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Deletions are strikethrough
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First Reading
Campus Senate Meeting
November 4, 2011
UNIVERSITY OF ILLINOIS AT SPRINGFIELD
CAMPUS SENATE AY 2011/2012
RESOLUTION 41-23
Modifications in Personnel Review Procedures
WHEREAS, confusion exists across campus as to whether personnel committees may properly
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consider direct, first-hand knowledge not contained in a candidate’s file or portfolio
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during the personnel review process;
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WHEREAS, Article 2, Section 1(A) of the Faculty Personnel Policies may be interpreted in
conflicting ways in regards to that question;
WHEREAS, Departments are the primary locus of a candidate’s professional activity and will
likely possess relevant information concerning the candidate’s qualifications; and
WHEREAS, Departments may have need to document direct first-hand knowledge about the
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candidate’s qualifications at the time of the personnel review, rather than beforehand;
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THEREFORE, BE IT RESOLVED that the Campus Senate of the University of Illinois at
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Springfield approves the following changes to Article 2, Section 1(A) and 1(F) of the UIS
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Faculty Personnel Policies.
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ARTICLE 2
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UNIFORM PERSONNEL COMMITTEE
OPERATING AND ELECTION PROCEDURES
Section 1. Operating Procedures
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The operating procedures presented below are to guide the development of all personnel
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recommendations by all Department or other equivalent unit (hereinafter referred to as Department),
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College, and Campus level Personnel Committees, with the exception of the Campus Sabbatical and
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Awards Committee in its deliberations on sabbatical leaves and campus level awards. The personnel
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committees provided for in this Policy are advisory committees without authority to bind the
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Campus. All reviews shall occur according to the Campus Academic Personnel Calendar prepared
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by the Campus Administration in consultation with the Chair of the Campus Senate. The Campus
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Academic Personnel Calendar shall be distributed to all faculty members between April 1 and May 1
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of the preceding academic year.
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A.
All Committee deliberations relating to a faculty member’s performance shall be based
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solely upon applicable criteria set forth in this Policy and. Evidence of performance shall
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be limited to documentation contained in the Personnel File and/or Portfolio., and, at the
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Department level, any direct, first-hand knowledge* that has substantial implications
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regarding the faculty member’s meeting of applicable criteria, to be incorporated under
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the procedures specified in Section 1(F) of this article. Direct, first-hand knowledge of
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committee members shall not be introduced in personnel review deliberations beyond the
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Department or Program Level without prior documentation in the candidate’s file. In all
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personnel matters, with the exception of sabbaticals, merit and campus level awards,
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personnel committee members must read the candidate’s Personnel File.
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B.
Deliberations and voting by all personnel committee members shall be conducted only when
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a majority of all voting members of the Committee is present.
Candidates for
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reappointment, promotion, or tenure shall not deliberate and/or vote on their own cases.
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Spouses, domestic partners, household or family members of candidates for reappointment,
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promotion or tenure shall not deliberate and/or vote on the case of their spouse, partner,
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household or family member. If a committee fails to act within the time-frame or deadline
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established by the Campus Academic Personnel Calendar, the Committee’s right to consider
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the case(s) is waived to the next level. Non-tenured faculty members who resign, are not
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reappointed or are denied tenure shall not serve on personnel committees or participate in
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personnel processes. All discussion and documentation considered in the personnel process
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shall be held in strict confidence. Confidentiality does not prevent a personnel committee
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from clarifying its recommendation at the request of the candidate.
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C.
In order to vote on a candidate’s case, a committee member must have read the candidate’s
personnel file and must have participated in the substantive discussion of the case.
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D.
All votes taken shall be by secret ballot.
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E.
All recommendations shall be based upon a majority of members present and eligible to
vote.
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F.
Committee recommendations shall be set forth in writing and signed by the chairperson of
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the Committee. This written recommendation shall include a discussion of the application of
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the criteria to the candidate’s performance based on the materials in the personnel file and
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must include a discussion of all factors influencing the decision, including any direct,
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first-hand knowledge* that was considered in the decision. It shall also include a listing of
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all committee members present at the time of the vote, a record of the number of positive
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votes, negative votes, and the number of abstentions the faculty member received in the
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Committee’s final vote in regard to the personnel recommendation.
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Committee of data prepared by the Campus such as Department, College, or campus
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teaching averages shall be documented in the committee’s letter of recommendation.
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*Direct, first-hand knowledge is defined as knowledge possessed by an individual committee
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member that was obtained by that member’s direct personal observation, and does not
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include information obtained through hearsay or the statements of third parties.
Any use by a