WEST VIRGINIA NORTHERN COMMUNITY COLLEGE
CRITERIA AND PROCEDURES FOR PROMOTION IN RANK
FOR FULL-TIME FACULTY
ADMINISTRATIVE PROCEDURE
Effective April 1, 2010
In accordance with the West Virginia Council for Community and Technical College Education, Title 35
– Series 9, the following criteria and procedures for promotion in rank will be utilized for all full-time
faculty.
I. Initial Appointment
1. The following academic rank titles are authorized for all full-time college faculty: Instructor,
Assistant Professor, Associate Professor, and Professor.
2. Initial faculty appointments will be at the rank of Instructor; however, if an individual
possesses an advanced degree (Ed.D, PhD, MD, or JD) from an accredited institution, he or
she may, at the President’s discretion, receive initial appointment to the rank of Assistant
Professor.
3. Every effort will be made to find faculty who possess a minimum of a master’s degree. Some
areas, such as the academic disciplines, require a minimum of a master’s degree. In some
specialized fields, the master’s degree can be waived in the hiring process if experience,
training, and/or professional certification of the individual are approved as acceptable
substitutions. Such a waiver will be requested of the Vice President of Academic Affairs
(VPAA) upon the recommendation of a candidate. The VPAA will review the individual’s
credentials and provide documentation for the approval of such a waiver. The initial
appointment letter may also include additional education, certification, or training
requirements that must be completed by the faculty member, within a specified time frame, to
continue their employment. This determination is made by the VPAA.
II. Advancement in Rank
1. Promotion in rank recognizes exemplary performance of a faculty member. The evaluation
for promotion in rank provides the opportunity to assess a faculty member's growth and
performance since the initial appointment or since the last promotion. Advancement in rank
is not an automatic procedure. Applicants must meet all criteria for advancement in rank.
2. Promotion decisions are based on the professional qualifications of a faculty member,
including performance specific to the candidate’s professional responsibilities and duties.
The specific areas in which faculty are evaluated for promotion shall include those areas
consistent with the College’s faculty evaluation process, including those outlined in the
mastery list of questions for Self Evaluation.
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3. Credit hours applied toward promotion in rank must have been earned since the time of the
initial appointment (excluding any education requirements specified for continued
employment), or since the last promotion was granted, unless the individual possessed an
advanced degree as defined above, or additional degrees or credit hours in the discipline at
the time of the initial appointment that exceeded the minimum requirements of the position.
In such case, these additional degrees/hours may be used to meet the educational
requirements for promotion, provided the individual can show evidence of other continuing
professional development activities to remain current in the teaching field.
4. Approved program hours must be part of a professional development plan approved in
advance by the Division Chair and the VPAA.
5. In order to be an eligible candidate for promotion in rank, applicants must meet minimum
educational and years of service requirements. To be an eligible candidate for promotion, all
minimum educational requirements for promotion to the requested rank must be completed
before January 1st of the academic year in which application is made. Official transcripts
documenting successful completion of the required number of hours of coursework/degree(s)
must be on file with the Human Resources Office. All credit must have been obtained
through a fully accredited college or university. Anticipated completion of hours/degrees,
letters from instructors, posted grades, or any other documents are not acceptable.
6. In order to be an eligible candidate for promotion in rank, applicants also must have
completed all WVNCC years of service and years of service in rank requirements as of
January 1st of the academic year in which application is made. For example, a faculty
member who begins his/her initial appointment in August is not eligible to apply for
promotion until after completion of the 3rd full year at WVNCC (application to be made in
the fourth year). For subsequent applications for promotion in rank, a faculty member must
complete the years of service requirement (6 or 9) and years in rank, on or before January 1st
of the Spring semester of the academic year in which application is made.
7. Applicants who received an initial appointment to the rank of Assistant Professor may waive
the three (3) years of service as a full-time Instructor at WVNCC requirement, but are still
required to complete six (6) years of service to the College to be eligible to apply for
promotion to Associate Professor.
8. The promotion process is confidential. Promotion Committee members, Division Chairs and
the VPAA must maintain strict codes of confidentiality regarding applicants’ promotion
materials, discussions, recommendations and any and all information related to the promotion
process. Those involved must have respect for the process and the persons involved.
