DEPARTMENT OF COUNSELING PSYCHOLOGY
PROMOTION AND TENURE DOCUMENTS
2009-2010
Table of Contents
Preamble …………………………………………………………………………….1
I.
Guidelines ……………………………………………………………………1
1.1 Teaching …………………………………………………………………1
1.2 Scholarship ………………………………………………………………1
1.3 Service
…………………………………………………………………1
II.
Definitions ……………………………………………………………………1
III.
Committee Structure and Function ………………………………………2
IV.
1.
Membership …………………………………………………………….2
2.
Responsibilities ………………………………………………………….3
Policy Statements ……………………………………………………………4
1.
Tenure
…………………………………………………………………4
2.
Promotion ………………………………………………………………4
3.
Materials for Promotion and Tenure …………………………………….4
V.
Academic Rank ..............................................................................................9
VI.
Procedures …………………………………………………………………10
VII.
Reconsideration ……………………………………………………………11
VIII. Appendix
1.
Mission Statement …………………………………………………….12
2.
Promotion and Tenure Rating Sheet ……………………………………13
3.
Department Evaluation of Teaching ……………………………………14
4.
External Review Procedures ……………………………………………15
1
DEPARTMENT OF COUNSELING PSYCHOLOGY
AND GUIDANCE SERVICES
PROMOTION AND TENURE DOCUMENT
PREAMBLE
All parties are encouraged to familiarize themselves with the rights, responsibilities, and
procedures that are outlined in the University, College, and Department promotion and
tenure (P & T) documents. In cases where questions arise, the University and College
documents take precedence over this departmental document.
I.
Guidelines for Promotion and Tenure
1.
II.
The evaluation of a faculty member’s eligibility for promotion or tenure
shall be based on evidence of a continuing pattern of achievement
throughout the faculty member’s professional career in the following
areas:
1.1
Teaching
1.2
Scholarship
1.3
Service in a professional capacity
Definitions
1.
Department and departmental refers to the Department of Counseling
Psychology and Guidance Services (CPSY).
2.
College and collegiate refers to the Teachers College.
3.
Reconsideration refers to the initial action required when there is an
adverse recommendation concerning promotion or tenure at the
departmental level. Request for reconsideration by the departmental
Promotion and Tenure Committee is the first step to be taken by a
candidate.
4.
Appeal refers to the action taken by a candidate when the outcome of the
departmental reconsideration is the same as the original recommendation
or when an adverse recommendation is made at the College or Provost
and Vice President for Academic Affairs level.
2
III.
5.
Working days are those days when Ball State University administrative
offices are open.
6.
Calendar days are the days which appear on a calendar, including
Saturday, Sunday and holidays. They do not relate to the Ball State
academic schedule or calendar.
7.
Eligible professional personnel are those individuals who hold academic
rank and/or tenure or who are eligible for tenure. The department
requires an earned doctorate in order to obtain appointment above the
level of instructor. Equivalencies are not recognized.
8.
Tenure-track faculty are those faculty who are currently in the seven year
probationary tenure period.
9.
Tenured faculty are those faculty who have been granted tenure.
10.
A year is defined for the submission and review of materials for P & T as
follows: The first year extends from the date of hiring (typically May) until
the date promotion and/or tenure material is required for submission by
the College P & T Committee (typically the end of December). Thereafter,
a year extends from the day immediately following submission of material
for the prior year (e.g., January 1 if material is required by December 31)
until the date when P & T material must be submitted (e.g., December 31).
11.
Scholarship is the process of attaining new knowledge, creating a new
work, or re-creating/interpreting existing works, and disseminating the
results. Generally this takes the form of appropriate peer reviewed
publications, presentations or exhibits, performances, other creative
endeavors, and grant proposals. Scholarship can occur in four areas:
discovery, integration, application, and teaching. Faculty are not required
to participate in each of the four areas for promotion and tenure.
