[top] 0. PREAMBLE
0.1. The Appointments and Promotions Committee, the Dean of the Faculty, the President, the Academic Affairs Committee of the Board of Trustees[0], and the Board of Trustees or its Executive Committee share responsibility for Faculty appointment, reappointment, promotion, and tenure decisions. Additionally, the Appointments and Promotions Appeals Board may hear appeals from negative final decisions made by the Appointments and Promotions Committee and/or the President. Specific responsibilities, as they pertain to appointments at different Faculty ranks and to reappointments and tenure decisions, are described below in the appropriate places.
0.2. The Appointments and Promotions Committee is the Committee of the Faculty elected to receive reports on initial appointments to junior level tenure-track and contract positions, to approve recommendations for initial appointments to senior level tenure-track and contract positions, and to make recommendations on all cases for reappointment, promotion, and tenure.
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[top] 1. Membership
1.1. Constitution: The members of the Appointments and Promotions Committee are seven tenured members of the Faculty at the rank of Professor, each of whom has one vote in cases on which he/she is eligible to serve, and the non-voting Dean of the Faculty who serves as Chair and Secretary of the Committee. (Amended December 5, 2005; December 12, 2006)
1.2. Terms and Conditions: Faculty members serve two-year staggered terms, with new appointments effective on August 15. The Committee on Committees determines the procedures for election to the Committee and, for the purposes of representation, assures that each of the three divisions (Arts and Humanities, Social Sciences, and Mathematical and Natural Sciences) shall be represented on the Committee by at least 2 elected faculty members, but with no more than 1 member of any department. The Committee on Committees also is responsible for naming a suitable replacement in the event that an A&P Committee member leaves the A&P Committee. When a member of the A&P must recuse him or herself from a case because of a conflict of interest, the A&P will decide whether that person needs to be replaced to maintain divisional representation and if so will ask the Committee on Committees to name a replacement. When a member of the A&P Committee is recused from a case, the A&P Committee will ask the Committee on Committees to name a replacement if and only if the A&P Committee has determined that a replacement is necessary to maintain at least 5 voting members on that case or maintain at least one voting member per division on that case. The Secretary of the Faculty, the Ombudsman, and members of the Appeals Board, and the Academic Freedom and Grievance Committee may not serve concurrently on the A&P Committee. No faculty member may be elected or appointed to the Committee who has a full or joint administrative appointment. No faculty member may stand for election to the Committee who is expecting a one year leave that overlaps the first year of their two year term on the committee. Faculty with a scheduled one semester leave that overlaps their two year term are eligible to run for election. There is no limit on the number of times an eligible faculty member may be elected to the Committee, but no one may serve more than two consecutive terms. (Amended April 9, 1996; December 5, 2005; October 17, 2006; December 12, 2006; May 5, 2009)
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[top] 2. Responsibilities
2.1. Faculty Appointments: The Appointments and Promotions Committee acts in concert with the Dean of the Faculty and the President in approving initial Faculty appointments. Faculty appointments include both those in which one person is appointed to a single full-time position and those in which two individuals are appointed to share the responsibilities of a single full-time position. In the latter case, each partner in the shared appointment is evaluated for appointment, reappointment, promotion, and tenure individually and in accordance with the same procedures that regulate the evaluation of a single appointee. The specific responsibilities of the Committee vary according to the rank and type of appointment, as outlined below.
Initial faculty appointments are reported to the Academic Affairs Committee and are subject to approval by the Board of Trustees or its Executive Committee.
2.1.a. Appointments to Tenure Track Positions: Normally, tenure track positions are wholly allocated to a department, wholly allocated to a program, or jointly allocated to two disciplinary homes which may be two departments, two programs, or one of each. In the event that a faculty member is appointed to a position jointly allocated to two disciplinary homes, the letter of appointment shall specify the Faculty member's obligations to each home. It shall also make clear that the review process will be conducted by two review committees, one within each disciplinary home. In the event that a faculty member’s position is wholly allocated to a program or jointly allocated to one or two programs, then for each program to which the position is allocated, the letter of appointment shall specify the members of a committee appointed by the Dean of the Faculty to serve as the faculty member's programmatic review committee throughout the probationary period (i.e., up to, and including, the faculty member's tenure review). The Dean of the Faculty shall appoint a replacement for each review committee member who is unable to complete his/her term of service.
In some instances, tenure-track positions are created outside of the departmental and programmatic structures. In such cases, the letter of appointment shall specify the members of a committee appointed by the Dean of the Faculty to serve as the faculty member's review committee throughout the probationary period. The Dean of the Faculty shall appoint a replacement for each review committee member who is unable to complete his/her term of service.
2.1.a.i. Assistant Professor: The Dean of the Faculty makes appointments at the rank of Assistant Professor. The Dean's decisions on appointments follow consultation with either a special committee or each disciplinary home of the candidate, as well as a written recommendation from the administrative head of each of the candidate's disciplinary homes.[1] Such appointments are reported to the Appointments and Promotions Committee and to Academic Affairs Committee of the Board, and are subject to approval by the Board of Trustees or its Executive Committee.
Appointment at the rank of Assistant Professor presumes demonstrated professional competence, scholarly activity, and the completion of all requirements for the Ph.D. or other appropriate terminal degree; letters of appointment to the rank of Assistant Professor will make clear the following points:
a. That should these degree requirements not be completed at the start of the academic year, the rank becomes Instructor and the term of appointment, one year;
b. that on completion of the degree, the Instructor, the Dean of the Faculty, and the administrative head(s) of the Instructor's disciplinary home(s) will establish the effective date of the promotion to Assistant Professor as either retroactive to 1 September of the current academic year, or commencing on 1 September of the following academic year. The established date will mark the beginning of the probationary period toward tenure;
c. that failure to complete the degree requirements will result in the termination of appointment at the end of the contractual year;
d. that in a case where there is compelling evidence for the likely completion of all degree requirements by February 15 of the following academic year, and on the positive recommendation of each of the Instructor's disciplinary homes, a second year of appointment may be granted.
e. Appointment at the rank of Assistant Professor is normally made for three years, with review for reappointment in the spring of the third year. (Amended February 12, 2008)
In certain circumstances, a person with prior experience in teaching and research at an accredited college or university or in professionally related work at another institution may request a shortened probationary period. Such a request is negotiated with and approved by the Dean of the Faculty in consultation with the administrative head of each of the Assistant Professor's disciplinary homes. The period within which a tenure decision must be made shall be stated in the letter of appointment.
