The revised policy will be applicable to all tenure action taken on or subsequent to July 1, 2023, for faculty whose employment began prior to July 1, 2018.
The faculty member must demonstrate willingness and ability to work effectively with colleagues and in a professional manner to support the mission of the institution and the common goals of both the institution and of the academic organizational unit.
Moreover, criteria for tenure relate to the college’s three traditional and often inter-related missions: teaching, service/outreach, and scholarship/creative activities/research.
The dean will assess the long-term staffing needs of the division and of the department or academic program unit and include this assessment in the recommendation to the Vice President for Student Learning.
Mentoring and Evaluation during the Probationary Period
Student Evaluations - required from all classes.
Course evaluation results are averaged on a fall to spring cycle.
Peer Evaluations
Mentor
A mentor (a tenured faculty member from within the affected division) is provided for each newly-hired tenure-track faculty member. Assigned by the deans for the length of the probationary period, mentors fulfill an important function as they provide integral support for tenure-track faculty. The mentor assists the tenure-track faculty member through such avenues as helping them learn Roane State procedures, answering questions, and offering guidance in such areas as classroom management, use of materials, and curriculum issues. Mentors seek feedback from peers and serve as conduits for communication between division members and the candidates. Mentors also encourage tenure-track faculty members to interact with their peers as a way to encounter multiple perspectives pertaining to job expectations and as a way to build camaraderie within the division.
Mentors participate in monitoring progress toward tenure, providing a nurturing environment, and offering feedback to address deficiencies and/or validate perceived strengths. To facilitate meaningful feedback, the faculty member in the tenure process may share with the mentor evaluation data such as student comments recorded on student evaluation forms, peer review group comments recorded during peer review group voting meetings, classroom observations, and material reviews. During fall and spring semesters, each mentor may write a narrative summary of the tenure-track faculty member’s progress and submit the summary to the dean while providing a copy to the faculty member.
The mentor does not diminish nor usurp the evaluative responsibilities of the dean. In situations where problem areas are identified, a dean may ask the mentor to collaborate with the faculty member to develop a plan for improvement. The dean and Vice President for Student Learning are required to sanction the plan.
Mentors may draw upon a wide variety of materials to help assess a probationary faculty member’s performance. A few examples follow:
Peer evaluation for the teaching component is optional and may include documented assessments, reviews of course materials, options appropriate to a division or program, and classroom observations. The purpose of the classroom visitation is to describe performance in such a way that the observations can be used with maximum usefulness and effectiveness. An observation consists of looking for specific items and noting actual examples of positive teaching behaviors. The specific information obtained becomes both the source of direction for new efforts and the source of motivation for developing self-improvement plans. The observation report can be used in developing new performance objectives. Peer evaluation options are selected as part of the performance objectives prepared by faculty members at the beginning of the year. Faculty members may accept or decline multiple requests to serve as a peer evaluator.
Peers may draw upon a wide variety of materials to help assess a probationary faculty member’s performance. A few examples follow:
Peer Review Group Feedback and form E
The Peer Review Group (PRG) will meet annually and discuss the progress toward tenure of each probationary faculty member. The discussion must be focused on the evaluation criteria for tenure; it is the responsibility of the chair of the PRG to keep the discussion on this topic.
At the conclusion of the meeting, the feedback form (form E) will be collected. The members of the PRG may bring a completed form E on each probationary faculty member to the meeting or fill out the form at the conclusion of the meeting. The monitor or PT Chair will collect and submit these forms to the probationary faculty member's dean.
Optional ad hoc tenure review committee
At all times (regardless of whether problems are perceived or not) in consultation with their mentor, tenure-track faculty may request a preliminary review by an ad hoc tenure review committee prior to application for tenure as a mechanism to assess the progress of the candidate toward tenure. This committee shall be composed of the mentor (who serves as chair), one tenured faculty from outside the discipline but from within the same division, the dean of the division where tenure will be granted and, if desired, one tenured faculty member from outside the division.
Dean
The evaluations must include an end-of-the-year faculty evaluation narrative summary. In the case of a tenure-track employee, evaluation data is available online each semester and will be discussed at a minimum at the end of the year evaluation. The faculty member is informed regarding their 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 with the faculty member. 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 VPSL’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 the faculty member does not demonstrate improvement, the dean should make a recommendation not to rehire.
The dean assesses a probationary faculty member’s performance through classroom observation and annual review as illustrated in the schedule below:
Classroom observations
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 discussions, recommendations and decisions.
If required documentation is not available the faculty member may provide an explanation as to why it is missing.
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.
Termination for Adequate Cause
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.
