B. Procedures For Untenured, Tenure-Line Faculty
1. Throughout the tenure process, untenured, tenure-line faculty members take primary responsibility for presenting their case for renewal and tenure. Untenured, tenure-line faculty are encouraged to invite their department chair and other colleagues to visit classes, review syllabi and teaching materials, and review the development of their portfolio.
2. Faculty without Credit toward Tenure from Previous Institutions: Year 2: Formal Department and Administrative Review
a. By 1 October: The candidate submits a portfolio containing the following items. The portfolio may not be modified after the submission deadline.
i. Updated curriculum vitae
ii. Current Professional Statement of Goals and Accomplishments in the areas of teaching, professional growth and development, and institutional service and leadership. The purpose of the Professional Statement is to provide a self-reflective, evidence-based statement of the candidate’s accomplishments and goals. The Statement should be representative and selective, not exhaustive. The typical Professional Statement of Goals and Accomplishments for this Review is 4-6 pages, single-spaced, with 12-point font.
iii. Materials reflecting effectiveness and accomplishments in the areas of teaching (including a sample of recent course syllabi), professional growth and development, and institutional service and leadership. Materials included in the portfolio should be referenced as evidence and placed in context in the Professional Statement of Goals and Accomplishments.
b. The department chair makes at least one classroom observation during the fall semester.
c. By 1 December: The department chair submits a letter to the VPAA/Dean of the Faculty reviewing the candidate’s performance in teaching, professional growth and development, and institutional service and leadership.
i. The letter is based on at least one classroom observation and includes one of the following ratings:
Recommend renewal of probationary status
Recommend renewal of probationary status with concerns about progress toward tenure
Recommend non-renewal of probationary status
ii. Prior to submitting the letter, the department chair meets with the candidate after sharing an unsigned copy of the letter in order to allow the candidate to identify any factual errors for the department chair to correct.
d. By 1 February: The faculty member, department chair, and VPAA/Dean of the Faculty (or designate) meet to discuss the candidate’s performance.
3. Faculty without Credit toward Tenure from Previous Institutions: Year 4: Formal, Summative Evaluation
a. By 1 September: The candidate submits a slate of four names to the VPAA/Dean of the Faculty of tenured faculty members outside the candidate’s department willing to serve as a second evaluator of the candidate.
i. Eligible faculty who agree to be added to the slate of second evaluators acknowledge that they are able to conduct an evaluation of the candidate free of bias and based on evidence presented in the file.
ii. Tenured faculty outside of the candidate’s department who will be serving on the Faculty Personnel Committee, on leave (sabbatical, medical, family, or other) or teaching off-campus during the semester of the 4th year (or equivalent) classroom visits and/or evaluation file review and letter due date are not eligible to serve and therefore should not be included in the slate. If the slate contains ineligible names, the candidate will submit a list of four eligible candidates within seven calendar days of being contacted by the VPAA/Dean of the Faculty.
b. By 1 October: The VPAA/Dean of the Faculty appoints one of the eligible nominated faculty members to serve as a second evaluator of the candidate.
c. By 1 October: The candidate submits a portfolio containing the following items.
i. Updated curriculum vitae
ii. The Professional Statement of Goals and Accomplishments submitted during the Year 2 Review
iii. Current Professional Statement of Goals and Accomplishments for this Evaluation in the areas of teaching, professional growth and development, and institutional service and leadership. In this statement, candidates should also reflect on the goals and concerns from the Year 2 Review with evidence of progress and development. The purpose of the Professional Statement is to provide a self-reflective, evidence-based statement of the candidate’s accomplishments and goals. The Statement should be representative and selective, not exhaustive. The typical Professional Statement of Goals and Accomplishments is 7-12 pages, single-spaced, with 12-point font. Shorter statements can be equally effective.
iv. Materials reflecting effectiveness and accomplishments in the areas of teaching (including a sample of recent course syllabi, typically from the last six semesters), professional growth and development, and institutional service and leadership. Materials included in the portfolio should be referenced as evidence and placed in context in the Professional Statement of Goals and Accomplishments. Evidence should be provided to address concerns raised in the previous Review.
d. The portfolio may not be modified after the submission deadline.
e. The department chair and second evaluator each make at least two classroom observations during the fall semester.
f. The evaluation file includes the department chair’s letter from Year 2.
g. The department chair meets with students currently enrolled at Central College who have taken or are taking courses from the candidate to discuss the candidate’s teaching effectiveness.
h. The department chair invites all tenured members of the department who are not on leave to discuss the candidate’s performance and progress toward tenure based on the evaluation file. Tenured members of the department have access to
the same information in the candidate’s evaluation file that is available to the department chair and second evaluator.
i. By 1 December: The department chair submits a letter to the VPAA/Dean of the Faculty evaluating the candidate’s performance in teaching, professional growth and development, and institutional service and leadership. The letter includes:
i. Specific reports of classroom observations.
ii. A summary of the discussion with students.
iii. A summary of the discussion with tenured members of the department. This section of the letter is to be approved by the tenured members of the department who participated in the discussion.
