Please discard all previous copies and editions. It is strongly recommended that you go online to ensure you are using the most current edition.

Transcription

1 TENURE WORKBOOK

2 The Tenure Review Oversight Committee at Bates Technical College approved this edition of the Tenure Workbook on September 16, Please discard all previous copies and editions. Because updates are made periodically, the official and most current edition of the Tenure Workbook can be found online at It is strongly recommended that you go online to ensure you are using the most current edition. For more information about the contents of this publication, please contact: Jannica Jones Bates Technical College Bates Technical College is a publically funded, accredited college that complies with all federal rules and regulations in providing equal access and opportunities in both the learning and employment environments. Bates subscribes to a harassment-free workplace and is an equal opportunity college. REVISION INDEX Page(s) Revision Date 6,10,14,23,24,42,43,47,48 10/30/09 51,52 12/17/09 3, 22 2/3/10 4,7,14,46, 52,53,54,55 3/31/10 49, 50 5/31/10 2, 18, 50 10/11/ /20/10 Front cover logo 02/08/12 2,16, 36,37, 38 02/08/12 2, /13/ /01/12 Forms moved to stand alone documents 2/1/13 1,5,7-8,9,10-11,15,18, /10/14 Forms: TRC Activity Planning Guide TROC Contact and Information Form Consideration for Extension of Tenure Review 7,12,16,18 10/23/14 TRC Activity Planning Guide Consideration for Extension of Tenure Review Consideration for Early Tenure Review 1 Tenure Workbook TROC Approved 10/23/14

3 TABLE OF CONTENTS A Message to Tenure Review Committee Members.. 3 A Message to Tenure-Track Probationers 4 Tenure Review Committee Structure. 5 Tenure Review Committee Objectives.. 6 Tenure Review Committee Responsibilities.. 7 Initial Meeting of the Tenure Review Committee. 9 First Meeting with the Probationer and Tenure Review Committee.. 11 Quarterly Worksite Observations.. 12 Developing a Professional Improvement Plan.. 13 Student Input Forms 15 Year-End Meeting with Probationer and Written Recommendation.. 16 The Tenure Review Oversight Committee (TROC). 17 Meetings with the Probationer and the Board of Trustees. 18 The Tenure Portfolio 20 Tenure Portfolio Content and Organization 22 2 Tenure Workbook TROC Approved 10/23/14

4 A MESSAGE TO TENURE REVIEW COMMITTEE MEMBERS Welcome and thank you in advance for your time and active participation in the tenure review process at Bates Technical College. The tenure review process may be viewed as a continuation of the recruitment and selection process, culminating in a recommendation to the College President and the Board of Trustees. The Board of Trustees has sole authority to confer tenure-status upon probationary faculty. Your involvement helps to assure the continuation of a vibrant and professional faculty at Bates Technical College serving in both instructional and non-instructional work assignments. The tenure review process described in this Tenure Workbook has been jointly developed by faculty and administration, and is continually reviewed and approved by the Tenure Review Oversight Committee (TROC). This Workbook provides a framework guiding the activities of the Tenure Review Committee and the Probationer. The members of the TROC are available as consultants on matters that may arise during the tenure review process. Tenure committee members may bring differing points of view to the tenure review process. A committee s most important responsibility is that of making the appropriate recommendations regarding the granting of tenure. It is important to remember the tenure review process is considered confidential in nature, similar to a screening or hiring committee s deliberations. The contributions you will make as a participant on a tenure review committee will provide long-term benefits to the faculty, students, and the greater College community. On behalf of the Faculty, the Administration, and the members of the Tenure Review Oversight Committee at Bates Technical College, thank you for your time and efforts serving as a Tenure Review Committee member! 3 Tenure Workbook TROC Approved 10/23/14

