PROFESSIONAL STANDARDS COMMITTEE MINUTES
March 24, 2015, 8:00 a.m., Wyatt 226
Present: Kris Bartanen, Geoffrey Block, Douglas Cannon, Betsy Kirkpatrick, Tiffany MacBain
(Chair), Andeas Madlung, Mark Reinitz, Amy Spivey
The meeting convened at 8:00 a.m.
I.
The minutes of March 14, 2015, were approved as revised via email.
II.
Revisions to Interpretations of the Faculty Code.
A number of changes were made by the Committee to the revisions recommended by the
Subcommittee consisting of Block and Spivey. The resulting revisions are incorporated
in the attached document, "Revisions to Interpretations of the Faculty Code." Chair
MacBain will deliver them to the Faculty Senate, with a cover letter calling attention to
three significant modifications: (1) To Page 47, lines 31-34, concerning copies of letters
in an open file; (2) To Page 48, line 10, concerning notification of writers of outside
letters as to the status of the file as open or closed; and (3) To Page 48, lines 30-31,
concerning electronic signatures.
III.
Revisions to the Buff Document ("Faculty Evaluation Procedures & Criteria").
Because the document includes quotations from Interpretations of the Faculty Code,
revisions addressed under II above will automatically appear in it (so long as they are
approved by the Academic and Student Affairs Committee of the Board).
Even so, the paragraph on top of p. 9 shall be shortened, using the new Code language
from Page 48, line 30-31, mentioned above, permitting electronic letters with electronic
signatures.
A paragraph on p. 14 concerns "informing letter writers about open and closed files." It
shall be revised to reflect the revised Code interpretation calling for such information to
go to outside letter writers in advance.
The "checklist for head officers" on p. 20 shall be revised. #1 shall include an
instruction that when soliciting outside letters, the head officer notifies outside letter
writers of the status of the file as open or closed. #3 shall include the following sentence,
from the revised Interpretation of Page 48, line 10: "In consultation with the evaluee, the
head officer may also solicit appropriate letters from outside the department or
university."
Additionally all occurrences of "department chair" in the document shall be changed to
"head of department, school, or program".
2
The Committee authorizes Dean Bartanen to make these revisions to the document during
the summer and to distribute them to Committee members for their review.
IV.
Freedom of expression.
Upon approving the minutes of the meeting of March 17, the Committee has completed
the charge. Chair MacBain will report the results in a message to Senator Buescher, and
to the chairs of the Student Life Committee and the Diversity Committee.
V.
Guidelines for the use of Course Assistants in the Theatre Arts Department.
Spivey recommended approval of the guidelines (attached) with three corrections of the
spelling "pedagogs" to "pedagogues". The Committee did approve, with remarks
commending Theatre Arts on their thorough document.
VI.
Amendments to the Faculty Code concerning faculty evaluation.
Chair MacBain announced that in its meeting of March 10, the Faculty approved two
amendments incorporating changes to evaluation procedures for (full) professors and for
associate professors who are not candidates for tenure or promotion. These changes had
been recommended by the Committee in its 2014 year-end report to the Senate.
VII.
Archiving of committee minutes.
Madlung raised the question why minutes of the Committee must be delivered to the
Associate Deans' office in paper form with a written signature; he noted that the
Committee has just now authorized electronic outside letters with electronic signatures.
John Finney's opinion was reported, that for archiving purposes paper copies are still
preferred to electronic ones. Even so, the Associate Deans' office can print out minutes
that they receive electronically. The Committee agreed to recommend that all standing
committees adopt such electronic delivery, relieving faculty of the task of delivering
paper copies. The Committee also agreed that the date of posting on the University
website be included with each set of minutes. This recommendation will be conveyed to
the Senate for their dissemination.
VIII.
The meeting adjourned at 8:53, a.m.
Respectfully submitted,
Douglas Cannon
3
Recommended Revisions to Interpretations of the Faculty Code
Professional Standards Committee 2014-15
Members: Kris Bartanen, Geoffrey Block, Douglas Cannon, Betsy Kirkpatrick, Tiffany MacBain
(Chair), Andreas Madlung, Mark Reinitz, Amy Spivey
In the 2014-15 academic year, the Faculty Senate charged the Professional Standards Committee
to “review all of the PSC interpretations of the Faculty Code to see if any have become obsolete
by more recent interpretations and to ensure consistency of all interpretations with the current
practice and policies on campus.” The PSC has completed the review and revised the
interpretations as indicated below.
The PSC determines these revisions to be significant and so submits them in accordance with the
instructions in the Faculty Code, Chapter I, Part G, Section 1: “If the Professional Standards
Committee deems an interpretation to be of significant merit it shall issue a formal written
interpretation which shall be delivered to the Faculty Senate for inclusion within the Senate
minutes. Such interpretations shall also be forwarded to the Academic and Student Affairs
Committee of the Board of Trustees for its concurrence.”