(a) The scholarship of discovery is traditional research and creative
endeavors that pursue and contribute to new knowledge for its own
sake.
(b) The scholarship of integration makes connections across disciplines
bringing together isolated knowledge from two or more disciplines or
fields to create new insights and understanding.
(c) The scholarship of application applies knowledge to address significant
societal issues.
(d) The scholarship of teaching studies the development of knowledge,
skill, mind, character, and/or ability of others.
Committee Structure and Function
1.
Committee Membership
3
1.1
In accordance with the Faculty and Professional Personnel
Handbook, the Department elects its Promotion and Tenure (P & T)
Committee at the first fall meeting in each academic year. The
committee is comprised of the department chairperson serving as
an ex officio non-voting member, the departmental representative
to the Teachers College Promotion and Tenure Committee, and
four additional elected members of the department. Only regular
full-time faculty who are not being considered for promotion during
the year in question are eligible for election. Following the election,
the names of those elected for the year are forwarded to the
college dean. If a committee member resigns during the year, the
Department will convene to elect a new member to finish the term
and forward the name to the college dean. The departmental
representative to the Teachers College Promotion and Tenure
Committee is elected according to college procedures. The
quorum required for department promotion and tenure decisions is
four (4) members.
1.11
2.
No person may serve as a member of a departmental
Promotion and Tenure Committee who is a candidate for
promotion or who has a demonstrated conflict of interest as
articulated by the Anti-Nepotism Policy and Procedures for
Faculty and Professional Personnel in the Faculty
Handbook.
Committee Responsibilities
2.1
The major function of the CPSY Promotion and Tenure Committee
is to evaluate the quality of the attained professional activity of
candidates. The following guidelines will serve to operationalize
how this quality is defined and the procedures used to evaluate it.
2.2
The CPSY P & T Committee will evaluate the candidate according
to his or her teaching, scholarship, and service in a professional
capacity each year prior to being granted tenure. Each candidate
submitting materials for tenure, or progress toward tenure, will be
evaluated using the Promotion & Tenure Rating Sheet (Appendix
2). CPSY P & T Committee recommendation for tenure (or
progress toward tenure) are made to the Dean of Teachers
College. In the event a candidate makes application for promotion,
the CPSY P&T Committee will evaluate the candidate according to
his or her cumulative teaching, programmatic theme of scholarship,
and service in a professional capacity for all years of service at the
candidate’s current rank. Each candidate submitting materials for
promotion will be evaluated using the Promotion & Tenure Rating
4
Sheet (Appendix 2). CPSY P & T Committee recommendation for
promotion are made to the Teachers College Promotion & Tenure
Committee.
3.
IV.
2.3
The committee will meet annually in the spring to review this
document, develop and review policies, and assure concurrence
with College and University documents.
2.4
Minutes of all CPSY P & T Committee meetings will be distributed
to committee members, and a copy will be filed in the department
office.
2.5
After election each Fall, the CPSY P & T Committee will establish
the schedule for that year’s promotion and tenure process in accord
with the College schedule.
2.6
The CPSY P & T Committee will review all proposals for “other
areas of scholarly activity.” (See Section 3.313)
In the CPSY Department a promotion and tenure file is a part of the more
comprehensive personnel file. The CPSY Promotion and Tenure
Committee has access to all information in the personnel file and, as
needed, will review the personnel file during the promotion and tenure
review process. (see section IV, 3.4).
Policy Statements
1.
Tenure
1.1
Faculty and eligible professional personnel shall be evaluated in the
light of the University Mission Statement. (Appendix 1)
1.2
In the case of faculty with ongoing load assignment in another
administrative unit, the chairperson or administrative head from that
unit will submit a written evaluation and be invited to participate in P
& T discussion regarding the faculty member. The evaluation will
directly relate to the current promotion and tenure document for the
CPSY department.
