Office of the Provost

Faculty and Unclassified Staff Handbook Chapter 3 -- Faculty: Employment, Tenure, Promotion, and Merit

 

Policy, Criteria, and Procedures for Determining Annual Merit, Promotion, and Tenure Recommendations

(Members of the collective bargaining unit represented by Fort Hays State University chapter of the American Association of University Professors should consult the current Memorandum of Agreement for terms and conditions applicable to them.)

PART I: STATEMENT OF POLICY
PART II: DUTIES AND CRITERIA
PART III: ANNUAL MERIT
PART IV: PROMOTION
PART V: TENURE
PART VI: SCHEDULES

 

 Part I: Statement Of Policy  

The policy of the Fort Hays State University regarding the evaluation of faculty members is to enhance professional development and to arrive at decisions for annual merit, promotion, and tenure. Recommendations shall consist of the following general principles:

A. All faculty members shall be evaluated according to their contributions to the mission of the university and to their respective colleges and departments. The Kansas Board of Regents has directed Fort Hays State University to emphasize instructional activity and also to carry out scholarly activity and service.

B. All faculty members shall be evaluated openly on the basis of factors over which they have sufficient control. A clear, precise, and careful enumeration of their duties in the areas of instructional activity, scholarly activity, and service must be made known to them. Also, the relative weighing of each duty should be negotiated and developed in consultation with the individual faculty member and the chair prior to the beginning of the academic year.

C. All faculty members shall be evaluated fairly and equitably and without discrimination, pursuant to the Equal Employment Opportunity Policy of Fort Hays State University.

D. Tenure/promotion documentation should include a cumulative record of progress toward either tenure and/or promotion.

E. Departmental/unit criteria for tenure and promotion must be developed by departmental/unit faculty and be approved by departmental/unit faculty, departmental/unit chair, respective dean, and provost. Each list of criteria must include the date the faculty approved the departmental/unit criteria.

F. Each faculty member must include the appropriate list of departmental criteria in the packet being submitted for tenure and/or promotion.

Faculty Senate approved administrative revisions (05-02-95).

Part II: Duties And Criteria 

A. The university planning procedure will annually provide university goals and objectives plus action plans for the budget units and departments. This process will provide direction for assignment of faculty responsibilities relating to the mission of Fort Hays State University and to its respective colleges and departments.

B. Description of the three types of duties and criteria:

1. Instructional activity: Instructional duties and activities shall include, but not be limited to, formal classroom activities and tutorial sessions, class preparation, laboratory supervision, supervision of students in internships or other practica, development of new courses for inclusion in the curriculum, or new instructional materials including software (development or adaptation) and other applications of educational technology, professional development advisable in preparation for possible new courses, and academic advising.

2. Scholarly activity: Scholarly activities at Fort Hays State University are defined as original, innovative intellectual contributions in the form of research, practice, creative activity, or performance. FHSU recognizes and values the diversity of types of scholarship, including discovery, pedagogy, integration, engagement, and application (Boyer, 1997). Scholarly activities must be intended and reasonably expected to lead to the production of scholarly works. Scholarly works must be communicated with and validated by peers beyond the FHSU campus community. The means of communication as well as the comparative value of types of scholarly activity and work are to be determined by each department. These determinations will reflect what is commonly accepted in the discipline. (Boyer, E.L., Scholarship Reconsidered: Priorities of the Professoriate, Carnegie Foundation for the Advancement of Teaching, 1997, 147pp.) (03-03-08)

3. Service: There are three general categories of service: service to your profession, service to Fort Hays State University, and service to the community. Service to the profession includes but is not limited to state, regional, or national offices held in professional organizations, organizing a professional workshop or meeting, and other related activities. Service to Fort Hays State University includes but is not limited to committee assignments (chair or member), offices held (elective or appointed), involvement in campus activities (Parent's Day, high school workshops, etc.), part-time administrative assignments, sponsoring or advising a student organization, contributions to recruitment, or retention of students. This service includes activities in support of the department, the college, and the University. Community service is expected of every good citizen of the community. Community service as a part of the evaluation process should be related to one's professional expertise.

C. Relative weighing of the three types of duties:

1. The chair of each department shall establish in consultation with each faculty member the relative weighing of instructional activity, scholarly activity, and service of each faculty member within the department, and the chair, with the approval of the dean, shall establish the criteria to be used in evaluating each faculty member's contribution.

2. Instructional activity: The evaluation of the faculty member's instructional activities shall constitute 60 percent of the total evaluation, based on teaching 12 credit hours each semester, unless otherwise negotiated with the department chair and approved by the dean. Evaluation of instructional activity must include student ratings. Off-campus instructional activity should be treated as part of the regular load or as part of an instructional overload, but in either case it should carry some merit for service.

3. Scholarly activity: The evaluation of the faculty member's scholarly activities shall constitute 20 percent of the total evaluation unless otherwise negotiated with the department chairperson and approved by the dean.

4. Service: The evaluation of the faculty member's service activities shall constitute 20 percent of the total evaluation unless otherwise negotiated with the department chair and approved by the dean.

 

Part III: Annual Merit 

Annual merit salary recommendations will be based on the principles and criteria discussed in Part I and Part II above. The period of evaluation is the calendar year and the sequence of events will follow this order:

A. Prior to the calendar year (or portion thereof) for which the faculty member will be evaluated, the faculty member will be informed of the criteria and procedures to be used in the merit evaluation.

