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In addition to the annual Periodic Review of Faculty (PROF), all academic units will conduct mid-term intensive reviews for faculty on annual tenure-track appointments. The primary intent is to review progress toward indefinite tenure so that timely guidance can be extended to the faculty member.
Mid-term reviews are supplemental to annual PROF evaluations and to a subsequent formal promotion and/or tenure evaluation. The mid-term review provides opportunity for the Department faculty, Department Head, Dean and other supervisors to observe and comment upon an individual faculty member's performance relative to University and College promotion and tenure guidelines, and to offer appropriate advice and counsel on improving performance to meet promotion and tenure requirements. It also provides a forum for the faculty member being reviewed to ask questions about the process and criteria for granting indefinite tenure or promotion. This policy does not alter the probationary status of a tenure track appointment and the University’s rights to issue a letter of timely notice under State Board of Higher Education Rules, OAR 580-021-0110.
The following general University guidelines are to be used in conducting mid-term tenure reviews:
1. The mid-term review is discussed with each eligible faculty member by the department head/chair during the winter or spring of the academic year prior to a planned review.
2. The faculty member prepares a dossier for review under specifications and time guidelines provided by the department head/chair. The format for the dossier should be similar to the format used in the final promotion and tenure process. External reviews and evaluation letters for this dossier should only be sought in extraordinary cases, for example where there is insufficient expertise on campus to make an evaluative judgment of an important part of a candidate’s performance. As with the final promotion and tenure dossier, formal student or client input, and peer review of teaching reports should be included if the faculty member has a teaching and advising role outlined in their position description.
3. The dossier is reviewed by the department head/chair (and any other supervisors, if applicable) and the departmental faculty review committee. Their written evaluations are appended to the dossier and are provided to the faculty member. Their letters should include an evaluation of progress towards promotion and/or tenure, as well as recommended actions the faculty member and department should take.
4. The department head/chair schedules a meeting with the faculty member to discuss the outcome of the review and initial recommendations. The chair of the faculty review committee and other supervisors (if applicable) should also be invited to participate. The performance of the faculty member relative to University and unit P&T guidelines (if different from the University) is discussed in the form of a dialogue among all parties present. P&T guidelines and procedures are reviewed to ensure that the faculty member has been informed about the process and criteria for evaluating faculty for granting of indefinite tenure, or promotion. At that time the faculty member may attach comments, explanations, or rebuttal to the review before signing to indicate that the document is complete.
5. The department head/chair forwards the dossier and any attachments to the dean for review.
6. At the discretion of the dean, the review is either signed and returned, or a meeting is scheduled with the faculty member, the department head/chair, the dean, and other appropriate administrators.
7. In the event of a meeting at the college level, the dean will send written comments to the faculty member on the performance of the individual relative to P&T guidelines. The dean's letter, including any modifications in the recommendations for the faculty member, is sent through the department head/chair to the faculty member for signature and response, if desired.
8. The department head/chair, in consultation with other supervisors, reviews the final results of the mid-term review with the faculty member and discusses issues or concerns raised during the review. A copy of the review and the recommendations, signed by the faculty member, the chair and the dean, is placed in the individual's personnel file.