Exceptions to the six-year maximum may be granted annually if it is:
Faculty in term appointments are eligible for promotion.
Term appointments shall not be used as a means for continuing employment of tenure-track faculty appointments when a negative tenure decision has been made or is projected.
Dean
The evaluations encompass an annual initial conference, a mid-year review, and an end-of-the-year faculty evaluation narrative summary and may include a multitude of instruments depending upon both the required and optional evaluative data for faculty as specified in the evaluative schedule. In the case of a tenure-track employee, the dean reviews the evaluation data in a meeting with the faculty member after each semester. The faculty member is informed regarding his satisfactory or unsatisfactory performance. If the data, including input from the mentor and other peers, reflect deficiencies in the faculty member’s progress toward tenure, the deficiencies are discussed during the meeting. The dean, in collaboration with the mentor and faculty member, devises a plan to remedy the deficiencies with sufficient time given for the faculty member to address the problem areas. The dean also seeks the Vice President for Student Learning’s approval of the improvement plan. Once such a plan is in place, the dean monitors performance each semester and refines the improvement plan as deemed necessary. If, however, after an adequate amount of time has passed (no more than two years), the teacher does not improve or shows no willingness to do the things necessary to improve his or her instruction or service to the college, the dean should not rehire the individual.
The dean assesses a probationary faculty member’s performance through classroom observation and annual review as illustrated in the schedule below:
Classroom observations
Annual review
Evaluation of Portfolio
Candidates for tenure must prepare a portfolio in which they explicitly address the criteria for tenure (items 1-3 below). This portfolio is the basis for all discussion, recommendations and decisions.
If required documentation is found to be missing at any stage, it may be inserted in the portfolio, provided that the candidate and previous levels of review are notified and given the opportunity to respond and/or revise their assessment.
After the portfolio has been submitted, subsequent reviewers will insert written recommendations as provided in this policy. No additional documents in the assessment of the candidate’s merit will be considered in any stage of the process, including in any appeals.
Teaching
Effective teaching is an essential qualification for tenure, and tenure should be granted only with clear and documented evidence of a candidate’s teaching ability and potential for continued development.
Each of the items listed below must be submitted as evidence of effective teaching and be included in the portfolio.
Additional types of documentation may also include:
Service/Outreach. Service and/or outreach encompass a faculty member’s activities in college service, outreach or public service, and professional service. Evidence of performance in one or more of the following activities should be submitted. The dean and individual faculty member shall have the responsibility for determining the emphasis as well as the responsibility for determining specific criteria.
Scholarship/Creative Activities/Research. Candidates for tenure must present documented evidence of their scholarship, creative activities, and/or research. Such evidence may include but is not limited to typical professional development activities such as presentations at professional meetings, journal editorship, article and grant proposal reviews, performances, exhibitions, or other artistic creations, as well as completing books, journal articles, or monographs, and other appropriate activities. The dean and individual faculty member shall have the responsibility for determining the emphasis as well as the responsibility for determining specific criteria.
Tenure Procedures
Overview
Tenure-track faculty members who have completed the minimum probationary period of service are notified by the VPSL of their potential eligibility for tenure in the spring semester prior to the fall portfolio deadline.
Any faculty member who meets the minimum criteria outlined in Section III. A. may apply for tenure. At the beginning of the fall semester, the VPSL publishes college-wide the date to declare candidacy for tenure. Individuals seeking tenure must notify in writing the appropriate academic dean and the VPSL by the announced deadline. The calendar is distributed via e-mail to all faculty by the VPSL by mid-October. The VPSL distributes via email the promotion/tenure timeline and portfolio guidelines to declared candidates along with links to the promotion and tenure policies.
The candidate develops (in cooperation with dean and mentor) the electronic portfolio according to the guidelines delineated in Section V B.
The portfolio is considered by the PRG in the division in which tenure is sought.
The Peer Review Group consists of all tenured faculty members of this unit, excluding the dean (or equivalent supervisor). The VPSL and the president are not members of the PRG, even if they have tenure within the unit in which the candidate seeks tenure.
