Revised Guidelines for Faculty Evaluation and Promotion

Prepared by
Professor Joan L. Erdman
Professor Peter le Grand
Dean Leonard Lehrer
Associate Dean James MacDonald
for the Office of the Provost

Revised April 2003



(page numbers are not applicable to web document)

Foreword (pg 1)
(pg 2)

I. History and Structure of Tenure and Five Year Review for Columbia College Faculty (pg 3)

II. What Tenure Means to the Faculty (pg 4)

Rights, Privileges, Limitations

VII. Responsibilities of the Chairpersons  (pg 19)

Related Documents:

C/ 2003 Peter Le Grand and Joan Erdman




These Guidelines address those matters on which the Tenure Statement is silent and for which consistency is desirable, addressing especially those issues about which faculty and chairs have expressed concerns. Since the Guidelines are not part of the Tenure Statement, they may be changed from time to time as experience suggests advisable. If in future years, the faculty wishes to codify any of the Guidelines as part of the Tenure Statement, they may propose such changes to the Board of Trustees.

The Guidelines are addressed to faculty, chairs, and school deans, but also serve as guidelines for the administration of the Tenure and Post-Tenure processes. They include discussion of the expectations for Tenure-Track Faculty, for Tenure Applicants, and for Post-Tenure Review Faculty members, in terms of written documentation, committee meetings, and reports to be written and submitted. Also included are discussions of the roles played by faculty members as committee members, and the key roles of Departmental Chairs in the processes for tenure-track faculty, tenure applicants, and post-tenure review faculty members.

We suggest that you read these Guidelines carefully, highlight portions that affect your own status and actions, and refer to them frequently as you proceed on a tenure track, apply for tenure, or go through the process of post tenure review. In addition, these Guidelines should serve as a touchstone for your service on committees for tenure-track faculty, for tenure applicants, and for post- tenure review faculty.

Finally, you may have the honor and privilege of serving as a tenured faculty member at Columbia on the All-College Tenure Committee (ACTC), in which case familiarity with all the Guidelines is essential. As faculty members we are keenly aware of the significance and importance of the service of all full-time faculty, as colleagues, on these committees, and recognize that it is both an honor and a responsibility to serve fairly and wisely.




The need for these guidelines emerged from questions posed by faculty members and chairs as we began to implement the Tenure Document approved in May 1997. We moved to the idea of protocols for Tenure and Five Year Review after reading an evaluation by Dr. Betsy Draine of University of Wisconsin-Madison of our American Association for Higher Education (AAHE) mini-grant on Five Year Review. We found strong support from Academic Dean Caroline Dodge Latta for this project, and she made notable suggestions for revision and strengthening the guidelines.

During the first writing process, we solicited and received wise advice from individuals and committees in the Columbia College community, whose reviews were invaluable in giving shape to the complex materials and working towards a cohesive, accessible whole. At a crucial time the All College Tenure Committee reviewed the guidelines draft and made important suggestions. We thank that committee: Sarah Livingston, Chair; Eric May, Recorder; Steve Asma, Dennis Brozynski, Hope Daniels, Dianne Erpenbach, Peter Le Grand, Pan Papacosta and Mark Withrow. Jeff Rosen, President of the Columbia College Faculty Organization (CCFO), and Professor Emeritus Ed Morris also provided perceptive commentary. A number of chairpersons responded with insights and inspiration to early drafts of the guidelines, especially Sheldon Patinkin, Theatre; Randall Albers, Fiction Writing; J. Dennis Rich, Arts, Entertainment & Media Management; and Cheryl Johnson-Odim, Liberal Education. For the revision, the All College Tenure Committee chaired by Tom Nawrocki, Chairs Dennis Rich and Randall Albers, and CCFO officer T.W. Li provided comments and suggestions.

We appreciate the generous time and invaluable expertise given by Alton B. Harris, former Chairman of the Board of Trustees of Columbia College, and Bert Gall, Executive Vice President, which have refined and improved the guidelines.

No shortcoming of this publication should be attributed to any of those mentioned here, except the authors. We acknowledge and thank our colleagues for their efforts in helping describe these procedures for evaluating and confirming faculty, who are central to the College's mission.

When the Revised Tenure Document was passed by the Board of Trustees on May 23, 2002, Provost Steve Kapelke assembled a committee to revise the Guidelines. In addition to Peter Le Grand and Joan Erdman, Dean Leonard Lehrer was appointed, and Associate Dean Jim MacDonald joined the group. We have all benefitted from working together and developing our knowledge of and appreciation for the procedures so important to the smooth functioning of the tenure processes.

The Guideline Revision Committee March 2003




In 1987 Columbia College President Mike Alexandroff appointed a committee consisting of faculty, chairs and college administrators, who were charged to draft a document addressing the institution of faculty rank, but were not to consider tenure as part of the proposal. After about two years of work, the committee sent a proposal to the faculty, suggesting a system of ranks (instructor, assistant professor, associate professor, professor), which everyone would apply for. The faculty reviewed and discussed the document in Columbia College Faculty Organization (CCFO)-sponsored meetings. A vote was taken, and the proposal was defeated. The voting terms, set by President Alexandroff, were perceived as inequitable by some of the faculty. As required, this proposal did not include any mention of tenure.

