Reminder: Roane State locations will be closed Monday, Jan. 21 in observance of Martin Luther King Jr. Day.
|Last two weeks of April||VPSL||1.||Notifies potential candidates for tenure and/or promotion of their eligibility to apply. Includes links to RSCC promotion and tenure policies.|
Notifies potential candidates for tenure and or promotion that the deadline to declare candidacy is the last Friday in October.
Notifies faculty senate president of the senate’s responsibility to submit one tenured faculty member’s name from each division and a tenured faculty member’s name from the library, as potential members for either the Promotion and Tenure committee (PT committee) or the Hearing committee (H committee). Some consideration should also be given to racial, gender, and ethnic balance.
|September Faculty Senate Meeting||Senate President||3.||Selects the required number of tenured faculty members and submits their names to the VPSL.|
|Late September / early October||VPSL||4.||Selects the required number of tenured faculty members and submits their names to the president along with the names from the Faculty Senate President for the selection pool for the president.|
|Late September/early October||President / VPSL||5.||The PT and H committees are appointed by the president upon recommendations made by the VPSL and the faculty senate president. Upon receiving confirmation from the president, the VPSL notifies RSCC faculty of the composition of both committees.|
|Mid-October||VPSL / PT Committee||6.||
Calls a meeting of the PT committee to discuss procedures, guidelines, and duty lists and assists the committee in accomplishing the following tasks:
|Mid to Late October||VPSL||7.||Distributes the promotion and tenure timeline via email to all faculty members and provides links to RSCC’s promotion and tenure policies.|
|Last Friday in October||Candidates||8.||Faculty eligible for tenure and/or promotion declare their candidacy in writing to the appropriate academic dean and VPSL.|
|First week of November||Deans / Library Director||9.||Send list of promotion/tenure candidates, list of PRG faculty, and list of remaining tenure-track faculty to VPSL.|
|Second week of November||VPAS||10.||Distributes via email the promotion/tenure timeline and portfolio guidelines to declared candidates along with links to the promotion/tenure policies. Sends names of declared candidates, PRG members, and remaining tenure-track faculty to the PT committee.|
|Last week in November||PT Committee Chair||11.||Emails PT committee members instructions for conducting initial PRG meeting or calls a meeting to explain the instructions.|
|Last week in November||Monitors||12.||Contact the deans to request that PRG meeting be included on the agenda for spring in-service division meeting.|
|December||Deans||13.||Notify monitors of date, location, and time of PRG meeting during in-service division meeting.|
|Dec / Jan||Candidates||14.||Submit portfolios to academic deans. Candidates who are eligible for both tenure and promotion prepare one portfolio to suffice for both categories. In addition to the printed portfolio, candidates may submit an electronic portfolio. The two versions must be identical.|
|January in-service meeting||Monitors||15.||
Meet with assigned PRG to accomplish the following tasks:
Within ten days, using input from the PRG chairs, set the date for the PRG voting meeting. The voting meeting must be completed during the last two weeks of February.
Review portfolios for completeness and ensure that candidates have addressed all criteria. All credential changes must be complete; degrees must have been awarded although official transcripts may be submitted at a later date.
Insert the appropriate number of faculty evaluation summary forms.
Attach a verification of review roster to portfolios to facilitate circulation.
Notify monitors and PRG chair that portfolios are ready for review by PRG members. Send list of names of the PRG members, PT committee, and Hearing committee to the tenure/promotion candidates.
Email the PRGC to confirm the date, time, and location of the voting meeting. Include the guidelines for absentee voting. Absentee votes by PRG members are discouraged but acceptable under the following conditions:
|Mid to late January||PRG Chairs||19.||
Make portfolios (with verification of review rosters attached) available within the division to the peer review group members at least two weeks before the voting meeting(s). Make appropriate arrangements to allow PRG members at various campuses to access the portfolios.
|Mid- January to mid-February||PRG / PRG Chairs||20.||Review portfolios and sign the verification of review roster. Peer review group chairs secure possession of the portfolios at the end of the review period.|
|Last two weeks of February||PRG / PRG Chairs / Monitors||21.||
Meet to vote. The PRG chair takes the portfolios to the peer review group meeting for referencing candidate credentials. The PRG chair verifies attendance. Tenured candidates for promotion are entitled to vote on all other candidates for tenure and promotion but must not be present during consideration of their own candidacy. The PRG chair conducts the meeting.
