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Offices & Services > Academic Affairs > Faculty Handbook > III. Faculty Personnel Policies

E. Procedures for Review of Faculty For Reappointment, Tenure, and Promotion

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Faculty Personnel Policies

Faculty Handbook Revision Effective - September 2001, distributed via e-mail and posted on the website
Distributed again via e-mail ? October 2006

III. E. 1. Material To Be Gathered

In all reviews of faculty for reappointment, tenure and promotion, the materials utilized are as specified below. Care is taken to ensure that the Faculty Personnel Committee, the Dean and the President will all have identical materials in the review files for each candidate. No anonymous materials may be included in the review files for any candidate.

III. E. 1. a. Material Provided by the Candidate

The candidate provides the required material in three copies, one to the Dean of the College (to be shared with the President), one to the chair of the department, and one to the chair of the Faculty Personnel Committee.

The candidate provides current curriculum vitae which should include the following:

  • Degrees earned
  • Professional experience prior to appointment at Knox
  • Honors and awards, promotions and leaves
  • List of fields or areas, both within and outside the candidate's discipline, in which the candidate has taught, at Knox or elsewhere, or is prepared to teach
  • List of publications with full citations
  • List of exhibits, performances and other professional creative works
  • List of significant service to Knox College, such as committees, admissions work, etc., including service to the larger community if that service is of substantial benefit to the College

The candidate should also provide:

  • Copies of all publications to the Dean (candidates for reappointment, but not tenure or promotion, need only provide one copy to the Dean); in addition, one copy to the department chair, and one copy to the Chair of the Faculty Personnel Committee. Candidates in the arts should submit appropriate comparable evidence of professional work and achievement. (Candidates should check with the Dean?s secretary for publications already on file.)
  • A narrative on teaching and one?s scholarly or creative agenda. The teaching narrative should include reflection on pedagogical goals, methods, in-class and out-of-class instruction, and assessment of student response to courses. The scholarship/creative work narrative should explain the nature of the faculty member?s original research or other creative work and its relationship to teaching.
  • List of Knox faculty, other than departmental colleagues, with whom the candidate has worked closely in a teaching situation (indicate where and when), who have knowledge of the candidate?s qualities as a teacher, or who can comment on the quality of the candidate?s institutional service. The list is submitted to the Faculty Personnel Committee, which will send Colleague Information Forms to two or three individuals on the list.
  • Any other pertinent evidence or evaluation of professional activities and development which the candidate may wish to submit (e.g., reviewers' reports on works not yet published, reviews of published books.)
  • For promotion and tenure candidates, the names of three persons the candidate wishes to suggest as external evaluators of scholarship, creative work and other professional contributions (including addresses and a brief statement of each person?s qualifications for this assignment.) These names are submitted to the Dean.

III. E. 1. b. Other Material for the Faculty Personnel Committee and the Dean

  1. Courses Taught at Knox. A list of the courses and other teaching assignments the candidate has taught at Knox and their enrollments is prepared by the Registrar for the Dean and shared with the Personnel Committee.
  2. Student Course Evaluations. Student course evaluation summary data are regularly sent to the department chair, Faculty Personnel Committee and the Dean. Student course evaluations must be completed for all classes and laboratories taught by all untenured faculty. For tenured faculty, student course evaluations are completed in two terms every year (in the fall and winter one year, and then in the fall and spring the next year); anyone wishing to have all classes evaluated may request such at any time.
  3. Information on Grades. Grade distribution reports are prepared by the Registrar and distributed annually to the Dean; each faculty member receives his or her individual report. Grade distribution reports for faculty members reviewed for reappointment, tenure and/or promotion are provided to the Faculty Personnel Committee.
  4. Advisees' Comments. The Associate Dean of the College requests of past and present advisees of the candidate comments on the quality of academic advising. The Associate Dean of the College also provides an evaluation of the quality of advising. Copies of these items go to the Dean and Faculty Personnel Committee.
  5. Colleague Information Forms. The Faculty Personnel Committee determines who will be asked to complete these forms and sends out the requests. The forms are returned to the chair of the Faculty Personnel Committee and are shared with the Dean.
  6. Other Letters of Evaluation. The Dean and the chair of the Faculty Personnel Committee may ask for letters of evaluation from persons able to evaluate any significant aspect of the candidate's professional qualities.
  7. Any other information deemed pertinent to a review of professional standards may also be included in the dossier.

