(A) Purpose
The faculty bylaws concerning appointment,
promotion and tenure of tenure track faculty (the "bylaws") 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 bylaws 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 bylaws.
(B) Scope
The bylaws 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 ("NEOMED" or "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.
(7) "Essential
functions." Duties or principal functional responsibilities of a particular
faculty position that are regarded as being crucial to that position. They also
include mental and physical qualifications that are required to perform the
duties or principal functional responsibilities delineated in the job
description. A faculty member with an impairment caused by a physical or mental
disease or disability that substantially limits a major life activity may
request accommodations in the performance of these duties and principal
functional responsibilities in accordance with the university's rule on
disabilities and accommodations.
(8) "Evaluation year." The
evaluation year is the final year of the probationary period.
(9) "Fitness for duty assessment." A
mental or physical health evaluation in which a qualified health professional
performs tests and provides feedback about an employee's mental or physical
qualifications that are required to perform the duties or principal functional
responsibilities delineated in the job description. A fitness for duty
assessment should provide an in-depth analysis of the employee's core
competencies to successfully perform the duties or principal functional
responsibilities delineated in the job description.
(10) "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.
(11) "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.
(12) "Letter of offer." The
letter of offer is a document initiated by a given college dean that sets forth
certain terms and conditions of the candidate's appointment and/or
employment but does not constitute a contract. 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.
(13) "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.
(14) "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.
(15) "Promotion." Promotion is
the shift of a faculty member from one academic rank to a higher academic rank.
(16) 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 bylaws.
(17) "Tenure." 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.
Tenure provides protection against involuntary suspension or termination except
for financial exigency, just cause when a faculty member receives a negative
post-tenure review or is so substantially impaired by a physical or mental
disease or disability such that the faculty member is unable to fulfill the
essential functions of the faculty member's position. Tenure automatically
ceases upon the faculty member's voluntary or involuntary termination,
retirement or death.
(18) "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 offer.
(19) "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 bylaws
(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 offer 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
offer.
(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 bylaws and/or the faculty
bylaws.
(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
offer 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 offer.
(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 offer 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 May
fifteenth 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 offer.
(v) Faculty who have received an extension of the
probationary period can apply for promotion only once during the period of
their extension, either during or at the end of the probationary period. The
recommendation of the university tenure and promotions committee, dean, and
president has the same standing as recommendations in which the probationary
period was not extended.
(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 May
fifteenth of the year specified in the letter of offer 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 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
offer.
(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 sustained excellence and distinction in at least one of
the two areas of faculty activity; research or teaching. Proficiency is
required in all other areas of faculty activity. Convincing evidence for these
must be exhibited in the candidate's tenure and promotion dossier and must
reflect the weighting of the effort distribution. See paragraph (I)(1) of this
rule (tenure/promotion dossier for tenure track faculty).
(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 (refer to paragraph (I)(1)
of this rule (tenure/promotion dossier for tenure track faculty) 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 offer 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 faculty
appointment(s), letter of offer, and if appropriate, graduate faculty status.
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.
(b) Educational accomplishments
(i) 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.
(ii) Documentation
There must be evidence that the candidate
is engaged in educational activities that are appropriate to their faculty
appointment(s), letter of offer, and if appropriate, graduate faculty status.
Such activities include, but are not limited to:
(a) Course or clerkship director;
(b) Presentation of lectures, seminars and
tutorials;
(c) Preparation of syllabi, course and examination
materials; remediation;
(d) Academic advising and career guidance;
(e) Obtaining external funding for educational
activities.
(f) 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.
(g) 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.
(c) Service accomplishments
(i) 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.
(ii) Documentation
(a) Service activities. Faculty members are expected to be
active participants in service activities. Service activities include, but are
not limited to:
(i) Membership on committees, boards, councils,
etc.;
(ii) Professional service activities such as service on
research review committees, ad hoc research reviews, editorial board
membership, editorship, editorial reviews, etc.;
(iii) Service to the community;
(iv) Service to governmental bodies on biomedical, public
health, and community health topics.
(b) Planning, organizing and implementing service
projects.
