Please scroll down or click on the links below to read more about this process.
(1) Search Flowchart
(2) Steps: External Appointment to Tenured Professor
(3) Dossier Checklist: External Appointment to Tenured Professor
(4) Dossier Sample
(5) Dossier Instructions
(2) Steps: External Appointment to Tenured Professor
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Step |
Explanation |
1 |
Each spring, the divisional dean authorizes searches for the upcoming academic year based on departments’ academic plans and ongoing conversations with the departments. After receiving the divisional dean’s authorization letter, the department submits a search plan to the divisional assistant dean for approval |
The search plan should address:
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2 |
After approval of the search plan by the divisional dean, the department advertises the position and makes inquiries at other institutions |
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3 |
The department submits a short list of candidates for approval by the divisional dean |
The short list consists of candidates the department has determined are the most qualified for the job in terms of credentials, accomplishments, standing in the field, teaching experience, and field of expertise. To build the strongest pool for the short list, the committee should discuss in early and ongoing conversations how to attract diverse applicants, including women and minorities. Note: In developing a short list, if the research interests of the appointment overlap with a center, institute, or initiative, the department should take into account the views of that unit. The department sends the following to the divisional dean and the assistant dean for the division:
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4 |
If approval is granted, the department invites short-list candidates to campus for interviews |
Candidates meet with members of the department. The visits may include formal seminars, lectures, or presentations of working papers, as well as informal meetings with faculty, graduate students, and others. The assistant dean for the division should be given a list of dates of any seminars, lectures, or presentations. |
5a |
The department requests authorization from the divisional dean to solicit external evaluation letters. With the request, the department should submit a draft of the blind letter, the recipient list (see Sample Table) and, if the department chooses to send an initial inquiry (see Step 5b) before the blind letter, a draft of the initial inquiry letter |
The blind letter (see the Sample Letters section of this handbook) should include:
The comparison list:
The recipient list (See the Sample Table in this handbook):
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5b |
(Optional step, for departments choosing to send an initial inquiry) Once the divisional dean has approved the blind letter, recipient list, and initial inquiry letter, the department chair sends the initial inquiry to scholars on the recipient list. |
The initial inquiry email (see the Sample Letter section of this handbook) asks recipients if they would be willing to write a letter, requesting their answer by a specific date.
Any initial inquiries conducted by phone (and scholars’ responses) must be documented for inclusion in the final dossier. |
6 |
The chair sends the blind letter to all scholars who have replied affirmatively to the initial inquiry email (see Step 5b). If the chair has chosen not to send any initial inquiries, the blind letter is sent directly to the scholars on the recipient list |
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7 |
After discussing the external letters, the search committee selects a final candidate |
Note: In selecting the final candidate, if the research interests of the appointment overlap with a center, institute, or initiative, the department should take into account the views of that unit. |
8 |
The search committee drafts a case statement; the tenured members of the department review all materials and discuss the case. Of the department included tenure-track faculty in the search, all tenure-track members of the department (i.e., not just any who may be serving on the search committee) are also allowed to review all of the finalist’s materials (including external evaluations) and participate in the departmental discussion of the case. Following discussion of the case, the tenured members of the department vote. |
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9 |
After a favorable vote, the chair asks all tenured and tenure-track members of the department, including those on the search committee, to write a confidential letter to the Edgerley Family Dean of the FAS |
These letters express the faculty members’ views on the appointment and will be included in the candidate’s dossier to be reviewed by the Committee on Appointments and Promotions (CAP) and the ad hoc committee, as appropriate. (For inclusion in the dossier, letters should be sent electronically to the ad hoc coordinator in the Office for Faculty Affairs, ryoung@fas.harvard.edu.) |
10 |
The case statement is finalized by the department chair, for review by the divisional/SEAS Dean |
The finalized case statement, prepared and signed by the department chair and the chair of the search committee, for review by the divisional/SEAS Dean (see Step 11) should include the following sections:
Note: The finalized case statement should be made available to the faculty in the department involved in the review. |
11 |
The candidate’s dossier is prepared by the department and sent to the assistant dean for the division |
Note: The divisional dean/SEAS Dean and/or their designee and the Dean for Faculty Affairs and Planning can ask for changes to the dossier at any time.
