Reappointment of Clinical Track Faculty: Policy and Procedure

Procedure:

1.    Dean’s Office

Notifies Candidate’s Area Chair, in the Spring Semester, that the Candidate requires reappointment during the next academic year. The candidate’s Area Chair notifies the candidate.

Assists the candidate with technical aspects of uploading/submitting materials to the dossier including setting up folders etc.

Uploads

Cover Sheet for reappointment by the second Tuesday in September.

Candidate’s Administrative Reviews since last (re)appointment by the second Tuesday in September. In the absence of an administrative review since last reappointment, a copy of Dean’s Recommendation to Provost from last reappointment is added to the dossier. These materials are watermarked “confidential”.

Internal Review Summary of the candidates file as a pdf document with secured signatures (at least 2 weeks prior to the Reappointment Peer Group meeting).

Provides and closes access to the candidate’s file according to a preset timeline and composition of the Reappointment Peer Group and, for exceptions, direction from the Chair, Faculty Council.

Open file for candidate by the end of May.

Close file to candidate at the close of business (COB) on the second Tuesday of

September

Open file for Internal Reviewer in the first week of September. Open file to Peer Group in the first week of September.

Close and archive file in the first week after the Reappointment Peer Group meeting.

Communicates important deadlines, including reminders, to the candidate and the candidate’s Area Chair, Internal Reviewers, and Peer Group members.

Verifies completeness of file 2 days prior to September deadline.

Sends reminder to candidate and candidate’s Area Chair 2 days prior to

September deadline if dossier is incomplete.

Sends reminders to Internal Reviewers when Summaries of candidates file are due to the Dean’s office for uploading.

Sends reminders to Peer Group Members to review files 2 weeks prior to the Peer Group Meeting using table below

Sends agenda for Peer Group meeting to Peer Group members on week prior to Peer Group meeting.

Provides materials necessary to conduct the Reappointment Peer Group meeting to the Chair of the Peer Group.

Ballots for each candidate

Faculty verification and sign-in sheets for each candidate

Reserves meeting room

Makes technology arrangements to accommodate “remote” participation, if applicable.

Houses results of Peer Group Voting and other documents for 1 year following Peer Group meeting.

2.     Chair, Faculty Council

Serves as interpreter of the Reappointment Policy and Procedure for all parties.

Resolves issues related to processes in consultation with Candidate, Candidate’s Area

Chair, Chair of Peer Group, Dean, and/or Associate Provost as appropriate.

Liaison to Dean’s Office.

3.     Candidate’s Area Chair

Advises faculty to archive pertinent documents in folders labeled Scholarship, Teaching, Service, and Practice, as appropriate. Reinforces archival of documents at Administrative Reviews.

Advises the candidate with respect to content of personal statements, CV, and selection of publications, etc.

Appoints two faculty members from the appropriate Reappointment Peer Group to collaboratively review each candidate’s materials.

Verbally/informally informs the candidate of the Reappointment Peer Group’s recommendations on the same day after the Peer Group meeting is adjourned.

4.     Candidate

Submits/uploads the following materials to the designated website by the first Tuesday in September. These materials represent the candidate’s dossier. The candidate will have access to the designated site in May prior to the following September deadline. The candidate’s access to the file is closed at COB on day of the deadline. It is the candidate’s responsibility to assemble and insure these materials are uploaded by the deadline.

Clinical Track Faculty

1.  Curriculum Vitae

a.  List of education institutions attended, dates, field of study, and degree awarded

b.  List of professional and academic positions

c.   List of courses taught (enrollment, mode of delivery, level of student, when taught)

d.  List of honors, awards, recognitions, and outstanding achievements

e.  List of publications-identify databased articles and theoretical/methods publications.

f.    List of scholarship activities and grants

g.  List of professional presentations

h.  List of graduate students advised, committees, chaired committees

i.   List of offices held in professional org, review panels, collegiate committees, University committees, community involvement

j.    List of pending decisions (grants, manuscripts, awards, abstracts)

2.  Professional Practice (if applicable)

a.     Personal Statement (<3 pages)

3.  Scholarship (if applicable)

a.   Personal Statement (< 3 pages, include unfunded grant applications, address contributions to multiauthored works)

b.    Publications-3 to 5

c.   Abstracts from funded and pending grants

4.  Teaching

a.  Personal Statement (< 3 pages, include special contributions to instructional programs)

b.  No syllabi or lectures, etc (only if requested by reviewers)

c.  Student evaluation summary stats since last administrative review

d.  Peer evaluation of teaching (consult with Area Chair number and timing of evaluations.)

5.  Service

a.    Personal Statement (<3 pages)

6.    “Works in Progress”

a.  Additional materials may be added after the specified date under extenuating circumstances (see below)

Procedure for Candidate to request an extension of the deadline for extenuating circumstances:

1. Candidate petitions Area Chair, with cc to Chair, Faculty Council and Dean, to upload/revise content in the Candidate’s dossier.
2. Together, Area Chair, Chair of Faculty Council and Dean, deliberate on request and arrive to consensus with respect to request.
3. Area Chair notifies Candidate of decision, with cc to Chair of Faculty Council and Dean.
4. Chair of Faculty Council instructs Dean’s Office to open file for specified time period.  Request to extend deadline and decision relative to that request are added to the Candidate’s dossier.

