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Academic Promotion (E-3A)

Original Implementation: October 19, 1978
Last Revision: January 27, 2009

  1. General Provisions
    1. For purposes of this policy:
      1. "Promotion" means advancement based upon a faculty member’s academic credentials and meritorious performance in teaching, research and/or scholarly/creative accomplishments, and service.
      2. "Department/School" (referred hereafter as department) is a subdivision of a college/library (hereafter referred to as college).
      3. "Academic Chair/Director of the Department" (referred hereafter as department chair) is the academic administrator immediately responsible for the department.
      4. "Promotion Review Portfolio" (referred to hereafter as portfolio) as used in this policy shall be defined as a set of verifiable materials showing evidence of a candidate's fitness for promotion. The portfolio should contain a succinct, substantive, cumulative and relevant record of a candidate's performance during the period under review.
    2. Promotion is awarded by the institution according to established procedures after an appropriate period on the basis of meritorious performance in teaching, research and/or scholarly/creative accomplishment, and service.
      1. Promotion shall normally be restricted to full-time faculty members who have earned the highest academic degree customarily awarded in their field of study; exceptions to this rule may be granted by the Provost and Vice President for Academic Affairs (VPAA).
      2. In exceptional circumstances, special training in recognized institutions (such as conservatories or research institutes) or the attainment of nationally recognized licenses/certificates may be judged to satisfy the requirement for advanced degrees. Practical experience and/or demonstrable expertise and performance in activities related directly to one's faculty appointment may be judged to satisfy the requirement for advanced degrees and/or years of experience.
    3. This policy establishes a system of procedures for promotion in all academic units of the university. Each college and its departments shall also establish written policies governing promotion decision-making procedures that are consistent with this policy.
  2. Academic Rank
    1. This policy applies to the following ranks (see Policy E-1A):
      1. Professor
      2. Associate Professor
      3. Assistant Professor
    2. The ranks of Librarian I, II, III, and IV are governed under Policy E-31A.
  3. Promotion Awards
    1. General Principles
      1. Promotion is not an entitlement but must be earned by fulfilling the criteria appropriate to the rank. Recommendations and decisions on promotion shall not discriminate on the basis of race, color, religion, sex, age, national origin, disability, or disabled veteran status.
      2. Application processes for tenure and promotion can be undertaken at the same time so long as the promotion criteria for the rank are fulfilled.
      3. For purposes of calculating years of service in rank, an “academic year” shall be the approximate nine-month period from September through May. If a faculty member begins service during an academic year, the period of service from the date of appointment until beginning of the following academic year shall not be counted toward years of service in rank, unless the inclusion of that period of service is approved by the Provost and VPAA.
        1. A scholarly leave of absence (those related to reasons 1, 2, 3, and 4 of Policy E-29A) shall count as part of the service in rank unless the candidate and the Provost and VPAA agree in writing to an exception to this provision at the time the leave is granted.
        2. Periods during which a faculty member is on leave of absence for one semester or more due to health-related issues (see reason 5 of Policy E-29A and the description of Family Medical Leave and Organ or Bone Marrow Donors in Policy E-29A) or national guard service (see Authorized Training for Duty, Call to National Guard Active Duty by the Governor, and Call to National Duty in Policy E-29A) shall not be counted as part of the service in rank unless the candidate and the Provost and VPAA agree in writing to an exception to this provision at the time the leave is granted.
        3. In exceptional circumstances when warranted by extraordinary performance, faculty members may be reviewed for promotion earlier with the approval of the dean and Provost and VPAA. The evidence to support early promotion must be unequivocal.
    2. Promotion Criteria
      1. To be promoted to the rank of Associate Professor, an individual must demonstrate excellence in teaching and excellence in either research /scholarly/creative accomplishments or in service. At least satisfactory performance shall be demonstrated in the other category. Excellence in one category will not compensate for poor performance in any of the other categories. To apply for the rank of Associate Professor, an individual should have held the rank of Assistant Professor for at least three years at SFASU. The portfolio shall document all years in service at SFASU at the rank of Assistant Professor.
      2. To be promoted to the rank of Professor, candidates shall demonstrate excellence in all categories appropriate to promotion: teaching, research and/or scholarly/creative accomplishments, and service. To apply for the rank of Professor, an individual should have held the rank of Associate Professor for at least three years at SFASU. The portfolio shall document all years in service at SFASU at the rank of Associate Professor.
    3. Promotion Procedures