When a new president, John B. Duff, was appointed in 1992, he agreed in discussions with the CCFO officers that tenure was an important goal for the faculty. After a series of sessions for faculty, chairs and administrators in which issues in tenure, rank and salary were explored, based on research by the CCFO officers, CCFO President Joan L. Erdman appointed a Committee on Faculty Status of the CCFO to look into these concerns. Peter Le Grand was appointed chair of the committee, which included full time faculty members, an artist in residence, two chairs and the Academic Dean. They started their work in the fall of 1993. After weighing the three topics, the committee determined that tenure should be the first agenda. The reasoning was that without tenure, rank and salary issues would be lacking in foundation. During the deliberations of the Committee on Faculty Status, faculty members were informed and consulted. Gradually, after research into tenure practices of other institutions and in consideration of Columbia's particular strengths and needs, the Committee drafted a statement on tenure. In fall 1996 the Committee on Faculty Status sent out their final document to all full time faculty. A vote was taken at the Retreat in that year, and the document approved by 87% of all of the full time faculty. Then the document was forwarded to President John Duff for presentation to the Board of Trustees.

To the surprise of President Duff, the faculty-approved document was initially met with anxiety and resistance in the Board of Trustees, who saw academic institutions moving in an opposite direction. The Board appointed a subcommittee, chaired by Alton B. Harris, Chairman of the Board, to examine the issues and respond to the document. In conjunction with faculty representatives, this committee rewrote the tenure document, incorporating provisions for five year review of tenured faculty (extended from a previous system of three-year review of non-probationary faculty), while maintaining the spirit of the original despite the necessary legal language. In addition, President Duff and Chairman Harris set out to educate the Board about current tenure issues and trends. The Committee on Faculty Status was consulted frequently as the rewriting proceeded, and approved of the final document.

The final document, entitled "Statement on Policy of Academic Freedom, Faculty Status, Tenure, and Due Process" (hereafter referred to as "The Tenure Document") was approved unanimously by the whole Board of Trustees on May 31, 1997. In fall 1997, the first All-College Tenure Committee was elected and appointed, and departments began writing their Tenure Criteria statements. First tenure candidates were evaluated in fall1998. A Review Committee for the Tenure Document was constituted in April 2001, and a revised Tenure Document was approved by the Board of Trustees on May 23, 2002.


The introduction of academic tenure for full time faculty members at Columbia College, which took place on May 31, 1997, was a significant change in faculty status in the college. The revised Tenure Document, approved in May 2002 clarifies and improves faculty participation in the process. Tenure signifies a commitment of the College to its faculty, a respect for faculty achievements, and a procedure for promotion to tenure which includes participation by faculty members in departments, in an all-college committee, and recommendations from these bodies to the college administration. Once tenured, a faculty member must be proven to be unable to perform their job or engaged in inappropriate behavior, in order to be dismissed by the college, or the college must be facing an Adverse Circumstance, as defined in the Tenure Document.

Tenure is also a significant preserver of academic freedom. For a faculty that takes teaching as its primary academic endeavor, and is engaged in teaching subject matter in arts and media communications, academic freedom is especially important, both as a concept for determining what is taught, and as a lesson to the students. While academic freedom is not a license to do anything, it provides faculty with the assurance that they may explore any subject matter or topic appropriate to the academic endeavor, without facing censorship, constraint, or dismissal. As the Tenure Document says, "No faculty member's appointment shall be terminated for any belief, opinion, expression or conduct, however unconventional or controversial, that is protected by law or the principles of academic freedom." Nor shall the College tolerate any "explicit or implicit threat of termination or discipline for the purpose of constraining a faculty member in the exercise of his or her rights under law or the principles of academic freedom."

In addition, the Tenure Document imposes responsibilities on faculty members for the exercise of their collegial rights as faculty, including determination of qualifications for tenure and evaluation of post tenure review reports. Service on departmental committees and on the All College Tenure Committee, as well as responsibilities for those who serve as chairpersons, is essential to the success of the tenure and post tenure review procedures. This combination of rights and responsibilities with regard to tenure and post tenure review means that faculty members must prepare themselves to serve capably and effectively on these committees.

For tenure candidates and for post tenure review reports, it should be noted that academic freedom is instituted to encourage risk-taking, creative expression and excellence. Tenure confirms valued academic excellence, and places Columbia amongst other leading academic institutions in the United States and abroad.


Each tenure-track full-time faculty member is asked to provide to his or her Tenure-Track Committee, on an annual basis prior to application for tenure, a statement of her or his endeavors in teaching, academic administration, professional development and creative activity, and college and community service. This is due no later than Monday of the eighth week of the Fall Semester of each academic year. However, in the first year, this statement is due to your committee no later than Monday of the first week of the Spring Semester. For faculty appointed in the Spring Semester, the first Tenure-Track statement is due in the next Fall Semester (see annual calendar for exact dates in each year).. In addition to the statement, each tenure-track faculty member is asked to provide a plan for the coming year, which addresses, in the sequence in which they are valued by Columbia, (1) teaching and academic administration, (2) professional development and creative endeavors, and (3) college and community service.

The tenure-track faculty member's annual statement should consist of a narrative report of not more than 6 pages. As a tenure-track faculty member, you should focus on what the Tenure Document refers to as the Evaluation Criteria, and which includes a description and evaluation of your teaching, academic administration, your professional development and creative activities, your college and community service during the past year, and your plans for the coming academic year. It should be both a self-evaluation and an inclusive record of your achievements. You may attach a few examples of these achievements, but the report should be no more than (10) pages total.

These statements, with a few examples as supporting documents, are intended to help the faculty member build a creditable and strong basis for the eventual tenure application. In addition, the statements provide an opportunity for feedback from colleagues, the department chair, the school dean and the Provost regarding the progress towards tenure, and are used to help determination of continuance on a tenure track.

