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D. Review for Auxiliary Faculty Promotion

The following policies govern the review of auxiliary faculty for promotion (revised on September 28, 2011).

1. Candidate, Department Chair, and Ad Hoc Committee Responsibilities
The Auxiliary Faculty member requesting promotion should inform the department chair in writing before the last day of October.

By November 15, the Department Chair shall notify the faculty, by letter, of the upcoming Auxiliary Promotion.

If an auxiliary faculty member being reviewed holds a joint appointment in another academic program such as Gender Studies, Ethnic Studies or the Middle East Center, the Department Chair shall notify said program in writing no later than November 15.

The Department Chair shall notify the History Undergraduate and Graduate Student Advisory Committees of auxiliary faculty requesting promotion by November 15, and invite them to compile a report on the candidate’s teaching. These reports should be based on the guiding principles approved by the University RPT Standards Committee and provided to the SAC by the department chairperson (University Policy 6-303-III-C-3). The SAC reports shall be due to the Auxiliary Promotion ad hoc committee no later than January 15. If the USAC or GSAC fails to provide a report by the deadline, it will be deemed to have waived its right to make a recommendation. The absence of a SAC report shall not be deemed prejudicial to the candidate by the department, nor may it be the basis for a complaint by a faculty member appealing an adverse decision by the department.

By December 1, the department chair will, in consultation with the candidate, appoint an ad hoc committee of two members, one of whom will be designated chair and at least one of whom must be a tenured member of the department. Both members must be eligible to vote on the candidate’s promotion. No faculty member shall chair more than one ad hoc committee for Auxiliary promotion per year.

By December 15, the department chair shall call a meeting of the ad hoc committee, and the candidate for promotion to clarify procedures to be followed, the responsibilities of the candidate and of the ad hoc committee, and to assure that every committee will act in a uniform manner. The chair, the committee, and the candidate will determine the list of potential reviewers from which letters will be solicited.

2. External Evaluators.
The chair of the ad hoc committee, in consultation with the department chair, shall solicit two letters of evaluation on teaching external to the University, unless a waiver is sought from the office of the vice-president of academic affairs. Letters internal to the university but external to the department may be sought from programs in which the candidate has taught, or from faculty from other departments who have observed the candidate teach.

In the event that the candidate’s teaching career has been primarily in the History department, two external reviewers will be sought from faculty outside the department who have been invited to evaluate the candidate’s file.

3. Teaching Evaluation
The Department of History staff will provide both the Department Teaching Committee and the ad hoc committee with a statistical summary of student evaluation data generated in the past six years.

The Department Teaching Committee shall prepare a report that shall include the statistical summary of student evaluation data generated in the past six years (provided by the Department staff); a summary of written comments from student evaluations generated in the past six years; and two peer classroom visit reports prepared by members of the Teaching Committee

The ad hoc committee shall gather all pertinent data on the candidate’s teaching performance, including any materials the candidate wishes to submit; the statistical summary of student evaluation data generated in the past six years; a summary of written comments from student evaluations generated in the past six years; and one peer classroom visit report prepared by a member of the Teaching Committee.

4. Candidate Responsibilities
Prior to January 1, the candidate is obligated to supply the ad hoc committee with a current vita, syllabi, and any additional relevant material. The candidate’s vita should list all courses taught with course numbers, titles, and credit hours. Prior to the preparation of the ad hoc committee report, the candidate shall submit a personal statement on teaching and service for inclusion in the file that includes a summary of the candidate's progress to date in the areas of teaching and service and a description of current activities and future plans in these same areas.

5. Auxiliary Promotion File contents
History auxiliary candidates' files must contain a report from the Department Teaching Committee, a CV and personal statement prepared by the candidate, and a summary report on the candidate's teaching, and service prepared by the ad hoc committee, Student Advisory Committee reports, external letters, and the report from the most recent formal review.

6. Ad Hoc Committee Report
The ad hoc committee will as a whole make a report summarizing its findings. The report will summarize the candidate's record in the areas of teaching and service and will include a report of three peer classroom visits by members of the ad hoc committee and/or teaching committee. The report will be fact-finding in nature only; it should be neither advocatory nor adversarial. An appearance of bias destroys its value. This report and all other data of pertinence to the formal review shall be placed in the file one week before the closing date set by the department: the last day of February.

