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 (Change title to Promotion and Tenure Policy and Procedures for Tenured and Tenure-track Faculty

Promotion and Tenure

I. Promotion

A. Board of Visitors Policy

1. Promotions to associate professor and full professor  , All promotions in rank are based on evaluation of the faculty member's performance in teaching, research, and service over the total time in the previous rank as compared to the criteria established by the Board of Visitors for the rank being considered and any other criteria established by the department or college.

2. Promotion to the rank of associate professor must occur at the time of the tenure award, except in the case of certain faculty members who were tenured in the rank of assistant professor prior to June 30, 1982. Such persons may be considered for promotion to the rank of associate professor during any subsequent year under the same policy and procedures as are used for promotion to the rank of full professor.

3. Promotion to the rank of full professor is normally considered no earlier than during the sixth year of a faculty member's service as associate professor at Old Dominion University. Exceptions are made only under the following circumstances:

A faculty member who has held the rank of associate professor at another institution and was initially appointed to Old Dominion University at the rank of associate professor may be considered for promotion at the time of the award of tenure.

A faculty member of extraordinary merit may be considered for promotion to the rank of full professor before the sixth year as associate professor at Old Dominion University.

4. The president, upon the recommendation of the Faculty Senate, shall establish procedures for consideration of promotion to the rank of full professor (and of designation as eminent scholar) and of promotion to the rank of associate professor for those tenured as assistant professors prior to June 30, 1982. Such procedures shall require consideration and recommendation by faculty members at the department and college level, the chair, the dean, and the University Promotion and Tenure Committee. The decision concerning promotion is to be made by the provost and vice president for academic affairs. If the provost and vice president for academic affairs decides against promotion, the faculty member may request a review by the president. The decision of the president is final.

II. Tenure

A. Purpose of Tenure
The main purposes of tenure are to recognize the performance of faculty members who have given years of dedicated service to the university, to protect academic freedom, and to enable the university to retain a permanent faculty of distinction in order to accomplish its mission. For these reasons, tenure is awarded only after a suitable probationary period, and the decision to award tenure is based both on the merit of the individual faculty member and on the long-term needs and mission of the department, the college, and the university.

B. Eligibility for Tenure

1. Only faculty members who hold the ranks of assistant professor, associate professor, or full professor are eligible to be considered for tenure. Assistant professors will be awarded tenure only if they are simultaneously being promoted to the rank of associate professor.

2. Under certain circumstances administrative faculty holding rank in a department at the assistant professor (if promotion to the rank of associate professor is being simultaneously considered), associate professor, or full professor level may be considered for tenure, as specified by the Board of Visitors policy concerning administrative faculty.

3. Since tenure is granted as a faculty member in an academic department or program, the award of tenure does not imply continuance in any full-time or part-time administrative position, nor does it imply continuance of any specific work assignment within or outside the department in which tenure is granted.

C. Probationary Period

1. The probationary period begins with the initial full-time, tenure-track appointment at Old Dominion University at the rank of instructor, assistant professor, associate professor, or full professor; only time spent in a tenure-track position at one of these ranks is counted as part of the probationary period.

           Subject to agreement by the university and the faculty member, any academic year in which the faculty member was on a full-time tenure-track appointment in one of these ranks for at least one semester may be counted as one year of the probationary period.

2. The following do not count as part of the probationary period:

a. Time in the rank of assistant instructor, artist-in-residence, performer-in-residence, writer-in-residence, research professor, research associate professor, research assistant professor, research associate, or any part-time position.

b. Time in appointment as an administrator, that is, in a position designated as a teaching/research administrative position or as a classified position in the state personnel system. (Time spent in a teaching and research faculty position as defined in the state personnel system will count as part of the probationary period, even if administrative responsibilities are assigned as part of that position; normally, departmental administrative positions such as chair or assistant chair will thus count as part of the probationary period.)

c. Time in a position that involves no teaching of credit courses, for example as a teacher of children or a therapist in the Child Study Center or as a teacher of exclusively noncredit course work.

d. Time spent on leave of absence.

e. Time spent on faculty exchanges if the faculty member so chooses.

 

D. Probation Extension

A period of time, not to exceed one year, may be excluded from the probationary period, upon the approval of the provost and vice president for academic affairs subject to the following conditions.