(c) 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 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/promotion dossier for tenure track faculty" outlined in
paragraph (I)(1) of this rule.
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 to
both the candidate's department chair and the university tenure and
promotion committee, 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.
(F) Structure and function of the university tenure and
promotions committee
(1) Standing committee of the
university
The university tenure and promotions committee
(UTPC) is a standing committee of the university. The rules of the university
standing committees (per rule 3349-3-72 of the Administrative Code) will apply
unless superseded herein.
(2) Composition and chair
(a) 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.
(b) Officers
(i) The chair shall be a tenured professor elected by a
majority vote of the UTPC. The chair is a voting member of the committee who
will abstain from voting unless the votes of the other committee members are
tied.
(ii) A vice chair shall be a tenured professor elected by a
majority vote of the UTPC. 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.
(3) Conflict of interest -
criteria
Any member of the UTPC 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:
(a) Is related to the person who is evaluated or has a
close comparable relationship;
(b) Has a substantial financial interest in any evaluated
activities by the person who is evaluated, both personal and
professional;
(c) Within the past three years, has collaborated with or
has been in a close mentoring relationship with the person who is evaluated, or
is dependent in some way on the candidate's services;
(d) Within the past three years, has played a major
professional role as part of a funded research project with the person who is
evaluated;
(e) Is preparing to enter into a relationship that would be
defined as a conflict in accordance with the above guidelines.
(4) Conflict of interest - tenure
advisory committee (TAC)
(a) No conflict of interest is presumed to exist if the
UTPC member is currently part of the TAC for the candidate, however, if the
UTCP member is the chair of the TAC and the single author of a final TAC
report, he/she will recuse themself from a formal vote on the candidate in the
UTPC.
(b) No conflict of interest is presumed to exist if the
UTPC member is currently part of the TAC for the candidate, however, if the
UTCP member is the chair of the TAC and the single author of a final TAC
report, he/she will recuse themself from a formal vote on the candidate in the
UTPC.
(5) Conflict of interest - evaluation
procedure
The UTPC shall 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 on a
pending tenure case. This evaluation shall include:
(a) Examination of the factors that surround the potential
conflict;
(b) In the presence of the affected member and with their
participation, discussion of these factors;
(c) In the absence of the affected member, discussion of
these factors and related circumstances and a vote on whether the affected
member can:
(i) Contribute to the discussion of the pending tenure
case; and
(ii) Vote on the pending tenure case.
(6) Criteria for candidate review and
voting
(a) Each candidate for tenure and/or promotion will be
reviewed by no fewer than five voting members.
(b) The chair, with the concurrence of the committee, may
appoint an ad hoc member or members who meet(s) the criteria for voting
membership to review and vote on candidates in order to meet the minimum number
of members.
(c) When the committee is considering a candidate for
tenure and promotion to associate professor, associate professors who are
committee members will discuss and vote.
(d) 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.
(7) 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.
(8) 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.
(9) 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.
(a) 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.
(b) 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.
(c) 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.
(10) 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 from the ad hoc
appeal pool (see paragraph (K) of this rule) 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 university 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) Annual performance evaluation (APE)
(1) The performance
of tenure track faculty will be evaluated annually by the department chair. An
APE is a process that will include a dialogue between the department chair and
the faculty member concerning the faculty member's job description, annual
goals, and performance during the evaluation period. The APE will be an
opportunity for constructive feedback to the faculty member about performance
and career/faculty development. The APE includes an evaluation of the following
faculty performance categories:
(a) Teaching;
(b) Research and scholarship;
and
(c) Service, including leadership and/or
administration if applicable.
(2) During an annual
APE meeting between the faculty member and department chair, the faculty
member's job description will be consulted to establish annual performance
goals and per cent efforts for each of the performance categories for the
upcoming performance year and documented in the APE form. Input from sources
external to the department that may have bearing on the faculty member's
performance may be considered (e.g., supervising authority in the COGS or
teaching authorities within the college). These goals and per cent efforts may
be revised as needed through the performance year and documented. Any changes
to the job description will only occur if there are major or over-reaching
changes in job-related duties and must be documented in the office of human
resources.
