APPOINTMENTS, PROMOTION, AND TENURE DEPARTMENT OF VETERINARY PREVENTIVE MEDICINE. The Ohio State University. November, 2013

Transcription

1 APPOINTMENTS, PROMOTION, AND TENURE DEPARTMENT OF VETERINARY PREVENTIVE MEDICINE The Ohio State University November, 2013

2 Appointments, Promotion, and Tenure Criteria and Procedures Department of Veterinary Preventive Medicine Revised: 09/30/2013 Table of Contents I Preamble... 5 II Department Mission... 5 III Definitions... 6 A Committee of the Eligible Faculty Tenure Track Faculty Clinical Track Faculty Research Track Faculty Conflict of Interest Minimum Composition... 7 B Promotion and Tenure Committee... 7 C Quorum... 7 D Recommendation from the Committee of the Eligible Faculty Appointment Reappointment, Promotion and Tenure, Promotion, and Contract Renewal... 7 IV Appointments... 8 A Criteria Tenure Track Faculty Clinical Track Faculty Research Track Faculty Associated Faculty Courtesy Appointments for Faculty Emeritus Faculty Appointments B Procedures Tenure Track Faculty Clinical Track Faculty Research Track Faculty

3 4 Transfer from the Tenure-track Associated Faculty Courtesy Appointments for Faculty V Annual Review Procedures A Probationary Tenure Ttrack Faculty Fourth-Year Review Exclusion of Time from Probationary Period B Tenured Faculty C Clinical Track Faculty D Research Track Faculty E Associated Faculty VI Merit Salary Increases and Other Rewards A Criteria B Procedures C Documentation VII Promotion and Tenure and Promotion Reviews A Criteria Promotion to Associate Professor with Tenure Promotion to Professor Clinical Track Faculty Research Track Faculty B Procedures for Tenure Track Promotion and Tenure Reviews Candidate Responsibilities Promotion and Tenure Committee Responsibilities Eligible Faculty Responsibilities Department Chair Responsibilities External Evaluations C Documentation Teaching Scholarship Administrative and Professional Service

4 VIII Appeals IX Seventh-Year Reviews X Procedures for Student and Peer Evaluation of Teaching A Student Evaluation of Teaching B Peer Evaluation of Teaching

5 I Preamble This document is a supplement to Chapters 6 and 7 of the Rules of the University Faculty ( the annually updated procedural guidelines for promotion and tenure reviews in Volume 3 of the Office of Academic Affairs Policy and Procedures Handbook ( and other policies and procedures of the college and university to which the department and its faculty are subject. Should those rules and policies change, the department will follow the new rules and policies until such time as it can update this document to reflect the changes. In addition, this document must be reviewed, and either reaffirmed or revised, at least every four years on the appointment or reappointment of the department chair. This document must be approved by the dean of the college and the Office of Academic Affairs before it may be implemented. It sets forth the department's mission and, in the context of that mission and the missions of the college and university, its criteria and procedures for faculty appointments and for faculty promotion, tenure and rewards, including salary increases. In approving this document, the dean and the Office of Academic Affairs accept the mission and criteria of the department and delegate to it the responsibility to apply high standards in evaluating current faculty and faculty candidates in relation to departmental mission and criteria. The faculty and the administration are bound by the principles articulated in Faculty Rule ( of the Administrative Code. In particular, all faculty members accept the responsibility to participate fully and knowledgeably in review processes; to exercise the standards established in Faculty Rule ( and other standards specific to this department and college; and to make negative recommendations when these are warranted in order to maintain and improve the quality of the faculty. Decisions considering appointment, reappointment, and promotion and tenure will be free of discrimination in accordance with the university s policy on equal opportunity ( At the time of appointment, all faculty members will be provided with a copy of this document. Faculty members will also be provided with an updated version when a revised document has been approved. II Department Mission The mission of the Department of Veterinary Preventive Medicine is the discovery and dissemination of knowledge to prevent, control or eradicate disease, to promote sustainable agricultural productivity, and to enhance the health of animal and human populations. The mission incorporates three components: teaching, research, and service. The teaching mission of the Department is the education of graduate, professional, post-professional, and outreach-education students in effective disease control, prevention and eradication strategies to meet current and future societal needs in veterinary medicine and public health. The research mission of the Department is the discovery of knowledge leading to the development of methods to prevent disease, to maximize agricultural sustainability, productivity and efficiency, and to promote health in human and animal populations. The professional service mission of the Department is to provide professional expertise to assist in the decision-making processes of animal and human health professionals and commercial organizations, as well as local, state, national, and international organizations as they endeavor to promote the health of human and animal populations. 5

