The PAF, P&B’s CPC”s and Important Role of Faculty Governance September 12, 2019
GOALS I. Review of governance role of P&B/Chair and CPC/Dean in the Personnel Action Process II. What the candidates are told i. Path of the PAF and important dates ii. Changes in the form from last year iii. How personal appearances work III. Classroom Evaluations/Support material IV. Voting/Decision letters V. Interfolio as the “new” Portal 2
Shared Governance in the Personnel Action Process FACULTY RESPONSIBILITY The faculty has primary responsibilities for… the area of faculty status which includes appointments, reappointments, decisions not to reappoint, promotions and tenure. CBA 2.02(b)(i). INITIAL APPOINTMENTS Initial Appointments of Full-time Faculty : The initial decision shall be made by the Personnel and Budget committee of the department …. No full time faculty appointment may be made without prior approval of the Department Personnel and Budget committee… CBA 3.0 If the Department Personnel and Budget Committee decides against appointment of the candidate, then the matter is concluded … Statutes 8.01 (b) REAPPOINTMENT 8.03 , PROMOTION 8.05, AND TENURE 9.05 Written information describing the qualifications of the candidate (the PAF), are transmitted to the Departmental P&B for discussion and advice. The Department P&B Committee shall make the initial decision… and shall forward the record of its deliberations (the PAF and minutes) to the appropriate College Personnel Committee … the record of the deliberations of the CPC shall be forwarded by the Dean to the Chairperson of the University Personnel Committee … (Statutes 8.03 (b), (c), (d) ). 3
CHAIRPERSONS/P&B 4.07 Statutes: The Department Chairperson • is the academic leader of the Department • a faculty member as well as the departmental liaison to the administration • has a special obligation to build excellence in teaching and scholarship in the department 4.11 Statutes: The Chairperson shall; • monitor and guide the professional development of the probationary faculty.. Including conferral with each member… regarding the individual’s performance as a teacher and as a researcher…. • preside at the Department Personnel and Budget Committee meetings 4.05 Statutes: The Personnel and Budget committee shall ; • have primary responsibility to … administer such policy with respect to the faculty recruitment, appointments, reappointment, promotions and the conferral of tenure 4
Vital Role of Chairpersons Guide the Faculty member & department/division through this process • Mentor or assign a mentor • Classroom visits • Run the P&B • Confidential letters • Present the faculty member to CPC and UPC • Decision letters 5
DEANS/CPC’s 5.06 Statutes: College Personnel Committee Membership Each College Personnel Committee shall include as members the Dean or, where appropriate, the Director as a voting member and chairperson of the Committee, and four elected tenured Eligible Faculty members. To the extent practical, department representation shall be rotated on the College Personnel Committee….. ( c ) A faculty member who serves as a member of the College Personnel Committee may not simultaneously serve as a member of the Department Personnel and Budget Committee or of the University Personnel Committee. Preve vents ts double e voti voting 2.15 Statutes: Academic Deans (d.) The Dean may recommend to Departmental Chairpersons candidates for appointments and reappointments to the faculty for promotion or for conferral of tenure…. (f.) With respect to each person considered for appointment, reappointment, promotion or tenure , the Dean shall report to the Provost any actions recommended by the School or College Personnel Committee . . . 6
Summer – November 6: Important Dates APRIL: Submit names to Dean to generate confidential letters MAY: Memo May 22, 2019 (via Chairpersons, on Provost’s Web page) Time frame for this PAF approximately November 2018 – November 2019 JUNE: General PAF workshop SEPT: S ubstantive workshops September 10, 11, 12 – If questions cannot be answered by the FAQ or through e-mail, bring them to the workshops. Classroom visits (evaluations) begin – Deans and chairperson OCT: October 19-25: Classroom visits should be concluding Mid-October: The Portal “opens”; written instructions will be disseminated October 25 : Most revisions are made (the latest date suggested to meet with your Chairperson) . NOV. 6 : PAF DUE. All PAF’s and support material must be uploaded to the PORTAL on or before this day. On the day you submit to the Portal, please deliver 3 signed hardcopies to your Chairperson or Director along with any physical support material you may have. IF you are experiencing issues – contact the HELP DESK and if needed members of the e-studio will meet with you You may do this at any time while preparing your PAF. 7
