Policy Number: 
39

Policy Number: 39
Effective Date: July 24, 2012

Concord University Board of Governors
Policy No. 39
(Combination and Revision of Policies 39, 40, and 41)
Procedure for Faculty Evaluation, Promotion and Tenure

Section 1.0 General

1.1 Scope: This policy establishes a procedure for faculty evaluation, promotion and tenure.
1.2 Authority: WV Code 18B-2A-4 and West Virginia HEPC Procedural Rule Series 9.
1.3 Effective Date: July 24, 2012
1.4 Approved by: Concord University Board of Governors West Virginia Higher Education Policy Commission

Section 2.0 Purpose

2.1 To establish:

2.1.1 The procedure for the annual performance evaluation of full-time tenured, tenure-track, non-tenure-track faculty (continuing and non-continuing), and part-time faculty (continuing and non-continuing) at Concord University.
2.1.2 Concord University criteria and a procedure for initial appointment in or promotion to academic rank for tenured, tenure track and non-tenure track faculty.
2.1.3 Concord University criteria and a procedure for granting faculty tenure.

2.2 To affirm and ensure that:

2.2.1 Concord is in compliance with state code and HEPC rules.
2.2.2 All faculty receive a written annual evaluation of performance directly related to duties and responsibilities as defined by their contracts with the University.
2.2.3 Evaluation procedures will be based on multiple criteria and will use multiple tools including a comprehensive self-evaluation, peer review of teaching, and administrative and peer review of portfolio materials.
2.2.4 Evaluations encourage professional growth and development of the faculty and assist in making personnel decisions.
2.2.5 All faculty have the opportunity to add written responses to annual evaluations at each evaluation level.
2.2.6 Any Faculty tenure quotas are forbidden.
2.2.7 Position candidates are advised of the likelihood of future tenure appointment for the position.
2.2.8 Every discipline offering a major has at least one tenured faculty member if that faculty meets all institutional requirements and recommendations for tenure.
2.2.9 All tenured faculty receive the promotions afforded by an appointment with tenure.

Section 3.0 Criteria for Appointment to Academic Rank

3.1 Lecturer - A Master's degree is necessary for appointment to the rank of lecturer.
3.2 Instructor - A Master's degree is necessary for appointment to the rank of instructor.
3.3 Assistant Professor – An earned doctorate or terminal degree appropriate to the discipline served is generally required for appointment to the rank of Assistant Professor. Under some circumstances, faculty may be appointed to the rank of Assistant Professor prior to finishing a terminal degree with the expectation that the degree will be completed by a pre-determined date no later than the end of the second year of the appointment. Failure to complete a terminal degree by the established deadline will result in a terminal contract for the subsequent academic year.
3.4 Associate Professor – An earned doctorate or terminal degree appropriate to the discipline served and six years of full-time college/university teaching at the rank of Assistant Professor or higher is required for appointment to the rank of Associate Professor.
3.5 Professor – An earned doctorate or terminal degree appropriate to the discipline served and six years of full-time college/university teaching at the rank of Associate Professor or higher is required for appointment to the rank of Professor.

Section 4.0 Procedure for Faculty Performance Evaluation and Retention

4.1 Each academic year all faculty will submit a portfolio to the Division Personnel Committee.

4.1.1 For probationary, tenure-track faculty, non-tenure-track faculty, and persons applying for tenure and/or promotion, the portfolio will include:
4.1.1.1 Annual self-evaluation
4.1.1.2 Professional Activities Summaries for all years of service
4.1.1.3 Curriculum vitae
4.1.1.4 Personnel evaluations
4.1.1.5 Student evaluations for the previous two years (probationary, and non-tenure-track evaluations) or all student evaluations since appointment at Concord (persons applying for tenure and/or promotion).
4.1.1.6 Evidence of teaching effectiveness
4.1.1.7 Evidence of scholarly and creative activities
4.1.1.8 Evidence of scholarly service to the academic community and society
4.1.1.9 For non-tenure-track faculty, portfolio materials should focus on teaching performance unless the appointment specifies otherwise.

4.1.2 For tenured faculty

4.1.2.1 The current Professional Activities Summary
4.1.2.2 Student evaluations for the previous two years

4.2 The sequence for review and recommendation for all probationary, tenure-track faculty is:

4.2.1 From Division Personnel Committee to Department Chair, if one exists
4.2.2 From Division Personnel Committee or Department Chair to Division Chair
4.2.3 From Division Chair to Vice President and Academic Dean
4.2.4 From Vice President and Academic Dean to President
4.2.5 At each point in the review process, a report explaining the recommendation will be sent to the next level of review, with a copy of the report given to the faculty member.
4.2.6 At each point in the review process, the faculty member will have the opportunity to add a written response to the recommendation(s).
4.2.7 The evaluation by the Division Chair will be sent to the Vice President and Academic Dean no later than March 15.
4.2.8 The final decision on faculty retention will be rendered by the President and reported to the faculty member no later than Spring Commencement. Situations in which a tenure-track faculty receives a non-retention decision are addressed in Section 4.6.

