Who has a clock?

• Assistant Professors on the CHS and Tenure track have probationary/promotion clocks. 
  • CHS clock - 9 year probationary/promotion clock (8 year's of service + 1 year's notice in the event the faculty member is not recommended for promotion)
  • Tenure clock - 7 year probationary/promotion clock (6 year's of service + 1 year's notice in the event the faculty member is not recommended for promotion)
  • Important notes
    • Faculty on the CT, RP, & TP tracks do not have clocks and do not have to be promoted if undesired. 

How is a clock calculated?

• In the offer letter process, a faculty's probationary/promotion clock is calculated and documented in Enclosure A.
• Regardless of the faculty's appointment start date, their clock will always have a start date of July 1 or January 1, for both CHS and Tenure track.
  • Appointments that begin between March 15 - November 14th | Clock starts July 1 and ends June 30.
  • Appointments that begin between November 15 - March 14 | Clock starts January 1 and ends December 31.
• Part-time vs. Full-time clocks
  • If a faculty member's FTE is between 100%-76%, their clock runs at full-time.
    • Note: if the FTE falls below 76% because of a VA 8ths LOA, the clock will continue to run at full-time (as long as the UW FTE plus the VA 8ths percentage totals at least 76%). 
  • If a faculty member's FTE is between 50%-75%, their clock runs at half-time.
    • CHS track: The faculty member must be promoted by the end of the 16th year of their part-time clock.
    • Tenure track: The faculty member must be promoted by the 12th year of their part-time clock.
    • Part-time clocks extend the time window in which to be promoted.
    • In the event that a faculty member's FTE changes and their clock is effected, the SMPH Faculty Promotions Team will reach out with a revised/new clock calculation form for the faculty member effected.
• Prior service
  • Prior service may be applied to a faculty's probationary/promotion clock upon hire.
    • If a faculty member is being recruited from another institutions, where they currently hold an equivalent appointment, prior service credit can be applied to the faculty's probationary/promotion clock.
    • One to three years can be applied. (Three being the maximum)
    • This information should be determined at the department level, and then applied for by utilizing the SMPH Faculty Prior Service Review form, which is reviewed and approved by the Dean's office.
    • If approved, this prior service credit is disclosed in the faculty's offer letter in Enclosure A.
    • Prior service will shorten the time period that the faculty member has on their probationary clock, and they may use their documented achievements from their credited prior service towards their promotional package.
    • Per December 2023 discussion between the SMPH Associate Dean for Faculty Affairs and Development and the UW Secretary of the Faculty, prior service may only be used to modify the clock at the time of hire, and not at a later date. When the person eventually goes up for promotion, the department may put forth the candidate for promotion earlier than their mandatory clock date but, in order for it to not seem to be an "early" promotion:
      • The Chair's cover letter must explain that, mistakenly, prior service was not applied at hire and make it very clear what the time frame/work history is that the committee will consider in evaluating promotion
      • In the remainder of the dossier's sections where the evaluation period for promotion is demonstrated/marked, it must agree with the time frame specified in the Chair's letter.
      • The added service at the prior institution plus SMPH service must be equivalent to a typical probationary period, or the department will still need to justify an "early" promotion.

See clock calculation sheet templates for your use.

Important notes

• If Assistant Professors on the CHS and Tenure track are not promoted within the time allotted on their clock, their appointment ends. 
• Hires at Assistant rank on these tracks is an 'up or out' situation, meaning if they are denied promotion at the Assistant rank, their appointment will end.
• Once they are promoted to Associate rank, the clock ceases to exist.

CHS Sample Clocks

Tenure Sample Clocks