The Department Of

Governance Document

The Department of

Educational Studies

IV.FACULTY REVIEW

C.Reappointment/Non-Reappointment Guidelines and Timelines

The reappointment process and agreement is essentially a 1-year contract that the university completes to endorse faculty employment for the upcoming year. During the pre-tenure or “probationary” years, they will be asked to submit an annual report of accomplishments in the areas of teaching, research/scholarship/creative endeavor, and service and a current vita. The reappointment materials are officially reviewed by the Department Chair and the Dean and recommendations are made to the office of the VCAA to reappoint or renew the 1-year contract or to dissolve the contract. When faculty first arrive on campus, they perceive the reappointment process as occurring very quickly so they should be diligent to remain organized and productive from Day 1. Plenty of guidance is available from existing faculty and administrative sources to assist faculty in understanding what is required so that they move toward tenure and promotion in a productive and systematic process.

Because the initial reappointments occur very quickly (the first in November of the first year and the second in August or September beginning the second year), faculty are encouraged from the first day to organize information in the three categories of teaching, research/scholarship/creative endeavor, and service. Given that the first reappointment occurs within the first 3-4 months of the first teaching year, course teaching evaluations for the first semester will not yet be available. However, faculty can include copies of syllabi, a current vitae, and a list of any creative/scholarship/creative endeavor projects, grants, or presentations that they are currently pursuing or plan to pursue in the near future, and early service activities. After the first two reappointments, remaining reappointments fall within the same time frame as the annual reviews so the same documents can be used for both.

The key to annual reappointment is one’s individual ability to organize the materials and to show productivity and progress toward tenure in the three central areas of teaching, research/scholarship/creative endeavor, and service. See the specific guidelines for Reappointment Review on the VCAA webpage under Memorandum No. 04-3 or Appendix C.

Candidates for tenure track reappointments are expected to provide the following documentation to the Department Chair and the Dean of the School of Education, according to the schedule provided by the Department Chair:

1.A current curriculum vita,

2.All current and previous annual reviews (peer reviews, Chair, Dean, and VCAA’s), with supporting evidence for the most recent year in the areas of teaching, research/scholarship/creative endeavor, and service,

3.All previous reappointment recommendations from all levels,

4.All raw and summary student evaluation forms for the most recent year, and

5.Any additional documents which provide evidence that the candidate is meeting criteria for teaching, research/scholarship/creative endeavor, and service by the candidate.

These materials should be categorized and organized based upon the Department of Educational Studies and the IPFW campus Promotion and Tenure Documents.

For reappointment each year, the Chair of Educational Studies completes a written evaluation of each non-tenured faculty member after reviewing their materials in regard to teaching, research/scholarship/creative endeavors, and service. This evaluation should be perceived by the faculty member as being a valuable resource in assisting them to address problems or achieve goals that both they and the administration consider to be important. The chair should meet with the faculty member to discuss the evaluation which will then be forwarded to the dean. The dean writes an independent evaluation after reviewing the chair’s evaluation along with the faculty member’s reappointment materials. The dean’s evaluation serves both a formative and summative purpose. The dean’s evaluation provides suggestions for improving or enhancing faculty performance to aid the faculty member in developing strengths or overcoming weaknesses.

After meeting with the faculty member to discuss his/her evaluation, the dean forwards the dean’s and chair’s reappointment evaluations, based on the faculty member’s materials, to the Vice Chancellor for Academic Affairs.

Copies of evaluations and other related personnel action forms are forwarded to allfaculty members each year and originals are placed in the confidential personnel file of the faculty member. This confidential file is maintained in the School of Education office.

Timeline for Reappointment

Specific dates will be announced each year depending on the calendar and university requirements. Note that for the first two reappointments, the reappointment and Annual Review for merit occur at two separate times. From the third reappointment through promotion and tenure, reappointment and merit review occur at the same point with the same document. Unsatisfactory performance or progress is grounds for non-reappointment at any point, beginning in year one. Faculty should refer to OAA Memorandum No. 04-3 in the Appendix for specific guidelines.

D.Schedule of Review for Reappointment/Non-Reappointment for Tenure Track Faculty

1.Year 1 faculty reappointment materials are due to the chair November 1st of the first semester (note: the Annual Review for merit is separate and is due in February). A positive reappointment decision serves to insure employment for year 2 with faculty notification in February. A non-reappointment decision serves as a 3- months notice.

