XV. Evaluation of Faculty With Tenure-Track Appointments

A. General Policy

1. Objectives of the Tenure-Track Evaluation Process. The process to evaluate a faculty member holding a Tenure-Track Appointment is designed to be candid, constructive, and based on supporting evidence that provides clear indication of the faculty member’s progress toward tenure in relation to the standards set forth in this Statement and the criteria established by the faculty member’s Department.

2. Evaluation Frequency. A faculty member holding a Tenure-Track Appointment will be evaluated (the “Tenure-Track Evaluation”) in the faculty member’s second, third and fifth years at the College (the “Tenure-Track Evaluation Year”), but not during the year of the faculty member’s Comprehensive Three-Year Review in accordance with Section XV.E. (Comprehensive Three-Year Review), or in the year when the faculty member submits an application for tenure in accordance with Section XVII.A. (Tenure Appointment Processes for Faculty Members with Tenure-Track Appointments).

3. Faculty Annual Activity Report (The FAAR). Each faculty member with a Tenure- Track Appointment will complete the Faculty Annual Activity Report, which requires that the faculty member itemize and describe all activities from the past academic year in teaching and teaching-related activity; scholarly or creative endeavor; and service to the College, profession, and community (the Evaluation Areas for Tenured Appointments set forth in Section V.B.) The faculty member will Deliver a completed Faculty Annual Activity Report to the faculty member’s Department Chair not later than May 31 of each academic year.

B. Tenure-Track Period. The Tenure-Track Period is the time during which a faculty member at Columbia College Chicago holds a Tenure-Track Appointment. Throughout the Tenure-Track Period, a Tenure-Track Faculty member’s employment at the College continues on a year-to-year basis. In the normal course of events, the Tenure-Track Period will be six years of full-time, continuous employment.

This period may be shorter than six years if such a shorter period has been:

(1) agreed to in writing by the tenure-track faculty member, the faculty member’s Department Chair, the faculty member’s School Dean, and the Provost at the commencement of the faculty member’s Tenure-Track Appointment; or

(2) authorized in writing by the Provost upon the formal recommendation of the tenure- track faculty member’s Department Chair, in consultation with all available members of the tenure-track faculty member’s Department who hold Tenured Appointments not including the Department Chair, Acting Chair or Interim Chair (if any) and those who hold administrative appointments outside the department (the “Reviewing Faculty”), and the School Dean. The final year of the Tenure-Track Period for a faculty member with a Tenure-Track Appointment is referred to as the faculty member’s “Application Year.”

In the case of a faculty member who has a shortened Tenure-Track Period, the Provost in consultation with the School Dean and Department Chair will determine the appropriate evaluation process for the faculty member’s first year of employment at the College.

When an Acting Chair is appointed, the School Dean in consultation with the Department Chair, if available, and the Acting Chair will determine which of them will complete the faculty evaluations for the Department Chair in the Department Chair’s absence. During each evaluation process, the person who completed the evaluation for the Department Chair will receive copies of any additional evaluation reports.

When a tenured faculty member is serving as Acting or Interim Chair and is completing evaluations for the Department Chair, the Acting or Interim Chair will not participate as a member of the Reviewing Faculty.

C. Extension of the Tenure-Track Period
 
1. Extending the Tenure-Track Period. The Tenure-Track Period may be extended (“Extension of the Tenure-Track Period”) in the following circumstances:

a. When a faculty member receives a qualified leave under the Family Medical Leave Act (FMLA), the faculty member may apply for an extension of the tenure-track period for one year. The faculty member must submit a completed Tenure-Track Period Extension Request Form to the Provost with copies to Human Resources and the Office of Academic Personnel. Such a request will be granted at the discretion of the College.

b. When circumstances exist that will significantly interfere with a faculty member’s ability to fulfill the requirements necessary to attain tenure, the faculty member may apply for an extension of the tenure-track period for one year. The faculty member must submit a completed Tenure-Track Period Extension Request Form to the Provost, along with information that the faculty member views as supporting the assertion that circumstances exist that significantly interfere with the faculty member’s ability to fulfill the requirements of tenure. The submission of a Request Form does not guarantee approval. Such a request will be granted at the discretion of the College. Copies of the Request Form and all supporting materials will be sent to Human Resources and the Office of Academic Personnel.

