103.01 Foreword

These procedures are designed to select those persons in the University best qualified for promotion and tenure.

The number of faculty members who advance in rank and/or achieve tenure is dependent on various factors, several of which are beyond the control of the University of West Georgia. The external factors include the following:

The Board of Regents, which must maintain a sound and equitable structure within the University System; financial appropriations; appointments of new faculty members and resignations or retirement of faculty members within departments; availability of applicants with advanced degrees and/or superior experience or recommendations.

Beyond these factors, advance in rank shall be controlled within the University by an annual promotion recommendation system, which shall promote upon approval by the Board of Regents, the most competent faculty members to advanced professional positions.

The annual promotion recommendation system shall also apply to tenure recommendations. In recognition of professional achievement and service, tenure shall be extended to provide an element of economic security and to ensure academic freedom in teaching and research.

The annual promotion recommendation system shall be administered according to the procedures herein established.

All actions taken according to the procedures, whether by the committees, Dean or Director, the Vice President for Academic Affairs, or the President, are in the form of recommendations to the next higher authority and are, therefore, subject to review by that higher authority.

If there exists a significant conflict of interest, no person with such a conflict may participate in promotion and/or tenure recommendations; advisement of candidates; and/or preparation of materials. All personal and professional conflicts of interest must be revealed and reviewed. Such conflicts of interest include, but are not limited to, personal and professional interactions and relationships that would preclude dispassionate and disinterested recommendations and correct, complete, and unbiased participation in these matters. Spouses, immediate family members, and colleagues with an intimate personal relationship with a candidate are explicitly prohibited from participation. (This paragraph also applies to any and all recommendations made during the probationary period. See Section 102.0201 .)

103.02 Procedures

The Vice President for Academic Affairs shall establish the date by which recommendations shall be submitted at each level. Any faculty member whose name is suggested or who believes himself or herself to be fully qualified for promotion and/or tenure in accordance with the criteria established herein and who desires to be considered shall submit a dossier to his or her department chair or library supervisor. The dossier shall include clear identification of at least two specific criteria considered noteworthy (see Section 103.03) . Department chairs or supervisors shall see that dossiers are organized uniformly according to the appropriate criteria specified. Each dossier shall include the following: a curriculum vitae (see Section 103.05 for format) ; the three evaluations of teaching effectiveness and performance of allied duties specified in Section 103.06 , any letters of recommendation which the department chair has received; reprints of scholarly publications or other evidence of scholarly or creative work.

103.0201 Formation and Operation of Faculty Promotion and Tenure Advisory Committees

1. Departmental Committees

A departmental committee, composed of faculty members selected by the faculty of the department, by whatever means the faculty of the department shall determine, shall formally review dossiers submitted to the department chair and shall make a positive or negative evaluation in writing on promotion and/or tenure. (Departments may elect to function as a committee of the whole; however, in no case shall the person being considered for promotion and/or tenure serve on the committee.) The department chair shall include this written evaluation along with his or her personal evaluation in the dossier of the candidate. Formal written evaluations shall include a discussion of the candidate's strengths if the candidate receives a recommendation and shall point out areas needing improvement if the candidate is not recommended.

Ten (10) working days prior to the deadline for receipt of the candidate's dossier in the Dean's or Director's office, the department chair shall give the candidate a copy of any evaluation that does not recommend promotion and/or tenure in order to provide the candidate five (5) working days to prepare an appeal for reconsideration at this level (see Section 103.0204) .

When a department chair is under consideration for promotion and/or tenure, the departmental committee shall review the candidate's dossier and make in writing a positive or negative evaluation on promotion and/or tenure to the appropriate Dean or Director. The Dean or Director shall include this written evaluation in the dossier of the candidate prior to a review by the appropriate promotion and tenure advisory committee. If the candidate receives a recommendtion, the evaluation shall include a discussion of the candidate's areas of strength; if the candidate is not recommended, the evaluation shall point out areas needing improvement.