III. Criteria for Promotion in Rank
Instructor - Initial hire represents a minimum credential of: Associate degree or appropriate,
extensive trade experience, with or without certification, determined to be adequate to provide
quality instruction in the discipline by the College for technical programs; Bachelor’s degree and
appropriate experience or certification determined to be adequate to provide quality instruction in the
discipline; Master’s degree for College parallel programs.
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Assistant Professor
• Holds present rank as Instructor.
• Has served as a full-time instructor for a minimum of three (3) years (completed) at
WVNCC.
• Minimum of a conferred Bachelor’s degree (applies only to faculty hired with less than a
bachelor’s degree).
• Has completed at least (+) 15 graduate or approved program hours beyond the credentials the
individual possessed when hired at the instructor level (excluding hours required for
continued employment), unless the individual already possessed an advanced degree (Ed.D,
Ph.D, MD, or JD), or a Master’s +15-60 graduate or approved program hours at the time of
the initial appointment, in which case this requirement will be waived.
• Demonstrates proficiency in achieving above average evaluation from students, supervisor,
and peers using College evaluation instruments (effective for 2010-11). Demonstrates
teaching excellence by receiving above average evaluations from Division Chair; above
average evaluations from peers; and average evaluation from students, using College
evaluation instruments (effective for 2011-12).
• Submits a Self-Evaluation which provides evidence and documentation of achievement,
proficiency and growth in the following areas:
o The ability to develop a new course, rewrite an existing course, use instructional
technology effectively, and/or develop an on-line course alone or in conjunction with
other faculty members.
o Contributes to his or her Division and the College through sharing, promoting, and
implementing ideas related to effective instruction, and participating in activities and
serving on committees within the Division, the College, and/or the community
(College Service). (Verified via peer and Division Chair evaluations).
o Demonstrates a commitment to professional development through successfully
completing additional undergraduate or graduate hours, or additional degrees, as
required for promotion to this rank, reading professional/ trade journals, attending
workshops, seminars, and training sessions relevant to subject matter or teaching
effectiveness, and participating in professional activities in the discipline or the field.
Associate Professor
• Holds present rank as Assistant Professor.
• Has completed six (6) years of college service as a full-time faculty member.
• Has served as a full-time Assistant Professor for a minimum of three (3) years (completed) at
WVNCC.
• Has served as a full-time Instructor for a minimum of three (3) years (completed) at
WVNCC.
• For faculty hired with less than a Master’s Degree, a minimum of a conferred Master’s
Degree in the discipline (preferred), in a related field, or in a field which will enhance the
faculty member’s knowledge and/or skills related to education, curriculum & instruction,
communication, etc., or completion of an additional 30 approved program hours is required
• For faculty hired with a Master’s Degree, has completed (+) 30 graduate or approved
program hours beyond the credentials the individual possessed when hired at the instructor
level, unless the individual already possessed an advanced degree (EdD, PhD, MD, or JD), or
a Master’s +30graduate or approved program hours at the time of the initial appointment, in
which case this requirement will be waived.
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•
•
Demonstrates proficiency in achieving above average evaluation from students, supervisor,
and peers using College evaluation instruments (effective for 2010-11). Demonstrates
teaching excellence by receiving excellent evaluations from Division Chair; above average
evaluations from peers; and above average evaluation from students, using College
evaluation instruments (effective for 2011-12)
Submits a Self-Evaluation which provides evidence and documentation of achievement,
proficiency and growth in the following areas, as well as maintaining those required at lower
ranks:
o Develops and utilizes new methods, media, and resources to enhance student
learning.
o Demonstrates a commitment to professional development through successfully
completing additional graduate hours or graduate degrees as required for this rank,
reading professional/ trade journals, attending workshops, seminars, and training
sessions relevant to subject matter or teaching effectiveness, and through
coordinating professional activities in the discipline or the field and effectively
representing the College in this capacity.
o Demonstrates the ability to contribute to the Division and the College by assuming
leadership roles in college governance, co-curricular activities (club advisor), or
instructional technologies.
Professor
• Hold present rank as Associate Professor.
• Has served as a full-time Associate Professor for a minimum of three (3) years (completed),
full-time Assistant Professor for a minimum of three (3) years, and a full-time Instructor for a
minimum of 3 years at WVNCC.
• Has completed nine (9) years of college service as a full-time faculty member.
• For faculty hired with less than a Master’ Degree, a minimum of a conferred Master’s Degree
in the discipline (preferred), in a related field, or in a field which will enhance the faculty
member’s knowledge and/or skills related to education, curriculum & instruction,
communication, etc., plus completion of an additional 30 approved program hours is
required.
• For faculty hired with the Master’s Degree, has completed an earned doctorate or (+) 60
graduate or approved program hours beyond the credentials the individual possessed when
hired at the instructor level, unless the individual already possessed an advanced degree
(EdD, PhD, MD, or JD)), or a Master’s (+) 60 graduate or approved program hours at the
time of the initial appointment, in which case this requirement will be waived.
• Demonstrates proficiency in achieving above average evaluation from students, supervisor,
and peers using College evaluation instruments (effective for 2010-11). Demonstrates
teaching excellence by receiving excellent evaluation from Division Chair; excellent
evaluation from peers; and excellent evaluations from students, using College evaluation
instruments. (effective for 2011-12).
• Submits a Self-Evaluation which provides evidence and documentation of achievement,
proficiency and growth in the following areas, as well as maintaining those required at lower
ranks:
o Provides leadership in curriculum planning, academic advising, assessment, and
advancement of the College by chairing major College committees or serving on
local, state or national committees or boards.
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o Demonstrates a commitment to professional development through successfully
completing additional graduate hours or graduate degrees as required for this rank,
reading professional/ trade journals, attending workshops, seminars, and training
sessions relevant to subject matter or teaching effectiveness, mentoring other faculty,
coordinating professional activities in the discipline or the field, conducting
workshops or serving as a presenter at local, state, or national conferences, and
effectively representing the College in this capacity.
IV.
Promotion Procedure
General Statement: Promotion of faculty is the prerogative of the VPAA. Promotion in rank will
not be granted routinely nor automatically because of length of service. With the exception of the
Division Chair’s initial determination of eligibility and the Human Resources Director’s verification
of completion of minimum educational requirements and years of service, actions by individuals and
the Promotion Committee during the promotion process are recommendatory and are not final. The
VPAA makes all final promotion decisions. It is the applicant’s responsibility to submit all
application materials on or before the deadlines listed below:
1.
The Faculty Assembly shall nominate a promotion committee at the beginning of each
academic year, making every effort to ensure that each academic Division and each
campus are represented in the composition of the committee. The committee shall
include faculty ranks in the following distribution: 5 Professors, 2 Associate Professors,
and 2 Assistant Professors. Out of the nine members, five members (including 3
Professors) will serve on the Promotion Committee the following spring. Once
candidates eligible for promotion have been identified, faculty who were nominated to
this committee who have served as peer reviewers to the candidate for promotion will
excuse themselves from the Committee to avoid a potential conflict of interests. Division
chairs are also excluded from serving on the Promotion Committee, as are Program
Directors who are responsible for evaluation of faculty members. The Human Resources
Director will serve as a non-voting member. The Committee reports to the VPAA.
2.
Applicants must submit an Intent to Apply for Promotion letter to the VPAA with a copy
to his/her Division Chair on or before September 30th. The VPAA will meet with the
Promotion Committee on or before December 1st. The purpose of the meeting is to select
five members to review the applications for promotion in the Spring, determine if any
conflicts exist between any Promotion Committee members and the applicants, and to
select a Promotion Committee Chair.
3. The Division Chairs shall meet individually with all applicants on or before October 30th.
The purpose of the meeting is to review the promotion criteria and determine eligibility to
proceed in the process. Portfolio requirements will be reviewed with the applicant and a
division mentor will be selected from within the division. Applicants are encouraged to
begin assembling their Promotion Portfolios as soon as possible to insure that all
submission deadlines are met.