D. Tenure-Track Evaluation

Note: Please review Section II. General Principles before reading the following procedures.

1. Tenure-Track Evaluation. At the beginning of the second, third, and fifth years at the College for a faculty member holding a Tenure-Track Appointment, the faculty member’s performance will be evaluated by the Department Chair, one member of the Reviewing Faculty (the “Faculty Evaluator”) selected by the Reviewing Faculty, the School Dean and the Provost. The tenure-track faculty member will have the same Faculty Evaluator for each Tenure-Track Evaluation Year, except in cases where the Faculty Evaluator is unavailable, in which case the Reviewing Faculty will select an alternate who will serve until the original Faculty Evaluator becomes available.

2. Department Processes. The Faculty Evaluator and Department Chair, acting independently, will review all of the Tenure-Track Faculty member’s Faculty Annual Activity Reports, teaching evaluations, and classroom observation reports, and will assess the faculty member’s performance in each of the criteria in the Evaluation Areas for Tenured Appointments. The Department Chair and the Faculty Evaluator will each complete the appropriate Tenure-Track Faculty Evaluation Form and make recommendations regarding the continuation of the faculty member’s Tenure-Track Appointment.

Not later than the second Monday of October, the Faculty Evaluator will Deliver a completed Tenure-Track Faculty Evaluation Form to the Department Chair. On the same day, the Department Chair will Deliver the two Tenure-Track Faculty Evaluation Forms to the tenure-track faculty member being evaluated.

The faculty member will then have an opportunity to submit to the Department Chair and Faculty Evaluator, not later than the third Monday of October, written comments on any aspect of the Tenure-Track Faculty Evaluation Forms. Not later than two business days after the third Monday of October, the Department Chair will Deliver to the School Dean all documents and materials related to the evaluation.

3. School Dean’s Processes. Upon review of all materials related to the evaluation, including the Tenure-Track Evaluation Forms, and the tenure-track faculty member’s written comments, if any, the School Dean will determine whether the performance of the tenure-track faculty member meets the standard for continuation of the faculty member’s Tenure-Track Appointment.

The School Dean will prepare a written report (the “School Dean’s Tenure-Track Report”) regarding the faculty member’s performance and will make a recommendation regarding the continuation of the faculty member’s Tenure-Track Appointment. Not later than the second Monday of November, this Report will be Delivered to the Provost, along with all of the other documents and materials related to the evaluation. On the same date, a copy of this Report will also be Delivered to the tenure-track faculty member and the Department Chair.

4. Provost’s Processes. Upon review of these Reports and materials, the Provost will write a report (the “Provost's Tenure-Track Report”) stating the Provost’s determination as to whether the performance of the tenure-track faculty member meets the standard for continuation of the faculty member’s Tenure-Track Appointment. If the faculty member does not meet the standard for continuation, the Provost will additionally state the criterion or criteria that was/were not met. This Report will be Delivered to the faculty member not later than the second Monday of December. On the same date a copy of the Provost’s Tenure-Track Report will also be Delivered to the Department Chair, the Faculty Evaluator, and School Dean. All Tenure-Track Evaluation documents will be placed in the faculty member’s file in the Office of Academic Personnel.

E. Comprehensive Three-Year Review

Note: Please review Section II. General Principles before reading the following procedures.

