faculty performance evaluation timeline

Disclaimer

These guidelines are meant to serve as a reference only. For all matters of policy, please refer to the

NMSU Community College Promotion and Tenure Policy (CC Policy). If there is a discrepancy

between any statement in these guidelines and the Policy, in ALL CASES the CC Policy prevails.

http://dacc.nmsu.edu/fs/DACC-PT-Policy-May-2010.shtm

Faculty Performance

Evaluation Timeline

Version 13 – Spring 2014

http://dacc.nmsu.edu/fs/DACC-PT-Policy-May-2010.shtm

1

PREFACE

Greetings to all Full-time Faculty,

Version 13 of the “Faculty Performance Evaluation Timeline,” contains the guidelines for application

of the NMSU Community College Promotion and Tenure Policy.

The “NMSU Community College Promotion and Tenure Policy” represents a collaborative effort of

faculty at the four NMSU community colleges. The new policy was ratified by a faculty vote on all four

campuses in April 2009. Thank you to the members of the DACC Promotion & Tenure Task Force for

their work on modifying our guidelines to comply with the NMSU Community College Promotion and

Tenure Policy (hereinafter referred to as the CC Policy). Version 13 of the DACC Faculty Performance

Evaluation Timeline is NOT a policy document. Please refer to the CC Policy for all questions involving

POLICY.

It important to remember that the purpose of your annual evaluation and the promotion and tenure

application is to provide a robust representation of your work over a period of time. It is critical for you to

make your best case, and that means providing a clear narrative about your accomplishments as well as

evidence that supports your narrative.

Please be aware that supervisors or members of P&T committees may request additional documentation

from you. Therefore, as you sort through your records in putting together your annual evaluation, or

promotion portfolio, or tenure portfolio, and make decisions about what to include, it is recommended

that you keep any additional relevant items you didn’t include in your required documentation file.

It is essential that you review and use “The NMSU Community College Promotion and Tenure Policy” as

your foundation for both the annual evaluation process as well as the promotion and tenure process. That

document provides you with the philosophic foundation of tenure and promotion (section 5.90.1), key

definitions (5.90.2), criteria for promotion and tenure (5.90.4), and other relevant information.

This document, DACC’s “Faculty Performance Evaluation Timeline,” reiterates some of the most critical

information from the policy but is primarily geared to provide you with procedural information including

the timelines for the annual evaluation, promotion, and tenure processes; information about the

organization of the portfolios; the constitution of the promotion and tenure committees; and the forms

used in these processes.

You may refer any questions regarding the information contained in this document to your Department

Chair, Program Director, Division Dean, or the Vice President of Academic Affairs.

Thank you in advance for your cooperation and professionalism in meeting the timelines listed in this

document. In case of emergency or extenuating circumstances, faculty may request in writing a 30-day

extension in order to complete their portfolio. However, faculty who turn in an application for promotion

after the deadline will have their portfolio returned to them by an appropriate supervisor so they can apply

the following year. (CC Policy 5.90.5.9)

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TABLE OF CONTENTS

I. INTRODUCTION........................................................................................................3

II. PROMOTION AND TENURE EXPECTATIONS ..................................................3 A. Promotion ............................................................................................................................ 3

1. Instructor ....................................................................................................................... 3

2. Assistant Professor ........................................................................................................ 4

3. Associate Professor ....................................................................................................... 4

4. Professor ....................................................................................................................... 5

B. Tenure .................................................................................................................................. 5

III. EVALUATION TIMELINES .....................................................................................6 A. Annual Pre-Tenure and College Faculty Review ................................................................ 6

B. Mid-Probationary Pre-Tenure Review ................................................................................ 7

C. Promotion or Tenure Application ........................................................................................ 9

D. Annual Post-Tenure Review ............................................................................................. 11

IV. ORGANIZATION OF PORTFOLIOS .................................................................12

A. Organization of All Portfolios ........................................................................................... 12

B. Annual Performance Evaluation........................................................................................ 12

C. Mid-Probationary Pre-Tenure Review .............................................................................. 13

D. Promotion or Tenure Application ...................................................................................... 13

V. PROMOTION AND TENURE COMMITTEES ..................................................13 A. College Promotion and Tenure Committee ....................................................................... 13

1. Membership ................................................................................................................ 13

2. Term ............................................................................................................................ 14

3. Election ....................................................................................................................... 14

4. Responsibilities of the College P & T Committee ...................................................... 14

5. Responsibilities of the Chair of the College P & T Committee .................................. 14

B. Division Promotion and Tenure Committee ...................................................................... 15

1. Membership ................................................................................................................ 15

2. Term ............................................................................................................................ 15

3. Election ....................................................................................................................... 15

4. Responsibilities of the Division P & T Committee..................................................... 15

5. Responsibilities of the Chair of the Division P & T Committee................................. 15

C. College Faculty Promotion Committee ............................................................................. 16

1. College Faculty Representation .................................................................................. 16

2. Committee Constitution .............................................................................................. 16

VI. APPEALS AND GRIEVANCES ..............................................................................16

APPENDICES ..............................................................................................................17 A. Allocation of Effort .......................................................................................................... A1

B. Request for Extension ...................................................................................................... B1

C. Portfolio Tracking Document and Instruction .................................................................. C1

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I. INTRODUCTION

Promotion and tenure decisions are the means by which the community college rewards and retains

its most valued teachers, sustains excellence in its instructional disciplines, and fulfills its mission to

advance knowledge.