The PRG will meet to discuss each candidate's application. The chair of the PRG will conduct the meeting of the PRG and facilitate the discussion.
Members of the PRG vote via ballots and may include a rationale for the decision. This rationale must be grounded in the criteria for tenure and the available documentation.
The promotion and tenure committee chair informs the dean of the PRG's vote tally also gives the dean a compiled list of all comments recorded on the ballots for each candidate.
The dean makes a recommendation regarding tenure to the VPSL. This recommendation will evaluate the merits of the candidate's contributions with respect to the tenure criteria. The recommendation will take into consideration an analysis of the long-term staffing needs of the unit in which the faculty member is employed.
The VPSL makes a written recommendation to the president. The candidate is informed of this recommendation.
The president recommends to the chancellor; the chancellor recommends to the TBR. TBR makes the final decision during the summer meeting. In the event that tenure is awarded by TBR, the president furnishes to the faculty member written confirmation of the award. The locus of tenure is awarded as appropriate in the department or division of the faculty member.
Only the college president shall have any authority to make any representation concerning tenure to any faculty member. Failure to give timely notice of non-renewal of a contract shall not result in the acquisition of a tenure appointment, but shall result in the right of the faculty member to another year of service at the college, provided that no tenure appeals remain outstanding due to lack of cooperation and/or appropriate action on the part of the candidate in completing the appeal process.
Candidates for tenure who are also eligible for promotion should prepare one portfolio. The portfolio should be based on the Tenure / Promotion Portfolio Guidelines.
Tenure / Promotion Portfolio Guidelines
The portfolio should be limited to approximately 20 pages for the primary document (items 1- 5 below). Appendices may be attached as needed. However, judicious restraint should be practiced by the faculty member. The appendices should include only documentation deemed necessary to support statements made in the primary document. The quality of the content and the presentation of the portfolio will be thoroughly considered.
Appendix D, E, etc.: Other documentation in support of the accomplishments of the candidate in the evaluation criteria. Any document in these appendices must be referenced in the primary document (Items 1 - 5).
Annual evaluations, student course evaluations (including summary scores), the dean’s comments, classroom observations and any other optional evaluation instruments, should be included in Appendices A through C as follows:
For Tenure: Documents which span the probationary period should be included.
Letters of support should be included only if necessary to document statements made in the portfolio. These should be placed in the appendices. Letters of recommendation from the dean should not be included; the dean’s annual evaluation narrative is sufficient.
Appeals Process
In instances where tenure/promotion is not recommended, the dean 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, 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's original decision should be endorsed or reconsidered. The VPSL releases the report of the PT Committee to the candidate and dean. 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's original decision should be endorsed or reconsidered. The VPSL will release the report of the H Committee to the candidate and dean. Further dissemination of the report will be at the discretion of the VPSL. See Section III C for the timeline of all required actions.
Step 2
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.
Step 3
The candidate has the right to appeal the president's decision following procedures outlined in the TBR Appeals Policy 1:02:11:00.
Changes in Tenure and Tenure-track Status
Non-renewal of Probationary, Tenure-track Faculty
When tenure-track appointments of faculty are not to be renewed, the faculty member shall receive notice of his/her non-retention for the ensuing academic year as follows:
Transfer of Tenure
Where a faculty member is tenured in an academic program unit he/she may be transferred to another academic program unit. In such cases, the transfer will be made with tenure; moreover, the tenure appointment will be transferred to the new academic program unit. In no instance may the faculty member be compelled to relinquish tenure as a condition for affecting the transfer.
When a faculty member with tenure is appointed to an administrative position, he/she will retain tenure in the former faculty position only; and a faculty member otherwise eligible for tenure who also holds a non-faculty position may be awarded tenure in the faculty position only, subject to the requirements of this policy.
Expiration of Tenure
Tenure status shall expire upon retirement of the faculty member. Tenure shall also expire in the event of permanent physical or mental inability of a faculty member, as established by an appropriate medical authority, to continue to perform his/her assigned duties.
