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Faculty Senate Minutes #13 - April 23, 2013

                                                          FACULTY SENATE MINUTES #13 

April 23, 2013 

The thirteenth meeting of the Faculty Senate 2012-2013 was called to order by Chair Joy Hendrick on Tuesday, April 23, 2013 at 1:15 PM in Park Center, Hall of Fame Room. 

SENATORS AND MEMBERS PRESENT:  J. Hendrick, J. Walkuski, R. Grantham, C. Schubert, W. Miller, D. Miller, R. Kendrick, E. Lind, K. Polasek, O. White, L. Lin, R. Borden, H. Lindh, K. Pristash, T. Slack, M. Dodds, D. Berger, E. Owens, P. Schroeder, J. Reardon, E. Bitterbaum, M. Prus, G. Sharer, M. McGuire, A. Fitz-Gibbon, G. Douglas, K. Pristash, S. Anderson 

SENATORS AND MEMBERS ABSENT:  S. Sharma, B. Wodi, M. Gonzalez, V. Behr, T. Vigars, N. C. Paley, D. Ritchie, R. Williams, S. Wood, K. Pietro, W. Shaut, B. Hodges, B. Burk 

GUESTS PRESENT: F. Pierce, C. Van Der Karr, A. Thomas 

I.  APPROVAL OF THE MINUTES:   The minutes from April 9, 2013 were approved. 

II. SENATE ACTIONS: 

There was a vote to approve the nominations for vacancies on the Committee on Committees (Approved) 

The amendment, from A. Fitz-Gibbon, to the amendment to the EPC Retake Policy, from J. Walkuski, was discussed and voted on: A student will be afforded the opportunity may retake any course one time(Approved) 

The amendment, from R. Kendrick, to the amendment, from J. Walkuski, was discussed and voted on:  Departments may restrict registration access for subsequent retakes of the same course.  (Approved)   

The amendment to the amendment, from C. Schubert, was discussed and voted on: Insertion of a third line between ”…one time.” and “Departments….” The student may retake any course one time without superseding any student’s right to take the course one time.” (4 For; 13 Against; Not Approved) 

The EPC Retake Policy, as amended, was voted on. (10 For; 8 Against; Passed) 

The CTE Proposed Modifications to Chapter 260.02, Section III of the SUNY Cortland College Handbook was discussed and voted on.  (Approved) 

The revised Diversity Statement presented from the ad hoc Committee to Review the Diversity Statement was discussed and voted on.  (Approved) 

 III. CHAIR’S REPORT – J. Hendrick – The Chair encouraged senators to sign-up for one of the Standing Committees of the University (SUNY-wide) Faculty Senate. The direct link for committee descriptions is: http://www.suny.edu/facultySenate/committeecharges2011.cfm  and the nomination form is found at: http://fs9.formsite.com/zetadonut/form476649644/index.html

Committee chairs were reminded that committee annual reports are due by the end of the semester, so as soon as business for the year is complete, the annual report should be emailed to Barb Kissel. 

IV. VICE CHAIR’S REPORT  - J. Walkuski - no report. 

V. TREASURER’S REPORTR. Grantham – The Treasurer reported that there is $657.30 in the Faculty Senate Memorial Scholarship Account. 

VI. SECRETARY’S REPORTno report (absent) 

VII.  PRESIDENT’S REPORT:   Budget  

VIII.  STANDING COMMITTEE REPORTS: 

Student Affairs CommitteeE. Lind – The Student Affairs Committee announced that Nicole Garifo is the recipient of the AY 2012-2013 Faculty Senate Scholarship. 

Academic Faculty Affairs Committee – A. Fitz-Gibbon – The Proposed Handbook changes for Chapters 220 and 230 were introduced and will be an agenda item under Old Business at the next meeting on May 7, 2013. {See Appendix 1} 

Long-Range Planning Committee – G. Douglas – No report. {SEE New Business} 

Educational Policy Committee – M. McGuire – The Chair reported that the committee looked at the proposed changes for policies regarding foreign language credit. {SEE Old Business} 

Professional Affairs Committee  – K. Pristash – No report. 

IX. OTHER COMMITTEE REPORTS: 

Committee on Teaching EffectivenessJ. Walkuski – The Chair introduced a proposal which will be an agenda item under Old Business at the last Faculty Senate meeting of the Faculty Senate on May 7, 2013.  {SEE Appendix 3} 

Committee on Committees – J. Barry – J. Hendrick read the report for the Committee on Committees. The Chair, because of the secretary vacancy, cast a single ballot for the nominations in Item #1 and Item #2,   Item #3 was approved at the prior Faculty Senate meeting on April 9, 2013. Nominations were also taken from the floor for nominations.  Chair Hendrick encouraged individuals to nominate themselves for Faculty Senate Officers, Vice Chair, Secretary and Treasurer.

College Research Committee  – No report (absent) 

General Education Committee – B. Burk – No report (absent)  

Graduate Faculty Executive Committee – M. Dodds – The GFEC admitted a couple of new members and debated new amendments to the by-laws, including one that deals with low participation. None of the proposed amendments were voted on. The committee then evaluated and voted on student research grant submissions. One submission was concerned incomplete so it was denied; however, we later found out that it was not incomplete but a computer error. The committee is re-evaluating this submission via email this week and should have all grant awards announced later this week or early next. 

Review of Governance Committee – J. Walkuski reported that the committee will have a final report at the last Faculty Senate meeting on May 7, 2013. 

Ad Hoc Committee to Review the Diversity Statement{SEE New Business} 

X. AREA SENATOR’S REPORTS:  There were no Area Senator Reports. 

XI. SUNY SENATOR’S REPORT – D. Berger – The SUNY Senator reported that the next SUNY UFS meeting will be held on May 2-4 at Upstate Medical. Due to a conflict, T. Phillips, SUNY Alternate Senator, will attend on Friday and D. Berger will attend on Saturday. They will also be electing a new President for the Senate. 

XII. STUDENT SENATORS’ REPORT – J. Reardon – The SGA gave the following report: 

Our Children’s Festival was this past Saturday and it went very well. We had a great turn out and lots of student volunteers. 

We have also official dedicated the Festival to Mary Sherlach ’78 last Thursday at the leadership banquet. Also, five members of Executive Board members were recognized for Outstanding Leadership, two of which were recognized with Excellence in Leadership, and the one and only Khalia Brown was recognized by the President’s Cabinet as the Outstanding Senior. 

This Thursday we will be swearing in the newly elected officers for the 2013-2014 Academic Year. 

This Saturday is SAB’s Spring Fling Carnival and Picnic. Once again, a free BBQ will be available to the public thanks to ASC and a street carnival will occur on Neubig road. 

We only have two more student senate meetings left in which we have to approve the new constitution, the club budget allocations, and the financial handbook. 

We have a busy next week but we are as excited, if not more than you all are, for summer. 

XIII. OLD BUSINESS: - The EPC Retake Policy discussed was continued from the postponement on April 9. The amendment, from A. Fitz-gibbon, to the amendment to the EPC Retake Policy, from J. Walkuski, was discussed and voted on, and approved: A student will be afforded the opportunity may retake any course one time.  The amendment to the amendment, from R. Kendrick, was discussed and voted on and approved:  Departments may restrict registration access for subsequent retakes of the same course.  The amendment to the amendment, from C. Schubert, was discussed and voted on and not approved:  Insertion of a third line between ”…one time” and “Departments….”The student may retake any course one time without superseding any student’s right to take the course one time.”  The EPC Retake Policy, as amended, passed. {See Appendix 4 for the final approved version

The CTE Proposed Modifications to Chapter 260.02, Section III of the SUNY Cortland College Handbook was discussed and voted on.  {See Appendix 1 from 4/9/13 Minutes #12}   (Approved) 

The Ad Hoc Committee to Review the Diversity Statement was discussed and voted on. {See Appendix 5 from 4/9/13 Minutes #12(Approved) 

XIV. NEW BUSINESS:  - The Proposed Duties of the LRPC {See Appendix 4 from 4/9/13 Minutes #12} and the  SUNY Cortland Advisement Philosophy and Guidelines – Edits to the College handbook {See Appendix 6  from 4/9/13 Minutes #12}, were introduced, and will be an agenda item under old Business at the next Faculty Senate meeting on May 7. 

 XV.  ANNOUNCEMENTS 

There were no announcements. 

Respectfully Submitted, 

Barbara Kissel 

Recording Secretary

The following reports are appended to the minutes in the order that they are distributed: 

(1)  Academic Faculty Affairs Cover Letter and Proposed Handbook Changes Chapters 220 and 230 

(2)  Committee on Teaching Effectiveness Proposal Number 2, submitted by J. Walkuski, Chair 

(3)  Committee on Committees report, submitted by J. Barry, Chair 

(4)  Final approved version of Retake Policy 

                                                                 APPENDIX 1 

Academic Faculty Affairs Cover Letter and Proposed 

Handbook Changes Chapters 220 and 230 

                                                                      submitted by A. Fitz-gibbon, Chair 

Academic Faculty Affairs Committee

To:

Faculty Senate

From:

Dr. Andrew Fitz-Gibbon, Chair Academic Faculty Affairs Committee (AFAC)

Date:

4/6/2013

Re:

College Handbook Revisions Sections 220.06 and 230.

 

 

 

 

 

 College Handbook 150.A. 3.b Duties Academic Faculty Affairs Committee

 “2. To conduct a review of Section 220.06 and Chapter 230 of the College handbook at least once every three years, and upon completing such review to recommend needed changes to the Faculty Senate (or to certify that no changes are currently recommended to the Faculty Senate).” 

Attached are four documents:  

Section 230 with changes 

Section 230 clean 

Section 220.06 with changes 

Section 220.06 clean 

With 220.06, the AFAC looked carefully for inconsistencies with best practice, unnecessary repetitions, and unclear statements. 

The changes to Chapter 230 are mostly those requested by President’s Leadership Coalition for Student Engagement. 

CHAPTER 230: Criteria for Promotion of Academic Faculty 

230.01 College Guidelines for Promotion 

230.02 Educational Qualifications for Promotion 

230.03 Promotion Criteria 

230.04 Application of Promotion Criteria 

230.05 External Review Promotion Process 

230.01 COLLEGE GUIDELINES FOR PROMOTION 

Promotion to any rank above that of instructor serves as a form of recognition of individual merit and thereby strengthens individual departments, the College and the University. With respect to individual merit, promotion should be regarded both as recognition that an individual has achieved and maintained a level and quality of professional excellence appropriate to the rank sought and as a judgment that the individual is capable of maintaining and improving that level of work in the future. Recommendations for promotion should, therefore, provide specific reasons why a colleague should be promoted rather than merely ask if reasons exist why s/he should not be promoted. In light of these considerations, not all faculty members should expect to receive promotion to senior ranks during the course of their career at the College. 

