Promotion Application Packet for Library Faculty - General Instructions for Tenure and/or Promotion

Sep 16, 2026

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Promotion application packet for library faculty outlining the general tenure and promotion process and key deadlines. Provides step-by-step instructions for submitting a Letter of Intent to the Dean of Library Services, preparing the Formal Portfolio and Supporting Documentation, and ensuring proper organization in binder subdivisions. Specifies required application forms, guidance for simultaneous promotion and tenure, documentation scope for the prior five years, and expectations for updating vitae and clearly highlighting supporting evidence.

LanguageEnglish

CategoryLetters

FormatPDF

Pages13

Reading Time5 min

AccessFree to download

General Instructions for Library Faculty Applying for Tenure and/or Promotion

Initial Timetable

The Application

The Formal Portfolio

Supporting Documentation

Final Advice

D. Promotion Application Packet for Library Faculty General Instructions for Library Faculty Applying for Tenure and/or Promotion These “general instructions” constitute an attempt to concisely describe the tenure and/or promotion process; this document is meant as a supplement to, rather than replacement for, what is presented in the Faculty Handbook. Initial Timetable 1. Become thoroughly familiar with the requirements and procedures for applying for promotion and/or tenure as described in the Faculty Handbook. 2. No later than September 15th, submit a “Letter of Intent” to apply for promotion and/or tenure to the Dean of Library Services; also, send a copy of that letter to your immediate head/supervisor; include a copy of your "Letter of Intent"in your Formal Portfolio (described below and in the Faculty Handbook) . 3. No later than October 15th, submit your Formal Portfolio and Supporting Documentation (described below and in the Faculty Handbook) to the Dean of Library Services . If you do not promptly receive written confirmation that your materials have been received in a timely manner, contact the Dean of Library Services . 4. No later than November 22nd, your Formal Portfolio should have been received in the Office of the Vice President for Academic Affairs . If you do not promptly receive written confirmation from the Chair of the University’s Promotion and Tenure Committee that your materials have been received in a timely manner, contact the Chair or Vice President for Academic Affairs . The Application: 1. There are separate application forms for promotion and tenure; be sure to complete the appropriate one and include it in the Formal Portfolio. 2. Some faculty may apply simultaneously for promotion and tenure . Because the composition of the library promotion and tenure review committees varies, applicants should completely fill out both forms even though much of the information is redundant. 3. Application forms are available for downloading on the University’s web site (go [to](to www.gram.edu)[ ](to www.gram.edu)[www.gram.edu](to www.gram.edu) and click on “GSU Information,” then on “Administration,” then on “Tenure Application Packet” or “Promotion Application Packet” and print the packets you need) . Applicants should download the .pdf version(s) if they will use a typewriter but the Microsoft Word version(s) if they wish to use a computer to complete the forms rather than a typewriter . Applicants unfamiliar with Microsoft Word may need to seek either training or assistance from someone who can use the program. The Formal Portfolio: 1. The Formal Portfolio should be neatly and systematically organized in (a) 3-ring binder(s) with the major subdivisions (i.e ., Letter of Intent to Apply for Promotion and/or Tenure; Appropriate Application Form(s) and Essential Documentation; Current Vitae; Current Evaluations by Peers, Head (immediate supervisor), and the Dean of Library Services; Evaluations of your library instruction by students or faculty who were instructed by you; Professional Work Experience; Service (University and Community) clearly marked. Verification of credentials (copies of transcripts, etc.) and professional work experience (Personnel Action forms, University budget pages showing years of experience, etc.) should be included in the Formal Portfolio as part of Essential Documentation. The use of clear vinyl protectors is not encouraged unless the documentation cannot be held in a binder (as in the case of books, manuals, etc.) 2. Only the Formal Portfolio will automatically be forwarded from the Dean of Library Services; the Supporting Documentation file will normally remain in the Dean's office or in a secure place to be specified by the Dean. 3. Applicants for tenure should include information/documentation only from the last five (5) years in the Formal Portfolio (and Supporting Documentation) . Applicants for promotion in rank who already have been tenured

FAQs

What are the main deadlines for library faculty during the promotion/tenure process?

Submit a Letter of Intent no later than September 15 to the Dean of Library Services (and copy your immediate head). Submit the Formal Portfolio and Supporting Documentation no later than October 15. By November 22, the Formal Portfolio should be received in the Office of the Vice President for Academic Affairs.

What must be included in the Formal Portfolio?

The Formal Portfolio should be organized in 3-ring binders by major subdivisions, including the Letter of Intent, appropriate application forms and essential documentation, current vitae, peer/supervisor/dean evaluations, evaluations of instruction by students or faculty, professional work experience, and service. Verification of credentials and professional work experience documents should be included as part of essential documentation.

How should supporting information be handled for tenure versus promotion in rank?

Tenure applicants should include information only from the last five years in the Formal Portfolio and Supporting Documentation. Promotion in rank applicants who are already tenured should include accomplishments only from the last five years or since the date of the last promotion, whichever is less.

Sep 16, 2026

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