2.1. a.ii. Associate Professor and Professor: The Appointments and Promotions Committee approves appointment at the rank of Associate Professor and Professor, basing its decisions on the recommendations of a special committee or each disciplinary home of the candidate, as well as other supporting information presented by the Dean of the Faculty.
Such appointments are subsequently reported to the Academic Affairs Committee of the Board and are subject to the approval of the Board of Trustees or its Executive Committee.
a. Associate Professor: Appointment at the rank of Associate Professor presumes the Ph.D. or its equivalent, outstanding performance as a teacher, and mature scholarship recognized by the profession or equivalent professional contributions.
Appointment at the rank of Associate Professor is normally made for three years, with review for reappointment and tenure in the spring of the second year.
b. Professor: Appointment at the rank of Professor presumes the Ph.D. or its equivalent, outstanding performance as a teacher, and distinguished scholarship recognized by the profession or equivalent professional contributions.
Appointment at the rank of Professor is normally made for three years with review for reappointment and tenure no later than the spring of the second year.
2.1.b. Appointments to Contract Positions: Trinity College makes appointments to various kinds of Contract Positions. All such positions that are renewable or continuing are subject to peer review. Letters of appointment or reappointment to Contract Positions shall clearly specify the terms and conditions of employment, including the length of the appointment, the possibility of renewal, and the nature of the review process. In the event that the Faculty determines to convert a particular Contract Position to tenure track, a new search will be undertaken; the incumbent may become a candidate for the position.
2.1.b.i. Non-Tenure-Track Chaired Professorships: The Appointments and Promotions Committee approves appointments to Non-Tenure-Track Chaired Professorships, basing its decisions on the recommendations of a search committee and other supporting information presented by the Dean of the Faculty. Such appointments are subsequently reported to the Academic Affairs Committee of the Board and are subject to the approval of the Board of Trustees or its Executive Committee.
Appointment to a Non-Tenure-Track Chaired Professorships is made for a contractual period, normally five years, and may be renewed, subject to the recommendation of a Faculty review committee, appointed by the Dean of the Faculty, and the recommendation of the Appointments and Promotions Committee.
2.1.b.ii. Experimental Positions: The Appointments and Promotions Committee approves appointments for Experimental Positions, basing its decisions on the recommendations of the search committee and other supporting information presented by the Dean of the Faculty. Such appointments are subsequently reported to the Academic Affairs Committee of the Board and are subject to the approval of the Board of Trustees or its Executive Committee.
Experimental Positions are established by the Educational Policy Committee with the approval of the Faculty. Faculty filling these positions are appointed for a contractual period. Experimental Positions, as such, are not renewable.
2.1.b.iii. Visiting Faculty: The Dean of the Faculty makes appointments of Visiting Faculty members, acting on the recommendation(s) of a special committee or the administrative head(s) of the candidate's disciplinary home(s). Such appointments are reported to the Committee and are subject to approval by the Board of Trustees or its Executive Committee.
Visiting Faculty are appointed part time or full time for a limited period, usually replacing Faculty members on leave.
2.1.b.iv. Part-Time Renewable Faculty: The Dean of the Faculty makes appointments of Part-Time Renewable Faculty members, acting on the recommendation(s) of a special committee or the administrative head(s) of the candidate's disciplinary home(s). Such appointments are reported to the Committee and are subject to approval by the Board of Trustees or its Executive Committee.
Part-Time Renewable Faculty serve for defined contract periods. Reappointment or renewal of contract is approved by the Appointments and Promotions Committee. Although there is no prescribed schedule for promotion, cases for promotion follow regular procedures.
2.1.b.v. Adjunct Faculty: The Dean of the Faculty makes appointments of Adjunct Faculty members, acting on the recommendation(s) of a special committee or the administrative head(s) of the candidate’s disciplinary home(s) and reporting such appointments to the Committee. These appointments are subject to approval by the Board of Trustees or its Executive Committee.
Adjunct Faculty are typically members of the local community who serve a special academic function for the College, which may include teaching.
2.1.b.vi. Instructor: The rank of Instructor is used in a case where a Faculty member, offered a tenure-track position as Assistant Professor, has failed to complete the requirements for the Ph.D. by the start of the contractual period. Time served in the rank of Instructor does not count toward tenure.
2.1.b.vii. Artist-in-Residence: The Dean of the Faculty makes appointments of Artists-in-Residence, acting on the recommendation(s) of a special committee or the administrative head(s) of the candidate's disciplinary home(s), and reporting such appointments to the Committee. These appointments are subject to approval by the Board of Trustees or its Executive Committee.
Artists-in-Residence are appointed for defined contractual periods, normally from one to three years.
2.1.b.viii. Lecturers: The Dean of the Faculty makes appointments of Lecturers, acting on the recommendation(s) of a special committee or the administrative head(s) of the candidate's disciplinary home(s), and reporting such appointments to the Committee. Additionally, members of the College staff and administration who are qualified to conduct courses may be appointed by the Dean of the Faculty as Lecturers. Appointments as Lecturers are subject to approval by the Board of Trustees or its Executive Committee.