230.02 EDUCATIONAL QUALIFICATIONS FOR PROMOTION 

As used in this document, the term “doctoral degree” shall refer to the conventionally defined Ph.D., Ed.D., D.P.E., or similar degree, including foreign degrees ruled equivalent by the appropriate SUNY agency. In addition, the term “doctoral degree” shall be understood in this document to include those degrees or other educational qualifications defined by the Academic Faculty Affairs Committee as equivalent to the doctorate for the purpose of rank-to-rank promotion. 

A faculty member must possess the doctoral degree or its equivalent as defined in paragraph 1 (of this section) in order to be eligible for promotion beyond the rank of instructor, except as provided in paragraph 3 or paragraph 4. 

A faculty member lacking the doctoral degree may offer an equivalent body of independent scholarship or creative work in order to demonstrate a mastery of subject matter sufficient to be considered for promotion. Such a body of scholarship would ordinarily include a published monographic work or a series of articles or papers in scholarly journals. A faculty member in the performing or fine arts, or in a comparable discipline, may offer a body of creative work that has received independent College Guidelines for Faculty professional recognition. In all cases, the burden of proof that the body of work is truly equivalent rests with the faculty member and with the recommending department. 

The educational qualifications set forth in paragraphs 3, 4 and 5 of section 230.03 may be waived only for those faculty members who satisfy the requirements set forth in section 230.03, paragraph 8. 

230.03 PROMOTION CRITERIA 

As used in this document, the term criteria shall mean the standards established for evaluating candidates for promotion. 

Any instructor, assistant professor, or associate professor who meets the educational qualifications set forth above and who satisfies the criteria for the next higher rank shall be eligible for promotion. 

Criteria for rank of assistant professor shall include:
a. A demonstrated ability (i) to organize and carry out courses of instruction in a manner that is intellectually sound and effective in terms of student learning, and (ii) to assume a broad range of professional responsibilities for the educational development of students;
b. A demonstrated ability to undertake a potentially productive program of intellectual inquiry, research, or creative work (The completion of the doctorate will normally satisfy this criterion.);
c. A demonstrated willingness to accept and discharge service responsibilities within the department or the College or to the community. 

Criteria for the rank of associate professor shall include:
a. A demonstrated and continuing ability (i) to develop areas of instruction in a manner that is intellectually sound and effective in terms of students learning, and (ii) to discharge in an effective manner a broad range of professional responsibilities for the development of students;
b. A demonstrated ability to undertake and successfully carry out a productive program of intellectual inquiry, research, or creative work and to do so with a degree of intellectual or creative excellence;
c. A demonstrated and continuing service to the department and the College, the University, or the community in a manner that makes a significant contribution to the overall excellence of the institution and to the community of which it is a part. 

Criteria for the rank of professor shall include:
a. A demonstrated and continuing ability (i) to develop areas of instruction in a manner that is intellectually excellent and significantly effective in terms of student learning, and (ii) to make a substantial contribution to the educational development of students;
b. A demonstrated and continuing ability to undertake and successfully carry out a serious and productive program of intellectual inquiry, research, or creative work and to do so in a way that makes a contribution to the intellectual, scholarly, or artistic community;
c. A demonstrated and continuing service to the department and the College, the University, or the community in a manner that makes a significant contribution to the overall excellence of the institution and to the community of which it is a part. 

The criteria contained in paragraphs 3-5 should not be interpreted to exclude any meritorious service not mentioned that contributes to the achievement or excellence in the areas of scholarly activity, teaching, and university service. 

For disciplines to whose activities the above criteria cannot be reasonably adapted, equivalent criteria shall be determined by the discipline or department in question and approved by a properly designated faculty body. In all cases, the burden of proof that the criteria are equivalent shall rest with the discipline or department in question. 

A person who does not meet the criteria described above may be eligible for promotion if exceptional circumstances are judged to warrant advancement. Such circumstances could include an exceptional record of achievement in the areas of teaching and service, combined with evidence of a satisfactory record of scholarly activity. The burden of proof that such achievements are of truly exceptional quality rests with the faculty member and with the recommending department. 

230.04 APPLICATION OF PROMOTION CRITERIA 

In this document the term recommendation shall refer to a written statement conveying (a) the recommender's decision or recommended decision concerning a personnel matter; (b) the specific reasons for the recommended decision or decisions; (c) the evidence and other pertinent data supporting the decision or recommended decision. Recommendations shall provide specific reasons and supporting evidence justifying why a colleague should be promoted. For purposes of this section "recommender" shall be defined as that person or committee obliged by the College policies and procedures to provide a personnel decision or recommendations. 

Evidence of accomplishments in scholarship, teaching, and service, since the time of initial appointment or since the last promotion, whichever is more recent, shall be given primary consideration in all recommendations. 

Recommenders shall take into consideration all supporting evidence presented by the candidate or bythe recommending department. Examples of the types of evidence ordinarily considered appropriate in each area are listed below.  (Note: activities that are consistent with the college’s mission and strategic plan are legitimate activities within the scope of professional obligations. They should be evaluated and entered under whichever categories on the personnel action form are appropriate for the specific activities); These lists should not be taken to exclude any evidence of meritorious accomplishment not specifically mentioned. While some types of evidence may be more important than others, it is the function of the recommender to judge the weight and quality of each item of evidence.

a. Teaching 

student evaluations of courses and field work

student recommendations

colleague observations

recognition by colleagues

independent student scholarship

curriculum development

off-campus recognition

academic advisement and counseling

contribution to institutional change

interdisciplinary instruction

honors and awards for teaching

course development

work with student organizations

developing instructional materials

postgraduate student performance

course outlines

internationalization and globalization

outdoor and environmental education

development of service-learning courses, and in the integration of teaching with service

integration of undergraduate research, including community based research

participation in learning communities

multiculturalism, diversity and inclusion

civic education

sustainability

 b. Scholarly, Intellectual and Creative Achievements 

publication in scholarly and intellectual journals

presentations of papers and research reports

completion of unpublished work

work in progress including exploratory research

artistic achievements as demonstrated by recitals, shows, performances and exhibitions

editorial service for scholarly journals

editorial service for scholarly journals

reviews of manuscripts and books in the discipline

grant awards and fellowships

reputation among colleagues as demonstrated by letters, citations, reviews and other honors

participation in proceedings or learned societies

consultative work or institutional research enhancing one's scholarship

speeches, workshops, presentations, books, monographs

service to professional and learned societies

scholarly work that involves developing students as scholars

research and publications on pedagogy

research and publications pertaining to curricular development

community based research

scholarship that integrates teaching and/or service

 c. Service to the Department, College, University and Community 

administrative work

faculty governance

service to off-campus populations

contribution to institutional change

institutional research

work with the community, including community based research

external reviews

integration of service with scholarship and/or teaching

 4. Using the criteria set forth above, all recommendations shall be based upon qualitative as well as quantitative considerations in the areas of scholarly activity, teaching, and university service. Primary but not exclusive weight shall be given to the areas of scholarly activity and teaching, except as provided in paragraph 230.03 (8). In evaluating a candidate's work to determine whether a favorable recommendation is warranted, all recommenders shall consider and all recommendations shall explicitly address the following questions and provide supporting evidence with respect to scholarly activity, teaching, and university service, unless promotion is sought under the exception established in paragraph 230.03 (8): 

Has the candidate's past work achieved a level and quality of excellence appropriate to the rank sought? 

Does the candidate demonstrate promise of continuing growth and continuing excellence in the future? 

(Approved by President Jones, Feb. 6, 1978) 

230.05 EXTERNAL REVIEW PROMOTION PROCESS 

1. Definitions and Statement of General Philosophy 

As used herein, External Review will refer to the solicitation of an evaluation of the scholarly, intellectual and creative achievement as outlined in Section 230.04 by qualified professionals from outside SUNY Cortland. Unless otherwise indicated, the term professor or librarian will refer to the rank beyond associate professor or associate librarian, that is, the rank of full professor or full librarian. 

The External Review Promotion Process applies only to those individuals who have begun their tenure-track academic appointment at SUNY Cortland after Aug. 15, 2009 and are applying for promotion from associate professor or associate librarian to professor or librarian. This external review process will be evaluated by the Faculty Senate within six years of its first application. 

Individuals in the review process are expected to bear in mind the broad mission of SUNY Cortland, the definition of professional obligation contained in the Policies of the Board of Trustees, the diversity of disciplines and of departmental practices, and the weight significance of past practices when including external review in their processes. Recommending bodies (i.e., departmental personnel committees, school personnel committees) and individuals (i.e., chairs of departments, the director of libraries, deans, provost and president) shall take care that undue weight is not given to letters from external reviewers. They shall not be regarded as determinative, but as providing additional data for the candidate's promotion application. The goal of the External Review Promotion Process is to provide another perspective on the candidate's promotion application for the benefit of the candidate, personnel review committees, and recommending individuals at the College. 

2. External Review Promotion Process Requirements 

Each department is required to develop its own external review policies to include in their personnel policies. The department policies will conform to these parameters: 

The external review policies are required only for individuals applying for promotion from associate professor or associate librarian to professor or librarian. 

The candidate will have the responsibility for selecting the reviewers and soliciting and receiving the external letter(s) of review, ability to review those letter(s), and responsibility for including them with the promotion application. 

To provide context for their review, external evaluators shall be provided with a copy of Chapter 230: Criteria for Promotion of Academic Faculty (inclusive of sections 230.01-230.05). 

No more than three letters shall be required under the provisions of this External Review policy. Departments may stipulate as few as one letter be required in their promotion policies. 

CHAPTER 230: Criteria for Promotion of Academic Faculty 

230.01 College Guidelines for Promotion 

230.02 Educational Qualifications for Promotion 

230.03 Promotion Criteria 

230.04 Application of Promotion Criteria 

230.05 External Review Promotion Process 

 230.01 COLLEGE GUIDELINES FOR PROMOTION 

Promotion to any rank above that of instructor serves as a form of recognition of individual merit and thereby strengthens individual departments, the College and the University. With respect to individual merit, promotion should be regarded both as recognition that an individual has achieved and maintained a level and quality of professional excellence appropriate to the rank sought and as a judgment that the individual is capable of maintaining and improving that level of work in the future. Recommendations for promotion should, therefore, provide specific reasons why a colleague should be promoted rather than merely ask if reasons exist why s/he should not be promoted. In light of these considerations, not all faculty members should expect to receive promotion to senior ranks during the course of their career at the College. 

