Significant Dates 2003 2004 JWS by GEYv2dL

VIEWS: 3 PAGES: 16

									                                 MEMORANDUM

To:           Faculty, Deans, Vice Presidents, and President vanderHeyden

From:         Janet Watson Sheeran, Provost/Vice President for Academic Affairs

Date:         August 15, 2003

Subject:      Significant Dates for Pre-Tenure, Tenure, Post-Tenure, Promotion, and
              Sabbatical Reviews During 2003-04


The 2003-04 schedules for acting on contract renewals, tenure, promotion, and sabbatical
applications, as well as for reviewing tenured faculty, is given below. This information is
planned to implement the Faculty Regulations, which require that five types of regular
faculty evaluation review be conducted. Citations to various relevant passages from the
Faculty Regulations are given whenever appropriate.



                       THE FIVE TYPES OF REVIEW

See attached Document #6 for timeline of evaluations for those
counting years of prior service in the faculty probationary period.

1. DEPARTMENTAL PRE-TENURE REVIEWS

First-Year:          Brief Review prior to second year of full-time, tenure-track
                     appointment. (II.A.4 [p. 14, 29-32] and II.D.3 [p. 23, 36-38])
Second-Year:         Recommendation regarding contract renewal for third and fourth years
                     of full-time, tenure-track appointment. (II.A.5 [p. 14, 40-43] and
                     II.D.3 [p. 23, 36-38]) See attached document #1.




                                              1
2. FACULTY COUNCIL PRE-TENURE REVIEWS

Fourth Year:       Recommendation regarding contract renewal for fifth and sixth years
                   of full-time, tenure-track appointment. (II.D.3 [p. 23, 38-39])
Sixth Year:        Application for tenure -- evaluated prior to the end of the sixth year.
                   (II.A.5 [p. 14, 40-51 and p. 15, 0-14] and II.D.4 [p. 24, 6-11] and
                   II.E.2.d [p. 25, 43-47])

3. POST-TENURE REVIEWS
        Every fifth year after the grant of tenure.
               (II.D.5 [p. 24, 13-34])

4. PROMOTIONS
       As per qualified, faculty-initiated applications.
              (II.E.3.a [p. 27, 8-15])

5. SABBATICALS
        As per qualified, faculty-initiated applications.

                                 THE SCHEDULE
NOTIFICATION OF INTENT: IN ORDER TO ORGANIZE THE SCHEDULE
OF FACULTY COUNCIL and to assure that the Faculty Regulations continue to be
implemented fairly, it is important that every potential applicant confirm plans whenever
review by Faculty Council is involved. Hence fourth-year, promotion and tenure
applications to be submitted in 2003-04 must be “announced” by notifying the
Provost/VPAA in writing on or before September 1, 2003.


2004-2005 SABBATICAL APPLICATIONS:
Sabbatical requests for the academic year 2004-2005 (or for any part thereof) must be
submitted to the Provost/Vice President for Academic Affairs no later than September 1,
2003. Full documentation must be included at the time of application. Extensions may be
granted under special circumstances, but the candidate must receive an extension from the
Provost/VPAA must be given in writing prior to September 1, 2003. Decisions are
planned for release in early November. See attached document #5.

All faculty receive a Faculty Council review prior to the tenure review.

FOURTH-YEAR (Pre-Tenure Council Review) APPLICATIONS:
Non-tenured faculty in their fourth year need to submit an application for renewal into
the fifth and sixth years of appointment. All evaluation material must arrive in the
Provost/VPAA’s Office on or before October 1, 2003. These applications must include
complete documentation. Normally, no material may be added after submission except
that a reasonable opportunity will be provided for the candidate to respond in writing to
any late insertion of material into the dossier by persons other than the candidate (II.E.3.c.
[p. 27, 26-51 and p. 28, 0]). No extensions are allowed. Decisions are planned for
release no later than December 15. See attached document #2.
                                              2
PROMOTION APPLICATIONS:
Promotion applications must be submitted to the Provost/Vice President for Academic
Affairs on or before November 1, 2003. Candidates for promotion should meet with the
Dean of the College prior to this deadline to discuss application procedures and process.
These applications must include complete documentation. Normally, no material may be
added after submission except that a reasonable opportunity will be provided for the
candidate to respond in writing to any late insertion of material into the dossier by
persons other than the candidate (II.E.3.c. [p. 27, 26-51 and p. 28, 0]). No extensions are
allowed. Except for promotion applications submitted in conjunction with applications
for tenure, release of decisions is planned to occur in mid-February, 2004.


