Office of the Provost

Procedures for Promotion, Tenure, Sabbaticals

 
APPLICATIONS FOR PROMOTION, TENURE, SABBATICALS

Procedures and criteria for promotion and tenure are spelled out in the Faculty Guide, Seton Hall University, for faculty on the South Orange campus; in the Faculty Guide, School of Theology, for faculty in the School of Theology; and in the Tenure, Promotion, and Appointment Standards of the School of Law (Adopted on May 12, 2006), for faculty of the School of Law.  

For both confidentiality and sustainability, the material submitted for tenure and promotion review should be submitted electronically, including applications, supporting materials, and committee decisions.  Paper copies should not be provided of material that can be distributed electronically, and committee members should avoid generating paper copies to the extent possible and should destroy any necessary paper copies as soon as practicable after their deliberations.  This applies to both tenure-track faculty and Faculty Associates.  The primary exceptions would be:

  • The Tenure/Promotion application should be available in both formats, with a single paper version to be signed by the applicant, committee chairs, and other academic officials at different stages of the process, and an electronic copy without signatures.
  • Any supporting material of a format that cannot be easily shared electronically.  Applicants should notify their deans’ offices in advance of supporting material of this nature.
  • Candidates will upload and update their own electronic documents on Blackboard.  

In addition, please note the following:
See 1.g which requests submission of journal statistics as part of the candidate’s material.

When available, the Office of the Legal Counsel may conduct faculty development sessions for all members of the College and University Rank and Tenure Committees.  Committee members should take note of further information about this opportunity.

Further detail of any changes can be found below.

Procedures and criteria for sabbaticals are addressed for faculty in the School of Theology in the Faculty Guide, School of Theology; for other faculty on the South Orange campus, in the Faculty Guide, Seton Hall University. The provisions concerning sabbaticals in the latter document will also be applied to faculty in the School of Law. Academic Memorandum 86-9, dated January 30, 1987, provides additional guidelines for sabbaticals, which have been incorporated into the present document.

 A copy of the Faculty Guide is available on the Faculty Senate homepage.
  1. Promotion and Tenure of Tenure Track Faculty and Renewal of Faculty Associates

    NOTE: Tenure is awarded only as an affirmative action of the Board of Regents.
    1. Deadline for submitting application to the department: October 1. Candidates are to request access to Blackboard beginning May 16th through their dean who will verify their eligibility for tenure/promotion/renewal. All submitted documents are to be finalized by at which time access will be transferred to the department.
    2. Standards: Article 4 of the Faculty Guide, Seton Hall University; article 4 of the Faculty Guide, School of Theology; and sections III and IV of the Tenure, Promotion, and Appointment Standards, School of Law. Please note that "work performed after the appointment is the basis for the first promotion, and work performed after a previous promotion is the basis for the next promotion."

      For promotion to Full Professor, requisite time in rank as an Associate Professor should ordinarily be fully complete by the time a faculty member makes application for Full Professor. Current semesters are not completed semesters and therefore should not count toward time in rank. To qualify as a full semester in rank, the semester needs to have officially ended and a minimum of one course needs to have been taught.
    3. Department Criteria: Applicants should consult with their departments and college/school on supplemental processes that are in force concerning tenure and promotion. Such guidelines should be on file and maintained in the office of the dean and/or available electronically.
    4. Procedures: Article 5 of the Faculty Guide, Seton Hall University; article 5 of the Faculty Guide, School of Theology; and section I of the Tenure, Promotion, and Appointment Standards, School of Law.
    5. Need for Position: All schools and departments are governed by the provision cited in article 4 (introductory paragraph 1 and re-emphasized in 4.5.e.) of the Faculty Guide, Seton Hall University: "Although the criteria for tenure are identical to the criteria for associate professor, an additional consideration for tenure must be the needs of the department or college, including prospective enrollment in the program in which the applicant teaches." Therefore, the granting of tenure to a faculty member shall depend upon the following information which must be submitted by the department or school (if there are no departments):

      1. Faculty:
        1. Number of tenured faculty, including faculty on sabbatical
        2. Number of tenure track (probationary) faculty
        3. Number of term faculty
        4. Percent of courses taught by adjuncts during the current semester
      2. Enrollments: A list of courses/sections taught by the faculty member with enrollment figures for each course and section for the current semester and the six preceding semesters.
      3. Long-Range Need: A description of departmental and University needs this faculty member is to meet in the immediate and long-range future; it should consider that needs are likely to change and that the faculty member may have to assume different functions in years to come.
      4.  Article 4 of the Faculty Guide also describes the evaluation of the candidate that should be prepared by a department as part of the department’s review of the application. Departments should upload their review memorandum to the secure college/school rank and tenure web page by November 1, and alert the chair of the college/school Rank and Tenure Committee when this review is available.

