The PAF, P&Bs CPCs and Important Role of Faculty Governance - - PowerPoint PPT Presentation

September 12, 2019

The PAF, P&B’s CPC”s and Important Role

• f Faculty Governance

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GOALS

I. Review of governance role of P&B/Chair and CPC/Dean in the Personnel Action Process II. What the candidates are told i. Path of the PAF and important dates ii. Changes in the form from last year iii. How personal appearances work

• III. Classroom Evaluations/Support material
• IV. Voting/Decision letters

V. Interfolio as the “new” Portal

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Shared Governance in the Personnel Action Process

FACULTY RESPONSIBILITY The faculty has primary responsibilities for… the area of faculty status which includes appointments, reappointments, decisions not to reappoint, promotions and tenure. CBA 2.02(b)(i). INITIAL APPOINTMENTS Initial Appointments of Full-time Faculty: The initial decision shall be made by the Personnel and Budget committee of the department …. No full time faculty appointment may be made without prior approval of the Department Personnel and Budget committee… CBA 3.0 If the Department Personnel and Budget Committee decides against appointment of the candidate, then the matter is concluded… Statutes 8.01 (b) REAPPOINTMENT 8.03, PROMOTION 8.05, AND TENURE 9.05 Written information describing the qualifications of the candidate (the PAF), are transmitted to the Departmental P&B for discussion and advice. The Department P&B Committee shall make the initial decision… and shall forward the record of its deliberations (the PAF and minutes) to the appropriate College Personnel Committee… the record of the deliberations of the CPC shall be forwarded by the Dean to the Chairperson of the University Personnel Committee… (Statutes 8.03 (b), (c), (d) ).

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CHAIRPERSONS/P&B

4.07 Statutes: The Department Chairperson

• is the academic leader of the Department
• a faculty member as well as the departmental liaison to the

administration

• has a special obligation to build excellence in teaching and scholarship

in the department 4.11 Statutes: The Chairperson shall;

• monitor and guide the professional development of the probationary

faculty.. Including conferral with each member… regarding the individual’s performance as a teacher and as a researcher….

• preside at the Department Personnel and Budget Committee meetings

4.05 Statutes: The Personnel and Budget committee shall ;

• have primary responsibility to … administer such policy with respect to

the faculty recruitment, appointments, reappointment, promotions and the conferral of tenure

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Vital Role of Chairpersons

• Mentor or assign a mentor
• Classroom visits
• Run the P&B
• Confidential letters
• Present the faculty member to CPC and

UPC

• Decision letters

Guide the Faculty member & department/division through this process

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DEANS/CPC’s

5.06 Statutes: College Personnel Committee Membership Each College Personnel Committee shall include as members the Dean or, where appropriate, the Director as a voting member and chairperson of the Committee, and four elected tenured Eligible Faculty members. To the extent practical, department representation shall be rotated on the College Personnel Committee….. ( c ) A faculty member who serves as a member of the College Personnel Committee may not simultaneously serve as a member of the Department Personnel and Budget Committee

• r of the University Personnel Committee.

2.15 Statutes: Academic Deans (d.) The Dean may recommend to Departmental Chairpersons candidates for appointments and reappointments to the faculty for promotion or for conferral of tenure…. (f.) With respect to each person considered for appointment, reappointment, promotion or tenure, the Dean shall report to the Provost any actions recommended by the School or College Personnel Committee . . .

Preve vents ts double e voti voting

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Summer – November 6: Important Dates

APRIL: Submit names to Dean to generate confidential letters MAY: Memo May 22, 2019 (via Chairpersons, on Provost’s Web page) Time frame for this PAF approximately November 2018 – November 2019 JUNE: General PAF workshop SEPT: Substantive workshops September 10, 11, 12 – If questions cannot be answered by the FAQ or through e-mail, bring them to the workshops. Classroom visits (evaluations) begin – Deans and chairperson OCT: October 19-25: Classroom visits should be concluding Mid-October: The Portal “opens”; written instructions will be disseminated October 25 : Most revisions are made (the latest date suggested to meet with your Chairperson) .

• NOV. 6:

PAF DUE. All PAF’s and support material must be uploaded to the PORTAL on or before this day. On the day you submit to the Portal, please deliver 3 signed hardcopies to your Chairperson or Director along with any physical support material you may have. IF you are experiencing issues – contact the HELP DESK and if needed members of the e-studio will meet with you You may do this at any time while preparing your PAF.