B. The chair will use the procedure outlined in this article to produce an overall evaluation of the faculty member.

C. The faculty member shall be allowed to review the chair's final written merit evaluation and be allowed to discuss it with the department chair before it is submitted to the dean. If there is disagreement between the chair and faculty unit member, the parties shall attempt to reach consensus. If no consensus is reached, the chair will submit his/her written merit evaluation and the faculty member may submit a written position summary to the dean, who shall make a decision on the disagreement. The dean's decision will be sent to the chair and the faculty member. The merit evaluation, containing the dean's decision on the area of disagreement shall be forwarded to the provost for review in "E", below.

D. If there is no dispute, the chair's merit evaluation of the faculty member will be sent to the dean and a copy sent to the faculty member. The dean will review and evaluate all evaluation materials and merit evaluations to insure that the merit evaluations are consistent with the criteria and procedures approved for the department and/or college.

In addition, a dean who does not agree with any merit evaluation made by a department chair will attempt to reach consensus through consultation with the department chair and faculty member. If this fails, the dean's written decision will be attached to the chair's merit evaluation. If any attachment has been added to the faculty member's merit evaluation, the dean must notify, in writing, the faculty member and chair of the change and the rationale for making the change. The materials will be forwarded to the provost.

E. The provost will review and evaluate all evaluation materials and merit evaluations to insure that merit evaluations are consistent with the criteria and procedures approved by the department and/or college. In addition, if the provost does not agree with previous merit evaluations or the merit evaluation is contested, an attempt will be made to reach consensus through consultation with the dean and the department chair and faculty member. If the provost alters the dean's recommendation, the provost's final merit recommendation will be sent to the appropriate dean, chair and the faculty member.

F. The provost will issue a recommendation to the president to issue a contract for the faculty member that includes the individual's salary for the next fiscal year, if such monetary or fiscal issues have been previously resolved through the meet and confer process. The president's decision is the final step in the merit review process.

G. Merit decisions are not subject to the grievance process outlined elsewhere in this Agreement.

Part IV: Promotion 

A. Promotion is not an entitlement awarded just for longevity. The applicant must earn the promotion by fulfilling the requirements and demonstrating in the promotion file that they have been fulfilled. New faculty members should become familiar with the qualifications, the procedures, the schedule for application, and the structure of the promotion file that each applicant must prepare. Department chairs should do what is reasonable to insure that new faculty are familiar with the guidelines of this policy and assist their faculty in the preparation of the promotion files well in advance of the deadline for submission.

B. The following descriptions of professional rank specify the minimum level of achievement and performance necessary for promotion in rank.

1. Instructor: An instructor is an individual who ordinarily does not possess a terminal degree or the equivalent in the field.

2. Assistant Professor: An assistant professor is an individual who normally possesses a terminal degree or the equivalent in the field (e.g., M.F.A.). The rank of assistant professor can be a beginning-level appointment for one who holds the terminal degree or its equivalent in the field, or it can be a rank achieved after service in the rank of instructor.

Qualification:

a. Education and experience: Promotion from instructor to assistant professor should normally follow achievement of the terminal degree or its equivalent in the field.

b. Additional college and department qualifications may be required.

 

3. Associate Professor: An associate professor is an individual who in all but exceptional circumstances possesses a terminal degree or its equivalent in the field and appropriate professional experience.

Qualification:

a. Education and experience: Promotion from the rank of assistant professor to associate professor requires demonstrated noteworthy contribution and definite potential for further major contribution to the field and the university. Normally, individuals promoted to associate professor would be in prior rank for a minimum of four years.

b. Normally, promotion from assistant professor to associate professor is not granted prior to the granting of tenure. Promotion does not guarantee that tenure will be granted.

c. Additional college and department qualifications may be required.

 

4. Professor: A professor is an individual who in all but very exceptional circumstances possesses a terminal degree or the equivalent in the field and who has demonstrated meritorious teaching, scholarship, and service in the field as defined by the individual's department and college. The rank of professor shall be awarded only to those who are proven masters of their field, are outstanding in that field, and whose general attributes of culture are recognized by their fellows with such determination to be made by administrations and faculties in traditional manner.*

Qualification:

a. Education and experience: Promotion from the rank of associate professor to professor requires demonstrated major contributions to the field and to the university. Normally, individuals promoted to professor would be in prior rank for a minimum of five years.

b. Additional college and department qualifications may be required.

 

*Kansas Board of Regents: Policies and Procedures Manual (11-20-69).

C. Promotion Procedures: The applicant for promotion should read and be familiar with all the steps of the promotion procedure and special attention should be given to section D below, Format of the Promotion File, and the schedules given in PART VI of this policy.

1. The faculty member submits his or her application for promotion in the form of a promotion file (Section D) to the department chair. The chair then forwards the applicant's file to the departmental promotion committee as described in step two below and according to the schedule of PART VI.

2. A promotion committee shall be established at the department level by the chair in consultation with the faculty and the college dean. The chair shall determine the size of the committee, and it will be composed of tenured faculty members of the department. In a department with few tenured members, the committee may include tenured faculty of other departments, but shall not include the chair. All committee members shall be familiar with the guidelines of this policy. After examining the applicant's file the committee will vote affirmatively or negatively regarding the promotion of the applicant. The committee should strive for unanimity in its vote, but a simple majority is all that is necessary. The committee report must include reasons for the recommendation, including the numerical vote of the committee. Though addressed to the chair, a copy of the recommendation of the committee will be sent only to the applicant at this time.

a. Applicants for promotion should note that at each level of review a pattern is followed as described above and is essentially a pattern of: review of the file, inform the applicant of the findings, appeal if desired by applicant, place the recommendation into the file, and forward of the file to next level of review. The applicant shall have 3 days after receipt of the final recommendation to respond in writing to any unresolved differences regarding the evaluation. The applicant's response must be sent to the next level of review and will become a part of the promotion file.

b. In the event that the chair is up for promotion, the dean of the college will establish the departmental promotion committee, and that committee will make recommendations directly to the dean.