        The Dean's Assessment of Need for Faculty Member is also required.
    6. Teaching Effectiveness is addressed by article 4.1 of the Faculty Guide, Seton Hall University; article 4.3.a. of the Faculty Guide, School of Theology; and section III.A.1. of the Tenure, Promotion, and Appointment Standards, School of Law. In addition to the applicant's documentation of his/her teaching effectiveness, each department or school which approves an application for promotion/tenure will forward with the application a precise and detailed statement on the attributes of the applicant as a college teacher. Knowledge of the discipline, method of instruction, concern and enthusiasm for teaching, relations with students, as well as participation in academic advising, curriculum development, instructional research, and teaching improvement programs on and off campus should be included in the department's evaluation.
    7. Publications as evidence of scholarship are addressed by article 4.3 of the Faculty Guide, Seton Hall University; article 4.3.b. of the Faculty Guide, School of Theology; and section II.C.2. of the Tenure, Promotion, and Appointment Standards, School of Law. See especially article 4.3.b. of the Faculty Guide, Seton Hall University: "Manuscripts accepted for publication must be accompanied by a letter of acceptance from the publisher. Completed research that is not yet accepted may not be listed under publications. The applicant shall clearly distinguish research in progress from publications." Additionally, candidates are asked to submit review processes and acceptance rates for publications and journals and/or impact factors and/or other similar criteria.
    8. Preparation of the Application
      1. The application form is to be obtained from the Provost’s web page. The application is required in two formats:
        1. hard copy requiring signatures at each level of the process, and
        2. electronic copy to be submitted to the chairperson
      2. Each faculty application must include a table of contents of the file of Publications and Supporting Documentation. The table will list each item submitted by the applicant.
      3. One complete set of publications and supporting documentation including a complete curriculum vitae should be developed by the applicant and submitted, with the application form, to the department chairperson. Where possible, documents that are available electronically should be submitted in that format. Appropriate committee members will access the documents via Blackboard. Supplementary materials in support of the application that are not available in electronic format should be submitted to the chairperson in their original format. These materials shall be transmitted from the department to the office of the dean of the college for use by the Rank and Tenure Committee of the college and by the dean. Following their review, the original application (hard copy) with signatures, plus any supporting material that was not shared in an electronic format are to be delivered by each dean’s office to a secured area designated by the Office of the Provost for use by the University Rank and Tenure Committee.  

