CALIFORNIA STATE UNIVERSITY, SACRAMENTO College of Business Administration POLICY AND PROCEDURES FOR THE SECONDARY LEVEL ARTP REVIEW
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1 CALIFORNIA STATE UNIVERSITY, SACRAMENTO College of Business Administration POLICY AND PROCEDURES FOR THE SECONDARY LEVEL ARTP REVIEW This document is to be effective with the academic year. Preamble 1. University policy and procedures and the Memorandum of Understanding (MOU) supersede those policies and procedures of the College when the College s are either silent or in conflict. 2. Secondary Committee Membership and Voting Qualifications Procedures 2.i. 2.ii. 2.iii. The College-level ARTP evaluation committee (Secondary Committee) shall have members who are tenured full-time faculty unit employees and have a faculty rank of associate or full professor. Each area in the College shall elect one tenured professor to serve on the Secondary Committee as a voting member, and one tenured professor to serve on the Secondary Committee as an alternate. Either the member or the alternate must be a tenured full professor. Faculty who are participating in the FERP are eligible to serve on the Secondary Committee during their period of active employment as either a member or an alternate. At least one voting member of the Secondary Committee shall be a full-time, tenured faculty member. The College ARTP evaluation committee shall be elected to serve terms of one year. All tenured and probationary faculty unit employees are eligible to vote. A faculty unit employee shall not participate in nor serve on more than one level of review, that is, review committee. Conflicts of interest between a Secondary Committee member and a faculty candidate are detailed in UARTP Policy Section 9.01.T. No Secondary Committee member shall vote, make recommendations, or in any way participate in deliberations involving a faculty candidate with whom there is a conflict of interest. In addition, no Secondary Committee member shall vote, make recommendations, or in any way participate in deliberations involving a faculty candidate whose promotion under consideration is to a rank above that of the committee member (i.e., an associate professor committee member shall not participate in deliberations involving a faculty candidate s promotion to full professor). A committee member recused from the evaluation of one or more candidates shall not participate in the rank order process, in whole or in part, or related discussion. The recused member shall be replaced for the purpose of rank
2 ordering by an appropriate alternate Committee member. A committee member who must recuse him/herself from deliberations and rank ordering involving a faculty candidate shall continue to participate in deliberations involving other faculty candidates, excluding rank ordering. 2.iv. 2.v. 2.vi. As the first order of business, a Chair of the Secondary Committee shall be elected by and from the members of the Secondary Committee. The Dean or the Dean s designee shall act as Executive Secretary of the Secondary Committee for the purpose of initially convening the Secondary Committee and electing its chair. As soon as practicable, the Dean or the Dean s designee shall provide the Secondary Committee Chair and the College faculty with the schedule of deadlines, including the WPAF closure dates, for submission of RTP recommendations in order to comply with dates set by the President. 2.vii. The Executive Secretary shall present the WPAF of the faculty being evaluated to the chair of the Secondary Committee for consideration and evaluation by the whole Secondary Committee. 2.viii. In accordance with University ARTP Policy, all substantive evaluations and final recommendations shall require the participation of all elected committee members or duly elected alternates. Alternates should be present at but may not in any way participate in any committee deliberations involving faculty candidates unless an alternate is substituting for an initial voting member. Committee members, including all initial voting members and all alternates, shall review the WPAF of each candidate whose performance will be evaluated and shall attend each and every meeting of the committee at which substantive deliberations take place or final recommendations are made. 3. Secondary Level Review Committee Voting Procedures: 3.i. 3.ii. Secondary Committee deliberations, decisions, and evaluation/recommendation letters must be based on a substantive and independent review of a faculty candidate s Working Personnel Action File (WPAF). Procedures wherein the only action is to accept or reject primary committee recommendations are inadequate. Evaluation shall mean an analytical qualitative statement establishing an observable and valid relationship between the criteria/standards and the faculty member s performance in each of the prescribed categories (namely, teaching effectiveness; scholarly and creative achievements; contributions to the institution; and contributions to the community) as evidenced in the WPAF. The evaluative statement(s) should be specific enough to provide reinforcement on those aspects of performance in which the candidate has met or exceeded the prescribed criteria/standards as well as to provide guidance on other aspects which need improvement or further strengthening.