The processes involved in promotion and tenure rely upon basic principles in order to be effective.

Above all, the promotions and tenure processes must be fair, transparent, and participatory.

Criteria and procedures must be clear and readily available to all participants and must be followed by

all participants at each level of the promotion and tenure process. Therefore, it is imperative that

clear standards for annual performance evaluation, promotion, and tenure be articulated and broadly

publicized. In order to achieve fairness, transparency, and consistency, faculty will be informed of

their progress in writing at each step in the promotion and tenure process.

These procedures reflect an alignment with the philosophy and guiding principles of NMSU’s Las

Cruces Campus and the CC Policy.

II. PROMOTION AND TENURE EXPECTIONS

What follows is a summary of the expectations faculty members will need to meet in order to

progress in rank and to tenure. Expectations have letters next to them which signify the type of

expectation: a) teaching, b) scholarship and/or creative activities, c) service, and d) leadership.

Statements that do not have one of these letters in front are either more general statements about

promotion and tenure or serve as clarifications of earlier statements.

A. Promotion

1. Instructor (For a full description of the expectations refer to NMSU Community College

Promotion and Tenure Policy, May, 2010, 5.90.3.5 and 5.90.4)

Normally holds the minimum of a master’s degree in the field. At the community college

level outstanding experience and recognition in a career or technical field may be

considered the equivalent of a master’s degree.

a) Demonstrates competence within the instructional area(s) through practical,

applied and/or related experience

a) Instructional competency

a) Substantial evidence of likely success at teaching

a) Documented evidence that demonstrates improvement in instructional

effectiveness.

b) Scholarship and creative activities (i.e. professional development)

c) Some Service

Performance in the applicable areas of teaching and advising (or its equivalent)

scholarship and creative activity, service, extension & outreach, and where applicable,

leadership will be viewed as an indication of future contributions.

4

2. Assistant Professor (For a full description of the expectations refer to NMSU

Community College Promotion and Tenure Policy, May, 2010, 5.90.3.5 and 5.90.4)

Normally holds the minimum of a master’s degree in the field. At the community college

level outstanding experience and recognition in a career or technical field may be


In addition to meeting expectations of Instructor

a) Demonstrate mastery within the instructional area(s) through practical, applied,

and/or related experience.

a) Demonstrate the ability to teach effectively in the applicant’s field.

a) Continual progress in teaching effectiveness (or its equivalent) by deepening

knowledge in the teaching discipline and developing effective instructional

strategies and techniques.

b) The faculty member must continue to advance in creative activities (i.e.,

professional development)

c) The faculty member must continue to advance in service to the college and the

community (committees, councils, special projects that support college mission)




Under extraordinary circumstances, an Instructor can apply for promotion prior to the

third year.

3. Associate Professor (For a full description of the expectations refer to NMSU

Community College Promotion and Tenure Policy, May, 2010, 5.90.3.5 and 5.90.4)

Normally holds the minimum of a master’s degree in the field. At the community

college level outstanding experience and recognition in a career or technical field may be


In addition to meeting expectations of Assistant Professor

a) Demonstrate an expertise over a large part of the instructional area(s)

b) The faculty member must continue to advance in creative activities (i.e.,

professional development)



d) Demonstrate faculty and institutional leadership (curricular development,

mentorship of colleagues, and "innovation or a new approach in design, delivery,

or content that can be replicated" (Diamond, 2002)




Under extraordinary circumstances, an Assistant Professor can apply for promotion prior

to the third year.

5

4. Professor (For a full description of the expectations refer to NMSU Community College

Promotion and Tenure Policy, May, 2010, 5.90.3.5 and 5.90.4)




In addition to meeting expectations of Associate Professor

a) Instructional excellence

a) Demonstrates greater command of both the breadth and depth of instructional

areas (knowledge and application of how the field of expertise integrates with

other fields of study)

a) Improvement in pedagogical skills

b) Improvement in professional development as scholarship and creative activity

c) Improvement in Service



d) Demonstrated institutional leadership through contributions of service and

increased responsibility

d) Institutional leadership in the community college




B. Tenure

Tenure (For a full description of the expectations refer to NMSU Community College

Promotion and Tenure Policy, May, 2010, 5.90.1, 5.90.2, and 5.90.4, 5.90.4.1)




Demonstrated competence in a collegiate community

Effective in teaching

Commitment to academic pursuits

Commitment to scholarly performance

Commitment to professional performance of duties




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III. EVALUATION TIMELINES

A. Annual Pre-Tenure and College Faculty Review

The annual performance evaluation is a component of the promotion and tenure process. This

multi-layered evaluation system relies on consistent application of the policy. The performance of

each faculty member, including college faculty, will be reviewed at least once a year. The

performance evaluation provides documentation of expectations and a record of faculty

performance relative to stated expectations (CC Policy 5.90.3.3).

Please note that dates that fall on a weekend or holiday become effective the next business day.