Appointments to the category of lectureship may be renewable. (Passed November 11, 2003)
(Section 11 .2.1. Faculty Appointments amended in its entirety, May 11, 2004)
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2.2. Reviews for Reappointment, Promotion, and Tenure Decisions: The elected members of the Appointments and Promotions Committee and the Dean share responsibility with the President for evaluating all candidates for reappointment, promotion, or tenure. All reviews that are mandated to occur at a particular time (i.e., for reappointment, for promotion to Associate Professor with tenure, and for renewal of contract positions) are referred to the Committee by academic departments or programs or specially appointed committees. Other reviews (e.g., for promotion to Professor) may be referred to the Committee by the department or program or special committee or recommended to the Dean of the Faculty for further action by any tenured member of the Faculty. The A&P Committee, the Dean, and the President are responsible for the final preparation of those recommendations that require action by the Board of Trustees and its Academic Affairs Committee – i.e., tenure recommendations and recommendations for the award of emeritus/emerita status. (Amended February 12, 2008)
2.2.a. Policies of Trinity College: The award of tenure represents a long-term commitment by the College to the Faculty member. The Committee exercises the greatest care in reaching a tenure decision; in order for tenure to be recommended, the Committee must be persuaded by the prospect of continuing and significant contributions from the candidate.
In the absence of extraordinary circumstances as defined in advance by the Educational Policy Committee, the Appointments and Promotions Committee, the Dean, and the President make their decisions on reappointment, promotion, and the awarding of tenure, solely on the merit of each candidate without regard to the percentage of Faculty currently tenured or any other consideration of quotas. In addition, the criteria used to evaluate a candidate for reappointment, promotion, or tenure are neither so narrowly construed, nor applied in such a way, as to prejudice the case against an individual on the basis of race, gender, or religion, or for unconventional points of view or lifestyle, or for conducting research in non-traditional areas.
Tenure commits Trinity College to permanent appointment so long as the position to which the appointment is made continues to exist. Nor may a tenured Faculty member be dismissed except under the conditions specified in Appendix B.9.
2.2.b. The Timing of Reviews for Reappointment, Promotion and Tenure Decisions:
2.2.b.i. Reappointment: Assistant Professors are normally appointed for three years with the Reappointment decision made in the spring semester of the third year of appointment. A positive reappointment decision results in an additional three-year contract. A decision not to reappoint results in a terminal one-year contract. (Amended February 12, 2008)
2.2.b.ii. Tenure and Promotion to Associate Professor: The award of tenure results in promotion to Associate Professor for those below that rank. Tenure review normally occurs no later than the spring of the sixth year of appointment for Faculty appointed at the rank of Assistant Professor. A decision not to reappoint results in a terminal one-year contract. (Amended March 13, 2007; February 12, 2008)
2.2.b.iii. Promotion to Professor: While the College has no requirement for years in rank as Associate Professor before promotion to Professor, the Appointments and Promotions Committee evaluates candidates for Professor on the basis of their achievements and contributions in teaching, scholarship, and service since the awarding of tenure.
2.2.b.iv. Early Tenure: Any untenured faculty member on the tenure track who judges that his/her file reveals persuasive evidence of the fulfillment of the teaching, service, and scholarship criteria for tenure and promotion to associate professor, and a career trajectory which promises continued substantive contributions within each of those three areas may, in a timely fashion, request of the Dean of the Faculty that a review for tenure and promotion to the associate level (or simply tenure if she/he is already at a senior rank) be conducted prior to the expiration of the candidate’s probationary period. Following such a request, the candidate's file shall be constructed and submitted according to the guidelines and deadlines which govern the reviews of junior faculty in their sixth year, with the exceptions that:
at any time prior to the submission of the completed file, the candidate may withdraw his/her candidacy without penalty of termination of employment; and
a failure of the candidate to attain early tenure shall not result in termination of the candidate’s employment.
If the review occurs in a year otherwise devoted to the candidate's reappointment, a case for reappointment will be submitted to the A&P Committee along with a case for tenure and promotion. The A&P Committee shall accept two separate files or one file which addresses both levels of review.
The A&P Committee, the Dean, and the President shall apply the same scholarship, service, teaching and career trajectory criteria to early tenure cases as they apply to tenure cases submitted at the end of the 6-year probationary period for assistant professors. In the event that the candidate fails to attain early tenure (or tenure with promotion if the candidate is not already at a senior rank), the next tenure review will occur at the end of the candidate’s probationary period. If the negative recommendation occurs in a year otherwise devoted to the candidate's reappointment review, the Committee shall consider without prejudice the candidate's case for reappointment. (Amended February 12, 2008)
No faculty member may make more than one application for early tenure.
2.2.b.v. Extension of the Probationary Period: Extension of the probationary period may be granted to a faculty member on the tenure track who a) becomes a primary or coequal caregiver to a newborn or newly adopted child, or b) acquires full or partial leaves of absence for reasons of family/medical exigency other than given in a). "Family or medical exigency" will be defined in accordance with the circumstances supporting leave under the Connecticut or Federal Family and Medical Leave Act.
2.2.b.v.a. Extensions due to leaves acquired for reasons of family/medical exigency other than the providing of care to a newborn/newly adopted child: Trinity College grants full and partial leaves of absence to eligible faculty members during the autumn and spring semesters as well as the summer period during which faculty normally have no contractual obligations to the College. For the purpose of the discussion below, the term session shall denote a spring semester, an autumn semester, or a summer period. One half of a session shall denote a period of 6 weeks.
Full leaves of absence taken prior to the semester of the tenure review will result in a compensatory rescheduling of upcoming A&P reviews according to the following schedule:
i.a one-semester extension of the review period of the recipient’s next A&P review for leaves taken during or following the semester of the reappointment review (or taken since the time of hire if prior to the reappointment review) that total at least ½ of a session and less than 1 session; (Amended February 12, 2008)
ii. an additional one-semester extension of the review period of the recipient’s next A&P review for leaves beyond those in (i) that bring the accumulated leave time to at least 1 session and at most 2 sessions;
iii.an additional one-semester extension of the review period of the recipient’s next A&P review for leaves beyond those in (i) and (ii) that bring the accumulated leave time to more than 2 sessions and at most 3 sessions;
iv. an additional one-semester extension of the review period of the recipient’s next A&P review for leaves beyond those in (i), (ii) and (iii) that bring the accumulated leave time to more than 3 sessions.