If the candidate is not recommended for promotion and/or tenure, the Dean or Director shall give the candidate a copy of the evaluation ten (10) working days prior to the deadline for receipt of the candidate's dossier in the Dean's or Director's office in order to provide the candidate five (5) working days to prepare an appeal for reconsideration at that level (see Section 103.0204) .

Evaluations for promotion and/or tenure of faculty members holding administrative positions above the level of department chair (e.g., deans, directors, vice presidents) shall be forwarded through channels in accordance with promotion and/or tenure procedures outlined in this Handbook so long as these individuals do not participate in any way in the evaluation of their own candidacy.
 

2. College or Library Promotion and Tenure Advisory Committee

1. A Faculty Promotion and Tenure Advisory Committee shall be established in each of the following: the College of Arts and Sciences, the College of Business, the College of Education, and the Library. Each committee will consist of such tenured faculty members as shall be selected by the faculty members involved by whatever means they shall determine, so long as department chairs or Library area supervisors are excluded from selection as committee members. No faculty member shall serve on the committee during a year in which he or she is being considered by the committee. No department shall have more than two members on the committee.
In each college, the dean shall be responsible for calling the initial meeting of this committee; in the Library, the Director shall be responsible for calling the initial meeting of this committee. At the initial meeting, the members of each committee shall elect one of the members as chair, who will be a voting member of the committee. It is permissible but not mandatory for Deans or the Library Director to serve on their respective promotion and tenure advisory committees in an advisory capacity as non-voting members.
2. Each committee shall meet at the call of its committee chair. At the initial meeting, the committee chair shall review the qualifications for each rank so that members will be aware of the specific criteria necessary for promotion or tenure.
3. Dossiers submitted shall be reviewed by committee members prior to committee meetings.
4. The relative merits of each candidate for promotion or tenure shall be discussed to the extent desired by a simple majority of committee members. Department members serving on the promotion and tenure advisory committee are to serve as resource persons to the committee rather than advocates for or adversaries against members of their department under consideration for promotion and/or tenure. Any department chair or Library supervisor may be called to discuss with the committee the qualifications of each person nominated from his or her department.
5. Voting on promotion and tenure shall be by separate secret ballots and according to the following procedures: all candidates for promotion to each academic rank shall be voted on at the same time, and all candidates for tenure shall be voted on at the same time. Each candidate shall receive a vote of approval or disapproval. The committee chair shall total the votes awarded each candidate. To be recommended for promotion or tenure, candidates must receive approval votes from sixty percent (60%) of the voting members of the committee. In addition, committee members voting approval will rank candidates so approved on a scale of 7-10. Committee members voting disapproval will rank candidates on a scale of 3-6. These rankings will be reported along with the percentage of approval votes. It will be the responsibility of the Dean or Director to preserve the original ballots and ranking and to keep these on file for a period of ten (10) years.
6. In the case of faculty members in the Colleges of Arts and Sciences, Business or Education, the committee chair shall submit a list of the names of those recommended for promotion and/or tenure to the appropriate Dean of the College. In the case of faculty members who hold rank in the Library, the committee chair shall submit a list of the names of those recommended for promotion and/or tenure to the director of the Library.
The names of those recommended for promotion shall be arranged by academic rank; an additional list shall consist of the names of those recommended for tenure. The committee chair shall note the number of approval/disapproval votes and the accompanying rankings and point totals which each candidate received in the voting. The names of those not recommended for promotion and/or tenure will be listed separately with the number of approval/disapproval votes and accompanying rankings and point totals. The dossiers of those considered by the committee will be submitted with the report.
7. The committee chair shall prepare a written evaluation for each candidate not recommended, informing the appropriate dean or director of the areas in which the committee believes improvements should be made. This evaluation should be written as clearly and collegially as possible. A copy of this written evaluation shall be forwarded in the dossier of the candidate to the appropriate dean or director.  If a candidate is not recommended for promotion and/or tenure, the chair of the College or Library Promotion and Tenure Advisory Committee shall give the candidate a copy of the committee's evaluation ten (10) working days prior to the deadline for formal consideration by the dean or director in order to provide the candidate five (5) working days to prepare an appeal for reconsideration at that level (see Section 103.0204).
8. The committee chair shall prepare a written evaluation for each candidate recommended for promotion and/or tenure, informing the dean or director of the recommendation(s) made by the College or Library Promotion and Tenure Advisory Committee. A copy of this written evaluation shall be forwarded in the dossier of the candidate to the appropriate dean or director.