TENURE APPLICATIONS:
(Candidates applying simultaneously for tenure and promotion observe this same
deadline)
Tenure applications must be submitted to the Provost/Vice President for Academic
Affairs on or before February 1, 2004. Candidates should meet by November 1, 2003,
with the Dean of the College to discuss both internal and external evaluators from whom
letters will be solicited. These applications must include complete documentation.
Normally, no material may be added after submission except that a reasonable
opportunity will be provided for the candidate to respond in writing to any late insertion
of material into the dossier by persons other than the candidate (II.E.2.e. [p. 26, 23-28]).
No extensions are allowed. Decisions are planned for release by mid-May. If the
decision is positive, tenure becomes effective with the seventh contract year (or its
equivalent). If negative, a terminal contract for the seventh year (or its equivalent) will be
issued.


POST-TENURE REVIEWS:
The new Faculty Regulations stipulate that tenured faculty must be evaluated every fifth
year (II.D.5 [p. 24]).

Senior faculty whose last evaluation occurred in the following years will be reviewed in
the late Spring and summer of 2004: 1974, 1979, 1984, 1989, 1994, 1999. Materials
should be submitted to your department chair on or before April 1, 2004.




Attached are “Guidelines” for dossier preparation. They should be used, together with
the new Faculty Regulations, in the preparation of applications.




                                              3
                    SIGNIFICANT DATES 20022003-20043

MATTERS FOR              DEADLINE                 DEADLINE               DECISION
FACULTY                  FOR                      FOR                    ANNOUNCEMENT
COUNCIL                  NOTIFICATION             SUBMISSION             DATE
ACTION                   OF VPAA                  OF ALL
                                                  MATERIALS
Fourth-Year Review*      September 1              October 1              December 15
Sixth-Year Review        September 1              February 1             Mid-May
for Tenure and
Promotion to
Associate Professor*
Promotion to Full        September 1              November 1             Approximately Mid-
Professor                                                                January
Sabbatical Request       September 1              September 1            Early November

* Or, in the case of those candidates bringing in 2 or 3 years of prior service, see document #6,
Schedules of Reviews for Probationary Faculty, attached.

MATTERS FOR  NOTIFICATION                               DEADLINE              COMPLETION/
DEPARTMENTAL DEADLINES                                  FOR                   NOTIFICATION
ACTION                                                  SUBMISSON             DATE
                                                        OF ALL
                                                        MATERIALS
First-Year Evaluation       Notification by Dean of     NA                    March 1  April 1 -
                            department chair or                                        notification
                            program director and of                                    of VPAA of
                            candidate by                                               intent to
                            September 1                                                count prior
                                                                                       years of
                                                                                       service
Second-Year Evaluation      Notification by Dean of     November 1            December 15
                            department chair or
                            program director and of
                            candidate by
                            September 1
Post-Tenure Review          Notification by Dean of     April 1               September 1
                            department chair or
                            program director and of
                            candidate by
                            September 1
                                                                               June, 20022003



                                                 4
                                                                                 DOCUMENT #1

                   GUIDELINES FOR SUBMITTING MATERIAL FOR

                                  SECOND YEAR EVALUATION

       These guidelines are intended to supplement the criteria and information found in the
Faculty Regulations. Please refer to the appropriate section of the Faculty Regulations when
applying for second year evaluation. This is a departmental review conducted by the Chair in
consultation with the Dean(s).