It is the responsibility of each faculty member to maintain records of their achievements. If you need copies of documents, ask for them immediately, since yours is the complete record. Furthermore, each faculty member is responsible for knowledge of the procedures and timelines presented in the Tenure Document. While the Provost and School Deans try to send appropriate reminders, it is up to each faculty member to be familiar with and in compliance with these procedures and calendar dates.

Every tenure-track faculty member is advised to keep records of teaching, accomplishments, service, and progress in developing as a full-time faculty member. Such items as course syllabi, new course proposals, revision of existing courses, development of majors and minors, publications, performance announcements and reviews, exhibit flyers and photographs of exhibits, committee appointment letters, student and peer evaluations, chair reviews, and other documents that indicate what you have done should be retained for your records. It would be a good idea to retain copies of any publications so that samples from them could be provided if requested.

In addition, you should continually update your Curriculum Vitae, adding any new appointments, productions and publications, shows, performances and exhibits, college and community service, additional education and degrees, and other appropriate achievements. This record-keeping assures that when you write your annual report on your activities you will have a complete account of your achievements, and you will find the process more easily accomplished.

Your Tenure Track Committee (as defined in the Tenure Document) will continue until you submit your Application for Tenure, on Monday of the second week of the Fall Semester of your eligibility year. At this point your Tenure Track Committee is automatically dissolved. (See, in this document, Section IV.D. and Guidelines Chapter VI on Committee Participation.) You should check your date of Tenure Application in your original appointment letter.


A. When To Apply

You must apply for tenure at the beginning of your sixth year of tenure-track service as a full-time faculty member. (You may apply at a different time only if this date has been authorized at the time of hire in writing by the Provost, or later according to Tenure Document Section VI.A.) The deadline for tenure application is the second Monday of the Fall semester of your sixth employment year. Spring hires are considered as full academic year hires, and therefore must apply at 5 1/2 years of employment. If you do not apply on time, you are considered to be in your last year of employment as a full-time faculty member at Columbia College, and you will not be eligible for tenure. If you are not granted tenure, you may not apply again.

Interruptions in tenure-track faculty service are subject to Illinois State Law and applicable rulings of the Human Resources Department. You should confirm with your School Dean any planned interruption of service and any effect it may have on your tenure eligibility date.

It is imperative that you meet the Tenure Application deadlines and plan ahead so that your colleagues have sufficient time to review the materials. You should consult with your Tenure-Track Committee prior to submission of your tenure application, since once it is submitted it cannot be revised or added to. You would be wise to consider discussing your application with your colleagues and Chair in the spring semester prior to your application deadline, and to develop and complete your application during the summer break.

You will have three opportunities to respond to evaluations of your Tenure Application: once after the departmental recommendation, again after the Dean's recommendation, and then following the All College Tenure Committee recommendation. Please note the limited time window for responses, as indicated in the calendar in the appendix. Such opportunities to respond do not allow additions to your file, but should be limited to direct response to the recommendation letters from the Department, the Dean, and the All College Tenure Committee.

B. When the Tenure Applicant is a Chairperson

You must follow the deadline for application as above in IV.A., and the senior member of the faculty in your department (who has held tenure for the longest period or is appointed by the provost, Tenure Document, Section XVI.B.5) for your "Reviewing Faculty" (Tenure Document, Section VII.A.2) in consultation with your School Dean.

C. When the Department Has No or Few Tenured Faculty Members

When the Department has no or few tenured faculty members, the Reviewing Committee should consist of one person from the Tenure Track Committee selected by the Department Chair, and three (or fewer if the department has some) tenured faculty members from outside the department selected by the Dean. The Chair may make recommendations to the Dean for the latter appointments.  Members of this selection committee must not be currently serving on All-College Tenure Committee.

If the Tenure Applicant in a department with few or no tenured members is the Chair, the Dean shall select the entire committee, including any tenured members of the department in its composition.

D. Guidelines for Tenure Application Files

Each tenure applicant must prepare a tenure application file. This Tenure Application file should contain the following items, in this order, with pages numbered sequentially throughout. A listing of contents should precede these items.

1.  A letter of application for tenure which formally requests a tenured appointment at Columbia College Chicago. This should be accompanied by:

2.   A narrative of your qualifications to become a tenured faculty member, of approximately 10 pages, including appendices to this statement.

The narrative must address your teaching, academic administration, creative endeavors and professional development, and college/community service. Be clear about what you have accomplished, and include significant achievements. Your letter and narrative will be read by members of your department, faculty outside your department, and college administrators, so remember to explain any technical or professional terms. You should consult the Tenure Document, the Faculty Handbook, and your Department Tenure Criteria in preparing these documents. The following subjects may be addressed:

3.  A statement of your plan for the next five years, approximately 3 pages, which describes your plans for teaching, professional development and creative endeavors, administrative responsibilities in the college, and college and community service. Be sure to include (a) how you will accomplish these goals, (b) what resources are needed for your plans and how you will find them, and (c) what outcomes you expect from these plans. Be sure to include works-in-progress.

4. Evidence to support your narrative, not more than twelve (12) items. You should include sufficient evidence to document and support what you have stated in your letter of application and narrative. For example, you might include the following:

Course syllabi and evidence of improvement in such syllabi, outstanding assignments and exams.

Brochures, programs, and other printed matter demonstrating your participation in performances, exhibits, meetings, conferences, screenings, etc.

Your own work, in a format which can be easily viewed or heard for committee members and administrators.

Reviews and articles about your works.

5. Your curriculum vitae (c.v.) must be included and up-to-date.  Your c.v. should include all of your achievements by year or date.

