The Ranking and Tenure Process and Your Professional File

1. The Ranking and Tenure Processand Your Professional File Things to Know Things to Do Things to Avoid A Presentation for the WSU Teaching & Learning Forum October 2005

2. Know the Policies Which Govern the Process Read Section 8 of the PPM. Read Your College’s Tenure Document. Read Department Documents (if used). Ask Questions.

3. s A professional file will be maintained for the purposes of tenure and promotion for each faculty member in the office of the dean. This file is to be distinguished from the personnel file maintained in the personnel office… (PPM 8-13) Candidate’s Teaching Profile … All candidates shall establish documentation for assessment by a peer review committee demonstrating their teaching skills. (PPM 8-11) The opportunity for early promotion is intended for candidates who have established a national or international reputation…A candidate must prepare a portfolio that includes documented evidence for extraordinary accomplishments… A statement of teaching philosophy…should also be included. (PPM 8-11) Thoughts on the File

4. Every candidate for promotion or tenure review shall undergo peer review. (Peer review may also occur prior to the formal review as part of a mentoring process designed to cultivate the candidate’s potential in an atmosphere separate from evaluation.) …The peer reviewers may also gather materials regarding the candidates’ scholarship and service activities. Peer reviewers should interpret this information in terms of department and college expectations and summarize, without rating, the candidate’s strengths and weaknesses in the designated areas. The summary of the peer review is subsequently placed in the candidate’s file to be evaluated by the department Promotion and Tenure Committee, the College Ranking and Tenure Committee, the Dean and others as described in the Dated Guidelines for the Ranking Tenure Review process (PPM 8-12). The peer review committee may be the department Promotion and Tenure Review Committee. (PPM 8-15) If the peer review committee is not the department Promotion and Tenure Review Committee, it shall consist of a minimum of three members who are familiar with the program. Peer Review PPM 8-11

5. Oct 15   Candidates shall meet with the chair of the peer review committee. At that time the candidate and the chair shall agree upon a schedule for the candidate to provide appropriate documentation of teaching effectiveness for the peer review committee to review and assess.  Dec 10   The results of department peer evaluations shall be placed in the candidates' professional files along with any other materials the committee deems appropriate (PPMs 8-11 and 8-13). Jan 15   Candidates' professional files are complete and ready for review. Peer Review Ranking and Tenure Review All from PPM 8-12

6. It is the responsibility of the faculty member to update the professional file to insure its completeness prior to the beginning of the ranking tenure review process. Materials may not be added to this file after the review process has begun, unless it is at the request of individuals involved in the review process. Other authorized individuals, including department and college peers, former employers, recognized scholars and professionals within the faculty member's discipline and Ranking Tenure Evaluation Committee members may submit items to the department chair for inclusion into the file.  The department chair will send the faculty member a copy of all items which have been sent to the office of the dean for inclusion in the faculty member's professional file. (PPM 8-13) In the case of the faculty member who is on tenure track or who is seeking promotion, the chair shall send to the faculty member’s professional file summaries of that faculty member’s student evaluations… (PPM 8-11) Placement of Material in the Professional File

7. The removal of any documents must occur as follows:  1. The faculty member must submit a written statement to the department chair presenting the reasons for excluding the item(s) from the file.  2. The department chair must submit a recommendation to the dean concerning the written statement of the faculty member.  3. After receiving the recommendation of the department chair, the dean, in consultation with the provost, will decide whether the challenged material will remain in the file.  4. If the decision is made to delete the challenged material, the removal of the item(s) will be shown in the table of contents as "deleted" and dated. (PPM 8-13) Removal of Items

8. Decisions made regarding the advancement in rank or the awarding of tenure of a candidate will be based on information contained in their professional file, as well as all other relevant information brought to the attention of reviewers at any stage of the review process. However, reviewers must take reasonable steps to protect candidates from unfair and prejudicial surprise when they consider information not contained in the candidate's professional file. Candidates must be apprised of any additional information to be considered and afforded a reasonable opportunity to respond to such information a reviewer might consider. Finally, reviewers must state in writing all information not included in the candidate's professional file upon which their findings and recommendations might be based (PPM 8-14) Material Outside the File

9. To be promoted from assistant professor to associate professor one must either have been granted tenure or be granted tenure at the same time as the promotion. A candidate who fails the tenure review process cannot be advanced in rank. (PPM 8-11) Rank and Tenure

10. In exceptional cases, the tenure process may be temporarily suspended (leave and re-enter at the same point), and the probationary period extended by the college Ranking Tenure Evaluation Committee, upon recommendation by the department and the dean, in consultation with the provost. For example, when a faculty member becomes a parent through birth or adoption of a child below the age of six, great consideration shall be given to the faculty member's request to extend the probationary period for tenure for up to two years, in one year increments, provided the request is made in writing during the year following the birth or adoption. Other examples include but are not limited to death, divorce and illness. If and when such a request is granted, the conditions of the extension shall be explained in writing by the provost, copies distributed to the candidate, the department chair and the candidate's professional file, and major reviews delayed accordingly. (PPM 8-23) Extensions of the Probationary Period

11. It is acceptable to exceed the minimums. In fact, it is desired. The Criteria

12. Ask questions. Be a partner in the process. Use common sense. Be Engaged in the Process

13. The evaluation process is qualitative as well as quantitative. Tell your story within the context of WSU (the criteria). Weave together a narrative. Tell Your Story

14. John attended a 2004 conference on undergraduate research. Kay attended a 2004 conference on undergraduate research. An Example of Narrative How will the conference be considered in the ranking and tenure process?

15. John was motivated by the undergraduate research conference. He began working with undergraduate students on research projects. Since the conference, John has worked with 10 different students. His students have presented their research at WSU’s undergraduate research symposium. In 2004, he received an NSF grant to fund his work with student. Three of collaborative research projects have been published in peer-reviewed journals. Kay enjoyed the conference, but after returning to campus Kay focused on other areas. In January 2004, Kay attended an AAC&U conference on liberal education. Kay also joined one of WSU’s Diversity Action Teams. In April 2004, Kay applied for a Hemingway grant to travel to China and gather material to be used in several of the department’s undergraduate classes. Kay is presently considering how to incorporate the materials into the curriculum. Two Different Stories

16. Count: To name one by one to find the total number To recite numbers in order The act of counting One of the imperial court What Counts?

17. Questions? Ranking and Tenure