SUBCHAPTER 6-300.†† PROMOTION AND TENURE

Effective June 8, 2004

 

Sec. 6-301.  Preamble

 

If a university is to perform its function effectively, it is essential that faculty members be free to express new ideas and divergent viewpoints in their teaching and scholarship.In the process of teaching and scholarship, accepted ďtruthsĒ often must be challenged and questioned.A university must create an atmosphere that encourages faculty members to express ideas and divergent viewpoints, and to pursue inquiries.Such an atmosphere exists at The University of Texas at Arlington, and tenure is essential to this atmosphere.

 

The decision to grant tenure and/or to promote a faculty member is among the most vital that take place in a university.The excellence of a university and its reputation and standing among its peers are determined by the achievements of its faculty and graduates.Accordingly, the promotion of faculty members and the granting of tenure are based primarily on demonstrated performance in three areas of professional responsibility:††† (1) teaching; (2) scholarship; and (3) service to the institution and the profession.

  

Sec. 6-302.  General Principles

 

A description of the promotion and tenure procedure is provided below.The following principles inform those procedures:

 

1.      The promotion and tenure process for the University will be initiated annually by the Office of the Provost in a manner that allows sufficient time to secure evaluations of the candidate by peers outside the university.Deadlines will be specified for submittal of tenure and promotion materials to the appropriate review committees, department chairs (if appropriate), deans and the provost.

2.      Only full-time faculty in tenure track positions (instructor, assistant, associate, and full professors) are eligible for tenure.

3.      All tenure track faculty members must be reviewed for tenure following completion of their five-year probationary period unless on an approved leave or if the probationary period has been extended by an earlier approved leave. A faculty member in a tenure track position may request consideration for tenure and promotion prior to the completion of their fifth year, however, if the faculty member is denied tenure they must wait one full academic year before resubmitting their credentials for reconsideration.For faculty members whose employment begins between 2 September and 31 August, the tenure clock will start on September 1 of the academic year following their employment start date.

4.      Faculty members who determine that personal circumstances may impede their progress toward earning tenure may make a written request to their chair, or in the case of the Schools, to their dean, for an extension, specifying the reason(s) for the requested extension.Personal circumstances that may justify the extension include, but are not limited to, birth of a child, disability or illness of the faculty member, and status of the faculty member as a principal caregiver of a preschool child or a disabled, elderly, or ill person in the faculty memberís family or household.It is the responsibility of the faculty member to provide appropriate documentation demonstrating why the request should be granted.

 

a.       An extension shall be limited to one academic year.A request for an additional extension will follow the established request process, with the maximum duration of extension, whether consecutive or nonconsecutive, to be two academic years.

b.      Normally, requests for extension must be made in advance of the academic year or semester for which the extension is desired, and may be made no later than three months prior to the deadline for initiation of the mandatory tenure review process as provided under Subsection 6.7 of the Regentís Rules.

c.       The decision regarding the request shall be made by the provost upon recommendation of the department chair and the dean, within fifteen (15) working days from the date the request is made.

 

5.      Individuals who have held positions in other organizations (generally faculty positions at other institutions of higher education) may join the University with shortened probationary periods or with tenure, upon recommendation of the appropriate Department/School promotion and tenure (P/T) committee, the department chair (if applicable), the dean, and approval by the Board of Regents.In every case, the terms and conditions of such employment must be made explicit and in writing.

 

Sec. 6-303.  Standards for Promotion and Tenure

 

Each academic unit must provide clear guidance to faculty members relating to performance evaluation.Each academic unit must develop detailed written standards that define the unitís expectations for promotion and tenure and include specific descriptions of the evidence required to demonstrate distinction in the areas of teaching, scholarship, and service.This is essential for conducting annual performance reviews as well as for setting objectives for the promotion and tenure process.These guidelines shall be made available to all faculty in the academic unit and a copy shall be included in the faculty memberís dossier through all the stages of review.The following principles shall inform the development of the unitís standards for promotion and tenure.

 

A.Teaching

 

Faculty members seeking promotion and/or tenure are expected to demonstrate effective teaching of undergraduate and graduate students (where applicable).Because teaching effectiveness is not accurately assessed by a single indicator, a variety of indicators may be utilized.All faculty members being considered for promotion and/or tenure are expected to provide a statement elaborating their approach to teaching and their teaching philosophy, as well as a summary of student responses to the university-mandated teaching-evaluation questions for every class taught.In addition, the faculty memberís application for tenure and/or promotion should be supplemented with some or all of the following:

 

1.      Student ratings, grade distributions, and number of students taught.

2.      Teaching assignments (to include course number, title and semester taught) and course syllabi.

3.      Evidence of willingness and ability to supervise independent studies, to prepare graduate students for qualifying examinations, and to direct theses and dissertations.

