Guidelines for Requesting Extensions of the Tenure Probationary Period

Procedure for Applying

Requests for extensions are to include the following written information from the faculty member:

1. Date of appointment.
2. Mandatory tenure notification date.
3. The reason for requesting an extension.
4. The date(s) of relevant events.
5. An explanation of how these events substantially burdened progress to tenure and an outline of works for which progress has been hampered.
6. Copy of vita.

Requests for extensions also are to include the following written information:

1. Formal statement of support of an extension from the dean and department chair/unit leader.
2. A copy from the chair/unit leader of the understanding on evaluation referenced in the last two paragraphs of the "Background Information" section of this Guidelines document.

The Tenure Probationary Extension committee will review applications for extensions in September, February, and June. All written information required for making an application for an extension should be sent by the Dean to the Office of the Provost by the first day of these months. Please forward the original and five (5) copies. All information should be included before requests are forwarded. The faculty member, dean, chair/unit leader will be notified of the decision by the Provost.

Background Information

A faculty member should apply for extension as soon as it becomes clear that an extenuating circumstance has substantially impeded progress toward tenure in specific ways. Above all, the member should not wait until the tenure decision date to make such an application based on events and effects which are already completed and otherwise resolved. The purpose of the extension is to provide another year to work toward tenure because of an extenuating circumstance, not retroactively to evaluate a candidate's entire probationary period and give that person a "second chance."

On the other hand, requests for extension should not be made prematurely on the basis of speculation about how a coming rough period might affect progress toward tenure. Evidence must be provided of how the difficulties have impeded or will impede progress, and the application must clearly outline which of the applicant's books, papers, experiments, etc. have been or will be hampered by the specific difficulties.

Applications for tenure probationary extensions, except for emergencies, should be submitted to the Provost at least two years before the tenure notification deadline.

Recommendations for extension should not be automatic. They should be made only for faculty whom the recommending unit and division reasonably expect to be able, if an extension is granted, to meet applicable standards for tenure.

When asked by a faculty member to support a request for extension of the tenure probationary period, a department chair/unit leader and/or dean should discuss and reach a clear understanding with the faculty member on the criteria and processes whereby the faculty member will be evaluated during the remainder of the probationary period, if the requested extension is granted. Specifically, there should be an understanding as to what other adjustments, if any, will be needed as a result of the extension or of the extenuating circumstance giving rise to the request, to the normal expectations for the applicant's position concerning workload, performance, or the format and timing of periodic evaluation processes. This understanding should be reduced to writing and signed by supporting administrators as well as, if feasible, the faculty member.

A copy of the understanding should be attached to the documents submitted to the Provost with the request for extension. The Tenure Probationary Extension Committee, in making its recommendations to the Provost concerning the request for extension, should attach a copy of and refer to the understanding. The Provost, in notifying the faculty member and/or supporting administrators of the final decision on the request, should attach a copy of and refer to the understanding.

Extension of Probationary Period for Faculty on Regular Term Appointment