       Faculty members should furnish the following to their Department Chair:

          Introductory letter;

          Current Curriculum Vitae;

          A narrative addressing the three areas of evaluation: teaching, professional
           developmentscholarship and service. The narrative should provide evidence that the
           candidate has examined her/his own teaching, teaching philosophy and professional
           activities that relate to teaching, scholarship, and service to the community. The
           narrative should include a statement of the candidate’s professional goals for the next
           3-5 years and their significance to the College. While being selective in the specific
           material submitted with the application, the candidate must provide sufficient
           information to support any statements about the three categories. The narrative
           should be approximately 5-7 pages in length. The Faculty Regulations should be
           consulted in writing the narrative (II. D. 1-3 & II. A. 9), supplemented by
           departmental guidelines on scholarship.

          Evidence of Teaching Performance Should include:
           (a) All peer and student evaluations including written comments
                   Examples of other evidence that may be included:
                      List of courses taught since the last formal review
                      Course descriptions and syllabi
                      Examinations or sample student papers
                      Alumni evaluations
                      Courses developed or other curricular contributions

           (b) Discussion of advising philosophy and contact. Candidates should explain the
               representativeness of the material submitted.

          Evidence of Professional Growth Scholarship
                 Examples:
                     Publications
                     Programs organized or presided over
                     Grants obtained, grants submitted
                     Conference attendance and participation

                                                5
Candidates should explain the character of these publications, programs, or conferences
in order to make their importance clear to someone outside the field. A copy of the
current departmental guidelines on scholarship should be included.

   Evidence of Service
       Engagement in the life of the College                                               Formatted: Indent: Left: 0.75", No bullets or
                                                                                           numbering
       Examples:
           Committee service
           Active participation in departmental meetings and Faculty Assembly
           Involvement with student life or ad hoc programs
           Attendance at events, particularly involving students
           Other service to College
       Professional service                                                                Formatted: Indent: Left: 0.75", No bullets or
                                                                                           numbering
              Examples:
           Psychological counseling                                                        Formatted: Indent: Left: 0.75", First line:
                                                                                           0.25", No bullets or numbering
           Speaking before a church or civic group
           Business consulting
           Advising or conducting polls for political candidates
           Writing a computer program for an organization
           Textbook reviews
                      Community service                                                    Formatted: Indent: Left: 0.5"


Explanatory letters from chairs and peers about significant service are helpful.

   Evaluations
    From Department Chair or Program Director
    From tenured members of the Department
    From other faculty and staff with whom the candidate has worked or collaborated

   Candidates should be aware that the College is required to consider “institutional
    need” for their position during the second year evaluation. This issue should be
    discussed with your Department Chair and Dean, and addressed in your narrative and
    in the Chair’s letter (II.E.2.c).

For additional information, please refer to the Faculty Regulations (II.A.5; II.D.1-3).




                                                            June, 20022003 - Document #1



                                         6
                                                                                 DOCUMENT #2

                   GUIDELINES FOR SUBMITTING MATERIAL FOR

                                 FOURTH YEAR EVALUATION

       These guidelines are intended to supplement the criteria and information found in the
Faculty Regulations. Please refer to the appropriate section of the Faculty Regulations when
applying for fourth year evaluation. Faculty members applying for review should focus on
evaluation material since their last formal review.

      The following information should be provided to the Office of the Vice President for
Academic Affairs:

          Introductory letter

          Current Curriculum Vitae

          A narrative addressing the three areas of evaluation: teaching, professional
           developmentscholarship, and service. The narrative should provide evidence that the
           candidate has examined her/his own teaching, teaching philosophy, and professional
           activities that relate to teaching, scholarship, and service to the community. The
           narrative should include a statement of the candidate’s professional goals for the next
           3-5 years and their significance to the College. While being selective in the specific
           material submitted with the application, the candidate must provide sufficient
           information to support any statements about the three categories. The narrative
           should be approximately 10 pages in length. The Faculty Regulations should be
           consulted in writing the narrative (II. D. 1-3 & II. A. 9), supplemented by
           departmental guidelines on scholarship.