4.      Evidence of willingness and ability to undertake administrative activities that are directly related to curriculum development and to assume duties of student advising.

5.      Evidence of contribution to improving teaching effectiveness such as the development, implementation, and publication of innovative educational methods and materials.

 

B.Scholarship

 

Faculty members seeking promotion and/or tenure are expected to demonstrate distinction in the area of scholarship.Excellence in scholarship may be demonstrated by creative activity and/or research.Documentation of excellence will include the informed judgment of the faculty memberís peers.†† Evidence of scholarship may include, but is not limited to, the following:

 

1.      Scholarly books, chapters, essays, or peer reviewed journal articles published or certified as accepted for publication, and editorial activities.

2.      Significant creative and professional work (e.g., art, architecture, theater, music, film, dance), awards for creative writing, and special recognition for performances, exhibits, or achievement.

3.      Sponsored activities, funded grants and contracts received, and intellectual properties developed.

 

C.Service

 

Faculty members seeking promotion and/or tenure are expected to participate as citizens of the university and of the profession.Service to the university may include membership in governance bodies and committees, administrative duties, program planning and development, and special administrative assignments.†† Service to the profession may involve assisting various constituencies in areas related to the faculty memberís area of expertise.Because of the diversity of units and variations in the extent and character of their external interactions, service activities will be manifested differently but will have a common connectedness to teaching and scholarship. Documentation of service activity may include, but is not limited to, the following:

1.      Offices held and committee membership and contributions at the department, School, College and University levels.

2.      Service and offices held in professional associations.

3.      Involvement in community events related to area of professional expertise.

4.      Participation at the local, state, national and international levels in activities related to area of professional expertise.

5.      Promoting alumni support for the university.

6.      Active involvement in student recruitment and retention.

7.      Television and radio appearances, as well as newspaper and newsletter editorials, of a professional nature.

8.      Clinical practice or activities.

9.      Service on a professional certification body.

 

Sec. 6-304.  Annual Review

 

A comprehensive review of each tenure-track faculty-memberís progress toward tenure will be conducted annually by the department or School Promotion and Tenure (P/T) committee.Each academic unit must establish written protocols for materials to be submitted by the candidate and a deadline for submission.The committee will develop a written report on the faculty memberís teaching, scholarship, and service, describing the accomplishments of the faculty member and detailing any deficiencies that need to be addressed.The committee will vote, by secret ballot, regarding reappointment and the results of the vote will be included in the committeeís report.Copies of the report will be provided to the faculty member and to the departmental chair or, in the case of the Schools, to the dean of the School within ten (10) working days of the vote.In the case of the Colleges, the department chair shall place in writing a recommendation to reappoint or not reappoint the tenure-track faculty member and forward the recommendation to the dean.The deans of the Colleges and the Schools shall review the recommendation and make an independent recommendation to reappoint or not reappoint and forward all the recommendations to the provost.Copies of all the recommendations will be placed in the faculty memberís dossier where they will be retained indefinitely.

 

Sec. 6-305.  Promotion and Tenure Process

 

The Office of the Provost will initiate the promotion and tenure process each year by informing deans of the timeline for submission of promotion and tenure dossiers to the Provost.Deans shall use this timeline to develop an internal timeline and communicate this timeline to all faculty members in their units.A description of the required dossier materials and their format is available at http://www.uta.edu/uta/tnp or from the Office of the Provost.

 

Faculty in Colleges will begin the review process with their department P/T Committee.Faculty in Schools will begin the review process with their School P/T Committee.

 

A.     Department P/T Committee Review

 

1.      Committee Composition

 

Departments will establish departmental P/T committees.Departmental committees will have a minimum membership of three (3) tenured faculty.Committee size, composition (number of faculty in each rank), membership, and term of office will be decided by vote of the tenured and tenure track voting faculty of the department.Deans, assistant and associate deans, chairsor equivalent are not eligible to serve on the committee.If the department lacks sufficient tenured faculty members to constitute a committee, qualified faculty from related disciplines shall be selected by vote of the voting faculty of the department.

 

2.      Committee Duties

 

The Department P/T Committee will review the faculty memberís submitted materials and develop a written report.The report should recommend tenure or denial of tenure, or, if appropriate, promotion.A vote on the recommendation by all tenured faculty in the department shall be conducted by secret ballot and the results recorded in the report.The report shall be added to the dossier and forwarded to the department chair.

