Article VIII, Section 2 of the Charter and By-Laws of Bates College governs the personnel policies of the College. The Dean of the Faculty provides all new members of the Faculty with copies of Article VIII of the By-Laws and with these Rules and Procedures at the time of initial appointment.

Article I: The Committee on Personnel

SECTION 1: COMPOSITION AND SELECTION

a) Function and Composition

The Committee on Personnel makes recommendations to the President in matters of reappointment, tenure, and promotion. The Committee is composed of the President as Chair and the Dean of the Faculty, ex officio, and seven elected members of the Faculty.

b) Election

By written ballot at its April meeting, the Faculty elects the seven elected members for three-year, overlapping terms.

c) Nomination

The Committee on Committees and Governance shall present a slate of nominees to the Faculty for the election of members to the Committee on Personnel, adhering to the following conditions:

1) all candidates must be tenured and must hold the rank of either associate professor or full professor;

2) in no case may an associate professor be nominated if election would mean that more than two associate professors would serve on the Committee;

3) in no case may a full professor be nominated if election would mean that fewer than two associate professors would then serve on the Committee;

4) Two members of the Committee must hold full or part-time appointments in the division of the humanities, two in the division of the natural sciences and mathematics, and two in the division of the social sciences. At least one of these six members must have significant interdisciplinary experience, defined as one of the following: service for at least two years on a program committee, or holding a full or part-time appointment in an interdisciplinary program. The seventh member of the Committee must hold a full or part-time appointment in an interdisciplinary program or have significant interdisciplinary experience, as defined above. This member may have a full or part-time appointment in a division, as well. Additional nominations may be made from the floor at the April meeting of the Faculty, but such nominations must conform to the same conditions.

SECTION 2: GENERAL INFORMATION FROM THE DEAN OF THE FACULTY

Near the beginning of each academic year, the Dean of the Faculty provides each member of the Committee with rosters of the Faculty, listing all members by rank, by years of service at the College, and by tenurial status. This information includes a calendar of particular decisions that must be made by month and date within the year and a further calendar of foreseeable tenurial decisions by year.

SECTION 3: THE YEARLY CALENDAR OF DECISIONS

Most dates below are subject to slight annual variations. Invariable dates are certification of the doctorate by September 1, and notifications of decisions to be mailed by November 30, February 10, and May 15.

a) Calendar for Reappointment Decisions
Normally reappointment decisions shall be made by November 30 of the fourth year of full-time service.

March 15: call for letters from the division Chairs, the Chair of Interdisciplinary Programs, and department and program colleagues; call for candidates' dossiers.

September 5: colleagues' letters due, and open to Examiners.

September 20: candidates' dossiers due.

September 23: dossiers opened to Examiners. October 5: dossiers opened to members of the Committees on Personnel.

October 25: Committees on Personnel send letters regarding clarification to candidates.

November 5: responses by candidates to letters from Committees on Personnel due.

November 15: recommendations due from the Committees on Personnel, for consideration by the President and for decision by the Trustees.

November 30: deadline for mailing of formal written notifications on reappointment decisions.

b) Calendar for Tenure and Initial Four-Year Contract in Physical Education Decisions

Normally tenure and initial four-year contract decisions shall be made by February 10 of the sixth year of full-time service.

May 1: selection and confirmation of off-campus evaluators; call for candidates' dossiers.
September 1: call for letters from the division Chairs, the Chair of Interdisciplinary Programs, and department and program colleagues, and from students; mailing of candidates' materials to off-campus evaluators.

October 10: colleagues' letters due, and open to Examiners. October 20: students' letters due.

November 1: candidates' dossiers due; off-campus evaluators' letters due.

November 10: dossiers opened to Examiners. November 30: dossiers opened to members of the Committees on Personnel. December 20: Committees on Personnel send letters regarding clarification to candidates.

January 5: responses by candidates to letters from Committees on Personnel due.

January : recommendations due from the Committees on Personnel, for consideration by the President and for decision by the Trustees at their January full Board meeting.

February 10: deadline for mailing of formal written notifications on tenure decisions and on initial four-year contract decisions; deadline for mailing of formal written notifications on in-depth review decisions for colleagues in Physical Education.

c) Calendar for Promotion Decisions

Normally decisions on promotion to full professor shall be made by May 15 of colleagues' sixth year in rank as associate professors.

November 1: call for candidates' dossiers.

November 15: selection and confirmation of off-campus evaluators.

December 1: mailing of candidates' materials to off-campus evaluators.

December 15: call for letters from division Chairs, the Chair of Interdisciplinary Programs, and department and program colleagues.