5 A MESSAGE TO TENURE-TRACK PROBATIONERS Welcome and congratulations on your tenure-track appointment. On behalf of the Faculty, the Administration, and the members of the Tenure Review Oversight Committee (TROC) at Bates Technical College, we wish you all the best on your faculty assignment and on your tenure review. We look forward as well to the experience and enthusiasm you bring to your new faculty position. The tenure review process described in the Tenure Workbook has been jointly developed by faculty and administration and is continually reviewed and approved by the Tenure Review Oversight Committee (TROC). The Tenure Workbook provides a framework guiding the activities of the Tenure Probationer and their Tenure Review Committee and is intended to provide you with guidelines to which you can refer as you go through the probationary process. We recommend that you become familiar with this workbook, as it is designed to answer many of the questions commonly encountered during the tenure process. It is important to know that as a Tenure Probationer it is your responsibility to be an active participant in your tenure process and to follow the recommendations of your Tenure Review Committee. It is also the responsibility of the Tenure Probationer to assure that their Tenure Portfolio is completed and submitted in a timely manner. The Tenure Workbook will provide you with helpful information regarding the compilation of your Tenure Portfolio. In addition to providing the Tenure Probationer support and guidance throughout the tenure review process the Tenure Review Committee is responsible for making formal recommendations throughout the tenure review process as well as making a final recommendation regarding the granting of tenure. The responsibilities related to tenure at Bates Technical College are governed by The Revised Code of Washington (RCW). Should you wish to review these RCWs, they may be accessed via Again, we welcome you to Bates Technical College and hope your active involvement in your tenure review process proves to be both helpful and positive! 4 Tenure Workbook TROC Approved 10/23/14

6 TENURE REVIEW COMMITTEE STRUCTURE Each Tenure Review Committee consists of five members, which shall include: An Administrator, appointed by the College President/designee; (3) tenured faculty representatives appointed by the faculty union; A student representative appointed by the Associated Student Government (ASG). The term of membership is (9) consecutive quarters but could expire sooner should the Probationer be dismissed or non-renewed, resign, or be granted tenure prior to the completion of the (9) quarters. In the event a vacancy occurs on the committee, with the vacancy projected to last more than one quarter, the appointing body shall fill the vacancy as soon as reasonably possible. Each member of the Tenure Review Committee is a full-voting member. This Workbook is intended to provide committee members with guidelines to which they can refer as the committee goes through the probationary process. We recommend that you become familiar with this Workbook, as it is designed to answer many of the questions commonly encountered during the tenure process. Providing statutory requirements and provisions of the Collective Bargaining Agreement (CBA) regarding time-lines, activities, and recommendations are met, the committee may tailor the process to best fit the needs of the probationer s work assignment. 5 Tenure Workbook TROC Approved 10/23/14

7 TENURE REVIEW COMMITTEE OBJECTIVES The primary objectives of the committee shall be: To Review the Probationer s effectiveness in his/her work assignment; To Provide Guidance to the Probationer throughout the tenure review process; To Make Formal Recommendations throughout the tenure review process to the College President and the Board of Trustees regarding the Probationer s continuation in the tenure process; To Make a Final Recommendation at the end of the tenure review period to the College President and the Board of Trustees regarding the granting of tenure; To Assure the Tenure Review process is followed. 6 Tenure Workbook TROC Approved 10/23/14