6 III Definitions A Committee of the Eligible Faculty 1 Tenure Track Faculty The eligible faculty for appointment reviews of tenure-track faculty consists of all tenure-track faculty whose tenure resides in the department. The eligible faculty for senior rank of new appointments, reappointment, promotion and tenure, and promotion reviews of tenure-track faculty consists of all tenured faculty of higher rank than the candidate whose tenure resides in the department excluding the department chair and associate chair, heads of remote administrative units, the dean and assistant and associate deans of the college, the executive vice president and provost, and the president. For tenure reviews of probationary professors, eligible faculty are tenured professors whose tenure resides in the department excluding the department chair and associate chair, heads of remote administrative units, the dean and assistant and associate deans of the college, the executive vice president and provost, and the president. 2 Clinical Track Faculty The eligible faculty for appointment reviews of clinical faculty consists of all tenure track faculty whose tenure resides in the department and all clinical faculty whose primary appointment is in the department. The eligible faculty for senior rank of new appointments, reappointment, contract renewal, and promotion of clinical faculty consists of all tenured faculty of higher rank than the candidate whose tenure resides in the department and all non-probationary clinical faculty of higher rank than the candidate whose primary appointment is in the department excluding the department chair and associate chair, heads of remote administrative units, the dean and assistant and associate deans of the college, the executive vice president and provost, and the president. 3 Research Track Faculty The eligible faculty for appointment reviews of research faculty consists of all tenure-track faculty whose tenure resides in the department, and all clinical and research faculty whose primary appointment is in the department. The eligible faculty for reappointment, contract renewal, senior rank of new appointments, and promotion reviews of research faculty consists of all tenured faculty of higher rank than the candidate whose tenure resides in the department, and all non-probationary research and clinical faculty of higher rank than the candidate whose primary appointment is in the department excluding the department chair and associate chair, heads of remote administrative units, the dean and assistant and associate deans of the college, the executive vice president and provost, and the president. 4 Conflict of Interest A conflict of interest exists when an eligible faculty member is related to a candidate or has a comparable close interpersonal relationship, has substantive financial ties with the candidate, is dependent in some way on the candidate's services, has a close professional relationship with the candidate (dissertation advisor), or has collaborated so extensively with the candidate that an objective review of the candidate's 6

7 work is not possible. Generally, faculty members who have collaborated with a candidate on at least 50% of the candidate's published work since the last promotion will be expected to withdraw from a promotion review of that candidate. 5 Minimum Composition In the event that the department does not have at least three eligible faculty members who can undertake a review, the department chair, after consulting with the dean, will appoint a faculty member from another department within the college. B Promotion and Tenure Committee The department has a Promotion and Tenure Committee that assists the Committee of the Eligible Faculty in managing the personnel and promotion and tenure issues. The committee consists of the tenure track professors whose tenure resides in the department. The committee s chair is appointed by the department chair. When considering cases involving clinical track faculty, the Promotion and Tenure Committee may be augmented by the clinical professors whose primary appointment is in the department. When considering cases involving research track faculty, the Promotion and Tenure Committee may be augmented by research professors whose primary appointment is in the department. C Quorum The quorum required to discuss and vote on all personnel decisions, with the exception below, is two thirds of the eligible faculty not on an approved leave of absence. A member of the eligible faculty on Special Assignment may be excluded from the count for the purposes of determining quorum only if the department chair has approved an off-campus assignment. To be eligible to vote, a faculty member must be present at the meeting either in person or through teleconference for the entire discussion of the candidate s qualifications. Voting is by anonymous ballot. Faculty members who recuse themselves because of a conflict of interest are not counted when determining quorum. D Recommendation from the Committee of the Eligible Faculty In all votes taken on personnel matters only yes and no votes are counted. Abstentions are not votes. Faculty members are strongly encouraged to consider whether they are participating fully in the review process when abstaining from a vote on a personnel matter. Absentee ballots and proxy votes are not permitted. 1 Appointment A positive recommendation from the eligible faculty for appointment is secured when a simple majority of the votes cast are positive. 2 Reappointment, Promotion and Tenure, Promotion, and Contract Renewal 7