iv. One of the following ratings:
Recommend renewal of probationary status
Recommend renewal of probationary status with concerns about progress toward tenure
Recommend non-renewal of probationary status
j. The full letter is shared with tenured members of the department who participated in the discussion. The end of the letter includes a statement to be signed by those individuals acknowledging agreement with the summary of their discussion. Prior to submitting the letter, the department chair meets with the candidate after sharing an unsigned copy of the letter in order to allow the candidate to identify any factual errors for the department chair to correct.
k. By 1 December: The second evaluator submits a letter to the VPAA/Dean of the Faculty evaluating the candidate’s performance in teaching, professional growth and development, and institutional service and leadership. The letter is based on the candidate’s evaluation file and includes specific reports of classroom observations, along with one of the following ratings:
Recommend renewal of probationary status
Recommend renewal of probationary status with concerns about progress toward tenure
Recommend non-renewal of probationary status
l. Prior to submitting the letter, the second evaluator meets with the candidate after sharing an unsigned copy of the letter in order to allow the candidate to identify any factual errors for the second evaluator to correct.
m. The Faculty Personnel Committee conducts an evaluation during the spring semester. The committee discusses the evaluation file as a group. The VPAA/Dean of the Faculty is present to ask and answer questions and to provide an institutional perspective but does not make a recommendation based on performance criteria at this time.
n. The members of the Faculty Personnel Committee vote using secret ballot on a recommendation to the VPAA/Dean of the Faculty, each choosing one of the following ratings:
Recommend renewal of probationary status
Recommend renewal of probationary status with concerns about progress toward tenure
Recommend non-renewal of probationary status
o. The VPAA/Dean of the Faculty does not participate in this vote.
p. The Faculty Personnel Committee submits a written recommendation to the VPAA/Dean of the Faculty supported by the vote and evidence from the candidate’s evaluation file in the areas of teaching, professional growth and development, and institutional service and leadership. A record of the vote is included in this letter.
q. The VPAA/Dean of the Faculty meets with the Faculty Personnel Committee to convey his or her decision whether or not to renew probationary status.
r. The VPAA/Dean of the Faculty meets with the candidate to convey the recommendation from the Personnel Committee and his or her decision whether or not to renew probationary status and to share the VPAA/Dean of the Faculty’s decision letter with the candidate. The candidate has the right to appeal the outcome based on process violation.
4. Faculty without Credit toward Tenure from Previous Institutions: Year 6: Formal, Summative Evaluation for Tenure or Tenure and Promotion to Associate Professor
a. In the following, the recommendation for tenure is automatically also a recommendation for promotion to associate professor for candidates who are at the rank of assistant professor. Some candidates for tenure may have been hired at the rank of associate professor.
b. By 1 May of Year 5: The VPAA/Dean of the Faculty confirms that the second evaluator from the Year 4 evaluation is available to participate in the tenure evaluation. If the second evaluator is not available because of leave (sabbatical, medical, family, or other), off-campus teaching, or retirement during the semester of the 6th year (or equivalent) classroom visits and/or evaluation file review and letter due date, then the VPAA/Dean of the Faculty appoints a different second eligible evaluator from the original slate submitted in Year 4 or in consultation with the candidate.
c. By 1 September: The candidate submits a portfolio containing the following items. The portfolio may not be modified after the submission deadline.
i. Updated curriculum vitae
ii. The Professional Statement of Goals and Accomplishments submitted during the Year 4 Evaluation.
iii. Current Professional Statement of Goals and Accomplishments for this Evaluation in the areas of teaching, professional growth and development, and institutional service and leadership. In this statement, candidates should also respond to the goals and concerns raised in the Year 4 Evaluation with evidence of progress and development. The purpose of the Professional Statement is to provide a self-reflective, evidence-based statement of the candidate’s accomplishments and goals. The Statement should be representative and selective, not exhaustive. The typical Professional Statement of Goals and Accomplishments is 7-12 pages, single-spaced, with 12-point font. Shorter statements can be equally effective.
iv. Materials reflecting effectiveness and accomplishments in the areas of teaching (including a sample of recent course syllabi, typically from the last six semesters), professional growth and development, and institutional service and leadership. Materials included in the portfolio should be referenced as evidence and placed in context in the Professional Statement of Goals and Accomplishments. Evidence should be provided to address concerns raised in the previous Review and/or Evaluation.
d. The department chair and second evaluator each make at least two classroom observations during the fall semester.
e. The evaluation file includes the Year 2 department chair letter, and the Year 4 letters from the department chair, second evaluator, and VPAA/Dean of the Faculty.
f. The department chair meets with students currently enrolled at Central College who have taken or are taking courses from the candidate to discuss the candidate’s teaching effectiveness.
g. The department chair invites all tenured members of the department who are not on leave to discuss the candidate’s performance and tenure recommendation, based on the evaluation file. Tenured members of the department have access to the same information in the candidate’s evaluation file that is available to the department chair and second evaluator.