January 1: call for letters from students.

February 10: colleagues' letters due, and open to Examiners. February 20: students' letters due.

March 1: candidates' dossiers due; off-campus evaluators' letters due.

March 10: dossiers opened to Examiners.

March 20: dossiers opened to members of the Committees on Personnel.

April 10: Committees on Personnel send letters regarding clarification to candidates.

April 20: responses by candidates to letters from Committees on Personnel due.

May 1: recommendations due from the Committees on Personnel, for consideration by the President and for decision by the Trustees.

May 15: deadline for mailing of formal written notifications on promotion decisions.

SECTION 4: CONFLICTING RESPONSIBILITIES AND SPECIAL CONDITIONS

a) Authors of letters who are members of the Committee neither participate in deliberations nor vote on the cases concerning which they have written, nor do they review these dossiers.

b) Associate professors on the Committee neither participate in deliberations nor vote on promotions to full professor, nor do they review these dossiers.

c) A Chair of a department or program who is also the Chair of the division or the Chair of Interdisciplinary Programs writes as the Chair of the department or program. The Committee selects another appropriate tenured member to write in place of the division Chair or the Chair of Interdisciplinary Programs. The member selected must be notified of this responsibility early in the semester preceding the one in which the letter is due.

d) A Chair of a division or the Chair of Interdisciplinary Programs who would be the only participating representative of the division or of interdisciplinary programs on the Committee does participate in deliberations and voting but does not write. The Committee selects another appropriate tenured member to write in place of the division Chair or the Chair of Interdisciplinary Programs. The member selected must be notified of this responsibility early in the semester preceding the one in which the letter is due.

e) Other Special Conditions
The Dean of the Faculty is responsible annually for recommending to the Committee how to deal with anomalous situations as they may arise, such as a department or program with no tenured member, a Chair standing for tenure, joint contractual arrangements, and the like. The Dean shall consult with the candidate prior to any such recommendation, seeking full agreement and guaranteeing full knowledge of any exceptional procedures considered necessary.

SECTION 5: CONFIDENTIALITY

a) Written Materials
All evaluative letters from students and outside judges submitted to the Committee according to the provisions of Article IV shall be kept confidential by the Committee, except for the provisions of Article I, Section 5b, and the notification requirements of Article II, Section 6b. All evaluative letters written by Bates colleagues may be read by the candidate once they are ready for the Committee on Personnel. The candidate's further rights of access are specified in Article VI, Section 6c.

b) Privileges of the Director of Affirmative Action
The College's AAO has access to all written material submitted to the Committee, in accordance with procedures established in the College's Affirmative Action Policy.

c) Proceedings of the Committee
The deliberations of the Committee on Personnel on cases of appointment, reappointment, tenure, and promotion are confidential except according to the provisions of Article VI, Sections 5 and 6a. Only the President or the Dean of the Faculty shall announce or may explain the personnel recommendations of the Committee.

SECTION 6: COMMITTEE EXAMINATION OF THE DOSSIER

The Committee shall select one of its members to examine each dossier and to certify to the Committee, prior to its discussion of the dossier, that it seems both complete and correct.

SECTION 7: THE EXAMINERS

A board of four persons, all tenured members of the Faculty, shall be elected for three-year, overlapping terms to serve as examiners of all written materials presented to the Committee on Personnel. The individual examiners function independently of one another and of the Committee on Personnel, and they may not serve concurrently on that Committee. An examiner may not examine dossiers of department or program colleagues. Candidates for reappointment, tenure, or promotion may select any one of these four individuals to perform the following functions:

a) To offer counsel to the candidate concerning the submission of written materials on that person's own behalf.

b) To check the dossier prepared for the Committee on Personnel, prior to its consultation by the Committee, for completeness and correctness; see Article III, Sections 5 and 6, Article IV, and Article VI, Section 2.

c) To state in writing to the Dean of the Faculty and the Committee on Personnel when the dossier seems both complete and correct.

d) To advise the Dean of the Faculty of any incompleteness, so that it may be remedied prior to consultation by the Committee, and to recheck for completeness thereafter, notifying the Dean and the candidate in writing of any remaining incompleteness.

e) To advise the Dean of the Faculty of any material deemed "improper" by the criteria of Article III, Sections 5 and 6, and to request in writing that the Dean remove it before consideration by the Committee. If the Dean declines, the examiner may request in writing, stating grounds, that the Committee not consider the questionable material. The examiner must also inform the candidate in writing of the fact of any such request to the Committee.

f) To advise the Dean of the Faculty of any material suggesting the need for further clarification or response from the candidate. If the Dean declines, the examiner may proceed as in Article I, Section 7e.

g) To maintain complete confidentiality according to the provisions of Article I, Section 5 above, subject only to the qualifications explicit in this Section 7.

h) To check for completeness and correctness of the dossier and other material (with the exception of the minutes of the Faculty Committee on Personnel) submitted to the Trustee Review Committee in case a candidate appeals a personnel decision.