Partial leaves of absence, measured in terms of teaching unit reduction and taken prior to the semester of the tenure review, will result in a compensatory rescheduling of the availing faculty member’s upcoming A&P reviews according to the following schedule:
i. a one-semester extension of the review period of the recipient’s next A&P review for partial leaves taken during or following the semester of the reappointment review (or taken since the time of hire if prior to the reappointment review) that total more than 2 teaching units and at most 3½ teaching units. (Amended February 12, 2008)
ii. an additional one-semester extension of the review period of the recipient’s next A&P review for partial leaves beyond those in (i) that bring the accumulated leave time since the last review to more than 3½ teaching units and at most 6½ teaching units.
iii. an additional one-semester extension of the review period of the recipient’s next A&P review for partial leaves beyond those in (i) and (ii) that bring the accumulated leave time since the last review to more than 6½ teaching units and at most 8½ teaching units.
iv. an additional one-semester extension of the review period of the recipient’s next A&P review for partial leaves beyond those in (i), (ii) and (iii) that bring the accumulated leave time since the last review to more than 8½ teaching units and less than 10 teaching units.
2.2.b.v.b . Extensions due to the providing of care to a newborn/newly adopted child: The caregiver may elect a two-semester extension of his/her current review period, even if the caregiver does not avail him/herself of full or partial leaves for the purpose of child-rearing. The caregiver’s review period may be additionally extended due to the acquisition of other leaves taken for reasons of family/medical exigency, subject to the following constraints:
A faculty member whose next review date has been extended due to leaves or birth/adoption may elect to be reviewed in an earlier semester, subject to the following constraint: if the next review is the reappointment review, then that review shall occur no earlier than it would have occurred had there been no extension of that review period. (Amended February 12, 2008)
Under circumstances outside of family/medical exigency and birth/adoption, a candidate may request an extension of the probationary period. Such a request must be approved by the head(s) of the candidate’s disciplinary home(s) and the Dean of the Faculty.
Professional materials generated during a leave of absence or review period extension of any type described above shall be considered by the A&P Committee under the same policies which govern the consideration of materials generated by faculty not on leave and not under review period extension.
Leaves of absence for up to one year, taken for academic reasons, typically do not extend the probationary period.
( Sectio n 2.2.b.v. added March 13, 2007)
2.2.c. Criteria for Reappointment, Promotion, and Tenure: The enduring excellence of Trinity College rests on the high quality of its Faculty's teaching and scholarly or creative work. The maintenance of a community congenial to these standards rests, in turn, on the willingness of its Faculty to undertake responsibility for service. Therefore, the criteria for reappointment, promotion, and tenure are teaching, scholarship or creative work, and service, as defined below for each stage of evaluation. None of the criteria may be ignored, and continuing significant achievement is required in each of these three areas as the candidate moves through the stages of review for reappointment or promotion.
Throughout a candidate's career there should be evidence of
the continuing development of teaching effectiveness in the classroom as well as in related areas of advising, supervision of student projects, and curriculum and program development;
scholarly intentions and a program of research as well as evidence of engagement in productive scholarship, of steady progression in the quality of that scholarship, and of its recognition by a wider professional community;
continuing growth in the scope and significance of service contributions to the department/program and to the College.
(Passed February 10, 2004)
At each stage in the process of reappointment, promotion, and tenure, the department or special committee as well as the Appointments and Promotions Committee (including the Dean) and the President (as required) review a candidate's record with expectations appropriate to the rank. At the reappointment review, particular attention is given to a candidate's prospects for tenure, and the Committee shall indicate as clearly as possible those areas to which a candidate needs to address special attention before the tenure review. (Amended February 12, 2008)
Development of teaching effectiveness should be evident, reflected in course design and appropriate revision, along with involvement in advising and student-research supervision.
Scholarship should now be coming to fruition; the candidate should be involved in continuing, focused scholarly activities in his or her field.
Service within the department and/or program should be manifest and, where possible, service to the College should have begun.
(Amended February 12, 2008)
2.2.c.ii . Promotion to Associate Professor with Tenure
The candidate should now have achieved full teaching effectiveness, demonstrated over a reasonably wide range of courses both within the department and/or program and, save in exceptional cases, through participation in one or another of the College's extradepartmental academic programs, as well as in advising and supervision of student research.
The candidate's research should have progressed beyond the stage of promise and should have achieved its promise of fruition. Significant public demonstration of scholarship and a corresponding professional recognition should now be evident.
The candidate should have made demonstrable contributions to the College proper.[2] Contributions to her/his profession, or to the larger community in which the College exists, should now, where possible, have begun. (Passed February 10, 2004.)
2.2.c.iii . Promotion to Professor
Already a fully effective teacher, the candidate should now have demonstrated leadership in curriculum and program development in the department, program, or College.
The candidate should have achieved a record of mature scholarship.
The candidate should have made sustained and significant contributions to the College proper[3], and, where possible, contributions to her/his profession, or to the larger community in which the College exists. (Passed December 2, 2003)
2.2.d. Procedures for Review : The review process for Reappointment or for promotion to Associate Professor with Tenure is initiated by the Dean of the Faculty, who has the responsibility of determining well in advance of any mandatory deadlines those Faculty members upon whose reappointment the Appointments and Promotions Committee must act within a given year. (Amended February 12, 2008)
The review process for promotion to Full Professor, in the event of a non-joint appointment, is normally initiated by the candidate's department chair or program director.
The review process for promotion to Full Professor, in the event of a joint appointment, is normally initiated by the administrative head of the candidate's primary disciplinary home (i.e., the home which claims the greater part of the candidate's teaching), in consultation with the administrative head of the candidate’s secondary home.
In either case, it is the responsibility of the administrative heads of each of the candidate's disciplinary homes to periodically review Associate Professors for the purpose of determining a time at which to initiate a review for promotion to Professor. Additionally, any tenured member of the Faculty, including the potential candidate for promotion, may bring to the Dean of the Faculty a request that the review process be initiated.
