Please scroll down or click on the links below to read about this process.
(1) Search Flowchart
(2) Steps: External Appointment to a Tenure-Track Position
(3) Dossier Checklist: External Appointment to a Tenure-Track Position
(4) Timetable: Conversion of Convertible Instructorships to Assistant Professorships
(1) Search Flowchart: External Appointment to a Tenure-Track Position
(2) Steps: External Appointment to a Tenure-Track Position
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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:
Note: There is an expectation that a tenure-track search will yield an assistant professor-level candidate. |
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 interviews candidates at appropriate professional conferences, if applicable |
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4 |
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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5 |
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 the dates of the campus visits of short-list candidates. |
6 |
The department votes on final proposed candidate |
In advance of the department’s discussion and vote on a final candidate, the department should ask the finalist for a statement on overlap and joint authorship in publications. This statement should make clear: 1) In book fields, in what specific instances the candidate’s publications are partial or significant reiterations of scholarship covered in others of the candidate’s publications (such as articles), and 2) In all fields, in jointly-authored publications, what the candidate’s unique scholarly contribution was. The purpose of this statement is to provide a clearer picture of the candidate’s body of work and, where applicable, the nature of their collaborations with others. Following discussion, which should be in-depth and rigorous, the vote is taken in accordance with departmental procedures. Department chairs may find additional information in the “Appointment and Promotion” section of the “Policies and Reports” page on the website for FAS faculty and researchers. Note: In the rare instance that the department votes on a finalist for an assistant professor appointment who it decides merits appointment at that rank but also potentially merits appointment instead as an associate professor, the department must, following the vote to this effect, consult with the divisional/SEAS assistant dean for faculty affairs. If the assistant dean approves proceeding, the department requests authorization from the divisional dean/SEAS Dean to solicit at least two external evaluation letters for the finalist. The review committee must also, if it does not already, include a tenured faculty member from outside the department. With the request to solicit external evaluation letters, the department should submit a draft of the solicitation letter (see Sample Letter) and a recipient list.
Once the divisional dean/SEAS Dean has approved the solicitation letter and recipient list, the chair sends the letter and candidate materials to the scholars on the recipient list. With the solicitation letter, the department should include the candidate’s CV, teaching/advising statement, research statement, statement on overlap and joint authorship in publications, statement on diversity, inclusion, and belonging, and a sample of the candidate’s recent or unpublished scholarship or, in art-making fields, creative work.
Upon reviewing the external letters and discussing the case, the department votes on whether or not the finalist merits appointment as an associate professor. If the vote is affirmative by a significant majority of the tenured faculty and associate professors, the department proceeds to Step 7. The rationale for the decision to appoint the candidate as an associate professor should be included in the case statement (see Step 7), and the recipient list, letter soliciting external evaluations, and external letters received should be included in the final dossier (see Step 8). If the vote to appoint the candidate as an associate professor is negative, the department’s original vote affirming that the candidate merits appointment as an assistant professor stands, and the department proceeds to Step 7. The department should include in the case statement an explanation for its decision to appoint the candidate at the assistant professor rank. |
7 |
The case statement is finalized by the department chair |
The finalized case statement, prepared and signed by the department chair and the chair of the search committee, should include the following sections:
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: The finalized case statement should be made available to the faculty in the department involved in the review. |
8 |
The candidate’s dossier is prepared by the department and sent to the assistant dean for the division and the assistant dean for faculty development. |
Please securely send to the assistant dean for the division and the assistant dean for faculty development one electronic copy of the dossier. Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform. For a full checklist of what the dossier should include, please see below. |
If an assistant professor or convertible instructor-level finalist is identified, please follow steps 9a-11a. If an associate professor-level finalist is identified, please follow steps 9b-12b.
Final steps for external appointment of an assistant professor or convertible instructor:
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Step |
Explanation |
9a |
After approval by the divisional dean, an offer letter is drafted by the Office for Faculty Development. Note: Candidates with postdoctoral fellowships may defer their start date for a period of time, as discussed with and agreed upon by the divisional dean and the department chair. |
The Office for Faculty Development drafts the offer letter to the candidate in consultation with the department chair and the divisional dean.
