not consider anonymous letters or verbal reports.

2. Departmental evaluation, recommendation and vote
By the beginning of September, the department chair must initiate departmental evaluations of all faculty within the department who have requested promotion and/or tenure. All senior faculty in the department should participate in the evaluation process, which must focus on the candidate’s demonstration of the scholarship of teaching, discovery, application, and integration as well as, service and professionalism.

• Senior faculty at or above the level at which the candidate is requesting should vote on promotion.
• Tenured faculty should vote on tenure

The departmental evaluation is of utmost importance in the promotion and/or tenure process and must be handled in a confidential manner by the faculty.

Following the departmental review, the senior faculty members should vote on the suitability of the candidate for promotion and/or tenure. The department chair must submit a written summary of the departmental evaluation, recommendation, and vote to the Dean, to the chair of the DBFAPTC and to the candidate by November 1. In cases of a split vote, both majority and minority opinions must be summarized. Similarly, if the department chair’s opinion differs from that of the majority of his/her senior faculty, the chair must explain the reasons for the differences to the departmental senior faculty and the DBFAPTC.

The vote and the recommendations from the candidate’s department are non-binding. They will be considered by the DBFAPTC along with all other documents received by the committee.

If the candidate considers the department’s recommendation to be unfair, he/she may submit a written statement justifying his/her position to the Dean and to the Chair of the DBFAPTC by November 15.

NOVEMBER 1 TO JANUARY 15

Subsequent to the receipt of a candidate’s letters of recommendation and before November 1, the dean will forward the candidate’s full promotion and tenure dossier to the DBFAPTC. The committee members will evaluate the entire dossier and submit their written evaluations and votes to the Dean by January 15.

Those DBFAPT members holding appointments in the candidate’s departmental division or section and committee members currently involved in joint research endeavors with the candidate will be allowed to state their own opinions to committee, but they must excuse themselves from the committee room during the committee discussions and vote.

JANUARY 15 TO FEBRUARY 15

The Dean will consider the entire promotion and tenure package for each candidate including the vote and recommendations of the DBFAPTC. If the Dean concludes that promotion and/or tenure is/or are warranted, he will submit the candidate’s dossier to the University Appointment, Promotion and Tenure Committee before March 1, and he will notify the candidate of his or her action.

In the event that the Dean’s recommendation differs from that of the DBFAPTC, the dean will provide a detailed written explanation to and then meet with the Committee to discuss the differences and attempt to resolve them prior to submitting the candidate’s dossier to the University APT Committee meeting.

In the event the Dean does not endorse the request for promotion and/or tenure, the materials are forwarded to the President/University Appointment, Promotion, and Tenure Committee only if the candidate is in the eighth year of service or at the candidate’s written request as described below. * When the Dean concludes that promotion or tenure are not warranted, he will notify the candidate of his decision prior to February 15 and explain to the candidate the reasons for denial of the request. If the candidate chooses to have his or her request go forward to the University Appointment, Promotion, and Tenure Committee, a written request must be submitted to the Dean within seven working days.

• *The candidate has the option to advance his or her candidacy, even with negative recommendations from the department chair and/or dean, through all of the following levels of consideration: (1) the department chair and departmental promotion committee (when applicable), (2) the school APT Committee, (3) the dean, and (4) the university APT Committee. (see HOOP 4.05) The request to advance his or her candidacy must be made within the next 10 working days.
  


• If the candidate believes that the negative recommendation was based on incomplete or inaccurate information, the candidate may provide corrective materials at this time. The university APT Committee will be provided all materials added at any stage. The parties involved in any prior reviews must evaluate any new materials added to the package in such cases prior to submission to the University APT Committee.

MARCH

All candidates for tenure will be submitted to the university level. The University Appointment, Promotion and Tenure Committee normally meets in March. Upon approval at the university level, all candidates for tenure will be submitted to the UTHSC-H president for consideration. If the president endorses the faculty member’s promotion, he or she will forward a recommendation for tenure to The UT System Board of Regents for approval as part of the institutional budget. The Regents’ approval of the institutional budget is considered notification to the UTHSC-H president that promotion nominations included in the budget are approved. Tenure becomes effective as of September 1st of the forthcoming fiscal year. The dean will notify the faculty member of the approval by means of the next annual appointment letter.