 

B.Department Chair Review

 

The department chair will review the recommendation made by the department P/T Committee, the vote of tenured faculty (if applicable), and the faculty memberís dossier and make an independent written recommendation regarding tenure and/or promotion.This recommendation shall be added to the dossier and forwarded to the College P/T Committee.

 

C.College P/T Committee Review

 

1.Committee Composition

 

The College will establish a College P/T committee.The College P/T committee will have a minimum membership of three (3) tenured faculty.Committee size, composition (number of faculty in each rank), membership, and term of office will be decided by vote of the tenured and tenure track voting faculty of the College.Committee members will be elected in a manner prescribed by the voting members of the College faculty.Deans, assistant and associate deans, chairs or equivalent are not eligible to serve on the committee.If the College lacks sufficient tenured faculty members to constitute a committee, qualified faculty from related disciplines shall be selected by vote of the voting faculty of the College.

 

††††† †††† 2.Committee Duties

 

The College P/T committee will review department P/T committee and department chair recommendations, offer an independent evaluation of the faculty memberís dossier, and make a written recommendation regarding tenure and/or promotion.A vote by secret ballot shall be conducted and the results of the vote recorded in the report.Any dissenting viewpoints from committee members shall be included in the report.The report shall be added to the dossier and forwarded to the dean.

 

D.School P/T Committee Review

 

††††††††††† 1.Committee Composition

 

Schools will establish P/T committees.School P/T committees will have a minimum membership of three (3) tenured faculty. Committee size, composition (number of faculty in each rank), membership, and term of office will be decided by vote of the tenured and tenure-track voting faculty of the School.Deans, assistant and associate deans, chairs or equivalent are not eligible to serve on the committee.If the School lacks sufficient tenured faculty members to constitute a committee, qualified faculty from related disciplines shall be selected by vote of the voting faculty of that School.

 

††††† ††††† 2.Committee Duties

 

The School P/T Committee will review the faculty memberís submitted materials and develop a written report.The report should recommend tenure or denial of tenure, or, if appropriate, promotion.A vote by secret ballot shall be conducted and the results of the vote recorded in the report.††† The report shall be added to the dossier and forwarded to the dean.

 

E.Dean Review

 

The dean will review the previous recommendations and the faculty memberís dossier, make an independent assessment and recommend, in writing, tenure or denial of tenure, or, if appropriate, promotion. This recommendation shall be added to the faculty memberís dossier and forwarded to the University P/T Committee.

 

F.University P/T Committee Review

 

1.      Committee Composition

 

The University P/T Committee shall consist of the provost, the vice president for research, and the dean of the graduate school.The chair of the Faculty Senateís Academic Freedom and Tenure committee will be present to observe the deliberations of the University P/T Committee as an ex officio, non-participating member and may submit to the President written reactions, observations, and/or concerns about the review process.

†††††† 2.Committee Duties

 

The University P/T Committee shall review the previous recommendations and all information contained in the faculty memberís dossier.The University P/T Committee shall meet with the dean of the faculty memberís School or College to discuss the recommendations and submitted materials.The president shall attend these discussions.The committee shall recommend whether to tenure and/or promote the faculty member.A vote shall be conducted and the result, along with the recommendation, reported to the president.

 

G.Presidential and Board of Regents Action

 

Upon receipt of the candidateís full dossier and recommendation from the University P/T Committee, the president shall render one of the following decisions:

 

1.Recommend to the Board of Regents a tenure-track faculty member for tenure and promotion.Tenure and promotion will be awarded pending approval of the Board of Regents.

2. Deny the tenure-track faculty memberís request for tenure and promotion.The president shall inform the faculty member of the decision within ten (10) working days of reaching it. If the decision occurs at the end of the probationary period, the president shall inform the faculty member that he/she will not be reappointed, that the next academic year will be the terminal year, and that the faculty member has exhausted the opportunities for tenure and promotion.

3.Recommend to the Board of Regents a tenured faculty member for promotion.Promotion will be awarded pending approval of the Board of Regents.

4.†† Deny a tenured faculty member promotion. The president shall inform the faculty member of the decision within ten (10) working days of reaching it.

 

Sec. 6-306 Outside Reviewer Letters

 

The departmental P/T committee shall be the primary authority for evaluating the faculty memberís teaching effectiveness, service contributions, scholarly, creative and/or professional work.Independent outside reviews shall be used as supplementary evaluation of the faculty memberís scholarly, creative and/or professional contributions to his/her discipline.Each department/School P/T committee shall use the following procedure to obtain outside review letters.

 

A.†† Number and Selection of Reviewers

 

The dossier must include a minimum of six (6) outside review letters, at least three (3) of which should come from a list of reviewers nominated by the department/School P/T Committee, and at least three (3) from a list of reviewers nominated by the candidate. All outside review letters received shall be included in the candidateís dossier.