Not included below, but in need of revision to align with existing policies, is the Interpretation of
Chapter VI (Grievances arising from allegations of sexual harassment). Dean of Diversity and
Inclusion Michael Benitez will recommend changes to this Interpretation following the
university’s Title IX review in the summer of 2015.
APPENDIX
Page 39, line 8: Because the Appendix contains current interpretations and interpretations that
are no longer active, change “This Appendix contains current interpretations” to read “This
appendix contains such interpretations.”
Page 39, lines 23-48: Given that technology has evolved to the point where it is easy to search
PDFs, and given the potentially incomplete nature over time of the list of references to “working
days” in these lines of the Code, the PSC recommends that lines 23-48 be deleted from the
Appendix.
4
Page 40, lines 8-14: Because these lines are outdated and do not align with the language of the
“Campus Policy Prohibiting Harassment & Sexual Misconduct” document, delete lines 8-14.
Add to the end of this Interpretation (of Chapter I, Part C, Section 2, and Chapter I, Part D,
Section 4) the line: “This policy aligns with the university’s conflict of interest provisions in the
Code of Conduct as well as Section II, Part E (“Consensual Sexual Relationship”) of the Campus
Policy Prohibiting Harassment & Sexual Misconduct.”
Page 41, throughout entire Interpretation of Chapter I, Part C, Section 2, and Chapter I,
Part D, Section 4: To bring the language of the Code into compliance with Title IX, as
recommended by Dean for Diversity and Inclusion Michael Benitez, replace “spouse” with
“partner,” and replace “children” and “child” with “dependent children.”
Page 41, lines 42-49: Committee members expressed concern about ambiguity in the text
regarding the timing of PSC reviews of departmental guidelines for the use of course assistants.
Change the sentences beginning with “Thus” in line 42 to read, “Thus each department
employing course assistants should submit to the Professional Standards Committee a document
that explains the duties, responsibilities, and supervision of course assistants. The PSC will
review departmental statements for agreement with the guidelines. Upon obtaining committee
approval, the department may then employ course assistants in accordance with the departmental
document and need not submit that document again for PSC review until the guidelines in the
Code or the departmental document are revised.”
Page 42, line 9: To bring the language of the Code into compliance with Title IX, as
recommended by Dean for Diversity and Inclusion Michael Benitez, use the gender-neutral
pronoun “their” instead of “his/her” in the phrase, “in their courses.”
Page 43, line 15: To correct a problem with sentence structure, the PSC recommends changing
the first sentence of line 15 to read, “The evaluation process is clearly career-influencing.”
Page 43, lines 38-39: To correct a typographical error sending readers to an incorrect section of
the Code, and to align with the recommended language for page 45, line 5 (below), the PSC
recommends changing the lines to read: “If you have concerns regarding obligations under this
policy, please refer to Chapter 1, Part D, Section 4 of the Faculty Code (‘Professional Ethics’)
and/or speak with your head of department, school, or program or the Academic Vice President.”
The font size and type should be the same as the surrounding document.
Page 45, line 5: “department head” becomes “head of department, school, or program.” Change
sentence to read: “The faculty member must request that there be a delay in consideration for
5
tenure or promotion by writing to the head of department, school, or program and the Academic
Vice President, normally no later than one semester before the scheduled evaluation.”
Page 46, Interpretation of Chapter III, section 4. To bring the language of the Code into
compliance with Title IX, as recommended by Dean for Diversity and Inclusion Michael
Benitez, replace “spouse” and “mate” with “partner.”
Page 47, lines 31-34: To correct outdated language (“photocopied”) and to affirm the writers’
ownership of their letters of evaluation, the PSC recommends that the lines read: “In the case of
an open file, the faculty member being evaluated has access to letters in the evaluation file and
may take notes while reviewing the file. If the faculty member desires copies of the letters, the
faculty member must seek copies from the writers.”
Page 48, line 10: To clarify how outside letters should be solicited for faculty evaluations, add
the following statement after the phrase “if they seem relevant”: “In consultation with the
evaluee, the head officer may also solicit appropriate letters from outside the department or
university. When soliciting the letters the head officer will notify the letter writers of the status of
the file as open or closed.”
Page 48, line 17: For consistency’s sake, change “confidential letters” to “a closed file.”
Page 48, line 18: For clarity’s sake, change “those individuals who submitted letters and a
summary…” to “those individuals who submitted letters to the head officer and a summary….”
Page 48, line 19: To correct an error of reference, change “Faculty Code: Chapter III, Section 4,
b (2) (a) and Section 4, b (2) (b)” to “Faculty Code: Chapter III, Section 4, b (2) (a) and Section
4, b (2) (e).”
Page 48, lines 29-30: Because the university affirms the validity of electronic signatures, change
bracketed note to read: “As defined for purposes of interpretation, a letter of evaluation is a
signed document.”
6
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