230.02 EDUCATIONAL QUALIFICATIONS FOR PROMOTION 

As used in this document, the term “doctoral degree” shall refer to the conventionally defined Ph.D., Ed.D., D.P.E., or similar degree, including foreign degrees ruled equivalent by the appropriate SUNY agency. In addition, the term “doctoral degree” shall be understood in this document to include those degrees or other educational qualifications defined by the Academic Faculty Affairs Committee as equivalent to the doctorate for the purpose of rank-to-rank promotion. 

A faculty member must possess the doctoral degree or its equivalent as defined in paragraph 1 (of this section) in order to be eligible for promotion beyond the rank of instructor, except as provided in paragraph 3 or paragraph 4. 

A faculty member lacking the doctoral degree may offer an equivalent body of independent scholarship or creative work in order to demonstrate a mastery of subject matter sufficient to be considered for promotion. Such a body of scholarship would ordinarily include a published monographic work or a series of articles or papers in scholarly journals. A faculty member in the performing or fine arts, or in a comparable discipline, may offer a body of creative work that has received independent College Guidelines for Faculty professional recognition. In all cases, the burden of proof that the body of work is truly equivalent rests with the faculty member and with the recommending department. 

The educational qualifications set forth in paragraphs 3, 4 and 5 of section 230.03 may be waived only for those faculty members who satisfy the requirements set forth in section 230.03, paragraph 8. 

230.03 PROMOTION CRITERIA 

As used in this document, the term criteria shall mean the standards established for evaluating candidates for promotion. 

Any instructor, assistant professor, or associate professor who meets the educational qualifications set forth above and who satisfies the criteria for the next higher rank shall be eligible for promotion. 

Criteria for rank of assistant professor shall include:
a. A demonstrated ability (i) to organize and carry out courses of instruction in a manner that is intellectually sound and effective in terms of student learning, and (ii) to assume a broad range of professional responsibilities for the educational development of students;
b. A demonstrated ability to undertake a potentially productive program of intellectual inquiry, research, or creative work (The completion of the doctorate will normally satisfy this criterion.);
c. A demonstrated willingness to accept and discharge service responsibilities within the department or the College or to the community. 

Criteria for the rank of associate professor shall include:
a. A demonstrated and continuing ability (i) to develop areas of instruction in a manner that is intellectually sound and effective in terms of students learning, and (ii) to discharge in an effective manner a broad range of professional responsibilities for the development of students;
b. A demonstrated ability to undertake and successfully carry out a productive program of intellectual inquiry, research, or creative work and to do so with a degree of intellectual or creative excellence;
c. A demonstrated and continuing service to the department and the College, the University, or the community in a manner that makes a significant contribution to the overall excellence of the institution and to the community of which it is a part. 

Criteria for the rank of professor shall include:
a. A demonstrated and continuing ability (i) to develop areas of instruction in a manner that is intellectually excellent and significantly effective in terms of student learning, and (ii) to make a substantial contribution to the educational development of students;
b. A demonstrated and continuing ability to undertake and successfully carry out a serious and productive program of intellectual inquiry, research, or creative work and to do so in a way that makes a contribution to the intellectual, scholarly, or artistic community;
c. A demonstrated and continuing service to the department and the College, the University, or the community in a manner that makes a significant contribution to the overall excellence of the institution and to the community of which it is a part. 

The criteria contained in paragraphs 3-5 should not be interpreted to exclude any meritorious service not mentioned that contributes to the achievement or excellence in the areas of scholarly activity, teaching, and university service. 

For disciplines to whose activities the above criteria cannot be reasonably adapted, equivalent criteria shall be determined by the discipline or department in question and approved by a properly designated faculty body. In all cases, the burden of proof that the criteria are equivalent shall rest with the discipline or department in question. 

A person who does not meet the criteria described above may be eligible for promotion if exceptional circumstances are judged to warrant advancement. Such circumstances could include an exceptional record of achievement in the areas of teaching and service, combined with evidence of a satisfactory record of scholarly activity. The burden of proof that such achievements are of truly exceptional quality rests with the faculty member and with the recommending department. 

230.04 APPLICATION OF PROMOTION CRITERIA 

In this document the term recommendation shall refer to a written statement conveying (a) the recommender's decision or recommended decision concerning a personnel matter; (b) the specific reasons for the recommended decision or decisions; (c) the evidence and other pertinent data supporting the decision or recommended decision. Recommendations shall provide specific reasons and supporting evidence justifying why a colleague should be promoted. For purposes of this section "recommender" shall be defined as that person or committee obliged by the College policies and procedures to provide a personnel decision or recommendations. 

Evidence of accomplishments in scholarship, teaching, and service, since the time of initial appointment or since the last promotion, whichever is more recent, shall be given primary consideration in all recommendations. 

Recommenders shall take into consideration all supporting evidence presented by the candidate or bythe recommending department. Examples of the types of evidence ordinarily considered appropriate in each area are listed below.  (Note: activities that are consistent with the college’s mission and strategic plan are legitimate activities within the scope of professional obligations. They should be evaluated and entered under whichever categories on the personnel action form are appropriate for the specific activities);
These lists should not be taken to exclude any evidence of meritorious accomplishment not specifically mentioned. While some types of evidence may be more important than others, it is the function of the recommender to judge the weight and quality of each item of evidence. 

a. Teaching 

student evaluations of courses and field work

student recommendations

colleague observations

recognition by colleagues

independent student scholarship

curriculum development

off-campus recognition

academic advisement and counseling

contribution to institutional change

interdisciplinary instruction

honors and awards for teaching

course development

work with student organizations

developing instructional materials

postgraduate student performance

course outlines

internationalization and globalization

outdoor and environmental education

development of service-learning courses, and in the integration of teaching with service

integration of undergraduate research, including community based research

participation in learning communities

multiculturalism, diversity and inclusion

civic education

sustainability

 b. Scholarly, Intellectual and Creative Achievements 

publication in scholarly and intellectual journals

presentations of papers and research reports

completion of unpublished work

work in progress including exploratory research

artistic achievements as demonstrated by recitals, shows, performances and exhibitions

editorial service for scholarly journals

editorial service for scholarly journals

reviews of manuscripts and books in the discipline

grant awards and fellowships

reputation among colleagues as demonstrated by letters, citations, reviews and other honors

participation in proceedings or learned societies

consultative work or institutional research enhancing one's scholarship

speeches, workshops, presentations, books, monographs

service to professional and learned societies

scholarly work that involves developing students as scholars

research and publications on pedagogy

research and publications pertaining to curricular development

community based research

scholarship that integrates teaching and/or service

 c. Service to the Department, College, University and Community 

administrative work

faculty governance

service to off-campus populations

contribution to institutional change

institutional research

work with the community, including community based research

external reviews

integration of service with scholarship and/or teaching

 4. Using the criteria set forth above, all recommendations shall be based upon qualitative as well as quantitative considerations in the areas of scholarly activity, teaching, and university service. Primary but not exclusive weight shall be given to the areas of scholarly activity and teaching, except as provided in paragraph 230.03 (8). In evaluating a candidate's work to determine whether a favorable recommendation is warranted, all recommenders shall consider and all recommendations shall explicitly address the following questions and provide supporting evidence with respect to scholarly activity, teaching, and university service, unless promotion is sought under the exception established in paragraph 230.03 (8): 

Has the candidate's past work achieved a level and quality of excellence appropriate to the rank sought? 

Does the candidate demonstrate promise of continuing growth and continuing excellence in the future? 

(Approved by President Jones, Feb. 6, 1978) 

230.05 EXTERNAL REVIEW PROMOTION PROCESS 

1. Definitions and Statement of General Philosophy 

As used herein, External Review will refer to the solicitation of an evaluation of the scholarly, intellectual and creative achievement as outlined in Section 230.04 by qualified professionals from outside SUNY Cortland. Unless otherwise indicated, the term professor or librarian will refer to the rank beyond associate professor or associate librarian, that is, the rank of full professor or full librarian. 

The External Review Promotion Process applies only to those individuals who have begun their tenure-track academic appointment at SUNY Cortland after Aug. 15, 2009 and are applying for promotion from associate professor or associate librarian to professor or librarian. This external review process will be evaluated by the Faculty Senate within six years of its first application. 

Individuals in the review process are expected to bear in mind the broad mission of SUNY Cortland, the definition of professional obligation contained in the Policies of the Board of Trustees, the diversity of disciplines and of departmental practices, and the weight significance of past practices when including external review in their processes. Recommending bodies (i.e., departmental personnel committees, school personnel committees) and individuals (i.e., chairs of departments, the director of libraries, deans, provost and president) shall take care that undue weight is not given to letters from external reviewers. They shall not be regarded as determinative, but as providing additional data for the candidate's promotion application. The goal of the External Review Promotion Process is to provide another perspective on the candidate's promotion application for the benefit of the candidate, personnel review committees, and recommending individuals at the College. 

2. External Review Promotion Process Requirements 

Each department is required to develop its own external review policies to include in their personnel policies. The department policies will conform to these parameters: 

The external review policies are required only for individuals applying for promotion from associate professor or associate librarian to professor or librarian. 

The candidate will have the responsibility for selecting the reviewers and soliciting and receiving the external letter(s) of review, ability to review those letter(s), and responsibility for including them with the promotion application. 

To provide context for their review, external evaluators shall be provided with a copy of Chapter 230: Criteria for Promotion of Academic Faculty (inclusive of sections 230.01-230.05). 

No more than three letters shall be required under the provisions of this External Review policy. Departments may stipulate as few as one letter be required in their promotion policies. 

220.05 APPOINTMENT OF FACULTY 

  1. Following consultation with the appropriate dean and vice president, the department chair should communicate to the candidate the conditions of employment as they will be recommended through channels to the president. These include:
    A. salary
    B. term (semester, 10-months, 12-months, years)
    C. title or rank
    D. in tenure-track or temporary
    E. if full or part time
    F. general responsibilities
    Any communication must make clear that only the president can offer an appointment and that after the recommendation has been considered by reviewing authorities such as the dean, provost, business officer, and affirmative action officer, a formal offer will be sent from the President's Office. A formal letter will be sent by the President’s Office. The appointment is not official until after the offer has been signed and returned to the President's Office.
  2. Do not release publicity regarding any prospective appointment until the candidate has been officially offered appointment by the president of the College and the candidate has accepted the offer. The Institutional Advancement Office normally handles publicity for College appointments.
  3. Generally, the doctorate (or terminal degree) is required for appointment except at the level of instructor or lecturer, where the master's degree is required. (February 1972) 

220.06 COLLEGE POLICIES AND PROCEDURES OF THE ACADEMIC FACULTY FOR RENEWAL OF TERM APPOINTMENT, GRANTING OF CONTINUING APPOINTMENT AND PROMOTION 

A. Preface 

The policies and procedures established herein seek to provide maximum departmental autonomy in the development of policies and criteria on personnel matters, while guaranteeing both that the standards established by the board of trustees are upheld and that candidates are treated fairly. 