1. The dean of each college and the director of the Library, shall evaluate the qualifications of the people under consideration for promotion and/or tenure, taking into account all the material in their dossiers and in the report of the rankings, point totals and recommendations provided by the college or library Promotion and Tenure Advisory Committee. Whether the candidate is recommended or not, the dean or director will give the candidate a copy of this evaluation ten (10) working days prior to the deadline for formal consideration by the Vice President for Academic Affairs in order to provide the candidate five (5) working days for preparation of an appeal for reconsideration at this level (see Section 103.0204) . The names of those recommended for promotion shall be arranged by academic rank; an additional list shall consist of the names of those recommended for tenure. The names of those not recommended for promotion and/or tenure will be listed separately. The report of the college or the Library Promotion and Tenure Advisory Committee and the report of the dean's or director's recommendations will be forwarded to the Vice President for Academic Affairs. The dossiers of those considered by the dean or director will be kept on file and available until the process is concluded.
2. The dean or the director shall prepare a written evaluation concerning each candidate whom he or she does not recommend, informing the Vice President for Academic Affairs of the areas in which this administrator believes improvements should be made. A copy of this written evaluation shall be included in the dossier of the candidate.
3. The dean or director shall prepare a written evaluation concerning each candidate whom he or she recommends for promotion and/or tenure, informing the Vice President for Academic Affairs of his or her recommendation(s).
4. In the event the Dean or Director recommends a candidate who, up to this point, has not been recommended for promotion and/or tenure, or chooses not to recommend a candidate who up to this point has been recommended for promotion and/or tenure, the Dean or Director's written report shall articulate the reasons for differing with prior evaluations.

1. The Vice President for Academic Affairs shall evaluate the qualifications of the people under consideration for promotion and/or tenure taking into account all the material in their dossiers, the reports made by the appropriate Deans and Library Director, and by the report of rankings, point totals and recommendations made by the appropriate College of Library Faculty Promotion and Tenure Advisory Committees. For assistance in reaching decisions, he or she may consult with appropriate disinterested persons of his or her choice and shall then recommend to the President those faculty members considered to be fully qualified and deserving of promotion and/or tenure.
2. The Vice President for Academic Affairs shall provide a written evaluation concerning each candidate whom he or she does not recommend for promotion and/or tenure, informing the President of the areas in which this administrator believes improvements should be made. A copy of this written evaluation shall be included in the dossier of the candidate.  If a candidate is not recommended for promotion and/or tenure, the Vice President for Academic Affairs shall give the candidate a copy of this evaluation ten (10) working days prior to the deadline for formal consideration by the President in order to provide the candidate five (5) working days to prepare an appeal for reconsideration at this level (see Section 103.0204) .
3. The Vice President for Academic Affairs shall prepare a written evaluation concerning each candidate whom he or she recommends for promotion and/or tenure, informing the President of his or her recommendation(s). A copy of this written evaluation shall be included in the dossier of the candidate.
4. In the event the Vice President for Academic Affairs recommends a candidate who, up to this point, has not been recommended for promotion and/or tenure or chooses not to recommend a candidate who, up to this point, has been recommended for promotion and/or tenure, the written report of the Vice President for Academic Affairs shall articulate the reasons for differing with prior evaluations.
5. The Vice President for Academic Affairs shall then notify the dean of each college or the Library Director of his or her decisions in each case. The dean of each College and/or the Library Director shall notify the department chair or area supervisor of the status of each candidate. A copy of the Vice President's final evaluation shall also be placed in the personnel folder of each candidate.

Any candidate appealing for reconsideration at any level shall within (5) days of the receipt of the report state in writing the grounds for his or her request and shall include in this appeal such additional material as is pertinent.

