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

Reviewing the File

The department head will arrange for a senior faculty member to conduct a peer evaluation of teaching for the faculty member, ideally during the fall term, and include the written report of that evaluation in the file. Read more about the peer evaluation process. The department head will also add to the file copies of summary reports from the course evaluation process, including written comments from students (if signed). 

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 if it is smaller.) 
  • 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. 
  • 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 15. Files are to be submitted to OtP using Microsoft OneDrive. All UO employees have access to OneDrive. If you are unfamiliar with OneDrive or have questions about its use, please contact your IT staff.

  1. Create a folder in your OneDrive account, using the naming convention
    • Last, First - School/College Dept (e.g. Doe, Jane - CAS History).
  2. Upload the materials to the candidate’s folder.
  3. Invite OtP@uoregon.edu to view the folder, being sure to allow her permission to edit.
  4. Email OtP@uoregon.edu once the files are uploaded and the folder is complete. 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.

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

The RTO to initiate a contract renewal may accompany the midterm review packet as appropriate. The Office of the Provost may not request submission of the additional documents contained in the full file

The executive vice provost for academic affairs or the vice provost for academic affairs, as designees of the provost, will determine the terms and duration of any subsequent appointment of the faculty member. The Office of the Provost will provide the decision to the dean in writing by May 10.

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 dean (or designee) will notify the faculty member of the review decision and contract renewal no later than May 15. The summary report is to be placed in the faculty member's departmental or college personnel file.