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10a |
After final approval from the divisional dean, the department chair sends the offer letter to candidate |
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11a |
If the offer is accepted, the final dossier is compiled and sent to the Office for Faculty Affairs, and the appointment is processed in the Aurora system by the department |
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Final steps for external appointment of an associate professor:
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Step |
Explanation |
9b |
After approval of the candidate by the divisional dean, the dossier is reviewed by a subcommittee of CAP |
If requested by one of the reviewers, the full Committee on Appointments and Promotions may be asked to review the dossier. |
10b |
After approval of the dossier, an offer letter is drafted by the Office for Faculty Development |
The Office for Faculty Development drafts the offer letter to the candidate in consultation with the department chair and the divisional dean. When appropriate, the assistant 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, institute, or initiative. |
11b |
After final approval from the divisional dean, the department chair sends the offer letter to candidate |
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12b |
If the offer is accepted, the final dossier is compiled and sent to the Appointments Office in the Office for Faculty Affairs, and the appointment is processed in the Aurora system by appointing department |
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(3) Dossier Checklist: External Appointment to a Tenure-Track Position (Assistant Professors, Associate Professors, and Convertible Instructors)
Please securely send an electronic copy of the preliminary dossier to the assistant dean for the division (AD) and the assistant dean in the Office for Faculty Development (AD(OFD)). Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform. To facilitate storing and sharing of files, please name the file as follows: a) alpha-numeric characters only (no dashes, commas, slashes, etc.) b) [Last Name] [First Name] [Department Name] tenure track dossier [numerical Month, Date, and Year of dossier submission: XX YY ZZ]. E.g., Smith John Psychology tenure track dossier 1 4 15. c) 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 track dossier 1 4 15 rev 1 15 15.
After the offer is finalized, please send 1 electronic PDF copy of the final dossier to the Appointments Office in the Office for Faculty Affairs via Aurora. Please use the naming convention outlined above. Departments should retain documents according to practices recommended by Harvard Archives at https://grs.harvard.edu/ (please log in).
______1. Case statement (including department vote by name). See description in Step 7 above. Note: The case statement must include a description of all efforts to identify candidates from diverse populations, including women and minorities.______2. The Departmental EEO Report displaying aggregate demographic data from the search, available through ARIeS.
______3. Authorization letter for the search.
______4. Candidate’s letter of application and any application materials.
______5. Candidate’s curriculum vitae, including a bibliography.
______6. Teaching and advising materials, including teaching awards, a list of theses supervised, representative course syllabi, and teaching evaluations, if applicable. [For associate candidates, also include a summary teaching chart indicating any semesters on leave, a list of graduate students, and a list of postdoctoral advisees, as relevant]
______7. Teaching/advising statement describing teaching philosophy and practices.
______8. Research statement.
______9. Statement on publications overlap and joint authorship.
_____10. Statement describing efforts to encourage diversity, inclusion, and belonging, including past, current, and anticipated future contributions in these areas.
_____11. Candidate’s publications (including those forthcoming), if applicable; or in art-making fields, copies, as appropriate, of candidate’s creative works.
_____12. Evidence of the candidate’s completion of the requirements for the doctorate, if the degree is not already in hand or was received in the last three months. [May be provided later for appointment to convertible instructor.] [As appropriate, the doctorate may not be required for tenure-track appointments in the arts.]
_____13. All (at least three) letters of recommendation.
_____14. [If the candidate, initially evaluated in a search for an assistant professor, was, by department vote, considered for an associate professor appointment instead (and regardless of whether or not the candidate was appointed at the associate level): the letter soliciting evaluations from external letter writers, the recipient list, and the at least 2 external letters received.]
Note: The candidate should not solicit student (or postdoc) letters, and any unsolicited student (or postdoc) letters will not be included in the dossier.
To be added to the final dossier after the offer is finalized:
_____15. A copy of the offer letter and all subsequent emendations to it.
_____16. A copy of the candidate’s letter of acceptance.
After the offer is finalized, please securely send 1 electronic PDF copy of the final signed offer letter to the AD and AD(OFD). Please follow HUIT’s recommended practices for secure document transfer (e.g., Accellion Kiteworks, encryption, etc.), which can vary by user platform. Please also securely send to the AD(OFD) 1 electronic PDF copy of the candidate’s acceptance letter.
Please deliver the original I-9 form and any necessary payroll documents to Central Payroll.
(4) Timetable: Conversion of Convertible Instructorships to Assistant Professorships
|
Convertible instructorship start date |
Doctoral requirements completed by: |
Assistant professorship begins |
1 |
July 1 |
October 15 |
Retroactive to July 1 |
2 |
July 1 |
February 1 |
Retroactive to January 1 |
3 |
July 1 |
June 30 |
July 1, following year |
4 |
January 1 |
April 15 |
Retroactive to January 1 |
5 |
January 1 |
August 1 |
Retroactive to July 1 |
6 |
January 1 |
December 31 |
January 1, following year |
Note: In cases 2, 3, 5, and 6, the time spent as convertible instructor is considered pre-doctoral and will not be counted as part of the original assistant professor appointment.
If degree requirements are not met within a year of the original appointment start date, no further appointment is possible.