(3) Faculty will be
evaluated in each established performance category based on the following
rating scale. Faculty will be rated on a one (min/low) to five (max/high) scale
with two decimal place for each performance category.
(a) Four to five equals outstanding
performance: performance consistently and significantly above standards in
virtually all areas; far exceeds normal expectations; outstanding achievements
and contributions plus outside recognition of effort.
(b) Three to three point nine nine equals
exceeds performance expectations: performance generally well above standards in
many important aspects; frequently exceeds normal expectations.
(c) Two to two point nine nine equals meets
performance expectations: performance fully meets standards in all important
aspects; a good contributor.
(d) One to one point nine nine equals below
performance expectations: performance below standards in a number of areas;
improvement needed to achieve functional performance level.
(4) A per cent of
effort will be established for each of the faculty performance categories.
(a) Teaching - the teaching workload
calculation involves hours spent with learners modified by workload weighting
(based on the complexity of teaching) and whether teaching is new or
particularly innovative. Workload weighting and credit for new/innovative
teaching is determined by the department chair in consultation with the faculty
member. The teaching workload for a faculty member will be determined by the
department chair after consultation with the respective associate dean for
education or educational supervisor within the COGS.
(b) Research and scholarship - research and
scholarship expectations (e.g., status as a PI, number and quality of
publications, presentations, grant applications, and grants awarded, etc.) are
established annually by the department chair and the faculty member at the
beginning of the performance year. These expectations are framed in a balanced
perspective knowing the peaks and valleys associated with academics and
research. Expectations are titrated to a faculty member's per cent of effort in
research. One size does not fit all. The research and scholarship calculation
involves an analysis of the outcomes of the faculty member's research activity
and per cent effort by the department chair.
(c) Service - faculty members are expected
to have at least one NEOMED academic service activity (e.g., active membership
on a NEOMED committee, advising a student organization, director of a research
focus area, core research facility director, etc.) and to have at least one
activity in public/professional service (e.g., active involvement in
state/national organizations related to health care or professional
development, editorial board and/or reviewer for scientific publications and
granting agencies, support of community organizations improving health, health
care, and health professions education, etc.) as agreed upon by the department
chair and the faculty member. Service responsibilities may be adjusted annually
by the department chair, in consultation with the faculty member, in accordance
with the faculty member's rank and workload in teaching and research. Tenured
faculty may be required to assume a higher per cent of service
effort.
(5) An overall score
between one and five will be calculated based upon the weightings and ratings
of each performance category determined by the department chair.
(a) Faculty members must have an overall
score that meets, exceeds, or is rated at outstanding performance to meet
overall performance expectations for the performance year.
(b) During the probationary period, faculty
members:
(i) Will meet at least with the tenure
advisory committee as stated in paragraph (E)(3)(a) of this rule.
(ii) Whose overall score meets, exceeds, or
is rated at outstanding performance will continue to be evaluated annually
through the APE process.
(iii) Whose overall score is below
performance expectations shall be required to meet with their department chair
to develop a performance improvement plan (PIP) to address specific improvement
strategies, identify resources for faculty development, and establish
performance expectations for the upcoming performance year.
(a) If a probationary faculty member is
unable to meet performance expectations, the faculty member may receive a
notice of non-reappointment from the dean after consultation with the
department chair.
(c) Tenured faculty members:
(i) Whose overall score meets, exceeds, or
is rated at outstanding performance will continue to be evaluated annually
through the APE process.
(ii) Whose overall score is below
performance expectations shall meet with the department chair to develop a PIP
to address specific improvement strategies, identify resources for faculty
development, and establish performance expectations for the upcoming
performance year.
(iii) Whose overall score is below
performance expectations in three out of four successive performance years will
be reviewed using the procedures for comprehensive post-tenure review.
(6) Performance may
be reviewed mid-year or at other intervals at the discretion of the department
chair.
(H) Procedures for comprehensive post-tenure
review
(1) The post-tenure review process is not
a disciplinary process and is not subject to the procedures set forth in rule
3349-3-40 of the Administrative Code.
(2) A comprehensive post-tenure review
shall be initiated upon the recommendation of the department chair and approved
by the respective dean.