1.3
A tenure recommendation will be made by the department,
academic dean, and the Provost and Vice President for Academic
Affairs at least one year prior to the end of a faculty member’s
probationary period. That recommendation will be either a
recommendation to grant tenure at the end of the following year or
a recommendation to terminate the faculty member at the end of
the following year.
5
2.
3.
Promotion
2.1
Faculty and eligible professional personnel shall be evaluated in the
light of the University Mission Statement (Appendix 1).
2.2
Any department member or eligible professional personnel member
has the right to present herself or himself to the Department
Promotion and Tenure Committee for consideration for promotion.
Materials to be presented for Promotion and Tenure
3.1
Evidence to be submitted for promotion and tenure shall be
presented in the form of a Notebook of Professional Evidence,
submitted to the Chairperson of the Departmental Committee. A
reasonable amount of additional documentation in a digital format
may be included.
3.11
For Promotion, the evidence shall be organized in a threering notebook with dividers used to classify and structure the
evidence into three categories: teaching, scholarship, and
services in a professional capacity.
3.111 The notebook should include a full vita, a vita
representing all work since one’s last promotion, and
all supporting evidence organized into the above 3
categories.
3.12
3.2
For Tenure (and annual progress toward tenure) the
evidence shall be organized into a folder consisting of a full
vita, a vita including all relevant information since the last
tenure review, and a description of accomplishment
organized according to the criteria for evaluation as specified
in sections 3.2-3.3 below.
Criteria for evaluation of the first-year, non-tenured faculty
members only.
3.21
Scholarship: Candidates are expected to present a
prospectus for scholarship developed after consultation with
senior faculty.
3.22
Teaching: Candidates are expected to submit course syllabi
and a plan for course evaluation. They are also expected to
document utilization of campus resources for teaching
6
effectiveness (e.g., consult with senior faculty, meet with
personnel in teaching-learning center). All applicable
university policies and procedures appearing in the Faculty
and Professional Personnel Handbook regarding evaluation
of teaching will be observed.
Faculty are expected to meet classes on a regular basis,
teach course content consistent with approved course
descriptions, and maintain regular office hours or be
available for student appointments.
3.23
Service in a professional capacity
3.231 Candidates are expected to hold membership or
apply for membership in two professional
organizations.
3.232 Candidates are expected to cooperate and consult
with other members of the department concerning
their own and other members’ scholarship.
3.233 Candidates are expected to be making progress
toward appropriate licensure or certification in a
departmentally approved specialty area (identified at
time of hiring) and Graduate Faculty Regular
Membership, with Doctoral Committee Chair
Endorsement.
3.234 Candidates are expected to be active contributors to
departmental programs and activities (e.g.,
departmental committees, student advising, clinical
supervision).
3.3
Criteria for evaluation of non-tenured faculty beyond their first year
of employment.
3.31
Scholarship. (For due date, see Section VI. 3.)
3.311 Acceptable levels of activity will normally involve
authorship or co-authorship of one or more published
articles, or articles accepted for publication, in the
second year of employment and two or more in
subsequent years. Articles are expected to be
important contributions to the discipline and to be
published in refereed, professional journals. Each
publication may count toward only one year’s activity.
7
Reprints of articles, or in the case of articles in press,
copies of the final letter of acceptance, and a copy of
the manuscript must be provided to the CPSY P & T
Committee. In both the 5th and 6th years of progress
toward tenure, the candidate must provide evidence
of a programmatic theme in at least a portion of
his/her scholarship to date.
3.312 Completed books, book chapters, or other significant
publications by the candidate may be submitted for
consideration as a substitute for this requirement.
Material must be submitted no later than November
1st. of the year in which the request is being made.
The CPSY P&T committee will determine whether this
work is acceptable. The decision to accept a
substitution is based on the quality, and potential to
contribute to the profession of the material submitted.
No more than one such alternate publication may be
accepted per year.
3.313 Candidates are expected to make, or have accepted
for presentation, at least one refereed presentation
per year at a state, regional, or national professional
convention.