 

3. The applicant may insert additional materials in the file at this point. Within 5 days after receipt of the recommendation and upon request, the applicant will receive a hearing by the department promotion committee. The committee will then place its initial and final recommendations into the file, return the file to the chair, and send a copy of the final recommendation to the applicant. The applicant shall have 3 days after receipt of the recommendation to respond in writing to any unresolved differences regarding the evaluation. The applicant's response must be sent to the department chair and will become a part of the promotion file in the back of the department promotion committee's recommendation section.

4. The chair shall make an independent evaluation of the faculty member's file. Though addressed to the dean, the chair's recommendation will be sent only to the applicant and department promotion committee chair at this time.

5. The applicant may insert additional materials in the file at this point, but may insert no additional material beyond this point except as noted below. Within 5 days after receipt of the recommendation and upon request, the applicant will receive a hearing with the chair. The chair's initial and final recommendations shall be placed in the file and the file forwarded to the dean. Copies of the final recommendation shall be sent to the applicant and the department promotion committee chair. The applicant shall have 3 days after receipt of the recommendation to respond in writing to any unresolved differences regarding the evaluation. The applicant's response must be sent to the college dean and will become a part of the promotion file in the back of the department chair's recommendation section.

6. A promotion committee shall be established at the college level by the dean in consultation with the department chairs. It shall be composed of tenured faculty members that are not serving on a departmental or other promotion committee. The dean shall determine the size and distributional representation of the committee and shall chair the committee. All committee members shall be familiar with the guidelines of this policy. The committee shall make an independent evaluation of the faculty member's file and shall include in its recommendation to the dean the procedures and criteria followed and the numerical vote. Though addressed to the dean, the committee's recommendation will be sent only to the applicant, department chair, and department promotion committee chair at this time. If a vote is not unanimous, a dissenting opinion may be written.

7. Within 5 days after receipt of the recommendation and upon request, the applicant will receive a hearing by the college promotion committee. The committee will then place its initial and final recommendations in the file, forward the file to the dean, and send copies of the final recommendation to the applicant, department chair, and department promotion committee chair. The applicant shall have 3 days after receipt of the recommendation to respond in writing to any unresolved differences regarding the evaluation. The applicant's response must be sent to the dean and will become a part of the promotion file in the back of the college promotion committee's recommendation section.

8. The dean shall make an independent evaluation of the faculty member's file that includes the previous recommendations. Though addressed to the provost, the dean's recommendation will be sent to the applicant, department chair, and chairs of the department and college promotion committees.

9. Within 5 days after receipt of the recommendation and upon request, the applicant will receive a hearing by the dean. The dean will then place the initial and final recommendations in the file, forward the file to the provost and send copies of the final recommendation to the applicant, department chair, and chairs of the department promotion and college promotion committees. The applicant shall have 3 days after receipt of the recommendation to respond in writing to any unresolved differences regarding the evaluation. The applicant's response must be sent to the provost and will become a part of the promotion file in the back of the dean's recommendation section.

10. A University Promotion Committee shall be established. There will be five members on the Committee who will serve two-year terms. Terms will be staggered so that approximately half of the members will change each year. Two members will be chosen from the College of Arts and Sciences and one member from each of the other three colleges. To fill vacancies and to maintain a balanced representation on the University Promotion Committee, the president of the Faculty Senate will submit the name of a tenured faculty member to the provost (normally in late Spring) for each of the vacancies on the Committee. The provost will initially convene the Committee. Committee members shall select a chair who will prepare the recommendations that will be sent to the provost. If the Committee members feel that a written ballot should be used, the chair will tabulate the results. All committee members shall be familiar with the guidelines of this policy. Upon request, the provost, dean and/or department chair will attend a hearing of the University Promotion Committee to answer questions pertaining to the candidate and the promotion file. The Committee shall make an independent evaluation of the faculty member's file and shall include in its recommendation the procedures and criteria followed and the numerical vote. Though addressed to the provost copies of the Committee's recommendation will be sent to the candidate, department chair, chairs of the department and college promotion committees, and the dean at this time.

11. Within 5 days after receipt of the recommendation and upon request, the candidate will receive a hearing by the University Promotion Committee. The Committee will then place its initial and final recommendations in the file and forward it to the provost. Copies of the final recommendation will be sent to the candidate, department chair, dean and chairs of the department and college promotion committees. The candidate shall have 3 days after receipt of the recommendation to respond in writing to any unresolved dif­ferences regarding the evaluation. The candidate's response must be sent to the provost and will become a part of the promotion file in the back of the University Promotion Committee's recommendation section.

12. The provost shall make an independent evaluation of the faculty member's file that includes all previous recommendations. Though addressed to the president, the provost's recommendation will be sent only to the applicant, department chair, dean, and chairs of the university, college, and department promotion committees at this time.

