|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.||Appoints the required number of tenured faculty members and submits their names to the VPSL.|
|Late September / early October||VPSL||4.||Selects a tenured faculty member from each division and a tenured faculty member from the library and from the compiled list of names selects the faculty to recommend to the president to serve on the PT Committee. The remaining faculty comprise the H Committee. The ex-officio PT chair serves in an advisory capacity to the PT Committee.|
|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:
|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/library director 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 / Library Director||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 or library director. 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.
|Early January||Deans / Library Director||16.||
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:
Requests for absentee ballots must be approved at least two weeks in advance by the promotion and tenure monitor. Absentee ballots will be approved for
Email the date, time, and location of the voting meeting along with absentee balloting information to the PRG. Copy the email to the monitor.
Email each candidate to provide the date, time, and location of the voting meeting. Include the information that the candidate may request an interview with the PRG by notifying the PRGC at least two days prior to the meeting. Copy the email to monitor.
Contact each candidate to decide upon a mutually agreeable place for the candidate to be available during the voting meeting in the event that the PRG or the candidate requests an interview. The location should not be in the immediate vicinity of the voting meeting.
Email the monitor the location agreed upon and if an interview has been requested. Copy the email to the candidate.
|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 and offers opportunity for discussion. Monitor seals the completed forms in an envelope and gives them to the dean/library director.
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/library director. If a dean/library director 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/library director with a copy to the VPSL.
Types all comments recorded on ballots and gives to appropriate dean/library director. 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 VPSL
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.
|Within three working days after PRG voting meeting||Deans / Library Director||25.||
Complete individual recommendation Forms A and/or C and add them to candidate’s portfolio.
Give verbal notification to the candidate as to whether he/she has been recommended for tenure/promotion by peer review group and dean/library director. If the candidate is not recommended, provide the candidate a written explanation for the decision and inform the candidate of the appeals process.
Share the outcome of the PRG vote and the dean/library director’s recommendation with the PRG.
Send portfolios and compiled comments, including any written explanations for denial, to VPSL for review and recommendation.
|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.||
Reviews PRG’s, dean’s/library director’s recommendations and any PT’s or H Committee’s findings.
Decides whether to endorse or reconsider dean’s / library director’s recommendations and notifies the candidates and appropriate deans / library director of his decisions. If a decision is to endorse a denial of tenure or promotion, notifies the candidate of his right to appeal to the President..
Provides PT or H Committee’s report to the affected candidate and to the appropriate dean / library director and decides if further dissemination of the report is desirable.
Completes Forms A and/or C and gives to the president for consideration.
Holds all candidates’ portfolios until the Board of Regents reaches its decision.
|Upon receiving VPSL recommendation||Deans / Library Director||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/library director for distribution to candidates.|
|August||PT Chair||36.||Shreds ballots and compiled comments after announcement of TBR’s decision.|
In instances where tenure/promotion is not recommended, the dean/library director provides the candidate a written explanation for the decision. If the candidate is not satisfied with the decision, he/she has the right to initiate the following appeals procedures.
Step 1 (Two Options)
Within seven (7) working days of notification of denial of promotion/tenure by the dean/library director, the candidate may submit a written request for an appeal hearing to the VPSL based upon one of the following two options:
Option 1 - The candidate may request an appeal hearing by the Promotion and Tenure Committee. Upon the VPSL’s notification, the PT Committee will consider: 1) the candidate's portfolio to determine if the candidate has satisfied all the required criteria for consideration for promotion/tenure, 2) the written explanation for the denial, and 3) any additional sources of relevant information. The PT Chair will then submit the committee's findings in writing to the VPSL. After review of the committee's findings, the VPSL will determine if the dean/library director’s original decision should be endorsed or reconsidered. The VPSL releases the report of the PT Committee to the candidate and dean/library director. Further dissemination of the report will be at the discretion of the VPSL. See Section III. C for the timeline of all required actions.
Option 2 - The candidate may request an appeal hearing by the Hearing Committee. Upon the VPSL’s notification the H Committee will consider: 1) the candidate's portfolio to determine if the candidate has satisfied all the required criteria for consideration for promotion/tenure, 2) the written explanation for the denial, and 3) any additional sources of relevant information. The H Committee Chair will then submit the committee's findings in writing to the VPSL. After a review of the committee's findings, the VPSL determines if the dean/library director’s original decision should be endorsed or reconsidered. The VPSL will release the report of the H Committee to the candidate and dean/library director. Further dissemination of the report will be at the discretion of the VPSL. See Section III. C for the timeline of all required actions.
If the prior appeal (Step 1, either option) does not satisfactorily resolve the candidate's complaint, he/she has seven (7) working days from the date of notification to submit an appeal in writing to the president of Roane State. After reviewing the previously submitted written documents, the president notifies the candidate of the decision to endorse or reconsider the original decision.
Note: If the recommendation not to grant tenure/promotion is made by the VPSL, the candidate may initiate STEP 3 to appeal to the President.
The candidate has the right to appeal the president's decision following procedures outlined in the TBR Appeals Policy 1:02:11:00.
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