Chapter 3349-3 Faculty Rules

3349-3-01 University faculty rules.

(A) Purpose of the faculty rules

The purpose of the faculty rules is to establish the organizational basis for faculty governance.

(1) Faculty governance is a process subordinate to federal and state governmental authority, the final authority of the board and the delegated authority of the president. The process should be reliable, respectful and open.

(2) The faculty rules are an integral component of faculty governance, providing a uniform mechanism for the development and implementation of academic rule and delineating faculty rights and responsibilities.

(3) The faculty rules enable faculty to share in the governance of the colleges and the university through consultation, advice and/or recommendation, shared responsibility and delegated authority.

(B) Definitions

Words have their ordinary and widely accepted meaning unless the word or phrase has been assigned a specific meaning within these university faculty rules.

(1) "Board of Trustees" (hereinafter referred to as the "Board") is established by section 3350.10 of the Revised Code and derives its power to govern from section 3350.12 of the Revised Code. The board is the governing body for the university and all its component colleges.

(2) "Rules" are the rules and regulations which govern the faculty and include its approved procedural appendices. The Ohio legislative services commission refers to rules as rules when they are incorporated into the Ohio Administrative Code. The provisions of the approved prevailing or rules law will take precedence over any policy or procedure which may be in substantive or procedural conflict.

(3) "College" is a collective body of faculty who prescribe and conduct a course of study leading to the award of a degree or degrees.

(4) "Core Faculty" Core faculty include all full-time faculty whether tenured, tenure track or non-tenure track and those other faculty who make a substantive contribution to the college. The dean of a college has the discretion to designate other faculty as core faculty to promote the purposes of the college.

(5) "Council of Deans" is an academic administrative body of the university that is composed of the deans of all of the colleges of the university. The purpose of the council is more fully set forth in paragraph (D) of this rule.

(6) "Deans" are the chief academic and presiding officers of the colleges of the university. Their respective authority and responsibilities are further defined in paragraph (E)(1) to (E)(4) of this rule.

(7) "Departments" are academic units of a college. The faculty may be organized into departments that are supportive of, and consistent with, the mission of the respective college. Departments may be established, changed or eliminated by the dean after consultation with faculty and the president. Departments may adopt written procedures to govern internal operations and carry out their departmental missions. Such procedures shall be consistent with university rules and procedures, these rules and the procedural appendices adopted pursuant thereto. Departments shall be reviewed at least every seven years by an ad hoc committee appointed by the dean.

(8) "Other Academic Organizational Units" of the colleges and university (centers and institutes) may be established further their missions and objectives. College units shall be reviewed at least every seven years by an ad hoc committee appointed by the dean or designee. The university units shall be reviewed every seven years by an ad hoc committee appointed by the president or designee.

(9) "Shared Governance" is a partnership between administrators and faculty which is based on mutual respect and collaboration. The core principles of shared governance include collegiality, collaboration, transparency, representative participation, mutual accountability, and clarity of roles and responsibilities.

(10) "University" is a free-standing, state supported medical university organized under the authority created by section 3350.10 of the Revised Code and the powers vested in the board. The university is organized into colleges and other administrative units as are necessary to support its mission.

(11) "Voluntary Faculty" include faculty who do not meet the criteria established for core faculty. These faculty have roles that are generally limited to formal and informal teaching on a periodic basis. These faculty may or may not receive modest honoraria for their teaching contributions.

(C) President

(1) The president is the chief executive officer of the university and shall:

(a) Be responsible for the overall administration of the university subject to control of the board;

(b) Lead the university in fostering and promoting education, research, scholarship, and service;

(c) Enforce the rules, and procedures of the university.

The president is hereby clothed with the authority requisite to that end.

(2) The president may delegate any authority or responsibility to any other member of the faculty or staff of the university.

(3) As the chief spokesperson for the university, the president is responsible for all external relations of the university.

(4) The president is an ex officio member of all standing committees of the university.

(5) The president:

(a) Recommends all appointments, reappointments, promotions and the conferral of tenure upon qualified faculty to the board;

(b) May appoint such academic officers as are necessary to meet the university's mission and carry out the university's strategic plan;

(c) May designate a member of the university's senior administration as the university's chief operating officer;

(d) May designate a member of the university's senior administration to be responsible for the affairs of the university in his/her absence; and

(e) Has the authority, as delegated by the board, to appoint such professional staff as needed to carry out the duties of the office.

(6) The president, or designee, confers all degrees upon the recommendation of the dean and the faculty of the respective college and presides at all academic occasions.

(D) Council of deans

(1) The council of deans is composed of the deans of all of the colleges of the university. The council of deans is accountable to the president.

(2) The purposes of the council of deans include, but are not limited to:

(a) Providing coordinated leadership for the interprofessional curriculum of the university;

(b) Coordinating interactions with academic, clinical and community partners;

(c) Recommending to the president, after appropriate consultation with other university officials, the establishment, modification or termination of centers and institutes;

(d) Responding to and interacting with external academic bodies;

(e) Providing oversight for university and college academic accreditation;

(f) Providing leadership for support functions in the academic affairs, faculty affairs and student affairs areas;

(g) Establishing the charge and appointing the members of the university academic standing and ad hoc committees as may be necessary to carry out the mission of the university; and

(h) Providing ongoing review of the standards and outcomes for faculty appointment, promotion and tenure to assure equivalency across the colleges of the university.

(E) Dean

(1) The dean is the chief academic and presiding officer of a college and as such:

(a) Is a member of the faculty;

(b) Has the authority and responsibility to provide active leadership in the promotion, direction, and support of education, research, scholarship, service programs of the college in accordance with the mission and the academic and strategic plans of the college and the university.

(c) Has the authority and responsibility for:

(i) Strategic planning and administration of resources in support of the college's education, research and service missions;

(ii) Assessing, facilitating, overseeing and evaluating all education programs of the college;

(iii) Maintaining applicable college accreditations;

(iv) Administering programs affecting faculty resources and teaching;

(v) Initiating and maintaining a system for career development of the faculty;

(vi) Cultivating and maintaining relationships with the college's external partners including hospitals, health departments and community-based faculty;

(vii) Developing liaisons and mechanisms to foster consultation, discussion and affiliation with appropriate community clinical resources;

(viii) Facilitating, developing and overseeing all research activities of college in consultation and cooperation with the vice president for research;

(ix) Promoting collaboration and establishing interdisciplinary programs;

(x) Appointing, evaluating and removing such assistant and associate deans, department chairs, and other program administrators and staff needed to carry out the mission and the academic and strategic plans of the college;

(xi) Determining, upon the advice of the faculty, those students who are qualified for graduation; and

(xii) Recommending appointment, reappointment, promotion and conferral of tenure upon qualified individuals to the president.

(2) The dean serves as an ex officio member of all standing committees of the college.

(3) The dean may delegate duties and the authority to carry out such duties to an appropriate college official.

(4) The dean is appointed by, reports to, and serves at the pleasure of, the president.

(F) Department chair

(1) The department chair has primary responsibility for the overall operation of a department and is a member of the faculty.

(2) When applicable, the department chair:

(a) Is responsible for the development, operation and evaluation of the education, research, scholarship and service programs of the department;

(b) Assists in the development of annual goals and objectives, provides career counseling and mentoring and conducts annual evaluations of department faculty in order to promote optimal professional development;

(c) Administers the departmental budget and allocates space within the department; and,

(d) Recommends appointments, reappointments, promotions and changes in faculty status, leaves and dismissals in accordance with these rules.

(3) The department chair is appointed by, reports to, and serves at the pleasure of, the dean.

(4) Department chairs may establish subunits within the department with the approval of the dean.

(G) Faculty

(1) The faculty of the university may include the president and all persons who hold the rank of professor, associate professor, assistant professor and instructor, whether the title is qualified or not. The respective colleges may authorize the creation of other ranks and titles for faculty within the college. Upon the recommendation of the council of deans, the university may authorize the creation of other ranks and titles of distinction within the university.

(2) The faculty, subject to the final authority of the dean, has the authority and responsibility to establish academic policy to govern the education, research, scholarship and service activities of the college.

(3) Faculty are expected to subscribe to the highest standards of education, research, scholarship and service.

(4) Faculty shall endeavor to perform at the highest level of professional competence throughout the period of their appointment.

(5) Faculty are expected to subscribe to the highest standards of conduct and ethical behavior including, but not limited to, honesty, integrity and civility. These standards are embodied in the university faculty code of professional conduct.

(6) Faculty are entitled to academic freedom in the conduct of education, research and publication of results, subject to the adequate performance of their academic obligations.

(7) In speaking or writing, the faculty shall be responsible and accurate. As scholars and educators, faculty members should remember that the public may judge their profession, college and the university by their public statements. When faculty speak or write as private citizens with no indication of college or university affiliation, they shall be free from college or university censorship and discipline.

(8) While it is expected that faculty will collaborate with outside colleagues in activities related to their primary academic functions, the department chair may in his or her discretion define limits to activities which would unduly interfere with the performance of the faculty member's primary duties and responsibilities or impair the performance of the individual as a scholar, educator, or researcher. It is expected that faculty will disclose to the department chair any planned professional activities during non-vacation time that may be unrelated to their primary academic functions. In addition, the faculty member may be required to develop and implement a conflict of interest or conflict of commitment plan.

(H) University council

(1) Purpose

The university council is a body established to facilitate shared governance among the faculties of the colleges and across the university campuses. The purposes of the university council include, but are not limited to:

(a) Enhancing communication among faculty and with administration;

(b) Promoting the continuous professional development and rewards and recognition of faculty;

(c) Enhancing planning and strategic initiatives of the university and its partners including advice concerning academic policies and procedures, degree programs and admissions; and,

(d) Supporting and promoting the missions of the university and its colleges.

(2) Membership

(a) The first members elected to the university council shall by lottery determine which member in a given class shall serve a one, two or three year term except for the student member. Thereafter, the members of university council shall serve staggered three year terms, except for the student members who will be elected annually for a one year term.

(b) The membership of university council shall include:

(i) Three members of the core faculty of each college as elected by the core faculty;

(ii) Three members of the voluntary faculty elected by the voluntary faculty;

(iii) Three members nominated and elected by the core faculty, voluntary faculty and student membership of the university council to achieve a balance between basic science and clinical membership, diversity, and other important dimensions;

(iv) One student representative from each college elected by the student council;

(3) Officers

(a) A chair, vice chair and secretary of university council shall be elected by its membership.

(b) The chair and vice chair shall serve appointments of two years, with the vice chair becoming the chair at the end of the term of service of the chair. Should the chair leave office prematurely, the vice chair shall serve a term of two years and an election will be held for a new vice chair for a term of two years.

(c) The chair or designee will be a member of the leadership body of each respective college as set forth in the appendix g for the respective college.

(d) The chair or designee will serve as a representative to the Ohio faculty council.

(4) Procedures of the university council

(a) The university council shall use Robert's Rules of Order Newly Revised to facilitate its meetings unless it is in conflict with these rules. The chair of the university council shall preside over the meetings of the university council. In the absence of the chair, the vice chair shall preside.

(b) Meetings shall be held quarterly or upon ten calendar days notice by the chair.

(c) A meeting shall also be held upon the written request of three members of the university council. The request will be addressed to the chair. A meeting will be held within thirty days of the request. A notice detailing the time, place and exact purpose of the meeting shall be e-mailed to all the members of the council at least three days in advance of the meeting.

(5) Voting

(a) All members of the university council are voting members and shall have one vote each.

(b) The usual methods of voting on motions are by voice or show of hands. A written ballot may be used when requested by a university council member.

(c) A voting member may not designate a substitute to vote on his/her behalf.

(d) University conflict of interest rules shall be in effect and any member with a direct personal or pecuniary interest in the matter being considered may participate in the discussion of the matter, after having declared the conflict, but must abstain from voting on the question.

(e) A simple majority of all university council members constitutes a quorum. A quorum shall be assumed to exist unless challenged.

(6) Meetings and minutes

(a) From time to time, the university council may convene committees or groups to facilitate its work.

(b) Minutes shall be compiled for all meetings and committees of the university council. Meeting minutes will be kept on file in the reference section of the university information center and will be posted when available to the university website.

(c) University council meetings are open to any faculty member, student or staff member. However, upon a majority vote of the sitting members of the council, as determined using a roll call vote, an executive session of the council may be called for a purpose that is stated as part of the resolution calling for the executive session. The university council may only vote on matters in open sessions of the council.

(d) Every effort will be made to have representatives of the administration available for each meeting as requested by the chair of the university council.

(e) The president of the university, as its chief executive officer, shall have the privilege of the floor of the university council, within his or her discretion.

(7) Liaison between university council and college leadership

(a) Resolutions certified by a majority vote of the university council shall be forwarded to the council of deans with a copy to the president.

(b) The council of deans will respond to a certified resolution of the university council.

(c) University council representation on the respective college's leadership groups shall be encouraged to enhance communication and planning.

(I) College core faculty councils

(1) Purpose

Each college shall promote shared governance between the core faculty and the administrative officers of the college. College core faculty council provides an opportunity for all core faculty to:

(a) Review and vote on strategic and substantial policy changes. Such votes will be communicated to university council and the president;

(b) Discuss policy and to advise administrative officers on matters significant to the academic programs of the college including, but not limited to: admissions; curriculum; and faculty appointment, promotion and tenure;

(c) Be informed of pertinent activities of the college, faculty committees, and administrative officers;

(d) Review and discuss bylaw changes which will impact the college and certify recommended changes to the university rules committee;

(e) Advise the dean concerning membership on the standing and ad hoc faculty committees;

(f) By majority vote, certify resolutions to the university council for their consideration with a copy to the council of deans; university council will respond to a certified matter from the core faculty council;

(g) Elect representatives to the university council; and

(h) Consider any other matters referred to it by the dean.

(2) Membership

All core faculty members of a given college are members of the core faculty council.

(3) Officers

(a) The dean will chair the college core faculty council. The dean will not vote except in the case of a tie.

(b) The vice-chair will be elected by the core faculty council. Assistant and associate deans may not stand for election as vice-chair. The vice-chair shall be a member of the leadership body of the respective college. The vice-chair shall chair the meetings of the core faculty council in the absence of the chair.

(c) The secretary will be elected by the core faculty council. Assistant and associate deans may not stand for election as secretary. The secretary will prepare the agenda of the core faculty council. Agenda items may be submitted to the secretary by any member of the core faculty; such items will be included on the agenda. The secretary will prepare the minutes and make them available after their approval.

(4) Procedures of the core faculty meetings

(a) Robert's Rules of Order Newly Revised to facilitate the meetings of the core faculty unless it is in conflict with these rules.

(b) Meetings shall be held at a minimum of two times per year, or upon ten calendar days notice by the chair.

(c) A meeting shall also be held upon the written request of ten members of the core faculty. The request will be addressed to the dean. A meeting will be scheduled within thirty days of the request. A notice detailing the time, place and exact purpose of the meeting shall be e-mailed to all the members of the core faculty council by the secretary at least three days in advance of the meeting.

(5) Meetings and minutes

(a) When convened, all core faculty members are expected to attend meetings of the college core faculty council meetings of the council may be held by any electronic means permitted by appendix g of the respective college's rules.

(b) The dean shall convene all meetings of the college core faculty. In the absence of the dean, the vice-chair shall chair the meeting.

(c) From time to time, the core faculty may convene committees or groups to facilitate its work.

(d) Minutes shall be compiled for all meetings and committees of the core faculty. Meeting minutes will be kept on file in the reference section of the university information center and will be posted when available to the college or university website.

(e) Core faculty meetings are open to any faculty member, student or staff member of the college. However, upon a majority vote of the present and voting members of the core faculty, as determined using a roll call vote, an executive session of the core faculty may be called for a purpose that is stated as part of the resolution calling for the executive session. The core faculty may only vote on matters in open sessions of the core faculty.

(6) Voting

(a) All members of the core faculty are voting members and shall have one vote each except for the dean who will vote only in the case of a tie.

(b) The usual methods of voting on motions are by voice or show of hands. A written ballot may be used when requested by a member. Except for resolutions introduced at meetings, anonymous electronic ballots may be used by core faculty who cannot attend a meeting due to special circumstances. Such ballots shall be made available at least ten business days prior to the meeting, and must be received by the office of the dean no later than the date of the meeting.

(c) A voting member may not designate a substitute to vote on his/her behalf.

(d) University conflict of interest rules shall be in effect and any member with a direct personal or pecuniary interest in the matter being considered may participate in the discussion of the matter, after having declared the conflict, but must abstain from voting on the question.

(e) A simple majority of members constitutes a quorum. A quorum shall be assumed to exist unless challenged.

(J) Other meetings of college faculty, chairs and committees

(1) The dean shall convene meetings of the department chairs as necessary to support the initiatives of the college.

(2) Each college shall establish standing committees to address student admissions, curriculum, student assessment and advancement and faculty appointment. Each college which grants primary faculty appointment and rank shall also have a standing committee to address tenure and promotion decisions.

(3) Other governance committees, councils, or other bodies may be established by the dean where appropriate to promote the purposes of the college.

(K) University committees

(1) The university shall, at a minimum, have a standing rules committee.

(2) The university may establish other committees, councils or other bodies where appropriate to promote the purposes of the university.

(L) Appointment, promotion, tenure and reappointment

(1) The university sustains a community of scholars whose members are engaged in the discovery, evaluation, transmission, and extension of knowledge.

(2) Faculty have academic freedom regardless of their tenure status.

(3) Given the complexity of the colleges and the great diversity of talent within them it is imperative that various kinds of academic work be recognized through a broad vision of scholarship. Scholarship includes, but is not limited to, the scholarship of discovery, integration, application and teaching. Scholarship of discovery is understood to include the traditional science of inquiry, investigation and experimentation, commonly known as research. Scholarship and research may also include participation in clinical trials and commercialization, patent and technology transfer activities. Such work may be supportive for promotion decisions and weigh importantly in tenure decisions. While clinical care is insufficient alone to merit promotion or tenure, clinical innovation and improvement activities done in a scholarly manner and acknowledged to be of regional, national or international importance are important indicators of distinction and merit consideration. Regardless of the type of scholarship, it should possess the quality of excellence, be peer-reviewed and be disseminated in the public domain.

(4) Herein are defined the basic tenets of appointment, promotion and tenure. The colleges shall develop specific guidelines for the appointment, promotion and tenure of faculty that are consistent with these basic tenets and are set forth in the appendices.

(5) Tenure-track faculty

(a) Appointments

(i) Appointments are based on the potential for and evidence of academic accomplishment.

(ii) Recommendations for appointment shall originate with the department chair in accordance with these rules and its appendices.

(iii) Procedures for appointment shall be set forth in an appendix to these rules.

(iv) The letter of appointment, and any amendments thereto, shall set forth the terms of the appointment.

(b) Probationary period

(i) The total probationary period shall not exceed seven years unless a leave of absence is granted to the individual or an extension as provided herein is granted. Time spent on a leave of absence will not count as probationary period service.

(ii) At the request of a faculty member and with the concurrence of the department chair and the dean, the president may grant an extension to the faculty member's probationary period.

(iii) Faculty appointments may be terminated before the end of the probationary period. However, the faculty member will receive notice of non-renewal no later than six months prior to the beginning of the next academic year.

(c) Tenure and promotion

(i) Only faculty members appointed to the tenure track are eligible to be considered for tenure.

(ii) The granting of tenure is a commitment of a college. Tenure assists respective colleges in attracting and retaining faculty of high quality. The conferral of tenure necessitates an assessment of college needs and a commitment of college resources. Documented evidence justifying the institutional commitment afforded by the award of tenure is needed of a faculty member's:

(a) Professional excellence in teaching, research and scholarly activities, and academic/public professional/clinical service; and

(b) Demonstrated professional dedication and outstanding ability to substantiate the potential for future contributions.

(iii) Tenure is a privilege of eligible faculty, not a right.

(iv) The letter of appointment will serve as the basis for faculty evaluation, promotion and tenure decisions unless modified by mutual assent of the faculty member, his/her department chair, the dean and the president.

(v) The results of an evaluation of teaching, research, scholarship and service shall be considered in the decision to promote or grant tenure.

(vi) The procedure required for promotion or the granting of tenure requires a comprehensive review of the candidate's accomplishments over the life of his/her career with emphasis on the probationary period and future scholarly potential.

(vii) The ongoing commitment inherent in tenure resides within the college in which the faculty member has the tenure-track appointment.

(d) Annual evaluation of faculty

(i) Annual evaluations of faculty will be conducted by the faculty member's department chair in order to promote optimal and continued professional growth and development.

(ii) Standards for review

The focus of the annual evaluation includes a review of the faculty member's performance in the areas in which the faculty member has assigned duties and responsibilities. Such areas include, but are not limited to, teaching, research, service, entrepreneurship and administration, if applicable. The evaluation will rate the faculty member's performance as superior, satisfactory or unsatisfactory.

(iii) Opportunity for recognition

Appropriate recognition for superior performance may be accorded at the discretion of the department chair.

(iv) Consequences of an unsatisfactory evaluation

The initial consequence of an unsatisfactory review will be the development of a plan to remediate the deficiency or deficiencies. The remediation will be evaluated at the next annual review, and if the remediation was ineffective and another unsatisfactory evaluation occurs, the consequences may include the faculty member's loss of university laboratory space, denial of salary increases, or sanctions as set forth in the rules.

A faculty member may appeal the decision of the department chair to the dean within ten working days of the receipt of notification. The appeal must be in writing and must present evidence that the evaluation was sufficiently flawed as to compromise the verity of the outcome.

(v) Review of a faculty member with repeated unsatisfactory evaluations

(a) A tenured faculty member who receives three unsatisfactory reviews in a six year period will be required to undergo a comprehensive review as set forth in the appendices to these rules.

(b) A faculty member's failure to develop and appropriately implement a remediation plan after an unsuccessful comprehensive review will constitute just cause for the application of sanctions under the rules up to and including dismissal from the faculty.

(6) Nontenure-track faculty

(a) Appointments

(i) Appointments are based on potential for, or evidence of, academic accomplishment.

(ii) Recommendations for appointment shall originate with the department chair in accordance with these rules and its appendices.

(iii) Procedures for appointment shall be set forth in an appendix to these rules.

(iv) The letter of appointment, and any amendments thereto, shall set forth the terms of the appointment.

(b) Promotion

(i) A faculty member may become eligible for promotion to a higher rank on the basis of distinctive contributions, as determined by guidelines appropriate to his/her background and training, and academic and professional responsibilities.

(ii) The criteria for promotion include contributions to the educational programs of the college, research and scholarly activity, professional standing and service to the college.

(iii) Additional terms and conditions for promotion may be set forth in a faculty member's letter of appointment.

(c) Reappointments

A faculty member will be considered for reappointment every three years to determine if he/she fulfills the criteria outlined in the appendices to these rules and assists the department in accomplishing its mission.

(M) University title of distinction: distinguished university professor

(1) The title of distinguished university professor is a non-salaried designation that may be conferred by the university, from time to time, on individuals who have demonstrated extraordinary achievement as university faculty members. This represents the highest honor that the university can confer on a faculty member, and will only be awarded for truly exceptional contributions.

(2) Only full professors will be eligible for consideration. candidates must meet the following criteria to be recommended for consideration:

(a) Documented evidence of sustained excellence in education at university,

(b) A protracted record of distinguished scholarship spanning at least a decade,

(c) Evidence of extraordinary academic achievement that has been formally recognized by an authoritative national or international body, and

(d) Documentation from appropriate individuals external to university that the candidate is a premier contributor to his or her discipline or field of study.

(3) Nominations for the title of distinguished university professor may originate from a department chair, dean of a college, or the president.

(4) The nomination and supporting documentation will be forwarded to the council of deans, who will convene an ad hoc committee of three to five faculty members who hold the rank of full professor to consider the merits of individuals recommended for the title. At the discretion of the council of deans, one of the committee members may be a senior faculty member at another institution of higher education or research institute.

(5) If the ad hoc committee makes a positive recommendation and the council of deans approves, the recommendation will be forwarded to the president for consideration.

(6) If approved by the president, the nomination will be forwarded to the board of trustees for consideration.

(N) Sanctions and dismissal of faculty for just cause

(1) A faculty member may be sanctioned or dismissed for just cause for malfeasance, misfeasance or nonfeasance including, but not limited to:

(a) Professional incompetence;

(b) Conduct not in accordance with the ethical standards set forth in the university faculty professional code of conduct and/or general professional ethical standards;

(c) Neglect of duty;

(d) Dishonesty in administration, teaching or in the conduct of research or breach of professional ethics;

(e) Conduct that significantly impairs his/her ability or that of others to carry out academic or administrative responsibilities;

(f) Willful conduct in violation of these rules and associated procedures; or

(g) Conviction of a felony.

(2) Procedures for sanctions of faculty for just cause shall be set forth in an appendix to these rules.

(3) No faculty member shall be censured or dismissed without being accorded procedural due process in accordance with these rules and the appendices hereto. Such procedural due process includes:

(a) Notice of the charge(s);

(b) Name(s) of the person(s) who brought the charge(s);

(c) The opportunity to be heard;

(d) The right to cross examine witnesses; and

(e) The option to be assisted by counsel, at the faculty member's cost.

(4) The burden of proof shall be on the university to meet the preponderance of the evidence standard.

(O) Amendments

(1) Rules

(a) No amendment to these rules may be made which is inconsistent with existing law or university policy.

(b) Recommendations for amendment of these rules shall be made by the university rules committee to the dean of the colleges that award primary faculty rank and title to its members. The dean of each such college will schedule the matter for a vote of its core faculty. Each college will determine an appropriate and timely mechanism for voting.

(c) An amendment will be approved if it receives a positive vote of the core faculty of the majority of colleges that award primary faculty rank and title to its members.

(d) The president shall present positive recommendations for amendments to the board. Amendments are adopted when approved by the board and become effective after they have been codified, filed and posted by the university counsel.

(2) Procedural appendices

(a) Procedural appendices which elaborate, clarify or add further detail to these rules may be adopted by a majority vote of the college core faculty affected.

(b) All procedural appendices must be consistent with existing law, these rules and university rule. Any inconsistency or disagreement will be resolved in favor of the law, rules or the university rule.

(c) Amendments to the procedural appendices shall be presented to the university rules committee. The rules committee shall review the amendment and may make necessary revisions or modifications to reconcile the amendment with existing law, or rule. If the amendment cannot be reconciled, it will not be submitted to the deans of the affected colleges for a vote.

(d) The university rules committee shall submit appropriate amendments to the dean or deans of the colleges whose faculty will be affected by the amendment.

(e) If only one college is affected, the amendment may be adopted as of the date of a majority vote by its core faculty. If the faculty of more than one college will be affected, the amendment is considered approved as of the date it is first approved by the majority of the affected colleges.

(3) Codification, filing and posting

(a) When amendments to the rules or the procedural appendices are adopted, they must be forwarded to the university general counsel for codification, filing and posting. The effective date of an amendment is ten calendar days from the date that the amendment is codified, filed and posted by the general counsel.

(b) University general counsel will notify the office of faculty affairs when such amendments are codified, filed, posted and the final effective date of all amendments.

Replaces: 3349-3-01

Effective: 8/12/2013
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15
Prior Effective Dates: 8/12/2013

3349-3-20 Appendix b: college of medicine procedure for the appointment, promotion, tenure, and evaluation of tenure-track and core faculty.

(A) Definitions

(1) "Core Faculty". Core faculty are tenured, tenure track and non-tenure track faculty who make a substantive contribution to the college. The dean of a college has the discretion to designate other faculty as core faculty to promote the purposes of the college.

(2) "College". For purposes of this rule, college means college of medicine.

(3) "Curriculum Vitae (CV)". The curriculum vitae is the document submitted by the candidate for consideration by independent external evaluators. Suggested items include information on contributions to the educational program of the college, research and scholarly accomplishments, service related to the college of medicine, and professional standing.

(4) "Days". Days as used in this document are working days.

(5) "Dossier". A Dossier is a file containing the faculty member's documents submitted for consideration for promotion and/or tenure.

(6) "Evaluation Year". The evaluation year is the final year of the probationary period.

(7) "External Evaluator". An external evaluation is an individual who is external to the university, its affiliated universities, hospitals and health departments, and is qualified to assess the candidate's scholarly achievements and reputation.

(8) "Letter of Appointment". The letter of appointment is a document initiated by the college and sets forth the conditions of appointment and/or employment. Any previous experience to be counted toward a faculty member's probationary time period may be negotiated prior to appointment and will be documented in the letter of appointment. Any modifications to the letter must be in writing and agreed to by the college and the faculty member.

(9) "Notice of Non-reappointment". Notice of non-reappointment is a written notification by the dean that the college intends to terminate a faculty member's appointment at a specified time. Notice of non-reappointment will be given by March fifteenth. During the first year of service, the last day of service will be June thirtieth of the calendar year in which the notice is given. After one or more years of service, the last day of service will be June thirtieth of the next calendar year.

(10) "Probationary Period". The probationary period is the initial period of tenure-track employment during which a faculty member must demonstrate that he/she is capable of performing the required duties of the position. The probationary period lasts from the date of the initial tenure-track appointment to the date of the award of tenure or notice of non-reappointment.

(11) "Tenure". Tenure is the commitment of a college to a faculty member for continuous and ongoing faculty appointment that provides protection against involuntary suspension, discharge or termination except for financial exigency or cause as subject to applicable definitions and procedures contained within the faculty rules and appendices. Tenure ceases upon the faculty member's voluntary termination, retirement or death.

(12) "Tenure-Track Position". A tenure-track position is a full-time faculty appointment that includes the eligibility to apply for tenure.

(B) Academic ranks

Appointment to the faculty is a privilege, not a right. The following academic ranks have been established for tenure-track and core faculty:

Professor

Associate professor

Assistant professor

(C) Titles of Distinction1

(1) Distinguished

(a) The title "Distinguished" is a non-salaried designation of distinction conferred by the board of trustees upon an individual who has contributed significantly to the mission of the college. Distinguished titles may also be conferred upon individuals known nationally or internationally who have made significant contributions to his/her discipline.

(b) The rank conferred would be preceded by the title "Distinguished".

(c) Recommendations for the award of distinguished status may originate with the departmental chair, dean, or the president.

(d) If the president concurs with the recommendation, it will be forwarded to the board of trustees for consideration.

(2) Emeritus

(a) Policy statement (board of trustees rule)

(i) "Emeritus" status recognizes university faculty and professional senior administrative staff who have provided meritorious service to the university and have retired. The university recognizes the potential of emeritus faculty and senior administrators as a continuing valuable resource and is committed to fostering an active ongoing relationship with them through an extended academic appointment.

(ii) A candidate for emeritus status will have demonstrated leadership and wisdom, will have given dedicated and distinguished service to the university for a minimum of ten years and, for faculty, have attained the rank of associate professor. Exceptions to the ten years and associate professor requirements can be made by the dean, president, or chair of the board of trustees for an individual who has made an outstanding contribution to the university during a briefer period of service or holds a rank below associate professor.

(iii) Where possible, an emeritus faculty member would continue to contribute to the university community as appropriate.

(b) Procedures for nomination and selection

(i) Recognizing the significance of the designation of emeritus, the award of emeritus status will be limited in number.

(ii) A candidate may be nominated by his/her department chair, dean, president or chair of the board of trustees (as noted in this rule).

(a) Faculty are nominated by the department chair after discussion with the dean. The dean must approve faculty nominations.

(b) A department chair or executive associate dean will be nominated by the dean.

(c) A dean or professional senior administrative staff will be nominated by the president.

(d) The president will be nominated by the board of trustees chair.

(iii) Except in the case of a board of trustees' nomination, the nominator must submit a current curriculum vitae for the nominee and a letter of recommendation supporting:

(a) The nominees qualifications in meeting the minimum criteria; and

(b) Three supporting letters of reference from other constituents, obtained by the nominator.

(iv) Completed nomination packets (including any and all letters) should be forwarded to the office of faculty affairs.

(v) Faculty affairs will confirm that the materials are complete and will present the materials to the president.

(vi) The dean may choose to interview the faculty candidates and must approve faculty candidates before submission.

(vii) The designation of emeritus status is recommended by the president or board chair and awarded by formal resolution of the board of trustees.

(viii) The candidate will be notified of the board of trustees' approval and will be provided a copy of the board of trustees' resolution.

(c) Benefits and privileges

(i) Individuals with emeritus status are expected to comply with all the policies, regulations and rules as stated in the appropriate university handbooks.

(ii) Contact the office of faculty affairs for a complete listing.

(3) Honorary

(a) The title "Honorary" is a non-salaried designation of distinction conferred by the board of trustees upon an individual who has contributed significantly to the mission of the college. Honorary titles may also be conferred upon individuals known nationally or internationally who have made significant contributions to his/her discipline.

(b) The rank conferred would be preceded by the title "Honorary".

(c) Recommendations for the award of honorary status may originate with the departmental chair, dean, or the president.

(d) If the president concurs with the recommendation, it will be forwarded to the board of trustees for consideration.

(4) Utilization of college resources by a faculty member holding a title of distinction will be individually determined by the department chair with the concurrence of the dean and president.

(5) Retired

(a) A faculty member who formally retires after continuous and dedicated service to the college and who will not continue to be involved in its education, research, or service programs on an ongoing basis may be eligible for "retired status".

(b) A faculty member may request, in writing, through the appropriate department chair the addition of a retired designation to the faculty rank held at the time of retirement. Recommendations will be forwarded to the dean.

(c) The dean will act on the recommendation and, if positive, will notify the faculty member that the designation (retired) may be added following the faculty title at the time of retirement, example, professor of anatomy (retired).

(D) Appointments and promotion

(1) Appointments

(a) Appointments may be with or without tenure. Appointments with tenure are appointments for which the probationary period has been waived and tenure commences at the time of initial appointment. While prior tenure status will be considered in initial appointment, the college will independently assess fitness for tenure.

(b) An appointment is made with the expectation that it will continue until notice is given that it will terminate by either the faculty member or the college in accordance with the university faculty rules, college appendices, and other applicable policies and procedures.

(2) Promotion

Promotion is a decision that is independent of the awarding of tenure except in the case of an assistant professor who, when reviewed for and awarded tenure, is simultaneously promoted to associate professor. The rank of professor is awarded in recognition of the faculty member's outstanding contributions to his/her profession and the college.