Note: While the dossier at this stage in the process used to be submitted to the ad hoc coordinator in hard copies, starting in Fall 2020 please submit this dossier electronically, as Harvard campus conditions due to COVID-19 continue to evolve. Hard-copy submission of the dossier and other materials may possibly resume at a later time, depending on campus conditions. Note: All electronic materials must be sent securely. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform. |
12 |
The Committee on Appointments and Promotions reviews the dossier |
The Committee on Appointments and Promotions (CAP) reviews the dossier and advises the Edgerley Family Dean of the FAS on the next step for the dossier, which can include the following: (1) The case is sufficiently strong to forward to the President (2) CAP needs further information or the department needs to modify the case statement before the Dean decides whether to forward the case to the President, or (3) The case is not strong enough, and CAP advises the Dean to turn down the tenure case. In the latter case, the Dean notifies the department in writing within a reasonable timeframe. |
13 |
The President or Provost reviews the case |
This review usually, but not exclusively or necessarily, takes the form of an ad hoc committee, presided over by the President or the Provost. An ad hoc review is one aspect of the decision-making process. The President or Provost may also consult with internal and external scholars who are not involved in the ad hoc review to provide greater context for the President’s deliberations. In order to protect the candidate and the integrity of the process, all aspects of the President’s deliberations, including the timing and the type of ad hoc, are strictly confidential. If the President decides to convene an ad hoc committee, it is assembled by the divisional dean and the Senior Vice Provost for Faculty Development and Diversity. The committee ordinarily consists of two to three active, full professors from outside Harvard, two to three active, tenured professors at Harvard (from a department other than the one making the recommendation), the President or Provost, the Edgerley Family Dean of the FAS, the Senior Vice Provost for Faculty Development and Diversity, and the divisional dean responsible for the case. When appropriate, an external member may be a prestigious senior researcher from a corporation or research institute, a well-established practicing artist, or a renowned museum professional. In considering the ad hoc membership, external letter writers are ordinarily avoided because the dossier already includes the views of these scholars. The committee ordinarily hears from three to four faculty witnesses, including the department chair, the search committee chair, and other faculty. The candidate’s former undergraduate or graduate thesis advisors or postdoctoral advisors should not ordinarily serve as witnesses. Note: External letter writers who sent no, or little, response to a department’s request for a letter may be considered to serve on the ad hoc committee. In exceptional cases, the department can include in its ad hoc committee recommendations someone who has already submitted a substantive letter. |
14 |
The President decides whether to approve the appointment and announces her decision |
After evaluating all of the information gathered throughout the process, the President makes the final decision regarding all tenure appointments and writes a letter with her decision to the Edgerley Family Dean of the FAS. |
15 |
If the decision is favorable, the offer of appointment is issued by the Edgerley Family Dean of the FAS |
The offer letter (drafted in consultation with the divisional dean by the Office for Faculty Development) contains information on title, appointment, salary, housing, benefits, responsibilities, research funding, leave policies, limitations or conditions, and special arrangements (including joint or affiliate appointments). The Office for Faculty Development makes any revisions to the offer letter. When appropriate, the dean for faculty development will work with a center, institute, or initiative to develop a supplementary letter for the candidate that describes the resources available through the center. The candidate’s acceptance of the offer must be made in writing to the Edgerley Family Dean of the FAS. |
16 |
If offer is accepted, the final dossier is compiled, and the appointment is processed in the Aurora system by Office for Faculty Affairs |
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Information Regarding External Targeted Searches:
In rare cases, a tenured professor search may coincide with the recruitment of a specific candidate (a “targeted” search). In these instances, departments may skip steps 2 and 3 in the above process. Departments send an optional initial inquiry letter (which should not include the candidate’s name), followed by a blind letter. Additional materials such as curricula vitae and publications (or copies of creative works) are not sent out with the blind letter. The department should give letter writers at least six to eight weeks to prepare their letters—dating from the mailing of the blind letter. As always, the initial inquiry letter, blind letter, and recipient list (see Sample Table) are reviewed by the divisional dean prior to being sent. Note: In a targeted search of this kind, the search committee should not be chaired by an advisor of the candidate, but advisors are permitted to serve on the committee.
(3) Dossier Checklist: External Appointment to Tenured Professor
REQUIRED CONTENTS
Note: Starting in Fall 2020, due to evolving Harvard campus conditions, please submit all dossier materials electronically. Hard-copy submission may possibly resume at a later time, depending upon campus conditions.