Within five (5) working days of receipt of an appeal, the party to whom the appeal has been made shall carefully re-evaluate the candidate's dossier in light of the written appeal. This re-evaluation shall be made in accordance with the procedure established for initial consideration at this level and shall replace this party's previous evaluation in the candidate's dossier. The dossier will then proceed to the next level.

The President shall evaluate the qualifications of the people under consideration for promotion and/or tenure as revealed by the material in their dossiers and by the reports from the College or Library Promotion and Tenure Advisory Committees, the deans and Library Director, and the Vice President for Academic Affairs. The President shall recommend to the Board of Regents those faculty members the President judges fully qualified and deserving of promotion and/or tenure.

Any member of the administrative staff who holds professorial rank in a teaching area and who wishes to be considered for promotion shall submit a dossier to the chair of the department in which he or she holds rank. His or her application/nomination shall be considered under the procedures herein prescribed.

103.0301 Time Limits--Promotion

1. A Lecturer may serve in rank six years.  Reappointment after six consecutive years of service will be permitted only if the lecturer has demonstrated exceptional teaching ability and extraordinary value to the institution.  He or she may be considered for promotion to Senior Lecturer if her or she as met criteria for Senior Lecturer.
   
2. An Instructor may serve in rank a maximum of seven years. He or she should be considered for promotion as soon as he or she has met criteria for Assistant Professor.
3. An Assistant Professor shall normally not be considered for promotion to Associate until his or her fourth year in rank at the University of West Georgia. A faculty member's receipt of tenure in rank shall not preclude his or her future consideration for promotion.
4. An Associate Professor shall normally not be considered for promotion to professor until his or her fifth year in rank.

Foreword. Four criteria are prescribed by Board of Regents Policies, 803.08 : superior teaching, outstanding service to the institution, academic achievement, and professional growth and development. According to Regents' Policies, noteworthy achievement should be expected in at least two areas. For employment or promotion to Associate Professor or Professor, one must have demonstrated some achievement in all four areas. For those holding academic rank in the Library, outstanding fulfillment of duties rather than superior teaching shall be the criterion applied.

Personnel holding faculty rank should be aware that "some achievement" is a relative term and is judged in relation to the achievement of those placing themselves in consideration for promotion. Considerable, even noteworthy, achievement in teaching, service to the institution, and professional growth and development may thus be necessary to be successful in being approved for promotion.

As the institution becomes more diverse in the types of programs offered and clienteles served, it might reasonably have different levels of expectation for faculty in different programs. For faculty members teaching at the graduate level, contributions should include ones that reflect a competitive selection process. All faculty members at the University of West Georgia, however, are expected to participate actively in the intellectual life of their discipline and their profession. This may take the form of professional development activities which involve the practical application of existing knowledge or the creation of new knowledge. All faculty members are expected to have a professional development agenda, to make progress annually in addressing it, and to maintain proper professional ethics. (see Section 109)

Below are outlined specific MINIMUM requirements by rank for meeting each criterion:

A.  To Be Promoted to Senior Lecturer


1. Teaching. Demonstration of potential for effectiveness in teaching with evidence from student evaluations (See Section 103.06 ) and from at least two additional sources listed in section  103.0302,E,1 .
2. Service to the Institution. Demonstration of potential for effectiveness as shown by successful, collegial service on departmental, college-wide, institutional or system-wide committees and with evidence from at least two additional sources listed in section  103.0302,E,2 .
3. Academic Achievement. Graduate degree in discipline.
   
4. Professional Growth and Development. Demonstration of potential for effectiveness in the candidate's discipline with evidence from at least two of the sources listed in section  103.0302,E,3 .

B.  To Be Promoted to Assistant Professor

1. Teaching. Demonstration of potential for effectiveness in teaching with evidence from student evaluations (see Section 103.06) and from at least two additional sources listed in section 103.0302,E,1 .
2. Service to the Institution. Demonstration of potential for effectiveness as shown by successful, collegial service on departmental, college-wide, institutional or system-wide committees and with evidence from at least two additional sources listed in section 103.0302.E,2 .
3. Academic Achievement. Terminal degree in discipline. Those holding academic rank in the Library must earn a second master's degree.
4. Professional Growth and Development. Demonstration of potential for effectiveness in the candidate's discipline with evidence from at least two of the sources listed in section 103.0302,E,3 .