Month Due by Action From To

May Last contract day Initial Allocation of Effort (AoE) due Faculty DC/PD/Dir

2 days later Approved Faculty Allocation of Effort due DC/PD/Dir DD/ED

July July 15 Requests for extensions due Faculty DD/ED

July 21 Extensions approved or denied DD/ED Faculty

August August 15 Portfolios due Faculty DD/ED

August 19 Portfolios due to DC/PD/Dir DD/ED DC/PD/Dir

September September 15 Portfolios due if extension granted Faculty DD/ED

September 16 DC/PD/Dir evaluation due DC/PD/Dir DD/ED

October October 11 DC/PD/Dir and DD/ED meet with faculty to

review supervisor evaluation and initial AoE.

Faculty may submit written rebuttal within ten

(10) business days of meeting with

supervisor/receipt of evaluation report. If no

rebuttal, portfolio goes directly to Division

P&T Chair.

DC/PD/Dir

DD/ED Faculty

October 15 Portfolios due to Division P&T Chair DD/ED Division

P&T Chair

December December 2 Division P&T Committee evaluation due Division P&T DD/ED

December 13 DC/PD/Dir and DD/ED meet with faculty to

review Division P&T evaluation and AoE.


(10) business days or meeting with


rebuttal, portfolio goes directly to College

P&T Chair.

DC/PD/Dir

DD/ED

Faculty

December 20 VPAA receives portfolios. DD/ED VPAA

January-

April

President and VPAA prepare

recommendations.

DD = Division Dean PD = Program Director Dir = Director (ABE)

DC = Department Chair ED = Executive Director VPAA = Vice President/Acad Affairs

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B. Mid-Probationary Pre-Tenure Review

Tenure-track faculty members may request a formal mid-probationary review by those principal

units that make such an option available. The mid-probationary review is an optional opportunity

to obtain feedback on the tenure-track faculty member’s performance and is used to identify

specific activities to enhance the candidate’s progress toward promotion and tenure (CC Policy

5.90.3.7).



May Last contract day Initial Allocation of Effort (AoE) due Faculty DC/PD

2 days later Approved Faculty Allocation of Effort due DC/PD DD

June June 15 Requests for extensions due Faculty DD

June 21 Extensions approved or denied DD Faculty

July July 15 Portfolios due Faculty DD

July 18 Portfolios due to DC/PD DD DC/PD

August August 15 Portfolios due, if extension granted Faculty DD

August 18 Portfolios due to DC/PD, if extension granted DD DC/PD

September September 15 DC/PD evaluation due DC/PD DD

October October 7 DC/PD and DD meet with faculty to review

supervisor evaluation and initial AoE.




rebuttal, portfolio goes directly to Division P&T

Chair.

DC/PD

DD

Faculty

October 15 Portfolios due to Division P&T Chair DD Division P&T

Chair

December December 2 Division P&T Committee evaluation due Division P&T DD

December 13 DC/PD and DD meet with faculty to review

Division P&T evaluation and AoE.




rebuttal, portfolio goes directly to College P&T

Chair.

DC/PD

DD

Faculty

January January 16 Portfolios due to College P&T Chair DD College P&T

Chair

January 30 College P&T Committee evaluation due College P&T

Chair

DD

8

Mid-Probationary Pre-Tenure Review (continued)


February February 14 DC/PD and DD meet with faculty to review

College P&T evaluation and AOE.




rebuttal, portfolio goes directly to VPAA.

DC/PD

DD

Faculty

February 17 VPAA receives portfolios DD VPAA

February-

April

President and VPAA prepare recommendations.

DD = Division Dean PD = Program Director

DC = Department Chair VPAA = Vice President/Acad Affairs

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C. Promotion or Tenure Application

Faculty who apply for promotion or tenure must meet the expectations of rank as established in

this document [the NMSU Community College Promotion and Tenure Policy] (5.90.4). Faculty

are evaluated in five areas: teaching and related activities, scholarship and creative activity,

extension and outreach, service, and leadership (CC Policy 5.90.4). College faculty are eligible

for promotion in rank, but they are not eligible for tenure. The criterion for promotion for College

Faculty is the same as the criterion for promotion of tenure-track faculty, dependent upon the

negotiated allocation of effort and the job description (CC Policy 5.90.3.5 and 5.90.3.8).

There are four professorial ranks: Instructor, Assistant Professor, Associate Professor, and

Professor: Faculty typically spend a minimum of three years in rank. Faculty may apply for

promotion at the beginning of the third full year in rank (5.90.3.5). Recommendations for

promotion normally are considered during the spring semester, and the promotion, if approved, is

effective at the beginning of the ensuing contract year.

Tenure-track faculty submit applications for tenure at the end of the fifth full year of service (CC

Policy 5.90.3.6).



February February 15 Memo indicating plan to apply for promotion or

tenure due.

Please note that this will not be implemented

until the 2015-2016 academic year.