Deadline |
Person |
Step |
Action |
---|---|---|---|
Last two weeks of April |
VPSL |
1. |
Notifies potential candidates for tenure of their eligibility to apply. Includes links to RSCC promotion and tenure policies. |
Late August |
VPSL |
2. |
Publishes college-wide the specific date to declare candidacy for promotion and/or tenure. Notifies faculty senate president of the senate’s responsibility to submit one tenured faculty member’s name from each division as potential members for either the Promotion and Tenure (PT) Committee or the Hearing Committee. Some consideration should 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. Nominates from the combination of both lists, half of the names for the PT committee and the remaining half for the Hearing committee. |
Late September/early October |
President / VPSL |
5. |
The PT and Hearing 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: Elect a PT Committee chair Insert specific dates within the framework of the policy timelines Assign monitor to division Peer Review Group (PRG), with no monitor serving their own division |
Mid-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. |
Late October |
Candidates |
8. |
Faculty eligible for tenure and/or promotion declare their candidacy in writing to the appropriate academic dean and VPSL by the announced deadline. |
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. |
Send link of promotion and tenure timeline and guidelines for preparation of portfolio to all declared candidates. Sends names of declared candidates and PRG members 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 PRG meeting be included on the agenda for spring in-service division meeting. |
December |
Deans |
13. |
Notify monitor of date, time, and location 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. |
January in-service meeting |
Monitors
|
15. |
Meet with assigned PRG to accomplish the following tasks: Verify tenured faculty ONLY are present. Introduce list of promotion/tenure candidates. Discuss provisions for absentee voting. Provide information and guidelines. Elect PRG Chair. Give PRG the opportunity to initiate discussion about the candidates. Discuss with the PRG Chair their responsibilities. Provide duty sheet and list of PRG names. Within ten (10) 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. |
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. Notify monitors and PRG chair that portfolios are ready for review by PRG members. |
Mid-January |
Monitors |
17. |
Email the PRG chair 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 faculty who are unable to vote in person due to teaching schedule, professional travel, or approved leave. In order to accommodate extenuating circumstances, an absentee ballot may be approved if the monitor and the PT chair agree that one is warranted. The authorization, distribution, and collection of absentee votes will be handled uniformly across the college. Monitors will provide a ballot along with a self-addressed return envelope to each approved absentee voter. Absentee votes must be turned in to the monitor no later than noon on the day before the voting meeting. Only ballots returned in pre-addressed envelopes will be accepted. |
Mid-January |
PRG Chairs |
18. |
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 candidates 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 PRG chair at least two days prior to the meeting. Email the monitor the location agreed upon and if an interview has been requested. Coordinate with the candidate(s) an appropriate location for the candidate(s) to wait in case the PRG requests an interview during the meeting. 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 available for peer review. The PRG chair reminds the PRG of the availability of the portfolios and copies the monitor. |
Mid-January to mid-February |
PRG / PRG Chairs |
20. |
Review portfolio and complete confirmation of review roster. |
Last two weeks of February |
PRG / PRG Chairs/ Monitors
|
21. |
Meet to vote. The PRG Chair sends out the link to online portfolios to the peer review group for referencing candidate credentials. The PRG monitor and chair verify 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. PRG monitor 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. Candidate may be questioned only in the following areas: portfolio content or criteria, and/or duties and responsibilities outlined in PA-24-01. After the interview the candidates must leave the room. Voting on candidate 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) and offers opportunity for discussion. Monitor seals the completed forms in an envelope and gives them to the dean. |
Within one working day after PRG voting meeting |
PT Chair & Monitor |
22. |
Ballot Tallying: The ballots are tallied, verified and recorded by the assigned monitor and the chair of the PT Committee. The monitor completes and signs the appropriate forms (forms A, B, C, D) and then records the results. |
Within two working days after PRG voting meeting |
PT Chair |
23. |
Sends candidate individual recommendation form to the appropriate dean. If a dean is a candidate for tenure/promotion, the form is sent 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 |
PT Chair & PT 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. |
As soon as possible, but within seven (7) working days after PRG voting meeting |
Dean |
25. |
Complete individual recommendation form A and/or C and send them to VPSL. Give notification to the candidate as to whether they have been recommended for tenure/promotion by the PRG and dean. If the candidate is not recommended, provide the candidate a written explanation for the decision and inform the candidate of the appeal processes. Share the recommendation of the PRG and dean with the PRG. Send compiled comments, including any written explanations for denial, to VPSL for review and recommendation. |
Within seven (7) working days of notification |
Candidate |
26. |
May institute appeal process.
|
For Appeals Only: Within three working days of candidate’s notification of appeal |
VPSL |
27. |
Notifies PT or Hearing committee members of an appeal. If the candidate chooses the Hearing Committee, designates one member to facilitate first meeting of Hearing Committee, at which time the Hearing 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, access to the portfolio, and any additional sources of relevant information. |
For Appeals Only: Within twenty (20) working days of notification by VPSL to PT or Hearing Committee |
PT Committee or Hearing Committee Chair |
28. |
Gives the committee’s recommendation to the VPSL in writing. |
Within five (5) working days of receipt of the recommendation from the PT or Hearing Committee |
VPSL |
29. |
Reviews recommendations by PRG and dean and any PT or Hearing Committee’s findings. Decides whether to endorse or reconsider dean’s recommendations and notifies the candidates and appropriate deans of their decisions. If a decision is to endorse a denial of tenure or promotion, notifies the candidate of their right to appeal to the president. Completes and signs forms A and/or C and gives to the president for consideration. Ensures all candidate portfolios are maintained until the Board of Regents reaches its decision. For Appeals Only: Provides PT or Hearing Committee’s report to the affected candidate and to the appropriate dean and decides if further dissemination of the report is desirable. |
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. Notifies in writing individual candidates who are not recommended. 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 ten (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. |
Shreds all compiled comments. |
August |
PT Chair |
36. |
Shreds ballots and compiled comments after announcement of TBR’s decision. |
Link to Forms:
Form A (Candidate for Tenure Individual)
Form B (Peer Review Group Summary Sheet: Tenure Recommendation)
Form C (Candidate for Promotion Individual)
Form D (Peer Review Group Summary Sheet: Promotion Recommendations)
Form E (Tenure-Track Feedback)
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