8 TENURE REVIEW COMMITTEE RESPONSIBILITIES It is the responsibility of the Probationer s immediate supervisor to call the initial meeting. At the initial meeting the Probationer is not in attendance. At the initial meeting the faculty Chairperson is identified and the tenure review process guidelines and timelines are reviewed. Responsibilities of the Administrator Serving on a Committee: Call the initial committee meeting as soon as possible after the committee has been appointed. The Probationer is not in attendance at the initial meeting; Monitor the tenure review process and assure compliance with timelines; Assist the Chairperson to assure that quarterly worksite observations are conducted and documented; Attend and actively participate in the tenure review process; Assure a Departmental Administrative Assistant is available to provide note-taking and maintain committee meeting records, including all original documents. If unable to continue to serve as an active member for one quarter or more, the committee Administrator shall be responsible for requesting his/her replacement in a timely manner and notifying the Tenure Review Committee. Responsibilities of the Committee Chairperson: Schedule and facilitate tenure review committee meetings; Ensure a timely and on-going tenure review process is occurring; Participate fully in the tenure review process; Determine if a quorum is present at meetings in accordance with the CBA and the Tenure Workbook; Ensure worksite observations and evaluations are conducted at least quarterly; Ensure committee meetings are conducted at least quarterly; Ensure at least one assessment using the Student Input Form is conducted annually; Ensure the committee s findings, actions and recommendations are appropriately documented in a timely manner; Ensure assessments of the Probationer s performance are provided to the President and the Board of Trustees in the form of Summary Recommendations prior to winter break of each year; In the event the Summary Recommendation is not unanimous, the Chairperson shall report the number of dissenting votes and attach documentation from the dissenting member(s) outlining the reason(s) for their disagreement with the majority recommendation; Ensure the Probationer s electronic portfolio is organized as direction In the Tenure Workbook and securely delivered to HR, prior to winter break of each year of the Probationer s third year of tenure review, for review by the College President and the Board; If unable to continue to serve as an active member for one quarter or more, the committee Chairperson shall be responsible for requesting his/her replacement in a timely manner and notifying the Tenure Review Committee. Request faculty tenure committee replacements when needed. 7 Tenure Workbook TROC Approved 10/23/14

9 Responsibilities of the Faculty Committee Members: Attend and actively participate in committee meetings; Participate fully in the tenure review process; Conduct and document quarterly worksite performance reviews; Assist the Chairperson, as needed, to ensure performance assessments/worksite observations are conducted each quarter; Assist the Chairperson, as needed, to ensure committee meetings are conducted with the Probationer each quarter. (Any member of the committee is empowered to call other members together to assure that meetings are scheduled and timelines are met); Advise, guide, and assist the Probationer as professionally appropriate; If unable to continue to serve as an active member for one quarter or more, the faculty member shall be responsible for contacting the Tenure Review Committee in a timely manner to request his/her replacement. Responsibilities of the Student Committee Member: Attend and actively participate in committee meetings; Participate fully in the tenure review process and worksite observations; Provide student perspective to the tenure review; Participate in and document at least two quarterly worksite performance reviews annually; If unable to continue to serve as an active member for one quarter or more, the student representative shall be responsible of contacting the Tenure Review Committee and Associated Student Government (ASG) Coordinator in a timely manner to request his/her replacement. Responsibilities of the Probationer: Be an active participant in your tenure process; Attend all meetings requested by members of your Tenure Review Committee, the Board of Trustees, and the Tenure Review Oversight Committee; Demonstrate promptness, preparedness, and professional dress and demeanor, especially when meeting before the Board of Trustees; Respond in a timely manner to all requests for documents and activities from your Tenure Review Committee; Assist the Chairperson to ensure that quarterly performance assessments and committee meetings are conducted; Hold a valid, three-year, Initial Professional-Technical Education Certificate Work with your Tenure Review Committee to develop and complete a Professional Development Plan (PDP) specific to your work assignment and responsibilities; Be eligible for a five-year Standard Professional-Technical Education Certificate before the end of the probationary period. A copy of your five-year Standard Certificate must be included in your tenure portfolio. Contact Human Resources to apply for the five-year Standard Professional-Technical Education Certificate; Assemble materials for the portfolio including Tenure Review Committee documentation and other materials relevant to the tenure decision. Maintain a file of pertinent documents and information, which will be presented to the Board of Trustees; In the event that the Probationer elects to resign during the Tenure Review process, they will notify their Tenure Review Committee. The Probationer must electronically deliver the Portfolio to the Tenure Review Committee Chairperson on or before the date set by the Committee. 8 Tenure Workbook TROC Approved 10/23/14