SECTION 8: RESPONSES FROM CANDIDATES

During reviews of candidates by the Committee on Personnel for reappointment in the fourth year, for tenure, for promotion, and for lecturers on multi-year contracts, the following procedures shall apply: after the Committee has made an initial review of all materials submitted, the Committee shall write a letter to every candidate indicating as specifically as possible any points which the Committee believes could be clarified by a response from the candidate, or indicating that no clarification is necessary. It is understood that the Committee is not required to report to the candidate matters of substance, positive or negative, concerning the consideration of the candidate for reappointment, promotion, or tenure. The candidate has the right to respond to the Committee in writing. The candidate may also bring up any matters on which the candidate would like to comment.

Article II: Conditions and Schedules of Appointment, Reappointment, Tenure, and Promotion in Departments Other Than Physical Education

SECTION 1: ADMINISTRATIVE CONSULTATION BEFORE INITIAL APPOINTMENTS

Before an initial offer of tenure-track employment in a department or program can be extended to any person, the President or Dean of the Faculty requests written or oral judgment on the candidates from each individual department or program member in residence. In the case of non-tenure track initial appointments, the President or Dean of the Faculty consults with the department or program Chair regarding the judgments of all department or program members in residence on the candidates.

SECTION 2: CONDITIONS OF INITIAL APPOINTMENTS

Tenure is granted in connection with an initial appointment only upon recommendation of the Committee on Personnel, and is not solely an administratively negotiable condition. See below, Article II, Section 8. Initial appointment may be made at any rank. Lecturers are not eligible for tenure.

SECTION 3: INITIAL CONTRACTS

To consummate the initial appointment, the President or his designee, on behalf of the Board of Trustees, and the appointee shall execute a written contract stating rank, salary, beginning and terminating dates of employment, fringe benefits, duties, and any special conditions specifically including credit for prior service as provided for below in Article II, Section 8. Joint contracts shall indicate as fully as possible what modifications, if any, in these Rules and Procedures are matters of agreement. In the absence of such written modifications, the presumption must be that these Rules and Procedures apply.

SECTION 4: SCHEDULES OF REAPPOINTMENT, TENURE, AND PROMOTION

Initial appointments to full-time, tenure-track positions are for a term of four years. Reappointments to tenure-track positions are for a further term of three years. Decisions on tenure are made during the sixth year, and first consideration for promotion to full professor is made in the sixth full year in rank as associate professor. See below, Article II, Sections 8, 9, 10, and 13 for exceptions. Initial appointments to the rank of lecturer are for terms not to exceed two years. Reappointments of lecturers may be for one, two, three, or five years.

SECTION 5: FORMAL NOTIFICATIONS

Written notifications of reappointment or nonreappointment are mailed by November 30 for all lecturers and for all other persons serving in their fourth year. Written notifications of tenure are mailed by February 10 for all tenure-eligible persons, after which continuous service is presumed in the absence of a written notification to the contrary from either the individual or the College. See below, Article II, Section 13, and Article VII. Written notifications of promotion to full professor are mailed by May 15.

In the event that the President or the Board of Trustees does not accept a recommendation on reappointment, tenure, or promotion, made by the Faculty Committees on Personnel, such nonacceptance shall be stated in the letters of notification.

SECTION 6: EVALUATIONS

a) Departmental or Program Evaluations in the Second Year

For individuals on a four-year tenure-track appointment, an evaluation shall be conducted during the winter semester of the second year of teaching at Bates. The purpose of this evaluation is to inform the individuals of the department members' judgment of their job performance and to aid
the individuals in any appropriate improvement.
For individuals with a single appointment in a department or program, the tenured members of the department or program shall conduct the evaluation. For individuals holding dual appointments, the tenured colleagues of the department(s) and/or program(s) specified in Article IV, Section I(c) shall conduct the evaluation.

When the individual candidate appointed in a single department or program has significant interdisciplinary service outside of that department or program, the candidate may ask the Chair of Interdisciplinary Programs, in consultation with the candidate and with the Chair(s) of the relevant programs and departments, to select one or two additional senior-ranking colleagues who are familiar with the candidate's areas of teaching and scholarship. These colleagues are drawn from the past and present membership of the appropriate programs or departments. The Chair(s) of the relevant program(s) and department(s) shall also write letters of evaluation.