8 A positive recommendation from the eligible faculty for reappointment, promotion and tenure, promotion, and contract renewal is secured when a simple majority of the votes cast are positive. IV Appointments A Criteria The department is committed to making only faculty appointments that enhance or have strong potential to enhance the quality of the department. Important considerations include the individual's record to date in teaching, scholarship and service; the potential for professional growth in each of these areas; and the potential for interacting with colleagues and students in a way that will enhance their academic work and attract other outstanding faculty and students to the department. No offer will be extended in the event that the search process does not yield one or more candidates who would enhance the quality of the department. The search is either cancelled or continued, as appropriate to the circumstances. 1 Tenure Track Faculty Instructor. Appointment at the rank of instructor is made only when the offered appointment is that of assistant professor, but the candidate does not have a DVM degree (or equivalent), or the requirements for the doctoral degree have not been completed by the candidate at the time of appointment. The department will make every effort to avoid such appointments. An appointment at the instructor level is limited to three years. When an instructor has not completed requirements for promotion to the rank of assistant professor by the beginning of the third year of appointment, the third year is a terminal year of employment. Upon promotion to assistant professor, the faculty member may request prior service credit for time spent as an instructor. This request must be approved by the department s eligible faculty, the department chair, the dean, and the Office of Academic Affairs. Faculty members should carefully consider whether prior service credit is appropriate since prior service credit cannot be revoked without a formal request for an extension of the probationary period. In addition all probationary faculty members have the option to be considered for early promotion. Assistant Professor. An earned doctorate or other terminal degree in a relevant field of study is the minimum requirement for appointment at the rank of assistant professor. Evidence of potential for scholarly productivity, high-quality teaching, and high-quality service to the department and the profession is highly desirable. Appointment at the rank of assistant professor is always probationary, with mandatory tenure review occurring in the sixth year of service. Review for tenure prior to the mandatory review year is possible when the Promotion and Tenure Committee determines such a review to be appropriate. The granting of prior service credit, which requires approval of the Office of Academic Affairs, may reduce the length of the probationary period, but is strongly discouraged as it cannot be revoked once granted. Associate Professor and Professor. Appointment at senior rank requires that the individual, at a minimum, meet the department's criteria in teaching, scholarship, and service for promotion to these ranks. Appointment at senior rank normally entails tenure. A probationary appointment at senior rank is appropriate only under unusual circumstances, such as when the candidate has limited prior teaching experience or has taught only in a foreign country. A probationary period of up to four years is possible, on approval of the Office of Academic Affairs, with review for tenure occurring in the final year of the probationary appointment. If tenure is not granted, an additional (terminal) year of employment is offered. 8

9 Foreign nationals who lack permanent residency status may be appointed to a senior rank and approved for tenure, if appropriate, but the university will not grant tenure in the absence of permanent residency. 2 Clinical Faculty Clinical faculty members are critical to pursuit of the overall mission of the Department. Excellence in clinical teaching, clinical service, and case management is expected of clinical faculty members as they will spend the majority of their time teaching students, training residents, and seeing cases. Clinical faculty members are expected to contribute new information that advances clinical practice as the terms of their appointment permit. A faculty member may choose to pursue the scholarship of teaching, collaborative clinical research, and/ or development of new clinical techniques. Clinical faculty members should be efficient in their clinical practice thus helping to maximize case load. Although peer reviewed publications are not required, clinical faculty members are expected to contribute to the literature in some manner, including authoring book chapters and participating in continuing education programs. Expectations for teaching, clinical practice, administrative service, scholarship, and outreach will vary depending upon the nature of the faculty member s appointment and responsibilities. Appointment of clinical faculty entails a three to five-year contract. The initial contract is probationary, with reappointment considered annually. Tenure is not granted to clinical faculty. There is also no presumption that subsequent contracts will be offered, regardless of performance. If the department wishes to consider contract renewal, a formal review of the faculty member is required in the penultimate year of the current contract period. For more information see Faculty Rule ( Instructor of Clinical Veterinary Preventive Medicine. The criteria for appointment to instructor of Clinical Veterinary Preventive Medicine are an earned doctor of veterinary medicine degree from an AVMA-accredited institution or equivalent educational background and qualification; and a strong potential to attain reappointment and to advance through the faculty ranks. Appointment is normally made at the rank of Instructor-Clinical only when the appointee has not obtained the required licensure/certification at the time of appointment, or when other circumstances or criteria warrant such appointment. The department will make every effort to avoid such appointments. An appointment at the instructor level is limited to a four-year contract. In such cases, if the instructor has not completed requirements for promotion to the rank of assistant professor by the beginning of the penultimate year of the contract period, a new contract will not be considered even if performance is otherwise adequate and the position itself will continue. Assistant Professor of Clinical Veterinary Preventive Medicine. The criteria for appointment to Assistant Professor of Clinical Veterinary Preventive Medicine are an earned doctor of veterinary medicine degree from an AVMA-accredited institution or equivalent educational background and qualification; specialty training in the relevant clinical area with advancement toward appropriate certification, or possession of equivalent experience; and a strong potential to attain reappointment and to advance through the faculty ranks. Evidence of ability to teach and provide excellent clinical service appropriate for the appointment is highly desirable. Associate Professor of Clinical Veterinary Preventive Medicine and Professor of Clinical Veterinary Preventive Medicine. The criteria for appointment to Associate Professor of Clinical Veterinary Preventive Medicine and Professor of Clinical Veterinary Preventive Medicine are that the candidate meets the criteria for appointment to Assistant Professor of Clinical Veterinary Preventive Medicine, has obtained board certification in his/her AVMA-approved specialty, and meets or exceeds the department's criteria in teaching, clinical service, administrative service, scholarship, and outreach for promotion to these ranks. 9