These policies and procedures are in accordance with the current Policies of the Board of Trustees, the current Agreement between the State of New York and UUP, and the current Compilation of Codes, Rules and Regulations, State of New York. 

In accordance with the tradition of fair dealing and fair play, these policies and procedures guarantee the essential right of due process. The term, "right of due process," is used here to mean a system of clear, orderly, procedures in which the full disclosure of basic decisions and the specific reasons for those decisions are made at every stage of the process. 

Decisions made by the Human Resources Office under the policies and procedures detailed herein are intended to serve the best interest of the University by providing the president with the maximum amount of information with which to make his/her decisions while at the same time protecting the basic rights of the individual faculty member by assuring her/him a fair hearing on those matters relating to her/his professional life. 

It is essential that the faculty provide specific reasons why a colleague should be reappointed, given continuing appointment, or promoted rather than merely ask if reasons exist why s/he should not be reappointed, given continuing appointment, or promoted. 

The success of any system of evaluation depends upon the willingness of both faculty and administrators to be candid, objective, and fair in the performance of their responsibilities. Only if this occurs can the best interest of the University be served. 

B. General Guidelines for Academic Due Process 

1. General Principles 

  1. Recommendations on personnel matters, including continuing appointment, renewal of term appointment, and promotion shall be based on:
    i. the overall record of the candidate's training, teaching, and other relevant experiences and achievement in his or her academic field and related areas. (Note: activities that are consistent with the college’s mission and strategic plan are legitimate activities within the scope of professional obligations. They should be evaluated and entered under whichever categories on the personnel action form are appropriate for the specific activities).
    ii. service to the College, the community, and to the profession while at Cortland;
    iii. and in the case of promotion, on criteria for rank-to-rank promotion approved by the Faculty Senate. The existing criteria for promotion shall be in effect until the Senate approves new criteria.
    iv. Evidence of the candidate’s record will be submitted as part of a portfolio, and will be used at all levels of review. This portfolio is distinct from the official personnel file maintained in the Provost’s Office, as well as the copies of the personnel file maintained in the dean’s and departmental offices. The contents of the official files may include confidential materials (such as a recommendations from previous reviews) not necessarily contained in the portfolio, and they will be used for review only at the levels of the dean, provost and president.
  2. A personnel committee operates under a rule of secrecy and committee members, except for the chair, shall not discuss outside of a committee meeting a candidate or his/her case with anyone not serving on the committee, until the committee has voted on the candidate. During committee deliberations the committee chair may discuss outside of a committee meeting a candidate's case with persons not on the committee, but, when the chair does so, s/he does so at the specific direction of the committee and in accordance with these policies and procedures.
  3. Once a committee has voted on a candidate, committee members may testify about a candidate and his/her case before a personnel review committee, and they may discuss a candidate or his/her case with a department chair, an administrator, or a grievance official. However, they shall not discuss a candidate or his/her case with anyone not involved in the personnel process.
  4. Department chairs and members of all personnel committees shall function as independent evaluators. They shall make their decisions in accordance with the highest professional and academic principles, free from departmental, personal, or administrative pressures.
  5. A candidate for reappointment, continuing appointment, or promotion shall have free access to departmental and school files at all times. Copies of materials placed in his/her official file shall also be included in his/her department (to be maintained by the department) and school files (to be maintained by the dean’s office). Each academic faculty member shall be responsible for seeing to it that materials placed in his/her official file are also included in his/her department file and in his/her school file. The official file shall be maintained in accordance with Art. 31 of the Agreement between UUP and the State of New York.
  6. Department chairs and members of personnel committees shall make no use of private, secret files in the personnel process.
  7. A recommendation against continuing appointment, renewal of term appointment, or promotion shall be based mainly on grounds that bear on the candidate's service to the College during his or her time at Cortland. 

2. Definitions 

  1. In this document the term policies shall mean the rules governing the principles and structures of the decision-making process; procedures shall mean the process by which action is taken; and criteria shall mean the standards established for evaluating cases of renewal of term appointment, continuing appointment, or promotion.
  2. In this document the term recommendation shall refer to a written statement conveying (a) the recommender's decision or recommended decision concerning a personnel matter; (b) the evidence and other pertinent data supporting the decision or recommended decision. Recommendations shall provide specific reasons and supporting evidence justifying why a colleague should be reappointed, given continuing appointment, or promoted. For purposes of this section, "recommender" shall be defined as that person or committee obliged by these procedures to provide a personnel recommendation.
  3. Within the framework of the Trustees Policies and Agreement, the policies and procedures detailed herein shall supersede all other faculty policies and procedures dealing with renewal of term appointment, granting of continuing appointment, and promotion, and where conflicts in the above mentioned documents occur, the Trustees Policies and Agreement take precedence. 

3. Candidates for Continuing Appointment, Renewal of Term Appointment, and Promotion 

  1. The candidate shall be responsible for adding to her/his portfolio any material s/he wishes to have considered in the decision-making process. In listing activities and scholarly accomplishments in his/her portfolio, the candidate shall adhere to the Code of Ethics (section 220.10) and give credit where it is due.
  2. The candidate shall be notified in writing, at least five working days before his/her qualifications are to be reviewed by any faculty committee and given an opportunity to appear before the committee or send a campus colleague to speak for him/her.
  3. The candidate shall be provided with a copy of all recommendations and decisions at each formal stage of the decision-making process.
  4. Candidates shall refrain from exerting pressure on department chairs and personnel committee members. Similarly, faculty members shall not exert pressure on department chairs and personnel committee members on behalf of colleagues.
  5. Any faculty member having questions regarding the review process or problems deriving from it shall take them to the appropriate department chair and or personnel committee chair for resolution. Should those questions or problems remain unresolved, the faculty member may request assistance from the Academic Faculty Affairs Committee. The Committee shall in accordance with the UUP Agreement and after consultation with the UUP Grievance Chair either attempt to resolve the faculty member's perceived problem under the faculty bylaws or refer him/her to some administrative or faculty agency which can resolve it. 

(Approved by the Senate, Feb. 21, 1984, and by President Clark, April 11, 1984) 

C. Departmental Policies, Procedures and Criteria on Renewal of Term Appointment, Continuing Appointment, and Promotion 

 1. Formulation of Policy 

  1. Each department shall develop personnel policies, procedures, and criteria on personnel matters consistent with the policies of the Board of Trustees, with the Agreement, and with the policies, procedures, and criteria adopted by the faculty. It shall be the responsibility of the department chair to submit such policies, procedures, and criteria and any revisions thereof to the Faculty Affairs Committee for that committee's determination that said policies, procedures, and criteria are in conformity with Board of Trustees and the College Handbook, procedures, and criteria. This determination shall be by majority vote of the Academic Faculty Affairs Committee. The chair of the Academic Faculty Affairs Committee shall inform the department chair of the committee's decision and shall keep on file all records pertaining to the matter.
  2. If the Faculty Affairs Committee finds a department's personnel policies, procedures, and criteria to be in violation of the College Handbook, the Policies of the Board of Trustees, or the Agreement between the State and the bargaining agent, the Faculty Affairs Committee shall indicate the specific points of violation after which the department shall revise its personnel policies, procedures, and criteria and resubmit them to the Academic Faculty Affairs Committee for approval.
  3. Department policies, procedures, and criteria should be on file in the office of the appropriate dean and of the provost. 

  2. Alternate Departmental Promotion Criteria 

  1. If in the judgment of the department the criteria adopted by the Faculty Senate for rank-to-rank promotion (see Section 230.04) do not meet the unique needs of the department, the department may follow this procedure:
    1. Submit its own set of criteria to the Academic Faculty Affairs Committee as an exception to the faculty criteria, taking care to provide documentation and justification warranting the granting of an exception.
    2. The Academic Faculty Affairs Committee shall consider the criteria as an exception to the faculty criteria (Section 230.04) and shall submit the alternate criteria to the Senate for consideration.
    3. By majority vote the Senate may recommend that the president consider accepting the department's criteria as a necessary and comparable substitute for the faculty criteria for rank-to-rank promotion.
    4. The president will meet with representatives of the department in question (as well as with others as s/he deems necessary) and discuss the reasons for the alternate criteria. If the president should decide to accept the department's alternate criteria for promotion, s/he should so inform the Senate and these would become the basis for all recommendations on rank-to-rank promotions for that department, by the department committee, department chair, school or school committee, school dean, and provost. 

3. Departmental Policies and Procedures 

  1. Departmental policies and procedures shall be clear as to the basic procedures the department plans to observe in making personnel decisions, and shall observe all the procedures for due process established in the College Handbook to protect the rights of individual faculty members.
  2. The specific criteria developed by the department shall include some definition of those matters which the department principally considers in making its recommendations.
  3. The policies, procedures, and criteria shall reflect due regard for the character and needs of the College and department and shall be offered as indicative and descriptive rather than narrowly binding.
  4. These policies, procedures, and criteria shall be approved by the respective department through secret ballot and majority vote of the voting members of the department as defined by the Board of Trustees Policies and College Handbook
  5. These policies, procedures, and criteria shall be reaffirmed or revised at least once every three years by the department concerned through secret ballot and majority vote of the voting members. After revision of the policies, procedures, and criteria, the department chair shall submit such revisions to the Faculty Affairs Committee for its approval.
  6. All departments shall include, within their personnel policies, provisions concerning eligibility to vote, in all departmental actions provided for in their department personnel policies and procedures, by members of the department who are on leave of absence, sabbatical leave, or other recognized forms of leave. Each department shall forward to the Faculty Affairs Committee said provisions.
    (Approved by the Faculty Senate, Nov. 28, 1995 and by President Taylor, Dec. 4, 1995)
  7. Copies of these policies, procedures, and criteria when reaffirmed or revised, shall be issued to all members of the department, the school personnel committee, the dean, the provost, and the president. 