Relinquishment of Tenure
A faculty member shall relinquish or waive his/her right to tenure upon resignation from the college or upon failure to report for service at the designated date of the beginning of any academic term, which shall be deemed to be a resignation unless, in the opinion of the president, the faculty member has shown good cause for such failure to report.
Termination of Tenure for Reason of Financial Exigency
The employment of a tenured faculty member may be terminated as a result of financial exigency at a college subject to TBR declaration that such financial conditions exist. See TBR Policy on Financial Exigency (5.02.06.00).
Termination of Tenure for Curricular Reasons
The employment of a tenured faculty member may be terminated because (1) an academic program is deleted from the curriculum or (2) because of substantial and continued reduction of student enrollment in a field or discipline.
Before declaring that curricular reasons exist, the president will ensure meaningful participation by the faculty senate in identifying the specific curricular reasons, evaluating the long-term effect on the college’s curriculum and its strategic planning goals, and judging the advisability of initiating further action.
Prior to initiating the process described below, the president will present, either verbally or in writing, a description of curricular reasons that may warrant the termination of tenured faculty member(s) to the faculty senate. The faculty senate will have the opportunity to respond in writing to the president before action described below is initiated. Each of these reasons for termination of tenure for curricular reasons must denote shifts in staffing needs that warrant greater reductions than those which are accommodated annually in light of shifting positions from one division to another or among colleges to handle changing enrollment patterns (see Definitions, Section VII F 2).
Process for Termination of Tenure for Curricular Reasons
The president's decision to terminate a tenured faculty member's employment for curricular reasons is subject to appeal to the chancellor and TBR as provided in TBR policy 1.02.11.00.
When a tenured faculty member’s employment is terminated for curricular reasons, the position will not be filled by a new appointee with the same areas of specialization as the terminated faculty member within a period of three years unless the terminated faculty member has been offered, in writing, reappointment the position with tenure at h/her previous rank and salary (with the addition of an appropriate increase which, in the opinion of the president, would constitute the raise(s) that would have been awarded during the period that he/she was not employed).
Upon determining that termination of employment of one or more tenured faculty members is warranted for curricula reasons, the president shall base his/her decision about termination of faculty members' employment upon his/her assessment as to what action would least seriously compromise the educational programs in a department or division.
Termination for curricular reasons presumes a staffing pattern in a department or academic program unit that cannot be warranted either by comparison with general load practices within the college or by comparison with faculty loads in comparable departments or academic program units at similar colleges. In that light, the president shall also, at his/her discretion, base his/her decision on a careful assessment of the impact of the curricular reason on staffing requirements in the department or academic program unit as compared to overall patterns in the college and to comparable departments or academic program units.
Unless the president demonstrates that an exception should be made to minimize qualitative compromise of an educational program, the following considerations should guide the president in determining the order of faculty reductions in a department or academic program unit where termination of tenured faculty is proposed for curricular reasons. These considerations should not be construed as being mandatory:
Among tenure faculty with comparable rand and comparable degrees, those with greater seniority in rank should normally have priority over those with less seniority.
The president will have the discretion to deviate from this policy if he/she can demonstrate that the quality of the college's programs will be negatively impacted by strict adherence to the considerations above. Preferable, any deviations will be supported by past performance evaluation.
Definitions
Reasons for Termination for Adequate Cause
A faculty member with tenure or a faculty member on a tenure-track appointment or temporary appointment prior to the end of the term of appointment may be terminated for adequate cause, which includes the following:
Procedures for Termination for Adequate Cause
Termination of a faculty member with a tenure appointment, or with a tenure-track or temporary appointment prior to the annual specified term of the appointment, shall be subject to the following procedures. No termination shall be effective until steps d. through j. below have been completed.