        The Teaching-Learning Technology Center is a resource available for rendering paper documents and other material into shareable electronic documents. For Academic year 2012-2013, please contact Amy Phillips of TLTC for assistance. The candidate should alert the Deans’ Office as soon as possible to specific items in the supporting material that cannot be shared electronically.
      4. Additions to and/or subtractions from the dossier may only be made with the written consent of the applicant and for good and sufficient reason. After the application deadline, new material and documentation should not be brought into meetings with departments, Deans, or committees if that information was not in the candidate’s original documentation. Exceptions can be made if approved in advance for material that addresses specific questions raised during prior official meetings with the candidate, but this exception should not be interpreted to cover general updates or developments only available after the deadline.
      5. Please be sure all signatures and votes are obtained before passing on a file to the next level (department chairperson, chairperson of the college/school rank and tenure committee, and the dean). The signed original should be forwarded to the next appropriate office.
      6. Candidates should take care that the application serves as a professional and stand-alone document that does not require reviewers to consult attachments or follow links, apart from normal accompanying material as covered in other sections of these guidelines. References to scholarly works in the application should carefully follow the reference format appropriate to the candidate’s discipline but should not include less than the date, title, source (e.g., journal) and full and complete authorship of the work, in the order of authors as it appeared in the definitive version of the work, if applicable. The same standards and care should apply to the accompanying CV, and the material included in the CV and the application should be consistent within the timeframe for consideration of the promotion or renewal. Candidates should clearly denote any artifacts listed that were also included in any prior application for tenure or for employment at the University.
      7. Candidates are encouraged to provide reasonable and verifiable context for the impact of the sources and venues in which their artifacts have appeared. These can include journal impact factors, attendance or circulation statistics, sales figures, awards and published reviews. It can be useful to provide information about home institutions for other authors in the same issue of a journal, or the same exhibition of artwork or a film, or noted figures in the field who have published, exhibited, or performed in the same venue as the faculty member.
    9. Guidelines for Rank and Tenure Committees and Deans
      1. The application for tenure and promotion to associate professor is a single application decided in a single vote. Therefore, no distinction may be made between tenuring and promotion (Faculty Guide article 3.3k).
      2. Abstentions are not allowed, according to the Faculty Guide: “All eligible committee members shall vote either positively or negatively on each application, except for a clear conflict of interest.”
      3. The application form and the file of Publications and Supporting Documentation submitted by candidates must be kept intact and so forwarded to the next level. Candidates will upload their materials to blackboard beginning May 16. They must be in final format by October 1. Committee members and deans will access all supporting material as well as the application itself with signatures through Blackboard after October 1. Committees should contact Amy Phillips of TLTC for any technical questions about access to the appropriate Blackboard pages. For process questions or to request the addition of individuals to the access lists, please contact the Office of the Provost at extension 9655.
      4. Recommendations once made by deans, departments, or rank and tenure committees are final; no subsequent modification or amendment is possible.
      5. Based on the Faculty Guides, deans should make an official determination of the appropriateness of a terminal degree.
      6. Applicants for promotion to professor who were appointed or promoted to associate professor without tenure should count years in this rank (not years as associate professor with tenure) to meet the number of years as associate professor required by the Faculty Guides.
      7. All communications with rank and tenure committees should be channeled through the chair, whose responsibility it is to pass on information or materials to the committee membership.
      8. Assessments of applicants must be based on facts and must be verifiable; objectivity and fairness in judging candidates are indispensable for a process that is complex and often difficult for applicants. All ballots should be typed or word-processed. The Committee Member or Dean should provide a clear and detailed basis for the decision and ensure that the conclusion is clear and not open to interpretation.
      9. Information provided in the following sections is to reflect only the time period on which the application is based. For promotion this means the time period since previous promotion. For tenure this means the time period served on a probationary contract or the time period served on a probationary contract plus the years of full-time service from another institution which count toward the required tenure review.
      10. All parties to the rank and tenure process are obligated to maintain the confidentiality of the process. It must be emphasized that no candidate for promotion, renewal, or tenure should approach any members of their College Rank and Tenure Committee or the University Rank and Tenure Committee outside of official meetings for any discussion involving their application and candidacy.
      11. All parties in the process must use and complete the original application form.
    10. Schedule For Promotion And Tenure Application

      May
      • Applicants are to request access to Blackboard beginning May 16th through their dean who will verify their eligibility for tenure/promotion/renewal. All submitted documents are to be finalized by at which time access will be transferred to the department. The Dean should notify the Provost's Office on a rolling basis that a faculty member has requested access to Blackboard and had eligibility verified by the Dean's Office; documentation of the basis of this verification should be provided.
        Responsibility: Applicant

      October 1
      • Applicants for promotion and/or tenure submit applications with a file of Publications and Supporting Documentation to department or to the Dean in cases where departments do not exist.
        Responsibility: Applicant

      November 1
      • Applications and the file of Publications and Supporting Documentation, along with the departmental review, as detailed above, submitted to the dean by departments.
        Responsibility: Chairperson of Department
      • The college/school Rank and Tenure Committee is convened.
        Responsibility: Dean
      • Applications and the file of Publications and Supporting Documentation submitted to the college/school Rank and Tenure Committee.
        Responsibility: Dean

      December 15
      • The college/school Rank and Tenure Committee makes its recommendation to the provost.
        Responsibility: Chairperson, School/College Rank and Tenure Committee
      • The dean submits his/her separate and distinct recommendation to the provost.
        Responsibility: Dean
      • Application and the file of Publications and Supporting Documentation delivered to the location specified by the Office of the Provost.
        Responsibility: Dean
      December 20
      • Convening University Rank and Tenure Committee.
        Responsibility: Provost
      • Applications and files of Publications and Supporting Documentation to University Rank and Tenure Committee.
        Responsibility: Provost

      March 1
      • University Rank and Tenure Committee recommendations to provost.
        Responsibility: Chairperson, University Rank and Tenure Committee

      March 15
      • The Candidate may submit a supplementary statement, but not additional documentation, to the provost on or before March 15.
      April 1
      • Notification to applicants of Provost’s action.
        Responsibility: Provost

      April 30
      • Applicant notified of action taken by Academic Affairs Committee/Board of Regents.
        Responsibility: Provost

      September 1
      • Applications approved by the Board of Regents become effective.