For review for tenure and/or promotion to associate or full professor rank:

  1. Assessments of the Candidate's Scholarship and Creative Work by External Reviewers. It is regular practice to seek outside evaluation for faculty under review for tenure or promotion. At least one reviewer is selected from the list of three suggestions submitted by the department (see III.E.2.F, below), at least one from the list of three suggestions submitted by the candidate, and at least one selected from a list proposed by the President, the Dean, and Faculty Personnel Committee jointly if such additional inquiry is desired. In the event of consultation with the department chair prior to the final decision by the President, the professional appraisals by outside evaluators may be shared in confidence with the chair, although the identity of the authors is not revealed.

III. E. 2. DEPARTMENTAL REVIEW

  1. The department chair affords each department member under review the opportunity to submit material pertinent to the department's consideration.
  2. The department's deliberations are conducted in formal meetings and in strictest confidentiality; all tenured members of the department have the right to participate.
  3. The chair writes a full statement of the department's recommendation, summarizing the points of view presented, including difference of opinion, if any, and attempts to make as intelligible as possible the nature of the department's consensus.

    All department members involved in the decision are afforded opportunity to approve and sign the chair's statement. Any member or members of the minority may, with cognizance of the others, submit to the Dean and the Faculty Personnel Committee a confidential minority report. The department chair submits copies of the department's recommendation, finally and fully documented, to the Dean of the College and to the Faculty Personnel Committee. The chair is asked to write specifically and analytically on:
    1. the candidate's role in the department and contribution to its curriculum;
    2. the candidate's teaching performance;
    3. the quality and extent of publications and research in progress or their equivalent;
    4. significant contributions to Knox College beyond the department including, if significant, to relations between the College and the larger community.
  4. The Department?s recommendation is forwarded to the Dean and to the Faculty Personnel Committee. If the Dean or the Chair of the Faculty Personnel Committee finds the departmental recommendation insufficiently detailed they will request the department chair to re-do the report.
  5. The department chair informs the person under review of the nature of the department's recommendation at the time it is sent to the Dean and to the Faculty Personnel Committee. If the departmental recommendation is negative or if it contains substantially negative concerns, the candidate is given a chance to respond in writing. If negative concerns have been conveyed to the Committee and Dean through a minority report (II, C), the Personnel Committee must convey to the candidate the nature of those concerns and the candidate is given a chance to respond in writing. Copies of such a response should be submitted to the Dean and to the Faculty Personnel Committee by a date determined by the Faculty Personnel Committee.
  6. When the faculty member is to be reviewed for tenure and/or promotion the chair gives to the Dean the department's recommendations of three outside evaluators of the professional contributions (research, publications, creative activity, etc.). The qualifications of each of the recommended evaluators should be indicated. (The candidate is also asked to submit three names to the Dean, see III.E.1.b.8.)
  7. When there is only one or no tenured member of the department, the Dean and the Faculty Personnel Committee will appoint a review committee of tenured faculty to perform the normal departmental role in personnel matters.

III. E. 3. REVIEW PROCEDURES FOR THE FACULTY PERSONNEL COMMITTEE, THE DEAN AND THE PRESIDENT

  1. Confidentiality is maintained by the Faculty Personnel Committee, the Dean and the President in all deliberations and matters involving the evaluation of individual faculty members for appointment, reappointment, termination, promotion, tenure, and salary review.
  2. After the departmental recommendation has been received by the Faculty Personnel Committee and by the Dean of the College, the Faculty Personnel Committee reviews each case and agrees on a recommendation. The recommendation, if written, remains part of the Committee?s records and is not part of the candidate?s review file.
  3. The Dean independently reviews each case and develops his or her own recommendation. The recommendation, if written, remains part of the Dean?s records and is not part of the candidate?s review file.
  4. The committee and the Dean then meet with the President at which time both the Dean and members of the committee report their respective view of each case. Each case is then discussed extensively with the final decision resting with the President. The President?s final decision, conveyed in writing to the candidate, becomes part of the review file as well as the faculty member?s permanent employment file.

III. E. 4. ROLE OF THE PRESIDENT, BOARD OF TRUSTEES, AND DEAN

The final decision on all REAPPOINTMENTS AND PROMOTIONS rests with the President. The Board of Trustees grants tenure upon the recommendation of the President.

The Dean is responsible for communicating in writing to the candidate the substance of the evaluation. The Dean's written summary becomes part of the candidate's review file.

III. E. 5. CALENDARS FOR REVIEWS FOR REAPPOINTMENT, PROMOTION, AND TENURE

The following calendars show the dates recommended for each step of the procedure to keep the review process "on track" and will be followed as closely as possible. By the Knox College By-Laws, adopted by the Trustees, the final deadlines for notification of reappointment are binding on the College, but only for full-time teaching faculty.