(E) Basic principles of tenure

(1) The conferral of tenure is a commitment of the resources of the college. Tenure assists the college in attracting and retaining faculty of high quality. Documented evidence is needed of a faculty member's professional excellence in teaching, research and scholarly activities, and academic/public professional/clinical service; and demonstrated professional dedication and outstanding ability to substantiate the potential for future contributions justifying the degree of permanence afforded by the award of tenure.

(2) The tenure policy and review procedures are based on the following:

(a) Tenure may be awarded only to a full-time, salaried faculty member with a tenure-track appointment.

Except under extraordinary circumstances, any time accrued under non-tenure track appointments will not count toward tenure or any probationary period. Any such exception must be approved by the department chair and the dean. Tenure may be awarded at the time of initial appointment or after the successful completion of the probationary period.

(b) Tenure is a privilege not a right.

(c) Tenure shall not be awarded unless, after rigorous review, the faculty member has been found to meet the standards described herein.

(d) If tenure is not awarded in the evaluation year, a faculty member shall be given a terminal notice of non-reappointment.

(F) Structure and function of the tenure development advisory committee

(1) Purpose

The purpose is to establish an individual mentoring program for a probationary faculty member and to evaluate and provide ongoing recommendations concerning academic and professional development during the probationary period. This committee is advisory to the faculty members and to the department chairs.

(2) Composition

(a) A tenure development advisory committee will be appointed for each probationary faculty member.

(b) This ad hoc committee will be composed of at least three tenured faculty of the university appointed by the probationary faculty member's department chair. It may include faculty from outside the probationary faculty member's department but may not include the faculty member's department chair.

(3) Meetings

(a) The committee will meet at least annually with the probationary faculty member. To the extent that it is feasible, this meeting should occur at a time to allow input for the annual review of the faculty member performance by the department chair.

(b) The committee will be chaired by a member selected by the department chair.

(4) Reports

(a) The committee chair will provide a formative annual written report to the department chair which will include an assessment of the faculty member progress toward tenure. The department chair will review it with the faculty member.

(b) The department chair will meet with the faculty member and provide a copy of the tenure development advisory committee reports to the faculty member along with his/her annual performance review of the faculty member.

(c) In the year immediately prior to tenure consideration, the committee chair shall submit a summative report which will set forth the committee's assessment of the candidate's readiness to stand for tenure and will make a clear recommendation to the department chair concerning tenure.

(d) As part of the completed dossier, the department chair shall summarize the reports of the committee with emphasis on the most recent year and the committee's assessment and recommendation concerning tenure.

(G) Structure and function of the tenure and promotions committee

(1) Standing committee of college of medicine

The tenure and promotions committee is a standing committee of the college of medicine.

(2) Composition and chair

The committee is comprised of no fewer than seven faculty members appointed by the dean, college of medicine, in accordance with the procedures outlined in appendix g.

(3) Responsibilities

(a) The tenure and promotions committee reviews and evaluates the credentials of applicants for tenure or promotion.

(b) Evaluation. The tenure and promotions committee may:

(i) Interview appropriate individuals and/or;

(ii) After notifying the candidate in writing request additional information from further outside references; and/or

(iii) Request any additional information pertinent to the evaluation. The candidate will be notified of any additional information used.

(4) Recommendations. The tenure and promotions committee, after its evaluation, may recommend to award or deny tenure or promotion. The committee will forward its recommendation to the dean with a copy to the department chair.

(H) Eligibility for tenure or promotion

(1) Terminal degree

The candidate must hold an appropriate terminal degree. Exceptions can be made in particular cases, provided that such exceptions are justified by the candidate's department chair and approved by the dean and president.

(2) Tenure

(a) Tenure track

Only those faculty in the tenure track are eligible for tenure. Tenure eligibility will be identified in the faculty member's letter of appointment.

(b) Award must result from positive action

The conferring of tenure is a positive act by the college and the university. A faculty member shall not be awarded tenure by default. Any failure in procedural matters shall not be sufficient cause for the conferring of tenure. If the university or the college makes a procedural error, the error will be corrected, and the procedure will continue without prejudice to the candidate.

(c) Probationary period

(i) Typically, the period of initial appointment begins on July first and ends on June thirtieth. In determining eligibility for tenure, initial appointments commencing on or before October first will be counted as a full year. Partial years of appointment will not be used unless so requested in writing by the faculty member.

(ii) Upon written request of the faculty member and approval by the department chair and the dean, the faculty member may be allowed to apply for tenure before the maximum number of years provided herein for the probationary period. If the faculty member is not awarded tenure when he/she is reviewed before the maximum number of years provided herein, he/she may reapply for tenure once more. However, he/she may only re-apply in the year when he/she has completed the maximum number of years provided for herein for the probationary period.

(iii) Approved leaves of absence will not be counted as part of the probationary period.

(iv) In extenuating circumstances, at the request of the faculty member and with the concurrence of the department chair, the dean may grant an extension of the faculty member's probationary period.

(v) Assistant professors

The probationary period is generally no more than seven years. A faculty member must give to the department chair a written notification of intent to stand for tenure by June first of the year specified in the letter of appointment unless otherwise requested and approved in writing. If notification is not given, a terminal tenure-track appointment letter will be issued for an eighth and final year. If tenure is awarded then promotion to associate professor is also granted.

(vi) Associate professors and professors

The probationary period is generally no more than five years. A faculty member must give to the department chair notification of intent to stand for tenure and/or promotion by June first of the year specified in the letter of appointment unless otherwise requested and approved in writing. If notification is not given, a terminal tenure-track contract will be issued for a sixth and final year.

(3) Promotion

(a) Following the award of tenure to associate professor, there is no requirement for a faculty member to be promoted to a higher rank.

(b) Tenure-track faculty must be tenured prior to seeking promotion to professor.

(c) Five years in rank is generally the minimum time in rank before which a faculty member may be considered for promotion to professor. The dean may, after consultation with the department chair, may reduce the time in rank requirement for a faculty member whose performance would justify the reduction in time prior to consideration for promotion.

(d) Non-tenure track faculty are eligible for promotion in accordance with a similar timeframe. Criteria for promotion are set forth below.

(I) Faculty appointment, promotion, tenure

(1) Appointment

(a) Initial appointment is primarily based upon past performance with an expectation of continued contribution at a level commensurate with the appointment description and rank as described below.

(b) Considerations include, but are not limited to:

(i) Possession of an appropriate terminal academic or professional degree;

(ii) Expertise in an appropriate academic field and evidence of dedication to continuing advancement of this field of knowledge;

(iii) Ability and dedication as an effective teacher;

(iv) Creativity and competence in an appropriate field of research and scholarship; and

(v) Ability to assume responsibility for professional services and administration of health and/or academic services.

(2) Promotion and tenure

(a) In evaluating the candidate's performance, the weighting of the evaluation areas may vary. Consideration will be given to the mission of college, the department and the demands of the appropriate discipline. Both quality and quantity of the individual's contribution will be taken into consideration.

(b) Promotions are made after contributions commensurate with the higher rank have been achieved. The tenure and promotions committee will consider any specific exceptions or requirements set forth in the faculty member's letter of appointment or any amendments thereto.

(c) Promotion for tenure track faculty is based on proficiency (performance that meets or exceeds expectations) in all relevant areas (education, scholarship, clinical care, and service), and clear excellence (important accomplishment that exceeds expectations, and often reflects a regional, national or international reputation) in at least one or more areas. Promotion for non-tenure track core faculty is based on clear proficiency in at least one and preferably two or more spheres of activity. Standards for individuals on the tenure track are substantially higher than those for non-tenure track core faculty.

(d) Standards and documentation for promotion and tenure include, but are not limited to:

(i) Research and scholarly accomplishments

(a) The standard

(i) Research is central to the mission of the college. Given the complexity of the college and the great diversity of talent within it, it is imperative that various kinds of academic work be recognized through a broad vision of scholarship. Scholarship includes, but is not limited to, the scholarship of discovery, integration, application and teaching. Scholarship is understood to include the traditional science of inquiry, investigation and experimentation known as research. Scholarship and research may also include participation in clinical trials and commercialization, patent and technology transfer activities. Such work may be primarily supportive for promotion decisions and weigh importantly in tenure decisions. While clinical care is insufficient alone to merit promotion or tenure, clinical innovation and improvement activities done in a scholarly manner and acknowledged to be of regional, national or international importance are important indicators of distinction and merit consideration. Regardless of the type of scholarship, it should possess the quality of excellence, be peer-reviewed and be disseminated in the public domain.

(ii) Creative scholarly activity includes both original research resulting from investigative work or other peer reviewed contributions to the professional and scientific literature. Faculty shall conduct original research and other scholarly activity. The hallmark of creative scholarly activity lies in the peer reviewed "written" word. By having their contributions published, faculty can make a lasting contribution to the body of professional and scientific literature. Written work which is not peer reviewed may support a faculty member's dossier, but by itself is insufficient evidence of excellence in scholarly activity. Similarly, oral or poster presentations may support a faculty member's dossier but are insufficient evidence of proficiency or excellence in scholarly activity.

(iii) Original research is studious inquiry or examination, especially critical and exhaustive investigation or experimentation that has as its aim provision of new or revision of accepted conclusions, interpretations, theories, or laws in the light of newly discovered facts, or the practical applications of such new or revised conclusions, interpretations, theories or laws. Original research is often of an applied nature; therefore, it has potentially immediate usefulness to the profession and health sciences. Research may also be theoretical in nature; both applied and theoretical (basic) research are encouraged. The nature of research disciplines may range widely.

(iv) Faculty shall conduct research and other creative scholarly activity that clearly demonstrates high quality and conforms to the highest ethical and legal standards. Quality is stressed over quantity.

(v) Standards and expectations for scholarship may differ from one field to another reflecting the diversity of medicine.

(b) Documentation

There must be evidence that the candidate is engaged in creative scholarly activity in areas appropriate to their appointment. Such activities include, but are not limited to:

(i) Scholarly publications. These include publications in journals, books, chapters, monographs, case reports, literature reviews, annotated bibliographies, abstracts and technical reports. Publications will be assessed in terms of quality and quantity and the candidate's role in the work. The quality of the publications will be evaluated by criteria such as: whether the publication was refereed; whether the publication was invited; the impact or h factor, reputation and circulation of the journal or book or monograph; the scope of the periodical's audience; the number of citations; originality, creativity and impact on the field; unsolicited independent reviews; or solicited outside professional reviews.

(ii) Research support. This includes financial support generated through grants, contracts and other sources.

(iii) Scholarly presentations. These include, but are not limited to: lectures, poster presentations or educational displays at professional meetings, colloquia, workshops, seminars and conference presentations.

(iv) Research collaborations. These include, but are not limited to collaborations between departments, colleges and universities regionally, nationally or internationally.

(v) Research consultations. These include, but are not limited to, providing consultation in: study design, data analysis, measurement and evaluation.

(vi) Commercialization, clinical trials and technology transfer. Important elements of scholarship and research also include participation in clinical trials and commercialization, patent and technology transfer activities. While such work requires a firm scientific grounding, it may be primarily supportive for promotion and tenure decisions.

(ii) Contributions to the educational program of the college

(a) The standard

(i) Teaching is central to the mission of the college. A faculty member's teaching is reflected by students' achievements. Furthermore, teaching quality is documented by recognition and feedback from students, alumni and peer evaluation. Positive contributions to the learning environment and curriculum may support a faculty member's record of teaching. Service on and recognition by national educational bodies are also important aspects of teaching excellence.

(b) Documentation

(i) Educational activities include, but are not limited to: presentation of lectures, seminars and tutorials; preparation of syllabi, course and examination materials; remediation; academic advising; career guidance; obtaining external funding for educational activities. The extent and effectiveness of educational accomplishments will be evaluated through review of relevant evidence. Evidence may include: student performance on examinations; recognition of excellence in teaching; service on nationally prominent task forces, committees, or study sections; supervisor, peer and student evaluations.

(ii) The faculty member should demonstrate substantial ability in at least some of the following including presenting concepts and information; in teaching problem solving, research and laboratory techniques; developing professional attitudes; evaluating students and conducting remediation, innovative curriculum and teaching initiatives, nationally or internationally prominent educational activities.

(iii) Service

(a) The standard

Service oriented to the needs of the department, the colleges, and the university are expected for faculty, regardless of rank and academic appointment.

(b) Documentation

(i) Service activities. Faculty members are expected to be active participants in service activities. Service activities include, but are not limited to:

(A) Membership on committees, boards, councils, etc.;

(B) Professional service activities such as service on research review committees, ad hoc research reviews, editorial board membership, editorship, editorial reviews, etc.;

(C) Service to the community;

(D) Service to governmental bodies on biomedical, public health, and community health topics.

(ii) Planning, organizing and implementing service projects.

(iii) Service support. This includes support for service activities generated through grants, contracts and other sources.

(iv) Clinical care, innovation and improvement

(a) The standard

While routine clinical care is insufficient to merit promotion or tenure, clinical innovation and improvement activities done in a scholarly fashion and acknowledged to be of regional, national and international importance are important areas of distinction.

(b) Documentation

Innovative clinical activities are supported by scholarly publications, presentations and grant and contract activity; commercialization efforts; clinical trial excellence, and recognition by peers such as fellowship in professional organizations or recognition of clinical acumen. Leadership in quality improvement efforts on a large scale and regional, national and international reputation are also important elements for consideration.

(v) Professional standing

(a) The standard

Faculty members are expected to maintain suitable professional standing. A terminal degree or equivalent academic accomplishment is ordinarily required for appointment at the rank of assistant professor or higher.

(b) Documentation

The following are examples of items which contribute to professional standing: degrees held; fellowships and postdoctoral experiences; professional licenses or certificates; honorary degrees; awards; honors; offices held in professional societies; invited membership in honorary societies; membership in professional societies; and testimonials by colleagues.

(J) Annual evaluation

The performance of all core faculty will be evaluated annually by the department chair. The evaluation will provide for constructive feedback to the faculty member.

(K) Procedures for processing appointments, promotions and tenure

(1) Appointment

(a) The authority for the creation or filling of a tenure-track position resides with the board of trustees or its designee.

(b) Where appropriate, when a tenure-track position has been authorized, the department chair will propose a search committee to the dean who will appoint the committee.

(c) The search committee shall forward its recommendation to the department chair. The department chair will forward it to the dean.

(d) If the search committee's recommendation is an appointment with tenure, the dean shall submit the search committee's recommendation to the tenure and promotions committee. The tenure and promotion committee will forward its recommendation to the dean.

(e) Appointments, which have been approved by the dean, shall be forwarded to the president for transmittal to the board of trustees.

(2) Tenure or promotion

(a) The candidate's rights include the right to:

(i) A full, impartial and confidential review of his/her credentials;

(ii) Be informed of the tenure and promotions committee's recommendation and to receive a copy of that report; and

(iii) Appeal to the president a recommendation to deny promotion or tenure.

(b) Notification for eligibility to stand for tenure and/or promotion

(i) Notification

The department chair will confer in May with faculty who may or must stand for tenure and/or promotion consideration in the calendar year.

(ii) Intent to stand for tenure or promotion

(a) The process of review for tenure and/or promotion will begin on June first of the year specified in the faculty member's appointment letter. Modification of this date requires the written approval of the dean.

(b) By June first, a candidate for tenure and/or promotion shall notify the department chair of the intent to stand for tenure and/or promotion.

(iii) Process of evaluation for tenure and/or promotion

(a) Independent External Evaluators

(i) By June first, the candidate must submit a list of at least three suggested external evaluators to the department chair.

(ii) By June fifteenth, a list of five or more independent external evaluators will be identified by the candidate's department chair and transmitted by the chair to the candidate. This list may or may not include evaluators from the candidate's list.

(iii) Candidates have the right to review the list of evaluators and provide reasons in writing within five working days why any of the proposed evaluators should not be contacted.

(iv) The department chair, in consultation with the dean, will determine whether the challenge will be upheld and the evaluator removed from the list.

(v) If an outside evaluator is removed from the list, another may be added and the same right to challenge will apply.

(vi) By June thirtieth, this process shall be completed.

(b) Preparation of materials for independent external evaluators

(i) By June first, the candidate will submit to the department chair an unalterable electronic file (example portable document format) containing his/her curriculum vitae and an unalterable electronic (example portable document format) file of up to five sample publications, which the candidate deems to be significant and representative of his/her work, for external review. The candidate may include a two page or less narrative summary providing a synthesis and highlighting the importance of his/her work.

(ii) The department chair will convey the packages containing the candidate's curriculum vitae, sample publications, and provide a cover letter requesting an evaluation of the candidate's scholarly achievements.

(iii) Each candidate will be asked to verify that the packages are accurate and complete before they are sent for review. Each candidate will be asked to sign a document waiving access to these evaluations.

(iv) By July first, the department chair will mail all materials to the independent external evaluators. Evaluation letters will be returned to the department chair.

(iv) Submission of completed dossier

(a) By September first, the candidate shall submit an unalterable electronic file (example portable document format) comprising a complete and verified copies of his/her dossier to his/her department chair.

(b) By October first, the department chair will submit to the tenure and promotions committee chair a letter of evaluation, an unalterable electronic file (example portable document format) of the candidate's dossier and an unalterable electronic file (example portable document format) of the curriculum vitae submitted to the external evaluators.

(c) A copy of the initial letter of appointment and any relevant documentation shall be provided to the committee.

(d) The candidate may also include a summary synthesis and description of importance of their work of no more than two pages.

(e) The tenure and promotions committee may solicit further letters, clarification or consultation as needed to make a timely and comprehensive evaluation.

(v) Tenure and promotions committee recommendation

(a) The tenure and promotions committee recommendation shall be one supported by the majority of members present and voting. The chair of the committee will generally abstain from voting except in the case of a tie.

(b) By November seventh, the tenure and promotions committee chair will forward in writing the committee's recommendation and reasons therefore, along with a record of the vote, to the dean.

(c) By November twenty-first, the dean will notify the candidate, the department chair and the president in writing of the following and will provide a copy of the report to each:

(i) The tenure and promotions committee's recommendation,

(ii) His/her own recommendation and the reasons therefore; and

(iii) The right to appeal a negative recommendation to the president.

(d) While all due speed will be given to expedite the evaluation of new hires throughout the year, it is understood that an appropriate evaluation may take up to thirty days after transmittal of a complete dossier.

(vi) Appeal by the candidate

(a) By December first, the candidate must notify the dean and the president in writing of his/her intent to appeal or the right is waived. The appeal will be scheduled in December.

(b) The president may hear the appeal him/herself or may appoint a three member appeal committee of tenured faculty to consider the matter. If appointed, the committee will elect its own chair and will decide by majority vote to recommend upholding of the recommendation of the tenure and promotions committee.

(c) The appeal committee review should be concluded within thirty days from the date the committee is charged by the president.

(vii) Recommendation by the president

(a) The president shall review the recommendation from the tenure and promotions committee, the department chair, the dean and the appeal committee, if appropriate.

(b) By February first, the president will notify the candidate and the department chair and dean in writing of his/her recommendation.

(c) By February first, the president if he/she concurs will transmit all positive recommendations for the award of tenure and/or promotion to the board of trustees for consideration at their next scheduled meeting.

(d) Following board of trustee approval, the office of faculty affairs and the candidate department chair and dean will be notified.

(e) The department chair is responsible for notifying human resources and accounting of any changes in status.

(L) Procedures for comprehensive post-tenure review

A comprehensive post-tenure review will be undertaken when a faculty member receives three unsatisfactory evaluations by the department chair in a six year period.

(1) Review materials

The tenured faculty member under review shall submit current curriculum vitae, a listing of all courses taught over the previous six years, a summary statement of professional and scholarly activities and accomplishments, annual and teaching evaluations, faculty improvement leave reports, a summary of significant administrative accomplishments, and other materials deemed appropriate by the faculty member.

(2) Review procedure

(a) The review shall be conducted by an ad hoc committee of five tenured faculty. Two members shall be appointed by the dean of the college in which the faculty member holds his or her primary academic appointment, two members shall be appointed by the faculty member under review, and one member shall be appointed by the university council.

(b) The faculty member under review has the right but is not obligated to meet with the committee conducting the review.

(c) The committee conducting the review shall review and consider the faculty member's current responsibilities and duties and all materials submitted by the faculty member. The review committee may solicit materials from the faculty member's departmental chair.

(3) Consequences for unsatisfactory comprehensive post-tenure review set forth in the bylaws is recommended, the procedures set forth in rule 3349-03-40 of the Administrative Code will be employed.

(4) Evaluation report

(a) The final report of the committee and its recommendations shall be provided in writing to the faculty member, department chair, dean or dean's designee for review and action as necessary.

(b) If disciplinary action is recommended, the procedures set forth in rule 3349- 3-40 of the Administrative Code will be employed.

1 Retired or Emeritus are non tenure track designations that may be made at the time a faculty member retires from a tenure track position.

Replaces: 3349-3-20

Effective: 8/12/2013
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15
Prior Effective Dates: 8/12/2013

3349-3-21 Appendix b: college of pharmacy procedures for the appointment, promotion, tenure, and evaluation of tenure-track faculty.

(A) Definitions

(1) "Board Certification". Certification received by a pharmacist who has passed the certification and applicable mandatory recertification examinations of the board of pharmaceutical specialties.

(2) "University Tenure and Promotions Committee". The university tenure and promotions committee is appointed by the dean to consider tenure and/or promotion and make recommendations to the dean.

(3) "Core Faculty". All full-time faculty whether tenured, tenure track or non-tenure track and those other faculty who make a substantive contribution to the university. The dean of a university has the discretion to designate other faculty as core faculty to promote the purposes of the university.

(4) "Curriculum Vitae (CV)". The curriculum vitae is one of the documents submitted by the candidate for consideration by external evaluators. Suggested items include information on teaching, research and scholarly pursuits, academic and public service, and pharmacy/practice patient care.

(5) "Days". Days as used in this document are working days.

(6) "Department Tenure and Promotions Committee". The department tenure and promotions committee is appointed by the department chair to consider tenure and/or promotion and make recommendations to the department chair.

(7) "Dossier". The dossier is a file containing the documents submitted for consideration for promotion and/or for tenure. The dossier must include a current and complete curriculum vitae, a self-reflective narrative evaluation of performance and accomplishments during the probationary period for tenure or since achieving current rank, and any other materials deemed appropriate as evidence that the criteria for tenure or promotion have been met. A dossier must be submitted in one complete hard copy and in electronic format (secure and sequential pdf files).

(8) "Evaluation Year". The evaluation year is the final year of the probationary period.

(9) "External Evaluator". An external evaluator is an individual who is external to the university and is qualified to assess the candidate's scholarly achievements and reputation.

(10) "Letter of Appointment". The letter of appointment is a document initiated by the university that sets forth the conditions of employment. Any previous experience to be counted toward a faculty member's probationary time period may be negotiated prior to appointment and will be documented in the letter of appointment. Any modifications to the letter must be in writing and agreed to by the university and the faculty member.

(11) "Notice of Non-Reappointment". A notice of non-reappointment is a written notification by the dean that the university intends to terminate a faculty member's appointment at a specified time. Notice of non-reappointment will be given by March fifteenth. During the first year of service, the last day of service will be June thirtieth of the calendar year in which the notice is given. After one or more years of service, the last day of service will be June thirtieth of the next calendar year.

(12) "Probationary Period". The probationary period is the initial period of tenure-track employment during which a faculty member must demonstrate that he/she is capable of performing the required duties of the position. The probationary period lasts from the date of the initial tenure-track appointment to the date of the award of tenure or notice of non-reappointment.

(13) "Tenure". Tenure is the commitment of a university to a faculty member for continuous and ongoing faculty appointment that provides protection against involuntary suspension, discharge or termination except for financial exigency or cause as subject to applicable definitions and procedures contained within the faculty rules and appendices. Tenure ceases upon the faculty member's voluntary termination, retirement or death.

(14) "Tenure-Track Position". A tenure-track position is a full-time faculty appointment that includes the eligibility to apply for tenure.

(B) Academic ranks

(1) Appointment to the faculty is a privilege, not a right. The following academic ranks have been established for tenure-track faculty:

(a) Professor

(b) Associate professor

(c) Assistant professor

(2) "Research Faculty". Tenure track research appointments are for persons whose contributions to the university are primarily investigational. They will be evaluated and promoted primarily on that basis. The prefix "research" may be added to the rank.

(C) Titles of distinction1

(1) Retired

(a) A faculty member may be eligible for "retired status" if they:

(i) formally retire after continuous and dedicated service to the university of pharmacy:

(ii) will not continue to be involved in the university's educational, scholarship, or service programs: and three) will no longer be engaged in the active practice of pharmacy.

(b) A faculty member may request, in writing, through the appropriate department chair the addition of a retired designation to the faculty rank held at the time of retirement. Recommendations will be forwarded to the dean.

(c) The dean, through the support of the office of faculty affairs, will act on the recommendation and, if positive, will notify the faculty member that the designation (retired) may be added following the faculty title at the time of retirement, example, professor of pharmacy practice (retired). Faculty who are awarded retired status are not subject to the formal reappointment review process.

(2) Emeritus

(a) Policy statement (board of trustees rule)

(i) "Emeritus" status recognizes university faculty and professional senior administrative staff who have provided meritorious service to the university and have retired. The university recognizes the potential of emeritus faculty and senior administrators as a continuing valuable resource and is committed to fostering an active ongoing relationship with them through an extended academic appointment.

(ii) A candidate for emeritus status will have demonstrated leadership and wisdom, will have given dedicated and distinguished service to the university for a minimum of ten years and, for faculty, have attained the rank of associate professor. Exceptions to the ten years and associate professor requirements can be made by the dean, president, or chair of the board of trustees for an individual who has made an outstanding contribution to the university during a briefer period of service or holds a rank below associate professor.

(iii) Where possible, an emeritus faculty member would continue to contribute to the university community as appropriate.

(b) Procedures for nomination and selection

(i) The award of emeritus status is meritorious and thus expected to be limited in number.

(ii) A candidate may be nominated by his/her department chair, dean, president or chair of the board of trustees (as noted below).

(a) Faculty are nominated by the department chair after discussion with the dean. The dean must approve faculty nominations.

(b) A department chair or associate dean will be nominated by the dean.

(c) A dean or professional senior administrative staff will be nominated by the president.

(d) The president will be nominated by the board of trustees chair.

(iii) Except in the case of a board of trustees' nomination, the nominator must submit a current curriculum vitae for the nominee and a letter of recommendation supporting:

(a) The nominees qualifications in meeting the minimum criteria; and

(b) Three supporting letters of reference from other constituents, obtained by the nominator.

(iv) The completed nomination packet (including any and all letters) should be forwarded (electronically) to the office of faculty affairs.

(v) Faculty affairs will confirm that the materials are complete and will present the materials to the president.

(vi) The dean may choose to interview the faculty candidates and must approve faculty candidates before submission.

(vii) The designation of emeritus status is recommended by the president or board of trustees' chair and awarded by formal resolution of the board of trustees.

(viii) The candidate will be notified of the board of trustees' approval and will be provided a copy of the board of trustees' resolution.

(c) Benefits and privileges

(i) Individuals with emeritus status are expected to comply with all the policies, regulations and rules as stated in the appropriate university handbooks.

(ii) Contact the office of faculty affairs for a complete listing.

(3) Honorary

(a) The title "Honorary" is a non-salaried designation of distinction conferred by the board of trustees upon an individual who has contributed significantly to the mission of the university. Honorary titles may also be conferred upon individuals known nationally or internationally who have made significant contributions to his/her discipline.

(b) The rank conferred would be preceded by the title "Honorary".

(c) Recommendations for the award of honorary status may originate with the departmental chair, dean, or the president.

(d) If the president concurs with the recommendation, it will be forwarded to the board of trustees for consideration.

(4) Utilization of university resources by a faculty member holding a title of distinction will be individually determined by the department chair with the concurrence of the dean.

(D) Appointment and promotion

(1) Appointment

(a) Appointment may be with or without tenure. Appointments with tenure are appointments for which the probationary period has been waived and tenure commences at the time of initial appointment. Prior tenure status does not dictate or predicate the decision of the university tenure and promotion committee to award tenure in the college of pharmacy.

(b) An appointment is made with the expectation that it will continue until notice is given that it will terminate by either the faculty member or the college of pharmacy in accordance with the university faculty rules, college of pharmacy appendices, and other applicable policies and procedures.

(2) "Promotion". Promotion is a decision that is independent of the awarding of tenure except in the case of an assistant professor who, when reviewed for and awarded tenure, is simultaneously promoted to associate professor. The rank of professor is awarded in recognition of the faculty member's outstanding contributions to his/her profession and the college of pharmacy.

(E) Basic principles of tenure

(1) The conferral of tenure is a commitment of the resources of a given university. Tenure assists a respective university in attracting and retaining faculty of high quality. Documented evidence is needed of a faculty member's professional excellence in teaching, research and scholarly activities, and academic/public professional/clinical service; and demonstrated professional dedication and outstanding ability to substantiate the potential for future contributions justifying the degree of permanence afforded by the award of tenure.

(2) The tenure policy and review procedures are based on the following:

(a) Tenure may be awarded only to a full-time, salaried faculty member with a tenure-track appointment. Any time accrued under non-tenure-track appointments will not count toward tenure or any probationary period. Tenure may be awarded at the time of initial appointment or after the successful completion of the probationary period.

(b) Tenure is a privilege not a right.

(c) Tenure shall not be awarded unless, after rigorous review, the faculty member has been found to meet the standards described herein.

(d) If tenure is not awarded in the evaluation year, a faculty member shall be given a terminal notice of non-reappointment.

(F) Structure and function of the department of tenure and promotions development committee

(1) Purpose

The purpose is to establish an individual mentoring program for a probationary faculty member and to evaluate and provide ongoing recommendations concerning academic and professional development during the probationary period.

(2) Composition

(a) This ad hoc committee will be composed of at least three qualified tenured faculty appointed by the probationary faculty member's department chair. It may include faculty from outside the probationary faculty member's department but may not include the faculty member's department chair.

(b) A separate tenure and promotions development committee will be appointed for each probationary faculty member.

(3) Meetings

(a) The committee will meet at least annually with the probationary faculty member. To the extent that it is feasible, this meeting should occur at a time to allow input for the annual review.

(b) The committee will be chaired by a member selected by the department chair.

(4) Reports

(a) The committee chair will provide an annual written report on the academic and professional development of the probationary faculty member to the department chair who will review it with the faculty member.

(b) The department chair will meet with the faculty member and provide a copy of the annual written report to the faculty member along with his/her evaluation of the faculty member.

(c) A summary of these reports will be forwarded by the department chair to the chair of the tenure and promotions committee at the time the faculty member makes application for tenure.

(G) Structure and function of the department tenure and promotions committee

(1) Composition and chair

(a) The committee consists of five qualified tenured faculty members appointed by the department chair.

It may include faculty from outside the probationary faculty member's department but may not include the faculty member's department chair. While it is preferable to draw all committee members from the university's faculty, the department chair may, in his/her discretion appoint qualified tenured faculty from outside the university. The chair shall be designated by the department chair.

(2) Responsibilities - the department tenure and promotions committee will evaluate the materials in light of the criteria for appointment and promotion and will take into account any special consideration regarding the role, responsibilities and assignments of the faculty member as outlined in the faculty member's letter of appointment and make recommendations to the department chair.

(a) Evaluation - the committee, during its evaluation, may:

(i) Interview the candidate;

(ii) Interview the department chair or other appropriate faculty members, after notifying the candidate;

(iii) Request any additional information pertinent to the evaluation; and/or

(iv) Seek confidential external advice as it deems necessary.

(b) Recommendations

(i) The dean will be notified of the recommendation and the number of votes for, against, and abstaining from the recommendation. The votes of individual members will not be reported.

(ii) The committee will transmit the recommendation and the reasons therefore to the dean and the department chair. The department chair shall promptly inform the candidate of the recommendation. In the case of denial of promotion, the candidate shall also be informed by the department chair of the right to appeal.

(H) Structure and function of the university tenure and promotions committee

(1) Composition and chair

(a) The committee is comprised of no fewer than seven faculty members appointed by the dean. It may include faculty from outside the probationary faculty member's department, but may not include the faculty member's department chair. While it is preferable to draw all committee members from the university's faculty, the dean may, in his/her discretion appoint qualified tenured faculty from outside the university.

(b) A duly constituted university search committee shall function as the department tenure and promotions committee for a candidate who is recruited through an appropriate search process.

(2) Responsibilities - the university tenure and promotions committee will evaluate the materials in light of the criteria for appointment and promotion and will take into account any special consideration regarding the role, responsibilities and assignments of the faculty member as outlined in the faculty member's letter of appointment and makes recommendations to the dean.

(a) Evaluation - the committee, during its evaluation, may:

(i) Interview the candidate;

(ii) Interview the department chair or other appropriate faculty members, after notifying the candidate;

(iii) Request any additional information pertinent to the evaluation; and

(iv) Seek confidential external advice as it deems necessary.

(b) Recommendations

(i) The dean will be notified of their commendation and the number of votes for, against and abstaining from the recommendation. The vote of individual members will not be reported.

(ii) The committee will transmit the recommendation and the reasons therefore to the dean. The dean shall promptly inform the candidate of the recommendation. In the case of denial of promotion, the candidate shall also be informed by the dean of the right to appeal.

(I) Eligibility for tenure or promotion

(1) Terminal degree

The candidate must hold an appropriate terminal degree. Exceptions can be made in particular cases, provided that such exceptions are justified by the candidate's department chair and approved by the dean and president.

(2) Requirements for ranks

(a) Assistant professor

Faculty members appointed at this entry level rank show promise of demonstrating creativity and excellence in teaching, research, scholarship, and academic/public professional/clinical service.

(b) Associate professor

Faculty members appointed at or promoted to this rank must have a sustained and peer-recognized record of accomplishment and creativity in all three areas of faculty responsibility: teaching, research/scholarship, and academic/public professional/clinical service.

A record of active participation in university and/or university service is also required. Individuals at this rank must have a documented record of stature as an emerging national authority in their field of expertise, with the likelihood of continued advancement. Successful promotion from assistant to associate professor in the tenure track is always accompanied by granting of tenure. Collegiality with other faculty and faculty at large is an essential aspect of tenure.

(c) Professor

In addition to having met the standard established for associate professor, faculty members appointed at or promoted to this rank must have a sustained and peer-recognized record of excellence in teaching, as well as, a peer-recognized record of excellence in research/scholarship and in academic/public professional/clinical service. Faculty at this rank should have attained national and/or international recognition in their field, with a strong likelihood of maintaining such recognition. They should exhibit significant leadership, vision, creativity and collegiality within their department, the university, and the community at large.