(3) Review materials
(a) The faculty member under review shall submit a 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 performance and teaching evaluations, faculty
improvement leave reports, a summary of significant administrative
accomplishments, and other materials deemed appropriate by the faculty member.
Failure to submit materials for review constitutes a waiver of the right to do
so.
(b) The department chair of the faculty member under review
shall submit the letter of offer, job description, APE forms (including
teaching evaluations for the previous six years), and PIPs.
(c) The committee will consider the prior
six years of faculty performance with focused attention on the three out of
four years that triggered the initiation of a post-tenure review.
(4) Review process
(a) The VPAA is the responsible party for administering
the review and appeal processes.
(i) A designee is appointed by the president
if the VPAA and the dean are one in the same.
(ii) The office of faculty affairs provides
administrative support for the review process. the office of general counsel
provides consultation as necessary.
(b) The review shall be conducted by a sub-committee of
the UTPC (PTRC) comprised of three to five tenured faculty at or above the rank
of the faculty member under review from among its membership. At least one
member must be included from the college of the faculty member under
review.
(i) The faculty member under review has the
right to object to the appointment of a given university tenure and promotion
committee (UTPC) member to the post-tenure review committee (PTRC) due to a
real or perceived conflict of interest. The faculty member will share the
nature of the conflict with the UTPC chair. If the conflict of interest is with
the chair of the UTPC, the vice chair of the UTPC will preside over discussion
of the conflict. The membership of the UTPC shall evaluate the declared or
perceived conflict of interest to determine if the conflict is substantial
enough to exclude the member from the post-tenure review
committee.
(ii) The faculty member under review has the
right, but is not obligated, to meet with the sub-committee. If the faculty
member chooses not to meet with the sub-committee, the right is waived.
(iii) The sub-committee shall review and
consider the materials provided by the faculty member and department chair. To
complete its review, the sub-committee may solicit materials and interview
individuals who may provide information relevant to the review.
(c) The sub-committee shall render a final
written report of its findings, materials reviewed, and interview summaries
within sixty business days of its formation.
(i) The report shall support a positive or
negative finding of whether a faculty member has met performance
expectations.
(ii) Copies of the final report shall be
submitted to the faculty member under review, department chair, dean or dean's
designee, office of faculty affairs, and the VPAA.
(d) If a positive final report concludes
that the faculty member has met the performance expectations during the period
under review, the department chair, in consultation with the faculty member
under review and the dean, will determine the re-entry point into the APE cycle
for the upcoming performance year. The department chair will meet with the
faculty member to develop a plan to support and promote the success of the
faculty member in the following performance year.
If the faculty member does not meet performance expectations in
the performance year following a positive post tenure review, the dean, in
consultation with the department chair, will determine if the faculty member
will be required to undergo another post-tenure review.
(e) If a negative final report concludes
that the faculty member did not meet performance expectations during the period
under review, the dean, in consultation with the department chair, may revise
the terms and conditions of the faculty member's appointment, including
revocation of tenure, or issue a letter of non-reappointment including the
condition and timing of the faculty member's termination.
(f) If the faculty member accepts the
decision of the dean, the matter is concluded.
(5) Appeal
process
(a) If the faculty member disputes the
findings of the PTR committee, they may submit a written appeal to the VPAA
within ten business days of receipt of the decision of the dean which outlines
their rationale for the appeal.
(b) The VPAA will appoint a PTR appeal
committee within ten business days after receipt of the appeal consisting of
three tenured faculty members at or above the rank of the faculty member under
review, from the membership of the ad hoc appeal pool.
(c) Findings of the PTR appeal committee will
be based on all materials made available to the original PTR committee and any
other materials determined to be relevant by the PTR appeal committee.
(d) The PTR appeal committee will render a
written report to the office of faculty affairs within thirty business days of
appointment. The office of faculty affairs will forward the report to the VPAA.
The VPAA will forward the report to the dean and department chair. The written
report will either support or not support the findings of the original PTR
committee and provide a written justification to support their
findings.
