Promotion and Tenure Workshop

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Evaluation Procedure

There is only one evaluation procedure There is only one evaluation procedure leading to recommendations regarding leading to recommendations regarding promotion, tenure and renewal for full-time promotion, tenure and renewal for full-time members in accordance with procedures members in accordance with procedures developed by the Senate and approved by developed by the Senate and approved by the President.the President.

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The Evaluation Process Counseling, Librarian and Teaching Faculty Counseling, Librarian and Teaching Faculty

are evaluated:are evaluated: For Promotion and / orFor Promotion and / or For Tenure and / orFor Tenure and / or Renewal orRenewal or For Professional AssessmentFor Professional Assessment

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Routing for Renewal(teaching faculty)

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Routing for Renewal(Counselors and Librarians)

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Routing for Promotion and Tenure(teaching faculty)

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Routing for Promotion and Tenure(Counselors and Librarians)

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The Role and Responsibilities of the DEC

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What is the DEC?

The elected dept The elected dept evaluation committee evaluation committee (DEC) conducts (DEC) conducts evaluations for evaluations for renewals promotion renewals promotion and tenure.and tenure.

Only tenured members Only tenured members may serve on the may serve on the DEC.DEC.

Request in writing for Request in writing for a “hardship” DEC a “hardship” DEC goes to the University goes to the University President and Provost President and Provost before June 15before June 15thth. HR . HR will provide the will provide the department with the department with the membership of the membership of the hardship DEC.hardship DEC.

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DEC Ethics

In no case shall persons under In no case shall persons under consideration for promotion serve on consideration for promotion serve on the DEC during the DEC during anyany deliberations on deliberations on promotion.promotion.

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How Does the DEC know Who to Evaluate?

Human Resources provides spreadsheets to Human Resources provides spreadsheets to assist the DEC’s in determining eligibility assist the DEC’s in determining eligibility for renewal, promotion, and tenure, as well for renewal, promotion, and tenure, as well as professional assessments for tenured as professional assessments for tenured faculty. Human Resources or AAUP can faculty. Human Resources or AAUP can assist DECs with interpreting the assist DECs with interpreting the spreadsheets. spreadsheets.

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The Written Evaluation (4.11.10)

After deliberations, After deliberations, the DEC must make the DEC must make written evaluation and written evaluation and recommendation with recommendation with supporting reasons supporting reasons based upon the based upon the evaluation criteria. evaluation criteria.

Each recommendation Each recommendation must be signed by must be signed by allall members of the DEC.members of the DEC.

If a DEC member If a DEC member elects to write a elects to write a minority report, it minority report, it must be appended to must be appended to the DEC’s report. the DEC’s report.

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The Written Evaluation contd.

Recommendations shall include a summary Recommendations shall include a summary using one of the following phrases: using one of the following phrases:

““Do Not Recommend”Do Not Recommend” ““Recommend with Some Reservation”Recommend with Some Reservation” ““Recommend”Recommend” ““Strongly Recommend”Strongly Recommend” ““Very Strongly Recommend”Very Strongly Recommend”

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Evaluations should be candidly and clearly written. They should include:

Specific examples illustrating the quality of Specific examples illustrating the quality of performance.performance.

Constructive, specific suggestions for Constructive, specific suggestions for improvement where needed.improvement where needed.

Practical guidance for how to address any Practical guidance for how to address any concerns identified by the DEC.concerns identified by the DEC.

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Important Points

Be honest.Be honest. A negative recommendation should not A negative recommendation should not

come as a surprise to the candidate.come as a surprise to the candidate. Follow the contractual procedures, the Follow the contractual procedures, the

Faculty Senate document timetable, Faculty Senate document timetable, and your Departmental Bylaws. and your Departmental Bylaws.

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CAUTION!

No document shall be placed in an No document shall be placed in an evaluation or assessment file evaluation or assessment file without the knowledge of the without the knowledge of the faculty member being reviewed. faculty member being reviewed.

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Transmittal to the Member(teaching faculty)

A copy of the DEC, Chairperson, and Dean A copy of the DEC, Chairperson, and Dean Evaluation and recommendation, with Evaluation and recommendation, with supporting reasons, must be given to the supporting reasons, must be given to the member 4 days prior to transmitting to the member 4 days prior to transmitting to the next evaluative body.next evaluative body.

A member shall have 4 days to append A member shall have 4 days to append comment to the evaluation. comment to the evaluation.