Procedure for Candidate to respond to recommendation of Reappointment Peer Group and/or Dean.

The candidate has five (5) working days after meeting with Dean (see below) to notify the Dean that he or she is responding to the Dean’s recommendation and/or the Reappointment Peer Group’s Summary recommendation.

After notification of the Dean, the candidate has five (5) additional working days to submit a letter of response and submit additional information for inclusion in the record. This response from the candidate is submitted to the Provost’s Office with the Dean’s Recommendation Letter in the spring.

4. Internal Reviewers

Write a Summary of the candidate’s work based on submitted/uploaded dossier and previous administrative reviews. This is a summative report of the candidates work. Include the distribution of the candidate’s appointment for the period under review. Clinical Track distributions may be any combination of scholarship, teaching, service, and/or practice.

Share the Summary with candidate at least 3 weeks prior to the Reappointment Peer Group meeting.

Modify the Summary based on feedback and/or clarification from candidate at least 2 weeks prior to the Peer Group meeting.

Sign the Summary and obtain candidate’s signature signifying satisfaction with its accuracy at least 2 weeks prior to the Peer Group meeting.

Forward the signed Summary to the Dean’s Office to be uploaded to candidate’s file at least 2 weeks prior to the Peer Group meeting.

Compare the signed Summary with the criteria for retention and promotion of the candidate. Based on these comparisons, draft Evaluative Statements with regard to how the candidate is meeting or not meeting at-rank and above rank criteria for each component of their appointment (e.g., scholarship, teaching, practice, and/or service).

During the Reappointment Peer Group meeting of the candidate, present a brief synopsis of the Summary and share Evaluative Statements.

After the Reappointment Peer Group meeting, modify Evaluative Statements to include perspectives of candidate’s performance by other members of the Peer Group. Add the recommendations of the Peer Group including results of the vote (number yes; number no, number abstain).

Forward the signed Summary (have Dean’s office download version from the candidates electronic file) and completed Evaluative Statements to the Chair of the Peer Group within 7 calendar days of the Peer Group meeting.

5. Chair of Reappointment Peer Group

Develops the agenda for Reappointment Peer Group meeting.

Order of candidate review and time allocated for each review

Convenes Reappointment Peer Group.

Assures appropriate Peer Group is assembled for each candidate and documents that each member has reviewed the file or will abstain.

Educates Reappointment Peer Group as to responsibilities including ethics reminder related to confidentiality of the Peer Group discussion.

Appoints ballot accounting to members of Peer Group. Facilitates Peer Group discussion

Compiles and evaluates accuracy of the Summary and Evaluative Statements and forwards to the Dean within 10 calendar days of the Peer Group meeting.

6. Reappointment Peer Group

*Faculty at the Instructor, Clinical Assistant, Clinical Associate, Clinical Full, and Tenure

Track Assistant ranks must have been reappointed as a candidate at least once prior to serving on ANY Peer Group.

Individually, each Peer Group member reviews each candidate’s file and compares it to the appropriate criteria for that candidate, both at-rank and above rank criteria, before the Reappointment Peer Group meeting. The candidate’s file is open to members of the Peer Group the first week in September.

Meet in the Fall Semester on the last Friday of October -- time to be announced. Discusses the candidate’s performance in relation to each criteria outlined in the retention and promotion documents for each component of the candidate’s appointment. The candidate’s performance in relation to the next rank is also addressed and recommendations formulated.

Votes on reappointment of candidate. Ballot counters tally and report on vote.

If reappointment vote is affirmative, determine timeline for next Peer Group Review. Instructors must be reviewed by the Peer Group every 2 years.  For all other Clinical Faculty, timeline for next Peer Group Review may be between 3 and 7 years based on the following guidelines:

3-year timeliine: at-rank criteria are minimally met.

7-year timeline: all at-rank criteria met and most above-rank criteria met.

The actual vote (numbers) and recommended duration of appointment are recorded by Internal Reviewers in the Evaluative Statements document.

7. Dean

Reviews the Summary, Evaluative Statements from the Peer Group meeting, and the Peer Group vote, in conjunction with Associate Deans.

Makes a final decision regarding reappointment. At his/her discretion, the Dean may seek out additional data as deemed necessary in order to form a comprehensive statement on the candidate’s contributions to the College mission.

Writes a letter to the candidate, summarizing the candidate’s performance and outlining the Dean’s recommendations.

Meets with the candidate within 3 months of the Reappointment Peer Group meeting and shares with the candidate the Dean’s recommendation letter as well as a verbal summary of the Peer Group vote.

Forwards Dean Recommendation letter, the candidate’s CV, and the candidates response letter, if applicable, to the Provost’s Office in April.

Definitions:

Dossier: materials prepared by the Candidate.

Official Record: materials prepared by the Candidate plus materials provided/generated by Dean’s Office, Internal Reviewers, Peer Group and Dean.