10 INITIAL MEETING OF THE TENURE REVIEW COMMITTEE The Tenure Review Committee should plan to meet as a group within the first month after appointment. The Probationer s direct supervisor shall be responsible for scheduling the initial meeting. The initial meeting should not include the Probationer. The purpose of the initial meeting is to determine how the committee will operate and to prepare for the first meeting with the Probationer. It is recommended that the following activities occur during the first meeting of the committee: Election of a Chairperson: During the first meeting, a Chairperson should be elected. The Chairperson shall be expected to hold the position for the duration of the committee and shall be responsible for: (1) scheduling all committee meetings and notifying members of the same; (2) maintaining a copy of the master file for all documentation collected; (3) arranging for preparation of written reports to the Probationer; and (4) preparing and forwarding the written committee recommendations and reports to the appropriate bodies and individuals. Review Process and Procedures: To ensure that all members have a good understanding of the committee s responsibilities and their individual roles and responsibilities, a general review of the process should be conducted. This workbook contains a suggested calendar, sample forms, and reference materials to assist the committee. A quorum of at least three tenure review committee members, one of whom should be the administrator, must be present to conduct business at any meeting. Discuss Decision-Making Process: While consensus is preferred when making recommendations, if not all members of the committee are able to reach agreement, a majority vote shall be used to make Tenure Review Committee decisions. In the event a committee member chooses to cast a dissenting vote regarding a Tenure Review Committee decision, the individual(s) casting the dissenting vote must provide a written rationale to be submitted with the final recommendation to the Board of Trustees. Review Confidentiality Concerns: All members must recognize that the proceedings, information and data collected relative to the tenure process are confidential and are only shared on a need-to-know basis. This Workbook contains a Statement of Confidentiality form, which must be signed by all committee members and the Departmental Administrative Assistant (if he/she processes tenure records and documents). The signed form will be retained with the original tenure documents. Any additional staff members directly involved in preparation 9 Tenure Workbook TROC Approved 10/23/14

11 of meeting records, summary of student input, and recommendations must also sign the Statement of Confidentiality form. Conflict of Interest and Conflict of Roles: To assure objectivity in the tenure process, it is essential any tenure review committee member who may have a relationship with a tenure candidate be forthcoming in making that relationship known and act to insure that their participation in no way undermines the objectivity of the tenure review process. A committee member shall declare any relationship that may exist that might create real or apparent bias between themselves and the tenure candidate. A conflict of interest does exist even if there are no improper acts as a result of it. This includes personal as well as professional relationships. A faculty member, student, or administrator involved in the tenure review process must declare any conflict of interest that arises from these circumstances. This Workbook contains a Conflict of Interest form, which must be signed by all committee members and the Departmental Administrative Assistant. The signed form will be retained with the original tenure documents. Any additional staff members directly involved in preparation of meeting records, summary of student input, and recommendations must also sign the Conflict of Interest form. Establish First-Year Calendar: The committee should prepare a tentative calendar for the school year showing the approximate dates of worksite visits and projected meetings with the Probationer. The calendar of activities should result in quarterly meetings with the Probationer throughout the probationary period. The committee must plan to provide an annual Summary and Recommendation to the President and Board of Trustees. 10 Tenure Workbook TROC Approved 10/23/14

12 FIRST MEETING WITH THE PROBATIONER AND THE TENURE REVIEW COMMITTEE One of the first things the committee should do is arrange a meeting with the Probationer. A sample memo inviting the Probationer to this meeting as well as a checklist of items the Probationer should be prepared to discuss are included in this section. This meeting should be informal in nature, with the main purpose being to get to know the Probationer and his or her program and for the Probationer to get to know the committee members. The committee Chairperson should be specifically introduced to the Probationer at this meeting. The committee should give some thought to the time of day that the meeting will be held. If possible, schedule the meeting at or near the end of the workday to enable committee members and the Probationer to put most of their individual job responsibilities aside for the remainder of the day and allow for a more relaxed atmosphere. It is important that the Probationer understands the tenure process and expectations. This meeting would be the appropriate time to review the year s projected activities, finalize the schedule of worksite visits, determine a time to distribute and collect student input forms and schedule committee meetings with the Probationer. The process of how to begin collecting materials for the electronic assembly of the portfolio should be addressed. Copies of the evaluation form and the electronic Student Input form may also be provided. In this way the Probationer will know how his or her performance will be appraised. The Probationer/Program Self-Introduction Checklist is intended to provide Probationers with an outline that will assist them in introducing themselves and their areas of work responsibility to the committee. The checklist should be provided to the Probationer with the Initial Meeting Notice memorandum. The committee should make every effort for this meeting to be as friendly and non-threatening as possible. While there is a great deal of information to be exchanged, please ensure the Probationer understands that the committee s responsibilities include providing assistance and feedback throughout the tenure review process. 11 Tenure Workbook TROC Approved 10/23/14