1. Comprehensive Three-Year Review. At the beginning of a Tenure-Track Faculty member’s fourth year of the Tenure-Track Appointment, the faculty member will undergo a Comprehensive Three-Year Review. A faculty member who has a Tenure- Track period that was shortened by one or two years will undergo a Comprehensive Three-Year Review. A faculty member who has a Tenure-Track period that was shortened by three or more years will not undergo a Comprehensive Three-Year Review. In such cases, during the faculty member’s Application Year, the faculty member will follow the procedures stated in Section XVII.A.3.a. and additionally will undergo an interview by the Reviewing Faculty.

Not later than the third Monday of August, the Tenure-Track Faculty member will Deliver a Three-Year Dossier (see Example A) to the Department Chair.

2. Department Processes. The Tenure-Track Faculty member’s Department Chair and designee selected by the Department Chair from the Reviewing Faculty will manage the Comprehensive Three-Year Review department processes. The department processes will consist of a review of the Tenure-Track Faculty member’s Three-Year Dossier by the Department Chair and Reviewing Faculty, independently, and an interview with the faculty member by the Reviewing Faculty.

The Department Chair and the Reviewing Faculty, working independently, will each prepare written reports (the “Department Chair’s Three-Year Report” and the “Reviewing Faculty’s Three-Year Report”). Both of the Three-Year Reports must include (a) an evaluation of the tenure-track faculty member’s performance in relation to the Criteria for Tenured Appointments as stated in Section V, and (b) a recommendation regarding continuation or termination of the faculty member’s Tenure-Track Appointment. The Reviewing Faculty’s Three-Year Report must also include (c) an outline of the procedures that took place, and (d) the numerical results of their vote.

A faculty member selected by the Reviewing Faculty will write the Reviewing Faculty’s Three-Year Report. All members of the Reviewing Faculty will sign the completed Report, indicating only that they have read the Report. Any member of the Reviewing Faculty who disagrees with any conclusion or recommendation in the Reviewing Faculty’s Three-Year Report may append to the Report a signed statement setting forth the nature and extent of such disagreement. Each member of the Reviewing Faculty should receive a copy of the appended statement.

Not later than the fourth Monday of September, the writer of the Reviewing Faculty’s Three-Year Report will Deliver the Report to the Department Chair. On the same day, the Department will Deliver both Three-Year Reports to the tenure-track faculty member being evaluated. The faculty member will then have an opportunity to submit to the Department Chair and the Reviewing Faculty, not later than the first Monday of October, written comments on any aspect of the Three-Year Reports. Not later than two business days after the first Monday of October, the Department will Deliver to the School Dean all documents and materials related to the Comprehensive Three-Year Review Process. The School Dean may request additional documentation, as the School Dean deems appropriate.

3. School Dean’s Processes. Upon review of all materials related to the Comprehensive Three-Year Review process, the School Dean will determine whether the performance of the tenure-track faculty member meets the standard for continuation of the faculty member’s Tenure-Track Appointment. The School Dean will then prepare a written report (the “School Dean’s Three-Year Report”) regarding the tenure-track faculty member’s performance and will make a recommendation regarding the continuation of the faculty member’s Tenure-Track Appointment. Not later than the first Monday of November, the School will Deliver this report to the Provost, along with all documents and materials related to the Comprehensive Three-Year Review Process. The Provost may request additional documentation, as the Provost deems appropriate. The School will also Deliver a copy of the report to the tenure-track faculty member and the Department Chair.

4. Provost’s Processes. Upon review of all materials related to the Comprehensive Three- Year Review Process, the Provost will write a report (the “Provost's Three-Year Report”) stating the Provost’s determination as to whether the performance of the faculty member meets the standard for continuation of the faculty member’s Tenure- Track Appointment. If the faculty member does not meet the standard for continuation, the Provost will additionally state the criterion or criteria that was/were not met. This report will be Delivered to the faculty member not later than the first Monday of December. A copy of the Provost’s Three-Year Report will also be Delivered to the Department Chair and the School Dean. The faculty member’s Three-Year Dossier, including all of the Comprehensive Three-Year Review Process documents, will be placed in the faculty member’s file in the Office of Academic Personnel.