      1. Each college and its departments shall establish a promotion review process that is approved by the dean and the Provost and VPAA. A copy of all college/department promotion review policies must be retained in the offices of the Provost and VPAA and general counsel. The promotion review process must allow for review of faculty being considered for promotion by all full-time department faculty members holding rank higher than the candidate, the department chair, elected faculty (one from each department) at the college level and the dean. The department, with approval of the college dean and Provost and VPAA, shall establish the promotion criteria in teaching effectiveness, research and/or scholarly/creative accomplishments, and rendered service.
      2. The applicant is responsible for developing and submitting to the department chair a portfolio of supporting materials. If the individual is also applying for tenure, only one portfolio for both processes should be submitted.
      3. The portfolio must be submitted in the fall semester of the appropriate year of service according to the timetable established by the Provost and VPAA.
      4. The portfolio should include a table of contents, a brief narrative highlighting accomplishments since initial appointment or last promotion; an explanation why the individual meets expectations for promotion; a curriculum vitae; and annual administrative evaluations since initial appointment or last promotion. Once the portfolio is completed and submitted, nothing shall be added or deleted except according to department, college, or university policy.
      5. The promotion portfolio should also include documentation of the following:
        1. teaching effectiveness (e.g., summaries of student evaluations, teaching awards, peer evaluations, innovative teaching approaches);
        2. research and/or scholarly/creative accomplishments (e.g., publications, research/creative projects, photographs of artworks, finished pieces of work);
        3. university-related service (e.g., committee responsibilities, leadership roles assumed at department, college, and university level);
        4. contributions to profession (e.g., memberships in professional organizations, offices held, other leadership roles);
        5. general community service related to the profession (e.g., presentations and activities that enhance the professional discipline).
      6. The department chair shall make the portfolio available for review by all full-time department faculty members holding rank higher than the candidate. These faculty members shall constitute the departmental promotion committee/panel for the candidate. It is possible that two separate promotion committees/panels may be necessary in a department, one for promotion to Associate Professor and one for promotion to Professor.
        1. Administrators who are not involved in the promotion recommendation process at another level are eligible to serve on promotion committees.
        2. In departments with two or fewer full-time departmental faculty holding rank higher than the candidate, the chair of the department and each candidate shall submit separately to the dean of the college a list of three names of full-time faculty members from other departments in the university holding rank higher than the candidate. The dean shall appoint members from these lists until there are at least three members of the departmental promotion committee/panel.
      7. The committee/panel shall make its recommendations to the department chair. The chair shall notify each candidate in writing of committee/panel and chair recommendations in a manner and timeframe congruent with department and college policies. The chair shall make a recommendation on promotion even if not holding a rank higher than the candidate. Within five (5) class days of being allowed to review the written recommendations of the department and chair, the candidate may attach a letter of response addressing errors of fact in the recommendations. Such a notification and any subsequent response by the candidate shall become part of the portfolio.
      8. Once the departmental review process is completed, all documentation shall be forwarded to the candidate’s dean. The dean shall follow college policy in assembling promotion committees/panels. The committees/panels shall make their recommendations to the dean who shall notify each candidate in writing of the committee/panel’s and dean’s recommendations in a manner congruent with college policy. Within five (5) class days of being allowed to review the written recommendations and comments, the candidate may attach a letter of response addressing errors of fact in the recommendations. Such a notification and any subsequent response by the candidate shall become part of the portfolio.
      9. After the college has completed its promotion review, the portfolio along with all department and college recommendations and comments are submitted to the Provost and VPAA for review. The Provost and VPAA shall submit a recommendation on each candidate’s promotion to the President, along with all materials and the recommendations generated at each preceding stage of the process. At the same time, the Provost and VPAA shall notify the candidate of the recommendation submitted to the President.
      10. The President shall review all materials and recommendations and any other evidence deemed pertinent and make a recommendation to the Board of Regents.
      11. Promotion in rank is by action of the Board of Regents of Stephen F. Austin State University. Exceptions to the policies and procedures related to promotion must be authorized by the Board of Regents.
      12. Within the next class day following the action of the Board of Regents, each candidate shall be notified in writing by the Provost and VPAA of the action of the Board.

Cross Reference: Academic Appointments and Titles, Policy E-1A; Library Faculty, Policy E-31A; Tenure, Policy E-50A

Responsible for Implementation: Provost and Vice President for Academic Affairs

Contact for Revision: Provost and Vice President for Academic Affairs

Forms: None