Tenure and Promotion Procedures

This document summarizes the procedures to be followed by Assistant and Associate Professors in tenure and promotion considerations in the Faculty of Mathematics. The relevant UW policy is Policy 77 (Tenure and Promotion of Faculty Members).

General Considerations


A faculty member holding a second probationary-term appointment is entitled to formal consideration for tenure, which normally occurs during the second year of the second probationary term. However, the candidate may choose to postpone consideration until the third year. Service beyond the second probationary term is possible only if tenure has been granted.

In exceptional circumstances, for instance where extensive experience was acquired prior to the probationary appointment at UW, an individual may be considered for tenure earlier than the second year of the second probationary appointment. Such early consideration requires the agreement in advance of the candidate and the Department Tenure and Promotion Committee (DTPC), plus the written agreement of the Dean. If either the DTPC or the Faculty Tenure and Promotion Committee (FTPC) recommends against tenure, early tenure consideration shall cease and the candidate must wait for tenure consideration until the final year of the second probationary-term appointment.

Promotion to Professor

In principle, a tenured Associate Professor may apply in any year for promotion to Professor; however, it is unusual for such a promotion to occur prior to five years of full-time service in the rank of Associate Professor. If an application for promotion is unsuccessful, the candidate becomes eligible to reapply two years thereafter.


By May 1

The Faculty and Departmental Tenure and Promotion and Committees (FTPC, DTPC) are elected and their membership is announced.

The DTPC is chaired by the Department Chair and includes four to six tenured faculty members elected by the tenured and probationary faculty of the department. The Chair and elected members are voting members of the DTPC. The Chair reports the DTPC membership to the Dean and to the department's tenured and probationary faculty, and invites those who wish to be considered for tenure or promotion to apply by June 1.

The FTPC is chaired by the Faculty Dean and includes one tenured faculty member from each of the five academic units. The Dean and elected members are voting members of the FTPC; the VPA&P appoints an additional voting member who is a tenured faculty member from outside the Faculty. The University Tenure and Promotion Advisory Committee (UTPAC) appoints a non-voting advisor from amongst its members. The Dean reports the membership of the FTPC to the VPA&P and to the Faculty's tenured and probationary faculty. Nominations to these committees should take diversity into consideration.

By June 1 Faculty members who wish to be considered for tenure or Promotion to Professor inform the Department Chair in writing, and meet with the Chair to discuss the procedures to be followed.
By July 1 Each candidate for tenure and/or promotion must submit a package in support of application (in electronic copy) to the Chair.  The package must include:
  • The CV (see full outline below)
  • The Statement on Teaching, Research and Service (usually 1-2 pages)
  • The names of at least five arms-length external referees who can assess the candidate’s scholarly work (filling out the External Referee Information Sheet for each)
  • PDFs of representative scholarly work, usually 3-4 selections
Early July DTPC to consider potential arms-length external referees to assess the candidate’s scholarly work.  Chair to inform candidate of potential referees. Candidate may challenge a potential referee – see Policy 77 for guidelines.
Early July For each tenure and promotion applicant, the Chair/department is to upload the following to a location specified by the Dean's Office:
  • Candidate’s CV
  • Candidate’s Statement on Research, Teaching and Service
  • At least 10 External Referee Information Sheets, each clearly indicating whether referee is suggested by candidate or DTPC (these can be sent to Alison Zorian by e-mail and not uploaded). 
  • PDFs of the candidate’s representative scholarly work (usually 3-4 selections, chosen by the candidate, to be sent electronically to external referees)
Mid July Referees letters sent from the Dean’s office with a mid-September deadline.
By mid Oct External letters have been submitted to the Dean’s office.  Peer reviews of teaching and relevant information concerning scholarship and service are assembled by the Chair. The Chair also provides the DTPC with copies of all written assessments made of the candidate within the department.
By mid Nov The DTPC completes deliberations (including appeals) and submits the case files electronically (see outline) and its recommendations to the Dean. The Chair informs the candidate of the final departmental recommendation.
Nov/Dec Meetings of FTPC.
By Feb 1 The Dean forwards recommendations and documentation to the President (electronically). The Dean informs each candidate of the final FTPC recommendation.
April Meeting of Board of Governors to approve tenure for candidates recommended by President.

The University Tenure and Promotion Committee (UTPC) meets, usually in late February, to consider all tenure and promotion recommendations. This Committee is chaired by the Vice- President, Academic and Provost, and is advisory to the President on individual tenure and promotion cases, and on the comparability of standards across the University. Tenure recommendations require approval by the Board of Governors, usually at a meeting in early April.  (Avenues for appeal of the decisions of the President are outlined in Policy #77.)

Selection of Referees

External opinions of a candidate's scholarly contributions are sought in all tenure and promotion cases. Care should be taken to select referees who are experts of international academic stature in the candidate's research areas, and who are both external to UW and at arm’s length from the candidate and the department.  Normally, referees should be at a rank of Full Professor or equivalent.

The procedure for choosing external referees is as follows:

  1. The candidate submits a list of possible referees together with completed referee information sheets. Informal contacts with potential external referees by the Department Chair, DTPC or FTPC members, or the candidate are inappropriate.
  2. The DTPC considers the candidate's list of referees and normally suggests additional names. After consulting with the Dean, the Chair informs the candidate of the pool of potential referees. The candidate may challenge, in writing to the DTPC, a potential referee for bias, apprehension of bias, perceived conflict of interest or unsuitability. If the DTPC and the candidate do not agree on the pool of potential referees, at least half of the referees contacted must be from those approved by the candidate.  The Chair documents the interaction with the candidate about the pool of referees.
  3. The DTPC chooses referees to be contacted (normally at least five). The names of the referees to be approached will not be released to the candidate.
  4. The Chair will discuss the choice of referees with the Dean. Letters soliciting comments from referees are sent by the Dean. Referees are sent copies of this policy along with the candidate’s CV and publications. They are asked to assess the candidate's scholarly work and, if possible, to compare it with the scholarly achievements of others recently tenured or promoted at their own institutions or others of similar standing.