3 3.iii. The Modified Delphi Method of scoring shall be used by the Secondary Committee to score each faculty member under consideration for Retention, Tenure, and Promotion (RTP). Scores shall become a part of the total evidence to be considered, but by themselves shall not determine the decision to recommend. (Appendices A, B, and D) a. Assigned weights were developed and approved by the College for use with the Modified Delphi Method of scoring and shall be valid until changed by a vote of the College faculty. (Appendix B) b. The Delphi Scoring Method is an iterative process. However, as defined below, only the final set(s) of Delphi Scores will be part of the Committee s recommendation. c. If a faculty member is to be evaluated in more than one category for the same period of years (e.g., tenure and promotion using WPAF evidence for the review period ), only one final set of raw Delphi scores will be determined per the Appendix A process. The total weighted Delphi score will vary depending on the Appendix B weights appropriate for that category. d. If a faculty member is to be evaluated in more than one category but for different periods of years (e.g., tenure using WPAF evidence for the review period and promotion for the review period ), a final set of raw Delphi scores will be determined for each time period under consideration and per the Appendix A process. The total weighted Delphi scores will vary depending on both the raw Delphi scores and the Appendix B weights used. e. Material changes to a candidate s WPAF that occur after the recommendation letter is approved by the Secondary Committee, may lead to a reconsideration by the Secondary Committee. Material changes would be any change approved by the University Peer Review Committee and/or any change to a Primary Level recommendation letter during the current review cycle. The Secondary Committee has the discretion to reconsider the candidate s file, prepare new Delphi scores, and/or render a new recommendation to reflect the inclusion of the new information. The Committee may re-delphi the candidate either for one decision category (e.g., early tenure but not retention), for all decision categories, or not at all. If a material change to a candidate s WPAF has occured, the Committee shall notify the candidate of the actions taken or not taken and the rationale for those actions or inaction. Such full disclosure to the faculty candidate is required to discourage and prevent committee actions that are arbitrary.
4 f. In the tabulation of the total weighted Delphi score, the highest and lowest single raw scores within a criterion (teaching, scholarly, institution, and community) will be eliminated. In the event the scores of two or more individual ratings are the same for either the high or low ratings, all scores will be used in the tabulation. 3.iv. After appropriate evaluative discussion of the candidate and the tabulation of the Delphi scores, the Chair of the Secondary Committee shall conduct a poll by secret, written ballot of the committee members for the faculty candidate under consideration (Appendix C). The Chair shall tally and announce the vote. The Secondary Committee s recommendation shall be that of the majority of the Secondary Committee voting members. a. A non-unanimous vote will be reported as such, with the detailed vote outcome, in the committee s evaluation/recommendation letter. b. A tie vote will be reported as such, with the detailed vote outcome, in a committee evaluation letter where the letter contains the usual evaluations and suggestions by criterion (teaching, scholarly, institution, and community). This letter will contain an overall summary paragraph at the end of the letter, if only to say that there is no recommendation and why. This letter will not contain an overall evaluation or recommendation. The file and abbreviated evaluation letter will be forwarded in the usual manner to the next level of review, and the letter will be sent to the faculty candidate. (Appendix C) c. In committee members preparation of the raw Delphi scores and/or recommendation votes, abstentions shall not be counted as part of the Delphi or voting base. 3.v. Whenever necessary, the Secondary Committee shall create a ranked list of candidates who it has recommended for promotion. The Committee shall report a faculty candidate s rank ordering in the candidate s evaluation/recommendation letter. a. Each voting member of the Committee shall prepare a rank ordering by secret ballot and these rank orderings shall be merged into a single Secondary Committee rank ordering. The merged rank ordering shall be derived by recording the average of each individual Committee member s rank for each candidate. If the average rank for two candidates is the same (to the hundredths decimal), the Secondary Committee shall resolve the equal rank by vote. b. A Committee member recused from the evaluation of one or more candidates shall not participate in the rank order process, in whole or in part, or related discussion. The recused member shall be replaced for the purpose of rank ordering by an appropriate alternate Committee member.
