FACULTY AND LIBRARIAN PERSONNEL PROCEDURES
WHAT YOU NEED TO KNOW FOR THIS YEAR’S TENURE AND REAPPOINTMENT PROCESS (AY2025 – 2026)
EXTERNAL LETTERS
As a part of a negotiated agreement, external letters are required for faculty seeking tenure or promotion effective Fall 2023. For librarians, external letters remain optional.
Procedures for External Review Letters in Faculty and Librarian Personnel Actions
Faculty and librarian personnel actions including tenure, tenure and promotion, and reappointment, will be completed using Interfolio, the Faculty Librarian Personnel Action System (FLPAS) selected for submission and review of application materials. The FLPS may be upgraded or replaced based on future operational needs of the University.
Information sessions for tenure applicants, PAC Chairs and reviewers are below. To attend, please register on OFE’s registration page.
- Wednesday, April 9, 2025 from 3:00 pm to 4:00 pm (online)
- Friday, April 11, 2025 from 10:45 am to 11:45 am (online)
Submission requirements and supplemental materials for each personnel activity are outlined in the
Required and Optional Documents for Personnel Actions_07 27 23.
Please refer to the Faculty Roles and Expectations document for further details.
Timeline for Tenure, 5th, 4th and 3rd Year Reappointment – Administrative Calendar (To be Confirmed)
Interfolio Login
Helpful Link:
Interfolio-Reviewers-Instructions-September-2021
Candidate Submission of Materials
Candidates initiate applications for reappointment, promotion, tenure, and sabbatical by uploading and submitting their materials though the FLPAS. For each application, the candidate must provide the required documents and may provide supplementary documents. See Required and Optional Documents for Personnel Actions for a listing of required and supplemental documents by application type. Supplementary documents for reappointment, promotion, and tenure provide an opportunity for candidates to provide the best evidence of their accomplishments in scholarship, teaching, and service, and the inclusion of such documents and the choice of such documents is entirely at the discretion of the candidate.
By example, supplementary documents might include copies of publications, material related to grants or fellowships, reviews of publications, impact factors of journals, download records, citations, syllabi and other documentation of teaching quality, documentation of service to the profession, external letters of recommendation from experts in the candidate’s field, and any material which the candidate believes will provide evidence of achievement and impact in the field. Supplemental documents for sabbatical may include a variety of things, such as cooperating agreements with other universities, foundations or institutes, book contracts, and grant proposals.
Once candidates submit their application, they may not augment or change their application or its supporting documentation. However, candidates may request a meeting or provide written responses to the recommendations at certain review levels as set forth below.
External letters are required for Tenure and Promotion applicants. They are optional for Librarians.
Interfolio simplifies the faculty and librarian personnel processes and enables more efficient and informed decision-making in faculty/librarian reappointment, and tenure.
The objectives of this initiative are to:
- Promote consistency and transparency in faculty affairs processes
- Leverage technology to make reappointment and tenure processes more efficient
- Establish and maintain a single system of record for all academic personnel actions
- Reduce the need for “shadow” systems in schools
- Implement a strategic technology platform while retiring manual and paper-based processes
What Is Interfolio?
Interfolio is a faculty/librarian information system that provides a full suite of faculty/librarian-focused technology to support every stage of the faculty and librarian lifecycle.
Helpful Links:
- http://montclair.libguides.com/canvas-library-integration
Canvas and Library Integration
This contains detailed instructions for how to create persistent links to eBooks, journal articles, streaming videos, etc. - http://montclair.libguides.com/citation
Journal Rankings & Citation Searching
This contains information about all of the tools the library subscribes to that contain journal rankings (also known as impact factor), as well as the tracking citations of journal articles.
Support
Curating your materials with the Interfolio Dosier
Dossier is now available for all faculty and librarian members across campus to access.
To access your account, go to the Single Sign On at: Interfolio Login. If you have never accessed Interfolio, click on “Forgot your password?” to receive a link to establish your password.
If you have used Dossier previously with a personal e-mail address, this article shows how you can merge your two accounts.
For more information about how to use your Dossier account, Interfolio has a great online help center and their Scholar Services can help answer your technical questions by email, phone, Facebook, or Twitter.