13 QUARTERLY WORKSITE OBSERVATIONS Tenure committee members shall arrange to visit the Probationer s worksite at least once per quarter. If the observations raise concerns, the committee members may decide on conducting additional observations to ensure that their recommendations are being followed. Each Tenure Review Committee member shall participate in at least two worksite observations per year. It is recommended that two members conduct the observation together. This could be any two of the committee s members, including the student member. Observations may be pre-arranged with the Probationer. For pre-arranged observations, a sample memo to the Probationer is included in the Forms Section. The Probationer should be instructed to have copies of their lesson plans and/or other materials related to their specific work responsibilities available for the observers. After the worksite visits, the observers should plan to meet with the Probationer for a post -observation review. This meeting could take place immediately after the worksite visit may be delayed for up to 10 working days. If there are areas of concern, they should be discussed and recommendations made. Any concerns and recommendations must be documented. Both the observers and the Probationer should sign each performance appraisal form. Copies should be provided to the Probationer. Copies will also be made available for other committee members, with the originals becoming part of the Probationer s official record. Future observations should particularly address whether the Probationer has followed through with previous recommendations. The validity of the tenure review process is dependent on honest assessments of the Probationer s effectiveness in his or her work assignment. Therefore, probationary reviews must reflect candid records of observed behaviors related to performance. Deficiencies and areas of excellence should be clearly noted. When needed, a Professional Improvement Plan (PIP) should be drafted by the committee, acting as a body, to provide opportunities for improvement of any noted deficiencies. In addition to the scheduled observations, the tenure committee members are encouraged to make occasional casual observations by dropping by the worksite. Areas of strength or concern may become areas of focus at future quarterly observations. Further, tenure committee members are encouraged to observe the Probationer in a variety of work-related activities when possible. 12 Tenure Workbook TROC Approved 10/23/14

14 DEVELOPING A PROFESSIONAL IMPROVEMENT PLAN (If Deemed Necessary) The tenure review committee has an obligation to provide the probationary faculty member support and advice whenever performance is not meeting college standards. Before the Probationer can be held accountable for poor performance the tenure review committee must have first identified the performance problem and must fulfill its obligation to develop a Professional Improvement Plan (PIP). The following questions must be addressed in a Professional Improvement Plan: The Why. The tenure review committee should have already thoroughly and completely documented the performance issues in the narrative of the quarterly evaluation. The Professional Improvement Plan should start with a summary of these issues, stating clearly why the Probationer is receiving a PIP. The What. List the particular facts (names, dates, places, etc.) that have led to the unacceptable performance and the need for improvement. If the specifics have been previously documented in the quarterly evaluation, reference those sections of the evaluation. Be specific and factual. The What Must be done. Establish specific, measurable objectives and timelines for determining success or satisfactory progress. Specifically tell the Probationer what must be done in order to meet college standards. A specific list of things to do in order to improve performance is the best way to proceed. The Assistance Available. Identify for the Probationer the forms of assistance that are available, including resource material or assistance from the committee, a mentoring faculty member, or a specialist who has subject matter expertise in the area where improvement is needed. The Professional Improvement Plan must identify those things either the tenure review committee or divisional management is willing to do to assist the probationary faculty member to meet college standards. The When. The committee should include time frames during which the Probationer is expected to meet college standards. This should be a reasonable amount of time, but should not be undefined. Consider using a specific cut-off date at which time success/failure and/or progress will be evaluated. The goal is for the Probationer to clearly understand by when performance is to be improved. 13 Tenure Workbook TROC Approved 10/23/14

