Faculty and Librarian Personnel Processes

Cole Hall Promenade of human sculptures

The University’s faculty and librarian personnel processes are reviewed through the Faculty and Librarian Personnel Action System (FLPAS) using the Interfolio platform. Through the FLPAS, candidates submit applications for reappointment, promotion, tenure, and sabbatical, including required and optional supporting materials that demonstrate achievements in teaching, scholarship, and service. Applications move through a multi-level review process involving Personnel Advisory Committees (PACs), department chairs or school directors, deans, the Provost, and the President, with opportunities for candidates to respond to recommendations at each stage. This system streamline and standardize faculty and librarian personnel actions while maintaining transparency, confidentiality, and efficiency throughout the review process. 

Tenure Track Faculty and Librarian Personnel Procedures

  • Faculty Reappointment - 1st, 2nd, 3rd, 4th, and 5th year

  • Tenure and Promotion

Sabbatical Leave Procedures 

Faculty Scholarship Program

Faculty Range Adjustment Program

 

Helpful Guides: Reappointment and Personnel Action

Tenure Track Faculty and Librarian Personnel Process

Faculty reappointment is administered in accordance with the collective bargaining agreement between Montclair State University and the American Federation of Teachers (AFT) and the applicable provisions of the Local Supplemental Personnel Agreement (LSPA). The reappointment process includes established timelines, required documentation, and review procedures. Faculty members are responsible for submitting the required materials by the applicable deadlines.

 

Faculty and Librarian Personnel Process

All faculty personnel actions will be managed through Interfolio, allowing for streamlined review, approval, and recordkeeping processes across the institution.

The first year of a faculty appointment serves as an important period of transition, professional development, and preparation for future reappointment reviews. No reappointment material or formal review packet are submitted during the first year.  Instead, faculty participate in a conversation with their department chair or school director following the first-year review timeline.

While there is no formal reappointment review process during the first year, faculty members are strongly encouraged to begin organizing and documenting their accomplishments in teaching, scholarship, and service in preparation for their second-year reappointment packet. Early preparation will help faculty develop a clear record of their progress and ensure readiness for future review and evaluation processes.

Applications are submitted through Interfolio.

Deadline: Check the Administrative Calendar under First Year Review

Don't miss a deadline and add the calendar to your Google Calendar. 

Second-year reappointment is the first formal review in the probationary period leading to tenure. The review offers faculty an opportunity to demonstrate their development and accomplishments in teaching, scholarship, and service, while reflecting on their progress toward meeting departmental, college, and University expectations. 

Candidates should present a clear narrative that highlights achievements, addresses areas for continued growth, and outlines goals and plans for future professional development. Well-organized materials, supported by evidence and presented through clear headings, summaries, and tables where appropriate, will assist reviewers in understanding the scope, impact, and trajectory of the candidate's work. 

What to include in your reappointment packet:

  • Current curriculum vitae
  • Student surveys of all courses taught during the previous 12 months
  • Peer observations
    • one Department Chair or School Director observation
    • one peer observation
  • Narrative on Teaching effectiveness
  • Narrative on Scholarship
  • Narrative on Service
  • Non-instructional duties 
  • Supplemental Materials

Applications are submitted through Interfolio.

Deadline: Check the Administrative Calendar under 2nd Year Review.

Don't miss a deadline and add the calendar to your Google Calendar. 

The third-, fourth-, and fifth-year reappointment reviews are important milestones in a faculty member’s progression toward tenure and continued academic success. The reappointment packet should serve as a clear and persuasive argument for reappointment, drawing on your understanding of the expectations associated with your current stage of review and demonstrating your contributions as a teacher, scholar, and servant to the department, college, University, discipline, and broader communities you support. Strong narratives present clear claims supported by specific evidence and accomplishments, using accessible language that can be understood by readers from a variety of academic backgrounds. 

Faculty are encouraged to highlight their achievements and provide context that helps reviewers understand the significance and impact of their work. Reflection is also an important component of the review process; candidates should acknowledge areas for growth and discuss how they are addressing challenges or opportunities for improvement. 

In addition, faculty may discuss future goals, planned scholarly activities, and professional aspirations to demonstrate continued growth and a positive trajectory toward tenure. To enhance readability, candidates are encouraged to organize their narratives using headings, tables, and concise summary statements that guide reviewers through the document and emphasize key accomplishments and outcomes.

What to include in your reappointment packet:

  • Current curriculum vitae
  • Student surveys of all courses taught during the previous 12 months
  • Peer observations
    • one Department Chair or School Director observation
    • one peer observation
  • Narrative on Teaching effectiveness
  • Narrative on Scholarship
  • Narrative on Service
  • Non-instructional duties 
  • Supplemental Materials

Applications are submitted through Interfolio.

Deadline: Check the Administrative Calendar under 3rd, 4th, 5th Year Review.

Don't miss a deadline and add the calendar to your Google Calendar. 

Tenure 

Promotion

FACULTY SCHOLARSHIP PROGRAM (FSP)

The Faculty Scholarship Program (FSP) supports Montclair State University faculty in pursuing scholarly, research, and creative activities that advance their professional goals and contribute to the University’s mission. The program provides faculty with flexibility to develop and pursue discipline-based scholarly or creative work that expands, enhances, or applies knowledge.

Scholarship under the FSP may include formal inquiry, research, or creative expression. The results of scholarly or creative activities are expected to undergo rigorous review and be shared through significant and recognized national and/or international scholarly or artistic venues.

The FSP is designed to provide faculty with opportunities to align their scholarly and creative goals with the mission and priorities of the University, as well as those of their respective colleges, schools, and departments.

