Faculty Policies

Procedures for Renewal, Promotion, and Tenure (Tenure-Track)

CGAS-017 Arts and Sciences Policy on Promotion, Tenure and Renewal of Tenure-Line Faculty

Date: 2/19/2026
Status: Final
Last Revised: 05/2017
Policy Type: School
Contact Office: Office of the Dean, Arts and Sciences
Oversight Executive: Dean, College and Graduate School of Arts and Sciences
Applies To: UVA Arts and Sciences Tenured and Tenure-Eligible Faculty

Definition of Terms

Tenured or “Without Term”: An appointment to the faculty of indefinite duration.

Tenure-Eligible: An appointment to the faculty that allows for tenure consideration after a pre-defined period, referred to as the “probationary period,” specified in the contract or in policy. Also referred to as “tenure-track.”

With Term: An appointment of a specific amount of time, referred to as the “term”, identified in the employment agreement between the faculty member and the University, entered into at the time of initial hiring or upon contract renewal.

Probationary period: The period during which a tenure-eligible faculty member is on an appointment with term and may be considered for an appointment without term. A faculty member must be considered, at the latest, in the last year of the probationary period.

Reason for policy

This policy outlines the timelines, evaluation criteria, and procedures for the renewal, promotion, and tenure of tenure-eligible and tenured faculty in the College and Graduate School of Arts & Sciences (CGAS). It ensures fair, transparent, and rigorous evaluation of faculty contributions to research, scholarship, and creative work; student education and development; and service. It aligns with University-wide policies, including PROV-017, and supplements them with CGAS-specific procedures. In the case of any conflict between this policy and the Provost policy, the Provost policy will prevail.

Appointment timelines

This section outlines the timelines for tenure-line faculty appointments and promotions.

Initial appointments at the rank of Assistant Professor are typically for four years, unless otherwise specified in the faculty member’s offer letter.

The probationary period of a tenure-eligible Assistant Professor originally appointed with a January start date is counted from August of the next academic year unless otherwise specified in the faculty member’s offer letter.

Tenure-eligible Assistant Professors are reviewed for reappointment in the third year.

If successful, the faculty member is renewed into a second appointment with a three-year term, to begin at the end of the first four-year appointment, for a total of seven years.
If not successful, the faculty member receives notice at the end of the third year (at least 12 months in advance of the appointment end date) of the termination of the first appointment.
For faculty who are jointly appointed in two tenure-granting units in the College and Graduate School of Arts and Sciences, if the review is not successful in one unit and successful in the other, the unit choosing to renew will assume 100% of the appointment.
For faculty who are jointly appointed in the College and Graduate School of Arts and Sciences and another school, the dispositions in PROV-017 for cross-school jointly appointed faculty apply.

Tenure-eligible Assistant Professors are reviewed for tenure and promotion to Associate Professor no later than the sixth year, excluding approved extensions.

If successful, the appointment is converted to an appointment at the rank of Associate Professor without term.
If not successful, the faculty member receives notice at the end of the sixth year (or at least 12 months in advance of the appointment end date) of the termination of the second appointment, without opportunity for contract renewal.
For faculty who are jointly appointed in two tenure-granting units in the College and Graduate School of Arts and Sciences, if the tenure and promotion recommendation is affirmative in one unit and negative in the other, the Dean will make a recommendation to the Provost about promotion to Associate Professor without term. If the final review is successful, the unit that recommended in the affirmative will assume 100% of the appointment.
For faculty who are jointly appointed in one tenure-granting unit and one non-tenure-granting unit in the College and Graduate School of Arts and Sciences, faculty will undergo a tenure review in the tenure-granting unit following the usual procedures. The non-tenure-granting unit will conduct a review for renewal of the joint appointment.
For faculty who are jointly appointed in the College and Graduate School of Arts and Sciences and another school, the dispositions in PROV-017 for cross-school jointly appointed faculty apply.

Extensions to the above timelines, which are requested and approved individually, add time to the three- and six-year milestones in 12-month increments. Requests for extensions are handled according to the provisions in PROV-017.

