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

Post-Tenure Review

A. Policy Statement

1. The University recognizes that the granting of tenure for university faculty is a vital protection of free inquiry and unimpeded intellectual debate. The University further recognizes that an outstanding tenured faculty - essential to the accomplishment of its teaching, scholarship, and service mission - must be subject to meaningful periodic review as mandated by the Kansas Board of Regents' post-tenure policy. Mindful that any post-tenure review process must be in accord with fundamental principles and policies recognized by the University's academic community, including academic freedom, tenure, due process, and confidentiality of personnel matters, Fort Hays State University adopts this post-tenure review policy.

2. Post-tenure review (PTR) supplements annual evaluations by providing a long-term peer assessment of a faculty member's accomplishments and opportunities. PTR promotes faculty development and achievement by acknowledging faculty contributions. PTR also ensures quality when it properly addresses areas of faculty performance in need of improvement and helps faculty reach their full potential. This procedure is not disciplinary or punitive.

3. This policy neither alters nor amends the University's policies regarding removal of tenured faculty members for cause that are stipulated in policies of the Kansas Board of Regents, Fort Hays State University Faculty Handbook, and the current Memorandum of Agreement between the FHSU Administration and the FHSU Chapter of the American Association of University Professors. This policy and any actions taken under it are separate from and have no binding effect upon the chronic low performance or annual evaluation policies and processes.

B. Definitions

1. Review Period; Faculty Subject to Review. Faculty members will be reviewed once every six years following the receipt of tenure with the review occurring at the department level. The period is restarted if a faculty member is promoted. The time period when a faculty member is on approved medical or familial leave or that would otherwise be excluded when computing time in rank does not count toward this period. However, time spent in sabbatical would be counted as time in rank. The review may be postponed if it falls in a year when the faculty member is on approved leave. Faculty members on phased retirement or whose retirement date has been approved by the University will be exempt from review under this policy. In addition, time serving as department chair, program director, dean or associate dean, or other position subject to administrative review is excluded, with the clock suspended during these appointments.

2. Department Expectations; Criteria for Evaluation. The department tenure review committee will use department expectations for professional academic performance, including expectations in the areas of instruction, scholarly and creative activity, and service. Expectations should be consistent with established tenure, promotion, and merit criteria for faculty performance. In view of the many different kinds of contributions made by faculty members during the course of their careers, application of department expectations must offer sufficient flexibility to recognize the maturation of faculty interests, activities, and strengths.

3. Post-Tenure Review File. A faculty member subject to review must create a confidential post-tenure review file, which is the sole basis for review, containing the following information: the department's or unit's approved tenure, promotion, and merit criteria; a current curriculum vitae; a list of additional activities not covered by the curriculum vitae; summary evidence of instructional excellence (last three years of instructional evaluation data); summary evidence of scholarly/creative activities, and service activities (for the review period); and a brief narrative statement (no longer than 3 pages or 1,500 words). The narrative statement should briefly outline the faculty member's goals for professional development, describing past accomplishments and future objectives specific to those goals, and it may also identify barriers to or necessary resources for the accomplishment of these objectives. The candidate should also review progress toward goals cited during a prior review process and challenges that impacted their performance toward those goals. The faculty member's department chair will provide the annual merit evaluations for the relevant six-year period preceding the review. NOTE: While the file is currently conceptualized as a paper-based document, the University reserves the right to move toward a digital portfolio management system at some point.

4. Post-Tenure Review Committee. Post-tenure review will be conducted by the current department tenure review committee.

C. Process and Procedure

1. Notification of Review. The provost will maintain an official list of faculty members subject to the post-tenure review process. The college dean will officially notify faculty members scheduled for post-tenure review no later than May 1 of the calendar year prior to review. Notification will be in writing.

2. Submission of File. A faculty member subject to review will submit a post-tenure review file to her/his college dean by March 1 of the calendar year in which review will take place. The faculty member's department chair will forward to the post-tenure review committee chair the annual evaluations for the relevant five-year period preceding the review for inclusion in the post-tenure review file.

3. Committee Review. The committee will review the faculty member's file and issue a written statement of its findings within two weeks. This statement will highlight exceptional performance, outline need for functional improvement, and recommend actions for continued, long-term contribution as a member of the department and the university community. The review findings will remain with the file and the candidate and department chair will receive copies of the review findings. The file will be forwarded to the appropriate college dean by March 22.

4. Appeal of Determination. The faculty member may appeal the committee's findings to the dean for a mandatory hearing within a week of the issuance of those findings. Upon completion of the hearing, the dean will provide a written determination indicating concurrence or dissent with the faculty member's appeal within a week of the scheduled appeal. A copy of the dean's determination will be delivered to the faculty member, the committee, and the faculty member's chair.

5. Dean Review. The dean shall review the post-tenure review file of the candidate including the committee findings. This review shall focus on assurance of process as well as substantive review of the candidate's file relative to department criteria for evaluation. The dean shall have completed the review by April 10. Copies of the dean's findings shall be submitted to the candidate, the department chair, and the chair of the post-tenure review committee.

6. Report to Provost. The dean will provide to the provost a summary report of any post-tenure review completed by the college by May 1.

D. Training Requirements

The following training protocols shall be followed to achieve standard application of the policy and understanding of the procedure.

  • Training shall be made available for all tenured faculty subject to post-tenure review. Training shall be jointly conducted by college deans and FHSU-AAUP representatives. Training shall review the purpose of post-tenure review, the policy, required elements of the review file, review timelines, procedure, outcomes, and appeal process.
  • Training shall be made available for college deans and department chairs articulating their specific roles in the review cycle, the purpose of post-tenure review, the process, review timelines, procedures, outcomes, and appeal process. This training will be coordinated by the provost with input from FHSUAAUP.

E. Policy Applicable Date

This policy is mandated and approved by KBOR, Spring 2015. The policy was implemented with first reviews completed in Spring 2017. The first faculty subject to this policy will be those who were last promoted or tenured in 2008. The first review cycle shall include all faculty last reviewed for tenure or promotion in 2008 and 2009.

As published in AAUP MOA (9-2015).
Updated per AAUP MOA (7-2018).

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