Please Discard All Previous Copies and Editions

Tenure Workbook

The Tenure Review Oversight Committee at Bates Technical College approved this edition of the Tenure Workbook on September 16, 2009.

Please discard all previous copies and editions.

Because updates are made periodically, the official and most current edition of the Tenure Workbook can be found online at http://www.bates.ctc.edu/page.asp?view=12170.

It is strongly recommended that you go online to ensure that you are using the most current edition.

For more information about the contents of this publication,

please contact:

Sheila White

Human Resources

Bates Technical College

mailto:

253.680.7176

Page(s) / Revision Date
6,10,14,23,24,42,43,47,48 / 10/30/09
51,52 / 12/17/09
3, 22 / 2/3/10
4,7,14,46, 52,53,54,55 / 3/31/10
49, 50 / 5/31/10
2, 18, 50 / 10/11/10
46 / 10/20/10
Front cover logo / 02/08/12
2,16, 36,37, 38 / 02/08/12
2, 47-55 / 03/13/2012
24 / 10/01/12

Bates Technical College is a publically funded, accredited college that complies with all federal rules and regulations in providing equal access and opportunities in both the learning and employment environments. Bates subscribes to a harassment-free workplace and is an equal opportunity college.

Revision Index

Table of Contents

A Message to Tenure Review Committee Members ……………………………………………………………….. / 3
A Message to Tenure-Track Probationers………………………………………………………………………………… / 4
Tenure Review Committee Structure………………………………………………………………………………………. / 5
Tenure Review Committee Objectives…………………………………………………………………………………….. / 6
Tenure Review Committee Responsibilities…………………………………………………………………………….. / 7
Initial Meeting of the Tenure Review Committee……………………………………………………………………. / 9
First Meeting with the Probationer and Tenure Review Committee……………………………………….. / 11
Quarterly Worksite Observations…………………………………………………………………………………………….. / 12
Developing a Professional Improvement Plan………………………………………………………………………….. / 13
Student Input Forms………………………………………………………………………………………………………………… / 15
Year-End Meeting with Probationer and Written Recommendation……………………………………….. / 16
The Tenure Review Oversight Committee (TROC)……………………………………………………………………. / 17
Meetings with the Probationer and the Board of Trustees………………………………………………………. / 18
The Tenure Portfolio………………………………………………………………………………………………………………… / 20
Tenure Portfolio Content and Organization……………………………………………………………………………… / 22
Forms Directory
Tenure Review Committee Activity Planning Guide…………………………………………………………………. / 24
Confidentiality Agreement………………………………………………………………………………………………………. / 26
Conflict of Interest and Conflict of Roles Disclaimer…………………………………………………………………. / 27
Get Acquainted Meeting……………………………………………………………………………………………….…………. / 28
Probationer Self Introduction Checklist……………………………………………………………………………………. / 29
Tenure Portfolio Content and Organization Checklist……………………………………….……………………… / 30
Worksite Observation Scheduling……………………………………………………………………………………………. / 32
Quarterly Worksite Observation for Career Training/ ABE/GED/ESL/General Education…….…... / 33
Quarterly Worksite Observation for Assessment Center/Career Specialist/Librarian/Outreach Coordinator………………………………………………………….………………… / 36
Quarterly Worksite Observation for BMTC and H&FL Faculty…………………………………………………. / 39
Quarterly Meeting Record…………………………………………………………………………………..………………….. / 41
Tenure Track Summary and Recommendations…………………………………………….………………………… / 43
Tenure Review Oversight Committee (TROC) Contact and Information…………………………………… / 46
First/Second Year Recommendation Letter to the President…………………………………………………… / 47
First/Second Year Recommendation Letter to the Board of Trustees………………….…………………… / 48
Third Year Recommendation Letter to the President………………………………………………………………. / 49
Third Year Recommendation Letter to the Board of Trustees………………………………………………….. / 50
Consideration for Early Tenure Review……………………………………………….……………….………………….. / 51
Consideration of Extension of Tenure Review………………………………………………………….……………… / 53
Professional Improvement Plan……………………………………………………………………………….………………. / 55

A Message to Tenure Review Committee Members

Welcome and thank you in advance for your time and active participation in the tenure review process at Bates Technical College.

The tenure review process may be viewed as a continuation of the recruitment and selection process, culminating in a recommendation to the College President and the Board of Trustees. The Board of Trustees has sole authority to confer tenure-status upon probationary faculty. Your involvement helps to assure the continuation of a vibrant and professional faculty at Bates Technical College serving in both instructional and non-instructional work assignments.

