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Faculty Handbook
Appendix XIV—Faculty Forms
Guidelines for Use of Faculty Forms
I. Faculty Hiring Procedures for Budgeted Positions
A. Department head should complete and submit Request for Faculty Addition or Replacement form. This form is available from the office of the provost/VPAA and online at http://wtaccess.wtamu.edu/forms.
B. After the Request for Faculty Addition or Replacement has been approved, the Office of Personnel Services will send the department head a packet of information which will include the following:
- The approved copy of the Request for Faculty Addition or Replacement form.
- A letter which includes the Faculty Vacancy number, Affirmative Action goals and other pertinent information.
- Faculty Hiring Procedures.
- Job Vacancy Notice form, to be completed at once.
- Vacancy Questionnaire form, to be completed after the position is closed.
- Selection/Non-Selection form, to be completed after the position is closed.
C. After reviewing the information in the packet from Personnel, the department head (and/or chair of the search committee) should schedule a meeting with the EEO officer and a representative from the Office of Personnel Services to review EEO procedures. The department head (and/or committee chair) should bring the following to that meeting:
- The packet from Personnel.
- The Affirmative Action Goal in terms of sex and minority classification.
- Copies of planned announcements, advertisements and letters.
- A list of schools and other institutions to be contacted. This must include appropriate predominately minority institutions. Recruitment resources are available in the Office of Personnel Services.
- A list of other contacts to be made, if any, for advertising purposes.
- Job Vacancy Notice form, filled out. The purpose of this meeting is to review the hiring procedures and to make sure the forms are filled out correctly. At the conclusion of the meeting, the EEO officer will ask the department head (and/or search committee chair) to sign a statement verifying that the EEO procedures were reviewed and understood. The Personnel representative will keep the forms necessary
for the position to be formally opened. The position can now be advertised.
D. Personnel will formally open the position and will send the department head (or committee chair) some Applicant Data Flow forms, business reply envelopes and a letter stating the date the position was opened.
E. As applications are received, each should be acknowledged. Each applicant should be sent an Applicant Data Flow form, marked in the upper-right corner with the position and the department, and a business reply envelope. The applicant should be informed that the form should be returned in the business reply envelope and that the information provided will in no way be considered as a part of the application. The form is needed only for compliance with federal guidelines regarding employment. Emphasis should be placed on the fact that the department will not receive the information, and that the director of personnel services will be the only person who will have access to this information.
F. The search committee should proceed through the selection process. Each candidate brought to campus must interview with the provost/VPAA. All positions must remain open for ten working days from the time Personnel Services officially opens the position. The department head or designee will direct the EEO officer to request criminal history information on the recommended candidate. Permission to make an offer should be granted, through the appropriate dean, by the provost/VPAA and contingent upon proof of compliance with federal selective service law. At the appropriate time, the department head (or search committee chair) with approval of the dean should ask the Office of Personnel Services to officially close the position.
G. After the position is closed, the department head (or committee chair) should submit the following to the Office of Personnel Services:
- Selection/Non-Selection form, filled out*
- Vacancy Questionnaire form, filled out*
*These forms are included in the packet from personnel. Questions should be directed to EEO officer or to personnel.
H. The department head should complete and submit the Appointment Recommendation form to the provost/VPAA. Attached to this form should be official transcripts and vita sheet.
II. Maintaining Probationary Faculty
For every full-time non-tenured faculty member (except temporary faculty, those on one-year-only appointments), the Recommendation for Continuation of Probationary Appointment form should be completed in accordance with the procedures specified in Appendix XV and submitted according to the following schedule:
Faculty Member Dept. Head to Dean Dean to VPAA
First year at WTAMU ...................Feb. 5 .........................Feb. 15
Second year at WTAMU ............Nov. 21 ........................Dec. 1
Third year at WTAMU .................April 20 .........................May 1
This schedule necessitates that the probationary faculty member in his/her second year of employment on a full-time tenure-track appointment prepare and submit an interim Annual Evaluation of Faculty Performance by Department Head form covering the period from January 1 to November 1 of the second year. This partial-year evaluation will enable the department head, in consultation with the tenured faculty in the department, to reach an informed judgment as to continuation. The faculty member can use the partial-year evaluation as the major portion of the material due to the department head on January 15, adding any activities unreported and the results of the student evaluations of instruction from the fall semester.
- III.
- Evaluating Full-time Faculty, Probationary and Tenured
- A.
- Toward the end of the fall semester, the department head should notify each full-time faculty member that the Annual Evaluation of Faculty Performance by Department Head form should be completed for the calendar year (January 1–December 31) and turned in by January 15.
- B.
- The faculty member and department head should jointly review the evaluation; both should sign the form with the faculty member having the opportunity to make written comments for attachment to the form. Recommended date for completion of the annual faculty evaluation process through the stage of department head-faculty member discussion of evaluation: March 1.
- C.
- A signed copy of the Evaluation of Faculty Performance by Department Head form should be forwarded to the dean of the college in support of budget recommendations regarding merit increases and a signed copy returned to the faculty member.
- IV.
- Evaluating Full-time Faculty on Temporary (Year-by-Year) Appointments
- A.
- The formal evaluation of a full-time faculty member holding a temporary (year-by-year) appointment is done for the primary purpose of (1) determining whether the individual has performed in a manner that justifies consideration of reappointment if there is need for his/her services and (2) determining the appropriate salary level for the subsequent year’s appointment. Such an evaluation is not the same as a merit review for a person who is on a continuing appointment under a tenure-track agreement with the University.
- B.
- By Jan. 15, each full-time faculty member, including those with temporary appointments, should provide the department head the Annual Evaluation of Faculty Performance by Department Head form for the preceding calendar year. Based on data contained in this summary as well as other relevant material and using appropriate operational definitions, the department head will complete the Annual Evaluation of Faculty
Performance by Department Head form and the supporting Teaching Effectiveness form.
C. Each temporary faculty member will be evaluated in the areas of teaching effectiveness and professional service.
D. In general, scholarly activity is not a major expectation of the person on a temporary appointment. When such is the case, the faculty member may omit this area of the Annual Evaluation of Faculty Performance by Department Head form, and the evaluator may complete Section II of the merit evaluation as II. Scholarly Activity/Creative Work Rating: NA/temporary.
E. If, however, a faculty member on a temporary appointment undertakes scholarly activities/creative work and chooses to document performance in this area, the department head (with approval of the dean) has the option of providing a rating for scholarly activity/ creative work. The determination of appropriate salary, then, will be based on the three performance areas.
V. Evaluating Department Heads
A. By January 15, the department head should submit to the appropriate dean an Annual Evaluation of Faculty Performance by Department Head form for the preceding calendar year.
B. The dean should prepare for each department head a Department Head evaluation. The department head and the dean should jointly review the evaluation. Both should sign the form, with the department head having the opportunity to attach written comments. A copy of the form should be provided to the department head; a copy should be forwarded to the provost/VPAA, accompanied by any budget recommendation for merit increase.
- VI.
- Evaluating Deans
- A.
- At a date early in the spring semester, the dean should submit to the VPAA a self-evaluation of job performance, with a summary of job achievements and activities, for the preceding calendar year.
- B.
- The dean and the VPAA should jointly review the dean’s performance.