6.  Evaluations of your teaching from peers and from students, and your annual letters of recommendation for continuance in the tenure track, both from your committee (written by the Chair) and from the School Dean.

7.   Any other documents or evidence you wish to have considered as part of your tenure application.

You must submit the entire application, including your letter and all materials, to your Department Chairperson no later than Monday of the second week of the Fall Semester. Once your application is submitted you may add no further documents, except your responses to the Departmental, School Dean, and All-College Tenure Committee recommendations.

You must submit your application letter (only) to the Provost, with a copy to your School Dean on or before Monday of the second week of the Fall Semester.

E. Working With Your Tenure-Track Committee

Your Tenure-Track Committee members are your consultants in preparing your Tenure Application. Since you have met with them annually, they are best informed of your progress and plans. They are valuable advisors, since they offer a viewpoint both from within your department and from outside your department. Therefore, you should plan to meet with them in the spring preceding your Tenure Application deadline to discuss your application and its contents.

Once you have applied for Tenure, your Tenure-Track Committee is dissolved, and a new evaluating committee ("Reviewing Faculty") will be formed, including all tenured faculty members in your department. This Reviewing Faculty committee is chaired by a committee member, who may be the department chairperson, and is selected by a majority vote of the Committee. By Monday of the sixth week of the Fall Semester, the Reviewing Faculty must make its report, which is given to you. This report, which must note the number of any faculty disagreeing with its conclusions, is written by the Department Chair, in consultation with the Reviewing Committee. All Reviewing Faculty should sign this report, indicating they have read it, and any of them may attach additional comments. You are then given the opportunity for a response by Monday of the seventh week of the Fall Semester. On this date, the departmental recommendation with your complete file, and your response (if any) must be forwarded to your School Dean by your Chair.

F. What to Expect Once Your Tenure Application file is Submitted

You can expect to receive from your Department Chair a report of the departmental recommendation on your application by Monday of the sixth week of the Fall Semester.

You can expect to receive from your School Dean a recommendation by Monday of the ninth week of the Fall Semester.

You can expect to receive from the All College Tenure Committee its recommendation to the Provost by Monday of the thirteenth week of the Fall Semester.

You can expect to receive from the President of Columbia College a letter stating whether or not you have been granted tenure postmarked on or before February 15th of the academic year of your application.

Specific procedures for a review of the President's decision are contained in the Tenure Document, Section VII.A.7.

G. Where to Send Your Application and Responses: A Summary

Your full application for tenure (letter and all accompanying materials) should be submitted to your department chair (or if a department chair, to his/her Reviewing Faculty chair) no later than Monday of the second week of the Fall Semester of your sixth year of continuous employment as a full time tenure-track faculty member. A copy of your LETTER of application should be forwarded to the Provost and the School Dean, to arrive not later than Monday of the 2nd week of Fall Semester.

Your response to the department report on your application must be sent to your department chair no later than Monday of the seventh week of your year of application.

Your response to the School Dean recommendation must be sent to the School Dean no later than Monday of the tenth week of your year of application.

Your response to the All College Tenure Committee recommendation must be sent to the Chair of the All College Tenure Committee no later than Monday of the fourteenth week of your year of application.

H. Accumulation of Documents in Application File

Each report and all responses shall be added to the Application file at the office receiving them.


Preparing for Post Tenure Review includes collecting materials, writing your report and your plan for the coming five years, bringing your curriculum vitae up to date, submitting your materials, and responding to evaluative recommendations if you decide to do so. Post-Tenure Review is an evaluation of your work after receiving tenure (not a review of your tenure status), and departmental criteria for post-tenure review differ from those for tenure. Please read the following Guidelines carefully and thoroughly, review the Tenure Document, and your departmental criteria, and consult the current calendar for specific dates and deadlines.

A. Collecting Materials

You should be continuously collecting materials relevant to your upcoming post tenure review. This means placing a file or box in a convenient place, and putting into it materials related to all of the following:

An ongoing updated file of these materials will make the process of writing your Post Tenure Review narrative much easier, not to mention more complete. In fact, the hours you save by having this collection all in one place make the onus of collecting it definitely worthwhile.

Please note that Post Tenure Review is a look both backwards and forward: you will need to show the relationship between what you have done and what you plan to do.

Finally, remember that all this collected material IS NOT your Post Tenure Review Report. In fact it is only the data, which you will analyze and present in a narrative report and a five year plan, using selected (few) pieces of the collected evidence to illustrate your general statements.

B. Preparation of the Report for Post Tenure Review of Tenured Faculty

Post Tenure Review of Tenured Faculty members is a valuable opportunity to assess what has been achieved as a faculty member at Columbia College and to consider for the coming years what direction and goals will be pursued. Note that the Tenure Document stresses that Tenured Faculty are encouraged to become academic innovators, creative exemplars, and professional risk takers. In addition to the Tenure Document you should consult your departmental document on post-tenure expectations and evaluation areas.

Your report for Post Tenure Review as a tenured faculty member should be a narrative of no more than 4-6 pages including your plan, describing your achievements and reflections on teaching and academic administration, professional development and college and community service, and a plan for the next five years in each of these areas.

In addition, you should attach a few examples or evidence of your work, as appropriate to your field, so that the total is no more than 20 additional pages. Suggested priorities might be a syllabus, a summary of evaluations of teaching, a documenting of an event or performance or publication, and a listing of college and community service.

Each tenured faculty member participating in Post Tenure Review must submit a report which contains the following, in this order, with a table of contents and all pages numbered sequentially throughout.