Candidate DD

May Last contract day Initial Allocation of Effort (AoE) due Candidate DC/PD


May 15 Requests for extensions due Candidate DD/ED

May 21 Extensions approved or denied DD/ED Candidate

June June 15 Portfolios due Candidate DD/ED

June 19 Portfolios due to DC/PD/Dir DD DC/PD/Dir

July July 15 Portfolios due, if extension granted Candidate DD/ED

July 18 Portfolios due to DC/PD/Dir, if extension

granted

DD DC/PD/Dir

July 29 DC/PD/Dir evaluations due DC/PD/Dir DD/ED

August August 30 DC/PD/Dir and DD/ED meet with candidate to

review supervisor evaluation and initial AoE.

Candidate may submit written rebuttal within

ten (10) business days of meeting with


rebuttal, portfolio goes directly to Division P&T

Chair.

DC/PD/Dir

DD/ED

Candidate

10

Promotion and Tenure Application (continued)


September September 3 Portfolios due to Division P&T Chair DD/ED Division P&T

September 27 Division P&T Committee evaluation due Division P&T DD/ED

October October 4 DC/PD and DD meet with candidate to review

Division P&T evaluation and AoE.




rebuttal, portfolio goes directly to College P&T

Chair.

DC/PD/Dir

DD/ED

Candidate

October 7 Portfolios go to College P&T Chair DD/ED College P&T

Chair

December December 2 College P&T evaluation due College P&T DD/ED

December 13 DC/PD/Dir and DD/ED meet with candidate to

review College P&T evaluation and AoE.





DC/PD/Dir

DD/ED

Candidate

December 20 VPAA receives portfolios. DD/ED VPAA

January-

April

President and VPAA prepare recommendations

Provost, President, and VPAA review

recommendations.

Provost approves or disapproves

recommendations.

DD = Division Dean PD = Program Director Dir = Director (ABE) DC = Department Chair ED = Executive Director VPAA = Vice President/Acad Affairs

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D. Annual Post-Tenure Review

Tenured faculty members annually participate in and receive an extensive examination of their

teaching, their research and scholarly output, and their service as part of the annual review

process conducted in accordance with Section 5.90.6 of the NMSU Community College

Promotion and Tenure Policy and Section 5.87 of the NMSU Policy Manual.



May Last contract day Initial Allocation of Effort (AoE) due Faculty DC/PD


August August 15 Requests for extensions due Faculty DD

August 21 Extensions approved or denied DD Faculty

September September 15 Portfolios due Faculty DD

September 18 Portfolios due to DC/PD DD DC/PD

October October 15 Portfolios due, if extension granted Faculty DD

November November 4 DC/PD evaluation due DC/PD DD

December December 13 DC/PD/DD meet with faculty to review

supervisor evaluation and review initial allocation

of effort.





DC/PD

DD

Faculty

December 20 VPAA receives portfolios DD VPAA

January-

April

President and VPAA review portfolios.

DD = Division Dean PD = Program Director

DC = Department Chair VPAA = Vice President/Acad Affairs

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IV. ORGANIZATION OF ALL PORTFOLIOS

A. Organization of All Portfolios

The portfolio—whether it functions as an annual evaluation or as a tenure and promotion

application—is the document in which you make your “best argument” for your professional

performance. It is here where using clear description and compelling evidence you provide

evaluators with a robust picture of your professional accomplishments.

The core document in your portfolio is the allocation of effort (AoE). In the allocation of effort,

you provide three kinds of information about the academic year: (1) your teaching load; (2) your

goals; (3) a narrative describing your accomplishments during the academic year including a

discussion about your goals. It is important to remember that you should tie your goals and your

narrative to the criteria for promotion and tenure as described in the “NMSU Community College

Promotion and Tenure Policy.” There are two sections in the CC Policy that are relevant: The

Professorial Ranks (5.90.3.5) and Criteria for Promotion and Tenure (5.90.4). The criteria are also

briefly listed in Section II of this document. Your portfolio will also include documentation that

serves as evidence for the claims you make in your narrative.

The evaluation portfolio must be organized into the following five sections (CC Policy 5.90.4):

1. Teaching and Related Activities (CC Policy 5.90.4.1): This section of the portfolio should

contain a one-to two-page narrative, with accompanying documentation that explains your

accomplishments and reports your progress in accomplishing the previous year’s goals in

area of teaching. It is recommended that substantial teaching goals be included each year.

2. Scholarship and Creative Activity (CC Policy 5.90.4.2): This section of the portfolio

should contain a one-to two-page evaluative narrative, with accompanying documentation

that explains applicable; a) scholarship, b) creative activity and c) professional development

activities in which you engaged. It is recommended that a substantial goal in this area be

included each year.

3. Extension and Outreach (CC Policy 5.90.4.3, Glossary 5.90.2): This section of the

portfolio should contain a one to two page evaluative narrative, with accompanying

documentation that explains applicable extension and outreach activities. An extension and

outreach goal may be included based upon the allocation of effort statement for the year(s)

under review.

4. Service (CC Policy 5.90.4.4): This section of the portfolio should contain a one-to two-page

evaluative narrative, with accompanying documentation that explains service activities in

which you engaged. It is recommended that a service goal be included each year.

5. Leadership (CC Policy 5.90.4.5): This section of the portfolio should contain a one-to two-

page evaluative narrative, with accompanying documentation that explains leadership

activities in which you engaged. Leadership activities are normally required for promotion to

senior ranks.

