The Office of the Provost (OtP) reviews all career instructional, clinical, and librarian NTTF promotions. For instructional and clinical NTTF promotion submissions, follow the process outlined below.
The Office of the Vice President for Research and Innovation reviews all faculty in research classifications. For career research NTTF promotion submissions, contact Bryan Evans in the Office of the Vice President for Research and Innovation.
For planning purposes, it is important for OtP to have accurate information about cases that will be submitted. On or before November 1, units should send an email to with the following information for each candidate:
- Full name
- UO ID number
- UO email address
- Department name
- Candidate’s current and proposed rank (e.g., promotion from instructor to senior instructor)
OtP requests digital submission of all promotion files.The candidate’s file should be prepared digitally at the unit level. Once the unit review is complete, the file is to be forwarded to the dean’s office. Following the dean’s review and recommendation, the dean’s office will submit the primary file and supplementary materials to OtP via Microsoft OneDrive. See below for process details.
The dossier is to be submitted digitally as a single PDF with all elements included. Dossiers not submitted as a single PDF will be returned for reformatting. Units are encouraged to use the digital dossier template for compiling the dossier. The eligibility form must be confirmed by HR and placed in the dossier before materials are submitted via OneDrive. Please see instructions on the eligibility form.
Supplemental materials are to be submitted digitally as possible. It is recommended that units use the supplementary file template for submitting materials. If files are not readily available in digital format, contact firstname.lastname@example.org for alternative arrangements.
Submitting the file
Promotion files are to be submitted by the dean’s office to the Office of the Provost using Microsoft OneDrive. All UO employees have access to OneDrive. If you are unfamiliar with OneDrive or have questions about its use, please contact your IT staff.
Upload the candidate’s dossier and supplementary file using following steps:
- Create a folder in your OneDrive account, using the naming convention “[Last name], [First name] – [School/College]”.
- Upload the dossier to the candidate’s folder. Please use the naming convention “Career promotion dossier [Last name] AY”.
- Upload supplemental materials as applicable. Please use the naming convention “Career promotion supplemental [Last name] AY”.
- Invite Sonja Runberg (email@example.com) to view the folder, being sure to allow her permission to edit.
- Email Sonja once the files are uploaded and the folder is complete. This completed folder will constitute the version to be reviewed through the remainder of the process. Any changes made after this point will not be reflected in the final version assessed.
- Sample Inquiry Regarding Availability to Serve as External Reviewer [Word]
- Sample Letter upon Agreement to Provide the Requested Evaluation [Word]
- Sample Paragraph Waiving Access to the External Letters [Word]
- Sample Paragraph for Retaining access to the External Letters [Word]
- Sample Paragraph for Candidates Who Have Taken Leave(s) of Absence [Word]
- Sample Paragraph for Candidates who are using Credit for Prior Service [Word]
- Sample Thank You Letter upon Receipt of Letter of Evaluation [Word]
Candidate's letter of waiver or non-waiver
The Office of the Provost has developed the below forms to assist in the calculation of eligibility: