History: First Issued: June 2, 2014  Last Updated: May 12, 2026

Related Policies:
NCSU POL05.20.01 – Appointment, Reappointment, Promotion and Permanent Tenure
NCSU REG05.20.34 – Professional Faculty Ranks and Appointments
NCSU REG05.20.27 – Statement of Faculty Responsibilities
NCSU REG05.67.706 – College of Sciences Standards and Procedures for Reappointment, Promotion, and Tenure
NCSU REG05.20.05 – Consultation and Written Assessments, Recommendations, and Responses in RPT Review
NCSU REG 05.20.03 – Annual Review of Faculty Members

Additional References:
Office of the Provost RPT Website

1. Introduction

This rule provides the standards and procedures for initial contracts, subsequent contracts, reappointment, promotion and tenure of all faculty tracks in the Department of Biological Sciences (DBS) at North Carolina State University (NC State). This rule is supplemental to and consistent with university (POL 05.20.01 – Appointment, Reappointment, Promotion and Permanent Tenure and REG 05.20.34 – Professional Faculty Ranks and Appointments) and college (RUL 05.67.706–College of Sciences Standards and Procedures for Reappointment, Promotion and Tenure) rules on professional and tenure track faculty. 

2. Areas of Faculty Responsibility

The principal criteria for decisions about faculty subsequent contract, reappointment, promotion, and tenure at NC State are based on assigned effort in a combination of 6 possible realms of responsibility specified in a faculty member’s Statement of Faculty Responsibilities (SFR), REG 05.20.27–Statements of Faculty Responsibilities.  The specific mix and percentages in each realm are determined through consultation between the faculty member and the Department Head (Head) and reviewed annually or as needed. In DBS, the most common realms of faculty responsibility are Teaching and Mentoring of Undergraduate and Graduate students (Teaching and Mentoring); Discovery of Knowledge through Discipline-Guided Inquiry (Discovery of Knowledge); Extension and Engagement with Constituencies outside the University (Extension and Engagement); and Service to Professional Societies and the Discipline as well as Service and Engagement within the University itself (Service). 

Possible indicators of achievement in these realms are listed below. These examples are not intended to be comprehensive, nor are faculty members expected to have accomplishments for every item listed.  

2.1. Teaching and Mentoring

2.1.1 Contribution to the teaching needs of DBS and the university. 

2.1.2 A record of positive course and instructor evaluations by students and peers and/or evidence of ongoing improvement.

2.1.3 Development of courses and instructional innovations.

2.1.4 Mentorship of trainees in research.

2.1.5 Evidence of student-led deliverables such as posters, presentations, and publications.

2.1.6 Supervision and training of undergraduate and graduate teaching assistants (TAs) or postdoctoral fellows.

2.1.7 Advising undergraduates. 

2.1.8 Service on graduate student committees.

2.1.9 Authorship of educational materials such as texts, educational software, and web-based courses.

2.1.10 Invitations to present on or publication of teaching- or mentoring-related innovations or best practices.

2.1.11 Honors and awards for teaching or mentoring.

2.2. Discovery of Knowledge

2.2.1 Peer-reviewed publications on research scholarship.

2.2.2 Authorship of books or book chapters related to research scholarship.

2.2.3 Other reports on research scholarship (e.g., systematic reviews, government guidance reports).

2.2.4 Grants or contracts in support of research (submitted, at early-stage rank and funded at the more senior ranks).

2.2.5 Presentations reporting research results within and outside of NC State.

2.5.6 Honors and awards for research.

2.3 Extension and Engagement

2.3.1 Coordination of or participation in meetings with the public (e.g., presenting information/results to community members).

2.3.2 Participation in K-12 education (e.g., providing presentations, hosting students on campus).

2.3.3 Articles written for the public.

2.3.4 Science done with the public. 

2.3.5 Involvement in the development of museum exhibits or other materials for the public.

2.3.6 Mentoring undergraduate students, graduate students or postdoctoral researchers in public engagement. 

2.3.7 Radio, television, print, or internet appearances.

2.3.8 Contributions to discourse on the role of communication in science and collaborations that forge new connections with the public. 