B. Annual Performance Evaluation

At the end of each academic year, faculty members must prepare and submit an Annual

Performance Evaluation Portfolio, which consists of a self-evaluation with supporting

13

documentation and contributions made during the previous academic year in a 1 – 1 ½ inch

binder. (For the specific requirements for each rank, see CC Policy 5.90.3.5)

Annual Performance Evaluation Portfolios will be reviewed as provided in the timeline.

C. Mid-Probationary Pre-Tenure Review

After three years, the candidate may submit a mid-probationary portfolio. This portfolio should

contain both the documentation for the annual review, as well as additional documentation as

required on the Evaluation of Mid-Probationary Review form. For additional information, see CC

Policy 5.90.3.7 and 5.90.5.4.

D. Promotion or Tenure Application

The candidate will assemble a Promotion or Tenure Application Portfolio for promotion or tenure

consideration highlighting his or her major accomplishments and contributions in the Executive

Summary. It is important for the candidate to remember that the Executive Summary is a critical

document for noting his or her accomplishments during his/her time in rank and for tying those

accomplishments to the criteria for tenure and promotion.

The Promotion or Tenure Portfolio should contain the Annual Performance Evaluation as

described above and additional material relevant to the rank being requested. Supporting

documentation of major accomplishments should be no more than 25 pages. These pages can be

front and back if desired and should be contained in the supporting documentation file if format is

hard copy (other electronic formats may be acceptable).

The annual Performance Evaluation Portfolio and the Application for Promotion or Tenure

Portfolio will be reviewed according to the CC Policy and timelines listed in this document. Each

supervisor, administrator, or committee reviewing the evaluations and applications should use the

appropriate portions of the evaluation instruments.

A faculty member, who does not wish to be considered for a continuous contract (tenure),

will notify the Division Dean in writing. A letter of resignation must be included if the

faculty member is in the fifth year of service.

V. PROMOTION AND TENURE COMMITTEES (CC Policy 5.90.5.3)

A. College Promotion and Tenure (P&T) Committee

1. Membership

The committee will be made up of six tenured members. One faculty member is elected from

each division and two faculty members are elected at-large, from different divisions. At least

two of the members must be senior-ranked faculty. Division Deans will not serve on this

committee. Department Chairs and Program Directors are eligible to serve on this committee;

however, they will not evaluate faculty they currently supervise. At least three members of

the college committee will review each portfolio.

In cases of promotion, members must hold equal or higher rank than the rank to which the

candidate is to be promoted. If there are not a minimum of three eligible committee members,

the College P&T Chair will appoint other eligible faculty to serve.

14

Members of a Division P&T Committee cannot serve concurrently on the College P&T

Committee.

2. Term

Members will be elected for a three-year term which will begin in a fall semester. Members

can be elected for a second consecutive term. Terms of the members shall be staggered.

3. Election

The tenured/tenure-track faculty of the college will elect the members of the College P&T

Committee. The current College P&T Committee will hold an election by the end of the

spring semester and will report the results to the faculty and administration. In case of a tie,

an immediate run-off election will be held.

The Chair will be elected by the College P&T Committee prior to the end of the academic

year. The Chair may request release time from one fall semester course from the Division

Dean. The Chair will be a voting member of the committee.

A committee member unable to participate will vacate the position. The Chair may call for a

vote to remove a member. Should the membership of the committee fall below five

members, the College P&T Chair will appoint a replacement.

4. Responsibilities of the College P&T Committee

to review and make recommendations on all promotion and tenure applications

to maintain confidentiality of all materials, discussions, and decisions

to follow all P&T procedures to assure consistent, equitable application of adopted

policies

to serve as a consultant to Division P&T Committees during P&T process and the pre-

tenure review

5. Responsibilities of the Chair of College P&T

to coordinate scheduling of promotion and tenure evaluations, as well as mid-

probationary pre-tenure reviews

to receive and secure all promotion or tenure application portfolios, as well as mid-

probationary reviews

to emphasize confidentiality of proceedings and recommendations

to coordinate the writing of evaluations

to ballot and tally results for electing members of the Division P&T Committees at the

end of the spring semester and to communicate the results to the Divisions

to ballot and tally results for electing members to replace those rotating off the College

P&T and to communicate the results to the Divisions

to keep voting records for an entire year for all division/college elections in case a

position is vacated

to include a copy of the College P&T report in the Annual Performance Evaluation

Portfolio for each candidate before returning the portfolio to the Division Dean

to work with Faculty Council Executive Committee on P&T issues as needed

to prepare a document with recommendations for revisions to the evaluation process

to allow for dissenting opinions containing specific commendations, concerns, and

recommendations addressing the criteria in each of the areas required for promotion and

tenure

to include a summary of the numerical vote (found on the DACC evaluation instruments)

15

to hold an election among eligible college faculty members to select at least one college

faculty member to serve on the College P&T committee for the specific review of college

(nontenure-track) faculty members who apply for promotion

(Refer to CC Policy for additional information)

B. Division Promotion and Tenure Committee

1. Membership

The committee shall be made up of at least four elected, tenured faculty members

representing more than one department or program in the Division. At least three members

will review each portfolio. Division Deans will not serve on this committee. Department

Chairs and Program Directors may serve on their division committee; however, they will not

evaluate faculty assigned to their department or program. In cases of promotion, members

must hold equal or higher rank than the rank to which the candidate is to be promoted.