D. Departmental Recommendations 

 1. Personnel Committee 

  1. By Sept. 15 each department shall establish a standing personnel committee on renewal of term appointment, continuing appointment, and promotion. By vote of the department, a department with seven or fewer full-time members has the option of operating as a personnel committee consisting of all the members of the department, with or without the department chair. When a department chooses to act in this manner, those departmental members may serve on divisional personnel committees. By unanimous vote of the full-time members of the department with unqualified academic rank, a larger department has the option of operating as a personnel committee consisting of all the full-time faculty members with unqualified academic rank. This vote shall be taken annually in September for departments with more than seven full-time members. Neither the department chair nor the departmental representative to the school personnel committee shall have a vote on the committee of the whole. In departments with eight or more faculty members, the chair will not serve on the departmental personel committee.
  2. Membership on departmental personnel committees shall be limited to full-time academic faculty members with unqualified academic rank.
  3. Eligibility for membership and term of membership on the personnel committee shall be determined every three years by a majority of the voting members of the department as expressed by secret ballot. Each department shall establish in its policies the procedures for selecting a chair of its personnel committee. 

2. General Procedures 

  1. The chair of the departmental committee and the chair of the department shall apprise the candidate for continuing appointment, renewal of term contract, or promotion of the impending deliberations and need for decisions at least two weeks before the deliberations, in writing, to assure that the candidate has an opportunity to update his/her files and/or otherwise further his/her own interests appropriately.
  2. Members of the departmental personnel committee and the department chair will limit their evaluation to the materials included in the portfolio submitted by the candidate and will use no other materials in their evaluation of the candidate. Hence, each academic department is encouraged to include a list of recommended materials to be included in a candidate’s portfolio, enabling the candidate the opportunity to submit materials that would be expected by the departmental committee.
  3. Committee decisions on recommendations shall be made by secret ballot and majority vote with a reasonable interval of at least one day but not to exceed one week allowed between the close of committee discussion and the deadline for balloting to permit each committee member judicious consideration of all factors pertinent to her/his decision.
  4. In the event that the candidate is a member of the committee, s/he shall abstain from deliberation and voting in his/her own case.
  5. Following committee action, the chair of the committee shall prepare a written statement that states the recommendation, the specific reasons for it, the voting procedures and the record of the vote. Copies of this statement shall be submitted to the candidate and to the department chair, or in the library, to the director of libraries.
  6. If a candidate adds to her/his portfolio at any time once the portfolio has been submitted, the addition must be documented in a dated memo, with reasons given for the addition. Once submitted no documents can be taken from the portfolio. 

3. Procedures for Continuing Appointment and Renewal of Term Appointment 

  1. In matters of continuing appointment and renewal of term appointment the recommendation of the department committee shall be submitted in writing to the candidate and to the chair of the department. In the library, the recommendation of the Library Personnel Committee shall be submitted in writing to the candidate and to the director of libraries.
  2. The chair of the department shall submit the recommendation of the department personnel committee and his/her recommendation on continuing appointment or renewal of term appointment and the specific reasons for it in writing to the chair of the school personnel committee. At the same time he/she shall submit copies of his/her recommendation and the specific reasons for it to the candidate and the chair of the department personnel committee. In the library, the Director of Libraries shall affix his/her recommendation and his/her specific reasons for it to the recommendation of the Library Personnel Committee and submit these to the Associate Provost for Information Resources who shall affix his/her recommendation and submit these to the provost. At the same time s/he shall submit copies of his/her recommendation and the specific reasons for it to the candidate and the chair of the Library Personnel Committee. 

4. Procedures for Promotion 

  1. In the matter of promotion the department personnel committee shall screen all those in the department eligible for promotion and determine who wishes to be considered for promotion. In each case the candidate for promotion shall be afforded an opportunity to meet with the committee and, after the committee has completed its deliberations, each individual eligible for promotion shall be informed in writing regarding the committee's decision within five working days to afford her/him the opportunity (in the case that s/he is not to be recommended for promotion) to submit a self-recommendation for promotion.
  2. Once the department personnel committee has completed its deliberations on promotion, it shall forward its recommendations and specific reasons for them, to the chair of the department. A copy of the committee's recommendation, along with the specific reasons for the recommendation, shall be sent to the candidate for promotion. In the library, once the Library Personnel Committee has completed its deliberations on promotion, it shall forward its recommendations and specific reasons for the recommendation, accompanied by supporting documents and evidence, to the director of libraries.
  3. The chair of the department shall submit the recommendation of the department personnel committee and her/his recommendation on promotion and the specific reasons for it in writing to the chair of the school personnel committee. At the same time s/he shall submit copies of her/his recommendation and the specific reasons for it to the candidate and the chair of the department personnel committee. In the library, the director of libraries shall affix her/his recommendation and her/his specific reasons for it to the recommendation of the Library Personnel Committee and submit these to the associate provost for information resources who shall affix his/her recommendation and submit these to the provost. At the same time s/he shall submit copies of her/his recommendation and the specific reasons for it to the candidate and the chair of the Library Personnel Committee.
  4. It is the right of any faculty member to submit a self-recommendation for promotion. S/he shall submit same, accompanied by supporting evidence, directly to the appropriate chair of the subschool or school personnel committee, with a copy to the department personnel committee. The department committee, after deliberation, shall forward its recommendation to the department chair. Both the chair of the department committee and the department chair shall provide copies of each recommendation and the specific reasons for it to the candidate. Thereafter, the self-recommendation shall follow the same procedures as all other recommendations for promotion. 

E. School Review 

 1. Membership of the School Personnel Committee 

  1. Members of the school personnel committees shall serve as representatives of the interest of their departments, schools, and the College as a whole.
  2. The professional studies School Personnel Committee shall consist of one representative from each department within the school.
  3. The education school personnel committee shall consist of one representative from each department within the school.
  4. The subschool personnel committees of the arts and sciences (grouped according to department alignment in 150.03, Article VI, Section A, No. 2, a., b., and c. and No. 3, a. and b.) shall consist of one member from each department. For each vacancy for a department representative the respective department shall nominate at least two candidates and shall elect one by secret ballot. Election for all vacancies shall be by majority vote by secret ballot of the members of the department voting. The departments shall elect alternates in the same manner. However, should only one candidate be available for departmental representative and should two-thirds of the voting members of the department indicate by secret ballot that the candidate is acceptable to them, s/he shall be the departmental representative.
  5. Membership on school personnel committees shall be limited to full-time, tenured, academic faculty members with unqualified academic rank.
  6. School and subschool committee members shall take office by Oct. 15.
  7. Members of the school and subschool personnel committees shall serve staggered two-year terms and may not serve two consecutive terms.
  8. Department chairs, acting department chairs, deans, assistant deans, and associate deans shall not be eligible for election or appointment to the school or subschool personnel committees. In departments of eight or more members, department personnel committee members shall not be eligible for election or appointment to the school or subschool personnel committees. 

2. School Review 

  1. In the matter of promotion the school committee shall weigh the evidence accompanying the candidate's recommendation and any supplementary evidence that the candidate may submit to it and make its own independent recommendation accordingly.
  2. In the matter of continuing appointment and reappointment, the school committee shall review the evidence contained in the candidate’s recommendation and portfolio, along with any supplemental materials that the candidate may submit to it and make its recommendation accordingly. However, should the school committee question the professional qualifications of the candidate or the procedures used by the department in evaluation of him/her, it shall consult, at least, with the candidate’s departmental personnel committee before making an independent recommendation on the candidate.
  3. The school personnel committee will use the letters of recommendation from the departmental personnel committee and chair, and material contained in the portfolio only, along with any supplemental materials that the candidate may submit to it, for the purposes of evaluation. This committee will make use of no other materials during its evaluation.
  4. Decisions on recommendations shall be made finally by secret ballot and majority vote with a reasonable interval of at least one day but not to exceed one week allowed between the close of committee discussion and the deadline for balloting to permit each committee member judicious consideration of all factors pertinent to his/her own decision.
  5. In the event that the candidate is a member of the committee s/he shall be replaced by his/her alternate.
  6. The chair of the school committee shall affix to the candidate's file the committee's recommendation, the specific reasons for the recommendation, the voting procedures, and the record of the vote and forward the material to the dean. At the same time, the chair of the committee shall send copies of the recommendation, the specific reasons for it, the voting procedures, and the record of the vote to the candidate, the department chair, and the chair of the departmental personnel committee.
  7. On personnel matters referred to the dean from the school committee, the dean shall make a recommendation and provide reasons for the recommendation. In matters of promotion s/he will transmit the candidate's materials, her/his recommendation and reasons for it to the provost. In matters of renewal of term appointment and continuing appointment, s/he will transmit the candidate's materials, his/her recommendation and reasons for it to the provost. In all cases the dean shall send copies of his/her recommendation and the reasons for it to the candidate, the department chair, the chair of the department personnel committee, and the chair of the school personnel committee.
  8. Should the school dean make use of a solicited document, not used at a previous level of evaluation, in evaluating a candidate s/he shall, when feasible, inform the candidate of any new information contained in that document and allow the candidate reasonable time to reply to it, before making a recommendation on her/him. The school dean shall in all cases act in accordance with Art. 31 of the Agreement between UUP and the State of New York. Candidates are encouraged to familiarize themselves with this article.
  9. Should the school dean make use of an unsolicited document, not used at a previous level of evaluation, in evaluating a candidate, s/he shall fully disclose the information contained in that document to the candidate and allow the candidate a reasonable time to respond to it, before making a recommendation on her/him. The dean shall decide whether it is appropriate to reveal the name of the author of the document to the candidate. 