The department chair or, where appropriate, the director of an interdisciplinary program is responsible for determining when to initiate review for promotion of an Associate Professor to the rank of Professor and to that end periodically reviews Associate Professors. In anomalous circumstances, any tenured member of the Faculty, including the potential candidate for promotion, may bring to the Dean of the Faculty a request that the review process be initiated.
It is the responsibility of the Dean of the Faculty to confer with the administrative head of each of the candidate's disciplinary homes, or with the chair of a special committee, in order to review the requirements as they pertain to the sequence of reappointments and the possible effects of a decision, particularly whether or not the reappointment will presume tenure or be terminal. The review of the candidate shall then proceed in sequence through the departmental/programmatic review committee(s), the Appointments and Promotions Committee, the President (as required), and then (if the award of tenure is involved) to the Academic Affairs Committee of the Board, and the Board of Trustees or its Executive Committee.
STATEMENT ON CONFIDENTIALITY
The Appointments and Promotions Committee, the Dean, and the President respect the right to confidentiality. With the exception of each departmental/programmatic letter, the contents of letters of recommendation and evaluation from whatever source shall not be revealed to the candidate. Nor shall those contents be revealed to any other person or persons, except those who have a need to know by virtue of their position. Letters from external evaluators, and letters from students and faculty and others addressing teaching, however, shall be available to the members of the review committee(s) of the candidate's disciplinary home(s) and, if applicable, to members of a special review committee. Furthermore, it is understood that members of the staff and administration, who might by virtue of their jobs see the contents of these letters, shall respect this confidentiality. Similar restrictions apply to the Committee discussions of candidates, with the exception of what is disclosed in any letter from the Committee to the candidate or review committee chair. (Amended March 10, 2009)
2.2.d.i. Departmental Recommendation
a. Non-Joint Positions. Departmental/ Programmatic Recommendation: In the event that the candidate’s position is wholly allocated to a department, there shall be a departmental review committee, normally chaired by the Department Chair, which consists of the tenured members of the department. In the event that the candidate’s position is wholly allocated to a program, there shall be a programmatic review committee, normally chaired by the Program Director, which includes tenured members of the program and/or other members according to the candidate's letter of appointment.[4] In either case, the review committee chair shall be privy to all materials in the candidate's file, and shall be henceforth referred to as the filekeeper.[5]
a.i. Initiation of Action : In order to carry out the evaluation of a Faculty member, the filekeeper shall call a meeting (or meetings) of the members of the review committee to discuss the merits of, and vote upon, any proposed recommendation. Additionally, the filekeeper shall consult with all review committee members who are on leave and away from campus. Prior to the meeting at which the vote is taken, all review committee members shall have had access to all relevant material on the basis of which an informed judgment may be made. It shall be the responsibility of the filekeeper to ensure the timeliness of each step in the review process.
a.ii. Letters of Recommendation : The filekeeper shall prepare a letter which reports faithfully to the Appointments and Promotions Committee the tenor of the review committee discussion concerning the candidate and the review committee recommendation and vote.[6] The letter shall include a thorough discussion of the three criteria of Teaching, Scholarship and Service. This letter shall be signed by the candidate (indicating that s/he has been given the opportunity to read the letter) and by each review committee member present at the meeting (indicating concurrence with the contents of the letter). The candidate shall receive a copy of the signed review committee letter. Each review committee member (including the filekeeper) shall write a personal letter of evaluation which the filekeeper shall enter into the candidate’s file. The filekeeper shall read these letters, and ensure the consistency of each with the departmental/ programmatic letter. The filekeeper shall hold all personal letters in confidence, and shall not cite their contents in any letter to which the candidate is privy. (Amended March 10, 2009)
a.iii. Role of Affirmative Action in A&P Procedures : Per Appendix B.2 of the Faculty Manual, the principle of Affirmative Action shall be given weight in the review process by departments, programs, special review committees, the Appointments and Promotions Committee (including the Dean), the President, and the Appointments and Promotions Appeals Board (if relevant) in two ways: (1) dimensions of assessment peculiar to a minority or female candidate, such as service on search committees, student advising, student recruitment activities, and appropriate public relations activities must not be neglected; (2) the candidate's scholarly activities, particularly when these are in new or non-traditional fields, must receive a fair and unbiased review. (Added February 5, 2005)
b. Joint Positions: Departmental/Programmatic Recommendations: In the event that the candidate’s position is jointly allocated to two disciplinary homes, there shall be two review committees. Each disciplinary home which is a department shall be represented by a departmental review committee, normally chaired by the Department Chair, and consisting of the tenured members of that department. Each disciplinary home which is a program shall be represented by a programmatic review committee, normally chaired by the Program Director, which includes members of the program and/or other members according to the candidate's letter of appointment. It is understood that some faculty members may belong to both committees. There shall be exactly one review committee chair, referred to as the filekeeper, who shall be privy to all of the materials in the candidate's file. Normally, the filekeeper shall be the chair of whichever review committee represents the candidate’s primary disciplinary home (i.e., the home which claims the greater part of the candidate's teaching). In the event that the candidate is shared equally by his/her two disciplinary homes, the filekeeper shall be one of the two review committee chairs, as designated by the Dean of the Faculty.[7]
b.i. Initiation of Action: In order to carry out the evaluation of a Faculty member whose position is jointly allocated to two disciplinary homes, the filekeeper shall call a joint meeting (or meetings) of the two review committees to discuss the candidate's case. The filekeeper shall consult with all members of each review committee who are on leave and away from campus. Following the joint meeting(s), the chairs of the two review committees shall call separate and independent meetings of their respective committees to discuss the merits of, and vote upon, any proposed recommendation. Additionally, the review committee chairs shall consult with all members of their respective committees who are on leave and away from campus. Prior to the joint departmental/programmatic meeting(s), all review committee members shall have had the opportunity to review all relevant materials on the basis of which an informed judgment may be made. It shall be the responsibility of the filekeeper to ensure the timeliness of each step in the review process.
