Midterm Review

Untenured TTF typically receive an initial contract that expires prior to the year in which tenure review must occur. During the final year of this contract (generally the third year for TTF hired with no credit for prior service), a formal midterm review is required. This review is designed to approximate the major elements and standards of the tenure and promotion process, but does not include solicitation of evaluations from reviewers external to the University of Oregon. 

A successful outcome of this review, which replaces the annual review for that year, is one prerequisite for contract renewal.

The midterm review is initiated at the department level, includes a review by the dean of the school or college, and concludes with a decision regarding the terms and duration of any subsequent contract by the provost or his/her designee. Contract renewal after the midterm review is not automatic.


Process

To initiate the midterm review process, the department head will contact the faculty member during the fall term of the academic year in which the review will take place and request the following: 

  • Selection of criteria to be used for review, if there has been a change in criteria since the time of hire.
  • Curriculum vitae: A comprehensive and current curriculum vitae that includes the faculty member's current research, scholarly and creative activities and accomplishments, including publications, appointments, presentations, and similar activities. The CV must distinguish between peer-reviewed and non-peer reviewed work.
  • Candidate’s statement: A 3-6 page statement developed by the faculty member describing and evaluating his or her performance against the applicable criteria for tenure and promotion. The statement should expressly address the subjects of teaching; scholarship, research, and creative activity; and service contributions to the academic department, center or institute, school or college, university, profession, and the community. The statement should also include discussion of contributions to institutional equity and inclusion. (All faculty are urged to address the latter topic, though it is required only for United Academics bargaining unit members.) 
  • Scholarship portfolio: A comprehensive portfolio of scholarship, research, and creative activity, and any appropriate evidence of national or international recognition or impact. 
  • Teaching portfolio: Representative examples of course syllabi or equivalent descriptions of course content and instructional expectations for courses taught by the faculty member, examples of student work and exams, and similar material. 
  • Service portfolio: Evidence of the faculty member’s service contributions to his or her academic department, center or institute, school or college, university, profession, and the community. Such evidence could include white papers authored or co-authored by the faculty member, commendations, awards, op-ed pieces, and/or letters of appreciation. The portfolio may also include a short narrative elaborating on the faculty member’s unique service experiences or obligations. 
  • The original offer letter.

The faculty member is responsible for preparing the documents listed above and submitting them to the department head by a mutually agreed upon date. 

Additional Materials

The academic unit manager will add the following additional materials related to teaching quality into the file: 

  • Peer Review of Teaching: At least one peer review of teaching will be added to the file. For best practices regarding Peer Review of Teaching, see the Teaching Engagement Program’s page including observation tools and report templates. 
  • Teaching Overview Report: This report includes a list of all courses taught during the review period, summary data from numerical student Course Evaluations (2008-2019), and summary data from Student Experience Surveys (Fall 2019-present). Note that due to COVID-19, no Student Experience Survey data is available from Spring or Summer 2020. The report can be accessed by academic unit managers through cognos.uoregon.edu.  
  • Teaching Detail Report (E-SES): This report includes all completed Student Experience Survey results, including student comments, from all courses as of Fall 2019. Note that due to COVID-19, no Student Experience Survey data is available from Spring or Summer 2020. The teaching detail report can be accessed by academic unit managers through cognos.uoregon.edu, Team Content > Departmental Folders > Provost’s Office > Teaching Evaluation Reports.
  • Instructor Reflection Report (optional): This report includes only Instructor Reflections. Each individual Instructor Reflection prints to its own pages, making it possible to eliminate any Instructor Reflections a faculty member under review may choose to omit from their dossier. The instructor reflection report can be accessed by academic unit managers through cognos.uoregon.edu, Team Content > Departmental Folders > Provost’s Office > Teaching Evaluation Reports.
  • The “Pre-2019 Student Comment Report” from CollegeNET includes all signed comments from student Course Evaluations, which were in use from 2008-2019. If the faculty under review did not teach at UO prior to Fall 2019, please include a note in the Supplementary File Template indicating this as the reason no report is included. These are available from CollegeNET, accessed via duckweb.uoregon.edu. From CollegeNET select Reports > Report Browser > (Select Instructor and all courses in the review window) > Create Batch File > Click Batch Reports > Select “Pre-2019 Student Comment Report”. These instructions provide screen shots from CollegeNET to assist you.

When the file is complete, the department head will:  

  • Establish a committee of tenured faculty and provide the committee with the file. (The department determines whether the committee is comprised of all tenured faculty in the department or a smaller subset of faculty.)  
  • Charge the faculty committee with writing a report addressing the faculty member’s scholarship, teaching, and service and providing an assessment of progress toward tenure and promotion.  
  • Prepare an independent evaluation of the faculty member's scholarship, teaching, and service and progress toward tenure and promotion. This evaluation should include a recommendation of renewal or non-renewal of the contract and, if the recommendation is for renewal, the recommended duration of the new contract.  
  • Department heads and personnel committees may find these materials, developed with promotion-and-tenure and promotion processes in mind, useful as they evaluate the teaching of faculty under review.
  • Provide the department head’s report to the faculty member and allow ten days from receipt of the report for the faculty member to provide any written response or additional materials, including any such materials in the file.  
  • If a department or unit has, or develops, a policy or practice of providing the faculty committee report to the faculty member, the department/unit head shall do so. 
  • Submit the complete file to the dean of the school or college.  

The dean will review the file and may consult with others to obtain and document any additional relevant information. The dean will then:  

  • Prepare an independent report and recommendation, including a recommendation of renewal or non-renewal of the contract and, if the recommendation is for renewal, the recommended duration of the new contract.  
  • Provide the dean’s report and recommendation to the faculty member and allow ten days from receipt of the report for the faculty member to provide any written response or additional materials, including any such materials in the file.  

Submitting the File

Submit the reports (dean, department head, department committee) and the faculty member’s personal statement, curriculum vitae, and responsive material to the Office of the Provost no later than April 7. Files are to be submitted to OtP using an OtP-provided Microsoft OneDrive “Request for Files” link. All UO employees have access to OneDrive and the “Request for Files” link will be sent out at the start of winter term in preparation for the submission deadline. If you are unfamiliar with OneDrive or have questions about its use, please contact your IT staff.

To upload the candidate’s folder to our “Request for Files” link using following steps:

  1. Create a folder (using your designated school/college process), using the naming convention Last name, First name
    1. Upload one PDF with each section bookmarked to the candidate’s folder.
  2. Select the “Request for Files” link from the OtP email you were sent.
  3. You can upload all folders for all major reviews in your school/college using the “Request for Files” link provided.
    1. You may also make any corrections by updating the candidate’s folder and resubmitting the materials before the April 7th deadline.
    2. After the April 7th deadline, this completed folder will constitute the version to be reviewed through the remainder of the process. Any changes made after this point will not be reflected in the final version.
  4. Microsoft Office “Request for Files” will notify OtP when candidate’s folders are dropped into our online repository. There is no need to email our office when you complete this process.

Questions about the preparation of the promotion and tenure file can be sent to OtP@uoregon.edu.

Outcomes

Possible outcomes of the midterm review are: 

  • Issuance of a new contract extending to the date by which a tenure decision is required. 
  • Issuance of a new contract of insufficient duration to reach the tenure decision, necessitating an additional midterm review prior to a tenure review. 
  • Issuance of a non-renewable contract. 

The Office of the Provost will notify the faculty member of the review decision and contract renewal no later than June 1. The summary report is to be placed in the faculty member's departmental or college personnel file.