    11. Schedule for Faculty Associates - Promotion/Reappointment Application for Faculty Associates »

      The initial faculty associate appointment is made for a one-year period and is renewable for another one-year period by mutual consent. The faculty of the department must recommend renewal or termination of the appointment by March 15 of that year.

      If after two consecutive one-year appointments the faculty of the department and the dean have recommended renewal and the provost concurs, a three-year appointment begins. In the fall semester of the third year of this appointment (fifth year of employment), the faculty associate shall be reviewed by the tenured faculty of the department, by the dean, and by the college Rank and Tenure Committee following the timetable and procedures for tenure review. If the department, the college Rank and Tenure Committee, and the dean all approve, the faculty member shall be offered a five-year contract which reiterates that this faculty associate position is not tenured nor does time spent therein count toward the acquisition of tenure.

      In the fall semester of the fifth year of a five-year contract for a faculty associate position, the faculty member shall be reviewed as in the above section for an additional five-year contract. This review process shall be continued for each subsequent five-year contract.
  2. Appointment/reappointment to Term Contracts in the Seminary School of Theology
    1. Deadline for submitting applications, using standard forms (obtainable from the Office of the Associate Dean, Seminary School of Theology) for [re]appointment to a term contract: October 1 of the calendar year preceding the one during which applicant’s current contract expires.  

      The Office of the Associate Dean, Seminary School of Theology, will notify full-time faculty members by March 1 of the year preceding the date of expiration of a faculty member’s current contract that (s)he will need to apply by October 1 for contract renewal. The Office of the Associate Dean, Seminary School of Theology, will also notify the School’s Committee on Rank and Evaluation to conduct an evaluation of the faculty member pursuant to articles 4 and 5, School of Theology Faculty Guide.
    2. Standards and Procedures: School of Theology Faculty Guide, articles 3-5.
    3. Schedule
      October 1
      • Application for [re]appointment to a term contract, with supporting documentation, due to Office of the Associate Dean, Seminary School of Theology. The Associate Dean will, in turn, submit the application and documentation to the applicant’s departmental chairperson, who will initiate the departmental review process.
        Responsibility: Applicant, Associate Dean, Chairperson of Department
      November 1
      • The review process at the departmental level is completed, and the application and documentation are transmitted to the Rector/Dean.
        Responsibility: Chairperson of Department
      • The Rector/Dean convenes the School’s Committee on Rank and Evaluation and transmits thereto the application and documentation. The Committee begins its review process.
        Responsibility: Rector/Dean, Chairperson of the School’s Rank and Evaluation Committee

      March 1
      • School’s Committee on Rank and Evaluation submits recommendations to the Rector/Dean. The Rector/Dean reviews the recommendations to the Department and the Chairperson of the School’s Rank and Evaluation Committee.
        Responsibility: Chairperson of the School’s Rank and Evaluation Committee, Rector/ Dean

      April 1
      • The Rector/Dean completes his own separate and distinct recommendation on application and informs the applicant of his decision. If the Rector/Dean’s recommendation is favorable, he makes an appointment with the President to consult about applicant’s [re]appointment to Seminary School of Theology.
        Responsibility: Rector/Dean

      April 15
      • After consultation with the President, the Rector/Dean forwards the file to the Archbishop of Newark and asks that applicant be [re]appointed to Immaculate Conception Seminary.
        Responsibility: President, Rector/Dean

      April 30
      • The Archbishop of Newark decides on [re]appointment to Immaculate Conception Seminary and notifies the Rector/Dean and applicant in writing.
        Responsibility: Archbishop of Newark
      • If the Archbishop’s action is affirmative, Rector/Dean [re]appoints the applicant to the Seminary. The Rector/Dean consults with the Provost about the applicant’s [re]appointment to School of Theology.
        Responsibility: Rector/Dean

      May 15
      • The Provost makes a decision on the application for [re]appointment to the School of Theology and notifies Rector/Dean.
        Responsibility: Provost
      • If the Provost’s action is affirmative, the Rector/Dean appoints applicant to the School of Theology and forwards the new term contract to Provost for issuance by that Office.
        Responsibility: Rector/Dean
      • If Provost’s action is negative, the applicant is notified.
        Responsibility: Provost

      May 31
      • If the [re]appointment was approved by the Provost, the Provost issues a term contract to applicant.
        Responsibility: Provost

      June 15
      • If [re]appointment was denied by the Provost, the applicant must file an appeal to the President pursuant to School of Theology Faculty Guide, Art. 3.4[c].
        Responsibility: Applicant

