Midterm Review

The midterm review is designed to approximate the major elements and standards of the tenure and promotion process but does not include soliciting evaluations from reviewers outside the University of Oregon. The midterm review replaces the annual review for that year.

During the fall term of the academic year in which the review will take place (typically during year 3), the Dean’s Office will contact the faculty member with the midterm review notice to request their review material and winter term class schedule.

To get started, please read through the information below, take a look at the templates provided by SOMD and the Office of the Provost (OtP), and review the instructions for assembling your portfolios and submitting the material.

If you have questions or would like to see examples of past faculty submissions, please contact Tiffany in the Dean’s Office.

Deadline: Faculty material is due to the Dean’s Office by January 5

If the deadline falls on a weekend or holiday, you may submit materials the next business day.

Step 1: Compile your Review Material

The faculty member is responsible for preparing the following material:

1. Curriculum Vitae (signed and dated)

A comprehensive and current curriculum vitae that includes the faculty member’s current research, scholarly and creative activities, and accomplishments, including publications, appointments, presentations, and similar activities. The CV must distinguish between peer-reviewed and non-peer-reviewed work. Use text highlighting to help identify the accomplishments since arriving at UO.

Submit your CV as a standalone PDF file. The OtP CV template is not required to be used, but the principles and formatting suggestions are important to follow

2. Candidate’s Statement (signed and dated)

A 3-6 page statement developed by the faculty member describing and evaluating their performance against the applicable criteria for tenure and promotion. The statement should expressly address the subjects of teaching; scholarship, research, and creative activity; and service contributions to the academic department, center or institute, school or college, university, profession, and the community. The statement must also include a discussion of contributions to institutional equity and inclusion.

Submit your statement as a standalone PDF file.

3. Waiver Statement (signed and dated)

A signed and dated document establishing the candidate’s chosen waiver status for the dossier. Select one from the two templates below. More information about the waiver statement

4. Scholarship Material

Comprehensive scholarship, research, and/or creative activity material, and any appropriate evidence of national or international recognition or impact.

Compile your material into a single PDF. The SOMD table of contents template is not required to be used nor is all of the material listed, but it will give you an idea of how to organize your material. Maximum file size is 10 MB.

5. Teaching Material

A highly curated selection of materials that showcase your professional, inclusive, reflective, and research-informed teaching practices. This should be a representative sample, not a comprehensive collection. Examples of types of material to include: course syllabi or equivalent descriptions of course content and instructional expectations for courses taught by the faculty member, examples of student work and exams, and similar material.

Compile your material into a single PDF. The SOMD table of contents template is not required to be used nor is all of the material listed, but it will give you an idea of how to organize your material.Maximum file size is 10 MB.

Candidate Teaching History. If you do not have a list of courses taught (listed year by year and term) included in your CV, we recommend completing this  form. This is especially important for documentation of course releases each year from reduced teaching loads specified in their offer of appointment, buyouts, leaves, sabbaticals, and administrative appointments. Submit this as a standalone PDF file.

Additional Resources:

6. Service Material (as needed)

Typically faculty outline service work in their CV and candidate statement so the service material section in the dossier may be brief.

Evidence of the faculty member’s service contributions to their academic department, center or institute, school or college, university, profession, and the community. Such evidence could include white papers authored or co-authored by the faculty member, commendations, awards, op-ed pieces, and/or letters of appreciation. This section may also include a short narrative elaborating on the faculty member’s unique service experiences or obligations.

Compile your material into a single PDF. The SOMD table of contents template is not required to be used nor is all of the material listed, but it will give you an idea of how to organize your material. Maximum file size is 10 MB.

The Dean’s Office will add the following material to the Elements dossier file: 

  • Original Offer Letter
  • SOMD TTF Review Criteria (faculty may select which version to use if there has been a change in criteria since the time of hire)
  • Teaching Evaluation Material including peer reviews and student experience surveys.
  • Instructor Reflection Report – This is optional. If you would like it included, please indicate so when you submit your materials to the Dean’s Office. If you do not indicate this preference, the report will not be included automatically.

Step 2: Assembling and Submitting the Review Material

Organize Your Teaching, Scholarship, and Service Material

  • Open one of the table of contents word document templates or create your own contents page.
  • Edit the contents page to outline the material (scholarship, teaching, or service) you are submitting.
  • The table of contents templates serve as a starting point; feel free to adjust (contents, formatting, etc.) to meet your needs.
  • Save as a PDF file.
  • Compile your example documents and organize them into a single PDF file by adding material in order behind the table of contents page.
  • Repeat: you should end up with three PDFs of material: one for teaching, scholarship, and service.
  • The file size limit for each PDF is 10 MB.

Read the review instructions document for more details on organizing and assembling the material if needed.

Material Submission

You should have six to seven individual PDFs once you are complete.

  1. Curriculum Vitae
  2. Candidate’s statement
  3. Waiver Statement
  4. Scholarship material
  5. Teaching material
  6. Service material
  7. Candidate Teaching History form (optional if information is included in your CV)

Submit your material as PDF files to Tiffany in the Dean’s Office.

The faculty member’s material, along with material from the Dean’s Office, will be organized into Elements. The Dean’s Office will upload all material to Elements.

If any of the OtP template links above are broken, visit the Faculty Personnel Processes: Guides, Forms, & Templates page.

Step 3: Teaching Observations and SOMD Review Process

Send a list of your winter classes and teaching schedule (class names, times, locations) to the Dean’s Office with your review material.

As part of the SOMD review and balloting process, tenured faculty will have the opportunity to observe your teaching (typically during weeks 2 and 3 of winter term).

The midterm dossier is reviewed internally by tenured SOMD faculty, your Department Head, the SOMD personnel committee, and the Dean. Faculty will receive a final report from the dean and will have the opportunity to meet with the dean (and submit an optional response) before the material is forwarded to the Office of the Provost for review.

Step 4: Review Outcomes and Notification

Possible outcomes of the midterm review are:

  • Issuance of a new contract until the end of the faculty member’s tenure and review year, which allows for the possibility of identifying any concerns that should be addressed prior to consideration for promotion and tenure, as well as providing constructive feedback and appropriate support identified in the review.
  • Issuance of a one-year terminal (non-renewable) contract, in cases where the review determines that the faculty member will be unable to meet the unit-level criteria for tenure and promotion by the time that the tenure decision would otherwise be expected.

The Office of the Provost will notify the faculty member of the review decision and contract renewal no later than June 1. The summary report is to be placed in the faculty member’s departmental or college personnel file.

Additional Resources

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Updated 9/30/2025