Should a committee member be unable to participate, he/she will vacate the position. The

Chair may call for a vote to remove a member. In the event of a tie vote, the Chair of the

College P & T Committee will break the tie. Faculty from outside the division can be elected

if there are not enough tenured faculty. If there are not a minimum of three eligible committee

members, the Division P&T Chair will appoint other eligible members to serve.

2. Term

Members will be elected for two-year staggered terms that will begin in the fall semester.

3. Election

The tenured/tenure-track faculty of the division will elect the members of the Division P&T

Committee.

The College P&T Chair will hold an election for each Division P&T Committee by the end of

the spring semester and will report the results to the faculty and administration. In case of a

tie, an immediate run-off election will be held.

The Chair will be elected by the Division P&T Committee prior to the end of the academic

year. The Chair may request release time for up to one fall semester course from the Division

Dean. The Chair will be a voting member of the committee.

4. Responsibilities of the Division P&T Committee

to review and make recommendations on all Promotion and Tenure applications in the

division

to perform the mid-probationary pre-tenure and/or annual pre-tenure review by making

recommendations on temporary contracts in the division

to be available for consulting with faculty members on P&T issues

to maintain confidentiality of all materials, discussions, and decisions

5. Responsibilities of the Chair of Division P&T Committee

to coordinate scheduling of promotion and tenure evaluations so that Promotion or

Tenure Application Portfolios are reviewed prior to mid-probationary pre-tenure

portfolios and/or annual pre-tenure portfolios

to receive, secure, and return all Annual Performance Evaluation Portfolios for

Promotion or Tenure Application Portfolios

to emphasize the confidentiality of proceedings and recommendations

16

to coordinate the writing of evaluations for promotion, tenure and mid-probationary pre-

tenure review, as well as annual pre-tenure review

to work with Faculty Council Executive Committee on P&T issues as needed

C. College Faculty Promotion Committee

1. College Faculty Representation

Committees for promotion of College Faculty must include College Faculty representation

(5.90.3.8).

2. Constitution of the Committee

A college faculty member may be added to an existing committee and participate in the

review of a college faculty application, or a subcommittee comprised of college faculty and at

least one tenured faculty member can be created (5.90.3.8).

VI. APPEALS AND GRIEVANCES

See Chapter 4.05.40 and 4.05.50 Human Resources – General – Appeals (NMSU Policy Manual).

17

APPENDICES

A. Allocation of Effort

B. Request for Extension

C. Portfolio Reporting Tracking Document and Instruction

A1 MODIFIED 2014

NMSU Community College System Final Allocation of Effort Statement

For the period of 201x to 201x

Community College Campus: DACC Faculty Member Name: Current Rank: Date of Last Promotion: Indicate the agreed upon percentage value to be allocated based upon anticipated teaching load, committee assignments, and planned activities for the upcoming academic year. Selected work percentages must total 100%. A category may be negotiated at 0%. Usually, the teaching load for community college faculty members will be the equivalent of 15 credits a semester, or from 27 to 30 credits an academic year (not including optional summer teaching for nine-month faculty), and will equal 75 – 80% of allocated effort. Usually, 36 credits for twelve-month faculty will equal 75 – 80% of allocated effort. Community College full annual teaching load (27-30) or (36) credit hours. List the courses you anticipate teaching during the fall and spring semesters. At the conclusion of the evaluation period, update anticipated courses with those actually taught and add student enrollment figures (as of the census date). Year FALL SEMESTER – PLANNED Year FALL SEMESTER - ACTUAL

DEPT CRSE # COURSE TITLE CR. ENRL DEPT CRSE # COURSE TITLE CR. ENRL

Year SPRING SEMESTER – PLANNED Year SPRING SEMESTER - ACTUAL


Year SUMMER SEMESTER – PLANNED Year SUMMER SEMESTER - ACTUAL (REQUIRED FOR 12-Month Faculty/OPTIONAL for 9-Month Faculty)


A2 MODIFIED 2014

I. TEACHING AND RELATED ACTIVITIES Percent of effort allocated to this activity = %

2013-2014 Teaching and Related Goals: Department Chair/Program Director/ABE Director Goals Approved Goals Not Approved

Faculty narrative on 2013-2014 Teaching and Related Activities (to include goals and additional teaching-related accomplishments). Satisfactory Progress on Goals Yes No (checked by faculty member) Satisfactory Progress on Goals Yes No (checked by Department Chair/Program Director/ABE Director) In the area of Teaching and Related Activities:

Department Chair/Program Director/ABE Director

does not meet expectations meets expectations exceeds expectations

Initial ______ Date ______

Division Dean/Executive Director

does not meet expectations meets expectations


Division Promotion and Tenure Committee



College Promotion and Tenure Committee



II. SCHOLARSHIP AND CREATIVE ACTIVITIES (includes professional development). Percent of effort allocated to this activity = % 2013-2014 Scholarship and Creative Activities Goals: Department Chair/Program Director/ABE Director Goals Approved Goals Not Approved