1. A 4-6 page narrative statement describing accomplishments and achievements of the faculty member during the last five years, or since the last review. This narrative may include the following: a) discussion and description of pedagogy and teaching, including new or innovative courses,

minors and programs;

b) discussion and description of academic administrative responsibilities and accomplishments;

c) discussion and description of professional development, including production of and

participation in publications, presentations, exhibits, editorial work, performances, workshops, consultancies, and other work establishing one’s professional participation;

d) discussion and description of college and community service, including college and departmental committees, interdisciplinary collaborations, participation in public forums, etc.

This narrative should be a reflective and concise statement of the faculty member’s activities in these areas, taking into consideration evaluative criteria listed in the Faculty Handbook, in the Revised Tenure Document, and in your Departmental Post-Tenure Expectations..

2. A Five Year Plan that defines areas of pedagogical and professional growth, including specific reference to plans for teaching, academic administration, professional development, and college and community service, should be created. It is recognized that opportunities not now envisioned may arise, or that the best laid plans may go awry, and it is expected that faculty members will avail themselves of such opportunities and modify plans appropriately.

3. A current Curriculum Vitae.

4. A few examples of the faculty member’s work, illustrating the areas listed in (1) above, should accompany the narrative. It is not necessary to include all evidence of the above, but it is important to illustrate by example the work which has been accomplished. Illustrative materials could be include syllabi, course assignments, peer and student course evaluations, books and articles, slides, photographs, writings, pamphlets, programs, announcements, recordings, reviews, etc.

5. Please consult the Revised Tenure Document for the procedures for submission of your Report, revision of your report, and responses from you and your colleagues.

C. Narratives and Five Year Plans

Writing this Post Tenure Review Report is an opportunity to reflect upon your own place in the institution, the directions you've chosen, and your future directions as a tenured faculty member at Columbia College. It is NOT, emphatically, an application for renewal of your tenure.

Your Post Tenure Review should be a readable, accessible, colleague-friendly report in narrative form to celebrate your accomplishments, achievements, and professional development over the past five years. A list will not suffice. The goal is to describe for your colleagues and the administration how you have addressed your responsibilities in the areas of teaching, academic administration, professional development, and college and community service, and how you would like to proceed in the next five years. This narrative will be a reflection of your own evaluation of your work, in your own inimitable style. Therefore there is no single way to write the report. We expect that, as talented and creative faculty, each of us will produce a report that reflects our own expertise and energies. The Guidelines are, however, a list of what needs to be included in this report.

Remember that the Revised Tenure Document states that the College is "committed to encouraging its entire faculty, and particularly its faculty with Tenured appointments, to excel as teachers, academic innovators, creative exemplars, and professional risk takers." This means that your report should include projects that have succeeded and not succeeded, ideas that work and don't, and situations in which you have taken risks related to your field, whatever the outcomes. Recognition that risk-taking is expected, and that it may entail a variety of outcomes, is integral to this report.

Your Five Year plan is intended to offer you the opportunity to envision and prioritize what you want to accomplish in the areas of teaching, academic administration, professional development and college and community service in the coming years. It also calls for reflection upon the resources needed to achieve your plans and goals, which may include funding, materials, time, grants, and other support. You should name these needs and suggest, if you know now, where you might find them. If you are hoping or expecting the College or department to provide some support for your plans, this is the place to say so. Your plan should reflect not only your own directions, but also a recognition, as a member of a department, and as a tenured faculty member of Columbia College Chicago, of directions and needs within the College community.

Naturally, as faculty members we are also, in certain situations, "opportunists", and any plan will be subject to revision and change as you go through the next five years, depending on opportunities as yet unforeseen, and openings that occur unexpectedly. When your next Post Tenure Review comes, you will be asked to write a report, reflecting on what you have achieved, taking into account both your plans and any changes that occurred along the way.

D. Evaluation Process

Your first step is to write a draft report, share it with your chair, and have a discussion of this draft. If necessary, a meeting with you, your chair and your school dean may be arranged. Then you will revise the draft into your final Post Tenure Report, including the fruits of these discussions. See the Calendar for Faculty Evaluation for the appropriate dates.

Your Post Tenure Report will be distributed to all tenured members of your department by your department chair, and they will serve as your Reviewing Faculty. Their function is to review your Post Tenure Report, and they will meet with you for a discussion. The department chair will then write a department report reflecting the conclusions of the tenured faculty as to whether the activities described in your Post Tenure Report satisfy or do not satisfy the Post Tenure expectations. The chair will send a copy of this letter to all departmental tenured faculty members. Any faculty member receiving the report may send in response to the Chair a signed statement, which should be appended to the Post Tenure Report. A copy of the Chair's letter and any other faculty statements will be delivered to you, and you will have the opportunity to write a response, which will be included with all other Post Tenure Report materials sent to the School Dean and the Provost.

Prior to the Provost's review, the Department Chair in consultation with the Reviewing Faculty, the School Dean, or the faculty member (you) may request in writing that the All College Tenure Committee evaluate your Report. For a description of the possible review components, see the Revised Tenure Document VIII.D.1. Evaluation Process and 2. ACT Post-Tenure Report.

You should expect to receive, from the Provost, a written report containing the Provost's evaluation of your performance and accomplishments, and an explicit conclusion as to whether your performance satisfies or does not satisfy the College's expectations. If the conclusion is that your performance and accomplishments do not satisfy the College's expectations, you will subject to annual reviews. A tenured faculty member whose performance and accomplishments are determined by the Provost in any three consecutive years to fall below College expectations shall deemed to have exhibited "professional incompetence" and will be subject to sanctions which may include dismissal (See Revised Tenure Document IX .C.1.)