4.3 The sequence for review and recommendation for all non-tenure-track faculty is:

4.3.1 From Division Personnel Committee to Department Chair, if one exists
4.3.2 From Division Personnel Committee or Department Chair to Division Chair
4.3.3 From Division Chair to Vice President and Academic Dean
4.3.4 At each point in the review process, a report explaining the recommendation will be sent to the next level of review, with a copy of the report given to the faculty member.
4.3.5 At each point in the review process, the faculty member will have the opportunity to add a written response to the recommendation(s).
4.3.6 The evaluation by the Division Chair will be sent to the Vice President and Academic Dean no later than April 1.
4.3.7 The final decision on faculty retention or non-retention will be rendered by the Vice President and Academic Dean and reported to the faculty member no later than Spring Commencement.

4.4 The sequence for review and recommendation for all tenured faculty is:

4.4.1 From Division Personnel Committee to Department Chair, if one exists
4.4.2 From Division Personnel Committee or Department Chair to Division Chair
4.4.3 The Division Chair submits a copy of the evaluation to the faculty member prior to May 1
4.4.4 The evaluations will be forwarded to the Vice President and Academic Dean to be maintained in the faculty’s file.
4.4.5 At each point in the review process, the faculty member will have the opportunity to add a written response to the recommendation(s).

4.5 Non-tenure-track faculty will be evaluated primarily with respect to their excellence in teaching; they are expected to be involved in light to modest levels of service and scholarship unless those are requirements of a specific non-tenure-track
appointment.

4.6 Tenure-track faculty who have received a non-retention decision will receive terminal contracts for the upcoming academic year. In cases of a non-retention decision for the immediate upcoming academic year, the tenure-track faculty member shall be
notified in writing of the decision by letter postmarked and mailed no later than March 1 so as to be in compliance with HEPC Series 9, Section 10.6.

4.6.1 Following the receipt of a notice of non-retention, the faculty member may appeal the decision by requesting a statement of reasons and then filing a grievance as provided under HEPC policy (Series 9, Section 15). The request for a statement of reasons shall be in writing and mailed to the President or designee within ten working days of receipt of the notice of non-retention.

4.7 Evaluations become part of the personnel file maintained at each level for six (6) years.

4.8 The Division Personnel Committee is constituted as follows:

4.8.1 The division will decide on the size of the committee.

4.8.2 There will be a minimum of four tenured members of the division on the committee.

4.8.2.1 If a division has four or fewer tenured members, those willing to serve are automatically on the committee.
4.8.2.2 If a division has more than four tenured members, four must be elected by the division before the election of full-time probationary members.
4.8.2.3 One of the four tenured members of the committee must be from the same area of teaching responsibility as the person being evaluated by the committee, if there is such a person.

4.8.3 In addition to the minimum of four members, a tenured faculty member from outside the division must be selected by the committee.
4.8.4 Where is it not possible to fulfill the requirements of sections 4.8.2.1 and 4.8.2.2 due to a lack of sufficient tenured members, then only full-time tenure-track members of the division will be selected to completed committee membership.
4.8.5 The Division Chair and Department Chairs (where they exist) will not serve on the Division Personnel Committee.

4.9 A faculty member who is hired during an academic year already in progress will begin his or her tenure track evaluation process at the beginning of the next academic year unless an exception is made by the Vice President and Academic Dean.

Section 5.0 Criteria for Promotion in Academic Rank

5.1 Eligibility for Promotion

5.1.1 Lecturers are not eligible for direct promotion to other ranks.
5.1.2 Instructors are not eligible for direct promotion to other ranks.
5.1.3 An earned doctorate or terminal degree appropriate to the discipline served and six years of full-time college/university teaching at the rank of Assistant Professor or higher is usually required for promotion to the rank of Associate Professor.
5.1.4 An earned doctorate or terminal degree appropriate to the discipline served and six years of full-time college/university teaching at the rank of Associate Professor or higher is usually required for promotion to the rank of Professor
5.1.5 In addition to the more objective minimum criteria listed for each academic rank, there is the further general requirement that all candidates for promotion to any rank should have professional records that clearly indicate continuing growth as teachers, scholars, and, broadly, as members of the larger academic community.
5.1.6 Faculty with administrative assignments, including department and division chairs, may earn full time teaching experience through their service to Concord University.
5.1.7 Although under normal circumstances the minimum criteria listed above for each promotion in rank will be adhered to, it is recognized that there may occasionally be justification for considering possible substitutions to the stated minimum criteria. In such instances, however, the person or committee requesting the exception will be expected to validate the request substantively and with cause. The approval of the exception will be the product of the same procedure for deciding promotions.