2.3.9 Participation in extension activities in which stakeholders are directly engaged (e.g., regulatory hearings).

2.3.10 Honors and awards for extension and engagement.

2.4 Service

2.4.1 Serving on departmental, college, and university committees.

2.4.2 Serving in administrative roles.

2.4.2 Serving as a Graduate Student Representative.

2.4.3 Participation in peer mentoring.

2.4.4 Participation in peer-review processes (e.g., ad hoc review of manuscripts, editorial role for journal, serving on a grant review panel).

2.4.5 Leadership, membership or service roles in professional societies.

2.4.6 Activity in professional societies.

2.4.7 Organization of meetings and workshops within or outside of the university.

2.4.8 Organization of departmental seminars.

2.4.9 Honors and awards for service.

3. General Standards

3.1 Faculty shall be reviewed annually by the Head according to REG 05.20.03–Annual Reviews of Faculty Members. Documentation submitted for the review shall reflect the scope of the faculty member’s areas of responsibility as identified in their SFR (see section 2). In DBS, these materials include a CV, a Faculty Activity Report, and an SFR. 

3.2 Department Voting Faculty (DVF)
The DVF is defined per POL 05.20.01–Appointment, Reappointment, Promotion and Permanent Tenure and REG 05.20.34 – Professional Faculty Ranks and Appointments (see DVF graphical summary) and will vote on faculty reappointment, promotions, tenure and subsequent contracts in accordance with the applicable policy or regulation.

3.3. Procedures for Promotion 

3.3.1 Departmental Reappointment/Promotion Seminar
All tenure track faculty up for reappointment to a second term as Assistant Professor and faculty in any track seeking promotion will provide a departmental seminar prior to the DVF meeting on reappointment or promotion cases. Seminars will provide an overview of accomplishments in the realms of responsibility specified in the faculty member’s SFR and aligned with the standards noted in sections 2, 4, 5, and 6. Seminars will be presented in person except in cases where a remote or taped presentation is permitted by the Head and shared with DBS faculty via remote, live access, and/or recordings.

3.3.2 Dossier Review and Reporting Process

3.3.2.1 Dossier Presenter 

Prior to the departmental/DVF discussion of reappointment/promotion/subsequent contract, a Presenter will be designated to present each candidate’s dossier. The Presenter will be identified by the Head in consultation with the faculty member under consideration for reappointment, promotion, or subsequent contract and the identified Presenter.  

3.3.2.2. Open discussion

In September of the promotion cycle, all DBS faculty will meet for an open discussion of promotion cases. The open discussion provides an opportunity for all faculty, regardless of DVF status, to provide input on promotion cases; this portion of the meeting will not involve discussion of dossier contents. 

3.3.2.3 Closed DVF discussion

The open session will be followed by a closed session of the DVF appropriate to each candidate to discuss dossiers (an agenda with each candidate and details of the corresponding DVF will be provided prior to the meeting). The previously designated Presenter will present their assigned dossier, facilitate the DVF discussion, and take notes. Following the closed meeting, the DVF will vote.

3.3.2.4 DVF Summary

The Presenter will draft a summary of the DVF discussion. The summary will be shared with the members of the DVF appropriate to each candidate for their input and approval. The Presenter will finalize the summary and submit it to the Head/designee who will upload the summary to the Faculty Excellence Portal (FEP).

3.4 Voting 

3.4.1 Voting will be conducted by electronic ballot. 

3.4.2 Electronic ballots will be administered through the Head or a designee who is a member of the DVF.

3.4.3 Faculty will be given at least 3 business days to vote.

3.4.4 All faculty will vote via the electronic ballot process on promotion/subsequent contracts. 

3.4.5 Only DVF votes will be reported for promotion cases (the Head or designee will submit the DVF vote to the FEP).

3.4.6 Votes for subsequent contracts serve as recommendations for the Head.

3.5 Selection of External Evaluators (applies to Professional Track Faculty in the Research Track and Tenure Track faculty only)

As appropriate to the individual case, the Head will work with each faculty member going up for promotion and colleagues in their field to develop a list of external evaluators in compliance with university guidelines (REG 05.20.05 – Reappointment, Promotion, and Tenure Dossier Format Requirements). By mid-June, the Head will send requests for evaluations to the list of external reviewers for inclusion in the dossier. At a minimum, CVs will be provided to evaluators. Candidates will have the option to prepare and provide their dossiers, or parts thereof, to the reviewers by mid-June.