13. Within 5 days after receipt of the recommendation and upon request, the applicant will receive a hearing by the provost. The provost will then place the initial and final recommendations in the file and forward the file to the president. Copies of the final recommendation will be sent to the applicant, department chair, dean, and chairs of the university, college, and department promotion committees. The applicant shall have 3 days after receipt of the recommendation to respond in writing to any unresolved differences regarding the evaluation. The applicant's response must be sent to the president and will become a part of the promotion file in the back of the provost's recommendation section.

14. Given the information and recommendations described above, the president of the university writes an initial recommendation to the applicant. Within 5 days after receipt of the recommendation and upon request, the applicant will receive a hearing by the president. The president then sends the final recommendation to the applicant forwarding copies to the provost, department chair, dean, and chairs of the university, college, and department promotion committees.

 

D. Format of Promotion File: Promotion files will normally consist of a single, three-ring binder notebook (no more than 2 inches thick). All publications of the applicant need not be submitted as a part of the file, but a representative sample is required. For the service category, meetings attended shall be listed, but actual meeting announcements shall not be included. Exceptions to the one notebook limit should be explained in the department chair's letter of recommendation. The emphasis should be on quality and not quantity, and although the aesthetic appearance of the promotion file is not paramount, the file represents the applicant and consequently cannot be ignored by those evaluating the applicant's file. The format indicated below shall be utilized in preparation of the applicant's promotion file. Items 8 and 9 are not appropriate for non-teaching faculty such as employees of Forsyth Library. In such exceptional cases the candidate in consultation with the immediate supervisor may substitute other documentation related to the specific nature of one's employment.

1. A statement by the applicant: This would normally be the last item the applicant prepares before submitting the promotion file to the department chair. This letter should clearly state the applicant's qualifications for the promotion and focus attention on the unique strengths and credentials of the applicant, and should stress the activities and accomplishments of the applicant since the last promotion. The applicant should recognize that members of the various committees may not be entirely familiar with the applicant's field. It is to the advantage of the applicant to explain the significance of his/her contributions or accomplishments. An applicant might, for example, comment on the relative importance of an exhibit in a gallery or on the professional reputation of a journal which features the applicant's work. A new statement must be prepared each year that the applicant is considered for promotion.

2. List of departmental/unit criteria for promotion, including the date faculty approved the departmental/unit criteria.

3. The departmental promotion committee recommendation.

4. The department chair's recommendation.

5. The college promotion committee's recommendation.

6. The college dean's recommendation.

7. The University Promotion Committee's recommendation.

8. The provost's recommendation.

9. Statements of responsibilities negotiated between the applicant and the chair for the years under consideration.

10. Vita

a. Personal information
b. Education
c. Areas of expertise within a discipline
d. Courses taught: 1) Since last promotion; 2) Other
e. Date of appointment to the faculty at Fort Hays State University and date of last promotion
f. Prior service at other institutions
g. Departmental and institutional service: 1) Since last promotion; 2) Other
h. Scholarly submissions, publications, and presentations: 1) Since last promotion; 2) Other
i. Research grants received: 1) Since last promotion; 2) Other
j. Honors and distinctions: 1) Since last promotion; 2) Other
k. Community service: 1) Since last promotion; 2) Other

 

11. A chart summarizing course information for all of the applicant's classes since the last promotion or at least the last three years. The chart should indicate course level, the number of students enrolled and grade distribution (A - 12%, B - 27% etc.). Syllabi for at least two courses of the most recent semester should be included. The applicant should keep copies of all syllabi in one’s office, or available on-line, and be prepared to make them available should any level of review ask to see them.

12. Evidence of teaching excellence: Student ratings are only one source of data regarding the applicant's teaching skills. It is the responsibility of the applicant to include other sources of validation as deemed appropriate by the applicant and the department chair. Items "a." through "c." listed below must be included in the applicant's promotion file; item "d." is an item for the applicant to consider. The chair and faculty member will determine what weight will be given to each of the items. Departmental policy shall establish weighing of each of these items.

a. Student rating summaries for the last three years should be presented in summary form, e.g., bar graphs, student rating summaries, as well as comparisons across departmental faculty and courses for the last three years along with an explanation of the comparisons, if appropriate, are to be included in the file. Student’s written comments for the last three years, if available, should be typed and included in the file. Any exceptions to this rule must be explained in the chair’s letter of recommendation. The applicant may include a statement of explanation regarding the student ratings of a particular class or particular student, if so desired.

b. Statements from the chair or colleagues who have systematically observed classroom teaching or reviewed the applicant's classroom materials, e.g., course syllabi, assignments, tests, etc. This statement may be contained in a letter of recommendation from colleagues, and hence would be located in section 15 of this file; if so, the applicant should include a statement here referring to the letter.

c. Description of steps taken by the applicant in order to improve instructional and evaluation techniques generally, and in one's field in particular. Items that could be included are such things as participation in workshops, seminars, training sessions (local, regional, national, international) pertaining to one's field, to education generally, or to the use of technology in the classroom, etc. If these items are documented elsewhere, then merely refer to them and briefly explain them in this section.

d. Statements by alumni on the quality of the instruction in the applicant's classes.

 

13. Examples of scholarly writing/creative activity/research. Only a sampling of scholarly work should be presented; work that exemplifies the applicant at his or her best. The applicant should keep copies of all other such works (listed in the Vita) in one’s office, or available on-line, and be prepared to make them available should any level of review ask to see them.

