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DOCUMENT TYPE:
Procedure
PURPOSE:
Procedures for the Promotion & Tenure (P&T) Process and Progress Towards Tenure Review (PTTR) Processes within the KU School of Music.
APPLIES TO:
All Tenured-track Faculty
CAMPUS:
Lawrence
PROCEDURES STATEMENT:
Overview
The following procedures have been established to assist the faculty member who is eligible for (a) mandatory progress toward tenure review (PTTR); (b) promotion to associate professor with tenure (P&T); and (c) promotion to full professor. These are consequential issues to both the faculty member and the School of Music; therefore, the most careful consideration and preparation at all stages of the process are strongly recommended. Familiarity with the Provost’s Office guidelines and web site, in addition to the Faculty Senate Rules and Regulations, when dealing with these issues is crucial.
Promotion & Tenure Reviews
A faculty member’s progress through the tenure track involves several stages, based on the nature of the contract with the university. There is a review process at each stage:
- Progress Toward Tenure Review (PTTR) typically happens after the faculty member’s third year on the tenure track, at the completion of their initial probationary period.
- Promotion & Tenure Review (P&T) must happen no later than the sixth year of the faculty member’s employment on the tenure track, unless the faculty member’s tenure clock has been extended. Successful completion of this review results in promotion to the rank of Associate Professor and a new contract with indefinite tenure.
- Promotion to Full Professor Review typically happens at least five years after the faculty member’s promotion to Associate Professor. Successful completion of this review reflects continued and sustained engagement with teaching, research, and service to the university and the profession.
Promotion & Tenure Committees
Within the School, all three promotion & tenure procedures (PTTR, P&T, and Promotion to Full) require an initial review by an ad hoc departmental committee (the Initial Review Committee) and an intermediate review by the School of Music Promotion & Tenure Committee.
Initial Review Committee
The Initial Review Committee consists of three tenured faculty members with the rank of associate professor or professor. The committee is appointed on an ad hoc basis by the Department Chair, in consultation with the faculty member’s Area Coordinator and the Associate Dean for Faculty Affairs. Individuals may not serve on both the School of Music Promotion and Tenure Committee and the Initial Review Committee.
The committee’s purpose is to evaluate the content of the faculty member’s portfolio and make recommendations to the Department Chair.
School of Music Promotion & Tenure Committee
The SOM Promotion & Tenure Committee shall be constituted in accordance with the School of Music Bylaws. Department Chairs who also serve on the SOM Promotion & Tenure Committee must recuse themselves from committee consideration of candidates from their department; in such cases, an alternate member of the SOM Promotion & Tenure Committee shall substitute for the Department Chair.
This committee shall function as an evaluating body. Its task is to evaluate the content of the dossier and to make recommendations to the Dean.
Committee Guidelines
The Committees must note that all recommendations concerning PTTR, P&T, and Promotion to Full Professor reviews shall be made solely in accordance with the standards in the Faculty Senate Rules and Regulations and in the School of Music Faculty Evaluation Policy. The Committees’ deliberations and recommendations must be treated as confidential personnel matters.
If a member of either committee has a clear conflict of interest that would compromise their impartiality in the evaluation of one or more candidates, that committee member should recuse themself from the evaluation of that candidate. The candidate may request in writing that a member of the committee be removed because of a conflict of interest. The candidate should clearly state why they believe that a conflict of interest exists. The Department Chair and Associate Dean for Faculty Affairs will decide if such a conflict exists and, if so, appoint another member to the committee. If the candidate disagrees with the decision, the matter will be resolved by a majority vote of the committee. In the event of a tie, the decision will be made by the Associate Dean for Faculty Affairs.
No individual may participate in multiple levels of review for an individual candidate.
Review Procedures
Overview
A faculty member being considered for mandatory PTTR or P&T review, or for Promotion to Full Professor is advised to read the guidelines published by the University and the School of Music and to seek counsel from their Department Chair, mentor, Associate Dean for Faculty Affairs, Dean, members of the Promotion and Tenure Committee, and/or other senior faculty. It is the candidate’s task to prepare the dossier, which is a time-consuming process. The candidate should allow ample time for the collection and assembly of all materials. All deadlines published each year will be strictly observed.
Each year the University issues and publishes the forms online that must be utilized for the PTTR, P&T, and Promotion processes. These forms and accompanying guidelines must be regarded as the most significant influence on the content and organization of the dossier. Thus, the mentor and candidate should review the content of the current forms with the utmost care and work diligently to comply with all applicable sections. Candidates should attend the meetings held by the Provost’s Office to learn of recent developments and best practices regarding the process.
The Associate Dean for Faculty Affairs shall inform the candidate of the process timetable and logistical details, and shall also assign a mentor for each candidate, who will advise and assist the candidate throughout the PTTR and P&T processes. Faculty should refer to the New Faculty Mentoring Guidelines.
Evaluation Procedure
The School of Music PTTR, P&T, and Promotion procedures follow the steps required by the Office of Faculty Affairs.
Standards for Acceptable Performance
- Teaching: The faculty member must be teaching an appropriate load, according to the faculty member’s allocation of effort, the Faculty Teaching Load Policy, and the Faculty Evaluation Policy.
- Research:
- PTTR Review: The faculty member must be able document significant progress toward establishing a national and/or international reputation, according to disciplinary expectations.
- P&T Review: The faculty member must be able to document the national and/or international scope of their reputation, according to disciplinary expectations.
- Promotion to Full Professor Review: The faculty member must be able to document the maintenance of their national and/or international reputation, according to disciplinary expectations.
- Service: The faculty member must be doing an appropriate level of service for their allocation of effort.
Final Disposition of the Dossier
After the review procedure has been completed, the file will be placed in the faculty member's personnel file and all physical materials submitted will be returned to the faculty member.
The following procedures have been established to assist the faculty member who is eligible for (a) promotion and/or tenure or (b) mandatory progress toward tenure review (PTTR). These are extremely important issues to both the faculty member and the School of Music; the most careful consideration and preparation in all stages of the process are strongly recommended. (Familiarity with the Provost’s Office guidelines and web site when dealing with these issues is very important. See: Faculty Senate Rules and Regulations Article VI. Promotion and Tenure.
CONTACT:
Dean, School of Music
Paul Popiel, Dean
785-864-3421
ppopiel@ku.edu
RESPONSIBLE UNIT:
School of Music
APPROVED BY:
Dean, School of Music
APPROVED ON:
2016-04-07
EFFECTIVE ON:
2016-04-07
REVIEW CYCLE:
1 year
CHANGE HISTORY:
06/01/2026: Substantively reviewed and revised to reflect current practice.
04/17/2026: Updated links.
10/08/2025: Updated formatting.
05/23/2025: Updated link.
04/02/2025: Migration to TeamDynamix from Drupal.
10/17/2022: Policy reviewed and updated by the School of Music Faculty.
10/27/2021: Converted from PDF to live text page.
09/17/2014: Added to Policy Library.
03/14/2013: Revised by Full Faculty, School of Music.
04/30/2013: Further revisions per instruction of SPPT.
05/10/2017: Revised by Full Faculty, School of Music.
TITLE:
School of Music Procedures for Promotion and Tenure Process