Administrative Guidelines for Academic Department Chairs

Section Six – Evaluation

Tenure-Track (Probationary) Personnel – 6:1

Guidelines for Departmental Review and Support of Probationary Personnel are available online in the Faculty Handbook (Section

Special Appointment and Part-Time Faculty – 6:2

Guidelines for Departmental Review and Support of Continuing Special Appointment and Part-time Faculty can be found online in the Faculty Handbook (Section

Conflict of Interest Policy for Committee Membership – 6:3

The Conflict of Interest Policy for Committee Participation is available online:

Faculty Review Planning Worksheets – 6:4

Please find the below planning worksheets intended to support the review of untenured faculty members. If you or a faculty member has any questions about the agreed-upon schedule for review, please contact Shanon Nowell ( to confirm.

Tenure-Track Faculty
Non-Tenure-Track Faculty
First Year (NTT)
Second Year (NTT)
Succeeding Years (NTT)

Template for Faculty Review Letters – 6:5

This template is a suggestion. Many department chairs are experienced and confident in the task of writing reviews. Other chairs have asked for more specific guidance with respect to the content of a review. Chairs should feel free to craft their review letters to their own particular styles and departmental needs.

Address: The review should be addressed to the Provost.

Paragraph 1: Identify the person being reviewed, the year of the review (first year review, second year review, etc.), and the participants.

Paragraph 2: Describe the evidence examined in the review (class visits, syllabi, student feedback, etc.), and the process by which it was discussed.

Paragraph 3: Describe and evaluate the reviewee’s accomplishments as a teacher. Provide evidence of strengths and areas for improvement.

Paragraph 4: Describe and evaluate the reviewee’s professional accomplishments (publications, presentations at scholarly meetings or conferences, exhibits or performances, involvement in professional and/or public organizations, boards and commissions related to one’s academic fields or College assignments, etc.)

Paragraph 5: Describe and evaluate the reviewee’s involvement in the activities of the department and the College. Provide evidence of such strengths and areas for improvement.

Paragraph 6: Special commendations or admonitions—if any.

Paragraph 7: Recommendations to reviewee for continued professional development.

Paragraph 8: Formal recommendation to the Provost for continuation/non-continuation of appointment, including any conditions or caveats.

Faculty Evaluation Deadlines – 6:6

Tenure-Track Faculty
First Year: February 15 (informal letter of continuation)
Second Year: November 15 (regular review process)
Third Year: Schedule set by the Third Year Review Subcommittee, usually in spring semester
Fourth Year: April 1 (regular review process)
Fifth Year: April 1 (informal letter of continuation)
Sixth Year: Tenure review set by Faculty Personnel Committee, in fall semester

Non-Tenure-Track Faculty
First Year: February 15
Second Year: November 15
Succeeding Years: March 1

Tenure and Promotion Process Guidelines – 6:7

The Faculty Personnel Committee suggests that Department Chairs follow these guidelines for their role in the tenure and promotion processes.
In the two semesters prior to review, department chairs will work with review candidates to schedule the administration of Faculty Personnel Committee SETs in each of their classes. Administration of Fall SETs will generally occur during the first two weeks of November and Spring SETs will be given during the last two weeks of April.
The chair should consult with the reviewee regarding selection of colleagues to write solicited letters. After consultation with the Chair, the candidate will request solicited letters from TWO Gustavus colleagues outside the department, and TWO professional colleagues at other institutions.

Announce to students and appropriate alumni that the candidate is being considered for tenure/promotion. If a person chooses to write, ask that they address, to the best of their ability, the criteria for tenure/promotion and address the letter to the Provost (letters should be emailed directly to the Assistant to the Provost, Shanon Nowell, at

Announce to department members that those who are tenured are expected to write a letter to be included in the reviewee’s file. Non-tenured colleagues may write if they wish, but they should never feel obligated or coerced to do so. (If there are two candidates from the same department, normally they do not write for one another.) Chairs might also remind departmental colleagues that visiting a class, talking with the candidate, and reading a copy of the professional statement prepared by the candidate is useful in helping the faculty member write a letter that addresses the criteria for tenure/promotion. Ideally, the candidate should supply a copy of their file or at least a copy of the professional statement, CV, and publications to the department a few weeks before letters are due, so that this information is available to members of the department to reference as they write their letters.

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Last modified: 22 July 2015, by Shanon Nowell