14. Documentation of service to one's discipline, to the university and the community. Only service for the last year should be presented. Other documentation should be kept in one’s office, or available on-line, and the applicant should be prepared to make them available should any level of review ask to see them.

15. Colleague letters of evaluation: Local letters must have been written in the current school year for this particular promotion, but letters from off campus may be used for two years. It is recommended that there should be a minimum of three letters in this section of the file with a maximum of five letters. The department chair should explain any exceptions to this requirement in the chair's letter of recommendation written for the applicant. If the applicant wishes to keep older letters in the file, then the letters should be transferred to section 15 of the file (Other materials), but only letters of recommendation written since the last promotion are permitted anywhere in the file.

16. Other material deemed appropriate by the applicant.

 

E. Eligible faculty who are approved for promotion, under the terms and processes above, to the next professorial level, will receive the following amounts of payment added to their salary base in the next contract year:

  Instructor to Assistant Professor: $2,000
  Assistant Professor to Associate Professor: $3,500
  Associate Professor to Professor: $5,000

 Revision consistent with 2008 AAUP MOA (07-01-07)

 

Part V: Tenure 

A. After the expiration of a probationary period, teachers or instructors should have permanent or continuous tenure, and their services should be terminated only for adequate cause, except in the case of program or unit discontinuance or under extraordinary circumstances because of financial exigency. (2-19-97)

B. In the interpretation of the principles contained in Section A. of this policy, the following is applicable:

1. The precise terms and conditions of every appointment should be stated in writing and be in the possession of both institution and teacher before the appointment is consummated. 

2. Beginning with appointment to the rank of full-time instructor or a higher rank, the probationary period should not exceed seven years, including within this period full-time service in all institutions of higher education; but subject to the proviso that when, after a term of probationary service of more than three years in one or more institutions, a teacher is called to another institution it may be agreed in writing that his new appointment is for a probationary period of not more than four years, even though thereby the person’s total probationary period in the academic profession is extended beyond the normal maximum of seven years; except when the interests of both parties may best be served by mutual agreement at the time of initial employment, institutions may agree to allow for more than four years of probationary service at the employing institution provided the probationary period at the institution does not exceed seven years. Notices should be given at least one year prior to the expiration of the probationary period if the teacher is not to be continued in service after the expiration of that probationary period.

3. If an untenured faculty member becomes a parent through birth, adoptive placement, or adoption of a child under the age of 5 prior to May 1 st of the fifth year of the probationary period, that faculty member, upon notification to the institution’s chief academic officer, shall be granted a one-year delay of the tenure review. Notification must occur within 90 days of the birth, adoptive placement, or adoption. Faculty members retain the right to opt out of this interruption policy. (3-20-06)

4. Under unexpected special and extenuating circumstances, prior to the sixth year of service, and at the request of the faculty member and the appropriate dean, the Chief Academic Officer of the university may grant an extension of the tenure clock for a maximum of one year. (9-18-97)

5. No more than two extensions of the tenure clock may be granted to a faculty member for any reason. Nothing in this provision shall be construed to guarantee reappointment of an untenured faculty member. (3-20-06)

 

C. Within this general policy, each Regents institution may make such operating regulations as it deems necessary, subject to the approval of the Board.

D. Any tenure approved by the institution shall be limited to tenure for the recommended individual at the institution consistent with the tenure policies of that institution. (Effective 11-14-02)

E. In exceptional cases, the chief executive officer at the Regents institution may hire a faculty member with tenure without their having completed a probationary period. (6-24-99)

F. Decisions of the chief executive officer shall be final and are not subject to further administrative review by any officer or committee of the institution or by the Board of Regents. (4-18-47; 2-25-80; 5-15-81; 4-16-82; 1-20-84; 2-16-89; 6-29-95)

Kansas Board of Regents: Policies and Procedures Manual (3-20-06)

G. The granting of tenure by the Board of Regents is a privilege and not a right. Tenure will be granted when the faculty member has been shown to have the proper qualifications and when it is in the long-term interest of the university. Department (or unit) criteria for tenure must be developed by the department faculty and be approved by the faculty, the department chair, dean, and Provost. The official listing of the department criteria must include the date approved by faculty. University statements, goals and interests, policies of the Kansas Board of Regents, and any applicable accreditation requirements will be considered during the process of defining tenure criteria.

1. Only faculty members in a tenure-track position are eligible for tenure. A faculty member in a tenure-track position, with the exception of tenure–track faculty in Forsyth Library, will be reviewed for continuation in tenure track in the first and second years of appointment at the departmental level; in the third and fourth years at the departmental and college levels; and in the fifth and sixth years at the departmental, college, and university levels. Some faculty members may be appointed with one or more years’ credit for prior experience, so that they proceed at a faster pace through the tenure process. The number of years credited in this manner shall be agreed upon between the faculty member and the appropriate chair, with review and approval by the appropriate dean and the provost, and shall be specified in writing as part of the written agreement governing the faculty member’s initial appointment. Faculty members whose initial conditions of appointment include a specification of a number of years credited toward tenure shall proceed to the appropriate step in the tenure review process. For example, a faculty member whose initial appointment includes a provision of three years’ credit toward tenure will have a first review according to the procedure for the fourth-year review.

A Forsyth Library faculty member in a tenure–track position (must be teaching at least one course per academic year) will be reviewed for continuation in tenure track in the first and second years of appointment at the library level; and in the third through sixth years at the library and university levels.