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The Personnel Action Cycle

JAN - APR 2020 University Personnel Committee (Every Wednesday)

May 2020 Board of Trustees Official letters sent Memo May 22, 2019 & PAF = personnel action form

(via Chairpersons, on Provost’s Web page)

Summer 2019

• Begin working on upcoming PAF
• Move everything on last year’s

form down September

• Workshops
• Classroom visits

October

• Classroom visits
• Check in with Chairperson
• Look for instructions for

Portal via e-mail

NOVEMBER 6, 2019 PAF DUE

P & B Committee Chairperson – Chair of the Department/Division

1st and 2nd year faculty members at the rank of Instructor or Assistant Professor stop here

CPC = College Personnel Committee Chairperson – Dean of the College/School

DECEMBER 2019 NOVEMBER 2019

START

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PAF with FAQ’s

CONFIDENTIAL LETTERS & WEDNESDAY’S IN THE WINTER

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Confidential Letters

• Dean must send letters and material
• Consultation with the P&B to secure names
• f referees to yield 3-6 letters
• You will not know who responded/ who

couldn’t

• You will not see the letters
• The letters may not be discussed while you

are making your personal appearance at any level of the process (while you are in the room)

• If you haven’t done this yet, go directly to

your Dean to discuss Wednesday’s in the winter months - Sometimes it snows – it is OK

• UPC meets every Wednesday end of Jan- April
• Tenure actions may begin late February or early March
• If you teach on Wednesdays we will try to avoid scheduling

you during class time

• Make sure your presenter is around also!
• If you will be away any Wednesdays - IT IS OK – just tell me

ASAP (LIKE NOW!)

• If your presenter is going to be away – IT IS OK – just tell

me ASAP (LIKE NOW!)

Things we tell the faculty members

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S=certifications T=support material

• T. Index of Support Material

Attach an index of the support material you are providing to the end of this PAF. TWO paper copies must also be placed at the front of any

boxes or folders containing written support material. Support

material should be indexed in accordance with the lettering system of the Table of Contents.

CHOIC ICES: All elec All electronic ic, All All pa paper, o

• r

Any c ny com

• mbination of
• f the

the tw two

Al Always n need an i index: In Index dex sh shoul uld mat atch ch t the e TABLE O OF CONTE TENTS TS At Attach t to the END END OF OF THE P THE PAF AF and if y you

• u

hav ave p e pap aper er sup support mat ater erial leave ve 2 co copies es in in t the front o t of th the b box. x.

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GENERAL TIPS

SUBSTANCE OVER FORM - BUT…….

 KEEP IT NEAT and Make it READABLE to everyone The further away from your department the PAF travels, the fewer people in your discipline will be reviewing it. Therefore make it readable to EVERYONE. No jargon.  2018: Each year stands alone as a basis for reappointment. Separate THIS YEAR’S achievements from prior years.

• 2017: All prior years go together indented and in reverse chronological order
• 2016: All prior years go together indented and in reverse chronological order
• 2015 (allows the total record to be viewed for T

enure and Full).  GENERAL TIPS

• Use only one staple in the upper left hand corner of the 3 hard-copies
• FONT: It’s up to you what to use - nothing hard to read (the images CAN be enlarged on

the screens for viewing).

• CONSISTENCY: Use CAPITALS, Bold, Underline, Italics as you choose, but do it the

same way every time for every entry (if you use bold for book titles, but italics for journal articles, do so for all similar entries).

Things we tell the faculty members

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Classroom Evaluations

“it is IMPERATIVE that Chairpersons and Deans complete classroom evaluations and relay results to the” faculty member before October 25, 2019

https://www.stjohns.edu/academics/office-provost/faculty- resources

BUT WHAT IF THEY CAN’T/DON”T …

Classroom Evaluations and Support Material

Support material

• May be completely

digital

• May be completely

In paper format (books, etc…)

• May be a hybrid of

both

Things we tell the faculty members

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Help us reinforce the

“Things we tell the faculty members…”

https://www.stjohns.edu/academics/office-provost/faculty-resources Most document and additional resources can be found at

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Voting, Mentoring and . . .

No su

• surprises

s in t n the Tenure re y year r please se!

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…… and Decision Letters

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RECAP

• Reminders of Important dates (keep them from waiting until the last

minute)

• Distribute the e-mails with the “how to” screen shots (to candidates and to

P&B members)

• Emphasize that they should NOT show up to IT to scan anything during the

last week of October and during the two days in NOVEMBER saved for SUBMISSION ASSISTANCE… make an appointment and scan anything PRIOR TO THAT WEEK

• Reinforce substance over worries about the form
• Neat; readable to everyone even those in different disciplines
• Provide with consistent decision letters - be careful about casually

remarking on the results of a meeting remind committee members of confidentiality

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