Faculty narrative on 2013-2014 Scholarship and Creative Activities (to include goals and additional scholarship/creative accomplishments). Satisfactory Progress on Goals Yes No (checked by faculty member) Satisfactory Progress on Goals Yes No (checked by Department Chair/Program Director/ABE Director) In the area of Scholarship and Creative Activities:













III. EXTENSION AND OUTREACH Percent of effort allocated to this activity = % 2013-2014 Extension and Outreach Goals: Department Chair/Program Director/ABE Director

A3 MODIFIED 2014

Goals Approved Goals Not Approved

Faculty narrative on 2013-2014 Extension and Outreach (to include goals and additional extension/outreach accomplishments). Satisfactory Progress on Goals Yes No (checked by faculty member) Satisfactory Progress on Goals Yes No (checked by Department Chair/Program Director/ABE Director) In the area of Extension and Outreach:













IV. SERVICE Percent of effort allocated to this activity = % 2013-2014 Service Goals: Department Chair/Program Director/ABE Director Goals Approved Goals Not Approved

Faculty narrative on 2013-2014 Service (to include goals and additional service accomplishments). Satisfactory Progress on Goals Yes No (checked by faculty member) Satisfactory Progress on Goals Yes No (checked by Department Chair/Program Director/ABE Director) In the area of Service:













V. LEADERSHIP Percent of effort allocated to this activity = % 2013-2014 Leadership Goals: Department Chair/Program Director/ABE Director Goals Approved Goals Not Approved

Faculty narrative on 2013-2014 Leadership (to include goals and additional leadership accomplishments). Satisfactory Progress on Goals Yes No (checked by faculty member)

A4 MODIFIED 2014

Satisfactory Progress on Goals Yes No (checked by Department Chair/Program Director/ABE Director) In the area of Leadership:













PERCENT TOTAL (must equal 100%) %

A5 MODIFIED 2014

Department Chair/Program Director/ABE Director Comments

Annual Evaluation. Please comment on the faculty member’s performance in each of the five areas for the evaluation period. Please note accomplishments, concerns, and recommendations. Make certain to comment on faculty member’s attainment of goals as well. Teaching and Related Activities Scholarship and Creative Activities (includes professional development) Extension and Outreach Service Leadership Cumulative Evaluation. If this portfolio also represents a promotion or tenure application, please comment on the faculty member’s cumulative performance in each of the five areas. Please note accomplishments, concerns, and recommendations. Teaching and Related Activities Scholarship and Creative Activities (includes professional development) Extension and Outreach Service Leadership

Recommendation (check all that apply)

Progress toward Tenure

The faculty member appears to be making satisfactory progress toward tenure and recommend a new temporary contract be issued. Strengths and weaknesses are noted above.

The faculty member does not appear to be making satisfactory progress toward tenure however recommend a new temporary

contract be issued. Specific concerns are noted above.

The faculty member does not appear to be making satisfactory progress toward tenure and do not recommend issuance of a new temporary contract. Specific concerns are noted above.

Progress toward Promotion

The faculty member appears to be making satisfactory progress toward promotion. Strengths and weaknesses are noted above.

A6 MODIFIED 2014

The faculty member does not appear to be making satisfactory progress toward promotion. Specific concerns are noted above.

Tenure

Recommend for Tenure

Do not recommend for Tenure Promotion

Recommend for Promotion

Do not recommend for Promotion Associate Professor/Professor Annual Review

The faculty member appears to be upholding the expectations of this rank. Strengths and weaknesses are noted above.

The faculty member does not appear to be upholding the expectations of this rank. Specific concerns are noted above.

Faculty Signature

I acknowledge by my signature below that I have received a copy of this evaluation and have been informed of my right to submit a rebuttal according to 5.90.5.2 of the NMSU Community College Promotion and Tenure Policy. ________________________________________________________ Faculty Rebuttal Yes No Faculty Member Date

________________________________________________________ Department Chair/Program Director/ABE Director (Evaluator) Date ________________________________________________________ Division Dean/ABE Executive Director Date ________________________________________________________ Vice President for Academic Affairs Date ________________________________________________________ President Date

A7 MODIFIED 2014

Division Dean/Executive Director Comments

Annual Evaluation. Please comment on the faculty member’s performance in each of the five areas for the evaluation period. Please note accomplishments, concerns, and recommendations. Make certain to comment on faculty member’s attainment of goals as well. Teaching and Related Activities Scholarship and Creative Activities (includes professional development) Extension and Outreach Service Leadership Cumulative Evaluation. If this portfolio also represents a promotion or tenure application, please comment on the faculty member’s cumulative performance in each of the five areas. Please note accomplishments, concerns, and recommendations. Teaching and Related Activities Scholarship and Creative Activities (includes professional development) Extension and Outreach Service Leadership








A8 MODIFIED 2014


The faculty member does not appear to be making satisfactory progress toward promotion. Specific concerns are noted above. Tenure


Do not recommend for Tenure Promotion


Do not recommend for Promotion Associate Professor/Professor Annual Review

The faculty member appears to be upholding the expectations of this rank. Strengths and weaknesses are noted above.

The faculty member does not appear to be upholding the expectations of this rank. Specific concerns are noted above.