2. All faculty members in a tenure track should become familiar with the structure of the tenure file that each candidate (probationary years one through six) must prepare and the procedures regarding tenure review. College deans should do what is reasonable to insure that new faculty and department chairs are familiar with the guidelines, procedures, and schedules of the tenure review process well in advance of the deadline for application. It should be noted that leave time other than scholarly leave is not counted as time for achieving tenure.

3. In general, Fort Hays State University follows the notification procedure for tenure as stated in the Memorandum of Agreement between FHSU Chapter of the American Association of University Professors and FHSU/Kansas Board of Regents (FY 2008-2010). A probationary appointment carries with it an expectation of renewal. Hence, if the appointment is not to be renewed, the faculty member needs to be informed of this in writing on the following timelines:

a. Not later than March 1 of the first academic year of FHSU service, if the appointment expires at the end of that year; or, if a one-year appointment terminates during the academic year, at least three months in advance of its termination.

b. Not later than December 15 of the second academic year of FHSU service, if the appointment expires at the end of that year; or, if an initial two-year appointment terminates during the academic year, at least six months in advance of its termination

c. At least twelve months before the expiration of an appointment after two or more years in the institution.

 

H. Tenure Procedures: The candidate for tenure should read and be familiar with all steps of the tenure procedure with special attention given to section I, Format of Tenure File and the schedules of PART VI.

1. The faculty member submits his or her application for tenure (in the form of tenure file--see Item I. below) to the department chair. If the faculty member would like a copy of his or her tenure file, a copy should be made before submitting the it to the department chair, as the candidate will not be able to obtain a copy of the file once it has left the department. The chair forwards the candidate's file to the department tenure committee (as described in step 2 below).

2. A tenure committee shall be established at the department level by the chair in consultation with the faculty and the college dean. The department chair shall determine the size of the committee, and it will be composed of some or all of the tenured faculty members of the department, but will not include the department chair. In a department with few tenured members, the committee may include tenured faculty of other departments. All committee members shall be familiar with the guidelines of this policy. After examining the candidate's file, the committee shall vote affirmatively or negatively regarding the continuation of the candidate on the tenure track. The committee should strive for unanimity in its vote, but a simple majority is all that is necessary. The committee recommendation shall include a description of the procedures and criteria followed in making the recommendation, including the numerical vote of the committee. Though addressed to the chair, a copy of the recommendation will be sent only to the candidate at this time.

a. Candidates for tenure should note that at each level of review a pattern is followed as described above and is essentially a pattern of: review of the file, informing the candidate of the findings, appeal if desired by candidate, placing the recommendation into the file, and forwarding the file to next level of review. The candidate shall have 3 days after receipt of the final recommendation to respond in writing to any unresolved differences regarding the evaluation. The candidate's response must be sent to the next level of review and will become a part of the tenure file.

b. If the faculty member being evaluated for tenure is the chair of the department, the dean of the college will establish the department tenure committee, and that committee will report directly to the dean.

 

3. The candidate may insert additional materials in the file at this point. Within 5 days after receipt of the recommendation and upon request, the candidate will receive a hearing by the department committee. The committee will then send its initial and final recommendations to the chair and forwarding a copy of the final recommendation to the candidate. The candidate shall have 3 days after receipt of the recommendation to respond in writing to any unresolved differences regarding the evaluation. The candidate's response must be sent to the department chair and will become a part of the tenure file in the back of the department tenure committee's recommendation section.

4. The chair shall make an independent evaluation of the faculty member's file that includes the committee recommendation. Though addressed to the dean, copies of the chair's recommendation will be sent only to the candidate and department tenure committee at this time.

5. Within 5 days after receipt of the recommendation and upon request, the applicant will receive a hearing by the chair. The chair will then place the initial and final recommendation in the file, forward the file to the dean and send copies of the final recommendation to the applicant and chair of the department tenure committee. The applicant shall have 3 days after receipt of the recommendation to respond in writing to any unresolved differences regarding the evaluation. The applicant’s response must be sent to the dean and will become part of the tenure file in the back of the chair’s recommendation section.

6. For candidates in first or second year of tenure track, the dean will write a final recommendation to the provost. Copies will be sent to the candidate, department chair, and department tenure committee chair. The candidate may appeal the “final recommendation” to the provost and president, respectively. The candidate has 3 days to submit the appeal to the next level after receiving the previous decision. The provost and president should respond to the candidate’s appeal within 10 days after the appeal is received. The provost’s office will issue a continuing or terminal contract based on the final recommendation.

7. A tenure committee shall be established at the college level by the dean in consultation with the department chairs. It shall be composed of tenured faculty members that are not serving on a department or other tenure committee. The dean shall determine the size and distributional representation of the committee and shall chair the committee. All committee members shall be familiar with the guidelines of this policy. The committee shall make an independent evaluation of the faculty member's file and shall include in its recommendation to the dean the procedures and criteria followed and numerical vote. Though addressed to the dean, the committee's recommendation will be sent only to the candidate, department chair, and department tenure committee chair at this time. If the committee’s recommendation is not unanimous, members who wish to do so may provide written dissenting opinions.

8. Within 5 days after receipt of the recommendation and upon request, the candidate will receive a hearing by the college tenure committee. The committee will place its initial and final recommendations in the file and forward the file to the dean. Copies of the final recommendation will be sent to the candidate, department chair, and department tenure committee chair. The candidate shall have 3 days after receipt of the recommendation to respond in writing to any unresolved differences regarding the evaluation. The candidate's response must be sent to the dean and will become a part of the tenure file in the back of the college tenure committee's recommendation section.