F. Policies and Procedures of Managerial Faculty 

 1. Policies and Procedures 

  1. The deans, the provost and the president shall make all personnel decisions in accordance with the principles of "due process."
  2. Should the provost make use of a solicited document, not used at a previous level of evaluation, in evaluating a new candidate, s/he shall, inform the candidate of any new information contained in that document and allow the candidate reasonable time to reply to it (within the time constraints of Section 21.05), before making a recommendation on him/her. The provost shall in all cases act in accordance with Art. 31 of the Agreement between UUP and the State of New York. Candidates are encouraged to familiarize themselves with this article.
    i. Should the provost make use of an unsolicited document, not used at a previous level of evaluation, in evaluating a candidate, s/he shall fully disclose the information contained in that document to the candidate and allow the candidate reasonable time to reply to it (within the time constraints of Section 21.05), before making a recommendation on her/him. The provost shall decide whether it is appropriate to reveal the name of the author of the document to the candidate.
    ii. Except in recommendations for or against a renewal of term appointment the provost shall provide reasons for his/her recommendation on the candidate. S/he shall send copies of his/her recommendation to the candidate, the department chair or director of libraries, the chair of the department committee, chair of the school personnel committee, and the appropriate dean.
  3. Should the president make use of a solicited document, not used at a previous level of evaluation, in evaluating a candidate, s/he shall inform the candidate of any new information contained in that document and allow the candidate reasonable time to reply to it (within the time constraints of Section 21.05), before making a decision on her/him. The president shall in all cases act in accordance with Art. 31 of the Agreement between UUP and the State of New York. Candidates are encouraged to familiarize themselves with this article.
    i. Should the president make use of an unsolicited document, not used at a previous level of evaluation, in evaluating a candidate, he/she shall fully disclose the information contained in that document to the candidate and allow the candidate reasonable time to reply to it (within the time constraints of Section 21.05), before making a decision on her/him. The president shall decide whether it is appropriate to reveal the name of the author of the document to the candidate.
    ii. Except in decisions for or against a renewal of term appointment the president shall provide reasons for his/her decision on the candidate. He/she shall send copies of his/her decision to the candidate, department chair or director of libraries, the chair of the department personnel committee, the chair of the school personnel committee, and the appropriate dean. 

G. Enabling Provision 

 1. The original document was ratified by a referendum of the academic faculty in December 1976 (Senate Minutes of Jan. 25, 1977). The amendments to the document were approved by the Faculty Senate on April 8, 1980 and on Sept. 22, 1981; and approved by President Clark on May 6, 1980 and on Oct. 8, 1981 

220.05 APPOINTMENT OF FACULTY 

  1. Following consultation with the appropriate dean and vice president, the department chair should communicate to the candidate the conditions of employment as they will be recommended through channels to the president. These include:
    A. salary
    B. term (semester, 10-months, 12-months, years)
    C. title or rank
    D. in tenure-track or temporary
    E. if full or part time
    F. general responsibilities
    Any communication must make clear that only the president can offer an appointment and that after the recommendation has been considered by reviewing authorities such as the dean, provost, business officer, and affirmative action officer, a formal offer will be sent from the President's Office. A formal letter will be sent by the President’s Office. The appointment is not official until after the offer has been signed and returned to the President's Office.
  2. Do not release publicity regarding any prospective appointment until the candidate has been officially offered appointment by the president of the College and the candidate has accepted the offer. The Institutional Advancement Office normally handles publicity for College appointments.
  3. Generally, the doctorate (or terminal degree) is required for appointment except at the level of instructor or lecturer, where the master's degree is required. (February 1972) 

220.06 COLLEGE POLICIES AND PROCEDURES OF THE ACADEMIC FACULTY FOR RENEWAL OF TERM APPOINTMENT, GRANTING OF CONTINUING APPOINTMENT AND PROMOTION 

A. Preface 

The policies and procedures established herein seek to provide maximum departmental autonomy in the development of policies and criteria on personnel matters, while guaranteeing both that the standards established by the board of trustees are upheld and that candidates are treated fairly. 

These policies and procedures are in accordance with the current Policies of the Board of Trustees, the current Agreement between the State of New York and UUP, and the current Compilation of Codes, Rules and Regulations, State of New York. 

In accordance with the tradition of fair dealing and fair play, these policies and procedures guarantee the essential right of due process. The term, "right of due process," is used here to mean a system of clear, orderly, procedures in which the full disclosure of basic decisions and the specific reasons for those decisions are made at every stage of the process. 

Decisions made by the Human Resources Office under the policies and procedures detailed herein are intended to serve the best interest of the University by providing the president with the maximum amount of information with which to make his/her decisions while at the same time protecting the basic rights of the individual faculty member by assuring her/him a fair hearing on those matters relating to her/his professional life. 

It is essential that the faculty provide specific reasons why a colleague should be reappointed, given continuing appointment, or promoted rather than merely ask if reasons exist why s/he should not be reappointed, given continuing appointment, or promoted. 

The success of any system of evaluation depends upon the willingness of both faculty and administrators to be candid, objective, and fair in the performance of their responsibilities. Only if this occurs can the best interest of the University be served. 

B. General Guidelines for Academic Due Process 

 1. General Principles 

  1. Recommendations on personnel matters, including continuing appointment, renewal of term appointment, and promotion shall be based on:
    i. the overall record of the candidate's training, teaching, and other relevant experiences and achievement in his or her academic field and related areas. (Note: activities that are consistent with the college’s mission and strategic plan are legitimate activities within the scope of professional obligations. They should be evaluated and entered under whichever categories on the personnel action form are appropriate for the specific activities).
    ii. service to the College, the community, and to the profession while at Cortland;
    iii. and in the case of promotion, on criteria for rank-to-rank promotion approved by the Faculty Senate. The existing criteria for promotion shall be in effect until the Senate approves new criteria.
    iv. Evidence of the candidate’s record will be submitted as part of a portfolio, and will be used at all levels of review. This portfolio is distinct from the official personnel file maintained in the Provost’s Office, as well as the copies of the personnel file maintained in the dean’s and departmental offices. The contents of the official files may include confidential materials (such as a recommendations from previous reviews) not necessarily contained in the portfolio, and they will be used for review only at the levels of the dean, provost and president.
  2. A personnel committee operates under a rule of secrecy and committee members, except for the chair, shall not discuss outside of a committee meeting a candidate or his/her case with anyone not serving on the committee, until the committee has voted on the candidate. During committee deliberations the committee chair may discuss outside of a committee meeting a candidate's case with persons not on the committee, but, when the chair does so, s/he does so at the specific direction of the committee and in accordance with these policies and procedures.
  3. Once a committee has voted on a candidate, committee members may testify about a candidate and his/her case before a personnel review committee, and they may discuss a candidate or his/her case with a department chair, an administrator, or a grievance official. However, they shall not discuss a candidate or his/her case with anyone not involved in the personnel process.
  4. Department chairs and members of all personnel committees shall function as independent evaluators. They shall make their decisions in accordance with the highest professional and academic principles, free from departmental, personal, or administrative pressures.
  5. A candidate for reappointment, continuing appointment, or promotion shall have free access to departmental and school files at all times. Copies of materials placed in his/her official file shall also be included in his/her department (to be maintained by the department) and school files (to be maintained by the dean’s office). Each academic faculty member shall be responsible for seeing to it that materials placed in his/her official file are also included in his/her department file and in his/her school file. The official file shall be maintained in accordance with Art. 31 of the Agreement between UUP and the State of New York.
  6. Department chairs and members of personnel committees shall make no use of private, secret files in the personnel process.
  7. A recommendation against continuing appointment, renewal of term appointment, or promotion shall be based mainly on grounds that bear on the candidate's service to the College during his or her time at Cortland. 

2. Definitions 

  1. In this document the term policies shall mean the rules governing the principles and structures of the decision-making process; procedures shall mean the process by which action is taken; and criteria shall mean the standards established for evaluating cases of renewal of term appointment, continuing appointment, or promotion.
  2. In this document the term recommendation shall refer to a written statement conveying (a) the recommender's decision or recommended decision concerning a personnel matter; (b) the evidence and other pertinent data supporting the decision or recommended decision. Recommendations shall provide specific reasons and supporting evidence justifying why a colleague should be reappointed, given continuing appointment, or promoted. For purposes of this section, "recommender" shall be defined as that person or committee obliged by these procedures to provide a personnel recommendation.
  3. Within the framework of the Trustees Policies and Agreement, the policies and procedures detailed herein shall supersede all other faculty policies and procedures dealing with renewal of term appointment, granting of continuing appointment, and promotion, and where conflicts in the above mentioned documents occur, the Trustees Policies and Agreement take precedence. 

3. Candidates for Continuing Appointment, Renewal of Term Appointment, and Promotion 

  1. The candidate shall be responsible for adding to her/his portfolio any material s/he wishes to have considered in the decision-making process. In listing activities and scholarly accomplishments in his/her portfolio, the candidate shall adhere to the Code of Ethics (section 220.10) and give credit where it is due.
  2. The candidate shall be notified in writing, at least five working days before his/her qualifications are to be reviewed by any faculty committee and given an opportunity to appear before the committee or send a campus colleague to speak for him/her.
  3. The candidate shall be provided with a copy of all recommendations and decisions at each formal stage of the decision-making process.
  4. Candidates shall refrain from exerting pressure on department chairs and personnel committee members. Similarly, faculty members shall not exert pressure on department chairs and personnel committee members on behalf of colleagues.
  5. Any faculty member having questions regarding the review process or problems deriving from it shall take them to the appropriate department chair and or personnel committee chair for resolution. Should those questions or problems remain unresolved, the faculty member may request assistance from the Academic Faculty Affairs Committee. The Committee shall in accordance with the UUP Agreement and after consultation with the UUP Grievance Chair either attempt to resolve the faculty member's perceived problem under the faculty bylaws or refer him/her to some administrative or faculty agency which can resolve it. 

(Approved by the Senate, Feb. 21, 1984, and by President Clark, April 11, 1984) 

C. Departmental Policies, Procedures and Criteria on Renewal of Term Appointment, Continuing Appointment, and Promotion 

 1. Formulation of Policy 

  1. Each department shall develop personnel policies, procedures, and criteria on personnel matters consistent with the policies of the Board of Trustees, with the Agreement, and with the policies, procedures, and criteria adopted by the faculty. It shall be the responsibility of the department chair to submit such policies, procedures, and criteria and any revisions thereof to the Faculty Affairs Committee for that committee's determination that said policies, procedures, and criteria are in conformity with Board of Trustees and the College Handbook, procedures, and criteria. This determination shall be by majority vote of the Academic Faculty Affairs Committee. The chair of the Academic Faculty Affairs Committee shall inform the department chair of the committee's decision and shall keep on file all records pertaining to the matter.
  2. If the Faculty Affairs Committee finds a department's personnel policies, procedures, and criteria to be in violation of the College Handbook, the Policies of the Board of Trustees, or the Agreement between the State and the bargaining agent, the Faculty Affairs Committee shall indicate the specific points of violation after which the department shall revise its personnel policies, procedures, and criteria and resubmit them to the Academic Faculty Affairs Committee for approval.
  3. Department policies, procedures, and criteria should be on file in the office of the appropriate dean and of the provost. 