h. By 1 October: The department chair submits a letter to the VPAA/Dean of the Faculty evaluating the candidate’s performance in teaching, professional growth and development, and institutional service and leadership. The letter includes:
i. Specific reports of classroom observations.
ii. A summary of the discussion with students.
iii. A summary of the discussion with tenured members of the department. This section of the letter is to be approved by the tenured members of the department who participated in the discussion.
iv. An explicit statement either recommending tenure or not recommending tenure. The full letter is shared with tenured members of the department who participated in the discussion. The end of the letter includes a statement to be signed by those individuals acknowledging agreement with the summary of
their discussion. Prior to submitting the letter, the department chair meets with the candidate after sharing an unsigned copy of the letter in order to allow the candidate to identify any factual errors for the department chair to correct.
i. By 1 October: The second evaluator submits a letter to the VPAA/Dean of the Faculty evaluating the candidate’s performance in teaching, professional growth and development, and institutional service and leadership. The letter is based on the candidate’s evaluation file and includes:
i. Specific reports of classroom observations.
ii. An explicit statement either recommending tenure or not recommending tenure. Prior to submitting the letter, the second evaluator meets with the candidate after sharing an unsigned copy of the letter in order to allow the candidate to identify any factual errors for the second evaluator to correct.
j. The Faculty Personnel Committee conducts a tenure evaluation during the fall semester. The committee discusses the evaluation file as a group. The VPAA/Dean of the Faculty is present to ask and answer questions and to provide an institutional perspective but does not make a recommendation based on performance criteria at this time.
k. The members of the Faculty Personnel Committee vote using secret ballot on a recommendation to the VPAA/Dean of the Faculty, each either recommending tenure or not recommending tenure. The VPAA/Dean of the Faculty does not participate in this vote.
l. By 15 January: The Faculty Personnel Committee submits a written recommendation to the VPAA/Dean of the Faculty supported by the vote and evidence from the candidate’s evaluation file in the areas of teaching, professional growth and development, and institutional service and leadership. A record of the vote is included in this letter.
m. The VPAA/Dean of the Faculty presents his or her recommendation to the President, along with the results of the committee vote. The VPAA/Dean of the Faculty meets with the Faculty Personnel Committee to convey whether or not the committee’s recommendation will be supported.
n. The VPAA/Dean of the Faculty meets with the candidate to convey the outcome of the evaluation and the right to appeal.
o. Candidates for tenure are presented to the Board of Trustees at their spring meeting.
5. Faculty with Credit toward Tenure Granted at Time of Initial Appointment
a. Candidates who are granted credit toward tenure at the time of the initial appointment will be reviewed and evaluated on the following schedule:
b. Three Years of Credit
For a candidate granted three years of credit toward tenure, the Year 2 equivalent review will be conducted in the spring semester of the first year of appointment. Immediately, in the following fall semester (during the second year of appointment), the Year 4 equivalent evaluation will be conducted. In the following fall semester (during the third year of appointment), the Year 6 equivalent tenure evaluation will be conducted.
c. Two Years of Credit
For a candidate granted two years of credit toward tenure, the Year 2 review will be conducted in the fall semester of the second year of appointment. In the following fall semester (during the third year of appointment), the Year 4 equivalent evaluation will be conducted. In the following fall semester (during the fourth year of appointment), the Year 6 equivalent tenure evaluation will be conducted.
d. One Year of Credit
For a candidate granted one year of credit toward tenure, the Year 2 review will be conducted in the fall semester of the second year of appointment. In the following fall semester (during the third year of appointment), the Year 4 equivalent evaluation will be conducted. In the fall semester of the fifth year of appointment, the Year 6 equivalent tenure evaluation will be conducted.
6. Extension of the Tenure Probationary Period for Faculty
a. Any faculty member who becomes a parent through birth or adoption, regardless of whether a parental leave is taken, is eligible for an extension of probationary status for each birth or adoption, providing that the faculty member notifies the VPAA/Dean of the Faculty of this intent in the semester of the birth or adoption event. In the event of a summer birth or adoption, the faculty member should notify the VPAA/Dean of the Faculty in the spring. At that time, the probationary period will be officially extended and a letter that explicitly states the new review/evaluation timeline will be provided to the faculty member and department chair with a copy added to the faculty member’s file.
i. One or two independent births or adoption events will add an additional year to the tenure clock/probationary period.
ii. Similarly, three or four independent births or adoption events will add an additional two years to the tenure clock/probationary period.
iii. Twins/triplets or multiple adoptions within a year are each considered “an independent birth or adoption event.”
b. Any faculty member who is on short-term disability leave (for events not related to “a” above) during a probationary period is eligible for an extension of the tenure probationary period for a period of a year. The VPAA/Dean of the Faculty will work with the faculty member to extend the probationary period, unless the faculty member declines such an extension.
c. A standard letter will be placed in the file of a faculty member whose tenure probationary period is extended for reasons described above and included in the
evaluation file. The letter will include a re-statement of this policy and a reminder that the criteria for evaluation and expectations are identical for all faculty members at the conclusion of the tenure probationary period. The letter will not contain confidential medical information.