By December 15 notification. This calendar applies to full-time teaching faculty in their second year at Knox, i.e., on an initial two-year contract or a second one-year contract.

By March 1 notification. This calendar applies to full-time teaching faculty in their first year at Knox, i.e., an initial one-year contract.

By July 1 notification. This calendar applies to full-time teaching faculty with two or more years of service at Knox including those being reviewed for tenure. July is the date required by Knox College By-Laws; notification is often given earlier, usually by June 1.

Promotions. This calendar applies to associate professors being considered for promotion. There is no required date for notification.

Faculty beginning tenure line appointments before the 2014-2015 academic year have two review calendar options, both included here. By May 1 prior to the academic year in which the candidate will undergo review, the candidate must select a review calendar option and notify the Department chair and the Dean of the College of that selection. 

OLD Calendars-available for faculty who started tenure-line appointments prior to the 2014-2015 academic year.

CALENDARS FOR NOTIFICATIONS:
RENEWAL OF NON-TENURED APPOINTMENTS

The dates for each step are only approximate dates used to insure timely completion of the review process. The notification deadline required by the Board of Trustees for faculty teaching full time is at the top of each column.

Notification deadlines Dec 15 Mar 1 July 1
Dean notifies candidates, departments, and all others required to submit material, of the names to be reviewed and the material needed. Sept 15 Oct 15 Oct 1
Candidates submit their material to the Dean and department chair. about Oct 1 about Dec 1 about Nov 1
The Dean and Faculty Personnel Committee consult on letters of evaluation, if any, to be requested. about Oct 10 about Dec 1 about Dec 1
Department completes its review and chair writes a recommendation. Supporting material is passed on to the chair of the Faculty Personnel Committee. The Dean and the Faculty Personnel Committee share the other evidence. The Dean provides copies of outside evaluations to the Faculty Personnel Committee. about Oct 20 about Jan 20 about Mar 1
The Faculty Personnel Committee completes its initial review. about Nov 15 about Feb 10 about Apr 1
Meetings of the President, Dean and Faculty Personnel Committee to discuss candidates and recommendations. Time to formulate recommendations by committee and by Dean, and President to make final decision. -- after previous step --
(a) Dean conveys to candidates the substance of the evaluation and the decision.
(b) Each candidate is notified of the decision in writing.
by Dec 15 by Mar 1 by July 1

CALENDARS FOR NOTIFICATIONS: TENURE AND PROMOTIONS

The dates for each step are only approximate dates used to insure timely completion of the review process. The notification deadline required by the Board of Trustees is at the top of each column.

Type of Review Tenure Promotion to Professor
Notification deadline July 1 None
Dean notifies candidates, departments, and all others required to submit material, of the names to be reviewed and the material needed. Oct 1 Oct 1
(a) Candidates submit their materials to the Dean and department chair.
(b) Department submits to Dean the names of three suggested outside evaluators.
about Nov 1 about Nov 1
Dean and Faculty Personnel Committee consult on letters of evaluation to be requested. Two or more outside evaluators are selected. about Nov 10 about Nov 10
Department completes review and chair writes a recommendation. Supporting material is passed on to the chair of the Faculty Personnel Committee. by Feb 1 by Feb 1
Dean and the Faculty Personnel Committee share the other evidence. Dean provides copies of outside evaluations to Faculty Personnel Committee. about Mar 1 about Mar 1
Meetings of President, Dean, and Faculty Personnel Committee to discuss candidates and recommendations. May May
President or Dean conveys orally to candidates the recommendation that will be brought to the Trustees (for tenure candidates) or the final decision (for candidates for promotion to Professor) by early June by early June
President makes recommendation to Board of Trustees early June NA
Each candidate is notified of the decision in writing. The Dean conveys to candidates the substance of the evaluation and the decision. by July 1 by July 1

NEW Calendar-available for faculty who started tenure-line appointments prior to the 2014-2015 academic year and required for faculty who started tenure-line appointments in 2014-2015 academic year and after.

RENEWAL OF NON-TENURED APPOINTMENTS,
AND TENURE AND PROMOTION CALENDARS

Available for faculty who started tenure-line appointments prior to the 2014-2015 academic year and required for faculty who started tenure-line appointments in 2014-2015 academic year and after.

Review at 2nd Year Review at 4th Year Review for Tenure Review for Full
AAUP → Notification Deadlines
Dec. 15

July 1

July 1

None

April
Dean notifies candidate and dept. chair of the review, important dates, needed materials. (Calendar starts in April of first year.) Dean notifies candidate and dept. chair of the review, important dates, needed materials. (Calendar starts in April of third year.) Dean notifies candidate and dept. chair of the review, important dates, needed materials. (Calendar starts in April of fifth year.) Dean notifies candidate and dept. chair of the review, important dates, needed materials.