(3) Tenure

(a) Award must result from positive action

The conferring of tenure is a positive act taken by the university upon a recommendation from the university. A faculty member shall not be awarded tenure by default. Any failure in procedural matters shall not be sufficient cause for the conferring of tenure. If the university or the university of pharmacy makes a procedural error, the error will be corrected, and the procedure will continue without prejudice to the candidate.

(b) Probationary period

Typically, the period of initial appointment begins on July first and ends on June thirtieth. In determining eligibility for tenure, initial appointments commencing on or before October first will be counted as a full year. Partial years of appointment will not be used unless so requested in writing by the faculty member. Approved leaves of absence will not be counted as part of the probationary period. In extenuating circumstances, at the request of the faculty member and with the concurrence of the department chair and the dean, the president may grant an extension to the faculty member's probationary period.

(c) Assistant professors

The probationary period is generally no more than seven years. A faculty member must give notification of intent to stand for tenure by June first of the year specified in the letter of appointment unless otherwise requested and approved in writing. If notification is not given, a terminal tenure-track appointment letter will be issued for an eighth and final year. If tenure is awarded then promotion to associate professor is also granted.

(d) Associate professors and professors

The probationary period is generally no more than five years. A faculty member must give notification of intent to stand for tenure by June first of the year specified in the letter of appointment unless otherwise requested and approved in writing. If notification is not given, a terminal tenure-track contract will be issued for a sixth and final year.

(4) Promotion

(a) Following the award of tenure, there is no requirement that a faculty member be promoted to a higher rank.

(b) Tenure-track faculty must be tenured prior to seeking promotion to professor.

(c) Five years in rank is the minimum time in rank before which a faculty member may be considered for promotion to professor. The dean may waive this requirement in the initial letter of appointment or an amendment thereto.

(J) Faculty appointment, promotion, tenure

(1) Appointment

(a) Initial appointment is primarily based upon past performance with an expectation of continued contribution at a level commensurate with the appointment description and rank as described below.

(b) Considerations include, but are not limited to:

(i) Possession of an appropriate terminal academic or professional degree;

(ii) Expertise in an appropriate academic field and evidence of dedication to continuing advancement of this field of knowledge;

(iii) Ability and dedication as an effective teacher;

(iv) Creativity and competence in an appropriate field of research and scholarship; and

(v) Ability to assume appropriate responsibility for professional and academic services.

(2) Promotion and tenure

(a) In evaluating the candidate's performance, the weighting of the evaluation areas may vary and will be based on holistic review. Consideration will be given to the mission of the department and the demands of the appropriate discipline. Both quality and quantity of the individual's contribution will be taken into consideration.

(b) Promotions are made after contributions commensurate with the higher rank have been achieved. The committee will consider any specific exceptions or requirements set forth in the faculty member's letter of appointment or any amendments thereto.

(c) Standards and documentation for promotion and tenure include, but are not limited to:

(i) Teaching

(a) The standard

Teaching is a central mission of the college of pharmacy. A faculty member's teaching is reflected by students' achievements in the classroom, laboratory, and practice arenas. Furthermore, teaching quality is documented by recognition and feedback from students, alumni and peers. Positive contributions to the learning environment and curriculum may support a faculty member's record of teaching.

(b) Documentation

Evidence of teaching proficiency or recognition of teaching excellence may include, but is not limited to, the sources listed below. In joint endeavors, the evidence should specify the extent of each individual's contributions.

(i) Honors or special recognitions for teaching accomplishments;

(ii) Courses, curriculum, and instructional methods;

(iii) Effectiveness shown by a representative sample of student evaluations and accomplishments across multiple years;

(iv) Peer evaluation of expertise in instruction;

(v) Publication activities related to teaching;

(vi) Grants related to instruction; and

(vii) Election to offices, committee activities and other important service to professional pedagogical associations and learned societies including editorial work and peer review as related to teaching.

(ii) Scholarly pursuits

(a) The standard

(i) Given the complexity of the university and the great diversity of talent within it, it is imperative that various kinds of academic work be recognized through a broad vision of scholarship. Scholarship includes, but is not limited to, the scholarship of discovery, integration, application and teaching. Scholarship is understood to include the traditional science of inquiry, investigation and experimentation known as research. Scholarship and research may also include participation in clinical trials and commercialization, patent and technology transfer activities. Such work may be primarily supportive for promotion decisions and weigh importantly in tenure decisions. While clinical care is insufficient alone to merit promotion or tenure, clinical innovation and improvement activities done in a scholarly manner and acknowledged to be of regional or national importance are important indicators of distinction and merit consideration. Regardless of the type of scholarship, it should possess the quality of excellence, be peer-reviewed and disseminated in the public domain.

(ii) Creative scholarly activity includes both original research resulting from investigative work or other peer reviewed contributions to the professional and scientific literature. Faculty shall conduct original research and other scholarly activity. The hallmark of creative scholarly activity lies in the peer reviewed "written" word. By having their contributions published, faculty can make a lasting contribution to the body of professional and scientific literature. Written work which is not peer reviewed may support a faculty member's dossier, but by itself is insufficient evidence of excellence in scholarly activity. Similarly, oral presentations may support a faculty member's dossier but are insufficient evidence of proficiency or excellence in scholarly activity.

(iii) Original research is studious inquiry or examination, especially critical and exhaustive investigation or experimentation that has as its aim revision of accepted conclusions, interpretations, theories, or laws in the light of newly discovered facts, or the practical applications of such new or revised conclusions, interpretations, theories or laws. Original research is often of an applied nature; therefore, it has potentially immediate usefulness to the profession and health sciences. Research may also be theoretical in nature; both applied and theoretical (basic) research are encouraged. The nature of research disciplines may range widely reflecting the diverse nature of pharmacy.

(iv) Faculty shall conduct research and other scholarly activity that clearly demonstrates high quality and conforms to the highest ethical and legal standards. Quality is stressed over quantity.

(b) Documentation

(i) Evidence of original research or other creative scholarly activities includes, but is not limited to, the sources listed below. In joint endeavors, the evidence should specify the extent of each individual's contribution.

(ii) Publication of peer reviewed original research results and other scholarly products, includes but is not limited to:

(A) Articles, abstracts, and other scholarly works published by reputable journals, scholarly presses, or publishing houses that accept works only after rigorous review and approval by peers in the disciplines.

(B) Scholarly reviews, books, book chapters and case reports which are peer reviewed.

(C) Presentation of research papers before professional and scientific societies.

(D) Development of, or obtaining patents for, processes or instruments useful in solving important problems.

(iii) Grants and contracts related to research and other scholarly activities.

(A) Competitive extramural funding from the federal/state government and national/state foundations.

(B) Extramurally funded investigator initiated research, example, industry sources.

(C) Extramurally funded research without peer review.

(D) Industry sponsored research with protocol developed by funding source.

(E) Competitive intramural funding.

(iv) Acknowledgement of research and scholarly activities.

(A) Membership on editorial boards, study section review panels, or grant selection committees.

(B) Election to offices, committee activities, and important service to professional associations and learned societies, including editorial work and peer reviewing as related to research and other creative scholarly activities, serving as editor-in-chief

(C) Honors and awards for research or other creative activities.

(D) Honorary degrees

(E) Honorary title at another academic institution

(F) Consultant activities in state, national, and international groups engaged in scholarly activity endeavors; evidence of competitive selection is advantageous.

(G) Invitations to testify before government groups concerned with research or creative scholarly activities; evidence of impact is advantageous.

(H) Award of patent and licensing of technology.

(I) Publication or dissemination of peer reviewed software for patient care, practice or basic research.

(J) Dissemination of new practice methods (patient care and managerial) into other healthcare systems; evidence of peer review is essential.

(K) Selection for membership on the graduate faculty or service as a graduate student instructor/mentor/coach/ collaborator.

(L) Peer acceptance of innovative new patient care techniques as evidenced by acceptance in other healthcare systems, if appropriate; evidence of peer review is essential.

(M) Membership on important professional expeditions or membership on healthcare teams through involvement in development projects; evidence of competitive selection processes is advantageous.

(N) Special fellowships for research or healthcare scholarly activities or selection for tours of duty at special institutes for advanced learning; evidence of a competitive selection process is advantageous.

(iii) Academic service

(a) The standard

Academic service is oriented to the needs of the department, the university, and the university. All faculty, regardless of rank and academic appointment, have general academic service responsibilities. At the dean's discretion, selected faculty carry formal administrative responsibilities as university administrators. Definition of these formal administrative responsibilities and evaluation of administrative performance is guided by specific position descriptions. While central to the university's mission and operation, excellence in formal administrative service alone is insufficient for promotion and/or tenure.

(b) Documentation

Evidence of academic service effectiveness may include, but is not limited to, records, attestations, or evaluations in the following areas:

(i) Effective and diligent advisement of students;

(ii) Effective, consistent, and reliable participation in departmental committees and ad hoc advisory groups.

(iii) Voluntary leadership in department committee activity.

(iv) Participation in the department mentoring program.

(v) Demonstrated willingness to volunteer for unexpected teaching, practice, or service activities.

(vi) Timely, consistent, and thoughtful input into department planning retreats and activities.

(vii) Proactive problem identification and problem solving on behalf of the department and university.

(viii) Active and visible participation and leadership in university-wide committees.

(ix) Voluntary advising to candidate organizations or residency groups.

(x) Organization of department or university-wide professional service initiatives.

(xi) Active, consistent, and reliable attendance at departmental and university seminar series.

(xii) Active, consistent, and reliable attendance at faculty applicant interview seminars and participation in the professional activities of faculty and resident recruitment.

(xiii) Reliable representation of the university and department at local, state, national and international professional association meetings.

(xiv) Working toward the betterment of the university and department.

(xv) The university faculty peer evaluation program.

(iv) Public service

(a) The standard

(i) Faculty have, as a basic job responsibility, the provision of public service. Public service activities are oriented to the public and professional policy needs of society. Faculty who provide public service have ongoing, direct contact with citizens and organizations in their practice and research areas and provide educational needs assessment, program development, training, consultation, and technical assistance in collaboration with local, state, national and international leaders.

(ii) Through instruction, faculty furnish leaders and groups with objective research results, clinical and other resource information for decision making. They design and conduct feasibility studies, field test basic and applied knowledge, develop procedural and technical manuals, and provide group instruction on and off campus.

(iii) All of this activity requires a high level of scholarship, development of creative and focused methodologies, strong information organization and media use, and written and oral presentations exhibiting clarity and directness of expression. Many public service activities have only an indirect relation to research and the health professions in the pure sense but may lend themselves to publication in applied journals or other suitable research/creative publications.

(iv) Both the university and the college of pharmacy are charged with the responsibility of developing and carrying out a high quality education program. A crucial element of that responsibility is a service program responsive to the larger society that sustains the university and the college. The university and the college of pharmacy distinguish between routine performance and service that draws upon the breadth and depth of a faculty member's professional expertise and scholarship. Faculty with responsibility in service must deliver it at a quality reflecting that scholarship.

(b) Documentation

Evidence of the effectiveness of public service contributions include, but is not limited to, the sources listed below.

(i) Election to offices, committee activities and important service to professional associations and learned societies.

(ii) Program and project coordination activities.

(iii) Selection for special activities outside of the state or nation.

(iv) Honors, awards, and special recognition for service activities.

(v) Consultation and technical assistance provided without monetary compensation.

(v) Contributions to pharmacy practice/patient care

(a) The standard

(i) Patient care, where applicable.

(ii) The chief purpose of the discipline of pharmacy practice (patient care) is the provision of pharmaceutical care to faculty member's patients and larger patient populations. Pharmacy practice by definition includes both direct patient-centered interactions (example primary care, patient counseling, etcetera) and practice management/ administration.

(iii) Pharmacy practice faculty may have pharmacy practice responsibilities as a routine workload assignment.

(b) Documentation

Evidence of pharmacy practice proficiency may include, but is not limited to, the sources listed below. In joint endeavors, the evidence should specify the individual's contributions.

(i) Scholarship derived from practice.

(ii) Certification and recertification by specialty boards.

(iii) Completion of certificate programs (e.g. certified diabetes educator).

(iv) Designation as a fellow or other similar practice achievement recognition.

(v) Objective evaluation of practice effectiveness and quality through outcomes documentation and analysis.

(vi) Election to offices, committee activities, and important service to professional associations and learned societies including editorial work and peer reviewing as related pharmacy practice.

(d) When evaluating recommendations for initial appointment with tenure, the university tenure and promotions committee should be provided with evidence of accomplishment comparable to the documentation required of faculty members seeking tenure at the conclusion of their probationary period. Such documents will include, at a minimum, the following:

(i) A current, comprehensive and complete curriculum vitae

(ii) Support letters from the search committee and from the chair of the department in which the appointment will be made if approved

(iii) Any other documents provided to the search committee in support of the proposed appointment

The university tenure and promotions committee may, with the consent of the dean, request that letters of recommendation from external reviewers be solicited by the recommending authority (dean or search committee). Such letters will be requested only when the documentation supporting the proposed appointment is insufficient to determine if one or more criteria for awarding tenure have been met.

(K) Annual evaluation

The performance of all tenure-track faculty will be evaluated annually by the department chair. The evaluation will provide for constructive feedback to the faculty member.

(L) Procedures for processing appointments, promotion and tenure

(1) Appointment

(a) The authority for the creation or filling of a tenure-track position resides with the board of trustees or its designee.

(b) Where appropriate, when a tenure-track position has been authorized, the department chair will propose a search committee to the dean who will appoint the committee.

(c) The/search committee shall forward its recommendation to the department chair. The department chair will forward it to the dean.

(d) When evaluating recommendations for initial appointment with tenure, the university tenure and promotions committee should be provided with evidence of accomplishment comparable to the documentation required of faculty members seeking tenure at the conclusion of their probationary period. Such documents will include, at a minimum, the following:

(i) A current, comprehensive and complete curriculum vitae

(ii) Support letters from the search committee and from the chair of the department in which the appointment will be made if approved

(iii) Any other documents provided to the search committee in support of the proposed appointment

(iv) The university tenure and promotions committee may, with the consent of the dean, request that letters of recommendation from external reviewers be solicited by the recommending authority (chair or search committee chair). Such letters will be requested only when the documentation supporting the proposed appointment is insufficient to determine if one or more criteria for awarding tenure have been met.

(e) The university tenure and promotions committee will forward its recommendation to the dean no later than thirty days after receipt of the request.

(f) Appointments which have been approved by the dean shall be forwarded to the president for transmittal to the board of trustees.

(2) Promotion or tenure

(a) The candidate's rights include the right to:

(i) A full, impartial and confidential review of his/her credentials;

(ii) Be informed by the dean of the university tenure and promotions committee's recommendation, the department committee and department chairs recommend the recommendations.

(iii) To receive a copy of the university tenure and promotions committees' report.

(iv) Appeal to the dean a recommendation to deny promotion or tenure.

(b) Notification for eligibility to stand for tenure

(i) Notification

The department chair will confer in May with faculty who may or must stand for tenure consideration in the calendar year.

(ii) Intent to stand for tenure or promotion

(a) The process of review for tenure will begin on June first of the year specified in the faculty member's appointment letter. Modification of this date requires the written approval of the dean.

(b) By June first, a candidate for tenure or promotion shall notify the department chair of the intent to stand for tenure or promotion.

(c) Process of evaluation for tenure or promotion

(i) Independent external evaluators

(a) By June first, the candidate must submit a list of suggested external evaluators to the department chair.

(b) By June fifteenth, a list of five or more independent external evaluators will be identified by the candidate's department chair and transmitted by the chair to the candidate. This list may or may not include evaluators from the candidate's list.

(c) Candidates have the right to review the list of evaluators and provide reasons in writing within five working days why any of the proposed individuals should not be contacted.

(d) The department chair, in consultation with the dean, will determine whether the challenge will be upheld and the evaluator removed from the list.

(e) If an outside evaluator is removed from the list, another may be added and the same right to challenge will apply.

(f) By June thirtieth, this process shall be completed.

(ii) Preparation of materials for independent external evaluators

(a) By June first, the candidate will submit to the department chair one complete hard copy along with an electronic copy of his/her dossier for external review. The department chair may elect to provide materials electronically. External evaluators should be members of academia at or above the rank the candidate is seeking and individuals with similar research as well as a comparable administrative position (if the candidate holds an administrative position).

(b) By July fifteenth, the chair will determine the interest and willingness of the external evaluator to serve in this capacity and seek other evaluators if one or more decline.

(c) The department chair will prepare the packages containing the candidate's dossier, and a cover letter requesting an evaluation of the candidate's scholarly achievements.

(d) Each candidate will be asked to verify that the packages are accurate and complete before they are sent for review. Each candidate will be asked to sign a document waiving access to these evaluations.

(e) By July thirtieth, the department chair will mail all materials to the independent external evaluators. The chair will inform the external evaluators in writing or electronically the university and college criteria for promotion and/or tenure as well as that the deadline for receipt of external evaluation is August thirtieth for consideration.

(iii) Submission of completed dossier

(a) By August thirtieth, the candidate may supplement his/her dossier department chair with other letters of support (in addition to external evaluations obtained by the chair) as they deem appropriate but such letters will be met with greater scrutiny during the review process.

(b) By September fifteenth, the department chair will submit (electronically) to the department tenure and promotions committee chair the candidate's dossier letters of support from external evaluators and other solicited letters of support. A candidate may withdraw their application for any reason on or before September fifteenth. After September fifteenth, voluntary withdrawal cannot occur.

(iv) Department tenure and promotions committee recommendation.

(a) By October fifteenth, the department tenure and promotions committee chair will forward in writing the committee's recommendation and reasons therefore, along with a record of the vote, to the department chair.

(v) Recommendation by the department chair

(a) The department chair shall review the recommendation from the department tenure and promotions committee and the dossier along with the external evaluations.

(b) By November first, the department chair will submit to the university tenure and promotions committee chair in writing a letter of evaluation of his/her recommendation and one copy of the dossier, via the office of faculty affairs .

(vi) University tenure and promotions committee recommendation

(a) By December first, the university tenure and promotions committee chair will forward in writing the committee's recommendation and reasons therefore, along with a record of the vote, and a copy of the dossier and the letters of evaluation by the department chair to the dean, via the office of faculty affairs.

(b) By December fifteenth, the dean with assistance from the office of faculty affairs will notify the candidate of the university tenure and promotions committee in writing of the following and will provide a copy of the report to each:

(i) The university tenure and promotions committee's recommendation;

(ii) His/her own recommendation and the reasons therefore; and

(iii) The right to appeal a negative recommendation to the dean.

(vii) Appeal by the candidate

(a) By January first, the candidate must notify the dean in writing of the intent to appeal or the right is waived. The appeal will be scheduled in January.

(b) The dean may hear the appeal him/herself or may appoint a three member appeal committee of tenured faculty to consider the matter. If appointed, the committee will elect its own chair and will decide by a majority vote to recommend upholding the recommendation of the tenure and promotions committee.

(c) The review should be concluded within thirty days from the date of assignment.

(viii) Recommendation by the dean

(a) The dean shall review the recommendation from the department tenure and promotions committee, the department chair, the university tenure and promotions committee and the appeal committee, if appropriate.

(b) By February first, the dean will notify the candidate and the department chair in writing of his/her recommendation.

(c) By February first, the dean will transmit all reports with his/her recommendation to the president.

(ix) Recommendation by the president

(a) By February fifteenth, the president will make the final decision and will forward positive recommendations for tenure or promotion to the board of trustees at its next meeting.

(b) Following the board of trustees approval, the president will announce to the respective university dean those candidates who have been approved for the award of tenure or promotion. The dean shall then notify the candidate, through the office of faculty affairs.

(M) Procedures for comprehensive post-tenure review

A comprehensive post-tenure review will be undertaken when a faculty member receives three unsatisfactory evaluations in a six year period.

(1) Review materials

The tenured faculty member under review shall submit current curriculum vitae, a listing of all courses taught over the previous six years, a summary statement of professional and scholarly activities and accomplishments, annual and teaching evaluations, faculty improvement leave reports, a summary of significant administrative accomplishments, and other materials deemed appropriate by the faculty member.

(2) Review procedure

(a) The review shall be conducted by an ad hoc committee of five tenured faculty appointed by the dean of the university in which the faculty member holds his or her primary academic appointment.

(b) The faculty member under review has the right but is not obligated to meet with the committee conducting the review.

(c) The committee conducting the review shall review and consider the faculty member's current responsibilities and duties and all materials submitted by the faculty member. The review committee may solicit materials from the faculty member's department chair.

(3) Evaluation report

The final report of the committee and its recommendations shall be provided in writing to the faculty member, department chair, dean or dean's designee for review and action as necessary.

(4) Consequences for unsatisfactory comprehensive post-tenure review

(a) Consequences of an unsatisfactory evaluation

The consequences of an unsatisfactory evaluation may include the faculty member's loss of university office or laboratory space, denial of salary increases, or sanctions as set forth in the rules. The loss of office or laboratory space and the denial of salary increases do not constitute sanctions as set forth in the rules and do not require the university to provide the due process protections set forth therein.

(b) If a sanction as set forth in the rules is recommended, the procedures set forth in rule 3349- 3-40 of the Administrative Code will be employed.

1The following designations, if awarded, would occur at a time when the faculty member would be transferred to a nontenure-track position through retirement.

Replaces: 3349-3-21

Effective: 8/12/2013
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15
Prior Effective Dates: 8/12/2013

3349-3-22 Appendix A college of medicine procedures for the appointment, promotion, and reappointment of non-tenure track faculty.

(A) Definitions

(1) "Active Candidate". A physician who has satisfied the training and experience requirements and time limits to apply for certification requirements as defined by the American board of medical specialties or the American osteopathic association.

(2) "Board Certification". Certification maintained by a physician in accordance with the requirements of the American board of medical specialties or the American (osteopathic association.

(3) "Clinical Department". Clinical departments include those departments where clinical care is rendered and is so designated by the dean.

(4) "Core Faculty". Core faculty are tenured, tenure track and non-tenure track faculty who make a substantive contribution to the college. The dean of a college has the discretion to designate other faculty as core faculty to promote the purposes of the college.

(5) "Dossier". A file containing the faculty member's documents submitted for consideration for promotion.

(6) "Faculty Appointment". Faculty appointments are designated as full-time, part-time or voluntary. Definitions used to designate a faculty member's appointment conformed to current accreditation guidelines.

(7) "Full-time Faculty Appointment" or "Full-time Appointment". Full-time faculty are faculty who (one) are salaried entirely by the university; or (two) are salaried in an associated teaching hospital or health department; or (three) receive full-time remuneration from a combination of sources including the university, associate teaching hospital, and/or health agency; and (four) are not residents or fellows in training.

(8) "Joint Faculty Appointment" or "Joint Appointment". Nontenure track appointment that is awarded to faculty who already hold an academic appointment within the university.

(9) "Letter of Appointment". The letter of appointment is a document initiated by the college and sets forth the conditions of employment. Any previous experience to be counted toward a faculty member's time in rank may be negotiated prior to appointment and will be documented in the letter of appointment. Any modifications to the letter must be in writing and agreed to by both parties.

(10) "Limited Faculty Appointment" or "Limited Appointment". Appointments for faculty whose academic contributions to the college are limited in time or scope and carry the prefix "adjunct," "research," or "visiting."

(11) "Medical Education Appointment". A standing appointment, as defined in paragraph (3) of this rule, within either a clinical department or the department of family and community medicine with contributions which may include but are not limited to the development, assessment, implementation and/or evaluation of pedagogy, curriculum, instruction, core competencies, research or administration of curricular offerings, at either the undergraduate or graduate medical education level.

(12) "Non-Clinical Departments". Those departments that are not clinical departments.

(13) "Notice of Non-Reappointment". Notice of non-reappointment is a written notification by the dean that the college intends to terminate a faculty member's appointment at a specified time.

(14) "Non-Tenure Track Position". A non-tenure track position is a faculty appointment that does not include the eligibility to apply for tenure.

(15) "Part-Time Faculty Appointment" or "Part Time Appointment". Faculty who receive regular supplemental payment from the university, an associated or affiliated teaching hospital teaching hospital, healthcare provider and/or health agency for part-time activity carried out under the auspices of the university.

(16) "Session". A period during which a faculty member is engaged in teaching activities usually an hour in length unless otherwise specified by departmental rule. Multiple units are not awarded when more than one learner is present.

(17) "Unit". A standard measurement used to calculate credits toward faculty rank.

(18) "Voluntary Faculty Appointment" or "Voluntary Appointment". Faculty who do not meet the criteria established for core faculty. These faculty have roles that are generally limited to formal and informal teaching on a periodic basis.

(B) Academic appointments

(1) The following academic ranks have been established for non-tenure track faculty:

Professor,

Associate professor,

Assistant professor, and Instructor.

(2) Designation of academic title

Academic titles include the academic rank and department designation. Academic rank shall not include other qualifiers except as indicated for limited, joint and resident appointments and titles of distinction.

(3) Standing appointments

Appointments on a continuing basis subject to periodic review for reappointment and non-reappointment with all the rights and responsibilities as set forth in the university faculty rules. The title does not have a "limiting" prefix.

(4) Limited appointments

The following appointments may be awarded to persons whose academic contributions to the college are limited in time or scope. For persons holding rank at another accredited university of higher education, the rank awarded will usually be consistent with the rank held at the primary university.

(a) Adjunct appointments are for persons whose academic contributions to the college are primarily teaching and for whom another category of appointment is not appropriate. The prefix "adjunct" is added to the rank.

(b) Research appointments are for persons whose contributions to the college are primarily investigational. The prefix "research" is added to the rank.

(c) Visiting appointments are for persons from other universities who are temporarily involved in the programs of the college of medicine. The prefix "visiting" is added to the rank.

(5) Joint appointments

(a) These appointments may be awarded to individuals who already hold an academic appointment within the university.

(b) Joint appointments may be made only when an individual participates in teaching or research in a department, other than his or her primary department, to a significant degree and when such teaching or research is expected to be of long duration.

(c) Such appointments require the recommendation of the department chair where the secondary appointment is sought and the concurrence of the department chair where the primary appointment is held or sought. These appointments will be processed in accordance with the procedures outlined herein.

(d) The appointment will ordinarily be at the same level as the appointment held in the primary department.

(e) An application for promotion will always be initiated through the faculty member's primary department.

(f) The equivalent promotion for the secondary appointment is not automatic but is predicated upon the positive recommendation of the department chair where the secondary appointment is held.

(6) Resident appointments

Any resident in post graduate year two "PGY-2" year or greater who teaches medical students may be eligible for rank as clinical instructor. This appointment will automatically terminate upon the completion of the residency training program of the department in which the rank is awarded.

(7) Appointments solely within the purview of the dean Recommendations for appointment in the following categories are typically reviewed and approved solely by the dean but may, at his/her discretion, be forwarded to the faculty appointments and promotions committee and/or the academic council.

(a) Visiting appointments, if the recommended rank is consistent with the individual's qualifications or appointment at another accredited university of higher education;

(b) Adjunct or research appointments, if the recommended rank is consistent with the appointment an individual holds at another accredited university of higher education;

(c) Appointments of entry level (assistant professor and instructor) track two ("clinical" prefix) clinical faculty members;

(d) All appointments at the level of instructor; and

(e) Retired status.

(C) Titles of distinction

(1) Distinguished

(a) The title "distinguished" is a non-salaried designation of distinction conferred by the board of trustees upon an individual who has contributed significantly to the mission of the college. Distinguished titles may also be conferred upon individuals known nationally or internationally who have made significant contributions to his/her discipline.

(b) The rank conferred would be preceded by the title "Distinguished".

(c) Recommendations for the award of distinguished status may originate with the departmental chair, dean, or the president.

(d) If the president concurs with the recommendation, it will be forwarded to the board of trustees for consideration.

(2) Emeritus

(a) Rule statement (board of trustees rule)

(i) "Emeritus" status recognizes university faculty and professional senior administrative staff who have provided meritorious service to the university and have retired. The university recognizes the potential of emeritus faculty and senior administrators as a continuing valuable resource and is committed to fostering an active ongoing relationship with them through an extended academic appointment.

(ii) A candidate for emeritus status will have demonstrated leadership and wisdom, will have given dedicated and distinguished service to the university for a minimum of ten years and, for faculty, have attained the rank of associate professor. Exceptions to the ten years and associate professor requirements can be made by the dean, president, or chair of the board of trustees for an individual who has made an outstanding contribution to the university during a briefer period of service or holds a rank below associate professor.

(iii) Where possible, an emeritus faculty member would continue to contribute to the university community as appropriate.

(b) Procedures for nomination and selection

(i) Recognizing the significance of the designation of emeritus, the award of emeritus status will be limited in number.

(ii) A candidate may be nominated by his/her department chair, dean, president or chair of the board of trustees (as noted below).

(a) Faculty are nominated by the department chair after discussion with the dean except as noted below.

(i) Clinical faculty will be nominated by the department chair through the associate dean for community partnerships.

(ii) If deemed necessary by the department chair and associate dean for community partnerships, an ad hoc advisory group may be established by the associate dean to review the materials and make a recommendation to the associate dean.

(iii) The dean must approve faculty nominations.

(b) A department chair or associate dean will be nominated by the dean.

(c) A dean or professional senior administrative staff will be nominated by the president.

(d) The president will be nominated by the board of trustees chair.

(iii) Except in the case of a board of trustees' nomination, the nominator must submit a current curriculum vitae for the nominee and a letter of recommendation supporting:

(a) The nominees qualifications in meeting the minimum criteria; and

(b) Three supporting letters of reference from other constituents, obtained by the nominator.

(iv) Completed nomination packets (including any and all letters, even of the advisory committee should one be established) should be forwarded to the office of faculty affairs.

(v) Faculty affairs will confirm that the materials are complete and will present the materials to the president.

(vi) The dean may choose to interview the faculty candidates and must approve faculty candidates before submission.

(vii) The designation of emeritus status is recommended by the president or board chair and awarded by formal resolution of the board of trustees.

(viii) The candidate will be notified of the board of trustees' approval and will be provided a copy of the board of trustees' resolution.

(c) Rights, responsibilities and privileges

(i) Individuals with emeritus status are expected to comply with all the policies, regulations and rules as stated in the appropriate university handbooks.

(ii) Contact the office of faculty affairs for a complete listing of all rights, responsibilities and privileges.

(3) Honorary

(a) The title "Honorary" is a non-salaried designation of distinction conferred by the board of trustees upon an individual who has contributed significantly to the mission of the college. Honorary titles may also be conferred upon individuals known nationally or internationally who have made significant contributions to his/her discipline.

(b) The rank conferred would be preceded by the title "Honorary".

(c) Recommendations for the award of honorary status may originate with the departmental chair, dean, or the president.

(d) If the president concurs with the recommendation, it will be forwarded to the board of trustees for consideration.

(4) Retired

(a) A faculty member who formally retires after continuous and dedicated service to the college of medicine and who will not continue to be involved in its educational, research, or service programs on an ongoing basis and will no longer be engaged in the active practice of medicine, may be eligible for "retired status."

(b) A faculty member may request, in writing, through the appropriate department chair the addition of a retired designation to the faculty rank held at the time of retirement. Recommendations will be forwarded to the dean.

(c) The dean will act on the recommendation and, if positive, will notify the faculty member that the designation (retired) may be added following the faculty title at time of retirement, e.g., professor of internal medicine (retired). Faculty placed on retired status are not subject to the formal reappointment review process.

(5) Utilization of college resources by a faculty member holding a title of distinction will be individually determined by the department chair with the concurrence of the dean and president.

(D) Basic principles for appointment, promotion and reappointment

(1) Appointment

(a) Appointment to the faculty is a privilege, not a right. Initial appointment is primarily based upon past performance with an expectation of continued contribution.

(b) The candidate has the right to a full, impartial and confidential review of the credentials submitted.

(c) Faculty with non-tenure-track appointments are expected to contribute to the teaching, scholarship, and/or service programs of the college in a manner consistent with the mission of the respective department and in accordance with the faculty member's letter of appointment.

(d) Considerations include, but are not limited to:

(i) Possession of an appropriate terminal degree or exceptions as justified by the candidate's department chair and approved by the dean and president;

(ii) Expertise in an appropriate academic field and evidence of dedication to continuing advancement of this field of knowledge;

(iii) Ability and dedication as an effective teacher;

(iv) Creativity and competence in an appropriate field of research and scholarship;

(v) Ability to assume responsibility for professional services and administration of health and/or academic services; and

(vi) Ethical, professional performance.

(e) A non-tenure-track appointment is made with the expectation that it will continue until a termination notice is given by either the faculty member or the college of medicine in accordance with the university faculty bylaws, policies and procedures. Any time accrued under non-tenure-track appointments will not count toward appointment or any probationary period.

(2) Promotion

(a) There is no requirement that a faculty member be promoted after a given period of service in order to hold or maintain a given rank.

(b) Promotion may be made after the minimum time in rank and contributions commensurate with the higher rank have been achieved. The faculty appointments and promotions committee will consider any specific exceptions or requirements set forth in the faculty member's letter of appointment or amendments thereto.

(c) In evaluating the candidate's performance, the weighting of the evaluation areas may vary. Consideration will be given to the mission of the department and the demands of the appropriate discipline. Both quality and quantity of the individual's contribution will be taken into consideration.

(3) Reappointment

(a) Reappointment to the faculty is not automatic.

(b) The decision to renew a faculty appointment will be based upon the activities of the faculty member since the last review and the needs and resources of the college.

(c) Once a faculty member has achieved a rank level, the faculty member will not be reduced in rank.

(d) A recommendation for non-reappointment is not considered a dismissal for cause, and as such cannot be appealed.

(E) Structure and function of the faculty appointments and promotions committee

(1) The college of medicine faculty appointments and promotions committee ("faculty appointments and promotions committee") is a standing committee of the college of medicine.

(2) Composition and chair

(a) The committee consists of five faculty members appointed by the dean of the college of medicine. The chair shall be designated by the dean. The committee may not include the dean.

(b) A duly constituted college of medicine search committee shall function as the faculty appointments and promotions committee for a candidate who is recruited through an appropriate search process.

(3) Responsibilities - the faculty appointments and promotions committee will evaluate the materials in light of the criteria for appointment or promotion and will take into account any special consideration regarding the role, responsibilities and assignments of the faculty member as outlined in the faculty member's letter of appointment and makes recommendations to the dean of the college of medicine.