C. To Be Promoted to Associate Professor


1. Teaching. Demonstration of significant contributions as a teacher and a strong likelihood of continuing effectiveness in teaching with evidence from student evaluations (see Section 103.06) and from at least three additional sources listed in section 103.0302,E,1 .
2. Service to Institution. Demonstration of significant contributions in such service and a strong likelihood of continuing effectiveness as shown by successful, collegial service on departmental, college-wide, institutional or system-wide committees and with evidence from at least three additional sources listed in section 103.0302,E,2 .
3. Academic Achievement. Terminal degree in discipline. Those holding academic rank in the Library must earn a second master's degree.
4. Professional Growth and Development. Demonstration of significant contributions to the candidate's discipline and a strong likelihood of continuing effectiveness with evidence from at least three of the sources listed in section 103.0302,E,3 .

D. To Be Promoted to Professor


1. Teaching. Demonstration of a clear and convincing record of a high level of sustained effectiveness with evidence from student evaluations (See Section 103.06) and from at least four additional sources listed in section 103.0302,E,1 .
2. Service to Institution. Demonstration of a clear and convincing record of a high level of sustained effectiveness as shown by successful, collegial service on departmental, college-wide, institutional or system-wide committees and with evidence from at least four additional sources listed in section 103.0302,E,2 .
3. Academic Achievement. Terminal degree in discipline. Those holding academic rank in the Library must earn a second Master's degree.
4. Professional Growth and Development. Demonstration of a clear and convincing record of emerging stature as regional, national, or international authority within the candidate's discipline, and/or a clear and convincing record of a high level of sustained effectiveness in the candidate's discipline with evidence from at least four of the sources listed in section 103.0302,E,3.

E. Evidentiary Sources Relevant to Promotion

1. Teaching:
1. Honors or special recognitions for teaching accomplishments (e.g., successful teaching in the UWG Honors Program).
2. Letters from former students attesting to the candidate's instructional abilities.
3. Successful direction of individual student work (e.g., independent projects, theses, exit papers, etc.)
4. Effectiveness as shown by peer evaluation.
5. Scholarship related to teaching.
6. Successful development of courses.
7. Development of effective curricula and/or instructional methods.
2. Service to Institution:
1. Successful development of service programs or projects.
2. Effective service-related consultation work or technical assistance.
3. Effective advisement of student organizations.
4. Successful counseling/advising of students.
5. Successful service on local, statewide, regional, national, or international levels in community-service organizations (e.g., committees, boards, panels).
6. Honors, awards and special recognitions for service to the institution or the community.
7. Significant contributions to the improvement of student, faculty or community life.
8. Successful mentoring of colleagues.
3. Professional Growth and Development:
1. Presentations before learned societies and professional organizations.
2. Honors and awards for research, scholarship, or other creative activities.
3. Scholarly publications.
4. Reviews of a candidate's publications or creative work by persons of recognized competence in the discipline.
5. Election or appointment to offices in professional organizations, successful committee work and important service to state, regional, national or international professional associations and learned societies, including editorial work.
6. Receipt of competitively awarded grants or fellowships, or admission to seminars related to one's discipline, scholarship, and/or creative activities.
7. Successful performances in significant recitals or productions in which such performances are invited or selected after competitive review.
8. Successful exhibitions of creative works in which such works are invited or selected after competitive review.
9. Membership on editorial boards, juries judging art works, or juries auditioning performing artists.
10. Development of scholarly applications of technology, e.g., laboratory devices, computer software packages or programs, videotapes, etc.
11. Consultation which involves scholarly application of professional expertise.