Every full-time faculty member is responsible for participating in the tenure process and serving at certain times on department and all-college committees to examine and evaluate reports by faculty members in a tenure track, applying for tenure, and engaged in post-tenure review. Service on these committees is the basis for collegial evaluation and affirmation of academic credentials.

As a tenured faculty member, the committees on which you may serve include

A. All-College Tenure Committee (ACT)

Committee Composition. All-College Tenure Committee (ACT) is composed of nine full-time tenured faculty members, of whom one is a Department Chair.

C Six faculty members are nominated by the Columbia College Faculty Organization and

elected by the faculty (three each year).

C Two faculty members are appointed by the Provost (one each year).

C The Department Chair is elected by the Chairpersons' Council.

All serve two-year terms, and any faculty member may be reelected twice (6 years total). A Chair and a Recorder are elected as the two officers of ACT by the committee each year.

Committee Member Responsibilities. Carrying out your responsibilities as an ACT member is crucial to the success of the tenure process. ACT makes recommendations to the Provost regarding tenure applications and, as required, post-tenure review reports. In addition, ACT comments on tenure policies, reviews and makes suggestions regarding Department Guidelines for tenure and post-tenure review. ACT serves as the responsible voice of the faculty in all issues concerning tenure and post-tenure review, and consults with the Columbia College Faculty Organization (represented by its officers) on matters of mutual concern.

When you serve as a member of ACT, you will be required to sign the ACT Confidentiality Agreement, which limits your discussion of any matters before the committee to meetings with the committee members. However, a committee member should report general policies and concerns of the ACT committee to his or her department meetings. You will be expected to read carefully all tenure applicant files and post-tenure review reports, and to attend all meetings prepared to comment on these reports. You will be expected to participate in writing recommendation letters on tenure applications and post-tenure review reports, and respectfully consider the opinions of your colleagues as you move towards decisions.

Service on the All-College Tenure Committee is a privilege and an honor, and is regarded as the duty of every tenured faculty member at some point during his or her Columbia years. To assure a collegial, fair, consistent, and procedurally-correct process, all members of ACT should ensure that they fulfill their responsibilities as they would want their colleagues to treat them.

B. Tenure Track Faculty Committee Participation

Annual evaluation of tenure track faculty is conducted within a department by a Tenure Track Committee. This Committee, in discussions and consultation with the tenure track faculty member, comes to an agreement regarding plans for the coming year, and submits the Committee’s recommendation to the School Dean regarding renewal of the appointment. It is expected that Committee Members will provide mentoring and support for their tenure track colleague, not only during the evaluation, but also throughout the academic year. It is these committee members, in addition to the Department Chair, to whom faculty members can turn to with questions about their work in the College. The purpose of this process is best served if all participants in the evaluation process are candid and constructive, and all meetings are conducted in an atmosphere of civility and mutual respect. Service on Tenure Track Faculty Committees is both an honor and a privilege.

Composition of Committee. A Tenure Track Faculty Committee consists of

Responsibilities of the Tenure Track Committee Members.

(1) You must be familiar with the Departmental Criteria for Tenure, the Revised Tenure Document, and the Faculty Handbook evaluation criteria.

(2) Each year the Committee conducts a review of the faculty member's annual written self-evaluation, his/her written plan for the coming academic year, and all other information concerning the faculty member's teaching, creative endeavors and scholarship, and college and community service. The goal of this review is a report that includes an evaluation of the faculty member's performance during the preceding year, and an agreement between the tenure track faculty member and his/her committee members about the plans for the coming year. This report shall be written by the Chair of the Department (or person designated as committee chair if the Tenure-Track faculty member is a Chair). It shall contain the conclusions and recommendations of the evaluation. Having reviewed the Chair's report, all members of the committee may append written supplements to the report. The Tenure Track Faculty member will be provided with a copy of this report and all supplements and may add his/her written comments, before it is sent to the School Dean and Provost.

Annual Schedule: The deadline for the report is the Eighth Week of the Fall Semester  in each academic year. The tenure-track faculty member is responsible for calling committee meeting(s). Prior to a meeting the tenure-track faculty member should provide to each committee member a copy of the Tenure Track Report, which includes written self-evaluation and plans as well as other documentation concerning their teaching, creative endeavors and scholarship, and college and community service.

For faculty members in the first year of their tenure track, the deadline for their first report is the First Week of the Spring Semester, and meetings must take place accordingly. For faculty members whose appointments begin in the Spring Semester, the following Fall Semester will be the occasion for their first committee meetings and report.

On or before the Second Week of the Fall Semester, when the Tenure-Track faculty member submits an application for tenure, this Committee is automatically dissolved.

C. Participation in the Departmental Recommendationfor a Tenure Candidate

A recommendation regarding a faculty member's tenure application is one of the most important responsibilities of a tenured faculty member. The review should be conducted conscientiously, with due respect for one's colleagues. Tenure candidate files are confidential materials and must be discussed only in meetings designated for this purpose. Discussions should be civil, collegial, and based on the application materials, with direct reference to the departmental tenure criteria.

Departmental Recommendation for Granting or Not Granting Tenure: The Departmental recommendation regarding a Tenure Candidate must be by a vote during a meeting of tenured faculty members of that department, and the Chair (unless the Chair is the candidate). This vote may be taken by an oral or written ballot Tenure Document Section VII.A.2(a) and (b)).

Responsibilities of the Reviewing Faculty. The tenured faculty, including the Chair (unless the chair is the candidate) reviews the candidate's application, and all other information available concerning the candidate's teaching, creative endeavors and scholarship, and college and community service. The review shall be based on the Departmental Criteria for Tenure, the Faculty Handbook, and the criteria in the Tenure Document.