(a) Evaluation - the committee, during its evaluation, may:

(i) Interview the candidate;

(ii) After notifying the candidate, interview the department chair or other appropriate individuals;

(iii) Request any additional information pertinent to the evaluation; and

(iv) Seek external advice as it deems necessary.

(b) Recommendations - the committee, by majority vote, will recommend one of the following and forward to the dean:

(i) Approval of the request for appointment or promotion as submitted;

(ii) Approval of the request for appointment or promotion with a revised rank or title;

(iii) Provisional approval of the request for promotion pending timely notification of board certification; or

(iv) Disapproval of the request for appointment or promotion as submitted. The committee will transmit the recommendation and the reasons therefore to the dean and the department chair. The department chair shall promptly inform the candidate of the recommendation. In the case of promotion, the candidate shall also be informed by the department chair of the right to appeal.

(F) Time in rank

(1) Instructor to assistant professor

(a) Physicians -- the attainment of board certification satisfies the minimum requirement for "time in rank" for promotion from instructor to assistant professor.

(b) Non-physicians -- the attainment of a terminal degree will satisfy the minimum "time in rank" for promotion from instructor to assistant professor.

(2) Assistant professor to associate professor

(a) The minimum time in rank prior to consideration for promotion to associate professor is five years. In exceptional circumstances, if recommended by the department chair and approved by the dean, a candidate may be considered prior to that time.

(b) Prior service may be counted toward the time in rank requirement if specified in the letter of appointment or an amendment thereto.

(3) Associate professor to professor

(a) The minimum time in rank prior to consideration for promotion to professor is seven years. In exceptional circumstances, if recommended by the department chair and approved by the dean, a candidate may be considered prior to that time.

(b) Prior service may be counted toward this requirement if specified in the letter of appointment or an amendment thereto.

(4) Upon the recommendation of the department chair and with the concurrence of the dean and the academic council, exceptions to the considerations outlined herein may be granted.

(G) Appointment and promotion general considerations

(1) Appointment

(a) Initial appointment is primarily based upon past performance with an expectation of continued contribution at a level commensurate with the appointment.

(2) Promotion

(a) Promotions may be awarded after the minimum time in rank and contributions commensurate with the higher rank have been achieved.

(b) The committee will consider any specific exceptions or requirements set forth in the faculty member's letter of appointment or any amendments thereto.

(c) In evaluating the candidate's performance, the weighting of the evaluation areas may vary. Consideration will be given to the mission of the department and the demands of the appropriate discipline. Both quality and quantity of the individual's contribution will be taken into consideration.

(3) Considerations include, but are not limited to:

(a) Complete written application submitted by a candidate for appointment and promotion which documents that the candidate has met the criteria set forth for appointment regarding promotion;

(b) Possession of an appropriate terminal degree or exceptions as justified by the candidate's department chair and approved by the dean and president;

(c) Expertise in an appropriate academic field and evidence of dedication to continuing advancement of this field of knowledge;

(d) Ability and dedication as an effective teacher;

(e) Creativity and competence in an appropriate field of research and scholarship; and

(f) Ability to assume responsibility for professional services or administration of health services.

(H) Faculty in non-clinical departments - appointment and promotion standards and documentation

Standards and documentation include, but are not limited to:

(1) Contributions to the educational program of the college

(a) The standard

Teaching is a central mission of the college of medicine. A faculty member's teaching is reflected by students' achievements in the classroom, laboratory, and clinical arenas. Furthermore, teaching quality is documented by recognition and feedback from students, alumni and peer evaluation. Positive contributions to the learning environment and curriculum may support a faculty member's record of teaching.

(b) Documentation

(i) Evidence of teaching proficiency or excellence may include, but is not limited to, some combination of the sources listed below. In joint endeavors, the evidence should specify the extent of each person's contributions.

(ii) Faculty members are expected to carry out teaching assignments made by the department chair. Teaching of medical students, pharmacy students, graduate students (example Master of Arts "M.A.", Master of Science "M.S.", Master of Public Health "M.P.H.", Doctor of Philosophy "Ph.D."), postdoctoral students (example, residents in training, fellows) in university-sponsored programs will be of primary importance.

(iii) Teaching of one's colleagues and other health professionals in college sponsored programs is recognized as a contribution to the educational program of the college. These activities include, but are not limited to, formal continuing education programs, scientific seminars, workshops, and conferences.

(iv) Teaching in other areas may be considered but will be given less weight.

(v) Educational activities include, but are not limited to: presentation of lectures, seminars and tutorials; preparation of syllabi, course and examination materials; remediation; academic advising; career guidance; obtaining external funding for educational activities; curriculum planning and meetings; tutoring; review sessions; examination writing and review; collaborative work with other faculty (curriculum, assessment, instruction); assessment or observation of faculty teaching or precepting.

(vi) All faculty members should demonstrate ability in presenting concepts and accurate and current information.

(vii) The extent and effectiveness of educational accomplishments will be evaluated through review of relevant evidence. Evidence may include: student performance on examinations; recognition of excellence in teaching; supervisor, peer, and student evaluations.

(2) Research and scholarship

(a) The standard

(i) Research is a central mission of the college of medicine given the complexity of the college and the great diversity of talent within the college, it is imperative that various kinds of academic work be recognized through a broad vision of scholarship. Scholarship includes, but is not limited to, the scholarship of discovery, integration, application and teaching. Scholarship is understood to include the traditional science of inquiry, investigation and experimentation known as research. Scholarship and research may also include participation in clinical trials and commercialization, patent and technology transfer activities. Such work may be primarily supportive for promotion decisions and weigh importantly in tenure decisions. While clinical care is insufficient alone to merit promotion or tenure, clinical innovation and improvement activities done in a scholarly manner and acknowledged to be of regional or national importance are important indicators of distinction and merit consideration. Regardless of the type of scholarship, it should possess the quality of excellence, be peer-reviewed and be disseminated in the public domain.

(ii) Creative scholarly activity includes both original research resulting from investigative work or other peer reviewed contributions to the professional and scientific literature. Faculty shall conduct original research and other scholarly activity. The hallmark of creative scholarly activity lies in the peer reviewed "written" word. By having their contributions published, faculty can make a lasting contribution to the body of professional and scientific literature. Written work which is not peer reviewed may support a faculty member's dossier, but by itself is insufficient evidence of excellence in scholarly activity. Oral presentations may provide additional support for a faculty member's dossier especially when completed in national or international venues.

(iii) Original research is studious inquiry or examination, especially critical and exhaustive investigation or experimentation that has as its aim revision of accepted conclusions, interpretations, theories, or laws in the light of newly discovered facts, or the practical applications of such new or revised conclusions, interpretations, theories or laws. Original research is often of an applied nature; therefore, it has potentially immediate usefulness to the profession and health sciences. Research may also be theoretical in nature; both applied and theoretical (basic) research are encouraged. The nature of research disciplines may range widely reflecting the diverse nature of medicine.

(iv) Faculty shall conduct research and other creative scholarly activity that clearly demonstrates high quality and conforms to the highest ethical and legal standards. Quality is stressed over quantity.

(b) Documentation

(i) Evidence of original research or other creative scholarly activities includes, but is not limited to, the sources listed below. In joint endeavors, the evidence should specify the extent of each person's contribution.

(ii) Scholarly publications include, but are not limited to: abstracts, journal articles, books, chapters, monographs, case reports, literature reviews, annotated bibliographies, abstracts, editorials, technical reports or other technical items published in a professional journal.

Publications will be assessed in terms of quality and quantity and the candidate's role in the work. The quality of the publications will be evaluated by criteria such as: whether the publication was refereed; whether the publication was invited; the reputation and circulation of the journal or book or monograph; the scope of the periodical's audience; the number and nature of citations; originality, creativity and impact on the field; unsolicited independent reviews; or solicited outside professional reviews.

(iii) Scholarly presentations include, but are not limited to: lectures, poster presentations or educational displays at professional meetings, colloquia, workshops, seminars and conference presentations.

(iv) Scholarly consultation and support include, but are not limited to: design, measurement, evaluation and data analysis.

(v) Scholarly support includes support generated through grants, contracts and other sources.

(iv) Evidence of participation in clinical trials and commercialization, patent and technology transfer activities.

(vii) Evidence of clinical innovation and improvements done in a scholarly manner and acknowledged to be of regional, national or international importance.

(3) Professional standing

(a) The standard

Faculty members are expected to maintain suitable professional standing. A terminal degree or equivalent academic accomplishment is ordinarily required for appointment at the rank of assistant professor or higher.

(b) Documentation

(i) Evidence of professional standing may include, but is not limited to, some combination of the sources listed below. In joint endeavors, the evidence should specify the extent of each person's contributions.

(ii) Professional accomplishments include but are not limited to: degrees held; fellowships and post-doctoral experiences; professional licenses or certificates; board certification; honorary degrees; awards; honors; offices held in professional societies; invited membership in honorary societies; membership in professional societies; membership on editorial boards, editorship, journal reviewer, and grant reviewer.

(4) Service related to the college of medicine, profession or community

(a) The standard

Service oriented to the needs of the department, the college of medicine, and the university are expected for faculty, regardless of rank and academic appointment or as identified by the clinical tracking criteria.

(b) Documentation

(i) Service activities include, but are not limited to:

(a) Participation on university consortium committees, boards or councils;

(b) Service to the community on biomedical topics;

(c) Service to governmental bodies on biomedical topics; and

(d) Planning, organizing, and implementing service projects for the college.

(e) Support for service activities generated through grants, contracts and other sources will be evaluated.

(I) Faculty in clinical departments - appointment and promotion standards and documentation

(1) Instructor

(a) Physicians

(i) Physicians who have completed an American council for graduate medical education "ACQME" or American osteopathic association "AOA" approved residency or fellowship within their area of practice, but have not obtained certification from the corresponding medical specialty board.

(ii) Any educational activity that involves medical student or resident education.

(iii) A mentoring role is strongly encouraged.

(b) Non-physician healthcare professionals who have not attained a terminal degree

(i) Professional or work experience appropriate to the academic contribution(s) that will be made by the appointee.

(ii) Any educational activity that involves medical student or resident education.

(iii) A mentoring role is strongly encouraged.

(2) Clinical tracks one and two

The clinical faculty are divided into two tracks beginning at the level of assistant professor.

(a) Track one - faculty members are expected to contribute to the teaching, research, or service programs of the college. Faculty applying for a medical education rank are limited to track one appointments. At the rank of professor, substantial contributions in the area of research and scholarly activity are required.

(b) Track two - faculty members are expected to contribute primarily to the teaching programs of the college. The prefix "clinical" is added to the rank.

(c) Specific activities and weightings, as described by track and rank level below, are listed in the activities table, paragraph (J)(6) of this rule.

(3) Professional standing for appointments beyond the level of instructor

(a) Physicians -- board certification is required for any physician. Exceptions may only be made if recommended by the department chair and approved by the dean.

(b) Non-physicians -- healthcare professionals must submit a letter from the department chair in which they seek appointment or promotion certifying that the professional's credentials and qualifications are appropriate for the academic rank.

(4) Track one criteria by rank level

(a) Assistant professor

(i) At least fifty units per year of educational, service, and/or research and scholarly activities averaged over the three most recent calendar years.

(ii) Service to the hospital and/or health departments, college of medicine, or engaging in activities that promote the health of the community or the profession of medicine.

For initial appointments, documented prior service at another university may be counted towards this requirement. It is an expectation that an appropriate level of service will be continued at the college of medicine.

(iii) Educational activities must include some involvement in medical student, resident, or other student education.

(iv) Education of residents is encouraged.

(v) A mentoring and supervisory role is strongly encouraged.

(vi) For medical education appointments, at least ten units per year averaged over the three most recent calendar years must be in the scholarship category.

(b) Associate professor

(i) At least one hundred units per year of educational, service, and/or research and scholarly activities in the college of medicine averaged over the three most recent calendar years.

(ii) Service to the hospital committees and/or health departments and or college of medicine involvement.

(iii) Educational activities must include significant involvement with medical student education.

(iv) Educational activities including participation at the local and regional levels, such as presentations or participation in grand rounds.

(v) Education of residents is strongly encouraged.

(vi) A mentoring and supervisory role is strongly encouraged.

(vii) A minimum of ten units per year averaged over the three most recent calendar years must be in the research and scholarship category.

(viii) for medical education appointments, at least twenty units per year averaged over the three most recent calendar years must be in the research and scholarship category.

(c) Professor

(i) At least one hundred fifty units per year of educational, service, and/or research and scholarly activities in the college of medicine averaged over the three most recent calendar years

(ii) Major involvement in committees at consortium hospitals and/or health departments and/or significant involvement in committees at the college of medicine. Leadership in these committees is highly desirable.

(iii) Demonstration of professional standing in organizations appropriate to the discipline.

(iv) Educational activities must include significant involvement with medical student education.

(v) Educational activities must include participation at the local, regional and national levels.

(vi) Educational activities should include involvement in resident education when feasible.

(vii) A mentoring and supervisory role is strongly encouraged.

(viii) A minimum of fifty units per year averaged over the three most recent calendar years must be in the research and scholarship category.

(ix) Written attestation by department chair documenting educational and scholarly excellence.

(x) Letters of recommendation from at least two individuals who do not have a conflict of interest and who are professionally qualified to render an opinion about the suitability of the candidate, as agreed upon by the department chair.

(5) Track two criteria by rank level

(a) Clinical assistant professor

(i) Any activity in the college of medicine that involves medical student or resident education.

(ii) A mentoring and supervisory role is strongly encouraged.

(b) Clinical associate professor

(i) At least one hundred units per year of educational activities in the college of medicine averaged over the three most recent calendar years (two hundred seventy of the three hundred units of the three-year minimum may be attained through unstructured teaching).

(ii) Educational activities significantly involving medical student education is encouraged.

(iii) Education of residents is strongly encouraged.

(iv) A mentoring and supervisory role is strongly encouraged.

(c) Clinical professor

(i) At least one hundred fifty units per year of educational activities in the college of medicine averaged over the three most recent calendar years (three hundred sixty of the four hundred fifty units of the three-year minimum may be attained through unstructured teaching).

(ii) Demonstration of professional standing in organizations appropriate to the discipline.

(iii) Educational activities are encouraged to include significant involvement with medical student education.

(iv) Educational activities are encouraged to include involvement in resident education when feasible.

(v) A mentoring and supervisory role is strongly encouraged.

(vi) Written attestation by the department chair documenting clinical and educational excellence.

(6) Activities table -- specific weightings for faculty in clinical departments

Activity

Units

3-year unit maximum

Educational activities

Unstructured medical student and resident teaching (e.g. Office, ward, operations, tutorial)

1 per session

150 (track 1)

1(track 2)

Unstructured activities in medical education (e.g. Curriculum planning or meetings; tutoring; review sessions; examination writing and review; collaborative work with other faculty on curriculum, assessment, instruction; assessment or observation of faculty teaching or precepting)

1 per session

150

Structured teaching on clinical campus (e.g. Lecture, grand rounds, CME presentation)

5 per session

150

Structured medical, graduate, or pharmacy student teaching at Rootstown

10 per session

150

Recipient of teaching excellence award from university or any of its clinical education sites

10 per award

60

Professional development advising team

10 per year

30

Course leadership (e.g. Course director, clerkship director, course committees, module director)

15 per year

45

Co-investigator of a funded educational grant

15 per grant

90

Recipient or co-recipient of a funded educational grant

50 per grant

150

Other teaching activities as approved by the clinical council so long as they are not in conflict with the specific activities and weightings set forth herein

  

30

Service

Membership on hospital or health department committees

5 per committee per year

30

Member of university committee

10 per committee per year

90

Service to or membership on boards of regional or national medical, scientific, or public health organizations

10 per board per year

60

Chair of university committee

15 per committee per year

90

Membership on university council, arp or clinical council

15 per committee per year

90

Activities that promote the health of the community or profession of medicine

5 per activity per year

15

Other service activities as approved by the clinical council so long as they are not in conflict with the specific activities and weightings set forth herein

  

30

Research and scholarly activity

     

Contributing investigator in a clinical trial or study

5 per study

30

Co-investigator of a funded research grant

15 per grant

90

Principal investigator or co-principal investigator of a funded research grant

50 per grant

150

Grants reviewer at a national level

25 per organization

150

Journal reviewer for a refereed journal

5 per article reviewed

60

Case report in a refereed journal

10 per publication

30

Published letter to the editor in a refereed journal

5 per letter

30

Member of editorial board-peer reviewed journal

10 per board per year

60

Writing an invited editorial in refereed journal

15 per editorial

90

Original publication in refereed journal

25 per publication

150

Publication of a review article

25 per publication

150

Publication of a book chapter

50 per publication

150

Publication of a book

75 per publication

225

Invited visiting professor and/or guest lecturer outside own university

10 per presentation

60

Editor refereed journal

20 per journal

120

Assistant editor refereed journal

15 per journal

90

Presentation at regional meeting

15 per presentation

60

Presentation at national meeting

30 per presentation

120

Consultant to externally funded grant, medical or scientific organization or site or departmental review

5 per consultation

30

Member of national consensus panel2

20 per panel

120

Scholarly consultation

10 per project

90

Other research and scholarly activities as approved by the clinical council so long as they are not in conflict with the specific activities and weightings set forth herein

  

30

(J) Procedures for processing appointments and promotions

(1) Appointment

(a) Faculty in non-clinical departments - search committees

(i) Where appropriate, when a non-tenure track position has been authorized, the department chair will propose a search committee to the dean who will appoint the committee.

(ii) A duly constituted college of medicine search committee shall function as the faculty appointments and promotions committee for a candidate who is recruited through an appropriate search process.

(iii) The search committee's recommendation will be forwarded for review and recommendation in sequence to the department chair, dean, and president for transmittal to the board of trustees for final action.

(iv) The president or president's designee will notify the candidate of the action of the board of trustees.

(b) Faculty in non-clinical departments - no search committee

(i) In the case where no search committee is involved, the department chair will forward a recommendation and current curriculum vitae to the faculty appointments and promotions committee, except those appointments which are solely within the purview of the dean.

(ii) Positive recommendations by the faculty appointments and promotions committee shall be forwarded to the dean.

(iii) The dean will make his/her own recommendation and forward it and the positive recommendation of the faculty appointments and promotions committee to the president.

(iv) Positive recommendations by the dean shall be forwarded to the president for transmittal to the board of trustees for final action.

(v) The president or president's designee will notify the candidate of the action of the board of trustees.

(c) Faculty in clinical departments

(i) The faculty candidate must submit a completed "appointment or promotion application for nontenure track faculty", a letter of support from the hospital department chair or other appropriate supervising physician to the appropriate college of medicine department chair.

(ii) All recommendations for appointment, except those which are solely within the purview of the dean, will be forwarded to the faculty appointments and promotions committee for consideration.

(iii) The chair of the faculty appointments and promotions committee will forward all positive recommendations to the dean.

(iv) The dean will make his/her recommendation and recommendations for appointments from the dean shall be forwarded it and the positive recommendation of the faculty appointments and promotions committee to the president for transmittal to the board of trustees for final action.

(v) The president or president's designee will notify the candidate of the action of the board of trustees.

(2) Promotion

(a) Faculty in non-clinical departments

(i) By July first, a faculty member shall notify the department chair of the intent to stand for promotion.

(ii) By August first, in the case of promotion to professor, letters of recommendation from at least two individuals who do not have a conflict of interest and who are mutually acceptable to the department chair and the faculty member, who are professionally qualified to render an opinion about the suitability of the candidate.

(iii) By August first, faculty members seeking promotion shall submit one copy of the completed "promotion dossier for non-tenure track faculty" to the department chair.

(iv) By October first, the candidate's department chair will forward the dossier, his or her letter of recommendation, and the external letters, if appropriate, to the faculty appointments and promotions committee.

(b) Faculty in clinical departments

(i) By July first, a faculty member shall notify the college of medicine department chair of the intent to stand for promotion.

(ii) By August first, in the case of promotion to professor (track one), the required letters of recommendation will be submitted to the university department chair.

(iii) By August first, the faculty candidate shall submit the completed "appointment or promotion application for non-tenure track faculty", a letter of support from the hospital department chair or other appropriate supervising physician to the college of medicine department chair.

(iv) By October first, the university department chair will forward the candidate's application and supporting materials and his or her own recommendation for promotion and identify any special considerations contained in the letter of appointment, to the faculty appointments and promotions committee.

(c) Faculty appointments and promotions committee review

(i) By November first, the chair of the faculty appointments and promotions committee will forward its recommendations to the dean and copy the department chair.

(ii) In the case of positive recommendations, the dean will make his or her own recommendation and will forward it with the recommendation of the faculty appointments and promotions committee to the president.

(d) Appeal of a negative decision

(i) In the case of a negative decision by the faculty appointments and promotions committee, the candidate will be notified by the dean and be advised of his or her right to appeal the decision.

(ii) Within ten working days after receipt of the negative decision, the candidate may appeal to the dean in writing.

(iii) The dean will review all materials submitted and may either:

(a) Overturn; or

(b) Concur with the decision of the faculty appointments and promotions committee.

(iv) The dean will inform the candidate of the decision after completing the review.

(v) If the dean overturns a decision of the faculty appointments and promotions committee, he or she will notify the committee and provide his or her reasons therefore.

(vi) The decision of the dean is final.

(e) Review by the president

(i) The dean will forward positive recommendations to the president who will transmit them to the board of trustees.

(ii) The president or president's designee will notify the faculty member following favorable action by the board of trustees.

(K) Procedures for annual evaluation and processing reappointments and non-reappointments

(1) Non-tenure track faculty employed either full or part-time by the university, shall be evaluated at least annually.

(2) Voluntary faculty will be evaluated at least every three years; and may, in the discretion of the department chair, be evaluated more often using the following procedures.

(a) The department chair will request an activity report from the faculty member concerning college related activities.

(b) The department chair will review the activity reports using the initial appointment and promotion criteria as a guideline.

(c) The department chair will notify a faculty member in writing by march of the intention to recommend non-reappointment.

(i) A faculty member who disagrees with the intention to recommend non-reappointment may request a meeting with the department chair within five business days to determine if the matter may be resolved prior to notification of the dean.

(ii) After the meeting, the department chair will notify the faculty member and the dean of the final recommendation.

(d) The department chair will forward recommendations concerning non-reappointments and lateral moves to the dean by March fifteenth.

(e) The dean's recommendations along with all others will be forwarded to the president by April fifteenth for transmittal to the board of trustees for final action.

(f) In the event of non-reappointment, the final date of appointment will be June thirtieth of the same year.

(L) Clinical faculty leave of absence

(1) Clinical faculty who are employees of the university are expected to follow the leave procedures as outlined in the employee handbook of the university.

(2) A non-employee, clinical faculty member may request a leave of absence when the faculty member is expected to be absent from clinical activities for no less than six months or more than two years.

(3) A request for a leave of absence shall be made by the faculty member to the clinical department chair for approval.

(4) A clinical leave of absence may be requested for reasons including, but not limited to:

(a) Care for serious health condition such as injury or illness for the faculty member or an immediate family member;

(b) Childbirth, adoption or foster care;

(c) Additional organized training;

(d) Military service; or

(e) Other personal reasons.

(5) At the request of the faculty member, the university department chair may, in his or her discretion, defer the review of the faculty member until the next subsequent three-year review cycle.

(6) Leaves of absence approved by the university department chair will be forwarded to the office of faculty affairs for inclusion in the faculty member's official file.

1 Clinical Associate Professor = 270 units may be claimed; Clinical Professor = 360 units may be claimed.

2National Consensus Panel. A group of professionals sponsored by a national organization who are charged with examining issues and arriving at general agreement on rule, methodology, or other important courses of action.

Replaces: 3349-3-22

Effective: 8/12/2013
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15
Prior Effective Dates: 8-12-2013

3349-3-25 Appendix A, college of pharmacy procedure for appointment promotion, reappointment, and evaluation of non-tenure track faculty.

(A) Definitions

(1) "Board Certification". Certification received by a pharmacist who has passed the certification and applicable mandatory recertification examinations of the board of pharmaceutical specialties.

(2) "College". For purposes of this appendix means the college of pharmacy.

(3) "College Appointment and Promotion Committee". Committee appointed by the dean to consider appointment and/or promotion and make recommendations to the dean.

(4) "Core Faculty". Core faculty are tenured, tenure track or nontenure track and those other faculty who make a substantive contribution to the college. The dean of a college has the discretion to designate other faculty as core faculty to promote the purposes of the college.

(5) "Curriculum Vitae (CVV)". The curriculum vita is one of the documents submitted by the candidate for consideration by external evaluators. Suggested items include information on teaching, research and scholarly pursuits, academic and public service, and pharmacy practice/patient care.

(6) "Days". Days as used in this document are working days.

(7) "Department Appointment and Promotion Committee". Committee appointed by the department chair to consider appointment and/or promotion and make recommendations to the department chair.;

(8) "Dossier". A file containing the faculty member's documents submitted for consideration for promotion. The dossier must include a current and complete curriculum vitae, a self-reflective narrative evaluation of performance and accomplishments.

(9) "External Evaluator". An external evaluator is an individual who is external to the university and is qualified to assess the candidate's achievements and reputation.

(10) "Full-Time Faculty Appointment" or "Full-Time Appointment". Full-time faculty are faculty who receive a full-time salary from:

a the university: or

b an associated or affiliated teaching hospital, healthcare provider, or health agency: or

c a combination of the sources listed in paragraph (A)(10)(a) and (A)(10)(b)

(11) "Joint Appointment". Non-tenure track appointment that is awarded to faculty who already hold an academic appointment within the university.

(12) "Letter of Appointment". The letter of appointment is a document initiated by the college that sets forth the conditions of appointment and/or employment. Any previous experience to be counted toward a faculty member's time in rank may be negotiated prior to appointment and/or employment and will be documented in the letter of appointment. Any modifications to the letter must be in writing and agreed to by the college and the faculty member.

(13) "Limited Faculty Appointment". Appointments for faculty whose academic contributions to the college are limited in time or scope and carry the prefix "adjunct," "research," or "visiting."

(14) "Notice of Non-Reappointment". A notice of non-reappointment is a written notification by the dean that the college intends to terminate a faculty member's appointment at a specified time. Notice of non-reappointment will be given by March fifteenth. During the first year of service, the last day of service will be June thirtieth of the calendar year in which the notice is given. After one or more years of service, the last day of service will be June thirtieth of the next calendar year.

(15) "Non-tenure-Track Position". faculty appointment that does not include the eligibility to apply for tenure.

(16) "Part-Time Appointment". Faculty with part-time appointments are those who receive regular supplemental payment from the university, an associated or affiliated teaching hospital, healthcare provider and/or health agency for part-time activity carried out under the auspices of the university.

(17) "Pharmacy Education Appointment". One of two types of voluntary appointments referring to university employees outside of the college of pharmacy who contribute to the development, implementation, administration, assessment, and/or evaluation of curricular offerings within the college.

(18) "Preceptor Appointment". One of two types of voluntary appointments referring to individuals who are not university employees and are either residents (clinical instructor) or individuals involved in experiential teaching at their sites of employment (clinical assistant professor, clinical associate professor, or clinical professor).

(19) "Unit". A standard measurement used to calculate credits toward faculty rank.

(20) "Voluntary Appointment". Faculty who do not meet the criteria established for core faculty. These faculty have roles that are generally limited to formal and informal teaching on a periodic basis.

(B) Academic ranks and appointment types

(1) The following academic ranks have been established for non-tenure-track faculty:

(a) Professor,

(b) Associate professor,

(c) Assistant professor, and

(d) Instructor,

(2) Faculty appointments are subject to periodic review for reappointment and non-reappointment with all the rights and responsibilities as set forth in the university faculty rules. They may or may not have a limiting prefix.

(3) Limited appointments

The following appointments may be awarded to persons whose academic contributions to the college are limited in time or scope. For persons holding rank at another accredited institution of higher education, the rank awarded will usually be consistent with the rank held at the primary institution.

(a) "Adjunct Appointments" are for persons whose academic contributions to the college are primarily teaching and for whom another category of appointment is not appropriate. The prefix "adjunct" is added to the rank.

(b) "Research Appointments" are for persons whose contributions to the college are primarily investigational. The prefix "research" is added to the rank.

(c) "Visiting Appointments" are for persons from other institutions who are temporarily involved in programs of the college of pharmacy or for college supported residents or fellows (instructor rank). The prefix "visiting" is added to the rank.

(4) Joint appointments

(a) These non-tenure-track appointments may be awarded to faculty who already hold an academic appointment within the university.

(b) Joint appointments may be made only when a faculty member participates in teaching or scholarship in a department, other than the faculty member's primary department, to a significant degree and when such teaching or scholarship is expected to be of long duration.

(c) Such appointments require the recommendation of the chair of the department in which the secondary appointment is sought. The chair of the faculty member's primary department must concur.

(5) Resident/fellow appointments

A resident or fellow who teaches pharmacy students may be eligible for rank as instructor. This appointment is considered temporary and will automatically terminate upon the completion of the training program. Residents or fellows who are employed by the university will have "visiting instructor" appointments while those who are employed elsewhere will have "clinical instructor" appointments.

(6) Appointments solely within the purview of the dean

The dean, working with the support of the office of faculty affairs, shall solely review and approve recommendations for appointment in the following categories upon recommendation by the department chair in whose department the appointment is sought. The dean may, at his/her discretion, forward an application to the college appointment, promotion and tenure committee.

(a) All appointments at the rank of instructor;

(b) Preceptor track appointments at the rank of clinical assistant professor;

(c) Adjunct or research appointments, if the recommended rank is consistent with the appointment the faculty member holds at another accredited institution of higher education;

(d) Visiting or adjunct appointments, if the recommended rank is consistent with the faculty member's qualifications or appointment at another accredited institution of higher education or commensurate with experience and seniority if the faculty member holds an appointment in industry, a federal agency or a similar environment.

(e) Retired appointments.

(C) Titles of distinction

(1) Distinguished

(a) The title "distinguished" is a non-salaried designation of distinction conferred by the board of trustees upon a individual who has contributed significantly to the mission of the college. Distinguished titles may also be conferred upon individuals known nationally or internationally who have made significant contributions to his/her discipline.

(b) The rank conferred would be preceded by the title "distinguished".

(c) Recommendations for the award of distinguished status may originate with the department chair, dean, or the president.

(d) If the president concurs with the recommendation, it will be forwarded to the board of trustees for consideration.

(2) Emeritus

(a) Policy statement (board of trustees policy)

(i) "Emeritus" status recognizes university faculty and professional senior administrative staff who have provided meritorious service to the university and have retired. The university recognizes the potential of emeritus faculty and senior administrators as a continuing valuable resource and is committed to fostering an active ongoing relationship with them through an extended academic appointment.

(ii) A candidate for emeritus status will have demonstrated leadership and wisdom, will have given dedicated and distinguished service to the university for a minimum of ten years and, for faculty, have attained the rank of associate professor. Exceptions to the ten years and associate professor requirements may be made by the dean, president, or chair of the board of trustees for a faculty member who has made an outstanding contribution to the university during a briefer period of service or holds a rank below associate professor.

(iii) Where possible, an emeritus faculty member will continue to contribute to the university community as appropriate.

(b) Procedures for nomination and selection

(i) The award of emeritus status is meritorious and thus expected to be limited in number.

(ii) A candidate may be nominated by his/her department chair, dean, president or chair of the board of trustees (as noted below).

(a) Faculty are nominated by the department chair after discussion with the dean. The dean must approve faculty nominations.

(b) A department chair or associate dean will be nominated by the dean.

(c) A dean or professional senior administrative staff will be nominated by the president.

(d) A president will be nominated by the board of trustees chair.

(iii) Except in the case of a board of trustees' nomination, the nominator must submit a current curriculum vitae for the nominee and a letter of recommendation supporting:

(a) The nominee's qualifications in meeting the minimum criteria; and

(b) Three supporting letters of reference from other constituents, obtained by the nominator.

(iv) The completed nomination packet (including any and all letters) should be forwarded (electronically) to the office of faculty affairs.

(v) Faculty affairs will confirm that the materials are complete and will present the materials to the president.

(vi) The dean may choose to interview the faculty candidate and must approve the candidate before submission.

(vii) The designation of emeritus status is recommended by the president or board of trustees' chair and awarded by formal resolution of the board of trustees.

(viii) The candidate will be notified of the board of trustees' approval and will be provided a copy of the board of trustees' resolution.

(c) Benefits and privileges

(i) Individuals with emeritus status are expected to comply with all the policies, regulations and rules as stated in the appropriate university handbooks.

(ii) Contact the office of faculty affairs for a complete listing.

(3) Honorary

(a) The title "honorary" is a non-salaried designation of distinction conferred by the board of trustees upon a individual who has contributed significantly to the mission of the college. Honorary titles may also be conferred upon individuals known nationally or internationally who have made significant contributions to his/her discipline.

(b) The rank conferred would be preceded by the title "honorary".

(c) Recommendations for the award of honorary status may originate with the department chair, dean, or the president.

(d) If the president concurs with the recommendation, it will be forwarded to the board of trustees for consideration.

(e) Utilization of college resources by a faculty member holding a title of distinction will be individually determined by the department chair with the concurrence of the dean and president.

(4) Retired

(a) A faculty member may be eligible for "retired status" if they:

i formally retire after continuous and dedicated service to the college of pharmacy;

ii will not continue to be involved in the college's educational, scholarship, or service programs; and

iii will no longer be engaged in the active practice of pharmacy.

(b) A faculty member may request, in writing, through the appropriate department chair the addition of a retired designation to the faculty rank held at the time of retirement. Recommendations will be forwarded to the dean.

(c) The dean, through the support of the office of faculty affairs, will act on the recommendation and, if positive, will notify the faculty member that the designation (retired) may be added following the faculty title at time of retirement, e.g., professor of pharmacy practice (retired). Faculty who are awarded retired status are not subject to the formal reappointment review process.

(D) Basic principles for appointment, promotion and reappointment

(1) Appointment

(a) Appointment to the faculty is a privilege, not a right. Initial appointment is primarily based upon past performance with an expectation of continued contribution at a level commensurate with the appointment description and rank as described in paragraph (I) to this rule.

(b) The candidate has the right to a full, impartial and confidential review of the credentials submitted.