9. The dean shall make an independent evaluation of the faculty member’s file that includes the previous recommendations. Though addressed to the provost, the dean’s recommendation will be sent to the applicant, department chair, and the chairs of the department and college tenure committees.

10. Within 5 days after receipt of the recommendation and upon request, the applicant will receive a hearing by the dean. The dean will then place the initial and final recommendations in the file, forward the file to the provost and send copies of the final recommendation to the applicant, department chair, and chairs of the department tenure and college tenure committees. The applicant shall have 3 days after receipt of the recommendation to respond in writing to any unresolved differences regarding the evaluation. The applicant's response must be sent to the provost and will become a part of the tenure file in the back of the dean's recommendation section.

11. For candidates in the third or fourth year of the tenure track, the dean’s review is the final tenure review step. The candidate may appeal the “final recommendation” to the provost and president, respectively. The candidate has 3 days to submit the appeal to the next level after receiving the previous decision. The provost and president should respond to the candidate’s appeal within 10 days after the appeal is received. The provost’s office will issue a continuing or terminal contract based on the final recommendation

12. A University Tenure Committee shall be established. There will be five members on the Committee who will serve two-year terms. Terms will be staggered so that approximately half of the members will change each year. Two members will be chosen from the College of Arts and Sciences and one member from each of the other three colleges. To fill vacancies and to maintain a balanced representation on the University Tenure Committee, the president of the Faculty Senate will submit the name of a tenured faculty member to the provost (normally in late Spring) for each of the vacancies on the Committee. The provost will initially convene the Committee. Committee members shall select a chair who will prepare the recommendations that will be sent to the provost. If Committee members feel that a written ballot should be used, the chair will tabulate the results. All committee members shall be familiar with the guidelines of this policy. Upon request, the dean, chair and/or department chair will attend a hearing of the University Tenure Committee to answer questions pertaining to the candidate and the tenure file. The Committee shall make an independent evaluation of the faculty member's file and shall include in its recommendation the procedures and criteria followed and the numerical vote. Though addressed to the provost, copies of the Committee's recommendation will be sent only to the candidate, department chair, and chairs of the department and college tenure committees at this time.

13. Within 5 days after receipt of the recommendation and upon request, the candidate will receive a hearing by the University Tenure Committee. The Committee will then place its initial and final recommendations in the file and forward it to the provost. Copies of the final recommendation will be sent to the candidate, department chair, and chairs of the department and college tenure committees. The candidate shall have 3 days after receipt of the recommendation to respond in writing to any unresolved differences regarding the evaluation. The candidate's response must be sent to the provost and will become a part of the tenure file in the back of the University Tenure Committee's recommendation section.

14. The provost shall review the faculty member's file and all recommendations and make an independent recommendation to the president. Though addressed to the president, the provost's recommendation will be sent only to the candidate, department chair, dean, and chairs of the department, college, and university tenure committees at this time.

15. Within 5 days after receipt of the recommendation and upon request, the candidate will receive a hearing by the provost. The provost will then place initial and final recommendations in the file and forward the file to the president. Copies of the final recommendation will be sent to the candidate, department chair, dean, and chairs of the department, college, and university tenure committees. The candidate shall have 3 days after receipt of the recommendation to respond in writing to any unresolved differences regarding the evaluation. The candidate's response must be sent to the president and will become a part of the tenure file in the back of the provost's recommendation section.

16. Given the information and recommendations described above, the president of the university writes an initial recommendation to the candidate, forwarding copies to the provost, department chair, dean, and chairs of the department, college, and university tenure committees. On request, the candidate will receive a hearing by the president. The president then sends the final recommendation to the candidate, forwarding copies to the provost, department chair, dean, and chairs of the department, college, and university tenure committees.

 

Approved by President Edward H. Hammond (06-13-99).
Revision consistent with 2008 AAUP MOA (07-01-07).

 

I. Format of Tenure File: Tenure files will normally consist of a single, three-ring binder notebook (not more than 2 inches thick). All publications or creative activities of the candidate need not be submitted as part of the file, but a good representative sample is required. All publications and/or creative activities should be listed in the Vita. In the service category, committee meetings etc. attended could be listed, if the candidate wishes to do so. However, actual meeting announcements should not be included. Exceptions taken to the one notebook limit should be explained in the department chair's letter of recommendation. The emphasis should be on quality and not quantity, and although the aesthetic appearance of the tenure file is not paramount, the file represents the candidate and consequently cannot be ignored by those evaluating the candidate's file. The format indicated below shall be utilized in preparation of the candidate's tenure file. Item 5 is not applicable for Forsyth Library tenure–track faculty. In such exceptional cases the candidate in consultation with the immediate supervisor may substitute other documentation related to the specific nature of one's employment.

1. A tenure statement by the candidate: This would normally be the last item the candidate prepares before submitting the tenure file to the department chair. This letter should clearly state the candidate's qualifications for tenure and focus attention on the unique strengths and credentials of the candidate. The candidate should recognize that members of the various committees may not be entirely familiar with the candidate's field. It is to the advantage of the candidate to explain the significance of his/her contributions or accomplishments. A candidate might, for example, comment on the relative importance of an exhibit in a gallery or on the professional reputation of a journal which features her/his work. The candidate should consider addressing concerns from prior tenure reviews in this statement or add an additional section at the end of the document to address problems and concerns from prior reviews or the current year. A candidate should show improvement in those areas of expressed concern. A new statement must be prepared each year that the candidate is considered for tenure review. Old tenure statements will be removed from the file.