          Evidence of Teaching Performance Should Include:
           (a) All peer and student evaluations including written comments
                  Examples of other evidence that may be included:
                      List of courses taught since the last formal review
                      Course descriptions and syllabi
                      Examinations or sample student papers
                      Alumni evaluations
                      Courses developed or other curricular contributions.

           (b) Discussion of advising philosophy and contact. Candidates should explain the
               representativeness of the material submitted.

          Evidence of Professional GrowthScholarship
                 Examples:
                     Publications
                     Programs organized or presided over
                     Grants obtained, grants submitted
                     Conference attendance and participation
                                                7
       Candidates should explain the character of these publications, programs, or conferences
       in order to make their importance clear to someone outside the field.
       A copy of the current departmental guidelines on scholarship should be included.

          Evidence of Service
           Engagement in the life of the College
              Examples:
                  Committee service
                  Active participation in departmental meetings and Faculty Assembly
                  Involvement with student life or ad hoc programs
                  Attendance at events, particularly involving students
                  Other service to College
          Professional service                                                                     Formatted: Bullets and Numbering
              Examples:
                  Psychological counseling
                  Speaking before a church or civic group
                  Business consulting
                  Advising or conducting polls for political candidates
                  Writing a computer program for an organization
                  Textbook reviews
          Community service                                                                        Formatted: Bullets and Numbering


        Evidence of Service                                                                         Formatted: Bullets and Numbering
             Examples:
                      Committee service;
                      Other service to College ;
                      Community service.
       Explanatory letters from chairs and peers about significant service are helpful.

          Evaluations
           From Department Chair or Program Director
           From tenured members of the Department
           From other faculty and staff with whom the candidate has worked or collaborated

Candidates accepting credit for years of prior service at another institution of higher education
must include available evidence of teaching performance, professional growth, and service from
their previous institution(s).

        Candidates should be aware that the College is required to determine “institutional need”
for their position during the fourth year evaluation. This issue should be discussed with your
Department Chair and Dean, and addressed in your narrative and in the Chair’s letter (II.E.2.c).

        Application assumes permission for the Faculty Council to review a faculty member’s file
(II.C.2).

       For additional information, please refer to the Faculty Regulations (II.A.3-6; II.D.1-3).

                                                8
    June, 20022003 – Document #2




9
                                                                                DOCUMENT #3

                   GUIDELINES FOR SUBMITTING MATERIAL FOR

                             TENURE AND/OR PROMOTION

       These guidelines are intended to supplement the criteria and information found in the
Faculty Regulations. Please refer to the appropriate section of the Faculty Regulations when
applying for tenure and/or promotion. Faculty members applying for tenure or promotion
should focus on evaluation material since their last formal review.

      The following information should be provided to the Office of the Vice President for
Academic Affairs.

          Letter of application
          Current Curriculum Vitae
          A narrative addressing the three areas of evaluation: teaching, professional
           developmentscholarship, and service is an important part of a candidate’s material.
           Due to the long-term nature of tenure, the candidate must demonstrate “exceptional
           value to the institution” (II.E.2.b). The narrative should address this question and
           should provide evidence that the candidate has examined her/his own teaching,
           teaching philosophy, and professional activities that relate to teaching, scholarship,
           and service. The narrative is an opportunity to articulate a substantive, introspective
           summary of what the candidate has learned about the essence of education and her/his
           role in a college such as Saint Michael’s. Some candidates probe the role of their
           courses as it relates to student learning, and others identify with schools of
           educational philosophy and cite areas of agreement or disagreement. The possibilities
           are endless. The narrative should also include a statement of the candidate’s goals for
           the next 3-5 years and their significance to the College. While being selective in the
           specific material submitted with the application, the candidate must provide sufficient
           information to support any statements about the three categories. The narrative
           should be approximately 10-15 pages in length. The Faculty Regulations should be
           consulted in writing the narrative (II. D. 1-3 & II. A. 9), supplemented by
           departmental guidelines on scholarship.