3.314 Additional, required areas of scholarly activity:
Candidates will identify one or more of the following
areas in which they will be evaluated. This area will
be in addition to those already designated above.
The identified activity(ies) must be completed prior to
submission of tenure materials.
3.3141
Authorship of an external grant
submission. (This option must be
selected at least once during the first
four years of employment.)
3.3142
Authorship of an internal grant that is
awarded at no lower than the university
level.
3.3143
Major investigator for an ongoing,
funded external grant.
8
3.32
3.3144
Editorship of a scholarly book that
makes an important contribution to the
discipline.
3.3145
Editorial board member, associate,
guest, or senior editor of a professional
journal.
Teaching. High quality teaching is expected.
3.321 Student evaluations are to be completed for all
courses, each time a course is taught. All candidates
must submit course syllabi and results of student
evaluations. (See Appendix 3)
3.322 All candidates must participate in either chair, peer, or
portfolio evaluation of teaching. (See Appendix 3)
3.323 Other methods of evaluating teaching are encouraged
and may include the following examples:
Student projects demonstrating learning.
Application of new teaching methods.
Development of teaching materials.
Empirical evaluation of teaching effectiveness.
Research on teaching methodology.
3.324 All applicable university policies and procedures
appearing in the Faculty and Professional Personnel
Handbook regarding evaluation of teaching will be
observed.
3.325 Faculty are expected to meet classes on a regular
basis, teach course content consistent with approved
course descriptions, and maintain regular office hours
or be available for student appointments.
3.33
Service in a professional capacity.
3.331 Candidates are expected to be active in two
professional organizations related to the discipline.
3.332 Candidates are expected to be active in a major
professional organization committee. The CPSY
P & T Committee reserves the right to evaluate this
activity and to determine whether the activity is
9
significant. Candidates are urged to consult with the
CPSY P & T Committee prior to selecting this activity.
3.333 Candidates are expected to attend at least two state,
regional, or national professional conventions per
year.
3.334 Candidates are expected to cooperate and consult
with other members of the department concerning
their own and other members’ scholarship.
3.335 Candidates are expected to have obtained
appropriate licensure or certification in a departmentapproved specialty area by the end of their third year.
3.336 Candidates are expected to have obtained Graduate
Faculty Regular Membership, with Doctoral
Committee Chair Endorsement, by the end of their
third year.
3.337 Candidates are expected to be active contributors to
departmental programs and activities (e.g.,
departmental committees, student advising, clinical
supervision).
3.4
A personnel file for every faculty member shall be kept in the
Department Chairperson’s office. A promotion and tenure file will
be part of the personnel file. This promotion and tenure file shall be
open to the faculty member concerned and will contain information
relevant to promotion and/or tenure. Appropriate materials shall be
placed in the personnel file by the Department Chairperson in a
timely manner.
All information placed in an individual’s personnel file shall
immediately be brought to his or her attention in writing by the
Department Chairperson. The faculty member shall have the
opportunity to place materials in the file which may rebut or explain
any detrimental information. Detrimental information that has not
been brought to the attention of the faculty member cannot be used
in promotion or tenure deliberations. Anonymous letters shall not
be made a part of this file.
An individual’s promotion and tenure file shall be examined by the
Department Promotion and Tenure Committee during promotion
and tenure deliberations. All materials used by the Department
Promotion and Tenure Committee shall be made available to the
10
College Promotion and Tenure Committee, Dean, Provost and Vice
President for Academic Affairs, and President, upon request.
V.
Academic Rank
1.
All recommendations for initial appointment to a faculty position are made
by the Departmental Personnel Committee, in collaboration with the P & T
Committee, to the faculty of the department. Department faculty
recommendations are forwarded to the College Dean.
2.
The department requires an earned doctorate in order to obtain
appointment above the level of instructor. Equivalencies are not
recognized.
3.