Each tenured member shall write a signed letter of evaluation which discusses the individual's strengths and weaknesses in terms of teaching, scholarship, and service. These evaluations shall be based on the kinds of evidence cited in Article IV, Section 5(d), as well as on direct evaluation of scholarship. All tenured members give their letters to the Chair(s) of the departments and/or program(s) in which the individual holds an appointment. The Chair(s) read them and give them all to the individual by March 15. Once the individual has had an opportunity to read the letters, he or she and the Chair(s) meet to discuss them. The Chair(s) subsequently hold a meeting with all the letter writers to discuss the content of the letters, any disagreements, and departmental and/or program needs.

By April 15, the Dean of the Faculty shall receive a letter from the Chair of the department and/or program and one from the individual evaluated stating that the evaluation has taken place according to these procedures. Unless an individual letter writer or a candidate chooses to submit copies of letters written in the course of the departmental and/or program evaluation, the Committee on Personnel will not see such letters.

b) Subsequent Years

Every notification of a personnel decision shall include a detailed evaluation of individual performance based upon the materials submitted to the Committee on Personnel and on its discussion of those materials. This evaluation shall include a statement of strengths and weaknesses, a discussion of their relative importance, and a full statement of the reasons for the recommendation. This statement ought to include discussion of student ratings and letters on teaching, colleagues' evaluations of research and teaching, and outside evaluations of research, if any. All written notifications must include all relevant information concerning institutional needs as they may limit the individual and concerning any percentage limitation or guidelines established by the Board of Trustees and announced by the President or the Dean of the Faculty. The individual may respond in writing, and any such response must be attached to the original summary statement in the personnel files and acknowledged by a reaffirmation or a revision of that summary from the Dean.

c) Special Conditions

In the first and subsequent years, the Dean of the Faculty, the Chairs of the departments and/or programs in which the individual holds an appointment, and the individual must make every effort to foresee and to communicate any special conditions for subsequent decisions on reappointment, tenure, or promotion. See Article I, Section 4.

SECTION 7: SUBSEQUENT CONTRACTS

In annual contractual letters mailed in duplicate by February 15, the College notifies each member of the Faculty of his or her individual rank, salary, and benefits for the succeeding academic year. The signed original must be returned to the President by March 15, and the duplicate is retained by the individual.

SECTION 8: CREDIT FOR PRIOR SERVICE

Persons who have held previous appointments at other institutions may negotiate with the President or Dean of the Faculty at the time of the initial appointment at Bates for up to four years of teaching credit toward the tenurial decision, reducing or eliminating years spent in the initial four-year contract and adjusting the dates of formal notification accordingly. No such credit is assured. If four years of credit are granted, the initial and only contract prior to a tenure decision is for three years.

SECTION 9: EARLY CONSIDERATION

In special circumstances, an individual may formally request early consideration for reappointment, tenure, or promotion. The Dean of the Faculty brings any such request to the Committee with a recommendation for action. The Committee's action shall respect the spirit of Article III if not necessarily the full procedural letter of Article IV. See above, Article II, Section 2.

SECTION 10: DELAYED CONSIDERATION

Full-year leaves of absence delay the schedule of reappointments, tenure, and promotion correspondingly. Neither a single half-year leave of absence nor any Short Term leave delays this schedule. In cases of multiple half-year leaves or partial leaves, the individual seeking delayed consideration must take the initiative to petition the Committee on Personnel, which has authority to accept or deny.

A candidate for promotion to full professor may elect to delay the initial consideration by the Committee. Requests for a delay must be made in writing to the Dean of the Faculty.

SECTION 11: SUBSEQUENT CONSIDERATION FOR PROMOTION

Subsequent to the initial consideration for promotion, the candidate may elect a new consideration in any year. The candidate must state this in writing to the Dean of the Faculty by September 25. Such consideration does not involve solicitation of letters from outside evaluators or students, unless the candidate so requests. The Committee shall decide whether to grant the request for additional letters.

SECTION 12: LIMITED TERM OF SERVICE AS INSTRUCTOR

No individual may be reappointed as an Instructor for service in that rank beyond the fourth year.