 

 B.Qualifications of Reviewers

 

1.Outside reviewers must be respected scholars of appropriate rank or stature who serve in the faculty memberís field of training, specialty, or a closely related field.

2. Individuals who have served as dissertation committee members or co-authors with the faculty member shall not be selected as outside reviewers.

 

  C. Administrative Responsibility

 

1.The department/School P/T Committee shall prepare letters requesting outside reviews.

2.The chair of the department/School P/T Committee shall ensure that outside reviewers are given enough time to meet the deadlines for the tenure and promotion process.

3.The chair of the department/School P/T Committee shall ensure that the candidate is notified when outside review letters have been requested and received.

 

 D. Content of Letters Requesting Outside Reviews

 

1.†† Letters requesting an outside review shall specifically ask for an evaluation of the faculty memberís record of scholarly, creative and/or professional work in his/her discipline, a general assessment of his/her vita, and how they know the faculty member.The material for review should include a sample of the faculty member's most significant published or creative/professional works as determined by the faculty member.

2.†† The contents of all outside review letters will be kept confidential to the extent permitted by law and University regulations. Consequently, all letters requesting an outside review must include the following statement: Under University policy, your letter will become a part of the official tenure and promotion dossier and will be held in confidence to the extent permitted by law and University regulations.

 

E.      Summary of the Outside Review Process

 

††††† The chair of the department/School P/T Committee shall prepare a summary of the results of the outside review process.This summary shall list the name, position, and organization of each person from whom evaluations were requested but shall not specify whether the request originated with the candidate or the committee.Additionally, for those whose letters are included in the dossier, the chairís summary shall include relevant information about the reviewersí professional/academic qualifications for evaluating the candidate for tenure and/or promotion.

 

 

Sec. 6-307.  Confidentiality

 

All committee proceedings and discussions will be strictly confidential to the extent permitted by law and University regulations.Committee members shall not divulge any information pertaining to their committee meetings, discussions, or recommendations.

 

Sec. 6-308.  Review of Tenure and Promotion Decisions

 

A.It is the right of a faculty member to appeal an unfavorable tenure and/or promotion decision once it has been rendered by the president.Upon receipt of a negative decision by the president, the faculty member will have five (5) working days in which to file with the provost, a written notice of the intent to grieve the decision.Upon receipt of the written notice, the Provost will schedule a meeting with the faculty member within ten (10) working days.The faculty member may present a grievance, in person, to the Provost on an issue or subject related to the decision to deny tenure and/or promotion.The Provost shall notify the faculty member of the result of the grievance within ten (10) working days.The decision is not subject to further review except as provided by Section B below.

 

B.A decision to deny tenure and promotion that results in a notification that the subsequent academic year will be the terminal year of appointment is subject to review under Part One, Chapter III, Subdivision 6.35 of the Regentsí Rules and Regulations.In accordance with Subparagraph 6.352 a review by a hearing tribunal shall be granted only in those cases where the affected faculty member submits a written request for review by a hearing tribunal to the president and describes in detail the facts relied upon to prove that the decision was made for reasons that are unlawful under the Constitution or laws of Texas or the United States. Such a request for a hearing must be submitted within ten (10) working days of the written notification to the faculty member that the subsequent academic year will be the terminal year of appointment.If the president determines that the alleged facts, if proven by credible evidence, support a conclusion that the decision was made for unlawful reasons, such allegations shall be heard by a hearing tribunal.The president shall, within fifteen (15) working days of receipt of the written request for review schedule a day and time for the hearing.The hearing shall be conducted in accordance with the procedures in Regents Rules, Part One, Chapter III, Subsection 6.3 as in the case of dismissal for cause, with the following exceptions:

†††††††††††

1.The burden of proof is upon the affected faculty member to establish by the greater weight of the credible evidence that the decision in question was made for reasons that are unlawful under the Constitution or laws of Texas or the United States;

2.The administration of the university need not state the reasons for the questioned decision or offer evidence in support thereof unless the affected faculty member presents credible evidence that, if unchallenged, proves the decision was made for unlawful reasons;

3.The hearing tribunal shall make written findings and recommendations based on the evidence presented at the hearing and shall forward such findings and recommendations with the transcript and exhibits from the hearing to the president;

4.The president may approve, reject, or amend the recommendations of the hearing tribunal or may reach different conclusions based upon the record of the hearing.The decision of the president shall be final and communicated to the faculty members within fifteen (15) working days from the receipt of the hearing tribunalís written report.