Departments should inform Associate Professors no later than the midpoint (January) of their fifth year in the rank of Associate Professor whether the department recommends that the faculty member initiate the review for promotion to Professor. Initiation of a promotion review may occur earlier than the fifth year; faculty are encouraged to consult with the department. The timing of the review for promotion to Professor is at the discretion of the faculty member.

If successful, the faculty member is promoted to the rank of Professor.
If not successful, the faculty member continues at the rank of Associate Professor without term. They may be considered again, without prejudice, in the third academic year following a promotion denial. If that attempt is unsuccessful, subsequent reviews may occur on a similar timeline.
For faculty who are jointly appointed in two tenure-granting units in the College and Graduate School of Arts and Sciences, if the promotion recommendation is affirmative in one unit and negative in the other, the Dean will make a recommendation to the Provost about promotion to Professor without term.
For faculty who are jointly appointed in one tenure-granting unit and one non-tenure-granting unit within Arts and Sciences, faculty will undergo a promotion review in the tenure-granting unit following the usual procedures. The non-tenure-granting unit will conduct a review for renewal of the joint appointment.
For faculty who are jointly appointed in the College and Graduate School of Arts and Sciences and another school, the dispositions in PROV-017 for cross-school jointly appointed faculty apply.

Evaluation criteria

This section defines the core areas of contribution for which faculty are evaluated and the criteria for evaluation of each.

At each promotion stage, tenure-line faculty are evaluated in the following three core areas.

1. Scholarship, research, and/or creative work.
This refers to original published, exhibited, or publicly presented work in the faculty member's discipline(s) or field(s). Discipline-specific expectations for each career stage should be clearly communicated to candidates by the department. Jointly appointed faculty have one research program and should be evaluated according to a single set of criteria that take into account the joint nature of the position and do not exceed the expectations for a faculty member appointed in a single unit.

2. Student education and development.
This includes undergraduate, graduate, and postdoctoral teaching, advising, training, and mentoring across a variety of locations in and beyond the classroom. Contributions in this area may include formal and informal advising and mentoring. Excellence in this area at any rank includes investment and effectiveness.

Evidence of effectiveness may include but is not limited to: peer observation of classroom teaching; reflective teaching statement, syllabi, and other teaching materials; teaching awards; numbers of students taught; evidence of success by students or postdocs mentored, etc. By Provost policy, SETs (Student Experiences of Teaching) are required.
Evidence of investment may include but is not limited to: reflective teaching statement; contribution to department or school-level curricular efforts; participation in pedagogical professional development; demonstrated efforts to improve one’s teaching; designing new courses; experimentation with pedagogical techniques; mentoring other faculty or students in the pedagogical arts.

3. Service.
This includes contributions to the activities and operation of the University, school, or department, as well as to a faculty member’s professional discipline and, in some cases, to the community outside the academy. Service to the University, school, or department is an obligation of every academic faculty member. Service to one’s professional discipline and, in some fields, to the community outside the academy is important and sometimes essential. Service expectations increase as faculty move through the ranks.

The criteria for promotion for each area specific to each promotion stage are detailed below. Exceptional achievement in one area will not compensate for underachievement in another.

Criteria for pre-tenure renewal review

Excellence or potential for excellence over the next three years in scholarship, research, and/or creative work.
Original research, scholarship or creative work should demonstrate productivity, excellence, and potential to shape the field appropriate for the career stage.
Evidence of investment and effectiveness in student education and development, with the potential for excellence over the next three years.
Adequacy of service.
The service expectations for pre-tenure faculty are lower than those of faculty at more advanced career stages. A modest level of involvement in the activities of the department, school, and/or University is sufficient. Pre-tenure faculty are not expected to assume significant leadership roles.

Criteria for promotion to Associate Professor with tenure

Excellence in scholarship, research, and/or creative work.
There must exist a body of original published, exhibited, or publicly presented work in the faculty member's discipline(s) or field(s) that exemplifies productivity, excellence, and potential to shape the field(s). The record should demonstrate at least the beginning of a national reputation in the candidate’s field(s). Furthermore, there must be strong indications of an investment in original scholarship, research or creative work and a trajectory that will lead to sustained contributions over time and ongoing growth in stature.
Demonstrated excellence in student education and development.
Excellence includes investment and effectiveness.
Effectiveness in an appropriate level of service.
The service expectations for pre-tenure faculty are assumed to be lower than those of faculty at other ranks. A willingness to contribute to service activities of the department, school, and/or University, and investment in assigned service, is sufficient. There is no expectation that pre-tenure faculty assume significant leadership roles. Service to the professional discipline and/or to the community outside the academy is not required by the time of the tenure review, but if present, will be valued.