103.0401 General. The awarding of tenure is a serious and significant step for both the faculty member and the university. It is not awarded merely on the basis of time in service or minimal effectiveness. Retention throughout a probationary period of service, regardless of faculty academic rank held, is by itself insufficient to guarantee the success of a candidate for tenure. A candidate for tenure must not only meet the designated minimum criteria and period of service, but must also show a history of evaluations that merits the award of tenure. Tenure is awarded to individual faculty members upon evidence of the capacity and likelihood for continued intellectual, scholarly, and professional vitality; upon evidence of the ability and willingness to perform assigned duties; upon evidence of a sense of responsibility and dedication to make the continuing exemplary performance of duties a reasonable expectation; and upon evidence of maintenance of proper professional ethics. (See AAUP statement on professional ethics, academic freedom and responsibility in "Academic Freedom, Responsibility and Professional Ethics" in this Handbook.) Protected from arbitrary dismissal and from transient political and ideological currents, the individual faculty member assumes a responsibility to make a continuing effort to achieve the expectations upon which the award of tenure was based. Tenure at the University of West Georgia should be regarded as a most valuable possession, signifying a long-term commitment of resources by the University of West Georgia, matched by the sincere commitment by the faculty member to continued professional growth and achievement.

Only assistant professors, associate professors, and professors who are normally employed full-time (as defined by Regents' Policies) by an institution are eligible for tenure. Faculty members with the rank of lecturer or senior lecturer or with adjunct appointments shall not acquire tenure.

The term "full-time" is used in these tenure regulations to denote service on a one hundred percent workload basis for at least two of three semesters.

103.0402 Time Limitations

1. Tenure may be awarded upon recommendation by the President and approval by the Board of Regents upon completion of a probationary period of at least five years of full-time service at the rank of Assistant Professor or higher. The five-year period must be continuous except that a maximum of two years interruption because of a leave of absence or of part-time service may be permitted, provided, however, that no probationary credit for the period of an interruption shall be allowed. A maximum of three years credit toward the minimum probationary period may be allowed for service in tenure track positions at other institutions or for full-time service at the rank of Instructor at the University of West Georgia. Such credit for prior service shall be defined in writing by the President and approved by the Board of Regents at the time of the initial appointment at the rank of assistant professor or higher.
2. The maximum time that may be served at the rank of assistant professor or above without the award of tenure shall be seven years, provided, however, that a terminal contract for an eighth year may be proffered if an institutional recommendation for tenure is not approved by the Board of Regents. The maximum time that may be served in the combination of full-time instructional appointments as instructor and assistant professor without the award of tenure shall be ten years, provided, however, that a terminal contract for an eleventh year may be proffered if an institutional recommendation for tenure is not approved by the Board of Regents. The maximum period of time that may be served at the rank of full-time instructor shall be seven years.
3. Tenure or probationary credit towards tenure is lost upon resignation from the University of West Georgia or upon written resignation from a tenured position in order to take a non-tenured position at the University of West Georgia or upon written resignation from a position for which probationary credit toward tenure is given in order to take a position for which no probationary credit is given at the University of West Georgia. In the event such an individual is again employed as a candidate for tenure at the University of West Georgia, probationary credit for the prior service may be awarded in the same manner as for service at another institution.

1. Teaching. Demonstration of superior teaching as revealed by the evidence assembled in support of the application for tenure. Evidence must include evaluations by students (see Section 103.06) and may include, but is not limited to, evaluations by colleagues and letters from former students and others in a position to evaluate teaching effectiveness.
2. Service to the Institution. Same as criteria for promotion to current professorial rank.
3. Academic Achievement. Same as criteria for promotion to current professorial rank.
4. Professional Growth and Development. Same as criteria for promotion to current professorial rank.