SECTION 13: LIMITED TERM OF NONTENURIAL SERVICE

No individual may be reappointed on a nontenurial contract extending beyond the seventh year of full-time teaching on the Faculty of Bates College. Lecturers, teaching less than full time, may be so reappointed. No other exception may be made unless an individual so requests and special circumstances such as serious illnesses justify exceptional delay of the decision on tenure.
Normally service on a temporary replacement appointment may not exceed three years. When a member of the Faculty on such an appointment is a candidate and successfully sustains a competitive search for a tenure-eligible position, the Committee need not consider the reappointment. When a colleague on a temporary appointment is needed by a department or program for a second or third year of temporary service, the Committee need not consider the reappointment. All other reappointments of temporary colleagues shall be considered by the Committee.

SECTION 14: RESIGNATIONS

Any member of the Faculty who intends to terminate services at the end of an academic year is obligated to notify the College in writing of this decision not later than March 15.

Article III: Criteria for Reappointment, Tenure, and Promotion in Departments Other Than Physical Education

SECTION 1: NEEDS OF THE COLLEGE

a) Definitions

Needs of the College as finally determined by the President and the Board of Trustees govern all decisions on appointments, reappointments, and tenure. "Needs" may concern the financial resources of the College, the support necessary for academic programs approved by the Faculty, the relationship of the individual's field to other fields of inquiry in the department(s) and/or program(s) in which an appointment is held, and the recognition of student interest. The need for a given position shall be established at the time of reappointment, that is, before the tenurial decision, subject to change as provided in Article III, Section 1c.

b) Guidelines or Percentages

Because of such needs as specified in paragraph (a) above, the Board of Trustees may establish guidelines or percentages for limiting reappointments or tenure. If any guidelines or percentage limitations are set, they must be announced in writing to the Faculty by the President or the Dean of the Faculty. Prior to such corporate establishment and administrative announcement, the Faculty Committee on Conference with the Trustees must be given the opportunity to discuss the specific proposal and its rationale separately with the Faculty and the Trustee Committee on Conference with the Faculty.

Ordinarily such guidelines or limitations will restrict only the aggregate numbers or proportion of tenured members on the Faculty as a whole. Ordinarily they will not restrict by departmental, programmatic, or divisional quotas the numbers or proportion tenured in the several departments, programs, and divisions.

Any guidelines or percentage limitations may be applied by the Committee on Personnel in such a way as to produce general compliance. The Committee may exceed guidelines or percentage limitations in a given year, but a continued practice of exceeding them would invoke Trustee review of the rules and procedures which govern appointment, reappointment, tenure, and promotion. The number or percentage of Faculty members tenured in a department, program, or division may be a factor in the deliberations of the Faculty Committee on Personnel.

c) Notification of Changed Needs

Whenever administrative reconsideration of the need for a position leads to a new determination, the President or Dean of the Faculty must notify in writing the individual, without awaiting the next scheduled review by the Committee on Personnel.

SECTION 2: GENERAL CRITERIA FOR ALL DECISIONS

a) Teaching

An excellent teacher has many strengths. Those sought by the Committee include the following: knowledge of the subject; enthusiasm about the subject; organization of the course and subject matter; capacity to present abstract ideas and theories clearly; capacity to engage the class in the subject of lectures, discussions, or laboratories; encouragement of students to think for themselves; flexibility and willingness to experiment; reliability in meeting scheduled responsibilities; accessibility to students; fairness in examinations and grading. Academic advising is a normal part of a teacher's responsibilities, and it is evaluated as such.

b) Professional Achievement

The nature of professional achievement varies according to the field of the candidate. Achievement may take the form of research, writing, publication, or creative work and exhibition. The Committee assesses evidence of the following strengths: recognition of the candidate's achievement within a field; significance of contributions to the field; quality and originality of thought or work; breadth and depth of perspective; the will and capacity for continued individual development and professional productivity as a member of the Bates Faculty.

c) Professional Service to the Public

The College recognizes professional services that candidates render outside of their disciplinary institutions for the benefit of the public. Such service may take the form of advisory or educational work. The nature and extent of these contributions may vary from individual to individual.

d) Service to the College

The candidate is expected to contribute to the work of the College in ways other than teaching. Such service to the College may take the form of work within departments or programs, on the committees of the Faculty, or in other activities of the College. The candidate may also serve the College through leadership in professional organizations, or with good citizenship in the community at large. The nature and extent of these contributions may vary from individual to individual.

SECTION 3: PARTICULAR APPLICATION OF CRITERIA FOR TENURE-TRACK REAPPOINTMENT AND FOR TENURE

a) Reappointment

The standard for reappointment is performance and promise pointing toward eventual attainment of tenure. Although equal progress toward satisfying all the criteria for tenure is not required for any reappointment, tangible evidence of effectiveness in teaching and of professional commitment is a condition for service beyond the fourth year. Reappointment does not insure a future decision for tenure.

b) Tenure

The two chief criteria for tenure are excellence in teaching and significant professional achievement. Particularly outstanding achievement in either teaching or professional activity may offset a lower level of achievement in the other category. Every decision on tenure inevitably necessitates prospective judgment concerning the promise for further development.

