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

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