          Evidence of Teaching Performance Should Include:
              (a) All peer and student evaluations from the date of hire for tenure applicants
              and since the last formal review for promotions not related to tenure applications.
                  Examples of other evidence that may be included:
                     List of courses taught since the last formal review
                     Course descriptions and syllabi
                     Examinations or sample student papers
                     Alumni evaluations
                     Courses developed or other curricular contributions

              (b) Discussion of advising philosophy and contact. Candidates should explain the
                  representativeness of the material submitted.

                                               10
          Evidence of Professional GrowthScholarship
              Examples:
                 Publications
                 Programs organized or presided over
                 Grants obtained, grants submitted
                 Conference attendance and participation

Candidates should explain the character of these publications, programs, or conferences in order
to make their importance clear to someone outside the field. A copy of the current departmental
guidelines on scholarship should be included.

          Evidence of Service                                                                       Formatted: Bullets and Numbering
           Engagement in the life of the College
              Examples:
                  Committee service
                  Active participation in departmental meetings and Faculty Assembly
                  Involvement with student life or ad hoc programs
                  Attendance at events, particularly involving students
                  Other service to College;
           Professional service
              Examples:
                  Psychological counseling
                  Speaking before a church or civic group
                  Business consulting
                  Advising or conducting polls for political candidates
                  Writing a computer program for an organization
                  Textbook reviews
           Community service.

       Explanatory letters from chairs and peers about significant service are helpful.
        Evidence of Service                                                                         Formatted: Bullets and Numbering
             Examples:
                      Committee service;
                      Mentorships;
                      Other service to College
                      Community service.                                                             Formatted: Indent: Left: 0", First line: 0"


          Evaluations:
           From Department Chair or Program Director
           From Department members of higher rank
           From other faculty and staff with whom the candidate has worked or collaborated

           Candidates accepting credit for years of prior service at another institution of higher
           education must include available evidence of teaching performance, professional growth,
           and service from their previous institutions(s).



                                                11
           Evaluations from the Chair or Program Director and from Department members of
           higher rank will be solicited by the Dean of the College. To assure that there are at least
           six internal evaluations, the Dean shall secure written evaluations from additional faculty
           in cognate fields selected by the Faculty Council from among a group suggested by the
           applicant and the Dean. Evaluations from other faculty and staff must be solicited by the
           candidate.

          Letters from two off-campus references. The Dean of the College shall request off-
           campus letters of reference from among a group suggested by the applicant and the
           Dean.

       The relevant sections in the Faculty Regulations for:

           Promotion: II.A.3-8; II.D.1-2; II.E.3.
           Tenure:    II.A.5; II.D.1-4; II.E.1-2.

        Application assumes permission for the Faculty Council to review a faculty member’s file
(II.C.2).

                                                                     June, 20022003 – Document #3




                                                12
                                                                                  DOCUMENT #4
                   GUIDELINES FOR SUBMITTING MATERIAL FOR
                          POST-TENURE EVALUATION
       These guidelines are intended to supplement the criteria and information found in the
Faculty Regulations. Please refer to the appropriate section of the Faculty Regulations when
preparing for this review. Faculty members should focus on evaluation material since their last
formal review. This review is conducted by the Department Chair, Dean of the College, and
another senior faculty member (chosen after consultation between the faculty member under
review and the Dean).
       The following information should be provided to your Department Chair:

          Current Curriculum Vitae
          A narrative that discusses accomplishments in teaching, scholarship and service
           during the last 5 years. The narrative should include a statement of the faculty
           member’s professional goals for the near future in light of her/his career stage. Are
           there clear goals that can be set and resources specified to meet these goals? This
           narrative should be approximately 5 pages in length. The Faculty Regulations should
           be consulted in writing the narrative (II. D. 1-3 & II. A. 9), supplemented by
           departmental guidelines on scholarship

          Evidence of Teaching Performance Should Include:
           (a) Peer and student evaluations since the last formal review.
                  Examples of other evidence that may be included:
                      List of courses taught since the last formal review
                      Course descriptions and syllabi
                      Examinations or sample student papers
                      Alumni evaluations
                      Courses developed or other curricular contributions