2.Year 2 faculty reappointment materials are due to the chair by September 15th of the second year (note: the Annual Review for merit is separate and is due in February). A positive reappointment decision serves to insure employment for year 3 with faculty notification in November. A non-reappointment decision serves as a 6-months notice.

Year 2 faculty reappointment materials are again due to the chair during the second year of employment the second Friday in February in the form of the Annual Review (note: this is three months after the second-year reappointment). A positive reappointment serves to insure employment for year 4 with faculty notification in May. A non-reappointment decision serves as a 1- year notice.

3.Year 3 faculty reappointment materials are due to the chair by the second Friday in February and also serves to form the Annual Review. This annual review follows a special format and serves as a comprehensive 3rd –year review. A comprehensive department-based third year review prepared according to the Promotion and Tenure dossier format outlined in OAA 99-1 is required in year 3 (See third-year review guidelines). A positive reappointment serves to insure employment for year 5 with faculty notification in May. A non-reappointment decision serves as a 1-year notice.

4.Year 4 faculty reappointment materials are due to the chair by the second Friday in February and also serves to inform the Annual Review. A positive reappointment serves to insure employment for year 6 with faculty notification in May. A non-reappointment serves as a 1-year notice.

5.Year 5 faculty reappointment materials are due to the chair by the second Friday in February and also serves to inform the Annual Review. A positive reappointment serves to insure employment for year 7 with faculty notification in May. A non-reappointment serves as a 1-year notice.

1. Year 6 faculty promotion and tenure dossier is due to the department in early fall. Positive tenure decisions are announced in the spring. If tenure is denied, the end of the probationary period is the day before the start of the fall contract date.

1. Annual Faculty Review (tenure-track faculty)

1.Each year, tenure-track faculty evaluate themselves in regard to teaching, research and creative endeavor, and service activities. It is suggested that faculty members organize their materials according to the format of the campus promotion and tenure document (OAA Memorandum 93-1). Particularly during the tenure-track years, it is suggested that faculty members use multiple means of documentation such as those listed in the OAA Memorandum 93-1, Senate Document SD 94-3, and the School of Education and Department of Educational Studies Guidelines to gather information to assess performance relative to their own needs, goals, and objectives. The annual faculty report should reflect accomplishments from the previous calendar year and should be completed and submitted to the department chair by the second Friday in February.

1. Annually, each tenure-track faculty member has the option of selecting a peer review committee (to include at least one tenured faculty member from the School of Education), to provide feedback for the previous year’s activities in the areas of teaching. research and creative endeavor, and service. The faculty member has the option of retaining the peer feedback results or including this in the annual report which is sent to the Department Chair and the Dean. Although the peer review committee is optional with the exception of year 3, in practice, the peer review feedback is recommended as one of the several sources of information in a comprehensive faculty evaluation. The peer review committee should be selected by the faculty member to be reviewed no later than the second week in January. The annual report materials should be submitted to the peer review committee by the end of January. The annual report and peer review are due to the chair by the second Friday in February.

F.Annual Peer Review Committees for Tenure-Track Faculty

1.Membership

a.The faculty member to be reviewed will choose tenured or tenure track faculty members to serve on their committee. At least one member of the committee must be tenured within the Department of Educational Studies. A tenured member must chair the committee.

b.The committee should be established by the second week of January.

2.The faculty member to be reviewed has the option to select the chair of their committee.

3.Responsibilities of the peer-review committee.

a.The peer review committee should review the annual report documents provided by the tenure track faculty member under review..

b.The written feedback of the committee should summarize teaching, research and creative endeavor, and service for the calendar year and when possible, should provide evaluative comments on progress toward promotion and tenure.

c.The written summative portion is to be submitted by the committee chair to the other committee members for approval and signature, then presented to the faculty member being reviewed. The reviewed faculty member may then choose to submit the peer review with Annual Report to the chair of the department.

d.An informative verbal review will be presented informally by the chair of the committee to the reviewed faculty member.

G.Each year the Chair of the Department of Educational Studies completes a written evaluation of each tenure-track faculty member in regard to teaching, research and creative endeavor, and service. This evaluation should be perceived by the faculty as being a valuable resource in assisting them to address problems or to achieve goals that both they and the administration consider to be important.