10 3 Research Faculty Appointment of research faculty entails a one to five-year contract. The initial contract is probationary, with reappointment considered annually. Tenure is not granted to research faculty. There is also no presumption that subsequent contracts will be offered, regardless of performance. If the department wishes to consider contract renewal, a formal review of the faculty member is required in the penultimate year of the current contract period. For more information see Faculty Rule ( Research Assistant Professor of Veterinary Preventive Medicine. Appointment at the rank of research assistant professor of Veterinary Preventive Medicine requires that the individual have a doctorate in a relevant field of study and a record of high-quality publications that strongly indicate the ability to sustain an independent, externally funded research program. Research Associate Professor of Veterinary Preventive Medicine and Research Professor of Veterinary Preventive Medicine. Appointment at the rank of Research Associate Professor of Veterinary Preventive Medicine or Research Professor of Veterinary Preventive Medicine requires that the individual have a doctorate in a relevant field of study and meet, at a minimum, the department's criteria for promotion to these ranks. 4 Associated Faculty Nominations for an associated appointment, complete with documentation outlining the nominees contribution to the Department s mission must be made to the Associated Faculty Committee by a tenuretrack, clinical or research faculty member. Upon favorable review, the nomination is submitted to the Department s faculty for a vote. If a majority of faculty favors the appointment, the nomination is forwarded to the Chair for final approval. Candidates must have credentials comparable to tenure-track, clinical or research faculty of equivalent rank. All associated faculty on an appointment of one year or less will be contacted annually by the Chair to confirm the appropriateness of their continued appointment. Associated faculty appointments can be made for terms of no more than three years. Adjunct Assistant Professor, Adjunct Associate Professor, Adjunct Professor. Adjunct appointments are rarely compensated. Adjunct faculty appointments are given to individuals who give academic service to the department, such as teaching a course or serving on graduate student committees, for which a faculty title is appropriate. Typically the adjunct faculty rank is determined by applying the criteria for appointment of tenure-track faculty. Adjunct faculty members are eligible for promotion (but not tenure) and the relevant criteria are those for promotion of tenure-track faculty. Clinical Instructor, Clinical Assistant Professor, Clinical Associate Professor, Clinical Professor. These associated clinical appointments are rarely compensated. Uncompensated appointments are given to individuals who volunteer uncompensated academic service to the department, for which a faculty title is appropriate. Associated clinical rank is determined by applying the criteria for appointment of clinical faculty. Associated clinical faculty members are eligible for promotion (but not tenure) and the relevant criteria are those for promotion of clinical faculty. Lecturer. Appointment as a lecturer requires that the individual have, at a minimum, a veterinary degree from an AVMA-approved college of veterinary medicine or equivalent training. Evidence of ability to provide high-quality instruction is desirable. Lecturers are not eligible for tenure. The initial appointment for a lecturer should generally not exceed one year and in no circumstances can be for more than three years. 10