**Should any of the dates listed above fall on a holiday or weekend, the following business day will apply.

DEPARTMENT CHAIR (OR CANDIDATE’S) CHECKLIST

AUGUST 15

For each candidate the Department Chair (or the candidate who is self-requesting) must:

1. Submit to the Dean and the Chair of DBFAPTC the following:

A. Candidate’s Statement of Intent to request for promotion and/or tenure
B. The names of potential referees

2. Submit to the Dean the following:

A. Twenty individually compiled sets of:

1. a copy of the curriculum vitae
2. a copy of each of three - five best and most representative publications

B. One copy of all other publications *, abstracts, honors, awards, certificates, significant citations, etc.

* Faculty should provide an original copy of all articles published since the last promotion or appointment to the current position. The faculty member should also try to provide copies of other all articles published. If those are not available, the faculty member should try to provide a copy of the abstract from Medline.

C. Faculty Development Plans, Activity Reports, and Annual Evaluations (Merit Reviews) since appointment or last promotion or tenure

D. One copy of all teaching schedules

E. All teaching evaluations for last six years

F. This checklist with signature

TO BE COMPLETED BY CANDIDATE

I ____________________________request the opportunity to review my promotion and
            (Please print name)

tenure package (EXCEPT REFEREED LETTERS) for completeness before it is submitted to the DBFAPTC.

Yes______ No_____

I ______________________________ grant permission to my Department Chair to review and
            (Please print name)

summarize my letters of recommendation for the faculty during the departmental review process.

Yes_____ No_____

___________________________           ________________
Signature                                             Date

DEPARTMENT CHAIR’S CHECKLIST

NOVEMBER 1

Submit to Chair of DBFAPTC
Department recommendation and vote.

DEAN’S CHECKLIST

BY JUNE 15

Send out notice to all faculty regarding the Petition for Promotion and Tenure noting submission of Intention to Petition deadline of August 15th

BY SEPTEMBER 1

1. Consult with DBFAPTC about appropriate referees for each candidate. Write requests for letters of recommendation. Include one copy of the candidate’s vitae and of each of his/her selected publications in the letters to referees.

2. Circulate list of promotion and tenure candidates to all faculty.

3. Place one copy of each candidate’s curriculum vitae and his/her three to five papers on reserve status in the Dental Branch library.

NOVEMBER 1

Submit complete promotion and tenure dossiers to the Chair of the DBFAPTC. Each candidate’s dossier should include the following:

1. Seven copies of

A. All letters of recommendation

B. Each of three publications selected by candidate

C. Curriculum vitae

D. Faculty Development Plan, Activity Reports, and Annual Evaluations (Merit Review)

E. Teaching evaluations from course directors, peer reviews, and student evaluations

F. Merit raise evaluation forms

2. One copy of all other publications, honors, awards, teaching schedules, and other materials submitted by the candidate

BEFORE MARCH 1

1. Notify candidate and Department Chair of DBFAPTC’s recommendation and Dean’s recommendation.

Notify Chair of DBFAPTC of Dean’s recommendation. In the event that the Dean’s recommendation differs from that of the DBFAPTC, the dean will provide a written explanation to and then meet with the Committee to discuss the differences and attempt to resolve them prior to submitting the candidate’s dossier to the University APT Committee meeting.

MARCH 1

Submit complete promotion and/or tenure dossiers for all approved candidates (i.e., approved candidates, those in their penultimate year, and those requesting to go forward in spite of a negative recommendation) to the University Appointment, Promotion and Tenure Committee.

This dossier should include required numbers of copies of the following:

1. The Dean’s recommendation

2. The recommendation of the DBFAPTC

3. The department recommendation

4. All other letters of recommendation

5. Curriculum vitae

6. Student and peer teaching evaluations

AFTER UNIVERSITY APPOINTMENT, PROMOTION AND TENURE COMMITTEE MEETING

Notify each candidate, appropriate department chair and Chair of DBFAPTC of the University Committee’s recommendation.

**Should any of the dates listed above fall on a holiday or weekend, the following business day will apply.