(e) If the report of the PTR appeal
committee does not support the findings of the original PTR committee and finds
that the faculty member has met performance expectations during the period
under review, the department chair, in consultation with the faculty member
under review and the dean, will determine the re-entry point into the APE cycle
for the upcoming performance year. The department chair will meet with the
faculty member to develop a plan to support and promote the success of the
faculty member in the following performance year. If the faculty member does
not meet performance expectations in the performance year following a positive
post tenure review, the dean, in consultation with the department chair, will
determine if the faculty member will be required to undergo another post-tenure
review.
(f) If a negative final report concludes that
the faculty member did not meet performance expectations during the period
under review, the dean, in consultation with the department chair, may revise
the terms and conditions of the faculty member's appointment, including
revocation of tenure, or issue a letter of non-reappointment including the
condition and timing of the faculty member's termination.
(6) The office of
faculty affairs will serve as the repository for all documents pertaining to
faculty performance and post-tenure review.
(I) Performance of essential functions
(1) The fitness for duty assessment is
not a disciplinary process and is not subject to the procedures set forth in
rule 3349-3-40 of the Administrative Code.
(2) Faculty members
must perform the essential functions of their position as set forth in their
job description, letter of offer, and any amendments thereto. If the faculty
member's inability to perform those essential functions is the result of a
documented disability, it is the responsibility of the faculty member to
request reasonable accommodations as set forth in the Americans with
Disabilities Act (ADA).
(3) If a faculty
member, in the judgement of the department chair, is not performing the
essential functions of their position, the department chair will consult with
the director of the office of human resources. The annual performance
evaluation (APE) will be suspended until it is determined by the department
chair, in consultation with the office of human resources, that the faculty
member is or is not fit for duty.
(4) The director of
human resources shall consult with the general counsel to determine if the
faculty member should undergo a fitness for duty assessment. the fitness for
duty assessment will be conducted by an appropriate healthcare
professional.
(5) Following the
fitness for duty assessment, the faculty member will engage in an iterative
process with the office of human resources to determine the nature and extent
of reasonable accommodations following the guidelines established by the ADA
and amendments thereto.
(6) If the faculty
member is able to perform the essential functions of their position as set
forth in the job description by employing reasonable accommodations, the
faculty member will re-enter the annual performance evaluation process, as
determined by the department chair, in consultation with the dean.
(7) If it is
determined that a faculty member is unable to perform the essential functions
of their position as set forth in the job description despite the provision of
reasonable accommodations, tenure may be revoked and/or their employment may be
terminated.
(8) The office of
general counsel will serve as the repository for all documents pertaining to a
fitness for duty assessment.
(J) Required dossier template for tenure
and/or promotion review
The dossier template may be amended as necessary by the UTPC to
provide for appropriate criteria for tenure and promotion
(1) 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. For paragraph (D) of this rule (contributions
to the educational programs of the university), candidates should designate
each activity as related to the professional programs (i.e., medicine or
pharmacy) or graduate programs (i.e., Ph.D., master's or graduate certificate)
or another program. The dossier shall include the following:
(a) Cover page - page one of the
dossier
(i) Full name.
(ii) Current department.
(iii) Current rank.
(b) Table of contents - page two of the
dossier
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 programs
of the university
(i) 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
professional program (i.e., medicine or pharmacy), graduate program (i.e.,
Ph.D., master's or graduate certificate) or other programs. List all activities
separately specifying the graduate degree program or certificate.
(ii) Document your involvement in the
preparation of syllabus, course and examination materials. Specify the course
name, sponsoring institution and your role in the activity. List all activities
separately specifying the graduate degree program or certificate.
(iii) Describe your involvement in
remediation. (do not use student names.)
(iv) 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). List graduate level activity separately specifying the graduate
degree program or certificate.
(v) Describe any career guidance activities.
(do not use student names.) List all activities separately specifying the
graduate degree program or certificate.
(vi) 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
(i) Describe in two pages or less your
active interests in research and other forms of scholarship. Include
collaborations with other faculty (NEOMED and other institutions), postdoctoral
associates, and graduate or medical students.
(ii) 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 previously indicated in this appendix. Provide up to five
publications that are significant and representative of your scholarly
activities. (attach copies to back of dossier.)