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Transmittal to Member(Counselors and Librarians)

A copy of the DEC, Spokesperson, and A copy of the DEC, Spokesperson, and Director Evaluation and recommendation, Director Evaluation and recommendation, with supporting reasons, must be given to with supporting reasons, must be given to the member 4 days prior to transmitting the the member 4 days prior to transmitting the next evaluative body.next evaluative body.

A member shall have 4 days to append A member shall have 4 days to append comment to the evaluation.comment to the evaluation.

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Transmittal to the Chairperson (Spokesperson) renewal only

In the case of renewal the DEC must In the case of renewal the DEC must transmit its written evaluation and transmit its written evaluation and recommendations with supporting reasons recommendations with supporting reasons to the Chairperson, together with all to the Chairperson, together with all materials submitted to and considered by materials submitted to and considered by the DEC in accordance with the dates in the the DEC in accordance with the dates in the Faculty Senate documents.Faculty Senate documents.

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Transmittal to the Dean or Director

In accordance the dates in the Faculty In accordance the dates in the Faculty Senate documents, the DEC, in the cases of Senate documents, the DEC, in the cases of promotion and tenure, and the Chairperson promotion and tenure, and the Chairperson must transmit their written evaluation and must transmit their written evaluation and recommendations with supporting reasons recommendations with supporting reasons to the Dean or Director, together with all to the Dean or Director, together with all materials submitted to and considered by materials submitted to and considered by the DEC (in the cases of promotion and the DEC (in the cases of promotion and tenure) and Chairperson. tenure) and Chairperson.

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Grievances and/or Lawsuits

You may be concerned You may be concerned about being named in a about being named in a grievance or lawsuit if grievance or lawsuit if you serve on the DEC.you serve on the DEC.

Unless you are acting Unless you are acting outside of the scope of outside of the scope of your authority, you are your authority, you are generally insulated from generally insulated from personal liability. personal liability.

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Will the State defend and indemnify a DEC member? Under State law (CGS 5-141d), the State will hold Under State law (CGS 5-141d), the State will hold

harmless and indemnify you if you are sued, even if you harmless and indemnify you if you are sued, even if you act negligently in performing you official duties, as long as act negligently in performing you official duties, as long as you actions or you failure to act are not wanton, reckless, you actions or you failure to act are not wanton, reckless, and malicious. and malicious. The “Wanton, reckless, and malicious” standard is a The “Wanton, reckless, and malicious” standard is a

high standard:high standard: ““such conduct tends to take on the aspect of highly such conduct tends to take on the aspect of highly

unreasonable conduct, involving an extreme unreasonable conduct, involving an extreme departure from ordinary care, in a situation where a departure from ordinary care, in a situation where a high degree of danger is apparent.”high degree of danger is apparent.”

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Just do your Job

There is no There is no absoluteabsolute assurance of indemnification, but assurance of indemnification, but good faith in the discharge of your professional good faith in the discharge of your professional responsibilities should be enough to protect you.responsibilities should be enough to protect you.

The State Attorney General’s office will represent The State Attorney General’s office will represent you in a lawsuit.you in a lawsuit.

If you act beyond the scope of your authority and you If you act beyond the scope of your authority and you act with reckless disregard for the consequences of act with reckless disregard for the consequences of your actions, you may lose your statutory protections your actions, you may lose your statutory protections and be held personally liable. and be held personally liable.

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Qualified Privilege

DEC and other evaluators are entitled to a “qualified DEC and other evaluators are entitled to a “qualified privilege”:privilege”: Qualified privilege is a defense to an action of Qualified privilege is a defense to an action of

defamationdefamation It is a privilege that protects persons with a It is a privilege that protects persons with a

legitimate interest in, or duty regarding the materlegitimate interest in, or duty regarding the mater Must be exercised properlyMust be exercised properly Evidence of bad faith (actual malice) or mixed Evidence of bad faith (actual malice) or mixed

motives may defeat the privilegemotives may defeat the privilege

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Good Faith and Reasonable Care in what you communicate to the candidate

Stay away from rumor, hearsay, and innuendoStay away from rumor, hearsay, and innuendo Gratuitous, subjective evaluations of character Gratuitous, subjective evaluations of character

or personality (as opposed to the contractual or personality (as opposed to the contractual evaluation standards) have no place in the evaluation standards) have no place in the process.process.

DEC members should only communicate their DEC members should only communicate their findings to people who have an interest in the findings to people who have an interest in the matter. matter.

