Retention, Tenure, and Promotion

Ed Collom, Ph.D.

May 29, 2019 New Chair Retreat

Guiding Documents and Policies

• Collective Bargaining Agreement (Article 15)• UPS 210.000• UPS 210.002• UPS 210.020• Departmental Personnel Standards (DPS)

– Stick to the standards!– Department-approved revisions due to CPSRC by

September 20• RTP Timetables

Principles• Constructive process• Confidentiality• Security of portfolio/working personnel action file

(WPAF)• Evaluations and recommendations are separate

documents– Both documents need to be dated and have wet ink signatures– Forms need to be completed, signed, and dated

• Chair ineligibility– Must have a higher rank than those being considered for

promotion– Cannot be applying for promotion– Cannot be on sabbatical at any time during the 2018-2019 AY

The Department Chair’s Role in RTP

• Mentoring and communicating• Overseeing the election of the Department Personnel

Committee (DPC) • Initiating and leading evaluation process

– Enforcing deadlines– Declaring portfolios complete– Applying DPS document– Tracking and consulting with DPC– Forwarding cases to Dean

Mentor and Communicator Roles• Informal advice to junior faculty• Distribute DPS, UPS 210.000, and UPS 210.002 to faculty• Support first-year faculty in preparation of Prospectus• Request meeting in Spring with each faculty member

eligible for a Fall evaluation to assure updating of portfolio• Promotion Declaration Forms due September 6

– Early Tenure and/or Early Promotion– Tenured faculty in fifth year of service

• Consult with DPC– Ensure all members are familiar with responsibilities– Enforce deadlines

Election of the Department Personnel Committee• Each department is required to elect a DPC and

alternate(s) by Friday, September 13• Chair must transmit results to FPC Chair, FAR, and

their Dean ASAP (within 5 days)• Committee members (minimum of 3):

– must be tenured– must have a higher rank than those being considered for

promotion– cannot be under consideration for promotion– cannot be on any type of leave – may be FERP participants only if the Provost approves the

department’s request for a FERPer teaching in Fall and Spring to run for election

Election of the Department Personnel Committee (continued)

• Election must be by secret ballot• All eligible tenured faculty members must appear on

the ballot• If department lacks three tenured faculty other than the

Chair, draw from related disciplines (including Chairs)• Alternate(s) must also be elected (in most cases would

be fourth person on the slate with the fewest votes)– Check Departmental Personnel Standards for exceptions on

alternates

Types of RTP Reviews

• Performance Reviews (Full)– Retention of a probationary faculty unit employee in their

2nd and 4th years– Tenure and promotion to Associate Professor in 6th

probationary year– Promotion to Professor (typically during 5th year in rank)

• Periodic Evaluations (Abbreviated)– Probationary faculty prospectus in first year– Probationary faculty unit employee (3rd and 5th years)– Tenured faculty (Post-Tenure Review)

Chair Tasks in RTP Process of Full Performance Reviews

• Interfolio’s Review, Promotion & Tenure and binders for forms and evaluations

• Receive portfolio– Binder with forms from FAR– Checklist from faculty member (add to binder)– Faculty member uploads all materials into Interfolio and submits– FAR uploads previous evaluations into Interfolio

• Login to Interfolio to check file for all required documents– If anything is missing, unlock the relevant sections and request it

from faculty member• Declare portfolio complete by signing checklist• Forward Interfolio case to Departmental Review stage

ASAP (early if possible), use “send a message” feature

Chair Tasks in RTP Process of Full Performance Reviews (continued)

• Write evaluation (independent of DPC)• Email evaluation to FAR (far@fullerton.edu) • Be available for consultation with DPC on policies and

procedures as needed, but not during committee’s deliberations

• Track DPC progress to ensure deadline met• Receive the DPC evaluation and recommendation and

forward Chair evaluation to DPC• Obtain binder from DPC and confirm their signatures on

recommendation form(s) and evaluation & recommendation documents

• Distribute Chair evaluation, DPC evaluation, and DPC recommendation to candidate (email is permissible)

Chair Tasks in RTP Process of Full Performance Reviews (continued)

• 10-calendar-day rebuttal period commences upon distribution• Obtain faculty acknowledgement and rebuttal decision on

signature form (or by email if necessary)• If there is a rebuttal, add it to the binder and send a copy to

the DPC • Write recommendation, add to binder, and sign form• Present faculty member with Chair recommendation and

provide DPC with copy• Obtain faculty acknowledgement and rebuttal decision

– If no rebuttal, forward portfolio and Interfolio case to Dean – If rebuttal, add to binder, send copy to DPC, and forward binder and

Interfolio case to Dean (Use “send a message” feature to alert Dean) – Always forward to Dean ASAP (early if possible)

2019-2020 Timetables

2019-2020 Timetables

Chair Tasks in RTP Process of Abbreviated Periodic Reviews

• Interfolio’s Review, Promotion & Tenure and binders for signature sheet and signed statements

• Receive review file– Binder with signature sheet from FAR– Checklist from faculty member (add to binder)– Faculty member uploads materials into Interfolio and submits

• Login to Interfolio to check file for all required documents– If anything is missing, unlock the relevant sections and request it

from faculty member• Declare portfolio complete by signing checklist • Forward Interfolio case to Departmental Review stage

– Use “send a message” feature to alert next stage

Chair Tasks in RTP Process of Abbreviated Periodic Reviews (continued)

• Prepare a signed, written statement that file has been reviewed and discuss progress toward tenure

• Sign signature sheet• Collect DPC’s signed, written statement and have them

sign signature sheet• Forward review file and Interfolio case to Dean

– Use “send a message” feature to alert next stage

• FAR will deliver copies of signed, written statements to candidates along with the Provost’s letter on March 13

2019-2020 Timetables

Probationary Faculty Prospectus in First Year with Timeline

• Faculty submit prospectus by February 28, 2020• Chair and Dean each provide written feedback by

May 1, 2020 according to timeline established by College

Post-Tenure Reviews

• New version of UPS 210.020 to be published soon• Tenured faculty subject to periodic evaluation every five

years (promotion consideration resets clock)• FAR will begin overseeing these with a October 1

Interfolio submission deadline• Two levels of review

– The post-tenure review committee will be the Department Chair and at least one member of the DPC

– Dean • Brief written statements on strengths and weaknesses

produced and delivered • Meeting is held and rebuttal period begins

Faculty Affairs and Records

Ed Collom, Ph.D.Director (x2778, edcollom)

Mary Pons (x3705, mpons)Retention, Tenure & Promotion Analyst

Kelly Marconi (x8593, kmarconi)Retention, Tenure & Promotion Coordinator

Nicole Calucag (x8003, ncalucag)Student Opinion Questionnaire Analyst