15 The Consequences. The Probationer must know in advance the consequences of failing to meet college standards. A phrase that will eliminate the defense of, Nobody told me that I would be denied tenure follows: If you do not correct the performance deficiencies set forth in this plan and/or the evaluation report, the tenure review committee may recommend denial of tenure. The intent is to clearly notify the Probationer of the ultimate consequences if he/she fails to correct the identified performance issues. The Probationer s attitude and participation in these efforts should also be documented and evaluated in subsequent quarterly reports. Formalize the Professional Improvement Plan by providing the Probationer a copy and having him/her sign the original, which the committee will retain as part of the tenure file. The Professional Improvement Plan is used to clearly document that a probationary faculty member knew there was a performance problem, was told what to do, and was given a fair opportunity to correct the problem over a reasonable period of time with the assistance of the committee. 14 Tenure Workbook TROC Approved 10/23/14

16 STUDENT INPUT FORMS Purpose: The Board of Trustees has expressed great interest in student input that assesses the Probationer s effectiveness in his or her assignment. The Board requires documentation demonstrating that students or customers were surveyed to assess the Probationer s impact on their learning experience. Frequency: College requirements dictate a minimum of two assessments using the approved Student Input Forms be conducted each year. For general education instructors, student input is normally collected at the end of each course. One of those assessments should be used to also meet the required minimum of one student assessment of the Probationer for tenure purposes. This should be done each year until either tenure is granted or dismissal occurs. In the event the committee needs more student input, the committee may collect it. When and How: Each year a tenure review committee member shall facilitate the collection of student input for tenure committee review purposes. The Assessment Office may be asked to coordinate this collection of data. The Probationer is responsible for scheduling all other surveys required by college policy. The assessments may be conducted with or without advance notice. This is to ensure that the appraisal represents opinion of the individual students and not the collective opinion of several, as may happen if students have time to prepare and discuss their responses in advance. The Probationer should be asked to leave the worksite during the survey. The committee member conducting the assessment should direct the students through the process. Tabulating the Results: Once the Student Input Forms have been completed, the Tenure Review Committee administrator will request a report from the Institutional Research Office. The Institutional Research office shall forward the summary report of this data to the tenure committee chair, the tenure committee administrator, and the probationer. Review with the Probationer: Within ten (10) working days of conducting the Student Input Form assessment, the committee member(s) who administered the assessment will meet with the Probationer to review the results and any student comments. After the review, all committee members as well as the Probationer will be provided with copies of the compiled data from the Student Input Forms. These materials will become part of the Probationer s official record and will be considered along with other data in the committee s future recommendations to the President and the Board of Trustees. The reports shall be included in the Probationer s tenure portfolio. 15 Tenure Workbook TROC Approved 10/23/14

17 YEAR-END MEETING WITH PROBATIONER AND WRITTEN RECOMMENDATION The tenure review committee must meet with the Probationer at the end of each year s tenure committee process, which occurs before the committee makes its recommendation to the Board of Trustees prior to winter break of each year. Therefore, the committee should schedule a year-end meeting with the Probationer in November or early December to review the year s activities, findings and recommendations. Any concerns should be identified on the Tenure Track Summary and Recommendations form. And, in the event the committee feels there are areas of concern, strategies for improvement should be presented on the Form. The committee must prepare an annual, written report of the year s activities during each year of the tenure process. The Tenure Track Summary and Recommendations form shall be used and submitted to Human Resources prior to winter break of each year. However, the committee may attach any other comments and documentation they feel should be provided to the Board of Trustees. The Tenure Track Summary and Recommendations form must be shared with the Probationer at a meeting held expressly for this purpose or this activity may be combined with the regular Fall Quarter or early Winter Quarter meeting. 16 Tenure Workbook TROC Approved 10/23/14