                                   1.        That the faculty member submits a request in writing to the department chair. The department chair and the dean shall forward the request with a recommendation to the provost and vice president for academic affairs.

                                   2.        The request must be the result of the occurrence of a serious event. A "serious event" is defined as a life-altering situation which requires the faculty member to devote more than eight hours of each day to alleviate the impact of the event for a period greater than six weeks and less than one year. These events may include the birth of a child, adoption of a child under the age of six years, serious personal illness or care of an immediate family member including parent, stepparent, child, or spouse.

                                   3.        The faculty member shall provide documentation to justify the time requested and the seriousness of the event.

                                   4.        The request shall be made no later than one year from the first day of the serious event.

                                   5.        The faculty member must have been adequately performing the duties assigned prior to the first day of the serious event.

                                   6.        Faculty who are awarded this exclusion shall have no requirements or expectations beyond those of any probationary faculty member.

                                   7.        Work accomplished during the excluded period may be cited in the tenure case.

                                   8.        Requests for exclusion may be made at any time during each academic year. No request shall be made after the application for tenure has been submitted.

                                   9.        Decisions will be made within 60 days of the receipt of the faculty member's request by the department chair.

                                 10.        The decision of the provost and vice president for academic affairs is final.

E. Length of Probationary Period

The maximum length of the probationary period is seven academic years. The faculty member is informed of the decision of the provost and vice president for academic affairs on tenure by April 15 of the sixth year of probationary service. The faculty member will receive either a tenure contract or a terminal contract in the seventh year.

F. Reduction of the Probationary Period

The length of the probationary period may be reduced in any of the following instances:

1. A faculty member who has full-time teaching experience at the rank of instructor or above at another collegiate institution; or has had full-time teaching experience in a nontenure-track position at Old Dominion University; or who has had full-time teaching experience at the rank of instructor or above at Old Dominion University prior to a break in service, may have the probationary period reduced by one or two years.  The reduction must be recommended by the chair and dean and approved by the provost and vice president for academic affairs at the time of the initial appointment. Unless such a reduction has been approved and the faculty member has been so notified in writing at the time of the initial appointment, reduction for prior service will not be granted. The changes in the provisions of this paragraph as compared to the Faculty Handbook of 1978-79 will not apply to faculty members whose initial contract was offered prior to June 15, 1980.

2. The probationary period for tenure may be shortened in the case of exceptional merit and performance. It is the sense of the Board of Visitors that this procedure be followed only in the case of demonstrably exceptional faculty members.

III. Criteria for Promotion and the Award of Tenure

A. The following criteria are used in the evaluation of every candidate for promotion and/or  tenure. Each faculty committee and administrator considering a tenure case must specifically address each of these criteria as they apply to that case in the written recommendations that are submitted up the line to the provost and vice president for academic affairs. Committee votes must be recorded in the recommendations. In cases in which a vote is not unanimous, reasons for negative votes must be included.

B. Criteria to be used are merit over the probationary period to include, effective teaching, scholarship and research, and  service; and long term needs of the department, college, and university. Since tenure may be awarded only to faculty members who hold the rank of associate or full professor or who are being simultaneously appointed to one of those ranks, any faculty member awarded tenure must meet the minimum requirements for the rank of associate professor.

1. Merit is defined as the quality of the of the faculty member in teaching, research, and service over the entire probationary period and the contributions made by the faculty member in these areas to the university.

a. . Convincing evidence of effective teaching.

b.  No faculty member can normally be promoted or awarded tenure unless convincing evidence is provided of successful performance in scholarly activity and research. (Exceptions can be made only if the department can demonstrate a long-term need for an additional tenured faculty member who will not be teaching graduate students.)

c. Significant professional contributions in all areas of service.  (See new policy on Evaluation of Service. )

 

 

IV.    Procedures for Promotion and Tenure

These procedures apply to promotion to the rank of full professor and to the award of tenure . (In the case of those faculty members who held tenure and the rank of assistant professor in June 1982, these procedures also apply to promotion to the rank of associate professor. Otherwise, promotion to the rank of associate professor is part of the tenure consideration and is dealt with in accordance with the policy concerning tenure.) Promotion to the rank of assistant professor is made by the provost and vice president for academic affairs following recommendation by the chair and dean. These procedures are designed to implement the Board of Visitors policy concerning promotion and award of tenure. The board policy is governing in all promotion and tenure cases.