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The Roll of the Deanor Director

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Promotion and Tenure A copy of the Dean or Director’s evaluation and A copy of the Dean or Director’s evaluation and

recommendation shall be sent to the member 4 recommendation shall be sent to the member 4 days prior to transmitting to the University wide days prior to transmitting to the University wide Promotion &Tenure Committee.Promotion &Tenure Committee.

A member shall have 4 days to append comment A member shall have 4 days to append comment to the evaluation.to the evaluation.

The Dean or Director shall transmit his/her The Dean or Director shall transmit his/her evaluation, recommendation and the candidate's evaluation, recommendation and the candidate's file to the University wide P&T Committee on the file to the University wide P&T Committee on the date specified in the Faculty Senate document. date specified in the Faculty Senate document.

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Sealing of the P&T Files Each candidate will have the opportunity to “close” Each candidate will have the opportunity to “close”

their file the Thursday and Friday of Fall finals their file the Thursday and Friday of Fall finals week.week. Candidates can examine their files and ensure Candidates can examine their files and ensure

that contents are in the proper order. that contents are in the proper order. Candidates can add additional materials to their Candidates can add additional materials to their

files. files. Candidates have an opportunity to schedule an Candidates have an opportunity to schedule an

interview.interview. Candidates need to bring 15 copies of the Candidates need to bring 15 copies of the

“Candidate Information Form”“Candidate Information Form”28

University wide Promotion and Tenure Committee The first week of the spring semester, The first week of the spring semester,

candidates will have the opportunity to appear candidates will have the opportunity to appear before members of the university wide P&T before members of the university wide P&T Committee. This is your opportunity to “sell” Committee. This is your opportunity to “sell” yourself and present any updates.yourself and present any updates.

By March 5, the University wide P&T By March 5, the University wide P&T Committee will submit their recommendations Committee will submit their recommendations to the Provost, simultaneously informing the to the Provost, simultaneously informing the candidatecandidate

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The Role of the Provost

The Provost consults with the President, The Provost consults with the President, takes required action and informs the takes required action and informs the member by deadline dates in the Faculty member by deadline dates in the Faculty Senate documents.Senate documents.

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The Member and Evaluation

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The Member and Renewal or Professional Assessment

In accordance with the date specified in the In accordance with the date specified in the Faculty Senate documents, the DEC Faculty Senate documents, the DEC Chairperson will inform each person the Chairperson will inform each person the fact and purpose of the evaluation, the fact and purpose of the evaluation, the opportunity to submit materials and the opportunity to submit materials and the opportunity to appear before the DEC.opportunity to appear before the DEC.

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The Member and Promotion

In accordance with the date specified in the Faculty In accordance with the date specified in the Faculty Senate documents the DEC must notify faculty who Senate documents the DEC must notify faculty who meet the standards for promotion in Article 5.meet the standards for promotion in Article 5.

Candidates wishing to be considered for promotion Candidates wishing to be considered for promotion must notify the DEC Chair and Dept. Chair in writing must notify the DEC Chair and Dept. Chair in writing (email acceptable) by date specified in the Faculty (email acceptable) by date specified in the Faculty Senate documents. Senate documents.

Supporting evidence shall be included for those Supporting evidence shall be included for those seeking promotion under comparable standards. seeking promotion under comparable standards. (5.3.3)(5.3.3)

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The Member and Tenure

In accordance with the date specified in the In accordance with the date specified in the Faculty Senate document, the DEC must Faculty Senate document, the DEC must notify faculty in their 6notify faculty in their 6thth year that a tenure year that a tenure decision is mandatory. decision is mandatory.

Candidates prior to their 6Candidates prior to their 6thth year wishing to year wishing to be considered for tenure must notify the be considered for tenure must notify the DEC chair in writing (email acceptable).DEC chair in writing (email acceptable).

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Notice of Withdrawal

A candidate may A candidate may withdraw after the withdraw after the promotion or tenure promotion or tenure process starts.process starts.

A withdrawal waives A withdrawal waives all claims for all claims for promotion during that promotion during that year.year.

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Eligibility for Promotion

AssistantAssistant - - Earned doctorate or terminal degree, orEarned doctorate or terminal degree, or At least 3 years of full-time service at At least 3 years of full-time service at

rank of instructor or above plus a rank of instructor or above plus a master’s degree and an additional full master’s degree and an additional full year of study above the master’s level.year of study above the master’s level.

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Eligibility for Promotion cont.

AssociateAssociate – – Doctorate or terminal degree plus at least Doctorate or terminal degree plus at least

five years experience at rank of assistant five years experience at rank of assistant or above.or above.