1.The Chair’s evaluation is send to the Dean. The Dean writes an independent evaluation after reviewing the Chair’s evaluation along with the faculty member’s annual report materials. The Dean’s evaluation serves both a formative and summative purpose. The Dean’s evaluation provides suggestions for improving or enhancing faculty performance to aid the faculty member in developing strengths or overcoming weaknesses.

2.The Dean sends the Dean’s and the Chair’s evaluation, based on the faculty member’s annual report, to the Vice Chancellor for Academic Affairs.

3.Copies of evaluations and other related personnel action forms are forwarded to all faculty members each year and originals are placed in the confidential personnel file of the faculty member. This confidential file is maintained in the Dean’s office of the School of Education.

H.Third Year Review Policy and Procedures

1.It is the policy of the faculty of the department to conduct a formal third-year review of assistant professors. This review will take place prior to the faculty member’s third Annual Review (after 2.5 years of employment), which allows the candidate approximately 2.5 years to respond to recommendations in the review prior to submitting a case for promotion and tenure. If the faculty member is officially bringing in years from another institution, when possible, this review should take place at least two years before P&T. The review committee’s conclusions and recommendations are not a direct decision on the faculty member’s employment (or reappointment), but will be used by the department chair as one point of data for evaluating the progress of the faculty member.

2.Procedures

1. The faculty member under review selects a committee of three tenured faculty. Two members must be from the department, and the chair must be a tenured member of the department.

b. The faculty member will prepare a full case with appendices using the department’s promotion and tenure criteria. This case will cover all information since being hired at IPFW, previous material should be submitted if the faculty member is officially bringing in years from another institution.

c.Due to the extra work involved in reviewing a third-year review, the case will be given to the peer review committee by the end of the second week of January (as compared to the end of January for the regular Annual Review).

d.The committee will review the case according to the department’s promotion and tenure guidelines.

e.In a detailed summary letter, the committee will:

Report the candidate’s progress toward P&T (a summary of accomplishments),

Provide an evaluation of the faculty member’s likelihood of achieving tenure at the current rate of production, using the promotion and tenure language of satisfactory and excellence for each category of teaching, research and service,

Provide specific and detailed recommendations for the faculty member to achieve promotion and tenure,

Provide a one-year peer review of the most recent calendar year, as described in the peer review section, and

Provide a recommendation to the chair for or against reappointment of the faculty member.

f.The whole committee will meet with the faculty member to review the letter by the end of the first week of February.

g. The final letter, signed by all committee members, is forwarded to the faculty member and department chair prior to the due date for the Annual Review (second Friday in February). The faculty member may attach a written response to the committee’s report.

I.Annual Faculty Reviews (tenured faculty)

Each year, tenured faculty evaluate themselves in regard to teaching, research and creative endeavor, and service activities. It is suggested that faculty members organize their materials according to the format of the campus promotion and tenure document (OAA Memorandum 93-1). It is suggested that faculty members use multiple means of documentation such as those listed in the OAA Memorandum 93-1, Senate Document SD 94-3, and the School of Education and Department of Educational Studies Guidelines to gather information to assess performance relative to their own needs, goals, and objectives. Tenured faculty at the rank of professor may, at their discretion, submit a current curriculum vita with appropriate entries highlighted in lieu of a formal annual report. To be considered for a merit increase however, tenured faculty at any rank must submit an annual report that reviews the achievements in teaching, research and creative endeavor, and service. The annual faculty report should reflect accomplishments from the previous calendar year and should be completed and submitted to the department chair by the second Friday in February.

1.The Chair will complete a written evaluation of the tenured faculty member’s annual report documents.

1. The Chair will forward this evaluation and the faculty member’s annual report to the Dean for review and evaluation.

J.Merit Evaluation Criteria

Each year, in the fall semester, the department Faculty Affairs Committee will review and revise the department merit criteria document in determining merit raises. Ideally, the faculty annual report serves as the central document that guides the Dean and/or Chair’s decisions concerning merit raises. The Chair and/or Dean will communicate with each faculty member to share the results of their evaluation of the annual report and to discuss merit recommendations. Merit will be based upon achievement in teaching, research and creative endeavor, and service for all faculty members. For additional information concerning annual merit and salary allocation, faculty should consult the SOE governance document.

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