SECTION 4: CRITERIA FOR PROMOTION

a) Promotion to Assistant Professor

The doctoral degree or another qualification appropriate to the field is normally the necessary and sufficient condition for promotion to the rank of assistant professor. Instructors appointed before receiving such a degree are promoted automatically for the academic year immediately following, if institutional certification of completion reaches the Dean of the Faculty by September 1.

b) Promotion to Associate Professor

Permanent tenure is the sufficient condition for promotion to the rank of associate professor. Individuals with prior service at other institutions may be appointed initially to the Bates Faculty at this or higher rank.

c) Promotion to Full Professor

Continuing excellence in teaching and continuing significant professional achievement are the two chief criteria for promotion to full professor. Particularly outstanding achievement in one category may offset a lower level of achievement in the other. Continuing service to the College is also expected, although this criterion is less important than the other two. Time in rank alone is neither a necessary nor a sufficient qualification.

SECTION 5: ACADEMIC FREEDOM

The Committee on Personnel shall adhere to the ideal of academic freedom as defined by the 1940 "Statement of Principles" and the 1970 "Interpretive Comments" of the American Association of University Professors.

SECTION 6: NONDISCRIMINATION

The Committee may not discriminate on the basis of race, color, national or ethnic origin, religion, gender, sexual orientation, marital or parental status, age, or handicap. The Committee, however, shall consider any of these factors in accordance with the approved Affirmative Action policy of the College.

Article IV: Evaluative Procedures

SECTION 1: AVALUATORS: FACULTY COLLEAGUES

Tenured members of departments and programs, as well as the Chairs of departments, programs, and divisions, and the Chair of Interdisciplinary Programs, share ongoing responsibility for the evaluation of junior-ranking members. The Committee on Personnel requests evaluations from all such colleagues, as specified in Article IV, Section 1(a), (b), (c), and (d), at the scheduled occasions of reappointment, tenure, and consideration for promotion to full professor. At the beginning of each academic year, the Dean of the Faculty shall provide each tenured member of the Faculty with a two-year schedule of all reappointment, tenure, and promotion decisions for which that member shall be expected to write.

a) Evaluation of Candidates Appointed in Departments Only
For reappointment, tenure, and promotion decisions for persons holding appointments solely in
departments, evaluators shall be selected from members of the Faculty as follows:

1) The Chair of the departmental division and the Chair of the relevant department.

2) Senior-ranking colleagues in the candidate's department.

3) If there are fewer than three senior-ranking members in any department, the Committee solicits letters from one, two, or three other senior-ranking members of the Faculty selected by the Chair of the division in consultation with the candidate and the Chair of the department.

4) In consideration of promotion, division and department Chairs write evaluations regardless of their ranks.

5) For anomalous situations, Article I, Section 4(e) of the Rules and Procedures of the Faculty shall apply.

b) Evaluation of Candidates Appointed in Programs Only
For reappointment, tenure, and promotion decisions for persons holding appointments solely in interdisciplinary programs, evaluators shall be selected from members of the faculty as follows:

1) The Chair of Interdisciplinary Programs.

2) The Chair of the Program.

3) To provide continuity, two senior-ranking colleagues (usually drawn from the appropriate program committee or the search committee) shall be identified at the time of the candidate's appointment by the Dean of the Faculty upon recommendation of the Chair of Interdisciplinary Programs, in consultation with the Chair of the program and the candidate. These colleagues shall serve as permanent evaluators from the time of appointment through subsequent tenure and promotion decisions.

4) Two additional senior-ranking colleagues drawn from the membership of the program committee at the time of the call for letters for the candidate's first evaluation by the Committee on Personnel. These two additional faculty are selected by the Committee on Personnel from four names recommended by the Chair of Interdisciplinary Programs, in consultation with the Chair of the relevant program and the candidate. These colleagues shall serve as permanent evaluators from the time of the first evaluation by the Committee on Personnel through subsequent tenure and/or promotion decisions.

5) At the time of consideration for reappointment, tenure, or promotion, at the discretion of the candidate, one or two additional uniquely qualified senior-ranking colleagues who are familiar with the candidate's teaching and scholarship shall be selected by the Chair of Interdisciplinary Programs, in consultation with the Chair of the relevant program and the candidate.