b.ii. Letters of Recommendation: The chair of each review committee shall prepare a letter which reports faithfully to the Appointments and Promotions Committee the tenor of the discussion within his/her separate review committee meeting concerning the candidate and the review committee recommendation and vote.[8] The letter shall include a thorough discussion of the three criteria of Teaching, Scholarship and Service. This letter will be signed by the candidate (indicating that s/he has been given the opportunity to read the letter) and each member present at the meeting of the chair's review committee (indicating concurrence with the contents of the letter). The filekeeper shall enter the letter from each review committee into the candidate's file, and the candidate will receive copies of both letters. After the completion of both letters, yet well in advance of the file’s due date, the filekeeper shall make copies of the letters available to each member of each review committee. Each member of each review committee, including the review committee chairs, shall then contribute a personal letter of evaluation. The review committee chair who is not the filekeeper shall read the personal letters of his/her review committee members, ensuring consistency between those personal letters and the committee’s departmental/programmatic letter. (S)he shall then forward all personal letters to the filekeeper. The filekeeper shall read the personal letters of the members of each review committee, ensuring consistency between the departmental/programmatic letter and the letters from the departmental/programmatic review committee. The filekeeper shall enter all personal letters (including her/his own) into the candidate’s file. The review committee chairs shall hold the contents of all personal letters in confidence and shall not cite their contents in any letter to which the candidate is privy. (Amended March 10, 2009)
b.iii. Role of Affirmative Action in A&P Procedures: Per Appendix B.2 of the Faculty Manual, the principle of Affirmative Action shall be given weight in the review process by departments, programs, special review committees, the Appointments and Promotions Committee (including the Dean), the President, and the Appointments and Promotions Appeals Board (if relevant) in two ways: (1) dimensions of assessment peculiar to a minority or female candidate, such as service on search committees, student advising, student recruitment activities, and appropriate public relations activities must not be neglected; (2) the candidate's scholarly activities, particularly when these are in new or non-traditional fields, must receive a fair and unbiased review. (Added February 5, 2005)
c. Procedures of Special Committees: The review of Faculty members appointed to Non-Tenure-Track Chaired Professorships or Experimental Positions is conducted through Special Committees of Faculty from cognate departments or programs appointed by the Dean of the Faculty in consultation with the Faculty member. The Dean also appoints the chairs of the Special Committees. The Appointments and Promotions Committee settles any disputes in the selection of a Special Committee. Special Committees follow departmental procedures and report their recommendations to the Appointments and Promotions Committee.
d. Appointments and Promotions Committee Procedures
STATEMENT ON CONFLICT OF INTEREST
Conflict of interest in appointments and promotions decisions consists of a fact or a relationship that could interfere with a Committee member’s ability to evaluate a candidate solely on the basis of the merits of the case. If a member of the Appointments and Promotions Committee believes that a conflict of interest exists, it must be disclosed to the Committee so that it can determine whether a member will be excused from hearing the case. If a candidate believes that a conflict of interest exists, he or she shall present evidence for this to the Dean of the Faculty, who will take the matter to the Committee for a decision.
Additionally, when a candidate and an elected A&P Committee member are in the same department or program, or when an A&P Committee member serves on a special committee to review a candidate, the A&P Committee member will participate in the review process at the department or program or special committee level as required, and be recused from participation in the hearing or disposition of the candidate’s case at the A&P level. If the Dean or the President holds an appointment in the department or program of a candidate due to come before the A & P Committee, he/she will take no part whatsoever in the department or program's deliberations and evaluations of the candidate.
(Amended October 17, 2006)
d.i. Files: The Chair of the Appointments and Promotions Committee is responsible for preparing copies of the candidate’s file for the members of the Committee. The file includes a Curriculum Vitae, the candidate’s statement, internal and external letters addressing teaching, research, and service, the departmental/programmatic recommendation(s), student course evaluations (including student letters), and course materials . (A list of materials to be included in a candidate’s file can be found in the current "Appointment and Promotions Committee’s Membership, Calendar, and Checklist" issued annually by the Committee.) The candidate receives an inventory of the file. The Chair also maintains a collection of the candidate’s scholarly or creative work for review by the Committee. The Chair of the Committee maintains an archive of the originals of the Appointments and Promotions files; the copies of the files are destroyed. (Amended March 10, 2009)
Deliberation by the Committee begins only after the receipt of the completed file. If the Committee finds a candidate’s file deficient or flawed in any respect, it will return the file to the filekeeper for rectification.
d.ii. Deliberations: The Appointments and Promotions Committee, in closed session, deliberates on the qualifications of each candidate for reappointment, promotion, or tenure. However, should the Committee have questions about a candidacy, it may at its discretion conduct a number of interviews with the candidate, with the review committee chair(s), or with any other contributor to the file prior to taking final action. The Committee’s questions will be conveyed in writing to the selected respondents, with a copy to the filekeeper. Normally, the Committee will meet with no more than one person at a time.
No interview of any type shall take place, or continue, unless all members of the A&P Committee are in attendance.
A record of each interview will be drafted and reviewed for accuracy by all persons present at the meeting. In the event that the respondent is not the candidate, copies of the record in its final form shall be sent only to the members of the A&P Committee, the interviewee and the filekeeper, who shall enter his/her copy into the candidate’s file. In the event that the respondent is the candidate, a copy of the record in its final form shall be sent only to the members of the A&P Committee and the candidate.