Applications are submitted through Interfolio with the FSP Routing Form.

Deadline: Check the Administrative Calendar under Faculty Scholarship Program.

Don't miss a deadline and add the FSP calendar to your Google Calendar. 

FACULTY RANGE ADJUSTMENT PROGRAM

The Faculty Range Adjustment Program recognizes and rewards sustained professional achievement, continued growth, and significant contributions to the University by providing eligible faculty members with an opportunity to advance to a higher salary range within their current rank. 

Range adjustment is available to tenured faculty members who have completed at least three years in their current rank or range and who have not received a promotion or range adjustment during the preceding three years.

Applicants must demonstrate outstanding accomplishments in the areas defined by the Faculty Roles and Expectations document, with eligibility and evaluation criteria varying by rank. 

Limitations/Considerations

  • A candidate cannot receive a range adjustment and promotion within the same year.
  • A successful range change application “resets the clock” – that is if you apply for promotion after a range change, your period of review will be from the date of the range change to the date of your promotion application

Criteria

  1. The Assistant Professor who has not achieved the rank of Associate Professor but has demonstrated outstanding accomplishments applicable to two (2) of the three (3) criteria set forth in the applicable Faculty Roles and Expectations document.
  2. The Associate Professor who has not yet achieved the rank of Full Professor but has demonstrated outstanding accomplishments applicable to at least two (2) of the three (3) criteria set forth in the applicable Faculty Roles and Expectations document. 
  3. The Full Professor who has demonstrated outstanding accomplishments in all three (3) of the criteria set forth in the applicable Faculty Roles and Expectations document either during the period following promotion to Full Professor or the most recent range adjustment within the rank of Full Professor.

Note 1:  Faculty hired as senior faculty: Faculty who wish to be considered for a range change who were hired at full professor and thus have not gone through a promotion or range change adjustment procedure at Montclair should select option #3.

Note 2: Evidentiary Limits: Evidence submitted to meet the criterion shall be limited to accomplishments since either your most recent promotion or most recent range adjustment.  Evidence from a prior rank or range at Montclair State University, or prior employment at another organization or institution of higher education will not be considered as evidence of meeting the criterion.

Applications are submitted through Interfolio.

Deadline: Check the Administrative Calendar under Faculty Range Adjustment.

Don't miss a deadline and add the Range Adjustment calendar to your Google Calendar. 

SABBATICAL LEAVE PROCEDURES

A sabbatical leave is intended to support faculty members and librarians in pursuing research, scholarship, creative activities, professional development, and other academic projects that contribute to their professional growth and the advancement of the University’s mission and goals. The sabbatical process is designed to provide dedicated time for activities such as conducting research, developing scholarly or creative works, collaborating with other institutions or organizations, and engaging in professional or academic travel. It should result in meaningful outcomes that benefit both the individual and the University.

Criteria for Evaluation of Applications for Sabbatical Leave 

  1. Project Plan:  This criterion encompasses the execution plan for the project and the extent to which the plan is sufficient to complete the project and deliver results. It also addresses the preparedness of the scholar or researcher to execute the plan. 
  2. Significance: The subject matter to be explored during the course of the proposed sabbatical is of substantial significance and importance. The applicant should specify and elucidate connections between the subject matter of the project and the academic programs as well as the applicant's program of research, scholarship, and creative work. 
  3. Impact: The successful execution of the project will contribute to a larger body of scholarship, research, creative work, and/or practice. The applicant should describe how the project will serve to advance the scholarship and/or creative work for a discipline and bring acclaim to the researcher and/or the institution because of the impactful outcomes. Impacts may include potential advancements/improvements in academic programs, curricula, and/or improved student/program outcomes, as well as the capacity of the University to advance its mission. 
  4. Additional Considerations: Additional points can be awarded to a project that can detail and specify expected outcomes: 

a) requires leave to go to field placements or other universities to have access to resources for success of the work 

b) likely leads to substantial funded research programs, 

c) requires broad collaborations between Montclair and other academic and non-academic institutions to achieve a result 

d) has significant interdisciplinary components that can impact academic programs or viable research, scholarship, or creative activity 

e) aligns with current Montclair State University activities on community engagement, student success or DEIB, and has the potential for enhanced impact on the same.

Applications are submitted through Interfolio.

Deadline: Check the Administrative Calendar under Sabbatical Leave.

Don't miss a deadline and add the Sabbatical Leave calendar to your Google Calendar. 

Past Sabbatical Recipients

INTERFOLIO

As part of the University’s faculty and librarian personnel process, Interfolio provides integrated modules to support academic personnel actions:

  • Dossier – provides an online platform for faculty to collect and curate scholarly materials, as well as request and receive confidential letters of recommendation.
  • Review, Promotion, and Tenure (RPT) – supports the collection of review materials and approval workflows for appointment, reappointment, promotion, and tenure cases.
  • Faculty Activity Reporting (FAR) - serves a main source for instruction service reporting and the repository for faculty accomplishments and professional activities. 

Together, these modules streamline workflow management, support committee and administrative review processes, and provide a centralized platform for the submission and evaluation of application materials

For assistance navigating Interfolio or completing personnel processes through the platform, please email Academic Personnel Services at academic-personnel@montclair.edu. 

Empowering Faculty to Achieve Excellence

Academic Personnel Services works very closely with the Office for Faculty Excellence (OFE). 

The office empowers faculty of all ranks to achieve their highest potential in teaching, research, leadership, and service through inclusive, comprehensive, and strategic professional development. We offer targeted workshops, one-on-one consultations, on-demand resources, and networking opportunities to support faculty through key stages of their careers.