If no mutually acceptable resolution is reached through step e. and/or if after consideration of the TACC’s recommendation the president determines that further proceedings are warranted to consider termination, the following steps shall be taken:
The chairperson of the TTC may in his/her discretion require a joint pre-hearing conference with the parties that may be held in person or by a conference telephone call. The purpose of the pre-hearing conference should include but is not limited to one or more of the following:
Effect stipulations of fact.
A written memorandum of the pre-hearing conference should be prepared and provided to each party.
A hearing shall be conducted by the TTC to determine whether adequate cause for termination of the faculty member exists. The hearing shall be conducted according to the procedures below.
After consideration of the TTC’s report and the record, the president may at his/her discretion consult with the faculty member prior to reaching a final decision regarding termination. Following his/her review, the president shall notify the faculty member of his/her decision, which, if contrary to the TTC’s recommendation shall be accompanied by a statement of the reasons. If the faculty member is terminated or suspended as a result of the president’s decision, the faculty member may appeal the president’s action to the chancellor pursuant to TBR Policy 1.02.11.00.
Review of the appeal shall be based upon the record of hearing. If upon review of the record, the chancellor notes objections regarding the termination and/or its proceedings, the matter will be returned to the president for reconsideration, taking into account the stated objections, and, at the discretion of the president, the case may be returned to the TTC for further proceedings.
Source: TBR Meeting April 2, 2004
This policy is a result of a comprehensive revision of former TBR Policy 5.02.03.00, Academic Freedom, Responsibility and Tenure. The former policy included provisions related to academic freedom and responsibility and tenure in both universities and community colleges. The revision, approved by the Tennessee Board of Regents on April 2, 2004, created a separate policy on academic freedom and responsibility pertinent to both universities and community colleges, established separate policies relative to tenure for universities and community colleges, and instituted separate policies on faculty appointments for universities and community colleges. Faculty members appointed prior to July 1, 2004, may elect to be considered for tenure under the provisions of Policy 5.02.03.00 or under the revised policy for a four-year phase-in period. The revised policy will be applicable to all tenure action taken on or subsequent to July 1, 2008, for faculty whose employment began prior to July 1, 2004.
Duties of the Promotion and Tenure Chair
Serves as chair of the Promotion and Tenure Appeals Committee if necessary.
Suggestions for format include but are not limited to:
Duties of the Monitor
Monitor’s Duties during Peer Review Group Meeting: Spring In-Service
Displays the absentee voting procedures. Absentee votes are discouraged but are acceptable under the following conditions:
Must be approved by the monitor at least two weeks in advance of the voting meeting. Reasons for approval are:
Process for voting absentee
Duties of the Dean
Duties of the Vice President for Student Learning
Emails the PRG the meeting date, time, and location. Includes the procedures for absentee voting and link to Form E. Copies the email to the monitor.
Process for voting absentee:
Duties of the Hearing Committee Chair
Suggestions for format include but are not limited to:
Tenure Timeline
The Promotion and Tenure Committee will determine specific dates to fit this timeline each year.
Deadline |
Person |
Step |
Action |
---|---|---|---|
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. |
Late August |
VPSL |
2. |
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 one additional tenured faculty member from each division and one additional tenured faculty member from the library. Nominates from the combination of both lists, half of the names for the PT committee and half for the H 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:
|
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 |
9. |
Send list of promotion/tenure candidates, list of PRG faculty, and list of remaining tenure-track faculty to VPSL.
|
Second week of November |
VPSL |
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. |
Early January |
Deans |
16. |
|
Mid-January |
Monitors |
17. |
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-January |
PRG Chairs |
18. |
|
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) to and gives them to the 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 |
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. |
|
Prior to the end of the spring semester |
P/T Chair & P/T Committee VPSL |
24. |
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 |
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. Shreds all compiled comments. |
August |
PT Chair |
36. |
Shreds ballots and compiled comments after announcement of TBR’s decision. |
Links to Forms:
Roane State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, sex, disability, age, status as protected veteran or any other class protected by Federal or State laws and regulation and by Tennessee board of Regents policies with respect to employment, programs, and activities. View full non-discrimination policy.