A. Considerations Concerning Promotion and Tenure

1.     Each faculty committee and administrator considering a promotion case and or tenure case must specifically consider factors listed below as they apply to each case in the written recommendations that are submitted up the line to the provost and vice president for academic affairs. In the case of committees, the vote must be recorded in the recommendation, and the reasons produced by the minority members must be specified.

2.     Each committee and administrator making a recommendation concerning promotion and/or tenure  considers evidence of the faculty member's performance over the total time in which the previous rank has been held as compared to the guidelines for the rank being considered as established by the Board of Visitors and any other guidelines established by the department or college.

3.     The total rank structure of the department should be considered.

4.     At the least, the committees and administrators should examine faculty information sheets, chair evaluations, dean's evaluations, and any other evidence submitted by the faculty member, the chair of the department, or any other relevant source. It is the responsibility of the department chair and the departmental promotion and tenure committee to provide an assessment of the quality of the publications for the faculty being considered for promotion. The evidence should address the quality of the journals and the reputation of book and other such publishers.

a. Copies of the recommendations by all committees, chairs, deans and the provost shall be provided to the faculty member being considered for promotion and/or tenure. The faculty candidate should receive a copy of the recommendation no later than two weeks after the recommendation is made by the recommending committee/person.  The faculty member will be provided opportunity to correct any factual misinformation in such recommendations by placing a letter in his or her promotion file at any stage, or up until May 1 to the provost (February 1 for faculty hired mid-year).

5. . The faculty member involved is informed that the committee is considering promotion in rank and/or tenure and is given an opportunity either to appear before the committee (or group) considering the case, or to submit a statement in writing in support of eligibility for promotion.

6. .  In case of material developments, additional documentation may be added to the portfolio before credentials are reviewed by the University Promotion and Tenure committee, but not after that committee receives the credentials.  Additions can only be added with the concurrence of the department chair and dean.

 

B. Faculty Candidate Responsibilities

1. Credentials must be compiled and submitted in the format provided by the office of the provost and vice president for academic affairs. ( See appendix  for specific details)

2. Documents to be submitted include all annual reviews at every level, vitae, examples of scholarly activity and research where possible.

3. Provide a list of possible external reviewers to the department chair.

4. Candidates for promotion should provide a statement of potential external and/or internal reviewers with whom there is a conflict of interest, e.g., co-authors, co-investigators, etc.

 

C. Composition of Committees

Department

1. . A candidate for promotion in rank and/or tenure is initially considered by the faculty members in the department who hold the rank being considered or above:[1] Only faculty holding the rank of full professor are eligible to vote on candidates for promotion to full professor.  The procedures at the departmental and college level may be suitably adapted for faculty members who hold interdisciplinary or interdepartmental appointments. The adapted procedures should be recommended by the promotion and tenure committee of the college or colleges involved and approved by the dean or deans and the provost and vice president for academic affairs. Procedures above the college level will be the same as those designated above in all cases.

No dean, associate dean, assistant dean, or other full-time administrator or department chair shall attend or participate in the deliberation of either the departmental, college, or University Promotion and Tenure Committee

 

a.  In the case of large departments, the faculty members in the rank being considered or above may select a committee from their ranks to consider and make recommendations concerning promotion. In that case, it is the responsibility of the committee to elicit opinions from all faculty members holding the rank considered or above.

b. In departments where fewer than three members hold appointments in the rank being considered or above, the dean, in consultation with the chair, will appoint enough additional faculty in the rank or above from other disciplines to form a committee of at least three.

College

2. The college committees shall consist of one tenured faculty member from each department in the college. All members of the college promotion and tenure committees shall be elected directly by the faculties they represent for a one-year term renewable twice for a total of three years. This member shall be chosen by majority vote of all full-time, tenure-track teaching and research faculty members of the department, present and voting, by secret ballot before April 15 of each year for the ensuing year. There should be at least three full professors on the college committee since only faculty holding the rank of full professor are eligible to vote on candidates for promotion to this rank . No person shall serve on a college promotion and tenure committee for more than three years consecutively but is eligible for reelection after an absence of at least one year.