(c) Faculty with non-tenure-track appointments are expected to contribute to the teaching, scholarship, and/or service programs of the college in a manner consistent with the mission of the respective department and in accordance with the faculty member's letter of appointment.

(d) Considerations include, but are not limited to:

(i) Possession of an appropriate terminal degree or exceptions as justified by the candidate's department chair and approved by the dean and president;

(ii) Expertise in an appropriate academic field and evidence of dedication to continuing advancement of this field of knowledge;

(iii) Ability and dedication as an effective teacher;

(iv) Creativity and competence in an appropriate field of research and scholarship; and

(v) Ability to assume responsibility for professional services and administration of health and/or academic services.

(e) A non-tenure-track appointment is made with the expectation that it will continue until a termination notice is given by either the faculty member or the college of pharmacy in accordance with the university faculty bylaws, policies and procedures. Any time accrued under non-tenure-track appointments will not count toward appointment or any probationary period.

(2) Promotion

(a) There is no requirement that a faculty member be promoted after a given period of service in order to hold or maintain a given rank.

(b) Promotion may be made after the minimum time in rank and contributions commensurate with the higher rank have been achieved. The department and college appointment, promotion and tenure committees will consider any specific exceptions or requirements set forth in the faculty member's letter of appointment or amendments thereto.

(c) In evaluating the candidate's performance, the weighting of the evaluation areas may vary. Consideration will be given to the mission of the department and the demands of the appropriate discipline. Both quality and quantity of the individual's contribution will be taken into consideration.

(3) Reappointment

(a) Reappointment to the faculty is not automatic.

(b) The decision to renew a faculty appointment will be based upon the activities of the faculty member since the last review and the needs and resources of the college.

(c) Once a faculty member has achieved a rank level, the faculty member will not be reduced in rank.

(d) A recommendation for non-reappointment is not considered a dismissal for cause, and as such cannot be appealed.

(E) Structure and function of the department appointment and promotion committee

(1) Composition and chair

(a) The committee consists of five faculty members appointed by the department chair. The chair shall be designated by the department chair. While it is preferable to draw all committee members from the college faculty, the department chair may, at his/her discretion, appoint qualified faculty from outside the college. The committee may not include the department chair.

(b) A duly constituted department search committee shall function as the department appointment and promotion committee for a candidate who is recruited through an appropriate search process.

(2) Responsibilities

(a) The department appointment and promotion committee will evaluate the materials in light of the criteria for appointment and promotion, take into account any special considerations regarding the role, responsibilities and assignments of the faculty member as outlined in the faculty member's letter of appointment, and make recommendations to the department chair.

(b) The committee, during its evaluation, may:

(i) Interview the candidate;

(ii) Interview the department chair or other appropriate faculty members, after notifying the candidate;

(iii) Request any additional information pertinent to the evaluation; and/or

(iv) Seek confidential external advice as it deems necessary.

(F) Structure and function of the college appointment and promotion committee

(1) Composition and chair

The committee consists of six faculty members appointed by the dean. While it is preferable to draw all committee members from the college faculty, the dean may in his/her discretion appoint qualified faculty from outside the college.

(2) Responsibilities

(a) The college appointment and promotion committee will evaluate the materials in light of the criteria for appointment and promotion, take into account any special considerations regarding the role, responsibilities and assignments of the faculty member as outlined in the faculty member's letter of appointment, and make recommendations to the dean.

(b) The committee, during its evaluation, may:

(i) Interview the candidate;

(ii) Interview the department chair or other appropriate faculty members, after notifying the candidate;

(iii) Request any additional information pertinent to the evaluation; and/or

(iv) Seek confidential external advice as it deems necessary.

(c) Recommendations - the committee, by majority vote, will recommend one of the following and forward to the dean:

(i) Approval of the request for appointment or promotion as submitted;

(ii) Approval of the request for appointment or promotion with a revised rank or title;

(iii) Disapproval of the request for appointment or promotion as submitted. The committee will transmit the recommendation and the reasons therefore to the dean and the department chair. The department chair shall promptly inform the candidate of the recommendation. In the case of promotion, the candidate shall also be informed by the department chair of the right to appeal.

(G) Core faculty - requirements and time in rank

(1) Requirements for ranks

(a) Assistant professor

Faculty members appropriately qualified and show promise of achieving excellence in teaching, as well as in other areas appropriate to their work assignments (example clinical/professional service, scholarly activity).

(b) Associate professor

Faculty members appointed at or promoted to this rank must have a documented record of excellence in one of the three areas of teaching, clinical/professional service, and scholarly activity, a documented record of accomplishment in one of the other two areas, and promise of excellence in the third area. Active and collegial participation in university service is expected.

(c) Professor

Faculty members appointed at this rank must have a sustained record of excellence in teaching, as well as a record of excellence in clinical/professional service and scholarly activity. Faculty at this rank should have attained national recognition in their field, with a strong likelihood of maintaining such recognition. They should exhibit significant leadership and collegiality within their department, the college, and the community at large.

(2) Time in rank

(a) Assistant professor to associate professor

(i) The minimum time in rank prior to promotion to associate professor is five years. In exceptional circumstances, if recommended by the department chair and approved by the dean, a candidate may be considered prior to that time.

(ii) Prior service may be counted toward the time in rank requirement if specified in the letter of appointment or an amendment thereto.

(b) Associate professor to professor

(i) The minimum time in rank prior to promotion to professor is seven years. In exceptional circumstances, if recommended by the department chair and approved by the dean, a candidate may be considered prior to that time.

(ii) Prior service may be counted toward this requirement if specified in the letter of appointment or an amendment thereto.

(c) Upon the recommendation of the department chair and with the concurrence of the dean, exceptions to the considerations outlined herein may be granted.

(I) Core faculty - appointment and promotion standards and documentation

Standards and documentation for initial appointment and promotion include but are not limited to:

(1) Teaching

(a) The standard

Teaching is a central mission of the college of pharmacy. A faculty member's teaching is reflected by students' achievements in the classroom, laboratory, and clinical arenas. Furthermore, teaching quality is documented by recognition and feedback from students, alumni and peers. Positive contributions to the learning environment and curriculum may support a faculty member's record of teaching.

(b) Documentation

Evidence of teaching proficiency or recognition of teaching excellence may include, but is not limited to, the sources listed below. In joint endeavors, the evidence should specify the extent of the individual's contributions.

(i) Honors or special recognitions for teaching accomplishments;

(ii) Peer evaluations of expertise in instruction;

(iii) Effectiveness shown by a representative sample of student evaluations and accomplishments across multiple years;

(iv) Evidence of innovation in course or curriculum development, pedagogical strategies and/or assessment methods;

(v) Evidence of diverse student performance opportunities;

(vi) Election to offices, committee activities and other important service to professional pedagogical associations and learned societies including editorial work and peer review as related to teaching;

(vii) Demonstration of scholarly and/or theoretical underpinnings related to teaching.

(2) Scholarly pursuits

(a) The standard

(i) In accordance with the university faculty bylaws, scholarship includes, but is not limited to, the scholarship of discovery, integration, application and teaching. Scholarship of discovery is understood to include the traditional science of inquiry, investigation and experimentation, commonly known as research. Scholarship and research may also include participation in clinical trials and commercialization, patent and technology transfer activities. Such work may be primarily supportive for promotion decisions and weigh importantly in tenure decisions. While clinical care is insufficient alone to merit promotion or tenure, clinical innovation and improvement activities done in a scholarly manner and acknowledged to be of regional or national importance are important indicators of distinction and merit consideration. Regardless of the type of scholarship, it should possess the quality of excellence, be peer-reviewed and be disseminated in the public domain.

(ii) The scholarship of non-tenure track faculty in the college of pharmacy is more likely to focus in the categories of integration, application, and teaching and learning as compared to the scholarship of discovery. Scholarship of integration involves the synthesis and interpretation of information across disciplines in a way that brings new meaning to those facts, as exemplified by monographs, review articles or continuing education presentations/publications. Scholarship of application seeks to address social problems or make information or ideas accessible to the public. Publications describing improvements in patient care services would be an example. Finally, scholarship of teaching and learning involves discovery, evaluation and transmission of information about the learning process. Examples could include publications related to teaching methods or learning outcomes.

(iii) The hallmark of scholarly activity lies in the peer reviewed "written" word. By having their contributions published, faculty can make a lasting contribution to the body of professional and scientific literature. Written work which is not peer reviewed may support a faculty member's dossier, but by itself is insufficient evidence of excellence in scholarly activity. Similarly, oral presentations may support a faculty member's dossier but are insufficient evidence of proficiency or excellence in scholarly activity.

(iv) Faculty shall conduct research and/or other scholarly activity that clearly demonstrates high quality and conforms to the highest ethical and legal standards. Quality is stressed over quantity.

(b) Documentation

Evidence of creative scholarly activities includes, but is not limited to, the sources listed below. In joint endeavors, the evidence should specify the extent of the individual's contribution.

(i) Publication of peer reviewed scholarly products includes but is not limited to:

(a) Articles, abstracts, and other scholarly works published by reputable journals, scholarly presses, or publishing houses that accept works only after rigorous review and approval by peers in the disciplines.

(b) Scholarly reviews, books, book chapters and case reports which are peer reviewed.

(c) Presentation of research papers before professional, scientific, and educational societies.

(ii) Grants and contracts related to research and other scholarly activities.

(a) Competitive extramural funding from the federal/state government and national/state foundations.

(b) Extramurally funded investigator initiated research, e.g., industry sources.

(c) Extramurally funded research without peer review.

(d) Industry sponsored research with protocol developed by funding source.

(e) Competitive intramural funding.

(iii) Acknowledgement of research and scholarly activities.

(a) Membership on editorial boards, study section review panels, or grant selection committees.

(b) Election to offices, committee activities, and important service to professional associations and learned societies, including editorial work and peer reviewing as related to research and other creative scholarly activities.

(c) Honors and awards for research or other creative activities.

(d) Consultant activities in state, national, and international groups engaged in scholarly activity endeavors; evidence of competitive selection is advantageous.

(e) Dissemination of new practice methods (patient care and managerial) into other healthcare systems; evidence of peer review is essential.

(f) Peer acceptance of innovative new patient care techniques as evidenced by acceptance in other healthcare systems; evidence of peer review is essential.

(g) Publication or dissemination of peer reviewed software for patient care, practice or basic research.

(h) Invitations to testify before government groups concerned with research or creative scholarly activities; evidence of impact is advantageous.

(i) Membership on important professional expeditions or membership on healthcare teams that are involved in development projects; evidence of competitive selection processes is advantageous.

(j) Special fellowships for research or practice related scholarly activities or selection for tours of duty at special institutes for advanced learning; evidence of a competitive selection process is advantageous.

(3) Academic service

(a) The standard

Academic service is oriented to the needs of the department, the college, and the university. All faculty, regardless of rank and academic appointment, have general academic service responsibilities. At the dean's discretion, selected faculty carry formal administrative responsibilities as college administrators. Definition of these formal administrative responsibilities and evaluation of administrative performance is guided by specific position descriptions. While central to the college's mission and operation, excellence in formal administrative service alone is insufficient for promotion.

(b) Documentation

Documentation of academic service effectiveness may include, but is not limited to, records, attestations, or evaluations in the following areas:

(i) Active, consistent, and reliable participation and leadership in department, college, and university committees and ad hoc advisory groups.

(ii) Reliable representation of the college and department at local, state, national and international professional association meetings.

(iii) Timely, consistent, and thoughtful input into department planning retreats and activities.

(iv) Willingness to volunteer for unexpected teaching, practice, or service activities.

(v) Proactive problem identification and problem solving on behalf of the department and college.

(vi) Organization of department or college-wide professional service initiatives.

(vii) Effective and diligent advising of students, student organizations, and/or fraternities.

(viii) Effective peer teaching evaluation and mentoring.

(ix) Active, consistent, and reliable attendance at faculty applicant interview seminars and participation in the professional activities of faculty and resident recruitment.

(x) Active participation in department and college sponsored receptions and outings.

(4) Public service

(a) The standard

(i) Faculty have, as a basic job responsibility, the provision of public service. Public service activities are oriented to the public and professional policy needs of society. Faculty who provide public service have ongoing, direct contact with citizens and organizations in their practice and research areas and provide educational needs assessment, program development, training, consultation, and/or technical assistance in collaboration with local, state, national and international leaders.

(ii) Faculty furnish leaders and groups with objective research results, as well as clinical and other resource information for decision making. They design and conduct feasibility studies, field test basic and applied knowledge, develop procedural and technical manuals, and provide group instruction on and off campus.

(iii) Effective public service requires the ability to develop creative and focused methodologies, strong organizational skills, effective use of media, and clarity, candor and diplomacy in written and oral communications.

(iv) Both the university and the college of pharmacy are charged with the responsibility of developing and carrying out a high quality educational program. A crucial element of that responsibility is a service program responsive to the larger society that sustains the university and the college. The university and the college of pharmacy distinguish between routine performance and service that draws upon the breadth and depth of a faculty member's professional expertise and scholarship. Faculty with responsibility in service must deliver it at a quality reflecting that scholarship.

(b) Documentation

Evidence of the effectiveness of public service contributions include, but is not limited to, the sources listed below.

(i) Election to offices, committee activities and important service to professional associations and learned societies.

(ii) Selection for special activities outside of the state or nation.

(iii) Honors, awards, and special recognition for service activities.

(iv) Records, attestations, or evaluations of the following activities:

(a) Consultations or technical assistance, without monetary compensation, on projects without monetary compensation.

(b) Program and project coordination activities.

(4) Contributions to pharmacy practice/patient care

(a) The standard

(i) Patient care, where applicable, is a consideration for promotion.

(ii) The chief purpose of the discipline of pharmacy practice (patient care) is the provision of pharmaceutical care to faculty members' patients and larger patient populations. Pharmacy practice by definition includes both direct patient-centered interactions (example, primary care, patient counseling, etc.) And practice management/ administration.

(iii) Pharmacy practice faculty may have pharmacy practice responsibilities as a routine workload assignment.

(b) Documentation

Evidence of pharmacy practice proficiency may include, but is not limited to, the sources listed below. In joint endeavors, the evidence should specify the individual's contributions.

(i) Certification and recertification by specialty boards.

(ii) Completion of certificate programs (example, certified diabetes educator).

(iii) Designation as fellow or other similar practice achievement recognition.

(iv) Objective evaluation of practice effectiveness and quality through outcomes documentation and analysis.

(v) Election to offices, committee activities, and important service to professional associations and learned societies, including editorial work and peer reviewing as related to pharmacy practice.

(J) Voluntary faculty - requirements and time in rank

(1) General

(a) Preceptor track

Individuals who are not university employees and contribute primarily to the experiential teaching program of the college. Pharmacists appointed at or promoted to this track have met all requirements to practice pharmacy. Exceptions may be made if recommended by the department chair and approved by the dean.

(b) Pharmacy education track

University employees outside of the college of pharmacy who contribute significantly to the teaching, scholarship and service missions of the college. Activities, in addition to teaching, may include development, implementation, administration, assessment and/or evaluation of core competencies, pedagogy, and curricular offerings. Substantial contributions in the area of research and scholarly activity are required at the rank of professor.

(c) Specific activities and weightings by track and rank level are described in paragraphs (J)(2) to (J)(3) of this rule and are listed in the activities table, paragraph (J)(4) of this rule.

(d) Time in rank for voluntary faculty is the same as for core faculty, as described in paragraph (G)(2) of this rule.

(2) Preceptor track criteria by rank level

(a) Pharmacists

(i) Clinical instructor

(a) In training as resident or fellow and has met all requirements for and is appropriately licensed to practice pharmacy.

(b) Involved in educational activities that involve pharmacy students.

(ii) Clinical assistant professor

(a) Involved in educational activities that involve pharmacy students and/or residents.

(b) Experience in a mentoring and/or supervisory role is desired.

(iii) Clinical associate professor

(a) At least three hundred educational activity units in the college over the three most recent calendar years (two hundred seventy of the three hundred total units may be attained through experiential teaching).

(b) Experience in a mentoring and/or supervisory role is required.

(iv) clinical professor

(a) At least four hundred fifty educational activity units in the college over the three most recent calendar years (three hundred sixty of the four hundred fifty total units may be attained through experiential teaching.)

(b) Demonstration of professional standing in organizations appropriate to the discipline.

(c) Experience in a mentoring and supervisory role is required.

(d) Written attestation by department chair documenting teaching excellence.

(b) Non-pharmacist healthcare professionals

(i) Clinical instructor

(a) Involved in educational activities that involve pharmacy students and/or residents.

(b) Experience in a mentoring and/or supervisory role is preferred.

(ii) Beyond the level of clinical instructor

The chair of the department in which appointment or promotion is sought must write a letter certifying that the professional's credentials and qualifications are appropriate for the academic rank.

(3) Pharmacy education track criteria by rank level

(a) Assistant professor

(i) Promise of achieving excellence in teaching, as well as service and scholarly activity.

(ii) Experience in a mentoring and/or supervisory role is desired.

(b) Associate professor

(i) At least three hundred teaching, service and scholarly activity units in the college over the three most recent calendar years. A minimum of sixty of the three hundred total units must be in the scholarly activity category.

(ii) Significant involvement in the education of pharmacy students and/or residents is required.

(iii) Experience in a mentoring and/or supervisory role is required.

(c) Professor

(i) At least four hundred fifty teaching, service and scholarly activity units in the college over the three most recent calendar years. A minimum of one hundred fifty of the four hundred fifty total units must be in the scholarly activity category.

(ii) Significant involvement in the education of pharmacy students and/or residents is required.

(iii) Significant involvement and leadership in department and/or college committees.

(iv) National recognition in field of expertise, with a strong likelihood of maintaining such recognition.

(v) Experience in a mentoring and supervisory role is required.

(vi) Written attestation by department chair documenting teaching and scholarly excellence.

(4) Activities table - specific weightings for preceptor and pharmacy education track voluntary faculty

Activity

Units

3-year unit maximum

Educational activities

Experiential pharmacy student and/or resident teaching

P1 preceptor - 5 units/student

P2 preceptor - 10 units/student

P3 preceptor - 10 units/student

P4 preceptor - 25 units / Student month

Resident preceptor 25 units / Student month

1501

Unstructured activities in pharmacy education (e.g. Curriculum planning or meetings; tutoring; review sessions; examination writing and review; collaborative work with other faculty on curriculum, assessment, instruction; assessment or observation of faculty teaching or precepting)

1 per session2

150

Structured teaching on clinical campus (e.g., lecture, grand rounds, CE presentation)

5 per session

150

Structured teaching at Rootstown campus

10 per session

150

Recipient of teaching excellence award at the clinical campus and/or Rootstown setting

10 per award

60

Professional development advising team

10 per year

30

Course leadership (e.g. Course director, clerkship director, course committees, module director)

15 per year

45

Co-investigator of a funded educational grant

15 per grant

90

Recipient or co-recipient of a funded educational grant

50 per grant

150

Other teaching activities as approved by the department chair so long as they are not in conflict with the specific activities and weightings set forth herein

  

30

Service

Membership on hospital health care provider, or health agency committees

5 per committee per year

30

Member of university or college committee

10 per committee per year

90

Service to or membership on boards of regional or national pharmacy, medical, scientific, or public health organizations

10 per board per year

60

Chair of university of college committee

15 per committee per year

90

Activities that promote the health of the community or profession of pharmacy

5 per activity per year

15

Other service activities as approved by the department chair so long as they are not in conflict with the specific activities and weightings set forth herein

  

30

Research and scholarly activity

Contributing investigator in a clinical trial or study

5 per study

30

Co-investigator of a funded research grant

15 per grant

90

Principal investigator or co-principal investigator of a funded research grant

50 per grant

150

Grants reviewer at a national level

25 per organization

150

Journal reviewer for a refereed journal

5 per article reviewed

60

Case report in a refereed journal

10 per publication

30

Published letter to the editor in a refereed journal

5 per letter

30

Member of editorial board-peer reviewed journal

10 per board per year

60

Writing an invited editorial in refereed journal

15 per editorial

90

Original publication in refereed journal

25 per publication

150

Publication of a review article

25 per publication

150

Publication of a book chapter

50 per publication

150

Publication of a book

75 per publication

225

Invited visiting professor and/or guest lecturer outside own university

10 per presentation

60

Editor refereed journal

20 per journal

120

Assistant editor refereed journal

15 per journal

90

Presentation at regional meeting

15 per presentation

60

Presentation at national meeting

30 per presentation

120

Consultant to externally funded grant, medical or scientific organization or site or department review

5 per consultation

30

Member of national consensus panel3

20 per panel

120

Scholarly consultation

10 per project

90

Other research and scholarly activities as approved by the department chair so long as they are not in conflict with the specific activities and weightings set forth herein

  

30

(K) Procedures for processing appointments

(1) Search committee

(a) The department chair will recommend members of a search committee for an authorized open non-tenure-track position to the dean. The dean will appoint the committee which will be advisory to the chair.

(b) A duly constituted department search committee shall function as the department appointment and promotion committee for a candidate who is recruited through an appropriate search process.

(c) The search committee shall forward its recommendation to the following, in sequence, for review and recommendation: department chair, dean, and president. The president will transmit the recommendation to the board of trustees for final action.

(d) The dean, with the support of the office of faculty affairs, will notify the candidate and the department chair of the action of the board of trustees.

1 Clinical Associate Professor = 270 units may be claimed; Clinical Professor = 360 units may be claimed.

2 "Session". A period during which a faculty member is engaged in teaching activities usually an hour in length unless otherwise specified by department policy. Multiple units are not awarded when more than one learner is present.

3 National Consensus Panel. A group of professionals sponsored by a national organization who are charged with examining issues and arriving at general agreement on policy, methodology, or other important courses of action.

(2) No search committee

(a) In the case where no search committee is involved, positive recommendation by the department appointment and promotion committee will be forwarded to the department chair or positive recommendation from the department chair will be forwarded to the dean, except those appointments which are solely within the purview of the dean.

(b) The office of faculty affairs shall forward the recommendation to the college appointment and promotion committee who shall review the material and provide their recommendation to the dean.

(c) The dean will make his/her own recommendation and forward it and the recommendation of the college appointment and promotion committee to the president for transmittal to the board of trustees for final action.

(d) The dean will notify the candidate and the department chair of the action of the board of trustees, through the support of the office of faculty affairs.

(3) Voluntary faculty

(a) The faculty candidate must submit a completed "appointment or promotion application for non-tenure-track faculty". to the department chair.

(b) The department chair shall forward applications to the dean for candidates requesting appointments that are solely within purview of the dean.

(c) The department chair shall forward all other appointment requests to the department appointment and promotion committee who shall review the application forms and provide their recommendations to the department chair.

(d) The department chair shall review the department appointment and promotion committee recommendation and submit his/her own recommendation, along with other application materials, to the college appointment and promotion committee by way of the office of the faculty affairs.

(e) The college appointment and promotion committee shall review the materials and provide their written recommendation to the dean that includes the record of the vote.

(f) The dean shall review the recommendation and materials forwarded by the college appointment and promotion committee and forward his/her own positive written recommendation along with the recommendation from the college appointment and promotion committee to the president for transmittal to the board of trustees for final action.

(g) The dean shall notify the candidate and the department chair of the action of the board of trustees, through the office of faculty affairs.

(L) Procedures for processing promotion

(1) Core faculty

(a) By June first:

(i) The faculty member must notify the department chair of intent to apply for promotion. In the case of a department chair seeking promotion, notification will go to the dean.

(ii) The faculty member must submit a list of at least five suggested external evaluators to the department chair. In the case of a department chair or associate dean seeking promotion, the list of evaluators will go to the dean.

(a) External evaluators should be members of academia at or above the rank the candidate is seeking. Ideally they are individuals in similar practice and/or research areas, and in similar administrative positions in the case of faculty administrators who seek promotion in rank.

(b) At least three of suggested evaluators must be completely independent: individuals with whom the candidate has not had a working relationship as a colleague or collaborator over the past five years, or as a trainee or student over the past ten years.

(b) By June fifteenth:

A list of five or more external evaluators will be identified by the candidate's department chair and shared with the candidate. This list may or may not include evaluators from the candidate's list.

(c) By June thirtieth, the list of evaluators will be finalized as follows:

(i) Candidate will review the list of evaluators and provide reasons in writing within five working days why any of the proposed evaluators should not be contacted.

(ii) The department chair, in consultation with the dean, will determine whether the challenge will be upheld and the evaluator removed from the list.

(iii) If an outside evaluator is removed from the list, another may be added and the same right to challenge will apply.

(d) By July first:

(i) The candidate shall submit one complete and verified copy of his/her dossier along with an electronic version to his/her department chair.

(ii) The candidate may personally solicit and submit with his/her dossier additional letters of support (in addition to external evaluations solicited by the chair) but such letters will generally have less impact.

(iii) The department chair may choose to use electronic means for distribution of materials associated with this process.

(e) By July fifteenth, the department chair will:

(i) Determine the interest and willingness of the external evaluators to serve in this capacity and seek other evaluators if one or more decline.

(ii) Prepare packages containing:

(a) The candidate's dossier;

(b) The university and college criteria for promotion; and

(c) A cover letter requesting an evaluation of the candidate's achievements, as compared to the aforementioned criteria, to be received by August fifteenth.

(iii) Request the candidate to: one) verify that the package is accurate and complete and two) sign a document waiving access to the external evaluators' evaluations.

(iv) Transmit all materials to the external evaluator, using electronic means if preferred.

(f) By September first:

(i) A faculty member may withdraw their application for any reason on or before this date. Voluntary withdrawal cannot occur thereafter.

(ii) The department chair will submit an electronic copy of the candidate's dossier and the letters received from external evaluators to the department appointment and promotion committee.

(g) By October first:

The department appointment and promotion committee shall forward a written document to the department chair that includes the committee's recommendation, reasons therefore, and record of the vote. All other materials (dossier, letters from external evaluators) will also be forwarded to the department chair.

(h) By November first, the department chair shall:

(i) Review the recommendation from the department appointment and promotion committee, the dossier and the external evaluator evaluations.

(ii) Submit to the college appointment and promotion committee chair by way of the office of faculty affairs: a written letter of recommendation, the department appointment and promotion committee recommendation, the dossier, and all letters received from external evaluators.

(i) By December first:

The college appointment and promotion committee chair will forward a written document to the dean that includes the committee's recommendation, reasons therefore, and record of the vote by way of the office of faculty affairs. All other materials (dossier, letter from the department committee, letter from the chair, letters from external evaluators) will also be forwarded to the dean.

(j) By December fifteenth, the dean will:

(i) Review the materials forwarded by the college appointment and promotion committee; and

(ii) Notify the candidate in writing of the following, through the assistance of the office of faculty affairs:

(a) His/her own recommendation and reasons therefore;

(b) The college appointment and promotion Committee's recommendation; and

(c) An explanation of the appeal process in the case of a negative recommendation.

(k) Appeal by the candidate

(i) By January first:

The candidate must notify the dean in writing of the intent to appeal or the right is waived. The appeal will be scheduled in January.

(ii) By February first:

(a) The dean may hear the appeal him/herself or may appoint a three member appeal committee of core faculty to consider the matter.

(b) If appointed, the appeal committee will elect its own chair and will decide by a majority vote whether or not to recommend upholding the recommendation of the college appointment, promotion and tenure committee. A written report of the committee's deliberations and recommendation will be provided to the dean.

(c) The dean will review the appeal committee's recommendation along with all other materials forwarded previously.

(d) The dean will notify the candidate and the department chair in writing of his/her recommendation related to the appeal.

(l) By February first:

The dean will transmit all reports with his/her positive recommendations to the president.

(m) By February fifteenth:

The president will make the final decision and will forward positive recommendations for promotion to the board of trustees at its next meeting.

(n) Following board of trustees' approval:

(i) The president will notify the respective college dean those candidates who have been approved for the award of promotion.

(ii) The dean shall notify the candidate and the department chair of the outcome of the board of trustees' action, through the office of faculty affairs.

(2) Voluntary faculty

(a) By September first:

(i) The candidate will submit a completed "appointment or promotion application for nontenure-track faculty" to his/her department chair.

(ii) The department chair will submit the completed application to the department appointment and promotion committee.

(b) By October first:

The department appointment and promotion committee will return the promotion application to the department chair along with a written document that includes the committee's recommendation, reasons therefore, and record of the vote.

(c) By November first, the department chair will:

(i) Review the recommendation from the department appointment and promotion committee and the completed promotion application.

(ii) Submit his/her own written letter of recommendation to the dean.

(d) By February first:

The dean will transmit all reports with his/her positive recommendations to the president.

(e) By February fifteenth:

The president will make the final decision and will forward positive recommendations for promotion to the board of trustees at its next meeting.

(f) Following board of trustees approval:

(i) The president will notify the respective college dean those candidates who have been approved for the award of promotion.

(ii) The dean shall notify the candidate and the department chair of the outcome of the board of trustees' action, through the office of faculty affairs.

(3) Joint promotions

(a) An application for joint promotion will always be initiated through the faculty member's primary department. Request for promotion to the secondary department will be initiated by the chair of the primary department.

(b) Promotion at equivalent rank for the secondary appointment is not automatic but depends on a positive recommendation from the chair of that department.

(M) Performance evaluations and procedures for processing reappointments and non-reappointments

(1) Core faculty

The performance of core faculty (those with full and part-time appointment types, as defined in paragraph (I) to this rule) will be evaluated at least annually by the department chair or the chair's designee as appropriate using the university "faculty performance plan and evaluation" form. The evaluation will provide for constructive feedback to the faculty member.

(a) Structure and function of the non-tenure-track promotions development committee

(i) Purpose

The purpose is to establish a mentoring program for core non-tenure-track faculty members and to evaluate and provide ongoing recommendations concerning academic and professional development in preparation for promotion to the next academic rank.

(ii) Composition

(a) This ad hoc committee is appointed by the faculty member's department chair and is composed of at least three faculty of the university at or above the rank the faculty member is seeking. It may include faculty from outside the faculty member's department, but may not include the faculty member's chair. While it is preferable to draw all committee members from the college faculty, the chair may in his or her discretion appoint qualified faculty from outside the college.

(b) An individual non-tenure-track promotions development committee will be appointed for each core faculty member.

(iii) Meetings

(a) The committee will meet two to three years prior to the date the faculty member is eligible for promotion to the next rank. To the extent that it is feasible, this meeting should occur at a time to allow input for the annual review.

(b) The committee will be chaired by a member selected by the department chair.

(iv) Reports

(a) The committee chair will provide a written report on the academic and professional development of the faculty member to the department chair who will review it with the faculty member.

(b) The department chair will meet with the faculty member and provide a copy of the written report to the faculty member along with his/her evaluation of the faculty member.

(2) Voluntary faculty

(a) Voluntary faculty will be evaluated at least once every three years or more often at the discretion of the department chair.

(b) Evaluations will be conducted by the department chair or the chair's designee, as appropriate by:

(i) Requesting an activity report from the faculty member concerning college related activities; and

(ii) Reviewing the activity report using the initial appointment and promotion criteria as a guideline.

(c) Faculty will be notified in writing by March first of any intention to recommend non-reappointment.

(i) A faculty member who disagrees with an intention to recommend non-reappointment may request a meeting with the department chair within five business days of delivery of notification to determine if the matter can be resolved prior to notification of the dean.

(ii) After the meeting, the department chair will notify the faculty member and the dean of the final recommendation.

(iii) The department chair will forward recommendations concerning non-reappointments to the dean by March fifteenth.

(d) The dean's positive recommendations will be forwarded to the president by April fifteenth for transmittal to the board of trustees for final action.

(e) In the event of non-reappointment, the final date of appointment will be June thirtieth of the same year.

Replaces: 3349-3-25

Effective: 8/12/2013
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15
Prior Effective Dates: 8/12/2013

3349-3-70 Appendix G college of medicine standing committees.

(A) Purpose

To establish the name, membership, manner of membership selection and appointment; and to delineate the authority of the standing committees.

(B) Definitions

(1) "College". college is a collective body of faculty who prescribe and conduct a course of study leading to the award of a degree or degrees. Herein the college of medicine may be referred to as "COM", and the college of pharmacy as the "COP" and the college of graduate studies as "COGSO

(2) "Core Faculty". Core faculty are tenured, tenure track and non-tenure track faculty who make a substantive contribution to the college. The dean of a college has the discretion to designate other faculty as core faculty to promote the purposes of the college.

(3) "Dean". The dean is the chief academic and presiding officer of the each of the respective colleges of the university. The authority and responsibilities of the deans are further defined in paragraphs (A), (B), (C), and (D) of rule 3349-03-05 of the Administrative Code.

(4) "Faculty Standing Committees". The faculty standing committees are appointed to represent the college faculty in interests related to the mission, role and functions of the college. These committees shall develop rule and provide recommendations to the faculty for governance of the areas of academic business set forth herein.

(5) "Leadership Group". Is a group of college of medicine faculty, chairs and college administrators that set rule and determine overall strategic direction for the college of medicine.

(6) "Voluntary Faculty". Include faculty who do not meet the criteria established for core faculty. These faculty have roles that are generally limited to formal and informal teaching on a periodic basis. These faculty may or may not receive modest honoraria for their teaching contributions.

(C) Committees

(1) Name and function

The names and function of the standing committees may be altered from time to time upon recommendation by the dean or the college of medicine strategic leadership group and affirmed by a majority vote of the voting core faculty.

(2) Subcommittees

The standing committees may develop such subcommittees as are necessary to conduct their business. Such subcommittees may include persons other than standing committee members.

(3) Reporting

(a) Standing committees shall submit recommendations for substantive rule changes to the college of medicine leadership group for action.

(b) Standing committees shall make at least one report of its activities to the college of medicine leadership group each academic year.

(4) Meetings

(a) Meetings will be held at a time and manner that will promote participation.

(b) These meetings may be held either in person or via video conference and teleconference or by any other modality that will allow all the members to hear each other and participate at the same time.

(c) Any member may request that he/she be allowed to participate via electronic means. The committee chair will take reasonable measures to accommodate such requests.

(d) When meeting via electronic means, a member who wants to speak should identify him/herself.

(5) Voting

(a) Usually voting will take place at the meeting, whether the meeting is held in person or by electronic means. Voice votes are most common; however, written ballots may be used when requested.

(b) Votes may also be taken by mail or by email when a full vote of the membership is desired. The committee chair shall determine who has a right to vote and will send ballots only to those persons who are voting members.