11 Senior Lecturer. Appointment as a senior lecturer requires that the individual have, at a minimum, a veterinary degree from an AVMA-approved college of veterinary medicine or equivalent training and at least 5 years of teaching experience. Evidence of ability to provide high-quality instruction is desirable. Senior Lecturers are not eligible for tenure or promotion. The initial appointment for a senior lecturer should generally not exceed one year. Assistant Professor, Associate Professor, Professor with FTE below 50%. Appointment at tenuretrack titles is for individuals at 49% FTE or below, either compensated or uncompensated. The rank of associated faculty with tenure-track titles is determined by applying the criteria for appointment of tenuretrack faculty. Associated faculty members with tenure-track titles are eligible for promotion (but not tenure) and the relevant criteria are those for promotion of tenure-track faculty. Visiting Instructor, Visiting Assistant Professor, Visiting Associate Professor, Visiting Professor. Visiting faculty appointments may either be compensated or not compensated. Visiting faculty members on leave from an academic appointment at another institution are appointed at the rank held in that position. The rank at which other (non-faculty) individuals are appointed is determined by applying the criteria for appointment of tenure-track faculty. Visiting faculty members are not eligible for tenure or promotion. They may not be reappointed for more than three consecutive years at 100% FTE. 5 Courtesy Appointments for Faculty Occasionally the active academic involvement in this department by a tenure track, clinical or research faculty member from another department at Ohio State warrants the offer of a 0% FTE (courtesy) appointment in this department. Appropriate active involvement includes research collaboration, graduate student advising, teaching some or all of a course from time to time, or a combination of these. A courtesy appointment is made at the individual's current Ohio State rank, with promotion in rank recognized. 6 Emeritus Faculty Appointments Emeritus faculty members are regular faculty who, upon retirement, can be recommended for emeritus status by the chair, the dean, and the executive vice president and provost. Emeritus faculty members will be appointed in accordance with University policies and rules. Emeritus faculty may not vote at any level of governance and may not participate in promotion and tenure matters, but may have such other privileges as the department, college, or the university s Office of Human Resources may provide. B Procedures See the Faculty Policy on Faculty Recruitment and Selection and the Policy on Faculty Appointments in the Office of Academic Affairs Policies and Procedures Handbook ( for information on the following topics: recruitment of tenure-track, clinical, and research faculty appointments at senior rank or with prior service credit hiring faculty from other institutions after April 30 appointment of foreign nationals letters of offer 1 Tenure Track Faculty 11

12 A national search is required to ensure a diverse pool of highly qualified candidates for all tenure-track positions. Exceptions to this policy must be approved by the college and the Office of Academic Affairs in advance. Search procedures must be consistent with the university policies set forth in the most recent update of A Guide to Effective Searches ( Searches for tenure-track faculty proceed as follows: The dean of the college provides approval for the department to commence a search process. This approval may or may not be accompanied by constraints with regard to salary, rank, and field of expertise. The department chair appoints a search committee consisting of three or more faculty who reflect the field of expertise that is the focus of the search (if relevant) as well as other fields within the department. The search committee: Appoints a Diversity Advocate who is responsible for providing leadership in assuring that vigorous efforts are made to achieve a diverse pool of qualified applicants. Develops a position description based on the guidelines provided by the chair with input from the faculty. The position description should identify responsibilities of the position, explain the desired type of training and experience of applicants (including required and desired qualifications), explain the importance of accomplishments to date in teaching, research, outreach, clinical service, and administrative service; and enumerate indicators of potential to successfully work with faculty to advance the department s mission and goals. Develops a search announcement for internal posting in the university Personnel Postings (formerly known as the "green sheet") through the Office of Human Resources Employment Services ( and external advertising, subject to the department chair's approval. The announcement will be no more specific than is necessary to accomplish the goals of the search, since an offer cannot be made that is contrary to the content of the announcement with respect to rank, field, credentials, salary. In addition, timing for the receipt of applications will be stated as a preferred date, not a precise closing date, in order to allow consideration of any applications that arrive before the conclusion of the search. Develops and implements a plan for external advertising and direct solicitation of nominations and applications. If there is any likelihood that the applicant pool will include qualified foreign nationals, the search committee must assure that at least one print (as opposed to on-line) advertisement appears in a location likely to be read by qualified potential applicants. The university does not grant tenure in the absence of permanent residency ("green card"), and strict U. S. Department of Labor guidelines do not permit sponsorship of foreign nationals for permanent residency unless the search process resulting in their appointment to a tenure-track position included an advertisement in a field-specific nationally circulated professional journal. Screens applications and letters of recommendation and presents to the full faculty a summary of those applicants (usually three to five) judged worthy of interview. If the faculty agrees with this judgment, on-campus interviews are arranged by the department chair s office with input from the search committee. If the faculty does not agree, the department chair in consultation with the faculty determines the appropriate next steps (solicit new applications, review other applications already received, cancel the search for the time being). 12