5 c. If a tie ranking between two faculty candidates occurs at the Secondary level, additional discussion and balloting shall take place until the tie is broken. 3.vi. The Chair may assign the initial drafting of an evaluation report to any member of the Committee or reserve the drafting in any case to him or herself. The letter shall be revised/edited as the committee deems advisable and approved in a meeting of the Secondary Committee with all voting members attending and able to participate in writing the letter sent to the candidate. A secret written ballot, shall be taken to approve or disapprove of the report (see UARTP Policy Section 9.08.L). The evaluation report shall be approved by a simple majority. An abstention will be recorded as such and shall not be counted as part of the voting base for the purpose of determining a simple majority. 3.vii. Substantive deliberations, evaluations, and recommendations concerning a faculty candidate shall require the participation of all voting Secondary Committee members or duly elected alternatives. In making alternate substitutions for initial voting committee members, the following principles shall be adhered to. a. Where the use of alternates is necessary, the first preference of substitution shall be for a voting member to be replaced by an alternate from his/her Area. b. In situations where the first preference in 3.vii.a. above is not feasible, alternates from Areas different from the Area of the voting member to be replaced may act as substitutes. Such second-preference substitutions shall be decided by the Committee Chair who shall make all reasonable attempts to consult with the initial voting member or his/her Area alternate to be replaced and the second-preference alternate chosen to act as a substitute. 3.viii. The Secondary Committee shall retain, under the custody of the Dean or Dean s designee, all Delphi scoring sheets and ballots which are used by Committee members to make any determination with respect to appointment, retention, tenure, or promotion. The length of retention shall be a minimum period of three (3) years. The individual faculty member subject to the evaluation described above shall be entitled to have prompt access to the scoring sheets and ballots used by the Committee in deciding his/her case. This access shall be upon the faculty candidate s request and at any time after the Committee has concluded its deliberations and has submitted its letters to the candidate and for the following three (3) year period. 4. Working Personnel Action File
6 4.i. 4.ii. The Secondary Committee shall base evaluative judgments upon data in the Working Personnel Action File (WPAF) and, by extension, documents or electronic data explicitly referred to in the WPAF and thereby included. Faculty candidates shall give dates for all the items contained in the Working Personnel Action File. Any electronic data that is referenced must be stored on write protected optical disks that can be verified as having been created prior to the file closure data. The WPAF shall contain and be organized in the following manner: I. Current year s evaluations from review levels. II. Previous years evaluations from review levels. III. Standard College Teaching Evaluations. IV. Other evaluative statements from Personnel Action File. V. Index: A. Teaching performance,(including additional student evaluations, evaluations by faculty or other evaluators consequent on class visits, or self-evaluations). B. Scholarly/creative achievements. C. Contribution to institution. D. Contribution to community. VI. Resume/Appointment Letter 4.iii. 4.iv. 4.v. 4.vi. Secondary Committee members and alternates shall review the WPAFs of all faculty candidates being reviewed prior to the initial committee meeting where deliberations, evaluations, and recommendations occur. Upon a written request from the Secondary Committee, the candidate being evaluated must provide any supporting evidence listed in the Index which is not accompanying the WPAF. Such requests may be for hardcopies, where possible, of electronic material that is included in the WPAF by reference. Evaluations and reviews by the Secondary Committee are considered a separate independent level of review for RTP matters. Time frame on submitted materials. a. For all retention through tenure decisions, materials in the WPAF shall cover the time period(s) relevant to the decisions currently before the Secondary Committee. The WPAF Index shall refer to and include only information from relevant time periods. b. For the first promotion decision, materials in the WPAF shall cover the time period since the date of initial appointment to the WPAF s closure date. c. For subsequent promotion decisions: materials in the WPAF shall cover the time period since the WPAF closure date immediately prior to the date of last promotion to the current WPAF s closure date.