(6) Minutes

Minutes of the standing committees, except the tenure and promotions committee, shall be kept to record the actions of the committee and shall be available on the web with hard copies forwarded to the library and be available for review.

(7) Nominations

(a) The office of faculty affairs shall annually notify all constituencies in writing of expiring terms of the committee members of the standing committees of the com in order to solicit nominations for consideration by the college of medicine "COM" leadership group. The dean of college of medicine appoints members of the standing committees with consultation from the com leadership group and faculty at large.

(b) Self-nominations and recommendations from the university council will be encouraged and accepted.

(c) When requested, department chairs are expected to submit a list of nominations from each department.

(d) When requested, clinical deans are expected to submit potential nominees from each hospital to the clinical chairs.

(8) Membership

(a) A faculty committee is a body to which a trust is committed. A committee is delegated responsibility to consider, investigate, to take action on, or to report on important faculty matters.

(b) The membership of all committees shall reflect whenever possible the diversity of the college unless otherwise required by accrediting standards and guidelines or other governing law or regulation.

(c) Terms of appointment are normally three years beginning July one unless otherwise specified. Following the restructuring of a committee's composition, terms may be initially staggered to provide for continuity.

(d) A member may be replaced, upon the recommendation of the dean, prior to the completion of a term upon the request of the committee chair when the member has failed to attend at least fifty per cent of the regularly scheduled meetings of the committee.

(9) Notification

The dean of college of medicine shall appoint and reappoint all members in writing.

(10) Quorum

The majority of members present at a meeting, whether in person or via electronic means, of the standing committees constitute a quorum unless otherwise specified in the rules.

(D) Committee charge and membership

(1) Admissions committees

(a) College of medicine admissions committee

The purpose of the college of medicine admissions committee is twofold: one to oversee the admissions process by setting policies and guidelines for the selection of the colleges' students in accordance with all applicable requirements and standards on selection; and two to insure that the faculty have final responsibility for the selection of their respective students in order to make individual candidate recommendations to the dean.

Members are appointed by the college of medicine leadership group and approved by the dean of the college of medicine. Voting faculty members serve staggered three year terms. Membership includes:

(i) The chair who must be a clinical science faculty member;

(ii) Eight faculty, of which at least four must be clinical science faculty members;

(iii) Two fourth year medical students;

(iv) Executive director of enrollment services and registrar (ex-officio without vote);

(v) Chief student affairs officer (ex officio without vote).

(2) Curriculum management and assessment committee

The curriculum management and assessment committee "CMAC" has decision making and rule making authority and is responsible for the oversight and evaluation of the curriculum, including oversight of the overall educational program and achievement of effective curriculum management. The curriculum management and assessment committee will communicate to the students and faculty significant changes in the curriculum on an as needed basis. Members are appointed by the college of medicine leadership group and approved by the dean of the college of medicine. Voting faculty members serve staggered three year terms. Membership includes:

(a) College of medicine associate dean for academic affairs (ex officio without vote),

(b) Six core faculty members which include the faculty directors of each curriculum step. The chair and vice chair will be designated from these members.

(c) Director of curriculum assessment or designee (ex officio without vote);

(d) Chair, student curriculum council (fourth year medical student) and (second year medical student) student curriculum council member; and

(e) Director of Wasson center or designee (ex officio without vote);

(f) College of pharmacy associate dean for academic affairs (ex officio without vote).

(3) Voluntary faculty appointments and promotions committee

The faculty appointments and promotions committee evaluates the credentials of voluntary applicants for appointment and promotion. A majority of members shall be professors and may include associate professors. Members will serve staggered three year term. The membership includes:

(a) Two voluntary faculty members;

(b) Two core faculty members; and

(c) One core faculty member who will serve as chair.

(4) Faculty tenure and promotions committee

(a) The faculty tenure and promotions committee reviews and evaluates the credentials of tenure-track faculty members for appointment, reappointment, tenure or promotion.

(b) A member of the committee shall disclose to the committee any relationship to a candidate who is under consideration which may have even the appearance of a conflict of interest. Such relationship may include, but is not limited to, research collaborator, co-author, co-inventor, business associate or spouse. The committee will consider the matter and determine, on a case-by-case basis, the appropriateness of the member's participation in discussion and voting. A candidate may also raise an issue of conflict of interest with the committee.

(c) Voting membership includes:

(i) No fewer than seven members;

(ii) A diversity of members representing the breadth of departments and core faculty

(iii) No more than two members at the associate professor level, and no faculty at the assistant professor level or below.

(iv) While not prohibited from serving, efforts will be made to minimize the number of departmental chairs on this committee.

(d) When the committee is considering a candidate for promotion to professor, associate professors on the committee may participate in the discussion but may not vote.

(e) A voting member of the committee, who is a tenured professor, shall serve as chair.

(5) College of medicine leadership group

(a) In conjunction with the dean of the college of medicine, the college of medicine leadership group "LG" will set rule and strategy for the overall college of medicine; assist in the rational allocation of resources; provide recommendations for college of medicine committees, task forces and groups; provide input concerning university issues of significance to the college of medicine; assist in other matters of strategic and tactical importance to the college of medicine.

(b) Membership of the college of medicine leadership group will include:

(i) Department chairs of integrated medical sciences, anatomy and neurobiology, family and community medicine, internal medicine, and psychiatry;

(ii) The college of medicine associate dean for community partnerships;

(iii) The college of medicine associate dean for academic affairs;

(iv) The chair or designee from the university council who is a member of the faculty of the college of medicine;

(v) A core faculty member from the faculty at large elected by the faculty;

(vi) A voluntary faculty member from the faculty at large elected by the faculty;

(vii) The elected vice chair of core faculty council;

(c) From time to time the membership of the college of medicine leadership group may be modified to assure appropriate input and breadth of experience.

(E) Committee on academic and professional progress "CAPP"

(1) The purpose of phase one and phase two committees on academic and professional progress committee on academic and professional progress is to evaluate academic performance, assess professional readiness for continued studies, and determine appropriateness of curricular leave. The committee on academic and professional progress process includes timely notice of the committee on academic and professional progress referral, disclosure of evidence on which the referral is based, an opportunity for the student to respond, and an opportunity for due process. The committee on academic and professional progress process is designed to enforce specific guidelines for academic advancement and to determine acceptable academic standing for curricular leave, while at the same time providing for a review of each student's individual situation. All committee on academic and professional progress meetings are private and all material presented and discussed is confidential.

(2) The purpose of the committee on academic and professional progress executive review committee is to review committee on academic and professional progress decisions when formal review is granted by the executive review chair. An executive review of a committee on academic and professional progress decision is not automatic. The executive review committee on academic and professional progress chair will evaluate all requests for review. Requests reviewed must contain significant new information that was not available for presentation at the committee on academic and professional progress meeting or a concern about a procedural problem.

Voting faculty members have primary or adjunctive faculty appointments in both colleges to assure that committee decisions are rendered, in aggregate, by faculty members who constitute the majority.

(3) Phase one committee on academic and professional progress membership

(a) The phase one committee on academic and professional progress membership includes:

(i) Nine core college of medicine faculty (including college of medicine admissions chair)

(ii) Fourth year medical student

(iii) Third year medical student (non-voting)

(iv) Chief student affairs officer (non-voting)

(v) Executive director, enrollment services and registrar (ex officio non-voting)

(vi) University coordinates (ex officio non-voting)

(b) Members are appointed by the college of medicine leadership group and approved by the dean of the college of medicine. Voting faculty members serve staggered three year terms. Student members (primarily student curriculum leaders) are selected based on recommendation from student peers and the chief student affairs officer, and appointed by the dean of the college of medicine. Decisions made by committee on academic and professional progress are recommendations to the dean of the college of medicine and must be approved before decisions are released to phase one students. The executive director of enrollment services and registrar will then communicate, in writing, the committee decision to the student.

(4) Phase two committee on academic and professional progress membership

(a) The phase two committee on academic and professional progress membership includes:

(i) Nine core faculty college of medicine and college of pharmacy (co-chairs; one from college of medicine and one from college of pharmacy)

(ii) Fourth year medical student

(iii) Fourth year pharmacy student

(iv) Third year medical student (non-voting)

(v) Third year pharmacy student (non-voting)

(vi) Chief student affairs officer (ex officio non-voting)

(vii) Executive director, enrollment services and registrar (ex officio non-voting)

(b) College of medicine faculty members are appointed by the college of medicine leadership group and college of pharmacy faculty members are appointed by the college of pharmacy executive committee. Voting faculty members serve staggered three year terms. Student members (primarily student curriculum leaders) are selected based on recommendation from student peers and the chief student affairs officer, and appointed by the council of deans. Decisions made by committee on academic and professional progress are recommendations to the respective college dean and must be approved before decisions are released to students. The executive director of enrollment services and registrar will then communicate, in writing, the committee decision to the student.

(5) Executive review committee on academic and professional progress membership

(a) The executive review committee on academic and professional progress membership includes:

(i) Associate dean for academic affairs - college of medicine (serves as chair based on college of student being discussed)

(ii) Associate dean for academic affairs - college of pharmacy (serves as chair based on college of student being discussed)

(iii) Phase one committee on academic and professional progress chair

(iv) Phase two committee on academic and professional progress chair (co-chair particular to student being discussed)

(v) Five core faculty from any of the colleges of the university

(vi) Chief student affairs officer (ex officio non-voting)

(vii) Executive director, enrollment services and registrar (ex officio non-voting)

(b) College of medicine faculty members are appointed by the college of medicine leadership group and college of pharmacy faculty members are approved by the college of pharmacy executive committee. Voting faculty members serve staggered three year terms. Decisions made by executive committee on academic and professional progress are recommendations to the respective college dean and must be approved before decisions are released to students. The executive director of enrollment services will then communicate, in writing, the committee decision to the student. Executive committee decisions are final and binding.

(F) Expert consultation

The chair of a given committee may request the attendance and participation of expert consultants as is necessary to promote the purposes and goals of the committee.

Replaces: 3349-3-70

Effective: 8/12/2013
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15
Prior Effective Dates: 8/12/2013

3349-3-71 Appendix G college of pharmacy standing committees.

(A) Purpose

To establish the name, membership, manner of membership selection and appointment; and to delineate the authority of the standing committees of the college of pharmacy.

(B) Definitions

(1) "Accreditation Council for Pharmacy Education" or "ACPE". The accreditation council for pharmacy education is the accrediting body of the college of pharmacy.

(2) "College". A college is a collective body of faculty who prescribe and conduct a course of study leading to the award of a degree or degrees. Herein, the college of pharmacy shall be "COP" and the college of medicine shall be "COM".

(3) "Core Faculty". Core faculty are tenured, tenure track and non-tenure track faculty who make a substantive contribution to the college. The dean of a college has the discretion to designate other faculty as core faculty to promote the purposes of the college.

(4) "Dean". The dean is the chief academic and presiding officer of the each of the respective colleges of the university. The authority and responsibilities of the deans are further defined in paragraphs (A), (B), (C), and (D) of rule 3349--05 of the Administrative Code.

(5) "Faculty Standing Committees". The faculty standing committees are appointed to represent the college faculty in interests related to the mission, role and functions of the college. These committees shall develop policy and provide recommendations to the faculty for governance of the areas of academic business set forth herein. This appendix sets forth the charges, composition and other matters concerning the admissions, committee on academic and professional progress (phase one and two and executive review), curriculum, outcomes assessment, pharmacy executive committee, and student and faculty awards committees. The charge, composition and other matters governing faculty appointment, promotions and tenure committees are set forth in separate appendices to the bylaws.

(6) "Pharmacy Executive Committee". The pharmacy executive committee is a committee composed of the dean of pharmacy, associate deans, department chairs and a college of pharmacy university council representative, selected by the faculty that sets policy and determines overall strategic direction for the college of pharmacy.

(7) "Voluntary Faculty". Faculty who do not meet the criteria established for core faculty. These faculty have roles that are generally limited to formal and informal teaching on a periodic basis. These faculty may or may not receive modest honoraria for their teaching contributions.

(C) Committees

(1) Name and function

The names and functions of the standing committees may be altered from time to time upon recommendation of the dean or the pharmacy executive committee, and a majority vote of the voting college core faculty.

(2) Subcommittees

The standing committees may develop such subcommittees as are necessary to conduct their business. Such subcommittees may include persons other than standing committee members.

(3) Reporting

(a) Standing committees shall submit recommendations for substantive policy changes to the dean who will consult with the pharmacy executive committee.

(b) Standing committees shall submit a cumulative written report of its activities each academic year to the dean who will make the report available to the pharmacy executive committee for review. Such committees will make regular reports to the college core faculty at each meeting, or at least quarterly.

(4) Meetings

(a) Meetings will be held at a time and manner that will promote participation.

(b) These meetings may be held either in person or via video conference and teleconference or by any other modality that will allow all the members to hear each other and participate at the same time.

(c) Any member may request that he/she be allowed to participate via electronic means. The committee chair will take reasonable measures to accommodate such requests.

(d) When meeting via electronic means, a member who wants to speak should identify him/herself.

(e) The college core faculty shall use Robert's Rules of Order newly revised to facilitate their meetings unless it is in conflict with the bylaws.

(5) Voting

(a) Usually voting will take place at the meeting, whether the meeting is held in person or by electronic means. Voice votes are most common; however, written ballots may be used when requested.

(b) Votes may also be taken by mail or by email when a full vote of the membership is desired. The committee chair shall determine who has a right to vote and will send ballots only to those persons who are voting members.

(6) Minutes

Minutes of the standing committees, shall be kept to record the actions of the committee and shall be available on the university intranet. Hard copies will be made available for review in the library.

(7) Nominations

(a) The office of faculty affairs shall annually notify all constituencies in writing of expiring terms of the committee members of the standing committees of the college of pharmacy in order to solicit nominations for consideration by the pharmacy executive committee. The dean of the college of pharmacy appoints members of the standing committees after consultation with the pharmacy executive committee.

(b) Self-nominations and other nominations are encouraged and accepted.

(c) When requested, department chairs are expected to submit a list of nominations from each department.

(8) Membership

(a) A faculty committee is a body to which a trust is committed. A committee is delegated responsibility to consider, to investigate, to take action on, or to report on important faculty matters.

(b) The membership of all committees shall reflect whenever possible the diversity of the college unless otherwise required by accrediting standards and guidelines or other governing law or regulation.

(c) Terms of appointment are normally three years beginning July first unless otherwise specified. Following the restructuring of a committee's composition, terms may be initially staggered to provide for continuity.

(d) Members shall attend at least fifty per cent of the regularly scheduled meetings of the committee. A member may be replaced prior to the completion of a term upon the request of the committee chair, with approval by the dean, when the member has failed to meet the attendance requirements.

(9) Notification

The college of pharmacy dean shall appoint and reappoint all members. The office of faculty affairs will notify members in writing of committee appointments, reappointments and removals.

(10) Quorum

The majority of members present at a meeting, whether in person or via electronic means, of the standing committees constitute a quorum unless otherwise specified in the rules.

(D) Committee charge and membership

(1) Admissions committee

The purpose of the college of pharmacy admissions committee is twofold: to oversee the admissions process by setting guidelines for the selection of the colleges' students in accordance with all applicable requirements and standards on selection, the university board of trustees' admissions policy, and other policies promulgated by the university or college; and to insure that the faculty have final responsibility for the selection of their respective students in order to make individual candidate recommendations to the dean.

(a) The committee will make regular reports, or at least quarterly, to the pharmacy executive committee and college core faculty.

(b) Members serve four year staggered terms; membership totals ten voting, five alternates and three ex-officio without vote members:

(i) College of pharmacy core faculty member (chair) [in addition to faculty listed below];

(ii) Three (one being an alternate) pharmacy practice faculty;

(iii) Three (one being an alternate) pharmaceutical sciences faculty;

(iv) Two pharmacy students (upper class members);

(v) Two pharmacy student alternates (lower class members) with vote in absence of upper class members;

(vi) One college of medicine core faculty member;

(vii) One college of medicine clinical faculty member;

(viii) Two voluntary faculty (one being an alternate);

(ix) Chief student affairs officer (ex-officio without vote);

(x) Director of admissions (ex-officio without vote); and

(xi) Assistant director of diversity for admissions (ex-officio without vote).

(c) All admissions committee members must be actively involved in the teaching or advising of college of pharmacy students.

(2) Committee on academic and professional progress "CAPP"

The purpose of phase one and phase two committees on academic and professional progress committee on academic and professional progress is to evaluate academic performance, assess professional readiness for continued studies, and determine appropriateness of curricular leave. The committee on academic and professional progress process includes timely notice of the committee on academic and professional progress referral, disclosure of evidence on which the referral is based, an opportunity for the student to respond, and an opportunity for due process. The committee on academic and professional progress process is designed to enforce specific guidelines for academic advancement and to determine acceptable academic standing for curricular leave, while at the same time providing for a review of each student's individual situation. all committee on academic and professional progress meetings are private and all material presented and discussed is confidential.

(a) The college of pharmacy does not have a "phase one" committee on academic and professional progress committee, however, the nomenclature from the "phase two" is applied to this committee for purposes of consistency across the university.

(b) Phase two committee on academic and professional progress membership is appointed by the faculty. College of pharmacy faculty members are appointed by the pharmacy executive committee and college of medicine faculty members are appointed by the college of medicine senior leadership group (nominating and membership committee).

(c) Voting faculty members serve three year staggered terms. Student members (primarily student curriculum leaders) are selected based on recommendation from student peers and the chief student affairs officer, and appointed by the council of deans.

(d) Decisions made by committee on academic and professional progress are recommendations to the respective college dean and must be approved before decisions are released to students. The executive director of enrollment services will then communicate, in writing, the committee decision to the student.

(e) The phase two committee on academic and professional progress membership totals eleven voting and two non-voting members:

(i) Nine core faculty college of medicine and college of pharmacy (co-chairs; one from college of medicine and one from college of pharmacy)

(ii) One fourth year pharmacy student

(iii) One fourth year medicine student

(iv) One third year pharmacy student (non-voting)

(v) One third year medicine student (non-voting)

(vi) Chief student affairs officer (ex-officio without vote)

(vii) executive director, enrollment services (ex-officio without vote)

(3) Executive review, committee on academic and professional progress committee on academic and professional progress

The purpose of the executive review committee is to review committee on academic and professional progress decisions when formal review is granted by the executive review chair. An executive review of a committee on academic and professional progress decision is not automatic. The executive review committee on academic and professional progress chair will evaluate all requests for review. Requests reviewed must contain significant new information that was not available for presentation at the committee on academic and professional progress meeting or a concern about a procedural problem.

(a) Executive review committee on academic and professional progress membership is appointed by the respective college. College of pharmacy faculty members are appointed by the pharmacy executive committee and college of medicine faculty members are appointed by the college of medicine senior leadership group (nominating and membership committee).

(b) Voting faculty members serve three year staggered terms.

(c) Decisions made by executive committee on academic and professional progress are recommendations to the respective college dean and must be approved before decisions are released to students. The executive director of enrollment services will then communicate, in writing, the committee decision to the student. Executive committee decisions are final and binding.

(d) The executive review committee on academic and professional progress membership totals six voting, two non-voting and two ex-officio without vote:

(i) Associate dean for academic affairs - pharmacy (serves as non-voting chair based on college of student being discussed; non-voting member)

(ii) Associate dean for academic affairs - medicine (serves as non-voting chair based on college of student being discussed; non-voting member)

(iii) Phase two committee on academic and professional progress college of pharmacy co-chair

(iv) Five core faculty

(v) Chief student affairs officer (ex-officio without vote)

(vi) Executive director, enrollment services (ex-officio without vote)

(4) Curriculum committee

The college of pharmacy curriculum committee "CC" has decision-making and policy-making authority responsible for the administration of the curriculum.

(a) The college of pharmacy curriculum committee will make regular reports, or at least quarterly, to the pharmacy executive committee and the college of pharmacy core faculty. The college of pharmacy curriculum committee will communicate to the students and faculty about changes in curriculum, in accordance with accreditation council for pharmacy education standards and guidelines.

(b) A faculty member appointed by the dean will serve as chair and another will serve as vice chair. Members serve three year staggered terms; membership totals nine or eleven voting and two ex-officio without vote:

(i) Associate dean for academic affairs -pharmacy (ex-officio without vote);

(ii) Three or four pharmaceutical sciences faculty;

(iii) Three or four pharmacy practice faculty;

(iv) Associate dean for academic affairs - medicine (ex-officio without vote);

(v) Manager of assessment;

(vi) Pharmacy student representative, student curriculum council; and

(v) One pharmacy voluntary faculty member.

(5) Outcomes assessment committee

The outcomes assessment committee "OAC" has decisionmaking and policy-making authority responsible for the evaluation of the curriculum.

(a) The outcomes assessment committee will make regular reports, or at least quarterly, to the pharmacy executive committee and college core faculty. The outcomes assessment committee will communicate to the students and faculty about changes regarding assessment, in accordance with accreditation council for pharmacy education standards and guidelines.

(b) A faculty member appointed by the dean will serve as chair and another will serve as vice chair. Members serve three year staggered terms; membership total nine or eleven voting and two ex-officio without vote:

(i) Associate dean for academic affairs - pharmacy (ex-officio);

(ii) Three or four pharmaceutical sciences faculty;

(iii) Three or four pharmacy practice faculty;

(iv) Associate dean for academic affairs - medicine (ex-officio without vote);

(v) Manager of assessment;

(vi) Pharmacy student representative, student curriculum council; and

(vii) One pharmacy voluntary faculty member.

(6) Pharmacy executive committee

The purpose of the pharmacy executive committee "PEC" is to set policy and strategy for the overall college of pharmacy; assist in the rational allocation of resources; provide recommendations for college of pharmacy committees, task forces and groups; provide input concerning university issues of importance; assist in other matters of strategic and tactical importance to the college of pharmacy. All matters will be executed in conjunction with the dean.

(a) Terms of membership will be ongoing coincident with the faculty member's role as a college of pharmacy leader, but shall serve at the pleasure of the college dean.

(b) Pharmacy executive committee membership will be chosen by the college dean but reflect the diversity of the college leadership and include faculty representation.

(c) From time to time the membership of pharmacy executive committee may be modified to assure appropriate input and breadth of experience.

(d) Pharmacy executive committee membership includes:

(i) Associate dean for academic affairs - pharmacy;

(ii) Chair, department of pharmaceutical sciences;

(iii) Chair, department of pharmacy practice;

(iv) Vice chair of the core faculty council, as elected by the core faculty council who is responsible for preparing agenda items suggested by the faculty;

(v) Dean, college of pharmacy who serves as chair; and

(vi) Other individuals as designated by the dean;

(7) Student and faculty awards committee

The student awards committee is responsible for establishing criteria for student and faculty awards presented by the college.

(a) The committee will make regular reports, or at least quarterly, to the pharmacy executive committee and college core faculty.

(b) Appointments will be made by the dean from recommendations of the department chairs (faculty) and chief student affairs officer (students). Members will serve three year staggered terms. The membership totals eight voting and three ex-officio without vote:

(i) Chief student affairs officer (ex-officio without vote);

(ii) Director of professional development and advising (ex-officio without vote);

(iii) Director of instructional laboratories and professional relations, chair;

(iv) Executive director of enrollment services (ex-officio without vote);

(v) Two core faculty members from each department; and

(vi) Three pharmacy student representatives.

(E) Expert consultation

The chair of a given committee may request the attendance and participation of expert consultants as is necessary to promote the purposes and goals of the committee.

Replaces: 3349-3-71

Effective: 8/12/2013
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15
Prior Effective Dates: 8/12/2013

3349-3-72 Appendix G - university standing committees.

(A) Purpose

To establish the name, membership, manner of membership selection and appointment; and to delineate the authority of the standing committees of the university.

(B) Scope

This appendix to the university faculty rules addresses the standing committees of the university. Standing committees of individual colleges are established in the respective college appendices (rule 3349 3 70 of the Administrative Code) and are not addressed in this document. See the supplement at the end of this rule for a list of college related standing committees

(C) Definitions

(1) "Affiliated Faculty". A non tenure track faculty member who is non salaried or whose primary role is not as a faculty member.

(2) "Board of trustees (hereinafter referred to as the "Board")". The board is the governing body for the university and all its components.

(3) "College". For the purposes of this appendix, includes all the colleges organized under the authority of the Northeast Ohio medical university ("NEOMED" or "the university"). Herein the college of medicine may be referred to as "COM", and the college of pharmacy as the "COP" and the college of graduate studies as "COGS".

(4) "Dean". The dean is the chief academic and presiding officer of each of the respective colleges of the university. The authority and responsibilities of the deans are further defined in the university faculty rules.

(5) "Faculty". Faculty hold tenured, tenure track and non tenure track appointments that are approved by the board of trustees of the Northeast Ohio medical university. Full time and part time designations for faculty will be determined by their respective college(s).

(6) "President". The chief executive officer of the university responsible for its overall administration and for enforcing the rules, policies and procedures of the university. The president is an ex officio member of all standing committees of the university.

(7) "Salaried Faculty". A tenured, tenure track or non tenure track faculty member that is full time, part time or co funded and whose primary role is as faculty.

(8) "Standing Committees of the University". Standing committees are permanent committees intended to fulfill certain obligations of the university and are appointed to deal with a specified subject which promotes the university's purpose.

(9) "Vice President for Academic Affairs". The chief academic officer of the university (hereinafter may be referred to as "VPAA").

(10) "Vice President for Health Affairs". The chief health affairs officer of the university (hereinafter may be referred to as "VPHA").

(11) "Vice President for Research". The chief research officer of the university (hereinafter may be referred to as "VP" for research).

(C) Committees

(1) Name and function

The names and functions of the standing committees of the university may be altered upon recommendation of the president or vice presidents.

(2) Subcommittees

The standing committees may develop permanent or ad hoc subcommittees or task forces as are necessary to conduct their business. Subcommittees and task forces may include individuals other than standing committee members.

(3) Reporting

Standing committees shall submit recommendations to the president or appropriate vice president for action.

(4) Meetings

(a) Meetings will be held at a time and manner that will promote participation.

(b) Meetings may be held either in person or via electronic means that will allow all the members to fully participate.

(5) Voting

(a) Voting will take place at the meeting in which a quorum is present and voting, whether the meeting is held in person or by electronic means. Voice votes are most common; however, written ballots may be used when appropriate.

(b) If a full vote of the membership is desired, votes may be taken by electronic means.

(c) The chair of a standing committee will vote only in the case of a tie.

(6) Minutes

Minutes of the standing committees shall be kept to record the actions of the committee and shall be available upon request, unless otherwise indicated in university rules.

(7) Nominations

(a) The office of the "VPAA" shall annually notify the chair of the nominating and membership committee, deans and department chairs of the colleges, and the chair of the university faculty council of expiring terms of the members of the standing committees of the university. Recommendations to fill vacant positions will be received by the chair of the nominating and membership committee.

(b) Self nominations will be encouraged and accepted by the nominating and membership committee.

(c) The nominating and membership committee will confer with the department chairs of the committee nominees and make final recommendations to the "VPAA" or president to fill vacant positions on the standing committees of the university.

(8) Membership

(a) The membership of all committees shall be informed by accreditation standards and guidelines or other governing law or regulations.

(b) Membership should be diverse to reflect a wide range of opinions and constituents.

(c) Terms of appointment are normally three years beginning July first unless otherwise specified. Following the restructuring of a committee's composition, terms may be initially staggered to provide for continuity.

(d) Upon the request of the committee chair and approval by the "VPAA" or president, a member may be replaced prior to the completion of a term when the member has failed to attend at least fifty per cent of the regularly scheduled meetings of the committee or if there is a perceived conflict of interest.

(e) If a committee member is unable to serve because of extenuating circumstances, he/she should notify the committee chair, who should solicit a replacement for the position from the nominating and membership committee chair.

(9) Notification

The "VPAA" or president shall appoint and reappoint all members in writing, upon the recommendation of the nominating and membership committee in accordance with university rules and with the prescribed committee composition and reporting structure.

(10) Quorum

The majority of voting members present at a meeting, whether in person or via electronic means constitutes a quorum, unless otherwise specified in the rules or policies of the university.

(11) University conflict of interest rules shall be in effect and any member with a direct personal or pecuniary conflict of interest in the matter being considered may be excluded from the discussion, but must abstain from voting on the matter.

(D) Identification of committees

(1) The following is a list of university standing committees. Each committee's charge and composition may be found in paragraph (E) of this rule.

University standing committees

  

Name

appointed by

advisory to

1

University nominating and membership committee

"VPAA"

"VPAA"

2

University faculty council

"VPAA"

"VPAA" and president

3

University rules committee

"VPAA"

"VPAA"

4

Scholarships and awards committee

"VPAA"

Enrollment services

5

University tenure and promotions committee

President

College deans

A list of additional university committees reporting to the president and standing committees of the colleges may be found in the supplement at the end of this rule.

(E) Charge and membership of the university standing committees

(1) University nominating and membership committee

(a) The university nominating and membership committee shall review all openings and nominations and confer with the department chair of the respective committee nominee, and make committee membership recommendations as necessary for approval by the "VPAA" or the president.

(b) The nominating and membership committee will solicit nominations from the college deans and university faculty council for the chair of the nominating and membership committee. The "VPAA" will appoint the chair from the nominations received.

(c) Members shall serve staggered, three year terms. Voting membership includes:

(i) Two faculty representatives recommended by university faculty council.

(ii) Two faculty representatives from the college of medicine, two from the college of pharmacy, and one from the college of graduate studies.

(iii) The initial committee will be appointed by the vpaa in collaboration with the deans of the colleges and university faculty council. Thereafter, the chair will be elected by the membership.

(2) University faculty council

(a) Purpose

The university faculty council is a body established to promote faculty dialogue, facilitate shared governance, advocate on behalf of faculty, and to assure a faculty voice in academic matters such as appointments, promotions, tenure, the curriculum and to provide a faculty voice in decision making pertaining to academic matters.

(b) Membership

The members of university faculty council shall serve staggered three year terms.

The membership of university faculty council shall include:

(i) Two members from each department with five or more full time salaried faculty, selected by respective departmental faculty.

(ii) One member from each department with one to four full time salaried faculty, selected by respective departmental faculty;

(iii) Two members of the graduate faculty selected by the graduate faculty council;

(iv) One member of the university affiliated faculty from the college of medicine;

(v) One member of the university affiliated faculty from the college of pharmacy.

(c) Faculty shall be chosen by peer election whenever possible, following a call for nominations. If an insufficient number of nominations are received, the nominating and membership committee may make additional recommendations to fill vacant positions.

(d) Officers

(i) A chair and vice chair of university faculty council shall be elected by a majority vote of its membership. The term of service for the chair and vice chair is two years.

(ii) Once elected, the chair and vice chair may serve the balance of their elected term as an officer even if it extends beyond his or her term as a council member. Should the chair leave office prematurely, the vice chair shall serve a term of two years and an election will be held for a new vice chair for a term of two years.

(iii) The chair or designee will serve as a representative to the Ohio faculty council; university faculty council may designate additional representatives to the Ohio faculty council as necessary.

(e) Procedures of the university faculty council

(i) The university faculty council shall use Robert's Rules of Order newly revised to facilitate its meetings unless it is in conflict with these rules. The chair shall preside over the meetings of the university faculty council. In the absence of the chair, the vice chair shall preside.

(ii) Meetings shall be held at least once every two months, or upon ten calendar days' notice by the chair.

(iii) A meeting shall also be held upon the written request of three members of the university faculty council. The request will be addressed to the chair. A meeting will be held within thirty days of the request. A notice detailing the time, place and exact purpose of the meeting shall be e mailed to all the members of the council at least three days in advance of the meeting.

(f) Meetings and minutes

(i) From time to time, the university faculty council may convene meetings of the faculty, committees or groups to facilitate its work.

(ii) University faculty council meetings are open to any faculty member, student or staff member. An executive session of the council may be called by the chair, as required. During an executive session, only elected members of the university faculty council may be present. The university faculty council may only vote on matters in open sessions of the council.

(iii) Every effort will be made to have representatives of the administration available for each meeting as requested by the chair of the university faculty council.

(iv) The president of the university, as its chief executive officer, shall have the privilege of the floor of the university faculty council, at his or her discretion.

(g) Liaison between university faculty council and college leadership Resolutions adopted by a majority vote of the university faculty council shall be forwarded to the VPAA-with copies to the council of academic leadership and the president.

(3) University rules committee

(a) University rules committee

(i) The purpose of the university rules committee is: to review amendments and revisions to current faculty policies and rules and solicit input and recommendations from the deans of the colleges and the university faculty council and recommend their approval to the vpaa; initiate amendments to existing faculty policies, rules and appendices as needed; ensure all faculty policies, rules, and related appendices are up to date and posted with access for all constituents by designing and maintaining a university policies review calendar.

(ii) Members will include faculty and administrators elected and appointed to represent faculty and administrative interests. As new colleges are added to the university, additional faculty representatives will be elected by their respective faculty councils to serve as members of the committee. Voting members serve staggered three year terms.

(b) Membership includes:

(i) One faculty member from the college of graduate studies;

(ii) Two faculty from the college of pharmacy;

(iii) Two faculty from the college of medicine;

(iv) Chair of the university faculty council or designee, voting member;

(v) One faculty or administrative appointee recommended by the nominating and membership committee to ensure representational balance and diversity of university and faculty interests;

(vi) General counsel, ex officio.

(4) Scholarships and award committee

(a) The scholarships and award committee functions as an advisory group to the office of enrollment services on issues, policies and concerns related to all aspects of student financial aid, as needed. The committee: reviews and recommends rule for the administration of all financial aid programs within the guidelines of federal and state laws, and university policies; periodically reviews financial aid programs for the purpose of recommending changes, additions or program improvements; assists with the identification and selection of scholarship/award recipients as needed; serves as the vetting/review body for student appeals involving decisions of financial aid.

(b) The membership is comprised of one representative from:

(i) The office of financial aid;

(ii) The office of diversity, equity and inclusion;

(iii) The office of student affairs;

(iv) The division of administration and finance;

(v) The office of advancement;

(vi) Two faculty or administrative representatives from each college;

(vii) Executive director, enrollment services.

(c) The committee will elect the chair from among its members.

(5) University tenure and promotions committee

(a) The university tenure and promotions committee reviews and evaluates the credentials of applicants for tenure and/or promotion. Given the confidentiality of the committee's work, no minutes of its meeting shall be recorded or maintained.

