College of Liberal Arts

Third Year Review Policy

The third-year or "mid-probationary" review occurs in the Spring semester of a tenure-track faculty member's third year in probationary status. [See also Extension of the Probationary Period.] The third-year review is conducted by the department--or departments--and should consist of a full review of the faculty member's research, teaching, service, and overall progress toward tenure and promotion. The responsibility for overseeing the third-year review rests with the faculty governing body (Budget Council or Executive Committee) and Chair.

The purpose of this review is to provide thoughtful, evaluative comments to each Assistant Professor and to provide early feedback from the department’s Budget Council or Executive Committee and the Chair about the Assistant Professor's progress, along with suggestions for improvements when appropriate. Although this review is not intended to provide an unequivocal signal of the likelihood of earning tenure, it is meant to assess the individual’s progress toward reaching the standards needed for promotion to the rank of Associate Professor with tenure. Review results should be communicated to the faculty member in writing.  

The review may be postponed is if a faculty member is on full or partial Leave Without Pay status during one of their first two years. College research fellowships, leaves from the instructional budget, and other assignments for which the faculty member is paid full-time from university accounts will not alter the review schedule. If any questions arise about the timing, please send those to the dean's office via Ann Kelble.

Procedural Timetable

Spring (year 2) Department notifies Assistant Professor of impending Third-Year Review and makes preparations to conduct review
March (year 2) Department notifies Dean’s Office of Assistant Professors undergoing Third-Year Review
March (year 2) Assistant Professor begins assembling materials to submit to evaluating body*
Fall (year 3) Dean's Office sends copies of OGS Graduate Committee and Summary of CIS Reports to Department.
April (year 3) Department Chair discusses Third-Year Review with Assistant Professor
April 15 (year 3) Third-Year Review document due to Dean’s Office with copy of Asst. Prof's CV.

*Materials usually consist of, but are not limited to: CV; faculty activity reports; copies of publications or other evidence of scholarly activity; information on academic advising, service, or honors; a research statement; and any other documentation that the Assistant Professor wishes to include. The department will add peer teaching evaluations and course-instructor survey results to these materials before submitting to the evaluating body.

Written Report & Results

After reviewing all documents submitted by the Assistant Professor, peer teaching evaluations, and other reports, the evaluating body (BC/EC with Chair) shall produce a short written report summarizing the review and findings. The department chair will then schedule a meeting with the Assistant Professor to discuss the written report and to provide feedback on the Assistant's overall performance. A copy of the report should be given to the Assistant Professor, a copy should be kept on file in the department, and a copy (plus current CV) should be forwarded to the Dean’s Office by April 15. The report should address not only the Assistant Professor’s progress, but also the methods employed in completing the evaluation.

The Dean will review the departmental third-year reviews and may provide feedback, when appropriate, to the department. The Assistant Professor has the right to respond in writing to their written report and to have the response kept on file along with the review. Please refer to the Provost site for additional details regarding CCAFR oversight and overall policy.


Notice of Non-Renewal to Non-Tenured Faculty Members (Assistant Professor or Associate Professor and Professor without tenure)

For those in the first year of probationary service, notice must be given by March 1 of the first year that the appointment will not be renewed the following year. For those in the second year of probationary service, notice must be given by December 15 of the second year. Departments should submit a request to send a notice of non-renewal within the first two years to the dean and the provost for approval.

After the second year of service, a department must send any recommendation to terminate a tenure-track faculty member through the promotion review process (unless a faculty member is being dismissed for cause). If the final decision of the president is to terminate, the individual will be given a terminal year. Note that under this scenario the faculty member would serve a total of four years in a probationary status and could request reconsideration in the terminal year.

Please see Series 31002 of the University of Texas System Rules and Regulations of the Board Of Regents for information regarding this topic.


Please direct questions about the College of Liberal Arts Third-Year Review process to Ann Kelble (232-4820).

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