Criteria stated in the current Teachers College P & T Document will be
used to evaluate faculty requesting promotions. These criteria are
reproduced as follows:
3.1
3.2
3.3
Assistant Professor
3.11
Evidence of quality performance as a teacher or practitioner
in the specialty in which the candidate is hired.
3.12
Evidence of the potential for conducting scholarship, for
publishing, and for contributing other scholarly products.
3.13
Evidence of participation in professional organizations.
Associate Professor
3.21
Evidence of consistently excellent teaching.
3.22
Evidence of quality contributions to one’s specialty through
scholarship in refereed outlets.
3.23
Evidence of quality contributions in the capacity of
professional service.
Professor
3.31
Evidence of outstanding contributions in one of the following:
Teaching, scholarship, or service in a professional capacity.
3.32
Evidence of a continuing record of excellence in teaching.
11
VI.
3.33
Evidence of significant contribution to one’s specialty
through scholarship in refereed outlets.
3.34
Evidence of significant contributions in the capacity of
professional service.
Procedures for Promotion and Tenure
1.
2.
Tenure
1.1
The CPSY P & T Committee will meet for discussion, deliberation,
and voting. Specifically, the CPSY P & T Committee will evaluate
the candidate according to his or her teaching, scholarship, and
service in a professional capacity each year prior to being granted
tenure. Committee members will review and evaluate the
candidate’s materials for tenure, or progress toward tenure, using
the Promotion & Tenure Rating Sheet (Appendix 2). A summary of
these ratings will be kept on file with the departmental chairperson.
The rating form must be approved by the College and University
Promotion and Tenure Committee (See Appendix 2). Once the
individual review is complete, the Committee will convene to
discuss the candidate’s application. Finally, the committee will vote
on the recommendation for tenure or progress toward tenure.
1.2
There are three possible recommendations/decisions for tenure.
These are: satisfactory progress toward tenure, unsatisfactory
progress toward tenure, or dismissal/termination.
1.3
The CPSY P&T Committee Chair will inform the candidate, in
writing, of the Committee’s recommendation for tenure. The letters
provided to each tenure candidate will include indications of
strengths and weaknesses and also provide suggestions for
improvement. The chair will also meet with the candidate to provide
verbal notification and answer questions. Copies of all letters, and
any minutes or notes from verbal meetings with the candidate, will
be shared with the candidate and filed in the department office.
1.4
Recommendations relative to tenure shall be forwarded to the
College Dean.
Procedures for Promotion
2.1
The CPSY P & T Committee will meet for discussion, deliberation,
and voting. Specifically, the CPSY P & T Committee will evaluate
the candidate according to his or her teaching, scholarship, and
service in a professional capacity each year prior to being granted
12
promotion. Committee members will review and evaluate the
candidate’s materials using the Promotion & Tenure Rating Sheet
(Appendix 2). A summary of these ratings will be kept on file with
the departmental chairperson. The rating form must be approved
by the College and University Promotion and Tenure Committee
(See Appendix 2). Once the individual review is complete, the
Committee will convene to discuss the candidate’s application.
Finally, the committee will vote on the recommendation for
promotion.
3.
2.2
Candidates submitting evidence for promotion to the rank of
Professor also shall submit to the P&T Chair a list of 4-6 external
reviewers from their field of study (area of expertise) and from
whom letters of review will be solicited by the P&T Chair (see
Appendix 4, Department Process for Selection of Supplemental
External Reviewers). Two external review letters addressing the
candidate’s contributions as defined by the CPSY P&T document
shall be required.
2.3
Candidates for promotion will receive written notification, drafted by
the Committee Chair, indicating the recommendation to forward for
promotion or not to forward. If the candidate’s application is not
forwarded then the letter will include strengths and weaknesses of
the candidate. The chair will also meet with the candidate to
provide verbal notification and answer questions. Copies of all
letters, and any minutes or notes from verbal meetings with the
candidate, will be shared with the candidate and filed in the
department office.
