Administrative Guidelines for Academic Department Chairs
Section Six – Evaluation
- Tenure-Track (Probationary) Personnel – 6:1
- Special Appointment and Part-Time Faculty – 6:2
- Conflict of Interest Policy for Committee Membership – 6:3
- Faculty Review Planning Worksheets – 6:4
- Template for Faculty Review Letters – 6:5
- Faculty Evaluation Deadlines – 6:6
- Tenure and Promotion Process Guidelines – 6:7
Guidelines for Departmental Review and Support of Probationary Personnel are available online in the Faculty Handbook (Section 184.108.40.206): www.gustavus.edu/facultybook/
Guidelines for Departmental Review and Support of Continuing Special Appointment and Part-time Faculty can be found online in the Faculty Handbook (Section 220.127.116.11): www.gustavus.edu/facultybook/
The Conflict of Interest Policy for Committee Participation is available online: www.gustavus.edu/facultybook/allcollegepolicies/#Anchor-Conflicfirstname.lastname@example.org) to confirm.
First Year (NTT)
Second Year (NTT)
Succeeding Years (NTT)
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.
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 email@example.com).
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