University

3. The University Promotion and Tenure Committee shall consist of one tenured full professor from each of the major degree-granting academic colleges. This member shall be elected by his/her college's promotion and tenure committee(s) by September 15. The University Promotion and Tenure Committee shall elect one of its members as chair.[2] No person shall serve on the University Promotion and Tenure Committee for more than three years consecutively but is eligible for reelection after an absence of at least one year.

D. Reviewers Responsibilities and Procedures

   1. The department committee or faculty group makes its recommendation concerning promotion and/or tenure to the chair together with reasons for the recommendation (including a minority statement in the case of a split vote), and specifies the vote of the committee. All committee members should vote yes or no.

   2. The chair evaluates independently the credentials of the faculty member, the rank structure of the department, and any additional evidence presented, either by the faculty member or from any other source, and makes a recommendation, with reasons, concerning promotion and/or tenure. 

 

    3. If either the departmental committee (or group), or the chair, or both recommend promotion and/or tenure , the faculty member's credentials together with the recommendation of the faculty committee and the chair will be forwarded to a promotion committee of the college for consideration. This committee will make an independent evaluation and make a recommendation concerning promotion with reasons (including reasons of the minority) to the dean. The recommendations will indicate the vote of the committee. All committee members should vote yes or no.

4. If neither the departmental committee nor the chair recommends tenure for the faculty member, tenure is not granted in the ensuing year. If the faculty member is being considered in the year preceding the limit of his or her probationary period, as defined by the Board of Visitors policy on tenure, that faculty member is given a terminal contract for the ensuing year unless a further review is requested.

5. . The dean examines all documents, including the recommendation of the college committee, and makes a determination concerning promotion and/or tenure. The dean, considering all previous recommendations and all credentials, then makes a recommendation concerning promotion and/or tenure which is forwarded, with reasons, to the provost and vice president for academic affairs. The provost and vice president for academic affairs forwards the materials to the University Promotion and Tenure Committee.

6. The University Promotion and Tenure Committee, consisting of one tenured full professor from each of the major degree-granting academic colleges, examines the facts and all previous recommendations and documentation, and makes a recommendation (with reasons, including minority reasons, if any) concerning promotion and or tenure, which is forwarded to the provost and vice president for academic affairs. All committee members should vote yes or no.

7. On the basis of all the evaluations and recommendations presented, and after consultation with staff, the provost and vice president for academic affairs makes a decision concerning promotion for the coming year. If the recommendations of the committees and administrators that have previously considered the case have not been in agreement with one another, or if the provost and vice president for academic affairs disagrees with the recommendations that have been in agreement with one another, the provost and vice president for academic affairs shall consult with the chair, the dean, and the University Promotion and Tenure Committee before reaching a final decision. The decision of the provost and vice president for academic affairs will consist of one of the following:

                           a.        award of promotion/tenure

                           b.        deferral of promotion

                            c.        denial of tenure

8. If the decision of the provost and vice president for academic affairs is for promotion and/or tenure, the faculty member will receive the higher rank and/or tenure in the subsequent academic year. The decision of the provost and vice president for academic affairs will be reported to the president.

9. If the determination of the provost and vice president for academic affairs is in favor of promotion and/or tenure, the provost and vice president for academic affairs forwards the faculty member's name to the president for presentation to the Board of Visitors as a candidate for tenure. The Board of Visitors will act on the case by April 15 of the year in which it is being taken up. Upon approval of the Board of Visitors, the faculty member is offered a tenure contract for the coming year.

10. If the determination of the provost and vice president for academic affairs is against tenure and the decision is made in the year preceding the end of the limit of the probationary period, the faculty member is notified by April 15 that a terminal contract will be offered for the ensuing year. A faculty member who has not reached the limit of the probationary period may be offered either one subsequent annual contract or a terminal contract for the ensuing year.