(b) Any member of the committee must disclose all real and/or perceived conflict of interest of any of its members to the committee. A committee member has a conflict of interest if he/she:

(i) Is related to the person who is evaluated.

(ii) Has a financial interest in any evaluated activities by the person who is evaluated.

(iii) Within the past three years, has collaborated with or has been in a close mentoring relationship with the person who is evaluated.

(iv) Within the past three years, has played a major professional role as part of a funded research project with the person who is evaluated.

(c) No conflict of interest exists if a committee member has previously voted on the promotion of an individual.

(d) The tenure and promotions committee shall develop and apply conflict of interest guidelines to evaluate a member's declared or perceived conflict of interest to determine if the conflict is substantial enough to exclude him/her from discussion and/or voting.1

(e) Members of the tenure and promotions committee will be appointed by the president upon the recommendation of the vpaa as advised by the university nominating and membership committee (for standing committees of the university).

(f) Voting membership includes:

(i) Nine tenured faculty members appointed by the president; there shall be no more than two members at the associate professor rank and no faculty at the assistant professor rank or below. There will be no department chairs on the committee.

(ii) A diversity of members representing the breadth of departments and faculty with at least one from each department with tenure track faculty, and with at least two from each college which grants tenure.

(iii) The chair shall be a tenured professor elected by a majority vote of the tenure and promotions committee. The chair is a voting member of the committee who will abstain from voting unless the votes of the other committee members are tied.

(iv) A vice chair shall be a tenured professor elected by a majority vote of the tenure and promotions committee. The vice chair plays the same role as any other member of the committee if the chair of the committee is chairing the meeting. If the chair is absent at a meeting, the vice chair assumes the responsibilities of the chair, including not voting unless the votes of the other committee members are tied.

(v) Each candidate for tenure will be reviewed by no fewer than five voting members. The chair, with the concurrence of the committee, may appoint an ad hoc member or members, who meet the criteria for voting membership to review and vote on candidates in order to meet the minimum number of members.

(g) When the committee is considering a candidate for promotion to professor, associate professors on the committee may participate in the discussion but will not vote. When the committee is considering a candidate for tenure and promotion to associate professor, associate professors who are committee members will discuss and vote.

(F) Supplement to appendix g, for information only

(1) This supplement lists additional categories of university and college related committees. The charges and compositions for these committees are outside the scope of this appendix. Consult the appointing authority for each committee for further information.

(2) Committees of the president

Committees of the president

  

Name

Appointed by

Advisory to

1

Financial conflict of interest committee

President

Vice president for research

2

Honorary degree committee

President

Board of trustees

3

Institutional biosafety committee

President

President

4

Institutional review board

President

President

5

Institutional safety committee

President

President

6

Radiation safety committee

President

President

7

Council on academic leadership

President

President

(3) University award committees

Institutional award committees

  

Name

Appointed by

Advisory to

1

Community service award committee

Office of human resources

President

2

Junior faculty award committee

University faculty council

President

3

Liebelt/wheeler award committee

University faculty council

President

4

Mary Jane Kelly award committee

Office of human resources

President

5

Olson/Blair award committee

Office of human resources

President

6

Outstanding faculty research award committee

University faculty council

President

(4) Standing committees of the college of graduate studies (cogs)

Standing committees of the college of graduate studies

  

Name

Appointed by and/or advisory to

1

Graduate faculty council

Dean of the college

2

Biomedical sciences (bms) graduate program committee

Dean of the college

3

Committee on academic and professional progress for cogs

Dean of the college

(5) Standing committees of the college of medicine (com)

Established by college of medicine appendix g

Standing committees of the college of medicine (com)

  

Name

Appointed by

Advisory to

1

Com admissions committee

Dean or designee

Dean

2

Com leadership group

Dean or designee

Dean

3

Committees on academic and professional progress (capp)

a. Phase 1 capp

b. Phase 2 capp

c. Executive capp

Dean or designee

Dean

4

Com non tenure track faculty appointments and promotions committee

Dean or designee

Dean

5

Curriculum management and assessment committee

Dean or designee

Dean

(6) Standing committees of the college of pharmacy (cop)

Established by college of pharmacy appendix g

Standing committees of the college of pharmacy (cop)

  

Name

Appointed by

Advisory to

1

Cop admissions committee

Dean

Dean

2

Cop appointment and promotion committee

Dean

Dean

3

Cop curriculum committee

Dean

Dean

4

Committees on academic and professional progress (capp)

a. Capp (cop)

b. Executive capp

Dean

Dean

5

Cop executive committee

Dean

Dean

6

Outcomes assessment committee

Dean

Dean

7

Student and faculty awards committee

Dean

Dean

(7) Ad hoc university committees

Ad hoc university committees

  

Name

Appointed by

Advisory to

1

Disabilities and accommodations committee

College deans

College deans

2

Intellectual property committee

General counsel

General counsel

3

Records retention committee

General counsel

General counsel

4

Strategic interprofessional education advisory committee

Vpha

Exec. Dir., ipes

1 The rules committee will review and make recommendations to university faculty council for a vote of the tenure track faculty. After a positive vote, the guidelines will be appended to the tenure and promotion rules as guidelines for the committee

Effective: 6/11/2017
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3349-3-75 Appendix H rules of the college of graduate studies.

(A) This organization shall be known as the graduate faculty of the Northeast Ohio medical university.

(B) The purpose of the graduate faculty shall be to support and deliver the mission of the college of graduate studies as follows:

The mission of the college of graduate studies is to instill critical thinking, inspire curiosity, and promote innovation in order to graduate future generations of scientists, researchers, teachers, and community leaders who will use the power of education, research, and scholarship to positively transform the world.

(C) Graduate studies shall be defined as those academic and professional curricula which require student achievement beyond the baccalaureate level in any field leading to a master's, specialist's or doctor's degree except that of an doctor of medicine or doctor of pharmacy. In addition, graduate level certificates, programs leading to licensure, or other post baccalaureate programs may be applicable for inclusion.

(D) The duties of the graduate faculty shall be to:

(1) Develop, evaluate and deliver the curricula leading to appropriate graduate degrees and certificates;

(2) Develop, evaluate, deliver and assess all graduate courses and programs delivered by distance education methods;

(3) Participate in research and other scholarly activities, publish findings, and participate in professional societies;

(4) Recruit, mentor and supervise students in the various graduate Programs;

(5) Develop and conduct graduate classes and seminars that stimulate creativity, independent thought, and scholarly attitudes and performance;

(6) Serve on supporting committees as needed, supervise student research and scholarship, and direct theses and dissertations where qualified;

(7) Serve as a graduate program director or as a graduate program committee member;

(8) Evaluate proposals for new graduate, graduate-certificate, licensure, or other post baccalaureate programs, and to make recommendations to the college of graduate studies dean regarding such programs;

(9) Elect the members of the graduate faculty council, and if elected, to serve in the best interests of the graduate faculty, the graduate students, and the college; and

(10) At all times display the highest level of professionalism and ethical behavior.

(E) Membership of the graduate faculty

The graduate faculty includes two classes of membership: ex officio members without voting privileges, and appointed members with voting privileges.

(1) Ex officio, non voting members of the graduate faculty:

(a) President of the university

(b) Dean of the college of graduate studies

(c) Deans of all other colleges of the university

(d) Associate/assistant dean(s) of the college of graduate studies

(e) Distinguished professors

(f) Chairs of departments offering graduate programs

The purpose of this ex officio appointment is to recognize the important role that these individuals play in graduate education. In addition to the honorary appointment any one of these individuals may also apply for membership of the graduate faculty including having doctoral advising status if appropriate.

(2) Appointed members with voting privileges. These appointees to the graduate faculty shall be in one of three categories: graduate faculty member, graduate faculty member with doctoral dissertation advising status; and adjunct graduate faculty member. All members of the graduate faculty may serve on thesis and dissertation committees. Graduate faculty members who are not adjunct may co advise graduate students as outlined below. Only graduate faculty members with doctoral dissertation advising status may serve as the single major advisor for a doctoral student.

(3) To qualify for appointment as a graduate faculty member, an individual must:

(a) Be a core faculty member of one of the colleges in the university; and

(b) Possess an earned research doctorate, or the equivalent in a" professional field, or possess a terminal degree appropriate to the specialty, or possess equivalent qualifications; and

(c) Have demonstrated experience in activities related to graduate education, such as directing theses and dissertations, graduate teaching and/or related scholarship, or demonstrate a clear commitment to graduate education. Members of the graduate faculty are expected to show commitment to the general research, teaching, and service missions of the university.

Privileges afforded to graduate faculty members include the right to teach graduate courses, serve on thesis (master's level) and dissertation (doctoral level) committees, and independently direct thesis research. Members may also co direct doctoral dissertation research in conjunction with a member who has doctoral dissertation advising status.

(4) To qualify for appointment as a graduate faculty member with doctoral dissertation advising status, an individual must:

(a) Be a member of the core faculty of one of the colleges in the university; and

(b) Possess an earned research doctorate, or the equivalent in in a professional field, or possess a terminal degree appropriate to the specialty, or possess equivalent qualifications; and

(c) Have demonstrated experience in activities related to graduate education, such as directing theses and dissertations, graduate teaching, and/or related scholarship, or a clear commitment to graduate education. Members of the graduate faculty are expected to show commitment to the general research, teaching, and service mission of the university; and

(d) Have an active program of scholarship, as evidenced by current publications in refereed journals or equivalent scholarly publications and/or activities. Graduate faculty members with doctoral dissertation advising status must have active funding, or clear evidence of timely and ongoing activities to obtain funding. Candidates for graduate faculty member with doctoral dissertation advising status may present additional evidence of scholarly or creative activity, such as panel membership, discussant, patents, or performance activity.

Privileges afforded to graduate faculty members with doctoral dissertation advising status include the right to teach graduate courses, serve on thesis and dissertation committees, and independently direct thesis and doctoral dissertation research.

(5) Adjunct graduate faculty member

(a) This category is available to adjunct, part time, or visiting Northeast Ohio medical university faculty members, or to faculty members of other universities (national or international) with special expertise.

(b) Appointment as an adjunct graduate faculty member will usually be given to allow for the performance of a specified graduate faculty function (example, teaching, committee service).

(c) Adjunct graduate faculty members will hold voting privileges with regard to graduate committee (doctoral or thesis committee) duties as appropriate for the adjunct faculty member's credentials.

(d) Adjunct graduate faculty members will be non voting with regard to graduate faculty council issues.

(e) Appointment will be granted by the dean of the college of graduate studies, upon recommendation of the graduate faculty council.

(f) The initial term of appointment for adjunct graduate faculty members will be for two years; members with this status may be reappointed for subsequent two year terms.

(6) Process for appointment to the graduate faculty

(a) Application for graduate faculty membership is made upon the recommendation of the graduate faculty of the department, or a duly constituted committee of that faculty. All applications forwarded for graduate faculty membership must contain written qualitative assessments of the candidate's research, scholarly and/or creative activities.

(b) Applications are reviewed in turn by the department chair and the graduate faculty council.

(c) Appointments to the graduate faculty are made by the dean of the college of graduate studies on the basis of the recommendations of the graduate faculty council.

(d) Quality is the primary factor in awarding membership on the graduate faculty. Those closest to the discipline are in the best position to provide a qualitative assessment of a candidate's research, scholarly and/or creative accomplishments. The role of the department's graduate faculty, the department chair, and the dean in evaluating the candidate's credentials for graduate faculty membership is to provide the crucial quality assessment.

(e) Persons who do not meet all of the preceding criteria, but are recognized by their departmental colleagues as being highly qualified in their special fields of study, may be nominated by the graduate faculty of a department for membership.

(f) All applications shall be accompanied by a curriculum vitae. The curriculum vitae must document possession of the appropriate terminal degree for the discipline, demonstrate research and scholarship including a listing of publications (complete, ordered list of authors' names, volumes, years, pages), and include other scholarly or professional activities indicated by year. The curriculum vitae must differentiate refereed publications from non refereed publications.

(g) Any applicant desiring to appeal the graduate faculty council's recommendation on appointment to the graduate faculty may request a review by a committee composed of two members of the graduate faculty council and three members of the graduate faculty, none of whom are in the candidate's department. The committee will be appointed by the dean of the college of graduate studies or designee, who shall serve as a non voting chair.

(h) Non adjunct appointments to the graduate faculty shall be for initial and subsequent terms of five years. Terms shall begin on the first day of the fall semester and end on the day preceding the first day of the fall semester five years later. Appointments made during the fall semester shall be considered as having been made on the first day of that semester. For appointments made during the spring semester, the term shall be considered as having begun on the first day of the following fall semester.

(i) Applications for reappointments shall be made not later than March first for a term to begin in the following fall semester. The reappointment process shall be conducted in the same manner as the appointment process.

(F) Graduate faculty council ("Graduate Council")

(1) The graduate council shall be the executive committee of the graduate faculty and shall represent the graduate faculty in proposing matters of academic policy and procedure to the dean of the college of graduate studies, and in counseling and advising the dean in matters of administering the college of graduate studies. The graduate council, as an advisory body to the college of graduate studies dean, shall have direct oversight of approval of new graduate courses, approval of new graduate faculty and reappointment of graduate faculty, approval of new programs, and evaluation of program quality among other areas.

(2) Officers of the graduate faculty council shall be the president of the university, the deans of colleges offering graduate programs and/or courses, the dean of the college of graduate studies, and a vice chair elected by the graduate council. Their duties shall be as follows:

(a) The president, as executive head of the university in all its departments and colleges, shall receive the reports of subordinate officers, shall advise and counsel them, and shall have the powers and responsibilities stated in the rules of the board of trustees of the university.

(b) The deans of those colleges offering graduate programs and/or courses shall be responsible, in consultation with department chairpersons, for supervision of graduate faculty and programs and/or courses within their respective colleges.

(c) The dean of the college of graduate studies shall be responsible for the administration of the college, and shall supervise its programs and its student body. The dean shall serve as chair and preside at meetings of the graduate faculty council, and shall be responsible for recording and maintaining of minutes of all meetings of the council, sending out notices of all meetings, and seeing that all graduate faculty council members receive copies of the agenda prior to, and minutes after, all meetings. The chair shall only vote in the event of ties.

(d) The vice chair shall be elected by the graduate council and shall preside over graduate faculty and graduate council meetings in the absence of the chair. The vice chair shall serve a three year team and may be re elected for one additional term.

(e) The vice chair, in consultation with the chair, shall solicit agenda items from the graduate faculty, and have authority over setting the agenda for graduate faculty council meetings.

(3) The membership of the graduate council shall be composed of:

(a) The directors of each of the graduate programs offered through the college of graduate studies.

(b) At least one and no more than two members from each department that contains graduate faculty (at least one member shall be a graduate faculty member with doctoral dissertation advising status, if possible). One individual may serve both in representing a graduate program and as a departmental representative.

(c) Two students enrolled in any of the graduate programs offered through the college of graduate studies.

All members of the graduate faculty will have voting status with regard to membership on the graduate faculty council, unless otherwise specified in the bylaws.

(4) The term of office of members on the graduate council shall be three years. Members may serve a maximum of two consecutive terms. No more than two members of the faculty of any department may serve on the council during any given year unless they are representing a graduate program.

(5) The inaugural graduate council shall be established by requesting nominations from each department containing graduate faculty members. Terms of inaugural members will be staggered.

(6) The faculty members retiring from the graduate council each year shall duly constitute a nominating committee, which will meet in March and propose the names of two graduate faculty members from each group represented by the retiring members.

(a) The nominations shall be transmitted to the dean of the college of graduate studies by April first, and the dean shall circulate the slate to the graduate faculty. Prior to April fifteenth, any five qualified members of a department may nominate an additional member of their group by petition addressed to the dean of the college of graduate studies.

(b) On or about April fifteenth, the dean of the college of graduate studies shall send an electronic ballot to each member of the graduate faculty concerned. The ballot shall list all nominees for the graduate faculty council, classified according to department or group. Faculty members shall vote only for the representative of their own particular group and shall vote for one nominee only. Voting should be completed by May first.

(c) The graduate council shall then tally the vote. In the event that no candidate for a given position receives a majority of the votes cast, there shall be a re ballot between the two candidates with the largest pluralities. Results of the election shall be announced to the graduate faculty, and the newly elected members shall take up their duties on September first.

(d) If a vacancy should occur on the graduate council with one year or more left in the term, a special election shall be held. The newly elected member shall serve for that portion of the term for which the originally elected member shall be absent. For the special election, the last nominating committee shall be asked to submit a slate of two names from the appropriate faculty group; other nominations may be made in accordance with the procedure described above. If a vacancy occurs with less than one full year remaining in the term, the dean of the college may recommend a person from the appropriate department or group to fill the vacancy for the remainder of the term.

(7) Procedures of the graduate council

(a) The graduate council shall use Robert's Rules of Order Newly Revised to facilitate its meetings, unless it is in conflict with these rules. The chair of the graduate council shall preside over the meetings of the graduate council. In the absence of the chair, the vice chair shall preside.

(b) Meetings shall be held twice per semester (fall, spring, and summer, for a total of six times per calendar year) or upon ten calendar days' notice by the chair.

(c) A meeting shall also be held upon the written request of three members of the graduate council. The request will be addressed to the chair. A notice detailing the time, place and exact purpose of the meeting shall be e mailed to all the members of the council at least three days in advance of the meeting.

(d) All members of the graduate council are voting members unless otherwise noted in these rules, and shall have one vote each with the exception of the chair, who shall only vote to break a tie.

(e) The usual methods of voting on motions are by voice or show of hands. A written ballot may be used when requested by a graduate council member.

(f) A voting member may not designate a substitute to vote on his/her behalf.

(g) University conflict of interest policies shall be in effect and any member with a direct personal or pecuniary interest in the matter being considered may participate in the discussion of the matter, after having declared the conflict, but must abstain from voting on the question.

(h) Standing committees of the graduate council will include a distance education committee, new programs committee, and program evaluation committee. From time to time, the graduate council may convene ad hoc committees or groups to facilitate its work. The chairpersons of committees of the graduate council shall be members of the council. Additional members of the committees may come from the general graduate faculty.

(i) Minutes shall be compiled for all meetings and committees of the graduate council. Meeting minutes will be kept on file in the reference section of the university information center, and will be posted when available to the university website.

(j) Graduate council meetings are open to any faculty member, student or staff member. However, upon a majority vote of the sitting members of the council, as determined by a roll call vote, an executive session of the council may be called for a purpose that is stated as part of the resolution calling for the executive session. The graduate council may only vote on matters in open sessions of the council.

(k) Every effort will be made to have representatives of the university administration available for each meeting as requested by the chair of the graduate council.

(l) The president of the university, as its chief executive officer, shall have the privilege of the floor of the graduate council, within his or her discretion.

(m) Resolutions adopted by a majority vote of the graduate council shall be forwarded to the dean of the college of graduate studies for consideration.

(n) The dean of the college of graduate studies shall have final authority for acting on resolutions and recommendations put forth by the graduate council.

(8) Liaison between graduate council and university leadership

(a) Resolutions and actions will be shared with the council of deans on an ongoing basis in order to facilitate communication across all colleges.

(b) Graduate council representation on the leadership groups of other Northeast Ohio medical university colleges shall be encouraged to enhance communication and planning.

Replaces: 3349-3-75

Effective: 8/26/2013
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15
Prior Effective Dates: 8/26/2013

3349-3-91 Faculty improvement program.

(A) Purpose

In accordance with the Revised Code, the board of trustees of the university has established a program of professional leave so that members of the tenure-track faculty may periodically take advantage of opportunities for professional growth not available within this university.

(B) Scope

The plan for leave must demonstrate a benefit for the respective college and the university.

(C) Definitions

(1) Academic years of teaching service. Fiscal years during which a tenure-track faculty member was employed and provided full-time service to the university. Six full calendar years of service equal seven academic years of teaching service.

(2) Full-time faculty members. For purposes of this rule, are full-time tenure track faculty, paid directly by the respective college.

(D) Body of the rule

(1) Eligibility for professional leave

(a) A full-time member of the faculty with at least seven academic years of teaching service at the university may be granted professional leave to enhance professional growth for a period not to exceed one academic year to engage in further education, research or other activity approved by the board of trustees. Such leave must be recommended by the president and approved by the board of trustees.

(b) If the faculty member demonstrates that a project is better served by dividing the leave over two academic years, a split leave may be permitted at the discretion of the president and the board of trustees, provided that such an understanding is reached before the initial leave is approved.

(c) Professional leave shall not be granted for the sole purpose of acquiring an advanced degree.

(d) A faculty member who has been granted a professional leave must complete another seven years of service at the university before becoming eligible for another grant of professional leave.

(e) Approved extramural activities in connection with specific research, scholarly or creative efforts shall not reduce eligibility for a professional leave.

(2) Compensation and other benefits

(a) The university will pay the faculty member during a period of professional leave a salary not to exceed the amount that would have been paid for the performance for regular service during the period of the leave. A faculty member may receive full salary for a period not to exceed six months. If the period of professional leave extends beyond six months, the six months' salary will be prorated over the entire period of leave (e.g., full salary for six months; half salary for twelve months; two thirds salary for nine months).

(b) During the period of professional leave, the faculty member will continue to participate in the faculty benefits program and will accumulate service credit toward retirement as provided in the Ohio Revised Code.

(c) No professional leave will be granted that requires a permanent compensating addition to the faculty or staff of the university.

(3) Procedure for application and selection

(a) Application for professional leave shall be made through the department chair and the dean of the respective college. It shall include a specific plan which shall be submitted at least six months preceding the commencement of the professional leave. Each proposal shall be forwarded through the dean to the president and will be accompanied by a plan describing how the faculty member's teaching responsibilities will be assumed. The president will transmit the proposals he/she approves to the board of trustees for final action. At any level of this review process a faculty review committee may be appointed to assist in reaching a decision.

(b) If the faculty member's proposal is not approved, specific reasons for disapproval will be given in writing to the applicant.

(4) Accountability

(a) Faculty members who have been granted professional leave will be required to render at least one year of academic service at the university upon return from leave. Faculty members who do not render the required service upon return from leave may, at the dean's discretion, be required to reimburse the university for salary received while on leave.

(b) Within six months after returning from leave, the faculty member shall submit to the president, the dean of the respective college, and the department chair a report describing the accomplishments resulting from the professional leave.

(5) Board authorization

The board of trustees authorized the administration to establish and implement the provisions related to the faculty improvement program as necessary to carry out this rule without further ratification or action required by the board of trustees.

Effective: 2/2/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3349-3-125 Public records.

(A) Purpose

The purpose of this rule is to facilitate prompt access to public records and to ensure compliance with the Ohio public records act. All employees responsible for making university records available to the public are expected to comply with the university's public records rule.

(B) Scope

This rule covers all employees who are custodians of university records.

(C) Definitions

"Public record" is any record kept by the university, including any document, device, or item, regardless of physical form or characteristic, that is created or received by or coming under the jurisdiction of the university, which serves to document the organization, functions, rules, decisions, procedures, operations, or other activities of the university.

(D) Rule

(1) Making a request

(a) All public records requests should be forwarded to the office of the general counsel for handling. Requests can be made in person, by telephone, or in writing (including email).

(b) The requester must at least identify the records requested with sufficient clarity and specificity to allow the university office to identify, retrieve, and review the records.

(2) Responding to a request

(a) The university is not obligated to create a record that contains the information requested if the record does not already exist. In addition, the university does not have to sort or filter any records in order to retrieve specific information that may be on interest the requester.

(b) The university can decline to respond to any public records request it concludes is ambiguous or overly broad. If a request is denied in whole or in the part, then it shall provide the requester with an explanation, including legal authority, documenting the basis for the denial. In doing so, the university may assist the requester by informing the requester of the manner in which the university records are maintained.

(c) The university must respond to all public records requests within a reasonable period of time. The amount of time that records will be made available to a requester will depend upon, among other things, the number of records requested, the location of the records, the medium in which the records are stored, the need for legal review, and the need to redact information. Requesters seeking an inordinately large number of records will be given an estimated timeframe for their response.

(d) The university may not limit the number of public records requests that a single individual can make, nor limit the number of public records that will be made available during a fixed period of time.

(e) When a public records request is made to examine a personnel file, the university office will, to the extent practicable, notify the employee that his or her records have been requested and, if known, the name of the individual making the request.

(3) Availability of records

(a) Public records are available for inspection during regular business hours, with the exception of published holidays.

(b) The university has a copy of its records retention, available on its website, under the office of the general counsel materials.

(c) The university may charge a requester for the actual costs associated with producing copies, including copying and mailing expenses.

(4) Contents of a record

At times, the university may need to redact certain information prohibited from release (i.e., social security numbers). Any redactions will be plainly visible or explained to the requester.

Effective: 2/2/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3349-3-140 Tobacco-free rule.

(A) Purpose

The purpose of this rule is to implement a campus wide tobacco-free rule consistent with the provisions set forth in Chapter 3794. of the Revised Code and the Ohio board of regents resolution promoting tobacco free Ohio campuses, issued on July 23, 2012.

(B) Scope

This rule applies to all individuals who are present on the university campus, including but not limited to employees, students and visitors who may be located inside or outside of any buildings, residences, or parking lots located on the university campus.

(C) Definitions

"Smoking" refers to means inhaling, exhaling, burning, or carrying any lighted cigar, cigarette, pipe, or other lighted smoking device for burning tobacco or any other plant. "Smoking" does not include the burning of incense in religious ceremony.

(D) Rule

(1) Restrictions. To protect the health and safety of our faculty, staff, students and visitors, all property on the university campus is designed as a non-smoking, tobacco-free area. Smoking or the use of other tobacco products is prohibited anywhere in the university campus. The campus-wide tobacco ban includes the inside and outside of all buildings, any parking areas, all vehicles on campus and any personal residence.

Consistent with this rule, university groups or members of the public that schedule indoor or outdoor spaces for approved functions on the university campus are prohibited from allowing smoking or using tobacco at their function.

(2) Enforcement. People who violate the tobacco-free environment established by this rule will be referred to the following reporting authorities for further action:

(a) Students will be reported to the chief student affairs officer for handling in accordance with the student handbook.

(b) Faculty will be reported to the office of the faculty member's dean for handling in accordance with the university faculty code of professional conduct found in appendix c of the faculty rules.

(c) Employees will be reported to human resources for handling in accordance with the employee handbook.

(d) Visitors and guests will be reported to university security where they will be escorted off of campus property should they continue to use tobacco on the university campus in violation of this rule.

Effective: 2/2/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3349-3-145 Naming university property.

(A) Purpose

To establish rule guidelines for the naming of a building, a portion or wing of a building, or outdoor space on the Rootstown campus in recognition of contributions to the university or the university foundation "the foundation".

(B) Scope

Any individuals or entities that have made significant financial or service-based contributions to the university or the foundation in compliance with the criteria set forth in this rule.

(C) Definitions

Consult rule 3349-7-01 of the Administrative Code.

(D) Rule statement

(1) Individuals or entities who make a significant contribution to the university or the foundation may be afforded an opportunity to have a building, portion of a building, or an outdoor space named in their honor based on the nature and amount of their contribution.

(2) Naming opportunities. The university advancement office, leadership of the foundation, and other university leadership members will submit recommendations to the president of the university based on the contribution.

(3) Criteria. The criteria for naming university property or space differs based on the nature of the contribution.

(a) Financial contributions. The financial contribution may be in the form of cash, marketable stocks or securities, shares of mutual funds or exchange traded funds; bonds or other fixed securities; a binding commitment/agreement through a bequest included in a last will and testament; an irrevocable or paid up life insurance rule; real estate; personal property or equipment of substantial value to be used by the university, or other marketable physical assets, which can be easily liquidated by the foundation. The transfer of the assets must be completed prior to the naming of the facility. This delivery can also be achieved by the irrevocability of the gift to the university based on a future payment through an estate or proceeds from a life insurance rule.

(i) Amount of necessary for naming a building.

The financial contribution must be greater than or equal to twenty-five per cent of the construction costs and be at least one million dollars in value.

(ii) Amount necessary for naming a portion of a building, a renovation of an existing building or outdoor space. The financial contribution must be greater than or equal to twenty-five per cent of the original construction costs or a value estimated by the university when the actual construction cost cannot be determined.

(b) Service contributions. In order to name a facility based upon a level of service, the contribution must:

(i) Be substantial and have had a major positive impact on the direction of the university; and

(ii) Be of an order that without the contribution, the university would have been negatively impacted in a substantial way.

(4) Approval. The approval required for awarding naming rights to an individual or entity differs based on the nature of the contribution and the property being named.

(a) Financial contributions related to a building. When naming a building based on a financial contribution, the president makes a recommendation to the university board of trustees. The university board of trustees will review the recommendation, and if they find the recommendation appropriate, will provide final approval.

(b) Financial contributions related to portions of a building or outdoor space. When naming a portion of a building or outdoor space, the president of the university provides final approval.

(c) Service contributions. When naming a facility for service contributions, the president makes a recommendation to the university board of trustees who provides final approval.

(5) Revocation of naming rights and adjustments. Naming rights may be revoked at the discretion of the president of the university or, as appropriate, the university board of trustees, due to public or private actions by the donor that could reflect negatively on the university. Failure of the donor to complete any condition or scheduled action concerning the contribution that was the inspiration for the naming opportunity may also result in revocation or adjustment to the naming.

(6) Recognition. To recognize the naming of a facility, the university may place an appropriate signage, work of art or other physical identifier acknowledging a donor's contributions to the university. The recognition will be commensurate to the contribution.

(7) Exceptions to the rule. The university board of trustees may deviate from any of the criteria or requirements set forth in this rule.

Effective: 2/2/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3349-3-150 Awarding of honorary doctoral degrees.

(A) Purpose

To establish a rule governing the process through which the university may award an honorary doctoral degree to an individual.

(B) Scope

Any individual who has demonstrated excellence or achieved exceptional distinction in his/her field of endeavor including medicine, research, public service, creative arts, and business and/or industry.

(C) Definitions

(1) Honorary doctoral degree - a collegiate designation conferred upon a person who has achieved excellence or exception distinction in his/her field of endeavor.

(2) Honorary doctoral degree committee - the university body that reviews all nominations for receipt of an honorary doctoral degree and makes a determination as to which nominee will be recommended to the board of trustees as the recipient for that year. The honorary doctoral degree committee consists of: the chairman of the board of trustees; the chairman of the academic and scientific affairs committee of the board of trustees; the university president; and three senior faculty members representing the three divisions of the faculty.

(D) Body of the rule

(1) Criteria. The recipient of an honorary doctoral degree must exemplify the purpose and ideals of the college of medicine, college of pharmacy, or college of graduate studies. The achievements cited must represent contributions beyond expected high standards of the profession of the academic world and may only be awarded to a person before the end of his/her career if accomplishments are eminent or activities are worthy of highest commendation. The university would only consider awarding an honorary doctoral degree to a college of medicine, college of pharmacy, or college of graduate studies employee under the most extraordinary of circumstances. The recipient need not have an earned degree as a prerequisite.

(2) Nominations for an honorary doctoral degree. Nominations are to be submitted to the office of the president prior to January first each year. Letters of nomination, accompanied by the nominee's curriculum vitae, must cite the importance of the achievements and the reasons why the individual should receive an honorary doctoral degree. Nominations will remain active for five years.

(3) Consideration and award. The honorary doctoral degree committee will screen all nominations to determine which nominees merit further consideration. If further consideration is deemed appropriate, additional letters of support and other appropriate materials will be requested. If the honorary doctoral degree committee identifies a candidate for an honorary doctoral degree, the committee will submit its recommendation to the chairman of the academic and scientific affairs committee prior to February first. The academic and scientific affairs committee will forward its recommendation to the board of trustees for consideration.

(4) Awarding of degree. Honorary doctoral degrees will be awarded during the university's commencement proceedings in the spring.

Effective: 2/2/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3349-3-195 Appointment, promotion and tenure rules.

(A) Purpose

The faculty rules concerning appointment, promotion and tenure of tenure track faculty (the "rules") are set forth herein and are designed to cultivate a diverse body of faculty that demonstrates sustained excellence and distinction in scholarship, education, service and clinical care, if appropriate. To this end, the rules define the nature of tenure; the faculty who are eligible for appointment and consideration for promotion and/or tenure; the process for the comprehensive, fair and orderly consideration of appointments and the granting of tenure; criteria that are to be applied in making these decisions; and mechanisms for the assurance of due process and good faith resolution of conflicts arising out of the rules.

(B) Scope

The rules concerning appointment, promotion and tenure of tenure track faculty apply only to tenure track and tenured faculty.

(C) Definitions

(1) "Academic Rank". The university has established in rank order, the ranks of assistant professor, associate professor and professor (sometimes referred to as full professor) for faculty in the tenure track. The rank of instructor is reserved for persons completing customary preparation in a given field, or persons without a terminal degree. This rank is only available to faculty in the non tenure track.

(2) "Candidate". A candidate is an applicant for appointment, promotion and/or tenure.

(3) "College". The term "college" includes all the colleges organized under the authority of the Northeast Ohio medical university ("the university").

(4) "Curriculum Vitae (CV)". The curriculum vitae is one of the documents submitted by the candidate for consideration by independent external evaluators. The "CV" should include, but does not need to be limited to, information on contributions to the educational program of the university or college(s), research and scholarly accomplishments, service related to the college(s), university or profession, and professional standing.

(5) "Days". Days as used in this document are business days of the university.

(6) "Dossier". A dossier is a comprehensive set of documentation prepared and submitted by the candidate when seeking promotion and/or tenure. This documentation is critical in assessing the candidate's achievements and readiness for promotion and/or tenure. The completed dossier must be signed by the candidate along with an attestation of veracity and completeness (see appendix A to this rule).

(7) "Evaluation Year". The evaluation year is the final year of the probationary period.

(8) "Independent External Evaluator". An independent external evaluator is an individual who is at "arm's length" from and is not related to a candidate or does not have a comparable close relationship; has no substantive financial ties to the candidate; is not dependent in some way on the candidate's services; does not have a close professional relationship with the candidate (e.g. dissertation advisor); or has not collaborated so extensively with the candidate that an objective review of the candidate's work either is not, or appears not to be possible. An independent external evaluator is not employed by and does not have a faculty appointment at the university, its affiliated universities, hospitals and health departments, and is qualified to assess the candidate's scholarly achievements and reputation.

(9) "Leave of Absence". A period of time for which a faculty member has been approved to be absent from the workplace and is not completing his/her work related duties. A leave of absence will toll the probationary period.

