Track Transfer Review

Guidelines for Track Transfers across Tenure, Continuing-Status, and Career-Track Positions

Faculty can transfer across tenure, continuing-status, and nontenure-eligible career-track appointments with the approval of the Provost following recommendations by the designated committees and administrators, including the Senior Vice President for Health Sciences in the colleges of Medicine, Nursing, Pharmacy or Public Health.  Track Transfers may be made throughout the year but should be based on annual performance reviews and related discussions with department heads or program directors and deans.  Transfers to tenure-track and continuing-track appointments must include peer reviews by faculty in the unit and should consider hiring priorities and program needs as well as faculty members’ performance.  All such appointments are governed by the related policies in the University Handbook for Appointed Personnel and the ABOR Policy Manual.  The following procedures are guidelines that may need to be adapted to individual situations in consultation with deans and the Office of the Provost.  Colleges may also establish additional procedures.

  • For transitions within the career-track (CT) from lecturers to professor appointments, candidates should submit a complete promotion dossier following the procedures in UHAP 3.03.3.  As required in UHAP 3.03.3.E, reappointments of lecturers to CT professor titles involve the conversion of a position and must be “justified by increased responsibilities such as expanded teaching or supervisory duties.”  This change in duties should be noted in the workload assignment in the promotion dossier.
  • For track transfers from tenure-eligible (TE) or continuing-eligible (CE) appointments to career-track positions or other year-to-year appointments, little documentation is required.  To request a transfer to a CT nontenure-eligible appointment or other year-to-year appointment, TE or CE faculty members should consult with their department heads or school directors.  Following upon such consultations, the following document should be submitted to the Provost’s Office:
    • Memo from the faculty member of CE professional requesting the change,
    • Curriculum Vitae,
    • Brief recommendation from director or department head, and
    • Endorsement from the appropriate dean.

Such changes in appointments should be completed before the year of a candidate’s mandatory review as noted in UHAP 3.1.01G – Changes in Appointments and Rehires of Tenure-eligible and Tenured Faculty.  Once a candidate’s dossier reaches the Provost’s Office for review in January, a transfer to a CT appointment may not be possible.  Appointments to CT positions after being turned down for tenure or continuing status are only possible through an appeal to the President, as discussed in UHAP 3.1.01G.

  • For track transfers from CT to TE or CE appointments, the following sections of the appropriate promotion dossier should be reviewed by a departmental or college committee, director or head, and dean.  If approved by the Provost, a college-level peer review may not be required if the review needs to be expedited to work within pressing time constraints, for example with a retention case or a job offer.  Following the departmental and college reviews, the materials should be forwarded for approval to the Provost, and also the Senior Vice President for Health Sciences, if the position is in the colleges of Medicine, Nursing, Pharmacy, or Public Health.  With guidance from the Provost’s Office, these materials may be amended to fit individual situations, as for example with ad hoc reviews to retain a candidate or with a review of a candidate who was previously in a TE position.
    • Section 1: Summary Data Sheet, including prior service as appropriate
    • Section 2: Workload Assignment
    • Section 3: Promotion Criteria for Department and College
    • Section 4: Curriculum Vitae
    • Section 5: Candidate Statement
    • Section 6: Teaching Portfolio
    • Section 7: Evaluation of Teaching
    • Section 11: Recommendations from a departmental or college committee, head or director, dean and Senior Vice President for Health Sciences for candidates from related colleges.
  • For transfers from CT positions to appointments with tenure or continuing status, a full promotion review should be conducted using the appropriate promotion dossier and review process, including external reviews, unless otherwise approved by the Office of the Provost.  The number of years in the prior position should be documented on the Summary Data Sheet in the Promotion Dossier.