      July 1
      • Approved [re]appointments become effective.
  3. SABBATICAL
    1. Deadline for submitting the application to the school or department: October 1 of the year preceding the academic year in which the leave is to be taken. However, a faculty member should plan and prepare a sabbatical well ahead of the time he or she submits the application to the department.
    2. Purpose of a sabbatical is defined by article 6.1 of the Faculty Guide, Seton Hall University: "The major purpose of a sabbatical leave is to provide the opportunity for continued professional growth and new or renewed intellectual achievement through study, research, scholarly writing or professionally related travel."
      1. A sabbatical should be undertaken in association with one's professional peers, whether at another university, a library, or a research institute.
      2. A faculty member is strongly encouraged to apply for a two-semester sabbatical, since a longer sabbatical can be more productive. In addition, an outside agency is more likely to grant funds for a year-long sabbatical project. A sabbatical provides a good opportunity for seeking external funding in support of research projects.
    3. Criteria for eligibility are spelled out in article 6.1.a in both the Faculty Guide, Seton Hall University, and the Faculty Guide, School of Theology.
    4. Criteria for selection are addressed for all University faculty by article 6.1.c. of the Faculty Guide, Seton Hall University, (and an almost identical article 6.1.d. of the Faculty Guide, School of Theology), as well as by guidelines contained in Academic Memorandum No. 86-9.
      1. The Faculty Guide, Seton Hall University, states: "Primary consideration will be given to the academic potential of the faculty member's proposal in terms of its contribution to the discipline, the intellectual development of the individual or to the strengthening of the department or the University." A sabbatical project should be a research and/or writing project which advances knowledge in the discipline, and the findings shall be published or presented to the faculty member's academic peers. Alternatively, the faculty member may propose a structured program of reading, studying or training that will result in an outcome such as a professional certification, a literature review, or an exhibition.
      2. The research project chosen (and the alternative project) must adequately take into consideration the objectives, programs and needs of the department. The Faculty Guide, Seton Hall University, specifically requires that the participants in a sabbatical decision shall consider the advantages of such leave to the University. The proposal should include a projected timeframe for concrete output for the project (such as the submission of a new course to the relevant college and Senate committees, submission of a grant, submission of a journal article) for the end product and for appropriate intermediate milestones (such as IRB approval or completion of a literature review). These benchmarks should be projected in as much detail as possible (for example, specifying funding agency, title of journal, etc.).
      3. The department must examine carefully the proposed sabbatical project and evaluate it critically before making a recommendation to the dean. The department should weigh the impact of the faculty member's absence on its offerings and consider especially the need for, and expense of, replacement faculty. If there are several applications in a given year, the department should recommend to the dean which application is to be given first consideration and the grounds for that ranking.
    5. Procedures are outlined in article 6.1.b. of the Faculty Guide, Seton Hall University, and article 6.1.c. of the Faculty Guide, School of Theology. The steps outlined below should be strictly observed, because a sabbatical demands serious accountability on the part of all involved, including the faculty member, the department, the dean, and the provost.
      1. To apply for a sabbatical:
        A sabbatical request form is to be obtained from the Provost’s web page
        1. A detailed description of sabbatical plans and projects should be appended to the sabbatical request form.
      2. During the sabbatical:
        1. The faculty member should notify the Dean and Provost if circumstances arise during the term of the project that substantially change the goal of the project. It is understood that such circumstances could be positive or negative.
        2. At the midpoint of the sabbatical, the faculty member should send the Dean and Provost a progress report on all the goals detailed in the sabbatical proposal.
      3. At the completion of a sabbatical:
        1. The faculty member must submit a sabbatical report to: (1) the department, (2) the dean of the school; and (3) the provost. If the sabbatical ends in the fall semester, the sabbatical report is due by February 15; if it ends in the spring semester, the report is due by July 1. A sabbatical is considered a serious investment on the part of all concerned, so faculty are encouraged to prepare a detailed report in a professional style, suitable for presentation to internal and external audiences. 
        2. The department must report to the dean on the value of the sabbatical leave for the faculty member and the department's efforts. In addition, the department's findings must be forwarded to the provost for inclusion in the faculty member's file.
        3. Faculty are encouraged to update the Dean and Provost as longer-term goals from the sabbatical project are realized.
        4. The sabbatical should be included among the Acknowledgments in publications of scholarship engaged in during the sabbatical.

Effective Date

September 1, 1986

 
 
Contact Us

Office of the Provost
(973) 761-9018
(973) 761-9655
Fax (973) 275-2361
Presidents Hall Rm. 112

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