The tenure review process described in this Tenure Workbook has been jointly developed by faculty and administration, and is continually reviewed and approved by the Tenure Review Oversight Committee (TROC). This Workbook provides a framework guiding the activities of the Tenure Review Committee and the Probationer. The members of the TROC are available as consultants on matters that may arise during the tenure review process.

Tenure committee members may bring differing points of view to the tenure review process. A committee’s most important responsibility is that of making the appropriate recommendations regarding the granting of tenure. It is important to remember the tenure review process is considered confidential in nature, similar to a screening or hiring committee’s deliberations. The contributions you will make as a participant on a tenure review committee will provide long-term benefits to the faculty, students, and the greater College community.

On behalf of the Faculty, the Administration, and the members of the Tenure Review Oversight Committee at Bates Technical College, thank you for your time and efforts serving as a Tenure Review Committee member!

A Message to Tenure-Track Probationers

Welcome and congratulations on your tenure-track appointment. On behalf of the Faculty, the Administration, and the members of the Tenure Review Oversight Committee (TROC) at Bates Technical College, we wish you all the best on your faculty assignment and on your tenure review. We look forward as well to the experience and enthusiasm you bring to your new faculty position.

The tenure review process described in the Tenure Workbook has been jointly developed by faculty and administration and is continually reviewed and approved by the Tenure Review Oversight Committee (TROC). The Tenure Workbook provides a framework guiding the activities of the Tenure Probationer and their Tenure Review Committee and is intended to provide you with guidelines to which you can refer as you go through the probationary process. We recommend that you become familiar with this workbook, as it is designed to answer many of the questions commonly encountered during the tenure process.

It is important to know that as a Tenure Probationer it is your responsibility to be an active participant in your tenure process and to follow the recommendations of your Tenure Review Committee. It is also the responsibility of the Tenure Probationer to assure that their Tenure Portfolio is completed and submitted in a timely manner. The Tenure Workbook will provide you with helpful information regarding the compilation of your Tenure Portfolio.

In addition to providing the Tenure Probationer support and guidance throughout the tenure review process the Tenure Review Committee is responsible for making formal recommendations throughout the tenure review process as well as making a final recommendation regarding the granting of tenure.

The responsibilities related to tenure at Bates Technical College are governed by The Revised Code of Washington (RCW). Should you wish to review these RCWs, they may be accessed via http://apps.leg.wa.gov/RCW/default.aspx?cite=28B.50.850 .

Again, we welcome you to Bates Technical College and hope your active involvement in your tenure review process proves to be both helpful and positive!

Tenure Review Committee Structure

Each Tenure Review Committee consists of five members, which shall include:

·  An Administrator, appointed by the College President/designee;

·  (3) tenured faculty representatives appointed by the faculty union;

·  A student representative appointed by the Associated Student Government (ASG).

The term of membership is (9) consecutive quarters (not including summer quarter) but could expire sooner should the Probationer be dismissed or non-renewed, resign, or be granted tenure prior to the completion of the (9) quarters.

In the event a vacancy occurs on the committee, with the vacancy projected to last more than one quarter, the appointing body shall fill the vacancy as soon as reasonably possible.

Each member of the Tenure Review Committee is a full-voting member.

This Workbook is intended to provide committee members with guidelines to which they can refer as the committee goes through the probationary process. We recommend that you become familiar with this Workbook, as it is designed to answer many of the questions commonly encountered during the tenure process.

Providing statutory requirements and provisions of the Collective Bargaining Agreement (CBA) regarding time-lines, activities, and recommendations are met, the committee may tailor the process to best fit the needs of the probationer’s work assignment.

Tenure Review Committee Objectives

The primary objectives of the committee shall be:

·  To Review the Probationer’s effectiveness in his/her work assignment;

·  To Provide Guidance to the Probationer throughout the tenure review process;

·  To Make Formal Recommendations throughout the tenure review process to the College President and the Board of Trustees regarding the Probationer’s continuation in the tenure process;

·  To Make a Final Recommendation at the end of the tenure review period to the College President and the Board of Trustees regarding the granting of tenure;

·  To Assure the Tenure Review process is followed.

Tenure Review Committee Responsibilities

It is the responsibility of the Probationer’s immediate supervisor to call the initial meeting. At the initial meeting the Probationer is not in attendance. At the initial meeting the faculty Chairperson is identified and the tenure review process guidelines and timelines are reviewed.