Monitors must be present for the entire meeting. No discussion should take place during the meeting without the monitor being present.
Interviewing: Interviews with the candidates are optional but may be requested by either the PRG or the candidate. Candidates may be questioned only in the following areas: job description, policy criteria, and faculty evaluation criteria. After the interview the candidates must leave the room.
Voting on candidates for promotion/tenure: The PRG chair states: “In all cases, peer groups have qualified privilege of academic confidentiality against disclosure of individual tenure and promotion votes unless there is evidence that casts doubt upon the integrity of the peer group.” The PRG’s action is recommended based upon a majority vote of the tenured faculty voting. After secret balloting, the monitor seals the ballots and holds for tally with the PT chair.
Providing feedback for Probationary Faculty: The monitor distributes tenure-track feedback forms (Form E) for other tenure-track faculty to the member of the PRG who did not bring completed forms and offers opportunity for discussion. Monitor seals the completed forms in an envelope. Either the monitor or the PT Chair delivers the completed forms (Form E) dean.
The PRG chair returns the portfolios to the dean after the meeting has ended.
Within one working day after PRG voting meeting
|P/T Chair & Monitor||22.||Ballot Tallying: The ballots are tallied, verified and recorded by the assigned monitor and the chair of the PT Committee. Forms A and B and/or Forms C and D are completed and signed.|
|Within two working days after PRG voting meeting||P/T Chair||23.||
Sends candidates’ individual recommendation forms to the appropriate dean. If a dean is a candidate for tenure/promotion, sends the recommendation form to the VPSL.
Sends PRG’s summary sheets (forms B and D) of all recommended actions for tenure/promotion to appropriate dean with a copy to the VPSL.
Types all comments recorded on ballots and gives to appropriate dean. Does not email. Retains a copy of the compiled comments.
Keeps ballots and compiled comments until final decision from TBR and then shreds them.
|Prior to the end of the spring semester||
P/T Chair & P/T Committee
Meet to make recommendations for process improvement and submit recommendations to VPSL.
VPSL receives recommendations from PT committee regarding process improvements and decides if implementation is appropriate.
|As soon as possible but within 7 working day after PRG voting meeting||Deans||25.||
|Within seven working days of notification||Candidates||26.||May institute Appeals Process.|
|Within three working days of candidate’s notification of appeal||VPSL||27.||Notifies PT or H committee members of an appeal. If the candidate chooses the H committee, designates one member to facilitate first meeting of H committee, at which time the H committee will select a chair. If the candidate chooses the PT committee, directs the PT committee chair to facilitate the first meeting and continue to serve as chair. Gives the appropriate chair the written explanation for denial, the portfolio, the PRG tally, and compiled comments.|
|Within twenty working days of notification by VPSL||PT Committee or Hearing Committee Chair||28.||Gives the committee’s recommendation to the VPSL|
|Within five working days of receipt of the recommendation from the PT or H Committee||VPSL||29.||
|Upon receiving VPSL recommendation||Deans||30.||Notify PRG of VPSL’s recommendation.|
|Last week of spring semester||President||31.||Recommends a list of promotion and tenure candidates to the TBR Chancellor. Emails or calls individual candidates who are not being recommended. Then emails list of recommended candidates to all faculty. Completes Forms A and/or C and returns to VPSL.|
|June||TBR||32.||Makes the final decision during its regularly scheduled meeting during the third week of June.|
|July||President||33.||Within 10 days of Board action, provides notification to the candidates of TBR action. Emails faculty and staff of TBR decision.|
|July||VPSL||34.||Duplicates Forms A and/or C to be included in candidate’s portfolio and sends original forms to Human Resources to be filed. Retains the Promotion and Tenure Summary Sheet Recommendation Forms B and D.|
|August||VPSL||35.||Returns tenure/promotion portfolios to deans for distribution to candidates.|
|August||PT Chair||36.||Shreds ballots and compiled comments after announcement of TBR’s decision.|
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