Criteria for promotion to Professor

Excellence in scholarship, research, and/or creative work.
Candidates for the rank of Professor must demonstrate a substantial record of original published, exhibited, or publicly presented work in the faculty member's discipline(s) or field(s) with clear establishment of national and/or international prominence. Portfolios should typically include a significant advance beyond the body of work on which tenure was based, with clear evidence of productivity, excellence, and influence on the field. The portfolio at this stage should lead to a judgment that growth in stature will continue.
Excellence in student education and development.
Excellence includes ongoing investment and effectiveness.
Excellence in service.
A willingness to contribute to service activities of the department, school, and/or University, to take on leadership roles if needed, and to contribute effectively to assigned and voluntary service roles, is expected. A high level of service contribution should be the norm, since the service expectations for post-tenure faculty are assumed to be higher than those of pre-tenure faculty.

Review procedures

This section outlines general procedures for the three levels of review. Specific guidelines on required materials and submission deadlines are provided annually to departments by the Dean’s office.

Pre-tenure review

The pre-tenure review (also known as the “third year review” or “renewal review”) takes place in the third year of the initial contract, unless contract extensions have been approved. The goal of this review is to provide an evaluation of performance to date and to communicate expectations for the entirety of the probationary period.

At the department level, the pre-tenure review is conducted by a committee of 2-3 tenured faculty members at or above the rank of Associate Professor. For jointly appointed faculty, the committee is comprised of members from both units, with eligibility for membership governed by the policies of each unit or school. The review should consider the entire record since the completion of the terminal degree. As part of the review, written feedback in the form of a memorandum of conversation should be shared with the candidate (MOC). The memorandum should include a discussion of the strengths and weaknesses of the scholarship the candidate has produced to date as well as any relevant observations regarding work in progress and plans for the remainder of the pre-tenure period.

At the school level, all pre-tenure renewal dossiers are evaluated by the Dean’s Promotion and Tenure committee. The Dean’s committee makes a recommendation regarding contract renewal, and they also consider the advice that has been given to the candidate via the memorandum of conversation. The committee may request further follow-up by the department. The Dean makes the final decision on contract renewal.

Review for promotion to Associate Professor with tenure

Tenure and promotion review occurs no later than the last year of the probationary period (typically, in the sixth year, unless contract extensions have been approved.) Departments may choose to consider faculty members for tenure earlier if the criteria are met and if the faculty member agrees.

The process begins in the spring of the academic year preceding the review. First steps are the appointment/approval of a departmental committee; the preparation and submission of materials by the candidate, according to the departmental deadline; and initial outreach to external reviewers by the committee. Departments should notify candidates at least six months in advance of the departmental deadline for submission of materials. Once a faculty member has submitted their materials, they may not withdraw. Candidates are expected to submit their materials by the departmental deadline. If the faculty member fails to submit their materials by June 15 at the latest, their employment will be terminated at the end of their current contract. June 15 is the final Arts and Sciences deadline; departmental deadlines are much earlier.

At the department level, the tenure and promotion review is conducted by a committee of at least 3 tenured faculty members at or above the rank of Associate Professor, at least one of whom is from outside the candidate's department. For jointly appointed faculty, the committee will be comprised of members from both units, with eligibility for membership governed by the policies of each unit or school. For faculty in interdisciplinary or emerging fields, committee composition that reflects the various aspects of the research agenda is strongly encouraged. The review should consider the entire record since the completion of the terminal degree. The candidate submits materials to the committee, which coordinates outreach to external reviewers and prepares a report on each area of contribution. The department holds a vote for or against promotion to Associate Professor without term. The tenured faculty at the rank of Associate Professor or above in the faculty member’s department are eligible to vote. In the case of a jointly appointed faculty member, each department takes a separate vote.