18 THE TENURE REVIEW OVERSIGHT COMMITTEE (TROC) The Tenure Review Oversight Committee (TROC) is responsible for ensuring that the tenure review process is followed. The TROC meets regularly and may make recommendations to tenure review committees, to Administration and/or the Union for corrective action when required. The TROC can act to approve forms, modify the Tenure Workbook, monitor individual committee progress, provide procedural oversight, and/or conduct tenure review committee orientation/training. The TROC membership is composed of (3) three tenured faculty and (2) two administrators, one of whom shall be the Vice President of Instruction. Probationers, committee members, and other interested parties may contact the TROC with questions and concerns as needs arise. The TROC may meet with tenure review committees, individual committee members or Probationers, as it deems necessary. 17 Tenure Workbook TROC Approved 10/23/14

19 MEETINGS WITH THE PROBATIONER AND THE BOARD OF TRUSTEES Pre-Tenure Board Meeting The Board of Trustees may schedule, at its convenience, a pre-tenure meeting with a second-year Probationer and his/her Tenure Review Committee. JANUARY Final Board Action on Tenure Each year, at their regularly scheduled January meeting, the Board of Trustees receives summary recommendations from each tenure review committee regarding the probationer. The Board will review each tenure review committee s final recommendations and will review the Probationer s portfolio in the third and final year of the Probationer s tenure review. During the Probationer s third year of the tenure review process, the Tenure Review Committee Chairperson must ensure that the probationer delivers their electronic portfolio to Human Resources prior to winter break of each year for distribution to the College President and Board of Trustees prior to their regularly scheduled January meeting. The President and Trustees will review the Portfolio prior to the Trustees taking final action on the granting of tenure during their regularly scheduled February meeting. FEBRUARY Closed Session: The Probationer and his or her Tenure Review Committee will be scheduled by HR to meet with the Board of Trustees in closed session. The Probationer may be asked to make a presentation; to discuss their Portfolio; to share their experiences regarding the tenure review process; and to discuss student retention, recruitment and employment as related to their faculty position. The Board of Trustees may ask questions of both the Probationer and the Tenure Review Committee members. Questions usually center on the various aspects of the Probationer s assignment, professional qualifications, the tenure review process, and the Probationer s preparation to become a tenured faculty member. Such questions are often based on the information provided, or not provided, in the Portfolio. The meeting with the Board usually lasts about thirty minutes. The Board may, at their discretion, request that other members of the Tenure Review Committee or the Tenure Review Oversight Committee (TROC) be present. Open Session: After the closed session is concluded, the Board will convene in an open or public session to take final action on tenure. The Board may grant tenure; deny tenure; or in certain circumstances select to postpone the decision. The granting, delaying, or denying of tenure will be the result of a formal vote taken on an official motion. Such motions and subsequent votes constitute official action on tenure by the Board of Trustees. Probationers will be provided with written notice of the Board s official action and their tenure status. 18 Tenure Workbook TROC Approved 10/23/14

20 Tenure Reception: After taking final action on tenure, the Board of Trustees typically recesses for a short reception to offer congratulations to newly-tenured faculty and to offer thanks to those individuals who participated in the tenure review process. All Probationers, Chairpersons and other committee members should plan to attend this function. All interested faculty, staff, and students are welcome and encouraged to attend. Following the Board meeting, a representative from Human Resources will send an official letter to each committee member and the Probationer confirming the action taken by the Board of Trustees. 19 Tenure Workbook TROC Approved 10/23/14