11. Unfavorable Recommendations and Decisions ( See section on appeals)

a. If neither the department faculty committee (or group) nor the chair recommends promotion or tenure, the faculty member will not be considered for promotion in the coming year unless a review by the college promotion committee and the dean is requested by the faculty member. If a review is requested, the departmental committee and the chair forward all documents to the promotion committee of the college, which examines them and makes a recommendation concerning promotion and/or tenure to the dean. All committee members should vote yes or no.

b. If the dean's determination is negative and is in accordance with the recommendations of the departmental committee, the chair, and the college committee, then the faculty member is not promoted for the coming year. If the dean's determination is negative and is not in accordance with all previous recommendations, the faculty member may request a further review by the provost and vice president for academic affairs.

 

E. External Reviews

1. Selection Process for Reviewers

a. In the case of promotion and/or tenure, external evaluation of the faculty member's research and scholarly activity by nationally recognized experts in the field of specialization will be required.

b. The responsibility for initiating the external review, securing the reviewers, and forwarding complete review files to the dean, college promotion and tenure committee, provost and vice president for academic affairs, and the University Promotion and Tenure Committee belongs to the department chair. In promotion of department chairs, the responsibility belongs to the college promotion and tenure committee.

c. External reviewers with academic positions will hold the same rank or higher than the promotion rank for which the faculty member is being considered; exceptions should be justified by the dean. The department tenure and promotion committee and the candidate will prepare separate lists of potential reviewers. The candidate will review both lists and will document personal and professional relationships with all potential reviewers. The chair will select three reviewers from the candidate's list and three reviewers from the department tenure and promotion committee's list. The chair will consult with the dean on the list of reviewers chosen prior to initiating the review process. As a general rule, external reviewers should not be co-authors or former mentors of the candidate. The selection of potential external reviewers must be completed before the end of the semester prior to the submission of credentials for promotion.

d. External reviews will be confidential; reviewers will be so advised. Requests for exception to the confidentiality of external reviews should be made directly to the provost and vice president for academic affairs before the reviewers are asked to submit evaluations. If an exception is approved, candidates for promotion will be allowed access to the substance of external reviews, but the authorship of specific external reviews and other identifying information contained therein will remain confidential. All external reviewers will receive a standard letter sent by the chair but prepared by the provost and vice president for academic affairs in consultation with the deans and a copy of the policy on external reviews so their responsibilities will be clear.

2. External Reviewers' Responsibilities

a. A curriculum vitae will be required of each external reviewer. Each reviewer will be asked to describe any personal or professional relationship with the candidate. It is the responsibility of the chair to include a curriculum vitae of each reviewer. For promotion of department chairs, the responsibility belongs to the dean. college promotion and tenure committee.

b. External reviewers will be asked to evaluate all submitted material mailed to them. In the case of the arts, reviewers may be asked to consider works of art or performances. External reviewers will be asked to evaluate: the quality of the scholarship or creative work under review; and  the scholarly reputation (regional, national, international) of the candidate.

c. All candidates for promotion and/or tenure will be required to have their scholarship evaluated by no fewer than four external reviewers. If fewer than four reviews are received, the chair will choose additional reviewers alternately from the lists of the department promotion and tenure committee and of the candidate.

d. The university and college administration will assist departments where reasonable expenses are necessary to obtain appropriate external reviews.

F. Appeals of Unfavorable Decisions

1. Initiation of appeals      

 a. It is the responsibility of the faculty candidate to initiate appeals at all levels.

  b. Each review body/person is charged with forwarding all documents, including votes where appropriate, to the designated review body/person as indicated below.

       

2. Appeals

a. Department and/or chairs unfavorable recommendations are appealed to the college promotion and tenure committee and the dean

b. Unfavorable recommendations by the college promotion and tenure committee and/or the dean may be appealed to the provost and vice president for academic affairs.

c. Unfavorable recommendations by the provost and vice president for academic affairs may be appealed to the president by May 1.

d. Unfavorable recommendations for tenure may be appealed to the Board of Visitors ( see policy on Communication with the Board of Visitors)

e. All promotions and tenure decisions are reported by the president to the Board of Visitors.

 

 


[1] See the Schedules for Faculty Personnel Actions in the appendix for specific dates and actions.

[2] The members of the faculty who are elected to serve on the University Promotion and Tenure Committee shall serve for the subsequent academic year. The promotion and tenure committee elected by each individual degree-granting college serve for an entire year, not for the spring semester of one year and the fall semester of the following year.