4. Applicants must complete Part I of the Request for Verification of Years of Service and
Completion of Coursework Form and submit it to the Director of Human Resources on
or before January 20th of the academic year in which the application is made.
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5 The Director of Human Resources will complete Part II of the Request for Verification of
Years of Service and Completion of Coursework Form and return it to each applicant on
or before January 31st.
6. On or before February 15th each applicant must submit a complete Promotion Portfolio to
the Human Resources Office located on the Wheeling campus. Applicants are not
permitted to add anything to the Promotion Portfolio after February 15th. Promotion
Portfolios are to be kept confidential insofar as is permissible by law and are not to be
removed from the Human Resources Office. During the promotion process, review of
the Promotion Portfolios is limited to Division Chairs, the five Promotion Committee
members selected to review the applications, the Director of Human Resources, and the
VPAA. Anyone reviewing a candidate’s Promotion Portfolio must sign the Promotion
Portfolio Log In sheet for that candidate.
7.
The Division Chair shall review for each applicant Parts I and II of the Verification of
Years of Service and Completion of Coursework form to confirm that the applicant meets
the minimum education and years of service requirements for promotion in rank. If the
applicant does not meet the minimum education and years of service requirements, the
applicant is not eligible for promotion in rank and the promotion process ends for that
applicant. If the applicant does meet the minimum education and years of service
requirements, the applicant is an eligible candidate for promotion in rank and the
promotion process continues for all eligible candidates. The Division Chair will
complete Part III of the Verification of Years of Service and Completion of Coursework
form and return a copy of it to each faculty member who submitted a Promotion Portfolio
on or before February 15th. The originals will be placed in the Promotion Portfolios.
8. On or before February 28th, the Division Chair will review the entire Promotion Portfolio
for each eligible candidate and shall make a written recommendation either for or against
promotion using the Division Chair and Promotion Committee Review Form. The
Division Chair and Promotion Committee Review Form for each applicant will be placed
in the Promotion Portfolio and becomes a part of the Promotion Portfolio to be
considered by the Promotion Committee and the VPAA.
9. The Division Chair will provide the VPAA with a written list of eligible candidates for
promotion on or before February 28th. The VPAA will compile a list of all eligible
candidates for promotion and forward it to the Promotion Committee Chair with copies to
the Promotion Committee members on or before March 15th.
10. Upon receipt of the list of eligible candidates for promotion, each Promotion Committee
member will individually review each eligible candidate’s Promotion Portfolio by
making an appointment with the Human Resources Office. Each Promotion Committee
member will complete a Division Chair and Promotion Committee Member Review
Form. The original completed Division Chair and Promotion Committee Member
Review Form for each Promotion Committee member becomes part of the Promotion
Portfolio.
11. The Chair of the Promotion Committee shall convene at least one meeting of the
Promotion Committee members (all of whom must be present in person or via telephone)
for the purpose of: (a) discussing the Promotion Portfolios/Promotion Committee
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Member Review Forms for each applicant; and (b) making a recommendation for or
against promotion. The Promotion Committee’s recommendation to the VPAA is
determined by a majority vote.
12. The Chair of the Promotion Committee will collect and summarize the Division Chair
and Promotion Committee Member Review Forms for each applicant and forward the
summaries and copies of the forms to the VPAA on or before April 15th. The Chair of
the Promotion Committee will forward the original Division Chair and Promotion
Committee Review Forms to the Human Resources Director for placement in the
Promotion Portfolios.
13. The VPAA may meet with the Promotion Committee Chair or the entire committee to
discuss the recommendations but must do so on or before May 1st.
14. The VPAA will make all final promotion decisions on or before May 15th and will notify
each candidate, in writing, of his/her decision on or before that date.
15. Faculty awarded promotion will be compensated as specified in WV Code §18B-8-3.
Faculty cannot receive compensation for promotion and merit pay and/or salary scale
increments in the same year.
V.
Promotion Portfolio
1. Applicants are encouraged to begin preparing Promotion Portfolios at the beginning of
the academic year in which the application will be made. It is the responsibility of the
applicant to insure that the Promotion Portfolio is complete and includes supporting
documentation for the promotion in rank criteria. Applicants are encouraged to consult
with their mentors when compiling supporting documentation for the Promotion
Portfolio.