Responsibilities of the Administrator Serving on a Committee:

·  Call the initial committee meeting as soon as possible after the committee has been appointed. The Probationer is not in attendance at the initial meeting;

·  Monitor the tenure review process and assure compliance with timelines;

·  Assist the Chairperson to assure that quarterly worksite observations are conducted and documented;

·  Attend and actively participate in the tenure review process;

·  Assure a Departmental Administrative Assistant is available to provide note-taking and maintenance of committee meeting records.

Responsibilities of the Committee Chairperson:

·  Schedule and facilitate tenure review committee meetings;

·  Ensure a timely and on-going tenure review process is occurring;

·  Participate fully in the tenure review process;

·  Determine if a quorum is present at meetings in accordance with the CBA and the Tenure Workbook;

·  Ensure worksite observations and evaluations are conducted at least quarterly;

·  Ensure committee meetings are conducted at least quarterly;

·  Ensure at least one assessment using the Student Input Form is conducted annually;

·  Ensure the committee’s findings, actions and recommendations are appropriately documented in a timely manner;

·  Ensure assessments of the Probationer’s performance are provided to the President and the Board of Trustees in the form of Summary Recommendations in January of each year;

·  In the event the Summary Recommendation is not unanimous, the Chairperson shall report the number of dissenting votes and attach documentation from the dissenting member(s) outlining the reason(s) for their disagreement with the majority recommendation;

·  Ensure the request for photocopying and compiling of the Probationer’s portfolio is completed in a timely manner and that all copies of the portfolio are safely delivered to all identified parties, on or before January 10th of the Probationer’s third year of tenure review;

·  If unable to continue to serve as an active member for one quarter or more, the committee Chairperson shall be responsible for requesting his/her replacement in a timely manner.

Responsibilities of the Faculty Committee Members:

·  Attend and actively participate in committee meetings;

·  Participate fully in the tenure review process;

·  Conduct and document quarterly worksite performance reviews;

·  Assist the Chairperson, as needed, to ensure performance assessments/worksite observations are conducted each quarter;

·  Assist the Chairperson, as needed, to ensure committee meetings are conducted with the Probationer each quarter. (Any member of the committee is empowered to call other members together to assure that meetings are scheduled and timelines are met);

·  Advise, guide, and assist the Probationer as professionally appropriate;

·  If unable to continue to serve as an active member for one quarter or more, the faculty member shall be responsible for contacting the committee Chairperson in a timely manner to request his/her replacement.

Responsibilities of the Student Committee Member:

·  Attend and actively participate in committee meetings;

·  Participate fully in the tenure review process and worksite observations;

·  Provide student perspective to the tenure review;

·  Participate in and document at least two quarterly worksite performance reviews annually;

·  If unable to continue to serve as an active member for one quarter or more, the student representative shall be responsible of contacting the committee Chairperson in a timely manner to request his/her replacement.

Responsibilities of the Probationer:

·  Be an active participant in your tenure process;

·  Attend all meetings requested by members of your Tenure Review Committee, the Board of Trustees, and the Tenure Review Oversight Committee;

·  Demonstrate promptness, preparedness, and professional dress and demeanor, especially when meeting before the Board of Trustees;

·  Respond in a timely manner to all requests for documents and activities from your Tenure Review Committee;

·  Assist the Chairperson to ensure that quarterly performance assessments and committee meetings are conducted;

·  Hold a valid, three-year, Initial Professional-Technical Education Certificate

·  Work with your Tenure Review Committee to develop and complete a Professional Development Plan (PDP) specific to your work assignment and responsibilities;

·  Be eligible for a five-year Standard Professional-Technical Education Certificate before the end of the probationary period. A copy of your five-year Standard Certificate must be included in your tenure portfolio. Contact Human Resources to apply for the five-year Standard Professional-Technical Education Certificate;

·  Assemble materials for the portfolio including Tenure Review Committee documentation and other materials relevant to the tenure decision. Maintain a file of pertinent documents and information, which will be presented to the Board of Trustees;

·  The Probationer must deliver the Portfolio to the Tenure Review Committee Chairperson on or before the date set by the Committee.

Initial Meeting of the Tenure Review Committee

The Tenure Review Committee should plan to meet as a group within the first month after appointment. The Probationer’s direct supervisor shall be responsible for scheduling the initial meeting.

The initial meeting should not include the Probationer.

The purpose of the initial meeting is to determine how the committee will operate and to prepare for the first meeting with the Probationer.

It is recommended that the following activities occur during the first meeting of the committee: