FASTAP 2016 Guidance for Chairs & Staff

Sarah Logan, Assistant Director of Faculty Affairs, will email the materials request letter, referee request email, and referee instructions letter templates to the academic unit chair and staff.

Academic unit chair meets with candidate to explain process for upcoming review.

Academic unit chair sends the provided materials request letter to the candidate with a copy to fas.dean@yale.edu.

Academic unit staff create the case in Interfolio. Refer to the FAS unit administrator guide to Interfolio RPT.

*Note: in cases involving fully joint appointments, a single academic unit takes primary administrative responsibility for the process. Please refer to the memorandum of understanding governing the candidate's case.

Candidate will email preliminary materials to academic unit chair and staff as directed in the materials request letter.

Academic unit chair selects faculty review committee, typically composed of three faculty members drawn from the pool of faculty members eligible to vote on the case (see Yale Faculty Handbook section IV.F.1 for FAS voting policies).

Academic unit prepares list of proposed referees, following the referee/comparator information list guidelines (FASTAP 2016). Refer to the letter requirements for FASTAP 2016 and the criteria for arm's- length and fresh statuses.  

Academic unit chair proposes the list of external referees to the relevant divisional dean, with a copy to fas.dean@yale.edu. The divisional dean works with the chair to approve the referee list.   

Academic unit staff send the provided referee request email to the referees as soon as possible after receiving approval of the referee list from the relevant divisional dean. These initial messages must be sent by email.  

Academic unit staff track all referee responses, collect and save all referee preliminary correspondence, and send reminder emails to potential referees who have not responded as needed.  

The candidate uploads their final materials directly into Interfolio in accordance with the timeline as directed in the materials request letter.

Academic unit staff check that these materials are complete and fall within the required word/page counts as described on the TAC checklist and request revisions, as necessary, before transmitting the materials to the referees.

For Humanities only: for all publications listed on the CV not already uploaded by the candidate, academic unit staff gather PDFs (using Yale Library services as appropriate) and upload to Interfolio. 

After the candidate’s dossier is complete and ready to share, academic unit staff send the provided referee instructions letter to referees who have agreed to write. These letters must be sent through Interfolio.

NOTE: Please remember that all recommendation letters and referee letters should be held in the strictest confidence. Only those faculty members who are allowed to vote on a candidate’s case have permission to view the letters (see the Yale Faculty Handbook Section IV.F.1 for voting policy). The only document that may be shared with those not directly involved with a faculty search, appointment, or promotion is the candidate’s CV.  

The eligible voting academic unit faculty (see Yale Faculty Handbook section IV.F.1) review the file and vote on the promotion. An affirmative vote is required for the case to move forward in the review process.  

Academic unit votes may take place once all letters have been received or one week after the latest deadline given to a referee (whichever occurs first). Academic unit votes must take place at least 4 weeks prior to the TAC review date.  

In fully joint cases, an affirmative vote is required by both academic units to proceed. Academic units must meet to vote separately, and each submit a department faculty vote form. Votes should occur as concurrently as possible, and results should not be shared between academic units.

Academic unit staff prepare the department faculty vote form.  

Academic unit staff ensure all TAC checklist materials are completed and uploaded appropriately to the case prior to FAS Dean's Office review.

*Note: Refer to and download and/or print a fresh copy of the checklist for every case as updates are made periodically without announcement.

If the academic unit vote is positive, the chair and/or other representatives attend the relevant tenure and appointments committee (TAC) to answer questions. 

If the TAC approves the case, the promotion moves on to votes of the Joint Boards of Permanent Officers (JBPO) and the Fellows of the Yale Corporation.  

After an affirmative vote from the JBPO, the FAS Dean’s Office sends the post-review letter (PRL) to the candidate, with a copy to the academic unit chair and staff.

Academic unit staff refer to the FAS chart of required documents, submit the listed materials to the Office of Faculty Administrative Services (OFAS) at faculty.admin@yale.edu, and process the reappointment in Workday.

Sarah Logan, Assistant Director of Faculty Affairs, will email the materials request letter, referee request email, and referee instructions letter templates to the academic unit chair and staff.

Academic unit chair meets with candidate to explain process for upcoming review.

Academic unit chair or staff sends the provided materials request letter to the candidate with a copy to fas.dean@yale.edu.

Academic unit staff create the case in Interfolio. Refer to the FAS unit administrator guide to Interfolio RPT.

*Note: in cases involving fully joint appointments, a single academic unit takes primary administrative responsibility for the process. Please refer to the memorandum of understanding governing the candidate's case.

Candidate will email preliminary materials to academic unit chair and staff as directed in the materials request letter.

Academic unit chair reviews these materials and determines, in consultation with unit faculty, whether the promotion review will be for the rank of associate professor with tenure or full professor, based on the criteria for the ranks.

Academic unit chair selects faculty review committee, typically composed of three faculty members drawn from the pool of faculty members eligible to vote on the case (see Yale Faculty Handbook section IV.F.1 for FAS voting policies).

Academic unit prepares list of proposed referees and comparators, following the referee/comparator information list guidelines (FASTAP 2016). Refer to the letter requirements for FASTAP 2016 and the criteria for arm's-length and fresh statuses.  

The academic unit chair proposes the list of external referees and comparators. This proposal is sent to relevant divisional dean, with a copy to fas.dean@yale.edu. The divisional dean works with the chair to approve the list.   

Academic unit staff send the provided referee request email to the referees as soon as possible after receiving approval of the referee list from the relevant divisional dean. These initial messages must be sent by email.  

Academic unit staff track all referee responses, collect and save all referee preliminary correspondence, and send reminder emails to potential referees who have not responded as needed.  

The candidate uploads their final materials directly into Interfolio in accordance with the timeline as directed in the materials request letter.

Academic unit staff check that these materials are complete and fall within the required word/page counts as described on the TAC checklist and request revisions, as necessary, before transmitting the materials to the referees.  

For Humanities only: for all publications listed on the CV not already uploaded by the candidate, academic unit staff gather PDFs (using Yale Library services as appropriate) and upload to Interfolio.  

After the candidate’s dossier is complete and ready to share, academic unit staff send the provided referee instructions letter to referees who have agreed to write. These letters must be sent through Interfolio.

NOTE: Please remember that all recommendation letters and referee letters should be held in the strictest confidence. Only those faculty members who are allowed to vote on a candidate’s case have permission to view the letters (see the Yale Faculty Handbook Section IV.F.1 for voting policy). The only document that may be shared with those not directly involved with a faculty search, appointment, or promotion is the candidate’s CV.  

The eligible voting academic unit faculty (see Yale Faculty Handbook section IV.F.1) review the file and vote on the promotion. An affirmative vote is required for the case to move forward in the review process.  

Academic unit votes may take place once all letters have been received or one week after the latest deadline given to a referee (whichever occurs first). Votes must take place at least 4 weeks prior to the TAC review date.  

In a fully joint case, an affirmative vote is required by both academic units to proceed. Academic units must meet to vote separately, and each submit a department faculty vote form. Votes should occur as concurrently as possible, and results should not be shared between academic units.  

Academic unit staff prepare the department faculty vote form.

Academic unit staff ensure all TAC checklist materials are completed and uploaded appropriately to the case prior to FAS Dean's Office review.

*Note: Refer to and download and/or print a fresh copy of the checklist for every case as updates are made periodically without announcement.

If the academic unit vote is positive, the chair and/or other representatives attend the relevant tenure and appointments committee (TAC) to answer questions. 

If the TAC approves the case, the promotion moves on to votes of the Joint Boards of Permanent Officers (JBPO) and the Fellows of the Yale Corporation.  

After an affirmative vote from the JBPO, the FAS Dean’s Office sends the promotion letter to the candidate, with a copy to the academic unit chair and staff.  