The Personnel Action Cycle JAN - APR 2020 University Personnel Committee May 2020 (Every Wednesday) Board of Trustees Official letters sent DECEMBER 2019 CPC = College Personnel Committee START Chairperson – Dean of the College/School Memo May 22, 2019 & PAF 1 st and 2 nd year faculty members = personnel action form at the rank of Instructor or Assistant Professor stop here (via Chairpersons, on Provost’s Web page) NOVEMBER 2019 P & B Committee Chairperson – Chair of Summer 2019 the Department/Division • Begin working on upcoming PAF • Move everything on last year’s NOVEMBER 6, 2019 PAF form down DUE September • Workshops October • Classroom visits • Classroom visits • Check in with Chairperson • Look for instructions for Portal via e-mail 8
PAF with FAQ’s 9
Things we tell the faculty members CONFIDENTIAL LETTERS & WEDNESDAY’S IN THE WINTER Wednesday’s in the winter months - Sometimes it snows – it Confidential Letters is OK • Dean must send letters and material • UPC meets every Wednesday end of Jan- April • Consultation with the P&B to secure names • Tenure actions may begin late February or early March of referees to yield 3-6 letters • If you teach on Wednesdays we will try to avoid scheduling • You will not know who responded/ who you during class time couldn’t • Make sure your presenter is around also! • You will not see the letters • If you will be away any Wednesdays - IT IS OK – just tell me • The letters may not be discussed while you ASAP (LIKE NOW!) are making your personal appearance at any level of the process (while you are in the • If your presenter is going to be away – IT IS OK – just tell room) me ASAP (LIKE NOW!) • If you haven’t done this yet, go directly to your Dean to discuss 10
S = c ertifications T = support material CHOIC ICES: All electronic All elec ic, All pa All paper, o or Any c ny com ombination of of the the tw two Al Always n need an i index: In Index dex sh shoul uld mat atch ch t the e TABLE O OF CONTE TENTS TS T. Index of Support Material Attach t At to the END END OF OF THE P THE PAF AF and if y you ou Attach an index of the support material you are providing to the end of hav ave p e pap aper er sup support mat ater erial leave ve 2 co copies es in in t the this PAF. TWO paper copies must also be placed at the front of any boxes or folders containing written support material . Support front o t of th the b box. x. material should be indexed in accordance with the lettering system of the Table of Contents. 11
GENERAL TIPS Things we tell the faculty members SUBSTANCE OVER FORM - BUT……. KEEP IT NEAT and Make it READABLE to everyone The further away from your department the PAF travels, the fewer people in your discipline will be reviewing it. Therefore make it readable to EVERYONE. No jargon. 2018: Each year stands alone as a basis for reappointment. Separate THIS YEAR’S achievements from prior years. 2017 : All prior years go together indented and in reverse chronological order o 2016 : All prior years go together indented and in reverse chronological order o 2015 (allows the total record to be viewed for T enure and Full). o GENERAL TIPS Use only one staple in the upper left hand corner of the 3 hard-copies o FONT: It’s up to you what to use - nothing hard to read (the images CAN be enlarged on o the screens for viewing). CONSISTENCY: Use CAPITALS, Bold , Underline, Italics as you choose, but do it the o same way every time for every entry (if you use bold for book titles, but italics for journal articles, do so for all similar entries). 12
Classroom Evaluations and Support Material Things we tell the faculty members Classroom Evaluations Support material • May be completely “it is IMPERATIVE that Chairpersons and Deans digital complete classroom • May be completely evaluations and relay results to the ” faculty member before In paper format October 25, 2019 https://www.stjohns.edu/academics/office-provost/faculty- (books, etc…) resources BUT WHAT IF • May be a hybrid of THEY both CAN’T/DON”T … 13
Help us reinforce the “Things we tell the faculty members…” Most document and additional resources can be found at https://www.stjohns.edu/academics/office-provost/faculty-resources 14
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Voting, Mentoring and . . . No su o surprises s in t n the Tenure re y year r please se! 16
…… and Decision Letters 17
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