           (b) Discussion of advising philosophy and contact. Candidates should explain the
               representativeness of the material submitted.
          Evidence of Professional GrowthScholarship:
                 Examples:
                     Publications
                     Programs organized or presided over
                     Grants obtained, grants submitted
                     Conference attendance and participation

           A copy of the current departmental guidelines on scholarship should be included.
          Evidence of Service                                                                     Formatted: Bullets and Numbering
           Engagement in the life of the College
                 Examples:
                     Committee service
                     Active participation in departmental meetings and Faculty Assembly
                     Involvement with student life or ad hoc programs
                     Attendance at events, particularly involving students
                                              13
               Other service to College
   Professional service                                                                      Formatted: Bullets and Numbering
           Examples:
               Psychological counseling
               Speaking before a church or civic group
               Business consulting
           Advising or conducting polls for political candidates
           Writing a computer program for an organization
           Textbook reviews
   Community service.                                                                        Formatted: Bullets and Numbering


Explanatory letters from chairs and peers about significant service are helpful.
For additional information, please refer to the Faculty Regulations (II.D.1,2,5).

                                                               June, 20022003 – Document #4




                                         14
                                                                                 DOCUMENT #5
                   GUIDELINES FOR SUBMITTING MATERIAL FOR
                                SABBATICAL APPLICATION

       These guidelines are intended to supplement the criteria and information found in the
Faculty Regulations. Please refer to the appropriate section of the Faculty Regulations when
applying for a sabbatical. When providing information to the Faculty Council, a faculty
member should focus on evaluation material since her/his last formal review. The following
information should be provided to the Office of the Vice President for Academic Affairs.
          Letter of application

          Current Curriculum Vitae

          I. Proposal
              1)    Statement of purpose and goals of the sabbatical
              2)    Description of the project(s), methodology, and any other related academic
                    activities (such as teaching.)
              3)    Historical context on the project (pertinent references, etc.)
              4)    Contribution to the discipline
              5)    Summary written in non-technical language
           II. Resources Required
               1)    Library, computer, books in translation, archival/original
                     documents, etc.
               2)    Support facilities, such as computer time, inter-library loan, copiers,
                     laboratory space, special instrumentation, secretarial services, etc.
               3)    Source and amount of additional funding

           III. Projections
                1)      Benefit to your professional development, your department, and the students
                2)      Timetable

          Letter of support by the Department Chair, including a brief evaluation of the
           proposal as well as a statement regarding how the applicant’s courses will be
           covered during the sabbatical and the cost for covering courses. In the case of an
           application by a Department Chair, a brief evaluation of the proposal by another
           senior department member must be submitted.

       An application for a sabbatical leave should be consistent in quality with an external grant
       application.

       Announcements of sabbatical leaves will be made in November.

        A post-sabbatical report must be submitted to the Office of the VPAA by September 1
of the following year. For additional information please refer to the Faculty Regulations (II.H.2).

                                                                  June, 20022003 – Document #5
                                                15
                                                                                  DOCUMENT #6



             SCHEDULES OF REVIEWS FOR PROBATIONARY FACULTY


        Listed below are several schedules of review for probationary faculty. These differ with
respect of credit for years of prior service at another institution of higher education. A
specification of prior credit is included in the initial letter of appointment. New faculty have the
option to waive this credit so long as this is communicated in writing to the Dean prior to April 1
of the first year of full-time service [See Faculty Regulations II.A.5.]


NO PRIOR SERVICE

       Year 2 – Departmental Review
       Year 4 – Council Review
       Year 6 – Council Review (tenure)


ONE YEAR OF PRIOR SERVICE

       Year 2 – Departmental Review
       Year 3 – Council Review
       Year 5 – Council Review (tenure)


TWO YEARS OF PRIOR SERVICE

       Year 2 – Council Review
       Year 4 – Council Review (tenure)


THREE YEARS OF PRIOR SERVICE

       Year 2 – Council Review
       Year 3 – Council Review (tenure)




                                                                June, 20022003 - Document #6


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