Outline of Candidate's Brief

The preparation of the candidate's brief is the responsibility of the candidate, who should consult with the Chair to ensure that it is complete in all respects before it is submitted to the DTPC. 


  • Name, department
  • All degrees, dates, universities, dissertation titles
  • Complete employment record, including visiting appointments, etc.
  • Awards and honours received.


  • Areas of interest
  • Publications:
    • Include full authorship as listed in the publication. Explain conventions used for order of authors in multiply authored papers. Give explicit page numbers, or number of manuscript pages for accepted and submitted papers. The candidate should comment explicitly on contributions to joint publications (the names of co-authors who were graduate students at the time a paper was written should be marked with (*), and PDFs with (**)).  Lifetime summary of publications table should be at the beginning of publication section. 

      List by category as follows:

      • articles submitted (listed separately from those accepted or published)
      • articles in refereed journals
      • articles in refereed conference proceedings
      • chapters in books
      • books
      • other publications
    • Example:

Publication Type

Single Author



Refereed Journals




Refereed Conference Proceedings







  •             Invited addresses at conferences (year, conference, title)
  •             Grant record (year, amount, granting agency)


  • Courses taught in past five years (title, level, approximate class size)
  • Curriculum development
  • Thesis supervision (name, program, supervision period, thesis title). 
  • Other student supervision (masters essays, special projects, etc.)

  • Thesis examination (year, name, degree, university)

Lifetime summary of graduate student supervision and PDFs table should be at the beginning of thesis supervision section.  Example:

Sole Supervisor


Current Masters

Graduated Masters

Current PhD

Graduated PhD

Current PDF

Completed PDF

Lifetime RAs


  • Committees (period, name, role)
  • Administrative appointments (period, title)
  • Other University service
    • high school liaison, student advising, course coordination, etc.
    • direction of research laboratories
    • administrative involvement with centres and institutes
  • Community service (optional)


  • Society memberships and positions held
  • Editorial positions
  • Conference organization
  • Refereeing and reviewing for journals (name, frequency)
  • Consulting and technology transfer activities


The candidate's statement should give a personal overview of the candidate's strengths, accomplishments, and future plans in teaching, scholarship, and service. The statement should include a list of a subset (no more than 10) of papers the candidate considers his/her most important, and provide commentary on their significance and impact. Evidence of the impact of the candidate's scholarly work can include references to the work by leading researchers in the field, citation indices, and invitations to speak at major conferences. Similarly, the statement should highlight contributions in teaching, curriculum development, student supervision, administration, etc. that the candidate feels are particularly significant.

Outline of the Case File

The case file for submission to the FTPC is prepared by the Chair and the DTPC. It consists of the Candidate's Brief, additional materials considered by the DTPC, and the Chair's covering memorandum. 

    • Membership of the DTPC
    • Brief employment history of the candidate, pointing out any exceptional considerations or special arrangements at the time of employment.
    • Summary of the DTPC’s assessment of the candidate in:
      • Scholarship:
        • If applicable, include comments concerning any unusual aspects of the referee selection process, possibly including candidate's objections to any referees chosen. Include possible comments on the candidate’s contributions to joint publications, and explain the significance of comparisons by referees to others in the field. For disciplines in which conference proceedings have particular significance, please explain the importance of these publications with detailed commentary.
      • Teaching:
        • Include an explanation of how to interpret student questionnaire results, and a description of how various aspects of teaching effectiveness are evaluated; include commentary on student supervision, assessing both quantity and quality.
      • Service.
    • Recommendation of the DTPC, including the voting record and explanation of negative votes.
    • Copies of all written assessments within the department made of candidates are not necessary unless deemed relevant by the Chair for a particular reason.
    • Provide DTPC Attestation paragraph at end of memo, prior to signatures of DTPC members:  “I acknowledge that I received a copy of the memo ….”
    • Include annual performance rating table after Chair’s memo [teaching, research, service, overall; 0-2 scale] last five years (or years since last promotion or tenure).
    • Information sheets for external referees.
      • Indicate whether the candidate or committee suggested the referee by putting an “X” in the box.  If a referee declines or does not respond, the information sheet is not to be included.
    • Letters from external referees.
      • If the referee did not sign their letter, then attach the e-mail in which the letter was sent with.   The e-mail will be put right before the letter.
      • Other materials (internal evaluations, copies of reviews, etc.). Where there is a significant amount of joint work with a co-author, a statement concerning relative contributions should be obtained from the co-author. If the research is interdisciplinary, opinions should be sought from individuals in other departments who are qualified to comment on parts of the work.
    • Include evaluations from other faculty members who sit in the candidate’s class and evaluate them.  When faculty begin their 2nd probationary term, it might be an idea to have their courses evaluated that year, in case they are not teaching in the fall term in the year that they decide to go forward for promotion and tenure.
    • Table of student course evaluations by course for the last 5 years (or years since last promotion or tenure); include meaningful interpretive information.   The course evaluations themselves need not be included unless they are from another faculty (ie. Engineering) or if the Chair feels it necessary to include one for a particular reason.
    • If letters from former students are included, the procedure used to solicit these responses should be explained.