Faculty Signature


________________________________________________________ Division Dean/Executive Director Date

A9 MODIFIED 2014

Division Promotion and Tenure Committee Comments

Annual Review. Comment on the faculty member’s performance in each of the five areas for the evaluation period. Please pay particular attention to the ways in which the performance contributes to a record building toward tenure and/or promotion. Please note accomplishments, concerns, and recommendations. Make certain to comment on faculty member’s attainment of goals as well. Teaching and Related Activities Scholarship and Creative Activities (includes professional development) Extension and Outreach Service Leadership Cumulative Evaluation. If this portfolio also represents a promotion or tenure application, please comment on the faculty member’s cumulative performance in each of the five areas. Please note accomplishments, concerns, and recommendations. Teaching and Related Activities Scholarship and Creative Activities (includes professional development) Extension and Outreach Service Leadership









A10 MODIFIED 2014

The faculty member does not appear to be making satisfactory progress toward promotion. Specific concerns are noted above.

Tenure With ___ votes in favor of tenure and ___ votes not in favor of tenure, the evaluators


Do not recommend for Tenure Promotion With ___ votes in favor of promotion and ___ votes not in favor of promotion, the evaluators


Do not recommend for Promotion

Faculty Signature


Division Promotion and Tenure Committee Signatures and Dates: ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________

A11 MODIFIED 2014

College Promotion and Tenure Committee Comments

Cumulative Evaluation. If this portfolio represents a promotion or tenure application, please comment on the faculty member’s cumulative performance in each of the five areas. Please note accomplishments, concerns, and recommendations. Teaching and Related Activities Scholarship and Creative Activities (includes professional development) Extension and Outreach Service Leadership

Recommendation

Tenure With ___ votes in favor of tenure and ___ votes not in favor of tenure, the evaluators


Do not recommend for Tenure Promotion With ___ votes in favor of promotion and ___ votes not in favor of promotion, the evaluators


Do not recommend for Promotion

Faculty Signature


College Promotion and Tenure Committee Signatures and Dates: ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________

A12 MODIFIED 2014

Unresolved disagreements will be handled in accordance with Community College Promotion and Tenure Policy Section 5.90.5.1.2.

B1

Promotion/Tenure/Annual Evaluation

Request for an Extension

I, ______________________________, due to the extenuating circumstances detailed below, am

requesting a 30 – day extension to submit my portfolio. This request meets the established date on the

Timeline-at-a-Glance.

___________________________ ______________

Faculty Member Date

Approved _____

Disapproved _____

____________________________ _______________

Division Dean Date

XC: Division Dean

Chair, Division P&T

Chair, College P&T

File

C1

DACC Faculty Promotion/Tenure/Evaluation Portfolio

Reporting Tracking Document (Maintain in the candidate portfolio. Provide copy for candidate with each additional signature(s).)

Annual Evaluation (Pre-Tenure & Tenure) Promotion Application Tenure Application Mid-Probationary Review

Candidate _________________________________

Initials of:

Received by: Division Administrative Asst. Date ____/____/____ Admin. Asst. _________

Date Delivered to: Dept. Chair/Prog. Dir./ Initials of:

Asst. Dir. Date ____/____/____ DD/ED _______ DC/PD _______

Initials of:

Date Delivered to: Div. Dean/Exec. Dir. Date ____/____/____ DD/ED _______ DC/PD _______

Date of Faculty Evaluation Conference and

Review of Initial AoE with Dept. Chair/Prog.

Dir./Asst. Dir. and Div. Dean/Exec. Dir. Initials of:

Date ____/____/____ DD/ED _______ DC/PD _______

I have been informed that I may submit a written rebuttal within ten (10) business days of this meeting/receipt of

evaluation report.

Faculty Signature________________________________ Date __________

_____________________________________________________________________________________________

Date Delivered to: Division P&T Committee

Applicable to portfolios for:

Applicants for Promotion

Applicants for Tenure

Annual Review of Pre-tenure Initials of:

Mid-Probationary Review Date ____/____/____ DD/ED _____ Div P&T Chair _____

Initials of:

Date Delivered to: Div. Dean/Exec. Dir. Date ____/____/____ DD/ED _____ Div P&T Chair _____

Date of Review of Division P&T’s Report

and Recommendation(s) and Review of AoE Initials of:

Date ____/____/____ DD/ED ______


evaluation report.


_____________________________________________________________________________________________

Date Delivered to: College P&T Committee

(Applicable only to Applications for

Promotion and/or Tenure and Mid- Initials of:

Probationary Review.) Date ____/____/____ DD/ED _____ Col. P&T Chair _____

Initials of:

Date Delivered to: Div. Dean/Exec. Dir. Date ____/____/____ DD/ED _____ Col. P&T Chair _____

Date of Review of College P&T’s Report

and Recommendation(s) and Review of AoE Initials of:

Date ____/____/____ DD/ED _____


evaluation report.


_____________________________________________________________________________________________

Initials of:

Date Delivered to VPAA Date ____/____/____ DD/ED _______ VPAA _______

Initials of:

Date Delivered to Div. Dean/Exec. Dir. Date ____/____/____ DD/ED _______ VPAA _______

Initials of:

Date Delivered to Faculty Date ____/____/____ DD/ED _______ Faculty _______

faculty performance evaluation timeline

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