6) In consideration of promotion, the Chair of Interdisciplinary Programs and the Chair of the program write evaluations regardless of rank.

7) Recommendations for replacement of any of the individuals specified in (3) and (4) above due to illnesses, retirements, and the like shall be made to the Committee on Personnel from colleagues selected by the Chair of Interdisciplinary Programs in consultation with the Chair of the program and the candidate.

8) For anomalous situations, Article I, Section 4(e) of the Rules and Procedures of the Faculty shall apply.

c) Evaluation of Candidates Holding Dual Appointments

For reappointment, tenure, and promotion decisions for persons holding dual appointments (e.g., two departments, two programs, or one department and one program), evaluators shall be selected from members of the faculty as follows:

1) The Chair of each relevant division and/or the Chair of Interdisciplinary Programs.

2) The Chair of each relevant department and/or program.

3) Four senior-ranking colleagues, two drawn from each of the departments and/or programs in which the candidate serves. To provide continuity, these four faculty shall be identified at the time of the candidate's appointment by the Dean of the Faculty upon recommendation of the Chair of the relevant division and/or the Chair of Interdisciplinary Programs, in consultation with the appropriate department and/or program Chairs and the candidate. These colleagues shall serve as permanent evaluators from the time of appointment through subsequent tenure and promotion decisions.

4) At the time of consideration for reappointment, tenure, or promotion, at the discretion of the candidate, one or two additional uniquely qualified senior-ranking colleagues who are familiar with the candidate's teaching and scholarship shall be selected by the Chair of the relevant division and/or the Chair of Interdisciplinary Programs, in consultation with the relevant department and/or program Chairs and the candidate.

5) In consideration of promotion, division Chairs and/or the Chair of Interdisciplinary Programs, and department and/or program Chairs write evaluations regardless of rank.

6) Recommendations for replacement of any of the individuals specified in (3) and (4) above due to illnesses, retirements, and the like shall be made to the Committee on Personnel from colleagues selected by the Chairs of the relevant divisions and/or Interdisciplinary Programs, in consultation with Chairs of relevant programs and/or departments, and the candidate.

7) For anomalous situations, Article I, Section 4(e) of the Rules and Procedures of the Faculty shall apply.

d) Evaluation of Candidates Appointed in a Department, but with Significant Interdisciplinary Service

For reappointment, tenure, and promotion decisions for persons in a department, with significant interdisciplinary service, evaluators shall be selected from members of the faculty as follows:

1) The Chair of the departmental division and the Chair of the relevant department.

2) Senior-ranking colleagues in the candidate's department.
At the discretion of the candidate:

3) The Chair of Interdisciplinary Programs and the Chair(s) of the relevant program(s) and/or department(s); and

4) At the time of consideration for reappointment, tenure, or promotion, one or two additional senior-ranking colleagues who are familiar with the candidate's teaching and scholarship. These colleagues are drawn from the past and present membership of the appropriate program(s) and/or department(s) and shall be selected by the Chair of Interdisciplinary Programs in consultation with the Chair(s) of the relevant program(s) and/or department(s) and the candidate.

5) In consideration of promotion, division Chairs and/or the Chair of Interdisciplinary Programs and department and/or program Chairs write evaluations regardless of rank.

6) For anomalous situations, Article I, Section 4(e) of the Rules and Procedures of the Faculty shall apply.

SECTION 2: EVALUATORS: STUDENTS

On behalf of the Committee, the Dean of the Faculty requests evaluative letters from at least twenty students or former students, selected according to procedures approved and published by the Committee on Personnel, concerning candidates for the tenurial decision and at first consideration for promotion to full professor.

SECTION 3: EVALUATORS: QUALIFIED PROFESSIONALS ELSEWHERE

For all tenurial decisions and in the sixth year in rank as associate professor for all first considerations for promotion to full professor, the College solicits four outside evaluations from qualified judges of the candidate's professional work. The judges are selected in the following manner. The candidate designates one judge and also provides an alternate name. In addition, the candidate submits three names of qualified persons with brief descriptions of their qualifications.

The department and/or program Chair also submit(s) three names with brief descriptions. If more than one department or program Chair is involved in the evaluation, they submit jointly three names of evaluators, seeking a list of scholars whose work represents the range of the candidate's scholarship. These descriptions shall include each nominee's position, title, address, relevant publications, and past relationship to the candidate. Except in special circumstances presented by the candidate or the relevant department or program Chairs and agreed to by the Committee, no nominee shall be the candidate's dissertation advisor. Whenever possible, each nominee shall have a strong record of scholarship in the candidate's field of expertise. If a department or program Chair is a candidate for tenure or promotion, the relevant division Chair or Chair of

Interdisciplinary Programs provides the three names of outside evaluators. The Committee then selects three names from these nominees or from others, nominated in the same way, informing the candidate of the names selected. The candidate may request reconsideration, but the Committee or the Dean of the Faculty as its delegate makes the final decision on the three judges.