2. Alternate Departmental Promotion Criteria 

  1. If in the judgment of the department the criteria adopted by the Faculty Senate for rank-to-rank promotion (see Section 230.04) do not meet the unique needs of the department, the department may follow this procedure:
    1. Submit its own set of criteria to the Academic Faculty Affairs Committee as an exception to the faculty criteria, taking care to provide documentation and justification warranting the granting of an exception.
    2. The Academic Faculty Affairs Committee shall consider the criteria as an exception to the faculty criteria (Section 230.04) and shall submit the alternate criteria to the Senate for consideration.
    3. By majority vote the Senate may recommend that the president consider accepting the department's criteria as a necessary and comparable substitute for the faculty criteria for rank-to-rank promotion.
    4. The president will meet with representatives of the department in question (as well as with others as s/he deems necessary) and discuss the reasons for the alternate criteria. If the president should decide to accept the department's alternate criteria for promotion, s/he should so inform the Senate and these would become the basis for all recommendations on rank-to-rank promotions for that department, by the department committee, department chair, school or school committee, school dean, and provost. 

3. Departmental Policies and Procedures 

  1. Departmental policies and procedures shall be clear as to the basic procedures the department plans to observe in making personnel decisions, and shall observe all the procedures for due process established in the College Handbook to protect the rights of individual faculty members.
  2. The specific criteria developed by the department shall include some definition of those matters which the department principally considers in making its recommendations.
  3. The policies, procedures, and criteria shall reflect due regard for the character and needs of the College and department and shall be offered as indicative and descriptive rather than narrowly binding.
  4. These policies, procedures, and criteria shall be approved by the respective department through secret ballot and majority vote of the voting members of the department as defined by the Board of Trustees Policies and College Handbook
  5. These policies, procedures, and criteria shall be reaffirmed or revised at least once every three years by the department concerned through secret ballot and majority vote of the voting members. After revision of the policies, procedures, and criteria, the department chair shall submit such revisions to the Faculty Affairs Committee for its approval.
  6. All departments shall include, within their personnel policies, provisions concerning eligibility to vote, in all departmental actions provided for in their department personnel policies and procedures, by members of the department who are on leave of absence, sabbatical leave, or other recognized forms of leave. Each department shall forward to the Faculty Affairs Committee said provisions.
    (Approved by the Faculty Senate, Nov. 28, 1995 and by President Taylor, Dec. 4, 1995)
  7. Copies of these policies, procedures, and criteria when reaffirmed or revised, shall be issued to all members of the department, the school personnel committee, the dean, the provost, and the president. 

D. Departmental Recommendations 

 1. Personnel Committee 

  1. By Sept. 15 each department shall establish a standing personnel committee on renewal of term appointment, continuing appointment, and promotion. By vote of the department, a department with seven or fewer full-time members has the option of operating as a personnel committee consisting of all the members of the department, with or without the department chair. When a department chooses to act in this manner, those departmental members may serve on divisional personnel committees. By unanimous vote of the full-time members of the department with unqualified academic rank, a larger department has the option of operating as a personnel committee consisting of all the full-time faculty members with unqualified academic rank. This vote shall be taken annually in September for departments with more than seven full-time members. Neither the department chair nor the departmental representative to the school personnel committee shall have a vote on the committee of the whole. In departments with eight or more faculty members, the chair will not serve on the departmental personel committee.
  2. Membership on departmental personnel committees shall be limited to full-time academic faculty members with unqualified academic rank.
  3. Eligibility for membership and term of membership on the personnel committee shall be determined every three years by a majority of the voting members of the department as expressed by secret ballot. Each department shall establish in its policies the procedures for selecting a chair of its personnel committee. 

2. General Procedures 

  1. The chair of the departmental committee and the chair of the department shall apprise the candidate for continuing appointment, renewal of term contract, or promotion of the impending deliberations and need for decisions at least two weeks before the deliberations, in writing, to assure that the candidate has an opportunity to update his/her files and/or otherwise further his/her own interests appropriately.
  2. Members of the departmental personnel committee and the department chair will limit their evaluation to the materials included in the portfolio submitted by the candidate and will use no other materials in their evaluation of the candidate. Hence, each academic department is encouraged to include a list of recommended materials to be included in a candidate’s portfolio, enabling the candidate the opportunity to submit materials that would be expected by the departmental committee.
  3. Committee decisions on recommendations shall be made by secret ballot and majority vote with a reasonable interval of at least one day but not to exceed one week allowed between the close of committee discussion and the deadline for balloting to permit each committee member judicious consideration of all factors pertinent to her/his decision.
  4. In the event that the candidate is a member of the committee, s/he shall abstain from deliberation and voting in his/her own case.
  5. Following committee action, the chair of the committee shall prepare a written statement that states the recommendation, the specific reasons for it, the voting procedures and the record of the vote. Copies of this statement shall be submitted to the candidate and to the department chair, or in the library, to the director of libraries.
  6. If a candidate adds to her/his portfolio at any time once the portfolio has been submitted, the addition must be documented in a dated memo, with reasons given for the addition. Once submitted no documents can be taken from the portfolio. 

3. Procedures for Continuing Appointment and Renewal of Term Appointment 

  1. In matters of continuing appointment and renewal of term appointment the recommendation of the department committee shall be submitted in writing to the candidate and to the chair of the department. In the library, the recommendation of the Library Personnel Committee shall be submitted in writing to the candidate and to the director of libraries.
  2. The chair of the department shall submit the recommendation of the department personnel committee and his/her recommendation on continuing appointment or renewal of term appointment and the specific reasons for it in writing to the chair of the school personnel committee. At the same time he/she shall submit copies of his/her recommendation and the specific reasons for it to the candidate and the chair of the department personnel committee. In the library, the Director of Libraries shall affix his/her recommendation and his/her specific reasons for it to the recommendation of the Library Personnel Committee and submit these to the Associate Provost for Information Resources who shall affix his/her recommendation and submit these to the provost. At the same time s/he shall submit copies of his/her recommendation and the specific reasons for it to the candidate and the chair of the Library Personnel Committee. 

4. Procedures for Promotion 

  1. In the matter of promotion the department personnel committee shall screen all those in the department eligible for promotion and determine who wishes to be considered for promotion. In each case the candidate for promotion shall be afforded an opportunity to meet with the committee and, after the committee has completed its deliberations, each individual eligible for promotion shall be informed in writing regarding the committee's decision within five working days to afford her/him the opportunity (in the case that s/he is not to be recommended for promotion) to submit a self-recommendation for promotion.
  2. Once the department personnel committee has completed its deliberations on promotion, it shall forward its recommendations and specific reasons for them, to the chair of the department. A copy of the committee's recommendation, along with the specific reasons for the recommendation, shall be sent to the candidate for promotion. In the library, once the Library Personnel Committee has completed its deliberations on promotion, it shall forward its recommendations and specific reasons for the recommendation, accompanied by supporting documents and evidence, to the director of libraries.
  3. The chair of the department shall submit the recommendation of the department personnel committee and her/his recommendation on promotion and the specific reasons for it in writing to the chair of the school personnel committee. At the same time s/he shall submit copies of her/his recommendation and the specific reasons for it to the candidate and the chair of the department personnel committee. In the library, the director of libraries shall affix her/his recommendation and her/his specific reasons for it to the recommendation of the Library Personnel Committee and submit these to the associate provost for information resources who shall affix his/her recommendation and submit these to the provost. At the same time s/he shall submit copies of her/his recommendation and the specific reasons for it to the candidate and the chair of the Library Personnel Committee.
  4. It is the right of any faculty member to submit a self-recommendation for promotion. S/he shall submit same, accompanied by supporting evidence, directly to the appropriate chair of the subschool or school personnel committee, with a copy to the department personnel committee. The department committee, after deliberation, shall forward its recommendation to the department chair. Both the chair of the department committee and the department chair shall provide copies of each recommendation and the specific reasons for it to the candidate. Thereafter, the self-recommendation shall follow the same procedures as all other recommendations for promotion. 

E. School Review 

 1. Membership of the School Personnel Committee  

  1. Members of the school personnel committees shall serve as representatives of the interest of their departments, schools, and the College as a whole.
  2. The professional studies School Personnel Committee shall consist of one representative from each department within the school.
  3. The education school personnel committee shall consist of one representative from each department within the school.
  4. The subschool personnel committees of the arts and sciences (grouped according to department alignment in 150.03, Article VI, Section A, No. 2, a., b., and c. and No. 3, a. and b.) shall consist of one member from each department. For each vacancy for a department representative the respective department shall nominate at least two candidates and shall elect one by secret ballot. Election for all vacancies shall be by majority vote by secret ballot of the members of the department voting. The departments shall elect alternates in the same manner. However, should only one candidate be available for departmental representative and should two-thirds of the voting members of the department indicate by secret ballot that the candidate is acceptable to them, s/he shall be the departmental representative.
  5. Membership on school personnel committees shall be limited to full-time, tenured, academic faculty members with unqualified academic rank.
  6. School and subschool committee members shall take office by Oct. 15.
  7. Members of the school and subschool personnel committees shall serve staggered two-year terms and may not serve two consecutive terms.
  8. Department chairs, acting department chairs, deans, assistant deans, and associate deans shall not be eligible for election or appointment to the school or subschool personnel committees. In departments of eight or more members, department personnel committee members shall not be eligible for election or appointment to the school or subschool personnel committees. 

2. School Review 

  1. In the matter of promotion the school committee shall weigh the evidence accompanying the candidate's recommendation and any supplementary evidence that the candidate may submit to it and make its own independent recommendation accordingly.
  2. In the matter of continuing appointment and reappointment, the school committee shall review the evidence contained in the candidate’s recommendation and portfolio, along with any supplemental materials that the candidate may submit to it and make its recommendation accordingly. However, should the school committee question the professional qualifications of the candidate or the procedures used by the department in evaluation of him/her, it shall consult, at least, with the candidate’s departmental personnel committee before making an independent recommendation on the candidate.
  3. The school personnel committee will use the letters of recommendation from the departmental personnel committee and chair, and material contained in the portfolio only, along with any supplemental materials that the candidate may submit to it, for the purposes of evaluation. This committee will make use of no other materials during its evaluation.
  4. Decisions on recommendations shall be made finally by secret ballot and majority vote with a reasonable interval of at least one day but not to exceed one week allowed between the close of committee discussion and the deadline for balloting to permit each committee member judicious consideration of all factors pertinent to his/her own decision.
  5. In the event that the candidate is a member of the committee s/he shall be replaced by his/her alternate.
  6. The chair of the school committee shall affix to the candidate's file the committee's recommendation, the specific reasons for the recommendation, the voting procedures, and the record of the vote and forward the material to the dean. At the same time, the chair of the committee shall send copies of the recommendation, the specific reasons for it, the voting procedures, and the record of the vote to the candidate, the department chair, and the chair of the departmental personnel committee.
  7. On personnel matters referred to the dean from the school committee, the dean shall make a recommendation and provide reasons for the recommendation. In matters of promotion s/he will transmit the candidate's materials, her/his recommendation and reasons for it to the provost. In matters of renewal of term appointment and continuing appointment, s/he will transmit the candidate's materials, his/her recommendation and reasons for it to the provost. In all cases the dean shall send copies of his/her recommendation and the reasons for it to the candidate, the department chair, the chair of the department personnel committee, and the chair of the school personnel committee.
  8. Should the school dean make use of a solicited document, not used at a previous level of evaluation, in evaluating a candidate s/he shall, when feasible, inform the candidate of any new information contained in that document and allow the candidate reasonable time to reply to it, before making a recommendation on her/him. The school dean shall in all cases act in accordance with Art. 31 of the Agreement between UUP and the State of New York. Candidates are encouraged to familiarize themselves with this article.
  9. Should the school dean make use of an unsolicited document, not used at a previous level of evaluation, in evaluating a candidate, s/he shall fully disclose the information contained in that document to the candidate and allow the candidate a reasonable time to respond to it, before making a recommendation on her/him. The dean shall decide whether it is appropriate to reveal the name of the author of the document to the candidate. 