Schedule: The departmental process begins in the Second Week of the Fall Semester after a faculty member has submitted his/her tenure application. Following the submission of the tenure application on Monday of the Second Week of the Fall Semester, all of the tenure candidate's materials will be reviewed by tenured faculty members and the Chair of the department.

No later than the Fourth Week of the Fall Semester, the tenured faculty members and the Chair of the department shall meet to discuss and vote on their recommendation regarding the faculty member's tenure application.

By Monday of the Fifth Week of the Fall Semester, the Chair of the department must write a report containing the recommendation of the Department as to whether or not the candidate should be granted a Tenured appointment. This report should be distributed to all tenured faculty members in the department, and signed by all members of the Reviewing Faculty. Any tenured faculty member in the department may append a written supplement or dissent to this report before Monday of the Sixth Week.

This report, and copies of all supplemental materials shall be given to the candidate for tenure no later Monday of the Sixth Week in the Fall Semester. The tenure applicant may present to the Chair a response to these materials no later than Monday of the Seventh Week of the Fall Semester. The Chair will submit the written recommendation, all supplementary materials, the candidate's response, and all tenure materials submitted by the candidate (the candidate's application) to the School Dean no later than Monday of the Seventh Week of the Fall Semester.

D. Post-Tenure Review Committees Within Your Department

The opportunity to evaluate Post Tenure Review Reports is an unusual chance to recognize your colleague's accomplishments and achievements, and their risk-taking plans for the next five years, and provide candid assistance to those who need it. Such participation in a collegial review helps us all appreciate the considerable talents and expertise of our distinguished faculty.

As a tenured faculty member, you will be required to evaluate Post Tenure Review Reports of faculty members in your department. Your role is to read your colleague's Post Tenure Review Report and Plan, and determine whether it satisfies or does not satisfy Post Tenure Expectations. You will meet with other tenured members of your department. When a meeting of the Reviewing Faculty is held, it will include discussion of the Report and Five Year Plan with the Tenured Faculty member being reviewed, a decision by the Committee (with the reviewee absent) as to the evaluation (Satisfies or Does Not Satisfy Post Tenure Expectations). The Chair writes a committee report reflecting the evaluations of tenured faculty of the department, and provides copies to all tenured faculty members.. All tenured faculty members must sign the report, acknowledging they have read it, and any tenured faculty member may also decide to write a separate report to be appended to the committee report. The report, and all appended responses are sent to reviewee, who may then comment. The entire application, with all responses, is sent to the School Dean and the Provost by the Chair.

As a tenured faculty member in your department, you can expect to receive Post Tenure Review Reports no later than Monday of the Third Week of the Spring Semester. Your evaluation, or participation in a tenured faculty member meeting, will take place during the Fourth Week. You will receive the Chair's report in the Fifth Week, and your response, if any, is due to the Chair no later than Monday of the Sixth Week of the Spring Semester.

E. Participation in a Committee Outside Your Department

You may be asked to serve on two kinds of committees regarding faculty evaluation outside your department: (1) a Tenure-Track committee, and (2) the All-College Tenure Committee.

A key role for you in these committees, as a tenured faculty member outside the department of the faculty member being evaluated, is to provide comment and discussion on the clarity of the documents to non-specialists. In an age of technical specialization, both terminology and functions are not always clearly understood by those outside the faculty member's field. Your function as an "outside member" includes assuring that all accomplishments are clearly explained to the non-specialist. Since our faculty appointments are College-wide appointments, it is important that we learn to communicate effectively across specializations in order to enhance and support the overall mission and goals of Columbia College.

F. As a Member of Your Department

As a tenured member of your department, you must review Tenure Applications and Post Tenure Review reports, and evaluate the materials in terms of criteria set by your department, in the Faculty Handbook, and in the Revised Tenure Document. In addition, you may be asked to serve on a tenure-track faculty member's committee.

In each case, it is critical that you fulfill your obligations to review the materials in a timely and thorough manner, to comment in ways which are collegial and productive for the process. You should communicate your comments for post tenure review in writing to the chair, or in committee meetings for tenure-track and tenure applicant faculty. These peer review responsibilities are crucial to the role of faculty members in promoting and assuring high standards of teaching, academic administration, creative endeavor and professional development, and college and community service.


The responsibilities of the Chairperson in regard to faculty tenure begin at the time of hiring a full-time tenure track faculty member. Any determination of a track to tenure of less than six years must be made at the time of hiring in writing, with written approval of the Provost, or by later agreement, according to Tenure Document Sect. IV.A..

The Chairperson should ensure that the new faculty member has received copies of the Faculty Handbook, the Tenure Document, the Departmental Tenure Criteria, and these Guidelines.

A. Tenure Track Faculty Members

As Chairperson, you are the key mentor for a tenure track faculty member. This includes evaluation of teaching and academic administrative duties, support and encouragement for creative endeavor and professional development, and assistance in selecting and performing appropriate college and community service. As a colleague, you will be balancing departmental needs and individual directions, and your administrative responsibility is to bring them into harmony.

The Chairperson is a member of the Tenure Track Faculty Member's committee, and may be selected as the chair of it. The committee membership, in addition to the Chair, is described in Section

VI.B. of this Guidelines document. Your formal obligation as Chairperson, according to the TenureDocument (Section V.A.), is to submit by the appropriate date, an annual report on each tenure track faculty member in your department.