7 5. Dean s Recommendations 5.i. The Dean shall make separate recommendations and rankings on RTP cases. 6. Comments on Faculty Being Evaluated 6.i. 6.ii. During the Fall before the commencement of the evaluation process, the Dean or the Dean s designee shall post the names of all possible candidates for retention, tenure, and/or promotion as well as the names and office numbers of the Secondary Committee members, on several bulletin boards on both floors of the College. Prior to closure of the WPAF, interested faculty, students, and academic administrators shall have the opportunity to submit written signed comments about the possible candidates to the Dean or the Dean s designee for inclusion in the candidate s WPAF in accordance with UARTP Policy Section 5.05.E. Oral testimony from students may only be given to the primary committee with the concurrence of the area and the appropriate administrator. The disposition of all testimony oral or documentary must follow the rules contained in UARTP Policy Section Recommendations Forwarded 7.i. 7.ii. The separate recommendations of the Dean and the Secondary Committee stating reasons to support the recommendation shall be made a part of the WPAF. The WPAF shall be forwarded to the President in accordance with timelines set by the President. The separate recommendations shall be included in the WPAF in accordance with UARTP Policy Section Copies of the separate recommendations shall be forwarded to the area primary committee chair. The faculty member being reviewed shall have an opportunity to respond to the evaluation reports. As stated in UARTP Policy Section 9.01.X, "At all levels of review, before recommendations are forwarded to a subsequent review level, faculty unit employees shall be given a copy of the recommendation and the written reasons therefore. The faculty unit employee may submit a rebuttal statement or response in writing and/or request a meeting be held to discuss the recommendation within seven (7) days following receipt of the recommendation. A copy of the response or rebuttal statement shall accompany the Working Personnel Action File and also be sent to all previous levels of review. This section shall not require that evaluation timelines be extended." (M.O.U. 15.5) There is no presumption that the faculty member has a right to discuss the recommendation with the Secondary Committee.
8 8. General Provisions 8.i. 8.ii. 8.iii. 8.iv. 8.v. Evaluation criteria, standards, and procedures shall be made available to faculty unit employees prior to the commencement of the evaluation process. There shall be no changes in criteria, standards, and procedures used to evaluate a faculty unit employee during the evaluation process. To provide for those cases when an area cannot meet the minimum number of persons mandated by the University ARTP Policy in its primary committee and representatives to the Secondary Committee, the area shall elect an appropriate representative(s) from the eligible tenured faculty of other areas within the College of Business or from outside of the College of Business. If there are insufficient eligible tenured faculty within the College of Business or such a faculty member is not elected, the area shall elect an appropriate representative(s) from the eligible tenured faculty of another college. See UARTP Policy Section 9.08.A for details governing such an election. If any stage of a Performance Review(s) has not been completed within the specified period of time, the Performance Review(s) shall be automatically transferred to the next level of review or appropriate administrator for recommendation evaluations and the faculty unit employee shall be so notified. The end result of the Performance Review shall be a written recommendation(s) based on information in the WPAF. Such recommendations shall be placed in the WPAF of the faculty unit employee pursuant to UARTP Policy Section 4.01.B on Personnel Files and prepared in accordance with Section 3.ii of this document. The Secondary Committee shall ensure that each primary level evaluation and recommendation is the result of proper application of approved area criteria, policies, and procedures. 9. Probation and Tenure 9.i. 9.ii. 9.iii. The normal period of probation shall be six years of credited full-time probationary service. Any deviation from the normal six-year probationary period shall be the decision of the President following his/her consideration of recommendations from the area primary level committee, the Secondary Committee, and the Dean. The evaluation process continues with increasing rigor as time elapses and more information becomes available. Retention, tenure, and promotion recommendations for those appointees who do not hold the appropriate doctoral degree at the time of hiring are governed for performance evaluation on RTP matters by the conditions set forth in their appointment letter. In the absence of specific conditions in their appointment