(iii) List all your lectures, invited
addresses, poster presentations or educational displays at professional
meetings, colloquia, workshops, seminars and conference presentations.
(iv) List all your professional
consultations in study design, data analysis, measurement and
evaluation.
(v) 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.
(vi) List all 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.
(f) Service related to the
university
(i) List memberships on NEOMED/consortium
committees, boards, councils, etc. List other service to NEOMED.
(ii) List professional service activities
such as service on research review committees, ad hoc research reviews,
editorial board membership, editorship, editorial reviews, etc.
(iii) Document service to the community on
biomedical topics.
(iv) Document service to governmental bodies
on biomedical topics.
(v) Describe your role in planning,
organizing and implementing service projects.
(vi) 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
(i) List all degrees earned. List the
complete name and address of the institution granting the degree and dates of
attendance.
(ii) List all professional licenses or
certificates.
(iii) List all honorary degrees. List the
complete name and address of the institution granting the degree and dates of
attendance.
(iv) 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.
(v) List all honors and awards.
(vi) List all offices held in professional
societies.
(vii) 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
(j) Sample "cover page"
Name of faculty member
Current rank
Department
Application for tenure or promotion
Date submitted
Date received
(k) Sample "table of contents"
| Page |
| 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 | .................... |
(K) Procedures for processing appointments, promotions, and
tenure
(1) Initial appointment
(a) When recommended by the dean of a given college, the
president may approve the creation of a tenure track position.
(b) Where appropriate, when a tenure track position has
been authorized, the respective department chair will propose a search
committee to the dean.
(c) 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.
(d) 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.
(2) Tenure and/or promotion
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.
(d) Notification for eligibility to stand for tenure and/or
promotion
(i) 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.
(ii) Intent to stand for tenure or
promotion
(a) The process of review
for tenure and/or promotion will begin on May fifteenth of the year specified
in the candidate's letter of offer or amendments thereto.
(b) By May fifteenth, a
candidate for tenure and/or promotion shall notify the department chair in
writing 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 May fifteenth, the candidate must submit a list of
at least three suggested independent external evaluators to the department
chair.
(ii) By June first, 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.
(iii) 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.
(iv) 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.
(v) 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.
(vi) By June fifteenth, this process shall be
completed.
(b) Preparation of materials for independent external
evaluators
(i) By May fifteenth, the candidate will submit to the
department chair an unalterable electronic file (e.g., 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.
(ii) Each candidate will be asked to sign a waiver of access
form for all independent external evaluations.
(iii) The department chair will transmit the unalterable
electronic file by June fifteenth to the independent external evaluators. The
department chair should request confirmation from the independent external
evaluator verifying receipt.
(iv) Evaluation letters must be returned to the office of
the vice president for academic affairs by August fifteenth.
(iv) Transmission of completed dossier
(a) By August fifteenth, the candidate shall submit a
complete and unalterable electronic (e.g. pdf with a security setting) dossier
to his/her department chair. The original dossier must be reviewed for its
veracity and completeness and attested to, signed by the
candidate.
(b) By September fifteenth, 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). A copy of the candidate's initial letter of offer 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 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.
(L) Ad hoc appeal pool
Paragraph (F)(10)(b) of this rule requires the
president to hear an appeal or to appoint a three-member appeal committee of
tenured faculty to consider the matter.
(1) Procedure to appoint ad hoc appeal
pool
To ensure the availability of qualified faculty
to review an appeal, the president will appoint of pool of:
(a) Six NEOMED tenured faculty members, of which no more
than two should be at the associate professor rank; and,
(b) Two non-NEOMED faculty members who hold tenure at their
respective institutions.
(2) Members
(a) Members of this pool may be activated to serve on the
appeal committee of tenured faculty, but no more than one non-NEOMED faculty
member from this pool is to be appointed to the appeal committee.
(b) Any member of the pool who is appointed to hear the
appeal will adhere to the same conflict of interest guidelines as set forth in
paragraph (F)(3) of this rule.
(c) Any member of the pool will use the same criteria and
rigor for review of the appeal as those used by the UTPC.
