Reappointment, Tenure, Promotion

Office for Faculty Excellence's Role

Consult your chair or unit head and your personnel committee for information on requirements and procedures for tenure and promotion and read carefully the appropriate sections of the East Carolina University Faculty Manual. The East Carolina University Faculty Manual contains the procedure to  be followed. The Faculty Manual includes The Code of The Board of Governors of The University of North Carolina (Part III of the Faculty Manual). In addition, there may be unit procedures and guidelines that have been created as part of the process. If these are not given to you automatically, please ask whether such documents exist for your unit.

The role of the Office for Faculty Excellence in this process is to  offer some resources and materials appropriate for several of the common  components of the tenure and promotion process. Those common components are 
SPOTS (Student Perception of Teaching Survey)
OFE consults with faculty members regarding their SPOTS data.
Peer classroom observation
OFE conducts the training required of faculty members who serve as peer classroom observers.   
Construction of a PAD (Personnel Action Dossier)
OFE conducts workshops on the required paperwork for personnel matters.

Faculty Manual

The East Carolina University Faculty Manual is the faculty member's contract. It is available online from the Faculty Senate Office at:

Required Elements


The Faculty Senate has approved for use in personnel decisions a survey: the SPOTS (Student Perception of Teaching Survey) in versions for face-to-face, lab, and field-based, and distance education courses. The Distance Education version is administered to all  students in courses with a distance-learning component that comprises 25 percent or more of the total contact hours. Data from SPOTS are qualitative data and are not designed to serve the purpose of a measurement instrument; therefore, SPOTS data may not be converted into a numerical sore to be used in faculty evaluation. The Office of Institutional Planning, Research, and Effectiveness generates these surveys, administers them, and summarizes the information, which is distributed to the appropriate faculty members and units.

For a description of each version, the procedures, and the schedule for conducting the surveys, see

For questions concerning the surveys please contact:

Chuck Rich
Associate Director
Institutional Effectiveness
Telephone 252-328-9486

Peer Classroom Observation:

Direct, peer classroom observation of teaching for non-tenured, probationary term faculty members is required at East Carolina University. This requirement results from UNC General Administrative Memorandum #338 ("Tenure and Teaching in the University of North  Carolina"), issued September 28, 1992, and from East Carolina University  Faculty Senate Resolution #93-44, which was approved by the Chancellor on February 8, 1994. The Faculty Senate Resolution establishes procedures and an instrument for direct, peer classroom observation. It also states that units can modify the Faculty Senate procedures or instrument, or select their own, provided these are approved by the appropriate vice chancellor.

Personnel Action Dossier (PAD):

The Personnel Action Dossier (PAD) is required for personnel action for reappointment, promotion and permanent tenure. It is defined in the East Carolina University Faculty Manual (IV.F.2) as: 
  • The Personnel Action Dossier is a file containing materials for evaluating a faculty member's professional activity. The dossier is compiled by candidates for reappointment, promotion, and/or permanent  tenure in consultation with the unit administrator and the chair of the Unit Personnel Committee. The dossier will be use by the appropriate committee in making personnel recommendations. A fixed term faculty member seeking to be recommended for a second or subsequent fixed-term appointment need not compile the dossier.
  • The Faculty Manual specifies the organization, content and limitations of the dossier in Section X. Additional information on tenure and promotion is in Section IX


School- and College-level Meetings

A number of the colleges and schools hold meetings to discuss the expectations and procedures for acquiring tenure and promotion in that unit. The timing for these meetings varies from one year to the next. Ask in your school or college if there are plans to hold such a meeting and when it will occur. It is important that you attend this meeting.

Unit Chair and Personnel Committee Discussions

You need to inquire if your unit has unit-level procedures and guidelines that apply to the tenure and promotion process. Often units will have in their codes how the personnel committee(s) concerned with tenure and promotion will operate. It is wise to talk to your unit chair as well as the chair and members of the unit personnel committee(s) that handles tenure and promotion decisions.

East Carolina University Committee on the Status of Women

This committee currently sponsors a tenure and promotion workshop each year. For the last few years, the workshop has been held during spring semester. Watch for announcements of this workshop. The workshop covers the specific university requirements and the procedures for tenure and promotion as well as offering general advice.