F. Policies and Procedures of Managerial Faculty 

 1. Policies and Procedures 

  1. The deans, the provost and the president shall make all personnel decisions in accordance with the principles of "due process."
  2. Should the provost make use of a solicited document, not used at a previous level of evaluation, in evaluating a new candidate, s/he shall, inform the candidate of any new information contained in that document and allow the candidate reasonable time to reply to it (within the time constraints of Section 21.05), before making a recommendation on him/her. The provost shall in all cases act in accordance with Art. 31 of the Agreement between UUP and the State of New York. Candidates are encouraged to familiarize themselves with this article.
    i. Should the provost make use of an unsolicited document, not used at a previous level of evaluation, in evaluating a candidate, s/he shall fully disclose the information contained in that document to the candidate and allow the candidate reasonable time to reply to it (within the time constraints of Section 21.05), before making a recommendation on her/him. The provost shall decide whether it is appropriate to reveal the name of the author of the document to the candidate.
    ii. Except in recommendations for or against a renewal of term appointment the provost shall provide reasons for his/her recommendation on the candidate. S/he shall send copies of his/her recommendation to the candidate, the department chair or director of libraries, the chair of the department committee, chair of the school personnel committee, and the appropriate dean.
  3. Should the president make use of a solicited document, not used at a previous level of evaluation, in evaluating a candidate, s/he shall inform the candidate of any new information contained in that document and allow the candidate reasonable time to reply to it (within the time constraints of Section 21.05), before making a decision on her/him. The president shall in all cases act in accordance with Art. 31 of the Agreement between UUP and the State of New York. Candidates are encouraged to familiarize themselves with this article.
    i. Should the president make use of an unsolicited document, not used at a previous level of evaluation, in evaluating a candidate, he/she shall fully disclose the information contained in that document to the candidate and allow the candidate reasonable time to reply to it (within the time constraints of Section 21.05), before making a decision on her/him. The president shall decide whether it is appropriate to reveal the name of the author of the document to the candidate.
    ii. Except in decisions for or against a renewal of term appointment the president shall provide reasons for his/her decision on the candidate. He/she shall send copies of his/her decision to the candidate, department chair or director of libraries, the chair of the department personnel committee, the chair of the school personnel committee, and the appropriate dean. 

G. Enabling Provision 

1. The original document was ratified by a referendum of the academic faculty in December 1976 (Senate Minutes of Jan. 25, 1977). The amendments to the document were approved by the Faculty Senate on April 8, 1980 and on Sept. 22, 1981; and approved by President Clark on May 6, 1980 and on Oct. 8, 1981 

                                                                   APPENDIX 2 

Committee on Teaching Effectiveness Proposals to Faculty Senate 

                                                                             submitted by J. Walkuski, Chair  

In the Institutional Self-Study for the Middle States Commission on Higher Education from April of 2012, recommendations were made regarding the evaluation of teaching. These can be found on page 33 of the report under Research Question #7.1: “How does the College maintain academic quality in courses taught through distance learning? At off-site locations?”  

The two recommendations related to the work of the CTE are as follows:  

b.         Advise the Faculty Senate to consider including statements relating to academic rigor in required faculty course teacher evaluations.  

d.         Rewrite the Course Teacher Evaluation (CTE) policy in the College Handbook (Section 260.02) so that it clearly indicates that summer and winter term courses need to be evaluated similarly to those taught during the academic year.  

Based on the recommendations found in the Institutional Self-Study for the Middle States Commission on Higher Education, the committee is proposing the following two amendments to Chapter 260.02, of the SUNY Cortland College Handbook.  

AMENDMENT ONE:  

We recommend that the following question from the Purdue Cafeteria System be added to the required questions found in chapter 260.02, section III 3.3 of the SUNY Cortland College Handbook in response to the Middle States report, Recommendation 7.1, b.:  

Purdue Cafeteria Item 32 - This course has effectively challenged me to think.  

AMENDMENT TWO: Proposed modification to Chapter 260.02, section I (General Recommendations) of the SUNY Cortland College Handbook in response to the Middle States report, Recommendation 7.1, d.                 

                                                                                           APPENDIX 3 

                                    Committee on Committees – Report to the Faculty Senate 

April 23, 2013 

Submitted by J. Barry, Chair 

Item #1 

A call for nominations was issued for Senators.  Nominations received are noted below: 

 

 

 

 

SENATORS – Terms Expiring

REPRESENTING

TERM

NOMINATIONS

Richard Kendrick

School of A&S – at large

2013-15

Mary McGuire

David Miller

School of A&S – at large

2013-15

David Miller

Claus Schubert

School of A&S – Math/Sci.

2013-15

Claus Schubert

Wendy Miller

School of A&S – Soc/Beh Sci.

2013-15

Wendy Miller

Ross Borden

School of A&S – Full-time Lecturer

2013-15

Ross Borden

Lin Lin

School of Education

2013-15

Shufang Shi

Erik Lind

School of Professional Studies

2013-15

Erik Lind

Ben Wodi

School of Professional Studies

2013-15

Ben Wodi

Vacant

School of Professional Studies

2013-15

Regina Grantham

Howard Lindh

Professional Staff

2013-15

Howard Lindh

Teri Vigars

Professional Staff

2013-15

Alyson Dearie

Pam Schroeder

Classified Staff

2013-15

Richard Nauseef

Since the number of candidates is equal to the number of seats, the Faculty Senate Secretary can be asked to cast a single ballot for the nominations above.

Item #2

A call for nominations was issued for committee vacancies on elected committees.  Nominations received are noted below:

 

Committee

Term

Nominations

SUNY Senator (at large)

2012-15 (complete unexpired term)

Joy Hendrick

Committee on Committees (M/C)

2012-14

Joanne Barry

Since the number of candidates is equal to the number of seats, the Faculty Senate Secretary can be asked to cast a single ballot for the nominations above.

Item #3

The Committee on Committees recommends the following appointments.  These require confirmation of the Faculty Senate:     

College Research Committee:               

Education, 2013-16:  Shufang Shi               

Committee on Teaching Effectiveness:             

Professional Studies, 2013-15:  Jeff Walkuski  

Educational Policy Committee:

Academic faculty at large, 2012-14:  Susan Wilson               

Facilities Master Plan Oversight Committee: 

At large, 2013-16:  John Sternfeld 

General Education Committee: 

Academic faculty at large, 2013-15:  Tiantian Zheng 

Professional Staff, 2013-15:  Emily Quinlan 

Professional Affairs Committee: 

Finance & Management, 2013-16:  Brenda Chaffee 

Student Affairs Committee: 

Library, 2013-15:  Mark Connell           

Item #4 

The following vacancies received no nominations: 

At Large

Faculty Senate Vice Chair 

Faculty Senate Secretary 

Faculty Senate Treasure 

Auxiliary Services Corporation (2 seats) 

Committee on Teaching Effectiveness 

Faculty Representatives to the Student Senate (2 seats) 

School Arts & Sciences

Academic Faculty Affairs Committee: 

(Fine Arts/Humanities) 

(Social/Behavioral Sciences) 

College Curriculum Review Committee (Social/Behavioral Sciences) 

College Research Committee (Social/Behavioral Sciences) 

Committee on Committees: 

(Fine Arts/Humanities) 

(Social/Behavioral Sciences) 

Educational Policy Committee (A&S, at large) 

Long Range Planning Committee (Math/Science) 

Student Affairs committee (Social Behavioral Sciences) 

School of Education

College Curriculum Review Committee 

Educational Policy Committee (2 seats) 

Long Range Planning Committee 

Student Affairs Committee 

School of Professional Studies

Academic Faculty Affairs Committee 

Educational Policy Committee 

General Education Committee

Library

Academic Faculty Affairs Committee 

College Curriculum Committee 

Committee on Committees 

General Education Committee 

Professional Staff

College Research Committee 

Professional Affairs Committee: 

(Student Affairs) 

(Academic Affairs) 

 Respectfully submitted, 

 Joanne Barry, Chair  

APPENDIX 4  

Final Approved Retake Policy Originally Submitted 

By EPC and then Amended (highlighted section)  

Refer to Appendix 4 from Faculty Senate Minutes 3/26/13 #11 

Appendix 3 from Faculty Senate Minutes 4/9/13 #12 

for the original documents  

Current Catalog Language 

When a student retakes a Cortland course, all grades received will remain on the official transcript, but only the last grade received will be included in the quality and grade point average and hours toward graduation. 

 The grade excluded from the cumulative totals will be annotated with an “E” on the transcript. The grade included in the cumulative totals will be annotated with an “I.” The retaken course, which is defined by the same title, course prefix and course number, must be repeated at SUNY Cortland under the same grading system in order to be eligible for this policy. Therefore, courses previously taken and earned as transfer credit are not eligible to be retaken. 

 To retake a course, a student must seek registration access from the academic department offering the course. A student may retake any course one time. Departments may restrict registration access for subsequent retakes of the same course.  See departmental sections of the College Catalog for information on department specific retake restrictions and/or requirements.    

(Approved by the Faculty Senate on April 23, 2013) 

 Students receiving financial aid are encouraged to check with the Financial Aid Office and with the Student Accounts Office to avoid losing an award, especially when retaking a previously passed course.