2.4
Credentials of those candidates to be recommended favorably for
promotion by the Department Committee shall be forwarded to the
college dean in alphabetical order. Included with the credentials
will be the Department P & T Committee’s evaluation and
recommendations.
Important Date
3.1
VII.
Last working day in November: Date by which candidates must
submit all promotion and tenure materials to CPSY P & T
Committee.
Reconsideration
1.
The candidate must ask, in writing, for the reconsideration within ten (10)
calendar days following the date of the faculty member’s receipt of the
written recommendation adversely affecting him or her.
13
1.1
Appeals from Adverse Decisions will follow Section VII, Right of
Appeal, of the University Promotion and Tenure Document.
Approved by CPSY faculty on October 21, 2004 for AY 2005-2006
Approved by the CPSY faculty on April 20, 2005 for AY 2005-2006
Approved by the CPSY faculty on September 21,2005 for AY 2006-2007
Approved by the CPSY faculty on September 21, 2006 for AY 2007-2008
Approved by the CPSY faculty on October 4, 2007 for AY 2008-2009
Approved by the CPSY faculty on October 9, 2008 for AY 2009-2010
14
(Appendix 1)
UNIVERSITY MISSION STATEMENT
Ball State University is an innovative, supportive academic community that inspires students by:
• Offering action-oriented learning, including immersive out-of-class experiences,
research, and study-abroad.
• Providing extraordinary access to and collaboration with professors who create
scholarship to advance knowledge, improve teaching, and transform learning.
• Engaging state, national, and international communities to enhance educational,
economic, and cultural development.
The Board of Trustees, May 5,
2007
15
(Appendix 2)
Promotion & Tenure Rating Sheet
Candidate
Rating applies to:
Date
(Check one)
Tenure
Promotion
Scholarship:
1
(Substantially
fails to meet
criteria)
2
3
4
Acceptable
(Meets
minimum
document
criteria
5
6
7
(Substantially
exceeds
criteria)
2
3
4
Acceptable
(Meets
minimum
document
criteria
5
6
7
(Substantially
exceeds
criteria)
4
Acceptable
(Meets
minimum
document
criteria
5
6
7
(Substantially
exceeds
criteria)
Teaching:
1
(Substantially
fails to meet
criteria)
Service in a Professional Capacity:
1
(Substantially
fails to meet
criteria)
2
3
16
(Appendix 3)
Evaluation of Teaching
in the Department of Counseling Psychology and Guidance Services
Policy and Procedures:
The Department of Counseling Psychology and Guidance Services recognizes the importance of
teaching in its mission. Evaluation of teaching is one important component to help students with the best
possible educational experience. Promotion, tenure, and merit pay decisions must, in part, be
determined by the quality of teaching.
Evaluation of teaching will consist of two parts: (a) student evaluation and (b) faculty, peer, and/or
portfolio review. Parts a and b will be given equal weight in the evaluation process.
Student Evaluations:
All courses will be evaluated each time they are taught. Student evaluations will be done using the ten
departmental questions, which includes the provision for written responses for students to report that the
forms were administered fairly.
Student evaluations will be conducted near the end of the semester but not during final exam week.
Provisions will be made to ensure the integrity of the data. The completed evaluations will be taken
directly to the departmental office by the person who administered them, where they will be held until all
evaluations are received. They will then be taken to Examination and Evaluation Services for analysis.
Faculty will have access to the information only after all grades have been submitted for the term.
Summarized data will be reviewed for promotion, tenure, and merit pay decisions by department and the
college.
Annual Conference:
The evaluation data will be discussed with the chair (or his/her designee) and each faculty member on an
annual basis.
Chair, Peer, and/or Portfolio Evaluation:
Each faculty member’s teaching shall be evaluated annually using one or more of the following options:
a.
b.
c.
d.
e.