You should advise your tenure track faculty members to write a self-evaluation of their work each year, and a plan for the coming year (see Section III of these Guidelines), to be sent to members of their Tenure Track Committee no later than the Eighth Week of the Fall Semester (or, for first year tenure track faculty, the First Week of the Spring Semester).

This should be followed by a meeting of the faculty member's Tenure Track Committee. This meeting will include a discussion of the written self-evaluation and plan for the coming year with the tenure track faculty member present. This faculty member will leave during the committee's deliberations, and return to hear their suggestions, if any. After this meeting and discussion, the tenure track faculty member may revise the report following committee suggestions. The Chairperson's annual report on the tenure track faculty member's progress, including a recommendation for continuance or non-continuance in the tenure track should be written and distributed to all committee members, as well as to the tenure track faculty member.

B. Tenure Application by a Faculty Member in Your Department

When a tenure-track faculty member in your department has completed five years as a tenure track faculty member (or another number of years as agreed at the time of hire or later), a tenure application must be submitted or the faculty member will be considered to be in their final (sixth) year of full-time faculty status at the college. Failure to submit a tenure application means that the faculty member will not be reappointed in their tenure track, and may not apply later for tenure. In effect, the faculty member has terminated his/her employment at Columbia College after the end of the academic year.

The first step is submission by the faculty candidate of a letter of application for tenure, accompanied by documents supporting this application (see Section IV of these guidelines). The letter including the full application is submitted to you as Chair no later than Monday of the Second Week of the Fall Semester of the application year. In addition, the tenure applicant must submit a copy of the application letter to the Provost and the School Dean no later than Monday of the Second Week of the Fall Semester.

Next, you and all tenured faculty members in your department will review the materials in the file, and such information as is available concerning the candidate's teaching and academic administration, creative endeavor and professional development, and college and community service. Then you and all tenured faculty members of your department must meet as a group to discuss the candidacy. Based on the outcome of this meeting and an oral or written vote of the tenured faculty, you, as chair, will write a report making a recommendation to the School Dean concerning this tenure candidate. The written report must be copied to all tenured department colleagues, for comment (if any), and all tenured faculty members must sign the report affirmed that they have read it. This report and any comments must be shared with the candidate no later than the Sixth Week of the Fall Semester, for his/her comments, if any.

No later than Monday of the Seventh Week of the Fall Semester, you as chair of the department must submit the candidate's application letter and file, the department's recommendation, and any and all comments from tenured departmental faculty members and the candidate to the School Dean and Provost.

C. Post Tenure Review of a Tenured Faculty Member in Your Department

The goal of Post Tenure Review of tenured faculty is a collegial review of achievements, accomplishments and difficulties of the past five years, and a plan for the next five years of tenured service. Your role as chair is to review and assess the plan with regard for overall directions in the department, the departmental guidelines for post-tenure expectations, the potential for support of faculty development proposals, and an appropriate balancing of teaching, academic administration, creative endeavor and professional development, and college and community service. In addition, should there be concerns about the tenured faculty member's work, your role is to make the faculty member aware of these concerns and suggest appropriate remedies. (As a faculty member, you will do a post-tenure review at the appropriate time after you complete your term as Chair.)

By Monday of the First Week of the Spring Semester of the Post Tenure Review year, you will receive from the tenured faculty member a draft report discussing their activities for the past five years, and a detailed plan for the coming five years. You should review it carefully, meet with the faculty member to discuss the draft report, and come to an agreement about any changes. If you cannot agree, you or the faculty member may request a meeting with the School Dean to facilitate an accord.

The revised Post Tenure Review Report must be completed by Monday of the Third Week of the Spring Semester, and be made available to all tenured faculty members of your department for their perusal in this week. You as Chair may ask for their evaluations of this report in writing, and hold a meeting on or before Monday of the Fifth Week of the Spring Semester, and determine whether the Post Tenure Review Report satisfies or does not satisfy the departmental post-tenure expectations.

This Chair's report on the committee's evaluation must be distributed to all of the tenured faculty members (Reviewing Faculty) no later than Monday of the Fourth Week of the Spring Semester. Your report which includes the vote count, and tenured faculty comments (if any), along with faculty signatures indicating that they have read the report, must be sent to the faculty member being reviewed no later than Monday of the Fifth Week. On Monday of the Sixth Week the faculty member being reviewed delivers written comments, if any, on the Post Tenure Report to the Department Chair. Within two business days following the receipt of the comments, the Department Chair shall deliver to the School Dean and the Provost simultaneously copies of the Faculty Member's Post tenure report, The Department Post tenure Report, and the written comments (if any).

D. Committee for Post Tenure Review (Reviewing Faculty)

All of the tenured faculty members of your department form the committee that will review the Post Tenure Report. In the Tenure Document this group of faculty members is called the Reviewing Faculty.

The Reviewing Faculty shall evaluate the faculty member's performance and accomplishments by reading the Post Tenure Report and submitting, in writing to the Department Chair, his or her comments. The Department Chair will prepare the written Department Post-Tenure Report in consultation with the Reviewing Faculty. The report must reach explicit conclusions, supported by the appropriate reasons and explanations as to whether, in each of the Evaluation Areas, the faculty member's performance and accomplishments satisfy or do not satisfy the Post Tenure Expectations. Any member of the Reviewing Faculty who disagrees with any of the conclusions shall be noted in the Department Post Tenure Report. In addition to this, any member of the Reviewing Faculty who disagrees with any aspect of the report may submit to the Chair a signed statement detailing the nature and extent of such disagreement. Finally, all of the members of the Reviewing Faculty will sign the report, where the signature only affirms that they have read the report.