7. Joint Appointments
When a candidate is jointly appointed in an academic program, the department chair, no later than November 15 shall notify the chair/director of the academic program of the action to be considered. Academic program faculty as defined by procedures established by the program (and not participating in the departmental review committee) shall meet to make a written recommendation that shall be sent to the department chair, along with any candidate response, prior to the closing date of the file on the last day of February.

The recommendation of the academic program will be included in the candidate's file, which will then be reviewed by the department according to its established procedures. The voting members of the department shall discuss and consider the program report as part of its deliberations.

8. Candidate’s Rights to Comment on File
The candidate is entitled to see his/her review file, including the ad hoc committee's report, upon request, except for confidential letters of evaluation solicited from outside the department. The chair of the ad hoc committee is to convey to the candidate the sense of the outside evaluations. If a candidate wishes to comment on, or take exception to, any item in his/her initial formal file, the candidate's written comment or exception must be added to the file before the file is officially closed.

It is the ad hoc committee chair's responsibility to consult with the candidate about the completeness of the file prior to the closure of the file.

9. File Closing Date
The file shall be completed for review by the department no later than the last day of February. No additional materials may be added after that time, except in accordance with University Policies.

10. Promotion to Full Professor (Lecturer)
Promotion to Full Professor (Lecturer) requires exceptional contribution to teaching and service.

11. Action of the department.
The voting members of the department will meet no later than March 22 to hear the report of the ad hoc committee, and debate. Each voting member of the department is responsible for reviewing the files before the meeting.

Wherever practicable, the department chairperson, shall advise all members on leave or otherwise absent, of the proposed action and shall request their votes. Absent members' votes will be counted and recorded the same as other votes.

The vote will be by secret ballot.

Only eligible members of the Department, in conformity with University Policy 6-303-III-A-3, may participate in the discussion. The department chairperson shall chair the APR meeting. The department chair does not vote. By majority vote the committee may move to executive session, from which non-voting participants may be excluded.

After due consideration, a vote of all eligible members of the department shall be taken on each candidate for promotion. The secretary, who is to be designated by the chair of the department, shall make a record of the vote and shall prepare minutes of the meeting reflecting the nature of the discussion with major points on both sides revealed. The minutes, signed by the secretary and approved by the department chair, shall be made available for inspection by the voting members of the department. After allowing an inspection period of not less than two days nor more than five days, and after such modifications as the department approves, the secretary shall forward the summary report to the department chairperson and the candidate, along with a list of all faculty members present at the meeting.

The candidate is to be informed of the results by the department chair as soon as possible. Members of the department are enjoined not to convey the substance or outcomes of committee deliberations to candidates. All committee votes and deliberations are personnel actions and must be treated with confidentiality in accordance with University policy and state and federal law.

12. Action of the Department Chairperson
After studying the entire file relating to each candidate, the department chairperson shall prepare his/her written recommendation to be included in the file on the promotion of each candidate, including specific reasons for the recommendation.

Prior to forwarding the file, the department chairperson shall send an exact copy of his/her evaluation of each faculty member to that faculty member.

The candidate shall have the opportunity at this time, but not the obligation, to add a written statement to his or her formal review file in response to the summary report of the department faculty advisory committee and/or the evaluation of the department chairperson. Written notice of this option shall be included with the copy of the chairperson's evaluation, which is sent to the candidate. If the candidate chooses to add such a statement to the file, that statement must be submitted to the department chairperson within seven business days, except in extenuating circumstances, of the date upon which the chairperson's evaluation is delivered to the candidate. If the candidate submits a written statement to the department chairperson within this time limit, the candidate's statement shall be added to the review file without comment by the chairperson.

The department chairperson shall then forward the auxiliary promotion file for each individual to the dean of the college by April 1.

13. Actions and appeals procedures beyond the department level
Subsequent procedures are described in University Policy 6-303-III-G,H,J (action by dean and college advisory committee, action by cognizant vice president and University Promotion and Tenure Advisory Committee, final action by president).

Calendar Summary
Before October 30. Candidate for promotion informs department chair in writing to be considered for promotion
By November 15. SACs informed. Programs notified. Letter to faculty advising of upcoming review.
By December 1. Ad hoc committee formed. Waiver signed.
By December 15. Chair will go over process with candidate and ad hoc committee. List of external reviewers will be identified.
Prior to January 1. Candidate supplies to the ad hoc committee: CV, syllabi etc.
By January 15. SAC reports are due.
By the last day of February. File closes.
March 22. Before this date the department meets for the Auxiliary Promotion Review meeting.
April 1. File goes to the Dean.

Last Updated: 4/1/21