At the school level, all tenure and promotion dossiers are evaluated by the Dean’s Promotion and Tenure committee, consisting of about nine members of the faculty at the rank of Professor, appointed by the Dean. The committee and Dean meet to discuss and evaluate the dossiers. The department chair of each candidate may be invited to appear before the committee to answer any questions. The committee votes and makes a recommendation to the Dean. The Dean makes a recommendation to the Executive Vice President and Provost. Candidates receive written notice of the Dean's recommendation, along with a summary of salient conclusions and judgements arising from their case. Candidates who are not recommended by the Dean will receive this notification by February 1 along with a reminder of their right to appeal the recommendation to the Provost. The next step is review and further recommendation by the Executive Vice President and Provost, governed under Provost policy PROV-017. The final approval is by the University of Virginia's Board of Visitors.

Review for promotion to Professor

Departments should regularly review the progress of Associate Professors toward attaining the national prominence and distinguished performance levels in each area that are required for promotion to Professor. Departments should discuss readiness for promotion with candidates no later than the midpoint (January) of their fifth year in the rank of Associate Professor. If the candidate’s decision is not to proceed, the department should make recommendations for further professional and scholarly development. While encouraged to follow the recommendation of the department, candidates are not required to receive departmental approval and if they request a review for promotion to Professor, the department must initiate the review.

The process begins in the spring of the academic year preceding the review. First steps are notification to the Dean’s office of the intention to conduct the review; appointment/approval of a committee; the preparation of materials by the candidate; and initial outreach to external reviewers by the committee.

At the department level, the promotion review is conducted by a committee of at least 3 tenured faculty members at the rank of Professor, at least one of whom is from outside the department. For jointly appointed faculty, the committee will be comprised of members from both units. For faculty in interdisciplinary or emerging fields, committee composition that reflects the various aspects of the research agenda is strongly encouraged. The review should consider the entire record since the last promotion. The candidate submits materials, and the committee coordinates outreach to external reviewers and prepares a report on each area of contribution. The department holds a vote for or against promotion to Professor. The tenured faculty at the rank of Professor in the faculty member’s department are eligible to vote. In the case of a jointly appointed faculty member, each department takes a separate vote.

At the school and University levels, the reviews by the Dean’s committee, Dean, Executive Vice President and Provost, and Board of Visitors proceed as described above in the procedures for promotion to Associate Professor.

Off-cycle review

An off-cycle review (also known as an “expedited” review) may be undertaken when an offer of employment is extended at the rank of Associate Professor or Professor with an initial five-year term and a status of “tenured pending review.” Upon signature of the offer, a dossier is prepared in a similar manner to a standard review for appointment at the rank of Associate Professor or Professor without term as described above, with the same evaluation criteria. The dossier is brought to a departmental vote and subsequent review by the Dean’s Off-Cycle Promotion and Tenure Committee. The Dean’s committee consists of about six members at the rank of Professor who have previously served on the Dean’s Promotion and Tenure committee. The committee makes a recommendation to the Dean and the subsequent levels of review proceed in the manner of a regular tenure or promotion review as described above.

Sunset provision

Arts and Sciences will follow the sunset provision as outlined in the version of PROV-017 dated 2/11/25.

According to Provost policy, tenure-eligible faculty members hired before 2/11/25 may choose the promotion and tenure provisions of either the previous PROV-017: Promotion and Tenure (renamed “PROV-017: Promotion and Tenure-superseded”) or the new PROV-017 policy for their first promotion review; any subsequent promotions will follow the new policy.

Tenured faculty members hired before 2/11/25 may also choose between the two policies for their next promotion through the 2029-2030 promotion and tenure review cycle; any promotions after this date will follow the new Provost policy.
Arts and Sciences faculty who choose to be considered under the previous Provost policy will be considered under the corresponding Arts and Sciences policy dated May 2017.

Arts and Sciences faculty who choose to be considered under the new Provost policy will be considered under this Arts and Sciences policy.

Christa Acampora, Buckner W. Clay Dean
College and Graduate School of Arts & Sciences

2017 Policy