2. List of departmental/unit criteria for tenure, including the date faculty approved the departmental/unit criteria.

3. The departmental tenure committee's report.

4. The department chair's recommendation.

5. The college tenure committee's recommendation.

6. The college dean's recommendation.

7. The University Tenure Committee's recommendation.

8. The provost's recommendation.

9. Statements of responsibilities negotiated between the candidate and the chair for the years under consideration.

10. Vita

a. Personal information
b. Education
c. Areas of expertise within a discipline
d. Courses taught: 1) At FHSU; 2) Other
e. Date of appointment to the faculty at Fort Hays State University
f. Prior service at other institutions
g. Departmental and institutional service
h. Scholarly submissions, publications, and papers presented)
i. Research grants received
j. Honors and distinctions
k. Community service

 

11. Charts summarizing course information for all courses taught at FHSU. The charts should indicate course level, the number of students enrolled and the grades by distribution (A - 12%, B - 27% etc.). Syllabi for two courses of the most recent semester should be included. Candidate should keep copies of all syllabi for courses taught and be prepared to make those available to any level of review that should request to see them.

12. Evidence of teaching excellence: Student ratings and peer reviews are two important sources of data regarding the candidate's teaching skills. The data inserted in this section of the file will be accumulated from one cycle to another. Items "a." through "c." listed below must be included in the candidate's tenure file.

a. Student rating summaries for the last three years should be presented in summary form, e.g., bar graphs, student rating summaries, as well as comparisons across departmental faculty and courses for the last three years along with an explanation of the comparisons, if appropriate, are to be included in the file. Student’s written comments for the last three years, if available, should be typed and included in the file. Any exceptions to this rule must be explained in the chair's letter of recommendation. The candidate may include a statement of explanation regarding the student ratings of a particular class or particular student if so desired.

b. Statements from the chair or colleagues who have systematically reviewed the candidate's classroom materials, e.g., course syllabi, assignments, tests etc. This statement may be contained in a letter of recommendation from colleagues, and hence would be located in section 15 of this file; if so, the candidate should include a statement here referring to the letter.

c. Description of steps taken by the candidate in order to improve instructional and evaluation techniques generally, and in one's field in particular. Items that could be included are such things as participation in workshops, seminars, training sessions (local, regional, national, international) pertaining to one's field, to education generally, or to the use of technology in the classroom, etc. If these items are documented elsewhere, then merely refer to them and briefly explain them in this section.

d. Statements by alumni on the quality of the instruction in the candidate's classes.

 

13. Examples of scholarly writing/creative activity/research. Only a sampling of scholarly work should be presented; work that exemplifies the applicant at his or her best. The applicant should keep copies of all other such works (listed in the Vita) in one’s office, or available on-line, and be prepared to make them available should any level of review ask to see them.

14. Documentation of service to the university and community. Only service for the last year should be presented. Other documentation should be kept in one’s office, or available on-line, and the applicant should be prepared to make them available should any level of review ask to see them.

15. Colleague letters of evaluation: Local letters must have been written in the current school year for this particular tenure review cycle, but letters from off campus may be used for two such cycles. It is recommended that there should be a minimum of three letters in this section of the file with a maximum of five letters. The department chair should explain any exceptions to this requirement in the chair's letter of recommendation written for the candidate. If the candidate wishes to keep older letters in the file, then the letters should be transferred to section 16 of the file (Other materials). There shall be no letters of recommendation in the file that are dated prior to the candidate's employment at FHSU.

16. Other materials deemed appropriate by the candidate.

 

Revision consistent with 2008 AAUP MOA (07-01-07)

 

Part VI: Schedules 

A. Promotion Pathways

1. Applicant applies to Chair

2. Department Promotion Committee

3. Rebuttal and/or hearing with Department Promotion Committee (optional)

4. Chair

5. Rebuttal and/or hearing with chair (optional)

6. College Promotion Committee

7. Rebuttal and/or hearing with College Promotion Committee (optional)

8. Dean

9. Rebuttal and/or hearing with Dean (optional)

10. University Promotion Committee

11. Rebuttal and/or hearing with the University Promotion Committee (optional)

12. Provost

13. Rebuttal and/or hearing with provost (optional)

14. President

15. Hearing with president (optional)

 

Items 1, 3, 5, 7, 9, 11,13 and 15 are actions initiated by the candidate.

B. Tenure Pathways

1. Candidate applies to Chair

2. Department Tenure Committee

3. Rebuttal and/or hearing with Department Tenure Committee (optional)

4. Chair

5. Rebuttal and/or hearing with chair (optional)

6. College Tenure Committee (not applicable to Forsyth Library tenure–track faculty)

7. Rebuttal and/or hearing with College Tenure Committee (optional) (not applicable to Forsyth Library tenure–track faculty)

8. Dean

9. Rebuttal and/or hearing with Dean (optional)

10. University Tenure Committee

11. Rebuttal and/or hearing with University Tenure Committee (optional)

12. Provost

13. Rebuttal and/or hearing with provost (optional)

14. President

15. Hearing with president (optional)

 Items 1, 3, 5, 7, 9, 11, 13, and 15 are actions initiated by the candidate.

Approved by President Edward H. Hammond (07-01-04).

Kansas Board of Regents: Policies and Procedures Manual (06-04).

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