The curriculum vita which is to be included in the dossiers of candidates for promotion or tenure shall follow this format (which is arranged to coincide with the four criteria defined):

Name
Date

Participation in educational activities (talks to high school classes or clubs, judging of high school achievement tests, leader or member of seminars in field of interest or in general education, leader or member of discussion groups in field of interest or in general education): Participation in community activity:

Academic Achievement:
 

Degree

School

Years

M.A. Thesis:

Ph.D. Dissertation:

Honors:

Professional Growth:

Membership and offices in scholastic honoraries:

Membership and offices in professional societies:

Publications: Papers read: Editorships:

Work in progress:

Listed in directories:

103.06 Instruments for Evaluating Teaching

Evaluation of a faculty member's work should be continual because evaluation aids a faculty member in becoming more effective in the performance of his or her duties as well as offers evidence for promotion and/or tenure.

Although evaluation of classroom success is necessarily somewhat subjective, three modes of evaluation can, to a significant degree, objectively measure teaching effectiveness: self-evaluation, evaluation by the department chair, and student evaluation. Because the University of West Georgia believes that teaching is the most important function of a faculty member, the focus of evaluation instruments shall be on teaching and related duties.

With the exception of USG ecore courses the instruments of evaluation are standard forms for all departments.  For ecore courses, evaluations will be completed through the common instruments designed for that purpose, and made available by the University system for all such courses. In June of 1996 the Faculty Senate passed a policy of centralizing the form and procedure for course evaluation.  As of that date, all faculty must use the Scantron form titled University of West Georgia / Student Evaluation of Instruction (SEI) for any class that has an enrollment of five or more students.  Courses that have fewer than five students must be evaluated but may use an alternative evaluation instrument, appropriate to the course upon approval of the department and dean of the college.  All classes must be evaluated in the final week of each semester.  Any college, department, or area, however, may add questions to the self-evaluation form or the department chair's form which make the forms apply to the unique qualifications of the specific area. In addition, a department or area may devise, administer, and tabulate the results of an evaluation form which is especially applicable to the specific area. The department chair shall use the results of the evaluation as a factor in determining annual merit raises and shall include the results of such an evaluation form in the dossier of each department member being considered for contract renewal, promotion, tenure, pre-tenure or post-tenure review. (In the case of a department chair being reviewed for promotion and/or tenure, the appropriate next highest supervisor shall assume responsibility for including the results of such evaluations in the dossier of the candidate.)  In place of the standard forms, non-teaching areas may devise their own forms to evaluate fulfillment of duties.

The faculty member should receive the forms shortly after mid-semester from the department chair.  They will be sorted by class and section number, with the correct number of forms per section, and placed in a manila envelope and marked with an identifiying label.  The labels are provided by the office of the Vice President for Academic Affairs.  The evaluation instrument is to be delivered during the last week of class, and it should be administered by a student or faculty proxy, not by the facutly member teaching the class.  The instructions for the proctor are included in the envelope.  Once the forms have been completed, the proctor shall turn them back  in to the departmental office.  If the class is being taught at a remote site, the instructor should provide the proctor with a stamped envelope addressed to the departmental office that the student can drop in the mail.  The completed evaluation forms are not to be delivered to the instructor of the class.  (If the office is closed during this time, the office and the instructor shall make arrangements for receiving the forms.)

At the end of the semester, these Scantron forms will be sent to Instructional Technology Services (ITS) for processing and returned to the department to file.  Once the grades have been turned in by the instructor, her or she may review the data and open-ended comments of the evaluations.  The department chair will then file both parts of the evaluation in the departmental office and keep for complete records to support applications of tenure,  promotion, and post-tenure review.

Student evaluation forms shall be an official part of the administrative evaluation process. The department chair's evaluation and the self-evaluation in company with the published or unpublished student evaluations shall be in the department chair's care and the cumulative file shall be available only to the faculty member, his or her department chair, college dean or area supervisor, the vice president for academic affairs, and the president except when the faculty member is being considered for promotion or tenure. When the faculty member is being considered for promotion or tenure, the entire file shall be made available to the appropriate review and/or advisory committee. If the self-evaluation and department chair's evaluation are computerized, code symbols shall be used to ensure anonymity.

Copies of the forms for student evaluation (103.0601), self-evaluation (103.0602) and the evaluation by the department chair ( 103.0603 ) are given on the next pages. 103.0601 Instructor/Course Evaluation Questionnaire

103.0601 (Not Available)