The Committee, at its discretion, may require a written reply from a respondent rather than an oral reply. In such an event, the Committee’s questions will be conveyed in writing to the respondent, with a copy to the filekeeper. If that respondent is not the candidate, copies of the written response shall be sent only to the members of the A&P Committee and the filekeeper, who shall enter his/her copy into the candidate’s file. If that respondent is the candidate, copies of the written response shall be sent only to the members of the A&P Committee, and, solely upon the request of the candidate, to the filekeeper.
d.iii. Recommendations: Notifications of the Committee’s recommendations on promotion to Professor are normally given in mid-December, and for reappointment and for promotion to Associate Professor, in mid-March. (Amended February 12, 2008)
For tenure-track Faculty members with a previous letter of reappointment, a negative decision must be based on failure to meet the standards of improvement derived from expectations for rank and specified in the last letter of reappointment. In those actions for which a prior letter is not required, the grounds for a negative recommendation must be failure to achieve the expectations outlined in the Faculty Manual. (Amended February 12, 2008)
In the event that a case is ultimately decided in the negative, the Dean of Faculty shall send a letter to the chair of the candidate’s review committee[9], with a copy to the candidate, citing in detail the reasons for the negative recommendation. This letter and the information it contains are to be treated as confidential, and shall constitute formal notice of termination of contract.
a. Non-Tenure Cases: After full deliberation, the Dean shall prepare his/her recommendation and the elected members of the Committee shall prepare their collective recommendation based on the vote of the majority.[10] If the two recommendations are both positive, then a positive decision will be reported by the Dean to the Academic Affairs Committee of the Board with no contravening action to be taken by the President or the Board. If at least one of the two recommendations is negative, then the Committee will interview separately the candidate and the chair of the candidate’s review committee[11], following which the recommendations of the Dean and a majority of elected members may be revised. If the revised recommendations are both positive, then a positive decision will be reported by the Dean to the Academic Affairs Committee as above. If they are both negative, then no report will be made to the Academic Affairs Committee, and the case will be closed except to appeal through the A&P Appeals Board. (Amended December 12, 2006)
If the Dean and the majority of elected members cannot come to agreement, then the Dean and the body of elected members will prepare separate letters, each viewable by the other, that fully specify the reasons for their respective positions. The letter from the elected members will also specify the vote and reasons in support of the views of the minority if the vote was divided. The Dean will forward the two letters to the President who, after reviewing the candidate’s full file, will meet with the Committee at least once for discussion of the case. At those joint meetings with the President, the Committee may request or receive additional information, or conduct interviews, per Section dii. Additionally, in consideration of the case, the President may, in writing, request additional information from the A&P Committee, the candidate, or the filekeeper. All requests for information from the filekeeper or the candidate will be copied to the Committee and the candidate’s filekeeper, and all responses from the filekeeper or the candidate will be in writing, copied to the A&P Committee.
If, following the joint meeting(s) of the Committee and the President, the separate recommendations of the Dean and a majority of the elected members are both positive, then a positive decision will be reported by the Dean to the Academic Affairs Committee of the Board with no contravening action to be taken by the President or the Board. If at least one of the two recommendations is negative, then the candidate and the chair of the candidate’s review committee[12] will be interviewed separately at a joint meeting of the Committee and the President, following which the recommendations of the Dean and a majority of elected members may be revised. If the revised recommendations of the Dean and a majority of elected members are both positive, then a positive decision will be reported by the Dean to the Academic Affairs Committee of the Board with no contravening action to be taken by the President or the Board. If they are both negative, then the case will be closed except to appeal through the A&P Appeals Board. If the revised recommendations of the Dean and the majority of elected members still do not agree, then the President will convey and justify the definitive decision in writing to the Committee, basing it upon the criteria given in the Faculty Manual, the letter of reappointment (if any), and evidence presented. If the President’s decision is negative, then the case will be closed except to appeal through the A&P Appeals Board. (Amended February 12, 2008)
b. Tenure cases: After full deliberation, the Dean shall prepare his/her recommendation and the elected members of the A&P Committee shall prepare their recommendation based on the vote of the majority.[13] The Dean and the body of elected members shall prepare separate letters, each viewable by the other, that convey and justify their respective recommendations. Additionally, the letter prepared by the elected members shall specify the vote and all reasons in support of the views of the minority if the vote was divided. The Dean will forward the two letters to the President. Upon receipt of the letters, the President will convey and justify his/her own recommendation in a letter to the A&P Committee, basing it upon the criteria given in the Faculty Manual, the letter of reappointment (if any), and evidence presented. (Amended December 12, 2006; February 12, 2008)
In consideration of the case, the President may, in writing, request additional information from the Committee, the candidate, or the filekeeper. All requests for information from the filekeeper or the candidate will be copied to the A&P Committee and the candidate’s filekeeper, and all responses from the filekeeper or the candidate will be in writing, copied to the Committee.
If the recommendations of the Dean, the President, and a majority of elected members are positive, then the President shall convey a positive decision to the trustee Academic Affairs Committee for pro forma ratification by the Board.
If at least one of the three recommendations is negative, the President will meet with the Committee one or more times for discussion of the case. At those meetings, the Committee may request or receive additional information, or conduct interviews, per Section dii. Additionally, separate interviews of the candidate and the chair of the candidate’s review committee[14]will be conducted.
Following full deliberation, the Dean, the President, and the elected members of A&P may revise their recommendations and letters. If the revised recommendations of the Dean, the President, and a majority of elected members are positive, then the President shall convey a positive decision to the trustee Academic Affairs Committee for pro forma ratification by the Board. If the revised recommendations are each negative, then no report will be made to the Academic Affairs Committee, and the case will be closed except to appeal through the A&P Appeals Board. If the revised recommendations are divided, then the President will forward all three revised letters of recommendation to the Academic Affairs Committee of the Board. The Academic Affairs Committee will prepare its own recommendation based upon the criteria given in the Faculty Manual, the latest letter of reappointment (if any), and evidence presented. It will then forward its recommendation to the Board for pro forma ratification. Before issuing any negative recommendation to the Board, the Academic Affairs Committee will meet at least once with (together) the Dean, the President, and an elected member of the A&P Committee representing the recommendation of the majority of elected members. Additionally, the Academic Affairs Committee will interview separately the candidate and the chair of the candidate’s review committee[15].
c. Provision for Appeal: If, in a non-tenure case, either the President makes a final negative decision or a majority of the elected members of the A&P Committee and the Dean together make a final negative decision, the candidate may appeal the decision through the Appointments and Promotions Appeals Board. If, in a tenure case, a final negative decision follows from the unanimously negative recommendations of the President, the Dean, and a majority of elected members of the A&P Committee, the candidate may appeal the decision through the Appointments and Promotions Appeals Board.