21 THE TENURE PORTFOLIO What is a Tenure Portfolio? The Tenure Review Oversight Committee (TROC) recommends the Probationer s Tenure electronic record be a neatly-assembled, well-organized and comprehensive record of qualifications and other supporting documentation that enhances the Probationer s efforts to be granted tenure by the Board of Trustees. This record of the Probationer s qualifications will be presented to the Board of Trustees in the form of an electronic record. Why is a Portfolio needed? The Board of Trustees needs information that will facilitate an informed decision regarding granting tenure. The Portfolio gives the Probationer an opportunity to provide the Board of Trustees with information that the Probationer believes will assist the Board in making this important decision. Decisions on whether to grant tenure are usually based on the Probationer s effectiveness in their work assignment, the recommendations of the committee and the President, the Probationer s professional preparation and their fitness for tenure as evidenced by elements of the Portfolio. How Should the Portfolio be assembled? Each Probationer is responsible for the assembly of his/her own Portfolio. The Probationer should begin gathering documents when first hired in a tenure-track position and add documents as they are encountered or earned during the probationary period. A good method for organizing this project is to file all documents that might be needed in the portfolio in an accordion file. During the latter part of the last year of the probationary process, the Probationer should assemble the electronic record from this ready source of saved documents. The goal is not to provide the largest possible number of supporting documents, but rather to provide the Board with the information they need to make an informed decision. The portfolio must contain a record of the entire tenure review process. The Probationer should structure his or her portfolio in a manner that reflects his or her unique work assignment and should document the Probationer s professional preparation to become a tenured faculty member. It is strongly encouraged a Probationer refers to the Tenure Portfolio Organization overview found in the Tenure Workbook. 20 Tenure Workbook TROC Approved 10/23/14

22 What About the Final-Delivery of the Portfolio? The Probationer is responsible for assembly and delivery of their portfolio to the Tenure Review Committee Chairperson on or before the date set by the Tenure Review Committee. The master copy contains scanned or uploaded copies of original documents used in the tenure review process, and other documents as desired by the Probationer. The Chairperson is responsible for review of the documents to ensure accuracy. The Probationer is responsible for submitting their final portfolio to the TRC Chairperson and Director of Human Resources prior to leaving for Winter Break. The Portfolio will then be distributed by HR to each member of the Board of Trustees, as well as the President, the Vice President of Instruction and Student Services prior to the Board s regularly scheduled meeting in January. This Board of Trustees meeting usually occurs on the fourth Tuesday of the month. Examples of electronic portfolios addressing various work assignments have been made available by faculty members who have completed the tenure process. These examples may be accessed in Human Resources. 21 Tenure Workbook TROC Approved 10/23/14

23 TAB A TENURE PORTFOLIO CONTENT AND ORGANIZATION COVER LETTERS Cover Letters from the Tenure Review Committee. One letter addressed to the President and the second letter addressed to the Chair of the Board of Trustees. TAB B FINAL SUMMARY AND RECOMMENDATION FORM Final Summary and Recommendation from the Tenure Review Committee. TAB C PROBATIONER PROFILE Brief description covering the following: Education - schools, years attended, and completion credentials; Work history - professional qualifications related to your position as a faculty member; Supervisory/leadership experience; Computer skills - Brief skills assessment and your projected training needs; Personal strengths; List participation in program/job-related professional organizations/community organizations. TAB D RECORD OF TENURE REVIEW COMMITTEE ACTIVITIES Records of quarterly observations; Written records of Quarterly TRC meetings with the Probationer; Records of annual meetings with the Probationer; Student Input Forms showing compilation averages of raw data and student comments; Summary and Recommendation forms; Any other records of TRC activity. TAB E WORK DESCRIPTION Job description for your individual tenure-track position; Catalogue description of your program (if applicable to your position); Copy of your Syllabus Part I (if applicable to your position); Brief description of any course-curriculum changes you may have made (if applicable to your position); Student profile - briefly describe the age, interests, career goals, etc., of those you serve; List any goals or plans you have to improve your program or area of work responsibility. TAB F PROFESSIONAL DEVELOPMENT Participation in college committees, councils, taskforces, and activities in which you participate; Copy of your current Initial or Standard Professional-Technical Education Certificate. (Contact HR to confirm that you ve met certification requirements and for issuance of your certificate); Printout of your training record. (Contact HR for a copy of your training record); Briefly describe your future goals and provide a copy of your Professional Development Plan. 22 Tenure Workbook TROC Approved 10/23/14