(10) "Letter of Appointment". The letter of appointment is a document initiated by a given college dean that sets forth the terms and conditions of the candidate's appointment and/or employment. Any previous experience to be counted toward a faculty member's probationary period may be negotiated prior to appointment and will be delineated in this document. Any modifications to the document must be in writing and signed by the dean of the respective college that initiated the appointment, the faculty member's department chair and the affected faculty member.

(11) "Notice of Non Reappointment". Notice of non-reappointment is a written notification by the dean of the respective college to the affected faculty member that the college intends to terminate a faculty member's appointment at a specified time. Notice of non reappointment will generally be given on or before March fifteenth. For the first year of service, the last day of service will be June thirtieth of the calendar year in which the notice is given. After one or more years of service, the last day of service will be June thirtieth of the next calendar year.

(12) "Probationary Period". The probationary period is the initial period of a tenure track appointment during which a faculty member must demonstrate that he/she is capable of performing at the level of excellence and distinction required to be awarded tenure. The probationary period lasts from the date of the initial tenure track appointment to the date of the award of tenure by the board of trustees or notice of non reappointment.

(13) "Promotion". Promotion is the shift of a faculty member from one academic rank to a higher academic rank.

(14) Recognition of faculty distinction

The following titles have been established to recognize outstanding, meritorious or exceptional tenured or tenure track faculty.

(a) "Distinguished"

(i) The title "distinguished" is a non-salaried designation of distinction.

(ii) The title "distinguished university professor" is the highest honor the university can confer. It is reserved for faculty members who have made exceptional contributions and extraordinary achievements in the areas of teaching, scholarship and research.

(iii) When the title "distinguished" is conferred, it precedes the faculty member's academic rank.

(iv) Recommendations for the award of distinguished status may originate with the department chair, dean, or the president. If the recommendation originates with the chair, it must be reviewed by the respective college dean and if approved forwarded to the president.

(v) The president may forward his/her own recommendation directly to the board of trustees for approval.

(b) "Emeritus"

"Emeritus" is a title of distinction that is used to recognize university faculty and senior professional staff who have provided meritorious service to the university and who have terminated full time service to the college or university. The university recognizes emeritus faculty and senior professional staff as a continuing valuable resource and as such encourages them to maintain an active ongoing relationship with the university. The conferral of this title is governed by a separate board of trustees rule and as such, is beyond the scope of university rules.

(15) "Tenurer". Tenure is a privilege and not a right. Tenure is the commitment of a given college of the university to a faculty member for continuous and ongoing faculty appointment that provides protection against involuntary suspension, discharge or termination except for financial exigency or just cause. Tenure ceases upon the faculty member's voluntary or involuntary termination, retirement or death.

(16) "Tenure track position". A tenure track position is a full-time salaried faculty appointment that includes the eligibility to apply for tenure. The appointment to a tenure track position is set forth in the letter of appointment.

(17) "Tolling". Tolling is the suspension of the time period (granted in year long increments) that comprises a tenure track faculty member's probationary period, for which there is no expectation of productivity. Tolling of the probationary period must be requested by the faculty member and approved by the department chair and the dean of the respective college. Any such suspension of time will not be counted toward the probationary period.

(D) Body of the rules

(1) Appointments

(a) Appointment to the faculty is a privilege not a right. An appointment is the designation of a candidate for a given academic rank that is based upon the candidate's competence in his/her field and the expectation that the candidate will maintain and increase mastery and creativity in this field. The letter of appointment will state the kind of appointment the candidate will hold, the conditions under which the appointment is made and held, and any special considerations that may affect the appointment.

(b) Appointments to the tenure track will be made upon the positive recommendation of a duly constituted search committee, the respective college dean, the university president and final action by the board of trustees.

(c) Considerations include, but are not limited to:

(i) Possession of an appropriate terminal academic or professional degree;

(ii) Expertise in an appropriate academic field and evidence of dedication to continuing advancement of this field of knowledge;

(iii) Ability and dedication as an effective teacher;

(iv) Creativity and competence in an appropriate field of research and scholarship; and

(v) Ability to assume responsibility for service to the college, university or profession.

(d) "Appointments with Tenure" are appointments for senior level faculty (associate or full professor) from comparable institutions where they have had tenure and a commensurate faculty rank. For these faculty, the probationary period is waived and tenure commences at the time of initial appointment. Appointments with tenure are made only after positive recommendations by the department chair, respective college dean, and consultation with the vice president for academic affairs. The vice president for academic affairs shall forward positive recommendations to the university president for review and approval. The university president shall forward positive recommendations to the board of trustees for ratification or approval.

(e) While prior tenure status and faculty rank at another institution will be considered at the time of initial appointment, the college dean in consultation with the university vice president for academic affairs will determine the appropriate faculty rank and the length of any probationary period for a faculty member within the guidelines established herein. The length of the probationary period if any, will be set forth in the letter of appointment.

(f) An appointment is made with the expectation that it will continue until notice is given and that it may be terminated either upon the retirement or resignation of the faculty member or by the college or university in accordance with the university rules and/or the faculty rules.

(2) Tenure

(a) Basic principles of tenure

(i) The conferral of tenure is a commitment of the resources of a given college within the university. Tenure assists the university and its respective colleges in attracting and retaining a high quality, and diverse faculty. The conferral of tenure necessitates an assessment of university and college needs and resources. The university will consider documented evidence by the candidate of his/her professional excellence in teaching, research and scholarly activities, and academic/public/professional/clinical service; and demonstrated professional dedication and outstanding ability necessary to substantiate the potential for future contributions justifying the degree of permanence afforded by the award of tenure.

(ii) Tenure may be awarded only to a full time, salaried candidate with a tenure track appointment. Tenure may be awarded at the time of initial appointment or after the successful completion of the probationary period. Except under extraordinary circumstances, any time accrued under non tenure track appointments at the university or elsewhere will not count toward the established probationary period. Any exceptions must be approved by the respective department chair and dean and must be noted in the letter of appointment or an amendment thereto.

(iii) Tenure is a privilege not a right.

(iv) Tenure shall not be awarded unless, after rigorous review, the candidate has been found to meet the standards described herein. Attainment of tenure may not result from inaction, inadvertence or any procedural error on the part of the college or university.

(v) A candidate for promotion must first have been awarded tenure, or must seek tenure at the time he/she seeks promotion.

(vi) If tenure is not awarded, a candidate shall be given a notice of non reappointment as defined herein.

(b) Tenure track

Only faculty appointed to the tenure track are eligible to apply for tenure. Tenure track status will be identified in the faculty member's letter of appointment.

(c) Terminal degree

The candidate must hold an appropriate terminal degree. Exceptions can be made in particular cases, provided that such exceptions are justified by the candidate's department chair and approved by the respective college dean and university president.

(d) Award must result from positive action

The conferral of tenure is a positive act by the college and the university. A faculty member shall not be awarded tenure by default. Any failure in procedural matters shall not be sufficient cause for the conferral of tenure. If the university or the college makes a procedural error, the error will be corrected, and the procedure will continue without prejudice to the candidate.

(e) Probationary period

(i) Typically, the probationary period begins at the time an appointment commences and ends on the date of the award of tenure by the board of trustees. In determining eligibility for tenure and promotion, initial appointments commencing on or before October first will be counted as a full year. Partial years of appointment will not be used unless so requested in writing by the faculty member. The probationary period will be identified in the letter of appointment or the amendments thereto.

(ii) Upon written request of a faculty member and approval by the department chair and the dean, a faculty member may be allowed to apply for tenure before the maximum number of years of the probationary period. If the faculty member is not awarded tenure when he/she is reviewed before the maximum number of years provided herein, he/she may re apply for tenure once more. However, he/she may only re apply in the year when he/she has completed the maximum number of years of the probationary period.

(iii) Leaves of absence and other reasons approved by the chair and the dean for which the probationary period has been tolled will not be counted as part of the probationary period.

(iv) In extenuating circumstances, at the written request of the faculty member and with the concurrence of the respective department chair and dean, extensions of up to no more than three years in total may be given to those probationary faculty who demonstrate a high probability of being awarded tenure at the end of the extension. The request must be made before June first of the evaluation year. Requests for extension and the approval of such extension must be in writing. Approval of an extension will be considered an amendment of the letter of appointment.

(3) Promotion of tenure track assistant professor to associate professor with tenure and promotion of tenure track associate professor to full professor

(a) Candidates will be simultaneously reviewed for promotion and tenure.

(b) If tenure is awarded, then promotion to the next higher academic rank is also granted.

(c) The probationary period is generally no more than seven years for assistant professors and no more than five years for associate professors. A faculty member must submit a written notification of intent to stand for promotion with tenure to the respective department chair by June first of the year specified in the letter of appointment or amendments thereto.

(d) If notification of intent to stand is not given by the faculty member as required, notice of non reappointment will be issued as specified herein.

(e) Each candidate for promotion with tenure is evaluated individually based upon the achievements described in the dossier (see appendix A to this rule) according to the criteria and standards appropriate to the candidate's field and any appropriate terms and conditions cited in the candidate's letter of appointment.

(f) In evaluating the candidate's performance, the weighting of the evaluation areas may vary. Consideration in weighing will be given to the mission of the university and college, the department and the demands of the appropriate discipline. Both quality and quantity of the individual's contribution will be taken into consideration.

(g) In order to achieve promotion with tenure, the candidate must exhibit convincing evidence of independent original research with sustained excellence and distinction in the discovery and dissemination of new knowledge, as demonstrated by a national level of significance and recognition of scholarly excellence, or sustained excellence and distinction in education. Proficiency in the other two areas of faculty activity is also required. The evidence for such excellence and/or proficiency must be exhibited by convincing evidence in the candidate's tenure dossier (see appendix A to this rule).

(h) Following an assistant professor's promotion to associate professor and the award of tenure, there is no requirement for a faculty member to be promoted to a higher rank.

(4) Promotion of tenured associate professors to full professor

(a) Faculty must be tenured prior to seeking promotion to professor.

(b) Five years in rank is generally the minimum time in rank before which a faculty member may be considered for promotion to professor. The dean may, after consultation with the department chair, reduce the time in rank requirement for a faculty member whose outstanding performance would justify the reduction in time prior to consideration for promotion.

(c) Each candidate for promotion is evaluated individually based upon the achievements described in the dossier (see appendix A to this rule) according to the criteria and standards appropriate to the candidate's field.

(d) Promotions are made after contributions commensurate with the higher rank have been achieved. The tenure and promotions committee will consider any specific exceptions or requirements set forth in the faculty member's letter of appointment or any amendments thereto, and the annual written reviews.

(e) A successful candidate for promotion to full professor should be recognized as an authority in their field and be regarded as a national or international expert and leader. Promotion from associate professor to full professor is based upon recognition of the candidate's academic maturity; sustained and distinguished accomplishments in education, scholarship and service; strong university commitment; and distinction in leadership roles in education, scholarship and service at the university.

(5) Standards and documentation for tenure and promotion

Standards and documentation for tenure and promotion include, but are not limited to:

(a) Research and scholarly accomplishments

(i) The standard

(a) Research and scholarly activities are central to the mission of the university. Given the complexity of the university and its component colleges and the great diversity of talent within them, it is imperative that various kinds of academic work be recognized through a broad vision of scholarship. Scholarship includes, but is not limited to, the scholarship of discovery, integration, application and teaching. Scholarship and research may also include participation in clinical trials and commercialization, patent and technology transfer activities. Participation in clinical trials, commercialization, patent and technology transfer activities are primarily supportive for promotion decisions and, while they weigh importantly in tenure decisions, are not solely sufficient for the granting of tenure. Clinical improvement and innovation activities done in a scholarly manner and acknowledged to be of regional, national or international importance are important indicators of distinction and merit consideration. Regardless of the type of scholarship, it should possess the quality of excellence, be peer reviewed and be disseminated in the public domain.

(b) Creative scholarly activity includes both original research resulting from investigative work or other peer reviewed contributions to the professional and scientific literature. Faculty shall conduct original research and other scholarly activity. The hallmark of creative scholarly activity lies in the peer reviewed "written" word. Written work which is not peer reviewed may support a faculty member's dossier, but by itself is insufficient evidence of excellence in scholarly activity. Similarly, oral or poster presentations may support a faculty member's dossier but are insufficient evidence of proficiency or excellence in scholarly activity.

(c) Original research is studious inquiry or examination.

(d) Faculty shall conduct research and other creative scholarly activity that clearly demonstrates high quality and conforms to the highest ethical and legal standards. Quality is stressed over quantity.

(e) Standards and expectations for scholarship may differ from one field to another. The standards and expectations should be clearly identified for faculty by the department chair and during the advisory committee consultations and for the tenure and promotion committee in the advisory committee's summative letter.

(f) Clinical innovation and improvement performed in a scholarly fashion and acknowledged to be of regional, national and international importance are additional evidence of readiness for promotion.

(ii) Documentation

There must be evidence that the candidate is engaged in creative scholarly activity in areas appropriate to their appointment. Such activities include, but are not limited to:

(a) Scholarly publications. These include publications in journals, books, chapters, monographs, case reports, literature reviews, annotated bibliographies, abstracts and technical reports.

Publications will be assessed in terms of quality and quantity and the candidate's role in the work. The quality of the publications will be evaluated by criteria such as: whether the publication was refereed; whether the publication was invited; the metrics that evaluate excellence in a field of science, reputation and circulation of the journal or book or monograph; the scope of the periodical's audience; the number of citations; originality, creativity and impact on the field; unsolicited independent reviews; or solicited outside professional reviews.

(b) Research support. This includes financial support generated through grants, contracts and other peer reviewed awards.

(c) Scholarly presentations. These include, but are not limited to: lectures, poster presentations or educational displays at professional meetings, colloquia, workshops, seminars and conference presentations.

(d) Research collaborations. These include, but are not limited to collaborations between departments, colleges and universities regionally, nationally or internationally.

(e) Research consultations. These include, but are not limited to, providing consultation in: study design, data analysis, measurement and evaluation.

(f) Intellectual property development and activities in support of technology transfer and commercialization. Documentation of the development of new intellectual property including patents, conduct of clinical trials, and commercialization of university intellectual property provide additional positive evidence for promotion and tenure decisions.

(g) Documentation of innovative clinical activities supported by scholarly publications, presentations and grant and contract activity; commercialization efforts; clinical trial excellence, and recognition by peers such as fellowship in professional organizations or recognition of clinical acumen, leadership in quality improvement efforts on a large scale and regional, national and international reputation are also important elements for consideration.

(iii) Educational accomplishments

(a) The standard

Teaching is central to the mission of the university and its component colleges. A faculty member's teaching is reflected in part by students' achievements. Furthermore, teaching quality is documented by recognition and feedback from students, alumni and peer evaluation. Positive contributions to the learning environment and curriculum may support a faculty member's record of teaching. Service on and recognition by national educational bodies are also important aspects of teaching excellence.

(b) Documentation

There must be evidence that the candidate is engaged in educational activities that are appropriate to their appointment. Such activities include, but are not limited to:

(i) Course or clerkship director;

(ii) Presentation of lectures, seminars and tutorials;

(iii) Preparation of syllabi, course and examination materials; remediation;

(iv) Academic advising and career guidance;

(v) Obtaining external funding for educational activities.

(vi) The faculty member should demonstrate substantial ability: in presenting concepts and information; in teaching problem solving, research and laboratory techniques; developing professional attitudes; evaluating students and conducting remediation, innovative curriculum and teaching initiatives, nationally or internationally prominent educational activities.

(vii) The extent and effectiveness of educational accomplishments will be evaluated through review of relevant evidence. Evidence may include: student performance on examinations; recognition of excellence in teaching; service on nationally prominent task forces, committees, or study sections; supervisor, peer and student evaluations.

(iv) Service accomplishments

(a) The standard

Service oriented to the needs of the university, college and the respective departments, are expected for faculty, regardless of rank and academic appointment.

(b) Documentation

(i) Service activities. Faculty members are expected to be active participants in service activities. Service activities include, but are not limited to:

(A) Membership on committees, boards, councils, etc.;

(B) Professional service activities such as service on research review committees, ad hoc research reviews, editorial board membership, editorship, editorial reviews, etc.;

(C) Service to the community;

(D) Service to governmental bodies on biomedical, public health, and community health topics.

(ii) Planning, organizing and implementing service projects.

(iii) Service support. This includes support for service activities generated through grants, contracts and other sources.

(E) Structure and function of tenure advisory committee

(1) Purpose

The purpose of the tenure advisory committee is to establish a structure for progressive, comprehensive assessment and consistent guidance for a probationary faculty member. The tenure advisory committee would provide probationary faculty with a sound understanding of all criteria and standards, a realistic evaluation of the faculty member's progress toward achieving necessary performance benchmarks, and assist the faculty member by making recommendations concerning academic and professional development during the probationary period. This committee is advisory to the faculty member and to the respective department chair.

(2) Composition

(a) A tenure advisory committee will be appointed for each probationary faculty member. Depending on the number of tenured faculty and the academic disciplines of the faculty within a given college or department, the respective dean may appoint a single college advisory committee for all probationary tenure track faculty or the dean may delegate this authority to a department chair who may construct more discipline specific tenure advisory committees for each individual faculty member in a given department.

(b) The advisory committee will be composed of at least three tenured faculty of the university who are knowledgeable of the tenure process, criteria and standards. The tenure advisory committee may include tenured faculty from outside the probationary faculty member's department but may not include the faculty member's department chair.

(3) Meetings

(a) The tenure advisory committee will meet at least annually with the probationary faculty member. To the extent possible, meetings should occur in time to allow for input into the annual review of the faculty member's performance by the department chair.

(b) The tenure advisory committee will be chaired by a member selected by the dean or the department chair as appropriate.

(4) Reports

(a) The probationary faculty member shall submit a progressively updated tenure dossier (see appendix A to this rule) to his or her tenure advisory committee chair at least two weeks in advance of the meeting with the committee. The dossier should, to the extent appropriate, mirror the format of the tenure dossier outlined herein. The dossier will be reviewed with the faculty member at the time of the advisory committee meeting to help the probationary faculty member gain a better understanding of all of the criteria and standards and to assist the faculty member to more comprehensively and uniformly submit information to the tenure and promotion committee.

(b) The tenure advisory committee chair will provide an annual written report to the department chair which will include an assessment of the faculty member's progress toward tenure. The committee chair will keep a record of all the reports submitted to the chair.

(c) The department chair will consider the tenure advisory committee report when conducting the annual performance review of the faculty member, and when formulating his/her letter of recommendation at the time of tenure review.

(d) The committee chair shall submit a summative report which will set forth the committee's assessment of the candidate's readiness to stand for tenure in sufficient time to allow for the chair to include this information in his or her recommendation. A copy of the report will be forwarded to the tenure and promotion committee.

(F) Structure and function of the tenure and promotions committee

(1) Standing committee of the university

The tenure and promotions committee is a standing committee of the university. The rules of the university standing committees will apply unless superseded herein.

(2) Composition and chair

The tenure and promotions committee is comprised of no fewer than nine faculty members appointed by the president, in accordance with the procedures outlined in the university rules governing standing committees. The chair shall be a tenured professor elected by a majority vote of the tenure and promotions committee.

(3) Conflict of interest

Any committee member must disclose all real and/or perceived conflicts of interest of any of its members to the committee.

A conflict of interest includes, but is not limited to, those circumstances where a member of the tenure and promotion committee is related to a candidate or has a comparable close relationship, has substantive financial ties to the candidate, is dependent in some way on the candidate's services, has a close professional relationship with the candidate (e.g. dissertation advisor) or has collaborated so extensively with the candidate that an objective review of the candidate's work either is not, or appears not to be possible. The committee, by majority vote of those not having a conflict, will determine if the committee member must recuse him or herself from discussions and voting.

(4) Confidentiality

(a) In order to assure that candidates for promotion and tenure receive a thorough and fair review of their qualifications and accomplishments, tenure and promotion committee materials and deliberations must be accorded the highest degree of confidentiality.

(b) Committee members agree:

(i) To accept the responsibility to protect the integrity of the tenure and promotion process for all candidates.

(ii) That tenure and promotion materials are crucial to the consideration of candidate's tenure and that it is necessary to maintain the highest degree of confidentiality for these materials. Specifically, members agree to:

(a) Not discuss any information about candidates except in tenure and promotion meetings.

(b) Be fair; accurate and honest in the management of information germane to the review process.

(c) Guard against inaccuracies, carelessness, bias, and distortion made by either emphasis or omission of information.

(d) Strive to treat issues impartially and handle controversial subjects dispassionately.

(e) If requested, provide accurate and complete reports on candidates to the respective college dean, president or university counsel.

(c) A breach of this confidentiality will be considered a serious violation of the faculty code of conduct.

(5) Responsibilities

(a) The tenure and promotions committee reviews and evaluates the credentials of applicants for tenure or promotion.

(b) Evaluation. The tenure and promotions committee may:

(i) Interview appropriate individuals and/or;

(ii) Request additional information from further outside references; and/or

(iii) Request any additional information pertinent to its evaluation.

(6) Recommendations.

The tenure and promotions committee recommendation shall be one supported by the majority of members. The chair of the committee will generally abstain from voting except in the case of a tie. The tenure and promotions committee, after its evaluation, may recommend to award or deny tenure and promotion to an assistant professor; recommend to award or deny tenure and/or promotion to an associate professor; and recommend to award or deny tenure to a full professor and will forward its recommendation to the respective college dean. The dean will review the candidate's dossier and the recommendation of the tenure and promotions committee and formulate his/her own recommendation. The dean will forward the tenure and promotion committee's recommendation along with his/her own recommendation to the president, the candidate and the candidate's department chair. In the case of a negative recommendation by the dean, the dean will notify the candidate of the right to appeal as set forth herein.

(7) Appeal by the candidate

(a) By December first, the candidate must notify the dean and the president in writing of his/her intent to appeal or the right is waived. The appeal will be scheduled in December.

(b) The president may hear the appeal him/herself or may appoint a three member appeal committee of tenured faculty to consider the matter. If appointed, the committee will elect its own chair and will decide by majority vote to recommend upholding of the recommendation of the tenure and promotions committee and/or the dean.

(c) The appeal committee review should be concluded within thirty days from the date the committee is charged by the president.

(d) Recommendation by the president

(i) The president shall review the recommendation from the tenure and promotions committee, the department chair, the dean and the appeal committee, if appropriate.

(ii) By February first, the president will notify the candidate and the department chair and dean in writing of his/her recommendation.

(iii) By February first, the president if he/she concurs will transmit all positive recommendations for the award of tenure and/or promotion to the board of trustees for consideration at their next scheduled meeting.

(iv) Following board of trustee approval, the office of the vice president for academic affairs and the candidate, department chair and dean will be notified.

(v) The department chair is responsible for notifying human resources and accounting of any changes in status.

(G) Procedures for comprehensive post tenure review

The performance of all faculty will be evaluated annually by the department chair. For faculty in the probationary period the department chair will, to the extent possible, incorporate information provided by the tenure advisory committee. The evaluation will provide for constructive feedback to the faculty member.

A comprehensive post tenure review will be undertaken when a faculty member receives two unsatisfactory evaluations by the department chair in a four year period in accordance with guidelines established within the individual colleges.

(1) Review materials

The tenured faculty member under review shall submit a current curriculum vitae, a listing of all courses taught over the previous four years, a summary statement of professional and scholarly activities and accomplishments, annual performance and teaching evaluations, faculty improvement leave reports, a summary of significant administrative accomplishments, and other materials deemed appropriate by the faculty member.

(2) Review procedure

(a) The review shall be conducted by an ad hoc committee of five tenured faculty. Two members shall be appointed by the dean of the college in which the faculty member holds his or her primary academic appointment, two members shall be appointed by the faculty member under review, and one member shall be appointed by the university council. The chair shall be appointed by the vice president for academic affairs after consultation with the college deans.

(b) The faculty member under review has the right but is not obligated to meet with the committee conducting the review.

(c) The committee conducting the review shall review and consider the faculty member's current responsibilities and duties and all materials submitted by the faculty member. The review committee may solicit materials as it deems necessary to complete its review.

(3) Consequences for unsatisfactory comprehensive post tenure review

(a) The consequences of an unsatisfactory evaluation may include the faculty member's loss of university office or laboratory space, denial of salary increases, and/or sanctions as set forth in the university rules.

(b) If a sanction as set forth in the rules are recommended, the procedures set forth in rule 3349 3 40 of the Administrative Code will be employed.

(4) Evaluation report

(a) The final report of the committee and its recommendations shall be provided in writing to the faculty member, department chair, dean or dean's designee for review and action as necessary.

(b) If disciplinary action is recommended, the procedures set forth in rule 3349 3 40 of the Administrative Code will be employed.

(H) Authority for the administration of the university.

The board of trustees hereby delegates authority to the university senior leadership to amend these rules in consultation with university council, as long as the amendments are in conformance with the intent of the rules.

Appendix A

Tenure/promotion dossier for tenure track faculty

The dossier must be complete at the time of submission. It is the responsibility of the faculty candidate to present sufficient evidence of the scope and quality of his/her involvement in the curriculum, his/her scholarship, and his/her service. The dossier shall include the following:

(A) Cover page (page one, see attached sample)

(1) Full name.

(2) Current department.

(3) Current rank.

(B) Table of contents (page two, see attached sample)

All pages of the dossier must be numbered. All sections must be referenced by page number in the table of contents.

(C) Dossier narrative

Write approximately two pages for each of the three evaluation areas describing how you have developed as an academician in each area.

(D) Contributions to the educational program of the university

(1) List all lecture, seminar and tutorials in which you were involved. Specify course name, dates taught, sponsoring institution, role in the activity and whether the activity was at the medical, graduate or other level.

(2) Document your involvement in the preparation of syllabus, course and examination materials. Specify the course name, sponsoring institution and your role in the activity.

(3) Describe your involvement in remediation. (Do not use student names).

(4) Describe the extent of your academic advising. List any graduate students you have advised and their current status (degree candidate or recipient, recipients of awards, other special recognition).

(5) Describe any career guidance activities. (Do not use student names).

(6) List all external funding you have ever received for educational activities; include funding from years at the university and funding from years before coming to the university. Include source, title, period and amount of award. List any grant proposals currently pending.

(E) Research and scholarly accomplishments

(1) Describe in two pages or less your active interests in research and other forms of scholarship. Include collaborations with other faculty (university and other institutions), postdoctoral associates, and graduate or medical students.

(2) List all publications and other scholarly output. Separate them into the categories:

E.g., journals, books, chapters, monographs, case reports, literature reviews, annotated bibliographies, technical reports, and abstracts. Note whether the publication was refereed, invited or otherwise outstanding.

Provide evidence of the quality of publications as indicated in appendix B to this rule. Provide up to five publications that are significant and representative of your scholarly activities. (Attach copies to back of dossier).

(3) List all your lectures, invited addresses, poster presentations or educational displays at professional meetings, colloquia, workshops, seminars and conference presentations.

(4) List all your professional consultations in study design, data analysis, measurement and evaluation.

(5) List any support generated through grants, contracts and other sources. List the source, title, period and amount of award. You may also list priority scores/percentile rankings of any proposals approved but not funded. List any grant proposals currently pending.

(F) Service related to the university

(1) List memberships on university/consortium committees, boards, councils, etc. List other service to university.

(2) List professional service activities such as service on research review committees, ad hoc research reviews, editorial board membership, editorship, editorial reviews, etc.

(3) Document service to the community on biomedical topics.

(4) Document service to governmental bodies on biomedical topics.

(5) Describe your role in planning, organizing and implementing service projects.

(6) List support for service activities generated through grants, contracts and other sources. Include the source, title, period and amount of award. You may also list priority scores of approved but not funded proposals. List any grant proposals currently pending.

(G) Professional standing

(1) List all degrees earned. List the complete name and address of the institution granting the degree and dates of attendance.

(2) List all professional licenses or certificates.

(3) List all honorary degrees. List the complete name and address of the institution granting the degree and dates of attendance.

(4) List all fellowships and post doctoral experiences. List the complete name and address of the institution where you worked, your supervisor(s) name(s) and the dates of your appointment.

(5) List all honors and awards.

(6) List all offices held in professional societies.

(7) List all invited memberships in honorary societies.

(H) You may provide other information or materials that support your application.

(I) Attestation

This statement must appear as the final entry of the dossier (before copies of your publications).

"I hereby submit this dossier to the university tenure and promotions committee as evidence in support of my candidacy for tenure. I attest that the information provided herein is true and accurate to the best of my ability. I further certify that this dossier was complete when submitted and contains ___ pages."

___________________________________

Signature

___________________________________

Date

Cover page sample

Name of faculty member

Current rank

Department

Application for tenure or promotion

Date submitted

Date received

Table of contents sample

Table of contents

Contributions to the educational program of the college..............

Research and scholarly accomplishments.......................

Service related to the college of medicine........................

Professional standing...................................

References........................................

Other materials......................................

Attestation..........................................

Appendix B

Procedures for processing appointments, promotions and tenure

(A) Initial appointment

(1) When recommended by the dean of a given college, the president may approve the creation of a tenure track position.

(2) Where appropriate, when a tenure track position has been authorized, the respective department chair will propose a search committee to the dean.

(3) The search committee after comprehensive review of the candidates shall forward its recommendation for appointment to the respective department chair. The department chair will forward his/her recommendation to the dean along with the recommendation of the search committee.

(4) Appointments, which have been approved by the dean, shall be forwarded to the president. If the president concurs, the recommendations will be forwarded to the board of trustees for final approval or ratification.

(B) Tenure and/or promotion

(1) The candidate's rights include the right to:

(a) A full, impartial and confidential review of his/her credentials;

(b) Receive a copy of the tenure and promotions committee's report and the recommendation of the dean; and

(c) Appeal to the president a recommendation of the dean to deny promotion or tenure.

(2) Notification for eligibility to stand for tenure and/or promotion

(a) Notification

The department chair will confer in May with faculty who will or must stand for tenure and/or promotion consideration in the calendar year.

(b) Intent to stand for tenure or promotion

(i) The process of review for tenure and/or promotion will begin on June first of the year specified in the candidate's letter of appointment or amendments thereto.

(ii) By June first, a candidate for tenure and/or promotion shall notify the department chair in writing of the intent to stand for tenure and/or promotion.

(c) Process of evaluation for tenure and/or promotion

(i) Independent external evaluators

(a) By June first, the candidate must submit a list of at least three suggested independent external evaluators to the department chair.

(b) By June fifteenth, a list of at least five independent external evaluators will be identified by the candidate's department chair and transmitted by the chair to the candidate. This list may or may not include independent external evaluators from the candidate's list.

(c) Within five working days, candidates have the right to review the list of independent external evaluators and provide, in writing, reasons why any of the proposed evaluators should not be contacted.

(d) The department chair, in consultation with the dean, will determine whether the candidates challenge to an independent external evaluator will be upheld, and whether any independent external evaluator should be removed from the list and replaced with another independent external evaluator.

(e) If an independent external evaluator is removed from the list, another may be added and the same right of the candidate to challenge will apply.

(f) By June thirtieth, this process shall be completed.

(ii) Preparation of materials for independent external evaluators

(a) By June first, the candidate will submit to the department chair an unalterable electronic file (e.g. portable document format "PDF" with a security setting) containing his/her curriculum vitae and an unalterable electronic (e.g. "PDF") file of up to five sample publications, which the candidate deems to be significant and representative of his/her work, for external review. The candidate will also include a two page or less narrative summary. providing a synthesis of the importance of his/her work.

(b) Each candidate will be asked to sign a waiver of access form for all independent external evaluations.

(c) The department chair will transmit the unalterable electronic file by July first to the independent external evaluators. The department chair should request confirmation from the independent external evaluator verifying receipt.

(d) Evaluation letters must be returned to the department chair by September first.

(iii) Transmission of completed dossier

(a) By September first, the candidate shall submit a complete and unalterable electronic (e.g. "PDF" with a security setting) dossier to his/her department chair (see appendix A of this rule). The original dossier must be reviewed for its veracity and completeness and attested to, signed by the candidate.

(b) By October first, the department chair will transmit to the tenure and promotions committee chair via the office of the vice president for academic affairs a letter of evaluation, candidate's dossier and curriculum vitae in an unalterable electronic file (e.g. "PDF" with a security setting) and all letters of independent external evaluators. A copy of the candidate's initial letter of appointment shall be provided to the committee by the office of the vice president for academic affairs.

(c) By the end of the first full week in November, the tenure and promotions committee chair will forward in writing the committee's recommendation and reasons therefore, along with a record of whether the vote was unanimous or not, to the respective dean.

(d) The dean may, in his/her discretion, seek confidential advice and counsel to further inform him/her prior to rendering a final recommendation to the president.

(e) On or about November twenty first, the dean will notify the candidate, the department chair and the president in writing of the following and will provide a copy of:

(i) The tenure and promotions committee's recommendation,

(ii) The respective dean's recommendation and the reasons therefore; and

(iii) Notification of the right to appeal a negative recommendation by the dean to the president.

Effective: 7/3/2017
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3349-3-200 Operation, regulation, and control of motor vehicles on campus rule.

(A) Purpose

This rule is adopted in furtherance of the delegation of authority by the board of trustees to the Northeast Ohio medical university police department to regulate and control motor vehicles on the Rootstown campus consistent with the provisions set forth in section 3345.21 of the Revised Code.

(B) Scope

This rule applies to all individuals who are present on the Northeast Ohio medical university campus, including but not limited to employees, students and visitors who may be driving on all streets, roads, and access drives, as well as all parking lots located on the Northeast Ohio medical university campus.

(C) Definitions

This rule hereby incorporates, as if rewritten herein, definitions as set forth in Title 45 of the Revised Code.

(D) Rule

(1) Under the authority of section 3345.21 of the Revised Code, the board of trustees of Northeast Ohio medical university has adopted Title 45 of the Revised Code for the regulation of motor vehicles on campus.

(2) The board of trustees of Northeast Ohio medical university specifically authorizes the Northeast Ohio medical university police department to enforce all sections contained within Title 45 of the Revised Code on all applicable streets, roads, and access drives on campus.

(a) The Northeast Ohio medical university police department is authorized to enact speed limits within the guidelines of Title 45 of the Revised Code.

(b) The Northeast Ohio medical university police department is authorized to erect and maintain traffic control devices including speed limit signs as defined in division (QQ) of section 4511.01 of the Revised Code.

Effective: 3/14/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15