File Construction Workshop�Year 4� Original content: CTLD 2020�Updates: Kerri Sowers Fall 2022

Today’s Session

1. Important Resources
2. Year 4 File Construction
3. Questions

Important Resources

• Locally Negotiated Agreements
• Faculty Evaluation Procedure (MoA)
• Faculty Evaluation Policy (University Standards – section 6.00 and 10.0)
• Program Standards
• School Standards
• Covid MOA
• Personnel Actions Calendar
• Summary Due Dates

File Construction Approach

YR 4 file is due by 5pm on January 31^st

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• Review MOA, Policy, & Standards
• Ask mentor/colleagues for samples & advice
• Consider your audience (PRC, Dean, maybe FRC)
• Gather artifacts/evidence of excellence
• Engage in thoughtful self-reflection
• Utilize FAWN

Purpose of Decision File

• Procedure required by MOA
• Self-reflect on performance
• Receive another 2-year contract
• Receive feedback from PRC and Dean
• Add new evidence and narrative for future files

Stockton University MoA: Procedure for the Evaluation of Faculty & Library Faculty (2015)

Required Fourth Year File Content

• Background Materials
• File cover page & position description/responsibilities (School uploads)
• Updated Curriculum Vitae (CV)
• Self-Evaluation
• Executive Summary
• Narrative - reflect on progress towards standards

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• Consider potential need for decoupling of tenure & promotion in this file (Covid or other reason)

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Self-Evaluation

• Executive summary
• 1-2 page overall summary
• Narrative
• Teaching section
• Service section
• Scholarship section

Required Fourth Year File Content

• Teaching Portfolio
• Representative syllabi
• Peer observation(s) - 2 per year
• 10 total, except for 2019/2020 – Covid MOA (must cite)
• SIPET trained and/or tenured faculty
• G course observation required
• IDEA/small class instrument
• Optional for spring 2020 – Covid MOA (must cite)
• Precepting survey
• Optional additional materials (sample assignments, lectures, rubrics, class feedback, etc.)

Required Fourth Year File Content

• Scholarship Evidence
• Samples of scholarly or creative work(s)
• Evidence of reviews, grants, or awards
• External Review (for early promotion to Associate Professor)
• Service Evidence
• Evidence of awards
• Letters that document impact of service (external and internal)
• Notice of committee appointments
• Task force/committee reports, meeting notes, other evidence that documents service contributions

Mistakes to Avoid

• Missing or inaccurate CV information
• Not considering the readers when writing (consider clarity, brevity, & specificity)
• Failing to reference the standards for excellence in teaching, service and scholarship (& promotion)
• Failing to provide evidence
• Not connecting your evidence to your self-evaluation

More Mistakes to Avoid

• Teaching philosophy not supported by evidence (or missing)
• No examples from IDEAs
• Overreliance on IDEA scores
• Lack of reflection/examination of trends (IDEA & other assessments)
• Not addressing feedback from previous file letters
• Not addressing precepting as teaching
• Blaming students for issues
• Failing to provide referenced document (or not referencing document used as evidence)

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Uploading File Content

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• Login Instructions
• Upload = Slow process

Next Step: YR 4 Decision Year�Program Review Committee (PRC) Vote

• PRC consists of either all or most of the tenured members of your program
• Minimum of 3 tenured faculty members
• Large programs (>10 tenured faculty members) the PRC will consist of at least 7 members, elected by simple majority
• Decision year (YR2 and 4) – PRC vote
• 2 year reappointment
• 1 year terminal contract
• Termination at the end of the current year
• The PRC can only consider the information in the file when providing feedback or decisions
• You are allowed to write rebuttal letters at each stage of the process (PRC, Dean, etc.)
• You have 3 days (letters are usually due by 2 PM)
• Reach out to the Union and CTLD for assistance

Next Step: Dean Review

• Dean will review the PRC letter and your file and make a recommendation (2-year reappointment, 1 year terminal contract, or termination at end of current contract)
• You have 3 days to submit a rebuttal letter
• Negative reviews go to the FRC
• Positive reviews go directly to the President and BOT

Next Possible Steps:�FRC & Provost Recommendation

• Negative decisions will go to the FRC and Provost
• Positive recommendation from less than 2/3 of the PRC will trigger a review by the FRC
• A negative review at the FRC will trigger a review by the Provost

What’s Next?

• Faculty Plan
• Not a contract
• Peer Observations
• 2 per year
• G course
• Tenure & Promotion File Prep
• Collect evidence

Questions??