May 1
Dean and FPC consult on letters of evaluation, if any, to be requested.   a) Names of 6 external reviewers submitted to Dean, half from candidate and half from dept.  Candidate submits 2 copies of scholarly and creative work to Dean to be sent to external reviewers.  b) Dean and FPC consult on letters of evaluation, if any, to be requested.   Names of 6 external reviewers submitted to Dean, half from candidate and half from dept. Candidate submits 2 copies of scholarly and creative work to Dean to be sent to external reviewers.  b) Dean and FPC consult on letters of evaluation, if any, to be requested.  

Mid May
Dean and FPC confer to decide which outside reviewers to ask for review letters.    Dean and FPC confer to decide which outside reviewers to ask for review letters.   

June
Dean solicits assessments from 2 external reviewers.   Dean solicits assessments from 2 external reviewers.   

Early Sept.
a) Candidates invite dept. colleague to visit class(es) to support review of teaching in the dept. review letter. a) Candidates invite dept. colleague to visit class(es) to support review of teaching in the dept. review letter. a) Candidates invite dept. colleague to visit class(es) to support review of teach-ing in the dept. review letter. a) Candidates invite dept. colleague to visit class(es) to provide commentary on teaching in dept. letter.
By 3rd Friday in September. Candidate submits 3 dossiers (one each to dept., Dean, and FPC)   Candidate submits 3 dossiers (one each to dept., Dean, and FPC)   Candidate submits 3 dossiers (one each to dept., Dean, and FPC)   Candidate submits 3 dossiers (one each to dept., Dean, and FPC)  
By Nov. 1 (Allows time for a dept. member to visit classes prior to chair submitting dept. letter.)   Dept. letter to Dean and FPC.  Soon after dept. must convey substance of dept. review to candidate.   Dept. letter to Dean and FPC.  Soon after dept. must convey substance of dept. review to candidate.  
By Nov. 1 Dean requests CV updates from all faculty members. CV updates are due by the second Friday in January, Winter Term.

By mid Nov.
FPC completes independent review and recommendation, shared the evening before the meeting with the President and the Dean. FPC completes independent review and recommendation, shared the evening before the meeting with the President and the Dean.

Mid - late Nov.
President, Dean and FPC meet to discuss independent recommendations of review candidates.  President makes decision President, Dean and FPC meet to discuss independent recommendations of review candidates.  President makes decision

By Dec. 15
a) Dean or President conveys the substance of the review and the decision.  b) Dean notifies candidate of decision in a letter and invites candidate to discuss the review with the Dean.  
Second Friday in January Faculty submit three copies of CV updates (Dean, dept. chair, and FPC).
Mid Jan. (Allows time for dept. member to visit classes prior to chair submitting dept. letter.)   a) Dean or President conveys the substance of the review and the decision.  b) Dean notifies candidate of decision in a letter and invites candidate to discuss the review with the Dean.   Dept. letter to Dean and FPC.Dean sends copies of outside review letters to FPC.  Soon after dept. must convey substance of dept. review to candidate.  
By Feb. 1 Dept. chairs submit annual evaluations of dept. members not being reviewed for contract renewal, tenure or promotion.  One copy to Dean, one to FPC.  
Early March(Allows time for dept. member to visit classes prior to chair submitting dept. letter.)   FPC completes independent review and recommendation, shared the evening before the meeting with the President and the Dean. Dept. letter to Dean and FPC. Dean sends copies of outside review letters to FPC.  Soon after dept. must convey substance of dept. review to candidate.  

Mid March
President, Dean and FPC meet to discuss independent recommendations of review candidates.  President makes decision FPC completes independent review and recommendation, shared the evening before the meeting with the President and the Dean.
Late March

a) Dean or President conveys the substance of the review and the decision.  b) Dean notifies candidate of decision in a letter and invites candidate to discuss the review with the Dean.   President, Dean and FPC meet to discuss independent recommendations of review candidates.  President makes decision

After April 15
a) Dean or President conveys the substance of the review and the decision.  b) Dean notifies candidate of decision in a letter and invites candidate to discuss the review with the Dean.  

June Board Meeting
Board votes whether to accept President's recommendations for awarding tenure and promotion in rank.   Board votes whether to accept President's recommendations for promotion to full professor.  
Knox College

http://www.knox.edu/offices/academic-affairs/faculty-handbook/iii-faculty-personnel-policies/e-procedures-for-review-of-faculty-for-reappointment-tenure-and-promotion

Printed on Monday, May 25, 2015

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