Promotion Files | Kent State University

Promotion Files

The candidate file for promotion is the primary means for conveying the activity and productivity of the candidate to the Review Committee.  A file structure has evolved in Biological Sciences which provides the Review Committee with specifically requested information and allows the candidate a degree of flexibility in providing supplementary information to the Review Committee.   A primary purpose underlying a well-structured candidate file from the first reappointment review through the ultimate review is to provide a continuum of development throughout all review periods.  From the first reappointment review through tenure to promotion review, the structured file also makes it easier for the candidate to assemble the file each year.  The candidate need only update the prior year review file for the current review period.  A candidate is urged to maintain a record of each and every accomplishment or service during the year which can then be added easily to the prior year file.  Each faculty member standing for promotion may request a faculty member’s candidate file to use as a model.  The format, style, and content is discussed with the Chairperson.

The file should be maintained in a three-ring, loose-leaf notebook which has pockets in the front and back.  Information placed in the file by the Chair (Student Evaluations of Teaching and letters of reference) is placed in the front and/or back pockets.  Supporting documentation should be identified clearly and referenced to the curriculum vitae in the notebook.  Supplementary materials should be identified clearly and referenced to the curriculum vitae and may be in the notebook, in a separate notebook, or in a separate file.  The completed file should be in a form so that a reviewer can find documentation referenced in the curriculum vitae. 


I.          Statement of Accomplishments (optional)

            A candidate may provide a one or two page statement describing specific accomplishments in scholarship and/or University Citizenship for the review period.  If presented, this is the first item in the file.

II.         Curriculum Vitae

            This must follow the specified format and is the second item in the file.

III.       Supporting Documentation This portion of the file contains documentation of specific portions of the curriculum vitae and must be specifically referenced to the curriculum vitae


A.        Scholarship of Discovery, Integration, and Application

Publications (reprints), presentations (abstracts with dates, announcements, et cetera), grant proposals (transmittal form with budget and abstract, evidence of submission such as signature page), and any other specific documentation as necessary should be provided. Additionally, any specific documentation relative to graduate theses and dissertations directed may be included.

B.     Scholarship of Teaching

         Student Evaluations of Teaching (placed in the file by the Chair or the Dean of the Regional Campus along with the norming group for each course), copies of each course syllabus, copies of representative examinations for each course taught, peer reviews of teaching (copies of the written evaluations by the peer reviewers placed in the file by the Chair), evidence of service on student committees, advisees, et cetera, and any other documentation related to instruction as necessary should be provided.

C.     University Citizenship

         Service contributions (appointment notices to committees, task forces, et cetera) and any other documentation for specific other services noted in the curriculum vitae should be provided.

IV.       Supplementary Materials

            The candidate may add any documentation or evidence of additional activities which he/she may want the Review Committee to view.

V.        Letters of Reference

            Outside letters of reference are required for promotion reviews.  The specific means for acquiring these letters are detailed in the Promotions Guidelines as well as in the University Policy Register.  The Chair is responsible for meeting this specific requirement and for placing these letters in the candidate’s file.

The candidate’s file should meet several specifics:  1) it should be in a format which is easy for the reviewer to follow; 2) it should be complete; 3) it should be placed in a three ring notebook with front and back pockets for adding materials if necessary; 4) it should be in a form where updating for the next review period is simple and relatively easy; 5) if possible, an indexing scheme of the various sections should be developed (e.g., a color-coded index system is extremely helpful for the reviewers); and, 6) it should be "reviewer friendly" (this is especially important as the file moves through the different review levels further removed from the Department and/or Regional Campus).  The candidate’s file is reviewed with the Chairperson for completeness and accuracy prior to acceptance for review.