Classroom visitation
Evaluation of syllabi, examinations, and other classroom materials
Evaluation of student achievement
Significant contributions to the pedagogy of the field
Review of teaching portfolio materials
Records:
Summary sheets of all evaluations (including student, peer, chair, and portfolio) may be included in each
faculty member’s personnel file.
Approved 3/94, Revised 12/95
Approved 9/21/06
Approved 10/09/08
17
(Appendix 4)
Department of Counseling Psychology and Guidance Services
Process for Selection of Supplemental External Reviews
Candidates for promotion to Professor will submit to the P&T Chair a list of potential external reviewers
who must be senior faculty members external to the University with expertise in the candidate’s areas of
knowledge. The candidate will provide a rationale for each person listed, along with a statement
identifying the reviewer’s relationship to the candidate.
The Department P&T Committee will then meet to determine the acceptability of the candidate’s list. If the
list provided by the candidate is deemed acceptable, the Department Promotion and Tenure Chair and
department chairperson will then create the department list. If the department Promotion and Tenure
Committee does not approve the candidate’s list, the candidate will be asked to submit additional names
to the Committee. However, the candidate has the right to appeal the removal of any names. The
department list will not be created until the candidate list has been approved.
The department’s list of reviewers shall consist of the candidate’s list and any additional reviewers
deemed appropriate after consultation about the list between the Department Promotion and Tenure
Committee chairperson and the department chairperson. If the candidate does not approve the
department’s list, the Department Promotion and Tenure Committee will be asked to mediate the issue. If
the dispute is irresolvable, the issue will be referred to the Dean of Teachers College.
Once the two lists have been created, the candidate will rank order a minimum of two potential reviewers
from the candidate’s list and a minimum of two potential reviewers from the department’s list. The P&T
Chair will solicit reviews from the first name on each of the respective lists. If responses are not received
from one or both reviewers, the P&T Chair will solicit additional reviews to ensure that two letters are
received.
Candidates shall provide to the P&T Chair a comprehensive VITA and representative sampling of their
work (e.g., journal articles, book chapters, awards, teaching evaluations or portfolio materials, evidence of
service) not to exceed 100 pages (excluding VITA) that can be copied and sent to reviewers.
Original external review letters shall be inserted in the P & T file by the department chairperson for use by
departmental, collegiate, and, in the case of an appeal, University Promotion and Tenure Committees,
and by the Provost in promotion deliberations for the current year. All letters received from external
reviewers will be available to evaluators in all stages of the promotion review process. The candidate has
the right to examine all external review letters. A separate candidate-accessible file will be created by the
department chair. Prior to examination by the candidate, all identifying information will be removed from
the letters in order to preserve anonymity of the reviewers. An identifying number will be placed on the
letter.
The candidate has the right to respond in writing to information contained in the letters. The candidate’s
supplied written rebuttal will accompany the candidate’s promotion file through all stages of the promotion
process. After all actions or appeals have been completed for the year in question, all candidate
accessible letters will be destroyed. At the conclusion of deliberations for the current year, the original
letters shall be retained only in a separate confidential file in the Office of the Dean of the College. Once
letters are placed in this separate confidential file, they cannot be reopened for purposes of subsequent
promotion deliberations at any level of consideration unless requested by the candidate.
Credentials, external letters, and departmental letters of support shall be forwarded to the College
Promotion and Tenure Committee if the Department recommends that candidate for promotion.
18
Submitted by:
Department Chair, CPSY
CPSY P&T Chair
Approved 11/20/03 SLB
Approved 1/30/04 SLB
Approved 6/08/04 SLB
Approved 10/21/04 SLB
Approved 4/20/05 SLB
Approved 10/20/05 SLB
Approved 8/24/06 SLB
Approved 9/21/06 SLB
Approved 2/08/07 SLB
Approved 10/4/07 SLB
Approved (Amendments) 3/20/08 SLB
Approved (Amendments) 10/09/08 SLB