TEXT ON FOLDER LABEL: [Candidate Name] [Department Name] |
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Section |
Text on Labeled Divider Tab |
Contents |
Number of Copies |
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1 |
Case Statement |
See Step 10 above for details. For an external appointment, the case statement must include a description of all efforts to identify candidates from diverse populations, including women and minorities. Case statements must include a record of the department vote, by name, with an “as of” date for the vote tally. |
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2 |
Authorization letter |
The authorization letter for the search |
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3 |
Curriculum vitae, Statements |
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4 |
Teaching materials |
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Student evaluations of teaching are sent separately; see “Additional Materials” below. |
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5 |
Expert Evaluations |
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Publication information |
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7 |
Citation information |
In table format (See Sample Citation Table), if appropriate to the field:
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Additional Materials |
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Item |
Contents |
Number of Copies |
✓ |
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Student Evaluations of Teaching |
All student evaluations, with each course bookmarked and named by year, semester, course title, course number. |
Separate from the dossier, 1 PDF sent electronically to assistant dean for the division |
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Publications, Reviews |
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Separate from the dossier:
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Ad Hoc Information |
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Item |
Contents |
Number of Copies |
✓ |
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Information on the ad hoc committee |
Ad hoc committee membership recommendations in a list from the chair (see Sample Table of Suggested Ad Hoc Committee Members) that includes the following:
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1 Excel document sent electronically to assistant dean for the division |
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(4) Dossier Sample
(5) Dossier Instructions
Please Read Carefully before Submission of the Dossier:
a. CAP
The Committee on Appointments and Promotions (CAP) reviews dossiers and makes recommendations to the Dean before the Dean decides whether to forward a dossier to the President for further review. CAP is scheduled to meet most Wednesdays during the academic year (the Office for Faculty Affairs will verify dates and times), and the dossiers are delivered to each CAP member two Fridays before the next meeting.
Note: A dossier is not submitted to CAP until the ad hoc coordinator has received a substantial number of the confidential letters written to the Edgerley Family Dean of the FAS by each tenured member of the department. Letters should be sent electronically to the ad hoc coordinator, ryoung@fas.harvard.edu.
b. Submission of Materials to the Assistant Dean
The department should send the following items to the assistant dean for the division by March 1. If materials are received after this date, the case might not be scheduled for an ad hoc review until the following fall. This includes external appointments to tenured professor.
i. 1 electronic PDF of the dossier
ii. Separate from the dossier, 1 electronic PDF of student teaching evaluations
iii. Separate from the dossier, 1 electronic PDF of publications and (in book fields) all significant reviews. (Articles, reviews, etc. should be included in this PDF. If available, digital copies of books should also be included.) In art-making fields, 1 electronic PDF (if available) of creative works and all significant reviews.
iv. 1 electronic Excel document (see Sample Table of Suggested Ad Hoc Committee Members) containing ad hoc committee membership recommendations
All electronic materials must be sent securely. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform. When preparing the dossier, please follow the naming conventions described below in Section d., “How to Prepare an Electronic Dossier,” to facilitate storing and sharing of files.
Once the assistant dean confirms that the dossier and materials are complete, the department then forwards to the ad hoc coordinator the materials listed in Section c., “Submission of Materials to the Ad Hoc Coordinator.” CAP will be scheduled no sooner than two weeks after the final dossier is complete.
c. Submission of Materials to the Ad Hoc Coordinator
Please send 1 electronic PDF of the dossier to the ad hoc coordinator (ryoung@fas.harvard.edu):
Note: To preserve confidentiality, departments should not use external copy services to copy external letters and the case statement.
d. How to Prepare an Electronic Dossier
i. The electronic dossier should be a single PDF document. Assemble the dossier with the seven sections (i.e., Case Statement; Authorization Letter; Curriculum vitae, Statements; Teaching Materials; Expert Evaluations; Publication Information; Citation Information) arranged in the order shown in the sample in Section 4.B.4 (“Dossier Sample”) of this Handbook.
ii. Naming conventions:
- The file name of the electronic tenure dossier, the electronic student teaching evaluations, and the electronic publications should contain alpha-numeric characters only (no dashes, commas, slashes, etc.).
- Please name each of the files as follows: [Last Name] [First Name] [Department Name] [dossier component] [numerical Month, Date, and Year of dossier submission: XX YY ZZ]. E.g., Smith John Psychology tenure dossier 1 4 15, Smith John Psychology teaching evaluations 1 4 15, Smith John Psychology publications 1 4 15.
- If a dossier is revised and resubmitted, please repeat the original title, followed by “rev” and [Month of resubmission] [Date of resubmission] [Year of resubmission]. E.g., Smith John Psychology tenure dossier 1 4 15 rev 1 15 15, etc.
iii. Please securely send the completed dossier. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform.
e. How to Prepare a PDF of Student Evaluations of Teaching
i. Please create a single PDF containing all student evaluations of teaching. Insert a bookmark for each course so that readers can move directly to individual courses. Clearly identify each course and its bookmark with the following information: course title, course number, semester and year. For more assembly instructions, please contact the divisional assistant dean with any questions.
ii. Please securely send the completed dossier. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform.
Note: The candidate should not solicit student (or postdoc) letters, and any unsolicited student (or postdoc) letters will not be included in the dossier.
Departments should retain documents according to practices recommended by Harvard Archives at https://grs.harvard.edu/ (please log in).