13 Plays an integral role during onsite visit and interview of faculty candidates and members are expected to participate in various interview activities, including search committee meetings with the candidate, seminar, faculty forum, reception accompanying candidates to meals, and/or other opportunities to meet and visit. On-campus interviews with candidates must include opportunities for interaction with faculty groups, including the search committee; graduate students; the department chair; and the dean or designee. In addition, all candidates make a presentation to the faculty and graduate students on their scholarship, and teach a class. The latter could be an actual class or a mock instructional situation. All candidates interviewing for a particular position must follow the same interview format. Following completion of on-campus interviews, the search committee meets to discuss perceptions and preferences, and to summarize the strengths and weaknesses of each candidate. The search committee votes and reports a recommendation on each candidate to the department chair. If the offer of employment involves senior rank (Associate Professor or Professor) then the eligible faculty members may vote also on the appropriateness of the rank proposed by the department chair. The eligible faculty reports a recommendation on the appropriateness of the proposed rank to the department chair. Potential appointment of a foreign national who lacks permanent residency must be discussed with the Office of International Affairs. The university does not grant tenure in the absence of permanent residency status. The department will therefore be cautious in making such appointments and vigilant in assuring that the appointee seeks residency status promptly and diligently. 2 Clinical Faculty Searches for clinical faculty generally proceed identically as for tenure track faculty, with the exception that the candidate's presentation during the on-campus interview is on clinical/professional practice rather than scholarship, and exceptions to a national search only requires approval by the college dean. 3 Research Faculty Searches for research faculty generally proceed identically as for tenure track faculty, with the exception that the candidate's presentation during the on-campus interview is on their scholarly activities, and exceptions to a national search only requires approval by the college dean. 4 Transfer from the Tenure-track Tenure track faculty may transfer to a clinical or research appointment if appropriate circumstances exist. Tenure is lost upon transfer, and transfers must be approved by the department chair, the college dean, and the executive vice president and provost. Department approval of the transfer should be based on the program needs and the mission of the department. The request for transfer must be initiated by the faculty member in writing and must state clearly how the individual s career goals and activities have changed. Transfers from a clinical appointment and from a research appointment to the tenure-track are not permitted. Clinical faculty members and research faculty members may apply for tenure-track positions and compete in regular national searches for such positions. 13

14 5 Associated Faculty The appointment, review, and reappointment of all compensated associated faculty is decided by the department chair in consultation with the department faculty familiar with appointment. Appointment and reappointment of uncompensated adjunct or visiting faculty may be proposed by any faculty member in the department and is decided by the department chair in consultation with the department faculty familiar with the appointment. Associated appointments are generally made for a period of one year, unless a shorter or longer period is appropriate to the circumstances, and in no case can be made for more than three years. All associated appointments expire at the end of the appointment term and must be formally renewed to be continued. Visiting appointments may be made for one term of up to three years or on an annual basis for up to three consecutive years. Lecturer and senior lecturer appointments are usually made on a semester by semester or annual basis. After the initial appointment, and if the department s curricular needs warrant it, a multiple year appointment may be offered. Associated faculty for whom promotion is a possibility follow the promotion guidelines and procedures for tenure-track faculty (see Appointment Criteria above), with the exception that the review does not proceed to the college level if the department chair's recommendation is negative, and does not proceed to the university level if the dean's recommendation is negative. 6 Courtesy Appointments for Faculty Any department faculty member may propose a 0% FTE (courtesy) appointment for a tenure-track, clinical or research faculty member from another department at The Ohio State University. A proposal that describes the uncompensated academic service to our department and justifies the appointment is forwarded to the department chair. The department chair forwards the request to the department Promotion and Tenure committee, and if the proposal is approved by the committee (representing the eligible faculty) the department chair, after consultation with the dean, extends an offer of appointment. The department chair reviews all courtesy appointments every three years to determine their continued appropriateness, and takes recommendations for nonrenewal before the faculty for a vote at a regular faculty meeting. Courtesy appointments remain in effect as long as the appointee continues to make contributions to the program. V Annual Review Procedures The department follows the requirements for annual reviews as set forth in the Faculty Annual Review Policy ( The university and department mandate that all faculty members must have an annual written performance review. The annual reviews of every faculty member are based on expected performance in teaching, scholarship, and service as set forth in the department's policy on faculty duties and responsibilities; on any additional assignments and goals specific to the individual; and on progress toward promotion where relevant. Categories of assessment include but are not limited to didactic and laboratory teaching, clinical practice and teaching, research and scholarship, personal and professional 14

