Provost

Each fall semester, the Office of the Provost sends the Faculty Evaluation Pre-Intake Form to all faculty. The Office of the Provost and your unit's Faculty Evaluation Manager use your responses to:

• Build your evaluation case in Interfolio on your behalf, so you do not have to create one.
• Set your case's starting status based on what you are seeking (for example, a normal evaluation, merit, promotion, or tenure).
• Record exemption requests from faculty who are eligible to request one.
• Let units verify that you are eligible for the evaluation, status, or rank you are requesting. This is why the form asks for dates such as your hire, promotion, tenure, and last merit.

The form sets up your case, but it does not limit what your reviewers may recommend. If your FEC and Chair/Director recommend a merit after you requested a normal evaluation, your case status is updated to reflect that. The form isn't part of your Individual Performance Record (IPR) and is not reviewed as evidence of your performance.

Note: You cannot see your case status in Interfolio. It is visible to your unit's Faculty Evaluation Manager, your reviewers, and the Office of the Provost, and it is used to make sure your case reflects the action being requested or recommended. It is not a decision or recommendation.

Enter the month and year the action took effect. For merit and Outstanding Performance Awards (OPA), enter the month the increase or lump sum first appears in your pay. Do not use the date of the Provost's letter, the Board of Regents meeting, or the IPR submission.

Promotion Example: If you were evaluated in 2025-2026 and approved for promotion, the promotion took effect with your 2026-2027 contract. Enter August 2026.

Merit Example: If you were evaluated in 2025-2026 and approved for merit, enter the month and year the increase first appears in your pay. Enter October 2026.

OPA Example: If you were evaluated in 2025-2026, approved for an OPA, and elected a lump sum, enter the month and year it was paid, June 2026. If you instead elected a base salary increase, enter October 2026.

Missoula College (MCFA) faculty: Merit is October and OPA is always June.

To find your hire date:

1. Go to my.umt.edu.
2. Click Griz Portal. 
3. Click Employee Self-Service. 
4. Click Employee Summary. Your hire date is listed on this page.

To find your promotion history:

1. Go to my.umt.edu.
2. Click Griz Portal.
3. Click Employee Self-Service.
4. Click Job Summary.
5. Click Job Information. Your promotion history is listed on this page.

Consider saving a copy of your responses each year, such as a screenshot of your submission or a short spreadsheet of your hire, promotion, tenure, and merit dates. This will make future forms quicker to complete.

• Accessing Packets: Log into your Interfolio account, navigate to the Your Packets page from the navigation bar on the left, and select the correct Review case type. 
• Viewing Instructions: Click on View Instructions in the upper right-hand corner to see important details on requirements, policies, and processes.  
• Editing Sections: Click Edit within the section where you need to upload documents. This will take you to the applicable section within the Packet tab. 
• Adding Documents: Click the Add button to upload files. You can satisfy packet requirements using existing materials, including collections or previous packets. 
• File Naming: Ensure that files have meaningful titles and include a number of documents in the packet. These titles will be visible to reviewers during the evaluation process and help discern if documents are missing from the packet. 
• Previewing and Submitting: It is recommended that you select Preview Packet before final submission to see how it will appear to the committee. Once you are satisfied, submit the section. 
• Checking File Types: If the file is not uploading, ensure that the file types you upload are compatible.

Faculty are encouraged to review the Collective Bargaining Agreement for more information. 

Within ten (10) working days of receipt of the recommendation, the faculty member may submit a written appeal to the reviewer regarding any aspect of the recommendation or process. The appeal must state any matters which the reviewer is requested to consider, as well as the remedial action desired. The appeal may present for consideration appropriate documentation that the faculty member omitted from his/her Individual Performance Record. Within ten (10) working days from receipt of the appeal, the reviewer shall either grant or deny the requested remedial action and shall so notify the faculty member and, if required, the previous reviewers and make the decision a part of the record.   

Faculty can appeal a recommendation by:  

• Emailing their unit's Faculty Evaluation Manager (FE Manager) from your verified UM email account. 

Note: Candidates should refer to the Collective Bargaining Agreement for appeal response deadlines, as submissions cannot be made after the deadline. 

• Populating and Submitting a Packet for Review

• A Candidate’s Guide to Populating and Submitting a Packet Using Interfolio 

• Naming and Organizing Packet Materials 

• Re-use Packet Materials in Current or Upcoming Reviews 

• View and Respond to Files Shared by a Committee (Rebuttal) 

• Use Collections from Dossier to Satisfy Packet Requirements for Your Review 

• Manage and Submit a Faculty Activity Reporting Vita as Part of Your Packet 

• How Do I Submit My Packet for Review? 

• Interfolio Review, Promotion & Tenure Candidate Training