ProfessorProfessor – – Doctorate or terminal degree plus at least Doctorate or terminal degree plus at least

8 years of full time service including at 8 years of full time service including at least 5 years at rank of assistant or above. least 5 years at rank of assistant or above.

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Eligibility for Promotion cont. Comparable StandardsComparable Standards – a candidate who – a candidate who

does not meet the above standards may also does not meet the above standards may also apply for promotion to a rank listed above apply for promotion to a rank listed above provided the candidate has credential and/or provided the candidate has credential and/or experience substantially comparable to the experience substantially comparable to the listed standards and is positively listed standards and is positively recommended by the DEC.recommended by the DEC.

Members who have served at least 10 years Members who have served at least 10 years in the current rank. (5.4)in the current rank. (5.4)

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Preparing a file for promotion or tenure

Primary files shall not exceed one 3-inch Primary files shall not exceed one 3-inch loose leaf binder. Supplemental information loose leaf binder. Supplemental information may be placed in a second binder.may be placed in a second binder.

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What Candidates must include Candidate information sheet.Candidate information sheet. Original letter of appointment.Original letter of appointment. Evaluation letters from previous stepsEvaluation letters from previous steps CVCV Personal Statement (if desired)Personal Statement (if desired) Copies of syllabiCopies of syllabi Evidence of primary load credit activityEvidence of primary load credit activity

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What Candidates must include cont

Physical documentation of creative Physical documentation of creative activityactivity

Copies of university-tabulated student Copies of university-tabulated student opinion surveysopinion surveys

Dates of activitiesDates of activities

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What Must the DEC Consider?

The DEC must consider all The DEC must consider all materials supplied by the materials supplied by the candidate, and may solicit candidate, and may solicit additional information additional information pertinent to the categories of pertinent to the categories of evaluation, however, the evaluation, however, the information must be in writing information must be in writing and a copy of the materials and a copy of the materials must be supplied to the must be supplied to the candidate. candidate.

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Evaluation Criteria and Categories

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Quality is Key

Has the Department defined “Quality” in the evaluation

categories?

The DEC must understand and apply the The DEC must understand and apply the criteria in the contract.criteria in the contract.

The DEC mush have a collective The DEC mush have a collective understanding of what constitutes evidence understanding of what constitutes evidence of quality in each categoryof quality in each category

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The criterion for evaluation shall be the quality of service in the following categories for teaching faculty

Load credit activity Load credit activity (weight = 10)(weight = 10)

teaching as well as non-teachingteaching as well as non-teaching

assignments as part of credit loadassignments as part of credit load Creative activity Creative activity (weight = 5)(weight = 5)

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Criterion for Teaching faculty cont

Productive Service to the Department and Productive Service to the Department and University University (weight = 4)(weight = 4)

Professional Attendance and Participation Professional Attendance and Participation (weight = 2)(weight = 2)

Years in rank.Years in rank.

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Categories of Evaluation for Counselors and Librarians

Load credit activity Load credit activity (weight = 10)(weight = 10)

Quality of Professional CompetenceQuality of Professional Competence Professional attendance and Participation Professional attendance and Participation

(weight = 5)(weight = 5)

Productive Service to the Department and Productive Service to the Department and University University (weight = 4)(weight = 4)

Creative activity Creative activity (weight = 2)(weight = 2)

Years in rank.Years in rank.47

Any special conditions in Any special conditions in the appointment letter must the appointment letter must also be considered in the also be considered in the evaluation process.evaluation process.

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Access to Personnel Files

DEC members may review the personnel DEC members may review the personnel files of members to be evaluated. files of members to be evaluated.

Files will contain all prior evaluations for Files will contain all prior evaluations for renewal, promotion and tenure.renewal, promotion and tenure.

Call ? In HR x to arrange a time to review Call ? In HR x to arrange a time to review the files. the files.

Members should review their own files Members should review their own files periodically. periodically.

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Appropriate Information

The DEC shall seek and use appropriate The DEC shall seek and use appropriate information relating to all elements of the information relating to all elements of the member’s duties. member’s duties.

Peer review through observation of load Peer review through observation of load credit activitycredit activity

Data from student opinion surveys.Data from student opinion surveys.

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Student Opinion Surveys

The evaluation should be administered by a The evaluation should be administered by a third partythird party

Students must be appraised of the process Students must be appraised of the process and assured the completed survey will not and assured the completed survey will not be viewed by the instructor until after be viewed by the instructor until after grades are posted. grades are posted.

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Questions?