Trinity follows AAUP guidelines in making notifications for non-renewal. Written notice that a probationary appointment is not to be renewed will be given to the Faculty member in advance of the expiration of his/her appointment as follows: "(1) not later than March 1 of the first academic year of service if the appointment expires at the end of that year; or, if a one-year appointment terminates during an academic year, at least three months in advance of its termination; (2) not later than December 15 of the second academic year of service if the appointment expires at the end of that year; or, if the initial two-year appointment terminates during an academic year, at least six months in advance of its termination; (3) at least twelve months before the expiration of an appointment after two or more years of service in the institution."
In the event of a negative decision by the Appointments and Promotions Committee, a candidate may appeal to the Appointments and Promotions Appeals Board. The right to appeal is in no way obviated or abridged by the fact that formal notification of termination of contract is deemed to have been given.
d. Non-Uniform Recommendations in the Case of Shared Appointments: If one of the partners in a shared appointment fails to be reappointed, the College may consider whether or not to reappoint the other to a full-time position. The shared appointment does not, however, guarantee such a full-time appointment for either partner.
If one of the partners in a shared appointment is not awarded tenure, the tenure of the other partner is nullified, unless the College agrees to appoint that partner to a full-time position with tenure.
(Section 11 .2.2. Reviews for Reappointment, Promotion, and Tenure Decisions amended in its entirety, May 11, 2004; Revised Dec. 5, 2005)
• • •
2.3. Appointments and Promotions in Physical Education: Faculty members in the Department of Physical Education shall be hired and renewed on contract.
2.3.a. Hiring, review and renewal of the Physical Education Faculty under the contract system: A Faculty member in Physical Education with no more than a bachelor’s degree shall be hired as an instructor and reviewed on a three-year cycle. A Faculty member in Physical Education with a master’s or doctor’s degree shall be hired as an Assistant Professor and reviewed under the system laid out below.
For those hired at the rank of Assistant Professor, the initial appointment shall be for three years with review for a three-year renewal in the spring of the second year.
A review will follow in the spring of the fifth year, and, if successful, in the spring of the eighth year. At the time of the third review, the candidate will be considered for promotion to Associate Professor and a five-year contract. Renewal and promotion must accompany each other. Subsequent renewals are for five years, with review occurring in the fourth year.
At a time mutually determined between a Faculty member and the Chair of the Physical Education Department, the Faculty member may be considered for promotion to Professor.
When a Faculty member in the Physical Education Department is hired from outside with previous experience, s/he may be given the rank of Associate Professor or Professor. An Associate Professor will be given two three-year reviews, and a Professor one three-year review, before moving on to the five-year review cycle.
2.3.b. Criteria for promotion in Physical Education: Promotion to or appointment at the rank of Assistant Professor requires a master’s degree; demonstrated professional competence, both in the conduct of physical education classes and the coaching of intercollegiate teams; scholarly work and professional activity (for example, attendance and/or participation at sport clinics, membership in professional organizations, etc.).
Promotion to or appointment at the rank of Associate Professor requires a master’s degree; demonstrated competence as head coach of a varsity sport; demonstrated growth of competencies beyond the areas of his or her particular specialty; extension of his/her capability enabling him/her to make increasing contributions to the effectiveness of the department; outstanding performance as a teacher, both in the Physical Education program and as a varsity coach; and written support from colleagues both within and outside the department.
Promotion to the rank of Professor from within the Faculty at Trinity recognizes a sustained contribution to the academic programs of the College and an established and continuing professional competence.
Promotion to or appointment at this rank requires a master’s degree including substantial graduate study and sustained outstanding performance as a teacher in both Physical Education and athletics, supported by student evaluations and written statements by colleagues both within and outside the department.
In addition, distinguished accomplishments within the profession demonstrated by one or more of the following are required: election to office in national or regional professional organizations; receipt of honors or awards for professional achievement; publications of professional work; the assumption of major responsibilities within the Department (e.g. serving as Director of Athletics or Head Coach of football or basketball; coaching three seasons of the year or serving as head coach in two; or assuming administrative responsibility for the program of courses in Physical Education).
Further, written evaluations of the candidate from colleagues both within and outside the department, and from nationally distinguished professionals in Physical Education are required.
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[top] 3. Reporting to the Faculty
The Appointments and Promotions Committee reports to the Faculty:
3.1. Changes in Policy: The Committee first brings to the Faculty for their vote proposals for such changes in policy as require approval by the Academic Affairs Committee of the Board of Trustees.
3.2. Announcements of Reappointments, Promotions, and Awards of Tenure: The Committee announces reappointments, promotions, or awards of tenure as soon as is practicable after the decisions are officially made by the Board of Trustees.
3.3. Meetings with Department and Committee Chairs and with Members of the Faculty: Each spring semester the Chair of the Appointments and Promotions Committee and the Dean of the Faculty meet with current chairs, incoming chairs, current directors and incoming directors of all Departments and Programs in which there are candidates who will be reviewed in the following academic year. In addition, the Committee schedules a meeting once each semester for all interested Faculty members to discuss the policies and procedures of the Committee.
3.4. Annual Issuing of "Membership, Calendar, and Checklist: Each year by June 1 the Committee issues a document entitled "Appointments and Promotions Committee's Membership, Calendar, and Checklist for the Academic Year 20__-20__" This document lists the names of the Committee members for the year and provides information on the materials to be included in the files of candidates for reappointment, promotion, and tenure. At the time of issuance, the Committee will present to the Faculty for their approval any substantive changes in the "Checklist."
(Passed April 13, 1976; Revised October 11, 1977; Revised May 5, 1987; Revised September 19, 1989)