9 10. Early Tenure letter, the candidate shall demonstrate research capability in the appropriate field as well as meet the other requirements for retention, tenure, or promotion. 10.i. Notwithstanding any provision to the contrary, early tenure is awarded in recognition of qualifications and performance substantially beyond that required for the granting of tenure after the normal six (6) year probationary period. (See UARTP Policy regarding Normal Probationary Period.) Early tenure is granted for attaining a professional standard that includes activities which bring widespread recognition to the individual and the University from the academic community and/or the general public. Early tenure is not a right. 10.ii. Recommendations for early tenure are made through the normal ARTP channels. To be considered for early tenure, a faculty unit employee must have recognized outstanding performance in teaching, which shall be given primary weight, and possess appropriate academic preparation. In addition, recognized outstanding performance must be in at least two (2) of the remaining three University criteria for retention, tenure, and promotion: scholarly or creative achievement, contribution to the institution, and contribution to the community. 10.iii. In circumstances described above, the President may award tenure to a faculty unit employee before the normal six (6) year probationary period upon written request and with a positive recommendation from his/her area Primary Committee and the Dean. 11. Promotion 11.i. A probationary faculty unit employee shall not normally be promoted during probation. However, UARTP policies set forth conditions for early promotion as follows. Probationary faculty who apply for promotion prior to receiving tenure and tenured faculty who are not yet eligible for promotion under Section 8.01 D. of this [UARTP] document shall demonstrate outstanding performance in teaching, which shall be given primary weight, and possess appropriate academic preparation. In addition, outstanding performance shall be demonstrated in at least two (2) of the remaining three (3) university criteria for retention, tenure, and promotion: scholarly and creative achievement, contribution to the institution, and contribution to the community. 11.ii. In some circumstances, a faculty unit employee may, upon application and with a positive recommendation from his/her area primary committee, be considered for promotion to professor from a step lower than the top step in the individual rank. 11.iii.Prior to the final decision by the President, candidates for promotion may withdraw without prejudice from consideration at any level of review. 11. iv.the Secondary Committee shall rank-order faculty unit employees being recommended for promotion and shall submit the resulting list to the Dean. The
10 end result of a promotion ranking shall serve as a recommendation to the President. Deviations, if any, from area recommendations shall be documented. 11.v. The Dean shall make a separate recommendation and ranking. 11.vi.All files shall be forwarded to the Dean and President in accordance with due dates set by them.
11 APPENDIX A CALIFORNIA STATE UNIVERSITY, SACRAMENTO College of Business Administration Delphi Rating Sheet CONCERNING FACULTY MEMBER:. (Name) PRESENT RANK: Question: In your professional opinion, how do you rate the above faculty member on each of the four criteria listed below (Scale: 5 = Outstanding to 0 = None)? Raw Scores Outstanding Above Average Average Below Average Weak None 1, TEACHING 2. SCHOLARLY 3. COMMUNITY 4. INSTITUTION Calculation of Weighted Scores: Using the weights in Appendix B and the scores obtained in Section 2iii., a weighted score shall be calculated for each faculty member under review. Appendix D contains the Delphi Summary Worksheet.
12 APPENDIX B CALIFORNIA STATE UNIVERSITY, SACRAMENTO College of Business Administration ASSIGNED WEIGHTS FOR FACULTY EVALUATION APPROVED BY THE COLLEGE FACULTY RETENTION TENURE PROMOTION Competent Teaching Performance Scholarly or Creative Achievement Contribution to the Institution Contribution to the Community TOTAL (WEIGHTS VALID FOR FIVE YEARS) Fall 2004 Spring 2009
13 APPENDIX C CALIFORNIA STATE UNIVERSITY, SACRAMENTO College of Business Administration Secondary Level RTP Review BALLOT CONCERNING FACULTY MEMBER:. (Name) PRESENT RANK: PERIOD COVERED BY WPAF FROM: TO:. SHOULD THE ABOVE-NAMED CANDIDATE BE GRANTED: YES NO ABSTAIN RETENTION TENURE PROMOTION Rev. 10/85 DATE:.
14 APPENDIX D Delphi Summary Worksheet
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