5.2 Procedure for Promotion

5.2.1 A candidate seeking to apply for promotion initiates the process by submitting a letter of intent to apply for promotion to the Division Personnel Committee, the Department Chair (where they exist), and the Division Chair by October 1.
5.2.2 Candidates who will be considered for tenure during a given academic year will automatically be considered for promotion from assistant professor to associate professor and do not need to submit a letter of intent.
5.2.3 The sequence for review and recommendation for promotion is:

5.2.3.1 From Division Personnel Committee to Department Chair, if one exists
5.2.3.2 From Division Personnel Committee or Department Chair to Division Chair
5.2.3.3 From Division Chair to Vice President and Academic Dean
5.2.3.4 From Vice President and Academic Dean to President

5.2.4 The evaluation by the Division Chair will be sent to the Vice President and Academic Dean no later than March 15. The Vice President and Academic Dean will evaluate the review file and forward his or her recommendation for action to the President of the University.
5.2.5 The Office of the President will inform all applicants for promotion of the decision(s) to grant or deny promotion. The applicants will receive such notification no later than the date of spring commencement in the academic year in which they apply.
5.2.6 Retirement Promotion - The normal criteria established for academic promotion may be waived for a person in his/her last year of service and with ten (10) or more years of service as a Concord University faculty member at the date of retirement.

5.2.6.1 Candidates seeking to apply for retirement promotion should initiate the process by submitting a letter of intent to apply for retirement promotion to the Division Personnel Committee, the Department Chair (where they exist), and the Division Chair by December 15 of the academic year preceding retirement.
5.2.6.2 The sequence for review and recommendation of retirement promotion applications is:

5.2.6.2.1 From Division Personnel Committee to Department Chair, if one exists.
5.2.6.2.2 From Division Personnel Committee or Department Chair to Division Chair.
5.2.6.2.3 From Division Chair to Vice President and Academic Dean.

5.2.6.3 The recommendation by the Division Chair will be sent to the Vice
President and Academic Dean no later than February 1. The Vice President and Academic Dean will evaluate the retirement promotion request and forward his or her recommendation for action to the President of the University.
5.2.6.4 The Office of the President will inform the applicant for retirement promotion of the President’s decision to grant or deny the promotion.

5.2.7 Criteria that will be considered at each level of the evaluation are:

5.2.7.1 Excellence in teaching
5.2.7.2 Scholarship and creative activity
5.2.7.3 Scholarly service to the academic community and society

5.2.8 Examples of appropriate activities for each criterion will be available in the Concord University Faculty Handbook.
5.2.9 Tenure and promotion are not granted automatically or solely because of the length of service but result from an extensive review of a candidate's cumulative accomplishments throughout their academic career.
5.2.10 Decisions for promotion to the rank of Professor will be based predominantly on the candidate's accomplishments while at the rank of Associate Professor.
5.2.11 Academic divisions, departments, programs and disciplines may provide written supplemental criteria that are more detailed than the general criteria presented herein, although they should not be less rigorous.
5.2.12 Supplemental criteria from academic divisions, departments, programs and disciplines will be developed as follows:

 5.2.12.1 All supplemental criteria will be approved by a majority vote of
the academic division.
5.2.12.2 All faculty impacted by the supplemental criteria must be
included in the process of developing and approving the criteria.
5.2.12.3 All supplemental criteria will be approved by the Vice President
and Academic Dean.
5.2.12.4 Supplemental criteria will be published and made available to all
faculty within the academic division.

 

Section 6.0 Procedure for Granting of Faculty Tenure

6.1 Eligibility for tenure. Candidates will be considered for tenure during their sixth year of tenure track service, except when a candidate seeks to apply for tenure prior to the sixth year of service at Concord
6.2 Procedure

6.2.1 Prior to the beginning of the academic year in which the faculty member will complete the final year of tenure track service, a reminder of this fact is sent from the Office of the Vice President and Academic Dean to the candidate and to his/her department and/or division chair.
6.2.2 A candidate seeking to apply for tenure prior to the sixth year of service at Concord initiates the process of consideration for tenure by submitting a letter of intent to apply for tenure to the Division Personnel Committee, the Department Chair (where they exist), and the Division Chair by October 1.

6.3 The sequence for review and recommendation for all probationary, tenure-track faculty is:

6.3.1 From Division Personnel Committee to Department Chair, if one exists
6.3.2 From Division Personnel Committee or Department Chair to Division Chair
6.3.3 From Division Chair to Vice President and Academic Dean
6.3.4 From Vice President and Academic Dean to President

6.4 The evaluation by the Division Chair will be sent to the Vice President and Academic Dean no later than March 15. The Vice President and Academic Dean will evaluate the tenure award file and forward his or her recommendation for action to the President of the University.
6.5 The Office of the President will inform all applicants for tenure of the decision(s) to grant or deny tenure. The applicants will receive such notification no later than the date of spring commencement in the academic year in which they apply.
6.6 Tenure is designed to ensure academic freedom and to provide professional stability for the experienced faculty member.
6.7 In the case of assistant professors, tenure should not be awarded without a positive recommendation for promotion to associate professor.
6.8 Tenure will not be awarded to candidates without an earned doctorate or terminal degree appropriate to the discipline served.
6.9 Whereas recommendations regarding promotion will be based upon the academic achievements of the candidate, recommendations regarding tenure will also consider the potential for continuing growth as a scholar and teacher.

Last updated on Dec 9, 2012. Originally created on Jun 22, 2009. Report incorrect information.