2. Promotion Portfolios must contain the following information and supporting documents:
a.
b.
c.
d.
e.
f.
g.
h.
Verification of Years of Service and Completion of Course Work form
Approved Professional Development Plan
Evaluation of Teaching Effectiveness by Supervisor for application year
All other Evaluations of Teaching Effectiveness by Supervisor completed
since last promotion in rank or since initial appointment
Prior academic year’s Accomplishment Plan
Data from Student Survey/Evaluations for all years since last promotion in
rank or since initial appointment
Minimum of Three (3) Peer Evaluation Instruments for Departments and
Committees for application year
Self Evaluation
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REQUEST FOR VERIFICATION OF YEARS OF
SERVICE AND COMPLETION OF COURSEWORK FORM
Part I (To Be Completed by the Faculty Member)
YEARS OF
FACULTY NAME:____________________________________ WVNCC SERVICE:
________
RANK SOUGHT: ___________________________________
PROMOTION HISTORY:
Current Rank:
Rank:
_____
Rank:
College
College
Years in Rank
Years in Rank
Years in Rank_______________
Course
Credit Hours
Degree
Date of Completion
Date of Completion
Part II (To Be Completed by the Human Resources Director)
Date Received:_________
Pursuant to the official transcripts in the personnel file, the above faculty member has successfully completed the
courses/credit hours and/or obtained the degree(s) listed above. This form signifies completion of the listed credit
hours/degrees only and does not certify that the courses/degrees were approved by the Vice President of Academic
Affairs and/or the faculty member’s Division Chair to fulfill the educational requirements for promotion in rank.
The above faculty member also has completed the above stated years of service to WVNCC and years in the
rank(s) listed.
___________________________________________
Human Resources Director
Part III (To Be Completed by the Division Chair)
Check if the applicant has met the minimum eligibility requirements for:
____Education/Coursework/Other Professional Development
_____Years in rank
____________
Date
____Years of service to WVNCC
Check one:
___Applicant MEETS the minimum eligibility requirements for promotion in rank.
___Applicant DOES NOT MEET the minimum eligibility requirements for promotion in rank.
___________________________________________
Division Chair
____________
Date
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PROMOTION PORTFOLIO REVIEW LOG
CANDIDATE:
_________________________________________
Reviewer Name
Date
1.
_______________________________________
________________
2.
_______________________________________
________________
3.
_______________________________________
________________
4.
_______________________________________
________________
5.
_______________________________________
________________
6.
_______________________________________
________________
7.
_______________________________________
________________
8.
_______________________________________
________________
9.
_______________________________________
________________
10.
_______________________________________
________________
11.
_______________________________________
________________
12.
_______________________________________
________________
13.
_______________________________________
________________
14.
_______________________________________
________________
15.
_______________________________________
________________
16.
_______________________________________
________________
17.
_______________________________________
________________
18.
_______________________________________
________________
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Division Chair and Promotion Committee Member Review Form
Candidate: ________________________________________
Promotion Portfolio
Contents/Documents
• Past evaluations since last promotion included
in Promotion Portfolio
• Data from Student Survey/ Evaluation
• Current Peer Evaluation Forms (signed &
dated) minimum of 3
• Self-Evaluation
Checklist
____
____
____
____
Do the applicant's
evaluation ratings
meet the required
standard for the
rank sought?
Chair Evaluations
Y N
Peer Evaluations
Y N
Student Evaluations
Y N
Self-Evaluation
Please determine if evidence supports types of
behaviors/activities appropriate to the
requested rank.
• Teaching Effectiveness
• Mastery of Subject matter
• Scholarly Ability/Activity
• Continuing Growth
• Effectiveness of College Service
Indicate yes/no
Y
Y
Y
Y
Y
N
N
N
N
N
Attach comments if necessary
Comments
Recommendations:
______ Recommend
______ Do not recommend (indicate reason)
___________________________________
Chair or Promotion Committee Member
_________________________
Date
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