15 development, outreach and external activities, service and administrative service, professional behavior, and engagement and building of departmental community. The faculty member s distribution of effort (teaching, research, outreach, clinical service, and administrative service) is described in the letter of offer/appointment and is reiterated or amended in subsequent annual review letters or other documents as necessary and appropriate. The annual review is the primary time to adjust responsibilities and expectations based upon performance and departmental needs. The annual review serves as the basis for annual merit salary recommendations. The annual review assesses and evaluates both accomplishments and future goals in the context of mission, performance standards and expectations of the department, college and university. The annual review assists the faculty member in developing and implementing professional plans, provides a forum for discussion of accomplishments, and identifies performance problems should they exist. An accepted premise of faculty performance evaluation is that it is subjective. The annual performance evaluation of each faculty member is the purview of the department chair. In making his/her assessment, the chair considers the documents submitted by the faculty member (Faculty Annual Report for activities and contributions between Jan 1st and Dec 31st of the previous calendar year, dossier, student evaluations of teaching, teaching portfolio, and the faculty member s reflections on peer teaching evaluations in their teaching portfolio). Additional materials including but not limited to the report of the annual review by the department Promotion and Tenure committee (for probationary faculty only) and the chair s firsthand experience working with the faculty member, will be considered in the overall assessment. The resulting comprehensive evaluation is based on the chair s subjective assessment of all this information/data in the context of the expectations for performance as outlined in the faculty member s previous letter of appointment and/or annual review letters and in alignment with the distribution of time and effort to various duties/responsibilities, goals, and needs of the department. The documentation required of every faculty member for the annual performance review must be submitted to the chair no later than January 15 th each year. The department Promotion and Tenure committee will review documentation submitted by probationary faculty members. The committee will write a letter to the department chair summarizing the views of the members of the committee on the probationary faculty member s appropriate progress towards promotion, and will provide suggestions to the chair that they may use to mentor the probationary faculty member. Annual reviews will be conducted starting early in the spring semester and should be completed by the end of spring semester. The department chair is required (per Faculty Rule [ to include a reminder in the annual review letter that all faculty have the right (per Faculty Rule [ to view their primary personnel file and to provide written comment on any material therein for inclusion in the file. A Probationary Tenure Track Faculty Every probationary tenure-track faculty member is reviewed annually by the chair who meets with the faculty member to discuss his or her performance, future plans, and goals; and prepares a written evaluation that includes a recommendation on whether to renew the probationary appointment. The department will not renew a probationary appointment following any annual review in which it is apparent that the candidate's likelihood of meeting expectations for future promotion and tenure is poor. The Departmental Promotion and Tenure Committee reviews the probationary faculty member s annual report (mandatory college document), dossier, teaching portfolio, annual review letters, and SEIs for the year, and advises the chair on the faculty member s strengths and weaknesses. The committee s assessment is reported to the department chair in a letter summarizing its evaluation of each probationary 15

16 faculty member. In making the final decision for annual reappointment of probationary faculty, the chair will consider the assessment of the committee along with additional input from the faculty. External evaluations of the faculty member's work, required for tenure and promotion reviews, may be obtained for an annual review if judged appropriate by the DPTC or chair. If the department chair recommends renewal of the appointment, this recommendation is final. The department chair's annual review letter to the faculty member renews the probationary appointment for another year and includes content on future plans and goals. The faculty member may provide written comments on the review. The department chair's letter (along with the faculty member's comments, if received) is forwarded to the dean of the college. In addition, the annual review letter becomes part of the cumulative dossier for promotion and tenure (along with the faculty member's comments, if he or she chooses). If the department chair recommends nonrenewal, the Fourth-Year Review process (per Faculty Rule [ is invoked. Following completion of the comments process, the complete dossier is forwarded to the college for review and the dean makes the final decision on renewal or nonrenewal of the probationary appointment. 1 Fourth-Year Review During the fourth year of the probationary period the annual review follows the same procedures as the mandatory tenure review, with the exception that external evaluations are optional and the dean (not the department chair) makes the final decision regarding renewal or nonrenewal of the probationary appointment. External evaluations are only solicited when either the department chair or the eligible faculty determine that they are necessary to conduct the Fourth-Year Review. This may occur when the candidate s scholarship is in an emergent field, is interdisciplinary, or the eligible faculty do not feel otherwise capable of evaluating the scholarship without outside input. The departmental Promotion and Tenure committee conducts a review of the candidate for presentation to the eligible faculty. On completion of the review, the DPTC and eligible faculty votes by secret ballot on whether to recommend renewal of the probationary appointment. The departmental Promotion and Tenure committee forwards a record of the vote and a written performance review to the department chair. The department chair conducts an independent assessment of performance and prepares a written evaluation that includes a recommendation on whether to renew the probationary appointment. At the conclusion of the department review, the formal comments process (per Faculty Rule [ is followed and the case is forwarded to the college for review, regardless of whether the department chair recommends renewal or nonrenewal. 2 Exclusion of Time from Probationary Period Faculty Rule (D) ( sets forth the conditions under which a probationary tenure-track faculty member may exclude time from the probationary period. Additional procedures and guidelines can be found in the Office of Academic Affairs Policies and Procedures Handbook ( B Tenured Faculty 16