4. Criteria for Reappointment or Subsequent Contract as Assistant Professor for Professional Track or Tenure Track Faculty

Evidence of high-quality performance and progress in each of the individual’s specified realms of responsibility. As applicable:

4.1 Evidence of effective teaching and mentoring.

4.2. Evidence of growth beyond graduate work in scholarship and a growing reputation in the profession based on work generated at NC State. 

4.3. Evidence that scholarly activity and productivity will continue.

4.4. Evidence of participation in extension and engagement work.

4.5. Evidence of some participation in departmental, university, or external professional initiatives.

5. Criteria for Promotion to or Appointment as Associate Professor for Professional Track or Tenure Track Faculty

Evidence of high-quality performance and progress in each of the individual’s specified realms of responsibility. As applicable:

5.1. Evidence of effective teaching.

5.2. Evidence of successful mentorship of trainees (e.g., research presentations, participation in research projects, progress in scholarship/career, graduation of mentored students.).

5.3. Established research programs with a national reputation in the profession and evidence that scholarly activity and productivity will continue.

5.4. Committed participation in extension or engagement activities.

5.5. Active participation in departmental, university and external professional initiatives.

5.6 Letters from external evaluators stating that work is recognized and valued. Per RUL 05.67.706- College of Sciences Standards and Procedures for Reappointment, Promotion and Tenure, letters from external evaluators are required for professional track faculty in the Research track  and Tenure Track Associate/Full Professors.

6. Criteria for Promotion to or Appointment as Professor for Professional Track or Tenure Track Faculty

Evidence of high-quality performance and progress in each of the individual’s specified realms of responsibility. As applicable:

6.1. Sustained evidence of effective teaching.

6.2. Evidence of successful mentorship of trainees (e.g., research presentations, participation in research projects, progress in scholarship/career, graduation of mentored students; see section 2.1).

6.3 Productive, sustained and externally visible scholarship.

6.4 For Tenure Track faculty, national and/or international reputation in area of expertise per POL 05.20.01–Appointment, Reappointment, Promotion and Permanent Tenure.

6.5 Evidence of sustained involvement or leadership in community extension and engagement activities. 

6.6 Evidence of leadership in departmental, university and external professional initiatives.

6.7. Letters from external evaluators stating that work is recognized and valued. Per RUL 05.67.706- College of Sciences Standards and Procedures for Reappointment, Promotion and Tenure, letters from external evaluators are required for professional track faculty in the Research track  and Tenure Track Associate/Full Professors.

7. Criteria for Initial and Subsequent Contracts for Professional Track Faculty

The general standards for initial and subsequent contracts for professional-track faculty follow REG 05.20.34–Professional Faculty Ranks and Appointments and RUL 05.67.706–College of Sciences Standards and Procedures for Reappointment, Promotion and Tenure. In addition, for subsequent contracts, there shall be evidence of high-quality performance and progress in each of the individual’s specified realms of responsibilities. See Section 2 as applicable.

8. Procedures for Contracts 

8.1. Unless negotiated otherwise with the Head, initial contracts will be for 1-2 years. Faculty must not receive more than 3 consecutive one-year contracts.

8.2. Subsequent contract terms for professional track faculty will typically follow these term recommendations: Lecturers: 1-3 years, Assistant and Associate Professors: 3 years, Professors: 3- 5 Years

8.3 After a 3-year term, subsequent contract terms for professional track faculty will follow these recommendations:  Assistant and Associate Professors: 3-5 years, Professors: 5 years

8.4 The Head is authorized to recommend to the Dean subsequent part-time or full-time contracts of up to a total of 2 years without the consultation and vote of the DVF. 

8.5. The Head will meet with the DVF to make recommendations and provide justifications on subsequent contracts.  

8.6. The DVF will vote on contract renewals of greater than 2 years.