SECTION 4: NEED OF THE COLLEGE

The Dean of the Faculty, the Chair of the candidate's division and/or the Chair of Interdisciplinary Programs, and the Chair(s) of the candidate's departments and/or programs are severally responsible for including assessments of the needs of the College in their recommendations on each pretenurial reappointment.

SECTION 5: TEACHING

The attempt to evaluate teaching fairly and effectively necessitates different sorts of contributions from students, colleagues, and administrators.

a) Submissions from the candidate
The candidate should provide a statement on teaching and may provide copies of course materials, including syllabi and examinations.

b) Students' Ratings
The Committee on Personnel, or other designated committee of the Faculty, shall be responsible for soliciting student ratings of courses. This Committee shall acquire such ratings systematically, on standard forms, and on specified days of a semester. The Committee shall supervise the preparation of statistical summaries of the forms. These summaries shall be distributed to the Dean of the Faculty for the instructor's personnel file and to the instructor's department and/or program Chair. The forms, together with any summaries or interpretations based on them, shall be returned to the instructor of the course evaluated.

c) Students' Letters
Students' letters evaluate the candidate's teaching, according to the criteria for teaching specified in Article III, Section 2(a).

d) Colleagues' Letters
Colleagues' letters must be based on factual evidence as well as personal judgment, and must specify such factual evidence, including the number and approximate dates of formal observations of classes. This evidence may include the following: after adequate notice to the instructor, observations of classes over a period of time and in different courses; syllabi, examinations, or other course materials; formal interviews with students; observation outside of the classroom concerning such qualities as rapport with and accessibility to students; and responsibility in meeting obligations.

SECTION 6: PROFESSIONAL ACHIEVEMENT

The attempt to evaluate achievement fairly and effectively necessitates different sorts of contributions from the individual candidate and from qualified professionals.

a) Submissions from the Candidate
The candidate is responsible for submitting regular annual reports of professional activities, which become part of the dossier considered by the Committee on Personnel. Every candidate for reappointment, tenure, or promotion should also submit to the Dean of the Faculty for the Committee on Personnel a written statement of scholarly, artistic, or other comparable work in progress and of goals for the future. The candidate should submit copies of all successful grant proposals, all papers read to scholarly audiences, and all published articles or books. Finally, the candidate may submit any other relevant material, including any letters concerning scholarship, art, or equivalent achievement by professionally qualified persons. See above, Article I, Section 3, for calendar.

b) Colleagues' Letters
All colleagues writing according to the provisions of Article IV, Section 1 should incorporate evaluation of the candidate's professional achievement and promise.

c) Evaluations from Qualified Professionals Elsewhere
Outside judges, writing according to the provisions of Article IV, Section 3, should evaluate published materials, manuscripts, or equivalent work, for the quality of achievements, their significance within the discipline, and any evidence of ongoing development or future promise. All information submitted to the Committee from outside judges shall be in written form. All Committee requests for further clarification from outside judges shall be in written form. This procedure may also be followed at the time of other decisions, depending on the judgment of the Dean of the Faculty or the Committee on Personnel.

SECTION 7: SERVICE

The candidate should provide a cumulative list of committee service, with brief descriptions of particular contributions as seem appropriate. The candidate is also responsible for providing any other evidence of service to the College or the community at large. See Article I, Section 3, above for calendar. The Committee may solicit further information about any aspects of this service.

SECTION 8: OTHER INFORMATION

The Committee, after informing the candidate, may seek any other information that it deems to be relevant, and the Dean of the Faculty may present to it other materials from the candidate's file. All such material must be opened to the chosen examiner before submission to the Committee. See above, Article I, Section 7.

SECTION 9: JOINT CONTRACTS

Individuals holding joint contracts shall be evaluated both individually and as a team. Before such evaluations, the Dean of the Faculty shall remind authors of letters and members of the Committee that this evaluation must be in conformance with the requirements of the joint contract: jointly they shall serve the College in ways equivalent to a full-time teaching member of the Faculty.
Evaluators should take particular notice that any possible quantitative standards of productivity used in the evaluation of individual holders of a joint appointment must be reduced in light of half-time employment.

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