17 Associate Professors and Professors are reviewed annually by the department chair following a similar process as for Assistant Professors. The chair meets with the faculty member to discuss his/her performance and future plans and goals, and prepares a written evaluation on these topics. Faculty on approved professional leave of absence ( sabbatical ) or special assignment (SA) will be requested by mail/ to complete an annual review report. If at all possible, annual reviews will be conducted with faculty on leave by telephone or in person in order to provide equal opportunity for evaluation for merit salary increases. C Clinical Faculty The annual review process for clinical probationary and non-probationary clinical faculty is identical to that for tenure-track probationary and tenured faculty, respectively. In the penultimate contract year of a clinical faculty member's appointment, the department chair must determine whether the position held by the faculty member will continue. If the position will not continue, the faculty member is informed that the final contract year will be a terminal year of employment. The standards of notice set forth in Faculty Rule ( must be observed. If the position will continue, a formal performance review for reappointment is necessary in the penultimate contract year to determine whether the faculty member will be offered a new contract. If the faculty member is being reviewed for reappointment without promotion, then his/her review follows the fourth year review procedures for regular tenure track faculty with 2 exceptions: 1) external letters of evaluation will be solicited at the discretion of the department chair and 2) the college dean s decision is final. If the clinical track faculty member is being reviewed for reappointment and promotion, then the review must follow the procedures for promotion and tenure of a probationary tenure track faculty. There is no presumption of renewal of contract. D Research Faculty The annual review process for research probationary and non-probationary research track faculty is identical to that for tenure-track probationary and tenured faculty, respectively. In the penultimate contract year of a research faculty member's appointment, the department chair must determine whether the position held by the faculty member will continue. If it will not continue, the faculty member is informed that the final contract year will be a terminal year of employment. The standards of notice set forth in Faculty Rule ( must be observed. If the position will continue, a formal performance review for reappointment is necessary in the penultimate contract year to determine whether the faculty member will be offered a new contract. This review proceeds identically to the Fourth-Year Review procedures for tenure-track faculty. External letters of evaluation are solicited. There is no presumption of renewal of contract. E Associated Faculty Compensated associated faculty members in their initial appointment must be reviewed before reappointment. The department chair, or designee, prepares a written evaluation and meets with the faculty member to discuss his or her performance, future plans, and goals. The department chair s 17

18 recommendation on renewal of the appointment is final. If the recommendation is to renew, the department chair may extend a multiple year appointment. Compensated associated faculty members on a multiple year appointment are reviewed annually by the department chair, or designee. The department chair, or designee, prepares a written evaluation and meets with the faculty member to discuss his or her performance, future plans, and goals. No later than October 15 of the final year of the appointment, the chair will decide whether or not to reappoint. The department chair s recommendation on reappointment is final. Non-compensated associated faculty members will be contacted annually by the department chair to determine the appropriateness of continued appointment. The associated faculty member will submit a letter describing their engagement in and contributions to the department (for example, students trained, lectures given, teaching or research collaborations) during the last year as well as their plans for involvement in our program the next year. This will signal the associated faculty member s desire to continue the appointment. The chair will review the letter and consult with the faculty, and the chair will reappoint if appropriate. VI Merit Salary Increases and Other Rewards A Criteria Except when the university dictates any type of across the board salary increase, all funds for annual salary increases are directed toward rewarding meritorious performance and assuring, to the extent possible given financial constraints, that salaries reflect the market and are internally equitable. On occasion, one-time cash payments or other rewards, such as extra travel funds, are made to recognize non-continuing contributions that justify reward but do not justify permanent salary increases. Such payments/rewards are considered at the time of annual salary recommendations. Meritorious performance in teaching, scholarship, and service are assessed in accordance with the same criteria that form the basis for promotion decisions. The time frame for assessing performance will be the past 36 months, with attention to patterns of increasing or declining productivity. Faculty with highquality performance in all three areas of endeavor and a pattern of consistent professional growth will necessarily be favored. Faculty members whose performance is unsatisfactory in one or more areas are likely to receive minimal or no salary increases. Faculty who fail to submit the required documentation for an annual review at the required time will receive no salary increase in the year for which documentation was not provided, except in extenuating circumstances, and may not expect to recoup the foregone raise at a later time. The chair assesses the faculty member's performance in the context of responsibilities, expectations and specific goals agreed upon at the beginning of the review period. Merit salary increases for tenure track faculty will be based on the quality of teaching, scholarly activity, and service as documented in the faculty annual report document, appropriate for the individual s appointment. Merit salary increases for clinical faculty will be based on the quality of clinical service with additional consideration of teaching and scholarly activity when appropriate, as documented in the faculty annual report document. Merit salary increases for research faculty will be based on the quality of the research program with additional consideration of teaching activity when appropriate, as documented in the faculty annual report document. 18