Academic unit staff refer to the FAS chart of required documents, submit the listed materials to the Office of Faculty Administrative Services (OFAS) at faculty.admin@yale.edu, and process the reappointment in Workday.

Sarah Logan, Assistant Director of Faculty Affairs, will email the materials request letter, referee request email, and referee instructions letter templates to the academic unit chair and staff.

Academic unit chair or staff sends the provided materials request letter to the candidate with a copy to fas.dean@yale.edu.

Academic unit staff create the case in Interfolio. Refer to the FAS unit administrator guide to Interfolio RPT.

*Note: in cases involving fully joint appointments, a single academic unit takes primary administrative responsibility for the process. Please refer to the memorandum of understanding governing the candidate's case.

Candidate will email preliminary materials to academic unit chair and staff as directed in the materials request letter.

Academic unit chair selects faculty review committee, typically composed of three faculty members drawn from the pool of faculty members eligible to vote on the case (see Yale Faculty Handbook section IV.F.1 for FAS voting policies).

Academic unit prepares list of proposed referees, following the referee/comparator information list guidelines (FASTAP 2016). Refer to the letter requirements for FASTAP 2016 and the criteria for arm's-length and fresh statuses.  

The academic unit chair proposes the list of external referees. This proposal is sent to relevant divisional dean, with a copy to fas.dean@yale.edu. The divisional dean works with the chair to approve the list.   

Academic unit staff send the provided referee request email to the referees as soon as possible after receiving approval of the referee list from the relevant divisional dean. These initial messages must be sent by email.  

Academic unit staff track all referee responses, collect and save all referee preliminary correspondence, and send reminder emails to potential referees who have not responded as needed.  

The candidate uploads their final materials directly into Interfolio in accordance with the timeline as directed in the materials request letter.

Academic unit staff check that the materials are complete and fall within the required word/page counts as described on the TAC checklist and request revisions, as necessary, before transmitting the materials to the referees.  

For Humanities only: for all publications listed on the CV not already uploaded by the candidate, the academic unit staff gather PDFs (using Yale Library services as appropriate) and upload to Interfolio.  

After the candidate’s dossier is complete and ready to share, academic unit staff send the provided referee instructions letter to referees who have agreed to write. These letters must be sent through Interfolio.

NOTE: Please remember that all recommendation letters and referee letters should be held in the strictest confidence. Only those faculty members who are allowed to vote on a candidate’s case have permission to view the letters (see the Yale Faculty Handbook Section IV.F.1 for voting policy). The only document that may be shared with those not directly involved with a faculty search, appointment, or promotion is the candidate’s CV.  

The eligible voting academic unit faculty (see Yale Faculty Handbook section IV.F.1) review the file and vote on the promotion. An affirmative vote is required for the case to move forward in the review process.  

Academic unit votes may take place once all letters have been received or one week after the latest deadline given to a referee (whichever occurs first). Votes must take place at least 4 weeks prior to the TAC review date.  

In a fully joint case, an affirmative vote is required by both academic units to proceed. Academic units must meet to vote separately, and each submit a department faculty vote form. Votes should occur as concurrently as possible, and results should not be shared between academic units.  

Academic unit staff prepare the department faculty vote form.

Academic unit staff ensure all TAC Checklist materials are completed and uploaded appropriately to the case prior to FAS Dean's Office review.

*Note: Refer to and download and/or print a fresh copy of the checklist for every case as updates are made periodically without announcement.

If the academic unit vote is positive, the chair and/or other representatives attend the relevant tenure and appointments committee (TAC) to answer questions.

If the TAC approves the case, the promotion moves on to votes of the Joint Boards of Permanent Officers (JBPO) and the Fellows of the Yale Corporation.  

After an affirmative vote from JBPO, the FAS Dean’s Office sends the promotion letter to the candidate, with a copy to the academic unit chair and staff.  

Academic unit staff refer to the FAS chart of required documents, submit the listed materials to the Office of Faculty Administrative Services (OFAS) at faculty.admin@yale.edu, and process the reappointment in Workday.